3-Pre-Proposal Conference (RFP-2025-007 CRC Correctional Staff Mental Health Services).docx

Transcript February 12, 2025, 8:00PM

MacLellan, Tony 0:24 Good afternoon, everybody.

We are going to give just a few minutes to allow everybody who has registered to arrive and get through the lobby and then I will begin.

So please do not be provide surprised if I don't begin until about 2:03 central Standard Time.

Alright, looks like we have everybody that I have as registered.

So good afternoon again.

All welcome to the Pre proposal conference for RFP 2025007.

That is, the CRC Correctional Staff Mental Health Services, RSP.

My name is Tony McClellan.

I am the RFP administrator for the solicitation. Our meeting today will be high level.

It's going to focus on the basics of how to work with Milwaukee County.

Understanding this particular.

Purchase request how to submit your proposals and how the county will evaluate your proposals and award the contract.

The session this afternoon is recorded.

The county will post the recording to the Bonfire portal following the conference. If you require cart options, there should be a link in your.

Invitation that includes those cart options. If you do not see it for whatever reason, please reach out. Let me know via the chat or via e-mail and I'll make sure that you get it if you need it.

All of the attendees should be registered at this point. The county must track all the attendees, and we need to post a list of those attendees in our bonfire portal following the conference.

So if you are not registered and you are either accompanying somebody registered or you have dialed in, please be sure to register yourself or e-mail your registration information to me.

My e-mail address is available in the bonfire portal.

And then the information summary sheet of the RFP document, I will also provide it in the webinar chat.

Keep in mind my first name is actually Lyle LAEL.

So it's a little tough to pronounce. I go by my middle name, but my e-mail uses my first name, so please do not email.tony@milwaukeecountywi.gov because you won't get to me.

Please double check to make sure you send to the correct e-mail address.

So I actually receive your communications.

As a reminder, any questions that are asked today during the PREPOPOSAL conference may or may not be answered today. Whether or not you get an answer, none of the answers that we give you verbally today will change the terms of the solicitation. That means the documents as they.

Written and as they're published in Bonfire and all of the requirements stay.

Exactly the same.

Nothing we say here changes anything in those documents.

If you have a question that requires a change to one of those documents, or it needs a formal answer, please submit it using the question and answer process that is outlined in that RFP. We will talk about the Q and AA little bit later in today's meeting.

We ask that during presentation, you please mute your microphones and turn off your cameras. Unless you're asking a question, please feel free to use the chat feature to ask your questions. If you're concerned, you may forget them, it is.

Best for everybody, especially those of us like me who are easily distracted if we don't answer questions throughout. But if you absolutely need to interrupt and have a question answered throughout, we can do that.

Really high level. What is the agenda for today? We're going to do introductions on the county side.

I will talk a little bit about the timeline and the RFP process.

The issuing department, which is our Community reintegration center through their representative Brenda Smith. We'll talk a little bit about the scope of work and our Office of Economic Inclusion.

And we'll talk a little bit about working with targeted business enterprises.

At the end, we'll reserve some time for any questions that you may have.

And after that point, we will wrap up and I will let everybody know how to expect to see the information in bonfire.

So very quickly, we're going to start with Department of Administrative Services Procurement Division and Oei and then move over to the folks from the Community Reintegration Center.

So this morning, afternoon boy.

In one of those days.

From procurement, my name again is Tony McClellan.

I am the RFP administrator for this RFP.

Joining me are Jennifer Malco, who is our purchasing analyst and.

In addition to myself and Jennifer Toria, Shropshire is our contract compliance manager and our procurement director is Regina Flores.

So if you have any questions for any of us, please feel free to reach out to us.

We do ask that in general questions that are related to an RFP come to me.

So the RFP administrator, if you have technical questions questions generally about procurement or contracting, those could be directed to others.

In the team.

I will give oeia moment.

Usually we have one of three individuals who join us from Oei.

Do we have anybody here this afternoon?

Sounds like maybe not.

There are three individuals who you will probably interact with if you interact with our Oei team.

That's our office of Economic Inclusion.

1st is our analysis and strategy manager.

Her name is Sarah, our certification analysts.

Who is Marina and the director of that division? Is director Robinson. If you have questions about targeted business, enterprise participation, these are the folks you want to talk to.

And we will talk a little bit later about where to find additional information.

And I will now turn over to anybody who is here from CRC, who wishes to introduce themselves.

Smith, Brenda 8:18 Good afternoon, everyone.

My name is Brenda Smith.

I am the contract administrator with the Community Reintegration Center.

Dodd, Anthony 8:27 Good afternoon, everyone.

I am assistant Superintendent Anthony Dodd, senior.

I'm the I'm of the programs Uber and graphics.

Tardiff, Lance 8:38 Hello I'm the security director at the Community Reintegration center, Lance Tardiff.

MacLellan, Tony 8:38 I suspect.

I think that's everybody from CRC for this for this afternoon, right?

Tardiff, Lance 8:55 I believe so.

MacLellan, Tony 8:56 Alrighty.

So very high level, what does the timeline for the RFP look like?

Please keep in mind that timelines for any RFP are based on estimates. The county reserves the right to extend them.

The reason we do that is sometimes it is needed to ensure that the process is fair, that it's equitable, that it's transparent and that we are engaging in the most.

Efficient and effective way to make sure that the proposals are scored fairly.

So some of these dates may change.

If they do change, we will give you notification of that via an addendum in the bonfire portal.

So it's very important to continue to monitor that bonfire portal throughout the RFP process.

So please don't look at it once and then never look at it again because things do change and they tend to change.

On a rolling basis right now, your next major event.

Upcoming is going to be the closure of our question and answer period. So you will have until the 28th of the month to ask us any questions. When you are asking these questions, there is a question and answer section in the bonfire portal. That is where the.

Questions need to come in if they come any other way. They are not a formal question and they may or may not be answered either way.

Any question you ask, we will need to.

To answer publicly so that everyone receives the information at the same time, we'll talk a little bit more about questions.

Later in the presentation, but please be aware that the 28 is the cut off for asking any of those questions.

The reason we ask you to do that is we will provide formal answers to you in advance of the closure of the RFP. So in order for us to have enough time to see what you've asked and answer it thoroughly by March 7th.

We need all of those questions by the 28th. Proposals will be due on the 21st.

Please keep in mind that you are submitting proposals in a technological system.

Boy, I cannot speak today.

I apologize for everybody and that technological system can have errors.

So we strongly recommend that you do not wait till the last couple of hours before the proposals are due to submit your proposals.

We'll talk a little bit about that later as well.

After your proposals come in, we hold preliminary evaluations.

Those evaluations are intended to ensure that the proposals we have received are responsive.

So you have given us all the documents we've asked for. You've met the minimum criteria in the RFP. You are eligible to propose for this particular project. Once that preliminary evaluation is done.

The proposals that have passed it move on to what we call independent.

Or individual evaluations. Those go on for about two weeks. During that time, you will probably not hear anything at all from us.

So please don't be surprised.

The shortlisted offer or interviews will be held the 17th and 18th.

There are three available slots. Usually what will happen is we we will select the top three highest scoring offers to invite to interview. If someone is not available.

Sins we may contact the next offering line, but keep in mind that there are three slots.

Those slots are set and they are specifically on 17th and 18th.

Once those interviews are done, we expect to have notice of intent to award to you by the 2nd of May. The protest period then will run essentially from the 5th to the 8th, the 2nd to the 5th or the 5th to the 8th. Depending on how this is.

This works out.

I believe that the 2nd is a Friday and that's why I have this funny date here.

I try to avoid issuing notice of intent to award on a Friday because for whatever reason, Milwaukee County, we have our ordinance happens to say that the protest period is 72 hours, not business hours.

So in an effort not to give a protest period over a weekend.

Usually I will issue.

The following Monday, if this is a Friday date.

Yeah.

Once the protest period ends, if there are no protests received, we move to contract negotiation, which we expect will happen throughout May.

We are shooting for a June board approval, but that will depend entirely on contract negotiation.

We need to submit our reports to our Board of Supervisors for approval a month in advance, so there may be shortening of this time frame to attempt to meet this June deadline or you may see that.

We will extend that deadline into July. So we are expecting that service start date is sometime in the summer of 2025.

The RSP process.

I will talk about this is the very high level of what what will be forthcoming on these next slides.

So we'll talk a little bit about the process, how to use the documents as tools and guidance, how to communicate with us during the process, what the scope and requirements are, how to submit a proposal and how we will evaluate and award the proposals.

In general, the procurement process has.

About four, five steps.

These can change a little bit depending on each process, but.

You are here at Pre proposal conference and site tours. There are not site tours for this particular project because there is not necessarily anything of value that anyone is going to derive from that.

If you feel.

For whatever reason that a site tour is necessary for you to propose successfully, please reach out to me.

I can set those up. That is not a problem.

We simply were under the impression that that probably wouldn't be necessary and we don't want you to have to go through the time and expense of coming out to visit us if you don't need to.

Once we are finished with this conference, we will move back to the submission and preparing a response.

Time period, which is what we're in right now.

Once the submissions are done, we go.

As we've talked about, we go to evaluation criterion scoring, notice of intent and then contract negotiations.

To use the RFP documents, I strongly suggest you take a look at figures 12/2, which are the appendices and exhibits and 12/3.

These are your required proposal documents.

I apologize that these are in opposite order.

We have a logo at the bottom of here that tends to make that not work so well.

When you are looking at your appendices and exhibits, the important component here is.

Please be sure that you've read.

At least proc.

One this talks about our vision of achieving racial equity and has information for suppliers and vendors.

It also includes more information about targeted business enterprise participation.

Appendix's, AB and C are provided for you.

For background, this background we believe is important for you to have in order to propose. So Appendix A will be the CR CS org chart and their role information.

Appendix B is our Milwaukee County service inventory.

This refers to our racial equity project.

So you will see that there is some information there about.

Racial and HealthEquity.

So HealthEquity is a large component of our racial equity vision.

Our vision is by achieving racial equity. Milwaukee County will be the healthiest county in Wisconsin.

So you all as a mental health providers to our staff are directly impacting that.

Overall, drive toward being the healthiest county in Wisconsin.

Appendix C is the applicable county policies.

Please be sure you read this carefully because these policies will apply to you.

So if there is something in them that is of concern to you.

Now is the time to let us know.

Exhibits a through H are your general RFP forms and documents, which tend to be included in every RFP.

What you want to make sure that you're looking at when you're looking at those documents in particular.

You want to look at.

A.

Through or, I'm sorry a through C as legal documents.

Right. They will become part of the contract by reference. So that is the sample contract, the insurance requirements, the technology information technology policies.

The remaining items D through H are forms which you will need to fill out and return as part of your proposal that those are the proprietary information disclosure your T ve forms your sworn statement, your EEOC compliance.

And your request for exceptions. So you'll see that these are represented in figure 12/3.

What do you need to submit?

So if you're looking at 12, three in preliminary evaluation, what we will need is this bonfire questionnaire that is number Q69 FZ that is in bonfire.

Your TV goal documentation.

This is optional for this RFP and we will talk a little bit later about why that is.

You do not need to submit this documentation if you do not have a targeted business enterprise partner.

Your proposal response.

This is an error I will put out an amendment, but I wanted to draw everyone's attention to it.

We are not using the questionnaire format for RFP this particular RFP, so please be on the lookout.

Out for an addendum shortly, your technical proposal documentation, your cost proposal, response and cost documentation. Here are your required forms, so proprietary information.

Request for exception, EEOC sworn statement. If you have confidential information in your proposal that you have listed in your proprietary information disclosure, you do need to submit redacted documentation.

Please do this.

If you do not do this.

I end up having to come back to you and ask you for it because we do not release your proprietary information.

As a matter of course.

So if you do not give us a document that we can release for public records, we will have to ask you every time someone makes a request.

So please make sure that you do submit your reacted documentation.

In communicating with the county, we're going to talk very quickly about how to ask questions, how to ask for exceptions.

And formal changes and what restrictions there will be on you all during the process.

So when asking questions, please ask your questions using the bonfire portal.

We talked about this earlier.

Only questions you ask via the portal are going to be formally answered and only formal answers.

Change the terms of the RFP and the RFP requirements. If it is important, please ask, even if it's not that important, please ask.

It is better to ask than it is to find out later that you didn't ask for something and something was not changed and you are now obligated to do it.

The county will not answer.

Business or operational questions once that Q&A period closes.

So February 28th is the last day to ask those business or operational questions.

We do make an exception for technical issues or questions after the Q&A period. If you have a problem with bonfire or submitting your proposal from a technical standpoint, please come to me directly, either by phone or e-mail, and you can find that information in the inform.

The questions will be answered on a rolling basis. To the best of our ability.

They are not. First come first answer.

They tend to be answered on the basis of how quickly and easily the information is available to the county staff member, answering the question. Regardless, a digest of answers will be published on the date that we have given you, so March 7th there will be an addendum that.

Includes a digest of all the questions and all the answers.

If you need to request an exception to any part of the RF PS terms or the scope of work, you must do that in your proposal.

The request for exceptions form and again forgive me for I've got to fix this as well.

The request for exceptions form in your case is, I believe, Exhibit H.

I will put out an addendum on that as well so that everyone knows what they're correct. Document numbers are, but please use that request for exceptions form to make that request.

The reason we ask that you do that is it puts all of those things in one place for us.

It enables us to, during preliminary evaluations, quickly go through what those requests are, reach out to any of the necessary departments or divisions who may be in control of some of those areas.

So for example, if you have a change to the sample contract, if you have a change to an insurance requirement, those types of questions we look to our Office of Corporation Counsel and to our risk management division to answer.

So we are looking for you to tell us in that form what exactly is the exception that you are requesting so that we can.

Provide you with an answer if your request is not.

Accepted.

I will contact you and let you know during the preliminary evaluation that we will not accept the exception.

You've asked for an offer you the opportunity to either rescind it and continue to participate or to to determine that you will not be able to participate and withdraw a proposal.

In general, we make all efforts to accept.

The exception requests.

There are a few areas that I I generally tend to tell people.

Are not likely to get changes.

Those are usually statutory or ordinance based requirements, things like changes to open records, law, language changes to, you know, audit and inspection of records.

Indemnity insurance. These are much more difficult to change because a lot of them are dictated to us by.

State or local law?

If you are unwilling or unable to rescind an unaccepted exception, the proposal will be considered non responsive.

So you will get an elimination notice. You will have the opportunity during protest period to protest, but we will not accept those.

We will not pass those proposals that have.

Material exceptions that we can't agree to on to the evaluators.

Sometimes a formal change is necessary.

I use this image because notoriously every RFP process I have at least one person who appears to be under the impression that the county will magically know that you need a formal change.

We won't. So please, please, if you find an error in a document, I am a human being. I make mistakes all the time. If you find an error that is almost certainly on me, please let me know so that we can correct it for you so that you.

Have good information.

Those changes could also resolve omissions or conflicts. Make the RFP more accurate.

Clarify how to propose so if you have one of these requests, please make it in the bonfire portal.

During the QA period, if you absolutely can't and you run into a situation where you're at the end of a proposal process and somebody says someone on your team says, Oh no, we did not notice the RFP asked for this and we can't do it, please put it.

In your exceptions form and let us know one way or the other.

If you don't let us know, we won't consider it and we won't consider it during contract negotiations either.

So it's very important that you let us know in advance.

There are some communication restrictions during the RFP process.

The main restriction is.

If you are not a current Milwaukee County vendor with a current contract, please do not contact anyone at Milwaukee County.

Not staff, not politicians, not officials to discuss the RFP, its requirements, the your proposal evaluations or anything else that's related to the process.

If you do have current contracts, please do not discuss the open RFP with those contacts that you have at Milwaukee County. Either of these behaviors can result in your proposal being eliminated.

I really hate to do that.

That is it.

You know, some of the worst sort of. This is a bureaucratic problem.

You know, somebody picked up the phone and called somebody.

Not thinking.

And now I've got to eliminate a proposal.

I really, really don't do that. If you have questions, please come to me first.

There are times where I will give you permission to contact someone else, but if you contact them without asking.

You are running the risk of having your proposal eliminated.

We sincerely expect that our current vendors are going to uphold the highest level of ethical behavior during an RFP process.

That means yes, you may continue to speak to your contacts if you have a current contract with Milwaukee County.

About the current contract you have with Milwaukee County, what you cannot talk to them about is anything pertaining to the RFP process.

What I ask everybody to remember is that even an appearance of a bias, unfairness, or some access to insider information is not acceptable.

And it runs the risk of eliminating your proposal from consideration.

So please conduct your communications accordingly.

Again, if you have current business relationships, you may continue to correspond with your contact at the county for that relationship. When in doubt, please ask.

It is always better to ask permission than beg forgiveness in an RFP process.

From here I'm going to I I will take the minimum qualifications and then turn over to our Community reintegration center to talk to you about the scope of work and will come back to me to talk a little bit about evaluation criteria.

Minimum qualifications. These items are are repeats directly from the RFP document.

Minimum qualifications are a bar to entry.

That means if you cannot prove.

That you meet these requirements you will not be considered responsive and responsible and your proposal will be rejected.

So it's very important that.

You demonstrate the requested minimum qualifications. There are instances I've seen where.

You know, people ask what if you know, we don't have the whole business doesn't have say, three or five years of experience.

But among our clinicians, we do.

Yes, that can be acceptable.

Please make sure you say so so that we know and can fairly assess what qualifications you do have.

The important ones in this RFP are that your services can be provided by licensed or certified mental health clinicians that they have at least three years of experience providing this type of support either to municipal law enforcement, correctional agency staff or similar populations. First responders and correction staff.

And it's extremely important that you can retain permanent records for a minimum of seven years.

That's necessary to comply with important relevant regulation. We will need a minimum of three references.

You will see that the RFP says.

For those entities that you've provided a similar or substantially similar service, what that means is if you give us a reference for whom you have done completely different services, say you know after school counseling services, that is not going to be.

A substantially similar service. So when you consider who to give as your.

References. Please keep in mind that the more tailored and direct they are showing evidence that you perform the services before the more value they have for us.

Please also make sure that you've talked to your references before you put their names on things. I have had that happen in the past where I try to call somebody and get to a. This person is not where it does.

No longer works here and.

Come to find out they haven't worked there in five years, so please double check.

That you have the correct information for your references so that you don't lose points or end up eliminated for something like that.

Obviously we will ask you to certify that you haven't been disqualified or debarred from participating in another governmental entities competitive solicitation or working with them due to a contract breach.

You should know your entity should know if you've been disqualified or debarred.

But if you have questions, please feel free to ask.

And finally, we will ask you to enter into a contract with us and comply with all the terms and conditions. If you win an award.

And I will turn over to Brenda Smith to talk a little bit more about the scope of work.

Smith, Brenda 33:33 Say hello. Salut scopawa.

The CRC is soliciting proposals for a comprehensive mental health services designed specifically for correctional staff.

The selective provider will serve as an operational partner with the CRC in fostering a workplace culture that prioritizes mental well-being resilience and stress management among staff members.

The goal is to reduce stigma and hand staff mental fitness.

And improve interactions with CRC residents, their families and the broader community.

The awarded provider will be asked to provide a range of services, including individual counseling sessions.

Confidential one-on-one counseling tailored to address the unique stresses of correctional work with the secure record keeping compliant with HIPAA regulations. We're also looking for group therapy sessions, where we're going to ask for peer support groups.

Facilitated by a licensed mental health professional experienced in working with correctional officers, law enforcement and 1st responders.

Stress management workshops of resilience training.

Interactive workshops providing practical coping skills and resilience building strategies, tailored again to corrections staff.

Also looking for crisis intervention services 24/7 365 day immediate mental health support.

In response to critical incidents.

Including on site interventions and follow up services.

Finally, we're looking for some ongoing mental health education and support programs.

Regular training, self-care strategies and follow up services to promote long term mental health and well-being. And of course we're also going to be looking for those deliverables and reporting. So like a detailed information implementation plan.

Progress report and documentation that's compliant with all for counselling sessions workshops.

And interventions, while ensuring confidentiality.

So this initiative is really critical to ensuring our correctional staff are equipped with the mental health resources needed to drive thrive in their high stress role.

Interested providers should be prepared to deliver innovative evidence based solutions that align with the unique demands of the Correctional Facility work.

Does anyone have any questions in regards to the services that the CRC is looking for?

Since there are no questions and I will turn it back over to Tony.

MacLellan, Tony 36:16 Thank you very much.

We will talk very briefly about evaluation criteria.

How are we going to evaluate the proposals when they do come in?

So we've talked a little bit about preliminary evaluation already.

Preliminary evaluation is sincerely a pass fail process. We will be looking at.

Is your proposal complete?

Did you respond to all the questions?

Have you shown that you have the necessary?

Experience and background to perform the services.

This successfully if for whatever reason we make a determination that you do not pass, we will tell you why.

And typically I will give if it is possible, I will give an opportunity to respond within 24 hours to correct any potential errors in your submission.

That may not always be offered.

So it entirely depends.

It's a case by case basis.

So please do not expect when you submit your proposals that you're going to get an opportunity to defend your responsiveness or responsibility.

Please assume that you need to prove that at the outset of your submission, but.

Be aware that we do have some flexibility there.

In the in your proposal response you will see that there are several sections these sections.

Are mapped to areas in the RFP document itself.

That have the questions that we're asking you to answer.

So these are not the section 11 is not the scope of work. It is a separate section that includes the questions we are asking you to answer.

When you see a wait next to a section.

That wait is out of the total number of points.

Typically that's 1000.

So you can assume that 20% means about 200 points, but the reason that we use percentage weighting instead of direct points is that some sections may have more questions than others.

This is the easiest way to make it clear and understandable for everybody. What?

Point value.

You or what percentage of point value will be assigned to each section.

The higher the weight, the more important the section is to the county.

So when you are developing your proposal, we strongly recommend that you consider those weights and when answering the questions related.

Give your emphasis and time and attention to those areas that are weighted higher.

When it comes to bonus points, you will see in this second component of the criteria that there are a couple of items that have these little superscripts.

What these footnotes will tell you is that there is a bonus.

In addition, or over and above this 100%.

That is available in those sections.

For section 1114, which is commitment to racial equity, that those points are related to targeted business enterprise participation. If you have that participation, you can earn up to 10% in additional points. That is only if you have the participation and it is not required.

Interviews.

Will be held only with the top three shortlisted offerers, so that means this.

10% is also in addition. So in reality the total possible points are 120%.

So yes, that seems a little odd.

And it doesn't quite make sense, but the way that you can expect it to be operationalized is assume that out of 1000.

And 10% is 100 points. So there are 100 points available potentially for your TDE participation and another 1010% or 100 points will be dedicated to the interviews for those who make it to that round of the process.

Using the bonfire portal, Milwaukee County uses bonfire.

It is a web-based system.

You do not need to pay to get an account to bonfire.

You will need to register with bonfire as a supplier. The county's account should allow you to access that registration for free.

There is a paid version of Bonfire.

We do not require that you use it.

So if you are running into issues where something is asking you to pay for something, please let me know because that should not be the case.

You should be able to register for free.

I strongly recommend that if you have any issues using bonfire, you start by going directly to their vendor support.

I unfortunately cannot troubleshoot technical issues with bonfire because I am not an administrator for that system.

System bonfire is incredibly responsive in my experience.

They will usually treat tickets within two to four hours, depending on the level of urgency, sometimes faster.

So frankly, you're going to get a faster and better response from them than you will from me and their vendor support and.

Q&A Type Technical Support Center has a lot of very good information in it that that you can easily use for self-service.

I also recommend if you have never done this, to take a look at bonfire's registration and submission video.

These links are live and you should be able to use them to get to these locations.

If for whatever reason you find that something is broken, please let me know. Bonfire did get purchased.

By a larger entity called Unisolutions in the last couple years and I have run into occasionally they'll change a link and a link will break.

So please let me know if you can't get to something and I will make sure to send out an addendum directing everybody to the right location.

I don't play the video because it's about 10 or 15 minutes long and we don't have time during an hour long presentation to watch it together. But I strongly suggest.

You watch it.

It's it's going to make it a lot easier for you to interact.

Connect with the process.

Did we have anybody who joined us from the Office of Economic Inclusion today?

Something that OK for those who are not in the Milwaukee and Chicago area, we have been slowly buried in snow.

So the county, while we are running essential services, is otherwise.

Shut down for the snow emergency, so I am not surprised that some folks are not here.

Please know that that that's no disrespect to you all as vendors.

They are buried in six inches of snow, which is still falling, so I'll take on talking a little bit about.

Working with Oei, the TDE goal typically in Milwaukee County contracts, we have a goal assigned to targeted business enterprise participation.

The intent of this program is to develop relationships between our supplier community and our targeted business enterprise supplier community.

Overall, the goal is that by including participation of these targeted business enterprises.

In our larger contracts, we will create additional equity both economically and for business opportunities for those targeted business enterprises that are otherwise very small or disadvantaged in the space and may not be able to compete with larger entities.

Typically you will see a goal percentage assigned that you must meet.

However, there are contracts like this one.

That do not have.

A required goal assigned in those cases.

Bonus points are available if you do use a targeted business enterprise firm.

Targeted business enterprises are a specifically defined.

Category in Milwaukee County's terms and more information about what counts as a targeted business enterprise and how to work with them is available. NPR C1, as well as on the county's website. So I believe, and I will double check this for you, that The Who?

To contact for help will take you directly to OES website and if I am telling the truth.

It does.

I'm going to just very quickly share this screen with you all.

So if you have clicked on that who to contact for help in the PowerPoint presentation which will be provided in the bonfire portal, so yes, you will have access to that.

It will take you directly to the Office of Economic Inclusions website.

And to all of this information, so when you are looking here, if you Scroll down.

You can see more information about doing business with the county about.

Our tracking system, which is B2G now and certification requirements programs how to register, how to work with and who to talk to. If you have questions about any of this, please feel free to reach out to anyone in this Oei list. I usually suggest starting with.

The general.

E-mail inquiry if you have a certificate certification question, start there obviously, but if you have a question about working with TVESI would start with that general e-mail.

I apologize for flipping back and forth between screens here.

Yeah.

The expectation generally with your targeted business, enterprise participation, even if you have.

Gotten participation on a project like this one where you may not have.

A required participation goal. If you have a partner and you have submitted documentation, you've got bonus points for having that partner.

You are required to report on their participation through B2G and you are required to keep that participation.

At the level you represented it in your proposal.

Unless and until you reach out to Oei and get their permission to change something.

So it's very important if you do have a targeted business enterprise partner that you are working with Oei in order to avoid any potential compliance problems.

We talk a great deal at the county about racial equity.

And why it matters to us? It matters because racial and HealthEquity is our vision.

So we expect our vendors to be partners in achieving that vision.

That is where this concept of bonus points has come from.

So we are looking for you to be creative about it. If you have a partner that you can work with. If you are a target business enterprise, please let us know.

Even if you are not certified as a target business targeted business enterprise, if you believe you might be.

Able to become certified.

I strongly recommend you reach out to Oei and get that process started.

You must be certified or your targeted business enterprise partner must be certified.

By the point at which you have submitted your proposal so.

We realized that the certification process can take some time right now due to some substantial uncertainty in the federal.

Role environment that may be even more tricky, so please let us know if you are running into trouble or need additional help here.

This is new ground for all of us.

None of us have seen something that is quite like this in the past and we are not entirely sure how that will be operationalized.

So there are no stupid questions at this point in time.

We are all learning together.

Please let us know if you need our help.

And at that point it is 2:50 PM central standard.

I will leave 10 minutes for the at the end of the meeting for any questions that any of you may have. I will leave the meeting running.

So the transcription and the recording will run until 30 clock.

So if you do leave and someone asks the question after you've left, you will still get access to that question and any information we may provide here.

Otherwise, if you don't have any questions.

Thank you so much for your interest in working with us.

We are really looking forward to seeing the proposals that come from all of you and best of luck in the RFP process.

Again, I will be here taking all questions until.

3:00 PM central standard.

Go ahead, Roberta.

Roberta Holmes (she/her) 50:49 Yes, thank you for the thoroughness of the presentation.

Much much appreciated.

We are not in the state of Wisconsin.

Are you honoring folks with the scipac eligibility or are there any requirements to be independently licensed in Wisconsin?

Just curious about that and also.

Provisionally licensed folks, if they are being supervised by those participating in the project.

MacLellan, Tony 51:25 That is definitely a question that needs a formal answer.

So I will get the answer for you.

I suspect that we'll need to come from Council, so if you would be so kind as to enter that as a question and bonfire, we will get that answer back to you as soon as we can.

Roberta Holmes (she/her) 51:44 I'll definitely do that, no problem.

MacLellan, Tony 51:46 I apologize for not having that off the top of my head, but I don't want to opine on licensure if I'm not sure.

I see that question in the chat.

So question in the chat, are we able to request a reference from a member of leadership if we have or are currently contracted with the CRC?

And if not, who do you suggest? So generally speaking, we have not historically accepted references from within the county because they.

It's something that we would do in our own internal process anyway to talk to one another about the status of a contract. And you know how things are going with a particular vendor. If you do not have.

Other references for government entities outside of the county.

My next recommendation would be look at what would be closest to a substantially similar service.

So something related to 501C3's or where you might otherwise have.

Have touched contracts related to or or provided services related to law enforcement, first responders, correction officers, things like that.

It is obviously valid and valuable any history that you have with the county and it is something that.

Is is potentially taken into consideration, but there is no preference for those who may not have a contract with the county. Currently, there is no preference for incumbent or current.

Vendors. So we do still.

Have to see at least three non county.

References. I believe I've seen an exception on that one or once or twice in the past when the contract is with a department, not the requesting department.

So what I'm thinking of an answer to that particular question is.

For example, if you have a contract with.

The Department of Health and Human Services.

That would be a different department and in that case I have seen some instances where those are accepted as separate references, but I would put that in as a question. Also, if you need a formal answer for it.

And I realized I forgot to put.

The spelling of my name and e-mail in the chat.

So I'm doing that now.

Yes. So if you are looking to understand another question in the chat, I apologize.

I should actually read that out loud.

Can you please help us with the estimated spend for the solicitation? So generally we will make an effort.

To give you a range of expected spend in the.

On the projects page in the Bonfire portal.

So when you are looking at it and I will pull this up on my screen so that everybody can see what I'm talking about.

Well.

Forgive me, I've gotta.

I've gotta go out of the administrator version of Bonfire, which will not help anyone. There we go.

Alright, so this screen is what you should see in the portal for the solicitation.

As you can see, there's a calendar here and some important information there should be. If this has done what it is supposed to do.

There should be a list. They don't give it to you, do they?

Interesting. Once Upon a time uni used to have it right here in the status and open date. So since it is not there, let me double check and see.

Where it is in the RFP document, but I can at least tell you that what I have in our list for the.

Range of spend or budget.

The current is about $60,000.

The budget for the total life of the contract. Keep in mind that this is.

A three-year contract with up to two optional one year renewals.

So grand total the budget is between 250 and 500,000 dollars.

So you can work that out to be give or take about $100,000 a year is the cap.

And I will double check if that is not in the RFP document because it is no longer showing on the bonfire portal.

I will make sure that that an addendum gets out with that information in it.

I see your hand, Roberta.

Roberta Holmes (she/her) 57:15 Yes, I have a couple questions.

First one is, is this a new opportunity or?

Is there an incumbent on this one?

MacLellan, Tony 57:26 There is an incumbent in this project and what I would recommend looking at in the RFP document is the section related to the current.

State of the project. So when you're looking at.

Your files specifically.

I'm talking about the RFP document itself.

So you'll see that it is labeled RFP2025.

007 There is a word version and a PDF version of the RFP.

We do that for those who need to have.

Roberta Holmes (she/her) 58:01 Mm hmm.

MacLellan, Tony 58:04 If you need dictation PDFs.

Don't tend to work so well for that.

So for anybody who has visual impairments, there is a Word document that will work a little better. But what you want to look at is Section 4 operations and background.

Roberta Holmes (she/her) 58:19

OK.

MacLellan, Tony 58:20 That talks about the program background and then starts on page 9.

Roberta Holmes (she/her) 58:24 Perfect. Thank you.

And my other question is directly related to expectations.

When it comes to the crisis response times.

Is it required that there's on site services or is having a hybrid option?

An option or preferred?

MacLellan, Tony 58:50 Brenda, do you know if we if we've got an answer on that, that might be one that we need to take back and answer formally?

Smith, Brenda 58:58 I think we're gonna have to take that back and answer that formally.

MacLellan, Tony 59:01 I hate to say that, but you know it.

It's in your best interest that we answer it formally so that you it's qualifying the solicitation.

Smith, Brenda 59:04 Yeah.

Roberta Holmes (she/her) 59:06 Absolutely.

OK. And then last which is a little bit of a follow up to this as well.

Are do you all have some projected utilization data for mental health services or there's some peak times that you are noticing where additional staff might be needed?

MacLellan, Tony 59:32 I'm gonna guess that's probably gonna have the same answer, but Brenda.

Smith, Brenda 59:37 I'm gonna say yes as well. However, I think Tony may have referenced that there's a section on the services that are currently provided.

So I think that would help you understand what services are currently providing what we're looking for. Some of these services are not that are in the RFP that we're soliciting for are not necessarily being provided through the incumbent.

MacLellan, Tony 1:00:00 Yeah, often you'll see changes or expansions.

Roberta Holmes (she/her) 1:00:01 Understood. Thank you.

MacLellan, Tony 1:00:05 So.

Roberta Holmes (she/her) 1:00:06 Thank you.

MacLellan, Tony 1:00:08 I had another question in the chat.

Are incumbents allowed to participate? Yes, they are.

There is nothing that stops that in Milwaukee County process.

That's one of the reasons that we talk about.

Please do not if you are in fact an incumbent, have any conversations with anyone about the RFP process?

There's a very strict firewall on there.

What is not permitted so that everyone is quite clear is any incumbent vendor who has worked on steam or otherwise, you know, been involved with the development of the scope of work. If if a contractor, a vendor is has participated in that in developing the scope and spec.

Then they are not permitted that you cannot bid.

On.

A project that you have materially participated in the.

Drafting of the scope for.

Did you have another one, Roberta?

30 we are at 3:01 PM, so I will make a last call.

Are there any more questions at this point in time?

Hearing none.

Again, if you for those that you do have that the couple that we said, please put those in as Q and AI will give a very, very quick.

Drive by of how to do that so when you are in the bonfire portal you want to scroll little bit and you'll see right after the open date. It says questions due date February 28th 5:00 PM.

There's a button here.

It says ask a question if you click on this button, you will be given the ability.

It'll jump you right down to the very bottom of the page to the public Q&A.

When you enter your subject.

Question and title. The more information you give me there the better because it'll direct me where in the RFP are you looking.

And what do you need help with?

Keep in mind that when you ask a question, it you're not asking anonymously so.

You're you will be sort of revealed as having asked the question, but what will happen is.

As we answer them, those answers will pop up.

Down here in that public Q&A, so if you have not asked the question, how do you find this information?

Pretty easy.

Literally all you need to do is scroll all the way to the bottom and you will see there it is.

In messages, this is also where you will see any public notices.

So, any addenda, any changes to anything, I will make announcements, they will show up in public notices. So that would be the area of the portal that I would be paying the most attention to.

I'll give it one more tiny anybody else? Bueller before I close.

Looks like. All right. Thank you everybody so much.

We appreciate all of your time and attention.

We look forward to what you have for us and best of luck in the process.

Have a great rest of your week.

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