6783 ITW Coordinator Services RFB.doc

RJB-6783

Bid Due Date: June 14, 2018 3:00 PM ITW Coordinator Services

State of Wisconsin

Wis. Statutes s.16.75

DOA-3070 (R05/2014)

BIDS MUST BE SEALED AND ADDRESSED TO:

FORMCHECKBOX

Remove from bidder list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

DEPARTMENT OF CORRECTIONS

RUSSELL BOWE/PURCHASING SERVICES SECTION

3099 E WASHINGTON AVENUE

P.O. BOX 7991

MADISON, WI 53707-7991

REQUEST FOR BID THIS IS NOT AN ORDER

Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid #RJB-6783. Late bids will be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

BIDDER (Name and Address)

Bids MUST be in this office no later than

June 7, 2018 3:00 PM CT Name (Contact for further information)

Russell Bowe Phone

608-240-5538 Date

May 4, 2018 Phone

608-240-XXXX

Quote Price and Delivery FOB

Destination

FORMCHECKBOX

Fax bids are not accepted

Item

No.

Quantity and Unit

Per Unit

Indian Tribe of Wisconsin (ITW) Coordinator working 2080 hours or less annually.

Bid prices must include all labor, travel and insurance costs. Before submitting this bid be sure to include all requirements listed in Section 2.4 and 9.

FORMCHECKBOX

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Administration Minority Business Certification Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, PO Box 7970, Madison, Wisconsin 53707-7970, (608) 267-9550. Does not apply to printing bids.

FORMCHECKBOX

We claim disabled veteran-owned business preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran-Owned Businesses. Bidder must be certified by the Wisconsin Department of Administration Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, PO Box 7970, Madison, Wisconsin 53707-7970, (608) 267-9550. Does not apply to printing bids.

FORMCHECKBOX

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., P.O. Box 7867, Madison, Wisconsin 53707-7867, (608) 266-5462 or (608) 266-5669.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States.

FORMCHECKBOX

Yes FORMCHECKBOX No FORMCHECKBOX Unknown

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print)

Title

Phone

Fax

Signature of Above

Date

Email

Website

This form can be made available in accessible formats upon request to qualified individuals with disabilities

STATE OF WISCONSIN

REQUEST FOR BID (RFB) # RJB-6783

FOR:

ITW Coordinator Services for DJC

TABLE OF CONTENTS

DEFINITIONS

1.0

INTRODUCTION, PURPOSE, AND SCOPE

2.0

BID PROCEDURE AND INSTRUCTIONS

3.0

BID ACCEPTANCE, EVALUATION AND AWARD

4.0

TECHNICAL REQUIREMENTS

5.0

PERFORMANCE REQUIREMENTS

6.0

COST INFORMATION

7.0

SUPPORT REQUIREMENTS

8.0

STANDARD AND SUPPLEMENTAL TERMS AND CONDITIONS

9.0

REQUIRED FORMS AND ATTACHMENTS

ATTACHMENTS

APPENDIX 1

……….……………………… Limits of Confidentiality of Health Information (DOC-1923)

APPENDIX 2

……….……….………...…… PREA Sexual Abuse and Sexual Harassment in Confinement Training

Contractor Statement of Acknowledgement (DOC-2786)

APPENDIX 3

……….……………………… Application Supplemental Background Check (DOC-1098d)

EXHIBIT I

………………………………. Bidder Checklist

DEFINITIONS:

The following definitions are used throughout the bid:

1.0 INTRODUCTION, PURPOSE, AND SCOPE

1.1 PURPOSE OF THIS REQUEST FOR BID

The Department of Corrections (DOC), through its Purchasing Services Section (Purchasing), on behalf of the Division of Juvenile Corrections (DJC), requests bids for the purchase of Indian Tribe of Wisconsin (ITW) Coordinator Services to provide structured cultural (Native Americans) programming and group activities for Juvenile offenders at Lincoln Hills School (LHS) and Copper Lake School (CLS) located at W4380 Copper Lake Avenue, Irma, Wisconsin.

The ITW Coordinator through their program services will provide options and diversions to Juvenile offenders in an effort to reduce crime recidivism by specialized treatment. Specific group activities and individual counseling shall be geared toward promoting a willingness to change problem behaviors. The program activities should allow individuals to increase their understanding and appreciation of cultural differences and similarities. The program must draw on specific tribal community-based values, traditions, and customs to provide focused interventions and other support for the juvenile offenders.

Other State agencies may use the resulting Contract, if agreeable to both the DOC and the vendor, to obtain the benefits of volume purchases and/or reduction in administrative expenses.

1.1.1 Program Goals

The goals of the ITW Coordinator Services are as follows:

· To teach offenders skills to change problem behaviors

· To enhance juvenile offenders understanding and appreciation of cultural differences and similarities

· To provide focused interventions and other support for juvenile offenders through specific tribal community-based values, traditions, and customs.

1.1.2 Target Population

The program serves male juveniles at LHS and female juveniles at CLS.

1.2 CONTRACT TERM

The Contract term will be for two (2) years, with options to renew for three additional one-year terms. Renewal(s) beyond the initial Contract term are contingent upon the performance of the contractor during the initial Contract period and upon availability of funds. These are not automatic renewals. Contracts will be reviewed by the DOC before a decision is made. Any renewal(s) must be authorized by mutual written agreement of the vendor and DOC.

1.3 contract documents In the event of a contract award, the contents of this RFB (including all attachments), RFB addendums, the bid submittal, and additional written terms shall become part of the contract. Failure of the successful bidder to accept these as part of the contractual agreement may result in a cancellation of award.

The following priority for contract documents will be used if there are conflicts or disputes:

· Official Purchase Order including Standard Terms and Conditions (Form DOA-3054) and Supplemental Terms and Conditions (Form DOA-3681)

· Bidder’s response as accepted by the State of Wisconsin

· State of Wisconsin Request for Bid, including any amendments

· Other exhibits/attachments

The successful bidder should retain a copy of this RFB document and their response as it becomes part of the awarded contract.

1.4 CANCELLATION AND TERMINATION

This Contract may be terminated or cancelled under any of the conditions included in this Section.

1.4.1 TERMINATION FOR CONVENIENCE

DOC may terminate the Contract at any time, without cause and without penalty, by delivering thirty (30) days’ written notice to the Contractor.

The Contractor may terminate by providing one hundred and twenty (120) days’ written notice to DOC.

In the event of a termination for convenience, the Contractor shall be entitled to receive compensation for completed services rendered under the Contract.

1.4.2 TERMINATION FOR CAUSE

If the Contractor breaches this Contract, the DOC shall provide the Contractor written notice of the breach and a time period (not less than 30 days) to cure. The notice of breach and opportunity to cure may be waived at DOC’s discretion for repeated breaches and may result in immediate termination of the Contract.

The Contractor may terminate this Contract, with cause, by notifying DOC in writing within thirty (30) days after the Contractor becomes aware of the DOC’s alleged noncompliance to the contract. The notice shall include a complete description of the noncompliance. If the DOC does not, within forty-five (45) days after its receipt of the Contractor’s notice, either (1) effect a cure or (2) develop and diligently proceed with a plan to cure the noncompliance, then the Contractor may terminate the Contract by providing DOC written notice ninety (90) days in advance of the intended date of termination.

1.4.3 CONTRACT CANCELLATION

1. DOC reserves the right to cancel this Contract in whole or in part without penalty, and without notice, if the Contractor:

a. Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;

b. Makes an assignment for the benefit of creditors;

c. Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract;

d. Fails to maintain the confidentiality of the DOC’s information that is considered to be Confidential Information; or

e. Performs in a manner that threatens the health or safety of a State employee, offender, citizen, or customer.

2. DOC reserves the right to cancel this Contract in whole or in part without penalty, with 30 days’ written notice, if the Contractor:

a. Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes;

b. Incurs a delinquent Wisconsin tax liability;

c. Fails to submit a non-discrimination or affirmative action plan as required;

d. Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law); or

e. Becomes a state or federally debarred Contractor.

1.5 eSUPPLIER registration Registration on the State of Wisconsin eSupplier Portal for bidders (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER) is available free of charge to all businesses and organizations that wish to sell commodities and/or services to the State. By registering on the Wisconsin eSupplier Portal, a Bidder may register for a bidders list for any commodity and/or service the Bidder is interested in providing to the State. The Wisconsin eSupplier Portal for bidders also provides automatic email notification each time DOC or another procuring State Agency posts a solicitation with an estimated value over $50,000 in their designated commodity and/or service area(s). Only registered Bidders with a valid email address at the time a solicitation is posted via Wisconsin eSupplier Portal will receive email notifications of amendments. Bidders who obtain the solicitation from a third party, through the State of Wisconsin Public Notices website, VendorNet website, or by any other means assume responsibility for checking the Wisconsin eSupplier Portal for updates to the solicitation.

2.0 BID PROCEDURES AND INSTRUCTIONS

2.1

REASONABLE ACCOMMODATIONS

The DOC will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If accommodations at a bid opening/vendor conference are needed, contact Russell Bowe, Procurement Manager via telephone at 608-240-5538 or email at DOCProcurementManager@wisconsin.gov.

2.2

BID SUBMITTAL

Bidders may submit their bid responses by mail, hand delivery, email, or the eSupplier Portal. The bid responses must be received through one of these methods no later than June 7, 2018 3:00 PM CT. Bids received after that time and date will be rejected.

Mailed or hand delivered bids shall be clearly marked, packaged, sealed, and submitted to:

USPS ADDRESS

COMMON CARRIER ADDRESS

Russell Bowe/Purchasing Services Section Russell Bowe/Purchasing Services Section

DEPARTMENT OF CORRECTIONS

DEPARTMENT OF CORRECTIONS

PO BOX 7991

3099 EAST WASHINGTON AVENUE

MADISON, WI 53707-7991

MADISON, WI 53704-4338

NOTE: Allow an extra day for deliveries to the PO Box address.

Mailed or hand delivered bids shall include:

· One original, marked as such, in a sealed envelope clearly marked with:

· The bidders name and address

· RFB Title: ITW Coordinator Services

· RFB Number: RJB-6783

· RFB Due Date: June 7, 2018 3:00 PM CT

· An electronic copy (on a USB thumb drive or flash drive) of the bid response (in Microsoft Word or Adobe format). NOTE: Any information deemed confidential on the DOA-3027 shall be in a separate electronic folder marked “Confidential” on the USB thumb drive or flash drive or CD-ROM.

· Note: The electronic copies must exactly match the hard copies.

Emailed responses shall be submitted to:

DOCProcurementManager@wisconsin.gov Emailed bids shall include:

· Email subject line must contain the following:

· ITW Coordinator Services

· RJB-6783

· June 7, 2018 3:00 PM CT

· The email submittal shall contain one electronic copy of the bid response. NOTE: Any information deemed confidential on the DOA-3027 form shall be attached as a separate electronic document with “Confidential” appearing first in the subject line.

· Email attachments cannot exceed 15 MB. If the documents will exceed 15 MB, then more than one email can be submitted. Each email must be labeled with the RFB title, RFB number, and due date. Emails should also be labeled as “1 of 3,” “2 of 3,” “3 of 3”, etc.

· After the email is received an email acknowledgement will be emailed to the sender. If the sender does not receive an acknowledgement, the sender should contact the Procurement Manager.

· If the email is rejected by the system, the bidder should contact the Procurement Manager to report the issue.

eSupplier Portal Submittal:

Bidders electing to submit bids via the eSupplier Portal shall follow the instructions given in the eSupplier Portal system. Failure to properly submit all required documents by the due date and time will result in rejection of the RFB.

Faxed:

Faxed bids are NOT accepted.

2.3

CALENDAR OF EVENTS

Listed below are important dates and times related to this RFB must be completed. In the event the DOC finds it necessary to change these dates and times the Procurement Manager will issue an amendment on eSupplier, unless the event is listed as estimated or approximate.

DATE

EVENT

May 4, 2018

RFB posting date

May 16, 2018

Last day for submitting written questions

May 24, 2018

Answers to questions posted on eSupplier (estimated)

June 7, 2018

Bids due from vendors at 3:00 PM CT June 15, 2018

Estimated award date

July 1, 2018

Approximate contract start date

2.4 FORMAT OF BID

Responses to this RFB must comply with the following format requirements:

2.4.1 SIGNED RFB, FORM DOA-3070 – RFB Cover sheet

Include here the signed RFB form included with the bid and other forms and additional attachments required for submittal of a bid. By signing the RFB form, the Bidder is stipulating that the bid submitted is predicated upon the terms and conditions of this RFB and any amendment(s) thereof. Bids submitted in response to this RFB must be signed by the person in the vendor's organization responsible for the pricing decision or by an authorized agent. Electronic signatures are acceptable.

2.4.2 COST SUBMITTAL INFORMATION

Bidders must submit cost on the Request for Bid form (DOA-3070), Cost must include labor, travel and insurance. All costs to furnish the service(s) included in the bid, in accordance with the terms and conditions of this RFB, must be included.

2.4.3 VENDOR INFORMATION, FORM DOA-3477

Provide Vendor Company contact information as requested on the form.

2.4.4 DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION, FORM DOA-3027

Information submitted as part of the bid document which is proprietary and confidential in nature and which qualifies as a trade secret may be kept confidential under the Wisconsin Open Records Law – Section 19.36(5), Wis. Stats. Complete and sign the attached form.

2.4.5 WISCONSIN’S COOPERATIVE PURCHASING SERVICE, FORM DOA-3333

Vendors are encouraged to extend the contract resulting from this RFB to local governments in Wisconsin. Indicate your willingness to allow Wisconsin municipalities to participate in this contract by completing Form DOA-3333, Wisconsin’s Cooperative Purchasing Service.

2.4.6 VENDOR REFERENCE, FORM DOA-3478

Complete the Vendor Reference form with four vendors that your company has conducted business with in the last three years providing services similar in size and scope to those requested in this RFB. Include the company name, address, contact person, phone number, and email address along with a brief description of the service.

2.4.7 BIDDERS CHECKLIST (Exhibit I)

Bidders must complete the Bidder Checklist, Exhibit I, included in this RFB. This form must be completed by marking all check boxes and signing the bottom of the form. By marking these boxes, bidder is acknowledging ability to meet and comply with specifications.

2.4.8 State of Wisconsin Terms and ConditionS

The standard (DOA-3054) and supplemental (DOA-3681) terms and conditions shall govern this RFB and subsequent award. Vendors must accept these terms and conditions or submit point-by-point exceptions along with proposed alternative or additional language for each point. Submission of any standard vendor contracts as a substitute for language in the terms and conditions is not a sufficient response to this requirement and may result in rejection of the vendor's bid. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Contract when it is in the best interest of the State to do so.

2.4.9 ADDITIONAL INFORMATION

Additional required information and documentation is requested within the Request for Bid (RFB) document.

· Italics note all additional required information and documentation.

2.5 INCURRING COSTS

The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this RFB.

2.6 COMMUNICATIONS, CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT

All communication and/or questions regarding this RFB must be made by email, refer to RFB # RJB-6783 and be directed to the Procurement Manager, Russell Bowe: DOCProcurementManager@wisconsin.gov.

Bidders are expected to raise questions, exceptions, or additions concerning the RFB document by May 16, 2018. If at any time prior to the bid due date, a Bidder discovers significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder must immediately notify the Procurement Manager and request modification or clarification of the RFB document.

In the event it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions, including addendums and amendments, will be posted on (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER).

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except through Purchasing Services Section and directed to the Procurement Manager, DOCProcurementManager@wisconsin.gov, is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another state employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of that current Contract(s) only.

Violation of the communication conditions in this section may be considered sufficient cause for rejection of a bid, irrespective of any other considerations.

3.0 BID ACCEPTANCE, EVALUATION AND AWARD

3.1

BID OPENING

Bids will be opened on June 7, 2018 at 3:00 P.M. CT at 3099 East Washington Ave. Madison, WI 53704.

3.2

BID ACCEPTANCE

Bids which do not comply with instructions or are unable to comply with specifications contained in this RFB may be rejected by the DOC. The DOC retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the DOC. The DOC shall be the sole judge as to compliance with the instructions contained in this RFB.

3.3

BID REVIEW

Bidders must complete the Bidders Checklist, Exhibit I to verify ability to meet all bid specifications. Bids will be reviewed by the DOC's Procurement Manager and DOC Contract Administrators to verify that all specified requirements have been met. Prior to award, DOC may consider results of past awards to the bidder by the State of Wisconsin.

Failure to meet a mandatory requirement shall disqualify the bid

If no bidder is able to comply with a given specification, condition of bid or provide a specific item, the Procurement Manager reserves the right to delete that specification, condition of bid or item.

3.4 METHOD OF AWARD

DOC intends to make one award based on the lowest bid per unit from a responsive, responsible bidder meeting bid specifications and requirements, which is judged to be in the best interest of the DOC.

DOC reserves the right to make secondary and subsequent awards based on operational needs and to ensure services are provided. See Section 5.2.3.

DOC reserves the right to accept or reject any and all bids in whole or in part, DOC also reserves the right to reject bids that exceeds available funding for the services requested in this RFB. Bids that state the DOC shall guarantee a specific quantity or dollar amount will be disqualified. In the event of bidder error in calculation unit price shall prevail in award.

3.5 MINORITY BUSINESS ENTERPRISE

Bids from certified Minority Business Enterprises (MBE) may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). MBE must be certified by the Wisconsin Department of Administration to be eligible for the preference. Indicate if applicable by checking the box on the front page, form DOA-3070.

3.6

DISABLED VETERAN-OWNED BUSINESS

Bids from certified Disabled Veteran-Owned Businesses (DVB) may be provided up to a five percent (5%) bid preference in accordance with Wis. Stats. s. 16.75(3m). DVB must be certified the by the Wisconsin Department of Administration to be eligible for the preference. Indicate if applicable by checking the box on the front page, form DOA-3070.

3.7

NOTIFICATION OF INTENT TO AWARD

Any bidders that respond to this RFB, will be notified by email of DOC’s intent to award the contract.

3.8

PROTEST AND APPEALS PROCESS

The protest and appeals procedure applies to only those RFBs for services that are over $50,000. A notice of intent to protest a proposed bid award and the actual protest must be made in writing to the Secretary of the Department of Corrections as set forth below. The protest shall be as specific as possible and should identify statutes and Wisconsin Administrative Code provisions alleged to have been violated.

The written notice of intent to protest the Intent to Award a Contract must be filed with:

JoN E. LiTSCHER, Secretary

DOC

PO Box 7925

Madison WI 53707-7925 and be received in the Secretary’s office within five (5) working days after the notice of intent to award is issued. The written protest must be filed with the Secretary of Department of Corrections as identified above and received in the Secretary’s office within ten (10) working days after the notice of intent to award is issued.

Copies of the notice of intent to protest and the written protest should be sent to the DOC Purchasing Director at the same address.

The decision of the DOC may be appealed to the Secretary of the Department of Administration, in writing, within five (5) business days of the DOC’s issuance of its written protest decision, provided the appeal alleges a violation of statute or a provision of a Wisconsin Administrative Code. The appeal must be filed with:

ELLEN NOWAK, Secretary

Wisconsin Department of Administration

PO Box 7864

Madison, WI 53703-7864

A copy of the Appeal should also be filed with Jon E. Litscher, Secretary of Department of Corrections.

4.0 TECHNICAL REQUIREMENTS

The following requirements are the minimum specifications of the service(s) required. Failure by a bidder to respond to any specific requirement or question shall be the basis for elimination from consideration. However, if no bidder is able to comply with a given specification, condition of bid or provide a specific item, Purchasing Services reserves the right to delete that specification, condition of bid or item.

Revisions to this bid, if any, will be made in the form of an official amendment(s) issued by the Department of Corrections, Purchasing Services Section.

4.1 BIDDER EXPERIENCE AND QUALIFICATIONS

4.1.1 Bidder shall have experience providing services to at-risk youths.

4.1.2 Bidder shall employ a ITW Coordinator with experience working with at-risk youth.

· The bidder(s) shall provide with the bid response information that supports bidders experience. Vendor references listed on Form DOA-3478 may be checked to verify experience.

4.2 DIRECT SERVICE STAFF QUALIFICATIONS, EXPERIENCE AND TRAINING

4.1.1 Direct service staff shall have 2 years experience providing treatment, prevention services, and cultural diverse education to groups including the performance of Native American customs and cultural ceremonies and the ability to conduct these ceremonies as prescribed in the Native American tradition of multiple tribes.

· Within five business days of award, the awarded bidder shall submit a list of current staff names and provide documentation of staff training, experience, and qualifications in providing the services as described above. For any positions that are pending hire, include a recruitment plan and job description for each position. Attach copies of any applicable certifications.

4.3 PROGRAM REQUIREMENTS

The contractor selected under this solicitation shall provide program services at:

Lincoln Hills and Copper Lake Schools

W4380 Copper Lake Rd.

Irma, WI 54442-9720

The ITW Coordinator hours shall not exceed 2080 hours annually. LHS/CLS has a need for a full time ITW Coordinator but are open to award to multiple vendors able to work increments of 8 hours minimum, but not to exceed 2080 hours annually. ITW Coordinator shall provide programming and curriculum consistent with items listed below:

· Involving youth in traditional Native American cultural events – 72 hours;

· Provision of individual and group culturally diverse program services – 1112 hours;

· Provision of a structured, intensive 1-week, 20 hour program related to traditional Native American history, culture and spirituality to be offered to selected youth on a quarterly basis – 80 hours;

· Provision of a structured, intensive 1-week, 20 hour program related to cultural sensitivity and awareness to be offered to selected youth on a quarterly basis – 80 hours;

· Provision of a general, structured program related to the traditional Native American history, culture and spirituality available to all residents of each living unit per month – 240 hours;

· Teaching traditional Native American history, culture, traditions and spirituality to youths involved with the ITW program – 240 hours;

· Training LHS/CLS staff on Native American issues, cultural sensitivity and awareness as determined by the contract administrator- 16 hours;

· Provision of consult services to tribal agencies, other state agencies and prevention services to at-risk youth in the Native American community – 80 hour

· Allowance for curriculum planning, development, preparation, and acquisition of resource materials. – 160 hours.

· Hours of services and programming shall be documented on a monthly basis and submitted to LHS/CLS Contract Administrator.

Prior to providing any program services the contractor will provide LHS/CLS staff with a curriculum and activity schedule for approval.

4.3.1 HOURS OF SERVICE

Contractor’s staff shall provide services during the hours of 2:00 p.m. to 10:00 p.m. with some weekends included. There will be times when services are required outside of these hours. A mutually agreeable schedule, actual program dates, and times shall be negotiated with the DOC Contract Administrator at LHS/CLS, Changes in class dates and starting times shall not be implemented sooner than 30 days from written approval of DOC to avoid client scheduling conflicts.

4.3.2 HOLIDAY SCHEDULE

DOC will not require groups to be held on official state holidays (New Year’s Day, Martin Luther King Jr. Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day, and Christmas Eve, Christmas Day and New Year’s Eve Day). If groups are held on holidays there will be no overtime or premium pay.

4.4 POSSIBLE EXPANSION OF ITW COORDINATOR SERVICES

During the term of the resulting Contract, DOC reserves the right to negotiate the increase of services with the awarded Contractor(s) to other DOC institutions that were not previously identified in this RFB and due to the pending closure of LHS and CLS (i.e. new facility or relocation of clients). Any additional ITW Coordinator Services shall be provided at the same rates as awarded.

4.5 Reporting Requirements

4.5.1 Law Violations

The Contractor shall notify the the supervising DOC staff if a juvenile offender is in violation of the law. This notification shall take place immediately subsequent to receiving information concerning the law violation. The Contract staff shall agree to accept subpoenas and sign admissions of service of such subpoenas to appear at revocation and court hearings if requested by the DOC or its employees or agents.

4.5.2 INCIDENT REPORTS

Serious program rule violations, including failure to attend must be reported to the supervising DOC staff immediately.

4.5.3 Ad Hoc Reports

Upon request, the Contractor shall make information available to DOC Contract Administrator.

5.0 PERFORMANCE REQUIREMENTS

5.1 STAFF PERFORMANCE

The Contractor shall utilize only workers that are skilled in the tasks to which they are assigned. The DOC retains the right to require the reassignment of an employee or employees, as the Department may deem necessary. Reasons for this request may be, but are not limited to, incompetence, carelessness, disruptive or otherwise objectionable behavior. The request for reassignment is in no way a call for dismissal.

5.1.1 During the Contract period, the Contractor agrees to submit updates on staff changes to the DOC Contract Administrator. Contractor shall make sure the Contract Administrator has up-to-date phone numbers and email addresses for all contracted staff.

5.1.2 The Contractor will evaluate performance of the contracted staff on a quarterly basis and if requested, submit a report to the DOC Contract Administrator within ten days of the established reporting period.

5.2 SERVICE DELIVERY REQUIREMENTS

5.2.1 The Contractor shall be prepared to begin delivering services on anticipated Contract start date of July 1, 2018.

5.2.2 Any vacant Contract staff positions during the Contract period shall be filled within four weeks of vacancy unless otherwise authorized by DOC Contract Administrator. Contractor must submit a detailed plan of steps that will be taken to fill a staff vacancy including Contractors hiring process/steps, training and certification as applicable. Contractor’s inability to provide services after one month may result in cancellation of contract. Refer to RFB Section 1.4, Cancellation and Termination.

5.2.3 After 30 days of vacancy with no new staff candidates, the DOC has the right to go to the second bidder, and subsequent bidders as applicable, for the continuity of services. If there are no subsequent bidders, the DOC has the right to terminate the contract.

6.0 COST INFORMATION

6.1 FIRM PRICES

Prices must remain firm for the initial Contract term.

6.2 PRICE INCREASE REQUESTS

Price increase requests proposed after the initial Contract term must be sent in writing to the DOC Contract Adminstrator and Procurement Manager 60 calendar days prior to the beginning of the next Contract term for acceptance or rejection. DOC will review all price change requests and will only approve price increases if adequate documentation/justification is provided to support the request.

If DOC deems price increases are not acceptable, it reserves the right to rebid the Contract in whole or part. Acceptance of the price increases shall be in the form of an amendment to the Contract.

7.0 SUPPORT REQUIREMENTS

7.1 PAYMENT TERMS AND INVOICING

Contractor must agree that all invoices shall reflect the contracted prices.

The DOC must meet a statutory mandate to pay invoices within 30 days of receipt of invoice or services, whichever is later. Exemptions to the mandate are federally funded purchases and aids payments to individuals or organizations.

DOC verifies invoiced amounts are correct as per the contract. Only properly submitted invoices will be processed for payment. Prompt payment requires that contractor invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

· Contractor name

· Remit to address

· Purchase order number

· Date of service(s)

· Description of services provided

· Prices per the Contract

· Number of service hours

It is generally preferred that invoices be submitted to DOC electronically. Remit invoices to: DOC DJC LHS business office DOCDJCLHSBusinessOffice@wisconsin.gov.

The Contractor is limited to performing the services contracted for in the terms of the contract as defined in this RFB. Any services provided outside the terms of the Contract will be considered “out of scope”. DOC will only pay for services within the scope of this Contract.

If DOC authorizes in scope services over and above what is specified in the Contract, the agreement must be in writing and must be approved by the DOC Contract Administrator prior to the additional services being performed. Any invoices sent to DOC for services not covered by the Contract will be denied for payment.

If for any reason the DOC is dissatisfied with the quality of the service, DOC will provide written notice to the Contractor of the deficiency. If the Contractor fails to correct the deficiency by the date identified in the notice, the DOC may withhold funds under this Contract, request reimbursement for disputed services, or withhold funds due from delivery under another contract. Nothing set forth herein shall prevent or prohibit the DOC from pursuing other legal or equitable remedies.

No services are to be provided until an official State of Wisconsin Purchase Order is issued by DOC to Contractor. When there is more than one State fiscal year (July 1 through June 30) or a portion of a fiscal year in the Contract period, a separate purchase order will be issued for each fiscal year in accordance with Department policy on the issuance of purchase orders.

7.2 REPORTING, AUDITING, AND EVALUATION

Contractor will allow inspection of records related to this Contract and as permitted by State and Federal law, by representatives of DOC and its authorized agents, and Federal agencies, in order to confirm Contractor's compliance with the specifications of this Contract.

Contractor shall comply with the reporting, auditing, and evaluation requirements of DOC including making available to DOC all documents applicable to the Contract. The DOC shall during normal business hours have the right to examine, audit, and copy, on Contractor's premises, any of the Contractor’s records and computer data storage media involving transactions directly pertinent to the resulting Contract and the correctional clients served. All electronic data shall be submitted to the DOC via customary industry form or medium as directed by the DOC. This provision shall survive six years following the termination, cancellation, or expiration of this Contract.

The Contractor is required to provide the Department with a minimum of 90 days written advance notice of any planned or potential structural change (merger, buyout, acquisition, consolidation, etc.). Contract may not be automatically assigned to the new entity (since the underlying procurement may be affected). Required reports shall be forwarded to the Contract Administrator according to the schedule agreed upon by the parties.

The DOC may inspect, audit, and observe the Contractor’s program operations. Audits may include: observation of services, inspection of records, interviews with clients and Contractor staff, or other relevant documentation. DOC staff conducting the audits may include, but are not limited to: Contract Administrator, Contract Manager, and Contract Compliance Specialist. DOC staff shall be allowed reasonable access to observe the service provided under this contract. DOC’s costs for completing the audit may be charged back to Contractor.

DOC may require that the Contractor procure an audit to review all DOC funds paid pursuant to the Contract. DOC reserves the right to conduct an independent audit of Contractor if Contractor fails to secure an audit. DOC may also require follow-up review of selected transactions as determined to be necessary. Contractor agrees to make available to DOC financial records in the format requested for the audit. In the event that Contractor fails to secure an audit, DOC's costs for completing an audit may be charged back to Contractor.

The Contractor shall prepare for and cooperate with evaluation efforts initiated by the DOC. The contractor staff shall be willing to have services provided to juveniles observed and evaluated by a DOC representative(s). The evaluations conducted by DOC are designed to evaluate the integrity of a program, not outcomes. It is not the intent of the evaluation process to terminate any program, however, lack of improvement action may result in notice of termination.

7.3 Subcontracting

Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any other Contractor without prior written approval by Purchasing Services.

7.3.1 The Contractor shall be directly responsible for any subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job.

7.3.2 Contractor must assure subcontractors abide by all terms and conditions under this Contract.

7.3.3 If subcontractors are to be used, the Contractor must clearly explain their participation.

7.4 Prime contractor: minority business SUBCONTACTORS AND DISABLED VETERAN-OWNED BUSINESS SUBCONTRACTORS The prime Contractor will be responsible for Contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the Contract. If subcontractors are to be used, the bidder must clearly explain their participation.

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

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

The State of Wisconsin is also committed to the promotion of disabled veteran-owned businesses in the state's purchasing program and a goal of placing 1% of its total purchasing dollars with certified disabled veteran-owned businesses. Authority for this program is found in ss. 16.283(1)(b),(3) and 16.75(3m)(a)1,(b)2,3,(c), Wisconsin Statutes. The contracting agency is committed to the promotion of disabled veteran-owned businesses in the state's purchasing program.

The State of Wisconsin policy provides that disabled veteran-owned businesses certified by the Wisconsin Supplier Diversity Program should have the maximum opportunity to participate in the performance of its Contracts. The supplier/Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to disabled veteran-owned businesses or by using such businesses to provide goods and services incidental to this agreement, with a goal of awarding at least 1% of the contract price to such businesses.

The supplier/Contractor shall furnish appropriate quarterly information about its effort to achieve this goal, including the identities of such minority business enterprises and disabled veteran-owned businesses certified by the Wisconsin Supplier Diversity Program and their Contract amount.

Minority and Targeted Business Participation Quarterly Reports shall be due fifteen (15) calendar days after the end of the quarter, 9/30, 12/31, 3/31 and 6/30. The form (DOA-3234) for submitting this information is available from the VendorNet Department of Administration Forms Page: http://vendornet.state.wi.us/vendornet/doaforms/doa-3234%20Minority%20Business%20Quarterly%20Report.doc.

The report shall be submitted even if there is no activity.

Submit by email to:

DOCDMSPurchasing@wisconsin.gov

(preferred) Please list “MBE Purchasing Report” in email subject line.

Or mail to:

Department of Corrections

Purchasing Services Section

Attn. MBE Purchasing Report

PO BOX 7991

Madison, WI 53707-7991

The State reserves the right to request additional reports from the Contractor at no additional cost. Contractor shall use every effort to provide such reports in a reasonable timeframe, but no later than thirty (30) calendar days from the time the request was submitted. These reports shall be in a form approved in advance in writing by the State.

A searchable directory of certified minority business as well as certified disabled veteran-owned business can be accessed via this website: https://wisdp.wi.gov/search.aspx . Information about the Wisconsin Supplier Diversity Program, including contact information, is available on Department of Administration website: http://www.doa.state.wi.us/Divisions/Enterprise-Operations/Supplier-Diversity-Program.

7.5 AFFIRMATIVE ACTION

All contracts of more than Fifty Thousand Dollars ($50,000) require the submission of a written affirmative action plan or request exemption. Contractors with an annual workforce of less than fifty (50) employees are eligible for exemption. Within fifteen (15) days after the award of the contract, the written affirmative action plan, or statement requesting exception, shall be submitted to the Department’s Contract Compliance Office. Address plan to:

AFFIRMATIVE ACTION MANAGER/ PURCHASING SERVICES

DEPARTMENT OF CORRECTIONS

3099 E WASHINGTON AVE

PO BOX 7991

MADISON WI 53707 7991

Contractors are encouraged to contact this office via email at DOCPurchasingHelpdesk@wisconsin.gov for technical assistance on equal opportunity.

"Affirmative Action Plan" is a written document that details an affirmative action program. Key parts of an affirmative action plan are: (1) a policy statement pledging nondiscrimination and affirmative action employment, (2) internal and external dissemination of the policy, (3) assignment of key employee as the equal opportunity officer, (4) a workforce analysis that identifies job classification where representation of women, minorities and the disabled is deficient, (5) goals and timetables that are specific and measurable and that are set to correct deficiencies and to reach a balance of work force, (6) revision of all employment practices to ensure that they do not have discriminatory effects, (7) establishment of internal monitoring and reporting systems to measure progress regularly.

Failure to comply appropriately with these requirements can lead to bidder being banned from doing business with any agency of the State of Wisconsin. Additionally, failure to comply can result in termination of this contract, or withholding of payment. On the Vendor Information Sheet provide the requested information. For additional information see Section 19.0 of the Standard Terms and Conditions.

7.6 WISCONSIN SALES AND USE TAX REGISTRATION

The State of Wisconsin shall not enter into a Contract with a vendor, and reserves the right to cancel any existing Contract if the vendor or Contractor has not met or complied with the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.

If you have not established a certification for Collection of Sale and Use Tax status with the Wisconsin Department of Revenue, the DOC and any other state agency can not issue any purchase orders to your firm. For additional information see https://www.revenue.wi.gov/html/vendlaw.html.

7.7 TOBACCO-FREE ENVIRONMENT

All DOC facilities are tobacco-free. Contractors are not to possess or use any tobacco product while on DOC property.

7.8 EMPLOYEE IDENTIFICATION

All Contractors’ employees, while providing services under this Contract, must wear a clearly displayed photo identification badge (provided by the Contractor at the Contractor’s cost) showing they are employees of the Contractor.

7.9 SECURITY AND CREDENTIAL REVIEW

The department requires that all bidders and Contractors providing services to offenders shall submit and pass criminal background and license/credential checks. History of arrests and/or convictions could disqualify an individual if deemed relevant to the position, service or site. For services provided at LHS/CLS, background checks will be conducted and paid for by DOC, and records will be maintained on site, as well as copies of credentials and licenses.

Contractor shall complete the DOC-1098d, (Application Supplemental Background Check) form (Appendix 3), for contracted staff that provide services at LHS/CLS. Completed forms are submitted to the DOC Contract Administrator for processing. Contractor should allow 72 business hours for requests to be processed.

7.10 ACCESS TO DOC INSTITUTIONS

Execution of this contract requires access/entrance into DOC secure facilities. All contractor staff will be required to submit to a Criminal Background Check, which must be…