RFB 28414-KH Non-IT Temporary Help Services Final.pdf

REQUEST FOR BID

Non-IT Temporary Help Services

RFB#: 28414-KH

Issued: December 19, 2023 Responses Due: January 30, 2024 @ 3:00 p.m. CT

RFB 28414-KH Bid Due: January 30, 2024 @ 3:00 p.m. CT Non-IT Temporary Help Services Page 2

TABLE OF CONTENTS

1.0 INTRODUCTION AND PURPOSE

1.1 DEFINITIONS

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.3 OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES

1.4 CONTRACT TERM

1.5 MODIFICATIONS OF CONTRACT

1.6 ORDER OF PRECEDENCE

1.7 COOPERATIVE PURCHASING SERVICES

1.8 RESPONDING TO BID REQUIREMENTS

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

2.1 Experience

3.0 MANDATORY SPECIFICATIONS OF BID

3.1 TECHNICAL REQUIREMENTS

3.2 PERFORMANCE AND SUPPORT REQUIREMENTS

3.3 BACKGROUND CHECKS & PERSONNEL COMPLIANCE

4.0 SPECIAL TERMS AND CONDITIONS OF BID

4.1 ORDERS

4.2 REQUESTING PRICE ADJUSTMENTS

4.3 FRATERNIZATION/AGENCY WORK RULES

4.4 PAYMENT TERMS

4.5 CERTIFICATES OF INSURANCE

4.6 CANCELLATION AND TERMINATION

5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 METHOD OF BID

5.2 COST SHEET INSTRUCTIONS

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

6.3 REASONABLE ACCOMMODATIONS

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

6.5 SUBMITTING A BID

6.6 ELECTRONIC BID SUBMITTAL (STRONGLY PREFERRED)

6.7 HARD COPY BID SUBMITTAL

6.8 EMAILED BIDS

6.9 FORMAT OF BID RESPONSE

6.10 INCURRING COSTS

7.0 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

7.2 BID REVIEW

7.3 BID ACCEPTANCE

7.4 METHOD OF AWARD

7.5 COOPERATIVE PURCHASING

7.6 BIDDER REFERENCES/CLIENT LIST

7.7 USE OF SUBCONTRACTORS

7.8 SUPPLIER DIVERSITY

7.8.1 MINORITY-OWNED BUSINESS ENTERPRISE

7.8.2 VETERAN-OWNED BUSINESS

7.8.3 DISABLED VETERAN-OWNED BUSINESS

7.8.4 WOMAN-OWNED BUSINESS ENTERPRISE

7.9 DEBARMENT

7.10 AWARD NOTIFICATION

7.11 PROTEST AND APPEALS PROCESS

8.0 REQUIRED FORMS

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1.0 INTRODUCTION AND PURPOSE

The State of Wisconsin, as represented by the Department of Administration, intends to use the results of this procurement to contract for statewide temporary staffing services. This document provides interested parties with all relevant information to enable them to prepare and submit an official response. Contracts that are established through this Request for Bid (RFB) will be utilized by State Agencies including University of Wisconsin System campuses and eligible participants in the State of Wisconsin’s cooperative purchasing services.

1.1 DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Agency: An office, department, Agency, institution of higher education, association, society or other body in State government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority.

Assignment: Provision of Services to an Authorized User upon the designation of Contracted Personnel for specific work pursuant to a Request for Services (RFS).

Authority: A body created under subch. II of ch. 114 or subch. III of ch. 149 or under ch. 231, 232, 233, 234, 235, 237, or 279.

Authorized Users: Includes any State Agency, University of Wisconsin campus, or other state or local public body authorized to use Contracts, as established in §16.70 (1b), (1e), (2), (4) and (8), §16.73 and §66.0301 of the Wisconsin Statutes and PRO-D-30 of the State Procurement Manual.

Bid: A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell. For the purposes of this RFB, a Bid includes all requisite forms, response completed as instructed.

Bidder: A person or firm that responds to this Request for Bid.

Bid Factor: An element of the Request for Bid (RFB) that does not appear in the RFB document. However, the bidder is required to respond to the element. Bid factors can be seen and responded to in the eSupplier Portal if submitting an RFB electronically. If submitting a hard copy (paper copy), Bid Factors can be downloaded from the Supporting Documents and included with the paper copy RFB submission.

Bill Rate: Hourly rate an Authorized User is charged for Contracted Personnel time worked.

Category: A grouping of similar job titles used within the RFB.

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

Contract: The written agreement between the successful Bidder and the State covering the commodities and Services to be performed pursuant to this RFB.

http://docs.legis.wi.gov/document/statutes/subch.%20II%20of%20ch.%20114 http://docs.legis.wi.gov/document/statutes/subch.%20II%20of%20ch.%20114 http://docs.legis.wi.gov/document/statutes/subch.%20III%20of%20ch.%20149 http://docs.legis.wi.gov/document/statutes/subch.%20III%20of%20ch.%20149 http://docs.legis.wi.gov/document/statutes/ch.%20231 http://docs.legis.wi.gov/document/statutes/ch.%20232 http://docs.legis.wi.gov/document/statutes/ch.%20233 http://docs.legis.wi.gov/document/statutes/ch.%20234 http://docs.legis.wi.gov/document/statutes/ch.%20237 http://docs.legis.wi.gov/document/statutes/ch.%20279

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Contract Administrator: The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

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

Contracted Personnel: An individual provided to the State by the Contractor to perform temporary help services pursuant to a Contract issued under this

RFB.

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

Cooperative Purchasing: The Wisconsin Statutes (§ 16.73, Wis. Stats.) establish authority to allow Wisconsin Municipalities to purchase from state contracts.

Current Customer: A company that is actively and continuously utilizing the Bidder for services or commodities for a minimum of a 2 (two)-year period.

CT: Central time Department of Administration

(DOA):

Wisconsin Department of Administration. As used in this document, it specifically relates to the activities of the Division of Enterprise Operations, State Bureau of Procurement.

Disabled Veteran-Owned Business

(DVB):

A business that has been certified by the Department of Administration under Wis. Stat. §16.283.

Mandatory: A Requirement labeled as such shall be present in the Bid submission, exactly as stated, or the submission will not be considered by the State of Wisconsin. The terms “must” and “shall” are considered Mandatory.

Minority-Owned Business Enterprise (MBE):

A business that has been certified by the Department of Administration under Wis. Stat. §16.287

Municipality: Any Wisconsin county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public Contracts (Wis. Stat §16.70(8)).

Notice of (Intent to) Award: A writing issued by the Procuring Agency notifying all Bidders of the Procuring Agency's intent to award a Commodity Contract to the successful Bidder(s), or in the case of Services, the Procuring Agency's intent to award a Contract to the successful Bidder(s).

Procurement Specialist: The individual responsible for overseeing and administering the procurement process for a Bid.

Procuring Agency: The State Agency conducting the purchasing transactions.

Purchasing Card (PCard): A charge card issued to an authorized state employee through the

Department of Administration, State Bureau of Procurement's Purchasing Card Contract.

Region: For the purposes of this RFB, the State has been divided into eight

(8) regions along county lines. See Attachment F – Wisconsin Regions

Request for Bid (RFB): The competitive procurement process used by the State to establish a statewide contractual agreement.

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Request for Services (RFS): The document including the job title, job duties, skill sets, qualifications, deliverables, and overall specifications used to request and identify suitable candidates to fulfill an Authorized User’s service need.

Requirement: A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by the Procuring Agency.

SBOP: Wisconsin Department of Administration’s State Bureau of Procurement.

Services or Contractual Services: An intangible product, including actions, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related material necessary to fulfill that which the successful Bidder is obligated to accomplish or to provide under this RFB.

Specification: A descriptive statement of the physical, functional and performance characteristics of the Commodity or service required by the Procuring Agency. A Specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing, or preparing a supply item for delivery, or the necessary performance criteria. When used throughout this RFB, this term is used interchangeably with the term "requirement."

State State of Wisconsin State Holidays: • New Year's Day (January 1)

• Martin Luther King Jr.’s Birthday (Third Monday in January)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Thanksgiving Day (Fourth Thursday in November)

• Christmas Eve Day (December 24)

• Christmas Day (December 25)

• New Year's Eve Day (December 31)

• Additional holidays as adopted by the State of Wisconsin

1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID

The State of Wisconsin, Department of Administration, requests Bids for the purchase of clerical and labor temporary help service and intends to use the results of this process to award one or more Contracts. The Bidder(s) awarded Contract(s) will provide Statewide temporary help services on an as-needed basis for State of Wisconsin Agencies including University of Wisconsin System campuses and eligible participants in the State of Wisconsin’s cooperative purchasing service. The resulting Contract(s) will be mandatory use by State Agencies. Authorized municipalities may optionally utilize the Contract(s). The exact time and location for performance will be established for the Contractor by the State Agency requesting the services.

1.3 OVERVIEW OF PROCURING AGENCY, BACKGROUND, AND OBJECTIVES

In calendar year 2021, Authorized User Contract expenditure totaled approximately $912,000, with approximately $812,000 total expenditure in calendar year 2022. The State does not guarantee it will purchase any specific quantity or dollar amount. Bids that require a minimum number of

Non-IT Temporary Help Services Page 6 commodities or services to be ordered will be rejected. There will be no guarantee to purchase any specific quantity or pay any minimum Contract price during the term of the Contract.

Job categories and titles included in this bid are:

• Clerical:

• Administrative Assistant o Cashier o Clerk o Customer Service/Phone Intake Representative o Executive Staff Assistant o Executive Staff Secretary o Financial Specialist o Fiscal Clerk o Program Assistant o Receptionist

• Food Service:

o Cook o Food Service Worker

• Light Industrial:

o Custodian o Facilities Repair Worker o Laborer o Maintenance Mechanic o Stock Clerk

The State of Wisconsin has been divided into eight (8) regions for the purposes of this bid.

Reference attached Attachment C – Bid Cost Sheet, Attachment G – Job Title Descriptions, and Attachment F – Wisconsin Regions.

1.4 CONTRACT TERM

This Contract will run for an initial one (1)-year period. The Procuring Agency and the Contractor, upon written mutual agreement, may renew the Contract for up to four (4) additional one (1)-year periods. The Contract shall be effective on the date it is executed by the Procuring Agency. If no formal Contract is executed, the effective date of the Contract is the date of the purchase order.

The original contract term or any renewal period may be extended at the State’s request on a month-to-month basis for a period not to exceed six (6) months for the purpose of completing a future solicitation or transition to new Supplier(s). Contract conditions, terms, and pricing shall not be modified during such a month-to-month extension, unless prior approval of the justification is obtained in writing by the Contract Manager.

1.5 MODIFICATIONS OF CONTRACT

The Contract shall not be used for purchasing Commodities or Services outside of the general scope and intent of the original Request for Bid. Any modifications made to the Contract shall fall within the scope of the Bid and be rendered in writing and signed by both parties or they will be void.

1.6 ORDER OF PRECEDENCE

In the event of Contract award, the contents of this RFB (including all attachments), RFB addenda and revisions, the Bid response from the successful Bidder as accepted by the Procuring Agency, and any additional terms agreed to in writing by the parties shall be incorporated into the Contract.

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Failure of the successful Bidder to accept these elements into the Contract will result in the cancellation of the Contract award.

In the event of conflict with the incorporated elements of the Contract, the following order of precedence will prevail:

Final Signed Contract with clarifications included Bid Response as accepted by the State of Wisconsin Request for Bid

A sample State of Wisconsin contract (Attachment D – Sample Contract) has been attached as a Supporting Document to this RFB. It represents the terms and conditions the State expects to execute with the successful Bidder(s).

1.7 COOPERATIVE PURCHASING SERVICES

Commodities and Services shall be made available to Municipalities upon agreement of the Contractor. Where requested by the State, and agreed to by the Contractor(s), Municipalities shall be able to obtain the commodities and Services procured under the Contract at the same rates agreed to by the Procuring Agency and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the Procuring Agency and providing appropriate documentation and support and reporting Contract usage by Municipalities.

1.8 RESPONDING TO BID REQUIREMENTS

Mandatory Bidder qualifications and/or requirements in this RFB document must be minimally met without exception; failure to meet such will disqualify your Bid. Before the award of any Contract, the Procuring Agency shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this Bid. It is the Bidder's responsibility to acquaint the Procuring Agency with these qualifications by submitting appropriate or supporting documentation.

Certain qualifications/Specifications will be presented by the Procuring Agency in the eSupplier portal as itemized questions that require an affirmative response from the Bidder indicating that they can be met (e.g., "yes/no" prompt, dropdown menu, required attachment). Other requirements may be presented in a grouped manner (e.g., "Does your company meet requirements 2.1-2.8?"). For any itemized or grouped requirements that cannot be meet, the Bidder must check "no" and provide a supplemental document as an attachment to explain.

Failure to meet a qualification will disqualify a Bid. However, in the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

2.0 BIDDER QUALIFICATIONS AND REQUIREMENTS

2.1 Experience

The state will rely on the Bidder’s attestation to meeting these qualifications to ensure responsiveness with the requirements. For purposes of this section, adherence to the requirements can be construed to include actions as the current vendor/company or any previous iteration of said vendor/company. Bidder attests that they have performed all of the following functions for a Current Customer, as defined in the definition, utilizing temporary staffing services, at least once within the last two (2) years.

2.1.1a – Bidder has provided temporary help services and had the capacity to successfully fulfill such positions as requested by multiple customers at the same time period.

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2.1.1b – Bidder has provided detailed and timely reporting to customers.

2.1.1c – Bidder has provided detailed invoicing to Current Customers with multiple billing accounts.

3.0 MANDATORY SPECIFICATIONS OF BID

All requirements in this section are mandatory and shall be met at no additional cost above the pricing provided in the Bid. Bidder must use Attachment B – Performance and Support Requirements to respond to this section.

3.1 TECHNICAL REQUIREMENTS

Bidder shall use Attachment B – Performance and Support Requirements to respond to this section.

All Technical Requirements are mandatory. Submission of a Bid means the Bidder agrees that they comply with the requirements detailed by the State in this section. Failure to meet a mandatory requirement will disqualify your Bid or may result in the cancellation of a Contract Award. In the event that no Bidder is able to meet an individual mandatory requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely meets the requirements specified in this RFB.

3.2 PERFORMANCE AND SUPPORT REQUIREMENTS

Bidder must complete and submit Attachment B – Performance and Support Requirements to confirm that they have reviewed and will comply to the Performance and Support Requirements as specified on Attachment B – Performance and Support Requirements, if their Company is awarded a contract. Attachment B – Performance and Support Requirements is located in eSupplier as a mandatory “Bid Factor” in the event forms for RFB 28414-KH.

3.3 BACKGROUND CHECKS & PERSONNEL COMPLIANCE

Due to the nature of this solicitation, the Procuring Agency reserves the right to conduct background checks on the organization, its officers and employees, and subcontractors, if applicable, in order to determine whether any conviction exists that is substantially related to the solicited Commodity or service, or if such conviction may otherwise adversely affect the Bidder's ability to perform under the resulting Contract. The State is the sole determinant of whether the results of a background check(s) will negatively impact the Contractor's ability to meet contractual obligations and requirements. Reference Attachment B – Performance and Support Requirements section 3.3.

4.0 SPECIAL TERMS AND CONDITIONS OF BID

The State reserves the right to negotiate special terms and conditions when it is in the best interest of the State to do so. The Bidder shall not submit its own contract document as a substitute for the State's Special Terms and Conditions.

Bidders shall accept all terms and conditions or submit point-by-point exceptions along with proposed alternative language for each point. The State may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the terms and conditions will occur only if the change is in the best interest of the State.

4.1 ORDERS

Each Agency shall be responsible for placing its own orders, which may be accomplished by written purchase order, telephone, or computer online systems.

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Bidder shall assume the cost of setting up, maintaining, and providing any necessary user training on bidder’s order systems or databases.

4.2 REQUESTING PRICE ADJUSTMENTS

All pricing will remain firm for the first twelve (12) months of the Contract, after which the Contractor may request a price increase, which will be subject to approval by the SBOP. The Contractor will be required to submit proper justification, along with appropriate documentation, with each request for a price increase thirty (30) days before the desired effective date of the change. All increases are subject to approval by the SBOP. The SBOP reserves the right to reject any price increases deemed to be excessive or unjustified. If allowable, rate increases will be valid for the next Contract year period.

Similarly, the State has the right to request price decreases based on existing market conditions.

The State will notify the Contractor(s) of its intentions to decrease prices and provide appropriate documentation. The Contractor(s) and the State shall work together to determine the appropriate amount of the decrease. These price decreases will be limited to once in a twelve (12) month period.

The State reserves the right to accept or reject any price increase request. If the State and Contractor are unable to reach an agreement regarding price increases, either party may terminate the contract according to the terms stated in RFB Section 4.6.

4.3 FRATERNIZATION/AGENCY WORK RULES

All Contractors and their subcontractors (if applicable) working on-site are subject to departmental rules. A copy of these rules may be obtained by written request to the Procuring Agency's Procurement Manager identified in this RFB.

4.4 PAYMENT TERMS

Payment will not be made until the service is determined to meet all Specifications, requirements, deliverables and has been accepted/signed off by the receiving Agency.

4.5 CERTIFICATES OF INSURANCE

At the time that the Notice of Intent to Award is issued, the winning Contractor will be required to provide copies of applicable insurance certificates within five (5) business days. The Agency will evaluate all insurance certificates for compliance. Should the Contractor not provide the appropriate Certificates of Insurance within 5 (five) days of the State's issuance of the Notice of Intent to Award, the Contractor shall be given an additional 10 (ten) days to comply. Should the appropriate Certificates of Insurance not be received within that time, the State reserves the right to cancel the award or Contract and make another award.

The Certificates of Insurance listed in this Section shall be emailed to DOACertificatesofInsurance@wisconsin.gov. In the subject line, include the following: the contract number and attention: Enterprise Sourcing Division, Kristina Harris, Contract Manager.

4.6 CANCELLATION AND TERMINATION

TERMINATION FOR CAUSE

The State may terminate this Contract after providing the Contractor with thirty (60) calendar days written notice of the Contractor's right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate this Contract after providing the State a one hundred and twenty (120) calendar day notice of the State's right to cure a failure of the State to perform mailto:DOACertificatesofInsurance@wisconsin.gov

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Upon the termination of this Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration.

TERMINATION FOR CONVENIENCE

Either party may terminate this Contract at any time, without cause, by providing a written notice;

the State of Wisconsin by providing at least a thirty (60) calendar day notice to the Contractor, and the Contractor providing at least a one hundred and twenty (120) calendar day notice to the State in advance of the intended date of termination.

In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed Services. In this event, compensation for such partially completed Services shall be no more than the percentage of completion of the Services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such Services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual Service hours provided. The State shall be entitled to a refund for goods or Services paid for but not received or implemented, such refund to be paid within thirty (30) days of written notice to the Contractor requesting the refund.

CONTRACT CANCELLATION

The State reserves the right to cancel this Contract in whole or in part without penalty if the Contractor:

Fails to perform any material obligation required under the Contract Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice Makes an assignment for the benefit of creditors Fails to follow the sales and use tax certification requirements of §77.66 of the Wisconsin

Statutes Incurs a delinquent Wisconsin tax liability Fails to submit a non-discrimination or affirmative action plan as required in the Standard

Terms and Conditions (DOA-3054) Fails to follow the non-discrimination or affirmative action requirements of subch. II, Chapter

111 of the Wisconsin Statutes (Wisconsin's Fair Employment Law) Becomes a federally debarred Contractor Is excluded from federal procurement and non-procurement contracts Fails to maintain and keep in force all required insurance, permits and licenses as provided in this Contract Fails to maintain the confidentiality of the State's information that is considered to be

Confidential Information, proprietary, or containing Personally Identifiable Information Contractor performance threatens the health or safety of a State employee or State customer

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5.0 COST STRUCTURE AND COST SHEET INSTRUCTIONS

5.1 METHOD OF BID

The Bidder shall submit a net Bill Rate for each Position Level being bid. Prices shall be in U.S.

dollars unless otherwise indicated. In the event of errors in calculation, Bill Rate per hour price shall prevail.

Bidder shall use Attachment C – Bid Cost Sheet to submit all bid pricing. The Bid Cost Sheet is a mandatory “Bid Factor” in eSupplier and must be submitted with the bid.

5.2 COST SHEET INSTRUCTIONS

Attachment C – Bid Cost Sheet contains three (3) Class/Lot categories and eight (8) Regions divided within the State of Wisconsin. A bidder may submit a bid for any or all Classes/Lots, however they must bid every Position Level within a Class/Lot within a Region to be considered for award. The Bill Rate is the maximum, or not-to-exceed, hourly rate that the bidder may bill to the State for regular hours worked for each Position Level.

Overtime and holiday hours will be calculated at 1.5 times the contracted Bill Rate. See Attachment B – Performance and Support Requirements Section 3.1.6, 3.1.7, and 3.1.8 for overtime and holiday policies.

See Attachment F – Wisconsin Regions for region coverage, and Attachment G – Job Title Descriptions for job descriptions for each position.

Bidders are encouraged to submit an optional one-time/per incident, expedited placement fee, in the event that a standard category position is requested and needs to be filled within a 48-hour period.

This fee would be charged as part of the final billing, or as approved in writing by the requesting Agency, if the placement succeeds and completes the assignment as agreed upon between the Agency and the vendor. This optional fee will not be a factor or a part of the determination of award to potential vendors. The Bidder may only charge this fee if it is submitted on the original Bid Attachment C – Cost Sheet.

6.0 BID PROCEDURE AND INSTRUCTIONS

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. In the event that the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

December 19, 2023 Date of issue of the RFB

January 8, 2024 2:00 PM CT Written questions due

January 12, 2024 Estimated date of posting questions and answers

January 30, 2024 3:00 PM CT BID DEADLINE: BIDS DUE FROM BIDDERS

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February 15, 2024 Estimated Date of Intent to Award March 1, 2024 Estimated Contract Start Date

6.2 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

Bidders are expected to raise any questions, exceptions, or additions they have concerning the RFB document by January 8, 2024 at 2:00 PM CT. If at any time prior to the Bid due date a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Bidder shall immediately notify the Procuring Agency representative named below of the issue in writing and request modification or clarification of the RFB document.

All communication and/or questions on all matters regarding this Bid shall be made either through the "Ask Question" function in the solicitation on eSupplier Portal or in writing via email directed to Kristina Harris at kristina.harris@wisconsin.gov. Please refer to Request for Bid 28414-KH on all communications, including the email subject line.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted to the Wisconsin eSupplier Portal.

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFB, except Kristina Harris, is strictly prohibited during the period from the date this RFB is released until the date the notice of intent to award is issued. Kristina Harris may authorize in writing contact or communication with another State employee or officer as circumstances may dictate. Prospective Bidders who hold a current Contract with the Procuring Agency may continue to communicate with the Procuring Agency Contract Administrator regarding the performance of that current contract only.

6.3 REASONABLE ACCOMMODATIONS

Upon request, the State Bureau of Procurement shall provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with a disability. If accommodations are needed at a Bid opening or Bidders' Conference, please contact: Kristina Harris Telephone: 608-266-2313; email: kristina.harris@wisconsin.gov.

6.4 WISCONSIN eSUPPLIER PORTAL REGISTRATION

Only Bidders registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notice for this Service/Commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to sell to the State. Anyone may access the Wisconsin eSupplier Portal on the internet at https://eSupplier.wi.gov to register as a Bidder with the State of Wisconsin. Bidders may use the same internet address for inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. A subscription with notification guarantees the organization will receive an email message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated Commodity/service area(s) with an estimated value over $50,000. Organizations without internet access receive paper copies in the mail. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet on the internet at https://VendorNet.wi.gov to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.

mailto:kristina.harris@wisconsin.gov mailto:kristina.harris@wisconsin.gov https://esupplier.wi.gov/ https://vendornet.wi.gov/

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6.5 SUBMITTING A BID

Bidders have two options in responding to this bid. The Bidder may respond to this bid electronically through the State of Wisconsin eSupplier portal (preferred method) or via traditional hard copy bid submittal.

6.6 ELECTRONIC BID SUBMITTAL (STRONGLY PREFERRED)

Respond as directed herein and in the pages presented in the Wisconsin eSupplier Portal for this event. The State has developed questions that provide online guidance for an electronic response to the RFB. If responding electronically, do not submit a hard copy of any materials unless directed to do so elsewhere in the RFB document. Bidders must click "Submit" in the Wisconsin eSupplier Portal to have their Bid received. Only clicking "Save" does not submit the Bid response; therefore, it shall not be received or reviewed.

Certain Requirements and qualifications shall be presented as itemized questions that require an affirmative response from the Bidder that indicate these can be met (i.e. “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g. “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) requirements that cannot be met, a “no” shall be checked and a supplemental document shall be provided as an attachment to explain.

Only information that can be identified as a trade secret, proprietary and confidential noted on required form DOA-3832 shall be treated as such. Bidder shall not label or identify their entire Bid as confidential. Prices always become public information when Bids/Proposals are opened, and therefore cannot be kept confidential.

Bidder submitting a response via the Wisconsin eSupplier Portal shall follow the instructions given in the eSupplier Portal system, including any Frequently Asked Questions (FAQs). Bidders shall allow time for entering a Bid Response in eSupplier. Keep in mind the following if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g., “.docx).

• File names cannot contain any special characters (e.g., commas, percent signs, hash symbol).

• The maximum file size for any attachment is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Bider can only upload a single file in response to each Bid Factor. Uploading additional files will overwrite the previous upload. If a Bidder has the need to attach multiple files, the Bidder shall consolidate the documents into a single file. Alternatively, the Bidder may upload one (1) file in response to the Bid Factor and upload the rest of the documents using the Upload File button on the Submit Online Response page.

• In order to officially submit a Bid response, the Bidder must click the Submit button and receive verification that the Proposer response has been submitted.

6.7 HARD COPY BID SUBMITTAL

Bidders still have the option to mail or otherwise provide a hard copy Bid when responding to this RFB. If your company elects to do so (instead of the electronic Bid option described above), Bidders shall submit an original signed Bid, marked as stated below, and one electronic copy of all materials, including bid price sheets required for acceptance of the Bid by the deadline to:

USPS ADDRESS COMMON CARRIER ADDRESS

Krisina Harris / RFB 28414-KH Krisina Harris / RFB 28414-KH

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Department of Administration Department of Administration State Bureau of Procurement State Bureau of Procurement PO Box 7867 101 East Wilson Street, 6th Floor Madison, WI 53707-7867 Madison, WI 53703-3405

All Bids shall be received and time-stamped at the above location no later than the Bid opening date and time as stated in the Calendar of Events, RFB Section 6.1, page 11 of this document. Bids not time-stamped will be considered late and rejected. Receipt of a Bid by the State mail system does not constitute receipt of a Bid by the State Bureau of Procurement Purchasing Office.

While hard copy (paper) bids will still be allowed in response to the eSupplier Portal sourcing events, the State assumes no liability for errors made in inputting any information submitted via a paper bid.

All Bids shall be packaged, sealed in a box or envelope, and clearly marked with the following information on the outside of the package:

BIDDER NAME AND ADDRESS

RFB TITLE: Non-IT Temporary Help Services

RFB NUMBER RFB 28414-KH

RFB DUE DATE AND TIME: It is the responsibility of the bidder to update the RFB Due date as stated on page 11 as listed in RFB Section 6.1 on the package.

Hand Delivered Bids:

If Bidder desires to hand-deliver bid, please notify Kristina Harris in advance via email at kristina.harris@wisconsin.gov. The Department of Administration, at 101 E. Wilson St. in Madison, has a security checkpoint at the first-floor lobby. All visitors will be required to provide current identification and sign in for a visitor's pass. Security personnel will call Kristina Harris to escort the visitor to their destination in the DOA building. The Bidder shall allow ample time to clear security before reaching the Bureau of Procurement office to obtain the required Bid timestamp.

The State is not responsible for deliveries that do not reach the Bureau of Procurement office by the required due date and time.

6.8 EMAILED BIDS

Emailed bids will not be accepted.

6.9 FORMAT OF BID RESPONSE

Bidders responding to this RFB outside of the Wisconsin eSupplier Portal shall comply with the following format requirements:

Signed Request for Bid Sheet: Include the signed, required form DOA-3832 (Attachment A – Bidder Required Form) with the Bid and those certifications required for submittal of a Bid. Bids submitted in response to this RFB shall be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the Bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices.

By submitting a signed Bid, the vendor's signatories certify that in connection with this procurement:

(a) the vendor's organization or an agent of the vendor's organization has arrived at the prices in its Bid without consultation, communication, or agreement with any other respondent or with any mailto:kristina.harris@wisconsin.gov

Non-IT Temporary Help Services Page 15 competitor for the purpose of restricting competition; (b) the prices quoted in the Bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and shall not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor; and (c) no attempt has been made or shall be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a Bid for the purpose of restricting competition.

Cost Information: Provide price information on the Bid Cost Sheet (Attachment C – Bid Cost Sheet) which can be downloaded from the Bid Factor. If submitting a paper bid, the Bid Factors and Attachments can be downloaded from the Supporting Documents. All prices for furnishing the product(s) and/or service(s) included in the bid in accordance with the terms and conditions in this RFB shall be included. No alternate price formats will be accepted. Alternate price formats may eliminate consideration of this bid.

Bid Response Qualifications and Requirements: The Bidder shall include the Bid Response Qualifications and Requirements via eSupplier Portal, or if submitting a hard copy bid, the Bidder shall download the Bid Factors from the Supporting Documents.

Bid Factors: When responding to the RFB within the Wisconsin eSupplier Portal, Bidders shall respond to all questions. When responding outside the Wisconsin eSupplier Portal (via hard copy), Bidders shall respond to all questions by providing a complete Bid Factors (Attachment I – Bid Factors), with the Bid response.

Any alteration of the Bid forms or Attachments is prohibited and will result in rejection of the Bid.

6.10 INCURRING COSTS

Neither the State of Wisconsin nor the Procuring Agency is liable for any costs incurred by the Bidder in responding to this RFB.

7.0 BID ACCEPTANCE AND AWARD

7.1 BID OPENING

The bid openings will be held through a Teams conference call. Only the names of the bidders for each referenced category will be read during the public bid opening, bid prices will not be available for release during the event.

Meeting Call-in Information is as follows:

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?conte xt=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0- 2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d Meeting ID: 230 943 743 076 Passcode: JY4Vgk Download Teams | Join on the web https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22888f3a5e-a95f-42d4-a4ae-ef346f960485%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting

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Or call in (audio only) +1 608-571-2209,,602064727# United States, Madison Phone Conference ID: 602 064 727#

Find a local number | Reset PIN Learn More | Meeting options

7.2 BID REVIEW

All Bids will be reviewed by the Department of Administration’s Procurement Manager to ensure compliance with submittal requirements. The Department of Administration shall be the sole judge as to Bidders' compliance with the Bid instructions.

7.3 BID ACCEPTANCE

Bids that do not comply with Mandatory Requirements or Mandatory Specifications will be rejected.

Bids that do not comply with Special Terms and Conditions of Bid may be rejected. The Department of Administration in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

7.4 METHOD OF AWARD

The Bid award(s) will be made on the basis of the lowest price, responsive, responsible Bidder for each Class/Lot category per region.

Bidders shall provide Bill Rate pricing for each Position Level within a Class/Lot for the Region bid.

Any Bill Rates within a Class/Lot left blank may be considered non-responsive and may result in rejection of that Class/Lot Bid for that Region.

Prices Bid shall be in U.S. dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of Bidder error in calculation, unit price shall prevail in award.

The Department of Administration intends to award to up to (5) Bidders per Class/Lot in each Region, as judged to be in the best interest of the State. The State is the sole determinant of its best interests.

Bidders are encouraged to submit an optional one-time/per incident, expedited placement fee, in the event that a standard category position is requested and needs to be filled within a 48-hour period.

This fee would be charged as part of the final billing, or as approved in writing by the requesting Agency, if the placement succeeds and completes the assignment as agreed upon between the Agency and the vendor. This optional fee will not be a factor or a part of the determination of award to potential vendors. The Bidder may only charge this fee if it is submitted on the original Bid Attachment C – Cost Sheet.

7.5 COOPERATIVE PURCHASING

Commodities and services must be made available to Municipalities upon agreement of the Contractor. See Vendor Agreement-Wisconsin’s Cooperative Purchasing Services on form DOA-3832 (Attachment A – Bidder Required Form) for definitions and other information on Municipalities.

Municipalities must be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the Procuring Agency and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the Procuring Agency and providing appropriate documentation and support and reporting contract usage by Municipalities.

tel:+16085712209,,602064727#%20 https://dialin.teams.microsoft.com/5d4d9c0b-3a97-4661-b2eb-768ed6a90841?id=602064727 https://dialin.teams.microsoft.com/usp/pstnconferencing https://aka.ms/JoinTeamsMeeting https://teams.microsoft.com/meetingOptions/?organizerId=888f3a5e-a95f-42d4-a4ae-ef346f960485&tenantId=f4e2d11c-fae4-453b-b6c0-2964663779aa&threadId=19_meeting_MGQyYmVkNGMtMmJhZi00MmFlLTlhYWQtNzIyOTZkZDhkZmMw@thread.v2&messageId=0&language=en-US

Non-IT Temporary Help Services Page 17

7.6 BIDDER REFERENCES/CLIENT LIST

The Bid shall include Bidder references by completing DOA-3832 (Attachment A – Bidder Required Form), listing at least three (3) names or companies with whom the Bidder has done business as required by this RFB within the last three (3) years. For each organization listed, the Bidder shall include the company name, address, contact person, email address, and telephone number along with a brief description of the product or service that formed the basis of the business relationship.

The Procuring Agency will determine which references to contact in order to assess the quality of the product or service.

7.7 USE OF SUBCONTRACTORS

The Bidder must identify any potential subcontractor it intends to use to provide the product or service it will provide if awarded the Contract (Attachment E – Subcontractor Information).

The Contractor will be responsible for the Contract performance of its subcontractors. The Contract will be between the Department of Administration and the awardee. The Contractor will be responsible for its subcontractors' performance of the pertinent Contract obligations including related Specifications, insurance requirements, and applicable regulations.

All subcontractors shall be approved in writing by the Procuring Agency. Any proposed substitution of an approved subcontractor shall be submitted in writing to the Department of Administration 30 days prior to implementation of the substitution, and include the substitute's qualifications, the reason for the change, and the intended effective date of the substitution. Failure to notify the Procuring Agency may result in cancellation of the Contract without notice and without penalty to the State.

7.8 SUPPLIER DIVERSITY

7.8.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-Owned Business Enterprises (MBEs) are certified by the Wisconsin Department of Administration. This program can be found at:

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx.

The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State Contracts. This means that State agencies may make an award to the MBE submitting the lowest qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. (An MBE Bidder preference will not be considered on a printing or stationery procurement.) Policy provides that MBEs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to MBEs or by using such enterprises to provide commodities and Services incidental to this agreement.

The Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their Contract amount, and spend for each period to the Procuring Agency.

A listing of certified MBEs, as well as the Services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

https://doa.wi.gov/Pages/DoingBusiness/SupplierDiversity.aspx https://wisdp.wi.gov/search.aspx

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7.8.2 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of Veteran-Owned Businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation.