CDBG_-_Public_Services.pdf

REQUEST FOR PROPOSAL

2023-RFP-049PR

CDBG - PUBLIC SERVICES

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 Services

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 - CDBG - Policies - Public Services

Request For Proposal #2023-RFP-049PR Title: CDBG - Public Services

1. INTRODUCTION

1.1. Summary

Dane County is soliciting applications from organizations interested in operating a program to benefit low-and-moderate income residents 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 primary emphasis is on projects focusing on homeless prevention, emergency assistance, case management, transportation, and job training assistance. Please refer to the attached document: CDBG PUBLIC SERVICES PROGRAM STANDARDS (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

Annually, Dane County can use up to 15% of the CDBG allocated funds toward Public Service type projects. On average, the total amount available in the Public Services category is $150,000. It is expected to fund multiple agencies in this category.

Maximum request amount for CDBG-Public Services RFP is $50,000.

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 program to benefit low-and-moderate income residents 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 primary emphasis is on projects focusing on homeless prevention, emergency assistance, case management, transportation, and job training assistance. Please refer to the attached document: CDBG PUBLIC SERVICES PROGRAM STANDARDS

(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.

Maximum request amount is $50,000.

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 is 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

Non-profit agencies with 501(c)(3) designation, units of local government, and related agencies, e.g.

school districts, libraries, park districts.

4.3. NATIONAL OBJECTIVE

The primary objective of Title I of the Housing and Community Development Act of 1974, as amended, is the development of viable urban communities. This is achieved by providing decent housing, a suitable living environment, and expanding economic opportunities. Every funded project must meet one of the national objectives of benefitting low-and-moderate income persons; eliminating slums or blight; or meeting a particular urgent need for which other resources are not available requiring the use of CDBG funds, such as for floods or tornadoes. Public service activities are typically categorized as meeting the national objective of benefiting low and moderate-income persons either as an Area Benefit OR as a

Limited Clientele activity.

• Under the Area Benefit criteria, the public service must be offered to all residents of an area where at least 51% 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 seen on zoning maps); and

• Census data must support the documentation that at least 51% of the residents are low-and-moderate income.

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

• 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.

4.4. ELIGIBLE ACTIVITIES

The CDBG regulations authorize up to a total of 15% of the County’s total CDBG grant funds (plus 15% of prior year program income) to be used for public service projects for a wide variety of activities including, but not limited to the following:

• Employment services (e.g. job training)

• Crime prevention and public safety

• Child care

• Health services

• Substance abuse services (e.g. counseling and treatment)

• Fair housing counseling

• Education programs

• Energy conservation

• Services for senior citizens

• Services for homeless persons

• Welfare services

• Down payment assistance

• Recreational services

In order to qualify for funding, a public service be either a new service or a quantifiable increase in the level of an existing public service above that which has been provided by or on behalf of the unit of general local government (through funds raised by the local government or received by the local government from the State) in the 12 calendar months preceding the year in which funds are to be awarded. An exception may be made if HUD determines that any decrease in the level of service was the result of events not within the control of the local government.

This provision was put in place to ensure that localities did not use CDBG funds to replace local or state monies to fund essential services typically offered by the local government.

Specifically:

• If a service is new, it may be funded;

• If a service is existing and it was not provided by or on behalf of a unit of local government with funding from the local government, it may be funded;

• If it was provided by or on behalf of the local government with funding from the local government, it can be funded if it is a documented quantifiable increase in the level of service.

• The regulations do not prohibit the County from continuing to provide funding to a CDBG-funded public service at the same or decreased level in subsequent years, however.

4.5. ELIGIBLE COSTS

CDBG funds may be used to pay for:

• Activity hard costs, such as supplies and materials for the activity;

• Staff and overhead costs DIRECTLY related to carrying out the activity, such as providing direct services to consumers. This may include staff time spent supervising staff who are carrying out the activities specified in 24 CFR 570.201-204 when that time is spent addressing a direct consumer, service, or property issue. It does not include supervisory time spent on such functions as employee evaluations;

• Operating and maintenance expenses, such as the lease of a facility, office space, equipment, and other property for program staff employed in carrying out the CDBG funded activity.

• Maximum request amount for CDBG-Public Services RFP is $50,000.

4.6. INELIGIBLE COSTS

The general rule is that CDBG funds may not be used for income payments. For purposes of the CDBG program, income payments means a series of subsistence-type grant payments made to an individual or family for items such as food, clothing, housing (rent or mortgage), or utilities. However, emergency grant payments made over a period of up to three consecutive months to the provider of such items or services on behalf of an individual or family are eligible.

If the amount requested exceeds $50,000 the application may not be considered.

4.7. TYPES OF ASSISTANCE

Grants for up to 100% of the eligible project costs.

4.8. OBJECTIVES

To provide public services that provide decent housing, a suitable living environment, and expand economic opportunities for low-and-moderate income persons in the Dane County Urban County

Consortium.

4.9. NEEDS

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

Dane County Urban County Consortium.

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

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

D. Projects must be consistent with the Dane County Comprehensive Plan and with the Plans of the local municipality (City, Town, or Village) in which the project will be located.

E. Subrecipients that are directly funded under the CDBG Program may not engage in inherently religious activities, such as worship, religious instruction, or proselytization, as part of the program. If a Subrecipient conducts such activities, the activities must be offered separately in time or location, from the CDBG-funded program, and participation must be voluntary for the beneficiaries of the CDBG-funded program.

F. The project may not begin until the environmental review requirements at Part 58 are met and the County has given notice to proceed.

G. Projects must be able to begin and end in the year in which funds are awarded, i.e., 2024

4.10. CURRENT OPERATIONS

The 2023 funds were awarded to:

Latino Academy of Workforce Development, Inc. Dane County Workforce

Academy $12,256.00

NewBridge Madison, Inc. LASSO

#2 $25,000.00

Omega School, Inc. Dane Outreach for GED/HSED

Services $30,000.00

Stoughton Affordable Transportation Program, Inc. Affordable Transportation

Program $4,000.00

Sunshine Place, Inc. The Bed Lady

Program $9,000.00

Tenant Resource Center, Inc. Eviction Diversion and Defense

Partnership $25,000.00

UNIDOS Against Domestic Violence, Inc. Domestic & Sexual Violence Direct Service

Provision $50,000.00

YWCA Madison, Inc. YW

Transit $35,000.00

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

☐ Municipality

☐ Private, Non-Profit

☐ Private, For Profit

☐ Other, LLC, LLP, Sole Proprieter

*Response required

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

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

*Response required

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

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

*Response required

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

OJECT

6.4.1. Project Name*

Please enter the Project Name for which you are applying.

*Response required

6.4.2. Project Contact Person*

Please provide the full name of the 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.

*Response required

6.4.5. Total Project Cost*

Please provide the Total Project Cost in the space below.

*Response required

6.4.6. Funds Requested - Amount of CDBG Funds Requested*

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

The maximum limit you can apply for is $50,000.00

Maximum response length: 10 characters

*Response required

6.4.7. The Public Service maximum limit is $50,000, is your request at or below $50,000?*

☐ Yes

☐ No

*Response required

6.4.8. Percent of CDBG Funds to Total Project Cost*

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

Maximum response length: 6 characters

*Response required

6.5. ........................................................................................................ PR

OJECT ELIGIBILITY

6.5.1. Project Eligibilty*

Check the appropriate statement below that best describes the service to be offered as part of this application. (All services are for residents in the Dane County Urban County Consortium excluding the

City of Madison as identified in Appendix A. )

☐ #1 - This is a new service that has not been offered before to residents of Dane County.

☐ #2 - This is an existing service that has been funded with CDBG dollars in 2023.

☐ #3 - This is an existing service that has not been funded with State or local government funds in the

12 months prior to November 15, 2022.

☐ #4 - This is an existing service that has been funded in the 12 months prior to November 15, 2022 with State or local government funds.

*Response required

6.5.2. Project Eligibilty*

If #1, #2, or #3 were selected in question 5.1, please enter "N/A" in the space below.

If #4 was selected in question 5.1, please identify the following in the space below:

1. Number of units provided in 2022

2. Number of units expected to be provided in 2023

3. Number of units expected to be provided in 2024

6.5.3. National Objective*

Check the appropriate statement (1 or 2) below that best describes the national objective that will be met by this project.

☐ #1 - This is an area benefit activity that is offered to all residents of an area where at least 51% of the residents are low-and-moderate income. The service area is primarily residential in nature.

☐ #2 - This is a limited clientele activity that is targeted to a specific group of persons of which at least 51% are low-and-moderate income.

*Response required

6.5.4. National Objective*

If #2 was selected in question 5.3, how will the project meet low-and-moderate income Limited

Clientele criteria (select one response. If #1 was selected in question 5.3, please select #5 - "N/A")

☐ #1 - Collect information on beneficiary family size and income;

☐ #2 - 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.

☐ #3 - 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;

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

☐ #5 - N/A

*Response required

6.6. ........................................................................................................ NE

ED AND JUSTIFICATION

6.6.1. Project Need*

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

6.7. ........................................................................................................ BE

NEFICIARIES

6.7.1. Population to be Served*

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

(All services are for residents in the Dane County Urban County Consortium excluding the City of

Madison as identified in Appendix A. )

6.7.2. Low and Moderate Income Benefit*

A. In the space below, describe the efforts that will be taken to assure that at least 51% of the beneficiaries are low-and-moderate income.

*Response required

6.7.3. Geographic Service Area*

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

6.7.4. Geographic Service Area - Map

OPTIONAL: You may upload a Map to show the Geographic Service Area.

6.7.5. Urban County Consortium (UCC):*

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

(and not the City of Madison)?

*Response required

6.8. ........................................................................................................ PR

OJECT APPROACH

6.8.1. 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. If this provides a service, please include information regarding the referral/application process, eligibility criteria, capacity, and waiting list process.

*Response required

6.8.2. Work Plan with Timeline and Milestones*

Using the attached spreadsheet, please 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...

6.8.3. "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

6.8.4. Outreach and Marketing Initiatives*

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.

https://government-project.s3.us-west-2.amazonaws.com/38948/f243331f-a8f4-4415-9a7c-a0a29ba179f5_Work_Plan_with_Timeline_and_Milestones.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037051&Signature=OtruHHWOjYlUSk%2BF%2B5hmAXs7pwY%3D&response-content-disposition=attachment%3B%20filename%3D%22Work_Plan_with_Timeline_and_Milestones.xlsx%22

6.8.5. Outcome/Proposed Accomplishments*

List the total number of households that your program is proposing to serve.

Each household = 1 beneficiary self-certification form

Transportation Programs Only: List the number of rides (one-way trips) to be provided.

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

Outcomes/Proposed Accomplishments.

*Response required

6.8.6. Other Narrative Regarding Outcomes/Proposed Accomplishments*

In the space below, please answer the following questions:

1. Provide a description of the outcomes or expected benefits of this project for the population to be served.

2. Is this a new or an existing program?

3. Describe the risks to undertaking this project and your plans to address them.

4. Will this project involve the displacement of families, households, partnerships, businesses, etc.

from their homes or businesses? If yes, describe the notices and assistance your organization expects to provide and the amount of funds allocated to do so.

6.9. ........................................................................................................ EX

PERIENCE AND QUALIFICATIONS

6.9.1. Experience and Qualifications*

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

6.9.2. Service Improvement*

Describe any recent initiatives or best practices, programmatically or administratively, that have improved your organization’s ability to deliver services.

6.9.3. Staff Experience and Qualifications*

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

6.9.4. Staff Resumes*

Please attach resumes for key staff to this application.

*Response required

6.9.5. Personnel Schedule*

Please download the below documents, complete, and upload.

Using the attached spreadsheet, 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

*Response required

6.9.6. 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. 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 turn

*Response required

6.9.7. Governing Body*

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

https://government-project.s3.us-west-2.amazonaws.com/38948/38ddf858-5231-4384-bdf6-ab241dc16748_Personnel_Schedule.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037051&Signature=AK%2FOestExazNQrqMpVXYgkx081g%3D&response-content-disposition=attachment%3B%20filename%3D%22Personnel_Schedule.xlsx%22

6.9.8. 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

6.9.9. 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

6.10. ...................................................................................................... FI

NANCIAL INFORMATION

6.10.1. Organization Budget*

Please download the below documents, complete, and upload.

2023 and 2024 Proposed Budget. Using the attached spreadsheet, please 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.xlsx

*Response required

6.10.2. 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.

If no significant financial changes are anticipated, please respond with "N/A".

*Response required

6.10.3. Other Sources of Funds Leveraged*

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

*Response required https://government-project.s3.us-west-2.amazonaws.com/38948/8b74c123-11a2-4e11-a341-d7c5bda6ecb0_Governing_Body_-_OpenGov.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037051&Signature=%2B4z9vQeOzOoVCdBzOTwueMwrmO4%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=1683037051&Signature=6NzLJ6%2Bkt40IuXuZNe6h7BYpVJg%3D&response-content-disposition=attachment%3B%20filename%3D%22StaffBoardVolunteers_Descriptors_-_OpenGov.xlsx%22 https://government-project.s3.us-west-2.amazonaws.com/38948/08ad3590-0803-4461-9472-38532bee454f_Organizational_Budget.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037051&Signature=e3X6P0MuKl96cjmKz7CbbZtenfc%3D&response-content-disposition=attachment%3B%20filename%3D%22Organizational_Budget.xlsx%22

6.10.4. Funds Needed*

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

6.11. ...................................................................................................... DE

TAILED PROJECT BUDGET

6.11.1. Detailed Project Budget*

Please download the below documents, complete, and upload.

• Detailed_Project_Budget_-_P...

*Response required

6.11.2. 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.

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

6.11.3. Fair Labor Practice Certification - Documentation

If you selected yes to question 11.2, then please upload the documentation in this field.

6.11.4. 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 https://government-project.s3.us-west-2.amazonaws.com/38948/a024dc05-6ff6-42a2-90a8-6f0a53b4a6ee_Detailed_Project_Budget_-_Public_Services.xlsx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1683037051&Signature=wYM6rRrjAa6vsYrVWfEC4bBfj5M%3D&response-content-disposition=attachment%3B%20filename%3D%22Detailed_Project_Budget_-_Public_Services.xlsx%22

6.11.5. W9 Upload*

Upload your company's W9 form.

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

*Response required

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

☐ Yes

☐ No

*Response required

6.11.7. 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

6.11.8. 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.