13-RFP-2025-033 Exterior Window Cleaning - Airport.pdf

Milwaukee Mitchell International Airport (“MKE”)

Request for Proposal Number RFP-2025-033

Exterior Window Cleaning - Airport

Issued: September 18, 2025

Response Due Date: October 30, 2025, 4:00 PM Central Time

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

RFP-2025-033

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CONTENTS

# Section Page

1 RFP Summary Sheet 3

2 Introduction 4

3 Scope of Work 8

4 Evaluation Criteria 13

5 Technical Proposal Content 14

6 Price Proposal Content 16

7 RFP Process 17

8 Attachments and Exhibits 38

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1 RFP SUMMARY SHEET

Request for Proposal Title: Exterior Window Cleaning - Airport

Request for Proposal Number: RFP-2025-033

RFP Issuing Office:

Procurement Division on behalf of

Milwaukee Mitchell International Airport (“MKE”)

RFP Issue Date: September 18, 2025

Date and Location of

Pre-Proposal Conference and Mandatory Site Tour:

Pre-Proposal Conference

October 6, 2025, 1:00 – 1:45 PM Central Time

Location: Virtual Meeting via Microsoft Teams

Link to meeting: Join the meeting now

Mandatory Site Tour

October 10, 2025, 8:30 AM Central Time

Starting Location: MKE Main Terminal, Maitland Conference Room

Deadline for Receipt of Questions: October 17, 2025, 4:00 PM Central Time

RFP Proposal Receipt Deadline: October 30, 2025, 4:00 PM Central Time

Service Starting Date (Projected): 2026

Euna Procurement Portal: https://countymilwaukee.bonfirehub.com/opportunities/200905

Euna Procurement Technical Support:

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

RFP Administrator:

Sara Torres

Sara.Torres@MilwaukeeCountyWI.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODg0YTY1ZjMtOWMxMC00ZWIzLWI2MzgtMGYyN2QzMGRkYmNm%40thread.v2/0?context=%7b%22Tid%22%3a%22ab0c01f6-19e5-4e29-9dab-4d03f82b6495%22%2c%22Oid%22%3a%225b831a86-042e-4672-878b-e4f0a396eeb6%22%7d https://countymilwaukee.bonfirehub.com/opportunities/200905 https://bonfirehub.zendesk.com/hc mailto:support@gobonfire.com

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2 INTRODUCTION

Milwaukee County (“County”) invites responses to this Request for Proposal (“RFP”) from qualified, experienced firms to perform exterior window cleaning at Milwaukee Mitchell International Airport (“MKE” or “Airport” ). This document outlines the requirements, evaluation criteria, rules and submission instructions for the RFP. Milwaukee

County intends to award a one-year contract with up to four optional one-year renewal terms to the winning

Respondent under this solicitation.

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. Demonstrate at least three (3) to five (5) years of continuous, documented experience in providing commercial window cleaning.

b. Demonstrate maintaining an OSHA and ANSI compliant safety training program.

c. Attend the mandatory RFP Site Tour.

d. 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.

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.

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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 Procurement platform (“Euna”) at the link provided on the RFP Summary Sheet. The County will post all documents and communications about the RFP on Euna.

As further described in Section 7, Respondents should use Euna to monitor communications about the RFP and to submit any clarifying questions to the County. Respondents are required to submit all Proposal materials via Euna.

2.3 PROPOSAL DOCUMENTS

Respondent’s overall Proposal will consist of a Technical Proposal that addresses the questions in Section 5:

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

In addition to above, the following forms are required to be submitted as part of the Proposal response and are available on the Euna Procurement Portal:

• Preliminary Evaluation Questionnaire (Template Q-01JU)

• 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

• Vendor Information Sheet

• Conflict of Interest Stipulation

• Certification regarding Debarment and Suspension

More detail about required documents can be found in Section 7.8: Submitting a Proposal.

2.4 INTRODUCTION TO MILWAUKEE COUNTY

The 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.

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The County is a Midwestern hub for business, travel, industry, recreation, and culture. A strong sense of community makes Milwaukee County a great place to live, work, and raise a family.

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).

Core Principles:

o MCCO-Chapter 18 ensures racial equity is a top priority of Milwaukee County government and remains larger than any one government leader.

o Institutionalization of racial equity in the County's mission, vision, values, and services are of the utmost 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 has a county-wide goal to improve equitable service delivery and develop 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 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.

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 http://www.county.milwaukee.gov/

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Works in the sale of surplus or obsolete supplies, materials, or equipment.

Introduction to Office of Economic Inclusion

The Office of Economic Inclusion (OEI), a Division of the Department of Administrative Services, is responsible for monitoring and enforcing Milwaukee County Target Enterprise (MCTE) Ordinance for inclusion of small or disadvantaged businesses. Target firms include DBE firms certified under the

Wisconsin Unified Certification Program following Federal regulations, WBE and MBE certifications from the

State of Wisconsin DOA, SBE firms certified by Milwaukee County, and SBE firms meeting SBA size standards and listed in the SAM directory.

OEI is Milwaukee County’s certifying body for Disadvantaged Business Enterprises (DBE), Airport Concession

Disadvantage Business Enterprises (ACDBE) and Small Business Enterprises (SBE). Milwaukee County has set DBE and ACDBE goals for all U.S. DOT-funded projects.

Introduction to the Airport Division

Milwaukee County owns and operates through its Department of Transportation two airports, Milwaukee

Mitchell International Airport and Timmerman Airport. Milwaukee Mitchell International Airport (“MKE”) is a medium-hub, primary commercial service airport and the largest airport in Wisconsin covering 2,180 acres with five runways.

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3 SCOPE OF WORK

OVERVIEW

The winning Respondent to this RFP (“Contractor”) will provide exterior glass and related surface cleaning, including window, glass door, aluminum frames, sash and other trim, for buildings at Milwaukee Mitchell

International Airport (“MKE”). Surfaces to be cleaned will not include interior surfaces or surfaces in leased spaces.

Unless otherwise noted, cleaning will include Ground‐Level Windows (all exterior windows and related surfaces with bottom sill heights from 0’ up to and including 14’ above finished grade) and Elevated-Level Windows (all exterior windows with bottom sill heights greater than 14’ above finished grade).

Buildings/areas included in the Scope of Work are:

• Terminal Building

• Airport Administration Building

• C Concourse

• D Concourse

• Pickup/Transit Area (between Terminal Building and Parking Structure)

• Ticketing and baggage claim

• Parking Structure

• International Arrivals Building

• Parking Administration Building

• Airport Boiler Building at 5300 South Howell Avenue

• South Shop Maintenance Facility at 5800 South Howell Avenue

Exhibit A-1: Cleanable Areas contains detailed information about cleanable areas, including square footage and cleaning frequency for each area. Some Cleanable Areas are located in secure areas of the Airport.

MKE shall have sole authority and discretion to determine what service work will be performed. It is solely MKE's decision and within its sole discretion to determine whether or not work is to be performed under this Service

Agreement or whether the work will be awarded and performed under some other method.

WORK GUIDELINES

Contractor shall comply with the following:

1. Perform work in a careful, neat manner with minimal interference with the public and airport personnel. Comply with applicable OSHA regulations.

2. Complete work in one area as a continuous operation. Do not start work that cannot be completed in a timely manner.

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3. Coordinate with MKE to schedule work during times when it will not interfere with terminal pedestrian or automotive traffic. Work shall not interfere with MKE’s operation.

4. Notify the designated MKE representative at least 24 hours prior to mobilization, and upon arrival each day report to that representative—identifying the specific areas and scope of work to be performed.

5. Furnish labor, equipment (including specialized equipment such as aerial lifts, water-fed poles etc.), materials, tools, supplies and necessary safety equipment, including barriers, to perform the work required as directed by MKE.

Use products that are non-injurious to surfaces being cleaned and the environment.

6. Provide additional scrubbing and cleaning required to completely remove all built-up dirt and film on all windows and surfaces as a result of the airplane engine exhaust and other airborne particles that will accumulate on the windows and surfaces. All cleaned surfaces shall be free of dust, grime streaks, other substances or moisture and shall not be cloudy or spotted.

7. Clean and wipe dry interior and exterior aluminum window frames, sash and trim when washing related window.

Cleaning includes washing all visible debris around inside sills and ledges of surfaces, and leaving no visible streaks on any surfaces.

8. Contractor shall be responsible for cleaning of work site and removal of any litter or debris left as a result of providing cleaning services.

9. Contractor shall designate a representative who will be responsible for overseeing all Work and will be available to report to MKE as requested and authorized to take immediate actions in response to MKE requests.

10. MKE will have the right to require that the Contractor dismiss from the premises any Contractor employee whose work quality or conduct is determined by MKE to be of poor quality, improper, inappropriate or offensive. MKE will not pay for any additional cost for required employee actions or dismissals.

11. Work shall proceed only per MKE approved work schedule. MKE will not pay for additional costs that may be necessary to meet the required Work schedule.

12. Non-contractor personnel and minors shall not be permitted on the job premises.

13. Contractor shall protect MKE’s operation, public, and property when performing work. If cleaning requires removing and replacing articles or property, Contractor shall first obtain MKE approval. Cleaning work shall not be considered complete until property is replaced as directed by MKE.

14. Damages caused by Contractor shall be immediately brought to the attention of MKE. Contractor shall pay costs to repair damage or MKE may deduct cost of repairs from Contractor’s invoice.

15. Contractor shall maintain a supply of maintenance chemicals, detergents, and cleansers in the Milwaukee area office and the equipment and tools to perform the maintenance cleaning work.

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16. Contractor shall specify chemicals used are environmentally safe, biodegradable, with low VOC emissivity and phosphate free. Contractor shall maintain a file of MSDS sheets for substances used and provide such sheets to

MKE.

WINDOW CLEANING SCHEDULE

Contractor shall submit a detailed monthly cleaning schedule to the designated MKE representative—identifying all anticipated window-cleaning activities for the upcoming month, including specific dates, times, and areas to be serviced. This schedule must be delivered for County review and approval no later than ten (10) business days before the first day of each month. Contractor shall also update MKE throughout the month on any schedule changes that result from weather or other unforeseen events.

Some work may be required to be completed off hours. The most likely off hours work required will be in ticketing and baggage areas where blocking traffic is required. No additional compensation for off-hours work is authorized.

NOTIFICATION WHEN ON SITE

Without exception, Contractor shall notify the designated MKE representative at least 24 hours prior to mobilization, and upon arrival each day report to that representative—identifying the specific areas and scope of work to be performed.

CHANGES

MKE reserves the right to make changes to the cleaning areas or schedule at any time and will, where possible, provide 30 days’ notice for any changes.

ACCEPTANCE OF WORK

Payment will be based on acceptance of completed work by MKE. Services not performed in accordance with this

Scope of Work will not be considered accepted or eligible for payment.

Immediately following cleaning, there shall be no visible streaks, dirt build-up, smudges, smears, drips, spots or other indications that work is incomplete or unsatisfactory. Contractor shall remove all staining from glass surfaces as part of this contract at no additional cost and shall immediately re-clean any surfaces that do not meet this standard to the satisfaction of MKE. MKE will not pay for any required corrective re-cleaning Work.

STAFFING AND QUALIFICATIONS

Contractor personnel shall be trained and have experience in cleaning of commercial windows and related surfaces as defined in this contract.

Contractor shall maintain a comprehensive employee safety training program, ensuring all personnel complete the required safety training on an annual basis, and shall submit verification of each year’s training completion to MKE upon request.

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SITE AND SERVICE CONDITIONS

1. Badging Requirements

All Contractor personnel—regardless of work zones—must obtain an MKE badge through the Airport

Badging Office. Badging includes a background check and approximately 2–3 hours of video training and testing. The Contractor is responsible for all associated fees and time. Current badging fees and procedures are available at the MKE Security Services website: https://www.mitchellairport.com/airport-information/mke-security-services.

2. Equipment Delivery & Pickup

The Contractor must coordinate all equipment deliveries, mobilization, and demobilization with the designated MKE representative. No equipment may be delivered or removed without prior notification and approval.

3. Parking

Contractor parking is available in the Airport’s Contractor Lot at no charge on a first come first serve basis.

If the Contractor Lot is full, Contractor parking on airport property is strictly at the Contractor’s expense and will not be reimbursed by MKE. All vehicles must observe restricted parking areas and follow directions from

MKE staff.

4. Facility Usage

Contractor personnel shall not use MKE facilities—such as lunchrooms, storage rooms, or other amenities—for personal convenience or material storage.

5. Materials & Equipment Liability

MKE assumes no responsibility for loss, theft, or damage to Contractor-owned materials or equipment. The

Contractor shall bear full liability for any such incidents.

6. Key Access & Deposit

Certain work areas require key access. A refundable key deposit of $50.00 per key is required. Deposits will be returned upon return of all issued keys at the completion of the work. If keys are lost or unreturned, the

Contractor will reimburse MKE for re-keying costs and forfeit the key deposit. MKE will not advance or reimburse key deposit fees, and final payment will not be released until all keys are returned.

AIRPORT PROJECT PROCEDURES

The operation of the airport is regulated by Federal Aviation Administration and its rules and regulations governing security and safety shall be enforced. See Appendix A for Safety and Security Procedures. Failure to observe security and safety requirements will be reason to remove Contractors or Subcontractors or their personnel or material from the site.

Do not use chlorides or materials that could be harmful to aircraft. Prevent loose materials from being ingested in aircraft engines.

https://www.mitchellairport.com/airport-information/mke-security-services https://www.mitchellairport.com/airport-information/mke-security-services

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Take special care in use of certain types of equipment such as vibratory type or those that set up vibrations that may interfere with operation of existing airport or airline equipment. Avoid electronic interference of MKE's or Airline's existing equipment. Obtain approval for equipment causing interference from MKE before use on project.

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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 (7.8.4; 7.10.1)

P/F

Minimum Qualifications Met (2.1)

P/F

Technical Proposal Evaluation

Profile and Experience (5)

25%

Proposed Approach (5)

25%

Price Proposal Evaluation

Price Proposal (6)

50%

TOTAL SCORE ___/100

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5 TECHNICAL PROPOSAL CONTENT

The following questions represent the basis for content to be provided in the Technical Proposal. Respondents should follow the guidelines provided in Section 7.8.3: Technical Proposal Format. All responses should reflect your programs, organization, and administrative systems as they currently exist. Technical Proposals should convey an understanding of the Scope of Work. Additional Requirements:

o Each response must be written directly beneath the corresponding question and number. Cross-referencing other responses (e.g., “see response to question #_") is not permitted. All responses should be fully self-contained to ensure clarity and ease of evaluation.

o Do not embed links in responses or documents, they are not accessible in Bonfire.

o Do not reference prices from the Price Proposal in the Technical Proposal Response.

PROFILE

1. Company Profile

Provide your organization’s legal name, headquarters address, all operating locations, number of employees, years in business (including any former names), and corporate structure (e.g., LLC, corporation, partnership).

2. Value Proposition

Summarize the unique strengths and benefits your firm will bring to this contract.

3. Contract Completion History

In the past ten (10) years, has your organization failed to complete any contract awarded through an RFP process? Provide the answer as “Yes” or “No”. If the answer is “Yes,” describe each instance by:

a. Identifying the contract and dates involved

b. Explaining the circumstances that led to non-completion

4. Terminations for Cause

Has any contract for similar services or products ever been terminated for non-compliance or inadequate performance? Provide the answer as “Yes” or “No”. If the answer is “Yes”, provide the following details for each termination:

a. Details of the non-compliance or performance issues

b. A summary of your current policies, procedures, and quality-control measures that ensure contract compliance and performance

5. Criminal Proceedings

In the last five (5) years, has your organization, or any of its owners, partners, or officers, been subject to criminal charges (excluding minor traffic violations)? Provide the answer as “Yes” or “No”. If the answer is

“Yes”, provide the following details for each case:

a. Nature of the proceeding, jurisdiction, date filed, case number, and disposition (e.g., convicted, dismissed, pending)

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b. Explanation of circumstances and outcomes

c. A description of your organization’s legal-compliance, risk-management, and ethics programs

6. Civil, Regulatory, or Arbitration Proceedings

In the last five (5) years, has your organization faced, currently faces, any litigation, arbitration, or governmental/regulatory proceeding involving claims in excess of $100,000 related to service performance or product delivery? ? Provide the answer as “Yes” or “No”. If the answer is “Yes”, provide the following details for each matter:

a. Claim amount, dates, and parties involved

b. Summary of the circumstances giving rise to the claim

EXPERIENCE

1. Provide a description of three (3) to five (5) related projects or contracts where the Respondent has provided similar services as outlined in the RFP Scope of Work.

2. Provide a client reference for three of the projects or contracts requested in the previous question that the Airport may contact regarding the Respondent’s past work. Include client name and contact information (contact name, title, email, and telephone number).

PROPOSED APPROACH

1. Provide a summary of the Respondent’s key personnel including, if applicable, subcontractors. Describe the qualifications of key personnel including length and description of experience and any applicable credentials or certifications. Identify Respondent’s representative that would be the Airport’s main point of contact.

2. Describe Respondent’s approach to communicating with the Airport.

3. What is Respondent’s approach to quality assurance? Describe Respondent’s process for dealing with quality complaints.

4. Describe Respondent’s approach to safety including Respondent’s safety training program and compliance with OSHA and ANSI requirements.

5. Describe the equipment Respondent will leverage to perform the window cleaning services. Please note, all equipment costs must be included in the proposed pricing; the Airport will not pay additional fees for equipment rental.

6. Describe the challenges Respondent reasonably expects to arise in the course of performing the work.

What are the steps or activities to resolve these challenges?

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6 PRICE PROPOSAL CONTENT

The Price Proposal should be submitted using Attachment 10: Pricing Workbook, which contains the following sections. Attachment 10 should be submitted as a single file in .XLS format.

1. Provide proposed rates for each exterior window cleaning service listed in Attachment 10 for each contract year. Proposed rates are fixed fees per service, and are inclusive of all labor, materials, equipment, travel and other expenses. The Airport will not pay additional costs for equipment rental.

2. If applicable, provide a brief narrative in support of the proposed rates. 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 Attachment 10.

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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

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

Portal

Euna / Euna Procurement Portal are used interchangeably throughout the RFP. Both refer to Milwaukee County’s public Euna Procurement Portal located at

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

The Euna Portal 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.

OEI

OEI means Milwaukee County’s Office of Economic Inclusion, a Division of the

Department of Administrative Services.

Contractor The Contractor is a winning Respondent who has been awarded a Contract under this RFP.

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

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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.

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

Respondent A Respondent is any offering vendor who prepares or submits a Proposal.

Responsible Vendor /

Responsible

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

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

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

A solicitation is 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

A substantially similar service is 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.

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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.

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 7.7.6.

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 prior to the date of the Pre-Proposal Conference. 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.

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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

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 the Euna Procurement Portal

All amendments 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 amendment document(s).

Respondents are responsible for monitoring the RFP’s Project Board on the County’s public 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 7.7.3: 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

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Public Records Requirements Milwaukee County is required by law to respond to all Freedom of Information Act (“FOIA”) and Wisconsin

Public Records Law (“Open Records”) requests.

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.

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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.

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 taken 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 County’s public Euna Procurement Portal. 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.

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g. Reject any Proposal received, or reject all Proposals received, if it deems 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.

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 7.7.3: 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

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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.

7.6 PRE-PROPOSAL CONFERENCE AND SITE TOUR

An Optional Pre-Proposal Conference and Mandatory Site Tour will be held at the date(s), time(s), and location(s) as provided on the RFP Summary Sheet or as communicated on the Euna Procurement Portal. The purpose of the Pre-

Proposal Conference and Site Tour is to provide interested vendors the opportunity to view the site and ask questions about specific areas of the RFP. Respondents are encouraged to submit written questions in advance for possible response at the Pre-Proposal Conference, following the procedure laid out in Section 7.7.3: Asking Questions.

Attendees will be required to register and provide their names, titles, employing organizations and email addresses.

Following the Pre-Proposal Conference, the attendee list will be made publicly available through the County’s Euna

Procurement Portal.

During the Pre-Proposal Conference and Site Tour, attendees may request clarification about the Scope of Work or any other section of the RFP and may ask any other relevant questions relating to the RFP. Respondents may ask questions regardless of whether they submitted written questions in advance; however, verbal responses and explanations provided by the County during the conference or tour do not qualify the solicitation. Only written answers to questions submitted in accordance with the procedure outlined in Section 7.7.3: Asking Questions shall be considered official and binding for the solicitation.

Milwaukee County reserves the right to record Pre-Proposal Conferences and to release recordings of and/or minutes from the Pre-Proposal Conference publicly. Recordings and/or minutes, if provided, will be made available publicly through the Milwaukee County Euna Procurement Portal.

7.7 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.

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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 7.8.3: 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 7.8.3: 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

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 Milwaukee County Euna Procurement portal.

All questions, along with County answers, will be posted to the Milwaukee County Euna Procurement Portal.

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.

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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 submit Q&A messages on the Milwaukee County

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…