Odana Golf Clubhouse Commissioning Service

CITY OF MADISON
REQUEST FOR BIDS
RFB #: 15061-0-2026-AH
Title: Odana Golf Clubhouse Commissioning Service
City Agency: Engineering
Due Date: Friday, August 7, 2026
2:00 PM CST

REQUEST FOR BIDS RFB # 15061-0-2026-AH
1 NOTICE TO BIDDERS
1.1 Summary
The City of Madison Engineering ("City") is soliciting bids from qualified vendors, contractors or service
providers for Odana Golf Clubhouse Commissioning Service. Vendors submitting bids ("Bidders") are
required to read this Request for Bids ("RFB") in its entirety and follow the instructions contained herein.
1.2 Important Dates
Deliver Bids no later than the due time and date indicated below. The City will reject late Bids:
Issue Date: Friday, July 24, 2026
Site Visit: N/A
Questions Due Date: Friday, July 31, 2026
Answers Posted Date: Friday, August 3, 2026
Due Date: Friday, August 7, 2026, 2:00 PM CST
1.3 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 Friday, August 7,
2026, 2:00 PM CST.
1.4 Labeling
All Bids must be clearly Bidder's Name and Address
labeled: RFB #: 15061-0-2026-AH
Title: Odana Golf Clubhouse Commissioning Service
Due: Friday, August 7, 2026, 2:00 PM CST
All email correspondence must include RFB #15061-0-2026-AH in the subject line.
1.5 Delivery of Bids
Delivery of electronic copy to: via email to bids@cityofmadison.com
Bids must be delivered as instructed. Deliveries to other City departments and/or locations may result in
disqualification.
Note: When mailing your response via a third party delivery service, the outside of the packaging MUST
be clearly marked with the RFB name and number. This ensures that the bid can be delivered to the
correct purchasing agent without having to open the bid.
Page 1

REQUEST FOR BIDS RFB # 15061-0-2026-AH
1.6 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: www.cityofmadison.com/civil-rights/contract-compliance/vendors-
suppliers/forms or by contacting a Contract Compliance Specialist at the City of Madison Affirmative
Action Division at (608) 266-4910. Vendors must register for an account to complete the required forms
online, here: https://elam.cityofmadison.com/citizenaccess
Contractor shall also allow maximum feasible opportunity to small business enterprises to compete for
any subcontracts entered into pursuant to this PO/Contract.
Job postings: All contractors who employ 15 or more employees (regardless of the dollar amount of this
contract or their annual aggregate business with the City) must notify the City of all external job openings
at locations in Dane County, Wisconsin, and agree to interview candidates referred by the City or its
designated organization. Job posting information is available at: http://www.cityofmadison.com/civil-
rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program. Instructions for
contractors: http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf
The complete set of Affirmative Action requirements for this purchase can be found in paragraph 20 of
Appendix A - Standard Terms and Conditions and, in Section 13 of Appendix B - Sample Contract
for Purchase of Services.
1.9 Multiple Bids
Multiple Bids from Bidders are permitted; however, each must fully conform to the requirements for
submission. Bidders must sequentially label (e.g., Bid #1, Bid #2) and separately package each Bid.
Bidders may submit alternate pricing schemes without having to submit multiple Bids.
Page 2

REQUEST FOR BIDS RFB # 15061-0-2026-AH
1.10 City of Madison Contact Information
The City of Madison Bill McMahon
Engineering is the procuring City of Madison Engineering
agency: WMcMahon@cityofmadison.com
Amy Scanlon
City of Madison Engineering
AScanlon@cityofmadison.com
The City of Madison Andy Hargianto
Purchasing Services Purchasing Services
administers the procurement City-County Bldg, Room 407
function: 210 Martin Luther King, Jr. Blvd.
Madison, WI 53703-3346
bids@cityofmadison.com
For questions regarding Contract Compliance
Affirmative Action Plans please Department of Civil Rights
contact: City-County Bldg., Room 523
210 Martin Luther King, Jr. Blvd.
Madison, WI 53703
PH: (608) 266-4910
dcr@cityofmadison.com
The City employs spam filtering that occasionally blocks legitimate emails, holding them in 'quarantine" for
four calendar days. The contacts listed in this RFB will acknowledge all emails received. Bidders not
receiving acknowledgement within twenty-four hours shall follow-up via phone with specific information
identifying the originating email address for message recovery.
1.11 Inquiries and Clarifications
Bidders are to raise any questions they have about the RFB document without delay. Direct all questions,
in writing, to the Purchasing Services administrator listed in Section 1.10.
Bidders finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this
RFB document shall immediately notify the Buyer and request clarification. In the event that it is
necessary to provide additional clarification or revision to the RFB, the City will post addenda - see 1.12
below. Bidders are strongly encouraged to check for addenda regularly.
Bids should be as responsive as possible to the provisions stated herein. Exceptions are not permitted.
The City of Madison reserves the right to disqualify any and all bids that are non-responsive or that
include exceptions.
1.12 Addenda
In the event that it is necessary to provide additional clarification or revision to the RFB, the City will post
addenda to its Bids distribution websites - see 1.13 below. It is the Bidders responsibility to regularly
monitor the websites for any such postings. Bidders must acknowledge the receipt of any addenda on
Form B. Failure to retrieve addenda and include their provisions may result in disqualification.
1.13 Bid Distribution Networks
The City of Madison posts all Request for Bids, addenda, tabulations, awards and related
announcements on two distribution networks - VendorNet and DemandStar. The aforementioned
documents are available exclusively from these websites. It is the Bidders responsibility to regularly
Page 3

REQUEST FOR BIDS RFB # 15061-0-2026-AH
monitor the bid distribution network for any such postings. Bidders failure to retrieve such addenda and
incorporate their appropriate provisions in their response may result in disqualification. Both sites offer
free registration to City Bidders.
State of Wisconsin State of Wisconsin and local agencies bid network. Registration is free.
VendorNet System: http://vendornet.state.wi.us/vendornet
DemandStar by Onvia: National bid network - Free subscription is available to access Bids
from the City of Madison and other Wisconsin agencies, participating in
the Wisconsin Association of Public Purchasers (WAPP). A fee is
required if subscribing to multiple agencies that are not included in
WAPP.
Bid Opportunities: www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm
Home Page: www.demandstar.com
To Register: https://www.demandstar.com/app/registration
Please note when registering: Pick the Wisconsin Association of
Public Procurement (WAPP) to select all current Wisconsin
government agencies.
1.14 Oral Presentations/Site Visits/Meetings
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.
1.15 Acceptance/Rejection of Bids
The City reserves the right to accept or reject any or all Bids submitted, in whole or in part, and to waive
any informalities or technicalities, which at the City's discretion is determined to be in the best interests of
the City. Further, the City makes no representations that a contract will be awarded to any Bidder
responding to this request. The City expressly reserves the right to reject any and all Bids responding to
this invitation without indicating any reasons for such rejection(s).
The City reserves the right to postpone due dates and openings for its own convenience and to withdraw
this solicitation at any time without prior notice.
1.16 Withdrawal or Revision of Bids
Bidders may, without prejudice, withdraw Bids submitted prior to the date and time specified for receipt of
Bids by requesting such withdrawal before the due time and date of the submission of Bids. After the due
date of submission of Bids, no Bids may be withdrawn for a period of 90 days or as otherwise specified or
provided by law. Bidders may modify their Bids at any time prior to opening of Bids.
1.17 Non-Material and Material Variances
The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment
of the City, it is in the City's best interest to do so. The determination of materiality is in the sole discretion
of the City.
1.18 Public Records
Page 4

REQUEST FOR BIDS RFB # 15061-0-2026-AH
Bidders are hereby notified that all information submitted in response to this RFB may be made available
for public inspection according to the Public Records Law of the State of Wisconsin or other applicable
public record laws. Information qualifying as a "trade secret"defined in State of Wisconsin
Statutesmay be held confidential.
Bidders shall seal separately and clearly identify all information they deem to be "trade secrets," as
defined in the State of Wisconsin Statutes. Do not duplicate or co-mingle information, deemed
confidential and sealed, elsewhere in your response.
S. 19.36(5)
(5) TRADE SECRETS. An authority may withhold access to any record or portion of a
record containing information qualifying as a trade secret as defined in s. 134.90(1)(c).
s. 134.90(1)(c)
(c) "Trade secret" means information, including a formula, pattern, compilation, program,
device, method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not
being generally known to, and not being readily ascertainable by proper means by, other
persons who can obtain economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable
under the circumstances.
The City cannot ensure that information will not be subject to release if a request is made under
applicable public records laws. The City cannot consider the following confidential: a bid in its entirety,
price information, or the entire contents of any resulting contract. The City will not provide advance notice
to Bidders prior to release of any requested record.
To the extent permitted by such laws, it is the intention of the City to withhold the contents of Bids from
public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in
the City's opinion. At that time, all Bids will be available for review in accordance with such laws.
1.19 Usage Reports
Annually, the successful Bidders shall furnish to City Purchasing usage reports summarizing the ordering
history for each department served during the previous contract year. The report, at a minimum, must
include each and every item or service ordered during the period, its total quantities and dollars by
item/service and in total. The City reserves the right to request usage reports at any time and request
additional information, if required, when reviewing contract activity.
1.20 Partial Award
Unless otherwise noted, it will be assumed that Bidders will accept an order for all or part of the
items/services priced.
1.21 Tax Exempt
The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration
Number 008-1020421147-08) and State of Wisconsin taxes per Wisconsin statute 77.54(9a). Federal Tax
ID #39-6005507. A completed Wisconsin Department of Revenue Form S-211 (R.2-00) can be found on
the City website. Our tax-exempt number is ES 42916.
1.22 Cooperative Purchasing
Bidders may choose to extend prices offered on bids to other municipalities. Under Wisconsin Statutes, a
municipality is defined as a county; city; village; town; school district; board of school directors; sewer
district; drainage district; vocational, technical and adult education district; or any other public or quasi-
Page 5

REQUEST FOR BIDS RFB # 15061-0-2026-AH
public corporation, officer, board or other body having the authority to award public contracts. This is
known as "cooperative" or "piggyback" purchasing, a practice common amongst units of government. The
City is not responsible for any contract resulting from a cooperative purchase using this RFB as a basis;
they are made solely between the bidders and third party unit of government.
1.23 Bidders Responsibility
Bidders shall examine this RFB and shall exercise their judgment as to the nature and scope of the work
required. No plea of ignorance concerning conditions or difficulties that exist or may hereafter arise in the
execution of the work under the resulting contract, as a consequence of failure to make necessary
examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of
the Bidders to fulfill the requirements of the resulting contract.
Page 6

REQUEST FOR BIDS RFB # 15061-0-2026-AH
2 DESCRIPTION OF SERVICES/COMMODITIES
2.1 Description
The City of Madison Parks Department intends to build a new clubhouse for the Odana Hills Golf Course,
4635 Odana Road, Madison, WI 53711. The proposed clubhouse will include a year-round space for
community and private events, restrooms, kitchen, food & beverage service area, golf service area, and
staff & storage areas.
Assume high performance MEP systems including geothermal and solar electric systems. Emergency
power may be included in the project. Commissioning scope will include energy modeling for all phases.
Nominal 7,000 square feet, subject to change during programming. Nominal $5M budget, subject to
change during programming.
This is a LEEDv5 BD+C: New Construction Project.
Assume Scope Includes Minimum Energy Performance and Optimize Energy Credit
Assume Scope Includes Fundamental Commissioning and Verification
Assume Scope Includes Enhanced and Monitoring Based Commissioning (Option 1 Path
2)
Assume Enhanced Commissioning Option 2 is included. Envelope testing during
construction will be provided by the Contractor but directed by Commissioning Authority.
Architect is Aro Eberle Architects, Inc. Engineer is Design Engineers.
2.2 Minimum Qualifications
Provide case studies showing similar types of work previously completed, with the name and address of
clients for whom the work was done. Case studies must meet the following qualifications:
Experience at commissioning authority on at least two LEED certified projects with construction
budgets of at least $5,000,000.
Experience at energy modeling at least two new construction projects of at least 5,000 sq ft.
2.3 Estimated Project Schedule
Schematic Design: August - October 2026
Design Development: November 2026 - January 2027
Construction/Bidding Documents: February - March 2027
Construction: July 2027 - May 2028
Warranty: June 2028 - May 2029
2.4 Detailed Scope of Work
The Commissioning Authority's services shall consist of the six (6) phases as described below and shall
be performed by the Commissioning Authority as principal.
Page 7

REQUEST FOR BIDS RFB # 15061-0-2026-AH
PHASE I: PRE-DESIGN PHASE (PD)
1. Pre Design Phase has been completed and/or commissioning consulting services are not
required.
2. Scope is limited to reviewing Pre-Design information to become familiar with project and if
needed, answering questions about the commissioning process/scope from project team
members.
PHASE II: SCHEMATIC DESIGN PHASE (SD)
1. Review all pre design and schematic design progress information provided by the City.
2. Assist the City with initial development of the Owner's Project Requirements. Assist the City
with keeping the OPR up to date as the design progresses. The OPR is to include requirements
for the exterior enclosure of the building.
3. Develop an energy simulation model of the building and provide simulations of different
massing, assemblies and system options, including simple payback analysis. No LEED Baseline
modeling is required at this phase. Assume that up to 10 features of the building will be modeled
(such as insulation, window properties and placement, lighting targets or HVAC systems).
Relative cost savings between the options will be considered; accuracy related to absolute
savings should not be a key focus. The first costs for various options will be provided by either the
City or the architectural and engineering consultants.
4.Review building design against ASHRAE 90.1-2019 Section 4.2.1.1 mandatory provisions.
Assist the team with understanding how the mandatory provisions are to be incorporated into the
project and what their impacts are likely to be.
5. Attend a Schematic Design Charrette Meeting, organized by the Architect, to develop clear and
quantitative sustainability goals that; optimize energy efficiency, promote occupant productivity
and health, and promote resource conservation and environmental responsibility. The charrette
will be attended by the Architect and various disciplines of the design firm and its consultants.
The sustainable design goal setting session shall be used to develop consensus of the strategies
and technologies to be explored during design. The Architect will use COTE Top 10 as a goal
setting tool. LEED Scorecards will not be developed at this point.
6. Review the schematic design documents, including the exterior enclosure, and provide
comments.
7. The Commissioning Authority shall not proceed beyond Phase II without written authorization
from the City's Designated Representative.
PHASE III: DESIGN DEVELOPMENT PHASE (DD)
1. Review all predesign, schematic design, and design development information provided by the
City.
2. Perform focused reviews of the Architect's drawings and specifications.
3. Meet to review Owner's Project Requirements (OPR) with the City and Architect.
4. Assist the City and Architect to review the Basis of Design (BOD). Confirm that the BOD
addresses exterior enclosures and responds to the OPR.
Page 8