CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 15048-0-2026-BG

Title: A Transit Plan for the Madison Region

City Agency: Metro Transit

Due Date: Monday, August 17th, 2026

2:00 PM Central Time

Our Madison – Inclusive, Innovative, & Thriving

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 is seeking proposals from qualified consultants to support the development of a transit plan for the Madison Region. The plan will be managed by the City’s Department of Transportation’s transportation planning team in partnership with Metro Transit staff.

The Madison region is growing rapidly and so is Metro Transit. Over the past five years, the agency has redesigned its network, implemented a bus rapid transit corridor, expanded service into surrounding municipalities, began operating a large fleet of electric buses, opened a second bus garage, and upgraded technology. As the city and surrounding communities continue to grow, demand for transit service and supporting infrastructure is expected to increase.

This planning effort is intended to build on that momentum and address two key questions:

(1) What additional transit services and infrastructure are needed to effectively support the region’s growth and community goals?

(2) What is required to implement those improvements?

The questions have significant operational, financial, and policy implications.

The city expects a multidisciplinary team led by a prime consultant, with subconsultants that together provide the capabilities required. The city will select one consultant team.

The City of Madison Department of Transportation includes three divisions: Metro Transit, Traffic Engineering, and Parking and includes a transportation planning team that manages multimodal transportation planning and supports a variety of policy and coordination efforts across divisions. The Director of Transportation reports to the Mayor, while the Transportation Commission and Common Council provide policy oversight.

Metro Transit is funded through federal and state sources, local vehicle registration fees, fare revenues, and the City’s General Fund. In addition to serving the City of Madison, Metro provides fixed-route bus and paratransit services to the surrounding municipalities of Middleton, Fitchburg, Sun Prairie, Verona, Monona, Maple Bluff, Shorewood Hills as well as specialized service for the University of Wisconsin- Madison and the Metropolitan School District—all of which are funded through partnership agreements.

Together, these investments, partnerships, and growth trends create an opportunity to define a shared vision for the future of transit in the Madison region and identify the actions needed to achieve it.

The resulting plan will establish:

• A long-term vision for transit in the Madison region

• The service, infrastructure, land use, funding, and governance structure needed to realize that vision

• A prioritized list of near-term improvements that will build towards that vision

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

https://www.cityofmadison.com/vision-awards

REQUEST FOR PROPOSALS RFP 15048-0-2026-BG

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2 IMPORTANT INFORMATION

DEADLINE FOR PROPOSALS: Monday, August 17th, 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: A Transit Plan for the Madison Region

DEADLINE FOR

QUESTIONS:

The deadline for questions is Monday, August 3rd 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, August 5th, 2026bid distribution websites for any addendums.

DUE DATE FOR

PROPOSALS:

Monday, August 17th, 2026 2:00 PM Central Time

BID DISTRIBUTION

WEBSITES:

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

CONTACT

INFORMATION:

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

Phone: (608) 243-0529 Email: bids@cityofmadison.com 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

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Table of Contents

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

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

3.1 Official Bid Distribution Websites – IMPORTANT

3.2 Contact Information

4 OUR PURCHASING VALUES

4.1 Equity in Contracting

4.2 Equitable Hiring & Affirmative Action Plan

4.3 Limitations on Nuclear Weapons Producers

4.4 Sweatfree Purchasing

4.5 Federal Participation

4.6 Appeals Process

5 SCOPE OF WORK AND REQUIRED INFORMATION

5.1 Scope of Work

5.2 Requirements

5.3 Contract Term

5.4 Required Information and Content of Proposals

5.5 Pricing Proposal

5.6 Basis for Selection

6 HOW TO SUBMIT YOUR PROPOSAL

6.1 Proposal Checklist

6.2 Submit your Proposal by the Deadline

6.3 Format

6.4 Questions

6.5 Addendum (Changes or Clarifications to this RFP)

6.6 Multiple Proposals

6.7 Changing or Withdrawing your Proposal

6.8 Correcting Errors in your Proposal after the Due Date

6.9 No Exceptions from Bidders

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

6.11 Public Records and Trade Secrets

7 RULES FOR THE SELECTION PROCESS

8 LEGAL CONTRACT REQUIREMENTS

8.1 Sample Contract

8.2 Affirmative Action Requirements for Contractors

8.3 Insurance

8.4 USDOT/FTA Terms and Conditions

Sample Contract

Form A: Price Proposal and Signature Affidavit

Form B: References

Form C: Vendor Profile

Form D: FTA and Local Certifications

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Form E: Federal Clauses for Federal Contracts

Form F: FTA & Local Certifications

Attachment 1: Representations

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)

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

PH: (608) 243-0529

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) 243-0529.

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

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.

Federal Participation

This procurement is subsidized with state and federal transit operating funds. Federal grant monies fund this contract, in whole or in part. Applicable Federal clauses are set forth in Form E of this solicitation.

Appeals Process 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

A. Notices of an “intent to protest” and “protests” must be submitted in writing to the Procurement Administrator identified on the Cover Sheet of this solicitation. A copy of such documents must simultaneously be sent to the Transit Procurement Manager, 4822 Madison Yards Way, Sixth Floor South, Madison, WI 53705

B. Protesters must clearly identify the solicitation number and program title in all correspondence.

Protests must be as specific as possible and identify specific statutes and Wisconsin Administrative Code Provisions that are alleged to have been violated.

C. Protests can be filed at any point through the solicitation process. However, a written notice of “intent to protest” must be filed with and received by the Procurement Administrator no later than five (5) working days after the Notice of Intent to Award is issued.

D. The complete written “protest” must be provided to the same addressees, (as provided above for the written “intent to protest”) within (10) working days after the Notice of Intent to Award is issued.

E. The Procurement Administrator will issue a decision on the protest within 5 working days of receiving the written protest. A copy of the decision will be provided to the WisDOT Transit Procurement Manager.

F. If the protestor had alleged a violation of a statute and specific provision(s) of Wisconsin Administrative Code and the decision of this formal process fails to resolve the complaint, the complainant, within five (5) working days of the issuance of that decision, may refer the matter to the Director, Bureau of Transit and Local Roads, Wisconsin Department of Transportation, P. O.

Box 7913, Madison, WI 53707-7913 with a copy of such appeal filed with the Procurement Administrator.

5 SCOPE OF WORK AND REQUIRED INFORMATION

Scope of Work

1. Project Administration

a. Project kickoff

b. Project management and coordination

c. Invoicing and monthly progress reports

d. Travel

e. Other direct expenses

f. Develop and maintain a project management plan, including schedule, key milestones, communication protocols, and quality control procedures

g. Maintain the project schedule and identify any issues that could affect project scope, budget, schedule, key milestones, or successful completion of the work

h. Track project deliverables and milestone completion dates

i. Provide information and summaries as reasonably requested to support grant administration, reimbursement requests, and required progress reporting

2. Public outreach

a. Conduct three rounds of public outreach

i. Round 1 goals: Identify needs, goals, and priorities

ii. Round 2 goals: Present service scenarios for input

iii. Round 3 goals: Present implementation recommendations

b. Develop appropriate tools for each round (not all tools will be used in each round)

i. Public in person open houses

ii. Online meetings

iii. “Pop ups”

iv. Stakeholder workshops

v. Website

vi. Surveys

c. Document public and stakeholder engagement activities and summarize key findings

d. City staff will manage meeting logistics and will provide staff for meetings; Consultant will work with city to create an outreach strategy, develop content and attend meetings to present on an as-needed basis

3. Existing Conditions and Regional Plans Review

a. Prepare Existing Conditions Technical Memorandum, including the following:

i. Existing Metro service and BRT plans

ii. MPO regional plans

iii. Statewide transportation plans

iv. Dane County plans

v. Community plans for Madison, Sun Prairie, Fitchburg, Middleton, Verona, Monona, Cottage Grove, McFarland, Stoughton, Oregon, Waunakee, Windsor, Deforest, and Westport

vi. Identified opportunities for development that could support transit

vii. Regional growth projections

viii. Development trends

ix. Organization chart and governance

x. Funding sources

xi. Partnership agreements

4. Regional Service Plan and Development of Service Area

a. Assess the strengths and gaps in the current transit network

b. Prepare three draft future service areas for Metro:

i. One reflecting only Metro’s existing service area, based on current operations and contracted partners

ii. One representing a 10-year, demand-driven expansion based on population, employment, travel patterns, and underserved areas

iii. One representing a longer-term, strategic regional expansion, including areas where future service may be supported by land use changes, development patterns, and/or new partnerships

c. Identify unmet transit needs based on population, employment, and travel patterns

d. Identify disadvantaged and underserved neighborhoods

e. Identify priority corridors and appropriate service types to address identified needs, including enhancements to existing routes, new local bus routes, bus rapid transit, on-demand service, paratransit, and park-and-ride connections

f. Estimate the infrastructure, facilities, and fleet needed for each scenario, at a planning level

g. Identify key land use considerations, development patterns, and policy changes that would support or be required for implementation of each scenario

h. Estimate order-of-magnitude costs and key benefits for each scenario, appropriate for planning-level decision-making

i. Refine scenarios based on community and stakeholder feedback and develop final plan documents and summary report

j. Conduct a high-level Title VI evaluation

k. Develop and apply evaluation criteria to compare service scenarios

l. Prepare a Technical Memorandum documenting the methodology, assumptions, findings, and key tradeoffs associated with each scenario

5. Financial Modeling

a. Estimate funding needs for each scenario, including potential local, state, and federal funding sources for each scenario

6. Implementation Recommendations and Organizational Model

a. Support the City in selecting a preferred service plan

b. Develop actionable recommendations to implement the preferred service plan, including priority projects, policies, and programs.

c. Identify funding needs and strategies, organizational roles and responsibilities, governance structures, regional partnerships, and key land use considerations that support transit

d. Identify short-term (0-5 years) actions and service improvements that advance the implementation of the preferred plan

e. Develop a phased implementation roadmap (near-, mid-, and long-term)

f. Prepare the final Regional Transit Plan and Implementation Strategy

g. Prepare executive summary, presentation materials, and public-facing communication materials

6. Additional Support (Optional Task Order Services)

a. At the City's discretion, the consultant may be asked to perform additional work through separately authorized task orders to support the planning effort or implementation of plan recommendations. Such work may include:

i. Transit service planning, including both fixed-route and on-demand service

ii. Transit corridor planning, including corridor identification, analysis, and high-level conceptual planning

iii. Analysis of transit demand

iv. Implementation plans

v. Analysis of and recommendations for governance structure and funding strategies

vi. Grant funding strategy and funding application support

vii. Public outreach support

The City anticipates completion of the work within 12 months of contract execution. Consultants may recommend an alternative schedule if justified by their proposed approach.

Requirements

The consultant team must demonstrate:

• Experience developing transit development plans, transit service plans, long-range transit plans, regional transit plans, or similar planning efforts

• Experience working with transit agencies and cities of a similar scale and character

• Strong technical capability, including the use of software, tools, and data to support analysis and decision-making

• Experience working with the Federal Transit Administration and meeting federal requirements

• A multidisciplinary team including planners, outreach specialists, economic/financial analysts, and data specialists

• The ability to manage a complex, multi-disciplinary planning process involving multiple stakeholders and partner agencies

• The ability to collaborate effectively with City staff, Metro Transit, partner municipalities, elected officials, stakeholders, and the public

• The ability to perform site visits and participate in public, stakeholder, and project meetings throughout the planning process

• The ability to quickly understand and apply local context, constraints, and community needs

• A knowledge of national best practices and peer agencies, with the ability to apply them appropriately to Madison

• The ability to bring new ideas and innovative approaches

The Consultant will:

• Provide a single Point of Contact responsible for overall project management, coordination, invoicing, and communication with City staff

• Assign a Project Manager and appropriate staff from the prime consultant and subconsultants to complete the work described in this scope

• Provide regular project status updates, including schedule, budget, completed work, upcoming activities, and key decisions

• Perform quality assurance and quality control (QA/QC) on all deliverables prior to submission

Contract Term The contract shall be effective on the date indicated on the contract and shall continue for one (1) year from that date. By mutual agreement of the agency and the Supplier, the contract may be renewed for up to two (2) additional one-year periods.

Required Information and Content of Proposals

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). The City requests a 30-page limit.

1. Project Firm Experience [20%]

a) Provide a brief profile for each firm on the team. Detail the firm’s local presence and which locations will be working on the project.

b) Describe at least 3 relevant projects. Regional transit plans that demonstrate the team’s qualifications for this work, including demonstrating management projects of similar size and scope. Provide contact information for references for clients on at least three relevant projects in Form B in Section 5.

2. Project Team Qualifications [20%]

c) Provide resumes for key project team members. Resumes will not count toward the 30-page limit.

d) Provide an organizational chart and describe the roles of each member.

e) Provide assurance that the team members shown will be committed to the project.

3. Project Understanding [15%]

f) Demonstrate an understanding of Madison and Metro Transit planning and operations and how your team would approach Madison’s challenges.

4. Proposed Approach and Methodology [15%]

g) Provide a proposed schedule

h) Describe the key challenges we need to be prepared for, and the best way to address those.

i) Outline the overall approach to the project. Focus on the unique approaches or particular strengths this team will bring to the project. Propose any changes or additions to the scope that would better meet the city’s goals.

j) Outline the overall approach to the project. Focus on the unique approaches or particular strengths this team will bring to the project. Propose any changes or additions to the scope that would better meet the city’s goals.

Pricing Proposal

Please provide the pricing proposal in Excel workbook A2. When you submit your proposal, do not convert to a pdf, please submit as an Excel file.

Pricing proposals must include:

a. An hourly fee schedule for staff members proposed for the study.

b. A breakdown of proposed scope items proposed in the Scope of Services.

c. Estimated staff hours associated with each scope item and corresponding fee total.

d. Estimated scope, staff fee schedule, hours, and fee for any subconsultants used.

The CITY reserves the right to modify and negotiate the final scope, hours, and fee with the selected consultant.

The CONTRACT Basis of Payment will be Actual Cost with a Not to Exceed limit.

Basis for Selection

Project Firm Experience 20% Project Team Qualifications 20% Project Understanding 15% Proposed Approach and Methodology 15% Cost 30%

6 HOW TO SUBMIT YOUR PROPOSAL

Proposal Checklist

Submit your Proposal by the Deadline

Submit your proposal by email to City of Madison Purchasing Services by Monday, August 17th, 2026 at 2:00 PM Central Time.

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

• Include RFP 15048-0-2026-BG 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)

• 243-0529

You must include RFP 15048-0-2026-BG on your proposal and all other communication to the City. For email, include RFP 15048-0-2026-BG in the subject line.

Required Documents to Submit:

Your Technical Proposal 5.4

Required Forms to Submit:

Form A: Price Proposal

Form C: Vendor Profile

Form D: FTA and Local Certifications

Form F: FTA and Local Certifications Affidavit

Form E: Federal Clauses for Federal Contracts

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.

Addendum # (if any) Have you read it?

Have you submitted any documents required by the addendum?

Addendum # _______

Addendum # _______

For example, an email subject line could read: RFP 15048-0-2026-BG A Transit Plan for the Madison Region 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 Monday, August 3rd, 2026 at 2:00 PM Central Time.

Email questions to Brittany Garciarittany Garcia at bids@cityofmadison.com. Remember to include RFP 15048-0-2026-BG 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.

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 Monday, August 17th, 2026 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 it, in the City’s opinion. At that time, all proposals will be available for review in accordance with public records laws.

The City will not provide advance notice to bidders prior to releasing any requested public record.

7 RULES FOR THE SELECTION PROCESS

This RFP does not commit the City to award a contract. The City can cancel this RFP at any time. There is no guarantee that the City will award any contract as a result of this RFP. While the City considers this procurement important to City operations, the circumstances could change.

The City might make a partial award. By submitting a proposal you are willing to accept an order for all or part of the items/services. Note in your proposal if you do not agree to accept a partial award.

The City reserves the right to make changes to this RFP. Any changes will be made with an Addendum. Changes could impact due dates or specifications, or could require additional information from all bidders.

The City reserves the right to reject any proposal. We can reject all or part of a proposal without explaining the reason. Proposals could be rejected if they are missing information (non-responsive) or fail to demonstrate that the bidder is responsible and capable of doing the work (not responsible.)

The City may negotiate with finalists or the selected vendor. One or more bidders may need to submit additional technical proposals, best and final price proposals, or other changes to their bids.

Federal or State Laws may apply to this RFP (such as federal regulations or procurement policies that apply to grant funding). Those laws will apply over any conflicting procedure in this RFP.

Responsible and Responsive Bidders You should read the Scope of Work (Section 5) carefully to determine your ability to perform and complete the work required. This contract will only be awarded to a bidder who is “responsible” and “responsive” and whose bid is most advantageous to the City, with price and other factors considered. This RFP is designed to help the City select responsive and responsible bidders.

“Responsive” means that your proposal responds to all parts of this RFP – it is complete, not missing any information, and addresses all of the required work. Failure to provide all of the information requested in this RFP could result in being considered “not responsive.”

A “Responsible” bidder has demonstrated the ability to perform successfully under the terms of the proposed contract. This includes having adequate financial resources or the ability to obtain them; can perform and deliver on time, delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. A bidder that cannot demonstrate these things may be considered “not responsible.”

Contractors with past problems with the City The City reserves the right to refuse to accept any bid from any person, firm or corporation who

• owes the City money

• is in default to the City

• has been debarred through an official process such as through the Department of Civil Rights

• has had performance or other problems on past contracts with the City

Such bidders may be deemed “not responsible.”

8 LEGAL CONTRACT REQUIREMENTS

Sample Contract

You must review the Sample Contract attached to the end of this RFP. This contract* will be used for the work resulting from this RFP.

By submitting a proposal, you are willing to enter into a contract with the terms found in the Sample Contract. Exceptions to the legal terms are not allowed and may result in your proposal being rejected. The City does not negotiate legal terms prior to award.

*While the City strives to provide the most appropriate sample contracts, the City reserves the right to modify the form for any contract resulting from this RFP.

Affirmative Action Requirements for Contractors

City contractors must show they hire and promote employees equitably and make their best efforts to have a diverse workforce.

See the Sample Contract, section 13, for all requirements for the City’s Affirmative Action program for contractors. Call the Contract Compliance Specialist at (608) 266-4910 with questions.

Insurance

All City contractors must provide a Certificate of Insurance. You must carry the insurance policies required by section 27 of the Sample Contract. This includes general liability insurance, workers compensation, and could include automobile and professional liability insurance. Please see the instructions and section 27 of the Sample Contract for the insurance requirements.

USDOT/FTA Terms and Conditions

This contract will be funded using Federal Financial Assistance and therefore is subject to USDOT/FTA Terms and Conditions, included in Attachment 2.

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For City Use Only:

Contract Expiration Date: Contract/Project Name:

Does the contract include renewals? Yes No Are the renewals Automatic or Optional? Automatic Optional No. of renewals: Duration of each renewal:

City of Madison

CONTRACT FOR PURCHASE OF SERVICES

(Grant funded)

1. PARTIES.

This is a Contract between the City of Madison, Wisconsin, hereafter referred to as the "City" and hereafter referred to as "Contractor."

The Contractor is a: Corporation Limited Liability Company General Partnership LLP (to be completed by contractor) Sole Proprietor Unincorporated Association Other:

2. PURPOSE.

The purpose of this Contract is as set forth in Section 3.

3. SCOPE OF SERVICES AND SCHEDULE OF PAYMENTS.

Contractor will perform the following services and be paid according to the following exhibit(s) or attachment(s):

Exhibit 1: placeholder for scope Exhibit 2: placeholder for payment exhibit / other exhibits or attachment Exhibit 3: placeholder for federal reporting requirements when needed. Delete this line if none.

Exhibit 4: placeholder for federal disclosure forms when needed (anti-lobbying,etc.) Delete this line if none.

Exhibit _: delete this line unless you need more exhibits. If so, label, number and attach any other exhibits or attachments needed.

Exhibit A: insert full name of grant agreement here. If you need to change the exhibit number for the grant agreement, search the entire document and change “Exhibit A” to the new number.

Notice of Federal Funding: This Contract is funded with federal assistance from the Federal Transit Administration and subject to the terms and conditions of the City of Madison's Section 5304 Planning Grant Agreement, signed by the City on May 15, 2025 and amended on April 9, 2026, attached hereto as Exhibit A.

Compliance with Federal Requirements: The Contractor agrees to comply with all applicable provisions of the grant agreement (Exhibit A), relevant provisions of 2 CFR §200 including those found in Appendix II to Part 200, USDOT/FTA Terms and Conditions (Attachment 2) and any other applicable federal statutes, regulations, and executive orders, as applicable.

Important Notice: Contractor is hereby notified that failure to comply with a condition set out in full in this Contract, incorporated by reference, or an assurance or certification related to conduct during the award period may result in the federal granting agency taking action against the City, as recipient. Among other things, the granting agency may withhold award funds from the City, disallow costs, or suspend or freeze the funding or terminate the award. This may require the City to amend or terminate this Contract.

Order of Precedence: In the event of a conflict between the terms of this Contract for Purchase of Services and the terms of any contract attachments or exhibits except Exhibit A, this Contract for Purchase of Services shall control and supersede any such conflicting term. In the event of a conflict between Exhibit A and this Contract for Purchase of Services or any other exhibit or attachment, Exhibit A shall control.

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4. TERM AND EFFECTIVE DATE.

This Contract shall become effective upon execution by the Mayor, (or the Purchasing Agent, if authorized) on behalf of the City of Madison, unless another effective date is specified in the Attachment(s) incorporated in Section 3, however in no case shall work commence before execution by the City of Madison. The term of this Contract shall be from to .

5. ENTIRE AGREEMENT.

This Contract for Purchase of Services, including any and all attachments, exhibits and other documents referenced in Section 3 (hereafter, “Agreement” or “Contract”) is the entire Agreement of the parties and supersedes any and all oral contracts and negotiations between the parties. If any document referenced in Section 3 includes a statement that expressly or implicitly disclaims the applicability of this Contract for Purchase of Services, or a statement that such other document is the “entire agreement,” such statement shall be deemed rejected and shall not apply to this Contract.

6. ASSIGNABILITY/SUBCONTRACTING.

Contractor shall not assign or subcontract any interest or obligation under this Contract without the City's prior written approval. Unless expressly stated otherwise, all of the services required hereunder will be performed by Contractor and employees of Contractor.

7. DESIGNATED REPRESENTATIVE.

Contractor designates as Contract Agent with primary responsibility for the performance of this Contract. If the Contract Agent resigns, is replaced, or is no longer acting as Contract Agent for any reason, Contractor will notify the City in writing of the change, and propose a replacement Contract Agent within seven (7) calendar days. The City may accept another person as the Contract Agent or may terminate this Contract under Section 25, at its option.

8. PROSECUTION AND PROGRESS.

A. Services under this Agreement shall commence upon written order from the City to the Contractor, which order will constitute authorization to proceed; unless another date for commencement is specified elsewhere in this Contract including documents incorporated in Section 3.

B. The Contractor shall complete the services under this Agreement within the time for completion specified in Section 3, the Scope of Services, including any amendments. The Contractor's services are completed when the City notifies the Contractor in writing that the services are complete and are acceptable. The time for completion shall not be extended because of any delay attributable to the Contractor, but it may be extended by the City in the event of a delay attributable to the City, or in the event of unavoidable delay caused by war, insurrection, natural disaster, or other unexpected event beyond the control of the Contractor. If at any time the Contractor believes that the time for completion of the work should be extended because of unavoidable delay caused by an unexpected event, or because of a delay attributable to the City, the Contractor shall notify the City as soon as possible, but not later than seven (7) calendar days after such an event. Such notice shall include any justification for an extension of time and shall identify the amount of time claimed to be necessary to complete the work.

C. Services by the Contractor shall proceed continuously and expeditiously through completion of each phase of the work.

D. Progress reports documenting the extent of completed services shall be prepared by the Contractor and submitted to the City with each invoice under Section 24 of this Agreement, and at such other times as the City may specify, unless another procedure is specified in Section 3.

E. The Contractor shall notify the City in writing when the Contractor has determined that the services under this Agreement have been completed. When the City determines that the services are complete and are acceptable, the City will provide written notification to the Contractor, acknowledging formal acceptance of the completed services.

9. AMENDMENT.

This Contract shall be binding on the parties hereto, their respective heirs, devisees, and successors, and cannot be varied or waived by any oral representations or promise of any agent or other person of the parties hereto. Any other change in any provision of this Contract may only be made by a written amendment, signed by the duly authorized agent or agents who executed this Contract.

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10. EXTRA SERVICES.

The City may require the Contractor to perform extra services or decreased services, according to the procedure set forth in Section 24. Extra services or decreased services means services which are not different in kind or nature from the services called for in the Scope of Services, Section 3, but which may increase or decrease the quantity and kind of labor or materials or expense of performing the services.

Extra services may not increase the total Contract price, as set forth in Section 23, unless the Contract is amended as provided in Section 9 above.

11. NO WAIVER.

No failure to exercise, and no delay in exercising, any right, power or remedy hereunder on the part of the City or Contractor shall operate as a waiver thereof, nor shall any single or partial exercise of any right, power or remedy preclude any other or further exercise thereof or the exercise of any other right, power or remedy. No express waiver shall affect any event or default other than the event or default specified in such waiver, and any such waiver, to be effective, must be in writing and shall be operative only for the time and to the extent expressly provided by the City or Contractor therein. A waiver of any covenant, term or condition contained herein shall not be construed as a waiver of any subsequent breach of the same covenant, term or condition.

13. AFFIRMATIVE ACTION.

A. The following language applies to all contractors employing fifteen (15) or more employees (MGO 39.02(9)(c):

The Contractor agrees that, within thirty (30) days after the effective date of this Contract, Contractor will provide to the City of Madison Department of Civil Rights (the “Department”), certain workforce utilization statistics, using a form provided by the City.

If the Contract is still in effect, or if the City enters into a new Agreement with the Contractor, within one year after the date on which the form was required to be provided, the Contractor will provide updated workforce information using a second form, also to be furnished by the City. The second form will be submitted to the Department no later than one year after the date on which the first form was required to be provided.

The Contractor further agrees that, for at least twelve (12) months after the effective date of this Contract, it will notify the Department of each of its job openings at facilities in Dane County for which applicants not already employees of the Contractor are to be considered. The notice will include a job description, classification, qualifications, and application procedures and deadlines, shall be provided to the City by the opening date of advertisement and with sufficient time for the City to notify candidates and make a timely referral. The Contractor agrees to interview and consider candidates referred by the Department, or an organization designated by the Department, if the candidate meets the minimum qualification standards established by the Contractor, and if the referral is timely. A referral is timely if it is received by the Contractor on or before the date stated in the notice.

The Department will determine if a contractor is exempt from the above requirements (Sec. 13.A.) at the time the Request for Exemption in 13.B.(2) is made.

B. Articles of Agreement, Request for Exemption, and Release of Payment:

The “ARTICLES OF AGREEMENT” beginning on the following page, apply to all contractors, unless determined to be exempt under the following table and procedures:

NUMBER OF EMPLOYEES

LESS THAN $50,000

Aggregate Annual Business with the City*

$50,000 OR MORE

Aggregate Annual Business with the City*

14 or less Exempt** Exempt**

15 or more Exempt** Not Exempt

*As determined by the Finance Director **As determined by the Department of Civil Rights

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(1) Exempt Status: In this section, “Exempt” means the Contractor is exempt from the Articles of Agreement in section 13.B.(5) of this Contract and from filing an Affirmative Action plan as required by Section IV of the Articles of Agreement. The Department of Civil Rights (“Department”) makes the final determination as to whether a contractor is exempt. If the Contractor is not exempt, sec. 13.B.(5) shall apply and Contractor shall select option A. or B. under Article IV therein and file an Affirmative Action Plan.

(2) Request for Exemption – Fewer Than 15 Employees: (MGO 39.02(9)(a)2.) Contractors who believe they are exempt based on number of employees shall submit a Request for Exemption on a form provided by the Department within thirty (30) days of the effective date of this Contract.

(3) Exemption – Annual Aggregate Business: (MGO 39.02(9)(a)c.): The Department will determine, at the time this Contract is presented for signature, if the Contractor is exempt because it will have less than $50,000 in annual aggregate business with the City for the calendar year in which the contract is in effect. CONTRACTORS WITH 15 OR MORE EMPLOYEES WILL LOSE

THIS EXEMPTION AND BECOME SUBJECT TO SEC. 13.B.(5) UPON REACHING $50,000 OR

MORE ANNUAL AGGREGATE BUSINESS WITH THE CITY WITHIN THE CALENDAR YEAR,

BEGINNING IN 2019.

(4) Release of Payment: (MGO 39.02(9)(e)1.b.) All non-exempt contractors must have an approved Affirmative Action plan meeting the requirements of Article IV below on file with the Department within thirty (30) days of the effective date of this Contract and prior to release of payment by the City. Contractors that are exempt based on number of employees agree to file a Request for Exemption with the Department within thirty (30) days of the effective date and prior to release of payment by the City.

(5) Articles of Agreement:

ARTICLE I

The Contractor shall take affirmative action in accordance with the provisions of this Contract to ensure that applicants are employed, and that employees are treated during employment without regard to race, religion, color, age, marital status, disability, sex, sexual orientation, gender identity or national origin and that the employer shall provide harassment-free work environment for the realization of the potential of each employee. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training including apprenticeship insofar as it is within the control of the Contractor. The Contractor agrees to post in conspicuous places available to employees and applicants notices to be provided by the City setting out the provisions of the nondiscrimination clauses in this Contract.

ARTICLE II

The Contractor shall in all solicitations or advertisements for employees placed by or on behalf of the Contractors state that all qualified or qualifiable applicants will be employed without regard to race, religion, color, age, marital status, disability, sex, sexual orientation, gender identity or national origin.

ARTICLE III

The Contractor shall send to each labor union or representative of workers with which it has a collective bargaining Agreement or other Contract or understanding a notice to be provided by the City advising the labor union or workers…