8718-0-2018 Madisons Northside - A Safe and Thriving Community.pdf

RFP 8718-2018

Madison’s Northside: A Safe and Thriving Community

City of Madison Community Development Division

Suite 8000, 30 W. Mifflin St., Madison, WI 53701-2627

REQUEST FOR PROPOSALS

RFP #8718-2018

Youth Employment and Leadership Development

Release Date: February 22, 2018

Due Date: 12:00 p.m., NOON Thursday, March 29, 2018

RFP 8718-2018

Table of Contents

SECTION PAGE

RFP SUMMARY………………………………………………………………………………………………………………………………………...1

RFP CALENDAR………..……………………………………………………………………………………………………………………….………2

SECTION 1. Scope of Work…… ...................................................................................................... …….. 3

SECTION 2. Proposal Submission Requirements

SECTION 3. General RFP Administrative Information

ATTACHMENTS:

Attachment A: Designation of Confidential and Proprietary Information

RFP SUMMARY

RFP NUMBER RFP # 8718-2018

RFP TITLE Madison’s Northside: A Safe and Thriving Community:

Youth Employment and Leadership Development

DEADLINE FOR

BID SUBMISSIONS

12:00 P.M. (NOON) CDT, Monday, March 29, 2018 Proposals received after the deadline will not be considered.

SCOPE The City of Madison is seeking proposals from qualified entities to provide one or more of the following program types:

A. Provide youth employment services, on Madison’s Northside, that engage youth with the community while developing their employment skills with a priority on youth involved with the juvenile justice system;

B. Create a youth leadership group to develop a Peace Project or Non-

Violence Club that is led by and for Northside youth;

C. Create or expand pro-social activities and programs that provide opportunities to enhance positive youth development, and encourage cross-generational engagement with a focus on youth involved in the juvenile justice system;

D. Form a Northside Youth Employer Coalition to share resources and sponsor trainings for businesses currently employing youth or looking to do so; and link this Coalition with the existing Youth Employment Network.

Program Dates: All programs may start on or after June 1, 2018 and must conclude by September 30, 2019.

FUNDS

AVAILABLE:

The City of Madison Community Development Division anticipates allocating up to a total of $278,000 for the four program types, pending approval from the Federal Department of Justice Office of Juvenile Justice and Delinquency Prevention of Madison’s Northside: A Safe and Thriving Community Action Plan

Application Form and Guidelines Available at: Community Development Division Funding Opportunities Website

E-MAIL

PROPOSAL TO:

CDDapplications@cityofmadison.com

All proposals must be submitted electronically via email in the Excel Workbook and Word documents provided. Please put Northside Safe and Thriving Communities in email subject line.

http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/ mailto:CDDapplications@cityofmadison.com

DIRECT ALL

INQUIRES TO:

Mary O’Donnell (modonnell@cityofmadison.com)

Allison Dungan (adungan@cityofmadison.com)

(608) 266-6520

RFP CALENDAR These dates represent the City’s desired timeline for implementing this project.

Any revision to the due date for submission of proposals will be made by addendum. All other dates may be adjusted without notice, as needs and circumstances dictate.

Date RFP Activity

February 22, 2018 Release of RFP

March 1 at 10:00 am and at 6:30 pm and March 12 at 9:30 am and 3:30 pm

Application Workshops, Register HERE

12:00 p.m. (CST) March 29, 2018

DEADLINE FOR SUBMISSION OF PROPOSALS

Week of April 9, 2018

Applicant Presentations

May 15, 2018 Common Council Approval

May 17, 2018 Notification of Award

June 1 or July 1, 2018 Anticipated contract start date(s) mailto:modonnell@cityofmadison.com mailto:adungan@cityofmadison.com https://www.surveymonkey.com/r/2018-19OJJDP

SECTION 1: SCOPE OF WORK

1.1 Purpose

The City of Madison was awarded a grant titled Safe and Thriving Communities: Uniting and Enhancing Community-Based Violence Prevention, Defending Childhood, and National Forum Approaches from the U.S. Department of Justice – Office of Juvenile Justice and Delinquency Prevention (OJJDP) to support and enhance efforts to help catalyze and further the prevention and response to children’s exposure to violence and youth victimization and violence, especially gun and gang violence, through comprehensive approaches to violence prevention and the promotion of youth well-being. Goals identified by the OJJDP include: Promote healing and increase the safety, well-being, and healthy development of children, youth, and families; and prevent, reduce, and sustain reductions in youth violence, including gun and gang violence and victimization through the development and implementation of a strategic action plan.

Madison’s Northside: A Safe and Thriving Community Action Plan was informed by an extensive analysis of community assets and needs, and a robust planning process with Northside residents and stakeholders.

The action plan seeks to:

• Foster resident and organizational capacity in order to increase community resilience and cohesion;

• Increase opportunities for positive youth development and youth employment;

• Promote restoration and reduce recidivism for youth involved in acts of violence;

• Build trust, champion racial equity and social justice, and increase efforts towards community healing;

• Foster violence-free and trauma informed cultural norms in all environments;

• Increase family, youth, and community safety; and

• Address community norms to prevent and interrupt youth violence.

This funding process introduces four of the program types that address the goals set forth in Madison’s Action Plan and is seeking proposals from qualified entities to provide one or more of the following:

A. Provide summer youth employment services on Madison’s Northside, that engage Northside youth with the community while developing their employment skills with a priority on serving youth involved in the juvenile justice system;

B. Create a youth leadership group to develop a Peace Project or Non-Violence Club that is led by and for Northside youth with a priority on recruiting youth involved in the juvenile justice system;

C. Create or expand pro-social activities and programs that provide Northside youth with opportunities to enhance positive youth development, and encourage cross-generational engagement with families and the Northside community; and

D. Form a Northside Youth Employer Coalition to share resources and sponsor trainings for businesses currently employing youth/young adults or looking to do so; and link this Coalition with the existing Youth Employment Network.

Geographic Boundaries defining Madison’s Northside for the purpose of this RFP Madison’s application to the Dept. of Justice defined the Northside as the area east of the Yahara river, west of Packers Avenue and north of E. Washington Ave. to the City limits,. Therefore, the definition of “Northside youth” for the purposes of this RFP includes youth who live in the area described above and the definition of activities that “occur on the Northside” also must abide by the boundaries above.

Please note: This is the first of at least two Safe and Thriving Initiative RFPs that will be issued in 2018.

Additional RFPs will address community engagement, wellness and training for community residents and stakeholders in conflict resolution and trauma informed relationships.

1.2 Background

The City of Madison’s Community Development Division’s programming is reviewed through the lens of its impact on poverty, racial equity, and social justice. CDD supports a culturally and linguistically responsive, evidenced-based, holistic approach that includes coordinated service delivery to ensure that residents are able to access relevant services. Wherever possible CDD seeks to support neighborhood based needs identified in planning processes, particularly processes that have been guided by meaningful resident engagement.

Madison’s Northside Safe and Thriving Community Action Plan is based on an extensive analysis of community assets and needs, and a robust planning process with Northside residents and stakeholders.

This planning phase included:

• More than a dozen meetings with Northside community stakeholders;

• 80 formal community surveys, and hundreds of informal conversations;

• 6 structured focus groups;

• 50+ Northside youth engaged in the planning process through summer programming involving at-risk youth, north district police, community centers, navigators, and other partners; and

• A planning group of 37 community stakeholders (including 60% Northside residents) with diverse expertise and lived-experiences, used the information gleaned from the analysis and community engagement process to develop the goals and strategies forming the Action Plan.

The City of Madison and other partners increasingly recognize the value of effective collaborative networks of service providers in achieving stated funding goals. The application form provided for this RFP asks applicants to identify relevant collaborations and formal coordination models within the program proposals. Applicants will be asked to identify partners and briefly describe the nature of that partnership. Applicants and their identified partners will have the opportunity to present their proposal, collaborations and partnerships to reviewers in a public meeting. At that time the applicants can describe the roles and responsibilites of their existing and proposed collaboration and discuss their proposed activities to achieve their stated goals.

1.3 Eligibility

1. Organizational eligibility is limited to non-profit organizations and agencies that have obtained tax exempt status under 26 USC §501(c)(3) OR groups that can secure, as fiscal agents, organizations that have obtained such status. Please see the Fiscal Agent packet available on the Funding Process website for more information. Organizations that are identified to serve as Fiscal Agents on behalf of applicants will be asked to indicate their understanding of the City’s expectations and agreement to act on the applicant’s behalf. If an organization needs a fiscal agent and is unclear on the process or availability of agencies that would qualify as fiscal agents, please contact Mary O’Donnell or Allison Dungan at 266-6520.

2. Eligible expenditures include personnel costs, program/project supplies and costs, space and special costs. With very few exceptions, Federal funds may not be used for food. Please consider using other funds for food costs. In awarding grants, the City may identify specific uses for allocations.

Capital purchases related to purchase of vehicles or property will not be considered. All awarded funds must be utilized in the timeline outlined in resultant contracts. Any remaining funds not expended by the contract end date will not be available for project use.

1.4 Project Scope, Strategies, Outputs and Outcomes

Applicants may apply for funding to perform work within more than one program type. However, each is viewed as a uniquely separate project or program. For example, although high quality youth employment programs will also help youth develop leadership skills, the outcomes will be focused on employment, and the application should be submitted as na employment program.

Applicants should be aware of and incorporate best practice standards outlined in this document in the planning and description of their proposals. There is an expectation that upon completion of these programs, or through involvement in these programs, youth are working toward MMSD credit, the Employability Skills and/or Leadership certificates. Information is available in the Resources section of the funding process website.

A. NORTHSIDE SUMMER YOUTH EMPLOYMENT SERVICES

Funds available: Up to $ 88,000 will be awarded to support two summer work teams for 2018 and 2019

Madison’s Northside Safe and Thriving Initiative seeks to increase employment opportunities for youth ages 14-15 years who live on the Northside of Madison and face barriers to gaining work experience, with a priority on youth involved in the juvenile justice system. Youth are expected to be paid at least $7.25 hourly for at least 160 hours in July-August 2018 and in June –August 2019. It is expected that the proposed youth employment program incorporates best practices outlined in this document in order to to achieve violence prevention and positive youth development. For the purposes of this funding, employment programs should focus on youth age 14-15 and provide work experience through a community focused work team model. Work teams can focus on a variety of tasks or skill sets, and it is expected that the youth would participate in identifying the focus of the work. For example, youth may be employed to develop and implement a community arts project, a public messaging campaign about http://www.cityofmadison.com/dpced/communitydevelopment/funding/resources/2539/ youth violence, a community event aimed at addressing violence and victimization, or a place-making initiative such as a community garden. Several ideas for the projects or focus of work for the work team should be incorporated into the project description.

Strong proposals will include the following STRATEGIES:

Service Population

Program Model

Program Elements Measurable Outcomes

14 – 15 year old Northside youth

Highly supported community based work teams Direct supervision and support is provided by a program staff; may include young adult mentor who was a previous program participant or neighborhood resident. Youth are hired, supervised and learn basic employment skills. Youth are paid by the RFP applicant organization.

Youth will be paid at least $7.25 hourly for at least 160 Hours of work.

Participation results in an opportunity to advance to other programs or private sector employment.

Curriculum:

• Basic Employment Readiness Skills

• Job search techniques

• Resume writing

• Completing application

• Interview skills

• Positive work habits

• Time management

• Attitude

• Regular attendance

• Workplace relationships and culture

Education and Career Planning:

• Building personal connections and networks

• Financial capability

• Introduction to career possibilities

Education/Training Agreements

Employability Skills Certificates

School credits earned1

Work product such as a community art project, survey results, or event.

Acceptance to other collaborative youth employment program

1Resources

Recruitment, Intake and Assessment: Providers should assess each youth’s interests, skills, abilities and resources, and through the Youth Employment Network match the youth with opportunities that support their future academic or educational goals.

Coordination and Resource Linkage: Programs must involve collaborative relationships with high schools, post-secondary educational institutions, private business, Madison-area Out-of-School Time (MOST) initiative, community based organizations, municipal court, juvenile justice and human services systems, and Northside Safe and Thriving Initiative stakeholders

Curriculum: Programs will be required to ensure all youth develop the soft skills (i.e. ability to work well with others, and self-manage tasks and behaviors) and life skills (i.e. financial capability, developing support networks) that support positive youth development and build towards a successful transition to adulthood. Providers should utilize a culturally and linguistically relevant, comprehensive, positive youth development strategy with a direct link to the program’s mission and goals. Expected curriculum strategies are based on best practices that consist of life skills training that includes communication, teamwork, building personal connections and networks, time management, financial capability; career guidance and experiential learning opportunities that provide exposure and access to a range of career opportunities (from technical to professional) that have the potential to lead to further education, job placement and post-employment support.

Programming for high-risk youth must included research based curriculum that builds skills in social emotional learning through specific learning and practice strategies.

Program space and location: Ensure that program spaces and staffing are welcoming, trauma-informed/aware, and violence-free through assessment, training and action plans. The majority of program activities must occur in the Northside areas described earlier in these guidelines.

Workplace Support: Stakeholders involved in the lives of youth will work together to broker relationships to support young people in meeting their individual goals as well as the community in advancing youth outcomes. Programs should include group educational activities and opportunities for reflection that build on the employment experience, provide life skills that support positive youth development and create a sense of community amongst the youth participants.

Clear and Measurable Outcomes: The City of Madison is moving toward identifying standardized outcomes for similar program models, using standardized measures. Funded programs will establish clear and measurable outcomes appropriate to program model. Outputs and outcomes listed are not exhaustive, and are meant to demonstrate the effectiveness of the program. Outcomes listed reflect alignment with the Department of Labor, Education and Training Administration’s benchmarks for education and work readiness.

Strong proposals will provide for the following OUTPUTS:

• Provide 24 youth (two work teams of 12 participants) with employment each summer in 2018 and

2019. At least 8 participants must be youth involved in the juvenile justice system;

• Provide 5 youth re-entering the community from the juvenile delinquency facilities employment and career readiness programs and earn Employability certificates.

Strong proposals will provide for the following OUTCOMES:

• Youth will learn job skills as measured by the number and percent of program youth who exhibit an increase in job skills during the reporting period (short term) and number and percent of program youth who exhibit an increase in job skills 6-12 months after exiting the program (long term)

B. YOUTH LEADERSHIP PEACE PROJECT

Funds available: Up to $75,0000 will be available for 1 or more projects

Create a youth leadership group to develop a Peace Project/Non violence Club to empowerNorthside youth to become engaged in promoting a violence-free community, develop knowledge and awareness about the impact of violence on individuals and the community, and develop conflict resolution skills to reduce the incidents of interpersonal conflict that can occur among youth in the community. This group should be led by and for Northside youth, with a priority on youth involved in the juvenile justice system. Ensure that program spaces and staffing are welcoming, trauma-informed/aware, and violence-free through assessment, training and action plans. The majority of program activities must occur on the Northside.

Strong proposals will include the following STRATEGIES:

• Creation of a youth-led non-violence club and leadership group focused on changing norms around violence and victimization, empowering and engaging authentic youth voice, utilizing youth strengths to positively impact the “adult-led” aspects of the community, and reducing youth victimization through empowerment;

• Implementation of a series of trainings (e.g. Let’s Make Peace) for Northside youth, with a priority on youth involved in the juvenile justice system. Training should include social-emotional learning components related to healthy relationship skills, conflict resolution, health/wellness, and leadership; and

• Link Northside youth, with a priority on youth involved in the juvenile justice system, with adult mentors and/or supportive organizations to enhance positive relationships between youth and adults in the community in order to provide opportunities for pro-social role modeling and support.

• Engage a core group of at least 15 youth in a youth-led anti-violence club that will meet at least twice a week for a total of at least 4 hours each week. Conduct at least 6 neighborhood events or projects focused on promoting non-violent conflict resolution attitudes/skills among other youth.

At least 5 of the youth must be involved in the juvenile justice system. Youth in the core group must attend at least 75% of the program activities;

• Link at least 10 youth with adult mentors/organizations/advocates to enhance the youth’s sense of self-efficacy making a successful transition to adulthood. At least three of the youth must be youth involved in the juvenile justice system; and

• Engage at least 40 youth in a curriculum to teach conflict resolution and other pro-social skills. At least 10 of the participants must be involved in the juvenile justice system.

Strong proposals will describe tools and systems to track and report on the following OUTCOMES:

• Change in Knowledge - The number of youth who have exhibited an increase in knowledge in violence prevention at end of program period (short term) and number of youth who have exhibited an increase in knowledge in violence prevention for program youth who have exited the program 6-12 months ago and are still being tracked for the noted behavior change during the reporting period.

• Social competence - Social competence is the ability to achieve personal goals in social interaction while simultaneously maintaining positive relationships with others over time and across situations. The number and percent of program youth who have exhibited a desired change in social competencies during the reporting period (short term) and 6–12 months after exiting the program (long term).

C. YOUTH PROGRAM EXPANSION

Funds available: Up to $95,000 will be available to two or more organizations, or one organization with two or more Northside locations, to create or expand existing programming or services for Northside youth.

Create or expand pro-social activities and programs that provide opportunities to enhance positive youth development, and encourage cross-generational engagement with families and the Northside community.

Ensure that program spaces and staffing are welcoming, trauma-informed/aware, and violence-free through assessment, training and action plans. The majority of program activities must occur on the Northside.

Strong proposals will include the following STRATEGIES:

• Increase and thoughtfully target staffing, hours, location, focus and variety of programs available to Northside youth/families, taking into account issues of transportation access and the ability to build upon existing community gathering patterns and other efforts

• Develop programs that bring together Northside youth, their parents/caretakers, older youth/children, and residents/community leaders (could include law enforcement, business, etc.)

focused on building cross-generational relationships.

• Develop activities that will attract youth who are less engaged in existing school-based extra-curricular or neighborhood activities by increasing the availability of non-athletic programs, artistic programs, STEM projects, clubs, etc., with a specific focus on youth involved in the juvenile justice system;

• Ensure that program spaces and staff are welcoming, trauma-informed/aware, and violence free through assessment, training and action plans.

• Implement or expand program activities for at least 12 hours per week each. Activites should engage at least 30 unduplicated Northside youth who are traditionally not connected with existing school or neighborhood programs, including 10 youth involved in the juvenile justice system; and

• Completion of 4 new youth/parent programs/activities that focus on strengthening families and community relationships, engaging a total of 30 unduplicated youth/family sets, including 10 participants involved in the juvenile justice system.

Strong proposals will describe tools and systems to track and report on the following OUTCOMES:

• Change in knowledge - The number of youth who have exhibited an increase in knowledge in violence prevention at end of program period (short term) and number of youth who have exhibited an increase in knowledge in violence prevention for program youth who have exited the program 6-12 months ago and are still being tracked for the noted behavior change during the reporting period; and

• Social competence - Social competence is the ability to achieve personal goals in social interaction while simultaneously maintaining positive relationships with others over time and across situations. The number and percent of program youth who have exhibited a desired change in social competencies during the reporting period (short term) and 6–12 months after exiting the program (long term).

D. NORTHSIDE YOUTH EMPLOYER COALTION

Funds available: Up to $20,000. One vendor will be selected.

Form a Northside Youth Employer Coalition to share resources and sponsor trainings for businesses currently employing youth or looking to do so; and link this Coalition with the existing Youth Employment Network.

Strong proposals will include the following STRATEGIES:

• Work with area employers to identify and address youths’ barriers to employment;

• Work with area employers to expand network of employers and identify supports needed for employers or youth to make youth employment experiences successful for youth and businesses;

• Train Coalition and other employers in understanding adolescent development, the impact of trauma and the skills needed to support youth in a trauma-informed employer/employee relationship; and

• Conduct education and awareness campaign to employers regarding the high “return on investment” in supporting youth re-entering the community from the juvenile justice system.

Strong proposals will provide for the following OUTPUTS:

• Recruit and support at least six Northside employers as members of a Northside Youth Employer Coalition and identify strategies and resources needed to successfully employ more Northside youth, including identifying and addressing barriers;

• Identification of three local employers committed to providing job opportunities for youth re-entering the community from the juvenile justice system;

• Conduct 8 hours of training for 40 Northside employers and public employees on the Northside who interact with the public in understanding adolescent development, the impact of trauma on youth, and the skills needed to implement strategies to support youth’s ability to sustain employment

Strong proposals will provide for the following OUTCOMES:

• Employers will experience an increase in: knowledge of adolescent development; the impact of trauma on youth development; and, the skills needed to address both in a youth oriented workforce.

• Employers will experience an improvement in the recruitment and retention of the target population (youth with barriers to employment) as a result of program activities.

• Employers, their staff, and youth employees will report the number and percent of positive employment outcomes during the reporting period.

1.5 Funds Available - Draft Allocation Plan ( Subject to Change)

It is expected that up to $278,000 will be available for allocation to this portion of Madison’s Northside: A Safe and Thriving Community Action Plan. Final allocations will be determined following federal approval of Madison’s Safe and Thriving Strategic Plan. Distribution of funds across programs will be determined by the quality of proposals and distribution of programs across the desired program types.

A. NORTHSIDE YOUTH EMPLOYMENT SERVICES up to $ 88,000

B. YOUTH LEADERSHIP PEACE PROJECT up to $ 75,000

C. YOUTH PROGRAM EXPANSION up to $ 95,000

D. NORTHSIDE YOUTH EMPLOYER COALTION up to $ 20,000

Please note: This is the first of at least two Safe and Thriving Initiative RFPs that will be issued in 2018.

Additional RFPs will address community engagement, wellness and training for community residents and stakeholders in conflict resolution and trauma informed relationships.

Contract Agreements Contracts awarded through this RFP process will conclude no later than September 30, 2019.

Payment Schedule Will be negotiated at point of contract.

1.5 Criteria for Proposal Review

Funding allocations will be made with the consideration of each proposal’s role in supporting Madison’s Safe and Thriving Initiative in decreasing the prevalance and impact of youth violence and victimization, meeting the RFP Guidelines and the strength of the individual proposal itself. Application scores will be an important, but not the sole factor in making decisions. The following criteria will be used when reviewing each proposal:

Madison’s Northside: A Safe and Thriving Community Initiative Youth Employment and Leadership Development

Points Available

1. ORGANIZATIONAL STRUCTURE: To what extent does the proposal exhibit the organizational capacity to support the proposed services (e.g. board structure, history, staffing and volunteers?

10 points

2. PROJECT DESCRIPTION: To what extent is the program model aligned with RFP guidelines and likely to be effective with the identified participants? Does it provide the appropriate staffing, dosage, intake and assessment, responses to identified barriers, and curriculum to achieve intended outcomes?

35 points

Application Questions

Content Point Division

2a. and 2e. Goal correlation with RFP guidelines and strategies, and demonstrated past success 5

2b. and 2c. Population served, recruitment and engagement 10 2d., 2e., 2g.

and 2h.

Program structure, activities, staffing pattern, service numbers, schedule, and timeline 15

2f. Data tracking system and outcome measuerments 5

3. CULTURAL RELEVANCE and LANGUAGE ACCESS: To what extent does the proposal demonstrate connection and responsiveness to the described service population and offer culturally and linguistically appropriate recruitment, curriculum (if applicable) and staffing?

15 Points

4. ALLIGNMENT: To what extent does the proposal describe a clear relationship between their project and its potential to address the prevalance and impact of youth violence and victimization?

10 points

5. COMMUNITY ENGAGEMENT and COLLABORATION: To what extent does the proposal demonstrate strong collaborative relationships with neighborhood and community partners and a commitment to contribute to a collaborative service network?

10 points

6. BUDGET AND FUNDING: Extent to which the proposal presents an adequate and detailed budget that meets the needs of the propposed project, and demonstrates planning for future funding needs.

10 points

Total Points Available

90 points

SECTION 2: PROPOSAL SUBMISSION REQUIREMENTS

2.1 Response Format

1. Applicant agencies will utilize the provided application(s). The response to the RFP should be complete and comprehensive but succinct. Attachments or documents not specifically required should not be submitted.

2. Proposal must be submitted by e-mail, with the narrative in the Word format and the budget in the Excel Workbook format provided.

2.2 Required Information And Content of Proposals

Please include only the required submittals specified below.

A. RFP Application form

Available on the Community Development Division Funding Opportunites Website

B. Designation of Proprietary and Confidential Information – Attachment A

Complete the form included in this document, if applicable.

SECTION 3: GENERAL RFP ADMINISTRATIVE INFORMATION

3.1. Point of Contact

The RFP contact identified below is the sole point of contact regarding the RFP from the date of release of the RFP until selection of the successful proposer.

Mary O’Donnell, Community Development Specialist City of Madison Community Development Division Phone: 608-266-6520 Email: modonnell@cityofmadison.com

All communications relating to this RFP must be directed to the designated contact for this RFP.

All bidders, proposers, protestors or individuals acting on their behalf are hereby prohibited from attempting to persuade or influence any City agents, employees or any member of the relevant selection team, for or against a specific cause related to a pending solicitation, unless otherwise directed by the RFP contact.

3.2. Inquiries and Clarification of Specifications

Proposers shall carefully examine the bid and contract documents, correlate their observations with the RFP specifications, and exercise their own judgment as to the nature and scope of the work required. If applicable, visit the Department’s website, CDD Funding Opportunities.

Consider federal, state and local laws and regulations that may affect cost, progress, performance or furnishing of the work.

Proposers shall immediately notify the RFP contact of any questions, exceptions, clarification of any ambiguity, error, conflict, discrepancy omission or other deficiency or additions they have concerning the RFP document. Failure to do so will be at bidder’s own risk.

This RFP will serve as the basis for or will become part of the resulting agreement. No plea of ignorance of conditions or difficulties that exist or may hereafter arise in the execution of the work under this contract as a result of failure to make necessary examinations and investigations, shall be accepted as an excuse for any failure or omission on the part of the bidder to fulfill the requirements of the contract.

http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/ http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/

3.3. Contracting Agency

The contract resulting from this RFP will be administered by Community Development Division, City of Madison.

3.4. Addenda / Official Communication

During the solicitation process for this RFP, all official communication between the City and proposers will be made via the Community Development Division Funding Opportunities Website. The City will post such notices, which will include, but not be limited to, addenda for any modifications to administrative or performance requirements, clarifications to requirements, and the announcement of the apparent winning proposer(s). It shall be the responsibility of the proposers to regularly monitor this website for any such postings. Failure to retrieve such addenda and include their appropriate provisions in your response, may result in your proposal being disqualified.

3.5. Oral Presentations / Site Visits / Pre-Bid Meetings

Proposers may be asked to attend pre-bid meetings, make oral presentations, or make their facilities available for a site inspection as part of this request for proposal process. Such presentations, meetings or site visits will be at the proposer’s expense.

3.6. Acceptance/Rejection of Proposals

1. The City reserves the right to accept or reject any or all proposals submitted, in whole or in part, and to waive any informalities or technicalities, which at the City's discretion is determined to be in the best interests of the City. Further, the City makes no representations that a contract will be awarded to any proposer responding to this request. The City expressly reserves the right to reject any and all proposals responding to this invitation without indicating any reasons for such rejection(s).

2. The City reserves the right to postpone due dates and openings for its own convenience and to withdraw this solicitation at any time without prior notice.

3.7. Incurring Costs

This request for proposals does not commit the City to award a contract, pay any costs incurred in preparation of proposals, or to procure or contract for services or equipment.

http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/

3.8. Proposer Qualifications

The City of Madison may make such investigations as it deems necessary to determine the ability of the proposer to perform the work, and the proposer shall furnish to the City all such information and data for this purpose, as the City may request. The City reserves the right to reject any proposal if the evidence submitted by, or investigated of, such proposer fails to satisfy the City that the proposer understands the full scope of work and is properly qualified to carry out the obligations of the contract and to complete the work contemplated herein.

3.9. Proposal Content

The evaluation and selection of a Contractor and the contract will be based on the information submitted in the vendor’s proposal plus any additional information required. Additional information may include references, on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

Elaborate proposals (e.g. expensive artwork, news stories or letters of support) beyond information required to present a complete and effective proposal, are not necessary or desired.

Information provided by the applicant in addition to the required proposal may not be considered in the evaluation of the proposal.

3.10. Withdrawal or Revision of Proposals

1. A proposer may, without prejudice, withdraw a proposal submitted at any point in the process by requesting such withdrawal in writing (email is sufficient) to the RFP contact.

2. Proposals may not be modified or altered after the deadline.

3.11. Designation of Proprietary Information

Proposers are hereby notified that all information submitted in response to this RFP may be accessible to the public through the Community Development Division website and/or made available for public inspection according to public records laws of the State of Wisconsin or other applicable public record laws. Therefore, proposers are encouraged to refrain from submitting information that cannot be open for public inspection. However, if proposers must include information deemed confidential and proprietary by the proposer, proposer must comply with these instructions:

1. All restrictions on the use or inspection of data contained within a proposal shall be requested prior to submission of the proposal itself. Written requests for confidentiality shall be submitted to the RFP contact by the proposer prior to the proposal submission date.

2. Requests shall use the following process:

• Email or phone the RFP contact to discuss your concern.

• Any information to be considered confidential or proprietary must clearly be stated on the attached “Designation of Confidential and Proprietary Information” form. (RFP Form E).

• Any information to be considered confidential or proprietary must be separated from the rest of the proposal. Co-mingling of confidential/proprietary and other information is not acceptable.

• Applicants may be asked to submit a written request for information to be considered confidential or proprietary. Provide specific information related to the claim for confidential and proprietary information including RFP section, page number, topic and specific concern that supports claim.

3. Allocation requests always become public information through the selection committee process. Information usually cannot be kept confidential unless it involves a trade secret as defined in S.134.90(1)(c), Wis. Stats. Any information that will be included in any resulting contract cannot be considered confidential. A proposal, in its entirety, will not be considered confidential and/or proprietary.

4. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s). However, the City cannot ensure that the information will not be subject to release if a request is made under applicable public records laws. The City will not provide advance notice to a proposer prior to release of any requested record.

5. The Selected Contractor agrees to hold the City harmless for any damages arising out of the release of any material unless they are specifically identified. In the event the designation of confidentiality of this information is challenged, the Selected Contractor also agrees to provide legal counsel or other necessary assistance to defend the designation of confidential-ity and, further, agrees to hold the City harmless from any penalties, costs, damages and fees, including attorney’s fees, awarded to the requestor and ordered to paid by the City, in any such legal action.

6. To the extent permitted by law, it is the intention of the City to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the City. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

3.12. Sample Contract for Purchase of Services

Proposers are responsible for reviewing this information on the CDD Funding Process website prior to submission of their bid. The Sample Contract for Purchase of Services shall serve as the basis of the contract resulting from this RFP. The terms of this template contract shall become contractual obligations following award of the RFP. By submitting a proposal, proposers affirm their willingness to enter into a contract containing these terms.

http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/

3.13. City of Madison and Federal Additional Standard Terms and Conditions Proposers are responsible for reviewing this information on the CDD Funding Process website prior to submission of their bid. City of Madison Additional Standard Terms and Conditions are the minimum requirements for the submission of Proposals.

Federal Grant Requirements:

The source of finds for this RFP are federal Funds awarded through the Office of Juvenile Justice and Delinquency Prevention to the City of Madison as part of the “Madison’s Northside: A Safe and Thriving Community” grant. There are federal regulations and requirements above and beyond the City’s standard contract requirements that will apply to the administration of these funds both for the City and for organizations receiving funds under this grant. These requirements apply to multiple facets of grant administration for funded programs including access to funded activities, specific guidelines regarding cost allocations, employees management, budgeting and expense reporting, data collection and reporting on funded activities. It is expected that funded projects will work closely with city staff to develop systems and processes to address these requirements. These requirements can be found on our website under Resources.

3.14. Proposal Evaluation and Award

1. PRELIMINARY EVALUATION

Submitted proposals will be reviewed for completeness and compliance with RFP guidelines.

All incomplete RFP submissions may be determined nonresponsive and removed from further consideration. To be considered complete, RFPs shall include all required submittals and shall be signed and dated. In the event that no submissions meet all of the RFP requirements, the City of Madison reserves the right to continue the evaluation of the proposals that most closely meet the requirements.

2. PROPOSAL EVALUATIONS, INTERVIEWS AND/OR SITE VISITS

The City’s designated RFP Selection Committee will make the final selection and recommendation following the evaluation of the proposals which may include presentations, site visits and interviews, if deemed necessary, with some or all of the proposers. However, the City may make preliminary selection(s) on the basis of the original proposals only, without negotiation, interviews and/or site visits with any proposers. If presentations, interviews and/or site visits are conducted, the Selection Committee may choose to assign additional points for these processes or re-evaluate, re-rate and/or re-rank the finalists’ proposals based upon the written documents submitted and any clarifications offered in the interviews.

3. BEST AND FINAL OFFER

The designated Selection Committee may request best and final offers from one or more proposers determined to be reasonably susceptible to being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and such revisions may be http://www.cityofmadison.com/dpced/communitydevelopment/funding/madisons-northside-a-safe-and-thriving-community/532/ https://www.cityofmadison.com/dpced/communitydevelopment/funding/documents/Federal%20Requirements.pdf permitted after submissions and prior to award for the purpose of obtaining best and final offers. If best and final offers are requested, they will be evaluated against the stated criteria, scored and ranked. The City reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer(s) prior to entering into a contract.

If contract negotiations cannot be concluded successfully with the selected proposer(s), the City may negotiate a contract with the next highest scoring proposer.

4. CLARIFICATION OF PROPOSALS

During the evaluation of proposals, the City reserves the right to contact any or all proposers to request additional information for purposes of clarification of RFP responses, reject proposals which contain errors, or at its sole discretion, waive disqualifying errors or gain clarification of error or information.

5. PRICE AND/OR COST ANALYSIS

The City reserves the right to conduct a price and/or cost analysis to determine if the price is fair and reasonable. If only one responsive proposal is received, a detailed price and/or cost analysis may be requested of the single proposer. Proposers shall cooperate as needed with the City's efforts to perform said analyses.

6. NEGOTIATION

The City reserves the right to negotiate final fees and scope of services with the selected Contractor.

7. PROCESS

At any phase, the City reserves the right to terminate, suspend or modify this selection process; reject any or all submittals; and waive any informalities, irregularities or omissions in submittals, all as deemed in the best interests of the City.

8. COMMUNICATION WITH SELECTION COMMITTEE

Proposers may not contact members of the Selection Committee at anytime during the evaluation process, except at the City of Madison CDD request.

9. RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

The City reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer(s) prior to entering into a contract. If contract negotiations cannot be concluded successfully with the selected proposer(s), the City may negotiate a contract with the next preferred proposer.

ATTACHMENT A

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

Proposers are hereby notified that all information submitted in response to this RFP may be made available for public inspection according to public records laws of the State of Wisconsin or other applicable public record laws. Therefore, proposers are encouraged to refrain from submitting information that cannot be open for public inspection. However, if proposers must include information deemed confidential and proprietary by the proposer, proposer must comply with these instructions:

1. Requests for confidentiality must be submitted prior to the proposal submission date to the City of Madison Purchasing Office.

2. Requests for confidentiality must use this designated form. Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying.

The City considers other markings of confidential in the bid/proposal document to be insufficient.

3. Any information to be considered confidential or proprietary must be separated and packaged from the rest of the proposal. Co-mingling of confidential/proprietary and other information is not acceptable.

Prices always become public information when bids/proposals are opened or when negotiations have been completed and the contract has been awarded. Other information usually cannot be kept confidential unless it involves a trade secret as defined in S.134.90(1)(c), Wis. Stats. Any information that will be included in any resulting contract cannot be considered confidential.

A proposal, in its entirety, will not be considered confidential and/or proprietary.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats.

as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

In the event the designation of confidentiality of this information is challenged, the undersigned hereby agrees to provide legal counsel or other necessary assistance to defend the designation of confidentiality and agrees to hold the City of Madison harmless for any costs or damages arising out of the City’s agreeing to withhold the materials.

The attached material submitted in response to Bid/Proposal # includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released:

Section Page No. Topic Specific law that supports confidentiality of information

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