Accident_Prevention_&_Community_Safety_Awareness.pdf

REQUEST FOR PROPOSAL

427017-DBF

ACCIDENT PREVENTION & COMMUNITY SAFETY AWARENESS

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: June 24, 2026

DEADLINE FOR QUESTIONS: July 8, 2026

RESPONSE DEADLINE: July 31, 2026, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/countyofdane

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Accident Prevention & Community Safety Awareness

I. Introduction II. RFP Overview

III. Scope of Services IV. RFP Response Requirements & Evaluation Criteria V. Pricing Proposal

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Request For Proposal #427017-DBF Title: Accident Prevention & Community Safety Awareness

1. Introduction

Please scroll down for RFP timeline. Vendors are invited to view a Dane County Dept of Human Services -

RFP 101 Video at this link: https://www.youtube.com/watch?v=g4FeRx7WN38

1.1. Summary

Dane County Department of Human Services, through its Adult Protective Services Unit, seeks a qualified provider to coordinate community-based accident prevention activities that support public awareness, strengthen cross-sector collaboration, and advance prevention strategies in the focus areas of older adult falls prevention, traffic safety, suicide prevention, and drug harm reduction.

1.2. Contact Information

Katie O'Brien

Purchasing Officer

Email: obrien.katie@danecounty.gov

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date June 24, 2026

Question Submission Deadline July 8, 2026, 11:59pm

Responses Posted to Questions July 16, 2026, 11:59pm

Proposal Submission Deadline July 31, 2026, 11:59pm

Anticipated award notification Late August, 2026 https://www.youtube.com/watch?v=g4FeRx7WN38 mailto:obrien.katie@danecounty.gov tel:(608)381-5593

2. RFP Overview

2.1. INTRODUCTION

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal according to the specifications set forth within this document.

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Dane County Department of Human Services, through its Adult

Protective Services Unit, seeks a qualified provider to coordinate community-based accident prevention activities that support public awareness, strengthen cross-sector collaboration, and advance prevention strategies in the focus areas of older adult falls prevention, traffic safety, suicide prevention, and drug harm reduction.

The contact listed in this RFP is the sole point of contact for questions and issues that may arise during the RFP process.

2.2. CLARIFICATION OF THE SPECIFICATIONS

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 11:59 pm on Wednesday, July 8, 2026.

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

Dane County Dept of Human Services (DCDHS) will make reasonable efforts to respond to questions concerning this RFP as they are received and anticipates providing responses to all timely submitted questions by Thursday, July 16, 2026. After the question-and-answer period has closed, prospective respondents may contact the RFP contact person with administrative or procedural questions that are not related to the scope of work, and that individual may be able to provide assistance as appropriate.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

One or more organizations may collaborate to submit a single proposal. The application shall include clearly delineated channels of communication, duties, and memorandums of understanding where applicable.

2.3. CALENDAR OF EVENTS

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section above. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

2.4. SUBMITTAL INSTRUCTIONS

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before 11:59 pm on Friday, July 31, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

7. Confirm all files have been uploaded

8. Review your work and click on "submit" proposal

9. Acknowledge any addenda https://procurement.opengov.com/portal/countyofdane

3. Scope of Services

3.1. DEFINITIONS & LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

Department: Dane County Department of Human Services

Dane County Department of Human Services' Website: https://dcdhs.com/

Dane County Procurement Portal: https://procurement.opengov.com/portal/countyofdane

Fair Labor Practices websites: www.nlrb.gov and http://werc.wi.gov

Proposer/Vendor/Firm/Contractor: a company submitting a proposal in response to this RFP.

3.2. CONTRACT TERM AND FUNDING

The contract shall be effective on the date indicated on the contract execution date and shall run for one year from that date, with an option by mutual agreement of the County and contractor, to renew for four (4) additional one-year periods.

At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

Contracts with the Department of Human Services limit administrative costs/expenses to a 15% ceiling.

3.3. PROGRAM OVERVIEW

Dane County Department of Human Services (DCDHS), through its Adult Protective Services Unit, seeks a qualified provider to coordinate community-based accident prevention activities that support public awareness, strengthen cross-sector collaboration, and advance prevention strategies in the following focus areas:

• Older adult falls prevention

• Traffic safety

• Suicide prevention

• Drug harm reduction

The contractor will serve in a coordination and outreach role to bring together relevant community partners, support collaborative prevention efforts, and increase awareness of the importance of accident prevention across these issue areas.

The overarching goal of this program is to strengthen accident prevention efforts in Dane County by coordinating partners, promoting community awareness, and supporting collaborative strategies that reduce preventable injury, death, and harm related to older adult falls, traffic safety, suicide prevention, and drug harm reduction.

https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ https://www.nlrb.gov/ http://werc.wi.gov/

3.4. NEEDS & EXPECTATIONS

Dane County seeks a provider with experience in community coordination, outreach, coalition-building, public health promotion, injury prevention, behavioral health, aging services, or related work.

The selected provider will be expected to:

1. Coordinate accident prevention-related activities within the four focus areas identified in this

Statement of Work.

2. Convene and engage community partners and stakeholders to support shared planning, communication, and collaboration.

3. Increase community awareness regarding accident prevention and related safety strategies.

4. Foster partnerships among organizations working in health care, aging and disability services, behavioral health, public health, transportation safety, emergency response, law enforcement, schools, and other relevant community sectors.

5. Support communication and alignment among partners to broaden the reach and effectiveness of prevention efforts.

6. Maintain regular communication with Dane County Adult Protective Services regarding work progress, challenges, and emerging needs.

7. Collect and report basic program data and narrative information sufficient to document activities, collaboration, and outreach conducted under the contract. Complete monthly 711

Reporting using SPC Code 408 “Community Prevention”

1. Follow this link to review the form: 711 Form Monthly Reporting

Services shall be delivered in a manner that is collaborative, community-informed, culturally responsive, and consistent with applicable laws, regulations, and County requirements.

3.5. CONTRACT DELIVERABLES

The selected provider shall complete the following deliverables during each contract year.

A. Community Coordination and Partnership Development

The provider shall:

1. Convene or co-convene at least two (2) community coordination meetings annually focused on accident prevention topics related to older adult falls prevention, traffic safety, suicide prevention, and/or drug harm reduction.

2. Participate in at least six (6) community meetings, coalition meetings, or partner meetings annually that are relevant to the contract scope.

https://providers.dcdhs.com/Reporting-Requirements/Monthly-Client-Reporting/Monthly-Reporting-Staff-Summary

3. Maintain active engagement with at least eight (8) community partners annually across the four focus areas. Partners may include health care providers, aging services organizations, behavioral health providers, schools, law enforcement, public health agencies, transportation safety partners, and community-based organizations.

4. Facilitate at least two (2) new or strengthened cross-sector collaborations annually, such as shared outreach, coordinated messaging, joint planning, referral relationships, or co-sponsored prevention activities.

B. Outreach and Community Awareness

The provider shall:

5. Conduct or support at least four (4) outreach or community awareness activities annually related to older adult falls prevention, traffic safety, suicide prevention, and/or drug harm reduction.

6. Disseminate prevention information, educational materials, or public awareness messaging through community partners, events, presentations, digital communications, or other appropriate channels at least quarterly.

7. Reach an estimated minimum of 150 community members annually through direct outreach, presentations, events, or distributed educational efforts. Estimated reach may include in-person and virtual activities and does not need to reflect unduplicated counts where that is not feasible.

C. Program Coordination and County Communication

The provider shall:

8. Participate in at least two (2) check-in meetings annually with DCDHS Adult Protective Services staff.

9. Submit two (2) brief written progress updates annually, in a format acceptable to the County, summarizing activities completed, partnerships engaged, outreach conducted, and any barriers or emerging needs.

10. Notify the County in a timely manner of any significant issues affecting contract performance.

D. Annual Report

The provider shall submit one (1) annual report to DCDHS Adult Protective Services by a date specified by DCDHS.

At a minimum, the annual report shall include:

1. A summary of outreach activities conducted during the contract year

2. A summary of community collaboration and partnership-building efforts

3. A summary of programming or prevention-related activities supported or coordinated

4. Data reflecting accident prevention-related efforts in the areas of:

1. Older adult falls prevention

2. Traffic safety

3. Suicide prevention

4. Drug harm reduction

5. Basic performance data, including:

1. Number of coordination meetings convened or co-convened

2. Number of relevant meetings attended

3. Number of partners engaged

4. Number of outreach activities completed

5. Estimated number of community members reached

6. Description of at least two (2) key accomplishments or outcomes

7. Description of barriers, gaps, or recommendations for future work

DCDHS reserves the right to request additional documentation or clarification regarding reported activities.

3.6. CURRENT OPERATIONS & SERVICE LEVELS

DCDHS currently contracts with Safe Communities to coordinate accident prevention activities focused on older adult falls, traffic safety, suicide prevention, and drug harm reduction.

The 2026 annual contract amount is $6,419. This information is provided solely to give respondents a general sense of the modest funding currently available for this service and does not guarantee any future contract amount. Note that pricing for this RFP will be scored based on the lowest proposed cost, where the proposal with the lowest cost will receive the maximum available points for pricing, and higher-cost proposals will receive a proportionate share of those points.

3.7. FUNDING STRUCTURE & SERVICE UNIT DEFINITION

Specific payment terms will be negotiated on a post-award basis. No more than 15% of the program cost proposal can be indirect administration costs.

Unit of Service: one hour of staff time spent on program.

4. RFP Response Requirements & Evaluation Criteria

General Instructions and Format for Submitting Proposal Responses

RFP Response - Proposers shall upload and submit their proposal response document(s) via Question #1 of the Vendor Questionnaire.

• The RFP Response shall be organized to comply with the section numbers and names as shown below. Each section heading shall be clearly marked.

• Response shall be formatted and submitted in an 8.5 x 11 format. Document margins should be one (1) inch.

• Response shall be single-spaced with twelve (12) point font, preferably Times New Roman.

Diagrams, footnotes, resumes, page headers/footers, and text in tables may be less than 12-point font.

• Cover letters, cover pages and a Table of Contents may be included but are not required.

• Graphics may be included but are not required.

All proposal documents must be saved in PDF format unless otherwise specified within the RFP document and the file name shall include the RFP# and name of business submitting proposal.

Example of how to name the files:

• 424021-ABC – Vendor Name

• 424021-ABC – Vendor Name - Licenses

Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified.

Dane County is not liable for any cost incurred by proposers in replying to this RFP.

General Instructions for Pricing and Format for Submitting Budget Backup

Vendors must provide their unit rate in the Pricing Proposal section of their response. This unit rate will be used to evaluate and score pricing and will be compared across all respondents.

The budget backup for this Request for Proposal is a separate document that can be downloaded from the Vendor Questionnaire. The budget backup template is provided in a Microsoft Excel based workbook which contains full instructions for completion.

• Within the budget backup, vendors are asked to provide a proposed breakdown of program costs, personnel, and the number of service units the vendor is proposing to render.

• Note it’s important to understand the service unit definition for this engagement (e.g., client service hours, service days, etc.) in order to provide relevant service units for vendor bidding.

This information varies by engagement and may be referenced in the “Funding and Service Unit

Definition” section of the RFP program scope.

• Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide services in accordance with the specifications and terms and conditions of this bid document and your proposal.

• The budget backup submission should be saved with the document name including the RFP #, Vendor Name, and Budget. (i.e.: R02TY21 – ABC Company – Budget). Budget backup may be submitted as an Excel file (.xls).

Final Pricing and Payment Terms

Service costs scored in the cost proposal will represent the guide for final vendor contracting. Best and final offer pricing discussions may be pursued by the County to differentiate finalists based on refined price quotes. Final payment terms associated with billing and payment methodology, as well as service unit levels and unit prices for individual programs, will be negotiated prior to contract execution. Note that final pricing will reflect cost reasonableness and available Dane County funding. All prospective vendors must demonstrate organizational capacity to bill for discrete units of service rendered.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Description: Accident Prevention &

Community Safety

A. Describe your agency, its mission, and how it aligns with the vision, mission, and values of Dane County

Dept of Human Services.

B. Describe the specific services your agency proposes to provide under this contract. Explain how your proposed activities will meet the needs and deliverables described in this RFP, including partner coordination, community awareness, and reporting.

Points Based 15 (14.3% of Total) https://strategic-plan.dcdhs.com/vision#:~:text=Vision%3A%20Empowered%20people%20thriving%20in,to%20persons%20of%20all%20backgrounds.

https://strategic-plan.dcdhs.com/vision#:~:text=Vision%3A%20Empowered%20people%20thriving%20in,to%20persons%20of%20all%20backgrounds.

https://strategic-plan.dcdhs.com/vision#:~:text=Vision%3A%20Empowered%20people%20thriving%20in,to%20persons%20of%20all%20backgrounds.

2. Program Strategies and Activities

A. Describe how your agency will develop relationships resulting in a collaborative network of community partners focused on accident prevention in the areas of older adult falls, traffic safety, suicide prevention and drug harm reduction? Include the types of partners you expect to engage and how you will support communication and coordination among them

B. Describe how your agency will increase community awareness to the importance of accident prevention in the areas of older adult falls, traffic safety, suicide prevention and drug harm reduction? Include the outreach methods, communication channels, and types of activities you propose to use.

C. Staffing and Contract Management:

Identify the staff person(s) who will be responsible for implementing this contract. Briefly describe their relevant experience in community outreach, coalition-building, prevention work, or related fields.

Points Based 30 (28.6% of Total)

3. Experience and Qualifications

A. Describe your agency’s experience with community outreach, public awareness, education, or prevention activities related to accident prevention, injury prevention, behavioral health, substance use, older adult safety, or related fields.

Provide one example of a relevant outreach or awareness effort and describe the strategies, tools, or methods used.

B. Reporting and Data Capacity:

Describe your agency’s ability to collect and report data related to contract activities. Include the types of information your agency will track and how your agency will prepare the annual report required under this

RFP.

Points Based 20 (19% of Total)

4. Quality Improvement

A. Describe how your agency will measure performance under this contract. Include the process and output measures your agency will track, such as partner engagement, coordination meetings, outreach activities, materials distributed, and estimated community reach.

B. Describe the short-term outcomes your agency expects from this work and how your agency will define success under this contract.

Outcomes may include increased partner collaboration, improved coordination, broader community awareness, stronger referral relationships, or other reasonable results consistent with the scale of this funding.

C. Describe how your agency will review performance and determine whether adjustments are needed during the contract year. Include what information your agency will use, such as participation levels, partner feedback, outreach reach, implementation challenges, or emerging community needs.

Points Based 15 (14.3% of Total)

5. Cost

Points for cost will be awarded using a relative formula. The proposal with the lowest cost will receive the maximum number of points available for this section. All other proposals will receive a proportion of the cost points according to the following calculation:

(Lowest Proposed Cost ÷ Respondent’s

Proposed Cost) × Maximum Cost Points

Available = Score

In plain language: the lowest-cost proposal earns all available points. Other proposals earn fewer points based on how their cost compares to the lowest. For example, if your proposal costs twice as much as the lowest proposal, you would receive about half of the cost points.

Points Based 20 (19% of Total)

6. Local Vendor Preference

Per Dane County ordinance, a local Dane

County vendor automatically receives five (5) points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk) automatically receive two (2) points toward the evaluation score.

Locally Operated Vendor means a supplier or provider of equipment, materials, supplies, or services which has an established place of business within Dane County and whose business is registered and authorized to do business in the State of Wisconsin. An established place of business means a physical office, plant, or other facility. A post office box address does not qualify a vendor as a Locally

Operated Vendor. Dane County Ordinance

25.04(5)

Points Based 5 (4.8% of Total)

5. Pricing Proposal

PRICING - ACCIDENT PREVENTION & COMMUNITY SAFETY AWARENESS

Line Item Description Unit of Measure Unit Cost

1 staff time on program activities hour

6. Vendor Questionnaire

6.1. RFP DOCUMENT UPLOADS

6.1.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

6.1.2. Budget Backup*

Please download the below Excel workbook, complete, and upload.

• Budget_Backup_Workbook.xlsx

*Response required

6.1.3. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

6.1.4. Supplemental Document Upload

Upload any additional or required information documents that supplements this solicitation.

6.2. VENDOR INFORMATION

6.2.1. Agency UEI number:

6.2.2. Registration with Wisconsin DFI*

At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

Please check this box to indicate that your agency is registered or will be registered in good standing with the Wisconsin Department of Financial Institutions.

☐ Yes

☐ No

*Response required

When equals "No"

6.2.3. Please explain.*

You've indicated that your agency is not and will not be registered with Wisconsin DFI. At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

*Response required

6.2.4. Local Vendor Preference *

Select a Local Vendor Preference:

https://government-project.s3.us-west-2.amazonaws.com/151129/e80e7e96-249a-4127-8593-08f5051e6886_Budget_Backup_Workbook.xlsx

Vendors located within Dane County automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

Vendors located outside of Dane County of the 7 counties adjacent to Dane County would choose "No

Preference".

NOTE: A post office box address does not qualify as an established place of business.

☐ No Preference

☐ Yes - Dane County

☐ Yes - Columbia County

☐ Yes - Dodge County

☐ Yes - Green County

☐ Yes - Jefferson County

☐ Yes - Iowa County

☐ Yes - Rock County

☐ Yes - Sauk County

*Response required

6.2.5. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

6.2.6. Cooperative Purchasing*

Reference Guidelines - Section F.

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required http://www.nlrb.gov/

6.2.7. Designation of Confidential and Proprietary Information* Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

If nothing will be designated, simply type "None" in the section below.

*Response required

6.3. RFP ADDENDA

6.3.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. * ☐ Yes

☐ No

*Response required

6.3.2. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No

*Response required

6.4. SIGNATURE DECLARATION

6.4.1. Solicitation Response Declaration *

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

https://help.procurement.opengov.com/en/articles/4413350-managing-addenda

Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

I have read and understood the entire document.

I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

☐ Please confirm

*Response required

6.4.2. Signed on:*

Write in month, day, year and city/state in which the submission occurred.

Example: June 27, 2025 in Madison, WI

*Response required

6.4.3. Electronically signed by: *

Provide First Name, Last Name and Title

*Response required

7. General Guidelines

7.1. REASONABLE ACCOMMODATIONS

The County 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 the Department of Human Services at (608) 242-6439 (voice) or Wisconsin

Relay (711).

7.2. ADDENDA & REVISIONS

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted via the County’s

Procurement Portal.

It shall be the responsibility of the proposers to regularly monitor the web site for any such postings.

Proposers must acknowledge the receipt/review of any addendum(s) via the Procurement Portal.

7.3. CONTRACT TERM & FUNDING

The contract shall be effective on the date indicated on the contract execution date and shall run for one year from that date, with an option by mutual agreement of the County and contractor, to renew for four (4) additional one-year periods.

At the time of contracting with Dane County Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

Contracts with the Department of Human Services limit administrative costs/expenses to a 15% ceiling.

7.4. MULTIPLE PROPOSALS

Multiple proposals from a vendor will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as

Proposal #1, Proposal #2, etc.

Multiple proposals from a vendor will be permissible; however, the proposer must create separate accounts with separate log-in sequences, emails, and passwords on the County’s eProcurement

Portal.

Please message procurementsupport@opengov.com with any questions regarding set up.

7.5. PROPOSAL ORGANIZATION & FORMAT

Proposers must respond to the Vendor Questionnaire via the Procurement Portal and organize based on submission instructions.

7.6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated in the Questionnaire/Application under the “Designation of Confidential and Proprietary

Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect.

134(80)(1)(c) Wis. State Statutes, 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.

To the extent permitted by law, it is the intention of Dane County 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 Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

In the event the Designation of Confidentiality of this information is challenged, vendor is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

Failure to designate confidential and proprietary information within the Designation of Confidential and

Proprietary Information section of the Questionnaire/Application may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the

Questionnaire/Application.

7.7. COOPERATIVE PURCHASING

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis. Stats.

In the Questionnaire/Application, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

7.8. VENDOR REGISTRATION

Vendors are required to register at the County’s Procurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category code(s).

Registering allows a vendor the opportunity to receive notifications for bids issued by the County and provides the County with up-to-date company contact information.

Once registered, please check to make sure your vendor information including commodity codes is up to date by signing into your account at:

https://procurement.opengov.com/portal/countyofdane.

7.9. LOCAL PURCHASING ORDINANCE

Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies, or services that has an established place of business within the County of Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

County ordinance provides that a local vendor automatically receive five points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk) automatically receive two points toward the evaluation score.

7.10. DANE COUNTY SUSTAINABILITY PRINCIPLES

On October 18, 2012, the Dane County Board of Supervisors adopted Resolution 103, 2012-2013 establishing the following sustainability principles for the county:

• Reduce and eventually eliminate Dane County government’s contribution to fossil fuel dependence and to wasteful use of scarce metals and minerals;

• Reduce and eventually eliminate Dane County government’s contribution to dependence upon persistent chemicals and wasteful use of synthetic substances;

• Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems);

• Reduce and eventually eliminate Dane County government’s contribution to conditions that undermine people’s ability to meet their basic human needs.

7.11. FAIR LABOR PRACTICES CERTIFICATION

Dane County Ord. 25.09 (1) is as follows:

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, file:///C:/portal/countyofdane including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin

Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If you indicate that you have been found by the NLRB or WERC to have such a violation on the

Questionnaire/Application, you must include a copy of any relevant information regarding such violation with your proposal, bid or application.

Additional information about the NLRB and WERC can be found using the following links:

www.nlrb.gov and http://werc.wi.gov.

7.12. PRELIMINARY EVALUATION

The proposals will first be reviewed to determine if requirements are met. Failure to do so will result in the proposal being rejected. In the event that all vendors do not meet one or more of the requirements, the County 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.

7.13. PROPOSAL SCORING

Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria. This scoring will determine the ranking of vendors based upon their written proposals.

The pricing proposal will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

7.14. ORAL PRESENTATIONS/INTERVIEW/SITE VISITS

If the team determines that it is in the best interest of the County to require oral presentations/interview, the highest-ranking vendors will be invited to make such presentations. Top ranked selected proposers may be required to make oral interview presentations and/or site visits to supplement their proposals, if requested by the County. Those vendors that participate in the oral presentations/interview process will then be scored, and the final ranking will be made based upon those scores. The County will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct a presentation to the

County on the date scheduled may result in rejection of the vendor’s proposal.

7.15. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

The County 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 prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

http://www.nlrb.gov/

7.16. AWARD & FINAL OFFERS

The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest scoring proposer or proposers may be requested to submit best and final offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

7.17. NOTIFICATION OF INTENT TO AWARD

Notice of award will be sent to applicants via email only, using the contact information provided in their bid submission. Upon receipt of the notice of award the awarded vendor must respond via email to confirm acceptance of the award and acknowledge the units and rates specified therein, which may differ from the original bid. After notice of award a formal contract containing all provisions of the agreement, signed by both parties, shall be executed.

7.18. FIXED PRICE PERIOD

All prices, costs, and conditions outlined in the proposal shall remain fixed for 180 days.

7.19. ACCESSIBILITY OF PUBLIC-FACING PROGRAM CONTENT

If the proposer will use webpages, web-based tools, online forms, PDFs, or other public-facing digital materials to describe or support the services requested under this RFP, or which may be used by the public to apply for, gain access to, or participate in such services, the proposer should be prepared to ensure that those program-related materials comply with applicable accessibility requirements, including WCAG 2.1 Level AA where applicable. This expectation applies to digital content related to eligibility, intake, enrollment, service access, client instructions, forms, schedules, and other public-facing information regarding the contracted services.

8. Standard Terms and Conditions

8.1. APPLICABILITY

The terms and conditions set forth in this document apply to Requests for Proposals (RFP), Bids and all other transactions whereby the County of Dane acquires goods or services, or both.

8.2. ENTIRE AGREEMENT

Dane County has Standard Terms and Conditions that shall apply to any contract, including any purchase order, awarded as a result of this request. Special requirements of a resulting contract may also apply.

Said written contract with referenced parts and attachments shall constitute the entire agreement, and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the County. Unless otherwise stated in the agreement, these standard terms and conditions supersede any other terms and/or conditions applicable to the agreement.

8.3. DEFINITIONS

As used herein, “vendor” includes a provider of goods or services, or both, who is responding to an RFP or a bid, and “bid” includes a response to either an RFP or a bid.

8.4. SPECIFICATIONS

The specifications herein are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability or performance level, or any combination thereof, desired. When alternates are proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. Dane County shall be the sole judge of equivalency. Vendors are cautioned to avoid proposing alternates to the specifications that may result in rejection of their bid.

8.5. DEVIATIONS AND EXCEPTIONS

Deviations and exceptions from terms, conditions, or specifications shall be described fully in writing, signed, and attached to the bid. In the absence of such statement, the bid shall be accepted as in strict compliance with all terms, conditions, and specifications and vendor shall be held liable for injury resulting from any deviation.

8.6. QUALITY

Unless otherwise indicated in the request, all material shall be first quality. No pre-owned, obsolete, discontinued or defective materials may be used.

8.7. QUANTITIES

The quantities shown herein are based on estimated needs. The County reserves the right to increase or decrease quantities to meet actual needs.

8.8. DELIVERY

Deliveries shall be FOB destination freight prepaid and included unless otherwise specified. County will reject shipments sent COD or freight collect.

8.9. PRICING

Unit prices shown on the bid shall be the price per unit of sale as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price. The unit price shall govern in the bid evaluation and contract administration.

Submission of a bid constitutes bidder’s certification that no financial or personal relationship exists between the bidder and any county official or employee except as specially set forth in writing attached to and made a part of the bid. The successful bidder shall disclose any such relationship which develops during the term of the contract.

8.10. ACCEPTANCE-REJECTION

Dane County reserves the right to accept or reject any or all bids, to waive any technicality in any bid submitted and to accept any part of a bid as deemed to be in the best interests of the County.

Submission of a proposal or a bid constitutes the making of an offer to contract and gives the County an option valid for 60 days after the date of submission to the County.

Proposals must be submitted via the County's Procurement Portal. THERE WILL BE NO EXCEPTIONS TO

THIS POLICY.

8.11. METHOD OF AWARD

Award shall be made to the lowest responsible responsive bidder conforming to specifications, terms, and conditions, or to the most advantageous bid submitted to the County on a quality versus price basis.

8.12. PAYMENT TERMS AND INVOICING

Unless otherwise agreed, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods and services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order.

1. NO WAIVER OF DEFAULT: In no event shall the making of any payment or acceptance of any service or product required by this Agreement constitute or be construed as a waiver by County of any breach of the covenants of the Agreement or a waiver of any default of the successful vendor, and the making of any such payment or acceptance of any such service or product by County while any such default or breach shall exist shall in no way impair or prejudice the right of County with respect to recovery of damages or other remedy as a result of such breach or default.

8.13. TAXES

The County and its departments are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The State of Wisconsin

Department of Revenue has issued tax exempt number ES41279 to Dane County.

1. The County is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. The County is exempt from Wisconsin sales or use tax on these purchases. The County may be subject to other states’ taxes on its purchases in that state depending on the laws of that state. Vendors performing construction activities are required to pay state use tax on the cost of materials.

8.14. GUARANTEED DELIVERY

Failure of the vendor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the vendor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include administrative costs.

8.15. APPLICABLE LAW AND VENUE

This contract shall be governed under the laws of the State of Wisconsin, and venue for any legal action between the parties shall be in Dane County Circuit Court. The vendor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct.

8.16. ASSIGNMENT

No right or duty in whole or in part of the vendor under this contract may be assigned or delegated without the prior written consent of Dane County.

8.17. NON-DISCRIMINATION/AFFIRMATIVE

During the term of this Agreement the vendor agrees, in accordance with sec. 111.321, Wis. Stats., and

Chapter 19 of the Dane County Code of Ordinances, not to discriminate against any person, whether an applicant or recipient of services, an employee or applicant for employment, on the basis of age, race, ethnicity, religion, color, gender, disability, marital status, sexual orientation, national origin, cultural differences, ancestry, physical appearance, arrest record or conviction record, military participation or membership in the national guard, state defense force or any other reserve component of the military forces of the United States, or political beliefs. The vendor shall provide a harassment-free work environment. These provisions shall include, but not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff, termination, training, including apprenticeships, rates of pay or other forms of compensation.

1. Vendors who have twenty (20) or more employees and a contract of twenty thousand dollars

($20,000) or more must submit a written affirmative action plan to the County’s Contract Compliance

Officer within fifteen (15) working days of the effective date of the contract. The County may elect to accept a copy of the current affirmative action plan filed with and approved by a federal, state or local government unit.

2. The vendor agrees to post in conspicuous places, available for employees and applicants for employment, notices setting forth the provisions of this Agreement as they relate to affirmative action and nondiscrimination.

3. Failure to comply with these Terms and Conditions may result in the vendor being debarred, termination of the contract and/or withholding of payment.

4. The vendor agrees to furnish all information and reports required by Dane County’s Contract

Compliance Officer as the same relate to affirmative action and nondiscrimination, which may include any books, records, or accounts deemed appropriate to determine compliance with Chapter 19, D.C.

Ords. and the provisions of this Agreement.

5. AMERICANS WITH DISABILITIES ACT: The vendor agrees to the requirements of the ADA, providing for physical and programmatic access to service delivery and treatment in all programs and activities.

8.18. PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT

The vendor guarantees goods sold to the County were manufactured or produced in accordance with applicable federal labor laws, and that…