Crisis_Case_Management_and_Outreach_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

426012-BEK

CRISIS CASE MANAGEMENT AND OUTREACH

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: April 4, 2025

DEADLINE FOR QUESTIONS: May 9, 2025

RESPONSE DEADLINE: June 6, 2025, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Crisis Case Management and Outreach

I. Introduction II. RFP Overview

III. Project Overview/Scope of Services IV. RFP Response Requirements & Evaluation Criteria V. Vendor Questionnaire

VI. General Guidelines VII. Standard Terms and Conditions

Attachments:

A - 426012 UPDATED 0529 - ABC COMPANY Cost Proposal

Request For Proposal #426012-BEK Title: Crisis Case Management and Outreach

1. Introduction

Please scroll down for RFP timeline.

1.1. Summary

Crisis Case Management provides short term supportive services for individuals with Medicaid who have urgent behavioral health needs and are not connected to another behavioral health system case manager. The Outreach program provides low barrier access to free drop in behavioral health support at locations in the community. Both programs target underserved racial and ethnic communities and other marginalized populations.

1.2. Contact Information

Katie O'Brien

Purchasing Officer

Email: obrien.katie@danecounty.gov

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date April 4, 2025

Question Submission Deadline May 9, 2025, 11:59pm

Responses Posted via Addendum May 16, 2025, 11:59pm

Proposal Submission Deadline June 6, 2025, 11:59pm

Vendors Notified via Notice of Intent Letter August of 2025 mailto:obrien.katie@danecounty.gov tel:(608)381-5593

2. RFP Overview

2.1. INTRODUCTION

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

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Crisis Case Management provides short term supportive services for individuals with Medicaid who have urgent behavioral health needs and are not connected to another behavioral health system case manager. The Outreach program provides low barrier access to free drop in behavioral health support at locations in the community. Both programs target underserved racial and ethnic communities and other marginalized populations.

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

2.2. CLARIFICATION OF THE SPECIFICATIONS

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

Any questions concerning this RFP must be submitted before 11:59 pm on Friday, May 9, 2025.

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.

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

2.3. CALENDAR OF EVENTS

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

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

2.4. SUBMITTAL INSTRUCTIONS

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

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

Proposals must be submitted via the County's eProcurement Portal before 11:59 pm on Friday, June 6, 2025. 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. Project Overview/Scope of Services

3.1. DEFINITIONS & LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

Department: Dane County Department of Human Services

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

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

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

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

3.2. CONTRACT TERM AND FUNDING

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

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

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

3.3. PROGRAM DESCRIPTION

Dane County offers a continuum of crisis services that together comprise the Dane Crisis Provider

Network (DCPN). These services include a crisis hotline, crisis response, residential crisis stabilization, and crisis case management. A goal of the DCPN is to provide services that are accessible, acceptable, appropriate, and accountable. In alignment with these goals, the crisis services continuum includes numerous forms of crisis case management some of which are strategically paired with other related services. This RFP seeks proposals for crisis case management services that are integrated with outreach activities stationed in community locations that are accessible to underserved populations.

Crisis Case Management provides short-term supportive services for individuals with Medicaid who have urgent behavioral health needs and are not connected to another behavioral health system case manager. The Outreach program provides low barrier access to free drop-in behavioral health support at locations in the community.

Together, both the Crisis Case Management and Outreach programs target underserved communities.

This Crisis Case Management program was first introduced in 2020 to ensure underserved racial and ethnic communities and other marginalized populations were able to access case management without long waitlists. DCDHS, in alignment with its strategic priority to innovate and build systemic solutions that reduce multisystem involvement, aimed to provide an access point to behavioral health services. The Outreach program followed the Crisis Case Management program as a means to reach a broader community need by placing drop-in access points at accessible community locations and thus improving access to culturally competent and person-centered services.

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

3.4. GOALS

The overall goal of this program is to provide culturally relevant crisis support to Dane County residents in underserved communities in order to establish and maintain engagement and supportive services until connection to ongoing services and appropriate community supports is made.

Crisis Case Management

Specific performance indicators include:

• 60% of clients discharged each quarter will be connected to ongoing supports

• 70% of clients referred will receive services within 3 business days of referral

• 90% of clients will be discharged within 6 months of admittance

• 80% of clients served will reflect satisfaction with services on a client feedback survey administered by Provider

Outreach

Specific performance indicators include:

• Drop-In services are available at least 8 hours a week across multiple sites and at least 48 weeks throughout the year. Provide ongoing assessment that there is a demonstrated need of service, and if indicated move outreach sites as necessary.

• Regular hours at each site per month. Provide ongoing assessment that the hours of service are meeting the demonstrated need, adjust hours if needed.

• 80% of people served are connected to a resource

3.5. NEEDS AND EXPECTATIONS

This program provides short-term case management and drop-in behavioral health support to enable low-barrier access to crisis services targeting underserved communities.

It serves individuals with mental health and/or substance use needs, including individuals with primary substance use or co-occurring mental health and substance use conditions.

Services provided shall include:

• Mental health and substance use assessment and short-term intervention

• Peer support

• Case management

• Linkage to ongoing behavioral health supports and services

• Linkage to health insurance if not currently insured

• Linkage to resources for healthcare, housing, and other psychosocial needs.

Provider shall arrange a warm hand-off transition whenever possible for any individual admitting or discharging from service. A warm hand-off includes direct coordination between referral source and admitting program to arrange a mutual contact with the individual referred to introduce the incoming provider, share relevant information, and confer trust and rapport. Evidence strongly indicates that warm handoffs are dramatically more successful than passive referrals.

Crisis Case Management Services

Crisis Case Management services shall be provided in community settings whenever possible including an individual’s residence or other community location as appropriate to meet the needs of the client.

Crisis Case Management shall complete a comprehensive needs assessment and ensure there is a current and approved Response or Crisis Plan meeting requirements under DHS 34, which authorizes services for every individual served.

Crisis Case Management shall serve adults and may also serve youth. Adults served in this program should not be connected to any other behavioral health case management service. Youth served in this program may be connected to another behavioral health provider like a therapist or prescriber, but due to an immediate crisis would benefit from additional coordination, management, and/or monitoring to ameliorate the crisis. In the case of referrals for youth unconnected to any behavioral health services, Provider shall initiate a warm hand-off to the Youth Connect program if eligible and appropriate. Youth enrolled in the Crisis Case Management program cannot be enrolled in another County-contracted program that can offer the same services.

Staff providing services to youth shall comply with DHS 34.22(3)(f) which includes having one year of experience providing mental health services to youth, children, or adolescents or receive a minimum of

20 hours of training in providing the services within 3 months after being hired. These staff must be supervised by someone qualified under DHS 34.21 (3) (b) 1. to 8. who has had at least 2 years of experience in providing mental health services to children.

Crisis Case Management shall provide outreach to and accept referrals from partner agencies including the Journey Mental Health Center Emergency Services Unit, the Behavioral Health Resource Center, homeless system providers, and organizations with ties to underserved communities. Provider shall provide rapid access to services and will have an admission decision relayed to the client and referral source within 72 hours of receiving a referral. Maximum time between referral and admission shall not exceed one week.

For the Crisis Case Management program, provider shall maintain a wait list, including both the number of people waiting to receive services and the length of time on the wait list. If the Provider determines it cannot serve a particular individual, Provider shall meet with County as requested to discuss reasonable accommodations that may permit Provider to serve the individual.

Crisis Case Management shall serve both voluntary clients and individuals court-ordered to receive treatment under civil commitment or settlement agreement. For individuals under an involuntary order, Provider shall coordinate closely with the Journey Mental Health Center Emergency Services Unit to https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34 https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34/iii/22/3/f https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34/iii/21/3/b recommend and ensure placement is the appropriate level of care based upon clinical presentation and individual client needs.

Provider shall provide a monthly roster to the County in an approved format that outlines referral source, presenting problem, and other agreed upon metrics for Crisis Case Management.

Outreach Services

Outreach services shall consist of drop-in support offered in multiple community locations with ties to underserved populations. Services provided should include motivational interviewing, safety planning, and brief intervention.

Outreach support could include at least one clinical staff, Certified Peer Specialist, or Crisis Case

Manager as need indicates. The sessions shall be open to the public, first-come-first-served, and access shall not be restricted by affiliation with the host site.

Provider shall identify individuals encountered through the Outreach Services program who are eligible for and would benefit from Crisis Case Management services and elicit a mechanism to enroll those individuals in the Crisis Case Management program.

Provider shall provide a quarterly report to the County in an approved format that outlines performance metrics not captured in 711 reporting for Outreach Services such as referral sources, representation of different communities, unmet need, and other agreed upon metrics

Administrative needs:

• Provider shall submit MA Crisis billing data through Dane County’s MA billing portal for all covered services. The Provider shall comply with all federal and state requirements related to the funding source(s) from this program including but not limited to: Medical Assistance (MA), State and County requirements for the provision, documentation, and billing of these services, as outlined in the DCDHS DCPN DHS 34 and Crisis Billing Handbook, Wisconsin Administrative

Code 34, and the Forward Health MA Crisis handbook. Provider shall pursue third party billing for the provision of services to the greatest extent possible.

• Staff providing MA Crisis services shall be rostered with the County in accordance with DHS 34 requirements.

• Provider shall participate in Dane Crisis Provider Network (DCPN) activities.

Staffing needs:

• Clinical Supervisor who has the overall responsibility for and provides direct supervision to all services provided under and in accordance with DHS 34

• Certified Peer Specialist

• Clinically qualified staff is needed if therapy services will be provided

• Crisis Case Manager is required https://providers.dcdhs.com/Reporting-Requirements/Monthly-Client-Reporting/Monthly-Reporting-Staff-Summary https://providers.dcdhs.com/documents/pdf/DCPN/Dane-Crisis-Provider-Network-DHS-34-and-Medicaid-Billing-Handbook.pdf https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34 https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34 https://www.forwardhealth.wi.gov/WIPortal/Subsystem/KW/Display.aspx?ia=1&p=1&sa=13 https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34 https://docs.legis.wisconsin.gov/code/admin_code/dhs/030/34

Program Eligibility Requirements for Crisis Case Management:

• Individual identifies in a behavioral health crisis

• Currently living in Dane County

• In need of a crisis service as defined in Wisconsin Administrative Code DHS 34; and

• Enrolled in Medical Assistance (MA)

Program Eligibility Requirements for Outreach Services:

• Individual identifies in a behavioral health crisis and;

• Currently living in Dane County

Length of service:

Length of service will vary based on individual need. Services are transitional in nature and should continue until stabilization is complete or a warm hand-off can be made to ongoing care. The target duration of service will be 6 months or less. Any service to a client lasting more than six months will be subject to clinical review by County to determine ongoing eligibility.

Referral/application process:

Crisis Case Management referrals shall be made directly to the provider. Provider shall have a clearly defined referral process that is readily accessible to likely referral sources and shall track referrals received. Provider shall prioritize individuals who have been subject to an emergency detention, are currently under a civil commitment or settlement agreement, and those at risk for psychiatric inpatient treatment. If demand exceeds program capacity, the Provider shall maintain a wait list, including both the number of people waiting to receive services and the length of time on the waitlist.

Outreach referrals shall be made directly to the Provider. The Provider shall make the determination of who to serve based on acuity of need and capacity of drop-in outreach services at that time.

Service Termination:

Provider shall maintain a written policy clearly defining the terms under which services may be terminated. This policy should detail the circumstances in which Provider will initiate termination of services. This policy should be provided during the intake process to all individuals receiving services under this contract.

Provider shall inform County of any Provider-initiated service terminations via monthly roster or quarterly reports and/or on an as needed basis determined by agreement between Provider and

County.

3.6. CURRENT OPERATIONS AND LEVELS OF SERVICE DELIVERY

Crisis Case Management

The current provider is Anesis Center for Marriage and Family Therapy LLC. The units of service delivered in the past two years were:

• 2024: 625 hours of direct client service

• 2023: 858 hours of direct client service

Targeted number of service delivery units under this engagement is 2,264. Targeted to serve 130 clients in 45 slots.

Outreach

The current provider is Anesis Center for Marriage and Family Therapy LLC. The units of service delivered in the past two years were:

• 2024: 858 staff hours of service

• 2023: 2,547 staff hours of service

Targeted number of service delivery units under this engagement is 1,050. Targeted staffing structure for sake of contract engagement is a total of 1.0 FTE or less, comprised of multiple partial FTE roles.

3.7. FUNDING AND SERVICE UNIT DEFINITION

Outreach Services:

• Payment method is monthly based on 1/12th of the contract amount.

• A unit of service is defined as a staff hour.

Crisis Case Management:

• Payment method is a combination of monthly and MA revenue that is paid as earned.

• MA revenue comprises approximately 60% of contracted crisis case management program’s budget total.

• A unit of service is defined as an hour of service conducted directly with or on the direct behalf of a specific client registered to the program.

Specific payment terms will be negotiated on a post-award basis. No more than 15% of the program cost proposal can be indirect administration costs. Dane County reserves the right to modify payment schedule or duration as necessary to align with program needs or changes.

4. RFP Response Requirements & Evaluation Criteria

General Instructions and Format for Submitting Proposal Responses

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

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

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

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

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

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

• Graphics may be included but are not required.

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

Example of how to name the files:

• 424021-ABC – Vendor Name

• 424021-ABC – Vendor Name - Licenses

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

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

General Instructions and Format for Submitting Cost Proposals

The cost proposal for this Request for Proposal is a separate document that can be found as an attachment to this RFP. The cost proposal format is provided in a Microsoft Excel based workbook which contains full instructions for cost proposal completion and submission.

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

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

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

Definition” section of the RFP program scope.

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

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

Final Pricing and Payment Terms

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Overview

A. Describe your proposed program highlighting how it will meet the needs described in this RFP

B. Describe your approach to engaging underserved communities.

C. Describe the relationship between the outreach and case management programs. Describe your strategy for ensuring that services offered are integrated with the continuum of crisis care.

D. Provide resumes of key staff, including specialists, and copy(s) of relevant certifications or licensures, if applicable. These may be uploaded in the Vendor Questionnaire.

Points Based 15 (14.3% of Total)

2. Program Strategies and Activities

A. Describe the specific strategies and activities to be used to meet the program needs and objectives outlined in this RFP. Identify any evidence-based tools/models to be employed by the program.

B. Describe the strategies and activities that will be used to make services accessible and engaging to underserved communities. Include confirmed or prospective hours/locations of Outreach Services and rationale of site selection.

Describe the activities you will employ to engage the community and raise awareness of the availability of your services.

C. What approach will the program take to provision of service for clients who speak a language other than English?

D. Describe the specific strategies and activities to be used to ensure a seamless transition from Outreach

Services to Crisis Case Management.

Describe the mechanisms by which clients will be identified for enrollment in Crisis Case

Management and workflow for internal referrals. Describe the work flow for external referrals.

E. Define any program capacity or eligibility limitations and how they will be managed.

F. Describe in detail the strategy for connecting clients with ongoing behavioral health services and how you will leverage pathways to care to maintain available program capacity. Describe how you will connect clients with other needed resources including housing, transportation, and medical care.

Points Based 30 (28.6% of Total)

G. If the program intends to serve children/youth, describe the qualifications of the staff who will do

so. How will services be targeted to needs of youth/families?

H. If therapeutic interventions are to be offered, explain the modalities employed and the required qualifications of staff delivering therapeutic interventions.

I. Describe staff roles and responsibilities in each program and how duties will be allocated to staff, including whether/how staff positions will be shared between the two programs.

3. Experience and Qualifications

1. Describe the experience and qualifications of your agency to provide programs that are welcoming to persons of all backgrounds and cultures including any explicit plans your agency is undertaking to improve in this area.

2. Describe your experience billing

Medicaid, including the approach taken to maximize billing while ensuring accuracy and integrity.

3. Describe your understanding of the current crisis services continuum and what connections your agency would need to deliver effective care coordination to individuals in crisis.

Describe any formal relationships or partnerships that will support your agency in connecting clients with needed supports across the array of human services and healthcare.

4. Describe your agency’s capacity to hire, retain, and adequately support individuals with lived experience working in peer support roles.

Describe the steps you have taken to ensure your agency’s readiness to embrace and incorporate the role of lived experience within service provision and agency culture.

5. Describe the training staff has or will receive on topics related to the provision of program services such as crisis assessment and planning, working with specific populations, supervision, etc. Identify any trainings staff receive to learn evidence-based practices.

6. Describe any additional revenue sources that would support this program and how those would serve to augment but not duplicate County funding.

Points Based 20 (19% of Total)

4. Quality Improvement

1. Describe your agency’s ongoing quality assurance procedures and practices.

2. Describe one or two examples of where program data was used to drive quality improvement efforts, including the measurement of performance and client outcomes.

3. Explain how you will handle meeting regulatory requirements including staff rostering, documentation, and other components of the DCPN handbook.

4. Describe the process for obtaining client feedback, including how client feedback will be used to inform program quality improvement. Be specific when describing how the feedback will be obtained including method, frequency, and process for review.

Points Based 15 (14.3% of Total)

5. Cost Points Based 20 (19% of Total)

6. Local Vendor Preference Points Based 5 (4.8% of Total)

5. Vendor Questionnaire

5.1. RFP DOCUMENT UPLOADS

5.1.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

5.1.2. Proposal Upload - Program Overview*

Please upload resumes of key staff, including specialists, and copy(s) of relevant certifications or licensures, if applicable.

*Response required

5.1.3. Upload Cost Proposal *

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

*Response required

5.1.4. W9 Upload*

Upload your company's W9 form.

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

*Response required

5.1.5. Supplemental Document Upload

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

5.2. VENDOR INFORMATION

5.2.1. Agency UEI number:

5.2.2. Registration with Wisconsin DFI*

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

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

☐ Yes

☐ No

*Response required

When equals "No"

5.2.3. Please explain.*

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

*Response required

5.2.4. Local Vendor Preference *

Select a Local Vendor Preference:

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

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

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

Preference".

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

☐ No Preference

☐ Yes - Dane County

☐ Yes - Columbia County

☐ Yes - Dodge County

☐ Yes - Green County

☐ Yes - Jefferson County

☐ Yes - Iowa County

☐ Yes - Rock County

☐ Yes - Sauk County

*Response required

5.2.5. Fair Labor Practice Certification *

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

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

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

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

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

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

☐ No

*Response required

5.2.6. Cooperative Purchasing*

Reference Guidelines - Section F.

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

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

☐ Yes

☐ No

*Response required

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

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

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

*Response required

5.3. RFP ADDENDA

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

☐ No

*Response required

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

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

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

Section.

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

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

☐ Yes

☐ No

*Response required

5.4. SIGNATURE AFFIDAVIT

5.4.1. RFP Response Signature Affidavit*

This is an electronic signature form via DocuSign that is required to be signed upon finalizing submission of bid or proposal.

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

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/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

6. General Guidelines

6.1. REASONABLE ACCOMMODATIONS

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations, contact the Department of Human Services at (608) 242-6439 (voice) or Wisconsin

Relay (711).

6.2. ADDENDA & REVISIONS

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

Procurement Portal.

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

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

6.3. CONTRACT TERM & FUNDING

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

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

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

6.4. MULTIPLE PROPOSALS

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

Proposal #1, Proposal #2, etc.

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

Portal.

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

6.5. PROPOSAL ORGANIZATION & FORMAT

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

6.6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated 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, vendor is required to provide legal counsel or other necessary assistance to defend the Designation of Confidentiality.

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

Proprietary Information section of the 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.

6.7. COOPERATIVE PURCHASING

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

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

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.

6.8. 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.

6.9. LOCAL PURCHASING ORDINANCE

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

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

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

6.10. DANE COUNTY SUSTAINABILITY PRINCIPLES

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

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

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

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

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

file:///C:/portal/countyofdane

6.11. FAIR LABOR PRACTICES CERTIFICATION

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

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

6.12. PRELIMINARY EVALUATION

The proposals will first be reviewed to determine if requirements are met. Failure to do so will result in the proposal being rejected. In the event that all vendors do not meet one or more of the requirements, the County reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.

6.13. PROPOSAL SCORING

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

The cost proposal will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost. If the team determines that it is in the best interest of the County to require oral presentations/interview, the highest-ranking vendors will be invited to make such presentations. Those vendors that participate in the oral presentations/interview process will then be scored, and the final ranking will be made based upon those scores.

6.14. 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.

6.15. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

The County reserves the right to reject any and all proposals and to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract http://www.nlrb.gov/ http://werc.wi.gov/ negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

6.16. AWARD & FINAL OFFERS

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

6.17. NOTIFICATION OF INTENT TO AWARD

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

6.18. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

The Cost Proposal section of this RFP is a separate document attached to this this RFP. The Cost Proposal section shall be completed and uploaded separately from the RFP Response narrative.

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

6.19. FIXED PRICE PERIOD

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

7. Standard Terms and Conditions

7.1. APPLICABILITY

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

7.2. ENTIRE AGREEMENT

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

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

7.3. DEFINITIONS

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

7.4. SPECIFICATIONS

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

7.5. DEVIATIONS AND EXCEPTIONS

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

7.6. QUALITY

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

7.7. QUANTITIES

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

7.8. DELIVERY

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

7.9. PRICING

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

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

7.10. ACCEPTANCE-REJECTION

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

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

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

THIS POLICY.

7.11. METHOD OF AWARD

Award shall be made to the lowest responsible responsive bidder…