2025-14 Automobile Transportation RFP.PDF

ROCK COUNTY PURCHASING DEPARTMENT

Sarah Smith, Purchasing Manager

51 S. Main St., Janesville, WI 53545 608.757.5517

Sarah.Smith@co.rock.wi.us

2025-14

REQUEST FOR PROPOSAL

AUTOMOBILE TRANSPORTATION GRANT

FOR

ROCK COUNTY PUBLIC HEALTH DEPARTMENT

JANESVILLE, WISCONSIN

Proposals due in Rock County Purchasing Division by:

OCTOBER 2ND, 2025 – 5:00 p.m.

Proposals received after this date and time will be rejected.

Proposals must remain in effect for the life of the contract.

Address Proposal to: Sarah Smith Purchasing Manager Rock County Courthouse 51 S. Main Street Janesville WI. 53545

Rock County reserves the right to accept or reject any or all proposals, to waive any technicality or error in any proposal or part therein, and to accept the same or combinations, in whole or in part, whichever is deemed to be in the best interest of Rock County.

The County further reserves the right, without prior notice, to supplement, amend or otherwise modify this RFP or otherwise request additional information from any and or all respondents.

By submitting a proposal, the consultant thereby agrees that the County’s decision concerning any submittal in any respect is final, binding and conclusive upon it for all purposes, and acknowledges that the County in its sole and unqualified discretion may waive or deviate from the procedures and/or timetable outlined.

Contracts are awarded to the highest ranked, most qualified, responsible and responsive respondent on the basis of the Request for Proposal and full consideration of any or all alternatives, as may be in the best interest of Rock County. In determining the award of contract, Rock County will consider the scope of the work involved, timeliness of delivery, competency of respondent, respondent’s ability to render satisfactory service, and past performance. If two or more respondents submit identical proposals, Rock County will make award to respondent of its choice and such decision will be final.

RESPONSE SUBMISSION

Selection of the vendor shall be the responsibility of Rock County. The County reserves the right to select one or more respondents that appear best qualified to provide the services desired and then invite those respondents to appear at a designated time and place for oral presentations and/or interviews. The recommendation award shall be based upon the submission that represents the most advantageous overall response for Rock County, all factors considered. In this regard, Rock County reserves the right to accept other than the lowest cost proposal and to reject any or all submittals under this RFP, if deemed in the best interest of the County.

INSTRUCTIONS FOR PROPOSAL

Proposals are to be submitted to Sarah Smith, Purchasing Manager, via email at sarah.smith@co.rock.wi.us or in person at 51 South Main Street, Janesville, WI 53545. All proposals must be marked as RFP #2025-14 received by 5:00 p.m. (local time) October 2nd, 2025. Any proposal submitted after this date and time will be rejected.

Respondents are responsible for ensuring that the above office receives their proposal before the deadline. Proposal “packets” must be clearly labeled with vendor name, return address, proposal title, date and the name of the respondent’s primary contact for proposal questions.

Proposals shall be signed with name typed below signature. Where respondent is a corporation, proposal must be signed with the legal name of the Corporation followed by the legal signature of an officer authorized to bind the Corporation to contract.

Respondents must be licensed to do business in the State of Wisconsin when required by law.

INQUIRIES

All questions concerning this Request for Proposal must be submitted in writing to Sarah Smith, Purchasing Manager. Questions must be received by 12:00 noon (local time), September 16th, 2025. Questions received after this date and time will not be answered.

Questions must be e-mailed to sarah.smith@co.rock.wi.us and must include RFP #2025-14 in the subject line.

No verbal explanation or instructions will be given in regard to the meaning of the specifications during the proposal period. Respondents shall bring inadequacies, omissions or conflicts to Rock County’s attention in writing by the question cut-off date and time. If necessary, answers to questions will be provided to all specification holders in the form of an addendum. Addenda will include a list of each question received and Rock County’s response.

ADDENDA

All changes in or interpretations of the specifications prior to proposal due date will be made by written addenda issued by Rock County to each recipient of the specifications on record. All addenda will be issued no later than 72 hours prior to proposal due date. All addenda or notice of addenda will be posted on DemandStar (www.demandstar.com) mailto:sarah.smith@co.rock.wi.us mailto:sarah.smith@co.rock.wi.us http://www.demandstar.com/

PROJECTED TIMETABLE

Issue Request for Proposal 09/09/25 Questions Due 09/16/25 – 12:00 noon Addenda Issued (if needed) 09/19/25 – 5:00 noon Proposals Due 10/02/25 – 5:00 p.m.

Committee Approval 10/08/25 * Subject to Change

After all proposals have been reviewed, a recommendation shall be made to the appropriate County governing committee. Approval by the Rock County Board of Supervisors may be required prior to the award of the contract. Respondents not involved in the final selection process shall be notified in writing. The above schedule is for informational purposes only and is in no way binding upon Rock County.

VENDOR SUPPLIED DOCUMENTATION AND MATERIALS

All vendor-supplied materials, including the vendor's proposal, become the property of Rock County. We will work with vendors to meet their confidentiality requirements, provided they are within reason. All vendor confidential material must have each page clearly marked as confidential. Wisconsin "Open Records Laws" apply. Rock County’s determination to treat matters as public or confidential under the Wisconsin Open Records Law shall be final.

PROPOSAL AND PRESENTATION COSTS

Rock County will not be liable in any way for any costs incurred by the offerors in the presentation of their proposal in response to this Request for Proposal nor for the presentation of their proposal and/or participation in any discussions or negotiations.

COMPLIANCE WITH REQUEST FOR PROPOSAL

Proposals submitted shall be in strict compliance with the Request for Proposal. Failure to comply with all provisions on the RFP may result in disqualification. The County reserves the right to reject any and all submittals or to waive minor defects or irregularities in the submittal. The County further reserves the right, without prior notice, to supplement, amend or otherwise modify this RFP or otherwise request additional information from any and or all respondents. By submitting a proposal, the respondent thereby agrees that the County’s decision concerning any submittal in any respect is final, binding, and conclusive up it for all purposes, and acknowledges that the County in its sole and unqualified discretion may waive or deviate from the procedures and/or timetable outlined.

IMPLIED REQUIREMENTS

Products and services that are not specifically addressed in this Request for Proposal, but which are necessary to provide functional capabilities proposed by the offeror, must be included in the proposal.

NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s.51.01 (5)(a), sexual orientation, national origin, or military service as defined in §111.355(1), Wis. Stats. This provision shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor further agrees to take affirmative action to ensure equal employment opportunities. The contractor agrees to post in conspicuous places, available for employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of the non-discrimination clause (Wisconsin Statutes S.16.765 (2).

INDEMNIFICATION

The contractor to perform services for Rock County shall indemnify, hold harmless, and defend Rock County, its officers, agents, and employees from any and all liability including claims, demands, losses, costs, damages and expenses of any kind and description or damage to person or property arising out of or in connection with or occurring during the course of any agreement between the contractor and Rock County where such liability is founded upon or grows out of the acts, omissions, negligence or misconduct of any agents or employees of the contractor.

INSURANCE REQUIREMENTS

The Contractor further agrees that in order to protect itself and the County, it will at all times during the term of this agreement keep in force and effect worker's compensation, comprehensive general, and auto liability insurance policies by a company or companies authorized to do business in Wisconsin with minimum limits:

Personal and bodily injury Per person $1,000,000 Per accident $2,000,000 Property damage: Each Occurrence $500,000 Aggregate $500,000

Coverage shall apply as primary with County named as an additional named insured. Contractor shall also provide a copy of the additional insured endorsement. Contractor shall furnish satisfactory proof of insurance to County prior to the date of Contract Execution or commencing work for the County.

MODIFICATION AND WITHDRAWAL

Proposals may not be modified after submittal. Respondents may withdraw proposals at any time before the proposal due date but may not resubmit them. No proposal may be withdrawn or modified after opening except where the award of the contract has been delayed for more than 60 days from due date.

PROOF OF COMPETENCY OF RESPONDENT

Any respondent may be required to furnish evidence satisfactory to Rock County that the respondent and proposed subcontractors have sufficient means, expertise, financial ability, and experience in the types of work proposed to assure completion of the Contract in a satisfactory manner.

CONFLICT OF INTEREST

All respondents must disclose with their proposal, the name of any officer, director or agent who is also an officer or employee of Rock County. Further, all respondents must disclose the name of any Rock County officer or employee who owns, directly or indirectly, any interest in the vendor's firm or any of its branches. Failure to disclose this information will result in disqualification of proposal and/or cancellation of Contract. Rock County reserves the right to seek damages for recoupment of losses in having to re-let or reassign.

DISQUALIFICATION

Rock County reserves the right to disqualify proposals, before and after opening upon evidence of collusion with the intent to defraud or other illegal practices upon the part of the respondent.

AWARD

Award will not be made to any respondent in default of a Contract with Rock County, or to any respondent having as its agent or employee, any individual previously in default or guilty of misrepresentation.

AGREEMENT DEVELOPMENT

Rock County reserves the right to negotiate with one or more respondents.

CONTRACT REQUIREMENTS

CONTRACT

The documents that will form the contract include the "Request for Proposal", any attachments or addendum and the successful respondent's “Proposal".

APPLICABLE LAW

All contracts are governed under the laws of the State of Wisconsin and are made at Rock County, Wisconsin, and venue for any legal action to enforce the terms of the agreement will be in Rock County Circuit Court.

TERMINATION FOR DEFAULT

The contract may be terminated by Rock County, in whole or in part, in writing, whenever the County determines that the Contractor has failed to meet performance requirements of the Contract.

TERMINATION FOR CONVENIENCE

Rock County reserves the right to terminate the Contract, in whole or in part, by giving the Contractor written notice of at least thirty (30) days prior to the effective date of the termination.

Upon receipt of termination from Rock County, the Contractor shall only provide those services specifically approved or directed by Rock County. All other rights and duties of the parties under the Contract shall continue during such notice period.

CANCELLATION

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

Rock County reserves the right to cancel a purchasing contract in whole or in part without penalty due to the non-appropriation of funds or for failure of the contractor to comply with terms, conditions, and specifications of the contract. Any dispute arising as to quality and quantity is subject to arbitration as provided in Chapter 788, Wisconsin Statutes.

FORCE MAJEURE

Neither party to this agreement shall be liable to the other for any cost or damages if the failure to perform the Contract arises out of causes beyond the control and without the fault or negligence of the parties. Such causes may include, but are not restricted to, acts of God, fires, quarantine restriction, strikes and freight embargoes. In all cases, the failure to perform must be totally beyond the control and without fault or negligence of the party.

PERMITS, LICENSES AND FEES

The selected vendor shall be responsible for obtaining all permits, licenses, certifications etc.

required by Federal, State, County and Municipal laws, regulations, codes and ordinance for the performance of the work required in these specifications and to conform with the requirements of said legislation.

PATENT FEES, ROYALTIES AND LICENSES

If the selected vendor requires or desires to use any design, trademark, device, material or process covered by letters of patents or copyright, the selected vendor and its surety shall indemnify and hold harmless the County from any and all claims for infringement by reason of the use of such. The successful vendor further agrees to indemnify Rock County from any costs, expenses, royalties, or damage which the County may be obligated to pay by reason of any infringement at any time during the prosecution of or after completion of the contract.

PUBLIC ENTITIES CRIMES

A person or affiliate that has been convicted of a public entity crime is not allowed to submit a proposal for this contract.

PUBLIC RELATIONS IMAGE

Selected vendor's personnel shall at all times handle complaints and any public contact with due regard to the County's relationship with the public. Any personnel in the employ of the selected vendor involved in the execution of work that is deemed to be conducting themselves in an unacceptable manner shall be removed from the contract at the request of Rock County.

PUBLICITY RELEASES

Contractor agrees not to refer to award of this contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by Rock County. The contractor shall not have the right to include the County's name in its published list of customers without prior approval of Rock County. The contractor further agrees not to publish or cite in any form, any comments or quotes from County staff.

ASSIGNMENT & SUBCONTRACTING

The selected Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract or any portion therein, or its right, title or interest in, to any person, firm or corporation without the written consent of Rock County.

VENDOR'S RELATIONSHIP TO ROCK COUNTY

It is expressly agreed and understood that the successful vendor is in all respects an Independent Contractor as to the work, and the vendor is in no respect an agent, servant or employee of Rock County. The contract will specify the work to be done by the vendor, but the method utilized to accomplish the work shall be the responsibility of the vendor.

DEFICIENCIES

In the event that Rock County determines that there are deficiencies in the service work provided by the vendor under the contract, Rock County shall notify the vendor in writing as to the precise nature of any such deficiencies. Within ten (10) working days of receipt of such notice, vendor shall take responsible steps to correct any deficiencies.

WORK CHANGES

Rock County reserves the right to order work changes in the nature of additions, deletions or modifications without invalidating the Contract.

RECORDS

The Contractor shall maintain accurate and complete records. All books and records pertaining to the performance of the contract shall be made available at any time during the contract and for three years following the expiration of said contract to the Rock County Finance Department, Purchasing Department or any independent auditing firm acting at the direction of Rock County.

SPECIFICATIONS & REQUIREMENTS

A. BACKGROUND

Due to the National Opioid Settlement that was reached in February 2022, funding has been made available for abatement of the opioid epidemic in the United States. Rock County, WI has received an initial settlement, and the Rock County Board of Supervisors approved the Rock County Opioid Settlement Funds: Update and Implementation Plan on February 27, 2025. The approved document is available at https://www.co.rock.wi.us/home/showpublisheddocument/61833/638767580106230000

Rock County Public Health (RCPH) is managing the Request for Proposals (RFP) process for the specific priority area of: Transportation. The goal of this funding opportunity is to increase options for transportation to employment, group meetings, shopping, and other activities that will support recovery from substance use disorder. RCPH invites organizations who house people in recovery to apply. All proposals will be evaluated by a panel of reviewers who will rate each proposal in comparison to the guidelines described in this document.

B. CONTRACT TERMS AND CONDITIONS

Rock County anticipates the contract beginning shortly after proposals are selected. The current timeline identifies October of 2025, although this could change.

This is a one-time grant with no additional funds anticipated. Grantees will be responsible for the maintenance, insurance and upkeep of the items purchased with grant funds.

Updates and outcome reporting may be required. This requirement will be outlined in the contracts that are developed after proposals are identified and selected.

C. ELIGIBLITY

Only organizations that provide recovery housing, sober living or supportive housing and serve people with Opioid Use Disorder are eligible for this funding opportunity.

https://www.co.rock.wi.us/home/showpublisheddocument/61833/638767580106230000

SCOPE OF SERVICES

This funding opportunity will provide reimbursement of up to $24,000 for the purchase of automobiles for organizations that provide recovery housing, sober living or supportive housing that serves people with Opioid Use Disorder.

There are $96,000 in total funds available to be distributed as up to four grants of approximately $24,000 each. Each applicant is limited to one award. The funding related to this RFP is time-limited and will only cover costs that are approved before the end of 2025.

Acceptable uses of the funds include cars or vans to be used to provide transportation for residents. It is required that insurance be purchased by the organization. The cost of the initial insurance payment can be included in the grant total.

No additional funds will be provided. The organizations receiving the grants must commit to ongoing insurance and maintenance costs.

Updates and outcome reporting may be required. This requirement will be outlined in the contracts that are developed after proposals are identified and selected.

MINIMUM REQUIREMENTS

Minimum requirements for submission shall include all the following areas. Please limit items 1 through 3 to a maximum of three total pages.

1. Agency Information: Provide the following information about the agency:

a. Agency name

b. Agency address

c. Primary contact person with phone number and email address

d. Agency structure including director and oversight bodies, number of employees, population served, and other relevant information.

e. Agency mission, vision, and values

2. Overview of Proposal: Narrative statement explaining how the agency will oversee the automobile transportation program. At minimum, information should include:

a. How the grant will support recovery for your residents.

b. Plan for how residents will utilize the automobile, including prioritization of use and summary of rules for use.

c. What type of automobile would be purchased and why.

d. How security of the automobile will be ensured, including insurance, storage, maintenance, and ensuring safe and legal driving practices.

3. Proposed Budget: Clearly explain how the funding would be used. Funds must be allocated for expenditure by the end of calendar year 2025. Include the following information:

a. The total funding requested and timeline for spending.

b. A budget document that details the expenditures along with justification for each expenditure.

c. Description of each item to be purchased.

4. Attachments may be added but are not required. Attachments will not substitute for the information requested above. Attachments may include quotes for proposed products, usage agreements or other supporting documents.

ROCK COUNTY PURCHASING DEPARTMENT

Sarah Smith, Purchasing Manager

51 S. Main St., Janesville, WI 53545 608.757.5517

Sarah.Smith@co.rock.wi.us

2025-14

REQUEST FOR PROPOSAL

AUTOMOBILE TRANSPORTATION GRANT

FOR

ROCK COUNTY PUBLIC HEALTH DEPARTMENT

JANESVILLE, WISCONSIN

VENDOR PROPOSAL CERTIFICATION

PROPOSAL DUE DATE: OCTOBER 2ND, 2025

The following certification must be submitted with Proposal.

I hereby certify that all prices included in this Proposal are accurate and binding for one hundred twenty (120) days from the Proposal due date.

I further certify that the total costs accurately reflect the total Proposal cost, and that the company which I represent will deliver and install, and coordinate delivery and installation of the proposed applications software, hardware, and systems; train staff and provide documentation for the total amount of $ (see attached pages for detail).

The contractor to perform services for Rock County shall indemnify, hold harmless, and defend Rock County, its officers, agents, and employees from any and all liability including claims, demands, losses, costs, damages and expenses of any kind and description or damage to person or property arising out of or in connection with or occurring during the course of any agreement between the contractor and Rock County where such liability is founded upon or grows out of the acts or omissions of any agents or employees of the contractor.

Authorized Signature Date

Printed Name

Title

Company

Address

Telephone

E-Mail