ILG0021 - CSNA RFP_Final.pdf

State of Wisconsin

DOA-3261 (R05/2014)

s.16.75, Wis. Statutes PROPOSALS MUST BE SEALED & ADDRESSED TO: Remove from proposer list for this commodity/service. (Return this page only.)

AGENCY ADDRESS:

Wisconsin Department of Workforce Development

Office of Procurement

201 E. Washington Ave. G400

P.O. Box 7946

Madison, WI 53707-7946

Proposal envelope must be sealed and plainly marked in lower corner with due date and Request for Proposal # ILG0021 Late proposals will be rejected. Proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due. Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Proposals must be submitted separately, i.e., not included with sample packages or other proposals. Proposal openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Proposer should contact the person named below for an appointment to view the proposal record. Proposals shall be firm for acceptance for sixty

(60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award..

REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER

PROPOSER (Name and Address)

Proposals MUST be in this office no later than

September 20, 2017 2:00 PM CST

Name (Contact for further information)

Meredith Cook Phone Date

608-266-0625 08/21/2017 Quote Price and Delivery FOB

Destination – No Fax Proposals Accepted

Public Opening No Public Opening

Description

ILG0021 – Comprehensive Statewide Needs Assessment

Payment Terms: N30 Delivery Time:

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.

Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson Ave., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print) Title Phone Fax

Signature of Above Date Email:

This form can be made available in alternate formats to individuals with disabilities upon request.

TABLE OF CONTENTS

1.0 GENERAL INFORMATION

2.0 PREPARING AND SUBMITTING A PROPOSAL

3.0 PROPOSAL SELECTION AND AWARD PROCESS

4.0 GENERAL PROPOSAL REQUIREMENTS

5.0 TECHNICAL REQUIREMENTS

6.0 SECURITY REQUIREMENTS

7.0 PERFORMANCE REQUIREMENTS

8.0 EQUIPMENT REQUIREMENTS

9.0 REPORTING AND MEETING REQUIREMENTS

10.0 COST PROPOSAL

11.0 SPECIAL CONTRACT TERMS AND CONDITIONS

12.0 STANDARD TERMS AND CONDITIONS

13.0 REQUIRED FORMS

SUPPLEMENTAL INFORMATION Attachment

Cost Proposal ....................................................................................................................................... A WDA Map…………………………………………………………………………………………..…B Reporting Template …………………………………………………………………………………..C

1.0 GENERAL INFORMATION

1.1 Introduction and background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal to provide services for a Comprehensive Statewide Needs Assessment (CSNA) for the Department of Workforce Development, Division of Vocational Rehabilitation (DWD-DVR).

The Wisconsin Division of Vocational Rehabilitation is seeking a contractor to conduct two comprehensive assessments over a five-year (5) period. The Division of Vocational Rehabilitation (DVR) is required under the Workforce Innovation and Opportunity Act (WIOA) to conduct a comprehensive statewide needs assessment. The intent of the assessment is to provide a report and map of the types of services currently provided that fall under the purview of Vocational Rehabilitation including services offered by partner agencies, non-profits as well as for-profit providers, and to find gaps in coverage and/or services. The assessment is required to be completed twice over the next five years. In order to maintain continuity in the method by which the assessment is conducted DWD has requested the term of the contract to be five years (3-year initial contract plus one two-year renewal). These services are to begin shortly after contract signing with the first report due September of 2018.

The State as represented by the DWD Office of Procurement intends to use the results of this solicitation to award a contract(s) to a contractor(s) who will provide the necessary services, a record to the consumer, as well as reporting to DVR. The services described shall be provided by an entity that does not have a financial interest or conflict of interest with any other of DVR's programs.

DWD may select multiple contractors that will produce a qualified vendor list. The list of qualified contractors is necessary to fulfill statewide coverage.

1.2 Scope of the project

1.2.1 Project description

The Divisions of Vocational Rehabilitation (DVR) provides employment related services to individuals with disabilities to assist them in reaching their employment goals. DVR is required under WIOA to conduct a comprehensive statewide needs assessment. The intent of the assessment is to provide a report and map of the types of services currently provided that fall under the purview of Vocational Rehabilitation including services offered by partnered agencies, non-profits, as well as, for-profit providers, and to find gaps in coverage and/or services. The assessment is required to be completed twice over the next five years. In order to maintain continuity in the method by which the assessment is conducted DWD has requested the term of the contract to be five years (3-year initial contract plus one two-year renewal).

1.2.2 Objectives

• An outreach plan that will include accomplish needs of the assessment.

• A scheduling plan that will meet the requirements of the initial and follow-up assessment.

• A description of the commination plan to communicate with all parties covered under the assessment.

• The contractor shall provide general information and individualized information for any interviews and focus groups conducted under the assessment.

• Plan for outreach and focus group meetings, including but not limited to; number of focus groups needed, number of focus group participants and possible locations.

• A description of how the contractor will work with various parties under the assessment criteria.

• Develop a method for storing and reporting information.

1.2.4 Current operations

The last assessment was conducted by DVR staff in 2015 and is included in the Division of Vocational Rehabilitation State Plan 2016-2020. The DVR State Plan includes information on the assessment starting on page 29. http://dwd.wisconsin.gov/dvr/state_plans/2016-2020/all_sections.pdf http://dwd.wisconsin.gov/dvr/state_plans/2016-2020/all_sections.pdf

1.3 Procuring and contracting agency

This Request for Proposal (RFP) is issued by the Wisconsin Department of Workforce Development, which is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Meredith Cook, Purchasing Agent Senior.

The contract(s) resulting from this RFP will be administered by the Wisconsin Department of Workforce Development. The contract administrator will be Meredith Cook, Purchasing Agent Senior.

1.4 Definitions

The following definitions are used throughout the RFP:

Agency means the Wisconsin Department of Workforce Development.

Applicant means an individual who submits an application for vocational rehabilitation services in accordance with 34 CFR § 361.4(c)4.

Appropriate modes of communication means specialized aids and supports that enable an individual with a disability to comprehend and respond to information that is being communicated in accordance with 34 CFR § 361.5(b)4.

Assistive technology device means any item, piece of equipment, or product system, whether acquired commercially off-the-shelf, modified, or customized, that is used to increase, maintain, or improve the functional capabilities of an individual with a disability.

Authority means a body created under subch. II of ch. 114 or subch. III of ch. 140 or under ch. 231, 232, 233, 234, 235, or 279.

Authorized user includes any State Agency, University of Wisconsin campus, or any state or local public body authorized to use statewide contracts, as established in §§ 16.70(1b), (1e), (2), (4) and (8), 16.73 and

66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement Manual.

Center for Independent Living (CIL) means an independent nongovernment organization, established pursuant to the federal Rehabilitation Act, that provides information and referral, independent living skills training, peer counseling, and individual and systems advocacy (i.e., the four core independent living services) to individuals eligible for such services.

Client means an individual who has been determined eligible for rehabilitation or independent living services.

Client Assistance Program (CAP) means the program established pursuant to the requirements of 34 CFR Part 370 for the purpose of advising, informing, assisting and advocating for applicants and eligible individuals regarding all services and benefits available under this chapter.

CNSA means Comprehensive Statewide Needs Assessment.

Code of Federal Regulations (CFR) means federal regulations that govern the programs described in this bid.

Commodity means a tangible article of trade or item of merchandise; goods, products, materials, supplies, or finished products. A Commodity is not a Service for purposes of this RFP, but a Commodity may include incidental or related Services.

Community Partners means those state and local organizations with their own programs or interest in services to Wisconsinites with disabilities in partnership with the Agency.

Consumer means an individual that uses DVR services as a participant.

Contract means the written agreement between the successful bidder and the State covering the commodities and services to be performed pursuant to this RFP.

Contract administrator means the Procuring Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract manager means the employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contractor means the person or entity that has been awarded the Contract as a result of this Bid, and who is required to provide equipment materials, supplies, contractual services, or leasing real property to the Procuring Agency.

Contractor employee means an individual provided to the State by the Contractor to perform services pursuant to a contract issued under this RFP.

Contractual services or services means an intangible product, including actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related materials necessary to fulfill that which the successful Bidder is obligated to accomplish or provide under this RFP.

Cross-disability means individuals representing a range of significant disabilities; this designation does not require the presence of one or more specific significant disabilities before determining that an individual is eligible of Wisconsin services, consistent with 34 CFR § 364.4.

Culturally Competent Services means a set of congruent behaviors, attitudes, and policies that come together in a system, organization or among professionals that enable the system or those professionals to work effectively in cross cultural situations. The specific cultural distinction for this RFB are those individuals with disabilities who have the goal of achieving personal independence and self-sufficiency.

Department or Disability Services means a department within the Government of Wisconsin.

DVB means Disabled Veteran Owned Business

DVR means Division of Vocational Rehabilitation Employment support organizations mean the wide array of organizations, job placement providers, personal assistants, disability advocacy organizations and public and private employers who provide personal and employment support for persons with disabilities.

Family member (for the purpose of receiving vocational rehabilitation services in accordance with subsection 113.2 (i)) means an individual who is either (a) a relative or guardian of an applicant or eligible individual; or (b) lives in the same household as an applicant or eligible individual.

Implementation Plan means a written plan and timeline for implementing the CSNA, developed by Bidder that includes a table, with date specific deliverables, to address the overall CSNA requirements described in this RFP. The Implementation Plan should include proposed methodologies, instruments, sets of informants, schedules for carrying out the CSNA benchmarks for product delivery, and staff position associated for the tasks as described in this RFP.

Independent Living Services means the five core Wisconsin services provided by Centers for Independent Living including; information and referral services, independent living skills training, peer counseling, individual and systems advocacy, transition from and as well as the following services as specified by 34

CFR 364.4:

a. Counseling services, including psychological, psychotherapeutic, and related services;

b. Services related to securing housing or shelter, including services related to community group living, that are supportive of the purpose of the Act, and adaptive housing services, including appropriate accommodations to and modifications of any space used to serve, or to be occupied by, individuals with significant disabilities;

c. Rehabilitation technology;

d. Mobility training;

e. Services and training for individuals with cognitive and sensory disabilities, including life skills training and interpreter and reader services;

f. Personal assistance services, including attendant care and the training of personnel providing these services;

g. Surveys, directories, and other activities to identify appropriate housing, recreation opportunities, and accessible transportation, and other support services;

h. Consumer information programs on rehabilitation and Wisconsin services available under the Act, especially for minorities and other individuals with significant disabilities who have traditionally been unserved or underserved by programs under the Act;

i. Education and training necessary for living in a community and participating in community activities;

j. Supported living;

k. Transportation, including referral and assistance for transportation;

l. Physical rehabilitation;

m. Therapeutic treatment;

n. Provision of needed prostheses and other applications and devices;

o. Individual and group social and recreational services;

p. Training to develop skills specifically designed for youths who are individuals with significant disabilities to promote self-awareness and esteem, develop advocacy and self-empowerment skills, and explore career options;

q. Services for children;

r. Services under other Federal, State, or local programs designed to provide resources training, counseling, or other assistance of substantial benefit in enhancing the independence, productivity, and quality of life of individuals with significant disabilities;

s. Appropriate preventive services to decrease the need of individuals with significant disabilities under the Act for similar services in the future;

t. Community awareness programs to enhance the understanding and integration into society of individuals with significant disabilities; and

u. Any other services that may be necessary to improve the ability of an individual with a significant disability to function, continue functioning, or move toward functioning independently in the family or community or to continue in employment and that are not inconsistent with any other provisions of the Act.

Individual with a disability (except as defined in the subsection that immediately follows), for the purposes of 34 CFR §§ 361.5(b)(14), 361.13(a), 361.13(b)(1), 361.17(a), (b), (c), and (j), 361.18(b), 361.19, 361.20, 361.23(b)(2), 361.29(a) and (d)(5), and 361.51(b), shall mean an individual who:

a. Has a physical or mental impairment that substantially limits once or more major life activities;

b. Has a record of a physical or mental impairment that substantially limits one or more major life activities;

or

c. Is regarded as having an impairment that limits one or more major life activities.

Individual with a significant disability means an individual who has a severe physical or mental impairment that seriously limits one or more functional capacities (such as mobility, communication, self-care, self-direction, interpersonal skills, work tolerance, or work skills) in terms of an employment outcome; whose vocational rehabilitation can be expected to require multiple vocational rehabilitation services over an extended period of time;

and who has one or more physical or mental disabilities.

Informed Consent means consent from a person that is freely given with no pressure, bribes, threats or promises, and no consequences for refusal to participant.

Minority Business Enterprise (MBE) means a business that has been certified by the Department of Administration.

Municipality means any Wisconsin 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.).

One-Stop centers/American Job Centers means a service delivery system that is structured pursuant to Title I of the Workforce Innovation Opportunity Act, in accordance with 20 CFR Part 662.

Persons to be served means those persons specifically defined in CFR 361.5(c)(28) that the Agency is required to serve.

Persons who are blind means those persons specifically defined in CFR 361.5(c)(26) as used by the Agency.

Persons with a most significant disability means those persons specifically defined in CFR 361.5(c)(29) as used by the Agency.

Physical or mental impairment means any physiological disorder or condition, cosmetic, disfigurement, or anatomical loss affecting one or more of the following body systems: neurological, muscular, skeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, hemic, and lymphatic, skin, and endocrine; or any mental or psychological disorder such as an intellectual disability, organic brain syndrome, emotional or mental illness, and specific learning disabilities.

Procurement Manager means the Procuring Agency's procurement specialist or other person responsible for overseeing and administering the procurement process for a Proposal.

Proposer means a firm submitting a proposal in response to this RFP.

Rehabilitation Act of 1973, as amended, or Rehabilitation Act means the federal law that provides the vocational rehabilitation and related services to eligible individuals with disabilities, and governs and guides the services provided by Vocational Rehabilitation.

RFP means Request for Proposal.

Specification means a descriptive statement of the physical, functional and performance characteristics of the commodity or service required by the Procuring Agency. A Specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing or preparing a supply for delivery, or the necessary performance criteria.

Stakeholder for the purpose of this bid, and subsequent contract, means people who have a vested interest or stake in the provision and improvement of vocational rehabilitation and independent living services in Wisconsin. These shall include, but are not limited to:

a. The State Rehabilitation Council ("SRC")

b. The Statewide Independent Living Council ("SILC")

c. Centers for Independent Living ("CILs")

d. Wisconsin State Governmental Agencies, including but not limited to, the Department of Public Instruction ("DPI"), the Department of Health Services ("DHS"), the Department of Workforce Development ("DWD"), the Department of Corrections ("DOC"), and the Department of Children and Families ("DCF").

e. Consumers

f. Rehabilitation Counselors

g. Consumer Advocacy and Self Advocacy Groups

h. Individual VR and IL consumers

i. State workforce partners (including American Job Centers)

j. Client Assistance Program

k. Elected officials

l. Local Advisory Neighborhood Commissions

m. Local Public Schools Districts

n. Civic Associations

o. Area Hospitals

p. Developmental Disabilities Council

q. Local Colleges and Universities

r. Special Education Parents Center

s. Federal Rehabilitation Services Administration ("RSA"), State means the State of Wisconsin and Authorized Users.

State Director means the Division Administrator for the Division of Vocational Rehabilitation.

State Plan for Independent Living (SPIL) means a plan that describes the established goals or objectives, the services to be provided, and the anticipated duration of the services program necessary to enable an individual with a significant disability to become self-sufficient.

Statewide workforce investment system means a system described in section 111(d)(2) of the Workforce Investment Act of 1998 (29 U.S.C. § 2821(d)(2)).

State Rehabilitation Council as set forth in 3 CFR 361.17 means a group of consumers, advocates, business and community representatives appointed by the Governor to advise Vocational Rehabilitation to develop, implement, and review rehabilitation service delivery for persons with disabilities. In Wisconsin, this Council is call the Wisconsin Rehabilitation Council ('WRC").

Student with a disability means an individual with a disability in a secondary, postsecondary, or other recognized education program who is generally not younger than 16 but may be as young as 14 years of age as determined by the Wisconsin Department of Public Instruction; and is not older than 21 years of age; and, is eligible for, and receiving, special education or related services under Part B of the Individuals with Disabilities Education Act (20 U.S.C. 1411 et seq.); or, is a student who is an individual with a disability, for purposes of section 504, or is a student who is an individual with a disability who has been home schooled. Statewide workforce development system from 361.5(c)(51).

Vocational Rehabilitation Counselor or Agency Counselor means a professional vocational rehabilitation counselor in the employ of the Agency.

Vocational rehabilitation means the Wisconsin Department of Workforce Development, Division of Vocation Rehabilitation programs responsible for carrying out the responsibilities specified in Wisconsin Administrative Code Chs. DWD 60 - 75D and federal Rehabilitation Act.

Work means those activities, assigned duties, services and functions to be performed and completed within specified time frames with specific goal attainment under the Contract resulting from this RFP.

Workforce Innovation and Opportunity Act (WIOA, P.L, 113-128) means an Act of Congress passed July 22nd, of 2014 that supersedes the Workforce Investment Act of 1998 and amended the Rehabilitation Act of 1973, the Adult Education and Family Literacy Act, and the Wagner-Peyser Act.

Youth with a disability means an individual with a disability who is not younger than 14 years of age and older than 24 years of age as defined in 34 CFR § 261.5(c)58.

1.5 Clarification and/or revisions to the specifications and requirements

Any questions concerning this RFP must be submitted in writing on or before August 30, 2017 to:

Meredith Cook Purchasing Agent Senior Department of Workforce Development – Bureau of Procurement and Information Management 201 E. Washington Ave. Madison, WI 53707 608-266-0625 MeredithA.Cook@dwd.wisconsin.gov

Contractors are expected to raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT at this point in the RFP process. If a contractor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the contractor should notify immediately the above-named individual of such error and request modification or clarification of the RFP.

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 provided to all recipients of this initial

RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

Any contact with State employees concerning this RFP is prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the notice of intent to contract is released.

1.6 Proposer conference

There will be no Proposer conference.

1.7 Reasonable accommodations

The Department will provide reasonable accommodations including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If you think you need accommodations, contact the RFP Manager, Meredith.Cook@dwd.wisconsin.gov.

1.8 Calendar of events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the State. In the event that the State 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 amendment to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

DATE EVENT

August 21, 2017 Date of issue of the RFP.

August 30, 2017 Last day for submitting written inquires.

September 6, 2017 Mail notification to vendors of supplements or revisions and to the RFP.

September 20, 2017, 2:00 PM CST Proposals due September 29, 2017 (est.) Estimated Notification of intent to award.

October 9, 2017 (est.) Contract start date.

1.9 Contract term and funding

The term of the Contract shall be effective from DWD’s Contract execution date and shall run for the initial term, three years from that date plus one additional, optional two-year renewal. The one optional two-year renewal is to be mutually agreed upon before being executed. The anticipated term is for the period commencing October 9, 2017 or upon successful completion of any final Contract negotiations. DWD will begin implementing services as soon after the Contract start as practical. DWD will make reasonable efforts to implement all services by October 9, 2017, but reserves the right to implement some services after that date.

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run for one year from that date. Subsequent purchase orders shall be issued on an annual basis based on the State's fiscal year for the initial contract. If renewed by mutual consent a purchase order will be created for the first and second years of the renewal.

The proposer agrees that the contract is subject to statutory authorization and available funding.

1.10 VendorNet registration

The State of Wisconsin’s purchasing information and contractor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://Vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Contractors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000.

Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Contractors also may receive e-mail notices of these simplified bid opportunities.

1.11 Contract Volume

The estimated total annual value of this contract is estimated $300,000. DWD shall not guarantee current or future transaction volumes. DWD cannot estimate the volume of work that will be required as part of this Contract. DWD makes no guarantee of a minimum or maximum volume or dollar value for this Contract.

1.12 Minority Business/Disabled Veteran Owned Business

The State of Wisconsin is committed to the promotion of minority business, and Disabled Veteran Owned Business (DVB), in the State’s purchasing program and a goal of placing a minimum of (5) percent of its total purchasing dollars with certified minority businesses. Authority for this program is found in Wisconsin Statutes 15.107(2), 16.75(4), 16.75(5), and 560.036(2). DWD is committed to the minority business and Disabled Veteran Owned business program and with this procurement, the successful Proposer is encouraged to purchase 5% of services and supplies from minority businesses/Disabled Veteran Owned business certified by the Wisconsin Department of Administration. A listing of certified minority businesses/disabled Veteran Owned Businesses, as well as the services and commodities they provide, is available from the Department of Administration, Supplier Diversity Program (608) 267-9550.

The list is published on the Internet at: http://doa.wi.gov/Divisions/Enterprise-Operations/Supplier- Diversity-Program

1.13 Certification for Collection of Sales and Use Tax

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or vendor has not met or complied with the requirements of s.77.66, Wis.

Stats., and related statutes regarding certification for collection of sales and use tax.

http://doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program

2.0 PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The evaluation and selection of a contractor and the contract will be based on the information submitted in the contractor's proposal plus references. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.2 Incurring costs and Ownership of Proposals

DWD is not liable for any cost incurred by proposers in replying to this RFP. All proposals submitted by proposers pursuant to this RFP shall become the exclusive property of the Agency and may be used for any reasonable purpose by the Agency.

2.3 Submitting the proposal

Proposers must submit one (1) clearly labeled original and four (4) identical hard copies (for a total of 5), marked as such. Hard copies should be labeled "Original", "Copy 1", "Copy 2" etc. Proposers should submit all materials required for acceptance of their proposal by September 20, 2017 2:00pm CST to:

U.S. Postal Service Address for Hand Delivery

Meredith Cook, Purchasing Agent Senior Meredith Cook, Purchasing Agent Senior Department of Workforce Development Department of Workforce Development Administrative Services Division Procurement, Room G-400 P.O. Box 7946 201 E. Washington Ave, Madison, WI 53707-7946 Madison, WI 53703

Proposals must be received in the above office by the specified time stated above. All proposals must be time-stamped as accepted by the Purchasing Office by the stated time. Proposals not so stamped will not be accepted. Receipt of a proposal by the State mail system does not constitute receipt of a proposal by the Purchasing Office, for purposes of this RFP.

Facsimile machine (Fax) or email submitted proposals will not be accepted.

To ensure confidentiality of the document, all proposals must be packaged, sealed and show the following information on the outside of the package:

—Proposer's (Company) name and address

—CSNA RFP

—RFP ILG0021

—Proposal due date

2.4 Submitting the Cost Proposal

An original Cost Proposal must be sealed and submitted as a separate part of the proposal. The outside of the envelope must be clearly labeled with the words “Cost Proposal, RFP ILG0021” and name of the contractor and due date. The cost proposal is due to the addressee on the due date and time noted above.

2.5 Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11-inch paper bound securely. Proposals shall be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. The RFP sections which should be submitted or responded to are:

A. Cover Letter

1. Designation of Confidential and Proprietary Information (DOA-3027)

2. Contractor Information (DOA-3477)

3. Contractor Reference (DOA-3478)

4. Request for Proposal Signature Page (First Page, DOA-3261)

5. Certification Regarding Debarment Form

6. DWD Minority Business Enterprise Action Plan

7. Wisconsin Cooperative Purchasing Service (DOA-3333)

Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof.

B. General Proposal Requirements and Staffing Plan (Section 4.0)

1. Response to Minimum/ Mandatory Requirements (4.2)

2. Organizational Capabilities (4.3)

3. Staff qualifications (4.4)

4. Proposer References (4.5)

5. Organizational Location (4.6)

6. Contract Requirements and Proposer Qualifications (4.7)

C. Response to Technical Requirements (Section 5.0)

1. Outreach Strategy (5.1)

2. Strategy for developing public information material (5.2)

3. Strategy for surveys (5.3)

D. Response to Security Requirements (Section 6.0)

1. Strategy for electronic storage of personally identifiable information (PII) and consumer information (6.1)

2. Strategy for storage of hard copy or PII or consumer information (6.2)

3. Strategy for release of information (6.3)

4. Strategy for safeguarding of information (6.4)

E. Response to Performance Requirements (Section 7.0)

1. Strategy for timely submission of reports (7.1)

2. Strategy for accuracy of reports (7.2)

3. Strategy for release of information that complies with DVR standards (7.3)

4. Strategy for responding in a timely fashion (7.4)

F. Response to Equipment Requirements (Section 8.0)

1. Acknowledgement of ownership (8.1)

2. Acknowledgement of use (8.2)

3. Acknowledgement of return of equipment (8.3)

4. Acknowledgement of how equipment should be returned (8.4)

5. Acknowledgement of replacement cost (8.5)

6. Acknowledgement of notification (8.6)

G. Response to Reporting and Meeting Requirements (Section 9.0)

H. Cost Proposal – Separate Envelope

Appendix A

The contractor must submit its Cost Proposal on the form provided in Appendix A according to the instructions provided. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. The Cost Proposal must NOT be listed in any other part of the proposal response.

2.6 Multiple proposals

Multiple proposals from a contractor will be permissible; however, each proposal must conform fully to the requirements for proposal submission. Each such proposal must be submitted separately and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.

2.7 Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time. The written withdrawal notice must be received by the Purchasing Agent managing this RFP process. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to the RFP project manager. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal closing date and time.

3.0 PROPOSAL SELECTION AND AWARD PROCESS

The proposals may be reviewed initially to determine if mandatory requirements as outlined in section 4.0 GENERAL PROPOSAL REQUIREMENTS are met. Failure to meet mandatory requirements may result in rejection of the proposal. In the event that all contractors do not meet one or more of the mandatory requirements, the State 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.

DWD's evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the DWD's request.

3.2 Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria found in section 3.3 Evaluation Criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. Proposals from state-certified Minority Business Enterprises (MBE) and Disabled Veteran Business (DVB) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.

3.3 Evaluation Criteria

Upon meeting all the mandatory requirements as stated is section 4.0, The Technical Specifications will be scored upon the following criteria:

3.4 Right to reject proposals and negotiate contract terms

The proposals shall be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements may result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, DWD reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

3.5 Award and final offers

The State will compile the final scores (technical and cost) for each proposal. The award shall 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 by the State and submitted by the contractor, they will be evaluated against the stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the highest scoring proposer. However, a proposer should not expect that the State will request a final and best offer.

3.6 Notification of intent to award

All contractors who respond to this RFP will be notified in writing of the State's intent to award the contract(s) as a result of this RFP.

3.7 Appeals process

Notices of intent to protest and protests must be made in writing to the head of the procuring agency, Department of Workforce Development. Protestors should make their protests as specific as possible and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

Any written notice of intent to protest the award of a contract must be emailed (filed) with

Description Points

Staffing Requirements Plan (4.1): 100

Outreach Plan (5.1): 200

Security Requirements (6.0): 125

Performance Requirements (7.0): 75

Equipment Requirements (8.0): 25

Reporting and Meeting Requirements (9.0): 150

References: 125

Cost Proposal (10.0): 200

Total 1000

Department of Workforce Development Attn: Christopher Hagerup 201 E. Washington Ave.

Madison, WI 53703 – G400 Subject line: ILG0021 Intent to Protest Christopher.Hagerup@dwd.wisconsin.gov and received no later than five (5) working days after the notices of intent to award are issued.

Any written protest must be sent to the email noted above within ten (10) working days after the notice of intent to award is issued.

The decision of the head of the procuring agency may be appealed to the Secretary of the Department of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin statute or a section of the Wisconsin administrative Code.

4.0 GENERAL PROPOSAL REQUIREMENTS AND STAFFING PLAN

4.1 The Proposal shall describe your strategy to meet all of the staffing requirements as set forth below. This strategy may include the use of sub-contractors.

4.2 Minimum/Mandatory Requirements

The attached Standard Terms and Conditions shall govern this proposal unless specifically modified in the Special Conditions of Proposal. Conditions of proposal that include the word "must" or "shall,” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. Failure to meet a mandatory requirement may disqualify your proposal. If no proposer is able to comply with a given specification or condition of proposal, Procurement reserves the right to delete that specification or condition of bid.

A checklist is provided at the end of Section 4.0 for your reference.

Proposers shall provide the following:

1.) Name and address of primary Contractor;

2.) Names and addresses of all sub vendors proposed to be used by the primary vendor to perform the required duties;

3.) Designated staff/office location of where services will be coordinated;

4.) A statement furnishing the name of insurance bond carrier and liability limits, as stated in section 23 of the

Standard Terms and Conditions;

5.) A mandatory agreement to negotiate with DWD any changes to the contract caused by program changes, which may be brought about by DWD or legislative action.

4.3 Organization capabilities

The proposer must include a minimum of at least two years' experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results.

4.4 Staff qualifications

The proposer shall provide resumes or a summary describing the educational and work experiences as well as related credentials and licensures for each staff who would be assigned to the Contract. It is required that all work performed is under the supervision of a Licensed Professional Counselor (LPC) and/or licensed social worker. DWD reserves the right to request proof of licensure. Each individual working under the contract must be willing to submit to a criminal background check.

4.5 Proposer references

Proposers shall include in their RFPs, a list of five references (clients/buyers/organizations) with whom the proposer has done similar business like that required by this solicitation within the last five years. For each client/buyer/organization, the proposer must include the name, title, address, email and telephone number of a contact person along with a brief description of the project or assignment which was the basis for the business relationship. The procuring agency will determine which, if any, references to contact to assess the quality of work performed and personnel assigned to the project. The results of any references will be provided to the evaluation committee and used in scoring the proposal.

4.6 Organization Location

The contracting organization shall complete work within the State of Wisconsin.

4.7 Contract Requirements and Proposer Qualifications

1. Proposers shall have the technical competence and expertise to demonstrate, perform, and provide the following: Reporting and counseling services, professional staff, knowledge of DVR and its information, outreach and information and referral services. Contractors shall be able to to meet the required specifications as outlined in this solicitation. Consideration in selecting a Contractor(s) to deliver services shall be the demonstrated performance of the proposer in delivering comparable or related services.

2. Pursuant to WI State Statute 16.705, all services provided under this contract shall be performed in the United States.

3. Awarded vendor shall provide DWD Procurement a Certificate of Insurance, as outlined in section 23 of the Standard Terms and Conditions, and maintain the minimum limits specified prior to issuance of a Purchase Order. All policies must be issued with a 30-day cancellation notice, by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A1, and signed by an authorized agent.

Mandatory Requirements Checklist

Description - Mandatory Requirements Yes No

4.2 - General Information

4.3 - Organizational Capabilities

4.4 - Staff Qualifications

4.5 - Proposer References

4.6 - Organization Location

4.7 - Contract Requirements

5.0 TECHNICAL REQUIREMENTS

The proposer should address all points of the technical requirements in their response. The following technical requirements describe the required service and reporting elements that will be considered when evaluating the RFPs submitted by all interested parties and will be used to select the most qualified proposer based on the responses to each technical requirement. The proposer shall submit a proposed implementation plan that will address the following:

5.1 Outreach Plan

The proposer should provide in their proposal a detailed plan that will meet the needs of the assessment and involved all the defined partners and consumers and their family.

5.1.1 Describe your strategy to ensure the number of individuals reached for the purpose of this assessment is a representative sampling of the total population of persons with disabilities in Wisconsin;

5.1.2 Describe your marketing and outreach strategy utilizing local media and stakeholders that will allow the Contractor to reach the maximum number of persons with disabilities and their families;

5.1.3 Describe your strategy to conduct outreach and include the following; 1) how will contact and connection with workers and/or guardians, and 2) your accessibility and availability to individuals specifically addressing how they can contact your organization, get information and schedule an appointment;

5.1.4 Describe how the materials provided to the consumer will in a format and/or language understandable to the consumer, delivered and secured in a confidential manner. Please also indicate how your outreach plan will include information about how you will collaborate with other partners (e.g. non-profits and for-profits, other agencies, etc.) and service providers to encourage participation;

5.1.5 Describe how your outreach strategy will address and include multiple formats such as phone, mail print, in-person and web-based options;

5.1.6 Describe your strategy for utilizing a combination of reporting and assessment tools to capture information (data) including, but not limited to:

• written surveys

• interviews

• focus groups

• captive audiences

• electronic communications

• and other DVR approved methods

The response should include addressing use…