Milwaukee County Department of Human Resources

Request for Proposal Number RFP-2026-004

Basic Life Insurance and Optional Life

Insurance Program RFP

Issued: May 5, 2026

Response Due Date: May 26, 2026, 5:00 PM Central Time

37Thttps://county.milwaukee.gov/EN/Admin-Services/Bids-and-RFPs37T https://county.milwaukee.gov/EN/Admin-Services/Bids-and-RFPs

RFP-2026-004

Basic Life Insurance and Optional Life Insurance Program RFP

2 | P a g e

CONTENTS

# Section Page

1 RFP Summary Sheet 3

2 Introduction 4

3 Scope of Work 8

4 Evaluation Criteria 9

5 Technical Proposal Content 10

6 Price Proposal Content 12

7 RFP Process 13

8 Attachments 32

3 | P a g e

1 RFP SUMMARY SHEET

Request for Proposal Title:

Request for Proposal Number: RFP-2026-004

RFP Issuing Office:

Procurement Division on behalf of

Department of Human Resources

RFP Issue Date: May 5, 2026

Optional Pre-proposal Conference:

Milwaukee County anticipates holding an optional pre-proposal conference via Teams for this solicitation. The specific date and time will be announced via Euna Procurement.

Deadline for Submission of Questions: May 15, 2026, 5:00 PM CT

Deadline for Submission of Confidential

Information Agreement with Minimum

Qualifications Acknowledgement:

May 19, 2026, 5:00 PM CT

Deadline for Proposal Submission: May 26, 2026, 5:00PM CT

Service Starting Date (Projected): January 1, 2027

Euna Procurement Portal: https://countymilwaukee.bonfirehub.com/opportunities/231296

Euna Procurement Technical Support:

https://bonfirehub.zendesk.com/hc or support@gobonfire.com

RFP Administrator:

Sara Torres

Sara.Torres@MilwaukeeCountyWI.gov https://countymilwaukee.bonfirehub.com/opportunities/231296 https://bonfirehub.zendesk.com/hc mailto:support@gobonfire.com

4 | P a g e

2 INTRODUCTION

Milwaukee County (“County”) is issuing this Request for Proposal (“RFP”) to solicit proposals from qualified and experienced firms to provide insurance coverage and full administrative services for the County’s Basic Life Insurance and Optional Life Insurance programs. The County intends to award a contract for an initial term of three (3) year term, with renewal options, to the Respondent selected through this RFP. Willis Towers Watson Midwest, Inc.(“WTW”) serves as Milwaukee County’s Broker of Record.

Respondents should use this written document, its attachments, and any addenda as the sole basis for their proposal response. Respondents must meet the qualifications described in Section 2.1 Minimum Qualifications and must be fully capable of providing the services described in Section 3: Scope of Work. The County will evaluate Proposals based on the criteria stated in Section 4: Evaluation Criteria.

2.1 MINIMUM QUALIFICATIONS

To qualify for this opportunity, Respondents must:

a. Possesses a financial rating equivalent to the following at the time of proposal submission:.

i. AM Best: A‑ or higher

ii. Moody’s: A3 or higher

iii. S&P: A‑ or higher

iv. Fitch: A‑ or higher

b. Be in good standing with the State of Wisconsin (and the State in which it is organized to do business) and qualified to provide the benefits and services in this RFP to clients within the

State of Wisconsin, including, but not limited to, licensing with the Wisconsin Department of

Insurance, for the benefits within the scope of this RFP.

c. Have ten (10) or more clients in excess of 5,000 lives for both Life and AD&D, with at least two

(2) being public sector entities within the past two (2) years.

d. Submit all the mandatory documents listed in Section 2.3.

e. Agree, if awarded, to enter a Contract with the County and comply with all terms and conditions required by state or local law, regulation, or ordinance; and agree that any subcontractors used to provide services will be contracted directly with the Respondent and that Respondent will be wholly responsible for the subcontracted vendor in performance of responsibilities under any awarded Contract.

The County considers any of the following to constitute non-Responsibility or non-Responsiveness:

a. Submission of incomplete or Alternative Proposals.

b. Submission of any Proposal that requires the County to contract directly with a third party other than the Respondent.

5 | P a g e

c. Disqualification or disbarment from participating in competitive solicitation by any other state, local, or federal government entity.

d. Failure to demonstrate the required experience.

e. Failure to provide any requested evidence of financial solvency.

The successful Respondent will be required to enter into an “Agreement” which includes the Milwaukee County terms and conditions in Attachment 5a. Exceptions to any terms and conditions in Attachment 5a must be explicitly noted in the proposal using the checklist forms provided in Attachment 5 - Exceptions. Lack of exceptions listed on the checklist forms shall be considered acceptance of all of the terms and conditions as presented in Attachment 5a.

The Human Resources Department may not accept any or all Respondent exceptions.

2.2 PROCESS

Section 7: RFP Process contains a detailed overview of the RFP process and important guidelines that all

Respondents should review.

Activities related to this RFP will be managed via a portal on the Euna platform (“Bonfire”) at the link provided on the

RFP Summary Sheet. The County will post all documents and communications about the RFP on Bonfire. As further described in Section 7, Respondents should use Bonfire to monitor communication about the RFP and to submit any clarifying questions to the County. Respondents are required to submit all Proposal materials via Bonfire.

2.3 PROPOSAL DOCUMENTS

Respondent’s overall Proposal will consist of a Technical Proposal Questionnaire referenced in Section 5: Technical

Proposal Content and a Price Proposal that addresses the questions in Section 6: Price Proposal Content.

In addition to the Technical Proposal Questionnaire and the Price Proposal, the following forms are required to be submitted as part of the Proposal response and are available on the Bonfire Portal:

• Preliminary Evaluation Questionnaire (Bonfire Template Q-29WY)

• Proprietary Information Disclosure Form o Redacted Proposal is required if proprietary information is identified on the Proprietary Information

Disclosure Form

• EEOC Compliance Form

• Sworn Statement of Respondent

• Exceptions Form

• Respondent Information Sheet

• Conflict of Interest Stipulation

• Certification regarding Debarment and Suspension

6 | P a g e

• Minimum Qualifications Acknowledgement

More detail about required documents can be found in Section 7.7: Submitting a Proposal.

2.4 INTRODUCTION TO MILWAUKEE COUNTY

Milwaukee County is governed by an elected County Executive and an 18-member elected County Board of

Supervisors. Other County elected officials include a Register of Deeds, Treasurer, Comptroller, County Clerk, Clerk of Courts, District Attorney and Sheriff, who, in conjunction with administration, provide a full range of associated governmental services, including but not limited to: law enforcement, in-patient mental health, transit services, highways, courts, corrections, official record keeping, parks and recreation, international airport operations, jail and juvenile detention, public assistance programs, and a world-famous zoo.

Advancing Racial Equity in Milwaukee County

The County’s vision is “By achieving racial equity, Milwaukee will be the healthiest County in Wisconsin.” In

May of 2019, the County became the first jurisdiction in the Country to declare racism a public health crisis.

As a governmental body, the County recognizes its power to make change at a systemic level, Milwaukee

County passed an ordinance, Milwaukee County Code of Ordinances (MCCO)- Chapter 108, Achieving Racial

& Health Equity, that commits itself to identify and address policies, practices, and power structures, whether intentionally or unintentionally, that work in favor of white people and create barriers for Black, Brown, Indigenous people, and people of color (BIPOC). MCCO-Chapter 18 ensures racial equity is a top priority of

Milwaukee County government and remains larger than any one government leader.

Core Principles:

o Institutionalizing racial equity within the County's mission, vision, values, and services is a top priority.

o Racism has been, is, and will continue to be, a public health crisis until race is no longer a predictor of quality or length of life in Milwaukee County.

o Equity involves trying to understand and give people what they need to enjoy full, healthy lives.

o Milwaukee County is committed to its county-wide goal to improving equitable service delivery and fostering an organizational culture of equity.

Milwaukee County seeks to achieve its vision by dismantling institutional racism in the organization and building up policies, practices, and a culture that ensures race no longer predicts health outcomes, and outcomes for everyone improve. The strategic focus areas include creating intentional inclusion, bridging the gap, and investing in equity.

In support of the County’s vision, it is requested that Contractors and vendor partners agree to collaborate with the County in working to achieve racial equity for our constituents and commit to improving racial equity within Milwaukee County.

For more information about Milwaukee County and its initiatives, mission, vision, and goals, please visit www.county.milwaukee.gov.

https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances?nodeId=MICOCOGEORVOII_CH108ACRAEQHE https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances?nodeId=MICOCOGEORVOII_CH108ACRAEQHE http://www.county.milwaukee.gov/

7 | P a g e

Introduction to the Procurement Division

The Procurement Division of the Department of Administrative Services is responsible for purchasing or contracting for supplies, materials, equipment and contractual services needed by County departments, agencies, and institutions. Procurement is authorized to develop standards, prepare specifications, sign and issue contracts and purchase orders, issue requests for proposals, and assist in the sale of surplus or obsolete supplies, materials, or equipment.

Introduction to the Human Resources Department

The Department of Human Resources recruits, hires and retains a culturally competent and diverse workforce to meet the needs of Milwaukee County. The department serves as a gateway for employees to have a rewarding career with Milwaukee County by providing equal access to employment opportunities, a comprehensive compensation package and an engaging work environment that promotes racial equity, collegiality, professional growth and career advancement.

3 SCOPE OF WORK

3.1 BACKGROUND

Milwaukee County seeks to partner with a vendor that can deliver responsive, high quality administration of its Basic

Life Insurance and Optional Life Insurance programs. The selected partner must align with the County’s overarching goal of providing efficient, customer focused, and equitable services that enhance the lives of both employees and the broader community.

Milwaukee County is one of the region’s largest and most diverse employers, with a workforce of more than 4,000 dedicated individuals across nearly 40 departments. Together, these departments deliver a broad range of essential services to nearly one million residents, reflecting the County’s commitment to equity, accountability, and high-quality public service.

As part of its commitment to maintaining a highly engaged, productive workforce, Milwaukee County offers an attractive and competitive benefits package designed to support the health, financial security, and overall well-being of employees and their families. The County’s benefits programs, including Basic Life Insurance for active employees and eligible retirees and Optional Life Insurance, play a critical role in ensuring financial protection for employees and their beneficiaries during times of loss.

Basic Life Insurance

Milwaukee County Employees are eligible for up to 1 times their annual salary (on record as of the end of the previous calendar year), rounded up to the next $1,000 in basic life insurance coverage. Milwaukee County provides the first $25,000 ($20,000 for select bargaining units) of that coverage. If basic life is elected, employees are responsible for the remainder of the coverage, at a rate of $0.47 per thousand dollars of covered income.

8 | P a g e

Milwaukee County Retirees who elected Life Insurance at the time of retirement can continue the policy they had in place as an active employee. The Retirees policy follows the age reduction schedule listed below:

Optional Life Insurance

This optional life program offers seven different coverage choices in amounts from one times an employee’s annual salary up to seven times their annual salary at favorable group rates. The amount selected for optional life coverage will be in addition to their basic life election of one times their annual salary of coverage.

Spouse Life Insurance

Spouse life insurance benefit provides a benefit to the employee and their family if the employee’s spouse should die while they are an active employee of Milwaukee County. The cost of this benefit is paid entirely by employee on an after-tax basis. Employees may elect coverage for their spouse in $10,000 increments. The maximum amount of coverage is $250,000.

Dependent Child Life Insurance

The dependent life insurance benefit provides a benefit to the employee and their family if their child(ren) should die while an active employee of Milwaukee County. The cost for this benefit is paid entirely by the employee on an after-tax basis.

Plan and Benefit Descriptions, and Historical Experience

Refer to the “Supporting Documentation” section in Euna Procurement for this solicitation, which includes Exhibit A -

Benefit Plan Certificate and Certificate Rider and Exhibit B - Milwaukee County Life Experience Reports.

Plan Year 2027 Rates and Benefits

The Department of Human Resources submits the rates and benefits for review and approval by the County Board of

Supervisors following approval by the Finance Committee.

No benefit or rate is deemed final and accepted until approved by the County Board of Supervisors.

9 | P a g e

3.2 GENERAL SCOPE OF WORK

The Respondent selected through this solicitation (the “Contractor”) shall provide the following:

• Basic Life Insurance for Active Employees and Eligible Retirees of Milwaukee County

• Optional Life Insurance

Milwaukee County will evaluate Respondents’ account management, administration, technology, reporting, and communication capabilities in conjunction with the financial aspects (fees, premiums, vendor credits, etc.) of their programs.

The Scope of Work includes the comprehensive administration of Milwaukee County’s benefit programs, including, but not limited to:

❑ Account Management

❑ Systems and Reporting

❑ Claims Administration and Payment

❑ Claims Intake and Communication Capabilities

Objectives & Scope of Services

For each of the benefits included in this RFP, Milwaukee County has the following objectives that it wants a selected vendor to fulfill, and it will be the vendor’s obligation to ensure that the work meets these objectives.

• Strong, dedicated and proactive account management team.

• Provide competitive pricing through a three-year (or longer) contract, supported by favorable contract terms and aggressive performance guarantees.

• Provide accurate, timely and responsive management of claims.

• Improve administrative process for Milwaukee County’s HR Benefits staff.

• Offer superior customer service to Milwaukee County’s covered population including a proactive, analytical approach to analyzing Milwaukee County’s claims experience.

• Partner effectively with Milwaukee County’s other business partners (e.g., pharmacy, disability, data warehouse) to bring and implement innovative solutions that enhance both the health and productivity of Milwaukee County’s workforce.

• Provide seamless and integrated delivery of all services including any services delivered through the use of subcontractors or partners.

• Provide state-of-the art technology for proactive management and decision support.

• Provide creative, proactive, and flexible solutions to managing Milwaukee County’s plan costs.

10 | P a g e

• Provide comprehensive management reporting to facilitate Milwaukee County’s analysis of its financial experience.

• Provide the necessary technical and administrative support for a smooth implementation.

• Provide vendor credits to offset the cost of the implementation for Milwaukee County.

This section of the page intentionally left blank.

11 | P a g e

4 EVALUATION CRITERIA

All Proposals will be evaluated based on the following criteria. The weights specify the percentage value for each criterion. Items with a P/F indicate that the criterion will be scored on a pass-fail basis.

Evaluation Area Criteria (Section Reference) Weight

Preliminary Evaluation

All Proposal Materials Provided (7.7.4; 7.9.1)

P/F

Minimum Qualifications Met (2.1)

P/F

Technical Proposal Evaluation

Experience (5)

5%

Administrative Services and Capabilities (5)

20%

Implementation and Account Management (5)

10%

Plan Design and Coverage Provisions (5)

25%

Price Proposal Evaluation

Price Proposal (6)

40%

TOTAL SCORE ___/100

12 | P a g e

5 TECHNICAL PROPOSAL CONTENT

Attachment 12 – Technical Proposal Questionnaire contains the questions that form the basis of the Technical

Proposal. Respondents must follow the guidelines outlined in Section 7.7.3: Technical Proposal Format. All responses should reflect current programs, organizational structure, and administrative systems, and demonstrate a clear understanding of the Scope of Work.

6 PRICE PROPOSAL CONTENT

Provide detailed pricing information for each of the following coverage types, consistent with the Scope of Work and in accordance with the format requirements outlined in Section 7.7.3: Price Proposal Format.

To receive the confidential active employees and retirees census data, Respondent must complete and sign

Attachment 10 –Minimum Qualifications Acknowledgement, and complete pages 1 and 2 of the Attachment 11 –

Confidentiality Information Agreement. Both documents must be submitted no later than May 19, 2026, at 5:00 PM

CT to Sara Torres at sara.torres@milwuakeecountywi.gov. Upon receipt, the unsigned Confidentiality Information

Agreement will be routed via DocuSign for execution. Once fully executed, the active employees and retirees census data will be provided within two (2) business days to the email address identified in the Confidentiality Information

Agreement.

• Basic Life Insurance

• Optional Life Insurance

• Optional Life Insurance – Spouse/Child

For each coverage type, include the following details:

• Number of Lives

• Covered Volume

• Rate per $1,000 of Coverage

• Total Monthly Premium

• Total Annual Premium

Pricing must be comprehensive and aligned with the services and requirements described in this RFP.

6.1 PRICING ASSUMPTIONS AND CERTIFICATIONS

1. What credibility factor was used in determining your rates for Milwaukee County?

2. What tolerable loss ratio was used in determining your rates for Milwaukee County?

mailto:sara.torres@milwuakeecountywi.gov

13 | P a g e

3. Do any of the proposed Life plan designs require the use of Pooling in your subsequent renewal calculations? If so, is there any flexibility in the selection of the Pooling Point? How are Pooling Charges calculated?

4. Confirm your proposed supplemental life rates do not straddle Table I.

5. Confirm that all employer-paid coverages are priced on a stand-alone basis without any financial support or subsidization from the employee-paid coverages.

6. Confirm that your quote is net of commissions.

7. Provide a summary of your current conversion and portability charges that are applied to the employer's claim experience.

8. Confirm that all future renewals will be provided at a minimum of nine (9) months in advance of the renewal effective date. (No later than 4/1 of the year prior, assuming a 1/1 anniversary date).

9. Describe any caveats that apply to your pricing/quote and do not refer to an attachment. Failure to list any caveats here constitutes your agreement to all terms of the RFP Instructions.

6.2 PRICE PROPOSAL NARRATIVE AND DISCLOSURES (OPTIONAL)

If applicable, provide a brief narrative in support of the Price Proposal. In this section, Respondent must list and describe any special assumptions, conditions, or constraints (including involvement of County staff) relative to, or which impact, the pricing presented. Assumptions, conditions and constraints are subject to County approval. All costs must be identified and included in the Price Proposal.

14 | P a g e

7 RFP PROCESS

7.1 DEFINITIONS

Term Definition

Agreement/Contract

Agreement/Contract are used interchangeably throughout the RFP. Both refer to the subsequent service Agreement that will result from this RFP between County and awarded Contractor.

Alternative Proposal

Alternative Proposal means a Proposal which does not meet the requirements of the scope of work, but which offers alternatives for consideration, or which contains substantive variations to the basic provisions, specifications, term, or conditions of the solicitation.

Euna / Euna Procurement

Euna / Euna Procurement are used interchangeably throughout the RFP. Both refer to

Milwaukee County’s Euna Procurement located at

37Thttps://countymilwaukee.bonfirehub.com/projects37T.

Euna Procurement is used as the sole method of communication under this RFP and will provide RFP details, addenda, the ability to ask questions, and other RFP

Administration functions.

Contractor Contractor means the Respondent selected through this RFP process and formally awarded a Contract.

County

County means Milwaukee County, a municipal body corporate located in the State of

Wisconsin, and all the Divisions and Departments thereof. For purposes of this RFP, Milwaukee County is represented by its Procurement Division of the Department of

Administrative Services, acting on behalf of its Department of Human Resources

Errors Errors are defined as mistakes or inaccuracies made in the RFP document and/or other official correspondence from Milwaukee County regarding this solicitation.

MCCO

MCCO means the Milwaukee County Code of Ordinances, accessible at https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances

Minor Irregularities

Minor Irregularities are irregularities that have no adverse effect on the outcome of the selection process, and which do not give any Respondent an advantage or benefit not afforded to other Respondents.

https://countymilwaukee.bonfirehub.com/projects https://library.municode.com/wi/milwaukee_county/codes/code_of_ordinances

15 | P a g e

Omissions Omissions are defined as any failure of Milwaukee County to provide complete information or instructions in the RFP document or other official correspondence.

Proposal Proposal means the Respondent’s materials submitted in response to the RFP, including all requested information listed in all Attachments.

Respondent Respondent means any offering vendor / supplier who prepares or submits a

Proposal.

Responsible Vendor /

Responsible

Responsible Vendor / Responsible means any person or firm that has the capacity, in all respects, to fully perform the Contract requirements with integrity and reliability;

or a Proposal demonstrating such capacity.

Responsive Vendor /

Responsive

Responsive Vendor / Responsive means any person or firm that has submitted a complete Proposal in response to this RFP document and has demonstrated in that

Proposal an understanding of the Scope of Work; or a Proposal meeting such requirements.

Scope of Work

Scope of Work means a document or section of this RFP that describes the outcome or result sought by the purchasing entity. The SOW seeks a functional solution based on and measured by performance standards rather than specific specifications.

Solicitation

Solicitation means a method of procurement used by public procurement officials to procure goods and services in a fair, open, and transparent manner. For purposes of this RFP, “solicitation” shall mean this RFP document and all related procurement activities.

Substantially Similar

Service

Substantially similar service means one that can be reasonably compared to the requested service through identifiable measurements such as number of clients served, type and size of facility served, type of product provided, type of service provided, geographical area served, type of client or user served, industry area served, etc.

WTW

Willis Towers Watson Midwest, Inc.(“WTW”) located is Milwaukee County’s Broker of Record and benefits advisor.

7.2 COMMUNICATION WITH THE COUNTY

Following public posting of the RFP, all communications between Milwaukee County and any interested Respondent must follow the guidelines of this section.

16 | P a g e

All contact between any potential Respondent and Milwaukee County must be conducted through the RFP

Administrator identified on the RFP Summary Sheet, except in the case of inquiries about the County’s Targeted

Business Enterprise program which may be directed to The Office of Economic Inclusion as noted in Section 7.6.6.

Respondents are not permitted to contact any employee, elected official, agent, consultant, or representative of

Milwaukee County regarding this RFP without the RFP Administrator’s prior written consent. Communication initiated by a Respondent or a Respondent’s agent or representative to any County employee, official, agent, consultant, or representative prior to the time of any award is prohibited, unless made at the explicit direction of the RFP

Administrator.

Respondents in current business relationships with Milwaukee County are required to disclose such relationships to the RFP Administrator in writing. Respondents providing service to Milwaukee County are permitted to discuss the existing service and business relationship with their contact(s) at Milwaukee County. Respondents are expressly prohibited from discussing any details of this RFP, their Proposals, or other information related to the Request with their contact(s) at Milwaukee County.

Any unauthorized communication between a Respondent and an employee, official, agent, consultant, or representative of the County may constitute grounds for rejection or elimination of a Proposal from further consideration, at the sole discretion of the County.

Names and identities of individuals on the Evaluation Committee are confidential and will not be disclosed at any time during or after the solicitation process. Direct contact between the Respondent and any member of the

Evaluation Committee regarding this RFP is forbidden and will result in immediate rejection of the Respondent’s

Proposal.

7.3 REQUESTING ACCOMMODATIONS

ADA Accommodations

Upon request, DAS-Procurement will provide reasonable accommodations, including the provision of informational material in alternative format, for qualified individuals with disabilities. If a Respondent needs accommodations, that Respondent should contact the RFP Administrator.

7.4 RESPONDENT’S OBLIGATIONS.

Comprehension

Respondents are responsible for reading and ensuring they understand all information in this Request for

Proposals prior to submitting a Proposal. Respondents are responsible for ensuring they fully comprehend all requirements associated with the Scope of Work, Specifications, and any Contract. The provisions of this

RFP and the winning Respondent’s Proposal will become contractual obligations. A winning Respondent who fails to fully read and understand the requirements in this RFP is still required to provide all services necessary and required to carry out the intent of the resulting Contract, without additional costs to the

17 | P a g e

County. Failure or refusal of the winning Respondent to accept these obligations in a contractual agreement may result in cancellation of the award.

Monitoring of Euna Procurement

All addendums are acknowledged by the Respondent’s submission of Attachment 4: Sworn Statement of

Respondent form, and submission of the form constitutes a waiver of appeal or administrative review rights based on ambiguity, error, omission, or other deficiency in the document(s).

Respondents are responsible for monitoring the RFP’s Project Board on the Euna Procurement portal for any changes or modifications to the RFP does not relieve the Respondent of its obligation to fulfill the requirements as posted.

Questions

If a Respondent has questions about the materials provided in this document, or if a Respondent discovers an error, apparent conflict, or omission in this document, the Respondent is responsible for raising the question or bringing the error, conflict, or omission to the attention of the RFP Administrator. Respondents must follow the procedure in Section 7.6.3: Asking Questions to ask any clarifying questions prior to submission of their Proposals.

Incurred Expenses

Respondents are solely responsible for any cost or expense incurred in preparing and submitting a Proposal, including costs related to attending meetings and evaluations of Proposals prior to execution of the

Contract. Respondents are solely responsible for legal fees for work performed or representation by

Respondent’s legal counsel and/or for any costs pertaining to an appeal or administrative review process during all phases of the RFP process and prior to County Board and County Executive approval of a Contract award.

Firm Commitment, Availability, Proposal Validity

Respondents are responsible for maintaining availability of service as set forth in their Proposals for the anticipated service starting date provided in the RFP Summary Sheet. Respondents are expected to perform planning and implementation activities prior to commencement of any Contract. Milwaukee County will not reimburse for these costs.

Public Records Requirements Milwaukee County is required by law to respond to all Freedom of Information Act (“FOIA”) requests and must comply with the requirements of Wisconsin’s public records law, including Section 19.36(3) of the Wisconsin

Statutes. As such, County must make any records Respondent produces or collects under this Agreement available to the same extent as if the record were maintained by County. Respondent shall assist County in complying with any statutorily sufficient request for such records. Respondent must clearly mark any records that Respondent believes are exempt from Wisconsin’s public records law as such. County will provide

Respondent with five (5) business days’ notice before releasing any records that County determines to be disclosable, which Respondent marked as exempt from disclosure. Respondent shall indemnify County as to any action brought under Wisconsin’s public records law due to any of the following: (i) Respondent’s failure

18 | P a g e to maintain potentially responsive records for a period of three (3) years; (ii) Respondent’s failure to assist in producing responsive records; or (iii) Respondent’s assertion of any privilege or exemption to disclosing such records.

By submitting a Proposal, Respondent acknowledges that information provided in its proposal responses and any other information submitted constitutes a “record” for purposes of Wis. Stat. §19.21, et. seq.

For Respondents awarded a contract, the application material submitted is placed in a master file that becomes part of the contract with the County. Successful Proposal materials become public information and are subject to the Open Records Law only after the procurement process is completed. Contract drafts and information become subject to the Open Records Law after a contract is fully executed. Prior to the issuance of Notice of Intent to Award and the full execution of any resulting Contract, Proposal materials and contract documents are considered "drafts" and are not subject to the Open Records Law except to appellant(s) to the award, subject to the proprietary information restriction as detailed below.

In complying with FOIA and Open Records requests, the County presumes the right “of complete public access, consistent with the conduct of government business.” Denial of access is considered contrary to the public interest and is only supported in exceptional instances.

Respondents agree, by submitting Proposals in response to this RFP and by entering into any Contract as a result of an award under this RFP, that they shall be obligated to assist the County in retaining and timely producing records that are subject to the Wisconsin Public Records Law upon any statutory request having been made, and that any failure to do so shall constitute a material breach of any Contract, whereupon the

Respondent shall then and in such event be obligated to indemnify, defend and hold the County harmless from liability under the Wisconsin Public Records Law occasioned by such breach. Except as otherwise authorized by the County in writing, records that are subject to the Wisconsin Public Records Law shall be maintained for a period of three years after receipt of final payment under any Contract.

Any materials submitted by the Respondent in response to this Request for Proposal that the Respondent considers to be:

• confidential and proprietary information; and

• which Respondent believes qualify as trade secret(s) as provided in s. 19.36(5), Wis. Stats; or

• material which can be kept confidential under the Wisconsin public record law, must be identified in Attachment 1: Proprietary Information Disclosure Form.

If the Respondent designates any such information as confidential, it must upload a version of its Proposal with all designated identified information redacted. Confidential information must be labeled as such.

Pricing always becomes public information and therefore cannot be kept confidential.

Any other requests for confidentiality MUST be justified in writing on the form provided and included in the

Proposal submitted. Milwaukee County has the sole right to determine whether designations made by a

Respondent qualify as trade secrets under the Wisconsin public records law.

19 | P a g e

Permits and Licenses

Respondent and associated employees performing services under this RFP, at the time of Proposal submission and during the term of any awarded Contract, must possess and maintain the required licenses and permits required to provide services.

Any reprimand, disciplinary action or investigation carried out against Contractor or its employees by any agency issuing permits and licenses required to provide the services must be reported to Milwaukee County within 48 hours of notification by the issuing agency.

Federal, State, and Local Regulations

Respondents are required and agree to comply with all applicable Federal, State and Local laws and regulations throughout the course of the solicitation process, and during the term of any awarded agreement, including, but not limited to, the regulations listed in this RFP. Following award, the successful Respondent will be required to enter and maintain a Contract with Milwaukee County that complies with all Federal, State, and local, health, accessibility, environmental and safety laws, regulations, standards and ordinances.

7.5 COUNTY’S RIGHTS

All information in this RFP, including information in any addenda, was developed from the best available sources at the time the document was created. Milwaukee County makes no representation, warranty or guarantee as to the accuracy of such information.

The County may clarify or revise any part of this RFP at its discretion. When a clarification or revision is made, the

County will post written amendments to the RFP’s Project Board on the Euna Procurement website. It is the responsibility of Respondents to check the website for any amendments prior to the RFP submission date.

Milwaukee County reserves the right to:

a. Waive minor irregularities in Proposals.

b. Waive any requirements that are not material.

c. Delete or modify any part of the Scope of Work (“SOW”) at any time during the RFP process.

d. Make an award under the RFP in whole or in part and change any scheduled dates.

e. Use ideas presented in reply to this RFP, notwithstanding selection or rejection of Proposals.

f. Make changes to, withdraw, cancel, or re-publish this RFP at any time.

g. Reject any Proposal received, or reject all Proposals received, if deemed appropriate and in the best interests of the County.

h. Negotiate the terms and conditions of any awarded Contract with any selected Respondent, at its option.

i. Proceed with Contract negotiations with other Responsive, Responsible, high-scoring Respondents, should contract negotiations with the winning Respondent be unsuccessful.

20 | P a g e

Public Records and Information Release

All materials submitted become the property of Milwaukee County and may be subject to public records requests as outlined in Section 7.4.6: Public Records Requirements. Any restriction on the use of data contained within a request must be clearly stated in the Proposal itself. Proprietary information submitted in any Proposal will be handled in accordance with applicable Milwaukee County Ordinances, State of

Wisconsin procurement regulations, and the Wisconsin public records law. Proprietary restrictions are typically not accepted. However, when accepted, it is the Respondent’s responsibility to defend the determination in the event of an appeal or litigation.

Disclosure and Use of Information Before Award

Provisions of MCCO Chapter 32.47 apply to the release of information. Chapter 32.47 governs disclosure and use of information before award. After receipt of Proposals, none of the information contained in them or concerning the number or identity of Respondents shall be made available to the public or to anyone in county government. During the pre-award or pre-acceptance period of a negotiated procurement, only the

Procurement Director or his or her designee(s), RFP Administrator, or members of the Evaluation Committee shall transmit technical or other information and conduct discussions with Respondents.

Information shall not be furnished to a Respondent if, alone or together with other information, it may afford the Respondent an advantage over others. However, general information that is not prejudicial to others may be furnished upon request, following Section 7.6.3: Asking Questions and Section 7.4.6: Public Records

Requirements. Respondents may place restrictions on the disclosure and use of data in Proposals, following

Section 7.4.6: Public Records Requirements and Attachment 1: Proprietary Information Disclosure Form.

The Procurement Director, RFP Administrator, and/or Evaluation Committee shall not exclude Proposals from consideration merely because they restrict disclosure and use of data, nor shall they be prejudiced by that restriction. The portions of the Proposal that are restricted (except for information that is also obtained from another source without restriction, or information required to be disclosed to County auditors) shall be used only for evaluation and shall not be disclosed outside the County without the permission of the Respondent.

Intellectual Property Restrictions in Proposals

Data contained in a Request for Proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of Milwaukee County.

Additional Information Requests

Milwaukee County may, at any time during the procurement process, request and/or require additional disclosures, acknowledgments, and/or warranties, relating to, without limitation, confidentiality, EEOC compliance, collusion, disbarment, and/or conflict of interest.

21 | P a g e

7.6 PREPARING A RESPONSE

The following section provides important instructions and information a Respondent will need to successfully prepare a Proposal in response to this solicitation. Respondents should read each section carefully and ensure they understand and can comply with any requirements.

Multiple Proposals from a single Respondent are not permitted. Alternative Proposals are not permitted.

Writing a Technical Proposal

Technical Proposals must convey an understanding of the Scope of Work. The Respondent should offer a solution to the objectives, problem, or need specified in the RFP, and define how it intends to meet or exceed the RFP requirements.

Technical Proposals should:

a. Be accurate, complete, and clear.

b. Answer questions directly and as succinctly as possible.

c. Focus specifically on Milwaukee County and the Scope of Work.

d. Include only those exhibits, attachments, and/or images that are clearly relevant to the question asked.

e. Demonstrate why the Respondent’s solution or product is superior to competitors’ and why the solution or product represents the best value to Milwaukee County.

f. Answer all questions asked in Section 5: Technical Proposal Content.

g. Follow formatting instructions provided in Section 7.7.3: Technical Proposal Format.

Technical Proposals should not:

a. Rely on technical jargon or industry buzzwords.

b. Rely excessively on attachments, presentations, or other documentation secondary to the

Respondent’s direct answers to the questions asked in Section 5: Technical Proposal Content.

c. Include marketing materials.

d. Provide non-specific responses, repetitive information, or unnecessary filler.

e. Include information that is not pertinent to Milwaukee County and/or the Scope of Work.

Writing a Price Proposal

Price Proposals must provide pricing appropriate to the Scope of Work. When writing a Price Proposal, Respondents should:

a. Be accurate, complete, and clear.

b. Include all pricing and cost information necessary to complete the Scope of Work.

c. Answer all questions asked in Section 6: Price Proposal Content.

d. Follow formatting instructions provided in Section 7.7.3: Price Proposal Format.

Price Proposals should not:

a. Include unclear, undefined, or confusing pricing

b. Include caveats to pricing that require County action or inaction

22 | P a g e

c. Include assumptions or contingencies not clearly identified in writing

Asking Questions

Respondents may submit questions regarding this RFP. Questions should be submitted using the

“Opportunity Q&A” function under the “Messages” tab of the Euna Procurement portal.

All questions, along with County answers, will be posted to the Euna website. The County will post answers as they become available, either on a rolling basis or in a single response. Only the County’s final written answers to questions submitted following the procedure laid out in this section are considered to be modifications or qualifications to the terms of the solicitation.

The deadline for submission of questions for this opportunity is identified on the RFP Summary Sheet. After this deadline, Respondents will no longer be permitted to send messages with questions on the Euna

Procurement portal. Respondents may still contact the RFP Administrator after the deadline, but questions will be limited to process or technical questions, in the discretion of the RFP Administrator.

The RFP Administrator is the sole point of contact during this process. The submission of questions to any other employee, agent, or subcontractor of Milwaukee County is prohibited and may be grounds for disqualification under this RFP (see Section 7.2: Communication with the County).

Identifying Ambiguities, Errors, and Omissions

If a Respondent discovers any significant ambiguity, error, omission or other deficiency in the RFP document, the Respondent should immediately notify the RFP Administrator in writing by posting a Question on the

RFP’s Euna Procurement Portal as outlined in Section 7.6.3: Asking Questions.

The failure of a Respondent to notify the RFP Administrator of an ambiguity, error, omission, or other deficiency prior to submission of its Proposal constitutes a waiver of appeal or administrative review rights based upon any such ambiguity, error, omission, or other deficiency in the RFP document.

Requesting Exceptions to RFP Terms

Respondents must review the RFP in its entirety. If Respondent takes any exceptions to the requirements defined in the RFP, such exceptions must be documented on Attachment 5: Exceptions Form and uploaded with the Proposal. Respondents must cite the paragraph or section, the exception taken, and state alternate language acceptable to the Respondent. Alternative language is subject to County approval. All exceptions must be included with the Proposal. Exceptions taken following submission of a Proposal will not be considered. Material exceptions taken following submission of a Proposal may be cause for a finding of non-Responsiveness of the Respondent, and removal from consideration for this opportunity.

Targeted Business Enterprise (TBE) Utilization Requirements

There is no Targeted Business Enterprise participation requirement for this project.

23 | P a g e

Complying with Applicable County Policies Respondents are required to comply with Milwaukee County policies and programs applicable to the commodities or services requested by this solicitation. Compliance with the following policies may be included in any awarded contract as contractual obligations. Respondents should carefully read the requirements of each policy or program and ensure they are able to meet all requirements prior to submission of a Proposal.

Non-Discrimination, Equal Employment Opportunity, and Affirmative Action In addition to its policy regarding racial equity, Milwaukee County requires all contractors providing services or commodities to County departments or divisions to agree to support non-discrimination, equal employment opportunity, and affirmative action programs. All Respondents shall complete and submit

Attachment 2: EEOC Compliance Form.

Respondents shall not discriminate against any employee or applicant for employment because of race, color, national origin or ancestry, age, sex, sexual orientation, gender identity and gender expression, disability, marital status, family status, lawful source of income, or status as a victim of domestic abuse, sexual assault or stalking, which 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 apprenticeships. If awarded the Contract, Respondent will post in conspicuous places, available for employment, notices to be provided by the County setting forth the provisions of the nondiscriminatory clause.

A violation of this provision shall be sufficient cause for the County to terminate the Contract without liability for the uncompleted portion or for any materials or services purchased or paid for by the Respondent for use in completing the Contract.

The Respondent agrees that it will strive to implement the principles of equal employment opportunities through an effective affirmative action program, and will so certify prior to the award of the Contract, which program shall have as its objective to increase the utilization of women, minorities and handicapped persons, and other protected groups, at all levels of employment in all divisions of the Respondent’s workforce, where these groups may have been previously under-utilized and under-represented. The Respondent also agrees that in the event of any disputes to compliance with the aforestated requirements, it shall be his/her responsibility to show that he/she has met all such requirements.

Responsible Vendor Policy

Milwaukee County recognizes that superior service requires that the Respondent hires well-trained and dedicated staff to provide the services under this RFP. The Respondent must ensure availability of qualified staff, avoid labor disruption and costly employee turnover, treat workers fairly, and abide by applicable labor laws.

The County supports the development of a healthy business environment through the responsible management and treatment of employees, adherence to federal, state, and local laws, and appropriate workplace safety procedures. Therefore, the County of Milwaukee maintains the following requirement:

Contractor shall abide by all applicable local, state and federal laws. Contractor shall at all times maintain safe and healthy working conditions and abide by all applicable wage and hour

24 | P a g e regulations and prohibitions against child labor. Contractor shall ensure its employees’ working conditions conform to the standards set by the Federal OSHA. Contractor shall, on request, provide to the County with a report on their compliance. The County recognizes the right of an employee to self-organization and the right to form, join, or assist labor organizations to bargain collectively through representatives of their own choosing, and to engage in lawful, concerted activities for the purpose of collective bargaining or other mutual aid or protection and, conversely, the right of such employees to refrain from any or all such activities. All Respondents shall provide working conditions for services of a similar character in a similar locality in which the services are performed.

Policy Regarding the Non-Interest of County Employees and Officials County officials, employees, representatives, officers, and/or agents are bound by Chapter 9 of the Milwaukee County Code of General Ordinances, Code of Ethics.

No County official, employee, or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the Proposal or Contract, nor shall they exercise any undue influence in the awarding of the Contract.

No County employee, officer, or agent shall participate in the selection, award, or administration of a Contract if a conflict of interest, real or apparent, would be involved.

During the period of any Contract awarded as a result of this RFP, the Contractor shall not hire, retain or utilize for compensation any member, officer, or employee of County or any person who, to the knowledge of the Contractor, has a conflict of interest.

Code of Ethics

Respondents shall strictly adhere to…