REQUEST FOR PROPOSAL

D26002-HBD

HQS/NSPIRE INSPECTIONS

County of Dane

City-County Building, Room 425, 53703

Madison, WI 53703

RELEASE DATE: December 3, 2025

DEADLINE FOR QUESTIONS: December 12, 2025

RESPONSE DEADLINE: January 9, 2026, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

County of Dane

REQUEST FOR PROPOSAL

HQS/NSPIRE Inspections

I. Introduction II. RFP Guidelines and Overview

III. Contract Term IV. Project Overview & Scope of Work V. RFP Response Requirements & Evaluation Criteria

VI. Pricing Proposal VII. Vendor Questionnaire

VIII. Standard Terms and Conditions

Request For Proposal #D26002-HBD Title: HQS/NSPIRE Inspections

1. Introduction

1.1. Summary

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 a purchase order for

Housing Quality Standards (HQS) Inspection, National Standards for the Physical Inspection of Real

Estate (NSPIRE) Inspection, and/or Lead Inspections/Testing, when necessary, on behalf of Dane County.

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

1.2. Contact Information

Katie O'Brien

Purchasing Officer

Email: obrien.katie@danecounty.gov

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date December 3, 2025

Question Submission Deadline December 12, 2025, 11:59pm

Question Response Deadline December 22, 2025, 11:59pm

Proposal Submission Deadline January 9, 2026, 11:59pm mailto:obrien.katie@danecounty.gov tel:(608)381-5593

2. RFP Guidelines and Overview

2.1. GENERAL SOLICITATION PROCESS

1. REASONABLE ACCOMMODATIONS

1. The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a vendor conference or site visit, contact the Purchasing Officer listed or call WI Relay 711 for TDD Services.

2. VENDOR REGISTRATION

1. Interested 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 codes as well as providing the County with up-to-date company contact information.

2. Once registered, please double check to make sure your vendor information including commodity codes is up-to-date by signing into your account at the County's eProcurement

Portal.

3. CALENDAR OF EVENTS

1. Specific and estimated dates and times of actions related to this solicitation are listed in the timeline in the Introduction Section. 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.

4. CLARIFICATION OF THE SPECIFICATIONS / QUESTIONS

1. All inquiries concerning this solicitation must be submitted via the County's eProcurement

Portal.

2. Questions must be submitted before 11:59 pm on Friday, December 12, 2025.

1. Requests submitted after that time frame will not be considered.

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

4. 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 https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane https://procurement.opengov.com/portal/countyofdane listed as County contacts on this solicitation is authorized to provide any information or respond to any question or inquiry concerning this solicitation.

5. ADDENDA & REVISIONS

1. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this bid, addenda and/or supplements will be posted via the

County's eProcurement Portal. Bidders are responsible to regularly monitor the web site for any such postings. It is recommended to check the eProcurement Portal for addenda prior to submitting a proposal. Bidders must acknowledge the receipt/review of any addenda via the eProcurement Portal.

2. The Purchasing Division has the sole authority for modifications to specifications and/or the solicitation document.

6. INSPECTION OF PREMISES/VENDOR SITE VISIT - when applicable

1. When applicable, bidder’s may inspect site(s) prior to submitting bids to determine all requirements associated with the project by contacting Katie O'Brien. Failure to do so will in no way relieve the successful bidder from the necessity of providing, without additional cost to the

County, all necessary services that may be required to carry out the intent of the resulting contract.

2.2. BID / PROPOSAL SUBMISSION

Dane County strongly encourages all vendors to submit proposals well in advance of the solicitation deadline. By doing so, if there are any technical difficulties, there is time to attempt to resolve the situation before the deadline. Late bids will not be accepted.

If there are technical difficulties while trying to submit, first, contact OpenGov Support by clicking into the small blue circle on the bottom, right side of your screen while logged into the OpenGov system.

1. SUBMITTAL INSTRUCTIONS

1. 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.

2. Proposals must be submitted via the County's eProcurement Portal before 11:59 pm on Friday, January 9, 2026. 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 solicitation.

3. To Submit a Proposal:

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

2. Click on the green "+Subscribe" button on the left side of the screen and proceed to create an account or sign in if an account already exists.

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

4. Provide company information

5. Complete the entire Vendor Questionnaire

6. Where indicated, upload the required documents.

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

8. Confirm all files have been uploaded

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

10. Acknowledge any addenda

2. MULTIPLE PROPOSALS & ACCEPTANCE

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

County’s eProcurement Portal. Each such proposal must be submitted separately and labeled as

Proposal #1, Proposal #2, etc.

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

3. GENERAL INSTRUCTIONS ON SUBMITTING COST PROPOSALS

1. The Cost Proposal section of this solicitation will either be incorporated into the system as a

Pricing Table or as a separate Cost Proposal Attachment that must be downloaded, completed, saved, and uploaded to the Vendor Questionnaire section.

2. Price(s) quoted shall include all labor, materials, equipment, shipping and other costs and conditions outlined within the bid. Pricing shall remain fixed.

4. RIGHT TO REJECT PROPOSALS & NEGOTIATE CONTRACT TERMS

1. The County reserves the right to accept any part of a submission deemed to be in the best interest of the County and 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.

2.3. VENDOR QUESTIONNAIRE DEFINITIONS

1. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFBs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

mailto:procurementsupport@opengov.com

1. Under Dane County Ordinance 25.08(11)(c-e), a Locally Based and Owned Vendor, Locally

Operated Vendor, or Non-Locally Operated Vendor may be invited to match the low bid if the low bid is offered by a vendor that is not identified as a Locally Based and Owned Vendor, Locally Operated Vendor, or Non-Locally Operated Vendor according to Dane County Ordinance requirements. Local Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

Locally Based and Owned Vendors:

1. When bids are reviewed, the County will determine if a Locally Based and Owned Vendor responding to the bid is the low bidder. If a Locally Based and Owned Vendor is the low bidder, they will be awarded the bid.

2. If a Locally Based and Owned Vendor is not the low bidder but is within 15% of the low bid, the

County will contact the Locally Based and Owned Vendor and provide that vendor the option of matching the low bid price.

3. If no Locally Based and Owned Vendors are among the responding bidders, or the Locally Based and Owned Vendor declines to match the low bid, then the County will determine if a Locally

Operated Vendor has responded to the bid.

Locally Operated Vendors:

4. If a Locally Operated Vendor is within 10% of the low bid, the County will contact the Locally

Operated Vendor and provide that vendor the option of matching the low bid price.

5. If no Locally Operated Vendors are among the responding bidders, or the Locally Operated

Vendor declines to match the low bid, then the County will determine if a Non-Locally Operated

Vendor has responded to the bid.

Non-Locally Operated Vendors:

6. If a Non-Locally Operated Vendor is within 5% of the low bid, the County will contact the Non-

Locally Operated Vendor and provide that vendor the option of matching the low bid price.

7. If no Non-Locally Operated Vendors are among the responding bidders, or the Non-Locally

Operated Vendor declines to match the low bid, then the County will award the bid to the low bidder without regard to the location of the vendor.

2. LOCAL VENDOR PURCHASING PREFERENCE - applicable to RFPs - DOES NOT APPLY TO PUBLIC WORKS

BIDS

1. 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.

1. County ordinance provides that a local vendor (within Dane County) automatically receive five points toward the evaluation score.

2. County ordinance provides that vendors located within the counties adjacent to Dane County

(Columbia, Dodge, Green, Iowa, Jefferson, Rock, Sauk) automatically receive two points toward the evaluation score.

3. LOCAL CONTENT VENDOR PREFERENCE - generally only applicable to RFBs - DOES NOT APPLY TO

PUBLIC WORKS BIDS

1. Under Dane County Ordinance 25.08(4)(f-j), bidders offering goods made in Dane County, its surrounding counties, or the State of Wisconsin receive a price preference on sealed bid solicitations. Bids are first evaluated to determine if any bidders are offering products that qualify as Dane County-Made Goods, Regionally-Made Goods, or Wisconsin-Made Goods. Local

Vendor Preferences do not apply to bids for sand, gravel, salt, asphalt and concrete.

2. A bidder offering Dane County-Made Goods will be considered the successful bidder if their price is up to 15% higher than the low bid for goods that are not Dane County-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Regionally-

Made Goods. If so, then such a bidder will be considered successful if their price is up to 12.5% higher than the low bid for goods that are not Regionally-Made Goods. If no vendors meet this criteria, then the County will determine if any bidder is offering Wisconsin-Made Goods. If so, that bidder will be considered successful if their price is up to 10% higher than the low bid for goods that are not Wisconsin-Made Goods. If no vendors are offering Dane County-Made, Regionally-Made, or Wisconsin-Made Goods, then the County will evaluate the low bid without regard to the content of the goods.

4. FAIR LABOR PRACTICES CERTIFICATION

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

1. (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.

2. If a company indicates that they have been found by the NLRB or WERC to have such a violation in the Vendor Questionnaire section, a copy of any relevant information regarding such violation with is required to be uploaded with the bid submission.

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

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

5. COOPERATIVE PURCHASING

1. 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, https://www.nlrb.gov/ http://werc.wi.gov/ 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.

2. In the Vendor Questionnaire section, 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.

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

6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION - generally only applicable to RFPs

1. RFP responses are public records under Wisconsin Law. Dane County may be required to release your RFP response if someone makes a public records request. There are few exceptions to disclosure under Wisconsin’s Open Records Law.

2. All proposed 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.

3. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s) to determine whether such information must be disclosed. Dane County shall not provide advance notice prior to release of any requested record.

4. Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential. Designating the RFP response or proposal in its entirety as confidential is never warranted and will result in its release.

5. One exception under the Wisconsin Open Records Law is if information constitutes a “trade secret.” Trade secret is defined in Sect. 134.90 (1)(c)) of the WisconsinStatutes, 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.

County cannot guarantee that such information will be treated as a trade secret or confidential.

6. 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.

7. In the event the Designation of Confidentiality of this information is challenged, undersigned agrees to provide legal counsel or other necessary assistance to defend the Designation of

Confidentiality and to hold Dane County harmless for any costs or damages arising out of Dane

County withholding the materials. .

8. 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.

2.4. EVALUATION

1. PRELIMINARY EVALUATION

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

2. PROPOSAL SCORING - applicable to RFPs

1. Accepted proposals will be reviewed by an evaluation team and scored against the stated criteria in the evaluation section of the RFP posting. This scoring will determine the ranking of vendors based upon their written proposals. If the team determines that it is in the best interest of the County to require a Phase 2 Evaluation which may include 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.RFP Cost Proposal's will be scored using a standard quantitative calculation where the most cost criteria points will be awarded to the proposal with the lowest cost.

3. ORAL PRESENTATIONS/INTERVIEW - applicable to RFPs

1. 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.

2.5. AWARD

1. RFB AWARD

1. The County will award the bid to the most responsive and responsible bidder whose bid is most advantageous to the County. In determining the most advantageous bid, the County may consider criteria such as, but not limited to, cost, bidder’s past performance and/or service reputation, and service capability, quality of the bidder’s staff or services, customer satisfaction, references, the extent to which the bidder’s staff or services meet the County’s needs, bidder’s past relationship with the County, total long term cost to the County, fleet continuity and any other relevant criteria listed in this solicitation.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

2. RFP AWARD

1. An RFP award will typically be granted in one of two ways.

1. The award may be granted to the highest scoring responsive and responsible proposer.

2. 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.

2. A resulting award and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any Subcontractor’s performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. PAYMENT TERMS AND INVOICING

1. Unless otherwise agreed upon in writing, Dane County will pay properly submitted vendor invoices within thirty (30) days of receipt of goods or services. Payment will not be made until goods or services are delivered, installed (if required), and accepted as specified. Invoices presented for payment shall be submitted to via email to the Department Invoice Email

Address shown on the Bill To section of the PO issued. The Dane County purchase order number must be noted on the submitted invoice.

2. Other incidental or standard industry charges not identified herein, are not allowed under this contract. Miscellaneous service charges used to help the Contractor pay various fluctuating current and future costs are not allowed. These charges include, but are not limited to, costs directly or indirectly related to the environment, energy issues, fuel charges, service and delivery of goods and services.

4. NOTIFICATION OF INTENT TO AWARD

1. Upon finalizing the award, a notification email may be sent via the OpenGov system showing the awarded vendor(s).

2. As a courtesy, the County may send a Notice of Intent letter to responding vendors at the time of the award. - applicable to RFPs

3. Written notice of award to a vendor in the form of a purchase order or other document, mailed or emailed to the address shown on the bid will be considered sufficient notice of acceptance of bid.

5. CERTIFICATE OF INSURANCE

1. The successful vendor is required to submit to Dane County a Certificate of Insurance prior to performing any work under this contract. The certificate is required prior to issuance of purchase order. See the Insurance Responsibility section within the Standard Terms &

Conditions.

2. Please contact your insurance representative to issue an Additional Insured Endorsement naming County of Dane, a municipal corporation, its boards, commissions, agencies, officers, employees and representatives listed as an ADDITIONAL INSURED on the General Liability policy.

3. Indicate mailing address as:

o County of Dane

Risk Management

City County Building Room 425

210 Martin Luther King Jr., Blvd.

Madison, WI 53703

4. Please inform your insurance representative that you have agreed to provide us with 30 Days written notice in the event of cancellation for any reason before the expiration date of your policy or policies.

5. Vendor may email Certificates of Insurance to risk.management@danecounty.gov.

6. Call 608-266-4965 with any questions.

6. PERMITS & LICENSES

mailto:risk.management@danecounty.gov

1. The Contractor selected under this bid shall be required to obtain the necessary permits and licenses prior to performing any work under this contract. The Contractor will be required to demonstrate valid possession of appropriate required licenses and will keep them in effect for the term of this contract.

2. Contractor must be financially responsible for obtaining all required permits and licenses to comply with pertinent regulations, municipal, county, State of Wisconsin and Federal laws, and shall assume liability for all applicable taxes.

7. SATISFACTORY WORK

1. Any work found to be in any way defective or unsatisfactory shall be corrected by the

Contractor at its own expense at the order of the County. The County also reserves the right to contract out services not satisfactorily completed and to purchase substitute services elsewhere. The County reserves the right to charge the vendor with any or all costs incurred or retain/deduct the amount of such costs incurred from any monies due or which may become due under this contract.

8. GOVERNMENT STANDARDS

1. All materials, equipment, and supplies provided to the County must fully comply with all safety requirements as set forth by the Wisconsin Department of Commerce and all applicable OSHA

Standards. Bidders shall comply with all local, state and federal regulations, directives and laws.

9. DANE COUNTY SUSTAINABILITY PRINCIPLES

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

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

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

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

2.6. CONTRACTING

1. CONTRACT/PROJECT ADMINISTRATION

1. The County department(s) utilizing the service will be responsible for drafting, coordinating, monitoring and administering the resulting service contract/purchase order. The department shall be responsible for notifying the awarded vendor about contract renewals or extensions.

Any modifications or additions to the contract(s)/purchase order(s) shall be communicated by the department to the Purchasing Division.

2. CONTRACT ASSIGNMENT - SUBCONTRACTORS

1. A resulting contract and any part thereof shall not be subcontracted or assigned to another

Contractor without prior written permission of the County. The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. Subcontractors must abide by all terms and conditions under this Contract.

3. CONTRACT ADDITIONS

1. The County reserves the right to add new items and locations at a price conforming to other like items on the contract. The procedure for such additions shall be as follows:

1. The County Purchasing Officer will contact the vendor requesting pricing for the item(s) to be added.

2. The vendor, within three working days, should respond in writing and include the bid number, contract period and the price for each item or service to be provided.

3. Upon receipt, the County shall issue a Change Order adding the service or product(s) to the

Contract or Purchase Order.

2. The County reserves the right to accept or reject prices and obtain bids on the open market for these add ons.

3. When applicable, Contractor may be required to sign a Dane County Contract.

4. CONTRACT TERMINATION

1. If for any reason the successful contractor fails to fulfill the requirements of the contract for providing the specified services, the County shall have the right to cancel the contract at any time and negotiate for the services with another contractor.

3. Contract Term d

The contract shall be effective on the date indicated on the Dane County Purchase Order or the Dane

County Contract execution date. Dane County's need for this service is dependent on future projects and

HUD funding. The initial term length and renewal terms available are estimates only and are subject to change.

If applicable, any optional or renewal terms are not automatic extensions. Renewal terms must be agreed upon mutually by Dane County and Contractor.

Anticipated Terms (Calendar Dates)

Term 1: January 1 - December 31, 2026

Term 2: January 1 - December 31, 2027

Term 3: January 1 - December 31, 2028

Term 4: January 1 - December 31, 2029

Term 5: January 1 - December 31, 2030

4. Project Overview & Scope of Work

The following definitions and links are used throughout the RFP.

County: Dane County

County Agency: Department of Human Services, Division of Housing Access & Affordability

Dane County Purchasing website: www.danepurchasing.com

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

HUD: U.S. Department of Housing and Urban Development

AHDF: The Dane County Affordable Housing Development Fund, funded by the Dane County Capital

Budget to encourage the development of affordable housing throughout Dane County.

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

Business Day: Any day other than a Saturday, Sunday, or legal holiday in which the County Agency is closed.

HQS: Housing Quality Standards inspections, as mandated by the U.S. Department of Housing and Urban

Development

NSPIRE: National Standards for the Physical Inspection of Real Estate, as mandated by the U.S.

Department of Housing and Urban Development

Lead Inspections/Testing: A surface-by-surface investigation to determine the presence of lead-based paint, and as further defined, regulated, and mandated by the U.S. Department of Housing and Urban

Development

Lead-Safe Practices: Work practices used when performing any maintenance, hazard reduction, or renovation work that disturbs paint that may be lead-based paint above the de minimis, and as further defined, regulated, and mandated by the U.S. Department of Housing and Urban Development.

4.1. Eligibility

A for-profit or non-profit entity may apply to conduct a Housing Quality Standards (HQS) Inspection, National Standards for the Physical Inspection of Real Estate (NSPIRE) Inspection, and/or Lead

Inspections/Testing on behalf of Dane County as long as the following criteria are met:

• The entity has participated in the necessary training and certification process in order to perform HQS and NSPIRE Inspections and Lead Inspections, while complying with Lead-Safe

Practices.

• The entity has experience performing HQS Inspections in the last 3 years (2023 – 2025).

• The entity has experience performing Lead Inspections/Testing in the last 3 years (2023 – 2025).

https://www.danepurchasing.com/ http://www.nlrb.gov/

• The entity does not have an active license suspension or notice of debarment from the WI

Department of Financial Institutions (DFI) or from the U.S. Government.

4.2. Program Overview

The Dane County Housing Access and Affordability (HAA) Division administers federally and locally funded programs, providing rental assistance, homebuyer assistance, housing rehabilitation and repair, affordable housing development or rehabilitation, mortgage reduction assistance, and new apartment rentals. To comply with grant regulations and ensure housing quality, the County requires the assistance of licensed home inspectors and other professionals to conduct accurate and objective inspections.

Funds provided by the U.S. Department of Housing and Urban Development (HUD) requiring HQS, lead paint, and/or NSPIRE inspections dictate these inspections must be conducted in accordance with HUD’s regulations, and guidance. The County’s housing programs are primarily funded by HUD’s Community

Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) programs.

Additionally, Dane County may administer other programs funded by HUD which would require inspections in accordance with HUD's regulations. To comply with HUD’s CDBG and HOME regulations, HQS, lead paint, and/or NSPIRE inspections must be conducted for homes that are assisted by these programs. Additionally, the County may elect to have HQS, lead paint, and/or NSPIRE inspections completed for other county-funded programs.

Several of the programs listed require NSPIRE inspections instead of HQS since October 1, 2024 as directed by the County. The County is seeking proposals that include the ability to conduct both types of inspections: HQS, and NSPIRE. Lead Inspections/Testing may need to occur when the property was built before 1978 and there's visible chipping, peeling, and/or crackling paint.

4.3. Program Needs & Expectations

The purpose of this Request for Proposal (RFP) is for Dane County to establish an agreement with a qualified, responsive vendor who will provide to the County professional HQS, NSPIRE, and Lead

Inspection/Testing services, while complying with Lead-Safe Practices, upon request, in order to facilitate the County’s housing programs, or for other public purposes, at a fixed flat rate per project and report.

Vendors must be certified to perform HQS and NSPIRE inspections as well as lead-based paint inspections.

Lead-based paint inspections and paint testing. As established by the State of Wisconsin, lead-based paint inspections shall be performed in accordance with methods and standards established by the State of Wisconsin and authorized by the EPA under 40 CFR 745.324, or by the EPA at 40 CFR 745.227(b) and

(h).

4.4. Program Goals & Deliverables

The Vendor shall:

https://www.ecfr.gov/current/title-40/section-745.324 https://www.ecfr.gov/current/title-40/section-745.227#p-745.227(b) https://www.ecfr.gov/current/title-40/section-745.227#p-745.227(h)

1. Upon notification by the County of the property location and owner contact information, schedule a time to conduct the inspection within 72 hours.

2. Complete necessary reporting of inspection results to the County Project Manager or designee within 24 hours of HQS Inspection and lead paint inspection completion, and within 5 business days of NSPIRE Inspection completion; A report describing all 24-hour deficiencies discovered while performing NSPIRE inspections must be sent to the County the same day any 24-hour deficiencies are discovered, or by 09:00 AM the following morning.

3. Report information to the County Project Manager or designee on a periodic basis. Such reporting shall include, but not be limited to:

1. HQS Inspections:

1. HUD form 52580 (Inspection Checklist)

2. HQS Inspection Report/Results Letter

2. NSPIRE Inspections:

1. NSPIRE HCV/PBV Inspection Checklist

2. NSPIRE Score Calculator Spreadsheet (with grading completed by the vendor)

3. NSPIRE Inspection Report/Results Letter, including photos of all deficiencies discovered while performing the inspection

3. Lead inspections - to be performed as needed based on result of HQS or NSPIRE inspection

1. Lab results are submitted to Dane County

2. Lead abatement services are not part of this RFP

4.5. Service Unit Definition and Purchase Categories

The unit for this RFP is defined as per inspection.

HQS:

• Initial inspections - single-family units, multi-family units, common areas - The first HQS inspection of a residential property

• Re-inspections - single-family units, multi-family units, common areas - A follow-up on-site visit to a previously inspected residential property to verify the completion, quality, or ongoing status of specific work orders, repairs, or required conditions identified during a prior inspection.

NSPIRE:

• Initial inspections - multi-family units, common areas - The first NSPIRE inspection of a residential property https://www.hud.gov/sites/dfiles/OCHCO/documents/52580.pdf

• Re-inspections - multi-family units, common areas - A follow-up on-site visit to a previously inspected residential property to verify the completion, quality, or ongoing status of specific work orders, repairs, or required conditions identified during a prior inspection.

Lead:

DCDHS does not have an estimated quantity of lead inspections expected however as part of this contract the vendor needs the expertise to perform this type of service as needed. DCDHS expects the use of a non-destructive x-ray fluorescence (XRF) analyzer or paint chip sampling at our request.

• Lead paint inspection - single-family units, multi-family units, common areas - The first lead inspection of a residential property

• Lead clearance - single-family units, multi-family units, common areas - A follow-up on-site visit after abatement to ensure proper completion

5. RFP Response Requirements & Evaluation Criteria

RFP Response - Proposers shall respond to the RFP questions contained within the Vendor

Questionnaire. Responses should be concise yet complete, addressing each component of every question. Vendors are advised to review each question carefully prior to responding.

For convenience, vendors may decide to draft responses in a Microsoft Word document and then copy and paste them into the questionnaire.

Cost Proposal Response

• Complete the Pricing Table

Evaluation Criteria - each section below includes the Point Value assigned to it for evaluation purposes.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Abstract

The County seeks to ensure that the selected vendor demonstrates a clear understanding of

HUD requirements for inspections, meets the eligibility criteria outlined in this RFP, provides a compliant and well-defined approach, and offers added value to the County. Please provide a brief description of the services you propose to deliver and explain how your approach will meet the needs and requirements described within this RFP.

Points Based 20 (19% of Total)

2. Timeline Estimates

Please describe your agency’s anticipated timeline for completing each of the 16 types of inspections: HQS inspections (for single family units, multifamily units, and common areas), HQS reinspections (for single family units, multifamily units, and common areas), lead paint inspections/testing (for single family units, multifamily units, and common areas), lead paint reinspections, also known as lead clearance (for single family units, multifamily units, and common areas), NSPIRE inspections

(for multifamily units and common areas), and

NSPIRE reinspections (for multifamily and common areas). Timelines should begin at the point when the request for service is received by your organization and continue through completion of the inspection and delivery of all required documentation.

Include:

• The estimated duration for each review type.

• Key phases and milestones within the review process.

• Any anticipated factors or common delays that may affect completion time.

The County seeks a vendor with timelines that are efficient and realistic—timely, but not overly aggressive.

Points Based 15 (14.3% of Total)

3. Experience and Qualifications

1. Experience and Qualifications:

Describe the experience and qualifications of your organization related to the proposed project, as well as any similar projects your organization has undertaken in the past. Include how the organization has experience providing services to low- and moderate-income populations.

2. HQS, Lead, & NSPIRE Inspections

Certifications: Please attach current

Certification documentation that allows your organization to perform and report HQS inspections (HUD certification), lead paint (State of

Wisconsin certification), and NSPIRE inspections (HUD certification).

3. HQS Inspection Experience: List the amount of HQS Inspections performed by your organization from

January 1, 2023 to current.

4. Lead Paint Experience: List the amount of Lead Paint Inspections performed by your organization from

January 1, 2023 to current.

5. NSPIRE Inspection Experience: List the amount of NSPIRE Inspections performed by your organization from

October 1, 2023 to current.

6. Appeals Process: Describe the appeals process that will be followed when persons have a complaint or dispute about the inspections operated by your organization.

Points Based 30 (28.6% of Total)

4. Past Performance

Reference Checks: Please provide at least three

(3) professional references from current or recent clients for whom you have provided similar services within the past five (5) years.

For each reference, include the following information:

• Client's Organization Name

• Project Title and Description

• Services Provided

• Start and End Dates of the

Engagement

• Contact Name, Title, Email, and

Phone Number

Dane County intends to contact up to three references to validate the applicant's qualifications and past performance.

Points Based 20 (19% of Total)

5. Cost

Points for cost will be awarded using a relative formula. The proposal with the lowest pricing entered into the pricing proposal will receive the maximum number of points available for this section. Please enter your agency's proposed rates in the pricing proposal section of this application, for each service and potential contract term listed.

Points Based 15 (14.3% of Total)

6. Local Vendor Preference

Per Dane County ordinance, a local Dane

County vendor automatically receives five (5) points toward the evaluation score.

Vendors located within the counties adjacent to Dane County (Columbia, Dodge, Green, Iowa, Jefferson, Rock, or Sauk) automatically receive two (2) points toward the evaluation score.

Locally Operated Vendor means a supplier or provider of equipment, materials, supplies, or services which has an established place of business within Dane County and whose business is registered and authorized to do business in the State of Wisconsin. 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 Locally

Operated Vendor. Dane County Ordinance

25.04(5)

Points Based 5 (4.8% of Total)

6. Pricing Proposal

Based on purchase history over the past three years, the County averages, annually, approximately 12

HQS inspections, 45 NSPIRE unit inspections, and 6 NSPIRE complex inspections. All actual quantities are unknown and subject to change.

Actual inspection volume varies by housing stock, mortgage rates, inspection cycles, and program policy changes. We anticipate a modest increase in both HQS and NSPIRE inspections in the next year due to policy updates and the addition of new units; however, future years may see decreases or fluctuations as NSPIRE cycles shift to multi-year intervals and as housing stock changes.

Approximately one-third of HQS inspections and one-half of NSPIRE inspections require re-inspections, which are typically less intensive than the initial inspection.

HQS INITIAL INSPECTION, SINGLE-FAMILY UNIT

DCDHS estimates requesting approximately 12 HQS inspections in 2026. Estimated quantities are not guaranteed and are subject to change.

Line Item Description Quantity

(annual estimated)

Unit of

Measure Unit Cost Total

1 Term 1 - January 1, 2026 - December

31, 2026. Completion of HQS initial inspection of a single-family unit including reporting to County

1 per inspection

2 Term 2 - January 1, 2027 - December

31, 2027. Completion of HQS initial inspection of a single-family unit including reporting to County

3 Term 3 - January 1, 2028 - December

31, 2028. Completion of HQS initial inspection of a single-family unit including reporting to County

4 Term 4 - January 1, 2029 - December

31, 2029. Completion of HQS initial inspection of a single-family unit including reporting to County

Line Item Description Quantity

(annual estimated)

Unit of

Measure Unit Cost Total

5 Term 5 - January 1, 2030 - December

31, 2030. Completion of HQS initial inspection of a single-family unit including reporting to County

HQS - INITIAL INSPECTION, MULTI-FAMILY UNIT

Quantity is unknown at this time.

Line Item Description Quantity Unit of

Measure Unit Cost Total

6 Term 1 - January 1, 2026 - December

31, 2026. Completion of HQS initial inspection of a multi-family unit including reporting to County

7 Term 2 - January 1, 2027 - December inspection of a multi-family unit including reporting to County

8 Term 3 - January 1, 2028 - December inspection of a multi-family unit including reporting to County

9 Term 4 - January 1, 2029 - December inspection of a multi-family unit including reporting to County

10 Term 5 - January 1, 2030 - December

31, 2030. Completion of HQS initial inspection of a multi-family unit including reporting to County

HQS - INITIAL INSPECTION, MULTI-FAMILY COMMON AREAS

Line Item Description Quantity Unit of

Measure Unit Cost Total

11 Term 1 - January 1, 2026 - December

31, 2026. Completion of HQS initial inspection of a common area including reporting to County

12 Term 2 - January 1, 2027 - December inspection of a common area including reporting to County

13 Term 3 - January 1, 2028 - December inspection of a common area including reporting to County

14 Term 4 - January 1, 2029 - December inspection of a common area including reporting to County

15 Term 5 - January 1, 2030 - December

31, 2030. Completion of HQS initial inspection of a common area including reporting to County

HQS - REINSPECTION, SINGLE-FAMILY UNIT

DCDHS estimates requesting approximately 4 HQS reinspections in 2026. Estimated quantities are not guaranteed and are subject to change.

Line Item Description Quantity

(annual estimated)

Unit of

Measure Unit Cost Total

16 Term 1 - January 1, 2026 - December

31, 2026. Completion of HQS reinspection of a single-family unit including reporting to County

17 Term 2 - January 1, 2027 - December

31, 2027. Completion of HQS reinspection of a single-family unit including reporting to County estimated)

Unit of

Measure Unit Cost Total

18 Term 3 - January 1, 2028 - December

31, 2028. Completion of HQS reinspection of a single-family unit including reporting to County

19 Term 4 - January 1, 2029 - December

31, 2029. Completion of HQS reinspection of a single-family unit including reporting to County

20 Term 5 - January 1, 2030 - December

31, 2030. Completion of HQS reinspection of a single-family unit including reporting to County

HQS - REINSPECTION, MULTI-FAMILY UNIT

Line Item Description Unit of Measure Unit Cost

21 Term 1 - January 1, 2026 - December 31, 2026.

Completion of HQS reinspection of a multi-family unit including reporting to County per inspection

22 Term 2 - January 1, 2027 - December 31, 2027.

Completion of HQS reinspection of a multi-family unit including reporting to County per inspection

23 Term 3 - January 1, 2028 - December 31, 2028.

Completion of HQS reinspection of a multi-family unit including reporting to County per inspection

24 Term 4 - January 1, 2029 - December 31, 2029.

Completion of HQS reinspection of a multi-family unit including reporting to County per inspection

25 Term 5 - January 1, 2030 - December 31, 2030.

Completion of HQS reinspection of a multi-family unit including reporting to County per inspection

HQS - REINSPECTION, MULTI-FAMILY COMMON AREA

Line Item Description Unit of Measure Unit Cost

26 Term 1 - January 1, 2026 - December 31, 2026.

Completion of HQS reinspection of a common area including reporting to County per inspection

27 Term 2 - January 1, 2027 - December 31, 2027.

Completion of HQS reinspection of a common area including reporting to County per inspection

28 Term 3 - January 1, 2028 - December 31, 2028.

Completion of HQS reinspection of a common area including reporting to County per inspection

29 Term 4 - January 1, 2029 - December 31, 2029.

Completion of HQS reinspection of a common area including reporting to County per inspection

30 Term 5 - January 1, 2030 - December 31, 2030.

Completion of HQS reinspection of a common area including reporting to County per inspection

NSPIRE - INITIAL INSPECTION, MULTI-FAMILY UNIT

DCDHS estimates requesting approximately 45 NSPIRE inspections in 2026. Estimated quantities are not guaranteed and are subject to change.

Line Item Description Quantity Unit of

Measure Unit Cost Total

31 Term 1 - January 1, 2026 - December

31, 2026. Completion of NSPIRE initial inspection of a multi-family unit including reporting to County

32 Term 2 - January 1, 2027 - December

31, 2027. Completion of NSPIRE initial inspection of a multi-family unit including reporting to County

33 Term 3 - January 1, 2028 - December

31, 2028. Completion of NSPIRE initial inspection of a multi-family unit including reporting to County

Unit Cost Total

34 Term 4 - January 1, 2029 - December

31, 2029. Completion of NSPIRE initial inspection of a multi-family unit including reporting to County

35 Term 5 - January 1, 2030 - December

31, 2030. Completion of NSPIRE initial inspection of a multi-family unit including reporting to County

NSPIRE - INITIAL INSPECTION, MULTI-FAMILY COMMON AREA

DCDHS estimates requesting approximately 6 NSPIRE Inspections for common areas in 2026. Estimated quantities are not guaranteed and are subject to change.

Line Item Description Quantity Unit of

Measure Unit Cost Total

36 Term 1 - January 1, 2026 -…