7478 RFP Personal Property Items COMBINED.pdf

REQUEST FOR PROPOSAL

PERSONAL PROPERTY ITEMS

RLH-7478

Issued: June 8, 2020 Responses Due: July 10, 2020, 3:00 PM CT

RFP #: RLH-7478 PROPOSAL DUE: July 10, 2020 3:00 PM CT Personal Property Items Page 2 of 31

STATE OF WISCONSIN

DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL (RFP) #: RLH-7478

Personal Property Items

TABLE OF CONTENTS

DEFINITIONS

1.0 GENERAL INFORMATION

1.1 Introduction and background

1.2 Scope of the project ............................................................................................................5-6

1.3 Contract term

1.4 Contract documents

1.5 Termination/Cancellation ....................................................................................................7-8

1.6 Procurement Manager

1.7 Wisconsin eSupplier Registration

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 Reasonable accommodations

2.2 General instructions

2.3 Submitting the proposal ....................................................................................................9-10

2.4 Calendar of events

2.5 Proposal organization and format .................................................................................. 10-11

2.6 RFP process

2.7 Communications, clarifications, or revisions

2.8 Vendor Conference......................................................................................................... 11-12

2.9 Oral presentations

2.10 Best and final offer

2.11 Withdrawal of proposals

2.12 Proposal opening

2.13 Late responses

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary evaluation ................................................................................................... 12-13

3.2 Proposal scoring

3.3 Evaluation criteria

3.4 Right to reject proposals and negotiate contract terms

3.5 Award and final offers .................................................................................................... 13-14

3.6 Notification of intent to award

3.7 Protest and appeals process ........................................................................................... 14-15

4.0 MANDATORY REQUIREMENTS

4.1 Proposer Qualifications

5.0 GENERAL PROPOSAL REQUIREMENTS

5.1 Organizational capabilities ............................................................................................. 15-16

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5.2 Customer Service/Point of Contact for DOC

5.3 Organizational references

5.4 Contract termination history

5.5 Bankruptcy

5.6 Litigation ......................................................................................................................... 16-17

6.0 TECHNICAL REQUIREMENTS

6.1 Program plan

6.2 Implementation .............................................................................................................. 17-18

6.3 Catalogs and ordering

6.4 Catalog additions/updates ............................................................................................. 18-19

6.5 Billing/commissions

6.6 Packaging/packing slips

6.7 Delivery

6.8 Backorders, duplicates, or over-shipments

6.9 Warranty coverage for applicable items

6.10 Reports

7.0 COST PROPOSAL

7.1 General instructions on preparing cost proposals

7.2 Format for submitting cost proposals ............................................................................ 21-22

7.3 Sales Tax

7.4 Fixed price

7.5 Price increase requests

8.0 SPECIAL CONTRACT TERMS AND CONDITIONS

8.1 Payment Terms and Invoicing

8.2 Subcontracting

8.3 Prime contractor: minority business subcontractors and disabled veteran-owned business24-25

8.4 Affirmative action

8.5 Wisconsin sales and use tax registration ........................................................................ 25-26

8.6 Contractor’s insurance responsibility

8.7 Tobacco-Free Environment

8.8 Confidentiality

8.9 Access to DOC facilities

8.10 Security, employee identification and credential review

8.11 Background checks of contractor’s staff and applicants ................................................ 28-29

8.12 Fraternization ................................................................................................................. 29-30

8.13 Contractor major structural change

8.14 Carrying a concealed weapon

8.15 Advertising/promotions

8.16 Outside inquiries and public records request

8.17 Records

9.0 STANDARD TERMS AND CONDITIONS

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DEFINITIONS:

Agency: The Wisconsin Department of Corrections

ARO: After Receipt of Order

BAFO: Best and Final Offer

Contractor: The proposer awarded the contract

Contractor Staff: Includes all employees, interns, subcontractors, temporary employees, and volunteers

DAI: Division of Adult Institutions

DCC: Division of Community Corrections

DJC: Division of Juvenile Corrections

DOA: Department of Administration

DOC: Department of Corrections

DOC Staff: Includes all employees, interns, subcontractors, temporary employees, and volunteers.

Evaluation Committee: A committee comprised of subject experts established to evaluate and score proposals submitted in response to this RFP

Fill Rate: The percent of items delivered compared to items ordered in a given month

Inmate: An individual in the state of Wisconsin criminal system

MBE: Minority Business Enterprise

Must: Requirement is mandatory

Personal Property Items: For the purposes of this RFP, all property, hobby, and religious items allowable in DOC facilities per Exhibits 3 - 5

PIOC: Persons in Our Care

Procurement Manager: The person point of contact for this RFP who is responsible for managing the procurement process.

Proposer/vendor: A firm submitting a proposal in response to this RFP

Purchasing: Department of Corrections’ Purchasing Services Section

RFP: Request for Proposal

Shall: Requirement is mandatory

Should: Desired but not mandatory

State: State of Wisconsin

USPS: United States Postal Service

WCCS: Wisconsin Correctional Center System

WWCS: Wisconsin Women’s Correctional System

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1.0 GENERAL INFORMATION

1.1 Introduction

The purpose of this Request for Proposal (RFP) is to provide interested parties with information to enable them to prepare and submit a proposal to provide a catalog ordering and delivery service for the purchase of personal property items. The Department of Corrections, hereinafter referred to as the "DOC", through its Purchasing Services Section, hereinafter referred to as "Purchasing," intends to use the results of this solicitation to award a contract to a single contractor for the purchase of personal property items. However, DOC reserves the right to award to multiple contractors as described in Section 3.5.

1.2 Scope of the project

DOC is in the process of establishing a new contract to enable Persons in Our Care (PIOC) to purchase personal property items. The contract will be used by over 20,000 adults and youth (estimated) at all maximum, medium, and minimum security facilities located throughout the State of Wisconsin as referenced on Exhibit I – DOC Facilities Map. Additional information about the DOC locations across the state can be found at http://doc.wi.gov/families-visitors/find-facility or https://doc.wi.gov/Pages/OffenderInformation/JuvenileCorrections/JuvenileFacilities.aspx.

1.2.1 Objectives

PIOC are only permitted to purchase and receive personal property items in accordance with DOC policies (See attached Exhibits 2 – 5 for reference). The main objective of this RFP is to establish a contract for PIOC and their family member/friends to order all approved personal property items through a single contractor. That contractor shall: offer catalogs in print, online and via hosted website, provide order forms, process and manage those orders, individually package, label, and deliver items to the DOC facility where the PIOC is housed.

DOC is looking for a solution that is no cost to DOC to implement, install, and maintain.

The unit cost for each item provided shall include base price, commissions, sales tax, and any fees or shipping charges.

1.2.2 Needs

The contractor shall provide all approved personal property items available for purchase on Exhibits 3 – 5 through joint partnerships or by subcontracting with other sources.

Some DOC facilities may not allow the purchase of specific catalog items due to security or other reasons. Contractors shall have a system in place to restrict the purchase of specific catalog items based on those restrictions.

Any proposed solution must be capable of performing all functions with minimal intervention by DOC.

http://doc.wi.gov/families-visitors/find-facility

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1.2.3 Current operations

PIOC and family members/friends spend approximately $7,200,000 on personal property items and $600,000 on hobby craft items on an annual basis.

The current process is as follows:

Current contractors work with the DOC Property/Hobby Committee to obtain approval for items before they are added to a catalog. The committee meets approximately once every six (6) months to review and approve the addition of new or substitute items. All items submitted for review must align with DOC policies and match the item specifications or they will be rejected. Contractors will be required to submit a sample of the proposed item for a hands on review by the committee or designated DOC staff before approval can be granted.

Once items are approved, DOC notifies the contractors and they provide copies of new catalogs for distribution at each facility. PIOC can check out the catalogs through the officer’s station or the facilities library. Contractors also supply order forms and cover the cost for returning the order forms (i.e. pre-paid envelopes or a call tag).

PIOC may use funds from their accounts to order personal property or hobby craft items.

Each individual DOC facility business office manages the PIOC fund accounts and one check is mailed in with the PIOC order forms in the Contractor provided pre-paid envelopes for that time period.

PIOC’s family members/friends also have the ability to purchase items using a credit card or personal check, via a toll free telephone number or through the contractor’s websites.

1.2.4 Kiosks

The Contractor awarded through this RFP may be asked to work with DOC’s current kiosk and tablet Contractor to host their catalog and/or establish a method to allow a pass through to their secure site to access the catalog. The security expectations and cost of developing this application or passthrough will be determined at a later date between the appropriate parties.

1.3 Contract Term

The contract shall be effective on the date established by the contract. The initial contract term shall run for one year, with an option by mutual agreement of the DOC and awarded Contractor(s), to renew for four additional one year periods. Renewal(s) beyond the initial Contract term are contingent upon the performance of the contractor during the Contract period.

DOC may request an extension of this contract on a month to month basis for no more than one year after the original contract term. Extension terms are not automatic and shall only be executed by mutual agreement of both parties (DOC and the awarded Contractor) when circumstances beyond DOC’s control delay the award or start-up of a new contract. The terms and conditions of the current contract will apply to the transitional extension period but cost may be negotiated as necessary.

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If the incumbent Contractor is not awarded the next contract, they are expected to work with DOC and the new Contractor to ensure a smooth transition. Failure to work cooperatively with DOC may jeopardize the incumbent’s ability to participate in future solicitations.

1.4 Contract Documents

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, the proposal of the successful proposer, and additional terms agreed to, in writing, by DOC and the Vendor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award.

In the event of conflicts or disputes between the parties related to the meaning of any part of the contract, the following priority of documents will be used to resolve the conflict or dispute:

Statements of Deliverables and/or Statements of Work

Final Signed Contract including any attachments, amendments, and all terms and conditions

Vendor’s response as accepted by the State of Wisconsin

Request for Proposal (including any amendments, exhibits and attachments)

The successful vendor should retain a copy of this RFP document and their response.

1.5 Termination/Cancellation

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

1.5.1 Termination for Convenience

DOC may terminate the Contract at any time, without cause and without penalty, by delivering at least 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 or partially completed services provided under the Contract. Compensation for partially completed services shall be no more than the number of hours of services rendered, (as determined solely by DOC), multiplied by the corresponding payment for completion of services as set forth in the Contract.

Alternately, at the sole discretion of DOC, the contractor may be compensated for the actual service hours provided.

1.5.2 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

Personal Property Items Page 8 of 31 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.

1.5.3 Contract Cancellation

1.5.3.1 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.

1.5.3.2 DOC reserves the right to cancel this Contract in whole or in part without penalty, with thirty (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.

1.6 Procurement Manager

During the RFP process, all correspondence regarding this solicitation is to be made through the

Procurement Manager, Rebecca Hoefs. Failure to comply with this requirement may result in the disqualification of your organization’s RFP.

1.7 Wisconsin 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.

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER

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2.0 PREPARING AND SUBMITTING A PROPOSAL

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 you need accommodations contact Rebecca Hoefs via email at DOCProcurementManager@wisconsin.gov.

2.2 General instructions

The evaluation and selection of a Proposer will be based on the information submitted in the Proposal, as well as references, any on-site visits, presentations, and/or best and final offers (BAFOs) where requested. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

2.3 Submitting the proposal

Proposers may submit their proposal responses by eSupplier, mail, or hand delivery. The proposal responses must be received through one of these methods no later than July 10, 2020 3:00 PM CT. Proposals received after that time and date will be rejected.

eSupplier Submittal:

Vendors electing to submit proposals submitted via eSupplier shall follow the instructions given in the eSupplier system. Failure to properly submit all required documents by the due date and time will result in rejection of the RFP.

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

USPS ADDRESS COMMON CARRIER ADDRESS

Rebecca Hoefs/Purchasing Director Rebecca Hoefs/Purchasing Director Department of Corrections Department of Corrections PO Box 7991 3099 East Washington Ave Madison WI 53707-7991 Madison WI 53704-4338

NOTE: The front entrance at DOC Central Office is currently not open to the public due to COVID

19. If you wish to hand deliver your proposal, drop the sealed package off at the loading dock which is located at the east end of the building. It is highly recommended that proposers submit their RFP response via eSupplier.

Mailed or hand delivered proposals shall include:

One hard copy of the proposal response and one hard copy of the cost sheet in separate sealed envelopes clearly marked with:

o The proposer’s name and address o Request for Proposal Title: Property and Hobby Services o Request for Proposal Number: RLH-7478 o Proposal Due Date: July 10, 2020 3:00 PM CT

An electronic copy (on a USB thumb drive or flash drive) of the proposal response (in Microsoft Word and Excel or Adobe format). NOTE: Any information deemed mailto:DOCProcurementManager@wisconsin.gov https://esupplier.wi.gov/ https://esupplier.wi.gov/ https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST

Personal Property Items Page 10 of 31 confidential on the DOA-3047 shall be in a separate electronic folder marked “Confidential” on the USB thumb drive or flash drive or CD-ROM.

An electronic copy (on a USB thumb drive or flash drive) of the mandatory requirements response sheet and cost proposal worksheet, Attachments A and B (in Microsoft Excel format).

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

No emailed or faxed responses allowed

2.4 Calendar of events

Listed below are important dates and times by which actions related to this RFP must be completed. In the event DOC finds it necessary to change the listed dates and times, changes will be made by issuing an amendment.

DATE EVENT

June 8, 2020 Date of issue of the RFP June 19, 2020 Last day for questions prior to Vendor Conference June 25, 2020 Vendor Conference at 9:00 a.m. – 10:00 a.m. CT June 30, 2020 Post answers to all questions on eSupplier July 10, 2020 Proposals due from vendors at 3:00 pm CT July – August 2020 Vendor presentation (if needed) August 2020 Notification of intent to award (estimated) August 2020 Final award (estimated) August 2020 – January, 2021 Contract implementation period

2.5 Proposal Organization And Format

Proposers responding to this RFP shall comply with the following format requirements. The DOC reserves the right to exclude from consideration any responses not following the required format as instructed below.

Proposals shall be organized and presented in the order and by the numbers assigned in the RFP with each heading and subheading, separated by tabs or otherwise clearly marked.

Tab 1 - Table of Contents Provide a table of contents for the Proposal.

Tab 2 - RFP Bidder Required Form Complete and sign DOA-3832

Tab 3 - Transmittal Letter The transmittal letter must be written on the Proposer’s official business stationery and signed by an official authorized to legally bind the Proposer. Include in the letter:

1. Name and title of Proposer representative;

2. Name and address of organization;

3. Telephone number, fax number, and email address;

4. RFP number and title; and

5. An itemization of all materials and enclosures submitted in response to the RFP

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Tab 4 - Response to Mandatory Requirements Provide a “Yes” or “No” response to each requirement specified in Section 4 of this RFP using Attachment A: Mandatory Requirements Checklist. Responses failing to meet the mandatory requirements shall be rejected.

Tab 5 - Response to General Proposal Requirements Provide a point-by-point response to each requirement specified in Section 5 of this RFP.

Responses to requirements must be in the same sequence and numbered as they appear in this

RFP.

Tab 6 – Technical Proposal Requirements Provide a point-by-point response to each requirement specified in Section 6 of this RFP.

Responses to requirements must be in the same sequence and numbered as they appear in this

RFP.

Under Separate Cover - Cost Proposal Information Provide all cost information on Attachment B: Cost Proposal Worksheet according to the instructions provided. Include all costs for furnishing the product(s) and/or service(s) included in this Proposal. Failure to provide any requested information in the prescribed format may result in disqualification of the Proposal.

No mention of the Cost Proposal is permissible in the response to any other section of this Request for Proposal.

2.6 Communications, Clarifications, and/or Revisions

All communications and/or questions regarding this RFP must be submitted by Email to Rebecca Hoefs, Procurement Manager, on or before June 19, 2020.

Email: DOCProcurementManager@wisconsin.gov

Vendors are expected to raise any questions, exceptions or additions they have concerning the RFP document at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this RFP, the vendor should notify immediately, in writing, the above named individual of such error and request modification or clarification of the RFP.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendum, revisions/amendments and/or supplements will be provided to all vendors via eSupplier.

The proposal shall stipulate that it is predicated upon the requirements, terms and conditions of this RFP and any supplements or revisions thereof. Any contacts with State employees concerning this RFP are prohibited, except as authorized by the Procurement Manager during the period from date of release of the RFP until the notice of intent to award is released.

2.7 Vendor Conference

There will be a mandatory vendor conference on June 25, 2020 at 9:00 AM (CT). Due to COVID- 19 restrictions, there will be no in person meeting.

mailto:DOCProcurementManager@wisconsin.gov

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Vendors may attend the conference via Zoom Video Conferencing by clicking on this link:

Join Zoom Meeting or URL https://dhswi.zoom.us/j/98159531934

Or by dialing US: +1 301 715 8592 or +1 312 626 6799 or +1 646 558 8656 or +1 253 215 8782 or +1 346 248 7799 or +1 669 900 9128

Meeting ID: 981 5953 1934.

Please RSVP to Rebecca Hoefs, Procurement Manager at DOCProcurementManager@wisconsin.gov no later than 3:00 PM (CST); June 23, 2020.

DOC will publish vendor questions and answers on eSupplier. Only written responses to vendor questions are binding. Vendors participating in the conference call will be able to take notes and ask questions of DOC staff. Vendors who fail to participate in the vendor conference call will have their proposals eliminated from consideration.

2.8 Oral presentations

Top-scoring vendor(s) may be required to provide an oral presentation of their proposed solution via a remote meeting. DOC will furnish detailed specifications that the evaluation committee would like to see included in the presentation. Failure of a vendor to provide an oral presentation of its proposed solution as requested by DOC may result in rejection of the proposal.

2.9 Withdrawal of proposals

Proposers may submit a written withdrawal of their proposal to the Procurement Manager until the contract has been awarded. The request must be signed by an authorized representative of the proposer and emailed to the Procurement Manager at DOCProcurementManager@wisconsin.gov.

If a submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal closing date and time.

2.10 Proposal Opening

Due to COVID-19, a public opening will not be held. The proposers that received notice of this event through eSupplier will receive an email (through eSupplier) with the names of the proposers that responded to the RFP.

2.11 Late Responses

Proposals received after the date and time specified in Section 2.4 will not be opened.

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Preliminary evaluation

The proposals will be reviewed initially to determine if all of Attachment A - Mandatory Requirements are met. Failure to meet mandatory requirements may result in rejection of the proposal. In the event that all vendors do not meet one or more of the mandatory requirements, https://dhswi.zoom.us/j/98159531934#_blank https://dhswi.zoom.us/j/98159531934 mailto:DOCProcurementManager@wisconsin.gov https://esupplier.wi.gov/

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DOC reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

3.2 Proposal scoring

Proposals will be reviewed by an evaluation committee and scored against the stated criteria. A proposer may not contact any member of an evaluation committee except at DOC’s direction.

The committee may review references, request interviews, and/or request vendor presentations, and use the results in scoring the proposals.

Proposals from certified Minority Business Enterprises and Disabled Veteran Owned Businesses may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.

The cost proposals will be calculated with the most points awarded to the proposal with the lowest cost and all DOC mandatory requirements. Other cost proposals will be assigned points that correlate to those assigned to the lowest cost proposal per the formula described in Section 7.

3.3 Evaluation criteria

The table below indicates the percentage of the total number of points that will be assigned to each area of the RFP evaluation. These weights are provided here for your understanding of DOC’s general applications and requirements.

Evaluation Criteria Points Weight (%)

General Proposal Requirements 200 35%

Technical Proposal Requirements 600 45%

Cost 200 20%

Total 1,000 100%

DOC reserves the right to open the cost proposals for only the top scoring proposers that have completed all steps of the evaluation process.

DOC may also elect to request a BAFO (Best and Final Offer) for price. Vendors should not count on a BAFO being requested and should therefore submit their best pricing at the time of submittal of their proposals.

3.4 Right to reject proposals and negotiate contract terms

DOC reserves the right to reject any and all proposals. DOC may negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract.

If contract negotiations cannot be concluded successfully with the highest scoring proposer, the agency may negotiate a contract with the next highest scoring proposer.

3.5 Award and final offers

DOC will compile the final scores for each responsive proposal. The awards will be granted in one of two ways. The award may be granted to the single highest scoring responsive and responsible

Personal Property Items Page 14 of 31 proposer. If a single proposer does not provide a complete solution that will meet DOC’s needs, DOC reserves the right to award to multiple high scoring proposers.

Alternatively, the highest scoring proposer(s) may be requested to submit best and final offers. If best and final offers are requested by DOC and submitted by the proposer(s), they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer(s). However, a proposer should not expect that DOC will request a best and final offer.

3.6 Notification of intent to award

Any vendors who respond to this RFP will be notified in writing of DOC’s intent to award the contract as a result of this RFP.

After notification of the intent to award is made, under the supervision of Department of Corrections, copies of proposals will be available by appointment during normal business hours at 3099 East Washington Ave., Madison WI. Reviews can by scheduled by contacting Rebecca Hoefs at DOCProcurementManager@wisconsin.gov.

3.7 Protest and appeals process

The protest and appeals procedure applies to only those RFP’s for services that are over $50,000.

A notice of intent to protest a proposed 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:

KEVIN A. CARR, SECRETARY

WISCONSIN DEPARTMENT OF CORRECTIONS

PO BOX 7925

MADISON WI 53707-7925

The written notice must 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 Wisconsin 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:

JOEL BRENNAN, SECRETARY

WISCONSIN DEPARTMENT OF ADMINISTRATION

PO BOX 7864

MADISON, WI 53703-7864

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A copy of the Appeal should also be filed with Kevin A. Carr, Secretary of Department of Corrections.

4.0 MANDATORY PROPOSAL REQUIREMENTS

The following requirements in Sections 4 are mandatory and the Proposer(s) shall satisfy them at no additional cost to the DOC beyond the costs represented in the Proposer’s cost proposal. Responses to each requirement in Section 4 must indicate that, “Yes,” the Proposer does comply with the requirement or “No,” the Proposer does not comply on Attachment A - Mandatory Requirements Checklist.

In the event there is an individual mandatory requirement that no Proposer is able to meet, DOC reserves the right to eliminate that individual mandatory requirement; in such case, DOC shall continue the evaluation of Proposals and select the Proposal that most closely meets the remaining requirements specified in the RFP. All mandatory requirements are minimums unless otherwise stated.

Responses to Section 4 are pass/fail and will not be scored.

4.1 Proposer Qualifications

4.1.1 Proposers shall be in the business of providing items via a catalog ordering system to at least 2,000 clients in a secure environment.

4.1.2 Proposers shall be in the business of providing items via a catalog ordering system and must have done so for the past three years. Proposers shall provide documentation to support the three year experience requirement.

5.0 GENERAL PROPOSAL REQUIREMENTS (200 points)

The purpose of this section is to provide DOC with a basis for determining a Proposer’s capability to undertake this Contract.

Responses to Section 5.0 will be scored. DOC reserves the right to re-score this section after oral presentations or vendor references are checked.

5.1 Organizational capabilities

The Proposer shall provide a general description and background detailing the organization’s experience and qualifications for supplying a catalog ordering and delivery service for the purchase of personal property items for clients similar in size and scope as DOC, and similar to what is required in this RFP. The following items should be included:

• A brief description of your organization including number of employees, longevity of the organization, and client base

• An overview of the history and ownership of your organization, including prior names of the business if changes have been made.

• A description of the experience and capabilities of your organization in providing similar services to those requested. Be specific and identify projects, locations, dates, and results.

Provide a contact name and phone number for each project listed.

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• Describe the current business relationship between your organization and any other organizations that will provide services under this proposal. This includes any sub-contractors, business partners, consortium arrangements, or any other contractual obligations between the proposer and other businesses used to provide any services under this proposal. Be specific, particularly concerning financial relationships, implementation responsibilities, project coordination, etc. Clearly designate the primary contractor.

5.2 Customer Service/Point of Contact for WI DOC

Provide a list of the key staff positions (and names of current staff) that will serve as the point of contact for each DOC facility. Explain how the positions are dedicated to responding to issues brought forward by DOC staff, who will serve as the primary contact for all issues including placing orders, resolving order issues, and handling warranty claims. If the same position will fill multiple roles, include that information. Include documentation that details the experience of people in the current positions in managing catalog orders, including any experience managing orders for an similar population.

5.3 Organizational References

Provide references that your organization has done business with in the last three years on the DOA-3832 form attached to this RFP document. References should include customers with multiple locations and where the ordering system and the delivery was done by your organization, if possible. References should include customers that have secure environments, if possible.

5.4 Contract Termination History

Describe any contracts your organization has managed that have been terminated for cause or where a customer has requested a corrective action plan in the last five (5) years. Failure to disclose any contract terminations may be grounds for DOC to disqualify the RFP response. Having no contract termination circumstances will earn a high score. How the Proposer responded to a situation that occurred will be scored accordingly. Poor response to a situation will score zero.

5.5 Bankruptcy

Describe any bankruptcy procedures such as the readjustment of debt that your organization or any affiliated corporation or business entity has participated in within the last five (5) years. Failure to disclose any bankruptcy procedures or readjustments may be grounds for DOC to disqualify the RFP response. Having no bankruptcy or readjustment circumstances will earn a high score. How the Proposer responded to a situation that occurred will be scored accordingly. Poor response to a situation will score zero.

5.6 Litigation

Describe any judgements, litigation or litigation currently in process, for the last seven years, against your organization (or parent organization, if applicable) by customers or end users of catalog products. Upon request, Proposer must provide DOC with the case name, number, jurisdiction, and any other information in order for DOC to evaluate the relevance to this RFP. Failure to disclose any litigation may be grounds for DOC to disqualify the RFP response. Having no litigation circumstances

Personal Property Items Page 17 of 31 will earn a high score. How the Proposer responded to a situation that occurred will be scored accordingly. Poor response to a situation will score zero.

6.0 TECHNICAL PROPOSAL REQUIREMENTS (600 points)

The proposed solution shall include detailed responses as requested under each section. The proposed solution shall contain evidence to support the proposer’s ability to provide a catalog ordering and delivery program as a single contractor.

The questions asked may not be comprehensive, so additional functionality should be included and clearly described in any submitted proposal. The DOC does not guarantee that all of the following requirements will be implemented following an awarded contract. Submitted proposals should also describe additional functionality available. DOC may consider additional functionality when evaluating proposals.

Responses to Section 6.0 will be scored.

6.1 Program Plan

Describe your experience sourcing and stocking an inventory of items similar in variety and volume as those orders placed by PIOC. Reference Exhibits 3 - 5 and the Cost Proposal Worksheet for the types of items and volume purchased.

Describe your plan to source (i.e. through a joint venture, partnership, or subcontracting relationship with other vendors) the personal property items indicated on Exhibits 3 – 5, including specialty items, such as model kits and religious items. Include the roles of your staff and any joint venture, partnership, or subcontracted staff. Be sure to include how you would provide ALL of the products allowed in Exhibits 3 -5 as the single contractor.

Describe your experience sourcing products that are compatible for use in a correctional environment and methods you utilize to prevent contraband from being hidden within the products or shipping materials.

Provide a history of the order accuracy and fulfillment rates your organization has experienced with clients with similar needs to DOC. Include number and types of orders filled per month for the last calendar year. (NOTE: Proposers will be awarded more points based on higher accuracy and fulfillment rates).

6.2 Implementation

Describe how your organization will achieve a seamless transition and on-time implementation if awarded the contract. Be sure to include the following:

o A description of your overall implementation plan and strategy including a schedule, tasks, and resources that will be utilized o The processes that will be used for go-live preparation and roll-out o Describe how test environments are utilized and how that flows into production environments

Describe how technical problems are resolved and communicated to the ordering parties in the production environment

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Describe any limitations or issues to be aware of during transition and implementation

Clearly identify the Proposer’s and DOC’s responsibilities for implementation including:

o Communication process during transition and implementation o Escalation process to address implementation or transition issues or concerns

6.3 Catalogs and Ordering

Catalogs shall keep property items (per Exhibit 3 and Exhibit 5) and hobby (per Exhibit 4) items separated in individual categories so policies can be applied accordingly.

Describe Proposer’s ability to provide a catalog that includes all DOC approved personal property items for PIOC to order from in separate categories. Explain how communication will be handled to include:

o How problems with an order will be communicated to the PIOC.

o What method(s) the PIOC can use to contact your organization to resolve problems with an order. Describe how this will eliminate or minimize the need for DOC involvement in the resolution process.

Describe Proposer’s ability to maintain a website and a toll free telephone number that allows family and friends to place orders. Be sure to describe how orders can be separated by category (property and hobby items separated). Describe the steps a family member or friend will experience when placing an order using the different methods offered. Explain how communication will be handled to include:

o How problems with an order will be communicated to the family members or friends o What method(s) the family members or friends can use to contact your organization to resolve problems with an order to eliminate the need for DOC involvement in resolution

Describe the method Proposer will utilize to identify in catalogs and website items that are not available or are restricted based on the requirements that may be in place for a specific PIOC, a specific DOC facility, or the individual housing areas within that facility.

DOC anticipates that approximately 100 catalogs will be needed for each facility and 25 catalogs for each center along with an adequate supply of order forms and pre-paid envelopes.

Up to 10% of the catalogs shall be provided in Spanish or the standard catalog shall include translation. Describe Proposer’s ability and the necessary timeframe needed to supply these items to these locations at no additional cost to DOC.

6.4 Catalog Additions/Updates

Changes to the catalog (new products, substitutions or deletions, or pricing changes may only occur after approval by the DOC Property/Hobby Committee). Revisions to the catalog will be reviewed by the Committee on a biannual basis. Contractor may not make any changes to the catalog or pricing without prior notification to and approval by the DOC Property/Hobby Committee. PIOC’s or their family members and friends cannot authorize changes to the catalog.

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Describe your process for screening new or replacement personal property items for use in a secure environment before they are presented to the committee for review. Explain whether an individual from your organization will attend (either in person or by conference call) biannual committee meetings and the benefits they would bring to the process.

Describe how your organization tracks new product development, supply limitations, and replacement of unavailable, outdated, or unwanted products. Include how supply limitations are communicated to DOC, the PIOC, and their family/friends.

Describe the process your organization will follow to update paper or online catalogs when changes occur.

Describe the process improvement methods that will be utilized to ensure that your organization is able to continue offering all personal property items at an affordable price.

6.5 Billing/Commissions

Describe your process for receiving payments for PIOC orders. See Section 8.1 regarding payment.

Describe the different payment methods that family members and friends can use to order securely online or via telephone ordering.

Describe the process you will utilize to pay commissions to DOC by facility on a monthly basis.

6.6 Packaging and Packing Slips

DOC requires packages that will fit through an xray machine opening that is approximately 24” X 15” and that packing slips are included.

Describe how your products are packaged for shipment to minimize the introduction of contraband into the secure facilities. Be sure to include how your organization monitors the filling and shipping of orders, including the surveillance and tool control process.

Provide an example of the shipping label used on the outside of the shipping box and a explain how that will aid in sorting orders.

Provide an example of a packing slip and describe how this information will aid in sorting individual PIOC orders.

Indicate whether your organization is able to provide PIOC receipts in duplicate so one copy can remain with the order and one can be retained in the appropriate DOC business office.

Describe how PIOC receipts are linked to packing slips and how this information will aid in sorting individual PIOC orders.

Describe your customer service/help desk services that are available for DOC staff in the event that there are discrepancies between the packing slip and the items in the shipping box. Describe the process for handling these types of discrepancies.

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6.7 Delivery

Indicate whether you will provide deliveries by common carrier or contractor’s vehicles.

Describe how your organization will provide deliveries in accordance with delivery schedules and requirements at each facility. DOC only accepts deliveries Monday through Friday, excluding holidays.

Describe timeframe for scheduling delivery based on receipt of order, order method, or delivery location. Include how orders could be bundled to expedite deliveries.

6.8 Order Resolution

The climate within the institutions is greatly affected by the PIOCs’ ability to order and receive desired personal property items in a consistent and timely manner. Order accuracy is extremely important. All order errors must be corrected and credited in a timely manner. The Contractor shall bear the cost for correcting any order errors caused by the Contractor. Proposer shall clearly identify its credit and return policies in its catalogs.

Describe the methods your organization will use to eliminate or avoid backorders, under-shipments, or over-shipments.

Describe your process for handling backordered items and how this is communicated to the person that placed the order. Include an example of your current process and timeframe for resolving these issues.

Describe the process DOC should utilize to notify the Proposer of an under-shipment or over-shipment. Include an example of your current process and timeframe for resolving these issues.

Describe the process your organization will follow for returning incorrect items at the Proposer’s expense.

Describe your organization’s policy and process for returning items found to be damaged or not working properly upon receipt. Return costs are at the Proposer’s expense.

Describe the process your organization will follow to verify the location of the PIOC prior to shipping orders using the DOC’s REST web service containing current PIOC location information. The DOC will provide to the awarded vendor documentation about the service and will assist with testing and verification of the vendor’s use of the web service.

NOTE: To carry out its responsibilities in this contract, the contractor will have access to confidential information. Some of the confidential information is protected health information and relates to PIOC who are housed in treatment or healthcare facilities. The contractor is prohibited from disclosing protected health information. It is also prohibited from disclosing the names, locations, or any other identifiers of PIOC housed in treatment or healthcare facilities. This prohibition applies to both subcontractors and the general public, and restricts disclosure in any format, such as on its website available to the public to make purchases. In dealing with the confidential information, contract must be in compliance with HIPAA, Title 42, United States Code, Section 290dd-2(g) 42 C.F.R Part 2, Wis. Stat. § 146.82, and Wis. Stat. § 51.30, as well as all other applicable state and federal confidentiality laws.

To provide service to PIOC housed at treatment or healthcare facilities, the contractor shall

Personal Property Items Page 21 of 31 only share de-identified and masked information as expressly directed by the DOC after the contract is awarded to the contractor to ensure that the contractor is not disclosing confidential information.

6.9 Warranty Coverage for Applicable Items

Describe your organization’s policy and process for handling warranty claims. Include:

o A list of items included in your catalog that have a manufacturer warranty or additional warranty coverage provided by the Proposer o When the warranty coverage starts (i.e. upon receipt by DOC or the date item is accepted by the PIOC) o The method to be used to start a warranty claim o The method to be used for returning non-working or faulty items o The average length of time to repair or replace items and ship them to the PIOC o…