19-5002 RFP.docx

Proposal No. 19-5002

UNIVERSITY OF WISCONSIN

MADISON, WISCONSIN 53715-1218

University of Wisconsin – Madison Request For Proposal

THIS IS NOT AN ORDER

OFFICIAL SEALED

Proposal Number: 19-5002

NO PUBLIC OPENING

Issued Date: 3/2/2018

Due Date: 4/16/2018 2:00 PM CDT Agent: Dave Brinkmeier

Questions regarding this proposal – see Section 2.6.

For Submittal Instructions & Proposal Response Format – see Section 2.2 and 2.3

Proposal prices and terms shall be firm for sixty (60) days from the date of the proposal to the opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.

If NO BID (check here) ☐ and return.

Back Up Infant - Preschool Age Child Care Services The current contract may be viewed at http://www.bussvc.wisc.edu/purch/contract

In signing this bid, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services bid document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the stated statement is accurate under penalty of perjury. I certify that the information I have provided in this bid is true and I understand that any false, misleading or missing information may disqualify the bid.

By submitting a bid, the bidder certifies that no relationship exists between the bidder and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such bidder and another person or firm that constitutes a Conflict of Interest. Further, bidder certifies that no employee of the University whose duties relate to this request for bid assisted the bidder in preparing the bid in any way other than in his or her official capacity and scope of employment.

The Bidder certifies by submission of the bid that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

Company Name:

Company Street Address:

Signature:

Type or Print Name:

Title:

Email address:

Table of Contents

1. General Information

1.1. Purpose:

The University of Wisconsin-Madison, hereinafter referred to as the “University”, through its Purchasing Services Department, hereinafter referred to as “Purchasing”, on behalf of The Office of Child Care and Family Resources (in collaboration with the School of Medicine and Public Health) hereinafter referred to as ”Department” requests bids for the purchase of Back Up infant – Preschool Age Child Care Services.

Background The Department currently coordinates three (3) campus early care and education programs who are directly affiliated with the University. Additionally, the Department, through University Purchasing Services oversees additional service contracts including family child care accreditation.

Scope This RFP seeks to provide back up care services for infant-preschool age children. All services are deemed to be unavailable on campus or in the community to meet the current needs of the University. The University is looking for a Contractor to provide center based hourly/back up/emergency care for a minimum of 10 children (8 infants/toddlers and 2 preschoolers) ages six (6) weeks to four (4) years old, for flexible hourly back up care options to meet the needs of UW affiliated families during the center’s operational hours, reimbursement may be up to $20 an hour.

Contractor shall provide high quality back up infant/preschool age child care services for children of University students, faculty, and staff who are the parents or legal guardians of children ages six (6) weeks through three (4) years of age. Students/faculty/staff entering into care arrangements at the center must fulfill minimum class/employment requirements as outlined in this contract, which shall be enforced at all times by the Contractor.

A site in close proximity to the University campus is preferred.

See Requirements and Specifications (Section 4) and/or Cost Proposal Form (Attachment C) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Cost Proposal Form are for proposal purposes only. The University does not guarantee to purchase any specific quantity or dollar amount. This contract must not be construed as mandatory upon any University campus, State agency or municipality. The University reserves the right to issue separate proposals when deemed in the best interest of the University.

1.2. Organization of this Solicitation Document:

This document is divided into five (5) main sections. The sections also refer to “Attachments” when such organization assists in making this document more fluid. The five (5) main sections are:

1.3. Definitions

The following definitions are used throughout this document:

Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.6.

Contractor means successful proposer awarded a contract.

Department means UW Madison Office of Child Care DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Proposer means a firm submitting a Proposal in response to this Request for Proposal.

Purchasing card means State credit card.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-Madison campus, located at 21 N. Park St., Madison, WI 53715.

1.4. VendorNet Registration

Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us) is available free of charge to all businesses and organizations that want to sell to the state. Registration allows a vendor to:

1.4.1. Registration for a bidders list for commodities/services that the vendor wants to sell to the state.

1.4.2. Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or Request for Proposal (RFP) with an estimated value over $50,000.00 in their designated commodity/service area(s).

1.4.3. Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

1.4.4. Only vendors registered, with a valid e-mail address, at the time of the RFB or RFP is posted will receive e-mail notifications of addendums/amendments. Vendors who obtain the RFB or RFP from a third party; through the public notice website; or other means assume responsibility for checking for updates to the RFB or RFP.

1.5. Parking

University parking is very limited. Each Contractor and/or employee(s) shall make their own arrangements for parking through UW Transportation Services (website: http://transportation.wisc.edu/parking/parking.aspx) No additional costs will be allowed for parking fees or violations. Unauthorized vehicles parking in University lots or loading docks without permits will be ticketed and/or towed.

1.6. Reasonable Accommodations

The University will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request.

2. Preparing and Submitting a Proposal

2.1. Applicable Dates:

Date

Event

2.2. Submittal Instructions:

PROPOSALS MUST BE DELIVERED TO:

Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218.

NUMBER OF COPIES TO BE SUBMITTED:

Four (4) hard copies of the completed proposals, including the signed original, may be mailed, delivered by Proposer, or by a third-party/courier service in a sealed envelope or package with the RFP number on the outside. Proposal must be received and date/time stamped prior to 2:00 p.m. CDT on the stated proposal due date. Proposals not so date/time stamped shall be considered late. Late proposals shall be rejected.

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

If hand delivering to Purchasing Services, please come to 6th Floor Reception Desk in Suite 6101 and call 608-262-1526 for assistance.

Proposals may be dropped off at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, between the hours of 7:00 AM and 4:00 PM prior to the due date and time.

FAXED AND E-MAILED RESPONSES WILL BE ACCEPTED.

If faxing or e-mailing, the University will accept completed bids faxed to (608) 262-4467 or e-mailed to bids@bussvc.wisc.edu, provided they are date/time stamped prior to 2:00 p.m. CDT on the stated bid due date AND the number of copies indicated above are mailed or hand delivered to Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218 by 2:00 p.m. CST/CDT on the next business day following stated bid due date.

Submitting a proposal to any other e-mail address than mailto:bids@bussvc.wisc.edu does not constitute receipt of a valid proposal by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures), or those pages that require signatures and/or initials must be signed and returned via fax (608-262-4467) and should be received prior to 2:00 p.m. CDT on the stated due date.

VENDOR NOTE: FOR THE PURPOSE OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR PROPOSAL FORM – YOU DO NOT NEED TO FILL OUT THE RETURN ADDRESS LABEL.

RETURN ADDRESS LABEL:

Below is a label that can be taped to the outside of your sealed proposal response. If returning your proposal response by mail or in person, please fill out the information and tape to the outside of your bid package.

OFFICIAL SEALED PROPOSAL

NUMBER: 19-5002

SHIP FROM:

VENDOR NAME HERE:

ADDRESS:

SHIP TO:

UNIVERSITY OF WISCONSIN-MADISON

PURCHASING SERVICES

21 N PARK ST, SUITE 6101

MADISON, WI 53715-1218

2.3. Proposal Response Format:

Proposals should be typed and submitted on 8.5 by 11 inch paper and bound securely. The response should be organized and presented in the following order. Each section should be separated by tabs or otherwise clearly marked. The contents within each tab should reference the section or attachment number assigned in the RFP. Failure to submit as indicated may disqualify your proposal.

Tab 1:

· Request for Proposal form signed by an authorized representative of proposing company - Cover Page.

· Vendor Information Form, Attachment B

· Client Reference List, Attachment D Tab 2: Responses to specifications in Section 4. – Specifications (Sections 4.1. – 4.31.)

Tab 3: Cost Proposal, Attachment C Tab 4: Other

RETAIN A COPY OF YOUR PROPOSAL RESPONSE FOR YOUR FILES

2.4. Incurring Costs:

The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.

2.5. Oral Presentations, Product Demonstrations and Proposer Location Site Visits (Pre Award) The University at its sole discretion, may require oral presentations, product demonstrations and/or proposer location site visits to validate information submitted with the proposals. Failure of a proposer to conduct a presentation on the date scheduled or allow an on-site/proposer site visit may result in rejection of the proposal. These events cannot be used as an opportunity to alter proposals submitted.

2.6. Clarifications and/or Revisions through Designated Contact All communications and/or questions in regard to this request must be in writing and must reference the proposal number. Proposers are encouraged to FAX or e-mail written questions to the Agent. Verbal questions when permitted must be directed to the Agent.

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omissions or other deficiency in this RFP, they have five (5) business days after the RFP issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFP document.

ADMINISTRATIVE:

Dave Brinkmeier

UW Purchasing

21 N Park St, Suite 6101

Madison, WI 53715-1218

E-mail: dave.brinkmeier@wisc.edu

PHONE (608)262-1323– FAX 608/262-4467

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be posted on http://vendornet.state.wi.us and publicnotices.wi.gov.

Any contact with University employees concerning this RFP are prohibited, except as authorized RFP manager during the period from date of release of the RFP until the intent to award is released. Contacting anyone other than the Designated Contact above may disqualify your RFP.

2.7. Multiple Proposals

Proposers who wish to submit more than one proposal may do so, provided that each proposal stands alone and independently complies with the instructions, conditions and specifications of the request. If multiple responses are submitted, the University reserves the right to select the most advantageous proposal to the University.

2.8. Proprietary Information

Any information contained in the Proposer’s response that is proprietary must be detailed separately on form DOA-3027. Marking of the entire response as proprietary will neither be accepted nor honored. The University cannot guarantee that all such material noted remains confidential, particularly if it becomes a significant consideration in contract award. Information will only be kept confidential to the extent allowed by State of Wisconsin Public Disclosure Law (refer to Standard Terms and Conditions, Section 27.0). A copy of the form needed to designate portions of your submission as proprietary can be found at: http://vendornet.state.wi.us/vendornet/doaforms/doa-3027.doc

2.9. Appeals Process

Any protest of the University's solicitation or intent to award must be based on an alleged violation of the Wisconsin State Statute or a provision of a Wisconsin Administrative Code.

No later than five working days after the date of solicitation or the notice of intent to award is issued by the University, written notice of intent to protest must be received by:

The Office of the Chancellor

The University of Wisconsin-Madison

500 Lincoln Drive

Madison, Wisconsin 53715-1218

With a copy to:

Director of Purchasing Services

University of Wisconsin-Madison

21 N Park St, Suite 6101

Madison, Wisconsin 53715-1218

The complete protest must be received by the Chancellor and the Director of Purchasing Services no later than ten working days after the date of solicitation or the intent to award is issued. The protest must be in writing. Protesters must make their protests as specific as possible and must specifically identify the Wisconsin State Statute and/or State of Wisconsin Administrative Code provision(s) allegedly violated.

The decision of the University regarding the protest may be appealed to the Secretary of the Department of Administration within five working days after denial by the University, with a copy of such appeal filed with the University.

3. Terms and Conditions of Contract

3.1. Entire Contract

A contract will be awarded based on the criteria established in this Request for Proposal, including attachments and any amendments issued. The RFP, the proposal response, and written communications incorporated into the contract constitute the entire contract between the parties. The hierarchy of documents in descending order for resolution is as follows:

A. Contract Award Letter B. Original Request for Proposal Number 19-5002 dated, 3/2/2018 including amendments/attachments C. Proposer response to RFP D. Official Purchase Order (when applicable) Any other terms and conditions provided by the Proposer with the proposal or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFP should be submitted with your response and alternative language proposed.

Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the proposal response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable.

A Word copy of this exceptions document must be submitted with your electronic proposal response.

Submitting a standard Proposer contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the proposal.

The University reserves the right to negotiate contractual terms and conditions or reject the Proposer‘s response and proceed to the next qualified proposer.

3.2. Contract Administrator

Any correspondence must include reference to Contract number 19-5002 and be sent to the Contract Administrator. The Contractor Administrator is authorized to give the approvals required under this contract on behalf of the University.

A. University The Contract Administrator for the University is:

Dave Brinkmeier

University of Wisconsin-Madison

Purchasing Services

21 N Park St, Suite 6101

Madison, WI 53715-1218

E-mail: dave.brinkmeier@wisc.edu

PHONE (608)262-1323– FAX 608/262-4467

B. Day-to-day operations for the University will be handled by:

Cigdem Unal

Office of Child Care

611 Eagle Heights

Madison, WI 53705

E-mail: cunal@wisc.edu

3.3. Term of Contract

The initial term of this contract shall be 7/1/2018 or date of award, through 6/30/2021 or 3 year(s) after date of award. The University has the option to renew this contract into its fourth, fifth, sixth and seventh years. Such renewal will be by mutual agreement of University and the Contractor(s).

3.4. Contract Termination

3.4.1. The University may terminate the Contract at any time, without cause, by providing 30 days written notice to the Contractor. If the Contract is so terminated, the University is liable only for payments for products provided or services performed, to the extent that any actual direct costs have been incurred by the Contractor pursuant to fulfilling the contract. The University will be obligated to pay such expenses up to the date of the termination.

3.4.2. Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 5 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined but not limited to: failure to perform or failure to provide any of the Terms, Conditions or Specifications.

3.4.3. If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

3.4.4. Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

3.4.5. If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

3.4.6. All notices of performance failure must be submitted in writing to Purchasing, 21 N Park St, Suite 6101, Madison, WI 53715-1218. Purchasing shall be final authority for all performance failure determinations not resolved through the Office of Child Care.

3.5. Firm Prices

Prices remain firm for the initial contract term. Prices established may be lowered due to general market conditions or negotiations between the Contractor and the University.

3.6. Payment Terms

The University will pay the Contractor based upon a payment plan accepted by the University in accordance with milestones and achievements.

3.7. Invoicing Requirements

Invoices for Purchase Orders:

3.7.1. Contractor must agree that all invoices and purchasing card charges shall reflect the prices and discounts established for the items on this contract for all orders placed even though the contract number and/or correct prices may not be referenced on each order.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per this Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

· Contractor name

· remit to address

· purchase order number

· prices per the Contract At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI 53715-1218.

3.8. Requirements for Criminal Background Checks

Background Checks of Contractors This contract is contingent upon, Contractor supplying workers who have passed a criminal background check that includes a national criminal background check database demonstrating the worker has no convictions or pending criminal charges that are substantially related to the contracted-for activities or services, including but not limited to, those that would render the worker unsuitable for regular contact with children. Disqualifying convictions or charges include, but are not limited to, sexual offenses, violent offenses, and drug offenses.

If, in the course of providing services to the UW, Contractor (or its employee) observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor (or its employee) has reasonable cause to believe that child abuse or neglect has occurred or will occur, Contractor must make a report of that abuse or neglect to law enforcement or to a county social service agency as provided in UW’s Policy on Mandatory Reporting of Child Abuse and Neglect (“the Policy”). If the suspected child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, Contractor, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW-sponsored activity, the Contractor shall also report to the UW Police Department or UW’s Office for Equity and Diversity.

3.9. Travel Per Diems

All of the Contractor’s travel and per diem expenses shall be the Contractor’s sole responsibility. Payment to the Contractor by the University shall not include an additional amount for this purpose.

3.10. Insurance

The Contractor shall maintain insurance levels as required in Standard Terms and Conditions, Section 22.0. A certificate of insurance must be provided upon award.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents as an ‘additional insured’ under the commercial general and automobile liability policies." The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

3.11. Record and Audit

The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract. All records must be kept in accordance with generally accepted accounting procedures. All procedures must be in accordance with federal, State of Wisconsin and local ordinances.

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

3.12. Performance Meetings

The Account Representative and/or Proposer Contract Administrator must be available to meet as required with the University's Contract Administrator to evaluate contract implementation and performance and to identify continuous improvement.

3.13. Subcontracting

3.13.1. Any Contract resulting from this proposal shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 for.

3.13.2. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

3.13.3. Subcontractors must abide by all terms and conditions under this Contract.

3.14. Fair Price Analysis

Purchases made under this contract may require further fair price analysis. The awarded Proposer will be required to provide documentation (i.e. published price list, list of previous buyers, etc.) to allow the University to complete this analysis.

3.15. Severability

If any provision of this contract shall be, or shall be adjudged to be, unlawful or contrary to public policy, then that provision shall be deemed to be null and separable from the remaining provisions, and shall in no way affect the validity of this contract.

3.16. Supplier Diversity

3.16.1. Minority Business Enterprise Program (MBE)

The State of Wisconsin is committed to the promotion of minority business in the state's purchasing program and a goal of placing 5% of its total purchasing dollars with certified minority businesses. Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes. The University of Wisconsin-Madison is committed to the promotion of minority business in the state's purchasing program.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The Supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

3.16.2. Woman Owned Business (WBE)

The State of Wisconsin is committed to the promotion of Woman-Owned Businesses as outlined in 560.035, Wisconsin Statutes.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

3.16.3. Disabled Veteran Owned Business (DVB)

The State of Wisconsin policy provides that Disabled Veteran-Owned businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Disabled Veteran-Owned businesses or by using such enterprises to provide goods and services incidental to this agreement.

3.17. Debarment

Federal Executive Order (E.O.) 12549 “Debarment“ requires that all contractors receiving individual awards, using federal funds, and all subrecipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. By signing this document you certify that your organization and its principals are not debarred. Failure to comply or attempts to edit this language may disqualify your bid. Information on debarment is available at the following websites: www.sam.gov and https://acquisition.gov/browsefar.

3.18. Promotional Materials/Endorsements

Contractor agrees that they will not use any promotional or marketing material which states expressly or implies that the University endorses either the Contractor or any party related to the Contractor or this Contract.

3.19. Purchased Services – USA Requirement

The State of Wisconsin requires purchased contractual services to be performed in the United States. Some exceptions apply, including procurements subject to the conditions of the World Trade Organization Government Procurement Agreement (WTOGPA) and those listed in (Wis. Stats. 16.705 (1r). Subject to these exceptions, Contractor warrants that the services provided to the University under this contract will be performed in the United States. The inability to perform required services in the United States shall be grounds for disqualifying your proposal for this contract.

3.20. UW System Administrative Policy 180 (formerly G38) on Child Care Centers The University requires that contractor fulfill the requirements within UW System Administration Policy 180 pertaining to quality of child care services. https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/child-care-centers/

3.21. Child Abuse Notification

Contractor, per University policy, is required to make a report of child abuse or neglect immediately if, in the course of service, the Contractor observes an incident or threat of child abuse or neglect, or learns of an incident or threat of child abuse or neglect, and the Contractor has reasonable cause to believe that child abuse or neglect has occurred or will occur.

A report must be made personally or by telephone to UWPD, local law enforcement, or the local child protection agency. Reports are to be made to:

Emergency Phone Number - 911 Non-Emergency Phone Numbers UW Police Department 608-264-COPS or 608-264-2677 City of Madison Police Department 608-266-4275 Dane County Child Protective Services 608-261-KIDS or 608-261-5437 If the incident or threat of child abuse or neglect involves an allegation against a UW employee or agent (e.g. student, volunteer, etc.), or the incident or threat of child abuse or neglect occurred on the UW campus or during a UW sponsored activity, the reporter must also notify one of the following entities:

3.22. Information Security

Contractor agrees to indemnify and hold University , its officers, employees and agents, harmless for, from and against any and all claims, causes of action, suits, judgements, assessments, costs (including reasonable attorneys’ fees) and expenses arising out of or resulting to Contractor’s loss of University student/faculty/staff credit card or identity information managed, retained or maintained by Contractor, including but not limited to fraudulent or unapproved uses of such credit card or identity information.

4. Requirements and Specifications Requirements that include the word “must” or “shall” describe a mandatory requirement. Failure to meet a mandatory requirement may disqualify your proposal.

Only proposals submitted by Proposers that meet all mandatory specifications will be considered for evaluation.

The Proposers response to this Section must clearly demonstrate the capacity to handle the needs stated in this RFP in addition to the Proposers current workload. The University reserves the right to request supplementary information deemed pertinent to assure Proposers competence, business organization, and financial resources are adequate to successfully perform.

NOTE: Failure to respond to all items in this section may be deemed as sufficient reason to reject a proposal. Format your response to correspond numerically with items on the Submittal Instruction (see Section 2.2.).

Early Care and Education Quality Indicators (State Licensing and Accreditation) (275 Points)

4.1. Provide the center’s physical address and website address.

4.2. Submit a copy of your center’s current state license and city accreditation certificate.

4.3. Centers must be state licensed and city accredited to qualify for participation in the UW Child Care Network. Centers that are also nationally accredited will receive up to 75 extra points. Submit a copy of national accreditation documentation; or submit proof of national accreditation, if applicable.

4.4. Include the last three (3) years of licensing visitation reports. Include all previous licensing violations, citations, fines and revocations.

4.5. Include the last two (2) full city accreditation visitation reports. Include all previous problem issues, required changes and action plans. Please include all classroom and administrative city accreditation reviews along with the packages that the teachers and directors filled out to submit to the city for accreditation.

4.6. Submit a report attesting to financial stability; with a recent Dun and Bradstreet report or an accountant’s certified statement along with a balance sheet and profit and loss statement, including reserves for the previous three (3) years of operation.

4.7. Include your most recent staff and family survey summary results and action plan reports.

4.8. Describe staff turnover during the last three (3) years and submit exit interview documents, if applicable.

4.9. Pleases include your program’s Family Handbook and Staff/Administrative Handbook with your application.

4.10. Include the program’s current short- and long-term strategic business plan as it relates to staff, programming and fiscal responsibility. (Attach the 3-5 year business plan to the application.)

Director and Teacher Qualifications (275 Points)

4.11. Provide the list of all staff members with titles for each classroom and office.

4.12. Include a current resume of the director along with his/her registry certificate and registry certificates for all staff members. Please provide resumes if staff members do not have a registry certificate. Related experience, e.g. nursing, social work, preschool aged care, family child care, etc., should be noted and described to fully evaluate the qualifications of all staff.

4.13. Attach the current job description of the director and full-time teachers/staff to your application.

4.14. Describe the professional development model for your staff, including but not limited to: staff orientation; mentoring; professional assessment or individual needs of staff members and in relation to the needs of the current children and family population.

4.15. Describe the Board of Directors or Parent Advisory Board, including how members are selected and how members receive orientation and training related to maintaining high-quality programming.

4.16. List current job openings for the center.

Early Care and Education Program (225 Points)

Reimbursement Rate (75 Points)

4.32. Complete Attachment C with your required hourly reimbursement rate.

5. Evaluation and Award of Contract(s)

5.1. Proposal Scoring

Proposals meeting mandatory requirements will be reviewed by an evaluation committee and scored against the stated criteria. If no proposer is able to comply with a given specification or mandatory requirement, Purchasing reserves the right to delete that specification or mandatory requirement. In the event that all proposers do not meet one or more of the mandatory requirements, Purchasing reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP. The committee may, at its sole discretion, review references, request oral presentations, and conduct an on-site visit and use the results in scoring the proposals. Proposals from certified Minority Business Enterprises or Disabled Veteran-Owned businesses may have points weighted by a factor 1.05 to provide a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores calculated.

5.2. Scoring Criteria and Method

For each response required of the Proposer in Section #4, the points provided in parentheses represents the total possible points available for each response. The responses will be evaluated based on the relative merits to the needs of the University (rather than relative to competing Proposer’s responses). The proposals will be scored independently by each committee member and the resulting scores will be averaged to determine the highest scoring proposal.

Supplier Diversity Preferences State of Wisconsin agencies may make awards to certified Minority Business Enterprise (MBE), or Disabled Veteran-Owned Business (DVB) firms submitting the lowest qualified proposal when that qualified proposal is not more than 5% higher than the apparent low proposal or the proposal is no more than 5% lower than the apparent high point score. Authority for this program is found in ss. 16.75(3m)(b)2,3, 16.75(3m)(c)(4) and 560.0335(1)(b)(3), 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin Statutes.

Pricing

5.2.1. The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will be scored using the formula as follows:

Other Proposer’s Cost (varies according to proposal being scored)

Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This result will always be less than one. The result is then multiplied by the number of points given to the cost section of the RFP.

5.2.2. For all other non-pricing related responses, points will be awarded relative to the needs of the State of Wisconsin, as solely determined by the evaluation committee members.

Points

Only proposals that have received 675 points or greater on Sections 4.1. through 4.31., will have the Cost Proposals scored. A proposal that receives less than 675 points on Sections 4.1. through 4.31. will be ineligible for further consideration.

5.3. Best and Final Offers

At the sole discretion of the University, those proposer(s) most likely to be awarded a contract may be requested to submit a Best and Final Offer in order to further clarify the deliverables, contract language, or costs presented in the Proposer’s RFP. If Best and Final Offers are requested, they will be evaluated against the stated criteria. There is no obligation on the part of the University to request Best and Final Offers from any or all of the Proposers responding to the RFP.

5.4. Contract Award

The Contract will be awarded to the highest scoring Proposer providing contract negotiations are successful.

5.5. Notification of Award

All proposers who respond to this RFP will be notified in writing of the University’s award contract(s) as a result of this RFP. After notification by Purchasing of the intent to award, file copies of proposals will be available for public inspection. Proposers must schedule document inspection with the Contract Administrator responsible for managing this RFP.

ATTACHMENT A – APPLICATION ATTACHMENT CHECKLIST

University of Wisconsin – Madison RFP UW-MADISON CHILD CARE NETWORK

The due date for this RFP is 04/16/2018 by 2:00 PM CDT. Four (4) hard copies of the completed proposals must be in a sealed envelope or package with the RFP number on the outside.* Ways to submit your completed RFP include:

· EMAIL: bids@bussvc.wisc.edu or

· FAX: (608) 262-4467 or

· MAIL: 21 N. Park Street, Suite 6101, Madison, WI 53715-1218** or

· IN PERSON: 21 N. Park Street, Suite 6101, Madison, WI 53715-1218** *See sections 2.2 and 2.3 of pages 3 and 4 for full submittal instructions.

**Remember to use return address label on page 6

Please make sure to include all of the following attachments:

· State license certificate (4.2)

· City accreditation certificate (4.2)

· National accreditation certificate if applicable (4.3)

· Copies of last three years of licensing visitation reports must include all previous licensing violations, citations, fines, and revocations (4.4)

· Copies of last two full city accreditation visitation reports AND classroom and administrative packets submitted to the city. Include all previous problem issues, required changes, and action plans (4.5)

· Financial stability report with a recent Dun and Bradstreet report or an accountant’s certified statement along with a balance sheet and profit and loss statement, including reserves for the previous three years of operation (4.6)

· Most recent staff and family survey summary results, and action plan reports (4.7)

· Exit interviews if applicable (4.8)

· Family handbook (4.9)

· Staff/administrative handbook (4.9)

· Strategic business plan (4.10)

· List of all staff members with titles for each classroom and office (4.11)

· Copy of Director resume (4.12)

· Copy of Director registry certificate (4.12)

· Copy of registry certificates or resume for all staff members (4.12)

· Current job descriptions for Director and full-time teachers / staff (4.13)

· Tuition rate information (4.21)

· Sliding fee scale, if applicable (4.28)

This document is meant to assist you in completing your application but should NOT be submitted as part of your application.

All communications and/or questions in regard to this request must be in writing and must reference the proposal number. Proposers are encouraged to FAX or e-mail written questions to the Agent: David Brinkmeier , UW Purchasing, 21 N Park St, Suite 6101, Madison, WI 53715-1218 EMAIL: david.brinkmeier@wisc.edu PHONE: 608/262-1323 FAX: 608/262-4467

ATTACHMENT B - VENDOR INFORMATION FORM

VENDOR NOTE: BOTH PAGES OF THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL RESPONSE.

1. Company and Contact Information Company Name:

Company Website

Contact for questions regarding this Proposal Name:

Telephone:

Fax

Email

Contract Renewals / Problems Name:

Telephone:

Fax

Email

Sales Representative Name:

Telephone:

Fax

Email

Ordering / Expediting Name:

Telephone:

Fa…