Emergency_Shelter_Operations_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL

426019-HMM

EMERGENCY SHELTER OPERATIONS

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: June 2, 2025

DEADLINE FOR QUESTIONS: July 2, 2025

RESPONSE DEADLINE: July 16, 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

Emergency Shelter Operations

I. Introduction II. RFP Overview

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

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Attachments:

A - Shelter Operations_Costs Table

Request For Proposal #426019-HMM Title: Emergency Shelter Operations

1. Introduction

Please scroll down for RFP timeline.

1.1. Summary

Provide emergency shelter operations for households experiencing homelessness. Funded programs to include the operation of emergency shelter (including shelter diversion activities) for shelter guests.

DCDHS is seeking proposals from qualified shelter operators to provide safe, low-barrier, and client-centered emergency shelter for individuals and families experiencing homelessness. Selected operators will be responsible for delivering trauma-informed, equitable, and housing-focused shelter services that promote stability and support rapid exits to permanent housing.

Operators will be expected to ensure operations 365 days, coordinate with supportive service providers, and maintain compliance with all safety, accessibility, and programmatic standards. Priority will be given to applicants with experience serving diverse and high-need populations, strong performance outcomes, and a demonstrated commitment to housing-first principles.

This RFP aims to identify capable partners to deliver high-quality emergency shelter aligned with local homeless response system goals.

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 June 2, 2025

Vendor Conference (Mandatory) June 17, 2025, 2:30pm

Register here:

https://countyofdane.zoom.us/webinar/register/W

N_7v6XRIXgROOr6FE9lfJk0Q

Question Submission Deadline July 2, 2025, 11:59pm

Responses Posted via Addendum July 9, 2025, 11:59pm mailto:obrien.katie@danecounty.gov tel:(608)381-5593 https://countyofdane.zoom.us/webinar/register/WN_7v6XRIXgROOr6FE9lfJk0Q https://countyofdane.zoom.us/webinar/register/WN_7v6XRIXgROOr6FE9lfJk0Q

Proposal Submission Deadline July 16, 2025, 11:59pm

Vendors Notified via Notice of Intent Letter August of 2025

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: Provide emergency shelter operations for households experiencing homelessness. Funded programs to include the operation of emergency shelter (including shelter diversion activities) for shelter guests.

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 Wednesday, July 2, 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 Wednesday, July 16, 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.gov and http://werc.wi.gov

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

Housing Inventory Chart (HIC): spreadsheet tracking system for local housing program inventory

Homeless Services Consortium of Dane County: https://www.danecountyhomeless.org/

3.2. CONTRACT TERM AND FUNDING

Dane County intends to award up to $2,025,383 for the operations outlined within this RFP. The award estimate is not guaranteed and may be adjusted by Dane County as needed.

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

The Dane County Department of Human Services’ (DCDHS), through its Housing Access and Affordability

Division (HAA), seeks to contract with agencies to provide emergency shelter operations for households experiencing homelessness.

Emergency Shelter Operations

Shelter operations are defined as staffing and services to help households experiencing homelessness access safe shelter and on-site or off-site connections to other basic needs resources. Examples of operations include, but are not limited to:

• Shelter facility operations (e.g. rent, utilities, maintenance)

• Basic needs services (e.g. showers, laundry, meals)

• Telephone and internet access

• Food and furnishings https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ https://www.nlrb.gov/ http://werc.wi.gov/ https://www.danecountyhomeless.org/

• Shelter diversion services

• Managing shelter bed availability and intake process

• Community resource connections (i.e. economic assistance, clothing, transportation)

• Homeless Management Information System (HMIS) enrollments and data entry

Funding Categories & Application Requirements

DCDHS is accepting proposals in the following shelter categories. Applicants may submit proposals for one or more categories, but each proposal must align with the population and service type.

1. Emergency Shelter Operations for Adult Men Experiencing Homelessness

2. Emergency Shelter Operations for Adult Women Experiencing Homelessness

3. Emergency Shelter Operations for Families with Minor Dependents Experiencing Homelessness

Each award category is distinct and requires a standalone application, even if the applicant is applying for multiple categories. Proposals will be evaluated only against other proposals submitted within the same award categories.

DCDHS anticipates that the amount of funding available for these services from Dane County is not enough to meet the operational need in our community. Agencies are expected to work with their Dane

County contract manager to leverage all sources of available funding to support the services they are applying for. Examples include funding available under the Medicaid 1915(i) waiver, Medicaid Crisis

Stabilization, Comprehensive Community Services (CCS), grants, and/or private fundraising.

3.4. GOALS

1. Housing First Approach: Align shelter eligibility criteria, policies and practices with a Housing

First approach so that anyone experiencing homelessness can access shelter without prerequisites, make services voluntary, and assist people to access permanent housing options as quickly as possible.

2. Safe & Appropriate Diversion: Provide diversion services to find safe and appropriate housing alternatives to entering shelter through problem-solving conversations, identifying community supports, and offering lighter touch solutions.

3. Immediate & Low-barrier Access: Ensure immediate and easy access to shelter by lowering barriers to entry. Eliminate sobriety and income requirements and other polices that make it difficult to enter shelter, stay in shelter, or access housing and income supports.

4. Housing-focused, Rapid Exit Services: Focus services in shelter on assisting people to access permanent housing options as quickly as possible.

5. Data to Measure Performance: Measure data on percentage of exits to housing, average length of stay in shelter, and returns to homelessness to evaluate the effectiveness of shelter and improve outcomes. Maintain a data quality score in HMIS of 98%.

6. Shelter operators will maintain and average bed utilization of at least 80% on the Housing

Inventory Chart (HIC).

7. Exit to Permanent Destinations Outcomes:

o 30% for single individuals (households without children) o 70% for families (households with children) and unaccompanied youth

8. Average Length of Stay: 90 days or less

9. Reporting on program outcomes will be required quarterly, at a minimum, if data cannot be accessed through the HMIS system. More frequent reporting may be required by the Dane

County contract manager at their discretion.

3.5. NEEDS AND EXPECTATIONS

Shelter operations – adults and families with minor dependents:

1. Core Responsibilities

a. The provision of emergency shelter to eligible households 365 days a year

b. Diversion counseling to guests seeking shelter who are new to the shelter system. Diversion counseling is defined as a client-centered, problem-solving approach that connects people to mediation, financial assistance, or connection to resources to divert guests from the shelter system and into safe, alternative housing arrangements

c. Provide mattresses for sleeping, linens, towels, showers, meals, and limited access to laundry facilities and overnight storage when applicable. Provide relevant basic needs for households based on population served (laundry, infant needs, mail, and personal care items), transportation, and connection to community resources (housing, employment, and medical services)

d. Ensure the safety of shelter guests and staff; communicate guest expectations and rules of conduct clearly and regularly; enforce rules fairly using safety-focused, trauma-informed practices

e. Housing-focused services will be provided to guests, including completion of a Tier 1

Coordinated Entry assessment at intake

f. Evaluate connections to mainstream resources and assist guests in connecting with those for which they qualify

g. Data & Compliance

i. Inform clients of the provider’s shelter and grievance policies pursuant to section 30.04 of the Dane County Ordinances and explain the complaint process with Dane County.

ii. Participate in the Dane County Homeless Services Consortium.

iii. Adhere to Homeless Services Consortium Dane County/Madison Continuum of Care

Written Standards

iv. Adhere to all contractual reporting requirements requested by the Dane County contract manager

v. Participate in regular meetings and contract monitoring as requested by the program’s

Dane County contract manager

vi. Work with families and appropriate school district staff to help maintain school attendance of K-12 aged children staying in shelter with parents, where applicable

vii. Sign an HMIS Coordinated Services Agreement with the County contract manager to allow data review and performance reporting

viii. Agencies exempt from HMIS, such as domestic violence providers, must use a comparable system that produces unduplicated, aggregate reports

ix. Agencies must enter client-level data into the HMIS and follow data quality procedures as outlined in the Wisconsin HMIS Policies and Procedures, including maintaining a data quality rating of 98% for the program with a timeliness standard of 6 days for program entry and 66 days for program exits

h. Staffing & Training

i. Ensure adequate training and onboarding of all staff providing shelter operations including:

1. Housing first, harm reduction and trauma-informed care

2. Housing focused services

3. Best practices for low barrier shelter and for serving under-served populations

4. Mental health first aid

5. Motivational Interviewing

6. De-escalation and conflict resolution

i. Accessibility

i. Provide language access

ii. ADA accessible

iii. Accommodate service and companion animals https://www.danecountyhomeless.org/_files/ugd/73dee7_98e80ae67e2847a1b3d3f5bd027cf423.pdf https://www.danecountyhomeless.org/_files/ugd/73dee7_98e80ae67e2847a1b3d3f5bd027cf423.pdf https://static1.squarespace.com/static/54ca7491e4b000c4d5583d9c/t/669693c252a2b23e09d48f3c/1721144258809/HMIS+Policies+and+Procedures+2024.pdf

iv. Provide a separate, staffed shelter space for guests who require smaller congregate space due to behavioral health or medical needs as space allows

v. Communicate with community partners, the Homeless Services Consortium and/or clients directly about shelter availability, services, criteria, and how to access services so that information is available to potential shelter clients

3.6. CURRENT OPERATIONS AND LEVELS OF SERVICE DELIVERY

The current providers of these services are YWCA Madison, Inc., The Salvation Army, and Porchlight, Inc.

3.7. FUNDING AND SERVICE UNIT DEFINITION

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. The unit of service for this purchase of service engagement: one shelter night for the individual.

If awarded funding, applicants are expected to leverage all sources of available funding to support the services they are applying for. Examples include funding available under the Medicaid 1915(i) waiver, Medicaid Crisis Stabilization, Comprehensive Community Services (CCS), grants, and/or private fundraising.

Contract reimbursement is expected to be provided on a unit-based (reimbursement based on actual spending) basis.

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 Table

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

• 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.

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

Excel file (.xls).

• Pricing will be evaluated based on the information submitted in Section 5. The accompanying cost table is a required document and will not be scored.

Final Pricing and Payment Terms

Service costs in the pricing proposal and cost table 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

Please limit your response to this section to five (5) pages.

Applicants are encouraged to narrow the focus of their responses to the program they are providing and the specific population they will serve. General information about housing and homelessness in Dane County that is not relevant to the program will not count towards scoring for this section.

1. What is the service philosophy/organizational culture of the applicant as it relates to this program?

2. Explain how your program will be operated through the client’s perspective. Please include information that explains how the client will experience the program through referral to program exit. Be specific on the hours of operation and services guests will receive (ie:

number of meals, linens, hygiene supplies, laundry services, security, etc).

3. How many unduplicated clients are anticipated to be served by this program? Please describe the target population and staffing ratios.

4. Please attach your agency’s organizational chart. The chart should outline roles and responsibilities of the staff who will work under the program and how the program fits in the larger organizational structure of the agency. This may be uploaded in the vendor questionnaire and does not count toward this section's page limit.

Points Based 20 (19% of Total)

2. Program Strategies and Activities

Please limit your response to this section to six

(6) pages.

1. How do you ensure equitable access to shelter for populations that face system barriers (eg. BIPOC, LGBTQ+ individuals, people with disabilities)? What protocols or accommodations do you have in place for individuals with limited

English proficiency or those who speak languages other than English?

2. How will you assess the needs of clients to ensure they receive appropriate services?

3. Explain how diversion and/or rapid resolution services will be provided in your shelter program. What outcomes do you expect for this intervention?

4. How is the perspective of people with lived experience reflected in this program? What ways do you encourage client feedback regarding services provided? Please provide an example of how your program has utilized participant feedback to improve services within the last year.

5. Describe how you will connect clients to services. What strategies will you use to attempt to engage with clients if services are initially refused?

Points Based 25 (23.8% of Total)

3. Experience and Qualifications

Please limit your response to this section to six

(6) pages.

1. Please provide recent and relevant performance data related to the services proposed in this application.

This should include, at minimum, metrics such as the percentage of exits to permanent housing, the average length of stay in shelter and bed utilization percentage.

If you have not previously operated this specific program type, please provide alternative data or evidence demonstrating the organization’s capacity to successfully deliver the proposed services.

2. Please describe your agency’s employee onboarding process, including all required training components. Be sure to detail how staff are trained in the following areas: cultural competency, Housing

First, housing- focused services, trauma-informed care, low-barrier shelter best practices, best practices for serving underserved populations, mental health first aid, harm reduction, motivational interviewing, de-escalation and conflict resolution.

3. Please detail how your agency plans to secure additional sources of funding to fulfill the budget needs of the program (i.e. 1915(i), CCS, MA

Crisis, grants, agency fundraising or other resources). Describe your plan for financial sustainability if funding is reduced.

4. Provide specific examples of how trauma-informed practices present in

Points Based 25 (23.8% of Total) the provision of these services.

5. Please detail how you leverage cross-sector partnerships to maximize services available to clients. Please be specific regarding the partners and what services will be provided by them.

4. Quality Improvement

Please limit your response to this section to four (4) pages.

1. Describe how data is currently utilized to monitor the effectiveness of services. How will data be leveraged to inform and guide continuous improvement strategies moving forward?

2. What is the staff turnover percentage for individuals working directly for the shelter program or for a similar program if you don’t currently operate this type of program? What are the driving factors of staff turnover in this program and how will you address them? What barriers exist in addressing staff turnover?

3. Describe the frequency and format of ongoing training and professional development for staff. How is continuing education and support provided for staff working in this program after their initial training is over?

Points Based 15 (14.3% of Total)

5. Cost Points Based 15 (14.3% of Total)

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

5. Pricing Proposal

PRICING: SHELTERS SERVING MEN

Please enter your pricing if your agency is applying to serve men. Please indicate "No Bid" in this table if you are applying to serve women or families.

Line Item Description Quantity Unit of

Measure Unit Cost No Bid

1 Cost for one night for one individual

(male) 1 per night

PRICING: SHELTERS SERVING WOMEN

Please enter your pricing if your agency is applying to serve women. Please indicate "No Bid" in this table if you are applying to serve men or families.

Line Item Description Quantity Unit of

Measure Unit Cost No Bid

2 Cost for one night for one individual

(female)

PRICING: SHELTERS SERVING FAMILIES

Please enter your pricing if your agency is applying to serve families. Please indicate "No Bid" in this table if you are applying to serve women or men.

Line Item Description Quantity Unit of

Measure Unit Cost No Bid

3 Cost for one night for one individual

(families category)

6. Vendor Questionnaire

6.1. Mandatory Vendor Conference

6.1.1. Names of Attendees*

Please list the name(s) of the representatives from your agency who attended the mandatory vendor conference.

*Response required

6.2. Service Category

6.2.1. Service Category*

Please select the service category for which you are submitting this application.

Please note: If you plan to apply for more than one category, you must submit a separate proposal for each. This requires creating a new OpenGov account for each submission.

☐ 1. Emergency Shelter Operations for Adult Men Experiencing Homelessness

☐ 2. Emergency Shelter Operations for Adult Women Experiencing Homelessness

☐ 3. Emergency Shelter Operations for Families with Minor Dependents Experiencing Homelessness

*Response required

6.3. RFP DOCUMENT UPLOADS

6.3.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

6.3.2. Program Overview Upload*

Please upload your agency’s organizational chart. The chart should outline roles and responsibilities of the staff who will work under the program and how the program fits in the larger organizational structure of the agency.

*Response required

6.3.3. Cost Table*

Please download the below Costs Table excel file, complete, and upload. This document is also available in the attachments section of this RFP.

• Shelter_Operations_Costs_Ta...

*Response required

6.3.4. W9 Upload*

Upload your company's W9 form.

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

*Response required https://government-project.s3.us-west-2.amazonaws.com/161645/032c9126-b10d-404e-985e-a7aa895fd9d0_Shelter_Operations_Costs_Table.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AXACTSJB%2F20250617%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250617T152047Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEI%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCICRQo3l1vfmRkSjvkeB2DbgiQYmXJiBYCuGIksyFxFjiAiEA%2FtUuO0zLpQNm08O3SOYoAJKdQULCK5KYqxSSkEP9PRMqgwUIeBACGgw4OTIzNjQ2ODc2NzIiDA5%2BBZUbWKa4J2WxcCrgBBeMWDKOGnNxq4pBHgybVnYJa5CMQNrtj4jXTNepqVfG%2BbFxwKtdQqjEYb7IdD7k7MO7wVvt%2FK9AC0oYd2tdJ1Bh1gQFs4l1zxqetZkebB8y55m8YSegRca9Er9viauySgxyGL1j14z1DE%2BiOFA9ESK7SbqOMcGlPbozurDdASACn0%2BfVTp3RqgGkSiYTZAx4loNAPC038rHWSlQ7oxByGh3zyJXHW%2FWRuZvQ52BQcG0%2ByhD93%2FmwdWc5qQuQqq6qZJyxEJoSGG3Vxrl9s4XiT2HwC9zVzBoGuSi6fz%2F1YdbabEVuhflva7B7BwWcGJkBiSy615MeUaDFRY5ARMPnyu30Jo7dCvJVD8958EYB7KUf2UBn6KuGRVbiVreEAIdXHUOM4JjOE96h165V6KJgxd96TQ81hoD%2BcK5xprNXMAaleynw8zdpnwZoIhgrI0rmHBgmCNil998UTPXXGVCONQMmbyI97Z5rPlzlp8yvJdT8AcOeNDHpLrJ0Z1ePhdXMh%2BnOlHeJdSiad6PRClNnWg3ZEEcdRsBl6AK%2FoY80WEp8xWttSWn3745cEnDSGeZ42Gb%2FlleOk6JaMsezyegVMu58pwPN1Bg5ncUd02ahw9mipVqpo3%2FrLsdYIVFGsZeDU6500D840tCJpdNQ7kAOkvwWy9Bv%2Fn9Cqz9BEdWXW%2FP01Xn5v8Gc75L%2FiDL43R7xe%2FxXQWq2HbdEDZYJNAzKp9eKBZo%2FQ6Vk0ARE5LJSZZoJ8VQZPNh398uSoScZboosO0d1y%2FLDiehGKE2CTY11axhsLH7OJVWif1opR5Z8hjkMKD4xcIGOpsB%2FdT4xc%2Bk4T9ryNwNwNCLKnMAvLVVkkisoGS4y2eEYCX6Z%2B8IQ0WrRj79FLgGzbGZHXJFnW9v8wDB3SYX0%2F8lBk6xbvtSr%2FWpZ3fMXFkSOLTDct0sADGxAn0j%2FMNTabh%2B7ZwfB43t3fLiQIEZ7a7XWcXbvOFsAWvwNDzRKG9HWvDFeR5vWf7zGOCKbt8fjitVirBjqORNmvHBtL4%3D&X-Amz-Signature=06f36aa2855ba24e61bbbc198d954fb5111b12ccf5ed533857eaabbb5214f3e1&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Shelter_Operations_Costs_Table.xlsx%22&x-id=GetObject

6.3.5. Supplemental Document Upload

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

6.4. VENDOR INFORMATION

6.4.1. Agency UEI number:

6.4.2. 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"

6.4.3. 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

6.4.4. 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

6.4.5. 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

6.4.6. Cooperative Purchasing*

Reference Guidelines - Section F.

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

☐ Yes

☐ No

*Response required

6.4.7. 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

6.5. RFP ADDENDA

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

☐ No

*Response required

6.5.2. 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.

http://www.nlrb.gov/

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

6.6. SIGNATURE AFFIDAVIT

6.6.1. 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.

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

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, contact the Department of Human Services at (608) 242-6439 (voice) or Wisconsin

Relay (711).

7.2. 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.

7.3. 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.

7.4. 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.

7.5. PROPOSAL ORGANIZATION & FORMAT

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

7.6. 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.

7.7. 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.

7.8. VENDOR REGISTRATION

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

7.9. 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.

7.10. 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.

7.11. 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, file:///C:/portal/countyofdane 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.

7.12. 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.

7.13. 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.

Pricing will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the pricing 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.

7.14. ORAL PRESENTATIONS/INTERVIEW/SITE VISITS

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.

7.15. 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 negotiations cannot be concluded successfully with the highest scoring proposer, the County may negotiate a contract with the next highest scoring proposer.

http://www.nlrb.gov/

7.16. 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.

7.17. 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.

7.18. 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.

7.19. FIXED PRICE PERIOD

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

8. Standard Terms and Conditions

8.1. APPLICABILITY

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

8.2. ENTIRE AGREEMENT

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.

8.3. DEFINITIONS

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

8.4. SPECIFICATIONS

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

8.5. DEVIATIONS AND EXCEPTIONS

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

8.6. QUALITY

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

8.7. QUANTITIES

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

8.8. DELIVERY

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

8.9. 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.

8.10. 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.

8.11. METHOD OF AWARD

Award shall be made to the lowest responsible responsive bidder conforming to specifications, terms, and conditions, or to the most advantageous bid submitted to the County on a quality versus price basis.

8.12. PAYMENT TERMS AND INVOICING

Unless otherwise agreed, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods and services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order.

1. NO WAIVER OF DEFAULT: In no event shall the making of any payment or acceptance of any service or product required by this Agreement constitute or be construed as a waiver by County of any breach of the covenants of the Agreement or a waiver of any default of the successful vendor, and the making of any such payment or acceptance of any such service or product by County while any such default or breach shall exist shall in no way…