MMSD Environmental RFP 2023 V3.pdf

REQUEST FOR PROPOSALS

For Environmental Services

THIS IS NOT AN ORDER

Conditions of Proposal which include the “shall” or “must” describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of Proposal or provide a specific product on the Itemized Proposal List, the MMSD reserves the right to delete that specification, condition of Proposal or item.

Unless otherwise noted, names of all organizations submitting Proposals will be publicly available after the date and time specified as the deadline for submitting Proposals. Proposal abstract will be open to public inspection after award(s).

Revisions to this request for Proposal, including due date, may be made by an official written amendment issued by Purchasing Services.

Correspondence must reference the request for Proposal number. PROPOSAL SUBMISSION: All submitted Proposals must include ONE electronic version (e-mail attachment) to Anthony Grimm bsbidreceiving@madison.k12.wi.us or acgrimm@madison.k12.wi.us proposal will also be accepted via US mail, hand delivery or a delivery service and must be received by Building Services at the above address.

Proposals not date/time stamped by Building Services staff by the posted date and time shall be considered late and shall be rejected.

Any entity submitting a Proposal has no enforceable right to amend its Proposal after the submission deadline.

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

The Madison Metropolitan School District, Building Services, requests Proposals for the Environmental Services in accordance with the information listed below (more detailed descriptions may be attached to this document). Questions MUST be emailed to Anthony Grimm, Env. Programs Manager; Building Services at bsbidreceiving@madison.k12.wi.us or acgrimm@madison.k12.wi.us To formally submit your Proposal for consideration, simply provide the information required below, sign, and return this document with all other required documentation in accordance with the guidelines established herein. Your proposal mailto:bsbidsreceiving@madison.k12.wi.us mailto:acgrimm@madison.k12.wi.us mailto:bsbidsreceiving@madison.k12.wi.us mailto:acgrimm@madison.k12.wi.us will not be considered complete unless all items identified in the RFP are completed, signed, and returned.

By signing this Proposal, we 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 Proposal competitor or potential competitor; that this Proposal has not been knowingly disclosed prior to the opening of Proposals to any other competitor; we have read the B133 and all of the attached Exhibits; we acknowledge my proposal cannot be withdrawn for ninety (90) days after the closing time for receipt of proposals; this Proposal is made without fraud; we have software compatible with the software specified in the B133 to review and provide electronic data for this Project; AND that the above statement is accurate under penalty of perjury:

The undersigned states that they are authorized to bind the firm and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached Proposal and pricing are in conformity therewith.

SIGNATURE: DATE:

TYPE or PRINT NAME:

TITLE: TELEPHONE NUMBER:

FEIN or TAX ID NUMBER: FAX NUMBER:

EMAIL ADDRESS

Table of Contents

1. General Information

1.1 Introduction and Background

1.2 Purpose

1.3 Project Overview

1.4 Scope of Architectural Services

1.5 Form of Agreement

1.6 Calendar of Events

2. Selection Process

2.1 Evaluation

3. Contract Term

4. Standard Terms and Conditions (Maintenance/Repair)

5. Exhibits and Required Forms

Attachment A- Architectural consulting Services Proposal Form Appendix A – Affirmative Action Requirements for Contractors and Vendors Appendix B – Equal Employment Opportunity/Affirmative Action Employer Information Report Appendix C – Affirmative Action & Equal Employment Opportunity Policy Statement

Madison Metropolitan School District RFP 2023-24 A/E Consulting Services

1.General Information

1.1 Introduction and Background

The Madison Metropolitan School District, Building Services Department, 4711 Pflaum Road, Madison, WI 53718 is requesting proposals for architectural consulting services in accordance with the specifications and conditions outlined herein.

Approximately 27,000 students, about 50% of which are minority, are currently enrolled in the Madison Metropolitan School District, making it the second largest school district in the State of Wisconsin. The District employs over 2,780 teachers, 145 administrators and 1,300 support personnel, plus more than 2,500 part time staff (including substitute teachers and summer recreation workers).

The MMSD includes 49 school buildings in a 74 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 32 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 5 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Doyle Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, the Hoyt School, and the Affiliated Alternatives.

MMSD believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District’s strategic framework recognizes the following priorities in working toward the realization of our vision:

1) Coherent Instruction – every student should have well-rounded, culturally responsive and coherent instruction;

2) Personalized Pathways – students should be engaged in charting a personalized pathway to college, career and community readiness;

3) Family Engagement and Community Partnerships- we should engage families and community members as partners;

4) Thriving Workforce – we should cultivate a work environment to attract, develop and retain top talent;

and

5) Accountability Systems – we need to ensure accountability at all levels. It is important for any vendor or organization working with the District share in this vision for our students.

(MMSD’s Strategic Framework can be found at https://www.madison.k12.wi.us/framework).

Because of the District’s sound financial management practices, Madison is one of only a few Wisconsin districts to have an “Aa1” bond rating.

1.2 Purpose

Madison Metropolitan School District operates more than fifty five buildings in the Madison Metropolitan area. The buildings owned and operated by MMSD are in constant need of repairs, updates and upgrades. The district often is in need of environmental services when performing renovations or remodeling projects including but not limited to work in the areas of asbestos, mold, lead and hazardous materials removal and abatement work. This RFP is seeking to award up to three services providers that will be awarded environmental work on as needed basis without going through further competitive bidding process.

Madison Metropolitan School District RFP 2023-24 A/E Consulting Services http://www.madison.k12.wi.us/framework)

This RFP is also seeking to award a service provider agreement for emergency service to the selected environmental service provider, which will result in a service contract for emergency services within 4 hrs of requesting the service.

In addition Madison Metropolitan School District Board of Education has signed a resolution for achieving the goal of 100% of Energy Usage in the District to be renewable by 2040. In order to achieve this goal, significant renovations including Heating and Air conditioning, Electrical and Architectural designs need to be completed and implemented. This RFP is seeking qualified consultants who would be able to perform the required designs in a timely manner.

Additional projects that the awarded consultants in this RFP may be contracted to participate in are storm water management and storm water management improvement plans, civil engineering, exterior envelope projects, roofing design, retrofit and conversion etc.

Madison Metropolitan School District needs professional environmental services for capital maintenance and improvement work as outlined in this document .Responses should be as complete and accurate as possible, contain data relevant to public K-12 educational sector projects to be considered, and be provided by the due date, indicated in the advertisement for proposals.

1.3 Project Overview

Madison Metropolitan School District Building Services performs the following services - operations, maintenance, transportation, purchasing food and nutrition services and capital planning. Part of the facilities operations, renovations and planning include analysis, planning and delivering renovation projects to school district buildings and property. The renovation projects the school district performs are often associated with environmental work, which MMSD is looking to contract to a certified service provider.

This request for proposal is seeking professional services with Environmental Scope which will help the Building Services department in carrying out the work that is presented to the department by senior district administration. This RFP will award three vendors (if applicable) which will be contracted on as needed basis throughout the life of the issued contracts. This RFP will result in a nonexclusive contract (multiple vendors will be awarded). Consultants are encouraged to provide proposals to one or all disciplines as applicable to their operations and capabilities.

1.4 Scope of Architectural Services

a) In general, the scope of Environmental professional services will include, but not be limited to, the following:

▪ Program Verification of Spaces

▪ Building Site Investigation as necessary to verify existing conditions and providing accurate documents

▪ Design Development

▪ Coordination of Environmental and Asbestos Abatement documents

▪ Asbestos Design Services

▪ Asbestos Remediation Services including disposal

▪ Lead Remediation Services including disposal

▪ Mold Remediation Services including disposal

▪ Emergency Services related to asbestos abatement and containment

▪ Project Specific Demolition Services

▪ Moving Services

▪ General labor on as needed basis in relation to construction or remediation projects

b) The design of all projects shall as a minimum, be governed by applicable State and local codes and local ordinances and this RFP. In case of conflict between the RFP and State and local codes, the most restrictive shall apply.

c) Guideline specifications may be provided to the Consultant by the District Building Services Department.

Contract documents shall incorporate the Guideline specifications.

d) The Environmental consultant shall modify the program requirements in cooperation with the Env.

Programs Manager and District Building Services Department if the preliminary estimate exceeds the basic construction allocation (if applicable). Guideline specifications shall serve as minimum level of quality.

1.5 Form of Agreement

This RFP and consultant’s response, along with any negotiations, shall be the basis of the agreement between the District and the selected consultant. For awarded projects, the form of the contract shall be AIA 101-2017(or its latest published version) Standard Form of Agreement between the Owner and Architect, Construction Manager as Constructor.

1.6 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 District. In the event that the District 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 a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times.

DATE EVENT

March 22, 2023 Date of RFP issue March 31, 2023 Last day for submitting written questions/inquiries April 6, 2023 Response to vendor questions/inquiries (to include supplements or revisions) posted on the District’s website April 13, 2023–2:00pm CST Proposals due from vendors April 13, 2023 - 2:00pm CST Bid opening VIA Zoom https://us05web.zoom.us/j/89216790667?pwd=dmx2ajVDVTREOWRoZmxrQ0dsSzBtQT09 April 20th, 2023 Second Bid opening - corrected email April 25, 2023 (estimate) Finalize Vendor Selection May 15, 2023 (estimate) Board of Education Consent Approval June 1, 2023 (estimate) Contracts Sent to Vendors for Signature

Madison Metropolitan School District RFP 2023-24 A/E Consulting Services https://us05web.zoom.us/j/89216790667?pwd=dmx2ajVDVTREOWRoZmxrQ0dsSzBtQT09

2. Selection Process

2.1 Evaluation Selection

a. Proposals shall be evaluated by a District selection committee and assigned scores on the basis of the evaluation criteria listed below:

● Name and Address of Firm Mandatory

● MBE/WBE (Max. Possible Points 5)

● Compensation/Cost (Max. Possible Points 20)

● Qualifications/Certification(lack of appropriate certification is a disqualifier form the competitive bid process) (Max. Possible Points 20)

● References (Max. Possible Points 5)

● Names & Registration Numbers of Principles Mandatory

● Signature Mandatory

● Adherence to RFP Format Mandatory

Total Possible Points 50

3. Contract Term

This RFP is targeting to award three vendors who can be contracted throughout the duration of the awarded contract. Contract will be issued for the period March, 2023 through February 2026.This period shall be referred to as the “Contract Term.” The District reserves the right to automatically renew this contract for two (2) additional years unless the contract is withdrawn, rebid or canceled by the district. It is understood that work under individual Contracts issued may not be completed during the Contract Term: however, all terms and conditions of this Contract, including all rights and obligations, shall survive until the work is completed.

The District reserves the right to cancel a contract at any time by giving thirty (30) days written notice.

The contract may be canceled for failure of performance or compliance with any of the conditions or specifications as set forth in this contract.

Contracts issued during this time, may continue beyond the period noted herein. The intent being to have continuity of design for projects assigned for contracts awarded.

This is not intended to be an exclusive contract. The district may, at its sole discretion, issue RFP's for specific work and/or award work to others.

Contracts are to be Percentage of Cost of the Work, unless noted otherwise or negotiated prior to issuance of a contract, in which compensation is calculated by applying the proposed percentage to the estimated or actual cost of the Work, whichever is most certain at the time of the calculation is made. If the project will not proceed, (i.e. funding fails Board of Education approval), compensation shall be calculated through actual work completed and the contract will be terminated.

4. Standard Terms and Conditions (Maintenance/Repair)

1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD’s tax-exempt number is ES42341.

3. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. MMSD shall be the sole judge of equivalency.

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

6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice.

7. APPLICABLE LAW: This solicitation and any resultant contract shall be governed under the laws of the State of Wisconsin.

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

9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD 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 any of its contractors, in prosecuting work under this agreement.

10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made.

11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall:

Maintain worker’s compensation insurance as required by law for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product 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 ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

The MMSD reserves the right to require higher or lower limits and additional types of insurance if warranted. All insurance required by this contract shall be maintained during the entire length of the contract.

12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract.

The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards.

14. SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29 CFR 1910.1200, provide one (1) copy of a Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 4711 Pflaum

Road, Madison, WI 53718-6721.

15. RESPONSIVENESS AND RESPONSIBILITY: Awards will be made to the responsible and responsive bidders/proposers whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as conformance to the requirements of the solicitation and the furnishing of information requested.

Responsibility is defined as the bidder's/proposer’s potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder/proposer has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The MMSD reserves the right to refuse to accept any bid or proposal from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to faithfully perform any previous contract with the MMSD. If requested, the bidder must present within five (5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document.

16. WARRANTY: Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer’s standard warranty shall apply as a minimum and shall be honored by the Contractor. In addition to this MMSD is to follow all guidelines and warranties listed by Department Of Administration (DOA) https://doa.wi.gov/Pages/home.aspx. It is the responsibility of the consultant to become familiar with the warranty guidelines listed in the DOA website in the link above.

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

18. QUALITY: Unless 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 the prior written consent of the MMSD.

19. AWARD CRITERIA: In comparing bids/proposals and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, bidder/proposer financial responsibility, skill, experience, record of integrity, and ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications.

20. AWARD: Award(s) will be made, as determined by the MMSD, to the responsible bidder/proposer meeting MMSD award criteria.

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

Madison Metropolitan School District RFP 2023-24 A/E Consulting Services https://doa.wi.gov/Pages/home.aspx

5. Exhibits and Required Forms

The following Exhibits are available for further reference.

The following forms must be completed and submitted with the Proposal. Blank forms are attached.

• Attachment A Environmental Consulting Services - Proposal Form

• Appendix A Affirmative Action Requirements for Contractors and Vendors

• Appendix B Equal Employment Opportunity / Affirmative Action Employer Identification Report

• Appendix C Affirmative Action & Equal Employment Opportunity Policy Statement

Attachment A proposal form

MADISON METROPOLITAN SCHOOL

DISTRICT BUILDING SERVICES

Proposal Form

1. FIRM(S) NAME & ADDRESS:

1a. DATE FIRM(S) ESTABLISHED:

1b. NAME, TITLE & TELEPHONE

NUMBER OF PRINCIPAL TO

CONTACT:

1c. EMAIL OF CONTACT:

2. TOTAL FIRM PERSONNEL BY DISCIPLINE IN NUMBER OF FULL TIME EMPLOYEES(FTE):

Include a table with fee structure

Item Description of Service Unit Price

1 Asbestos Design Services $_________________ per hour

2 Asbestos Supervisor $_________________ per hour

3 Asbestos Worker $_________________ per hour

4 Lead Supervisor $_________________ per hour

5 Lead Worker $_________________ per hour

6 Mold Supervisor $_________________ per hour

7 Mold Worker $_________________ per hour

8 Asbestos Waste Disposal $__________________ per ton Friable $__________________ per ton Non-Friable

9 Lead Waste Disposal $__________________ per ton Hazardous $__________________ per ton Non-Hazardous

10 Mold Disposal $__________________ per ton

11 Emergency Services $_________________ per hour

12 Emergency Services After Hours $_________________ per hour

13 Project Demolition Services $_________________ per hour

Moving Services

General Labor related to Remediation Projects

Material Mark Up As Needed

$_________________ per hour

$_________________ per hour

A. The following are Unit Prices for specific portions of the Work as listed. The following is the list of Unit Prices:

Chemical Removal Mechanical Removal

1. Negative Pressure Containment - Floor tile Removal + mastic- $_______________ $____________ Floor tile+Carpet Removal - $_______________ $____________ Mastic Removal - $_______________ $____________

2. Negative Pressure Containment -Friable Asbestos Removal Misc - $_______________ Friable Duct Insulation - $_______________ Friable Boiler Material - $_______________ Friable Ceiling Tiles - $_______________ Friable Plaster - $_______________

Appendix B – Equal Employment Opportunity/Affirmative Action Employer Information Report

Equal Employment Opportunity/Affirmative Action

EMPLOYER INFORMATIONREPORT

Workforce Utilization Profile

Job Categories

Overall Totals (Sum of Columns B-K)

Male Female

White (Not Hispanic)

Black (Not Hispanic

Hispanic Asian/ Pacific Islander

American Indian/ Alaskan Native

White (Not Hispanic)

Black (Not Hispanic

Hispanic Asian/ Pacific Islander

American Indian/ Alaskan Native

A B C D E F G H I J K

Officials & Managers

Professionals

Technicians

Sales Occupations

Clerical and Administrative Support

Craft Workers

Operatives

Laborers, Helpers, Material Handlers

Service Workers

Total

Number of Employees, by race and gender, employed within the Madison School District geographic area.

Total

Madison Metropolitan School District Equal Employment Opportunity/Affirmative Action -- Employer Information Report

NAME OF COMPANY/ORGANIZATION ADDRESS CITY, STATE AND ZIP CODE

CONTACT PERSON/NAME & TITLE AREA CODE & TELEPHONE NUMBER AREA CODE & FACSIMILE NUMBER

NAME OF PARENT OR AFFILIATED COMPANY ADDRESS CITY, STATE AND ZIP CODE

CONTACT PERSON/NAME & TITLE AREA CODE & TELEPHONE NUMBER AREA CODE & FACSIMILE NUMBER

ESTABLISHMENT INFORMATION

HOW WAS THE INFORMATION ON RACE OR ETHNIC GROUP OBTAINED? VISUAL SURVEY EMPLOYMENT RECORDS OTHER –SPECIFY:

DATES OR PERIOD USED: DOES THE ESTABLISHMENT EMPLOY APPRENTICES? YES NO

IS THE LOCATION THE SAME AS LAST YEAR? YES NO PREVIOUS REPORT DATE: NO PREVIOUS REPORT

BUSINESS TYPE: (DESCRIPTION OF THE MAJOR ACTIVITY OF THIS ESTABLISHMENT, INCLUDING THE SPECIFIC TYPE OF PRODUCT OR SERVICE PROVIDED.)

THIS ORGANIZATION HAS A CURRENT AFFIRMATIVE ACTION PLAN ON FILE WITH: STATE OF WISCONSIN DANE COUNTY CITY OF MADISON

U. S. GOVERNMENT (SPECIFY AGENCY: ) OTHER (SPECIFY: )

CERTIFICATION

1. THE CONTRACTOR OR VENDOR CERTIFIES THAT THE INFORMATION CONTAINED IN THIS EMPLOYER INFORMATION REPORT IS ACCURATE.

2. THE CONTRACTOR OR VENDOR HAS AGREED THAT, AS PROVIDED IN THE CONTRACT OR PURCHASE ORDER, IF NOT EXEMPT, WITHIN TEN DAYS AFTER THE EFFECTIVE DATE OF MADISON

METROPOLITAN SCHOOL DISTRICT CONTRACTS OR PURCHASE ORDERS, THAT IT WILL COMPLETE AND PROVIDE THE ABOVE INFORMATION AND EITHER AN APPROVED AFFIRMATIVE ACTION PLAN OR AN AFFIRMATIVE ACTION POLICY STATEMENT THAT MEETS THE DISTRICT’S RECOMMENDED FORMAT.

3. THE CONTRACTOR OR VENDOR FURTHER AGREES THAT, AS PROVIDED IN THE CONTRACT OR PURCHASE ORDER, FOR THE DURATION OF THIS OR SUBSEQUENT CONTRACTS WITH THE

DISTRICT, ACCURATE AND TIMELY INFORMATION WILL BE FILED ON AN ANNUAL BASIS.

Date Completed: Completed By:

Appendix C – Affirmative Action & Equal Employment Opportunity Policy Statement

Statement of Commitment

As an employer, this company welcomes the opportunity to affirm our continuing policy to provide equal employment or advancement opportunities and to dedicate ourselves to establishing a work environment which is free from discrimination.

Equal Employment Opportunity

It is the policy of this company that all employees and applicants for employment are guaranteed equality of employment opportunity. Essentially, this means that, as an employer, we will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, age, national origin, ability status or veteran status.

Recruitment, selection, placement, transfer, promotion, reinstatement, training and education, tuition assistance, compensation, benefits and layoff decisions made by the supervisors or managers of this company will be based upon the job-related qualifications and abilities of candidates. In some cases, seniority may be treated as a factor to be considered in the selection process. Employees who apply for a promotion or transfer will be given equal consideration.

It is our policy that supervisors shall be made aware that they must use only objective, job-related criteria when selecting workers for any employment-related action, including hiring, training, promotions and terminations. They also shall be informed that certain types of pre-employment inquiries may lead to problems when interviewing candidates for positions.

All other personnel policies and practices of this company, including compensation, benefits, discipline, safety and health programs, as well as other activities, will be administered and conducted without regard to an individual’s race, color, religion, gender, age, national origin, ability status or veteran status.

To the extent possible, reasonable accommodation shall be made for religious needs and for individuals with ability challenges.

As an employer, we will continually review our personnel practices and procedures to ensure that all supervisors and managers are adhering to our commitment to Equal Employment Opportunity principles.

Affirmative Action

As an employer, it is our policy to utilize Affirmative Action as a tool to ensure Equal Employment Opportunity.

has been designated as the Affirmative Action Officer and shall maintain responsibility for establishing, monitoring and evaluating our Affirmative Action efforts at all company establishments.

Our commitment to Affirmative Action means that we will do more than examine our policies and procedures to ensure against discrimination on the basis of race, color, religion, gender or national origin.

We will make a good faith effort to provide hiring opportunities for minorities and women.

A. In order to demonstrate that we will make a good faith effort in a timely manner as determined by the MMSD, we will properly analyze appropriate job classifications within the organization to determine if women or minorities are being underutilized (i.e., if fewer minorities or women are employed in a particular job classification than would be expected by their availability in the labor market area). (Seek technical assistance from the District’s Contract Compliance Officer if you do not know how to properly analyze the job classifications or if you are not sure which job classifications are appropriate).

B. In order to demonstrate that we will make a good faith effort after such analysis, if there is an under-representation of minorities or women in any job classification we will in a timely manner as determined by the MMSD:

1. Develop realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

2. Develop a timetable for achieving the goals.

a) Develop a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implement the written recruitment activity plan at a minimum by:

i) Prominently displaying on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

ii) Minorities are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to minorities. Such advertisements should describe the job and indicate that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

iii) If women are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to women. Such advertisements should describe the job and indicate that the vendor is an equal opportunity employer and that women are encouraged to apply.

iv) If minorities are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, describe the job and indicate that you are an equal opportunity employer and that minorities are encouraged to apply.

v) If women are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, describe the job, indicate that you are an equal opportunity employer and that women are encouraged to apply.

vi) Write a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

vii) Ensure that all job descriptions reflect actual job duties and are job related.

viii) Have a written discrimination complaint procedure in place that is publicized to all employees.

ix) Review all hiring policies and practices to ensure that they are non-discriminatory.

x) Hire, where possible, minorities and women in job classifications in which they are underrepresented.

It is our expectation that all employees shall demonstrate respect for and awareness of the diversity of all our employees and model our corporate commitment to diversity.

EEO/AA Communication This Affirmative Action and Equal Employment Opportunity Policy Statement shall be communicated to all supervisors and managers. It shall also be posted conspicuously (on company bulletin boards or common areas) and in areas where applicants are typically screened, interviewed and tested. The intent of this communication of the Policy Statement is that all of the company’s employees are alerted and that job applicants are informed of our commitment.

It is also the company’s intent to include this Policy Statement in employee handbooks or orientation literature and to keep employees informed of Policy Statement changes or updates.

The terms “Equal Opportunity Employer” shall be utilized in recruitment advertisements and literature.

EEO Complaint Handling Procedures

It is this company’s policy to regularly inform employees that the organization’s dispute resolution system is available for handling discrimination complaints or problems. Employees who have Equal Employment Opportunity-related questions, problems or complaints should first communicate their concern to their immediate supervisor. If they are dissatisfied with the supervisor’s handling of the matter, they may pursue their complaint in the company’s formal dispute resolution procedure.

All complaints will be handled fairly and expediently. No employee shall suffer reprisals for seeking resolution of a problem through the procedure.

Disqualification As a condition of being awarded contracts for goods and services the District needs in the future, it is understood that by signing this Statement, the vendor agrees that the District may disqualify the vendor from being awarded such contracts, if it is determined by the District that no good faith effort was made in that the vendor cannot demonstrate to the District’s satisfaction that it has in a timely manner as determined by the MMSD:

1. Properly analyzed appropriate job classifications within the organization to determine if women or minorities are being underrepresented.

2. Developed realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

3. Developed a timetable for achieving the goals.

4. a) Developed a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implemented the written recruitment activity plan at a minimum by having:

i) Prominently displayed on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

ii) (If minorities are underrepresented in certain job classifications, for each vacancy in such job classification) placed an advertisement in a media outlet that caters to minorities and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

iii) (If women are underrepresented in certain job classifications for each vacancy in such job classification) placed an advertisement in a media outlet that caters to women and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that women are encouraged to apply.

iv) (If minorities are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, described the job and indicated that you are an equal opportunity employer and that minorities are encouraged to apply.

v) (If women are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, described the job, indicated that you are an equal opportunity employer and that women are encouraged to apply.

vi) Written a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

vii) viewed all job descriptions to ensure that they reflect actual job duties and are job related.

viii) Created a written discrimination complaint procedure that is publicized to all employees.

ix) Reviewed all hiring policies and practices to ensure that they are non-discriminatory.

x) Hired, where possible, minorities and women in job classifications in which they are underrepresented.

Vendors shall maintain and submit records at the request of the District for the purposes of the District, among other things, determining if the vendor has made a good faith effort. The District may disqualify a vendor from being awarded a contract if the vendor fails to maintain or provide the information requested by the District.

Date

Company Name

Location Address, Telephone Number

CEO’s Typed Name & Title

Signature

Human Resource Officer or Affirmative Action Officer’s Typed Name & Title

Signature