Operation_of_a_Day_Resource_Center_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

427022-HPD

OPERATION OF A DAY RESOURCE CENTER

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: May 1, 2026

DEADLINE FOR QUESTIONS: May 22, 2026

RESPONSE DEADLINE: June 25, 2026, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Dane County Department of Human Services

REQUEST FOR PROPOSAL

Operation of a Day Resource Center

I. Introduction II. RFP Overview

III. Scope of Services IV. RFP Response Requirements & Evaluation Criteria V. Pricing Proposal

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Attachments:

A - 2.3.2 table - partner agencies

Request For Proposal #427022-HPD Title: Operation of a Day Resource Center

1. Introduction

Please scroll down for RFP timeline. Vendors are invited to view a Dane County Dept of Human Services -

RFP 101 Video at this link: https://www.youtube.com/watch?v=g4FeRx7WN38

1.1. Summary

Operation of a day resource center at 615 East Washington Avenue in Madison, WI for individuals and families experiencing homelessness.

1.2. Contact Information

Katie O'Brien

Purchasing Officer

Email: obrien.katie@danecounty.gov

Phone: (608) 381-5593

Department:

Human Services

1.3. Timeline

Release Project Date May 1, 2026

Question Submission Deadline May 22, 2026, 11:59pm

Responses Posted to Questions May 29, 2026, 11:59pm

Proposal Submission Deadline June 25, 2026, 11:59pm

Anticipated award notification August of 2026 https://www.youtube.com/watch?v=g4FeRx7WN38 mailto:obrien.katie@danecounty.gov tel:(608)381-5593

2. RFP Overview

2.1. INTRODUCTION

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

The County intends to use the results of this process to award a contract or issue of purchase order for the product(s) and or services(s) stated: Operation of a day resource center at 615 East Washington

Avenue in Madison, WI for individuals and families experiencing homelessness.

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

2.2. CLARIFICATION OF THE SPECIFICATIONS

All inquiries concerning this RFP must be submitted via the County's eProcurement Portal.

Any questions concerning this RFP must be submitted before 11:59 pm on Friday, May 22, 2026.

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

Proposers are prohibited from communicating directly with any employee of Dane County, except as described herein. No County employee or representative other than those individuals listed as County contacts in this RFP is authorized to provide any information or respond to any question or inquiry concerning this RFP.

One or more organizations may collaborate to submit a single proposal. The application shall include clearly delineated channels of communication, duties, and memorandums of understanding where applicable.

2.3. CALENDAR OF EVENTS

Specific and estimated dates and times of actions related to this RFP are listed in the timeline in the

Introduction section above. The actions with specific dates must be completed as indicated unless otherwise changed by the County. In the event that the County finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing an addendum to this RFP and posting such addendum on the Dane County eProcurement Portal. There may or may not be a formal notification issued for changes in the estimated dates and times.

2.4. SUBMITTAL INSTRUCTIONS

Dane County reserves the right to accept any part of this bid deemed to be in the best interest of the

County. The County also retains the right to accept or reject any or all bids.

Proposals must be submitted via the County's eProcurement Portal before 11:59 pm on Thursday, June

25, 2026. Late, faxed, mailed, hand-delivered, or incomplete proposals will be rejected unless otherwise specified. Dane County is not liable for any cost incurred by proposers in replying to this RFP.

To Submit a Proposal:

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

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

3. Provide company information

4. Answer Vendor Questionnaire

5. Where indicated upload the required documents.

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

7. Confirm all files have been uploaded

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

9. Acknowledge any addenda

3. Scope of Services

3.1. DEFINITIONS & LINKS

The following definitions and links are used throughout the RFP.

County: Dane County

Department: Dane County Department of Human Services

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

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

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

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

3.2. CONTRACT TERM AND FUNDING

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

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

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

3.3. PROGRAM OVERVIEW

The Dane County Department of Human Services’ (DCDHS) Housing Access and Affordability Division

(HAA) seeks to contract for the operation of a Day Resource Center for individuals and families experiencing homelessness at a County-owned property located at 615 East Washington Avenue in

Madison, WI. The Day Resource Center will operate daily as a resource hub, providing shelter from the elements, on-site basic needs services, and referrals to on-site and community-based resources. The

Center’s goal is to offer temporary refuge and connect guests to the supports needed to exit homelessness. Applicants may submit a proposal independently or in partnership with another agency.

3.4. GOALS & DELIVERABLES

Goals

1. Provide Low-Barrier, Safe Access: The day center will not require sobriety, income, or other barriers to access and will embrace approaches including Harm Reduction and Trauma-informed

Care when preventing and responding to behavioral issues.

2. Connection to resources: The day center will help to inform and connect guests to any and all eligible benefits and resources.

3. Support Transitions to Permanent Housing: The day center will be housing focused with a goal of rapid exit from homelessness and connection to supports promoting long-term stability.

Deliverables https://dcdhs.com/ https://procurement.opengov.com/portal/countyofdane http://www.nlrb.gov/ https://www.nlrb.gov/ http://werc.wi.gov/

1. Operate daily from 8am – 5pm, including holidays, exclusive of pre-approved in-service days.

2. Maximize access to Center resources by ensuring that any denials of service, as documented in

Chapter 30.04 reporting, align with HSC written standards for emergency shelter and low-barrier shelter expectations.

3. Reduce the length of time guests experience homelessness, measured by the enrollment period, by facilitating connection to robust wrap-around services, measured by the number and type of on-site partnerships and referrals external services.

3.5. NEEDS AND EXPECTATIONS

Core expectations

1. Serve a target population of individuals and families who are staying in overnight emergency shelters or living in places not meant for human habitation.

2. Operate from 8:00 AM until 5:00 PM, seven days a week, including holidays.

3. Develop and maintain policies and procedures governing service delivery.

4. Ensure adequate training and onboarding of all staff and volunteers providing client services, including de-escalation and conflict resolution prior to serving clients and Trauma-informed

Care, low-barrier shelter best practices, Harm Reduction, and Motivational Interviewing within three months of hire.

5. Implement safety and security strategies to support a safe environment for guests and staff. At minimum this includes staff training, policies and procedures for crisis response, providing and operating security cameras, and documenting and reporting major incidents.

6. Adhere to Homeless Services Consortium (Dane County/Madison Continuum of Care) Written

Standards where applicable and to the greatest extent possible.

7. Participate in relevant Dane County Homeless Services Consortium meetings including the Core

Committee, Outreach Committee and Shelter Services Committees. Approximately six hours per month.

8. Participate in relevant case conferencing meetings including the Homeless/Housing Services and

Behavioral Health Consulting. Approximately two hours per month.

9. Coordinate with Dane Couty Emergency Management to facilitate continuity of operations if the property becomes temporarily uninhabitable.

10. Make arrangements for guests to receive services in their primary language and/or to accommodate any visual or auditory impairment a client may have.

11. Maintain service records utilizing the Homeless Management Information System (HMIS) and maintain a data quality rating of 95%. Enrollment information must be entered within six days of https://www.danecountyhomeless.org/aboutus program start date, daily attendance records must be entered within six days of attendance, and program exit must be documented after a maximum of 90 days without accessing services.

12. Adhere to all reporting requirements requested by the Dane County contract manager the contract. Reporting requirements include but are not limited to:

1. Submitting the ESG-CAPER, or similar HMIS derived report, to the Dane County contract manager quarterly by the 15th of the following month.

2. Quarterly reporting on community partnerships including on-site service availability and off-site referrals.

3. Quarterly reporting on collected client feedback.

4. Quarterly reporting on the allocation of Direct Assistance funds to guests including the number of unique recipients, the types of assistance, and the total amount received.

5. Participate in regular meetings and contract monitoring as requested by the program’s Dane

County contract manager.

13. Coordinate with the Dane County contract manager and Dane County facilities team to maintain the property at 615 East Washington and determine maintenance priorities within the budget constraints. Regular meetings and communication will be required. Contract negotiations will include the negotiation of a lease of the Beacon facility. The applicant should expect to cover items including but not limited to janitorial, trash, snow removal, landscaping, technology, and the security system.

14. Provide community education and outreach to advance the goals of the Center and strengthen partnerships, including but not limited to:

1. Regular stakeholder/advisory meetings including guests, neighborhood members, advocates, providers, business owners, and elected officials.

2. Regular outreach to area neighborhood associations, businesses, providers, advocates, community groups, local law enforcement, and local elected officials to engage in two-way dialogue regarding the Center’s performance, impact, and partnerships.

3. Development and distribution of informational materials related to Center operations (i.e.

brochures detailing Center resources) to increase awareness of the program for potential guests and partner agencies.

15. Dane County Ordinance Chapter 30.04 establishes requirements related to client rights, grievance procedures, and provider responsibilities for certain human services purchased by

Dane County. As a condition of contracting, successful applicants must review, understand, and comply with the applicable provisions of Chapter 30.04 in the delivery of services under this contract, including:

https://danecounty.gov/documents/pdf/ordinances/ord030.pdf

1. Inform clients of shelter and grievance policies and the process to file a general complaint with Dane County.

2. Adhere to reporting requirements pursuant to the ordinance.

Core Services

1. Manage and supervise on-site basic needs services for guests, including but not limited to:

1. Daytime shelter from the elements.

2. Computer lab.

3. Light meals and snacks.

4. Laundry.

5. Mail services and message center.

6. Outdoor smoking and courtyard areas.

7. Private office space for meetings.

8. Separate enclosed indoor/outdoor space for families.

9. Showers.

10. Spaces for guests to temporarily store belongings during center hours of operation.

11. Telephone access.

2. Provide or partner with other agencies, advocates, and organizations to schedule and provide on-site services, or referral to off-site services, including but not limited to:

1. Case management and outreach services.

2. Employment and training services.

3. Housing navigation.

4. Bus pass allocation.

5. Access to mainstream resources (FoodShare, BadgerCare).

3. Refer guests to other area providers and services that may or may not be located in the facility, including but not limited to legal, behavioral health, mental health, medical, health insurance, financial counseling, ADRC, and transportation.

4. Manage direct client assistance funds provided by the County to assist those in immediate need of certain supports not available at the Center, or that they are not eligible for from other homeless and housing service agencies (i.e. supplies for work or education, housing application fees, etc.).

3.6. CURRENT OPERATIONS AND SERVICE LEVELS

This section describes the current service environment and operational context for The Beacon Day

Resource Center. The information provided is intended to help respondents understand the existing service delivery model, system capacity, and relevant operational realities. This description reflects current conditions and does not prescribe a required service design. Respondents are encouraged to propose approaches that build upon, enhance, or adapt current operations in alignment with program goals and contractual requirements.

The program is currently operated by Catholic Charities of the Diocese of Madison, Inc.

The projected 2026 operating budget is approximately $1.9 million

2026 funding for the program includes:

Dane County Department of Human Services: $586,154

City of Madison: $213,000

The provider contributes the balance

Direct service delivery is supported by approximately 11 full-time equivalent (FTE) staff in guest services roles, 5 FTE in supervisory, administrative, or support roles, and a 2025 average of 1117 hours per month of volunteer support. Of these, approximately 6.4 Guests Services FTEs and 2.1 other positions are supported by City and County funding with the remainder supported by the provider’s own funds.

Historical service utilization for the program is summarized below to provide context regarding service volume and demand:

• Calendar Year 2024: 3120 unique individuals served with a total of 89,118 visits and daily average of 243 guests

• Calendar Year 2025: 2797 unique individuals served with a total of 92,398 visits and daily average of 259 guests

Respondents should be aware of the following factors expected to impact future service delivery and understand that contract expectations may evolve year to year to adapt to a changing service landscape:

• Anticipated increase in unsheltered homelessness following the opening of the Bartillon Men’s shelter with its capacity limit below the current utilization of the temporary men’s shelter.

• Anticipated decreased utilization of the day resource center if the Bartillon men’s shelter begins operating 24/7.

• The 2026 County budget includes capital funding for a significant remodel of the property at 615

East Washington. The operator will be expected to coordinate with the County and its subcontractors to plan for and enable the remodel work while maintaining service availability for guests.

3.7. FUNDING STRUCTURE & SERVICE UNIT DEFINITION

Specific payment terms will be negotiated on a post-award basis. No more than 15% of the program cost proposal can be indirect administration costs.

1. County funding is supplemented by financial support from the City of Madison in compliance with the terms of an annual Intergovernmental Agreement.

2. Contract payment is expected to be provided on a unit-based basis. A unit of day shelter is defined as one day of operations. Specific payment terms will be negotiated on a post-award basis. No more than 15% of the program cost proposal can be indirect administration costs.

4. RFP Response Requirements & Evaluation Criteria

General Instructions and Format for Submitting Proposal Responses

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

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

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

General Instructions and Format for Submitting Cost Backup Budget

The backup budget for this Request for Proposal is a separate document that can be found and downloaded from the vendor questionnaire. This is provided in a Microsoft Excel based workbook which contains full instructions for completion and submission.

• Within the document, vendors are asked to provide a proposed breakdown of program costs and personnel.

• Pricing shall be inclusive of all labor, delivery costs and other expenses necessary to provide services in accordance with the specifications and terms and conditions of this bid document and your proposal.

• The budget submission should be saved with the document name including the RFP #, Vendor

Name, and Budget. (i.e.: R02TY21 – ABC Company – Budget). This may be submitted as an Excel file (.xls).

Cost Scoring

Cost will be scored based on the respondent’s net annual funding request which is to be entered in the pricing proposal section of this RFP. Cost scores will be calculated as:

Line 1 – Line 2 = Net Annual Funding Request

The proposal with the lowest net annual funding request will receive the highest cost score. Other proposals will receive fewer points based on the extent to which their net annual funding request exceeds the lowest proposal.

Final Pricing and Payment Terms

Service costs scored in the cost proposal will represent the guide for final vendor contracting. Best and final offer pricing discussions may be pursued by the County to differentiate finalists based on refined price quotes. Final payment terms associated with billing and payment methodology, as well as service unit levels and unit prices for individual programs, will be negotiated prior to contract execution. Note that final pricing will reflect cost reasonableness and available Dane County funding. All prospective vendors must demonstrate organizational capacity to bill for discrete units of service rendered.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Program Strategies & Activities

A. A compatible service philosophy/organizational culture from the applicant is essential to fulfilling the goals of this project.

(3000 character limit)

1. Describe the service philosophy of the applicant, the target population of the Center, and explain how those align with guest and community needs.

2. Describe in detail two specific operational practices that demonstrate your low-barrier, trauma-informed approach (e.g.

intake requirements, storage rules, guest engagement, de-escalation practices, etc).

B. What do you identify as the three biggest barriers to accessing day resources and what supports would be included in program design to help reduce these barriers? If the proposal has a cost (e.g. cab rides, para-transit, etc), please be sure to include those costs in the budget proposal. (3000 character limit)

C. Describe the safety, security, emergency response strategies the program would employ to prevent or respond to the following incidents including the roles and responsibilities of relevant staff: (3000 character limit)

1. Overdose

2. Physical altercation between two guests

3. Inappropriate comments directed at staff

4. Flooding in the community room from a severe water leak

Points Based 25 (23.8% of Total)

D. Applicants are expected to implement a behavior-based suspension policy. Please detail your approach to service suspensions, including: (3000 character limit)

1. Steps you will take to prevent suspensions.

2. What kinds of infractions would lead to a suspension, and for how long? (E.g. examples of level 1, 2 and 3 suspensions.)

3. How suspensions are monitored and tracked, including to ensure compliance with Chapter 30.04 reporting requirements.

4. The reinstatement process including internal review, formal grievance procedure, and procedure for notifying participants of their rights and options.

2. Community Partners, Funding, and Program

Structure

1. Maintaining working relationships with community partners including neighborhood representatives, local government, first responders, and surrounding businesses is essential to successful service delivery. Describe the strategies used to develop and maintain these relationships including their frequency, how efforts are documented, and how issues are escalated. (3000 character limit)

2. Successful operation of the Center is expected to require braiding multiple funding sources. (3000 character limit)

A. Provide examples of past fundraising efforts, including total amount raised, partnerships, narrative of funder base, and outcomes, that show the proposer’s experience in this area.

B. Volunteer recruitment and management is a key element to provision of many community services. Please detail how volunteers will be recruited, trained, and used to support paid staff and critical functions of the Center’s operations.

C. List and provide the estimated annual value of all cash contributions and in-kind donations the applicant will bring forward to support the

Center in this area. In-kind donations include all goods and services (e.g. donated food, volunteer hours, etc) the agency or its partners will provide.

Points Based 30 (28.6% of Total)

Volunteer hours should be valued at $36 per hour.

3. Taking into consideration the space limitations of the building and the varying needs of guests, Dane County is looking for providers who can manage the challenges and provide the best service supports possible.

(3000 character limit)

1. Outline the plan to maximize the availability of services including benefit connection, employment and training, housing navigation, and basic health care given the space and funding constraints. Include the roles and responsibilities of relevant staff and volunteers included in upload 2.3.1 and the daily staffing structure to support those responsibilities.

2. List expected partner agencies, specify their expected responsibilities, and identify any potential MOUs involved. This may be uploaded in table form as response to 2.3.2 below.

3. Managing access to limited on-site resources such as the computer lab, laundry, mail, showers, storage, and telephones is an essential component of service delivery.

List three strategies or approaches the program will implement to make these resources available to Center guests and describe their associated pros and cons.

4. Uploads:

A. Please upload your agency's organizational chart and program staffing structure. This should show reviewers how the program fits in the larger organizational structure of the agency and include roles of all persons who will support program operations, including volunteers. For program positions, list the total number of FTEs in each position, regardless of funding source, and the shifts or work schedule.

B. Please upload your list of expected partner agencies and their related responsibilities, MOUs required, etc.

3. Experience and Qualifications

A. The Center is a high-profile project providing essential community needs. (3000 character limit)

1. Describe your organization’s experience operating day resource centers or similar crisis-response programs. If available, include any relevant data or performance metrics demonstrating both capacity and success in carrying out these functions.

2. Describe your organization’s financial and administrative expertise and capacity (e.g.

budgeting, accounting, compliance, strategic planning, etc) to operate a day resource center.

B. The County owns the property at 615

East Washington Avenue and is responsible for most capital investments but maintaining the property nonetheless requires significant coordination and is a shared responsibility. (3000 character limit)

A. Describe a current or previous experience with similar shared responsibilities including procedures for documenting and communicating needs, and processes for escalating urgent or unresolved issues.

B. Provide an example of a challenge that arose and how navigating that experience provided lessons that would inform the approach to working with Dane County Facilities to address property needs.

Points Based 25 (23.8% of Total)

C. Detail the employee onboarding process the applicant uses and the projected timeline for hiring and staffing the Center. Include the specific evidence-based trainings that are offered to ground employees and the timeline for providing these trainings to new staff. (3000 character limit)

D. List, and describe, with no more than one paragraph each, at least two strategies your agency uses to support employee wellness, combat burnout, and minimize staff turnover, and any contingency plan your agency has for staffing shortages. (3000 character limit)

4. Quality Improvement

A. How will data be used to support continuous improvement of Center operations, programming, and services? (3000 character limit)

B. What methods will the applicant use to solicit client feedback regarding services provided, how will the methods be made accessible, and how often will the information be collected? (3000 character limit)

C. Provide an example of when the agency incorporated external feedback including how that feedback was received, how it was processed internally, and how changes were implemented. (3000 character limit)

Points Based 10 (9.5% of Total)

5. Pricing Proposal

Cost Scoring:

Cost will be scored based on the respondent’s net annual funding request, calculated as:

Line 1 – Line 2 = Net Annual Funding Request

The proposal with the lowest net annual funding request will receive the highest cost score. Other proposals will receive fewer points based on the extent to which their net annual funding request exceeds the lowest proposal.

Points Based 10 (9.5% of Total)

6. Local Vendor Preference

Per Dane County ordinance, a local Dane

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

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

Locally Operated Vendor means a supplier or provider of equipment, materials, supplies, or services which has an established place of business within Dane County and whose business is registered and authorized to do business in the State of Wisconsin. An established place of business means a physical office, plant, or other facility. A post office box address does not qualify a vendor as a Locally

Operated Vendor. Dane County Ordinance

25.04(5)

Points Based 5 (4.8% of Total)

5. Pricing Proposal

Respondents must provide the total annual cost to operate the proposed day shelter services, the amount of cash contribution committed, and the resulting levy request. The levy request will be the amount scored for price.

Cash Contribution includes all non-City/County cash sources committed to the proposed services, including but not limited to grants, private fundraising, donations, and other cash support dedicated to this project.

In the Vendor Questionnaire, respondents must complete the budget backup spreadsheet identifying the funding sources supporting the proposed budget and the amounts committed, anticipated, or otherwise included in the pricing calculation. The spreadsheet is for budget substantiation only and will not be separately scored.

For reference, 2026 local government funding for services under this RFP is as follows. 2027 funding amounts are subject to budget approval.

• Dane County Department of Human Services: $586,154

• City of Madison: $213,000

ANNUAL COSTS & CONTRIBUTIONS FOR DAY RESOURCE CENTER

Line Item Description Unit of Measure Unit Cost

1 Total annual cost to provide operation of day resource center as described in this RFP year

2 Committed vendor cash contribution year

3 Local government funding request (line 1 - line 2) year

6. Vendor Questionnaire

6.1. PROGRAM STRATEGIES & ACTIVITIES (up to 25 points)

6.1.1. Service philosophy*

A compatible service philosophy/organizational culture from the applicant is essential to fulfilling the goals of this project.

1. Describe the service philosophy of the applicant, the target population of the Center, and explain how those align with guest and community needs.

2. Describe two specific operational practices that demonstrate your low-barrier, trauma-informed approach (e.g. intake requirements, storage rules, guest engagement, de-escalation practices, etc).

Maximum response length: 3000 characters

*Response required

6.1.2. Client barriers/support*

What do you identify as the three biggest barriers to accessing day resources and what supports would be included in program design to help reduce these barriers? If the proposal has a cost (e.g. cab rides, para-transit, etc), please be sure to include those costs in the budget proposal.

Maximum response length: 3000 characters

*Response required

6.1.3. Safety & Security Strategies*

Describe the safety, security, emergency response strategies the program would employ to prevent or respond to the following incidents including the roles and responsibilities of relevant staffs:

1. Suspected overdose

2. Active physical altercation between two guests

3. Inappropriate comments directed at staff

4. Flooding in the community room from a severe water leak

Maximum response length: 3000 characters

*Response required

6.1.4. Suspension policy*

Applicants are expected to implement a behavior-based suspension policy. Please detail your approach to service suspensions, including:

1. Steps you will take to prevent suspensions.

2. What kinds of infractions would lead to a suspension, and for how long? (E.g. examples of level

1, 2 and 3 suspensions.)

3. How suspensions are monitored and tracked, including to ensure compliance with Chapter

30.04 reporting requirements.

4. The reinstatement process including internal review, formal grievance procedure, and procedure for notifying participant of their rights and options.

Maximum response length: 3000 characters

*Response required

6.2. COMMUNITY PARTNERS, FUNDING, AND PROGRAM STRUCTURE (up to 30 points)

6.2.1. Community Partnerships*

Maintaining working relationships with community partners including neighborhood representatives, local government, first responders, and surrounding businesses is essential to successful service delivery. Describe the strategies used to develop and maintain these relationships including their frequency, how efforts are documented, and how issues are escalated.

Maximum response length: 3000 characters

*Response required

6.2.2. Fundraising and In-kind Support*

Successful operation of the Center is expected to require braiding multiple funding sources.

A. Provide examples of past fundraising efforts, including total amount raised, partnerships, narrative of funder base, and outcomes, that show the proposer’s experience in this area.

B. Volunteer recruitment and management is a key element to provision of many community services. Please detail how volunteers will be recruited, trained, and used to support paid staff and critical functions of the Center’s operations.

C. List and provide the estimated annual value of all cash contributions and in-kind donations the applicant will bring forward to support the Center in this area. In-kind donations include all goods and services (e.g. donated food, volunteer hours, etc) the agency or its partners will provide. Volunteer hours should be valued at $36 per hour.

Maximum response length: 3000 characters

*Response required

6.2.3. Space management/access*

Taking into consideration the space limitations of the building and the varying needs of guests, Dane

County is looking for providers who can manage the challenges and provide the best service supports possible. (3000 character limit)

1. Outline the plan to maximize the availability of services including benefit connection, employment and training, housing navigation, and basic health care given the space and funding constraints. Include the roles and responsibilities of relevant staff and volunteers included in upload 3.1 and the daily staffing structure to support those responsibilities.

2. List expected partner agencies, specify their expected responsibilities, and identify any potential

MOUs involved. This may be uploaded in table form as response to 3.2 below.

3. Managing access to limited on-site resources such as the computer lab, laundry, mail, showers, storage, and telephones is an essential component of service delivery. List three strategies or approaches the program will implement to make these resources available to Center guests and describe their associated pros and cons.

Maximum response length: 3000 characters

*Response required

6.2.4. Uploads: Organizational Chart & Table of Partners*

A. Please upload your agency's organizational chart and program staffing structure. This should show reviewers how the program fits in the larger organizational structure of the agency and include roles of all persons who will support program operations, including volunteers. For program positions, include a list with the total number of FTEs in those positions, regardless of funding source, and the shifts or work schedule.

B. Please upload your list of expected partner agencies and their related responsibilities, MOUs required, etc. Please use the template included in this RFP's Attachments section.

*Response required

6.3. EXPERIENCE & QUALIFICATIONS (up to 25 points)

6.3.1. Experience with programming*

The Center is a high-profile project providing essential community needs.

1. Describe your organization’s experience operating day resource centers or similar crisis-response programs. If available, include any relevant data or performance metrics demonstrating both capacity and success in carrying out these functions.

2. Describe your organization’s financial and administrative expertise and capacity (e.g. budgeting, accounting, compliance, strategic planning, etc) to operate a day resource center.

Maximum response length: 3000 characters

*Response required

6.3.2. Stewardship in County-provided Facility *

The County owns the property at 615 East Washington Avenue and is responsible for most capital investments but maintaining the property nonetheless requires significant coordination and is a shared responsibility.

1. Describe a current or previous experience with similar shared responsibilities including procedures for documenting and communicating needs and processes for escalating urgent or unresolved issues.

2. Provide an example of a challenge that arose and how navigating that experience provides lessons that would inform the approach to working with Dane County Facilities to address property needs.

Maximum response length: 3000 characters

*Response required

6.3.3. Employee Onboarding/Training*

Detail the employee onboarding process the applicant uses and the projected timeline for hiring and staffing the Center. Include the specific evidence-based trainings that are offered to ground employees and the timeline for providing these trainings to new staff.

Maximum response length: 3000 characters

*Response required

6.3.4. Staffing support, turnover plan*

List, and describe, with no more than one paragraph each, at least two strategies your agency uses to support employee wellness, combat burnout, and minimize staff turnover, and any contingency plan your agency has for staffing shortages.

Maximum response length: 3000 characters

*Response required

6.4. QUALITY IMPROVEMENT (up to 10 points)

6.4.1. Continuous improvement*

How will data be used to support continuous improvement of Center operations, programming, and services?

Maximum response length: 3000 characters

*Response required

6.4.2. Client feedback*

What methods will the applicant use to solicit client feedback regarding services provided, how will the methods be made accessible, and how often will the information be collected?

Maximum response length: 3000 characters

*Response required

6.4.3. Feedback Example*

Provide an example of when the agency incorporated external feedback including how that feedback was received, how it was processed internally, and how changes were implemented.

Maximum response length: 3000 characters

*Response required

6.5. PRICING PROPOSAL (up to 10 points)

Points for pricing will be awarded using a relative formula. The proposal with the lowest County cost will receive the maximum number of points available for this section. All other proposals will receive a proportion of the cost points according to the following calculation:

(Lowest Proposed Price ÷ Respondent’s Proposed Price) × Maximum Pricing Proposal Points Available =

Score

In plain language: the lowest-cost proposal earns all available points. Other proposals earn fewer points based on how their cost compares to the lowest. For example, if your proposal costs twice as much as the lowest proposal, you would receive about half of the cost points.

6.5.1. Budget Backup*

Please download the below documents, complete, and upload.

• Budget_Backup_Workbook_-_Da...

*Response required

6.6. LOCAL VENDOR PREFERENCE (up to 5 points)

6.6.1. Local Vendor Preference *

Select a Local Vendor Preference:

Vendors located within Dane County automatically receive five points toward the evaluation score.

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

Vendors located outside of Dane County of the 7 counties adjacent to Dane County would choose "No

Preference".

NOTE: A post office box address does not qualify as an established place of business.

☐ No Preference

☐ Yes - Dane County

☐ Yes - Columbia County

☐ Yes - Dodge County

☐ Yes - Green County

☐ Yes - Jefferson County

☐ Yes - Iowa County

☐ Yes - Rock County

☐ Yes - Sauk County https://government-project.s3.us-west-2.amazonaws.com/255500/20a4aba3-344e-49da-a175-2287ad71c882_Budget_Backup_Workbook_-_Day_Shelter.xlsx

6.7. VENDOR INFORMATION

Please answer the following questions completely. This section of your agency's response is not scored.

6.7.1. W9 Upload*

Upload your company's W9 form.

NOTE: The W9 is required to be signed within the past 12 months

*Response required

6.7.2. Agency UEI number:

6.7.3. Registration with Wisconsin DFI*

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

Please check this box to indicate that your agency is registered or will be registered in good standing with the Wisconsin Department of Financial Institutions.

☐ Yes

☐ No

*Response required

When equals "No"

6.7.4. Please explain.*

You've indicated that your agency is not and will not be registered with Wisconsin DFI. At the time of contracting with the Department of Human Services, agencies must be registered entities in good standing with the Wisconsin Department of Financial Institutions.

*Response required

6.7.5. Fair Labor Practice Certification *

Has your company been found by the National Labor Relations Board ("NLRB") or the Wisconsin

Employment Relations Commission ("WERC") to have violated any statute or regulation regarding labor standards or relations in the seven years prior to the date this bid submission is signed?

If yesis answered, a copy of any relevant information regarding such violation is required to be uploaded with your bid submission.

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

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

☐ Yes and any relevant information regarding such violation has been or will be uploaded with this bid submission.

☐ No

*Response required

6.7.6. Cooperative Purchasing*

Reference Guidelines - Section F.

http://www.nlrb.gov/

Does your company agree to furnish the commodities or services of this bid to municipalities and state agencies?

☐ Yes

☐ No

*Response required

6.7.7. Designation of Confidential and Proprietary Information* Please specify what information you wish to designate as confidential and proprietary. Please identify section/ pages/ topic /documents, etc.

NOTE: Pricing sections cannot be designated as confidential and proprietary.

If nothing will be designated, simply type "None" in the section below.

*Response required

6.8. RFP ADDENDA

6.8.1. I understand that if any addendum is issued I will have to acknowledge the posted addendum. * ☐ Yes

☐ No

*Response required

6.8.2. If an addendum is posted after I have submitted my proposal response and the resulting addendum requires action to be taken either in the Specification Section or Pricing Section, I understand that:*

1. I will have to unsubmit my proposal response.

2. I will have to acknowledge the posted addendum.

3. I will have to take action in responding to the changes on either the Specification Section or Pricing

Section.

4. I will then have to resubmit my proposal response.

Further instructions on addendum(a) postings can be found here.

☐ Yes

☐ No

*Response required

6.9. SIGNATURE DECLARATION

6.9.1. Solicitation Response Declaration *

In submitting and confirming this solicitation response, 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 https://help.procurement.opengov.com/en/articles/4413350-managing-addenda submit or not to submit a solicitation response; that this solicitation response has been independently arrived at without collusion with any other vendor competitor or potential competitor; that this solicitation response has not been knowingly disclosed prior to the opening of bids to any other vendor or competitor; that the above statement is accurate under penalty of perjury.

Further, by submitting this solicitation response, firm agrees with all the terms, conditions, and specifications required by the County in this solicitation and declares that the corresponding solicitation response and pricing are in conformity therewith.

I have read and understood the entire document.

I declare under penalty of false swearing under the law of Wisconsin that the foregoing is true and correct.

☐ Please confirm

*Response required

6.9.2. Signed on:*

Write in month, day, year and city/state in which the submission occurred.

Example: June 27, 2025 in Madison, WI

*Response required

6.9.3. Electronically signed by: *

Provide First Name, Last Name and Title

7. General Guidelines

7.1. REASONABLE ACCOMMODATIONS

The County will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations, contact the Department of Human Services at (608) 242-6439 (voice) or Wisconsin

Relay (711).

7.2. ADDENDA & REVISIONS

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be posted via the County’s

Procurement Portal.

It shall be the responsibility of the proposers to regularly monitor the web site for any such postings.

Proposers must acknowledge the receipt/review of any addendum(s) via the Procurement Portal.

7.3. CONTRACT TERM & FUNDING

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

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

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

7.4. MULTIPLE PROPOSALS

Multiple proposals from a vendor will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as

Proposal #1, Proposal #2, etc.

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

Portal.

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

7.5. PROPOSAL ORGANIZATION & FORMAT

Proposers must respond to the Vendor Questionnaire via the Procurement Portal and organize based on submission instructions.

7.6. DESIGNATION OF CONFIDENTIAL & PROPRIETY INFORMATION

All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the Vendor Information Attachment under the “Designation of Confidential and

Proprietary Information” section.

Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s).

Submitted pricing will always become public information when proposals are opened and therefore cannot be designated as confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in Sect.

134(80)(1)(c) Wis. State Statutes, as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method technique or process to which all of the following apply:

1. The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.

2. The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.

To the extent permitted by law, it is the intention of Dane County to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of Dane County. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.

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

Failure to designate confidential and proprietary information within the Designation of Confidential and

Proprietary Information section of the Vendor Information Attachment may mean that all information provided as part of the proposal response will be open to examination or copying. The County considers other markings of confidential in the proposal document to be insufficient. The undersigned agrees to hold the County harmless for any damages arising out of the release of any material unless they are specifically identified within the Designation of Confidential and Proprietary Information section of the

Vendor Information Attachment.

7.7. COOPERATIVE PURCHASING

Participating in cooperative purchasing gives vendors the opportunity for additional sales without additional bidding. Municipalities and state agencies use cooperative purchasing to expedite purchases.

A “municipality” is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis. Stats.

On the Vendor Information page, you will have the opportunity to participate in allowing municipalities and state agencies to piggyback this bid. Participation is not mandatory. A vendor’s decision on participating in this service has no effect on awarding the bid.

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

7.8. VENDOR REGISTRATION

Vendors are required to register at the County’s Procurement Portal. Registration is free and will ensure that you receive notifications of solicitations that match your profile and category code(s).

Registering allows a vendor the opportunity to receive notifications for bids issued by the County and provides the County with up-to-date company contact information.

Once registered, please check to make sure your vendor information including commodity codes is up to date by signing into your account at: