Site work for a playground / park / athletic field in Madison, Wisconsin. Completed plans call for site work for a playground / park / athletic field.

As of December 4, 2023, project was awarded to Yahara Hills Golf Course and Odana Hills Golf Course, awarded amount in Phase I is $30,010 and Phase II is $29,150. Questions Due Date: Thursday, November 9th, 2023 Summary The City of Madison Water Utility ("City") is soliciting Bids from qualified vendors for Golf Course Irrigation. Vendors submitting Bids ("Bidders") are required to read this Request for Bids ("RFB") in its entirety and follow the instructions contained herein. Format The City will not consider illegible Bids. Elaborate Bids (i.e., expensive artwork) beyond that sufficient to present a complete and effective Bid, are not necessary or desired. The City is requesting bids in the following format: electronic. Electronic versions less than 20MB should be emailed to the address in section 1.5. Complete and return Forms A through E to City of Madison Purchasing Services by Monday, November 20th, 2023, 2:00 PM CST. 1.4 Labeling All Bids must be clearly labeled: Bidder's Name and Address RFB #: 12106-0-2023-BG Title: Golf Course Irrigation Due: Monday, November 20th, 2023, 2:00 PM CST All email correspondence must include RFB #12106-0-2023-BG in the subject line. Appendix A: Standard Terms & Conditions Bidders are responsible for reviewing Appendix A, the Standard Terms and Conditions, prior to submission of their bids. Appendix A applies to the submission of bids and in the absence of a signed contract becomes part of the contract terms. Part I of Appendix A provides legal terms relevant only to the submission of bids. Part II of Appendix A provides legal terms that would apply only in the absence of a signed contract. 1.7 Appendix B: Sample Contract for Purchase of Services Bidders are responsible for reviewing Appendix B, Sample Contract, prior to submission of their bid. A contract in the form of Appendix B will serve as the basis of the contract resulting from this RFP. The resulting contract will control over any different legal terms in this RFP, Appendix A, the proposal, etc. By submitting a proposal, Bidders affirm their willingness to enter into a contract containing the terms found in Appendix B. While the City strives to provide the most appropriate sample contract for this RFP, the City reserves the right to modify the sample form for any resulting contract. The City does not negotiate legal terms prior to award. 1.8 Affirmative Action Notice If Contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more for the calendar year in which the PO and/or Contract is in effect, Contractor shall file, within thirty (30) days from the PO/Contract effective date and BEFORE RELEASE OF PAYMENT, an Affirmative Action Plan designed to ensure that the Contractor provides equal employment opportunity to all and takes affirmative action in its utilization of applicants and employees who are women, minorities and/or persons with disabilities. A sample affirmative action plan, Request for Exemption forms, and instructions are available at website. City of Madison Contact Information The City of Madison Enter the City Agency is the procuring agency: Adam Kaniewski City of Madison Parks PH: (608) 261-4281 akaniewski@cityofmadison.com The City of Madison Purchasing Services administers the procurement function: Brittany Garcia Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd. Madison, WI 53703-3346 PH: (608) 243-0529 FAX: (608) 266-5948 bids@cityofmadison.com For questions regarding Affirmative Action Plans please contact: Contract Compliance Department of Civil Rights City-County Bldg., Room 523 210 Martin Luther King, Jr. Blvd. Madison, WI 53703 PH: (608) 266-4910 dcr@cityofmadison.com Project Overview The City of Madison Parks Division seeks proposals from qualified Irrigation Consultants to provide design services for the irrigation system at Yahara Hills Golf Course and Odana Hills Golf Course. Yahara Hills Golf Course Improvements Yahara Hills Golf Course was constructed in the 1960's. The golf course is currently irrigated with a system that was installed in 2000-2001. The system of double row irrigation consists of a high capacity well, transfer pump, and two pump stations. In February 2023 the City of Madison closed on the sale of roughly 200 acres of Yahara Hills Golf Course to Dane County, with a visionary plan to develop a Sustainability Campus. Meanwhile, 36 holes of golf are still available at the course and the City has entered into an agreement that allows for continued operation of the golf course, with a phased reduction from 36 holes to 18 holes by the end of the 2025 season. The Parks Division, along with stakeholder and public input, has developed a plan for an 18 hole course. The plan includes necessary changes to course routing to provide 18 holes on the property while also making improvements to the playability and functionality of the course. The existing high capacity well which serves the irrigation system remains on property owned by the City of Madison. However, the property is no longer contiguous with the rest of the golf course property. In addition, one pump station and the transfer pump are no longer located on City property. Odana Hills Golf Course Improvements Odana Hills Golf Course was constructed in the 1950's. The golf course is currently irrigated with a system that was installed in 1998-1999. The system of double row irrigation includes a pump station and uses the municipal water supply. The Parks Division is looking to install a well to serve the irrigation system, rather than municipal water. 2.2 Scope of Work Yahara Hills Golf Course 1. Design Development a. Prepare an Irrigation Coverage Plan b. Design Development Drawings i. Identify existing controller location and power sources/supply. Identify controllers that need to be relocated or expanded. ii. Provide preliminary Design Development drawings of specific project areas including: water source, pumping, filtration, and proposed distribution mainline pipe routing, isolation valve locations, controller locations with electric power drop requirements, electrical power supply. c. Summary Report i. Estimate future annual and monthly water usage and provide recommended pump station sizing requirements. ii. Evaluation of approach regarding full replacement of large areas of the system versus replacements of specific components. iii. Review of 120v Power Supply iv. Review of potential transfer pipe routing, sizing, and coordination v. Review of controller system renovation to meet system down-sizing. vi. Prepare cost analysis for potential well re-location versus using the existing well. Necessary maintenance or upgrades to existing well shall be evaluated as part of this analysis. 1. Owner to coordinate with WDNR to determine potential new well location and required depth. Consultant responsible for cost analysis based on information provided by WDNR. d. Schedule, attend and facilitate a kickoff meeting including preliminary tour of golf course to determine existing conditions, and to formulate anticipated scope of work and preliminary design solutions e. Submit plan for review and comments at the 50-75-100% design level of the plan development. f. Schedule, attend, and facilitate on-site meeting with owner and design team to review 75% design level plan. g. Attend conference calls/video conference meetings throughout the design development phase. 2. Construction Documents and Specifications a. Pump Station Design b. Transfer Pipe Design c. Golf Course System Irrigation Design d. Pond water level sensor and automated refill valve design e. Coordinate electrical power supply design and plan preparation with Electrical Consultant. f. Submit plan, construction cost estimate, and specifications for review and comments at the 50-90-100% design level of the drawing development. 3. Bidding Assistance a. Review questions from bidding contractors and prepare Addendum(s) as necessary. b. Attend on-site pre-bid meeting. Anticipated Project Timeline The consultant is expected to begin immediately following execution of the contract. It is anticipated that the work at Yahara Hills Golf Course and Odana Hills Golf Course will be bid and constructed as one construction contract. However, that approach is subject to change. The project will tentatively follow the schedule below. November 2023: Consultant awarded contract and contract executed November 2023-January 2024: Design Development January - March 2024: Construction Documents March - May 2024: Bidding and Contract Procurement Construction complete by April 2026 Bidders may be asked to attend meetings, make oral presentations, inspect City locations or make their facilities available for a site inspection as part of this RFB process. Such presentations, meetings or site visits will be at the Bidders expense. Bid Results - Yahara Hills Golf Course - EC Design Group LTD - $30,010.00 Odana Hills Golf Course - | EC Design Group LTD - $25,525.00