Emerging_Adult_Transitional_Living_Program_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

424014-PMW

EMERGING ADULT TRANSITIONAL LIVING PROGRAM

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: August 30, 2023

DEADLINE FOR QUESTIONS: September 28, 2023

RESPONSE DEADLINE: November 2, 2023, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Emerging Adult Transitional Living Program

I. Introduction II. RFP Overview

III. Project Overview/Scope of Services IV. Evaluation V. RFP Reponses Requirements

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Attachments:

A - Attachment A - Community Partnerships

B - Attachment B - Vendor Info Form

C - Attachment C - Property Photos

D - 424014 - ABC COMPANY Cost Proposal

Request For Proposal #424014-PMW Title: Emerging Adult Transitional Living Program

1. Introduction

Please scroll down for RFP timeline.

1.1. Summary

This RFP seeks a vendor to operate a new Transitional Living Program for emerging adults at a Dane

County Department of Human Services (DCDHS) owned property.

1.2. Background

SITE VISIT INFO:

Prospective vendors are HIGHLY encouraged to attend a site visit either Wednesday, Sept 27 from

10:00am - 11:00am OR Thursday, Sept 28 from 1:00pm - 2:00pm.

Please e-mail obrien.katie@countyofdane.com with what date you plan to attend. The conference is being offered on two different dates to give options for attendance and the ability to tour the space. The information provided during each meeting will be the same.

1.3. Contact Information

Pete Patten

Purchasing Manager

Email: patten.peter@countyofdane.com

Phone: (608) 267-3523

Department:

Human Services

1.4. Timeline

Release Project Date August 30, 2023

Site Visit Sept 27 (Non-Mandatory) September 27, 2023, 10:00am

1738 Roth St., Madison WI, 53704

Site Visit Sept 28 September 28, 2023, 1:00pm

1738 Roth St., Madison WI, 53704.

Question Submission Deadline September 28, 2023, 11:59pm

Proposal Submission Deadline November 2, 2023, 11:59pm mailto:patten.peter@countyofdane.com tel:(608)267-3523

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: This RFP seeks a vendor to operate a new Transitional Living

Program for emerging adults at a Dane County Department of Human Services (DCDHS) owned property.

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 Thursday, September 28, 2023.

Proposers are expected to raise any questions, exceptions, or additions they have concerning the RFP document at this point in the RFP process. If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should immediately notify the contact person of such error and request modification or clarification of the RFP document.

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

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 Thursday, November 2, 2023. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

1. Register at the County's eProcurement Portal at https://procurement.opengov.com/portal/countyofdane

2. Once registered, click on the "draft" button to draft your proposal.

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

6. The file upload status can be seen for each document uploaded.

7. Confirm all files have been uploaded

8. Review your work and click on "submit" proposal

9. Acknowledge any addenda

3. 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

This RFP seeks a vendor to operate a new Transitional Living Program for emerging adults at a Dane County

Department of Human Services (DCDHS) owned property. DCDHS is launching a Transitional Living Program for emerging adults that aligns with the needs and plans outlined in the City of Madison and Dane County

Youth Homeless Demonstration Program (YHDP) federal grant but is its own initiative independent of federal grant funding. The YHDP grant created a framework that leverages existing data about homeless young people and service systems, while giving voice to the emerging adult consumer population to create workable solutions to meet their needs. The YHDP’s Youth Action Board has selected two projects for funding, System Navigation and Joint Transitional and Rapid Re-Housing; see this link for more information:

https://www.yhdpdanecounty.com/s-projects-side-by-side. DCDHS’ Emerging Adult Transitional Living

Program located at 1738 Roth Street will prioritize young adults who have been ever been in foster care and will serve a complimentary service to the YHDP funded programs. National studies have shown that emerging adults who have been in foster care are at higher risk for homelessness and are more likely to identify as

BIPOC or LGBTQ+. This transitional living program adds bed capacity for unhoused emerging adults and offers additional supports and options for those who may need them. It will help fill a needed gap in the efforts to successfully move emerging adults into permanent housing.

DCDHS’ Emerging Adult Transitional Living Program will offer transitional housing to persons ages 18-21 with a maximum housing period of 2 years (thereby making the oldest occupants age 23). The program will serve six (6) to seven (7) emerging adult residents at a time. The program must have an adult resident mentor, preferably with lived experience living in residence at 1738 Roth St to provide support to residents and help manage day-to-day operations. The program must also offer supportive services to help ensure resident success (detailed below in 3.5 Needs & Expectations).

https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ http://werc.wi.gov/ https://www.yhdpdanecounty.com/s-projects-side-by-side

The Roth Street property will house the program. The property is owned by DCDHS and is a 3-story free standing building with 2700 square feet of living space that includes a full kitchen, living and dining areas,

2.25 bathrooms, laundry facilities and nine (9) bedrooms. The building is large enough to ensure sufficient living space for up to seven occupants and an adult lived experience staff member, and also offer program and some limited recreational space onsite. The space includes some furnishings that are available for use by the selected vendor (see photos in Attachment C). The building is within walking distance to City of Madison bus routes and there is a grocery store , convenience stores and other shops and are within a 1.5 mile radius. Primary care health and dental clinics are located within a 2 mile radius of the property.

The County intends to provide limited one-time start-up costs to the selected vendor to furnish common areas with couches, kitchen table, desks, along with basic bedroom furnishings and bedding for the initial residents along with other higher cost appliances and other items for the residence (i.e. a freezer, vacuum cleaners, bike racks, etc.). The start-up costs will be one-time only at the start of contract, and the vendor shall provide ongoing participants’ furnishings with program operating budget dollars. The County will provide pest control if needed, snow removal services, and lawn mowing service/landscaping. Utilities, to include internet, gas heat, electric, water, and sewer, shall be paid by the selected vendor.

Given the importance of this new program within Dane County housing continuum for emerging adults, the selected vendor will be expected to meet monthly with the Dane County Department of Human Services for the full year of the contract.

Program operations are expected to commence late in the 1st quarter of calendar year 2024.

3.4. GOALS

A. Emerging adults have safe, transitional housing that allows them to garner the resources and practice skills needed to secure and keep permanent housing.

B. Emerging adults find and move to safe permanent housing within 2 years of their transitional housing supports.

3.5. NEEDS AND EXPECTATIONS

Logistical Needs:

A. The program must operate at 1738 Roth Street Madison, WI 53704

B. The selected program vendor must meet monthly with the assisgned Dane County Department of

Human Services Manager for the first full year of the contract.

C. The vendor must budget for the utilities, food, housing supplies for residents at 1738 Roth Street

Madison, WI 53704 – see Attachment C Property Photos

D. The budget must include furnishing each resident’s room with a bed, bedding, lamp, night stand, and dresser that will become the property of the resident when they leave the program.

E. The proposed model and budget must work within a Housing First framework

F. Any rent or program participation fees akin to rent paid by residents may not be used for program operating expenses. Program participation fees/rent shall be placed in each resident’s savings https://endhomelessness.org/resource/housing-first account to be used when the resident exits the program. Ideally there will be sufficient funds saved to ensure the resident is successful in moving to permanent housing.

G. The program must house 6-7 residents ages 18-21 (upon entry to the program).

H. The program must offer housing for participants up to 2 years.

I. Each program participant must have their own bedroom. There will not be any shared bedroom spaces for residents.

J. The program must have a resident mentor/ adult person, lived experience preferred, who will live at

1738 Roth Street. The resident mentor role must include guidance to residents regarding day to day living skills and household operations at the site.

K. The program must begin housing residents prior to April 1, 2024.

Targeted Program Participants

The intended participants for this program are emerging adults will benefit from a safe and supportive environment as they gain solid ground in employment and/or education, can build their social capital, and take on adult responsibilities for independent living.

This program will not have staffing capacity to adequately serve emerging adults who have extensive developmental disabilities or need intensive mental health services or 24/7 monitoring. This program will not accept emerging adults who are on the sex offender registry.

Required Characteristics of Program Participants :

A. Emerging adults who are 18-21 years old upon entry to the program

B. Emerging adults who are aging out of or have ever been in foster care or are ordered by the Juvenile

Court into Supervised Independent Living must be prioritized within the program eligibility and screening

C. Program residents cannot be on the Sex Offender Registry.

Required Program Components (either offered directly or via referral) The following program elements must be available to participants through referral or partnership with other entities or by the vendor. How the program elements are delivered should be clearly articulated in the model design with included strategies and activities.

• Securing funds for Permanent Housing: The program model must include methods and pathways for residents to plan for and secure reasonable funding streams for permanent housing.

• Employment readiness and supports: Skill development that includes interview preparation, resume writing and maintaining employment. Secure and develop skills to maintain gainful employment.

• Financial education and literacy: Skill development that includes budgeting/money management, saving, building credit, opening and managing a bank account, paying bills, and financial goal setting.

• Teaching and Practicing of Renter etiquette: Importance of timely rent payments; being a good tenant/landlord rights, etc.

• Housing Navigation (as needed)

• Learning How to Foster Healthy Relationships: Skill development that includes conflict resolution, power and control dynamics in relationships, domestic violence and sex trafficking education.

• Understanding and Managing Health Care Resources: Signing up for medical insurance, understanding how to navigate physical and mental health systems , medication management, how to access medical care and records, dental and vision health, sexual health, etc.

• Increasing Life skills: General cooking and nutrition, laundry budgeting, home maintenance etc.;

living with others in shared spaces.

• Transportation Support: Assistance in obtaining a driver’s license. Bus passes provided.

• Assistance obtaining benefits Help residents other benefits as needed

• Fostering Positive Activities: Supply access to affordable crafts or hobbies, accessible and affordable exercise options (light gym and/or space to participate in online workouts on site)

• Connection to Mental Health and Substance Use Programs: Assist residents in finding levels of treatment or support that meets their needs and lifestyle. Offer space for in-person group or individual sessions and/or access to laptops for telehealth options for residents

• Maintaining strong connections to current providers and systems that support young adult transitions to adulthood: Offer space for Workforce Development Board, higher education supports and other service providers to meet with residents as needed.

3.6. CURRENT OPERATIONS, FUNDING, AND SERVICE UNIT DEFINITION

This is a new program with no current vendor. A unit of service is the total cost per day to provide transitional living services to emerging adults at 1738 Roth St. Madison, WI.

4. Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Overview/Description Points Based 20 (19% of Total)

2. Program Strategies and Activities Points Based 30 (28.6% of Total)

3. Experience and Qualifications Points Based 20 (19% of Total)

4. Quality Improvement Points Based 10 (9.5% of Total)

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

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

5. RFP Reponses Requirements

5.1. RFP RESPONSE PREPARATION REQUIREMENTS

1. 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:

• 2023-RFP-025 – Vendor Name

• 2023-RFP-025 – 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.

5.2. COST PROPOSAL PREPARATION REQUIREMENTS

1. 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 part of the posting for 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).

2. 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.

5.3. PROJECT NARRATIVE SECTION 1: Program Description

Limit response to this section to two (2) pages.

A. Describe the proposed program model and how it is going to meet the goals of the RFP. Please include how the program will use a Housing First framework in the design. This should be an overview.

B. Describe the staffing that will be used to meet the needs and expectations described in the

RFP. Please be specific about how the resident mentor position will be supported and supervised and the roles and FTEs of other staff in the program. Identified collaborations with community partners should be listed here as well.

C. Provide resumes of key staff and copies of licenses, if applicable, by uploading documents or pdf when prompted in the Vendor Questionnaire. Resumes and licenses do not count toward the page limit for this section.

5.4. PROJECT NARRATIVE SECTION 2: Strategies and Activities

Limit response to this section to seven (7) pages.

A. Describe the startup process to include moving into the Roth Street space and preparing it for residences. Describe how you will be prepared for participants to move in by April 2024.

B. Describe how you will recruit and support the Resident Mentor.

C. Describe how you will recruit, screen, and onboard program participants. Describe the criteria you intend to use to determine whether a person is appropriate for this program. Describe the process for accepting and rejecting persons. Describe any referrals your agency will make for persons not accepted into this program.

D. Many emerging adults in need of transitional housing in Dane County are LGBTQ+ and/or BIPOC.

Describe the strategies and activities that will be used to make your program culturally relevant and to promote racial and gender equity and inclusion.

E. Describe how you will integrate emerging adult/resident voice in the program design and the house rules for residents. What core elements do you envision will need to be addressed in the house living arrangements/rules/guidelines to a safe, positive and inclusive living space for all residents?

F. Describe the activities your program will use to provide the required program components listed above:

1. Securing Funds for Permanent Housing

2. Employment Readiness and Supports

3. Financial Education and Literacy

4. Teaching and Practicing Renter Etiquette

5. Housing Navigation (as needed)

6. Learning How to Foster Healthy Relationships

7. Understanding and Managing Health Care Resources

8. Increasing Life Skills

9. Transportation Support

10. Assistance Obtaining Benefits

11. Fostering Positive Activities

12. Connection to Mental Health and Substance Use Programs

13. Maintaining strong connections to current providers and systems that support young adult transition to adulthood

G. Describe your agency’s experience with the Housing First framework and describe how your agency intends to integrate this framework into this program model.

H. Complete the attached table (Attachment A) to demonstrate how your agency collaborates or intends to collaborate with community organizations, including frequency and methods of service delivery. In the table you will indicate whether this is an existing collaboration with your agency or if the collaboration will be developed with the start of the program. Upload this document when prompted in the Vendor Questionnaire.

I. Describe how your agency intends to foster and maintain good relationships within the neighborhood and among other programs that will aid in service delivery.

J. Describe the key strategies and activities your agency will use to ensure residents successfully transition to permanent housing.

5.5. PROJECT NARRATIVE SECTION 3: Experience and Qualifications

Limit response to this section to two (2) pages.

A. Include your agency’s mission statement and discuss how this proposed program aligns with that mission.

B. Describe the experience and qualification 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.

C. Describe the experience and qualification of your agency to provide the proposed program. What experience do you have specific to working with unhoused persons and/or the operating transitional living programs? What experience does your agency have working with emerging adults?

D. Include a staff turnover calculation for the previous year. If you had 20% or more turnover in a certain staff position/category, please explain. Also address any noteworthy staff retention issues or policies to reduce staff turnover.

E. Submit 2 - 3 letters of reference by uploading them when prompted in the vendor questionnaire. References should be specific to the service offered. References should be from agencies you have done business with or those with whom you have collaborated. Reference checks may be conducted with these agencies and others in the community. Reference letters do not count toward the page limit in this section.

5.6. PROJECT NARRATIVE SECTION 4: Quality Improvement & Assurance

Limit response to this section to two (2) pages.

A. Describe any programmatic or administrative improvements that have improved your agency’s ability to deliver services. Also describe any ongoing quality assurance procedures and practices your agency has in place that are specific to working with the young adult populations and/or provision of housing services.

B. Who in agency is responsible for monitoring program processes and overall program improvement activities?

C. Describe how program data is or will be used to drive quality improvement efforts, including the measurement of and performance on client outcomes.

6. Vendor Questionnaire

6.1. RFP DOCUMENT UPLOADS

6.1.1. Upload your Proposal*

Please DO NOT include Cost information in this section.

*Response required

6.1.2. 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

6.1.3. Supplemental Document Upload

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

6.1.4. W9 Upload*

Upload your company's W9 form.

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

*Response required

6.1.5. Upload the Community Partnerships Table here*

Download and complete Attachment A, Community Partnerships. Upload the completed table here.

*Response required

6.1.6. Upload Vendor Information Form

Download the vendor info form (Attachment B) from the attachments section in this RFP. Complete the form and upload it here.

6.1.7. Upload resumes and staff licenses here*

*Response required

6.1.8. Upload Reference Letters*

Please upload 2-3 reference letters here.

*Response required

6.2. VENDOR INFORMATION

6.2.1. 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

6.2.2. Fair Labor Practice Certification *

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

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

If 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

6.2.3. 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

6.2.4. Designation of Confidential and Proprietary Information* http://www.nlrb.gov/

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

6.3. RFP ADDENDA

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

☐ No

*Response required

6.3.2. 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

6.4. SIGNATURE AFFIDAVIT

6.4.1. 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.

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 eProcurement Portal.

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

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

7.3. CONTRACT TERM & 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.

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 eProcurment 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 eProcurement Portal and organize based on submission instructions.

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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, 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 (20, Wis. Stats.

On the Vendor Information page, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

Dane County is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

7.8. 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.

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, 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);

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• 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, 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.

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, the highest ranking vendors will be invited to make such presentations. Those vendors that participate in the interview process will then be scored, and the final ranking will be made based upon those scores.

7.14. 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 http://www.nlrb.gov/ 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.

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 final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked. The award will then be granted to the highest scoring proposer.

7.17. NOTIFICATION OF INTENT TO AWARD

As a courtesy, the County may send a notification of award memo to responding vendors at the time of the award.

7.18. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

The Cost Proposal section of this RFP is a separate document and can be found on the www.danepurchasing.com as part of the posting for this RFP. The Cost Proposal section shall be completed and submitted separately from the RFP Response document.

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

7.19. 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

These Standard Terms and Conditions shall apply to any contract, including any purchase order, awarded as a result of this request. Special requirements of a resulting contract may also apply. Said written contract with referenced parts and attachments shall constitute the entire agreement, and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the County. Unless otherwise stated in the agreement, these standard terms conditions supersede any other terms and/or conditions applicable to this agreement.

8.3. DEFINITIONS

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

8.4. SPECIFICATIONS

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

8.5. DEVIATIONS AND EXCEPTIONS

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

8.6. QUALITY

Unless otherwise indicated in the request, all material shall be first quality. 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 C.O.D. 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.

1. Prices established in continuing agreements and term contracts may be lowered due to market conditions, but prices shall not be subject to increase for the term specified in the award. Vendor shall submit proposed increases to the Purchasing Division thirty (30) calendar days before the proposed effective date of the price increase. Proposed increases shall be limited to fully documented cost increases to the vendor that are demonstrated to be industry wide. Price increases may not be granted unless they are expressed in bid documents and contracts or agreements.

2. 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 eProcurement 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. ORDERING/ACCEPTANCE

Written notice of award to a vendor in the form of a purchase order or other document, mailed or delivered to the address shown on the bid will be considered sufficient notice of acceptance of bid. A formal contract containing all provisions of the contract signed by both parties shall be used when required by the Dane County Purchasing Division.

8.13. 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 impair or prejudice the right of County with respect to recovery of damages or other remedy as a result of such breach or default.

8.14. TAXES

The County and its departments are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes as described below. The State of Wisconsin

Department of Revenue has issued tax exempt number ES41279 to Dane County.

1. The County is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. The County is exempt from Wisconsin sales or use tax on these purchases. The County may be subject to other states’ taxes on its purchases in that state depending on the laws of that state. Vendors performing construction activities are required to pay state use tax on the cost of materials.

8.15. GUARANTEED DELIVERY

Failure of the vendor to adhere to delivery schedules as specified or to promptly replace rejected materials shall render the vendor liable for all costs in excess of the contract price when alternate procurement is necessary. Excess costs shall include administrative costs.

8.16. APPLICABLE LAW AND VENUE

This contract shall be governed under the laws of the State of Wisconsin, and venue for any legal action between the parties shall be in Dane County Circuit Court. The vendor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct.

8.17. ASSIGNMENT

No right or duty in whole or in part of the vendor under this contract may be assigned or delegated without the prior written consent of Dane County.

8.18. NON-DISCRIMINATION/AFFIRMATIVE ACTION

During the term of this Agreement the vendor agrees, in accordance with sec.