REQUEST FOR PROPOSAL

426031-HPD

OUTREACH AND EMERGENCY OVERFLOW SHELTER

Dane County Department of Human Services

1202 Northport Dr.

Madison, WI 53704

RELEASE DATE: February 9, 2026

DEADLINE FOR QUESTIONS: March 2, 2026

RESPONSE DEADLINE: March 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

Outreach and Emergency Overflow Shelter

I. Introduction II. RFP Overview

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

VI. Vendor Questionnaire VII. General Guidelines

VIII. Standard Terms and Conditions

Request For Proposal #426031-HPD Title: Outreach and Emergency Overflow Shelter

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

Overflow shelter services that expand the availability of safe and warm sleeping quarters, prioritizing the coldest months of the year, providing an alternative to unsheltered 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 February 9, 2026

Question Submission Deadline March 2, 2026, 11:59pm

Responses Posted to Questions March 9, 2026, 11:59pm

Proposal Submission Deadline March 25, 2026, 11:59pm 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: Overflow shelter services that expand the availability of safe and warm sleeping quarters, prioritizing the coldest months of the year, providing an alternative to unsheltered 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 Monday, March 2, 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 Wednesday, March 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. Project Overview/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 continue through December 31, 2026. At the County's option and subject to mutual agreement, the contract may be renewed for up to four (4) additional one-year terms. The first renewal term, if exercised, shall be from January 1, 2027, through December 31, 2027.

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 Bartillon Men’s shelter, opening in 2026, has a capacity limit of 250 while the current, temporary, men’s shelter at Zeier Rd served an average of 340 guests in December 2025. This gap, combined with homelessness rates that, as reflected in the annual PIT count, are increasing annually points to a predicted shortage of men’s shelter beds following the transition to the Bartillon location. To help alleviate an expected increase in unsheltered homelessness, The Dane County Department of Human

Services’ (DCDHS) Housing Access and Affordability Division (HAA) seeks to award up to $440,000 to contract with agencies for the provision of (1) emergency overnight overflow shelter and, if/when budget allows, (2) unsheltered outreach services to households experiencing homelessness.

1. Overflow shelter services are intended to expand the availability of safe and warm sleeping quarters, prioritizing the coldest months of the year, providing an alternative to unsheltered homelessness.

2. Support for the provision of outreach services is contingent upon funding remaining available after provision of year-round overflow shelter. Outreach services, if funded, would support existing outreach teams in meeting the needs of an increased unsheltered population if demand for men’s shelter exceeds supply.

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

3.4. NEEDS AND EXPECTATIONS

As a condition of the contract, the successful applicant must provide, or coordinate the successful provision of, the following services:

Overflow Shelter Services - Successful applicants will:

1. Secure and operate a shelter location capable of serving a minimum of 80 male-identifying guests per night. The location must meet all occupancy, zoning, and other permitting requirements for overnight emergency shelter and be accessible to individuals experiencing homelessness.

1. Applicants may propose to provide overflow shelter with fewer than 80 beds. However, the

Department's primary objective is to maximize the total bed capacity for these overflow services. The Department reserves the right to not fund proposals that would not sufficiently advance this objective.

2. At a minimum, operate seasonally from November 1-March 31; applicants are encouraged to extend the proposed operating period subject to available funding.

3. Provide access to safe, indoor areas for overnight sleeping for male-identifying guests.

4. Ensure shelter space is ADA accessible and accommodates service and companion animals.

5. Manage shelter availability and intake process including maintaining a waitlist and prioritization process as needed.

6. Coordinate with other shelters (including the Bartillon Men’s shelter), street outreach providers, and other community partners to facilitate overflow shelter referral and access, improve system flow, and support positive exits from homelessness.

7. Provide basic needs navigation and resource connections as provider capacity allows (e.g., referrals to daytime community resources such as The Beacon Day Resource Center and other community supports for showers, laundry, meals, housing navigation, health care, etc.).

8. 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:

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.

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

Outreach Services – The priority for budgeted funds is the successful funding and operation of an overflow shelter. In the event that program is fully funded and operational, funds awarded to the successful applicant(s) from this RFP may also be used to support outreach services provided by the applicant, if applicable. Outreach services are defined as services to support households living unsheltered in Dane County (i.e. not in shelter, typically in cars or in other places not meant for human habitation).

If outreach services are contracted for, successful applicants will:

1. Connect with unsheltered households in Dane County to assist with accessing shelter and/or permanent housing, as well as critical supports to assist households with meeting basic and emergency needs.

2. Examples of services include, but are not limited to:

1. Basic needs support

2. Resource connection

3. Housing case management

4. Behavioral health supports

5. Peer Services

All Services – Successful applicants will:

1. Develop and maintain policies and procedures governing service delivery prior to the opening of the shelter.

2. Ensure adequate training and onboarding of all staff 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 six months of hire.

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

Standards where applicable and to the greatest extent possible.

4. Participate in relevant Dane County Homeless Services Consortium meetings including the Core, Shelter Services, Outreach, and PIT Committees. Approximately three hours per month.

5. Participate in relevant case conferencing meetings including Outreach Case Conferencing and

Homeless/Housing Services and Behavioral Health Consulting. Approximately two hours per month.

6. Maintain service records utilizing the Homeless Management Information System (HMIS) and maintain a data quality rating of 95% for overflow shelter and 90% for outreach services with a timeliness standard of 6 days for program entry and 60 days for program exits. In addition to enrollment and exit data collection this includes tracking:

https://www.danecountyhomeless.org/aboutus

1. Nightly attendance records for Overflow Shelter

2. Currently Living Situation Records for Outreach (if funded)

7. Adhere to all reporting requirements requested by the Dane County contract manager during the course of the contract. Reporting requirements are expected to include but are not limited to:

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

2. Submitting a shelter turn-away count of the number of individuals denied entry each night for any reason including suspensions, capacity limits, behavior, etc to the Dane County contract manager monthly by the 15th of the following month.

3. Submitting the required reporting pursuant to Dane County Ordinance Chapter 30.04

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

County contract manager.

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

Funding Considerations

DCDHS HAA anticipates that the amount of funding available for these services from Dane County is not enough to meet the operational need in our community. Applicants are strongly encouraged to propose innovative, efficient, and collaborative service models that maximize impact within available resources.

Agency partnerships, shared staffing or facilities, in-kind contributions, and the leveraging of additional funding sources are encouraged.

3.5. GOALS & DELIVERABLES

Goals

1. Protect Life and Safety - Provide immediate, short-term shelter during winter months to prevent cold-related injury or death for male-identifying individuals experiencing homelessness.

2. Increase Emergency Shelter Capacity - Expand countywide shelter capacity during periods of high demand in the cold weather months.

3. Provide Low-Barrier, Safe Access - Ensure shelter is accessible and bed utilization aligns with the community need.

4. Support Transitions to Ongoing Services and Permanent Housing - Connect overflow shelter guests to day shelter and supportive services.

5. If contracted for, provide assertive community-based street outreach services that meets clients where they are at and assists them in meeting their basic needs and exiting unsheltered homelessness.

Deliverables

1. Operate overnight shelter minimally from Nov 1-March 31.

2. Supply contracted share of the minimum of 80 beds per night during the period of shelter operation.

3. Provide a minimum of two on-site staff during operating hours.

4. Provide guests with basic info and referrals to daytime resources, as provider capacity allows.

3.6. CURRENT OPERATIONS, FUNDING, AND SERVICE UNIT DEFINITION

The Dane County Board has approved a resolution to allocate new funding to support overflow shelter services for male-identifying guests. The amount anticipated to be available is limited and not expected to fully meet the level of community need. As a result, the Department is seeking proposals that demonstrate creativity, efficiency, and collaboration. The Department is particularly interested in proposals from vendors with access to an existing facility who can leverage partnerships with other community agencies to coordinate services and reduce overall program costs while maintaining safe and appropriate shelter operations.

Contract reimbursement is expected to be provided on a unit-based basis (reimbursement based on actual spending).

1. A unit of overflow shelter is defined as one bed for one night (one bed-night)

2. A unit of outreach services is defined as an hour of direct client service including associated program administration costs per client.

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.

For convenience, vendors may choose to draft responses in a Microsoft Word document and then copy and paste them into the questionnaire. Please note that the character limits are a strict maximum and may not be exceeded. Vendors are not expected to use the full character limit and should focus on clear, direct responses that answer the question. Vendors are advised to review each question carefully prior to responding.

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

For cost scoring, the County will:

1. Compare all vendors' rates. The lowest rate will receive the maximum available cost points

(100%).

2. All other vendors will receive a proportion of the costs points, calculated by dividing the lowest rate by the vendor's rate and multiplying it by the total cost points available.

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. Shelter Location

1. Eligible applicants must have access to a site that could be permitted as an emergency shelter during the minimum operating period. Will the applicant have access to a location meeting these requirements?

(Yes/No)

2. A priority for this funding is to maximize availability as an alternative to unsheltered homelessness. How many guests will the proposed shelter be able to serve nightly and what dates will it operate? (These values should match those used for the pricing table.)

(Maximum 3000 characters)

3. For the identified shelter location: (Maximum 3000 characters)

1. Describe the location and relevant building features such as occupancy capacity, ADA accessibility, sleeping areas, emergency exits, bathrooms, kitchen, laundry, safety features, guest intake and registration spaces, staff space, auto parking, bicycle parking, storage of belongings, and trash storage/removal.

2. Provide information on property ownership, insurance, and property management along with a detailed timeline of the steps necessary to make the location ready for use including any remodel, permitting, and zoning requirements.

3. Describe the engagement plan for obtaining support from stakeholders including neighbors, community leaders such as Alderpersons or Council

Members, first responders, etc

Points Based 20 (19% of Total) for transitioning the space to an overnight shelter.

4. The location must be accessible to those experiencing homelessness.

Describe available access options such as proximity to day services, fixed-route bus lines, other transit options, etc. (Maximum 3000 characters)

5. Section Uploads:

1. Letter of support from the shelter property owner confirming space (including rough space estimate) and building amenities that will be accessible to the program/shelter guests (i.e.

kitchen, showers, parking, etc.)

during the proposed period of operations.

2. Provide evidence the applicant has identified the approvals required to operate an emergency shelter at the proposed site and has initiated contact with the relevant municipal planning/zoning authority. Acceptable documentation includes emails/notes from pre-application discussions, zoning code excerpts with an applicant narrative, and/or a preliminary permitting timeline. Formal approvals are not required at proposal submission.

2. Overflow Shelter - Program Strategies and

Activities

1. Describe the overall service model and program structure of the overflow shelter. (Maximum 3000 characters)

1. Detail the hours of operation and staffing plans including staffing levels by shift, roles, and supervision structure.

2. Describe where guests will sleep, what they will be provided, and what they must provide independently.

3. Describe any additional services beyond providing bed nights that will be offered such as meals, hygiene access, service referrals, etc.

2. The priority is provision of a safe and warm space for guests and staff and, as an overflow shelter, it is therefore expected to include minimal wrap-around services. (Maximum 3000 characters)

1. Describe the actions and practices the program will implement (programmatic choices, external funding and fundraising, use of volunteers, etc.) to fulfill the budgetary needs of the program and further the goal of maximum availability.

2. Describe the plan for coordination with other shelters, street outreach, housing navigation, and community programs to connect clients with services that support transitions out of shelter.

Points Based 30 (28.6% of Total)

3. Describe the service philosophy/organizational culture of the applicant as it relates to this program. (Maximum 3000 characters)

1. Describe the target population of the overflow shelter.

2. List and define the primary evidence-based approaches that will be embraced in shelter programing and explain how they will be implemented.

3. Describe how you will ensure the shelter is accessible for individuals with disabilities, including physical, mental, and developmental disabilities.

4. Identify the protocols or accommodations that will be in place to serve individuals with limited English proficiency or those who speak languages other than English.

5. List any service or participation requirements for guests, why they exist, and explain how they will be incorporated into the guest experience.

4. Describe safety and security strategies including emergency response protocols and how you will respond to guests with behavioral or medical needs. (Maximum 3000 characters)

5. The overflow shelter requires coordination with established shelters, street outreach providers, and other community partners to facilitate referral and access to the overflow shelter. Provide an example of a previous inter-agency partnership and how that experience will inform program design and coordination with partner agencies. (Maximum 3000 characters)

6. Section Upload:

1. Organizational chart with roles and responsibilities of the staff who will work under the program(s) and how the program fits in the larger organizational structure of the agency.

3. Experience and Qualifications

1. Describe your organization’s experience operating emergency shelters or similar crisis-response programs. If available, include any relevant data or performance metrics demonstrating both capacity and success in carrying out these functions. (Maximum 3000 characters)

2. Describe your organization’s financial and administrative expertise and capacity (e.g. budgeting, accounting, compliance, strategic planning, etc) to operate a short-term, high-intensity program. (Maximum 3000 characters)

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

3000 characters)

4. List, and describe, with no more than one paragraph each, at least three strategies your agency uses to support employee wellness, combat burnout, and minimize staff turnover. (Maximum 3000 characters)

4. Quality Improvement

A. How will data be used to support continuous improvement of shelter operations, programming, and services? (Maximum 3000 characters)

B. How does the applicant plan to solicit client feedback regarding services provided? (Maximum 3000 characters)

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.

(Maximum 3000 characters)

Points Based 10 (9.5% of Total)

5. Cost

Points for cost will be awarded using a relative formula. The proposal with the lowest 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 Cost ÷ Respondent’s

Proposed Cost) × Maximum Cost 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. 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

PRICING FOR OVERFLOW SHELTER SERVICES

DCDHS is seeking proposals from vendors who will operate an overflow shelter program for the period of performance identified in this RFP. The selected vendor(s) shall maintain sufficient staffing, facilities, and operational readiness to offer the full number of beds awarded each night throughout the approved operating season. For pricing purposes, the unit of service is defined as one available shelter bed for one night (“bed-night”). The unit cost represents the Department's contribution toward the overall cost of operating the shelter program, expressed on a per-bed, per-night basis. Successful applicants will propose a model that leverages all available resources—including up to $440,000 available through this

RFP—to maximize total bed-night capacity across the operating season while maintaining safe, effective, and continuous shelter.

Line Item Description Unit of Measure Unit Cost Number of Beds

1 Cost to maintain one available shelter bed for one night One bed-night

6. Vendor Questionnaire

Please note that the character limits are a strict maximum and may not be exceeded. Vendors are not expected to use the full character limit and should focus on clear, direct responses that answer the question.

6.1. SHELTER LOCATION (up to 20 points)

6.1.1. Eligible applicants must have access to a site that could be permitted as an emergency shelter during the minimum operating period. Will the applicant have access to a location meeting these requirements?*

☐ Yes

☐ No

*Response required

6.1.2. Guest numbers and dates of operation*

A priority for this funding is to maximize availability as an alternative to unsheltered homelessness. How many guests will the proposed shelter be able to serve nightly and what dates will it operate? (These values should match those used for the pricing table.)

Maximum response length: 3000 characters

*Response required

6.1.3. Please describe the shelter location.*

For the identified shelter location:

1. Describe the location and relevant building features such as occupancy capacity, ADA accessibility, sleeping areas, emergency exits, bathrooms, kitchen, laundry, safety features, guest intake and registration spaces, staff space, auto parking, bicycle parking, storage of belongings, and trash storage/removal.

2. Provide information on property ownership, insurance, and property management along with a detailed timeline of the steps necessary to make the location ready for use including any remodel, permitting, and zoning requirements.

3. Describe the engagement plan for obtaining support from stakeholders including neighbors, community leaders such as Alderpersons or Council Members, first responders, etc for transitioning the space to an overnight shelter.

Maximum response length: 3000 characters

*Response required

6.1.4. Location accessibility*

The location must be accessible to those experiencing homelessness. Describe available access options such as proximity to day services, fixed-route bus lines, other transit options, etc.

Maximum response length: 3000 characters

*Response required

6.1.5. Section Uploads*

1. Letter of support from the shelter property owner confirming space (including rough space estimate) and building amenities that will be accessible to the program/shelter guests (i.e.

kitchen, showers, parking, etc.) during the proposed period of operations.

2. Provide evidence the applicant has identified the approvals required to operate an emergency shelter at the proposed site and has initiated contact with the relevant municipal planning/zoning authority. Acceptable documentation includes emails/notes from pre-application discussions, zoning code excerpts with an applicant narrative, and/or a preliminary permitting timeline. Formal approvals are not required at proposal submission.

*Response required

6.2. OVERFLOW SHELTER - PROGRAM STRATEGIES & ACTIVITIES (up to 30 points)

6.2.1. Service Model and Program Structure*

Describe the overall service model and program structure of the overflow shelter.

1. Detail the hours of operation and staffing plans including staffing levels by shift, roles, and supervision structure.

2. Describe where guests will sleep, what they will be provided, and what they must provide independently.

3. Describe any additional services beyond providing bed nights that will be offered such as meals, hygiene access, service referrals, etc.

Maximum response length: 3000 characters

*Response required

6.2.2. Cost Efficiency and Care Coordination*

The priority is provision of a safe and warm space for guests and staff and, as an overflow shelter, it is therefore expected to include minimal wrap-around services.

1. Describe the actions and practices the program will implement (programmatic choices, external funding and fundraising, use of volunteers, etc.) to fulfill the budgetary needs of the program and further the goal of maximum availability.

2. Describe the plan for coordination with other shelters, street outreach, housing navigation, and community programs to connect clients with services that support transitions out of shelter.

6.2.3. Service Philosophy / Organizational Culture*

Describe the service philosophy/organizational culture of the applicant as it relates to this program.

1. Describe the target population of the overflow shelter.

2. List and define the primary evidence-based approaches that will be embraced in shelter programing and explain how they will be implemented.

3. Describe how you will ensure the shelter is accessible for individuals with disabilities, including physical, mental, and developmental disabilities.

4. Identify the protocols or accommodations that will be in place to serve individuals with limited

English proficiency or those who speak languages other than English.

5. List any service or participation requirements for guests, why they exist, and explain how they will be incorporated into the guest experience.

Maximum response length: 3000 characters

*Response required

6.2.4. Crisis Prevention and Response*

Describe safety and security strategies including emergency response protocols and how you will respond to guests with behavioral or medical needs.

Maximum response length: 3000 characters

*Response required

6.2.5. Coordination*

The overflow shelter requires coordination with established shelters, street outreach providers, and other community partners to facilitate referral and access to the overflow shelter. Provide an example of a previous inter-agency partnership and how that experience will inform program design and coordination with partner agencies.

Maximum response length: 3000 characters

*Response required

6.2.6. Section Upload*

Please upload an organizational chart with roles and responsibilities of the staff who will work under the program(s) and how the program fits in the larger organizational structure of the agency.

*Response required

6.3. EXPERIENCE & QUALIFICATIONS (up to 20 points)

6.3.1. Experience operating emergency shelters / crisis-response programs* Describe your organization’s experience operating emergency shelters or similar crisis-response programs. If available, include any relevant data or performance metrics demonstrating both capacity and success in carrying out these functions.

6.3.2. Financial and Administrative Capacity*

Describe your organization’s financial and administrative expertise and capacity (e.g. budgeting, accounting, compliance, strategic planning, etc) to operate a short-term, high-intensity program.

Maximum response length: 3000 characters

*Response required

6.3.3. Onboarding and Staff Training*

Detail the employee onboarding process the applicant uses. 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. Staff Support*

List, and describe, with no more than one paragraph each, at least three strategies your agency uses to support employee wellness, combat burnout, and minimize staff turnover.

Maximum response length: 3000 characters

*Response required

6.4. QUALITY IMPROVEMENT (up to 10 points)

6.4.1. Process Improvement*

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

Maximum response length: 3000 characters

*Response required

6.4.2. Guest Feedback*

How does the applicant plan to solicit client feedback regarding services provided?

Maximum response length: 3000 characters

*Response required

6.4.3. Quality Improvement 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.

6.5. COST (up to 20 points)

Points for cost will be awarded using a relative formula. Please enter your agency's proposed number of beds in the pricing proposal section of this application, along with the associated daily rate.

The response with the lowest 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 Cost ÷ Respondent’s Proposed Cost) × Maximum Cost Points Available = Score

6.5.1. Budget Backup*

Please download the below documents, complete, and upload.

• Budget_Backup_Workbook.xlsx

*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 or 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

*Response required

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 https://government-project.s3.us-west-2.amazonaws.com/234105/2d5660b7-4080-4769-a63d-fe50d8473c91_Budget_Backup_Workbook.xlsx

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.

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

☐ Yes

☐ No

*Response required http://www.nlrb.gov/

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 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.

https://help.procurement.opengov.com/en/articles/4413350-managing-addenda

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:

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

7.9. LOCAL PURCHASING ORDINANCE

Under County ordinances, a Local Vendor is defined as a supplier or provider of equipment, materials, supplies, or services that has an established place of business within the County of Dane. An established place of business means a physical office, plant or other facility. A post office box address does not qualify a vendor as a Local Vendor.

County ordinance provides that a local vendor automatically receive five 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 points toward the evaluation score.

7.10. DANE COUNTY SUSTAINABILITY PRINCIPLES

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

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

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

• Reduce and eventually eliminate Dane County government’s contribution to encroachment upon nature and harm to life-sustaining ecosystems (e.g., land, water, wildlife, forest, soil, ecosystems);

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

7.11. FAIR LABOR PRACTICES CERTIFICATION

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

(28) BIDDER RESPONSIBILITY. (a) Any bid, application or proposal for any contract with the county, file:///C:/portal/countyofdane including public works contracts regulated under chapter 40, shall include a certification indicating whether the bidder has been found by the National Labor Relations Board (NLRB) or the Wisconsin

Employment Relations Committee (WERC) to have violated any statute or regulation regarding labor standards or relations within the last seven years. The purchasing manager shall investigate any such finding and make a recommendation to the committee, which shall determine whether the conduct resulting in the finding affects the bidder’s responsibility to perform the contract.

If you indicate that you have been found by the NLRB or WERC to have such a violation on the Vendor

Information page, you must include a copy of any relevant…