1-26-083 Temp Housing RFP.pdf

Request for Proposal (RFP)

#26-083 Temporary Housing For: Walworth County Health and Human Services

Schedule of Events

This schedule is in local time and is provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

Contact Information Purchasing Agent: Melissa Rompesky, Senior Buyer Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

Proposal Issued: July 23, 2026

Questions Due: August 13, 2026 at 3:00 p.m.

Final Addendum Issued: August 19, 2026

Proposals Due (Closing Time): August 25, 2026 at 10:00 a.m.

Vendor Housing Site Tours: September 9, 2026

Contract Award: October 22, 2026

Anticipated Contract Start: January 1, 2027

Table of Contents

I. POSTING OF SOLICITATION

II. INVITATION

III. BACKGROUND

IV. TERM OF CONTRACT

V. PROPOSER QUALIFICATIONS

VI. SCOPE OF WORK / SPECIFICATIONS

VII. VALUE ADDED SERVICES (VAS)

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

X. PRE-AWARD SITE VISITS FOR PROPOSED HOUSING UNITS

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

XII. PROPOSAL CONTENT AND SUBMISSION

XIII. ELECTRONIC MODIFICATION OF PROPOSAL

XIV. WITHDRAWAL OF PROPOSAL

XV. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

XVI. EVALUATION CRITERIA

XVII. AWARD

XVIII. CONTRACT

XIX. EMERGENCY SERVICES

XX. ADDITIONAL SERVICES

XXI. SUBCONTRACTING/

XXII. EMPLOYEES

XXIII. WORK HOURS

XXIV. PRICING

XXV. INDEFINITE QUANTITY

XXVI. PRICE ADJUSTMENTS

XXVII. EQUITABLE ADJUSTMENT

XXVIII. INVOICING

XXIX. PAYMENT

XXX. REJECTION

XXXI. DEFICIENCIES

XXXII. ACCEPTANCE

XXXIII. CONFLICT OF INTEREST

XXXIV. “PIGGYBACK” CLAUSE

XXXV. CONTRACT REVIEW

XXXVI. NONDISCRIMINATION / AFFIRMATIVE ACTION

XXXVII. WORK/SITE RULES

XXXVIII. BACKGROUND CHECKS

XXXIX. COMPLIANCE WITH LAWS

XL. INSURANCE REQUIREMENTS

XLI. CANCELLATION

I. POSTING OF SOLICITATION

All Walworth County solicitations are posted on the County’s Bonfire Portal at:

walworthcountywi.bonfirehub.com. To ensure notification of future opportunities with Walworth County, Proposers must be registered. Proposers may register for an account with Bonfire at no charge.

NOTE: Walworth County will make no attempt to contact Proposers with updated information. It is the responsibility of each Proposer to periodically check the portal for all notifications, releases, and addenda associated with this solicitation.

II. INVITATION

Walworth County is accepting sealed, electronic Proposals submitted through the Bonfire Portal from qualified contractor(s) for Temporary Housing for the Walworth County Health and Human Services Department, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto. The successful proposer will hereinafter be referred to as the “Proposer” or “Contractor.”

Sealed, electronic Proposals will be received until 10:00 a.m. local time on August 25, 2026. Late responses will not be accepted. All responses will be recorded by purchasing staff shortly after the deadline.

Contractor(s) having considerable experience in providing temporary housing or other closely related experiences are invited to participate.

The Purpose of this solicitation is to award a contract to the selected Contractor(s) that can demonstrate that they possess the technical capabilities to provide all of the deliverables required in this RFP within a reasonable project schedule and when considering the thoroughness of the proposal’s project understanding.

III. BACKGROUND

Health and Human Services has long served individuals and families who face significant barriers in securing stable housing within our community. Many of these barriers stem from factors such as poor credit history or background challenges, including criminal records, which often prevent applicants from being considered desirable tenants. In today’s housing climate, the scarcity of affordable units continues to be a substantial and persistent obstacle for those we serve.

As individuals and families work diligently to stabilize their lives—engaging in mental health services, substance use treatment, parenting programs, and other supportive interventions—the added burden of locating safe, reliable housing can hinder progress and, in some cases, jeopardize overall success.

The lack of appropriate housing has delayed family reunification efforts and left individuals coping with addiction without a safe place to stay, often resulting in periods of homelessness or unstable living arrangements that make recovery efforts more difficult.

To help address this need, Health and Human Services has partnered with a local landlord over the past four years to provide temporary emergency housing. Through this partnership, two units have been consistently occupied, serving twenty-two families. Of the tenants who have exited these units https://walworthcountywi.bonfirehub.com/projects under the current contract, nineteen out of the twenty-two have successfully transitioned into permanent housing.

IV. TERM OF CONTRACT

A contract will be awarded to the successful Proposer. The term of the contract will commence on or about January 1, 2027 and shall be for a period of two (2) years, with an option to extend for three (3) additional one (1) year periods, under the same terms and conditions, and by mutual consent of both parties.

V. PROPOSER QUALIFICATIONS

Proposer’s responding to this Proposal must meet the following qualifications:

1. Have a record of performance with reasonable financial support, personnel and organization to ensure that they can satisfactorily execute the service required and specified herein if awarded. Proposers who have failed to perform in the past may not be considered for award.

2. Possess a minimum of three (3) years of verifiable experience in rental operations and or providing services as specified. Experience should include accounts equal or larger in size and scope of this request. Experience providing services to a government entity is preferred but not required.

3. Be properly licensed to do business in the State of Wisconsin, which includes being registered with the Wisconsin Department of Financial Institutions (DFI) if respondent is required to be registered. If respondent is not required to be registered with DFI, provide supporting reasoning in comments.

4. May not be debarred from conducting business with the State of Wisconsin or Federal Government with the effective dates of this project.

VI. SCOPE OF WORK / SPECIFICATIONS

Scope of Work:

The Contractor shall provide and maintain multiple fully furnished temporary emergency-housing units to be used exclusively by clients of the Walworth County Department of Health and Human Services (HHS). The program is designed to offer short-term, stable housing that supports client safety, wellbeing, and progress toward long-term housing stability.

1. Specifications:

A. Housing Requirements:

1. Provide multiple dedicated housing units reserved solely for HHS service recipients.

2. Ensure all units meet applicable local, state, and federal housing codes, including safety, habitability, and accessibility standards.

3. Supply all utilities, furnishings, appliances, household essentials, and cleaning services of the rental upon move out.

4. Cover all rental costs, utility expenses, security deposits and cleaning service fees, as stated above, associated with these units throughout the contract term.

5. Ensure units remain continuously available unless occupancy is paused for cleaning or turnover between clients.

B. Placement and Length of stay:

1. The standard placement period is 90 days, with the option for HHS to request an extension based on client needs and progress.

2. Participation is voluntary.

Placement decisions and length-of-stay determinations are made by HHS in partnership with the Contractor.

C. Participants Support and Monitoring: The Contractor shall provide the following support services:

1. Monthly Walk-Throughs:

Conduct a structured, in-person walk-through of each occupied unit every 30 days.

a. Provide clients with feedback and coaching regarding cleanliness, maintenance expectations, and understanding of standard rental responsibilities.

b. Document observations and share summaries with the assigned HHS case worker.

2. Permanent Housing Navigation Support:

Offer clients instruction and assistance in applying for permanent housing, including guidance on application requirements, documentation gathering, and landlord expectations.

3. Coordination With HHS Case Workers:

a. Maintain regular communication with HHS staff regarding client needs, concerns, and progress.

b. Participate in collaborative problem-solving when barriers arise.

D. Program Rules and Participant Expectations:

1. The Contractor shall assist HHS in implementing program rules, which will be established jointly by HHS and the selected Contractor.

2. Clients must agree to follow program rules as a condition of placement.

3. The Contractor must promptly communicate any safety concerns, rule violations, or property issues to the assigned HHS case worker.

E. Case Management Coordination:

1. All families and individuals placed in these units will be actively engaged with HHS services and assigned to an HHS case worker.

2. The Contractor is not responsible for providing clinical, therapeutic, or case management services; however, effective coordination with HHS staff is required to support the client’s housing plan.

F. Reporting and Documentation:

The Contractor shall:

1. Maintain occupancy records, unit condition notes, and documentation of monthly walk-throughs.

2. Report any maintenance needs, safety concerns, or incidents to HHS within an agreed-upon timeframe.

3. Provide quarterly summaries of utilization, patterns, and concerns as requested by HHS.

G. Contractor Responsibilities:

The Contractor must:

1. Ensure timely, professional handling of unit maintenance and turnover.

2. Ensure staff interacting with clients conduct themselves in a trauma-informed and respectful manner.

3. Have systems in place for 24-hour emergency contact for housing-related issues (e.g., lockouts, urgent maintenance).

VII. VALUE ADDED SERVICES (VAS)

Proposer shall detail any value-added services your company offers that go beyond the standard service scope outlined in this RFP. Specifically, describe how these additional services can enhance the County’s operational efficiency, improve experience, and provide measurable benefits to the County. The County understands these services may be an additional cost but would like to be aware of additional services that are offered. Be sure to clearly explain the cost structure associated with each proposed value-added service in the Cost Proposal and how they will be implemented and supported.

VIII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this Request for Proposal (RFP) by reference. Standard Terms and Conditions are available on the internet, under the Purchasing Division on the Walworth County Home Page or by clicking on the following link:

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-

PDF

Documents are also available, upon request, by contacting the Purchasing Agent listed in this solicitation.

IX. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

Proposer is required to carefully examine the Request for Proposal, the scope of work, the site of the work, and the contract contained herein. It will be assumed that the Proposer has investigated and is satisfied as to the requirements of the RFP documents. It is mutually agreed that the submission of a Proposal shall be considered as conclusive evidence that the Proposer has made such examination and is satisfied as to all the conditions and contingencies.

Pleas of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the services under this RFP as a result of failure to make the necessary examinations and investigations will NOT be accepted as:

• An excuse for any failure or omission on the part of the Proposer to fulfill, in every detail, all of the requirements of the RFP, or

• As a basis for any claims whatsoever for extra compensation, or

• For an extension of time.

All labor, equipment, parts, items, details of services or features not specifically mentioned which are regularly furnished to complete these types of services will be furnished at Proposal pricing and shall conform in quality, workmanship and service to those usually provided by the practice as specified in this RFP.

X. PRE-AWARD SITE VISITS FOR PROPOSED HOUSING UNITS

Proposers must provide access to the locations they are proposing for use under this contract. As part of this requirement:

1. Short-listed or finalist proposers may be required to participate in a vendor-provided site visit which will take place on September 9, 2026, during which they shall:

• Provide a physical tour of each proposed housing unit or property.

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF

• Demonstrate that the units meet the minimum specifications in the Scope of Work.

• Show all required furnishings, safety features, and amenities.

• Identify any units still in acquisition or renovation and their expected availability dates.

• Present neighborhood information relevant to client safety, transportation, and accessibility.

2. Cost Responsibility – All costs associated with proposer-provided site visits are the sole responsibility of the proposer. No reimbursement will be made by the County.

3. Conditions – By submitting a proposal, proposers acknowledge that:

• Site visit results may influence final scoring under the technical evaluation criteria.

• Failure to provide access to proposed units may result in disqualification.

XI. PROPOSER QUESTIONS / REQUESTS FOR EXCEPTIONS OR CHANGES

Proposers should request interpretation or correction of any ambiguity, inconsistency, or error in RFP requirements.

Consideration will be given to a Proposer’s request for a change if any of the terms and conditions of this RFP are not in full accord, or if changes, alterations, additions or deductions are necessary for your firm to be compliant with the specifications and submit a response. Any requests for changes, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Bonfire at: https://walworthcountywi.bonfirehub.com/opportunities/241501.

Questions must be received no later than 3:00 p.m. on August 13, 2026. You will not be able to initiate messages to the Buyer after this time.

Unauthorized Proposer contact regarding this RFP with any County employee may result in disqualification of Proposal. Any oral communication will be considered unofficial and non-binding.

Proposers shall rely only on written addenda issued for this opportunity.

Any changes made as a result of a written request will be issued via addendum and will be posted to the Bonfire Portal. Proposers are responsible for monitoring Bonfire Portal. Each addendum forms an integral part of this RFP and contains important information which may include significant changes to this RFP. Proposers are responsible for obtaining all addenda issued by the County prior to the opening date. The County will make no attempt to contact proposers with updated information.

XII. PROPOSAL CONTENT AND SUBMISSION

Proposers, by submitting a response to this RFP, certify and agree to meet all the requirements as stated herein. A Proposer must state in their response if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or in whole, may be cause for disqualification. Any exceptions taken by the Proposer must be clearly identified in the proposal.

Proposals shall be irrevocable until Contract award unless the proposal is withdrawn. Proposers may withdraw a response at any time until the submission deadline.

Proposers shall assume full responsibility for ensuring electronic delivery of proposals before the RFP deadline. Proposers should allow sufficient time to complete the electronic submission by the date and time specified.

https://walworthcountywi.bonfirehub.com/opportunities/241501X

Walworth County will only accept electronic submittals in response to this RFP. All proposals must be submitted electronically using the Bonfire Portal by the time and in the manner prescribed. Bonfire will serve as the proposal collection destination.

1. Proposal Content:

A. Requested Information:

Group Name Type

Files Requirement

Acknowledgements, and Exceptions

There are various questions to acknowledge/respond to

N/A Required

Exceptions

Proposer to list any exceptions to the minimum requirements. If none, disregard

PDF (pdf.) 1

Optional - Required only if exceptions are taken

Proposer to list any exceptions taken to the terms and conditions of the contract. If exceptions are taken, cite the page number, the paragraph involved, the exception taken, and state alternative language acceptable to the Proposer. If none, disregard

PDF (pdf.) 1

Optional - Required only if exceptions are taken

Cost Proposal

Proposed Pricing (BT-07BI) BidTable:

Datatable

1 Required

Value Added Services (VAS) Cost PDF (pdf.) 1

Optional - Required only if Value Added Services are Proposed

Group Name Type

Files Requirement

Technical Proposal

Proposer Response Questionnaire:

Excel (.xlsx)

1 Required

Proposer will subcontract part of this award? If Yes, complete and upload List of Subcontractors document.

Text N/A Required

List of Subconsultants/Subcontractors PDF (.pdf) 1

Optional – Required only if subcontractors are used

Attachment B – Form 1-420-A W-9, Request for Taxpayer Identification Number and Certification

PDF (.pdf) 1 Required

Value Added Services - Provide a detailed description of any Value Added Services (VAS) included in your proposal, if applicable. Do not include costs in this section; all pricing should be provided exclusively within the designated cost proposal.

PDF (.pdf) 1 Optional

List of Housing Site Addresses PDF (.pdf) 1 Required

Certificate of Insurance (COI) that meets the requirements listed in Section XL: Insurance Requirements

PDF (.pdf) 1 Required

Staff Resumes - Resumes must demonstrate that each team member possesses the competencies and experience necessary to effectively support families involved in the child welfare system, including those who have experienced housing instability, mental illness, substance use disorders, trauma, or system involvement.

PDF (.pdf) 1 Required

B. Response templates and/or forms are available for downloading on the Bonfire Portal at:

https://walworthcountywi.bonfirehub.com/opportunities/241501

i. Requested Document(s):

Provide all documents as listed in the Requested information.

ii. Requested Questionnaire(s):

Questionnaire(s) can be obtained from the above linked project.

Please note that Questionnaires may take a significant amount of time to prepare.

iii. Requested Bid Table:

Complete the Bid Table online in the browser. The Bid Table can be completed any time during submission, however it must be completed all at once to submit and finalize.

Edits may be made to the submission before the due date. Please note that Bid Table may take a significant amount of time to prepare.

2. Proposal Submission:

A. Upload proposal submission at:

https://walworthcountywi.bonfirehub.com/opportunities/241501

i. Bonfire Submission Guidelines:

(1) Provide all documents as listed in Item A. Proposal Content of this section.

(2) Some response forms are available for downloading on the Bonfire Portal by using the link provided above.

(3) Note the types of files allowed. The maximum upload file size is 100 MB.

(4) Do not embed any documents within your uploaded files as they will not be accessible or evaluated

(5) Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed.

(6) Use Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript and browser cookies must be enabled.

(7) The County is not responsible for any delays associated with the electronic submission of proposals through Bonfire Portal.

(8) Need Help? The County uses the Bonfire Portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. Respondents can also visit the Bonfire help forum at https://help.eunasolutions.com/hc/en-us.

ii. Respondents will receive an email confirmation receipt with a unique confirmation number once submission is finalized.

iii. Proposers may withdraw a response at any time until the submission deadline.

iv. Proposals may not be transmitted orally, in person, by mail, email, or fax machine.

v. All proposals shall be valid for a period of ninety (90) days after the scheduled time of closing. Proposals shall remain firm and may not be withdrawn during this ninety (90) day period.

vi. All Proposers, by submission of a response, agree to abide by the rules, regulations, and procedures of the County.

vii. Proposals will only be visible to the County after the Proposal Deadline.

https://walworthcountywi.bonfirehub.com/opportunities/XXXXXX https://walworthcountywi.bonfirehub.com/opportunities/XXXXXX file://walco.com/walcoshare/Finance/Purchasing/TEMPLATES%20FOR%20PURCHASING/RFP/Support@GoBonfire.com https://help.eunasolutions.com/hc/en-us

XIII. ELECTRONIC MODIFICATION OF PROPOSAL

Proposals may be modified electronically using the Bonfire Portal provided such modification is made prior to the closing time for receipt of proposals.

XIV. WITHDRAWAL OF PROPOSAL

Proposals may be withdrawn electronically using the Bonfire Portal provided such withdrawal is made prior to the closing for receipt of proposals.

XV. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Proposer in response to this request, become the property of Walworth County. The County is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, proposers should assume that their submitted proposal will be subject to disclosure under the Public Records Law.

A proposer responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its proposal unless the proposer designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and identifies the specific information when it occurs within the proposal.

The County reserves the right to make determinations of Confidential Information when responding to public records requests and complying with Public Records Laws. Designation(s) of Confidential Information in no way guarantees that designated information will be kept confidential under the provision of the Public Records Law. Simply placing a confidential notice in the header or footer of the submittal does not satisfy the designation requirements. Proposer is not entitled to notification prior to release of information. In no event will price be deemed confidential.

Generally, proposals are available for public review after the County has awarded a contract.

XVI. EVALUATION CRITERIA

The County reserves the right to accept or reject any or all proposals, in whole or in part, received in response to this RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified suppliers in any manner necessary to serve the best interest of the County. The County also reserves the right, in its sole discretion, to award a contract based upon the proposals received without prior discussion or negotiation with respect to those proposals. Proposers are cautioned that proposals should be submitted initially on the most favorable terms.

All proposals will be reviewed by an Evaluation Committee. The evaluation and selection of Proposer shall be in accordance with the requirements of the scope and deliverables of this RFP and the criteria stated below. The recommendation for award shall be made to the responsive, responsible Proposer who complies with the requirements and scores the highest total on the evaluation criteria, which represents the most advantageous overall value for the County, all factors considered.

Technical Proposal

Evaluation Criteria Max Points

General: Extent to which complete proposal elements are submitted.

a. Response is complete and includes all required information

b. Demonstrates a clear understanding of the requirements

c. Sufficient Financial Support

Proposer Agency Qualifications and Experience: Proposer and staff experience, qualifications and ability in providing services of a similar nature. Extent to which the Proposer has the necessary credentials to provide goods/services as needed. Include specific detail from the project scope/specifications here.

a. Facility Quality & Suitability

b. Relevant experience providing temporary housing, supportive housing, or similar services

c. Clarity and Feasibility of the proposed model for managing several temporary emergency housing units

d. Ability to provide site/housing tour which meets requirements

e. Prior experience working with public agencies or human services departments

f. Meet insurance requirements.

Proposer Team Experience and Resources: Proposer’s Agency and staff experience, qualifications and ability in providing services of a similar nature.

a. Demonstrated understanding of HHS program goals and Client needs

b. Processes for coordinating with HHS case workers and supporting clients with permanent housing applications

c. Approaches for conducting monthly walk-throughs, tenant coaching and reporting

Proposer’s References/Similar Engagements with Other Agency’s and or Governmental Entities: Points will center around experience and references of similar Wisconsin Agency’s or other governmental entities which demonstrate similarities to Walworth County.

Ability to Meet Scope of Services/Specific Approach: Ability to meet scope of services in compliance with provisions/requirements.

The approach to have available units that meet the requirements outlined. ). Quality of the proposed units and its ability to meet the stated needs.

a. Met minimum Housing Requirements

b. Provide staffing and operational Capacity that would be dedicated to HHS clients

c. Demonstrate ability to meet placement and length of stay guidelines of the program.

d. Staff availability to provide clients with support and monitoring as outlined in the scope.

e. Ability and understanding of the partnership needs with HHS, to support implementation of program rules, including communication of client expectations.

f. Understanding of required Administrative, documentation & Reporting requirements of the program.

g. Exceptions

Cost Proposal

Evaluation Criteria Max Points

Proposed Cost: The points assigned for pricing are based upon a comprehensive purchasing model developed and used by the County to ensure that points assigned for pricing are fair and reflect the relative differences in the pricing proposals. To be fair, points assigned for pricing must not be subjective and should incorporate a direct comparison between pricing proposals. Linking scoring directly to the low acceptable proposal and to a pre-determined standard provides this direct comparison without subjectivity.

The County’s pre-determined standard model for this RFP incorporates and reflects the magnitude of the dollars involved in this Contract. Furthermore, the model incorporates a formula that ensures that pricing scores assigned are representative of the relative difference in the pricing proposal. In other words, pricing scores are not simply based upon their rank.

The difference in pricing scores is reflective of the magnitude of the dollars involved, the magnitude of the price differential, and a fundamental determination of an unacceptable pricing level. In short, the distribution of points awarded for pricing has meaning, which must be considered for pricing points to be fair in relation to other scored factors.

Incorporating the County’s comprehensive pricing evaluation model, price points will be assigned as follows:

Lowest total price for required items (excluding VAS or optional items) – 100% of 25 points. All other proposals will receive points based upon the following formula:

1. Calculate the Proposer’s Percentage Increase above the total price for required items for the Lowest Total Price Proposer. Represent as a decimal rounded to four decimal points.

Total Price for Required Items for Proposer “X” ---------------------------------------------------------------- - 1

Total Price for Required Items for the Lowest Price Proposer

Example: If the lowest Total Price for Required Items is $20,000, a proposal of $25,000 would result in the following answer:

$25,000 ------------------------------------------------ = 1.2500 - 1 = .2500

$20,000

2. Calculate the Proportional Loss of Points for Pricing. Multiply the result from #1 above by 2.5 (the standard model factor for this RFP).

Round the result to four digits.

.2500 x 2.500 = .6250

3. Calculate the Pricing Points Lost by the Proposer. Multiply the result from #2 above by the maximum points available for pricing (25).

Round to one digit.

.6250 x 25 = 15.625 = 15.6

4. Calculate the Assigned Pricing Score for the Proposer. Subtract the points lost from #3 above from the maximum points available for pricing (25). Round to one digit.

25 - 15.6 = 9.4

As additional examples, a pricing proposal that is 5% above the lowest Total Price for Required Items proposed would get a score of 23.7. A pricing proposal that is 6% above the lowest Total Price for Required Items proposed would get a score of 23.44. A pricing proposal that is 10% above the lowest Total Price for Required Items proposed would get a score of

22.4. A pricing proposal that is 25% above the lowest Total Price for Required Items proposed would get a score of 18.49.

SAMPLE SCORING SCENARIO

(following consensus scoring)

PROPOSER A

Competence Good 30 points x .80 = 24 points Capacity Excellent 25 points x 1.0 = 25 points Experience Good 20 points x .80 = 16 points

Total Technical Evaluation Score = 65 points

Price Points assigned for lowest total price

= 25 points

Total Evaluated Score for Offeror A (65 + 25) = 90 points Offeror Ranking First

PROPOSER B

Competence Excellent 30 points x 1.0 = 30 points Capacity Good 25 points x .80 = 20 points Experience Good 20 points x .80 = 16 points Total Technical Evaluation Score = 66 points

Price Points assigned for second lowest total price

= 19 points

Total Evaluated Score for Offeror B

(66 + 19) = 85 points

Offeror Ranking Second

XVII. AWARD

Within one hundred and twenty (120) days after the opening of Proposals, award will be made in accordance with the criteria stated above. The successful Proposer(s) shall be required to enter into a contract agreement with the County.

The contract shall be deemed as having been awarded when formal recommendation of award has been approved by the appropriate County authority.

XVIII. CONTRACT

A sample copy of Walworth County’s standard Professional Services Contract is included as Attachment A to this RFP. The County recognizes that standard contract terms may not always be suitable and are open to negotiating and modifying certain terms based on mutual agreement. Any agreement or contract resulting from the acceptance of the Proposal shall be on form(s) either supplied by the County or approved by the County.

XIX. EMERGENCY SERVICES

In the event of an emergency or exigent circumstance, Walworth County reserves the right to purchase the contracted goods/services on the open market. The County may solicit the Contractor(s)under this agreement, non-contracted vendors, or a combination of both based on the nature of the emergency.

XX. ADDITIONAL SERVICES

The County reserves the rights to add, delete or acquire other types of service that the Contractor can provide that are similar to, but not specifically called for in this RFP. Additions or changes to services must be agreed to in writing by all parties.

XXI. SUBCONTRACTING/

Walworth County requires personnel providing services proposed to be directly employed by the Contractor with the exception of when ancillary services are required.

All subcontractors shall be held to the same insurance provisions as noted herein. Additionally, the subcontractor shall comply with all requirements as stated in this specification.

Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract of any portion therein, or its right, title or interest in, to any person and/or Proposer(s) without the written consent of Walworth County. No subcontract shall, under any circumstances, relieve the consultant of liability and obligation under this contract. If subcontractors are used, Walworth County will consider the awarded Proposer to be the Prime Contractor and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements. The Prime Contractor shall be fully responsible for the acts, errors and omissions of the subcontractor.

In the event that a portion or portions of the contract are proposed as subcontracted, the Proposer shall provide a list of intended subcontractors with their proposal. Walworth County shall be the sole judge in determining whether the subcontracted firm or firms are qualified to provide the services as sought. Walworth County reserves the right to reject the proposal if the subcontractors are determined to be unqualified or unacceptable. After a contract has been awarded, Contractor must obtain prior approval before using any subcontractors not previously identified in your proposal.

When subcontractors are used in the performance of any of these services, qualified personnel should be utilized to ensure quality workmanship.

XXII. EMPLOYEES

Contractor agrees that trained, certified (where applicable) and competent employees shall perform the services required by this contract using industry-accepted standards. County shall be entitled to request the removal of individuals working on any contract for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction:

• Unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact;

• Dishonesty or belligerent conduct;

• Lack of compatibility with County staff; or

• Violation of County rules or policies.

Upon such written request, the County and Contractor shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving dishonesty or belligerent conduct or a violation of County rules or policies. In the event Contractor does not cure the problem within seven (7) days from the date of notice, Contractor shall remove such person and shall promptly provide a qualified replacement. The Contractor shall comply with all requirements and assume full responsibility for its employees while they are on Walworth County property, as well as when they are providing housing services to Walworth County clients and their families.

If for any reason the individuals identified are no longer employed by the Contractor, or available from the subcontracted agency, the Contractor must notify the County within a reasonable time frame.

Contractor is responsible for ensuring that any substitute personnel have comparable skills and experience.

If any of the Contractor’s employee appears to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on request of the County, and shall not provide any services to Walworth County Clients without the written consent of the County.

Employees shall be clearly identifiable as working for the Contractor by photo ID badge and or Employee uniform (if applicable)..

XXIII. WORK HOURS

The Department of Health and Human Services (HHS) operates Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding weekends and holidays. While standard business hours are observed, if contact with HHS is needed, Contractor shall contact Walworth County Health and Human Services at 262-741-3200.

XXIV. PRICING

Proposers shall submit a complete, itemized cost proposal for providing a turnkey temporary housing solution dedicated exclusively to Health and Human Services (HHS) program recipients. All pricing must be fully burdened, inclusive of labor, overhead, administration, materials, and all other costs necessary to deliver the required services. Pricing shall be provided as requested in the Cost Proposal.

Payment and Cost Limitations:

1. A total of $5,000.00 per year of the maximum payment is allocated for cleaning costs and repair costs associated with the Contract.

2. Actual total payment will be based upon the amount of goods and/or services authorized by the County and the amount of goods and/or services performed by the Contractor.

All costs shall be provided in U.S. dollars.

In the event of a price disparity between the unit and extended price, the unit price shall prevail unless judged obviously in error by Walworth County.

It is understood and agreed by all parties that the County assumes no obligation to purchase from the Contractor any minimum amount of goods and/or services as defined in the terms of this Contract.

XXV. INDEFINITE QUANTITY

The scope, size, and total dollars to be spent on the services to be performed under this contract are unknown. No guarantee of the actual service requirement is implied or expressed. Proposals that require minimum order quantities or dollar amount shall be disqualified.

XXVI. PRICE ADJUSTMENTS

All service rates must remain firm for the first year of the contract. Thereafter, pricing may be adjusted annually in accordance with the most recent twelve-month percent change of the Consumer Price Index for All Urban Consumers (CPI-U), Midwest Region, Housing Index (BLS Series CUUR0200SAH1), not to exceed a 3% cap per contract year. Notification of any requested increase is required in writing to Walworth County from the Contractor a minimum of sixty (60) days prior to the end of each contract year. Walworth County reserves the right to request a decrease based on a downward trend in the aforementioned index. All requested adjustments are subject to County review, negotiation, and written approval, and shall not take effect unless expressly authorized in writing by Walworth County.

XXVII. EQUITABLE ADJUSTMENT

County may, in its sole discretion, make an equitable adjustment in the Contract terms and conditions and/or pricing. If pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace that satisfy all the following criteria:

1. The volatility is due to causes wholly beyond the Contractor’s control;

2. The volatility affects the marketplace or industry, not just the Contractor’s source of supply;

3. The effect on pricing or availability of supply is substantial; and

4. The volatility so affects the Contractor that continued performance of the Contract would result in substantial loss.

Any adjustment would require the Contractor to provide irrefutable evidence along with any request for adjustments to contract terms and/or pricing. The County may elect to provide a one-time increase, an increase for a predetermined period or an increase for the remainder of the contract. In the event of any market decreases the Contractor shall in good faith provide the County with reduced pricing.

The County reserves the right to request an equitable adjustment to decrease pricing in the event of a decrease in market pricing.

XXVIII. INVOICING

Contractor(s) shall provide itemized invoices showing at a minimum - a separate line for each housing unit address, rental dates for each unit, any annual charges or cleaning fee’s (if applicable), and total cost.

Original Invoice must be addressed to Walworth County Finance Department-Accounts Payable Division at 100 W. Walworth Street, P.O. Box 1001, Elkhorn, WI 53121, or apsupport@co.walworth.wi.us and Walworth County Health and Human Services Attn: Contract Office at 1910 County Road NN, PO Box 1005, Elkhorn, WI 53121 or HHSContracts@co.walworth.wi.us.

Contractor is responsible for the completion of all recordkeeping and reporting requirements as appropriate for all items prior to payment.

XXIX. PAYMENT

Walworth County’s preference is to pay with a Visa credit card (P-Card). County will not use a P-Card for processing payments if Contractor charges credit card processing fees or sets minimum transaction limits. Proposer should specify in the proposal the method by which payment is to be received.

Payment will be made within forty-five (45) calendar days after acceptance of goods/services and receipt of a properly documented invoice.

XXX. REJECTION

All services performed or goods provided by the Contractor are subject to acceptance by the County based on the conformity to these RFP specifications. In the event the Contractor or its subcontractor were to provide services and/or goods that do not conform to these project specifications and did not gain prior approval from the County, the services and/or goods will be subject to rejection. Rejected services or goods shall be redone or replaced at the expense of the Contractor.

XXXI. DEFICIENCIES

In the event that the County determines that there are deficiencies in the service work provided by the Contractor under the contract, the County shall notify the Contractor in writing as to the precise nature of any such deficiencies. Within ten (10) working days of receipt of such notice, Contractor shall take responsible steps to correct any deficiencies.

XXXII. ACCEPTANCE

Acceptance is defined as acceptance by the County after its authorized agent has confirmed the deliverables to meet the specified requirements. Acceptance will be determined prior to payment of invoices, or in writing if the goods/services require prepayment.

XXXIII. CONFLICT OF INTEREST

All Proposers must disclose with their Proposal, the name of any officer, director or agent who is also an officer or employee of Walworth County. Further, all Proposers must disclose the name of any Walworth County officer or employee who owns, directly or indirectly, any interest in the Contractor or any of its branches. Failure to disclose this information will result in disqualification of their mailto:apsupport@co.walworth.wi.us mailto:HHSContracts@co.walworth.wi.us proposal. The County reserves the right to seek compensation for recoupment of losses in having to re-solicit or re-assign.

XXXIV. “PIGGYBACK” CLAUSE

Common purchasing practices in government include cooperative or "piggyback" purchasing among various units of government or municipalities. This contract will be extended, with the authorization of the Contractor, to other units of government or municipalities at the same prices and/or discounts and terms and conditions. If another unit of government or municipality decides to use this contract, the Contractor must deal directly with the respective unit of government or municipality concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing, and payment.

Walworth County acts only as the "Contracting Agency" for those public agencies.

XXXV. CONTRACT REVIEW

Contractor will be required to meet with designated county personnel, on an as-needed basis, to discuss the services that are being provided. Discussions will include an overall quality review, suggestions to improve the efficiency, services to be provided, and any other matters that may affect the contract. It is also the intent of the contract review to identify and implement efficiencies that may reduce the annual cost of the services provided.

XXXVI. NONDISCRIMINATION / AFFIRMATIVE ACTION

In connection with the performance of any work under this request, the Proposer(s) agree not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01 (5), Wis. Stats., sexual orientation as defined in s. 111.32( 13m), Wis. Stats., or national origin. This provision shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the Proposer(s) further agree to take affirmative action to ensure equal employment opportunities. Failure to comply with the conditions of this clause may result in the Proposer(s) becoming declared an ineligible Proposer, termination of the contract, or withholding of payment.

XXXVII. WORK/SITE RULES

Contractor shall comply with Walworth County’s work/site rules. Contractor shall comply and accept exclusive responsibility for each individual employee while on Walworth County property.

XXXVIII. BACKGROUND CHECKS

Contractor shall ensure that employee background checks, consisting of criminal record searches and employment verification, are accomplished and that current records are provided upon request of the County.

XXXIX. COMPLIANCE WITH LAWS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into the contract. These requirements shall be done at Contractor’s expense.

XL. INSURANCE REQUIREMENTS

Every Contractor and parties furnishing services or products to Walworth County, or any of its divisions, must provide evidence of the following minimum insurance requirements prior to execution of the contract. These minimum insurance requirements do not in any way limit the liability assumed elsewhere in the contract. County may require higher limits or other types of insurance coverage(s) as necessary and appropriate. Modifications to the types of coverage, limits and/or other terms should not be made without the approval of the County’s Risk Manager.

Minimum Insurance Limits: Contractor shall, at its sole expense, maintain the following insurance:

A. Commercial General Liability Insurance including contractual coverage:

The limits of this insurance for bodily injury and property damage combined shall be at least:

Each Occurrence Limit $1,000,000 General Aggregate Limit $2,000,000 Products – Completed Operations Limit $2,000,000 Personal and Advertising injury Limit $1,000,000

B. Commercial Automobile Liability Insurance:

Contractor shall provide comprehensive automobile insurance covering the ownership, operation and maintenance of all owned, non-owned and hired motor vehicles.

Contractor shall maintain limits of at least $1,000,000 per accident for bodily injury and property damage combined.

C. Workers’ Compensation & Employer’s Liability Insurance:

Such insurance shall provide coverage in amounts not less than the statutory requirements in the state where the work is performed, even if such coverages are elective in that state. Employers Liability insurance shall provide limits of not less than $100,000 per occurrence for bodily injury; $100,000 per employee for bodily injury by disease, and $500,000 policy aggregate.

D. Professional Liability/Technology Errors and Omissions:

This insurance should insure the professional services of the Contractor for the scope of services to be provided under this contract. Such insurance shall provide limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

E. Commercial Crime Insurance (or Surety Bond):

Such insurance shall provide coverage for loss inside and outside the premises with limits of not less than $100,000 per occurrence.

F. Property Insurance Such insurance shall provide coverage for loss from all perils to any buildings or units under this contract, including fixtures and any business personal property up to the full value of such property.

G. Cyber Liability Insurance:

The limits of this insurance shall be at least per occurrence:

Security Liability $1,000,000 Privacy Liability $1,000,000

Regulatory Proceedings $1,000,000 Breach Event Expenses $1,000,000

H. Excess/Umbrella Liability Insurance:

Such insurance shall provide additional limits of not less than $5,000,000 per occurrence

Additional Requirements:

I. Contractor shall require all its contractors and subcontractors performing work related to this contract to carry sufficient minimum insurance to cover liabilities arising from or out of the performance of this contract.

J. When available under the policy, any insurance required above shall: (a) name Walworth County including its directors, officers, employees and agents as additional insureds by endorsement to the policies, and, (b) provide that such insurance is primary coverage with respect to all insureds and additional insureds.

K. All insurance policies shall contain provisions that the insurance companies waive the rights of recovery or subrogation, by endorsement to the insurance policies, against County, its subsidiaries, its agents, servants, invitees, employees, co-lessees, contractors, subcontractors, and their insurers, except where prohibited by law.

L. The above insurance coverages may be obtained through any combination of primary and excess or umbrella liability insurance.

M. Contractor shall provide certificates evidencing the…