MMHI Chaplain Bid FY 17.docx

Scott Walker Governor

DIVISION OF LONG TERM CARE

CENTRAL WISCONSIN CENTER

FOR THE DEVELOPMENTALLY DISABLED

317 KNUTSON DRIVE

MADISON WI 53704-1197

Dennis G. Smith Secretary

State of Wisconsin Telephone: 608-301-9200

FAX: 608-301-9423

TTY: 888-241-9442

dhs.wisconsin.gov

Department of Health Services

Wisconsin.gov

SIMPLIFIED BID FOR CHAPLAIN SERVICES

Bid #MMHI-103

I. SCOPE

It is the intent of this inquiry to develop a contract for religious activities for patients at Mendota Mental Health Institute (MMHI), 301 Troy Drive, Madison, WI 53704. MMHI is a secure mental health hospital that houses males in a maximum, medium and minimum security forensic facility.

Mendota Mental Health Institute is seeking bids for multiple chaplains/spiritual leaders for several denominations on behalf of the patients residing at the facility.

The hours of availability may be subject to change based on the needs of the individual living units.

Due to the nature of our business, MMHI will scan all bags and equipment brought into the facility. The applicant must maintain a schedule once it is mutually agreed upon with the facility. Staff will be escorting patients at all times; however, there is the potential for the applicant to have limited times alone with the patients.

The person selected will be paid by the services provided.

The awarded contractors will be notified in writing. A purchase order will be issued to facilitate payments.

Questions concerning the bidding process can be directed to Kevin Diehl at kevint.diehl@wi.gov or (608) 301-1053.

II. INSURANCE REQUIREMENTS

All religious service providers must maintain adequate insurance coverage as a risk protection to themselves and the MMHI patients against any claim(s) which might occur in carrying out this agreement/contract. This may include liability, bodily injury and property damage insurance as well as vehicular insurance.

All contractors will be responsible to check with their own private insurance provider to make sure they have a sufficient level of insurance.

III. AGREEMENT PERIOD

The resulting contract will be for the period May 1, 2017 through April 30, 2018 with 2 optional 1-year renewals. MMHI reserves the right to use alternate vendors as needed and at our sole discretion.

The agreement can be subject to termination by MMHI due to lack of performance on the part of the vendor (successful bidder). Either party, upon 30 days written notice, may terminate the agreement.

IV. METHOD OF BID

Bidders must submit a cost per individual service on the attached Cost Sheet for performing the work described in this document.

All bids must be submitted, in writing, by US mail, or electronically, kevint.diehl@wi.gov by 2:00 PM, April 12, 2017.

Central Wisconsin Center Administration Building 317 Knutson Drive Madison WI 53704-1521 ATTN: Kevin Diehl

Faxed bids will not be accepted.

V. METHOD OF AWARD

Contracts will be awarded to all responsible bidders meeting all specifications for each worship denomination. As services or religious meetings are needed, lowest bidder for necessary denomination will be called. If said vendor turns work down, next lowest bidder will be called until needs are met.

Successful vendor shall be required to sign a patient - contractor relations policy and HIPPA Business Associate Agreement. Any vendor who refuses to sign these agreements will not be awarded the bid.

VI. CHAPLAIN SERVICE REQUIREMENTS

Siddha Yoga Spiritual Leader Mendota Mental Health Institute (MMHI) is seeking bids for a Siddha Yoga Spiritual leader to provide service to the patients residing at MMHI who follow Siddha Yoga spiritual practices. The individual who will be serving as the Siddha Yoga Spiritual Leader will be asked to provide a Siddha Yoga service once a month. The service will be held in the Goodland Hall Forensic Treatment Mall. The group must be scheduled Monday through Friday from 0800-1630. The service must last approximately 45 minutes. The person bidding for the contract must also be open to visiting patients who follow the Siddha Yoga tradition on an individual basis on MMHI housing units.

The individual who provides these services will be required to bring in all of the own supplies for the services. Any items that the Siddha Yoga Spiritual Leader wishes to bring in will need to be approved by the staff chaplain and the administrative security captain. MMHI does not allow for proselytizing.

Prior to being accepted as a contractor for this position it will be required that the individual bidding for the position visit MMHI and tour with the staff chaplain in order to experience the setting and the type of patients that the individual will be working with. The person chosen for this position will also need to undergo a background check and to comply with trainings that are required for any person at MMHI who has patient contact.

Buddhist Spiritual Leader Mendota Mental Health Institute (MMHI) is seeking bids for a Buddhist Spiritual leader to provide service to the patients residing at MMHI who follow Buddhist spiritual practices. The individual who will be serving as the Buddhist Spiritual Leader will be asked to provide a Buddhist teaching time twice a month. The service will be held in the Goodland Hall Forensic Treatment Mall. The group must be scheduled Monday through Friday from 0800-1630. The service must last approximately 45 minutes. The person bidding for the contract must also be open to visiting patients who follow the Buddhist tradition on an individual basis on all housing units.

The individual who provides these services will be required to bring in all of the own supplies for the services. Any items that the Buddhist Spiritual Leader wishes to bring in will need to be approved by the staff chaplain and the administrative security captain. MMHI does not allow for proselytizing.

Prior to being accepted as a contractor for this position it will be required that the individual bidding for the position visit MMHI and tour with the staff chaplain in order to experience the setting and the type of patients that the individual will be working with. The person chosen for this position will also need to undergo a background check and to comply with trainings that are required for any person at MMHI who has patient contact.

Native American Spiritual Leader Mendota Mental Health Institute (MMHI) is seeking bids for a Native American Spiritual leader to provide service to the patients residing at MMHI who follow Native American spiritual practices. The individual who will be serving as the Native American Spiritual Leader will be asked to provide a Native American Spiritual service once a month. The service will be held in the Goodland Hall Forensic Treatment Mall. The group must be scheduled Monday through Friday from 0800-1630. The service must last approximately 45 minutes. The person bidding for the contract must also be open to visiting Native American patients on an individual basis on all housing units.

The individual who provides these services will be required to bring in all of the own supplies for the services. Any items that the Buddhist Spiritual Leader wishes to bring in will need to be approved by the staff chaplain and the administrative security captain. MMHI does not allow for proselytizing.

Prior to being accepted as a contractor for this position it will be required that the individual bidding for the position visit MMHI and tour with the staff chaplain in order to experience the setting and the type of patients that the individual will be working with. The person chosen for this position will also need to undergo a background check and to comply with trainings that are required for any person at MMHI who has patient contact.

Christian Non-Denominational Worship Leader Mendota Mental Health Institute (MMHI) is seeking bids for a Christian Non-Denominational Worship Leader to provide periodic Christian worship services to the patients residing at MMHI. The individual who will be serving as the Christian Non-Denominational Worship Leader will be asked to provide coverage for periodic worship services which are held each Sunday from 1000-1030 in the Goodland Hall Visiting Room at MMHI. The Christian Non-Denominational Worship Leader would be asked to provide worship coverage no more than one Sunday a month.

The individual who provides these services will be required to bring in all of the own supplies for the services. Any items that the Christian Non-Denominational Worship Leader wishes to bring in will need to be approved by the staff chaplain and the administrative security captain. MMHI does not allow for proselytizing.

Prior to being accepted as a contractor for this position it will be required that the individual bidding for the position visit MMHI and tour with the staff chaplain in order to experience the setting and the type of patients that the individual will be working with. The person chosen for this position will also need to undergo a background check and to comply with trainings that are required for any person at MMHI who has patient contact.

Catholic Priest Mendota Mental Health Institute (MMHI) is seeking bids for a Catholic Priest to provide services to the patients residing at MMHI who follow the Catholic faith tradition. The individual who will be serving as the Catholic Priest at MMHI will be asked to provide a weekly worship service in the MMHI chapel on Sundays from 1330-1400. The Catholic Priest will also be asked to offer Holy Communion to Catholic patients on all units from 1400-1500. The person bidding for this position must also be open to visiting patients who follow the Catholic faith on an individual basis on all housing units.

The individual who provides these services will be required to bring in all of the own supplies for the services. Any items that the Catholic Priest wishes to bring in will need to be approved by the staff chaplain and the administrative security captain. MMHI does not allow for proselytizing.

Prior to being accepted as a contractor for this position it will be required that the individual bidding for the position visit MMHI and tour with the staff chaplain in order to experience the setting and the type of patients that the individual will be working with. The person chosen for this position will also need to undergo a background check and to comply with trainings that are required for any person at MMHI who has patient contact.

COST SHEET

Bidders must submit a cost per individual service on the attached Cost Sheet for performing the work described in this document.

Denomination/Spiritual Orientation

Cost per Service

Siddha Yoga Spiritual Leader

Buddhist Spiritual Leader

Native American Spiritual Leader

Christian Non-Denominational Worship Leader

Catholic Priest

I certify with the following signature, that I am authorized to provide a quote for the requested services.

Denomination/Spiritual Orientation

Signature

Print

Phone

Email

Date

Wisconsin Department of Administration

DOA-3054 (R10/2005)

Ch. 16, 19, 51, Wis. Stats.

Standard Terms And Conditions (Request For Bids / Proposals)

1.0 SPECIFICATIONS: The specifications in this request are the minimum acceptable. When specific manufacturer and model numbers are used, they are to establish a design, type of construction, quality, functional capability and/or performance level desired. When alternates are bid/proposed, they must be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The State of Wisconsin shall be the sole judge of equivalency. Bidders/proposers are cautioned to avoid bidding alternates to the specifications which may result in rejection of their bid/proposal.

2.0 DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.

3.0 QUALITY: Unless otherwise indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without prior written approval by the State of Wisconsin.

4.0 QUANTITIES: The quantities shown on this request are based on estimated needs. The state reserves the right to increase or decrease quantities to meet actual needs.

5.0 DELIVERY: Deliveries shall be F.O.B. destination freight prepaid and included unless otherwise specified.

6.0 PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall reflect these discounts.

6.1 Unit prices shown on the bid/proposal or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the request or contract. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the bid/proposal evaluation and contract administration.

6.2 Prices established in continuing agreements and term contracts may be lowered due to general market conditions, but prices shall not be subject to increase for ninety (90) calendar days from the date of award. Any increase proposed shall be submitted to the contracting agency thirty (30) calendar days before the proposed effective date of the price increase, and shall be limited to fully documented cost increases to the contractor which are demonstrated to be industrywide. The conditions under which price increases may be granted shall be expressed in bid/proposal documents and contracts or agreements.

6.3 In determination of award, discounts for early payment will only be considered when all other conditions are equal and when payment terms allow at least fifteen (15) days, providing the discount terms are deemed favorable. All payment terms must allow the option of net thirty (30).

7.0 UNFAIR SALES ACT: Prices quoted to the State of Wisconsin are not governed by the Unfair Sales Act.

8.0 ACCEPTANCE-REJECTION: The State of Wisconsin reserves the right to accept or reject any or all bids/proposals, to waive any technicality in any bid/proposal submitted, and to accept any part of a bid/proposal as deemed to be in the best interests of the State of Wisconsin.

Bids/proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid/proposal is due. Bids/proposals date and time stamped in another office will be rejected. Receipt of a bid/proposal by the mail system does not constitute receipt of a bid/proposal by the purchasing office.

9.0 METHOD OF AWARD: Award shall be made to the lowest responsible, responsive bidder unless otherwise specified.

10.0 ORDERING: Purchase orders or releases via purchasing cards shall be placed directly to the contractor by an authorized agency. No other purchase orders are authorized.

11.0 PAYMENT TERMS AND INVOICING: The State of Wisconsin normally will pay properly submitted vendor invoices within thirty (30) days of receipt providing goods and/or services have been delivered, installed (if required), and accepted as specified.

Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order including reference to purchase order number and submittal to the correct address for processing.

A good faith dispute creates an exception to prompt payment.

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

The State of Wisconsin, including all its agencies, is required to pay the Wisconsin excise or occupation tax on its purchase of beer, liquor, wine, cigarettes, tobacco products, motor vehicle fuel and general aviation fuel. However, it is exempt from payment of Wisconsin sales or use tax on its purchases. The State of Wisconsin may be subject to other states' taxes on its purchases in that state depending on the laws of that state. Contractors performing construction activities are required to pay state use tax on the cost of materials.

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

14.0 ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special requirements are stated elsewhere in the request; in such cases, the special requirements shall apply. Further, the written contract and/or order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the contracting authority.

15.0 APPLICABLE LAW: This contract shall be governed under the laws of the State of Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances, and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. The State of Wisconsin reserves the right to cancel this contract if the contractor fails to follow the requirements of s. 77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. The State of Wisconsin also reserves the right to cancel this contract with any federally debarred contractor or a contractor that is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

16.0 ANTITRUST ASSIGNMENT: The contractor and the State of Wisconsin recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Wisconsin (purchaser). Therefore, the contractor hereby assigns to the State of Wisconsin any and all claims for such overcharges as to goods, materials or services purchased in connection with this contract.

17.0 ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without the prior written consent of the State of Wisconsin.

18.0 WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that when engaged in the production of materials, supplies or equipment or the performance of contractual services, not less than seventy-five percent (75%) of the total hours of direct labor are performed by severely handicapped individuals.

19.0 NONDISCRIMINATION / AFFIRMATIVE ACTION: In connection with the performance of work under this contract, the contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s. 51.01(5), Wis. Stats., sexual orientation as defined in s. 111.32(13m), Wis. Stats., or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities.

19.1 Contracts estimated to be over twenty-five thousand dollars ($25,000) require the submission of a written affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has a workforce of less than twenty-five (25) employees. Within fifteen (15) working days after the contract is awarded, the contractor must submit the plan to the contracting state agency for approval. Instructions on preparing the plan and technical assistance regarding this clause are available from the contracting state agency.

19.2 The contractor agrees to post in conspicuous places, available for employees and applicants for employment, a notice to be provided by the contracting state agency that sets forth the provisions of the State of Wisconsin's nondiscrimination law.

19.3 Failure to comply with the conditions of this clause may result in the contractor's becoming declared an "ineligible" contractor, termination of the contract, or withholding of payment.

20.0 PATENT INFRINGEMENT: The contractor selling to the State of Wisconsin the articles described herein guarantees the articles were manufactured or produced in accordance with applicable federal labor laws. Further, that the sale or use of the articles described herein will not infringe any United States patent. The contractor covenants that it will at its own expense defend every suit which shall be brought against the State of Wisconsin (provided that such contractor is promptly notified of such suit, and all papers therein are delivered to it) for any alleged infringement of any patent by reason of the sale or use of such articles, and agrees that it will pay all costs, damages, and profits recoverable in any such suit.

21.0 SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the State of Wisconsin must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code and all applicable OSHA Standards.

22.0 WARRANTY: Unless otherwise specifically stated by the bidder/proposer, equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one (1) year from date of receipt. The equipment manufacturer's standard warranty shall apply as a minimum and must be honored by the contractor.

23.0 INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:

23.1 Maintain worker's compensation insurance as required by Wisconsin Statutes, for all employees engaged in the work.

23.2 Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which might occur in carrying out this agreement/contract. Minimum coverage shall be one million dollars ($1,000,000) liability for bodily injury and property damage including products liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million dollars ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

DOA-3054

26.0 PUBLIC RECORDS ACCESS: It is the intention of the state to maintain an open and public process in the solicitation, submission, review, and approval of procurement activities.

Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection prior to issuance of the notice of intent to award or the award of the contract.

27.0 PROPRIETARY INFORMATION: Any restrictions on the use of data contained within a request, must be clearly stated in the bid/proposal itself. Proprietary information submitted in response to a request will be handled in accordance with applicable State of Wisconsin procurement regulations and the Wisconsin public records law. Proprietary restrictions normally are not accepted. However, when accepted, it is the vendor's responsibility to defend the determination in the event of an appeal or litigation.

27.1 Data contained in a bid/proposal, all documentation provided therein, and innovations developed as a result of the contracted commodities or services cannot be copyrighted or patented. All data, documentation, and innovations become the property of the State of Wisconsin.

27.2 Any material submitted by the vendor in response to this request that the vendor considers confidential and proprietary information and which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or material which can be kept confidential under the Wisconsin public records law, must be identified on a Designation of Confidential and Proprietary Information form (DOA-3027). Bidders/proposers may request the form if it is not part of the Request for Bid/Request for Proposal package. Bid/proposal prices cannot be held confidential.

28.0 DISCLOSURE: If a state public official (s. 19.42, Wis. Stats.), a member of a state public official's immediate family, or any organization in which a state public official or a member of the official's immediate family owns or controls a ten percent (10%) interest, is a party to this agreement, and if this agreement involves payment of more than three thousand dollars ($3,000) within a twelve (12) month period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis. Stats., before signing the contract. Disclosure must be made to the State of Wisconsin Ethics Board, 44 East Mifflin Street, Suite 601, Madison, Wisconsin 53703 (Telephone 608-266-8123).

State classified and former employees and certain University of Wisconsin faculty/staff are subject to separate disclosure requirements, s. 16.417, Wis. Stats.

29.0 RECYCLED MATERIALS: The State of Wisconsin is required to purchase products incorporating recycled materials whenever technically and economically feasible. Bidders are encouraged to bid products with recycled content which meet specifications.

30.0 MATERIAL SAFETY DATA SHEET: If any item(s) on an order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy with the invoice(s).

31.0 PROMOTIONAL ADVERTISING / NEWS RELEASES: Reference to or use of the State of Wisconsin, any of its departments, agencies or other sub-units, or any state official or employee for commercial promotion is prohibited. News releases pertaining to this procurement shall not be made without prior approval of the State of Wisconsin. Release of broadcast e-mails pertaining to this procurement shall not be made without prior written authorization of the contracting agency.

32.0 HOLD HARMLESS: The contractor will indemnify and save harmless the State of Wisconsin and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or of any of its contractors, in prosecuting work under this agreement.

33.0 FOREIGN CORPORATION: A foreign corporation (any corporation other than a Wisconsin corporation) which becomes a party to this Agreement is required to conform to all the requirements of Chapter 180, Wis. Stats., relating to a foreign corporation and must possess a certificate of authority from the Wisconsin Department of Financial Institutions, unless the corporation is transacting business in interstate commerce or is otherwise exempt from the requirement of obtaining a certificate of authority. Any foreign corporation which desires to apply for a certificate of authority should contact the Department of Financial Institutions, Division of Corporation, P. O. Box 7846, Madison, WI 53707-7846; telephone (608) 267-7577.

34.0 WORK CENTER PROGRAM: The successful bidder/proposer shall agree to implement processes that allow the State agencies, including the University of Wisconsin System, to satisfy the State's obligation to purchase goods and services produced by work centers certified under the State Use Law, s.16.752, Wis. Stat. This shall result in requiring the successful bidder/proposer to include products provided by work centers in its catalog for State agencies and campuses or to block the sale of comparable items to State agencies and campuses.

35.0 FORCE MAJEURE: Neither party shall be in default by reason of any failure in performance of this Agreement in accordance with reasonable control and without fault or negligence on their part. Such causes may include, but are not restricted to, acts of nature or the public enemy, acts of the government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes and unusually severe weather, but in every case the failure to perform such must be beyond the reasonable control and without the fault or negligence of the party.

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