RFP 202501 Volunteer Transportation Services.pdf

REQUEST FOR PROPOSAL (RFP) #202501

VOLUNTEER TRANSPORATION SERVICES

Issued by:

Kenosha County Department of Human Services

Service: VOLUNTEER TRANSPORTATION SERVICES

Division: Division of Aging & Disability Services (DADS)

Proposal Information: Request for Proposal information may be accessed via VendorNet https://vendornet.wi.gov/

Proposals must be submitted electronically via email no later than

10:00 AM (CST) AUGUST 25, 2025, to single point of contact:

Monica Santos monica.santos@kenoshacountywi.gov

Kenosha County Department of Human Services Mission Statement, encompassing the following Divisions:

Aging & Disability Services Public Health

Behavioral Health Veteran Services

Brookside Care Center Southeastern WI Workforce Development Board

Children & Family Services Willowbrook Assisted Living

Medical Examiner Workforce Development

To develop, coordinate, and administer a comprehensive network of services to children, youth, families, the elderly, and individuals striving to cope with developmental disabilities, mental illness, and alcohol and drug problems; to preserve and strengthen families, while protecting children from high-risk or abusive situations; to empower individuals and families to become law-abiding and economically self-sufficient; to assure the delivery of public health services necessary to prevent disease; to protect, promote, and preserve a healthy citizenry and environment; to advise and assist military veterans; to provide high quality nursing home services to the elderly and medically disabled; to advocate on behalf of these constituencies on the local, state, and national level.

Kenosha County Department of Human Services – KCDHS

8600 Sheridan Rd. | Kenosha, WI 53143 | (262) 697-4554 https://www.kenoshacountywi.gov/151/Contracting-with-Human-Services https://vendornet.wi.gov/ mailto:monica.santos@kenoshacountywi.gov https://www.kenoshacountywi.gov/151/Contracting-with-Human-Services

TABLE OF CONTENTS

I INTRODUCTION 1

II DEFINITIONS 1

III CALENDAR OF EVENTS 1

IV GENERAL INFORMATION 2

V PROGRAM INFORMATION & SPECIFICATIONS 5

VI PROPOSAL DESIGN 6

VII BUDGET PROGRAM & GUIDELINES 9

VIII BUDGET WORKSHEET INSTRUCTIONS 10

IX RFP SUBMISSION 12

X EVALUATION & SELECTION 13

APPENDICES

APPENDIX #1 – VENDOR/PROVIDER INFORMATION

APPENDIX #2 – ASSURANCES

APPENDIX #3 – ETHICS COMPLIANCE NOTICE

APPENDIX #4 – ETHICS COMPLIANCE ADDENDUM

APPENDIX #5 – DESIGNATION OF CONFIDENTIAL AND PROPIETARY INFORMATION

APPENDIX #6 - BUSINESS EXPERIENCE

ATTACHMENT

EXCEL – BUDGET WORKSHEET

KENOSHA COUNTY DEPARTMENT OF HUMAN SERVICES

Division of Aging & Disability Services

Request for Proposal (RFP) #202501

Volunteer Transportation Services

I INTRODUCTION

This Request for Proposal (RFP) is being issued by the Kenosha County Department of Human

Services (KCDHS) to request competitive proposals from organizations that are interested in providing Volunteer Transportation Services, as further defined in this RFP.

II DEFINITIONS

Contractor means a Proposer awarded the contract

County means the County of Kenosha Wisconsin

KCDHS means Kenosha County Department of Human Services

Proposer/Vendor/Provider means a company or individual submitting a response to this RFP

RFP means Request for Proposal

State means the State of Wisconsin

Vendor Portal means the State of Wisconsin’s Vendor Portal – VendorNet & eSupplier

III CALENDAR OF EVENTS

This calendar is subject to change at the sole discretion of Kenosha County. All attempts will be made to adhere to this calendar. However, due to circumstances beyond our control, it may be necessary to modify the events and/or dates and times.

08/04/2025 Public Notice in Newspaper & RFP Posted Online

08/13/2025 Deadline for Questions by 2:00 PM CST

08/18/2025 Q & A Summary Posted to VendorNet

08/25/2025 Deadline for Proposals by 10:00 AM CST

2-4 weeks Evaluation Process

TBD Projected Interview Dates

TBD Service Implementation and Transition Period

11/2025 Approval of Budget

01/01/2026 Intended Contract Start Date

IV GENERAL INFORMATION

The contract for this project will consist of this Request for Proposals document, the specification documents and any associated exhibits, drawings, or additional documents, the Contractor’s proposal response with all required forms, any addenda that may be issued, any negotiated terms and conditions, and a Kenosha County contract.

This contract is for a one (1) year term from 01/01/26 to 12/31/26 with option to be renewed for four (4) additional one (1) year periods providing both parties agree to the extension under the condition that the price may be renegotiated, and all other terms, conditions, and specifications remain the same.

• Thoroughly examine the entire RFP. Closely review program description, specifications, scope of work, schedule instructions and all other solicitation documents.

• Errors or Omissions - If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer should notify immediately the RFP single point of contact of such error and request modification or clarification of the RFP document.

• Questions – All questions must be emailed to the RFP Single Point of Contact.

• No phone calls, emails, or other correspondence to other County staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the Solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial.

• Check the website & VendorNet for future announcements, addenda, and other related information prior to submitting the proposal by its due date.

• Proposers shall rely only on written responses issued by addenda. The summary of applicable questions and answers (Q&A Summary) will be posted by an RFP Addenda via

VendorNet. RFP Addendums posted via VendorNet must be signed and returned with your proposal.

• Failure to respond to the requirements of the RFP in its entirety, including any addenda, supplemental information or revisions may result in disqualification.

• KCDHS does not reimburse costs incurred in proposal preparation.

• Kenosha County may waive or permit cure of minor irregularities, or may reject any or all proposals received, re-issue any or all parts of the RFP, adjust, cancel, or withdraw in part or entirety the RFP, or extend the deadlines, if the proposals received are not in compliance with the solicitation requirements.

• All material submitted by proposers become the property of Kenosha County upon submission, and therefore, public information, following completion of all RFP and appeal activities, and are subject to requirements of Wisconsin open records laws.

• As a Federal/State/County funded program, be aware that regulations may change during program operation and the program design may be affected resulting in modification by

KCDHS. Request for Proposals are announced prior to the Division’s budget being finalized, and therefore are tentative, may be modified, and are contingent upon final budget approvals.

• Non-Appropriation of Funds – If during the contract period, the appropriations that fund this contract are changed by federal, state, or county board, action or any oversight committees’ action, the funding amount of this contract may change. Additionally, Purchaser reserves the right to immediately terminate or cancel any contract in whole or in part without penalty due to non-appropriation of funds.

• Contract renewals are determined solely by Kenosha County subject to applicable funding requirements and department authorizations, availability of funds, satisfactory contract performance, and when applicable, negotiation of renewal rates.

• Performance and Reporting Requirements: Contractors are required to comply with the funding source requirements. Requirements may include submitting reports and attending meetings with KCDHS representatives to review services, to assess progress & performance, to identify barriers, and to determine if any corrective action measures are necessary. It is the responsibility of the service provider to provide corrective action plans and reports as needed.

• KCDHS reserves the right to negotiate changes in both reporting and billing requirements.

• KCDHS reserves the right to specify its individual reporting requirements.

• Data reporting requirements serve three purposes:

o Meet Federal and State reporting requirement, o Provide information for program monitoring and management, o Provide for component and program evaluation

• Contract Reimbursement Policy: It is the intent of KCDHS to reimburse the actual approved costs or units of service provided under this RFP and reported each month.

Payments will depend on timeliness, accuracy of reporting, and the achievement of quantitative and qualitative goals specified in the Program Description and Specifications and as otherwise required or negotiated.

• Contractors and KCDHS must comply with the applicable Office of Management and Budget

OMB Uniform Guidance (2 CFR 200), OMB circulars, and other federal and state laws and regulations.

• To demonstrate the Contractor’s financial capability, the County may require the submission of some, or all the financial information detailed below. The Contractor must provide the requested information within five (5) working days of the County’s request, unless such time period is otherwise extended at the sole discretion of the County.

o Audited Financial Statements for the Contractor’s last three (3) fiscal years, including as a minimum the Balance Sheet, Statement of Retained Earnings, Income Statement, and any notes to the statements. If audited Financials are not available, a copy of the most recent business income tax return and Pro-Forma (un-audited) Financial

Statements for the last three (3) years will be accepted.

• The County reserves the right, throughout the RFP Process and course of the Contract, to request evidence of the Contractor’s financial capability and their ability to perform or meet all the standards and requirements.

• Kenosha County Policy on Ethics is included in this RFP as an Appendix and must be signed and returned with your proposal.

• Proposals may be withdrawn by written notice received at any time before the exact time set for receipt of Proposals.

• Conflict of Interest: Contractors awarded contracts under this RFP shall ensure the establishment of written policies and employment rules and other safeguards to prevent, and shall prevent, its employees, consultants, or agents from attempting to influence

Kenosha County officials, employees, or its various committees, commissions, workgroups, departments, authorities, centers, services, consultants, agents, or members of the Kenosha

County Board of Supervisors, from using their public positions for purposes that are, or give the appearance of being, motivated by a desire for private gain for themselves or others with whom they have family, business, or other ties. Please note that it is a crime under Sec.

946.13 Wis. Stats., if any public official or employee shall, in his private capacity, negotiate or bid for or enter into a contract in which he has private pecuniary interest, direct or indirect, if at the same time he is authorized or required by law to participate in his capacity as such officer or employee in the making of that contract or to perform in regard to that contract some official function requiring the exercise of discretion on his part, nor shall any official or employee, in his official capacity, participate in the making of a contract in which he has a private pecuniary interest, direct or indirect, or perform in regard to that contract some function requiring the exercise of discretion.

V PROGRAM INFORMATION & SPECIFICATIONS

PROGRAM INFORMATION:

Volunteer Transportation Services recruits and matches volunteer drivers with elders and people with disabilities who need assistance with transportation services. The service operates any time of the day, any day of the week, and can cross county boundaries based on volunteer availability. Riders must be ambulatory and able to enter the vehicle with little to no assistance.

SERVICES AND RESPONSIBILITES includes but is not limited to the following:

• Work closely with other transportation agencies and organizations to assure that the mobility needs of elders and persons with disabilities are met by the most convenient and appropriate program.

• Volunteers in this program shall provide services that may include but are not limited to the following:

• Transportation service using the volunteer's own car or potentially the use of a lift-equipped vehicle.

• Limited physical assistance between the passenger's residence and the vehicle.

• Volunteer drivers shall be at least 18 years of age, possess a valid driver’s license, own a vehicle in good working condition, carry auto liability insurance and have completed the program’s volunteer driver training.

• Eligible passengers shall have a disability and/or have attained the age 60 or older and are not able to access other forms of public transportation.

• Staff are responsible for recruiting and training drivers, scheduling rides, dispatching drivers, managing the collection of fares, and fulfilling reporting requirements.

• Program marketing and promotion must be an on-going activity to increase ridership and driver recruitment. All marketing and promotion must be approved by Kenosha County Division of Aging and

Disability Services (DADS).

• Staff will work with the Kenosha County Division of Aging and Disability Services (DADS) to set reasonable fares for specific trip lengths. Volunteer drivers will be reimbursed mileage costs. Any fare changes must be approved by DADS.

• Volunteer drivers must be trained in “Passenger Assistance Techniques” that may include one-on-one training with an occupational therapist in the physical assistance of persons with disabilities. Training will also include sessions on understanding the specific behaviors and needs of persons with disabilities.

• Provider is required to submit monthly billing and reports to DADS by the fifth working day of the following month.

• Follow-up on complaints from participants and notify DADS within one business day.

• Conducting client satisfaction evaluations quarterly and provide the results to (DADS) by the fifth working day of the following month of quarter end.

PERFORMANCE REQUIREMENTS & REPORTING METHODS

The Division of Aging and Disability Services (DADS) performance requirements and reporting methods below are designed to reflect the targeted outcomes and measures for the services of this contract. DADS reserves the right to modify performance requirements and reporting methods as necessary to achieve program goals.

Objective(S) Measure(S)

Retain 50 drivers monthly to serve in urban and rural areas and who, together, provide service seven days per week for daytime and evening transportation.

Monthly Reports

To provide at least 500 trips per month with volunteer drivers. Monthly Reports

Volunteer support meetings are to be at least held every two months to discuss concerns and provide support and recognition.

Monthly Reports

No more than 10% of total trips cancelled each month due to unable or no driver Monthly Report

90% of customers will be satisfied with services Survey

VI PROPOSAL DESIGN

All content created for the proposal must be complete, thorough and demonstrate professional organizational and writing abilities. The proposal must address all requirements and specifications of the RFP and include all required documentation. The proposal must be typed in a single space format using a 12-point font in the same order as listed below. Proposals which do not comply with the format set forth may be rejected without further consideration.

Cover Letter

Include a cover page/letter of transmittal offering your proposal for the County’s consideration, signed by an authorized agent of your company.

Specifically state that the information contain the Proposer’s Proposal is accurate and complete as of the date of submission; and that the Proposer is willing to comply with all stated contractual requirements.

The Cover Letter should include the following information:

• Your name

• Your organization

• Contact details o Name o Email

• Title of Proposal

• RFP #

• Signed by an Authorized agent of your company

Table of Contents

A table of contents should be included, and each page of the proposal should be consecutively numbered.

Project Overview:

Project overview should be organized to the following underlined headings:

Organization Experience & Capacity

Provide a concise statement of the mission, goals, and a brief history of the organization.

Include information on business formation, size, number of years in business, scope of services, and highlights of achievements.

Address and describe the following:

➢ Administrative and management background

➢ management team

➢ administrative support

➢ staff supervision

➢ Organization’s collaborative and cooperative history and flexibility to meet changing programmatic and administrative requirements.

➢ Staff qualifications, staff retention rates and methods of minimizing staff turnover. Staff qualifications to deliver proposed design, key staff members’ length of service, proposed staffing patterns, and staff to participant ratios. List all staff positions related to proposed services and include the following for each:

▪ Position title, responsibilities, and duties for proposed service.

▪ Percentage of FTE assigned to this component.

▪ Qualifications of staff position (degrees, training, and experience).

Address and describe the following:

➢ Experience with proposed service & target population.

➢ An understanding of the service needs of the target population.

➢ A record of successful provision of similar services to target population, and achievement of service goals and planned outcomes.

➢ Level of experience in managing proposed services.

➢ Experience with state and local performance tracking systems.

Strategic Planning Approach & Program Performance

Describe in detail the service to be provided, client groups, service methodology, and goals.

Address and describe the following:

➢ Proposed service methodology and how it meets program specifications.

➢ Program design and how it addresses service needs of the target population.

➢ Service levels and how it addresses service needs of population.

➢ Innovative and creative approaches to service.

Address and describe the following:

➢ Describe plan/method for meeting the performance requirements, and method for collecting, analyzing, monitoring, measuring, documenting, and evaluating service performance and outcomes achieved.

➢ Describe how corrective actions will be completed and reported, if necessary, based on results of performance monitoring.

1. Budget Approach / Cost Effectiveness

Effective and efficient delivery of quality services is demonstrated in relation to the budget allocation. The allocation is reasonable and appropriate.

➢ Demonstrate that described financial/information systems are adequate to meet the program specifications.

➢ If a previous KCDHS provider, demonstrate that data reports have been accurate and timely, and that other reporting requirements have been met.

➢ Provide information for reviewers to determine reasonableness of the cost and revenues included in the budget. In this section also indicate the not-to-exceed percentage increase for three (3) succeeding years. Identify the administrative cost and method for the allocation basis. Attach a detailed explanation of allocation method used to the Budget Worksheets.

Proposal Support Documentation & Addenda

Include all support documentation with your proposal:

o RFP Appendix 1 - Vendor/Provider Information o RFP Appendix 2 - Assurances o RFP Appendix 3 - Ethics Compliance Notice o RFP Appendix 4 – Ethics Compliance Addendum o RFP Appendix 5 – Designation of Confidential and Proprietary Information o RFP Appendix 6 – Business Experience o RFP Addenda(s) if applicable

▪ You are required to include all RFP Addenda(s) posted on VendorNet o Submit any additional information which the Proposer believes may be relevant to the evaluation of the Proposer’

▪ Excerpts of Personnel Policies to include Employee Benefits relating to time off (vacation, sick, holidays, leave of absence, etc.)

▪ Organization Chart - organizational chart.

▪ Board of Directors (if applicable) – list of current Board of Directors and owners identified by name with middle initial, position held on Board office, address, employer, and occupation; and provide statement that Board members are 18 years of age or older.

▪ Evidence of Board Approval (if applicable) - documentation stating that the governing board has given its approval for the submittal of the proposal.

▪ Annual Report (if applicable) – most current annual report.

▪ Audit/Fiscal Report – last completed fiscal year audit, completed by an independent auditor, or the year-end financial reports if audits are not required, and a statement as to why audits are not required.

▪ County Employee Disclosure – list of all Kenosha County employees or former employees to a wage, a salary or an independent consultant fee was paid during the preceding 1 and 1/2 years.

▪ Licenses and Accreditations – information on current licenses and accreditations held or required for staff and/or the organization.

o RFP Attachment Excel – Budget Worksheet

KCDHS reserves the right to request additional documentation or information if necessary to adequately review proposals and/or as needed at time of contract award.

VII BUDGET PROGRAM & GUIDELINES

Submit the budget worksheet with your proposal, using the separate worksheet file for each proposal submitted. The budget worksheet is an EXCEL file, with five separate worksheet tabs. All worksheets are designed to have proposers enter information in designated blue areas only. Begin on worksheet tab #1. Once entered, specific information will automatically copy to other worksheets.

The yellow and gray areas of the worksheets are calculations and should be verified for accuracy.

o Proposers may identify funds beyond this proposal for purposes of coordination or collaboration. Use worksheet tab #5 to report additional revenue sources and related expenditures; these must not be included in the specified program budget.

o Proposers must comply with the Uniform Guidance 200 (2CFR 200) for allowable costs.

Wisconsin o Local policy does not allow:

o Any charges for program costs not directly applicable to the funded program.

o Any charges or costs deemed unreasonable or excessive to operations of the program or service.

o For profit agencies may not exceed 5% of profit o KCDHS may, in the negotiation of a contract budget, disallow certain proposed cost items, reduce certain proposed cost items, and/or realign or increase proposed cost items.

o The proposed budget shall include all costs associated with the operation of this program.

o When there is a correlated Medicaid benefit, KCDHS expects providers to make every reasonable effort to control service rates and maximize revenue, billed through such methods as third-party payments and MA billing.

o All questions including those regarding the budget worksheets, must be emailed to the RFP single point of contact.

VIII BUDGET WORKSHEET INSTRUCTIONS

Provide detailed information on the proposed program budget. The following information further defines each worksheet tab.

1. Budget Worksheet Tab #1–FTE & Salary Allocation: Complete the blue shaded section that summarizes the percent of personnel time allocated to complete each program:

a. Insert the name of business/organization and the contract period in the applicable cells near the top. [Contract IDs are entered by Kenosha County when applicable.]

b. Insert the RFP Program name as the column heading. Distribute the percentage of each individual’s time across:

(1) Direct Staff FTE and

(2) Admin/Clerical/Supervision.

To ensure unit rates are based on consistent information, the following explanation is offered to assist in distinguishing between the two columns:

1) Direct Staff includes personnel who have face-to-face client contact, prepare case management/documentation, or are involved in any other program-related activity that relates to the client served;

2) Admin /Clerical/Supervision includes the support staff (secretarial, receptionist, file clerk, etc.), supervision of direct staff, and administration of the overall program. The FTE allocation for personnel time listed in this column does not have direct contact with client served.

c. Insert each employee's position title, annual salary, and full-time equivalents in the applicable columns of the budget grid. (One Full-Time Equivalent is equal to 2,080 hours of work per year for RFP purposes.) The Total FTE counts cannot exceed 1.0 per line;

only one employee or position can be entered per line.

2. Budget Worksheet Tab #2–Benefit Computation: Complete the blue sections. Include an explanation of other benefits listed. Verify that all salary information has been carried over correctly from Worksheet Tab #1.

3. Budget Worksheet Tab #3–Expense Summary: Complete Tab #3, this tab summarizes all expenses.

a. In the Other Expenses section, insert the expense figures that are applicable to the proposed program and the organization. Input the Contracted Program, Contracted

Other, Equipment Purchases, and all Other Expenses on Budget Worksheet Tab #4–

Other Services Explanation (see item #4 below); these expenditure totals will carry back to Tab #3 and will be listed under Other Expenses near the top.

b. Insert the applicable administrative allocation rate in the box for Administration

Allocation Rate.

IMPORTANT:

Indicate in narrative form, the basis by which administrative costs are allocated to the proposed program budget (see item #6 below.)

4. Budget Worksheet Tab #4-Detail of Other Expenditures & Equipment

a. Use this tab to list Contracted Program, Contracted Other, Equipment Purchases, and all

Other Expenses not listed on Tab #3. Include a detailed description with the dollar amount.

b. If equipment purchases with a unit cost of over $500 and a useful life of more than one year is included in Worksheet #3, list the items and the cost separately per item.

5. Budget Worksheet Tab #5–Revenue Sources (Optional): Use this tab to provide other revenue sources (Medicaid Revenue, United Way, grants, etc.) that will be used to provide services in the proposed program area. List how the proposed expenditures will be used to enhance the program along with the additional revenue sources.

6. Budget Narrative/Rate Justification: Provide information for reviewers to determine the reasonableness of the cost and revenues included in the budget, for example, indicate which salaries are higher due to staff education or experience levels. If applicable, the administrative allocation basis should be explained in narrative form. In this section, also indicate the not-to-exceed percentage increase for three (3) succeeding years.

IX RFP SUBMISSION

It is the responsibility of the proposer to thoroughly examine the entire RFP document and to ensure the proposal is received on time.

Late responses will be rejected.

Proposers must submit their RFP response, support documentation, addenda’s (if applicable), and budget worksheet via email to the single point of contact:

Monica Santos monica.santos@kenoshacountywi.gov

Email Subject Line: RFP #202501 Volunteer Transportation Services

Your proposal response should include 2 attachments:

1. All sections requested within one (1) electronic PDF document.

2. The budget worksheet must be submitted in Excel format.

You will receive a ‘received’ confirmation email reply.

IMPORTANT

If attachments exceed limit of email service, save your files to a cloud service, and share the link.

Late proposals will NOT be considered.

Proposals that do not meet the deadline date and time requirements will not be reviewed.

No exceptions will be allowed.

KCDHS reserves the right to reject incomplete proposals.

Kenosha County is not responsible for the content of any proposal information received through any 3rd party RFP/bid service. It is the sole responsibility of the proposer to ensure the completeness of the documents received from any 3rd party.

mailto:monica.santos@kenoshacountywi.gov

X EVALUATION & SELECTION

The proposals will be scored using the following criteria:

A. Proposals will be initially reviewed to determine if minimum and mandatory requirements have been met. Failure to meet these requirements shall result in the Proposal being rejected. In the event that all Proposers do not meet one or more of the minimum or mandatory requirements, the Evaluation Committee reserves the right to continue the evaluation of the Proposals, which most closely meet the minimum and mandatory requirements of this RFP.

B. Failure by the Proposer to provide information clearly and accurately within the submitted documents may be reflected in the evaluators’ scoring results.

C. Proposals will be independently evaluated. Each Evaluation Committee member will score each of the Solicitation’s stated technical evaluation criteria for each Proposer. Contract

Specialist will then sum all individual technical scores for each Proposer to determine the overall evaluation score for that Proposer. Based on the information obtained through any confirmation or verification inquiries, reference checks or interview process, the Evaluation

Committee will review their evaluations and unilaterally adjust their respective scores.

D. All evaluations and score tabulation results remain strictly confidential between the Evaluation

Committee members and the Evaluation Committee Chair.

E. A contract award recommendation is made based on the scoring results. Notification letter is posted on VendorNet.

F. Kenosha County intends to select the proposal ranked to be the most advantageous to the program through the evaluation procedures/ selection process.

a. Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance and financial and technical resources.

G. In its sole discretion, Kenosha County Department of Human Services may hold interviews, ask questions, seek clarifications, and/or conduct discussions to aid in the final selection.

H. Top-scoring Proposer(s) based on the evaluation of the written Proposal may be required to participate in a presentation and/or demonstration to support and clarify their Proposal(s), if requested by the County. The presentations and/or demonstrations will be scheduled and held after receipt of the Proposals to provide an opportunity for the Proposer to clarify its Proposal and for the Evaluation Committee to ask questions. Proposer representative(s) attending the oral presentation or demonstration shall be technically qualified to respond to questions related the Proposal and its components. The County will furnish specific details concerning the

Proposal Review Criteria Possible

Points

Organization experience & Capacity 40

Strategic Planning Approach & Program Performance 40

Budget Approach & Cost Effectiveness 20 presentations or demonstrations and any required materials at the time it notifies Proposers of the presentation schedule.

I. The County shall make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. The County requires that those individuals designated by the

Proposer as key personnel attend the presentation in person. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of its Proposal.

J. No County official, employee, or representative on the Evaluation Committee shall have any financial interest, either direct or indirect, in the Proposal or Contract or shall exercise any undue influence in the awarding of the Contract. Violation of this rule could result in the

Proposer’s disqualification from further consideration for award.

K. If only one Proposal is received in response to this RFP, information may be requested from the

Proposer to enable the County to perform a cost/price analysis, evaluation, and audit in order to determine if the price is fair and reasonable, to negotiate a fair and reasonable price, or to reject the Proposal.

L. Any contract resulting from this RFP process is contingent on the applicable program funding and the Department’s contracting and budget approval process. Funding levels and performance requirements may change from those listed within the RFP; therefore, Kenosha

County may negotiate the terms of any resulting contracts, award amount, authorized budget items, and performance plans prior to entering into an agreement.

M. Appeal Process-only the RFP respondents (proposers) who have submitted a proposal can make an appeal request. The appeal process is to determine if decision making for the award followed evaluation procedures (outlined in the RFP); proposers can only appeal violations of those procedures; scoring by the evaluation panel and ranking are not subject to appeal. An Appeal request must be submitted in writing by the director or board president, no later than 5 days of the issued/posted award recommendation. Appeal must state the basis of the appeal, fully identifying the procedural violation and reasons to support the appeal(s). The Appeal request and applicable information will first be reviewed with KCDHS and may be discussed with the proposer. If resolution cannot be achieved, the proposer may be invited to an appeal review before an Appeals Committee for an opportunity to present the violations noted in the appeal request. If all submitted proposals are rejected, there is no appeal process.

END OF DETAILED SPECIFICATIONS

APPENDIX #1

PROPOSER INFORMATION

Agency/Business Name ______________________________________________ Years in Business __________

Federal Tax ID Number _______________________________________________________________________

Business Type: Corporation Non-Profit Corp LLC Sole Proprietorship Other ___________________

Mailing Address: _____________________________________________________________________________

City: _________________________________________________ State: ________________ Zip: ____________

Proposer Name ______________________________________________________________________________

Proposer Title _______________________________________________________________________________

Proposer Email Address _______________________________________________________________________

Contract Signor Name _________________________________________________________________________

Contract Signor Title ____________________________________ Contract Signor Phone # _________________

Contract Signor Email Address __________________________________________________________________

Billing Contact Name: ________________________________________ Title ____________________________

Billing Address ______________________________________________ Billing Phone # ___________________

City: _________________________________________________ State: ________________ Zip: ____________

Billing Email Address _________________________________________________________________________

CERTIFICATION: In making this proposal, the proposing organization certifies:

1) that all applicable regulations and policies of KCDHS, the State of Wisconsin will be adhered to;

2) that all proposal information submitted is complete and correct, and that it is submitted in response to the KCDHS

Request for Proposal (RFP) with acknowledgment of all RFP content, information, and addenda;

3) that the signor of this proposal is authorized by the proposing organization to submit and certify this proposal, and

4) that the proposing organization is a legal entity under laws of the State of WI or authorized to operate in the State of

WI. An original signature is required below with the original proposal.

I further certify that I am a duly authorized agent of this company, I have examined this proposal from the written specifications and information and have checked the same in detail before submitting said proposal to the County. I have full authority to make such statements and submit this proposal, and all statements submitted are true and correct.

Authorized Signature: _____________________________________________________ Date: _________________

Print Name / Title: ________________________________________________________ Date: ________________

APPENDIX #2

ASSURANCES

Funds: The contractor agrees that (a) funds granted as a result of this request for proposal are to be expended for the purposes set forth within and in accordance with all applicable laws, regulations, policies and procedures of the State of Wisconsin or the Federal Funding Agency, as applicable; (b) no expenditures occurring prior to the effective date of a grant/contract award will be eligible for inclusion; and (c) funds awarded by the funding source(s) may be terminated at any time for violation of any terms and requirements of this agreement.

Title VI of Civil Rights Act of 1964: The contractor will ensure compliance with the Title VI of the Civil Rights Act of

1964 (P.L. 88-342), and all requirements imposed by or pursuant to the regulations HHS (45 CRF Part 80) and issued pursuant to that title. To that end, and in accordance with Title VI of that act and the regulations, no person shall, on the grounds of race, color or national origin, be excluded from participating in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity in which the designated contractor received federal assistance, or financial assistance from the Department; and HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to effectuate this agreement.

Title IX of the Education Amendment of 1972: The contractor shall ensure compliance with Title IX of the Education

Amendment of 1972 which state that no person in the United States shall, on the basis of sex, be excluded from participating in, be denied the benefit of, or be otherwise subjected to discrimination under any education program or activity for which the contractor receives or benefits from Federal financial assistance.

Rehabilitation Act of 1973 and Age Discrimination Act of 1975: The contractor shall comply with Section 504, Rehabilitation Act of 1973, which prohibits discrimination on the basis of a physical condition or handicap, and the Age

Discrimination Act of 1975, which prohibits discrimination because of age.

Wisconsin Statues: 946.10 and 946.13: The contractor shall ensure the establishment of safeguards to prevent employees, consultants, or members of governing bodies from using their position for purpose that are, or give the appearance of being, motivated by a desire for private gain for themselves or others, such as those with whom they have family, business, or other ties as specified in Wisconsin Statutes 946.10 and 946.13.

Alcohol and Substance Abuse and Drug Testing: The contractor shall ensure that it maintains and enforces alcohol and substance abuse policies appropriate to the organization and consistent with the fullest extent allowed by law, including mandatory drug and alcohol testing for all driving personnel who drive clients, to ensure drivers are free from intoxicants or drugs that impair driving.

Privacy Rules and Regulations and Confidentiality: The contractor shall ensure that it maintains compliance with the

Health Insurance Portability and Accountability Act of 1996, (HIPAA) Privacy Rules and Regulations.

The contractor understands and agrees to comply with the “Assurances” if awarded a contract.

The undersigned has the legal authority and capacity to enter into this agreement and a motion has been duly passed as an official act of the governing body authorizing the execution of this agreement and authorizing the person identified as the official representative of the business to act in connection with the business and to provide such additional information as may be required.

SIGNATURE OF AUTHORIZED BUSINESS REPRESENTATIVE:

Authorized Official Signature _______________________________________________ Date ______________

Print Name & Title of Authorized Official

Print Name of Business

APPENDIX #3

ETHICS COMPLIANCE NOTICE

PUBLIC NOTICE PERTAINING TO ALL REQUESTS FOR PROPOSALS AND BIDS REGARDING

KENOSHA COUNTY POLICY ON ETHICS IN GOVERNMENT

In addition to ethical standards set forth in Wisconsin Statutes Section 19.59 for all County employees and officials [either elected or appointed] Kenosha County has adopted an Ethics Policy that is applicable to County employees in conducting county business. That policy may be reviewed at http://www.kenoshacounty.org/DocumentCenter/Home/View/578

The Ethics Policy is intended to ensure that public trust in Kenosha County government is maintained and that decisions affecting the county and its citizens are made fairly and impartially for the benefit of all citizens and not for personal gain. This policy precludes:

• the misuse or misappropriation of County property or funds for personal use or otherwise,

• use or disclosure of confidential information for personal gain or otherwise,

• elimination of conflicts of interests, receipt of gifts or favors or other considerations of value by County employees,

• the use of the employee’s public position to influence or gain unlawful benefits or to influence or gain advantages or privileges for the employee,

• and the conducting of personal business or campaigning during working hours.

This policy, furthermore, requires employees to disclose and report to the proper authorities any violation of this policy by either other employees or by any nonemployee or citizen seeking to or aiding or abetting in efforts to circumvent this policy. Any employee failing to make such disclosure or report is subject to discipline.

Contracts with Kenosha County also require that any party contracting with Kenosha County also report any violation to either the District Attorney or Corporation Counsel for Kenosha County.

In addition, Wisconsin Statutes Sections, 946.12 involving misconduct in public office and 946.13 involving a private interest in a public contract are considered Class 1 felonies and activity considered in violation of these statutes will be reported to the Kenosha County Sheriff for investigation and the Kenosha County District

Attorney for prosecution.

In submitting a bid or proposal in response to a request for bids or proposals, a party must acknowledge both in this response as well as in any subsequent contract that:

1. The party has read this notice in its entirety, understands its content and agrees to be bound by the provisions herein, and

2. The party knows of no conflicts of interest or appearance of a conflict or appearance of an impropriety on the part of any current or former county official or employee who may have had a role on deciding which proposal or bid will be accepted, and

3. It is acknowledged that it is a crime under sec. 946.13 wis. stats., if any public official or employee shall, in his or her private capacity, negotiate or bid for or enter into a contract in which he or she has a private pecuniary interest, direct or indirect, if at the same time he or she is authorized or required by law to participate in his orher capacity as such officer or employee in the making of that contract or to perform in regard to that contract some official function requiring the exercise of discretion on his or her part, nor shall any official or employee, in his official capacity, participate in the making of a contract in which he or she has a private pecuniary interest, direct or indirect, or performs in regard to that contract some function requiring the exercise of discretion on his or her part. in the event wis. stat, secs. 946.12 and 946.13 are violated, it is understood that this contract may be voided at the discretion of kenosha county.

4. Question pertaining to conflicts or appearance of an impropriety may be addressed to the office of the

Kenosha County Corporation Counsel.

5. Violations are required to be reported, and

6. No attempt has been made by anyone on behalf of the party submitting the proposal or bid to directly or indirectly illegally influence the awarding of a contract by promise of or delivery of any consideration or any thing of value to a current or former county official or employee or family or household member of acurrent or former county official or employee, or in any other manner contrary to law, and

7. Kenosha County prohibits communication relative to this request for proposal or bid by a proposer or bidder with any county elected official or employee prior to the time an award has been made, except as provided for in this request for proposal or bid invitation. violation of this section is grounds for disqualification of the party's proposal.

8. Other than the county representative noted herein, no other employee or representative of Kenosha

County is authorized to interpret any portion of the request for proposal or bid or give information as to the requirements of this request or amendment thereto. Bidders are instructed not to contact any other county department or employee regarding this proposal.

9. Written questions will be answered in writing to the proposer requesting a response. Proposer's questions and the county's responses will become a public record, and

10. The parties acknowledge that Kenosha County is a municipal corporation legally bound to comply with the wisconsin open meetings and public records law and that as such, unless otherwise allowed for by law, all aspects of this agreement are subject to open discussion and disclosure and are a matter of public record. It is furthermore agreed to that no party will take any action to obstruct the operation of these laws. If records are created or maintained or in the custody of the provider, as an independent contractor, they, along with the raw data used to create the record, are, nevertheless, public records.

Within legal constraints related to confidentiality and privacy protection, such records must be made immediately available to the public upon request and in the format in which they were created. Provider agrees to hold the county harmless and to indemnify the county for all costs, fees, including all attorney fees and judgments and damages of whatever kind for which the county may be held liable due to the provider’s failure to comply with the Wisconsin public records and open meetings laws, or this agreement.

11. That any subsequent finding of a violation of the county’s ethics policy by any party or any agent of any party acting either alone or acting in concert with a current or former Kenosha County official or employee may result, at the sole option of Kenosha County, in any subsequent agreement being declared null and void and / or may result in the party violating this policy being debarred from submitting proposals, bids or contracting with Kenosha County for a specified period of time in the future.

APPENDIX #4

ETHICS COMPLIANCE ADDENDUM

It is agreed and understood by all parties to this contract that:

1. In addition to ethical standards set forth in Wisconsin Statutes section 19. 59 for all county employees and officials [either elected or appointed] Kenosha county has adopted an ethics policy that is applicable to county employees in conducting county business. That policy may be reviewed at http://www.kenoshacounty.org/DocumentCenter/Home/View/578. It is further understood that all county employees and officials [either elected or appointed] are prohibited from engaging in any criminal conduct contrary to Wisconsin Statutes sections 946.12 involving misconduct in public office and 946.13 involving a private interest in a public contract.

2. This ethics policy is intended to ensure that public trust in Kenosha county government is maintained and that decisions affecting the county and its citizens are made fairly and impartially for the benefit of all citizens and not for personal gain. This policy precludes the misuse or misappropriation of county property or funds for personal use or otherwise, use or disclosure of confidential information for personal gain or otherwise, elimination of conflicts of interests, receipt of gifts or favors or other considerations of value by county employees, the use of the employee’s public position to influence or gain unlawful benefits or to influence or gain advantages or privileges for the employee, and the conducting of personal business or campaigning during working hours.

3. This policy, furthermore, requires employees to disclose and report to the proper authorities any violation of this policy or State Statute by either other employees or by any non-employee or citizen seeking to or aiding or abetting in efforts to circumvent this policy. Any employee failing to make such disclosure or report is subject to discipline. This contract also requires that any party contracting with Kenosha County also report any such violation to either the District Attorney or

Corporation Counsel for Kenosha County.

4. By executing this contract, each party certifies that it knows of no conflicts of interest or appearance of a conflict or appearance of an impropriety on the part of any current or former county official or employee who may have had a role on deciding which proposal or bid will be accepted, and

5. By executing this contract, each party certifies that no attempt has been made by anyone on behalf of the party submitting a proposal or bid to directly or indirectly illegally influence the awarding of a contract by promise of or delivery of any consideration or any thing of value to a current or former County official or employee or family or household member of a current or former County official or employee, or in any other manner contrary to law, and

6. The parties acknowledge that Kenosha County is a municipal corporation legally bound to comply with the Wisconsin…