Family_Interaction_Services.pdf

REQUEST FOR PROPOSAL

425008-CBB

FAMILY INTERACTION SERVICES

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: April 8, 2024

DEADLINE FOR QUESTIONS: April 29, 2024

RESPONSE DEADLINE: June 4, 2024, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Family Interaction Services

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 - Vendor Info Form

B - 425008 Family Interaction Services - ABC COMPANY Cost Proposal

Request For Proposal #425008-CBB Title: Family Interaction Services

1. Introduction

Please scroll down for RFP timeline.

1.1. Summary

This program is intended to provide expanded opportunities for children placed in out-of-home care to have face-to-face interactions with their parents on weekday evenings and weekend days. The provider will collaborate with DCDHS staff to develop and evaluate a Family Interaction Plan, including goals for the family interactions.

1.2. Contact Information

Katie O'Brien

Grants Manager

Email: obrien.katie@countyofdane.com

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date April 8, 2024

Question Submission Deadline April 29, 2024, 11:59pm

Responses Posted via Addendum May 7, 2024, 11:59pm

Proposal Submission Deadline June 4, 2024, 11:59pm mailto:obrien.katie@countyofdane.com tel:(608)381-5593

2. RFP Overview

2.1. INTRODUCTION

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

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: This program is intended to provide expanded opportunities for children placed in out-of-home care to have face-to-face interactions with their parents on weekday evenings and weekend days. The provider will collaborate with DCDHS staff to develop and evaluate a

Family Interaction Plan, including goals for the family interactions.

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 Monday, April 29, 2024.

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.

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

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 Tuesday, June 4, 2024. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

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

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

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

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

7. Confirm all files have been uploaded

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

9. Acknowledge any addenda

3. Project Overview/Scope of Services

3.1. DEFINITIONS & LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

Department: Dane County Department of Human Services

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

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

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

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

3.2. CONTRACT TERM AND FUNDING

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

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

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

3.3. PROGRAM DESCRIPTION

Dane County Department of Human Services (DCDHS)-Child Youth and Family Division is seeking a vendor to provide expanded opportunities for children placed in out-of-home care (OHC) to have face-to-face interactions with their parents, relatives or like-kin relationships on weekday afternoons and evenings and weekend days. When children are removed from their caregiver’s home, DCDHS has often identified concerns regarding parenting and/or adult functioning which resulted in unsafe living conditions for the children. According to the Department of Children and Families Wisconsin Ongoing

Service Standards, the primary purpose of family interaction is to preserve and strengthen family relationship, whenever possible. Additional purposes of family interaction include:

• Facilitating timely reunification of children to their families

• Assessing and addressing safety issues during family interaction

• Assessing and working with the family to enhance parental protective capacities

• Minimizing placement-induced trauma for the child/family caused by separation

• Establishing, enhancing and maintaining child, sibling and family attachments

• Establishing and facilitating other permanency options, when appropriate

Face-to-face family interaction provides opportunities for families to experience positive interactions, learn new ways of interacting, and practice new parenting skills. The bonding between children and https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ http://werc.wi.gov/ their families as well as enhancing caregiver protective capacities leads to timelier reunification and/or placement with kin/like-kin.

Families referred to this service will already be connected with a DCDHS Child Protective Services Social

Worker/Case Manager. The selected vendor will collaborate with DCDHS staff to develop and evaluate a

Family Interaction Plan, including goals for the family interactions. The selected vendor and DCDHS staff will communicate regularly regarding the continued need for services and adjustments will be made to services as appropriate.

3.4. GOALS

A. Families, including like-kin, will experience regular and consistent evening and weekend family interaction opportunities.

B. Families, including like-kin will experience culturally sensitive service in all areas of the family interaction including: written and verbal communication in the areas of planning, executing and providing feedback.

C. At least two clearly stated family interaction goals will be developed jointly with the family, DCDHS CPS Social Worker/Case Manager and written into the DCDHS Family Interaction Plan.

3.5. NEEDS AND EXPECTATIONS

The Children Youth & Families Division of DCDHS is committed to systems change reflecting the

Wisconsin Department of Children and Families Child Welfare Transformation goals of diverting families from formal involvement in the child welfare system, serving more children in their parental home, significantly reducing the number of children in out-of-home care, and placing more children with relative or like-kin caregivers when safety cannot be controlled in their parental home. Realization of these goals will require the implementation of accessible and culturally responsive services such as this program that support family integrity and enhance extended family engagement.

A positive working relationship with the selected vendor and DCDHS staff is necessary for quality family interactions. The selected vendor and contract manager/other DCDHS staff will have regular contact to discuss the strengths and challenges of ongoing referrals and family interactions. The selected vendor and assigned DCDHS staff will maintain at least bimonthly phone or e-mail communication to share pertinent information to promote positive, consistent and safe family interaction.

The coordination of family interaction involves multiple contacts for the initial interaction. Many times, our families are overwhelmed by the child welfare system and engaging in the service can be a challenge. The families may have limited ability in communication and may find it difficult to engage and stay engaged. The selected vendor will use best practices to engage all out-of-home care providers and caregivers/kin and like-kin so that children in out-of-home care have regular and consistent interactions.

Department of Children and Families Wisconsin Ongoing Service Standards state that Family interactions are supervised for the following reasons:

• There is a lack of information about the parent’s ability to assure the child’s safety.

https://dcf.wisconsin.gov/files/cwportal/policy/pdf/ongoing-services-standards.pdf

• The parent exhibits behaviors or attitudes that might place the child’s safety in jeopardy.

• The parent continues to deny or fails to accept responsibility for the actions which placed the child(ren)’s safety in jeopardy or caused serious physical or emotional harm.

• The parent has a current or recent history of committing domestic violence.

• The child shows serious emotional effects (trauma, threatens suicide, etc.) which has immediate implications for intervention.

• There is reason to believe that the parent or other persons are likely to flee with the child.

The selected vendor will work with DCDHS assigned worker(s) to understand the safety threat and how to mitigate as well as understand what information is needed to assist the assigned worker in ongoing assessment. The selected vendor will also be knowledgeable about and able to provide information on parental protective capacities and work with families to increase areas of emotional, behavioral and cognitive capacity.

The location of family interaction is typically in a family home, office setting or in the community. DCF

Ongoing Standards state that primary consideration must be given to face-to-face family interaction occurring in settings that encourage the most natural interaction between family members while minimizing any threats to safety that may exist to the children or other participants. Guidelines to assist with making the determination about location of family interaction include:

• Suitability for developmentally related activities (e.g., does the location allow for positive interaction relative to the child’s development?).

• Parents’ attitudes and feelings about the care providers (foster and relative placements) and their ability to have contact with the care providers.

• Foster parents’ or care providers’ interest, willingness, and ability to be involved in the family interaction process and their perceptions and feelings related to the legal parents.

• Factors that might determine whether family interaction takes place in the out-of-home care providers’ home.

• Consideration for the child’s physical safety and emotional stability.

The selected vendor will have the ability to supervise family interaction in a designated space provided through the vendor, family homes and/or community settings. The preferred setting for family interaction is within family homes.

Transportation to and from family interactions for all parties can be a challenge. DCDHS staff provide regular transportation assistance for family interaction during daytime hours. The selected vendor will assist in coordinating reliable transportation so that all parties are available to participate in the family interaction. This will be done in consultation with the assigned ongoing DCDHS worker.

Black, Indigenous, People of color (BIPOC) children and families are overrepresented in the CPS system. Dane County is also seeing a trend in filing Children in Need of Protection and/or Services

(CHIPS) petitions with older children and children facing behavioral and mental health challenges. The selected vendor will understand how trauma, discrimination and socioeconomic structures impact child and family functioning and provide culturally relevant and developmentally appropriate family interactions for families/like-kin and children.

The selected vendor will provide timely and relevant positive and constructive feedback to family interaction participants to assist the family/kin/like-kin with tools to encourage progress towards unsupervised time and eventual reunification. The selected vendor will also document all contacts, attempted contacts and family interaction observations. This information will be provided to the assigned DCDHS worker within a week or sooner if there are safety threats or other concerning behaviors present that dictates immediate action for the assigned DCDHS worker.

3.6. CURRENT OPERATIONS AND LEVELS OF SERVICE DELIVERY

The current vendor of Family Interaction Services is Canopy Center, with a staffing structure that includes 1.6 FTE providing service.

The minimum staffing structure expected for the sake of contract engagement is 1.4 FTE.

Estimated numbers of units that DCDHS intends to purchase for this RFP are 2,475 units, where unit is hour of service (further defined in the section below).

3.7. FUNDING AND SERVICE UNIT DEFINITION

A unit of service equates with one hour of service. Services include staff preparation for, performance of, and after-the-fact reporting of family interactions. These activities include recruitment, training, and supervision, arrangement of family interactions; transportation of children or parents; actual monitoring of family interactions; feedback to parties during and after interactions; after-the-fact report preparation; collateral contacts with parents, out-of-home caregivers, and more. Experience shows that each interaction thus requires about five hours total (actual face-to-face interactions between parents and children will command about two of these five hours.)

4. Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Overview Points Based 15 (14.3% 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. Transportation Points Based 5 (4.8% of Total)

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

7. 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 Overview

A. Describe your proposed program and provide an overview of how it will meet the needs described in this RFP.

B. Describe your organizational structure and how this proposed program fits within that structure.

C. This program will need to be deployed in homes and at the agency’s facilities. Describe proposed location(s) for delivering services.

5.4. PROJECT NARRATIVE SECTION 2: Strategies and Activities

A. Describe specific strategies and activities to be used to achieve the stated objectives, expectations, and desired outcome in the RFP.

1. Describe your process for determining the location you will use for family interaction services meetings

2. Describe your process for ensuring families are engaged with the program, and remain engaged.

B. Describe the strategies and activities that will be used to make this program culturally relevant and to promote racial equity.

C. Describe your organization’s past or present experience providing Family Interactions and skill development of parents involved with the child welfare system.

D. The selected vendor must demonstrate knowledge of child development and basic parenting practices. Please describe the strategies and activities your program will use to teach parents/kin/like-kin appropriate and necessary skills to meet the basic needs of children in their care.

E. The selected vendor must demonstrate an understanding of the Dane County Child Protective

Services System in addition to the kinds of complex issues that are often encountered by families served by this system. Please describe your strategies for working effectively with CPS.

Your response should include examples of the complexities providers encounter when working with CPS and should demonstrate a deep understanding of the DCDHS child protective services system.

5.5. PROJECT NARRATIVE SECTION 3: Experience and Qualifications

A. Describe the experience and qualifications of your agency to provide the proposed program.

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

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

C. Describe your agency’s experience with staff turnover. Please address any noteworthy retention issues, efforts to reduce turnover, and strategies to maintain continuity of service amid vacancies or staffing shortages.

D. Upload 2-3 letters of reference in the Vendor Questionnaire. References should be specific to the service offered. References should be from agencies you have done business with or with whom you have collaborated. Reference checks may be conducted.

5.6. PROJECT NARRATIVE SECTION 4: Quality Improvement

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

B. Describe any programmatic or administrative improvements that have improved your agency’s ability to deliver services. Please provide examples.

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

5.7. PROJECT NARRATIVE SECTION 5: Transportation

A. Describe your agency’s plan to coordinate and/or provide transportation for all parties involved in the family interaction.

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. Letters of Reference*

Upload 2-3 letters of reference in the Vendor Questionnaire. References should be specific to the service offered. References should be from agencies you have done business with or with whom you have collaborated. Reference checks may be conducted.

*Response required

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 Vendor Information Form

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

6.2. VENDOR INFORMATION

6.2.1. Agency UEI number:

6.2.2. 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

6.2.3. 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

6.2.4. 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

6.2.5. 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

6.3. 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 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. 111.321, Wis. Stats., and

Chapter 19 of the Dane County Code of Ordinances, not to discriminate against any person, whether an applicant or recipient of services, an employee or applicant for employment, on the basis of age, race, ethnicity, religion, color, gender, disability, marital status, sexual orientation, national origin, cultural differences, ancestry, physical appearance, arrest record or conviction record, military participation or membership in the national guard, state defense force or any other reserve component of the military forces of the United States, or political beliefs. The vendor shall provide a harassment-free work environment. These provisions shall include, but not be limited to, the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff, termination, training, including apprenticeships, rates of pay or other forms of compensation.

1. Vendors who have twenty (20) or more employees and a contract of twenty thousand dollars

($20,000) or more must submit a written affirmative action plan to the County’s Contract Compliance

Officer within fifteen (15) working days of the effective date of the contract. The County may elect to accept a copy of the current affirmative action plan filed with and approved by a federal, state or local government unit.

2. The vendor agrees to post in conspicuous places, available for employees and applicants for employment, notices setting forth the provisions of this Agreement as they relate to affirmative action and nondiscrimination.

3. Failure to comply with these Terms and Conditions may result in the vendor being debarred, termination of the contract and/or withholding of payment.

4. The vendor agrees to furnish all information and reports required by Dane County’s Contract

Compliance Officer as the same relate to affirmative action and nondiscrimination, which may include any books, records, or accounts deemed appropriate to determine compliance with Chapter 19, D.C.

Ords. and the provisions of this Agreement.

5. AMERICANS WITH DISABILITIES ACT: The vendor agrees to the requirements of the ADA, providing for physical and programmatic access to service delivery and treatment in all programs and activities.

8.19. PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT

The vendor guarantees goods sold to the County were manufactured or produced in accordance with applicable federal labor laws, and that the sale or use of the articles described herein do not infringe any patent, copyright or trademark. The vendor covenants that it will, at its own expense, defend every suit which shall be brought against the County (provided that such vendor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent, copyright or…