RNG_Upgrade_Procurement,_Construction,_and_Commissioning.pdf

DANE COUNTY

DEPARTMENT OF WASTE & RENEWABLES

1919 ALLIANT ENERGY CENTER WAY

MADISON, WISCONSIN 53713

Request For Proposals No. 326024

RNG UPGRADE PROCUREMENT, CONSTRUCTION, AND

COMMISSIONING

Project Release Date: August 6, 2026

Deadline for Questions: August 24, 2026

Response Deadline: September 3, 2026, 2:00 pm

Responses must be submitted electronically through:

https://procurement.opengov.com/portal/countyofdane

Dane County Department of Waste & Renewables

Request For Proposals No. 326024

RNG Upgrade Procurement, Construction, and Commissioning

1) Introduction

2) RFP Instructions

3) Contract Term

4) Scope of Services

5) RFP Response Requirements & Evaluation Criteria

6) Pricing Proposal- Compensation Schedule and Rate Table

7) Professional Services Agreement- Standard Terms & Conditions

8) Proposer Questionnaire & Uploads

Attachments:

A - Dane Co. Overhead Site Maps 2026

B - Process Flow Diagram of Dane County RNG Facility

C - RNG Equipment List

D - Gas Sample Analysis Spring 2025

E - Recent RNG Facility Utility Statements

Dane County Request for Proposal (RFP) #326024

1. Introduction

1.1. Summary

Dane County is seeking proposals from qualified firms to replace Dane County's existing Renewable Natural Gas (RNG) facility, including procurement, construction, and commissioning. The facility is located at 7242 Maahic Way, Madison, WI 53718. Work will be performed under a negotiated professional services agreement. Proposals for upgrading existing equipment will also be considered.

The purpose of this engagement is to replace current nitrogen and carbon removal units (NRU and CRU) with the most efficient current technology for RNG production from landfill gas (LFG) sources and increase LFG processing capacity. Selected Firm will be expected to coordinate closely with Dane County Waste + Renewable (W+R) project and operations staff and must comply with all applicable local ordinances or local permitting requirements.

Interested proposers should have demonstrated experience in providing systems for RNG Production from LFG biogas in cold climates and must show capacity to manage projects of similar scope and complexity. An optional pre-proposal site meeting is scheduled for Friday, August 21, 2026 at 2:00 pm at 7102 Maahic Way, Madison, WI 53718, and all questions must be submitted by Monday, August 24, 2026.

Proposals are due by Thursday, September 3, 2026 at 2:00 pm.

Purpose

The purpose of this work is to address aging infrastructure and expand capacity to meet projected growth needs. The current Pressure Swing Adsorption (PSA) system, which was designed for nitrogen and carbon removal, has reached the end of its useful and practical life making professional evaluation and improvement a priority for Waste + Renewables. The system was originally commissioned in 2019 and has been operated by Waste + Renewables staff since 2021. Additionally, the volume of gas is projected to exceed the current RNG Facility capacity in the near future.

Interested firms will submit proposals in order to construct and deliver a new RNG upgrading facility.

Firms may also propose replacement of key equipment of the current facility to achieve the same objectives. The selected Firm will be expected to deliver final designs to achieve higher upgrading efficiency, lower downtimes, and longer operational lifespan. The selected Firm will be expected to provide system design, procurement, full construction oversight, and final commissioning. W+R encourages proposers to review available information and propose an approach that aligns with the project objectives and the scope outlined within this RFP.

1.2. Background

Background and historical details are provided in Section 4.0 of this RFP.

1.3. Contact Information

John Welch Director Email: welch@countyofdane.com Phone: (608) 516-4154

Department:

Waste & Renewables mailto:welch@countyofdane.com tel:(608)516-4154

1.4. Timeline

The Project specific and estimated dates and times of events are below. Some of the events have specific completion dates. In the event that the Department of Waste & Renewables (W&R) finds it necessary to change any of the specific dates and times in the calendar of events, it will do so by issuing an addendum to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

Project Release Date August 6, 2026

Pre-Proposal Site Tour (Non-Mandatory) August 21, 2026, 2:00pm

7102 Maahic Way, Madison, WI 53718

Question Submission Deadline August 24, 2026, 5:00pm

Question Response Deadline August 27, 2026, 5:00pm

Proposal Submission Deadline September 3, 2026, 2:00pm

Interview, if necessary (estimated) September 18, 2026

Notification of Intent to Award (estimated) October 15, 2026

Agreement Start Date (estimated) November 5, 2026

2. RFP Instructions

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 5:00 pm on Monday, August 24, 2026.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

2.1. General Solicitation Process

Obtain RFP documents from the procurement.opengov.com/portal/countyofdane web site. Proposing company is responsible to check back regularly for Addenda.

Interested Proposers are required to register at the County's eProcurement Portal to submit a Proposal. Registration is free.

• Register by clicking “Sign Up” at https://procurement.opengov.com/login.

• Create a username, password, and activate an account.

• Select project categories that your company would like to receive future solicitation notifications for.

o Note: For projects similar to this Proposal, a project category of 91200 [for public works projects] is assigned to it.

• Locate the solicitation by searching for the RFP Number, Organization, or Proposal Title.

• Subscribe for “New Project Updates” to receive notifications about the solicitation.

Message procurementsupport@opengov.com with any questions regarding account set up.

If you need any additional information or have questions about this Request for Proposals, please call John Welch, Director at (608) 516-4154 or send an email to welch@countyofdane.com.

Dane County is an Equal Opportunity Employer.

2.2. Eligibility Requirements

To be considered for this project, Firm must meet or exceed the following criteria:

• Have at least one registered professional engineer as the lead responsible member(s) of the firm or project team.

• Have been in business for a period of not less than five (5) years.

• Must have been responsible for the RNG upgrading projects of similar size, quantity, and scope of this

Project.

https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/login mailto:procurementsupport@opengov.com

• Consideration may be given to joint ventures consisting of two or more firms organized for the purpose of furnishing professional services as a single entity, providing the assignment of and provisions for continuity of the various responsibilities within the joint venture are approved by the County, and further providing that either of the individual firms constituting the joint venture meets the eligibility requirements listed above.

2.3. Proposal Submission

Interested Proposers are required to follow the steps outlined below to submit a Proposal:

• Click on "Draft Response" to submit a Proposal.

• Upload all required documents and answer all questions in Section "Proposer Questionnaire & Uploads":

o Complete the Contact Information Questionnaire o Complete the Addenda Questionnaire o Complete the Question and Answer (Q&A) Questionnaire o Complete the Fair Labor Practices Questionnaire o Submit Proposer W-9 o Submit the RFP Response Document(s) as outlined in Section “RFP Response Requirements &

Evaluation Criteria”:

▪ Documents must include all relevant and pertinent information

▪ Documents must be saved in .pdf format

▪ The file name should include the RFP #, Name of company submitting the Proposal, and

Section/Question reference number

• Example: "RFP #326024_[Vendor Name]_Question2".

o Submit the Pricing Proposal and upload any additional Pricing Proposal documents o Submit any Supplemental Material o Complete the Designation of Confidential and Proprietary Information Questionnaire o Complete the Proposer's Limitations Questionnaire

• Confirm your Proposal is complete and select “Submit Proposal”

Proposals must be submitted electronically via the County's eProcurement Portal before 2:00 pm on Thursday, September 3, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

2.4. Evaluation

Dane County reserves the right to accept or reject any Proposal submitted.

Dane County will review submitted Proposals and score each Proposal against the evaluation criteria and may schedule candidates to appear before an interview panel. Those appearing for an interview must be prepared https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554816 https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554811 https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554811 to discuss their approach for the design of this work, methodology, project team, a timetable, the basis of their fee schedule and answer questions from our staff.

2.5. Award

Dane County reserves the right to negotiate an Agreement after selecting the successful firm. Selection is only based on the Proposal submitted and subsequent interviews. Therefore, the Proposals must be complete. Submission of a Proposal will constitute a valid offer, which may be accepted by the Department of Waste & Renewables (W&R) for a period of ninety (90) calendar days following the Proposal due date.

2.6. Contracting

Proposer must thoroughly review the Professional Services Agreement- Standard Terms & Conditions and clearly state any limitations or detail any conditions Proposer may have and include as part of the RFP Response Submission.

https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554819

3. Contract Term

The contract will be effective on the execution date indicated on the Professional Services Agreement. The term will be through Project completion or a maximum of five (5) years from the Agreement execution date, whichever occurs first.

4. Scope of Services

The following definitions and links are used throughout the RFP.

• W+R: Dane County Department of Waste + Renewables

• County Agency: Department/Division utilizing the service or product.

• Dane County Purchasing website: https://www.danepurchasing.com/

• Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

4.1. Background

1. History: In 2019 Dane County Department of Waste + Renewables (W+R) began operation of their current RNG upgrading facility. That system was designed to upgrade LFG to RNG, with an incoming capacity of 2,500 scfm and up to 10% nitrogen LFG content. W+R has operated the facility internally since 2021. The existing RNG Facility is experiencing reduced methane recovery and overall performance loss. W+R has determined the PSA system has reached its end of lifespan. Additionally, gas volumes are projected to exceed the current RNG Facility's design capacity. As such, W+R is seeking a qualified firm to design, procure and construct, and provide commissioning for a series of equipment replacements to continue use of the current facility; or a qualified firm to oversee the development of a new processing facility. Selection between these scenarios will be dependent on the best economic return and viability. As additional background, current facility maps and facility process flow diagram are included as Attachment A and Attachment B.

2. Gas Quantity & Quality: Dane County Landfill Site #2 is collecting approximately 1,900 standard cubic feet per minute (scfm) of biogas from anaerobic decomposition of municipal solid waste. A recent one-day gas quality analysis suite is included as Attachment D. A recent Facility Performance summary is included in the table below:

Table 1:

https://www.danepurchasing.com/

3. Anticipated Design Capacity: All final designs should be able to process gas with the following inlet gas design parameters:

Table 2:

For the last 2-3 months, incoming gas quality has consistently had Nitrogen levels in the 6%-7% range. Except for this recent period of time, incoming gas quality over the last 10 years has consistently had Nitrogen levels as shown in the Table 2.

4. Future Gas Quantity: Waste is still being placed in the Landfill Site #2, which is expected to be open for the next 2 to 3 years. W+R plans to incorporate LFG gas into the facility from the new landfill (Dane

County Landfill #3) in the coming years. To accommodate this, the final design system must be capable of processing at least 3,000 scfm of LFG.

5. Product Gas Specifications and Current Pipeline Shut-in Limits: Any upgraded or replacement facility must meet the following pipeline specifications for injection compliance. If Firm anticipates being able to use different shut-in values to consistently meet the ANR Pipeline Standards for the final RNG system, please include them in the Proposal.

Table 3:

1 16 ppmv ~ 1 grain/100 ft3 2 Including sulfur in any hydrogen sulfide and mercaptans

3 Additional language is in Federal Energy Regulatory Commission (FERC) Gas Tariff for ANR Pipeline

Company - Section 6.13 4 Additional language is in FERC Gas Tariff for ANR Pipeline Company - Section 6.11

4.2. General Overview

1. W+R is inviting Proposals for design, fabrication, delivery, installation, and start-up of a landfill biogas processing system at the W+R Landfill Site #2 for converting LFG into pipeline grade methane. The Firm will be responsible for the installation of all electrical, mechanical, process piping, data/communications, etc. within the confines of the Firm 's proposed system. Firm will provide all civil site work, electrical power to the system, process piping to the system, and mechanical up to the proposed system, as well as integrate the proposed system into current W+R infrastructure and controls. Additional infrastructure required (i.e. foundations, data/communications, natural gas, buildings, heating requirements, etc.) must be included within the content of the proposal.

2. The proposed biogas cleaning system shall be designed to have a flexible operating range. The operating range shall be a minimum flow of at least 1,600 scfm and a maximum of 3,000 scfm of landfill gas. If possible, the final system should be easily expanded in the future for anticipated increased landfill gas flow beyond 3,000 scfm.

3. W+R will accept and review proposals for either or both of the following scenarios:

1. Proposal 1: Repair and Replacement of Current LFG to RNG Facility

2. Proposal 2: Construction of a new LFG to RNG Facility

4. Selection between these scenarios will be dependent on the best economic return and management of risk for the County. Although the County’s preference is to maintain ownership and operation of the

RNG Facility, including ownership of the gas rights and all related gas attributes, the County is open to considering proposals that include innovative and/or alternative ownership and operation & maintenance models.

5. For Proposal 1: Repair and Replacement of Current LFG to RNG Facility responses, a list of current equipment is provided as Attachment C. Included in the list is equipment processing capacity and priority of replacement. At a minimum, Proposals must include equipment to replace all items with a

"high" priority for replacement.

6. As stated in Section 4.1: Background, all final systems must be able to process LFG with the Design

Capacity values designated in Table 2 and produce product gas to the specifications of Table 3.

7. Work shall be performed in phases. Any work performed by Firm prior to conclusion of the preceding

Phase and prior to W+R written approval will be at Firm's own risk. RNG Upgrade Procurement, Construction, and Commissioning provided by the Firm in the following phases:

Phase 1: Design Phase

Phase 2: Permitting

Phase 3: Procurement, Installation, and Construction

Phase 4: Startup and Commissioning

8. The term “written” or “in writing” may be either electronic or hard copy documentation, unless otherwise stated or directed by W+R.

9. Document Submittals: Documents submitted to W+R shall be in original file format (e.g. Microsoft

Word, AutoCAD, Microsoft Excel, PowerPoint, etc.). Final documents shall be in PDF format and delivered to W+R via e-mail or ShareFile. In addition to the PDF file(s), electronic versions shall include the original file format (e.g. Microsoft Word, AutoCAD, Microsoft Excel, PowerPoint, etc.).

10. Meetings and Communications: Firm shall prepare monthly status reports including budget status (by major task), work completed in the past month, work planned for next month, and problems or issues to be resolved. Firm shall attend and prepare agendas for bi-weekly check-in meetings, provide meeting minutes from the bi-weekly check-in meetings, and attend required meetings as outlined in each Phase of Work. Firm shall be responsible for preparing agendas and meeting minutes for required meetings as outlined in each Phase of Work.

11. Firm shall furnish all labor, materials, equipment, and services necessary to complete the given procurement, construction, and reports, and to perform the necessary tests required for the completion of the commissioning and facility operation.

12. Firm shall submit a data request to W+R, prior to starting Work. W+R shall provide all available reports, record documents, site drawings and specifications to selected Firm. Drawings and specifications may not be complete or in an as-built condition. Firm shall confirm accuracy of drawings and specifications.

W+R shall provide any necessary hazardous material protection or abatement.

4.3. Design Phase - Phase 1

1. Purpose: The purpose of the Design Phase is to complete and finalize Design Drawings.

2. Scope of Work:

1. Firm shall provide Design Documents in line with the following compliance codes:

1. Latest version of international, federal, state, and local building, fire protection, electrical, plumbing, and mechanical codes

2. Dane County stormwater design requirements

3. Environmental Protection Agency (EPA) Renewable Fuel Standard (RFS) facility production standards and requirements

2. Firm shall review all available reports, record documents, site drawings and specifications provided by W+R.

3. Firm shall facilitate a site investigation, including subsurface investigations (as necessary), identifying conditions at the site which might adversely affect the achievement of the proposed design.

4. Firm shall provide a preliminary list of equipment and system components for approval by W+R.

Firm and W+R must agree to the Preliminary equipment list before proceeding to final Design

Documents. Firm and W+R must agree on major system components and general design approach.

The Preliminary equipment list must include, at minimum, all "high" priority items identified in

Attachment C.

5. Final Design Documents must include, at minimum, the following components and features:

1. Site & civil related work (e.g. utilities, stormwater management, erosion control, fencing, gates, etc.)

2. Systems and equipment for upgrading landfill gas to renewable natural gas, which includes:

1. a. Methods to remove hydrogen sulfide

2. b. Methods to remove VOC’s and siloxanes

3. c. Methods to remove carbon dioxide

4. d. Methods to remove oxygen

5. e. Methods to remove nitrogen

6. f. Compressor system design (product and operational compression)

7. g. Off-product destruction methods

8. h. Byproduct recovery methods and uses

3. Equipment configuration

4. SCADA or equivalent control systems (e.g. access control, etc.), which must integrate with existing systems

5. Life safety systems (e.g. gas monitoring, fire protection, access control, site security, etc.)

6. Heating, ventilating, and air conditions (HVAC) & associated controls

7. Plumbing & associated controls

8. Electrical & associated controls

9. Lighting systems & associated controls

6. All finalized design systems must be able to be able to convert LFG to product methane. Design

Capacity should be based on Table 2 above.

7. All finalized design systems must be able to deliver product methane to the specifications included in Table 3.

8. Firm shall prepare Design Drawings that include the major design features, equipment, and systems.

W+R shall review, provide input & make modifications throughout the design process. An outline of the anticipated specifications shall also be provided that includes, but is not limited to, scope of the project, general requirements, schedule of values and payment, and include applicable technical divisions.

1. At a minimum, the Design Drawings shall contain:

1. Title page

2. Legend and general notes

3. Existing conditions and site map

4. Size of footprint for construction and of final system

5. Grading plan (if needed)

6. Utility plan

7. Stormwater and erosion control plan

8. Dust considerations

9. Methods used to remove hydrogen sulfide

10. Methods used to remove VOC’s and siloxanes

11. Methods used to remove carbon dioxide

12. Methods used to remove oxygen

13. Methods used to remove nitrogen

14. Compressor system design

15. Off-product destruction methods

16. Byproduct recovery methods and uses

17. Installation, start-up, and operation of the system

18. Foundation plan (if needed)

19. Mechanical plan and schematic

20. Electrical plan and schematic

21. Plumbing plan and schematic (if needed)

22. Fire access and protection plan

23. Roof and floor plans (for any proposed building)

24. Traffic and circulation plan

25. Capital expenditure estimates

26. Operational and Maintenance expenditure estimates (Attachment E contains recent utility rates for the facility and should be used for expenditure estimates)

27. Any additionally needed details

9. Firm shall create, track, and maintain a log of all W+R and Firm generated design factors, decisions, or changes resulting from meetings and communications from W+R , including but not limited to, existing site conditions, program clarifications, scheduling concerns, various project cost considerations & estimates, cost-value trade-offs, quality requirements, special material requirements, engineering requirements, or communication requirements. The log shall be kept throughout the entire design and construction process and submitted to W+R.

10. Firm shall prepare Design Report consisting of text, tables, drawings, and other documents that contains:

1. An expected mass balance and upgrading efficiency model of final system.

2. A working analysis of each major design feature included in the selected design concept, with constraints and dependencies detailed.

3. A detailed opinion of probable costs for each component of the design, which indicates that

Project Budget limitations shall not be exceeded. Probable costs for each component of the

Project shall be broken down by division or major line item.

4. Identification of limiting parameters of the design and provide sufficient, alternative design solutions on major design features to allow W+R to ascertain that the recommended design achieves a practical programmatic and economic solution, within the timeline and budget.

5. An analysis of the constructability of the Project within the timeline identified.

6. Considerations for quality, special material, or engineering requirements.

7. Identification of any special monitoring or considerations during construction to prevent quality control problems, delays, or cost escalation. Include long lead time equipment or materials, items which interface with difficulty, areas of work requiring significant care, or sequencing or precision in installation.

8. Estimated timeline for completion of each phase of remaining work.

3. Required Meetings

1. Kick-off Meeting

2. Biweekly Update Meetings

3. Review Meetings: These meetings shall be held to review the:

1. Preliminary equipment list

2. 75%, and 95% drafts of the Design Drawings and Report.

4. Deliverables

1. Firm shall provide Preliminary recommended equipment/system list for W+R to review and approve.

Firm shall provide this no later than 30 days from the start of the contract.

2. Firm shall provide draft Design Drawings and Design Report, as outlined above, to W+R review and approve.

3. Firm shall provide final Design Drawings and Design Report and outline of Specifications, as outlined above, to W+R no later than 2/1/2027.

4.4. Permitting – Phase 2

1. Purpose: The purpose of Permitting is to prepare permitting documents and submit to appropriate agencies, to participate in permitting discussions with governing municipalities, and to attend public meetings.

2. Scope of Work

1. Firm shall be responsible for preparing, submitting, and obtaining the following permits and agreements:

1. WDNR Construction Site General Stormwater Permit

2. Dane County Stormwater Management (SWM) Permit

3. Dane County Erosion Control (EC) Permit

4. City of Madison Major Alteration Approval

2. Firm shall pay for costs associated with permit applications.

3. Firm must prepare and submit a major alteration with the City of Madison for the RNG

Facility/Landfill Site #2. A major alteration is anticipated to require Urban Design Commission

(UDC), Plan Commission (PC), and Common Council (CC) approval. The major alteration will require a Land Use Application and Urban Design Application. Please note, the Land Use Application and

UDC Application have specific requirements for the Design Documents, especially for buildings. Firm will be responsible for thoroughly reviewing the application requirements, ensuring that all requirements are met, attend the UDC, PC, and CC meetings, and finalize approvals.

4. If wastewater discharge is required, the Firm shall be required to assist W+R and Madison

Metropolitan Sewerage District (MMSD) to ensure discharge from the final facility has the ability to enter into the sewerage system. Firm shall provide W+R with refined volumes estimates based on final Design Documents.

5. Firm will be responsible for providing W+R with the necessary information to revise their existing permits and registrations not listed above. This may include W+R's WDNR Air Permit, WDNR Plan of

Operation, Wisconsin Department of Safety and Professional Services pressure vessel registration, and registration updates with the EPA RFS program.

1. Firm will not be responsible for obtaining facility registration with the EPA RFS program but will provide necessary information to W+R's third-party verifying engineer.

1. Required Meetings

1. Kick-off Meeting

2. Review Meetings. These meetings shall be held to review each deliverable.

https://www.cityofmadison.com/development-services-center/documents/LandUseApplication.pdf https://www.cityofmadison.com/development-services-center/documents/forms/UDCApp.pdf

2. Deliverables

1. Firm shall provide the following applications (draft and final versions) and corresponding permits or agreements:

1. Dane County SWM Permit Application

2. Dane County EC Permit Application

3. WDNR Construction Site Stormwater Permit

4. City of Madsion Major Alteration Application

2. Firm shall provide proof of closure for all permits obtained once Phase 3 work is complete.

1.

4.5. Procurement, Installation, and Construction – Phase 3

1. Purpose: The purpose of the Procurement, Installation, and Construction Phase is for the Firm to purchase, construct, and install all necessary equipment based on the approved Design Phase (Phase 1) deliverables. Firm will be responsible to conduct site visits, attend construction meetings, provide construction and installation submittals, ensure equipment is installed correctly and in operating condition, and prepare as-built drawings and Operations & Maintenance (O&M) documentation at construction completion.

2. Scope of Work:

1. Procurement

1. Upon notice from W+R in Phase 1: Design Phase, Firm will procure identified equipment to complete existing facility upgrades or new facility construction.

2. W+R will be able to provide an initial equipment down payment as part of the final contracted services, but complete payment will be held until all Phases of work are complete (including

Commissioning). If Firm requires a different payment schedule, please include in the proposal.

3. Firm will be responsible for ordering equipment, arranging any subcontractors for installation and construction support, and for maintaining the final system delivery timeline for W+R.

2. Installation and Construction

1. Firm shall organize and attend a pre-construction meeting prior to installation and construction.

In the pre-construction meeting, Firm shall provide an installation and construction schedule, identify all subcontractors and their appropriated work, and advise W+R of any potential conflicts. The pre-construction meeting will require coordination with the W+R Project Manager and RNG operations team so that a clear offline date of the current facility can be given to all appropriate parties (e.g. ANR Pipeline, EPA RFS Program, WDNR).

2. Firm shall arrange, conduct, take notes, and publish minutes of weekly construction progress meetings. Firm shall attend the weekly construction progress meetings and provide on-site technical and professional oversight. Firm shall include W+R in all construction progress meetings.

3. The Firm shall provide a qualified team, with suitable experience in the construction process to oversee installation and construction. Firm will monitor and report the progress, quality, and timely performance of the work to W+R as such work is being performed. The Firm shall keep

W+R informed of the progress and quality of the work based on on-site observations and shall protect W+R against defects and deficiencies in the work. The Firm will have continuous access to the site during installation and construction.

4. The Firm shall immediately report any noncompliance or unexpected delays to the W+R's

Project Manager in writing.

5. Firm shall make daily field reports detailing observations and activities on the Project. The Firm shall submit the reports to W+R at minimum weekly.

6. Firm shall be responsible for the delivery of equipment and RNG system in line with the specifications of the Design Phase (Phase 1).

7. Firm shall test and ensure the RNG system meets the specifications of the Design Phase. The results of all testing conducted during or after construction shall be reported and shared with

W+R. Testing is specified in Phase 4.

8. Firm shall be responsible for any necessary professional or construction services required to repair or overcome problems caused by errors, omissions, ambiguities or changes not authorized by W+R, without additional cost to W+R.

3. Record Documents

1. Firm shall provide final as-built documents of the installed and constructed RNG system.

1. Final as-builts shall not include redline edits but be fully reflective of delivered final system.

2. Firm shall obtain and provide an Operating and Maintenance Manual for buildings, systems, and operable mechanical and electrical equipment of the Project, both powered and manual.

Manuals shall be provided to W+R. These manuals shall include:

1. Manufacturer's Instruction for Maintenance and Operation of Equipment and Systems, including a Spare Parts List; and

2. Manufacturer's Record Drawings and Equipment Data Sheets, including recommended maintenance procedures

4. Required Meetings

1. Pre-Construction Meeting

2. Weekly Construction Progress Meetings

3. Substantial Completion Inspection Meeting

5. Deliverables

1. Daily oversight during construction, with daily reports provided at minimum weekly

2. Record Documents, as outlined above, to W+R within thirty (30) calendar days of receipt of the last marked up prints.

3. Operating and Maintenance Manual, as outlined above.

4.6. Startup and Commissioning - Phase 4

1. Purpose: The purpose of the Startup, Testing, and Commissioning Phase is to ensure equipment is commissioned, in operating condition, and is in-line with Design Documents and as-built documentation drawings.

2. Scope of Work:

1. At substantial completion of Phase 3: Procurement, Installation and Construction, Firm shall schedule a construction inspection meeting. Firm shall attend and observe the construction and provide a written punch-list to W+R. The punch-list shall contain items found not to be complete, in need of correction, replacement or otherwise not in accordance with the Construction Documents

1. Firm shall perform and document functional testing and review the testing and balance report for all RNG production, plumbing, HVAC, fire protection and electrical systems. Firm will verify final system installation, and operation meets the intent of Phase 1 Design. The Firm shall schedule all testing so W+R can attend, and the Firm will provide W+R with the results of all functional testing. W+R will ensure systems meet the intent of their design.

2. Testing Requirements:

1. Firm shall provide Factory Acceptance testing and Site Acceptance testing for the system.

1. Factory Acceptance testing shall be performed ahead of system delivery through system simulation. W+R staff must have the option to attend.

2. Site Acceptance testing shall occur onsite after completion of facility installation and construction. W+R staff must have the option to attend.

2. Testing must include at minimum each of the following:

• inerting and purging

• initial energization of controls and support systems

• verification of ventilation, gas detection, and safety interlocks

• verification of E-stop and emergency shutdown functionality

• staged introduction of gas

• flare startup and tuning

• gas blower and compressor startup

• verification of pressure control and flow control loops

• verification of condensate management

• startup of H2S removal systems

• startup of gas polishing systems (nitrogen, carbon dioxide, and oxygen removal units)

• startup of RNG upgrading and conditioning equipment

• verification of analyzer outputs and control responses

• stable operation across the specified turndown range

• achievement of pipeline or end-use gas quality specifications

• operation of off-spec diversion logic

• product gas compression and pressure control

• custody transfer metering functionality, where specified

• data logging and historian functionality

• automatic shutdown and fail-safe response on analyzer fault, off-spec gas, overpressure, or utility loss

• transition to flare or alternate disposal mode without unsafe release

• demonstration of automatic diversion to flare under upset, off-spec gas, or shutdown conditions

• removal of CO2, moisture, siloxanes, particulates, oxygen, or other contaminants to the specified limits

• restart testing after controlled shutdown

• methane recovery and product yield

3. All operating conditions and control sequences shall be tested, adjusted & signed off as complete by the Firm & W+R during the start-up period.

4. The Firm shall prepare and distribute the Certificate of Substantial Completion of Factory

Acceptance and Site Acceptance testing when appropriate.

3. Starting Systems:

1. Firm shall provide W+R written notification prior to startup of each equipment item or system.

2. Firm shall ensure that each piece of equipment or system is ready for operation.

3. Firm shall execute start-up under supervision of W+R in accordance with installer(s) or manufacturers’ instructions.

4. Firm shall submit written report that equipment or system has been properly installed and is functioning correctly.

4. Commissioning:

1. Commissioning and performance testing shall be conducted using the final installed system under field operating conditions for a continuous, no-fault test period of not less than 72 hours.

1. Any faults experienced during commissioning will restart the 72-hour timeframe.

5. Training: Firm shall train W+R personnel on operation and maintenance of system prior to Starting

Systems.

1. Firm shall train W+R personnel on start-up, operation, control, adjustment, troubleshooting, servicing, maintenance, and shutdown of each item of equipment at agreed-upon times, at designated locations.

2. W+R may choose to videotape training sessions; training shall be to level of satisfaction of W+R.

6. Deliverables:

1. Provide draft and final punch-list to W+R

2. Certification of Factory Acceptance Testing

3. Certification of Site Acceptance Testing

4. Completion and Documentation of 72 hour continuous, no fault performance commissioning

5. Training of two (2) to four (4) weeks to ensure efficient support and hand-off to W+R RNG operations team. Exact length will be dependent on RNG operations team's ability to independently operate the facility.

5. RFP Response Requirements & Evaluation Criteria

RFP & Cost Proposal Response

• Proposers shall upload and submit their proposal response document(s) in PDF format to Proposer

Questionnaire & Uploads .

• The Proposer’s RFP Response shall be organized to comply with the question/category numbers and names as shown below.

• Review Section 2.3- Proposal Submission Requirements in the RFP Instructions for additional clarification and document formatting.

• Proposers can upload their Cost/Pricing Proposal to Proposer Questionnaire & Uploads or Complete the

Pricing Table(s) if applicable.

Evaluation Criteria

• Each section references the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554816 https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554816 https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554813 https://procurement.opengov.com/portal/countyofdane/projects/265269/document?section=2554816

1. Relative Experience

Description of firm’s qualifications, experience, organization and resources.

This description must pay specific attention to the facility performance, methane recovery rates, achieved uptime, and achieved or estimated lifespan of past projects. Description must include:

1. Experience with, or involvement in LFG to RNG design, procurement, and operation,

2. Experience with, or involvement in RNG commissioning,

3. Related RNG facility repair and/or RNG new facility design,

4. Resumes describing the professional affiliations, educational and work experiences for each of the key staff (including sub-contractors) that would be assigned to this Work;

these key staff shall retain project involvement and oversight throughout the course of the Work.

List at least three LFG to RNG projects completed by firm that are similar to the one being proposed. Listing shall include for each project:

1. Brief description of the project including services provided (e.g. Site Design, Construction Oversite, etc.)

1. Include achieved uptime, recovering, and annual planned

Points Based 30 (29.7% of Total) maintenance downtime

2. Detail the proposing company’s role(s) in the project

3. Start and end dates of services, and

4. Specific details of originally proposed project budget and time of completion and final (actual) project budget and time of completion.

2. Approach to Project

Description of planning and implementation techniques to be used in approaching the Work. Close attention will be paid to the Firm’s knowledge and understanding of:

1. Testing equipment standards, methods, and certification,

2. Industry understanding of most efficient and practical gas upgrading equipment for difficult biogas streams such as

LFG,

3. Strong consideration will be given for proposed equipment manufactured and/or supported within the United States of

America,

4. Best management practices,

5. Indicate individual staff availability and tentative timetable (in the form of a

Gantt or similar chart) for the project, using a theoretical start date of September 21st, 2026.

Include listing of other consultants who will participate in this Work and their area of expertise.

Points Based 30 (29.7% of Total)

3. Pricing Proposal Points Based 25 (24.8% of Total)

4. Schedule Points Based 15 (14.9% of Total)

5. Past Project References

Project References are required for consideration but will not be a part of graded evaluation until after proposer interviews.

Pass / Fail 1 (1% of Total)

6. Pricing Proposal- Compensation Schedule and Rate Table

1. Definitions

1. Fixed Fee: The Fixed fees shall include all costs necessary to perform the work, including but not limited to, meetings, data gathering, design, processing, subcontractors, equipment and materials, reproducing and mailing submittals, and other work.

2. Rate Schedule

1. Additional costs borne by Firm and approved by W+R shall be based on rates outlined in the Rate

Schedules submitted by Firm.

3. Additional Services

1. W+R may increase the cost to include additional services outside Scope of Work per the Rate

Schedule, as mutually agreed upon by Firm and W+R.

4. Invoicing:

1. Firm shall issue an invoice upon completion of work, delivered electronically to the W+R Project

Manager. Invoices shall reference the W+R Purchase Order (PO) number associated with the

Contract.

5. Payments

1. An Firm whose work is found deficient or fails to conform to the requirements set forth in the

Agreement, is not entitled to further payments, until corrected to the satisfaction of W+R. Firm may be required to hire additional subconsultants in order to correct deficiencies to the satisfaction of

W+R.

2. Payments to the Firm may be withheld for damages sustained by W+R due to error, omission, unauthorized changes or negligence on the part of the Firm. W+R will notify the Firm in writing of the alleged, specific damages and amounts involved, on a timely basis.

3. W+R shall make payments within 90 days of the W+R reviewed and approved invoice date.

OPTION 1: PRICING TABLE FOR FACILITY UPGRADES

Line Item Description Unit of Measure Unit Cost

1 Price of Phase 1 $

2 Fixed Price of Phase 2 $

3 Capital Expenditure for Facility Upgrades and Repairs (+/- 20%); to include procurement, installation, and construction

4 Annual Operation and Maintenance Expenditure Estimate (+/- 10%)

Line Item Description Unit of Measure Unit Cost

5 Fixed Price of Phase 4 $

OPTION 2: PRICING TABLE FOR NEW FACILITY

Line Item Description Unit of Measure Unit Cost

1 Fixed Price of Phase 1 $

2 Fixed Price of Phase 2 $

3 Capital Expenditure for New Facility (+/- 20%); to include procurement, installation, and construction

4 Annual Operation and Maintenance Expenditure Estimate (+/- 10%)

5 Fixed Price of Phase 4 $

7. Professional Services Agreement- Standard Terms & Conditions

7.1. PROFESSIONAL SERVICES AGREEMENT SIGNATURE PAGE

Date: _________

Project No: 326024

Agreement No: _________

THIS AGREEMENT is between the County of Dane, by its Department of Waste & Renewables (W&R), hereinafter referred to as “COUNTY”, and [CONSULTANT’s Name, Address, City, State, Zip], hereinafter called the “CONSULTANT”.

WITNESSETH

WHEREAS, COUNTY proposes securing professional services for a Project described as follows:

RNG Upgrade Procurement, Construction, and Commissioning

WHEREAS, COUNTY deems it advisable to engage the services of the CONSULTANT to furnish professional services in connection with this Project, and

WHEREAS, COUNTY has authority to engage such services, and

WHEREAS, the CONSULTANT represents that it is in compliance with the applicable Wisconsin Statutes relating to the registration of architects and professional engineers and designers, and has agreed to furnish professional services for COUNTY, NOW, THEREFORE, in consideration of the premises and to their mutual and dependent agreements, the parties hereto agree as set forth in the following pages, which are annexed hereto and made a part hereof.

IN WITNESS WHEREOF, COUNTY and the CONSULTANT have executed this Agreement as of the above date.

[CONSULTANT–FIRM NAME] COUNTY OF DANE

Signature Date Melissa Agard, County Executive Date

Printed Name Scott McDonell, County Clerk Date

Title

Federal Employer Identification Number (FEIN)

7.2. ARTICLE 1: SCOPE OF AGREEMENT

1. This Agreement between COUNTY and the person or firm, duly licensed under the laws and in accordance with the regulations of the State of Wisconsin, hereinafter referred to as the CONSULTANT shall be governed by the following Terms and Conditions.

2. The CONSULTANT shall provide technical and professional services under this Agreement. The Terms and Conditions of this

Agreement shall apply to modifications made to this Agreement and shall apply to both the services rendered in the creation of the design and to the additional services called for in carrying out the design.

3. The CONSULTANT shall serve as the professional technical advisor and consultant to COUNTY in matters arising out of or incidental to the performance of this Agreement and in that capacity, the CONSULTANT shall not have a contractual duty or responsibility to any other person or party or individual regarding the services under this Agreement, except as that duty may arise under the laws of the State of Wisconsin. The CONSULTANT is not an agent of the COUNTY within the meaning of s. 893.80 or 895.46, Wis. Stats.

4. Professional services performed or furnished under this Agreement shall be based on the care and skill ordinarily used by members of the profession involved, who practice under the authority of and who are governed by the license issued under the

Wisconsin Statutes and the Wisconsin Administrative Code. The standard of care for architectural and engineering services under this Agreement shall include designing buildings, structures and / or related infrastructural systems that comply with all applicable building and safety codes.

5. By accepting this Agreement, the CONSULTANT represents possession of the necessary skill and other qualifications to perform work under this Agreement and is familiar with the practices in the locality where such services and work shall be performed.

6. The CONSULTANT shall review and become familiar with the current Division 00 & 01 requirements utilized by COUNTY in construction contracts and shall provide services and work, consistent with such requirements, so that the Contractor’s schedule is not negatively impacted.

7. The CONSULTANT shall be professionally responsible for work performed under this Agreement. Upon written approval of

COUNTY, the CONSULTANT may subcontract work to an approved consultant under this Agreement, to the specific extent authorized by COUNTY. The authorization to subcontract shall not relieve the CONSULTANT of professional or contractual responsibility for any work performed or delivered under this Agreement. The authorization to subcontract shall not be construed to create any contractual relationship between COUNTY and such consultant.

8. Subcontracts for services under this Agreement shall provide that work performed under such subcontract, shall be subject to provisions of this Agreement and shall also provide that any professional duty or responsibility pertaining thereto shall be accomplished to the benefit of COUNTY. Upon request, an electronic copy of each such subcontract for which COUNTY approval is granted shall be furnished to COUNTY.

9. The CONSULTANT may substitute consultants or professional staff under this Agreement only to the specific extent authorized by COUNTY in writing.

10. In the performance of this Agreement, the CONSULTANT shall become familiar with and perform such services in accordance with the specifications set forth in the Request for Proposals document. The COUNTY reserves the right to update County Master

Specifications Division 00 and Division 01 at any time, including after the signing date of this Agreement. The CONSULTANT shall use and conform to the most current County Master Specifications Division 00 and Division 01 available at the time of Final Review

Documents and the CONSULTANT shall not be eligible for a change order based upon alterations to said County Master

Specifications Division 00 and Division 01 occurring after the date of Agreement signing.

11. For this project the following terms will be in use:

1. The Project: The entirety of what is required to conceive, design, build, commission, start-up & troubleshoot the work for which this RFP and any subsequent RFB(s) are published.

2. Project Budget: The total amount of funds the County has allocated for the Project. This includes contingencies, fees, costs for design services, commissioning services, furniture, fixtures and equipment (FF&E) expenditures and the Construction

Budget.

3. Construction Budget: The portion of the Project Budget specifically allocated for construction services, or the accepted bid amount including any alternate bids.

4. Construction Opinion of Probable Cost: The CONSULTANT’s cost estimate for the Construction Budget before any bids are received.

5. Project Planning Team: Dane County staff from the respective department and Department of Waste & Renewables (W&R), the architect / engineering design team (A/E) & the commissioning provider (CxP) if applicable. Occasionally, others may join or provide input to this team.

6. Project Committee (if applicable): A group of individuals selected by the Chair of the respective…