CDBG_-_Economic_Assistance.pdf

REQUEST FOR PROPOSAL

2023-RFP-043PR

CDBG - ECONOMIC ASSISTANCE

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: May 1, 2023

DEADLINE FOR QUESTIONS: June 16, 2023

RESPONSE DEADLINE: June 30, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Dane

REQUEST FOR PROPOSAL

CDBG - Economic Assistance

I. Introduction II. RFP Overview

III. Evaluation IV. Project Overview/Scope of Services V. RFP Reponses Requirements

VI. CDBG Application VII. General Guidelines and Terms & Conditions

VIII. Standard Terms and Conditions

Attachments:

A - Appendix A

B - Appendix B

Request For Proposal #2023-RFP-043PR Title: CDBG - Economic Assistance

1. INTRODUCTION

1.1. Summary

Dane County is soliciting project proposals for a wide range of economic development activities eligible for funding under the Community Development Block Grant (CDBG) program. It is expected that funds in

2023 will be made available for economic development projects that create permanent jobs for low-and-moderate income residents of the participating communities of the Dane County Urban County

Consortium listed in Appendix A

Dane County requires that all applicants complete the Vendor Questionnaire/CDBG application in it's entirety, and sign the Signature Power Form at the end of the Questionnaire. Failure to do so may result in the application to become ineligible for funding and may not be scored.

1.2. Background

Dane County intends to use the results of this process to make an award to subrecipients of Community

Development Block Grant (CDBG) funds. The total amount of CDBG funding available for 2024 is unknown at this time. It is estimated that Dane County may have up to $1,000,000 in CDBG funds that will be disbursed among several CDBG Categories including the Economic Assistance category.

1.3. Contact Information

Megan Rogan

Purchasing Officer

210 Martin Luther King Jr. Blvd. Rm. 425

Madison, WI 53703

Email: rogan.megan@countyofdane.com

Phone: (608) 283-1487

Department:

Purchasing

1.4. Timeline

Release Project Date May 1, 2023

Question Submission Deadline June 16, 2023, 2:00pm

Question Response Deadline June 21, 2023, 2:00pm

Proposal Submission Deadline June 30, 2023, 2:00pm mailto:rogan.megan@countyofdane.com tel:(608)283-1487

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 is soliciting project proposals for a wide range of economic development activities eligible for funding under the Community Development Block Grant

(CDBG) program. It is expected that funds in 2023 will be made available for economic development projects that create permanent jobs for low-and-moderate income residents of the participating communities of the Dane County Urban County Consortium listed in Appendix A

The Dane County Purchasing Division 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 2:00 pm on Friday, June 16, 2023.

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.

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.

2.3. Vendor Conference

A vendor conference will not be held for this RFP.

2.4. 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.

2.5. 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 NO VALUE on Friday, June 30, 2023. 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

3. EVALUATION

No. Evaluation Criteria Scoring Method Weight (Points)

1. Meeting a National Objective - Need and

Justification

The program overview adequately describes the problem that is being addressed by the proposed project (worth up to 5 points).

Statements are substantiated and related to the needs and priorities in the 2020-2024

Consolidated Plan (worth up to 5 points).

Provides a description of how funds may be targeted to areas of greatest need (worth up to

10 points).

How accessible is the program geographically to low-and-moderate income persons?

Additional points will be given to projects physically located in census tracts where 47.8% of the population is considered low-and-moderate income, or projects that contain components that locate the services in close proximity to the population to be served (i.e.

community pop-ups) (worth up to 10 points).

Points Based 30 (30% of Total)

2. Project Approach

The application describes what the program/project will do; how it will be implemented, operated, and administered within a realistic time period; how it will be provided; and how low-income participants will access services. The description should include:

• A description of the work that will be undertaken and a description of how the work will address the identified problem (worth up to 5 points).

• A work plan for how the project/program will be organized, implemented, operated, and administered, and the timeline and milestones from initiation to completion. Work on the project -meaning funds will be spent - will begin in 2024. (worth up to 10 points).

• Outreach and marketing initiates that will be implemented to inform potential participants and to ensure that they are aware of the services/activities to be provided

(worth up to 5 points).

• Outcomes are identified and can reasonably be expected to be achieved (worth up to 8 points).

• If the project requires temporary displacement, indicates the number of households and describes specific assistance to be provided to households temporarily displaced

(worth up to 2 points. Maximum points awarded if no displacement).

Points Based 30 (30% of Total)

3. Experience and Qualifications

The application provides documentation to justify the organization’s capacity to conduct this project. The project is consistent with the mission of the organization.

• The organization has undertaken projects of similar complexity to the one for which funds are being requested (worth up to 4 points).

• There are staff resources with the skills and experience to administer and conduct an accountable and responsible project (worth up to 7 points).

• There appears to be adequate board and management oversight along with a commitment to quality and service improvement (worth up to 4 points).

Points Based 15 (15% of Total)

4. Financial Information

The application clearly explains and justifies each proposed budget line item and why CDBG and/or HOME funding is required to make the project viable. An explanation in included on the basis for the cost estimates for the project.

The budget is realistic. The organization is financially stable. Efforts have been made to secure and to leverage other funding for the project. The application identifies eligible sources of match, if required. Certain types of projects may also be required to submit: a budget summary, detailed project budget, prior- or current-year operating costs, and a

15-year operating budget (worth up to 15 points).

Points Based 15 (15% of Total)

5. Past Performance performance shows that the organization has been able to meet timelines and goals in a reasonable fashion, i.e., no unexpended dollars from prior years. Compliance with the contract will include, but not be limited to, submission of reports, adherence to scope of services, and quality of work. (Worth up to 5 points). New applicants will be automatically awarded 5 points.

Points Based 5 (5% of Total)

6. Partnerships

Identifies any partnerships that have been or will be formed to ensure the success of the project (worth up to 5 points).

Points Based 5 (5% of Total)

4. PROJECT OVERVIEW/SCOPE OF SERVICES

4.1. Definitions and Links

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department/Division utilizing the service or product.

Dane County Purchasing website: www.danepurchasing.com

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

Purchasing

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

4.2. Eligible Applicants

Public or private non-profit agencies or organizations including faith-based organizations, units of local government, and Community-Based Development Organizations.

4.3. National Objective

In order to be eligible for funding, every CDBG-funded activity must meet one of the three national objectives of the program:

• Benefiting low-and-moderate-income persons (LMI), or

• Preventing or eliminating slums or blight, or

• Meeting other community development needs having a particular urgency because existing conditions pose a serious and immediate threat to the health or welfare of the community and other financial resources are not available to meet such needs. Note: This typically applies to natural disasters, such as floods or tornadoes.

Jobs are computed on a full-time equivalent (FTE) basis. A full time equivalent (FTE) is a 40 hour per week or 2,080 hour per year job. If two persons are hired for 20 hours per week for 52 weeks per year, that is 1 full-time equivalent job.

The following requirements must be met for jobs to be considered created or retained:

A. For projects that create jobs, at least 51% of the jobs must be held by or made available to low-and-moderate income persons.

B. For projects that retain jobs, there must be sufficient documentation that the jobs would be lost without this loan and that one or both of the following apply to at least 51% of the jobs:

1. The job is currently held by a lower-and-moderate income person; or

2. The job can reasonably be expected to turn over within the following two years and steps will be taken to ensure that the job will be filled by, or made available to, a low-and-moderate income person.

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

3. Special skills that can only be acquired with substantial training or work experience or education beyond high school are not a prerequisite to fill such jobs, or the business agrees to hire unqualified persons and provide training; and

4. The business takes actions to ensure that low-and-moderate income persons receive first consideration for filling such jobs, such as:

a. Advertising the jobs to be filled in the Dane County Housing Authority Madison Urban

Ministry, Porchlight, and other non-profits serving low-and moderate income populations;

b. Conducting a job fair in a low-and-moderate income neighborhood;

c. Listing the jobs to be filled with Job Service;

d. Providing a listing of the jobs to be filled to the Economic Assistance and Work Services

Division (EAWS) of the Dane County Department of Human Services who will work to refer eligible applicants.

5. The business must track the persons interviewed for each position and maintain income self-certification forms from each applicant for review by the County, HUD, and the Office of the Inspector General.

For Developments in which units or space will be leased or purchased by other tenants, such as retail mall, the borrower/owner must ensure that the job creation and reporting requirements are incorporated into the lease or purchase agreements for each tenant.

Microenterprise activities may also be considered to meet the LMI national objective under a category known as limited clientele if the owner of the business is low-and-moderate income at the time assistance. The income of the owner must be documented.

4.4. Eligible Activities

Business Incubators

Incubators are multi-tenant buildings that provide affordable, flexible space along with a variety of office and professional services typically to small and/or new businesses. Incubators are different from other types of commercial and industrial facilities in that their purpose is to create an atmosphere conducive to the creation and growth of fledgling businesses. Incubators can be either for-profit or non-profit and their developers typically focus on either generating a financial profit or new jobs.

CDBG funds can be provided either to the developer or operator of an incubator, or to one or more of the businesses located within the incubator, as long as the activity is eligible and meets one of the program’s national objectives.

A wide range of activities that pertain to the development and operation of an incubator or to a business within an incubator are eligible for CDBG funding. Examples of these types of activities are listed below with citations to the CDBG regulations at 24 CFR Part 570, Subpart C:

• Acquisition of land and buildings for an incubator (570.201(a); 570.203(a,b)),

• Architectural, engineering and design costs for construction or rehabilitation of an incubator

(570.201(c); 570.202; 570.203(a,b))

• Construction of a new incubator (570.201(c); 570.203(a,b))

• Demolition of existing buildings to clear land for an incubator (570.201(b); 570.203(a,b)),

• Rehabilitation, preservation, or renovation of existing buildings for use as incubators

(570.201(c); 570.202(b,d,e); 570.203(a,b)),

• Public improvements integral to an incubator including curbs, gutters, water/sewer improvements, street improvements, and lighting (570.201(c)),

• Development of feasibility studies, business assistance strategies, market assessments, and tenant selection plans either for a specific business (570.203(b), or as part of the grantee’s incubator project plans (570.205(a)(4)(iii)),

• Operational costs, such as utilities and maintenance, and equipment for an incubator or a business within the incubator (570.203(b)),

• Technical assistance (570.203(b)).

Commercial Rehabilitation

These are activities that are designed to bring commercial structures up to code or improve their facades.

If the commercial structure is owned by a private, for-profit entity, the rehabilitation is limited to the exterior of the building and the correction of code violations.

Microenterprise Development

A microenterprise is defined as a commercial enterprise that has five or fewer employees, one or more of whom owns the enterprise.

Persons developing microenterprises means, “such persons who have expressed interest and who are, or after an initial screening process are expected to be, actively working toward developing businesses, each of which is expected to be a microenterprise at the time it is formed” (24 CFR Part 570.201( o) (3).

Eligible microenterprise activities include the provision of:

• Grants, loans, loan guarantees and other forms of financial support, for the establishment, stabilization, and expansion of microenterprises;

• Technical assistance, advice, and business services to owners of microenterprises and persons developing microenterprises;

• General support to owners of microenterprises and persons developing microenterprises including child care, transportation, counseling, and peer support groups.

Public Infrastructure (such as for business parks, etc.)

These are public works infrastructure projects that support economic development endeavors. These typically include transportation facilities (street rehabilitation, sidewalk improvements, parking facilities, street lights) water, sewer, solid waste, and drainage improvements. Work may be undertaken on the approach to a specific site being developed by a private business or in a developing area, such as a commercial or industrial park.

The maintenance and repair of public facilities and improvements is generally ineligible (e.g., filling potholes, repairing cracks in sidewalks, replacing street lights).

Operating costs associated with public facilities or improvements are generally ineligible.

For public infrastructure projects that qualify under the national objective of creating or retaining jobs, of which 51% will be held by persons who are low-and-moderate income (LMI), and serving more than one business, the 51% LMI job requirement may be met by aggregating the jobs created or retained by the affected businesses under the following criteria:

• If the cost per job created or retained is less than $10,000 per FTE, 51% of the jobs created or retained by the businesses, for which the facility/improvement is principally undertaken, must be held by LMI persons.

• If the cost per job created or retained is $10,000 or more per FTE, 51% of the jobs created or retained by all businesses in the service area of the public facility/improvement must be held by LMI persons.

This includes all businesses, which as a result of the public facility/improvements, locate or expand in the service area between the date the activity is identified in the County’s Annual Action Plan and one year after completion of the public facility/improvement. In addition, the assisted activity must comply with the public benefit standards found at 24 CFR 570.209(b).

4.5. Ineligible Activities

• Buildings for the general conduct of government are ineligible. However, the removal of architectural barriers from government buildings is eligible under the category of public facilities and improvements.

• General government expenses are ineligible.

• Financing for political activities or to engage in other partisan political activities are ineligible.

However, a facility assisted with CDBG funds may be used on an incidental basis to hold political meetings, candidate forums, or voter registration campaigns, if the building is available to all community organizations on an equal basis.

• Purchase of equipment is generally ineligible; however:

• Compensation for the use of construction equipment through leasing, depreciation, or use allowances is eligible.

• Fire protection that is considered an integral part of public facilities is eligible. This includes fire engines and specialized tools such as “jaws of life” and life-saving equipment as well as protective clothing worn by fire fighters.

• Purchase of personal property, including equipment, fixtures, motor vehicles, furnishings, or other personal property is generally ineligible.

• Operating and maintenance expenses (of public facilities, improvements, and services) are ineligible.

4.6. Eligible Expense Categories

The following categories of expense are generally considered eligible for funding under the program.

• Hard costs including land acquisition and existing structures; site preparations or improvement, including demolition; securing of buildings; construction materials and labor;

• Relocation costs including: payment for replacement housing, moving costs, and out-of-pocket expenses; advisory services; and staff and overhead costs related to relocation assistance and services;

• Architectural, engineering or related professional services including preparing plans, drawings, specifications, work write-ups, and job progress inspections;

• Legal and accounting fees, including cost certification;

• Environmental reviews;

• Builders’ or developers’ fees;

• Costs of impact fees that are charged to all projects in a jurisdiction;

• Affirmative marketing, initial leasing, and marketing costs;

• Other soft costs for processing and settling the financing for a project, such as credit reports, title binders and insurances, fees for recordation and filing of legal documents, building permits, and private appraisal fees.

• Staff and overhead costs DIRECTLY related to carrying out the activity specified in 24 CFR

570.201-204, such as providing direct services to consumers, work specifications preparation, loan processing inspections, and other services related to assisting potential clients, owners, tenants, and homebuyers. This may include staff time spent supervising staff who are carrying out the activities specified in 24 CFR 570.201-204 when that time is spent addressing a direct consumer, service, or property issue. It does not include supervisory time spent on such functions as employee evaluations.

4.7. Type of Assistance

Loans or grants depending on the nature of the project.

4.8. Objectives

To promote a range of economic development projects that create permanent jobs for low-and-moderate income residents of the participating communities of the Dane County Urban County

Consortium.

4.9. Needs

A. Projects must assist low-and-moderate-income persons in the participating municipalities of the

Dane County Urban County Consortium.

B. It is expected that projects will meet documented community needs. This includes needs documented through “hard” data sources.

C. Any additional funding needed to make the project viable must be secured in order for a contract to be executed.

D. Projects must be shovel-ready, meaning that work will begin in the year in which the contract is awarded.

E. Projects must be delivered in a cost effective manner with measurable performance outcomes.

F. It is expected that all or a portion of funds will be targeted to areas of greatest need.

4.10. Current Operations

The 2023 Economic Assistance funds were awarded to Geocko, Inc. dba LiveStores in the amount of

$50,000, Latino Academy of Workforce Development Inc. in the amount of $180,000, WWBIC in the amount of $125,000 and to the Latino Chamber of Commerce of Dane County in the amount of

$105,000.

5. RFP REPONSES REQUIREMENTS

5.1. RFP RESPONSE PREPARATION REQUIREMENTS

Dane County requires that all applicants follow/use the application format provided via the Vendor

Questionnaire, complete all question fields, and sign the Docusign Signature Power Form. Failure to do so may result in the application to become ineligible for funding and may not be scored.

5.2. Need and Justification

The project need and justification adequately describes the problem that is being addressed by the proposed project. Statements are substantiated with “hard” data sources. Provides a description of how funds may be targeted to areas of greatest need.

5.3. Beneficiaries

The application describes the population to be served. Additional points will be given to projects located in census tracts where 47.8% of the population is considered low-and-moderate income.

5.4. Project Approach

The Application provides:

• A detailed description of the scope of work that will be undertaken and a description of how the work will address the identified problems.

• A description of any partnerships that have been or will be formed to ensure the success of the project.

• Plans for notice and the relocation process for tenants, if needed.

• A work plan for how the project/program will be organized, implemented, operated, and administered, and the timeline and milestones from initiation to completion. Work on the project – meaning funds will be spent – will begin in 2024.

5.5. Experience and Qualifications

The application provides documentation to justify the organization’s capacity to conduct this project.

The project is consistent with the mission of the organization. The organization has undertaken projects of similar complexity to the one for which funds are being requested. There are staff resources with the skills and experience to administer and conduct an accountable and responsible project. There appears to be adequate board and management oversight.

5.6. Financial Information

The application clearly explains and justifies each proposed budget line item and why CDBG funding is required to make the project viable. An explanation of the bases of the cost estimates for the project is included. The budget is realistic. The organization is financially stable. Efforts have been made to secure and to leverage other funding for the project.

5.7. Mandatory Requirements

The following general requirements are mandatory and must be complied with. NOTE: Programs not meeting the mandatory requirements will not be evaluated.

A. Be an eligible activity.

B. Be located in, or provide services to residents of one of the member communities of the Dane

County Urban County Consortium identified in Appendix A. PROJECTS MUST NOT BE LOCATED

IN THE CITY OF MADISON.

C. Address one of the funding priority areas established by the CDBG Commission.

D. Not be a HUD listed debarred or ineligible contractor.

E. If CDBG eligible, meet one of the three national objectives.

6. CDBG APPLICATION

6.1. ........................................................................................................ Le gal Status*

Please identify the Organization's Legal Status

☐ Municipality

☐ Private, Non-Profit

☐ Private, For Profit

☐ Other, LLC, LLP, Sole Proprieter

*Response required

6.2. ........................................................................................................ Fe deral EIN*

Please enter the Organization's Federal EIN in the space below:

*Response required

6.3. ........................................................................................................ Un ique Entity Identification Number*

Please enter the Organization's Unique Entity Identification Number in the space below:

*Response required

6.4. ........................................................................................................ PR

OJECT

6.4.1. Project Name*

Please enter the Project Name for which you are applying.

*Response required

6.4.2. Project Contact Person *

Please provide the full name of the contact person.

*Response required

6.4.3. Project Contact Person - Phone Number*

Please provide the phone number of the Project Contact Person.

Maximum response length: 12 characters

*Response required

6.4.4. Project Contact Person - E-mail*

Please provide the e-mail address of the Project Contact Person.

*Response required

6.4.5. Total Project Cost*

Please provide the Total Project Cost in the space below.

*Response required

6.4.6. Funds Requested - Amount of CDBG Funds Requested*

Please list the amount of funding for which you are applying in the space below.

Section 3 applies to construction projects exceeding $200,000.

Maximum response length: 11 characters

*Response required

6.4.7. Percent of CDBG Funds to Total Project Cost*

Please calculate the percentage of CDBG funds requested to the total project cost.

Maximum response length: 7 characters

*Response required

6.4.8. Project Type*

Check the appropriate statement below that best describes the service to be offered as part of the application:

☐ Business Incubator

☐ Commercial Rehabilition

☐ Microenterprise Development

☐ Public Infrastructure

☐ Other

*Response required

6.4.9. Description*

In the space below, provide a description of the project. Include information on any partnerships tha have been or will be formed in order to ensure the success of the project. Include information on what will be accomplished in 2024.

6.4.10. Business Plan*

Describe the organization’s history, including activities, products, services, etc.

*Response required

6.4.11. Project Timeline*

Provide a timeline for this project. Milestones may be such items as securing all financing, bidding on construction, acquiring equipment, or hiring employees.

Please download the attached timeline template, compete, and upload.

• Project_Timeline_Table_-_Op...

*Response required

6.5. ........................................................................................................ GE

OGRAPHIC INFORMATION

6.5.1. Service Area*

In the space below, provide a brief description of the location(s) where the project or services will take place.

6.5.2. Service Area - Map

A map may be included in this field.

6.5.3. Urban County Consortium (UCC):*

Jobs that are created as a result of this project must be located OUTSIDE the City of Madison.

Explain specifically how the proposed project will create new jobs in the UCC, and how your organization will track the new positions to ensure that the jobs remain in the UCC for the duration of the project.

*Response required

6.6. ........................................................................................................ Na tional Objective

6.6.1. Job Creation*

In the space below, describe how this project is expected to create permanent jobs. Include information on the number and types of jobs to be created.

https://government-project.s3.us-west-2.amazonaws.com/35082/97db1fea-7449-4a03-869c-58770166913e_Project_Timeline_Table_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036573&Signature=%2B7RBTaoFsF%2BGelrvHklq4h%2F1ygA%3D&response-content-disposition=attachment%3B%20filename%3D%22Project_Timeline_Table_-_OpenGov.xlsx%22

6.6.2. Jobs Table*

Please download the attached Jobs Table, complete, and upload.

For each job to be created and filled in the next 24 months, please list the job title, job type, whether it will be full time or part time, the number of employees to be hired, whether the position requires any special skills, training, or education beyond a high school level, the number of hours per week, the hourly wage, and whether the job will be made available to low-and-moderate income persons.

Please attach additional pages as needed.

• 2023_Jobs_Table_-_OpenGov.xlsx

*Response required

6.7. ........................................................................................................ Fin ancial Information

6.7.1. Funds Needed*

In the space below, please describe why CDBG funds are needed to ensure the viability of this project.

*Response required

6.7.2. Cost Basis*

Could this project move forward without the use of CDBG funding? Explain.

*Response required

6.7.3. Other Sources of Funds Leveraged:*

Describe the sources and amounts of funds that will be contributed by your organization or leveraged from other sources for this project in the space below. Further identify other potential funding sources that have been contacted and the results of those contacts.

*Response required

6.7.4. FOR-PROFIT BUSINESS ENTITIES ONLY - ADDITIONAL FINANCIAL

INFORMATION

As an attachment to the application, provide financial statements (balance sheet, profit and loss statement, and cash flow statement) for the preceding 3 years, if available. Also provide 3-year projections of cash flow, income, and expenses. Include an explanation of all assumptions. Additional materials may be requested by the County prior to the Oral Presentation to the Application Review

Team.

6.7.5. Sources and Uses of Funds*

Using the attached document, please identify the sources and uses of funds for this project. Once complete, please upload document to this question.

• Sources_and_Use_of_Funds_-_...

https://government-project.s3.us-west-2.amazonaws.com/35082/e321f30b-ff90-479f-ba09-4af92fe65101_2023_Jobs_Table_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036573&Signature=kxwC4b20tL%2B5XUqmAD%2F1ONglox8%3D&response-content-disposition=attachment%3B%20filename%3D%222023_Jobs_Table_-_OpenGov.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/35082/7dabb76f-d863-490a-b328-9a38d8a09ce8_Sources_and_Use_of_Funds_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036573&Signature=j6Inth2fpYsuoEWOMWVc83JeUHs%3D&response-content-disposition=attachment%3B%20filename%3D%22Sources_and_Use_of_Funds_-_OpenGov.xlsx%22

6.8. ........................................................................................................ PE

RSONNEL

6.8.1. Experience and Qualifications*

Describe the experience and qualifications of your organization related to the proposed project.

*Response required

6.8.2. Staff Experience and Qualifications*

Describe the experience and qualifications of key staff to be assigned to the project.

6.8.3. Staff Resumes*

Please attach resumes for key staff to this application.

*Response required

6.8.4. Governing Body*

How many Board meetings has your governing body or Board of Directors scheduled or is expected to schedule for 2023?

*Response required

6.8.5. Board of Directors or Governing Body*

Please download the below documents, complete, and upload. Includes names, addresses, primary occupation and board office held for your current Board of Directors or agency's governing body.

• Governing_Body_-_OpenGov.xlsx

*Response required

6.9. ........................................................................................................ LE

GAL INFORMATION

6.9.1. Has the applicant or any owner been involved in any lawsuits or judgements in the last five (5) years or have any lawsuits pending?*

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/35082/3a0590c2-3353-4468-9e73-175a06533d8e_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036573&Signature=36yI4gObmKfTjZDC13lpgdR0u9g%3D&response-content-disposition=attachment%3B%20filename%3D%22Governing_Body_-_OpenGov.xlsx%22

6.9.2. Has the applicant or any owner been involved in any bankruptcy or insolvency proceedings or have any proceedings pending?*

☐ Yes

☐ No

*Response required

6.9.3. Has the applicant or owner had any civil or criminal charges in the last five

(5) years or have any charges pending?*

☐ Yes

☐ No

*Response required

6.9.4. Does the applicant or any owner have any outstanding tax liens or judgements?*

☐ Yes

☐ No

*Response required

6.9.5. Is the property tax delinquent?*

☐ Yes

☐ No

*Response required

6.9.6. Staff/Board/Volunteers Descriptors: *

For your organization's 2023 staff, board, and volunteers, indicate by number and percentage the characteristics as described in the attached document. Please download the below documents, complete, and upload.

• StaffBoardVolunteers_Descri...

*Response required

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

https://government-project.s3.us-west-2.amazonaws.com/35082/eff4ac27-8bd7-42c7-bbe7-b446dd5aa766_StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036573&Signature=%2F742X9fYIKGWXqpCySukLuU3%2FAo%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22

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

6.9.8. Fair Labor Practice Certification - Documents

If you selected yes to question 9.7, then please upload the documentation in this field.

6.9.9. 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

6.9.10. W9 Upload*

Upload your company's W9 form.

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

*Response required

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

☐ Yes

☐ No

*Response required

6.9.12. 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

6.9.13. Vendor Affidavit- Electronic Signature *

Once you start your solicitation you will be asked to complete a DocuSign form.

NOTE: For detailed instructions on how to complete the forms via DocuSign, please access the help articles below:

How to Complete DocuSign Forms

How to Download, Complete and Upload without DocuSign

Click here to go to the form

*Response required https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5659414-how-to-complete-docusign-forms https://help.procurement.opengov.com/en/articles/5608000-how-to-download-docusign-forms https://na4.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=edc59ca5-ec84-4fbd-949b-c65e2eec75b7&env=na4&acct=89dea4ef-d946-42fe-b789-43edb8d4c6b1&v=2

7. GENERAL GUIDELINES AND TERMS & CONDITIONS

GENERAL INFORMATION

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 at a proposal opening/vendor conference, contact the Purchasing Officer listed or call

WI Relay 711 for TDD Services.

7.2. Addenda and 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 eProcurement 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 eProcurement Portal.

7.3. Contract Term and Funding

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run until completion of the project.

7.4. Bid Opening and Summary Posting

Dane County Purchasing will complete a summary for bids as soon as possible. The only information provided at an opening of an RFP is the name of each vendor submitting a proposal.

7.5. 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 submitted separately 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 ePcourement Portal.

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

7.6. Proposal Organization and Format

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

7.7. Designation of Confidential and Proprietary Information

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment 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, 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 Vendor Information Attachment 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

Vendor Information Attachment.

7.8. 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 (20, Wis. Stats.

On the Vendor Information page, 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.

7.9. Vendor Registration

Vendors are required to register at the County’s eProcurement 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.

7.10. 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, Sauk) automatically receive two points toward the evaluation score.

7.11. 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.

7.12. Fair Labor Practices

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

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, 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 Vendor

Information page, 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.

7.13. Preliminary Evaluation

The proposals will first be reviewed to determine if requirements in Section 1 and Section 3 are met.

Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory 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.

7.14. Proposal Scoring

Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in

Section 3 of the RFP document. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require oral presentations, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.

7.15. Oral Presentations/Interview

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. 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.

7.16. Right to Reject Proposals and 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.

7.17. Award and 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 final and best 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.

7.18. Notification of Intent to Award

As a courtesy, the County may send a notification of award memo to responding vendors at the time of the award.

7.19. General Instructions on Submitting Cost Proposals

The Cost Proposal section of this RFP is a separate document and can be found on the www.danepurchasing.com as part of the posting for this RFP. The Cost Proposal section shall be completed and submitted separately from the RFP Response document.

The proposal will be scored using a standard quantitative calculation where the most cost…