2-2025048 Staffing and Efficiency Study of the Waukesha CountyDistrict Attorney Office RFP.pdf

Preparation & Submission Requirements, Page 1 of 5

WAUKESHA COUNTY, WISCONSIN

REQUEST FOR PROPOSAL 2025048

Staffing and Efficiency Study of the Waukesha County

District Attorney’s Office

CONTACT INFORMATION

Buyer Matt Kuhn E-mail mkuhn@waukeshacounty.gov Fax 262-548-7668 Mailing Address Waukesha County Purchasing Division

515 W. Moreland Blvd, Rm AC310 Waukesha, WI 53188

SCHEDULE OF EVENTS

The following dates are provided for your information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

RFP released: November 13, 2025 Final Questions Due: November 25, 2025, 2:00 p.m. CST Amendment Issued: December 2, 2025, by EOB Proposals Due: 2:00 p.m. CST/CDT Notice of Interviews: January 20, 2026 Interviews, if required: Week of January 27, 2026 Finance Committee Approval: February 18, 2026 Contract executed: February 28, 2026

Preparation & Submission Requirements, Page 2 of 5

REQUEST FOR PROPOSAL

PREPARATION, SUBMISSION, PROCESS AND AWARD

1. COMMUNICATION

This RFP is issued on behalf of Waukesha County by the Purchasing Division. The Buyer assigned to this RFP, along with contact information, is noted on Page 1. The Buyer is the sole point of contact during this process and no information provided by any other personnel will be considered binding.

The County prohibits communication initiated by the respondent to any County official, employee or representative evaluating or considering the proposals, prior to the time an award has been made.

All respondents should use this written document, its attachments and any amendments as the sole basis for responding.

2. CLARIFICATIONS/AMENDMENTS

If you discover any significant ambiguity, error, omission, or other deficiency in the RFP, immediately notify the Buyer via the Vendor Discussion Messages in Waukesha County’s Bonfire portal. All other questions, clarifications or exceptions regarding the RFP document must be submitted to the Buyer via the Vendor Discussion Messages in Bonfire prior to the submission of the proposal. We encourage you to submit preliminary questions prior to the pre-proposal conference (if applicable). Please note the due dates and times noted on Page 1 for both preliminary and final questions.

If it becomes necessary to clarify or revise any part of this RFP, amendments will be posted to the Waukesha County Bonfire portal via Public Notices with applicable Public Files, in accordance with the schedule on Page 1.

It is the responsibility of prospective vendors to check the portal for any amendments prior to the opening date. All amendments must be acknowledged on the RFP Signature Page in the area provided. Failure to do so may result in your response being rejected.

3. CONTENTS OF PROPOSAL

All attachments, additional pages, addenda or explanations supplied by the vendor with their proposal will be considered as part of the proposal response. Waukesha County is subject to the Wisconsin Public Records Law found in Chapter 19, et. seq. of the Wisconsin Statutes. Materials contained in proposals are subject to the Wisconsin Public Records Law and, after contract award, may be viewed by any member of the public if requested under the law. If you believe materials contained in your proposal are exempt from disclosure, you must specify which statutory exception applies, however Waukesha County reserves the right to determine whether a record is subject to release under the Wisconsin Public Records Law. Marking a proposal or any portions thereof as confidential does not automatically make the record exempt from disclosure. If Waukesha County determines it is obligated to provide a record in response to a public records request, you may pursue a court order, at your own cost and expense, preventing disclosure of the requested record.

4. NONCONFORMING TERMS AND CONDITIONS

A response that includes contractual terms and conditions that do not conform to the contractual terms and conditions in the RFP document are subject to rejection as nonresponsive. Waukesha County reserves the right to permit the respondent to withdraw nonconforming terms and conditions from its response or negotiate changes to the contractual requirements prior to making a determination of responsiveness.

5. REVISIONS OR WITHDRAWAL OF PROPOSALS BY VENDOR

Vendors can work on their proposal responses in a “Work in Progress” status. While in such status, vendors can continue to revise their proposals as it is considered an incomplete submission. There is no need to withdraw an incomplete submission. However, if you already clicked to “Submit and Finalize” your submission, you need to return it to the “Work in Progress” status by following the instructions in Bonfire to un-submit. Once your revisions are complete, you will need to re-submit and finalize your submission for it to be considered; past submissions that have been un-submitted will not be considered. Vendors can revise or withdraw their submission as long as the opportunity is still open.

6. PROPOSAL FORMAT & SUBMISSION

A. Format Proposal Responses must be submitted electronically via Waukesha County’s Bonfire portal. For the County to adequately compare proposals and evaluate them uniformly and objectively, firms must complete the required https://waukeshacounty.bonfirehub.com/ https://waukeshacounty.bonfirehub.com/

Preparation & Submission Requirements, Page 3 of 5 proposal response and pricing documents provided by the County. Uploading an incorrect template will result in errors and will prevent you from completing your submission.

B. Response Submission - SIGNATURE PAGE:

You must submit the RFP Signature page with your response. Be sure to acknowledge any amendments issued, if applicable, in the box located above the signature area. The RFP Signature Page must be submitted as indicated in the Requested Information on Waukesha County’s Bonfire portal.

C. Response Receipt:

Proposals are accepted in the Bonfire portal as long as the opportunity is still open. After you “Submit & Finalize” your proposal, you will be directed to your “Submission Receipt”. This provides a comprehensive breakdown of all the information from your submission.

D. Bid/RFP Opening:

Waukesha County conducts Bid/RFP openings telephonically instead of in-person. If you desire to attend the telephonic opening for this RFP, please use the following dial-in access code to join in on the opening. We ask that participants mute their phones except for when they need to speak during the opening. Waukesha County complies with the Americans with Disabilities Act. Please contact us at (262) 548-7888 in advance of the proposal opening and efforts will be made to accommodate your needs.

Dial-In Numbers:

262-896-8001 Participant Access Code: 2176082

Proposal responses will be opened, and the name of the respondents read; however, details of each proposal, including proposed fees, will not be announced at the time of opening. Such information shall be made public after an award has been made and all negotiations are completed.

All proposals received in response to this request will become the property of the County and will not be returned to the respondents.

7. INTERVIEWS

Interviews may be required of selected finalists at their expense. Finalists will be notified of the date and time in accordance with the schedule on Page 1. Respondents selected must be available on the days noted – no exceptions. Respondents not selected will also be notified.

Upon completion of the interview process, Waukesha County reserves the right to request a BAFO (Best and Final Offer) from any or all of the selected finalists. However, an award may be made without the interview or BAFO process; therefore, respondents are cautioned that proposals should be submitted on the most favorable terms, from both a technical and cost standpoint.

Respondents who are not selected will be notified that their proposal will no longer be considered unless the evaluation committee finds, after the completion of interviews, that additional respondents should be interviewed.

8. EVALUATION & AWARD

Proposals will be evaluated in accordance with the criteria listed below. Award will be made to the responsive, responsible Contractor who complies with the requirements and scores the highest total on the evaluation criteria as it pertains to the overall needs of Waukesha County.

Experience and qualifications of the firm, including successful examples of similar projects

15%

Staff experience, qualifications including sub-consultants 20% Content, scope, approach and thoroughness and overall quality of your response including work plan and timetable

40%

Cost 25%

9. OTHER CONSIDERATIONS

Factors which include, but are not limited to, quantity involved, time of completion, purpose for which required, competency and financial capacity of vendor, ability to render satisfactory service and past performance will be considered in determining status as a responsible vendor. The County reserves the right to request additional

Preparation & Submission Requirements, Page 4 of 5 information as may reasonably be required to make this determination and to further investigate the qualifications of the respondent as deemed appropriate.

10. RESERVATIONS

This RFP does not commit the County to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The Purchasing Division reserves the right to accept or reject any or all proposals received as a result of this request, request additional information, waive minor irregularities in the procedure, negotiate with any qualified source, or to cancel this RFP in part or in its entirety.

11. NON-INTEREST OF COUNTY EMPLOYEES AND OFFICIALS

No County official, employee or representative on the evaluation committee shall have any financial interest, either direct or indirect, in the proposal or contract or shall exercise any undue influence in the awarding of the contract.

12. CONTRACT DOCUMENTS

The successful vendor will be required to execute the following contract document (s) as applicable:

Yes/No Description of Contract Yes Waukesha County Service Contract

Click on the document name above to review the applicable contract documents.

These documents are not to be executed at this time nor returned with your response; they will only be required of the successful vendor.

13. RFP TABULATIONS

RFP tabulations are available to the public after contract execution, approximately 30 days from the date of award. RFP Tabulations can be found on Waukesha County’s Bonfire portal.

https://www.waukeshacounty.gov/media/taudd2ni/service-contract-52925.pdf

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RFP Document, Page 1 of 5

Request for Proposal (RFP) No. 2025048 Staffing and Efficiency Study of the Waukesha County District Attorney's Office

November 13, 2025

I. Introduction The office of the District Attorney is created under Chapter 978 of the Wisconsin Statutes. This Department represents the people of the State of Wisconsin and County of Waukesha in the courts. The District Attorney and staff prosecute state criminal matters; forfeiture actions; State and County traffic code and ordinance violations;

Department of Natural Resource violations; and juvenile, domestic abuse, sexual predator, and harassment cases.

The Office of the District Attorney also attempts to educate the public through various conferences, programs, and outreach efforts to the community regarding the criminal justice system and the responsibility of the District Attorney.

In addition, the District Attorney also operates the Victim/Witness Program, which provides statutory and constitutionally mandated support to victims and witnesses of crime.

The mission of the Waukesha Victim Witness Assistance Program is to inform, support and assist crime victims and witnesses by providing a range of services that promote justice, safety, and recovery from crime. Waukesha Victim Witness (VW) offers advocacy, information, referral, and support to citizens and law enforcement officers who have been victims of or witnesses to crime. VW professionals uphold victims’ rights as mandated by the Wisconsin Constitution and the Wisconsin Statutes and facilitate access to and participation in the justice system process. VW staff members provide resources and referrals that help victims to maintain their safety and recover from the harmful impacts of crime. Our goal is to provide victim-centered direct services that help individuals navigate the aftermath of crime and the criminal justice process with dignity, respect and sensitivity.

The District Attorney’s Office is split funded. The staffing costs for the District Attorney and Assistant District Attorney positions are directly provided by the State of Wisconsin with the exception off 1.0 FTE ADA funded interdepartmentally by the Waukesha County Sheriff Department. Operational and support staff, and Victim Witness program staff costs are funded by Waukesha County through local tax levy, grant and program funds.

II. Background The Waukesha County District Attorney’s Office identified a need for additional administrative staff to support prosecutorial efforts during the 2026 budget process. In part this was driven by the 2026 state budget which included 6.0 FTE additional state-funded assistant district attorneys that increased but lacked additional state fiscal support for associated county operations. The 2026 county budget does not include additional administrative support.

This study is to identify opportunities for optimizing current resources and to substantiate requests for additional state resources to address District Attorney staffing and operations.

III. ELIGIBILITY REQUIREMENTS

Firm’s Eligibility Requirements: To be considered for award the selected proposer must meet or exceed the following criteria:

A. Organizations Transacting Business in Wisconsin: Chapters 178, 179, 180, 181, and 183 of the Wisconsin Statutes contain a general provision that the following shall not transact business in this state until it has obtained a certificate of authority or registration from the Department of Financial Institutions:

A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

In order to be eligible for award, firms must be registered to do business in the State of Wisconsin with the Department of Financial Institutions (https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx) within ten (10) business days after award but no later than prior to contract execution. These include: A foreign (out-of-state) corporation, Nonstock Corporation, limited partnership, limited liability Company, cooperative association, or limited liability partnership.

https://dfi.wi.gov/Pages/BusinessServices/BusinessEntities/ForeignEntities.aspx)

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B. Have a minimum of one (1) year experience providing similar services to government agencies similar in size to Waukesha County.

IV. Scope of Service

A. Objectives To conduct a detailed study of the Waukesha County District Attorney's Office to optimize human and financial resources, with a focus on:

1. Documenting the current organizational structure, personnel classifications, and business processes, including technology use.

2. Collaborating with the Office of the District Attorney and County stakeholders to identify ways to maximize existing resources and make actionable recommendations.

3. Identifying opportunities with state and local business partners to improve business processes and suggest technological enhancements to increase efficiency.

4. Assessing unmet business needs and developing justifications for additional financial support.

B. Consultant Activities

1. Review of Current Staffing: Analyze current state and county-funded position assignments.

2. Operations Analysis:

Assess operations (employment classifications, staff-to-prosecutor ratios) with comparisons to:

a. Other Wisconsin County DA offices with similar profiles, focusing on:

• Organizational structure

• Caseload volume and complexity

b. Similar public sector entities.

c. Other Waukesha County departments in terms of structure, responsibilities, and personnel classifications.

d. Comparable industries, e.g., legal practices, to explore attorney support models, emphasizing technology use in caseload management.

C. Assess Transfer/Outsource Options/Discontinue: Evaluate possibilities for transferring, contracting, or outsourcing operations to streamline or reduce costs.

D. Recommendations/Deliverables:

The consultant will provide a report on the District Attorney Office current operations, an assessment of operational needs and recommendations to increase effectiveness and efficiency through reallocation of 2026 budgeted resources and the prioritization of unmet needs.

a. Current Resources: Recommend changes to employee classifications, technology and third-party resource to meet District Attorney Office need using current 2026 budgeted resources.

New resources: Recommend changes in staff size, employee classifications, technology use, and third-party resources in a prioritized manner to address identified operational needs and provide justification for additional funding from the State of Wisconsin.

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V. FIRM/EMPLOYEES

1. Waukesha County supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and non-discrimination. The filing of a proposal in response to this RFP is considered certification that the proposer is in compliance with the INA and has established appropriate procedures and controls so that no services under this contract will be performed by a worker who is not legally eligible to perform such services.

2. Contractor shall complete background checks at Contractor’s expense on all personnel prior to starting any activity for the County. Contractor shall confirm in writing to Waukesha County that they have successfully conducted the background checks prior to the commencement of work and that Contractor will not use any personnel for whom background checks have revealed factors that make them unsuitable for the activity to be undertaken for the County. This includes replacement personnel.

At a minimum, resources to be checked should include, but are not limited to, civil (https://wcca.wicourts.gov/l) and criminal records (https://recordcheck.doj.wi.gov/), Department of Transportation motor vehicle/licensing records (https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx). In order to do so, Contractor must obtain certain information for each of the Contractor’s employees expected to be performing work for Waukesha County. At a minimum, the information shall include full name (including middle initial), date of birth and social security information. Additional information that is helpful in completing background checks includes maiden name, sex, race, driver’s license number and issuing state and places of residence for the last three years.

NOTE: If the individual has resided outside of the State of Wisconsin within the last three (3) years, you will have to do similar research within the state they resided in.

All costs associated with the background checks are to be borne by the Contractor. All records received as a result of background checks are to be retained by the Contractor for a period of three (3) years after contract expiration.

Waukesha County reserves the right to request the results of the background checks and/or to do additional background checks on their own.

3. If for any reason the individuals identified are no longer employed by the firm, or available from the subcontracted firm, the contractor must notify the POC within a reasonable time frame. Contractor is responsible for ensuring that any substitute personnel have comparable skills and experience. The County reserves the right to interview substitute personnel prior to commencement of activity on the project to confirm County’s satisfaction equivalency of skills and experience.

4. Contractor shall be solely responsible for the safety of Contractor's employees and others relative to

Contractor's work, work procedures, material, equipment, transportation, signage, and related activities and equipment.

5. Contractor shall assume full responsibility for damage to County property caused by Contractor's employees or equipment as determined by designated County personnel.

6. County shall be entitled to request the removal of individuals working on any project for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction: (i) unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact; (ii) dishonesty or belligerent conduct; (iii) lack of compatibility with County staff; or (iv) violation of County rules or policies.

Upon such written request, the County and Contractor shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving categories (ii) or

(iv) in the preceding sentence. In the event Contractor does not cure the problem within (7) days from the date of notice, Contractor shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and provided then only if services rendered meet the minimum requirements of the County.

https://wcca.wicourts.gov/l https://recordcheck.doj.wi.gov/ https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx https://wisconsindot.gov/Pages/dmv/license-drvs/rcd-crsh-rpt/pars.aspx

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VI. CONTRACT TERM, PRICING AND PAYMENT

Term The contract shall commence upon contract signature with the Waukesha County study due on July 1, 2026.

Pricing – PLEASE READ CAREFULLY

Fees shall include costs for all personnel whether on the job site, in the home office, or as a sub-consultant hired by the consultant. Items which are normally referred to as reimbursable expenses, including but not limited to transportation, long distance communications and other documents, overtime work requiring higher than regular rates, additional insurance requested in excess of that normally carried by the Consultants, computer-aided design and drafting equipment, are to be included in the fee for which no additional compensation will be due.

Any additional work beyond the scope of services must be authorized in writing by Waukesha County before additional costs may be incurred. These fees will be determined prior to commencement of work and will be based on the hourly rates as submitted in the Pricing Document.

Payment Payment terms will be in accordance with the Waukesha County Service Contract. The owner will retain a minimum of ten percent (10%) of fees until final acceptance of project.

Waukesha County’s preference is to pay for goods/services on a P-Card. Indicate in the pricing document whether you will accept MasterCard for payment purchases. Vendor should note how many days after receipt and acceptance of good or receipt of invoice (whichever is later), payment must be processed to accept the credit. Please keep in mind that we will not process payment until/unless compliance with the requirements is confirmed and that Waukesha County requires a minimum of two days to process p-card payments.

If you are unable to accept credit card, payment will be made within thirty days after acceptance of equipment and receipt of a properly documented invoice. Note: Invoice must be sent to the location specified for the purchase order to avoid delays in payment. Vendors who wish to quote a discount for early payment against a purchase order may do so (reference the payment terms of the Pricing Document). For example, 1%/10 days. Discounts will be taken into consideration when evaluating costs.

IX. INSURANCE

The successful Consultant shall agree that it will, at all times during the term of the Contract, keep in force and affect insurance policies in accordance with Waukesha County standards. Insurance certificates must be issued by a company or companies authorized to do business in the State of Wisconsin and that are satisfactory to the County. Such insurance shall be primary. Prior to execution of the written contract, the successful Consultant shall furnish the County with a Certificate of Insurance issued and upon request, certified copies of the required insurance policies. The Certificate shall reference the contract and provide for thirty (30) days advance notice of cancellation or non-renewal during the term of the agreement.

Failure to submit or maintain the insurance requirements can make the contract void at the County’s discretion. Minimum requirements per Waukesha County standards are as follows:

Worker’s Compensation and Employer’ Liability Insurance – Statutory worker’s compensation benefits and employers’ liability insurance with a limit of liability not less than $100,000 each accident. Consultant shall require subconsultants not protected under its insurance to take out and maintain such insurance.

Commercial General Liability Insurance (including errors and omissions) – Policy shall provide coverage for premises and operations, products and completed operations, personal injury and blanket contractual coverage. Errors and omissions shall not be excluded or a separate policy covering such exposure shall be maintained. Limits of liability are not less than $1,000,000 per occurrence and aggregate.

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Waukesha County, its boards, commissions, agencies, officers, employees and representatives must be named as additional insured with respects to the General Liability and so stated on the certificate of insurance.

Automobile Liability Insurance – Business automobile policy covering all owned, hired and non-owned private passenger autos and commercial vehicles. Limit of liability not less than $500,000 combined single limit.

The successful Consultant shall agree that it will, at all times during the term of the Contract, keep in force and affect insurance policies in accordance with Waukesha County standards. Insurance certificates must be issued by a company or companies...