CDBG_-_Public_Facilities.pdf

REQUEST FOR PROPOSAL

2023-RFP-048PR

CDBG - PUBLIC FACILITIES

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 - Public Facilities

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

C - Appendix C Public Facilities

D - Appendix D Public Facilities

E - Appendix E Public Facilities

Request For Proposal #2023-RFP-048PR Title: CDBG - Public Facilities

1. INTRODUCTION

1.1. Summary

Dane County is soliciting applications from organizations for the construction or rehabilitation of public facilities projects located in the participating municipalities of the Dane County Urban County

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

Development Block Grant (CDBG) program.

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 Public Facilities 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 for the construction or rehabilitation of public facilities projects located in the participating municipalities of the

Dane County Urban County Consortium (see Appendix A). Funding is expected to be available under the

HUD-funded Community Development Block Grant (CDBG) program.

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

If the organization has been previously funded, a review of past expenditures and 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. Public facilities that are owned by a non-profit must be open to the public during normal working hours.

IMPORTANT: Municipalities should not apply under this category. Please apply under Public

Infrastructure.

4.3. ELIGIBLE PUBLIC FACILITIES

Public facilities in the CDBG program are broadly interpreted to include all facilities that are owned by a nonprofit and operated so as to be open to the general public. Public facilities include neighborhood facilities such as parks, playgrounds and recreational facilities, public schools, firehouses, and libraries.

Facilities designed for use in providing shelter for persons having special needs are also considering public facilities. Such facilities include: shelters for the homeless; convalescent homes; hospitals; nursing homes; battered spouse shelters; halfway houses for runaway children, drug offenders or parolees;

group homes for developmentally disabled persons and temporary housing for disaster victims.

Transitional housing facilities where residents generally reside in the units for up to two years are also considered public facilities.

CDBG funds may be used to renovate closed buildings, such as closed school buildings, for use as an eligible public facility or to rehabilitate such buildings for housing.

CDBG funds may be used for the rehabilitation, preservation, or restoration of historic properties, whether publicly or privately owned. Historic properties are those sites or structures that are listed in or eligible to be listed in the National Register of Historic Places, listed in a State or local inventory of historic places, or designated as a State or local landmark or historic district by appropriate law or ordinance. Historic preservation, however, is not authorized for buildings for the general conduct of government.

CDBG funds may be used for the construction of tornado safe shelters.

Buildings or portions thereof, used for the general conduct of government cannot be assisted with CDBG funds. However, a public facility otherwise eligible for assistance under the CDBG program may be provided with CDBG funds even if it is part of a multiple use building containing ineligible uses, if:

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

• The facility which is otherwise eligible and proposed for assistance will occupy a designated and discrete area with the larger facility; and

• It is possible to determine the costs attributable to the facility proposed for assistance as separate and distinct from the overall costs of the multiple-use building and/or facility.

Allowable costs are then limited to those attributable to the eligible portion of the building or facility.

4.4. NATIONAL OBJECTIVE

Four categories, three providing a benefit to low and moderate income persons and one preventing or eliminating slums or blight, are most relevant to the public facilities construction or rehabilitation category:

1. Area benefit activities (LMA)

2. Limited clientele activities (LMC)

3. Housing activities (LMH)

4. Slums and blight spot basis (SBS)

4.5. AREA BENEFIT ACTIVITIES (LMA)

Under the Area Benefit criteria, the public facility must benefit all residents of an area where at least

47.8% of the residents are low-and-moderate income. In addition:

• The area must be clearly delineated and records maintained on the boundaries of the service area;

• The area must be primarily residential in nature (as documented on zoning maps); and

• Census data must support the documentation that at least 47.8% of the residents are low-and-moderate income.

4.6. LIMITED CLIENTELE ACTIVITIES (LMC)

Limited Clientele activities benefit a specific targeted group of persons of which at least 51% must be low-and-moderate income. In order to meet the LMI Limited Clientele criteria, the activity must:

• Serve at least 51% low-and-moderate income persons, as evidenced by documentation and data concerning beneficiary family size and income; OR

• Have income-eligibility requirements that limit the service to persons meeting the low-and-moderate income requirement, as evidenced by the administering agency’s procedures, intake/application forms, income limits, and other sources of documentation; OR

• Serve a group primarily presumed to be low-and-moderate income such as abused children, battered spouses, elderly persons, severely disabled adults , homeless persons, illiterate adults, persons living with AIDS, and migrant farm workers; OR

• Be of such a nature and in a location that it may be concluded that the activity’s clientele are low-and-moderate income, such as a daycare center that is designed to serve residents of a public housing complex.

4.7. HOUSING ACTIVITIES (LMH)

Public facilities may also qualify under the housing national objective if the facility exclusively assists in the provision of housing to be occupied by low-and-moderate income persons or families.

4.8. SLUM AND BLIGHT SPOT BASIS (SBS)

These are activities that eliminate specific conditions of blight or physical decay on a spot basis and are not located in a slum or blighted area. Activities under this category are limited to rehabilitation of public buildings and historic preservation of public property that is blighted. Furthermore, rehabilitation is limited to the extent necessary to eliminate a specific condition detrimental to public health and safety. To be considered to be detrimental to public health and safety, a condition must pose a threat to the public in general. Examples include: preservation of a deteriorated building of historic significance or rehabilitation of a decayed community center that eliminates code violations that are detrimental to the health and safety of potential occupants, like faulty wiring, falling plaster, or other similar conditions.

4.9. ELIGIBLE ACTIVITIES

Eligible activities include:

• Acquisition, construction, reconstruction, installation and rehabilitation of public facilities. In undertaking these activities, design features and improvements that promote energy efficiency may be included. Such activities may also include the execution of architectural design features, and similar treatments to enhance the aesthetic quality of facilities and improvements receiving CDBG assistance, such as decorative pavements, railings, sculptures, pools of water and fountains, and other works of art.

• Labor, materials, and other costs of rehabilitation of public facilities, including repair directed toward an accumulation of deferred maintenance, replacement of principal fixtures and components of existing structures, installation of security devices, including smoke detectors and dead bolt locks, and renovation through alterations, additions to, or enhancements of existing structures and improvements, abatement of asbestos hazards (and other contaminants).

• Improvements to increase the efficient use of energy in structures through such means as installation of storm windows and doors, siding, wall and attic insulation, and conversion, modification, or replacement of heating and cooling equipment, including the use of solar energy equipment.

• Improvements to increase the efficient use of water through such means as water savings faucets and show heads and repair of water leaks.

• Connection of residential structures to water distribution lines or local sewer collection lines.

• Improvements designed to remove material and architectural barriers that restrict the mobility and accessibility of severely disabled persons to buildings.

4.10. INELIGIBLE ACTIVITIES

Ineligible activities include:

• CDBG funds may not be used to pay for the operation, repair, or maintenance of public facilities.

• Buildings or portions thereof, used for the general conduct of government (such as Town Halls, Village

Halls, etc.) cannot be assisted with CDBG funds…except for the removal of architectural barriers per 24

CFR 570.207(a)

4.11. ELIGIBLE COSTS

Eligible costs include the documented costs of labor and materials necessary to complete the authorized work including:

• Costs of environmental reviews.

• Architectural, engineering, or related professional services required to prepare plans, drawings, specifications, or work write-ups;

• Costs to process and settle the financing for a project, such a private lender origination fees, credit reports, fees for title evidence, fees for recordation and filing of legal documents, building permits, attorneys fees, private appraisal fees, and fees for an independent cost estimate, builders or developers fees.

• Monitoring of Davis-Bacon Act requirements.

• Impact fees that are charged to all projects within Dane County.

• Construction/rehabilitation costs including labor, materials, and permits.

• Relocation costs for individuals or businesses displaced by the project.

Please note that Federal Labor Standards, including the payment of prevailing wages under Davis-

Bacon, may apply to the project.

4.12. PROJECT BASICS

Organizations selected as sub recipients to undertake a public facilities project will be expected to comply with the CDBG requirements. These include, in part:

• Not beginning any work until a Notice to Proceed has been issued by Dane County. The County is required to complete an environmental review that may require publication and approval by HUD.

• Establishing written selection procedures for procurement transactions.

• Establishing written protest procedures to handle and resolve disputes relating to procurement.

• Establishing written standards of conduct governing the performance of employees engaged in the award and/or administration of contracts.

• Designating a Labor Standards Officer (if applicable).

• If Project award from Dane County is greater than $200,000, then discuss Section 3 preference in contracting with Dane County.

• Following Federal procurement guidelines and maintaining appropriate documentation.

• Obtaining any necessary permits.

• Following Federal Labor Standards and reporting guidelines.

• Monitoring of the construction/rehabilitation.

• Maintaining all required documentation (copies for Dane County) and submitting reports in a timely fashion to Dane County.

4.13. TYPE OF ASSISTANCE

Grants for the amount of the project costs not covered by other funding sources are typically provided.

4.14. OBJECTIVES

To provide assistance to construct or rehabilitate senior centers, youth centers, and other public facilities.

4.15. 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 documented community needs. This includes 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 work will begin in the year in which the contract is awarded - 2024.

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.

4.16. CURRENT OPERATIONS

In 2023, the following organization was awarded funds in the Public Facilities category:

Affordable Dental Care, Inc. Affordable Dental Care (ADC) $200,000.00

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

☐ 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 enter the full name of the Project 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.

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.

*Response required

6.5. ........................................................................................................ NE

ED AND JUSTIFICATION

6.5.1. Project Type*

Select the project type that the CDBG funds will be applied to:

☐ Acquisition Only

☐ New Construction Only

☐ Rehab Work Only

☐ Combination of Acquisition and Construction (New or Rehab)

*Response required

6.5.2. Facility Type*

Following the acquisition, construction or rehab work, what type of public facility will exist?

☐ Abused and Neglected Children Facility

☐ AIDS Patient Facilities

☐ Child Care Center

☐ Community Center

☐ Domestic Violence Shelter

☐ Fire Station

☐ Group Home

☐ Halfway House

☐ Handicapped Center

☐ Health Facility

☐ Homeless Facility

☐ Park

☐ Recreational Facility

☐ Senior Center

☐ Tornado Safe Shelter

☐ Transitional Housing Facility

☐ Youth Center

☐ Other

*Response required

6.5.3. Facility Type*

If "Other" was selected in the previous question, please specify the type of public facility. Type N/A if you did not select "Other".

*Response required

6.5.4. Facility Hours*

List below the hours that the facility is expected to be open to the general public for each day of the week.

*Response required

6.5.5. Project Location*

Indicate where the project is located. Please include Building Name, Street Address, City, Zip Code, and Municipality.

The facility must be physically located in the Dane County Urban County Consortium excluding the

City of Madison as identified in Appendix A.

6.5.6. Project Location - Map

A map may be included as an attachment. Upload in this field.

6.5.7. Property Owner*

In the space below, please indicate the name and contact information of the owner of the property following the construction of the rehab work. Please include the Property Owner's name, Address including City, State, & Zip Code, Primary Contact Person and Title, Telephone, Alternate Phone, Fax, and Email address.

*Response required

6.5.8. Project Need*

In the space below, provide a brief description of the need or problem that will be addressed and how the end users of the facility were involved in identifying the needs.

*Response required

6.5.9. National Objective*

Indicate which national objective this project will meet:

☐ Low-Moderate Income Area Benefit: The public facility will be used for a purpose, the benefits of which are available to all residents in a particular area that is primarily residential, and at least 47.8% of those residents are low-and-moderate income persons.

☐ Low-Moderate Income Limited: Clientele Benefit The public facility will be used for an activity designed to benefit a particular group of persons at least 51% of whom are low-and-moderate income persons.

☐ Low-Moderate Income Housing Benefit: The public facility exclusively assists in the provision of housing to be occupied by low-and-moderate income persons.

☐ Spot Blight: The public facilities are for the historic preservation or rehabilitation of blighted or decayed public facilities located outside of a designated slum or blighted area. Rehabilitation must be limited to the extent necessary to eliminate specific conditions detrimental to public health and safety.

*Response required

6.5.10. Census Tract*

In what census tract is the project located? (Dane County Urban County Consortium excluding the City of Madison as identified in Appendix A)

6.5.11. Population to be Served*

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

The population must reside in the Dane County Urban County Consortium excluding the City of

Madison as identified in Appendix A.

*Response required

6.5.12. Outcomes/Proposed Accomplishments*

List the total number of households that the Public Facilities is proposing to serve as a result of the project.

Each household = 1 beneficiary self-certification form

No duplication of households will be allowed. Do not overestimate your proposed

Outcomes/Proposed Accomplishments.

*Response required

6.5.13. Urban County Consortium (UCC-Appendix A)*

Persons served by this project must reside OUTSIDE the City of Madison. Explain specifically how your organization will track beneficiary information in order to ensure that those served reside in the UCC

(and not the City of Madison)

*Response required

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

6.6.1. Architectural/Engineering Design*

In the space below, describe any architectural/ engineering design work, such as preparing plans, drawings, specifications, work write-ups, and/or cost estimates that has been or will be undertaken for this project. NOTE: In order for these costs to be covered, HUD procurement requirements must be followed.

6.6.2. Project Manager*

If a Project Manager has already been identified, please provide the requested information.

The Requested information includes Project Manager Name, Address, City, State, Zip Code, Primary

Contact Person and Title, Telephone, Alternative Phone, Fax, and Email Address.

If a Project Manager has not been identified, please describe how one will be selected.

6.6.3. Project Manager - Resume

If a Project Manager has been identified, please attach the resume in this field.

6.6.4. Scope of Work*

In the space below, provide information regarding the work that will be undertaken and describe how it will address the identified problem(s). Include information on any partnerships that have been or will be formed in order to ensure the success of the project.

6.6.5. Relocation*

In the space below, indicate whether any tenants will need to be relocated during the project and the notices and plans for relocation.

6.6.6. Work Plan with Timeline and Milestones*

Please download the attached spreadsheet, complete and upload back to this question.

Using the spreadsheet, 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. Examples of milestones are: date bid packages or request for quotes are let, date bids/quotes are due, date community awards contract(s), date of pre-construction conference with Contractor/County and municipality to review Davis-Bacon requirements, date building permits are to be obtained, date work commences, etc.

• Work_Plan_with_Timeline_and...

6.6.7. "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 https://government-project.s3.us-west-2.amazonaws.com/38947/d4002fce-be8d-493a-b9b0-1321f6b9078a_Work_Plan_with_Timeline_and_Milestones.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036978&Signature=aZWy5JydjfvIgaOF5kyaT16aZ%2F0%3D&response-content-disposition=attachment%3B%20filename%3D%22Work_Plan_with_Timeline_and_Milestones.xlsx%22 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.

6.7. ........................................................................................................ PE

RSONNEL

6.7.1. Experience and Qualifications*

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

6.7.2. Staff Experience and Qualifications*

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

6.7.3. Staff Resumes*

Please attach resumes for key staff to this application.

*Response required

6.7.4. Personnel Schedule*

Please download the below documents, complete, and upload.

Per the spreadsheet, please complete the Personnel Schedule for all staff who will be assigned to this project. If the project will continue into 2025, complete the second table as well.

• 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

6.7.5. 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.

6.7.6. Governing Body*

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

*Response required

6.7.7. Governing Body*

List your current Governing Body including names, addresses, primary occupation, and board office held. If you have more members, please add them to the list.

Please download the below document, complete, and upload.

• Governing_Body_-_OpenGov.xlsx

*Response required

6.7.8. 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

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

NANCIAL INFORMATION

6.8.1. Budget Summary*

https://government-project.s3.us-west-2.amazonaws.com/38947/7a586b6d-1155-42d0-a253-505fd4da2549_Personnel_Schedule.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036978&Signature=DjQyr7kFWTDJlymr5s93DSbS7qg%3D&response-content-disposition=attachment%3B%20filename%3D%22Personnel_Schedule.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38947/b0b57c56-667e-4263-afd5-a076bd9d752c_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036978&Signature=5P3S7w7m7laXm1gnGfON3O7Nzlo%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=1683036978&Signature=s2e2UgYBcoHCSl%2BKCHbxpzs99zc%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22

Please download the below documents, complete, and upload.

Per the attached spreadsheet, please indicate the sources and terms of all funds that will be used toward this project.

• BUDGET_SUMMARY.xlsx

*Response required

6.8.2. Detailed Project Budget*

Please download the below documents, complete, and upload.

The first tab includes a description of allowable costs that may be charged to the CDBG Program.

The second tab is the Project Budget. Complete the budget identifying the amount and source of all funds and their uses.

The THIRD tab includes a One Year Operating Costs

The FOURTH tab includes the Operating Budget.

IF THIS IS AN APPLICATION FOR CONSTRUCTION OF A NEW FACILITY THAT DOES NOT CURRENTLY

EXIST IN YOUR COMMUNITY, PLEASE PROVIDE:

DETAILED YEAR 1 OPERATING COSTS: Following the Project Budget is the Detailed Year 1 Operating

Costs. Complete the Operating Budget identifying the PROJECTED income and expenses. Use additional pages as necessary. An Excel file may be submitted in lieu of the Detailed 1 Year Operating

Budget provided that it contains all of the same column and row headers.

OPERATING BUDGET: Following the Detailed Operating Budget is the 15-Year Operating Budget.

Complete the Operating Budget identifying the income and expenses. Use additional pages as necessary. An Excel file may be submitted in lieu of the Operating Budget provided that it contains all of the same column and row headers.

Failure to SUBMIT ALL THREE (3) BUDGETS may result in the application to be ineligible for funding and may not be scored.

• Detailed_Budget_-_Public_Fa...

6.8.3. Section 3*

Does your funding request exceed $200,000 and involve construction?

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/38947/eef7b3a6-988c-4eb4-8cca-6198d9a7357a_BUDGET_SUMMARY.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036978&Signature=PE4FEiWAE8Bx%2F%2BXts7WZQPziGek%3D&response-content-disposition=attachment%3B%20filename%3D%22BUDGET_SUMMARY.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38947/704854d6-3832-47dc-954b-fb042a4c8497_Detailed_Budget_-_Public_Facilities.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683036978&Signature=ClbW9DYakLXH07J5sO8dEuzRNxo%3D&response-content-disposition=attachment%3B%20filename%3D%22Detailed_Budget_-_Public_Facilities.xlsx%22

6.8.4. 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

6.8.5. Other Sources of Funds Leveraged*

Describe the sources and amounts of any 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

6.8.6. Funds Needed*

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

6.8.7. Cost Basis*

In the space below, describe the basis for how cost estimates contained in the Project Budget were obtained/identified.

6.8.8. 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://www.hudexchange.info/programs/section-3/ https://www.hudexchange.info/programs/section-3/

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

6.8.9. Fair Labor Practice Certification - Documentation

If you selected yes to question 8.8, then please upload the documentation in this field.

6.8.10. 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

6.8.11. W9 Upload*

Upload your company's W9 form.

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

*Response required

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

☐ Yes

☐ No

*Response required

6.8.13. 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

6.8.14. 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…