10086-0-2021-BP Madison Senior Center.pdf

CITY OF MADISON

REQUEST FOR PROPOSALS

RFP #: 10086-0-2021-BP

Title: Evaluation of Madison Senior Center Services & Stakeholder Engagement

City Agency: Senior Center

Due Date: Monday, December 13, 2021

2:00 PM CST

REQUEST FOR PROPOSALS RFP # 10086-0-2021-BP

Rev. 07/28/2016-10086 RFP.doc Page i

Table of Contents

1 NOTICE TO PROPOSERS

1.1 Summary

1.2 Important Dates

1.3 Format

1.4 Labeling

1.5 Delivery of Proposals

1.6 Appendix A: Standard Terms & Conditions

1.7 Appendix B: Sample Contract for Purchase of Services

1.8 Affirmative Action Notice

1.9 Multiple Proposals

1.10 City of Madison Contact Information

1.11 Inquiries and Clarifications

1.12 Addenda

1.13 Bid Distribution Networks

1.14 Local Vendor Preference

1.15 Oral Presentations/Site Visits/Meetings

1.16 Acceptance/Rejection of Proposals

1.17 Withdrawal or Revision of Proposals

1.18 Non-Material and Material Variances

1.19 Public Records

1.20 Usage Reports

1.21 Partial Award

1.22 Tax Exempt

1.23 Cooperative Purchasing

1.24 Proposers Responsibility

2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Summary

2.2 Scope of Work and Deliverables

2.3 Characteristics of Strong Proposals:

2.4 Budget

2.5 Application Review & Selection Timeline

2.6 Applicant Presentations

3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

3.1 Section 1 – General Information, Signatures, and Required Guarantees and Certifications

3.2 Section 2 – Qualifications – 15%

3.3 Section 3 – Project Team – 15%

3.4 Project Approach – 25%

3.5 References – 10%

3.6 Local Vendor – 5%

3.7 Cost Proposal (Form D) – 30%

Form A: Signature Affidavit Form B: Receipt of Forms and Submittal Checklist Form C: Vendor Profile Form D: Cost Proposal Form E: References Appendix A: Standard Terms & Conditions Appendix B: Contract for Purchase of Services

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1 NOTICE TO PROPOSERS

1.1 Summary

The City of Madison Senior Center (“City”) is soliciting Proposals from qualified vendors for Evaluation of Madison Senior Center Services & Stakeholder Engagement. Vendors submitting Proposals (“Proposers”) are required to read this Request for Proposals (“RFP”) in its entirety and follow the instructions contained herein.

1.2 Important Dates

Deliver Proposals no later than the due time and date indicated below. The City will reject late Proposals:

Issue Date: Tuesday, November 2, 2021 Questions Due Date: Tuesday, November 16, 2021

Answers Posted Date: Friday, November 19, 2021 Due Date: Monday, December 13, 2021, 2:00 PM CST

1.3 Format

Please submit all proposals electronically.

Submit Technical and Cost Proposals (Form D) in separate, distinct parts within the proposal package.

The City will not consider illegible Proposals.

Elaborate proposals (i.e., expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

Complete and return Forms A through E to City of Madison Purchasing Services by Monday, December

13, 2021, 2:00 PM CST.

1.4 Labeling

All email correspondence must include RFP #10086-0-2021-BP in the subject line.

1.5 Delivery of Proposals

Delivery of electronic copy to:

via email to bids@cityofmadison.com

Proposals must be delivered as instructed. Deliveries to other City departments and/or locations may result in disqualification.

1.6 Appendix A: Standard Terms & Conditions

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. City of Madison Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

1.7 Appendix B: Sample Contract for Purchase of Services

Proposers are responsible for reviewing this attachment prior to submission of their Proposals. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP.

The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a proposal, Proposers affirm their willingness to enter into a contract containing these terms.

mailto:bids@cityofmadison.com

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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, if applicable, in Section 13 of Appendix B – Sample Contract for Purchase of Services.

1.9 Multiple Proposals

Multiple Proposals from Proposers are permitted; however, each must fully conform to the requirements for submission. Proposers must sequentially label (e.g., Proposal #1, Proposal #2) and separately package each Proposal. Proposers may submit alternate pricing schemes without having to submit multiple Proposals.

1.10 City of Madison Contact Information

The City of Madison Senior Center is the procuring agency:

Sally Jo Spaeni City of Madison Senior Center

PH: (608) 267-8652

sspaeni@cityofmadison.com

The City of Madison Purchasing Services administers the procurement function:

Brian Pittelli Purchasing Services City-County Bldg, Room 407 210 Martin Luther King, Jr. Blvd.

Madison, WI 53703-3346

PH: (608) 267-4969

FAX: (608) 266-5948

bpittelli@cityofmadison.com http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms http://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers/forms https://elam.cityofmadison.com/citizenaccess/ http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/programs/referrals-and-interviews-for-sustainable-employment-raise-program http://www.cityofmadison.com/civil-rights/documents/RaISE_Job_Posting_Instructions.pdf mailto:bpittelli@cityofmadison.com

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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

The City employs spam filtering that occasionally blocks legitimate emails, holding them in ‘quarantine” for four calendar days. The contacts listed in this RFP will acknowledge all emails received. Proposers 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

Proposers are to raise any questions they have about the RFP document without delay. Direct all questions, in writing, to the Purchasing Services administrator listed in Section 1.10.

Proposers finding any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP document shall immediately notify the Buyer and request clarification. In the event that it is necessary to provide additional clarification or revision to the RFP, the City will post addenda – see 1.12 below. Proposers are strongly encouraged to check for addenda regularly.

Proposals 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 RFP, the City will post addenda to its Proposals distribution websites – see 1.13 below. It is the Proposers responsibility to regularly monitor the websites for any such postings. Proposers 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 Proposals, 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 Proposers responsibility to regularly monitor the bid distribution network for any such postings. Proposers failure to retrieve such addenda and incorporate their appropriate provisions in their response may result in disqualification. Both sites offer free registration to City Proposers.

State of Wisconsin VendorNet System:

State of Wisconsin and local agencies bid network. Registration is free.

http://vendornet.state.wi.us/vendornet

DemandStar by Onvia: National bid network – Free subscription is available to access

Proposals 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 mailto:dcr@cityofmadison.com http://vendornet.state.wi.us/vendornet http://www.cityofmadison.com/finance/purchasing/bidDemandStar.cfm http://www.demandstar.com/

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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 Local Vendor Preference

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website: www.cityofmadison.com/business/localPurchasing.

1.15 Oral Presentations/Site Visits/Meetings

Proposers 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 RFP process. Such presentations, meetings or site visits will be at the Proposers expense.

1.16 Acceptance/Rejection of Proposals

The City reserves the right to accept or reject any or all proposals 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 proposer responding to this request. The City expressly reserves the right to reject any and all proposals 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.

1.17 Withdrawal or Revision of Proposals

Proposers may, without prejudice, withdraw Proposals submitted prior to the date and time specified for receipt of Proposals by requesting such withdrawal before the due time and date of the submission of Proposals. After the due date of submission of Proposals, no Proposals may be withdrawn for a period of 90 days or as otherwise specified or provided by law. Proposers may modify their Proposals at any time prior to opening of Proposals.

1.18 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.

1.19 Public Records

Proposers are hereby notified that all information submitted in response to this RFP 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.

Proposers 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.

https://www.demandstar.com/app/registration http://www.cityofmadison.com/business/localPurchasing

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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 bid information, or the entire contents of any resulting contract. The City will not provide advance notice to Proposers 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 Proposals from public viewuntil such times as competitive or bargaining reasons no longer require non-disclosure, in the City’s opinion. At that time, all Proposals will be available for review in accordance with such laws.

1.20 Usage Reports

Annually, the successful Proposers 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.

1.21 Partial Award

Unless otherwise noted, it will be assumed that Proposers will accept an order for all or part of the items/services priced.

1.22 Tax Exempt

The City of Madison as a municipality is exempt from payment of federal excise taxes (Registration Number 39-73-0411-K) 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.

1.23 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-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.

1.24 Proposers Responsibility

Proposers shall examine this RFP 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

10086 RFP.doc Page 6 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 Proposers to fulfill the requirements of the resulting contract.

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2 DESCRIPTION OF SERVICES/COMMODITIES

2.1 Summary

The City of Madison’s mission is to provide the highest quality service for the common good of our residents and visitors. Among our values are those of Equity and Well-Being. We are committed to fairness, justice, and equal outcomes for all. We are committed to creating a community where all can thrive and feel safe. The City’s Vision is to be inclusive, innovative, and thriving.

The City of Madison is seeking a skilled consultant specialized in racial equity and engagement to evaluate the Madison Senior Center’s (MSC) ability to effectively reach a more diverse group of City of Madison adults age 55 and older through senior center activities, events and programs designed to promote successful aging and independence. There is particular interest in reaching Black, Indigenous, People of Color, (BIPOC) Lesbian, Gay, Bisexual, Transgender, Queer+ (LGBTQ+), and those living with low incomes.

The Madison Senior Center currently operates in a single location in downtown Madison, serving Madison residents aged 55 and older. The senior center provides resources that support older adults in their desire to experience stable health and age in place by providing activities proven to maintain high cognitive and physical function, avoid disease and disability, and reduce social isolation. Senior center programs, events, and activities focus on nutrition, wellness and fitness, education, enrichment, community service, and socialization.

The 2019 MSC demographic report indicates that 76% of the participants identified as White/Caucasian, 5% identified as Black/African American, 3% identified as Asian, 1% identified as Indigenous, and 2% identified as Other. Ethnicity reports show that 1% of MSC participants identify as Hispanic or Latino. We acknowledge that we haven’t effectively served our full community and seek to do better.

Madison’s older adult population is growing and becoming more diverse. The vision for the Madison Senior Center is to be inclusive and serve the various needs of Madison’s older adult population, including those who identify as Black, Indigenous People of Color (BIPOC), Lesbian, Gay, Bisexual, Transgender, Queer+ (LGBTQ+), those living alone without natural support systems, and those living with low incomes . We strive to be a trusted and welcoming place where older adults can connect to the resources and support they need. As the aging population in Madison continues to grow, it is important to create a model for service delivery that responds to the increasing diversity within our community. We desire to create conditions that promote inclusivity, diversity, and equity.

The evaluative process should prioritize collaboration with residents, neighborhoods, and other community stakeholders to identify and overcome barriers to accessing opportunities that promote successful aging at Madison Senior Center. Assistance is needed to understand what is working well and where shortcomings lie, and to suggest strategies to better reach and serve disproportionately impacted communities, in particular, Black, Indigenous People of Color, those living with low incomes, and Lesbian, Gay, Bisexual, Transgender and Queer+ adults age 55 and older.

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2.2 Scope of Work and Deliverables

Evaluate the stakeholder engagement of the Madison Senior Center, and identify strategies to build and deliver a more inclusive service model that promotes successful aging among the diverse and growing older adult (55+) population in Madison. The consultant will make recommendations for a framework that promotes successful aging resources for older adults and details a service delivery model designed to reach BIPOC, LGBTQ+ and those living with low incomes.

Scope of Work

Conduct a community engagement campaign to:

1. Undertake an analysis to understand the geographic distribution of Madison’s senior

BIPOC, LGBTQ+ and low-income populations and, based on its results, evaluate the effectiveness of serving these target populations from Madison Senior Center’s current location.

2. Acknowledging that many older adults face difficulty meeting basic needs such as affordable housing, food security and health services, identify and list other unmet needs.

3. Explain why MSC struggles to attract participation in senior activities designed to promote successful aging. List strategies that could attract older adults age 55+, including BIPOC, LGBTQ+, and those living with low incomes to utilize resources at MSC.

4. Research and report on experiences and best practices from other communities regarding successful strategies for serving diverse older adult populations. Identify strengths and weaknesses in how Madison Senior Center serves its community through a diversity, equity, and inclusion lens.

5. Evaluate, the level of community awareness of and community engagement in healthy aging resources offered by Madison Senior Center from the perspective of BIPOC, LGBTQ+, and low income seniors.

6. Determine whether or how the Madison Senior Center might be better utilized as a resource to support a more diverse population of older adults.

7. Identify activities, events, and resources that fall within the City of Madison’s Framework for Senior Activities that are currently being offered by community based organizations serving adults age 55+. For reference, the Framework for Senior Activities follows:

- Avoiding disease and disability: Activities may include health screenings, wellness education, home safety modification, nutrition, falls prevention, caregiving, meditation, shamanism, and/or soul calling ceremonies, etc.

- Maintaining High Cognitive and Physical Function: Activities may include exercise, recreation, gardening, computer literacy, brain fitness, creative self-expression, health literacy, or healing groups, etc.

- Engagement with Life: Activities may include spirituality, field trips, social relationships, friendship development, advocacy, or intergenerational activities, etc.

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Deliverables

Provide a comprehensive report of the community engagement process detailing overall evaluation findings and describe:

1. Areas within Madison in which there are higher concentrations of more vulnerable older adults, (BIPOC, LGBTQ+, and those living with low incomes), and challenges they might have accessing the Madison Senior Center services at its downtown location.

2. The greatest unmet needs, outside of affordable housing, health services, and food security, of Madison’s vulnerable older adults aged 55+

3. Barriers, and opportunities, to accessing successful aging resources at the current location of Madison’s Senior Center.

4. The level of community awareness of older adult healthy aging resources offered by Madison Senior Center, categorized by race, ethnicity, and income.

5. The level of correlation between Center services and the City’s mission, vision and goals. Explain what is preventing older adults from interacting with the services at MSC and list, based on feedback from community engagement conversations, suggestions that inform how MSC could change to better accommodate the needs and desires of the older adult community.

6. An asset map of available services for older adults in Madison to understand how the work of the Madison Senior Center fits into the landscape of healthy aging resources. Highlight community resources that specifically target BIPOC, Low income and LGBTQ+ populations. Indicate areas where the Madison Senior Center may be duplicating other services and where there are gaps the Center could help fill.

7. Identify other potential, or proven, approaches to meet the highest needs of Madison’s most vulnerable older adults and whether they are compatible with existing financial and staffing resources available at the Center. Recommend a list of strategies for effective implementation.

8. Identify service areas for which the Senior Center may be duplicative of other efforts, as well as those for which the Center could fill current service gaps.

2.3 Characteristics of Strong Proposals:

1. Identify key personnel who will be assigned to the project, the specific role of each Individual, and a summary of their relevant work experience.

2. Provide an explanation of the firm’s objectives.

3. Provide a work plan describing methodologies, approaches, and roles and responsibilities for how the work will be accomplished.

4. Provide a detailed timeline to complete the project with specific steps and work products.

5. Provide a list of required information needed by the firm from Madison Senior Center to perform the requested services.

6. Demonstrate your firm’s capability and evidence of your experience providing services equal to or greater in scope than those requested in this RFP. Provide a statement of the length of time you have been in business supplying the services referenced herein and experience in serving governmental entities.

2.4 Budget

We have a budget of $50,000.00 for this project and ask that you submit your fees and payment term estimate within that threshold in order to be considered.

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2.5 Application Review & Selection Timeline

November 2, 2021 Release RFP November 16, 2021 12:00 PM Vendors Submit Questions November 19, 2021 2:00 PM Responses to Questions Posted December 13, 2021 12:00 PM Application Packets Due December 17, 2021 10:30 AM Applicant Presentations @ Madison Senior Center December 21, 2021 10:00 AM Contractor Selection December 22, 2021 4:00 PM Contract Award Announced

2.6 Applicant Presentations

Applicants will be required to make a presentation to the review committee of their proposal.

Presentations will be done in person* at Madison Senior Center 330 W Mifflin Street on December 17, 2021 beginning at 10:30 a.m. Each applicant will have 15 minutes to present an overview of their qualifications, drawing from Section 2.3 “Characteristics of Strong Proposals”, including in particular:

• The firm’s objectives

• Overview of work plan

• Timeline

• Highlights of firm’s capability providing services equal to or greater in scope than those required in this RFP

The review panel will have 15 minutes following the presentation to ask questions of the firm.

Specific presentation time will be assigned once applications are received. Notification of the time assigned will be sent to the applicant by email on December 14, 2021.

*If pandemic conditions require it, a virtual presentation may take the place of an in-person presentation.

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3 REQUIRED INFORMATION AND CONTENT OF PROPOSALS

Please reference the percentages next to the below sections for their weight for the scoring of the RFPs.

3.1 Section 1 – General Information, Signatures, and Required Guarantees and Certifications

a. Form A – Signature Affidavit

b. Form B – Receipt Forms and Submittal Checklist

c. Form C – Contractor Profile Information

d. Form E – References

3.2 Section 2 – Qualifications – 15%

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). Please limit responses in this section to not more than seven (7) pages.

1. Describe briefly your firm’s background and history.

2. Indicate how long your firm has been providing the services referenced herein and any experience it has serving government entities.

3. Discuss your firm’s capabilities and experience in terms of providing services comparable in scope to those described in this RFP. Indicate how services will be provided, i.e. in person, over a virtual platform or a hybrid approach.

4. Describe the project team’s relevant experience, particularly in projects of similar size and scope, and those involving engagement with diverse communities.

5. Provide a summary of all relevant experience in the last five years. List any relevant contracts your firm has done for the public sector within the past five years.

6. Disclosure of Contract Failures, Litigations. Disclose any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigation pending within the last three (3) years which involves your firm and all subcontractors involved in the project. List any contracts in which your firm and any subcontractor have been found guilty or liable, or which may affect the performance of the services to be rendered herein.

7. Financial Capability. The proposer must provide evidence that he or she has the financial stability and capability to perform the work outlined within the scope of work. Therefore, the proposer must submit one or more of the following financial statements or reports: 1) Audited balance sheets for the past three (3) years (If unavailable, an unaudited balance sheet is acceptable); 2) Internal report which provides a three (3) year financial tread analysis; 3) Current credit report; 4) Letter from proposer’s bank verifying financial stability; or 5) Any other financial status report which can be used to demonstrate financial stability.

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3.3 Section 3 – Project Team – 15%

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). Please limit responses in this section to not more than five (5) pages.

1. Identify key staff (names and titles) and affiliates who would be directly responsible for the various aspects of the contract, if awarded. Identify who the contract manager would be (Cannot be from affiliate).

2. Provide resumes of all staff proposed to be involved in this project. This should include their proposed roles and estimated amounts of time to be spent on this project. A principal or partner-level individual shall be the contact provided for all service and billing issues. Include a brief statement of the availability of key assigned personnel of the team. Resumes will not count against your page limit.

3. List of affiliates, partners and sub-contractors who would be involved in the execution of the contract, if any. For each subcontractor, include names and contact information.

4. Describe proposed organizational structure for the team involved in the execution of the contract, their role, reporting responsibilities, team interface with City project management and estimated time commitment (in hours) for each team member. Include a brief statement of the availability of key assigned personnel of the team.

3.4 Project Approach – 25%

Responses must be in the same sequence and identified with the corresponding question number (Example: Question 1, Question 2, etc.). Please limit responses in this section to not more than ten (10) pages.

The City will evaluate the proposer's understanding of and ability to meet project requirements as defined in, "Scope of Services."

1. Submit a detailed work plan that outlines the proposed steps and project timeline for completing each of the tasks included in the scope of services. The work plan should be organized by key tasks to be performed. Possible tasks could include, but are not limited to:

a. Developing and Conducting Surveys

b. Identifying and Engaging Focus Groups

c. Interviews

d. Reviewing existing senior center data, policies and procedures

e. Conferences

f. Preparing Asset Map

g. Include plan for periodic check-ins with City staff/project manager during course of project

2. Submit an estimate of total work hours broken down by individual work tasks, in table format.

3. Describe why the firm’s approach fits this particular program.

4. Indicate any information or data that will need to be provided by the City of Madison. Describe expected use of City resources including assistance from City Staff.

5. Do you foresee any factors that could affect or delay the completion of this project? If yes, what can be done to reduce these factors?

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3.5 References – 10%

References are to be submitted on Form E. Please include four (4) references from projects of recent size and scope. It would be preferable if they were from public institutions.

3.6 Local Vendor – 5%

If you are a local vendor, please select the appropriate boxes on Form C.

3.7 Cost Proposal (Form D) – 30%

Please submit Form D in a separate file from your technical proposal.

Rev. 07/28/2016-10086-FormA-SignatureAffidavit.doc

Form A: Signature Affidavit

RFP #: 10086-0-2021-BP Evaluation of Madison Senior Center Services & Stakeholder Engagement

This form must be returned with your response.

In signing Proposals, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise take any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit Proposals, that Proposals have been independently arrived at, without collusion with any other Proposers, competitor or potential competitor; that Proposals have not been knowingly disclosed prior to the opening of Proposals to any other Proposers or competitor; that the above statement is accurate under penalty of perjury.

The undersigned, submitting this Proposals, hereby agrees with all the terms, conditions, and specifications required by the City in this Request for Proposals, declares that the attached Proposals and pricing are in conformity therewith, and attests to the truthfulness of all submissions in response to this solicitation.

Proposers shall provide the information requested below. Include the legal name of the Proposers and signature of the person(s) legally authorized to bind the Proposers to a contract.

COMPANY NAME

SIGNATURE DATE

PRINT NAME OF PERSON SIGNING

Rev. 07/28/2016-10086-FormB-Receipt.doc

Form B: Receipt of Forms and Submittal Checklist

Center Services & Stakeholder Engagement

This form must be returned with your response.

Proposers hereby acknowledge the receipt and/or submittal of the following forms:

Forms Initial to

Acknowledge

SUBMITTAL

Initial to Acknowledge

RECEIPT

Description of Services/Commodities N/A

Form A: Signature Affidavit

Form B: Receipt of Forms and Submittal Checklist

Form C: Vendor Profile

Form D: Cost Proposal

Form E: References

Appendix A: Standard Terms & Conditions N/A

Appendix B: Contract for Purchase of Services N/A

Addendum #

Addendum #

Addendum #

Addendum #

VENDOR NAME

Rev. 07/28/2016-10086-FormC-VendorProfile.doc

Form C: Vendor Profile

Center Services & Stakeholder Engagement

This form must be returned with your response.

COMPANY INFORMATION

COMPANY NAME (Make sure to use your complete, legal company name.)

FEIN (If FEIN is not applicable, SSN collected upon award) CONTACT NAME (Able to answer questions about proposal.) TITLE

TELEPHONE NUMBER FAX NUMBER

EMAIL

ADDRESS CITY STATE ZIP

AFFIRMATIVE ACTION CONTACT

If the selected contractor employs 15 or more employees and does aggregate annual business with the City of $50,000 or more, the contractor will be required to file an Affirmative Action Plan and comply with the City of Madison Affirmative Action Ordinance, Section 39.02(9)(e), within thirty (30) days contract signature. Vendors who believe they are exempt based on number of employees or annual aggregate business must file a request for exemption. Link to information and applicable forms:

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

ORDERS/BILLING CONTACT

Address where City purchase orders/contracts are to be mailed and person the department contacts concerning orders and billing.

CONTACT NAME TITLE

TELEPHONE NUMBER FAX NUMBER

LOCAL VENDOR STATUS

The City of Madison has adopted a local preference purchasing policy granting a scoring preference to local suppliers. Only suppliers registered as of the bid’s due date will receive preference. Learn more and register at the City of Madison website.

CHECK ONLY ONE:

Yes, we are a local vendor and have registered on the City of Madison website under the following category: www.cityofmadison.com/business/localPurchasing

No, we are not a local vendor or have not registered.

https://www.cityofmadison.com/civil-rights/contract-compliance/vendors-suppliers http://www.cityofmadison.com/business/localPurchasing

Rev. 07/28/2016-10086-FormD-CostProposal.doc

Form D: Cost Proposal

Center Services & Stakeholder Engagement

This form must be returned with your response.

Prepare the fee proposal as all inclusive, not-to-exceed, fixed fees:

• The price proposal must contain all pricing information relative to providing the services described in the RFP. The total all-inclusive maximum price proposed is to contain all costs.

• Fixed Price Period – All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for a minimum of 120 days starting on the due date for proposal.

Proposals shall be quoted as a not-to-exceed cost for services. Fees quoted should include all necessary expenses including but not limited to: travel, telephone, copying and other out-of-pocket expenses. The final work plan details and cost, not to exceed $50,000.00, may be negotiated following selection of the consultant.

• Any pricing increases or additions must be agreed upon in writing by both parties.

Submit fee and reimbursable expense schedules necessary to accomplish the scope of services identified above. The fee submittal shall address the following items:

1. A proposed lump sum cost to provide the Scope of Services for this study and an itemized cost breakdown for each task and associated deliverables.

2. Hourly rate schedule by personnel and the proposed number of hours budgeted for each member of the Consultant firm/team organized by task/phase of project.

3. Include the respective percentage of sub-consultants’ involvement, if any, in each phase of work.

4. Costs proposed shall be inclusive of all costs related to completing the project, including but not limited to preparation, travel, communication, reproduction, labor, overhead, etc.

Rev. 07/28/2016-10086-FormE-References.doc

Form E: References

Center Services & Stakeholder Engagement

This form must be returned with your response.

REFERENCE #1 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

CONTRACT PERIOD YEAR COMPLETED TOTAL COST

DESCRIPTION OF THE PERFORMED WORK

REFERENCE #2 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

REFERENCE #3 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

Form E: References

Center Services & Stakeholder Engagement

10086-FormE-References.doc

This form must be returned with your response.

REFERENCE #4 – CLIENT INFORMATION

COMPANY NAME CONTACT NAME

ADDRESS CITY STATE ZIP

TELEPHONE NUMBER FAX NUMBER

EMAIL

STC 12.18.18.docx Page 1

CITY OF MADISON

(STC-Form: 12/18/2018)

1. General. Throughout this document, "City of Madison," "City" and "Purchasing" shall be synonymous and mean the City of Madison. The words "bid" and "proposal" are synonymous, as are the words "bidder," "proposer" and "contractor." The phrases "request for proposal," "invitation for bids," "request," "invitation," and "solicitation" shall also be synonymous.

As applied to the winning or selected bidder, the words "bid," "proposal," and "contract" are synonymous.

2. Entire Agreement, Order of Precedence. These standard terms and conditions shall apply to any Purchase Order issued as a result of this Request for Bid/Proposal, except where expressly stated otherwise in the RFP or in a written instrument covering this purchase signed by an authorized representative of the City and the Contractor, in a form approved by the City Attorney (a “Separate Contract”). If such a separate contract is executed it shall constitute the entire agreement and no other terms and conditions, whether oral or written, shall be effective or binding unless expressly agreed to in writing by the City.

If a Separate Contract is not executed, these Standard Terms and Conditions, the City’s request for proposals, the version of the vendor’s bid that was accepted by the City, and the City’s Purchase Order (if any) shall constitute a contract and will be the entire agreement.

Order of Precedence: If there is a conflict between this Section A and any terms in the vendor’s accepted bid or proposal, this Section A shall control unless the parties expressly agree to another order of precedence, in writing. If there is a conflict between this Section A and a Separate Contract, the terms and conditions of the Separate Contract shall control.

I. TERMS FOR SUBMISSION OF BIDS: The following section applies to the bid/selection process only.

3. This invitation for bids does not commit the City to award a contract, pay any costs incurred in preparation of bids, or to procure or contract for services or equipment. The City may require the bidder to participate in negotiation and to submit such additional price or technical or other revisions to his or her bids as may result from negotiation. The bidder shall be responsible for all costs incurred as part of his or her participation in the pre-award process.

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 are determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any offeror 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 rejections(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.

4. Addenda. Changes affecting the specifications will be made by addenda. Changes may include, or result in, a postponement in the bid due date. Bidders are required to complete the Bidder Response Sheet, acknowledging receipt of all parts of the bid, including all addenda.

5. Price Proposal. All bidders are required to identify the proposed manufacturer and model, and to indicate the proposed delivery time on the attached Proposal Form. Failure to do so may cause the bid to be considered not responsive. If desired, the bidder may include product literature and specifications. The price quoted will remain firm throughout each contract period. Any price increase proposed shall be submitted sixty (60) calendar days prior to subsequent contract periods and shall be limited to fully documented cost increases to the bidder which are demonstrated to be industry-wide.

6. Price Inclusion. The price quoted in any bid shall include all items of labor, materials, tools, equipment, and other costs necessary to ful ly complete the furnishing and delivery of equipment or services pursuant to the specifications attached thereof. Any items omitted from the specifications which are clearly necessary for the completion of the project shall be considered a portion of the specifications although not directly specified or called for in these specifications.

7. Pricing and Discount.

a. Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea., etc.) as stated on the bid/proposal or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. If an apparent mistake exists in the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

b. In determination of award, discounts for early payment will only be considered when all other conditions are equal. Early payment is defined as payment within fifteen (15) days providing the discount terms are deemed favorable. All payment terms must allow the option of Net 30.

8. F.O.B. Destination Freight Prepaid. Bid prices must include all handling, transportation and insurance charges. Failure to bid FOB Destination Freight Prepaid may disqualify your bid.

9. Award.

a. The City will have sole discretion as to the methodology used in making the award. Where none is specified, the award will be made to the lowest responsible bidder in compliance with the specifications and requirements of this solicitation.

b. The right is reserved to make a separate award of each item, group of items or all items, and to make an award in whole or in part, whichever is deemed in the best interest of the City.

10. Responsiveness and Responsibility. Award will be made to the responsible and responsive bidder whose bid is most advantageous to the City with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder’s conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested.

Responsibility is defined as the bidder’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into

Appendix A

STC 12.18.18.docx Page 2 account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The City reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the City, or has failed to perform faithfully any previous contract with the City. If requested, the bidder must present within five (5) working days evidence satisfactory to the City of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder’s ability to comply with the terms of this solicitation document.

11. Cancellation.

a. The City reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds.

b. In the event the Bidder shall default in any of the covenants, agreements, commitments, or conditions and any such default shall continue unremedied for a period of ten (10) days after written notice to the Bidder, the City may, at its option and in addition to all other rights and remedies which it may have, terminate the Agreement and all rights of the Bidder under the Agreement.

c. Failure to maintain the required certificates of insurance, permits, licenses and bonds will be cause for contract termination. If the Bidder fails to maintain and keep in force the insurance, if required, the City shall have the right to cancel and terminate the contract without notice.

II. CONDITIONS OF PURCHASE: The following section applies to purchases/contracts after the award. See Paragraphs 1 & 2 for applicability and order of precedence.

12. Specifications.

a. All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Exceptions taken to these specifications must be noted on your bid.

b. When specific manufacturer and model numbers are used, they are to establish a design, type, construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and the bidder/proposer is responsible for providing sufficient information to establish equivalency. The City shall be the sole judge of equivalency. Bidders are cautioned to avoid bidding alternates which do not meet specifications, which may result in rejection of their bid/proposal.

13. Regulatory Compliance.

a. Seller represents and warrants that the goods or services furnished hereunder, including all labels, packages, and container for said goods, comply with all applicable standards, rules and regulations in effect under the requirements of all Federal, State and local laws, rules and regulations as applicable, including the Occupational Safety and Health Act (OSHA), as amended, with respect to design, manufacture or use for their intended purpose of said goods or services. Seller shall furnish Material Safety Data Sheets (MSDS) whenever applicable.

b. If it is determined by the City that such standards are not met, the seller agrees to bear all costs required to meet the minimum standards as stated above for the equipment/products furnished under this contract.

14. Warranty. Unless otherwise specifically stated by the bidder, products shall be warranted against defects by the bidder for ninety (90) days from the date of receipt. If bidder or manufacturer offers warranty that exceeds 90 days, such warranty shall prevail.

15. Ownership of Printing Materials. All artwork, camera-ready copy, negative, dies, photos and similar materials used to produce a printing job shall become the property of the City.