Olbrich Park – North Parcel Improvements

CITY OF MADISON
REQUEST FOR PROPOSALS
RFP #: 15020-0-2026-BG
Title: Olbrich Park - North Parcel Improvements
City Agency: Parks Division
Due Date: Friday, May 29th, 2026
2:00 PM Central Time
Our Madison - Inclusive, Innovative, & Thriving

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
1 OPPORTUNITY AND WELCOME
Thank you for your interest in bidding on a City of Madison contract opportunity. The City's mission is to
provide the highest quality service for the common good of our residents and visitors.
The City of Madison Parks Division is seeking proposals from qualified vendors for the Olbrich Park -
North Parcel Improvements. The project scope covers professional design consulting services for
parkland development. This includes site design, community engagement, preparation of construction
documents, assistance during the bidding process, and oversight throughout construction for the planned
park improvements.
The project is located in Olbrich Park (30 Sugar Beet Lane and 3267 Garver Green) and encompasses
approximately 17 acres of City-owned land. The project site is situated adjacent to the Garver Feed Mill
redevelopment, which features a restored historic building and hosts local businesses, community events,
and farmer's markets. The park development project is bordered by Starkweather Creek to the north and
east, Fair Oaks Ave to the west, the Garver Feed Mill to the south. The project scope entails taking the
adopted Park Development Plan through design development, construction drawings, public works
bidding and construction.
Historically, the project site has supported a range of industrial uses, and today remains largely fallow
aside from a gravel overflow parking area. Beginning in the early 2000s, the historic feed mill building was
renovated through a private development partnership. The renovation included remediation of the
immediate property surrounding the building; however, the bulk of the soil requiring management due to
contamination remains stockpiled on the future park site.
In 2024, Madison Parks conducted a comprehensive community engagement process to develop a Park
Development Plan for the project site. This document conceptually locates the future amenities within the
project area and shall serve as the site program as the project moves forward into design development.
The plan recommendations include a picnic area, nature-based playground, off-street parking lot, bicycle
offroad skills loop, and managed meadow. The construction limits for the project shall closely align with
the extents indicated in the Park Development Plan, with the remaining portions of the property kept in
their existing naturalized condition.
The project area is an open brown field site and contains approximately 12,000 cubic yards of
contaminated soil. This material is to be utilized on site and capped in accordance with Wisconsin Dept.
of Natural Resources (WDNR) requirements. The final site design and grading shall account for the
distribution and utilization of the stockpiled material within the project area. The Consultant scope
includes coordination with the City's Environmental Consultant and the preparation of material
management plans suitable for submission to the WDNR.
The Parks Division is seeking professional consultant teams with experience in site design, stormwater
management, electrical design, and site restoration. All work shall be performed by licensed
Professionals registered in the State of Wisconsin.
Thank you for considering this opportunity to work with the City and further our mission!
2 IMPORTANT INFORMATION
DEADLINE FOR PROPOSALS: Friday, May 29th, 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: Olbrich Park - North Parcel Improvements
Page i
RFP template_FINAL.docx

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
DEADLINE FOR The deadline for questions is Friday, May 15th, 2026 at 2:00 PM Central
QUESTIONS: Time. Questions and/or inquiries must be submitted by email.
The City's answers to your questions will be posted as an addendum by
CITY'S ANSWERS
Friday, May 22nd. You must check the bid distribution websites for any
POSTED BY:
addendums.
DUE DATE FOR Friday, May 29th, 2026
PROPOSALS: 2:00 PM Central Time
BID DISTRIBUTION https://vendornet.wi.gov/Bids.aspx
WEBSITES: https://www.demandstar.com/
Brittany Garcia
Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
CONTACT
Madison, WI 53703-3346
INFORMATION:
Phone: (608) 608-243-0529
Email: bids@cityofmadison.com
Page ii
RFP template_FINAL.docx

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
Table of Contents
1 OPPORTUNITY AND WELCOME .................................................................................................... i
2 IMPORTANT INFORMATION ........................................................................................................... i
3 HOW TO FIND RFP DOCUMENTS AND CONTACT THE CITY OF MADISON ............................ 1
Official Bid Distribution Websites - IMPORTANT ............................................................... 1
Contact Information ............................................................................................................. 1
4 OUR PURCHASING VALUES ......................................................................................................... 2
Local Preference Purchasing Policy ................................................................................... 2
Equity in Contracting ........................................................................................................... 2
Equitable Hiring & Affirmative Action Plan .......................................................................... 2
Limitations on Nuclear Weapons Producers ....................................................................... 2
Sweatfree Purchasing ......................................................................................................... 2
5 SCOPE OF WORK AND REQUIRED INFORMATION ................................................................... 3
Scope of Work ..................................................................................................................... 3
Required Information and Content of Proposals ............................................................... 12
Basis for Selection ............................................................................................................ 13
6 HOW TO SUBMIT YOUR PROPOSAL ......................................................................................... 14
Proposal Checklist ............................................................................................................ 14
Submit your Proposal by the Deadline.............................................................................. 14
Format ............................................................................................................................... 15
Questions .......................................................................................................................... 15
Addendum (Changes or Clarifications to this RFP) .......................................................... 15
Multiple Proposals ............................................................................................................. 15
Changing or Withdrawing your Proposal .......................................................................... 15
Correcting Errors in your Proposal after the Due Date ..................................................... 15
No Exceptions from Bidders ............................................................................................. 16
You are Responsible for all of your Costs in Making a Proposal ...................................... 16
Public Records and Trade Secrets ................................................................................... 16
7 RULES FOR THE SELECTION PROCESS .................................................................................. 17
8 LEGAL CONTRACT REQUIREMENTS ........................................................................................ 18
Sample Contract ............................................................................................................... 18
Affirmative Action Requirements for Contractors .............................................................. 18
Insurance .......................................................................................................................... 18
Sample Contract
Form A: Price Proposal and Signature Affidavit
Form B: References
Form C: Vendor Profile
Attachment A: Olbrich Park - North Parcel Park Development Plan
Page iii
RFP template_FINAL.docx

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
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 State of Wisconsin and local government bid network. Registration is
VendorNet System 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 Brittany Garcia
Contact (Buyer) Purchasing Services
210 Martin Luther King, Jr. Blvd. Room 407 City-County Building
Madison, WI 53703-3346
PH: (608) 608-243-0529
bids@cityofmadison.com
Questions about Affirmative Contract Compliance, Department of Civil Rights
Action Plans 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) 608-243-0529.
Page 1

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
4 OUR PURCHASING VALUES
Local Preference Purchasing Policy
The City of Madison gives preference to local vendors and suppliers. You must be registered with the City
as a local vendor by the RFP due date to get preference points. Learn more and register at the City of
Madison website: www.cityofmadison.com/finance/purchasing/local-businesses/register-business/
If you are a local vendor, be sure to complete the Local Vendor section on Form C.
Equity in Contracting
The mission of the City of Madison is to provide the highest quality service for the common good of our
residents and visitors. The City's values include
* Equity - fairness, justice and equal outcomes for all, and
* Shared prosperity - where all are able to achieve economic success and social mobility.
It is our goal to spend money equitably, including among businesses owned by women, people of color,
and small businesses. Our contractors should reflect shared dedication to equity in their work and
employment practices, and we invite you to become part of this mission!
Equitable Hiring & Affirmative Action Plan
Affirmative Action Plan The City of Madison values diversity in hiring and contracting. We expect our
contractors to do the same. Contractors with 15 or more employees and more than $50,000 in annual
contracts with the City (each calendar year) must submit an Affirmative Action Plan.
Information about the Affirmative Action Plan and how to comply is found here:
https://www.cityofmadison.com/civil-rights/contract-compliance/affirmative-action-plan/vendors-suppliers
Or call the Affirmative Action Division at (608) 266-4910.
See Section 13. B. of the Sample Contract for Affirmative Action Plan requirements.
Job Openings in Dane County You must notify the City of openings for jobs in Dane County, Wisconsin
if you have 15 or more employees. You must agree to interview candidates that we refer to you through
our Referrals and Interviews for Sustainable Employment (RaISE) program. Information is here:
http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-
raise-program
The job posting requirement is found in Section 13 A. of the Sample Contract.
Limitations on Nuclear Weapons Producers
It is the City's policy not to make purchases from companies that produce nuclear weapons, or their
subsidiaries. See Common Council Resolution 79719 for more information.
Sweatfree Purchasing
It is the City's policy not to purchase apparel (clothes made from textiles, shoes, footwear) from vendors
who source their materials from sweatshops, where labor practices are inconsistent with international
standards of human rights. See Madison General Ordinances Section 4.25
(https://library.municode.com/wi/madison/codes/code_of_ordinances?nodeId=COORMAWIVOICH1--
10_CH4FI_4.25PRITAP) for more information.
Page 2

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
5 SCOPE OF WORK AND REQUIRED INFORMATION
Scope of Work
The following sections outline Consultant scope of work for the three project phases:
Phase 1 - Community Engagement and Design Development
Phase 2 - Construction Documents and Public Works Bidding
Phase 3 - Construction Administration
PROJECT BUDGET
1. The anticipated construction budget is $1,500,000.
2. During project development, the Consultant shall maintain an ongoing order of magnitude cost
estimate for the proposed improvements to ensure the construction project remains within the
authorized project budget.
3. All construction funding is contingent upon City of Madison Common Council authorization.
GENERAL REQUIREMENTS
1. The Consultant shall balance the goals of the community while also meeting City agency needs
throughout all phases of the project.
2. Communication
a. The Consultant shall serve as the prime consultant and shall designate a single primary point of
contact.
b. The Consultant should have any ambiguities or conflicts in this document clarified in writing by
the City Project Manager prior to beginning design.
c. All dealings between the City and the Consultant with respect to the subject matter of the
Agreement shall be with the City's Project Manager.
3. Minimum Consultant Team Qualifications
a. Civil Engineer: PE Wisconsin license with 10 years experience
b. Landscape Architect: PLA Wisconsin license with 5 years experience
c. Electrical Design: PE Wisconsin license with 5 years experience
4. Accessibility
a. All accessibility related design shall meet current applicable code in accordance with the
Americans with Disabilities Act Standards at a minimum.
b. The project shall include design that follows a "Universal Design" approach and shall be
thoughtfully designed to accommodate site use without special facilities for persons with
disabilities. Separate elements designated specifically for use by persons with disabilities should
be avoided.
c. Absolute versus "maximum" or minimum" dimensions shall be clarified on all drawings where
applicable.
5. Occupational Safety and Health Regulations
a. The construction, operation, and occupation of the facilities must comply with OSHA regulations.
The Consultant must ensure that facilities can be constructed in a manner compliant with all
current OSHA regulations applicable to construction, operation, and occupation of the facilities.
6. Building Codes
a. The Consultant shall use the latest edition of applicable local, state, and federal building codes
throughout design and construction of this project.
7. National Standards
Page 3

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
a. This project shall comply with the most current version of nationally recognized standards to the
extent practicable and specified in this document.
8. Environmental Protection
a. In addition to building-specific codes, all Consultant design must comply with all federal, state,
and local environmental laws and regulations.
b. The City's Environmental Consultant for the project is SCS Engineers. Their scope of work
includes assessing the stockpiled contaminated material and assisting with WDNR
communication and coordination. SCS Engineers will provide guidance on material management
requirements based on analysis of the existing stockpiled material.
c. The Consultant shall prepare the necessary grading and site restoration plans based on the final
design. The plans must provide sufficient information for submittal as a material management
plan to the WDNR in coordination with SCS Engineers.
9. City of Madison Review
a. The Consultant shall prepare documentation and presentations as needed for the approval by
appropriate committees, commissions, and plan review processes.
i. Prepare oral and visual presentations as required for presentations to committees and
commission, including but not be limited to:
a. Development Assistance Team
b. Board of Park Commissioners
c. Urban Design Commission
d. Plan Commission
e. Board of Public Works
ii. The Consultant shall prepare plans and materials sufficient for the City of Madison Site
Plan Approval process. Submittal requirements and standards are found
at:https://www.cityofmadison.com/development-services-center/other-residential/parking-
lot-site-plan.
iii. Anticipated City Agency reviews as part of the Site Plan Approval process:
a. City Zoning
b. City Building Inspection
c. Madison Fire Dept
d. City Engineering - materials include storm water modeling calculations, erosion
control permitting, stormwater permitting, and all necessary documentation for
building permit issuance.
e. Traffic Engineering
f. Urban Design Commission
iv. Preparation of construction document formats shall follow the following:
a. Specifications - the Consultant shall prepare specifications in AIA format with the
exception of references to AIA Division 1: General Requirements.
b. All references to AIA Division 1: General Requirements shall instead refer to City
of Madison Standard Specifications Part I: General Conditions.
c. The City of Madison Standard Specifications are found at:
https://www.cityofmadison.com/engineering/developers-contractors/standard-
specifications
d. Construction Documents
1. The Consultant shall prepare the necessary plans, calculations, and
details sufficient for project public works bidding and construction.
2. Standard sheet requirements are noted in the DELIVERABLE sections of
this Scope of Services.
3. Consultant shall contact City of Madison Engineering for questions
regarding stormwater modeling file formats.
Page 4

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
4. City of Madison Standard Details can be found at Part VIII: Drawings in
City of Madison Standard Specifications.
e. Cost estimating and bid items
1. The Consultant shall develop the itemized proposal page, including all
bid quantities.
2. The format shall follow the City of Madison - Standard Specifications for
Public Works Construction, including bid items, numbers and quantity
measurements.
3. Bid items can be found at Part IX: Standard Bid Items in City of Madison
Standard Specifications.
10. Health and Safety
a. The Consultant must take a systems approach to risk management, utilizing codes, regulations,
guidelines, and best practices to identify and mitigate health and safety risks early in the design
phases of the of the project.
b. If a hazard cannot be eliminated, the associated risk must be reduced to an acceptable level
through design, the risk must be reduced to an acceptable level using engineering controls,
protective safety features, or devices.
c. If safety devices do not adequately lower the risk of the hazard, cautions and warnings must be
provided using detection and warning systems, as appropriate.
d. Improvements must be designed for ease of operation and cost-effective maintenance and repair.
e. The Consultant must collaborate with the City operations and maintenance personnel during
design development to provide for optimal life-cycle performance.
PHASE 1 - COMMUNITY ENGAGEMENT AND DESIGN DEVELOPMENT
The Consultant shall be responsible for providing the following services as part of the Community
Engagement and Design Development phase:
GENERAL
1. The Consultant shall hold a project kick-off meeting with City staff to review project goals, budget,
schedule, regulatory requirements, and establish communication protocols.
2. The Consultant shall analyze all existing information pertinent to the project, which includes but is
not limited to:
a. Existing site conditions and utilities.
b. Topography, vegetation, and drainage patterns.
c. Geotechnical information and soil conditions.
d. Wetland delineation report
e. Identifying permitting requirements and applicable codes
The City shall provide the following:
a. Site survey in AutoCAD format
b. Geotechnical analysis as requested by the Consultant
c. Wetland delineation
d. Other graphic or technical materials related to the project
3. The Consultant shall review and be familiar with the City of Madison Zoning Code requirements
and standards.
a. The project area is currently zoned as a Planned Development (PD). The City is pursuing
a zoning map amendment to rezone the project area as Parks and Recreation (PR). The
Consultant shall proceed with the understanding that at the time of construction, the lot
zoning will be PR.
Page 5

REQUEST FOR PROPOSALS RFP 15020-0-2026-BG
DESIGN DEVELOPMENT
1. The adopted Park Development Plan shall serve as the site program for the project.
2. Project work includes design of the proposed park improvements per the adopted Park
Development Plan. The amenities include, but are not limited to:
i. New off-street parking lot with required stormwater management
ii. Management of the stockpiled contaminated material on-site through site design
and grading
iii. New electrical service and site lighting, specifically for the proposed parking lot
(must meet City ordinance illumination requirements)
iv. Outdoor seating area with the capacity to host food carts (electrical connections,
lighting, water service, etc.)
v. Nature-based play area
vi. Single track bicycle recreation area
vii. Back of house material storage area for Olbrich Botanical Gardens
viii. Landscape design focused on low-maintenance native species
3. During Community Engagement and Design Development, the Consultant shall maintain an
ongoing order of magnitude cost estimate for the proposed improvements to ensure the
construction project remains within the authorized funding.
COMMUNITY ENGAGEMENT
1. The Consultant is responsible for preparing the overall community engagement approach,
timeline, and presentation materials.
The City anticipates holding two (2), virtual public engagement meetings.
Community Engagement shall include a minimum of:
a. Two (2) virtual public information meetings.
i. An initial meeting to present the proposed design of park elements based on the
Park Development Plan.
ii. A second meeting to present the revised park design based on the received
public input.
b. Two (2) virtual stakeholder meetings (as identified by the City)
2. The Consultant shall prepare, develop and refine the site design options, including images and
plan renderings necessary to convey the project design intent.
3. The City will promote and send meeting invitations for the public engagement sessions.
4. The Consultant is responsible for preparing all design materials and provide a draft presentation
to Parks for review and comment a minimum of four (4) working days prior to the scheduled
meeting.
5. The Consultant shall public meeting notes and presentation materials for posting to the Parks
Division's project website after each engagement meeting.
6. The Consultant shall assist City staff with any follow-up questions as needed throughout the
duration of the project.
DELIVERABLES
The Consultant shall be responsible for providing the following deliverables as part of the Community
Engagement and Design Development phase:
1. The Consultant shall provide the Community Engagement and Design Development materials to
the City in the following formats:
Required Submittals
Page 6