CDBG_-_Minor_Home_Repair.pdf

REQUEST FOR PROPOSAL

2023-RFP-045PR

CDBG - MINOR HOME REPAIR

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 - Minor Home Repair

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-045PR Title: CDBG - Minor Home Repair

1. INTRODUCTION

1.1. Summary

Dane County is soliciting applications from organizations interested in operating a minor home repair program in 2024 targeted to low-and-moderate income residents of single-family owner occupied housing located in the Dane County Urban County Consortium (Appendix A). Funding is expected to be available under the HUD-funded Community Development Block Grant (CDBG) program. Please refer to the attached document: CDBG MINOR HOME REPAIR ASSISTANCE GRANT PROGRAM STANDARDS for additional details (Appendix C).

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. 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 Minor Home Repair 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 applications from organizations interested in operating a minor home repair program in 2024 targeted to low-and-moderate income residents of single-family owner occupied housing located in the Dane County Urban County Consortium

(Appendix A). Funding is expected to be available under the HUD-funded Community Development

Block Grant (CDBG) program. Please refer to the attached document: CDBG MINOR HOME REPAIR

ASSISTANCE GRANT PROGRAM STANDARDS for additional details (Appendix C).

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. PROJECT BASICS

Applicants may target the program to a specific community, a specific development, or to the entire

Dane County Urban County Consortium.

Organizations selected as subrecipients to operate a major home rehabilitation program will be expected to comply with the requirements in the CDBG Housing Rehabilitation Deferred Payment Loans

Program Standards for operating the program.

These include, in part:

• Marketing the program.

• Conducting initial intake and eligibility determinations of applicants.

• Providing information to the County on the addresses of each household requesting assistance in order for the County to conduct an environmental review.

• Not beginning any work on a home until the County issues a notice to proceed for that home.

• Documenting the size and combined income of each household receiving assistance, including collecting income documentation.

• Documenting the eligibility of the property receiving assistance.

• Conducting an on-site Housing Quality Standards (HQS) review of each property to document necessary repairs and note any areas where the home fails inspection.

• Performing initial cost estimates and work write-ups of the work to be done.

• Either completing the needed repairs and/or following the procurement requirements of 24 CFR

84.40-48 when needing to contract for repairs. This includes checking that contractors are not debarred or suspended from receiving federal funds and doing outreach to women, minority, http://www.nlrb.gov/ http://werc.wi.gov/ and Section 3 business concerns. If procurement is done, then estimates/bids are to be shared with the homeowner and the homeowner must be able to select the most reasonable and responsive bids for the project.

• Providing the CDBG/HOME Program Specialist with the loan amount, title work, property appraisal, and household eligibility.

• Executing and filing with the Dane County Register of Deeds the mortgage and note.

• All work is to be completed in compliance with the requirements of the Dane County CDBG

Housing Rehabilitation – Deferred Payment Loans Program Standards and the Dane County

CDBG and HOME Program Rehabilitation Standards.

• At the time of work completion the homeowner will verify in writing that the work has been completed in a satisfactory manner and the Subrecipient will document completed work on a

HUD Quality Standards Inspection and provide a letter stating that the property meets HUD HQS standards and any applicable local codes.

• Maintaining all required documentation and submitting reports in a timely fashion to the

County.

4.4. ELIGIBLE HOMEOWNDERS

A. Eligible program participants must occupy the home to be repaired and have no intent of discontinuing occupancy of the home in the foreseeable future.

B. Eligible program participants must meet the Department of Housing and Urban Development

(HUD) income requirements for low-and-moderate income households at the time of application.

C. Eligible program participants must be current on property taxes for the assisted unit.

4.5. ELIGIBLE PROPERTIES

A. Existing owner-occupied, single-family, residential properties containing one dwelling unit.

B. Manufactured housing is eligible when such housing constitutes part of the community’s permanent housing stock (24 CFR 570.202 (a)(5)).

C. Property must be located in one of the participating municipalities of the Dane County Urban

Consortium.

D. The assessed value of the property may not exceed 95 percent of the median purchase price of a single-family house for Dane County as published by HUD.

4.6. ELIGIBLE WORK ITEMS

In order for a repair to be eligible under the County’s Minor Repair Assistance Grant Program it must correct a failing condition noted on a Housing Quality Standards Inspection Form. Repairs and/or modifications may also be made to allow accessibility to accommodate a disability. Repairs must be able to be completed within the household assistance limits of the program.

Eligible Work Items

• Abatement of asbestos hazards

• Chimney repair or replacement or flue liner replacement

• Code repairs and upgrades for plumbing, heating, or electrical systems

• Exterior painting

• Foundation repair

• Gutter and downspout repair or replacement

• Wall and attic insulation

• Plumbing fixture repair or replacement

• Porch repair or reconstruction (including concrete stairs and stoops), including ramps for ADA accessibility

• Removal and replacement of deteriorated, hazardous concrete, excluding garage slab replacement

• Roof repair or replacement

• Installation of security devices, including smoke detectors and dead bolt locks

• Siding repair or installation of new siding to increase energy efficiency

• Replacement of stove or refrigerator to increase energy efficiency

• Window and door repair or replacement including storm doors

Rehabilitation does not include:

• Installation of luxury items, such as a swimming pool;

• Costs of equipment, furnishings, or other personal property not an integral structural fixture, such as: a window air conditioner; or a washer or dryer (but a stove or refrigerator is allowed);

• Labor costs for homeowners to rehabilitate their own property.

4.7. TYPE OF ASSISTANCE

Assistance will be offered in the form of an annual grant of up to $5,000 per household. Households may be served by the program in multiple years but are not to succeed a lifetime limit of $12,000 in assistance. The Dane County Community Development Block Grant assistance limit is $50,000 across programs.

4.8. REHABILITATION STANDARDS

The work being undertaken must comply with the standards set forth in the Dane County CDBG and

HOME Rehabilitation Standards that are intended to assure that improved housing is livable, healthful, safe, and physically sound. The housing must also meet handicapped accessibility requirements, where applicable.

4.9. PROPERTY STANDARDS

a. The property must meet all applicable requirements of the Lead Safe Housing Rule 24 CFR 35.

b. Any rehabilitation work must be done in compliance with the Dane County CDBG and HOME Program

Rehabilitation Standards.

4.10. FEDERAL LABOR STANDARDS

These HUD requirements apply to rehabilitation projects with 8 or more CDBG-assisted units and apply to the entire project, not just the portion funded by County CDBG funds. If a grant contract is awarded and Davis-Bacon will be triggered, labor standards requirements will be described in detail in the contract with the County. Additional information also can be obtained in the HUD Contractor’s Guide to

Prevailing Wage Requirements for Federally-Assisted Construction Projects at:

http://portal.hud.gov/hudportal/documents/huddoc?id=4812-LRguide.pdf

4.11. OBJECTIVES

To promote the rehabilitation of existing owner-occupied housing as a means to maintain affordable housing for the residents of the Dane County Urban County Consortium.

4.12. NEEDS

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

County Urban County Consortium.

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

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

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

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

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

4.13. CURRENT OPERATIONS

The 2023 funds were awarded to Project Home, Inc. in the amount of $150,000.

http://portal.hud.gov/hudportal/documents/huddoc?id=4812-LRguide.pdf

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 Project Contact Person's Name, Phone Number, and Email Address in the space provided:

*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. Project Need*

In the space below, provide a brief description of the need or problem that will be addressed.

6.5. ........................................................................................................ Be neficiaries

6.5.1. Population to be Served*

In the space below, provide a brief description of the population that will benefit from this project.

6.5.2. Geographic Service Area*

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

6.5.3. Geographic Service Area - Map

A map may be included in this field.

6.6. ........................................................................................................ Pr oject Approach

6.6.1. Project Description*

In the space below, provide a description of the work that will be undertaken and describe how it will address the identified problem. Include information on any partnerships that have been or will be formed in order to ensure the success of the project. Please include information regarding the referral/application process, eligibility criteria, capacity, and waiting list process.

*Response required

6.6.2. Housing Quality Standards (HQS) Inspections*

In the space below, provide a description of who, when, and how the required Housing Quality

Standards (HQS) inspections will be conducted. Provide information on the background and training of the individual(s) who will conduct the inspections. If this individual is yet to be selected, identify the criteria and process that will be used for selection.

6.6.3. Work Priorities*

In the space below, provide a description of how the work on the home will be prioritized if the needed work exceeds $5,000.

6.6.4. Work Plan with TImeline and Milestones*

n the space below, provide a work plan for how the project will be organized, implemented, and administered. Include a timeline and accomplishments from initiation through project completion.

This should assume that contracts will be awarded in the second quarter of 2024 (April 1 – June 30, 2024). Add in extra quarters as needed.

• Work_Plan_with_Timeline_and...

6.6.5. "Shovel-Ready" Projects*

A project is considered “shovel-ready” if the organization can begin expending funds within three months of receiving their award, and complete the project within one year of the date of the contract. We anticipate contracts for shovel-ready projects to be executed in the fourth quarter of

2023. Please describe if and how your project is a “Shovel-Ready” Project.

*Response required

6.6.6. Outreach and Marketing Initiatives*

https://government-project.s3.us-west-2.amazonaws.com/38944/00c351ad-a558-4353-850c-82f341af10ba_Work_Plan_with_Timeline_and_Milestones.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=mM9i4M27FSvjMLlKAQnRQ7XPi14%3D&response-content-disposition=attachment%3B%20filename%3D%22Work_Plan_with_Timeline_and_Milestones.xlsx%22

In the space below, provide a description of the outreach and marketing initiatives that will be undertaken to inform potential participants of the project, eligibility criteria, and method(s) by which they may participate.

*Response required

6.6.7. Outcome/Proposed Accomplishments*

Provide information regarding the unduplicated number of households to be served with these funds in 2024.

How many unduplicated households will be served?

*Response required

6.6.8. Other Narrative Regarding Outcome/Proposed Accomplishments*

In the space that follows, provide a description of the outcomes or expected benefits of this project for the population to be served.

*Response required

6.7. ........................................................................................................ Ex perience and Qualifications

6.7.1. Rehab Experience and Qualifications*

Describe the experience and qualifications of your organization related to doing rehabilitation work.

*Response required

6.7.2. Income Documentation*

Describe the experience and qualifications of your organization related to performing income documentation for program eligibility.

*Response required

6.7.3. Staff Experience and Qualifications*

Describe the experience and qualifications of key staff to be assigned to the project. Touch on experience with both income certification and management/oversight of rehabilitation projects.

*Response required

6.7.4. Key Staff - Resume*

Attach resumes for key staff to the application

*Response required

6.7.5. Personnel Schedule*

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

Please complete the Personnel Schedule for all staff who will be assigned to this project.

• Column 1) Each individual staff position by title.

• Column 2) Indicate the full time equivalent (FTE) of each position in the noted year.

• Column 3) Indicate the estimated total salary for that staff position for noted year.

• Column 4) Indicate the estimated number of hours that this staff person will work on this project.

• Column 5) For each staff person whose time will be charged to this project, please indicate the amount of funds being requested for this individual through the CDBG Program. Do not include payroll taxes or benefits in this table.

• Personnel_Schedule.xlsx

6.7.6. List percent of Staff Turnover*

Divide the number of resignations or terminations in calendar year 2022 by the total number of budgeted positions. Do not include seasonal positions.

*Response required

6.7.7. Staff Turnover

Explain if you had 20% or more turnover in a certain staff position/category. Discuss any other noteworthy staff retention issues, or policies to reduce staff turnover.

6.7.8. Board Meetings*

How many Board meetings has your governing body or Board of Directors scheduled for 2023?

*Response required

6.7.9. Agency/Organization 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

6.7.10. Staff/Board/Volunteers Desriptors: *

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...

https://government-project.s3.us-west-2.amazonaws.com/38944/59a98a4e-6805-404b-a8c4-b9f0cee8dcc3_Personnel_Schedule.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=Ht4mb88NawBdxvy4kJQbj1g%2FFw4%3D&response-content-disposition=attachment%3B%20filename%3D%22Personnel_Schedule.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/35082/3a0590c2-3353-4468-9e73-175a06533d8e_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=2btb%2BebBZOiH3M8%2FCKOnMoAx72w%3D&response-content-disposition=attachment%3B%20filename%3D%22Governing_Body_-_OpenGov.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/35082/eff4ac27-8bd7-42c7-bbe7-b446dd5aa766_StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=NtIBnRwlmxKTqijKKYBQz4P4dp4%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22

6.7.11. Commitment to Quality*

Describe actions taken by staff and the governing board to ensure 1) the stability and financial solvency of the organization and 2) the quality of the services provided under this project.

*Response required

6.7.12. Appeals Process*

Describe the appeals process that is followed when persons have a complaint or dispute about the minor home repair program operated by your organization.

6.8. ........................................................................................................ FI

NANCIAL INFORMATION

6.8.1. Organization Budget*

Please download the below documents, complete, and upload.

2023 and 2024 Proposed Budget. Identify the 2023 and proposed 2024 budget for your entire organization by source and use of revenue. (You may change row headings to make them applicable to your organization.) .

• Organizational_Budget_Major...

6.8.2. 2024 Cost Explanation

(Complete only if significant financial changes are anticipated between 2023 and 2024.) Explain specifically, by revenue source and/or account category, any noteworthy change in the 2024 request.

For example, unusual cost increase, program expansion, Living Wage requirements, or loss of revenue.

6.8.3. Other Sources of Funds Leveraged*

Describe the sources and amounts of other funds that will be contributed by your organization and through other funding sources for this project in the space below.

https://government-project.s3.us-west-2.amazonaws.com/38944/601f39ab-014d-45e7-988b-3fb9e6c998cc_Organizational_Budget_Major_Minor_Home.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=Y0BvnE97E1xWVDG71GXawIXkEJw%3D&response-content-disposition=attachment%3B%20filename%3D%22Organizational_Budget_Major_Minor_Home.xlsx%22

6.8.4. Funds Needed*

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

*Response required

6.9. ........................................................................................................ DE

TAILED PROJECT BUDGET

6.9.1. Project Budget*

Please download the below documents, complete, and upload.

Tab 1 of the attached spreadsheet provides a description of allowable costs that may be charged to the CDBG Program is the Project Budget. Items not detailed on the list of allowable costs may not be charged. Tab 2 includes the budget spreadsheet. Complete the budget identifying the amount and source of all funds and their uses.

• Detailed_Project_Budget_-_M...

*Response required

6.9.2. Section 3*

Does any housing property exceed $200,000 in federal sources of funds?

☐ Yes

☐ No

*Response required

6.9.3. Section 3 - Implementation*

If the answer above was yes, please indicate how you will implement Section 3 requirements per HUD standards. Be sure to document your project staff's experience with the new HUD Section 3 Final

Rule.

More information on Section 3 can be found here: https://www.hudexchange.info/programs/section-

3/

If the answer above was no, please type 'N/A'.

*Response required

6.9.4. 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?

https://government-project.s3.us-west-2.amazonaws.com/38944/14ea9ef8-5e73-4b01-99e9-b7a02b6c647c_Detailed_Project_Budget_-_Major_Home.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036771&Signature=v7XNYSmQ%2B92aCdrq2WoCg8JUCn0%3D&response-content-disposition=attachment%3B%20filename%3D%22Detailed_Project_Budget_-_Major_Home.xlsx%22 https://www.hudexchange.info/programs/section-3/ https://www.hudexchange.info/programs/section-3/

If yes is 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

6.9.5. Fair Labor Practice Certification - Documentation

If you selected yes to question 9.4, then please upload the documentation in this field.

6.9.6. 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

6.9.7. W9 Upload*

Upload your company's W9 form.

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

*Response required

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

☐ Yes

☐ No

*Response required

6.9.9. 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

6.9.10. 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 criteria points will be awarded to the proposal with the lowest cost.

7.20. Fixed Price Period

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

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:

These Standard Terms and Conditions 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 conditions supersede any other terms and/or conditions applicable to this 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.