RFP 15007.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 15007-0-2026-TJ

Title: Consulting Services for Warner Park Southeast Recreation Area Improvements

City Agency: Park Division

Due Date: Monday, March 16, 2026

2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15007-0-2026-TJ

RFP 15007.docx Page i

1 OPPORTUNITY AND WELCOME

Thank you for your interest in bidding on a City of Madison contract opportunity. The City’s mission is to provide the highest quality service for the common good of our residents and visitors.

The City of Madison Parks Division seeks proposals from qualified professional consultant teams for design services and construction oversight of the Warner Park Southeast Recreation Area Improvements.

The project is located in Warner Park (2930 N. Sherman Ave., Madison WI 53704) at the southeast field adjacent to N. Sherman Ave. and Trailsway.

Thank you for considering this opportunity to work with the City and further our mission!

2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: Monday, March 16, 2026 at 2:00 PM Central Time.

The City will not accept late proposals. Any changes to the deadlines will be posted as an addendum on the bid distribution websites listed below. See Section 3.1 for instructions for using these websites.

RFP NAME: Consulting Services for Warner Park Southeast Recreation Area Improvements

DEADLINE FOR

QUESTIONS:

The deadline for questions is Wednesday, February 25, 2026 at 2:00 PM Central Time. Questions and/or inquiries must be submitted by email.

CITY’S ANSWERS

POSTED BY:

The City’s answers to your questions will be posted as an addendum by Wednesday, March 04, 2026. You must check the bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

Monday, March 16, 2026 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/

CONTACT

INFORMATION:

Tammy Jones Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346

Phone: (608) 266-4521 Email: bids@cityofmadison.com https://www.cityofmadison.com/vision-awards https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ mailto:bids@cityofmadison.com

RFP 15007.docx Page ii

Table of Contents

1 OPPORTUNITY AND WELCOME ................................................................................................ i 2 IMPORTANT INFORMATION ...................................................................................................... i

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT Contact Information

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy Equity in Contracting Equitable Hiring & Affirmative Action Plan Limitations on Nuclear Weapons Producers Sweatfree Purchasing

5 SCOPE OF WORK AND REQUIRED INFORMATION

Project Introduction General Requirements Phase 1 Community Engagement and Design Development Phase 2 Construction Documents and Public Works Bidding

Construction Document Deliverables Public Works Bidding

Construction Administration Proposed Project Milestones Payment Schedule

6 HOW TO SUBMIT YOUR PROPOSAL

Basis for Selection

7 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist Submit your Proposal by the Deadline Format Questions Addendum (Changes or Clarifications to this RFP) Multiple Proposals Changing or Withdrawing your Proposal Correcting Errors in your Proposal after the Due Date No Exceptions from Bidders

You are Responsible for all of your Costs in Making a Proposal Public Records and Trade Secrets

8 RULES FOR THE SELECTION PROCESS

9 LEGAL CONTRACT REQUIREMENTS

Sample Contract Affirmative Action Requirements for Contractors Insurance

Sample Contract

Form A: Price Proposal and Signature Affidavit Form A2: Price Proposal Excel Spreadsheet Form B: References Form C: Vendor Profile Attachment A: Warner Park Southeast Construction Document Plan Set

3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON

Official Bid Distribution Websites – IMPORTANT

The City of Madison posts all requests for proposals (RFPs), addendums, updates, awards, and announcements on two websites: VendorNet and DemandStar. Both sites are free to register for City of Madison bids.

These two websites are the only places to get the official RFP and updates to the RFP.

Updates and addendums will only be posted on these websites. It is your responsibility to check the websites for updates and “addendums.” An addendum is a document that answers questions from bidders. It could make important changes to the RFP. If the addendum requires a response, and you fail to respond to it, you could be disqualified.

State of Wisconsin VendorNet System

State of Wisconsin and local government bid network. Registration is free. Search for City of Madison in the Agency search field.

VendorNet link https://vendornet.wi.gov/Bids.aspx

DemandStar by Onvia National bid network. Free subscription is available. Sign up for the free “Basic Plan” and select Wisconsin Association for Public Procurement (WAPP) as the agency to access City of Madison RFPs.

DemandStar link https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75- 86ec-401cd5abf736/

Register on DemandStar www.demandstar.com/app/registration

Contact Information

City of Madison Purchasing Contact (Buyer)

Tammy Jones Purchasing Services 210 Martin Luther King, Jr. Blvd. Room 407 City-County Building Madison, WI 53703-3346 bids@cityofmadison.com

Questions about Affirmative Action Plans

Contract Compliance, Department of Civil Rights 210 Martin Luther King, Jr. Blvd. Room 523 City-County Building Madison, WI 53703

PH: (608) 266-4910

dcr@cityofmadison.com

Email note Some email to the City gets lost in “spam.”

If you send the City an email and you do not hear back within 3 days, please call the Buyer at (608) 266-4521.

https://vendornet.wi.gov/Bids.aspx https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/agencies/wisconsin/city-of-madison-purchasing-services/procurement-opportunities/573ff565-ce2b-4c75-86ec-401cd5abf736/ https://www.demandstar.com/app/registration mailto:dcr@cityofmadison.com

4 OUR PURCHASING VALUES

Local Preference Purchasing Policy

The City of Madison gives preference to local vendors and suppliers. You must be registered with the City as a local vendor by the RFP due date to get preference points. Learn more and register at the City of Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/

If you are a local vendor, be sure to complete the Local Vendor section on Form C.

Equity in Contracting

The mission of the City of Madison is to provide the highest quality service for the common good of our residents and visitors. The City’s values include

• Equity - fairness, justice and equal outcomes for all, and

• Shared prosperity - where all are able to achieve economic success and social mobility.

It is our goal to spend money equitably, including among businesses owned by women, people of color, and small businesses. Our contractors should reflect shared dedication to equity in their work and employment practices, and we invite you to become part of this mission!

Equitable Hiring & Affirmative Action Plan

Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual contracts with the City (each calendar year) must submit an Affirmative Action Plan.

Information about the Affirmative Action Plan and how to comply is found here:

https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers

Or call the Affirmative Action Division at (608) 266-4910.

See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.

Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin if you have 15 or more employees. You must agree to interview candidates that we refer to you through our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:

http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program

The job posting requirement is found in Section 13 A. of the Sample Contract.

Limitations on Nuclear Weapons Producers

It is the City’s policy not to make purchases from companies that produce nuclear weapons, or their subsidiaries. See Common Council Resolution 79719 for more information.

Sweatfree Purchasing

It is the City’s policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors who source their materials from sweatshops, where labor practices are inconsistent with international standards of human rights. See Madison General Ordinances Section 4.25 (https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1-- 10_CH4FI_4.25PRITAP) for more information.

https://www.cityofmadison.com/finance/purchasing/local-businesses/register-business/ https://www.cityofmadison.com/vision-awards https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program https://madison.legistar.com/ViewReport.ashx?M=R&N=Text&GID=205&ID=5490426&GUID=A7280DE2-DFCB-40F2-8200-E9C3EA95902B&Title=Legislation+Text https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--10_CH4FI_4.25PRITAP

5 SCOPE OF WORK AND REQUIRED INFORMATION

Project Introduction

The City of Madison Parks Division seeks proposals from qualified professional consultant teams for design services and construction oversight of the Warner Park Southeast Recreation Area Improvements.

The project is located in Warner Park (2930 N. Sherman Ave., Madison WI 53704) at the southeast field area adjacent to N. Sherman Ave. and Trailsway.

The southeast area of Warner Park has been in its current configuration since the late 1970s and includes softball fields, softball field infrastructure, sports field lighting, existing trees, and other existing park infrastructure. Over the last several decades the use of the fields for softball has declined and the existing lighting does not meet today’s energy efficiency, or performance standards. On July 10, 2024, the Board of Park Commissioners adopted the Warner Park Southeast Recreation Area Development Plan (Leg ID: 84179). The plan includes new lighting, multi-use athletic fields, and path network.

In addition to the Warner Park Southeast Recreation Area Development Plan, the Parks Division is preparing plans for an eight court pickleball complex that is situated in the northwest corner of the Southeast Recreation Area. It is projected that construction for the pickleball project will begin spring 2026 and be completed fall 2026.

The Parks Division is seeking consultant teams with experience in multi-use athletic field construction and electrical service design. Included with this RFP is a construction document plan set (Attachment A) that was used to apply for project funding. Consultants shall use this document for estimating services as it entails the overall expected scope of the project but are not necessarily limited to the design.

Overall work on the project includes:

• Understanding existing conditions

• Design of a new electrical service system to provide new lighting for the athletic fields and the pickleball complex

• Understanding manufacturer specifications (MUSCO lighting system, anchor bolt layout, lighting footings, etc.)

• Site design and paving layout

• Site grading and stormwater management

• Community engagement

• Cost estimation

• Permitting

• Specifications

• Bidding

• Construction administration

The work shall be performed by licensed Professionals registered in the State of Wisconsin.

The design of athletic field lighting fixtures, poles, control cabinets and support equipment will be provided by MUSCO Lighting, Inc. The design of these features is not in the scope of this contract for professional services.

Due to the soil conditions of the site, phased fill placement and settlement monitoring is potentially required and will extend the expected construction timeline.

The following sections outline Consultant responsibilities for the three project phases:

Phase 1 – Community Engagement and Design Development Phase 2 – Construction Documents and Public Works Bidding Phase 3 – Construction Administration

Funding

1. The project construction budget is anticipated to be about $2,000,000. Construction funding is dependent on future City of Madison Common Council authorization and shall be informed by cost estimates prepared by the Consultant. Consultant shall maintain a running cost estimate of proposed improvements and provide updates during each phase of the project.

General Requirements

1. The Consultant shall balance the goals of the community while also meeting City agency needs throughout all phases of the project.

2. Communication

a. The Consultant should have any ambiguities or conflicts in this document clarified in writing by the City Project Manager prior to beginning design.

b. All dealings between the City and the Consultant with respect to the subject matter of the

Agreement shall be with the City’s Project Manager.

i. The City’s Project Manager shall inform the Consultant as to groups and staff with which it is to consult, provide prompt evaluation of requests of such groups, examine documents and receive inquiries submitted by the Consultant, refer information and requests submitted by the Consultant to appropriate officials, departments and bodies and obtain or render decisions promptly with respect thereto so as to avoid delays in the work of the Consultant.

ii. The designation of the project manager representative thereof shall not limit those with whom the Consultant may have contact if, in the Consultant and project manager’s judgment, consultation with others will be of assistance.

3. Minimum Consultant Team Qualifications

a. Civil Engineer: PE Wisconsin license with 10 years experience

b. Landscape Architect: PLA Wisconsin license with 5 years experience

c. Electrical Design: PE Wisconsin license with 5 years experience or WI Designer of Engineered

Systems with 10 years experience

4. Environmental Protection

a. In addition to building-specific codes, all Consultant design must comply with all federal, state, and local environmental laws and regulations. This includes reviewing and verifying design and layout of equipment meets City of Madison General Ordinance 29.36 Outdoor Site and Building Lighting and is Dark-sky compliant. Consultant will coordinate with MUSCO if necessary to meet these requirements.

5. Accessibility

a. All accessibility related design shall meet current applicable code in accordance with the

Americans with Disabilities Act Standards at a minimum.

b. The project shall include design that follows a “Universal Design” approach and shall be thoughtfully designed to accommodate site use without special facilities for persons with disabilities. Separate elements designated specifically for use by persons with disabilities should be avoided.

c. Absolute versus “maximum” or minimum” dimensions shall be clarified on all drawings where applicable.

6. Occupational Safety and Health Regulations

a. The construction, operation, and occupation of the facilities must comply with OSHA regulations.

The Consultant must ensure that facilities can be constructed in a manner compliant with all current OSHA regulations applicable to construction, operation, and occupation of the facilities.

7. Building Codes

a. The Consultant shall use the latest edition of applicable local, state, and federal building codes throughout design and construction of this project.

8. National Standards

a. This project shall comply with the most current version of nationally recognized standards to the extent practicable and specified in this document.

9. City of Madison Review

a. The Consultant must prepare documentation and presentations as needed for the approval by appropriate committees, commissions, and plan review processes.

i. Prepare oral and visual presentations as required for presentations to committees and commissions including but not be limited to Board of Park Commissioners, Urban Design Commission, Plan Commission, Board of Public Works, Common Council and similar agencies as necessary.

ii. Prepare plan review sets and supporting materials as required for City agency reviews by Zoning, Building Inspection, Fire, City Engineering, and other similar agencies as necessary. Materials include storm water modeling calculations, erosion control permitting, stormwater permitting, and all necessary documentation for building permit issuance.

iii. Preparation of document formats

i. Specifications

1. The Consultant shall prepare specifications in AIA format with the exception of references to AIA Division 1: General Requirements. All references to AIA Division 1: General Requirements shall instead refer to City of Madison Standard Specifications Part I: General Conditions. The City of Madison Standard Specifications are found at:

https://www.cityofmadison.com/engineering/developers-contractors/standard-specifications

ii. Construction Documents

1. The Consultant shall be familiar with the City of Madison Site Plan

Approval process and the submittal standards. Information is found at:https://www.cityofmadison.com/development-services-center/other-residential/parking-lot-site-plan.

2. Standard sheet requirements are noted in the deliverable sections of this scope of services.

3. Consultant shall contact City of Madison Engineering for questions regarding stormwater modeling file formats.

4. City of Madison Standard Details can be found at Part VIII: Drawings in City of Madison Standard Specifications.

iii. Cost estimates

1. The Consultant shall develop the proposal page, including all bid quantities. The format shall follow the City of Madison - Standard Specifications for Public Works Construction, including bid items, numbers and quantity measurements. Bid items can be found at Part IX:

Standard Bid Items in City of Madison Standard Specifications.

10. Health and Safety

a. The Consultant must take a systems approach to risk management, utilizing codes, regulations, guidelines, and best practices to identify and mitigate health and safety risks early in the design phases of the of the project.

b. If a hazard cannot be eliminated, the associated risk must be reduced to an acceptable level through design, the risk must be reduced to an acceptable level using engineering controls, protective safety features, or devices.

c. If safety devices do not adequately lower the risk of the hazard, cautions and warnings must be provided using detection and warning systems, as appropriate.

https://www.cityofmadison.com/engineering/developers-contractors/standard-specifications https://www.cityofmadison.com/engineering/developers-contractors/standard-specifications https://www.cityofmadison.com/development-services-center/other-residential/parking-lot-site-plan https://www.cityofmadison.com/development-services-center/other-residential/parking-lot-site-plan

d. Improvements must be designed for ease of operation and cost-effective maintenance and repair.

e. The Consultant must collaborate with the City operations and maintenance personnel during design development to provide for optimal life-cycle performance.

Phase 1 Community Engagement and Design Development

The Consultant shall be responsible for providing the following services as part of the Community Engagement and Design Development phase:

1. The Consultant shall collect and analyze all existing information pertinent to the project, which includes but is not limited to:

a. Surveying existing conditions.

b. Reviewing geotechnical information and understanding soil conditions

c. Taking note of existing electrical equipment and determining if any existing electrical components can be salvaged.

The City shall provide the following:

a. On-file site survey in AutoCAD format

b. Conceptual layout and grading design studies in AutoCAD format

c. Preliminary lighting layout and MUSCO illumination studies

d. Geotechnical analysis

e. Wetland delineation

f. Turf specifications

g. Other graphic or technical materials related to the project

2. The Consultant shall review and be familiar with the City of Madison Zoning Code requirements and standards.

3. The Consultant shall meet with City staff to review the initial list of potential improvements for the project, which includes, but is not limited to:

a. Field layout and design

b. Electrical site work layout and design for full size rectangular fields and to light pickleball court

c. Paving layout and design for multi-use paths and cricket pitches

d. Grading/Stormwater drainage and collection (inlets, structures, piping, connections, volume calculations, etc.) to meet full-size field regulations

e. Site amenity details as needed (sports goal posts, etc.)

4. The Consultant shall coordinate service requirements with MG&E representative.

5. The City of Madison – Parks Division has already begun working with MUSCO lighting representative and will continue to coordinate between MUSCO and the consultant as needed.

The consultant will be responsible for coordinating service requirements with MUSCO lighting representative independently to fulfill project goals.

6. The Consultant shall describe the necessary improvements or reuse of site utilities (e.g.

electrical, storm, etc.) for the proposed improvements.

7. The Consultant shall provide a proposed project schedule.

8. The Consultant shall provide a proposed community engagement approach. City of Madison – Parks Division will provide the expected typical framework for community engagement.

Community engagement shall include meeting virtually with the public. The Consultant is responsible for preparing the overall engagement, timeline and design development materials.

The requirement for engagement includes:

a. One (1) evening virtual public information meeting

b. Assisting City staff with any follow-up questions as needed during the duration of the project.

c. Providing public meeting notes and presentation materials for posting to the Parks

Division website after each engagement meeting.

The City will assist with Alder correspondence, neighborhood association correspondence, and digital media announcements.

The Consultant shall prepare, develop and refine design options throughout the process. This includes plan and plan renderings necessary to convey the project design intent.

9. The Consultant shall develop and provide a final site plan for the project.

10. The Consultant shall develop and provide a grading plan for the project (at DD stage).

11. Consultant shall develop and provide plans for new electrical service system from transformer to lighting control cabinet and to pole locations around the fields and court (at DD stage).

12. At the completion of design development, the Consultant’s estimator shall provide a final construction cost estimate (at DD stage) to City of Madison – Parks Division. This shall include preliminary estimates and budget projections for the proposed improvements. Consultant shall provide phased cost estimates if requested.

Deliverables The Consultant shall be responsible for providing the following deliverables as part of the Community Engagement and Design Development phase:

Deliverables:

1. The Consultant shall provide Design Development materials to the City in the following formats:

Required Submittals Electronic file (Word, PDF format) of all design development materials Electronic file (Word, PDF format) of all meeting notes (public, City staff) Electronic file (PDF format, AutoCAD format) of grading and final site plan design Electronic file (PDF format, AutoCAD format) of new electrical service system from transformer to lighting control cabinet and to pole locations around the fields and court.

Estimate of Potential Cost for construction in Excel format (includes updates throughout design development)

Phase 2 Construction Documents and Public Works Bidding

The Consultant shall develop all applicable plans and specifications necessary for the bidding and construction of the proposed Warner Park Southeast Recreation Area Improvements. The Consultant shall apply for construction permitting through various City of Madison and State agencies.

The Consultant shall be responsible for providing the following services as part of the Construction Documents and Public Works Bidding:

1. The Consultant must coordinate with the applicable utility entities (Madison Gas and Electric, City Engineering-Stormwater, etc.) to determine capabilities, structure options, and associated costs to the project.

2. The Consultant shall continue to coordinate service requirements with MUSCO lighting representative.

3. The Consultant shall meet with City staff to review the list of improvements for the project and the project timeline.

4. The Consultant shall provide an updated project schedule.

5. The Consultant shall provide review plans to the City at approximately 75%, and 100% completion of the construction documents (Refer to project schedule for completion milestone dates).

a. At each review submittal stage (75%, 100%), the Consultant shall provide a revised estimate of construction costs in Excel format.

b. Plans shall be prepared in strict compliance with all local and state codes, ordinances, laws and policies, and in accordance with City of Madison Public Works Contracts.

c. The Consultant is responsible for coordinating with other City of Madison agencies during the construction document design process.

d. Requirements and coordination with other agencies includes but is not limited to: City Engineering, Zoning, Traffic Engineering and UDC.

e. 75% and 100% plans shall include both plans and specifications for review.

f. Upon submission of 75% plan set, Consultant is required to begin submission of applications for all necessary permitting to various agencies (Site Plan Review, DNR, etc.).

g. Consultant must address any comments received related to project permits prior to 100% plan set submission.

Construction Document Deliverables

The Consultant shall be responsible for providing the following deliverables as part of the Construction Documents and Public Works Bidding phase:

1. Site Drawings and Specifications (Reviewed and stamped by licensed Civil Engineer or Landscape Architect)

a. Existing condition plans

b. Site demolition and erosion control plans.

c. Construction staging and access plans.

d. Dimensioned layout plans (limits of construction, new pavement, field sizes & locations, lighting locations, etc.)

e. Site details (pavement, sports goals, etc.)

f. Site restoration plan (erosion control, etc.).

2. Civil Drawings and Specifications

(Reviewed and stamped by licensed Civil Engineer)

a. Site grading and drainage plan, (existing and new contours .5 ft. interval minimum, spot elevations at all entrances and elsewhere as necessary, percent slopes and cross slopes, all surface drainage structures).

b. Phased rough grading and final grading construction strategy for soil settlement if needed.

c. Required stormwater documentation and modelling if needed

3. Electrical Drawings and Specifications (Reviewed and stamped by licensed Electrical Engineer)

a. Single-line diagram of primary and secondary power distribution.

b. Site plan/layout (service connections, manholes, piping and fixture locations).

c. Equipment schedules (fixtures, control equipment, panel boards.)

d. Grounding diagram.

e. Voltage drop calculations.

f. Phased lighting installation plans if deemed necessary

g. Review and approval of MUSCO lighting documents and specification information.

The Consultant shall provide the final construction plans review/stamped by registered professionals in the State of Wisconsin as noted above, and suitable for bidding the project and obtaining any necessary permits to construct the project.

Public Works Bidding

The Consultant shall be responsible for providing the following services as part of the project bidding process:

1. The Consultant, following the City’s approval of the Construction Documents and the latest construction estimate; and the City’s declaration of its intent to put the project out for bidding, shall assist the City in preparation and assembly of the final standard City contract specifications.

2. The Public Works contract front end will be prepared by the City’s Project Manager and shall include statements relating to advertising for bid, instructions to bidders, small business enterprise program information, bid bond, agreement, payment bond, performance bond, prevailing wage rates, and Best Value Contracting.

3. The Consultant shall prepare the contract Special Provisions, including all specifications necessary for construction of the proposed improvements. City’s Project Manager will be available to assist with the process.

4. The Consultant shall develop the proposal page, including all bid quantities. The format shall follow the City of Madison - Standard Specifications for Public Works Construction, including bid items, numbers and quantity measurements. Bid items can be found at Part IX: Standard Bid Items in City of Madison Standard Specifications.

5. The City will provide printing and distribution of documents to prospective bidders.

6. The Consultant shall attend pre-bid conference meeting.

7. The Consultant shall answer questions during contract posting and contract negotiations and develop addendums promptly in order to give bidders sufficient time to adjust bids. No design-related addendum shall be submitted past one week before bids are received.

8. Upon receipt and acknowledgment of lowest responsible bidder the Consultant will update the bidding set to incorporate all changes that occurred during the bid set. The revised set must be completed in an expeditious manner.

9. The Consultant shall provide electronic digital drawing files for the General Contractor and its subcontractors to use as may be necessary during design and construction of the project.

10. Contract posting, bid opening, and General Contractor selection will be provided by the City and the Board of Public Works.

11. Should the total bid for all work exceed the estimated probable costs of construction by more than fifteen (15) percent, the City shall have the discretion to require the Consultant to revise the design at no additional cost to the City, whether or not the City ultimately decides to complete the project according to the redrafted plans or the original plans.

The Consultant shall provide the final construction and bidding documents to the City in the following formats:

Construction Administration

The Consultant shall be responsible for providing the following services as part of the Construction Administration phase:

1. The construction phase will commence with the award of the construction contract and will terminate when the Common Council accepts the construction.

2. The Consultant shall attend a pre-construction meeting held by the City with the General

Contractor and their sub-contractors.

3. All communication and filing shall be primarily electronically. The City will receive a set of all submittal documents in electronic and hard copy form. Electronic files shall be in universal format (i.e. PDF) and in the design tool specific file format.

4. The Consultant, when appropriate to the progress of the project any sub-consultants, shall attend field project meetings. The Consultant shall conduct the meetings and shall prepare minutes of the meetings. Such meetings shall be held at regular intervals (bi-weekly minimum) and as required by the City.

5. The Consultant shall make periodic visits to the site at least once per week and more often as necessary to maintain familiarity generally with the progress and quality of the work and to determine in general if the work is proceeding in accordance with the contract documents.

6. The Consultant shall inspect field installation of critical design features and elements were installed as intended per design. This includes pre-installation meetings, inspection of mockups, and inspection of partial builds during construction.

7. The Consultant shall review (for conformance with the construction documents) and take other appropriate action upon the General Contractor's submittals such as shop drawings, product data, and samples and make recommendations regarding such to the City.

8. The Consultant shall work with the General Contractor and City to resolve questions, conflicts and unforeseen situations. The Consultant shall prepare, reproduce, and distribute supplemental drawings, specifications, and interpretations in response to requests for clarification by General Contractor or the City.

9. The Consultant shall prepare, reproduce, and distribute drawings and specifications with revisions to describe work to be added, deleted, or modified.

10. The Consultant shall review all change order requests, and provide determinations to City staff.

Changes will be presented to the Board of Public Works by City staff for approval. Such documents shall be prepared in a timely manner.

Electronic .pdf copy of all permit applications and submittal materials Electronic .pdf copy of plans at the 75%, 100% and final construction bid documents, Final construction bid documents shall be in 22”x34” format AutoCAD file of the final plans (Site, Civil, Electrical) Microsoft Word copy of final construction bid specifications Microsoft Excel file of quantities and proposal information for incorporation into the final bid package Electronic Word and .pdf file of all addenda Microsoft Word copy of final construction Special Provisions

11. The Consultant shall communicate with the City on design and construction related issues and shall not issue documents or give instructions to the General Contractor without knowledge and approval of the City. Documents received by the Consultant from the General Contractor shall be shared with the City. The City maintains the right to object to instructions or approvals.

12. Based on construction observations at the site and on the General Contractor’s applications for payment, the Consultant shall assist the City to determine the amount owing to the General Contractor by verifying and approving quantities of work put in place on the General Building Contractor’s application for payment. The Consultant shall assist in determining the dates of completion, substantiated by creation and distribution of punch lists.

13. The Consultant shall report to the Board of Public Works and other entities on all claims of the

City or General Contractor relating to the execution and progress of the work and on all other matters of questions related thereto.

14. The Consultant shall receive and review written guarantees and related documents assembled by the General Contractor, and shall transmit said data to the City’s designated representative who will prepare the final certificate for payment.

15. The Consultant’s punch list review shall be conducted with the City Project Manager to check conformance of the construction work with the requirements of the contract documents and to verify the accuracy and completeness of the list of submitted items by the General Contractor of construction work to be completed or corrected.

16. The Consultant shall review and approve for accuracy and completeness, the General

Contractors submission of “record” drawings and operations and maintenance manuals and transmit same to the City prior to certification of the General Contractors application for final payment.

17. At the end of the project the Consultant will prepare electronic as-built drawings based on field observations and the General Building Contractor’s markup.

18. Warranty period is considered construction phase for the purpose of the Consultant assisting in resolving issues that are design or installation related.

Electronic .pdf copy of all construction observation reports and submittal reviews AutoCAD file of the final plans with as-built revisions

Personnel (City) A core group of City staff will comprise the main design team for the City of Madison. Each staff member represents specific areas of design or construction knowledge and also includes the prime contact for the owner agency. In addition, the owner agency may provide additional staff as needed for design and functionality requirements of specific areas. The Consultant may be directed to other City staff regarding specific requirements of the design including but not limited to storm water management, fire protection, safety, facility maintenance, enclosure, and finishes.

Additional consultants may be hired by the City to perform independent verification of various aspects of the design or provide support to the design as needed.

The Consultant shall transmit all PROJECT information to the following City Project Manager:

Name: Brian Kowalski - Park Planner Address: City of Madison Parks Division

330 E. Lakeside Street Contact: (608) 243-2848; bkowalski@cityofmadison.com

Proposed Project Milestones

Consultant Contract Award April 13, 2026 Phase 1 - Start of Community Engagement and Design Development April 27, 2026 Phase 2 - Start of Construction Documents May 11, 2026 Phase 2 - 75% Construction Documents Due May 29, 2026 Permitting (Site Plan Review, DNR) Due June 15, 2026 Phase 2 - 100% Construction Documents Due August, 17 2026 Phase 2 - Bidding Aug – Sept 2026 Phase 3 - Start of Construction October 12, 2026 Phase 3 - Construction Completion August 17, 2027

Payment Schedule

Each month, the Consultant may submit for payment of those services defined in the “Scope of Services” section of this Agreement that have been satisfactorily completed. The Consultant shall provide a statement listing the names of individuals who worked on the services provided pursuant to this Agreement, the category of work, the number of hours worked and their hourly rates. The Consultant’s invoice shall be calculated in accordance with the submitted fee schedule, which shall be attached and made part of the Agreement. After review and acceptance by the City Project Manager, the City shall issue a payment for those invoiced services. All cost records by the Consultant including, but not limited to, payroll time sheets, payroll receipts, invoices and vouchers shall be available for inspection by a representative of the City upon request. Final payment shall be withheld (not less than 10 percent) until all deliverables have been completed and accepted by the City.

The amount listed in Section 23, COMPENSATION, shall not be exceeded without prior written approval of the City Project Manager.

No itemized expenses. Expenses including but not limited to travel, telephone, data communications, reproductions, postage and delivery, and other similar direct project-related expenditures by the Consultant, are included in the total contract price under Paragraph 23 of the Contract for Purchase of Services.

REQUIRED INFORMATION AND CONTENT OF PROPOSALS

To assist the City with the evaluation of the proposals, each proposal shall use the following format:

Statement of Qualifications A brief description of the firm submitting the proposal, including: full business name, legal status (corporate, partnership or sole proprietor), number and type of employees, specialties, and longevity. List similar projects and the specific personnel who worked on them that are proposed to work on this project.

Include past projects name and client, year completed, dollar amount and contact information of a person at the entity the work was performed for that possess direct knowledge of the referenced project.

Project Team Members List any specialties and or strengths that make the Consultant and the personnel assigned to this project uniquely suited to the task of performing the work as outlined in the RFP. Provide an organizational chart of employees proposed to work on this project, including the City Project Manager who would be assigned to the project and who shall be the City's main point of contact with the Consultant. This shall include a listing of each individual’s relevant experience in regard to the tasks and responsibilities they would perform in this project.

Project Schedule and Approach The Consultant shall provide a detailed proposed project schedule based upon the draft schedule provided in the RFP, depicting the start and completion time for each of the work scope items. This shall include a detailed description of the Consultant’s proposed approach, scope of services, and timeline to complete each task.

Cost and Payment Schedule The Consultant shall provide an itemized fee proposal for the work, including estimated hours per task and billing rates for all personnel to be assigned to the project. The City retains the right to omit or negotiate changes to work pending final.

6 HOW TO SUBMIT YOUR PROPOSAL

Basis for Selection

Scoring will be weighted as follows:

Category Points Available Project Overview Qualifications 30 Technical Qualifications 35 Total Technical Points 65 Local Vendor Preference 5 Cost 30 Total Cost Points 35 Total Possible Points 100

7 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Required Information and Content of Proposals: Each proposal shall use the following format:

Statement of Qualifications A brief description of the firm submitting the proposal, including: full business name, legal status (corporate, partnership or sole proprietor), number and type of employees, specialties, and longevity. List similar projects and the specific personnel who worked on them that are proposed to work on this project. Include past projects name and client, year completed, dollar amount and contact information of a person at the entity the work was performed for that possess direct knowledge of the referenced project.

Project Team Members List any specialties and or strengths that make the Consultant and the personnel assigned to this project uniquely suited to the task of performing the work as outlined in the RFP. Provide an organizational chart of employees proposed to work on this project, including the City Project Manager who would be assigned to the project and who shall be the City's main point of contact with the Consultant. This shall include a listing of each individual’s relevant experience in regard to the tasks and responsibilities they would perform in this project.

Project Schedule and Approach The Consultant shall provide a detailed proposed project schedule based upon the draft schedule provided in the RFP, depicting the start and completion time for each of the work scope items. This shall include a detailed description of the Consultant’s proposed approach, scope of services, and timeline to complete each task.

Cost and Payment Schedule The Consultant shall provide an itemized fee proposal for the work, including estimated hours per task and billing rates for all personnel to be assigned to the project. The City retains the right to omit or negotiate changes to work pending final.

Required Forms to Submit:

Form A: Price Proposal and Signature Affidavit

Form A2: Price Proposal Excel Spreadsheet

Form B: References

Form C: Vendor Profile

RFP ADDENDUM

Check the bid websites for any addendum. See Section 3.1.

• You can use the area below to track addendums.

• An addendum might require you to submit additional documents. Make sure to read it carefully and send any additional documents.

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by Monday, March 16, 2026 at 2:00 PM Central Time.

• Make sure your proposal is complete (see checklist above) and readable.

• Include RFP 15007-0-2026-TJ in the email subject line.

• Email proposals to: bids@cityofmadison.com

• Do not send your proposal to any other City email or agency

• If you cannot send your proposal by email, please contact the Buyer at (608) 266-4521

You must include RFP 15007-0-2026-TJ on your proposal and all other communication to the City. For email, include RFP 15007-0-2026-TJ in the subject line.

For example, an email subject line could read: RFP 15007-0-2026-TJ Consulting Services for Warner Park Southeast Athletic Field Improvements Questions

Format

• Electronic – proposals are submitted electronically. Exceptions can be made for paper submittals but you must contact the Buyer ahead of time to make those arrangements.

• Legible and readable – if not the City might reject it.

• Simple – not necessary to include elaborate/ high tech/ expensive graphics or similar features.

• Complete – your proposal must include all required sections and forms. See checklist.

Questions

You can ask questions about the RFP until the deadline for questions of Wednesday, February 25, 2026 at 2:00 PM Central Time.

Email questions to Tammy Jones at bids@cityofmadison.com. Remember to include RFP 15007-0- 2026-TJ in the subject line.

Any questions that are asked in person, over the phone, or on-site visits, and subsequently answered by City staff are considered "off the record" and "unofficial". The only official answers must be submitted through email and answered on the addendum(s).

We post answers to bidder questions as an addendum on the bid websites. Check the websites regularly.

Addendum (Changes or Clarifications to this RFP)

RFP addendums make clarifications, answer bidder questions, make changes to RFP timeline, and provide other important information. Addendums are posted on the bid websites listed in Section 3.1.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______

IMPORTANT: It is your responsibility to check for addendums. An addendum might require you to submit additional information. Your proposal could be disqualified if you do not:

• Check the bid websites regularly during the posting period

• Read all addendum

• Follow the instructions in the addendum

Multiple Proposals

You may submit more than one proposal if you are proposing more than one way to fulfill the scope requested by this RFP. If so, each proposal must meet the requirements of the RFP. Clearly label each proposal by number (Proposal #1, Proposal #2) and submit each separately.

Changing or Withdrawing your Proposal

You may make changes to your proposal before the due date of [Enter RFP due date] at 2:00 PM Central Time.

You may withdraw your proposal before the due date. After the due date, no proposals may be withdrawn for 90 days or as otherwise provided by law.

Correcting Errors in your Proposal after the Due Date

The City will notify you if we believe you made an error in your proposal and may allow you to correct the error. The City will decide if correcting the error is in the City’s best interest, is fair to the other bidders, and preserves competition. The City will decide whether an error can be corrected and will notify you.

No Exceptions from Bidders

Exceptions to this RFP are not permitted. The City of Madison reserves the right to reject bids that take exceptions or don’t follow the requirements of this RFP. If you ask to change the requirements, specifications, sample contract, or legal terms, that is considered an “exception.” A statement that you will not or cannot comply with any part of this RFP or the sample contract will also be considered an “exception.” (If this RFP allows substitutions or alternate solutions, the Scope of Services (Section 5) will make this clear, and that is not considered an “exception.”)

You are Responsible for all of your Costs in Making a Proposal

You participate in this RFP at your own expense. You may be asked to attend virtual or in-person meetings, make presentations, give demonstrations, inspect City locations, or make your facilities available for a site inspection. The City will not pay any costs incurred in your preparation of bids, even if this RFP is changed or cancelled.

Public Records and Trade Secrets

Your response to this RFP is a public record. Wisconsin and other public records laws may require the City to share your proposal or the resulting contract if someone makes a public records request. If a public records request is made, the City’s Records Custodian applies the law to decide whether the record must be disclosed, or if any part of the record can be redacted or not disclosed. There are very few exceptions to disclosure under Wisconsin law. One exception is for “trade secrets” as defined by sec.

134.90(1)(c) of the Wisconsin Statutes. It is your responsibility to research trade secrets as defined by Wisconsin law if you think any part of your proposal might be a “trade secret.” The City cannot give private legal advice to you. Most things will NOT meet this exception.

You may label items you believe meet this definition as a “trade secret” and submit them separately from the rest of your proposal, but the City cannot guarantee that information will be treated as a trade secret or confidential.

Things that are not considered confidential: your proposal or bid in its entirety, price proposal, pricing information, references, or the resulting contract. This is not a complete list.

Preserving competition: To the extent permitted by law, the City intends to withhold proposals under this RFP from public view until competitive or bargaining reasons no longer require…