RFP 37-24-028 - Case Management Software.docx

THE CHARTER COUNTY OF WAYNE, MICHIGAN

REQUEST FOR PROPOSALS

FOR

Case Management (Legal) Solution

CONTROL NO. 37-24-028

RFP TIMETABLE

* If Necessary ** Estimated Dates

Description: The County of Wayne is requesting proposals for a cloud-based Case Management Solution, including professional services required to successfully complete the implementation of the case management solution and bring it into a stable production operating mode.

A copy of this RFP may be obtained from the BidNet Direct website (formerly MITN.info) at https://www.bidnetdirect.com, until the deadline date and time noted above.

Contents

APPENDICES

Appendix A – Price Sheet Appendix B – Agreement/Contract or Terms and Conditions

PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

INTRODUCTION: Through this Request for Proposals (RFP), the Charter County of Wayne (County) hereby invites businesses who meet the qualifications and specifications set forth herein to submit proposals for the purpose of supplying the County a cloud-based Case Management Solution including any professional services for implementation and getting the County to a stable production operating mode.

GENERAL WAYNE COUNTY INFORMATION: Situated in the heart of the Great Lakes region along the beautiful Detroit River, Wayne County is the 19th most populous county in the United States. With 43 distinct communities including the automotive capital of the world - Detroit, Wayne County is rich in history, culture, arts, and world-class amenities. We take pride in being one of the most diverse counties in the United States; a place where different cultures come together to offer a truly cosmopolitan experience.

Wayne County offers a first-class business environment, a top-rated international airport, diverse residential areas, expansive parks, and a multitude of recreational and cultural activities. We are home to several major universities including Wayne State, the University of Michigan-Dearborn, and the University of Detroit-Mercy. We have several award-winning secondary and primary schools, as well as numerous community colleges and vocational schools. We are also home to the Detroit Symphony Orchestra, Michigan Opera Theater, Detroit Institute of Arts, the Henry Ford, and dozens of theaters, art galleries and concert halls. With hundreds of musical and cultural events every year, Wayne County is Michigan's cultural epicenter.

SPECIFIC BACKGROUND INFORMATION: This RFP will include licensing, professional services (project management & technical services), and data migration. Further requirements are described in the Section 3.0 – Scope of Work.

1.2 Objective

The general objectives of this solicitation are the following:

· competitively award a contract

· ensure there is a fair process at every step of the procurement process

· to fulfill the purchase request in a timely manner

· ensure that taxpayers dollars are spent wisely

1.3 Overview of Solicitation (RFP) Document

The solicitation is composed of the following 2 parts:

PART 1: REQUEST FOR PROPOSALS

Section 1.0: INTRODUCTION, OVERVIEW, INSTRUCTIONS: Specifies the information regarding the requirements of the solicitation process.

Section 2.0: MINIMUM QUALIFICATIONS: Specifies the requirements a Proposer must meet in order to be considered for evaluation.

Section 3.0: SCOPE OF WORK: Sets forth a description of the required Case Management Solution and services.

Section 4.0: PROPOSAL EVALUATION, SELECTION & AWARD PROCESS: Includes information on how proposals will be evaluated, selected and awarded.

PART 2: SUPPLIER SUBMITTAL REQUIREMENTS (CHECKLIST)

Section 5.0: REQUIRED DOCUMENTATION AND FORMS: Proposer will submit the required documentation and complete the requisite forms that will be utilized in determining whether the Proposer is a responsive and responsible Proposer that has the capacity and capability to deliver and provide products under this agreement.

1.4 Contact with Wayne County Personnel

In order to create a more competitive and unbiased procurement process, the County has designated a single point of contact for the duration of this solicitation. From the issue date of this proposal, until a Successful Proposer is selected, all requests for clarification or additional information regarding this RFP, or contact with County personnel concerning this RFP or the evaluation process must be solely to the contact person listed on the cover page of this RFP.

If it is discovered that a Proposer contacted and received information regarding this Solicitation from any Wayne County personnel other than the person specified above, the Wayne County Procurement Director, in his/her sole discretion may disqualify its proposal from further consideration. Only those communications made by the Procurement Department contact in writing will be binding with respect to this RFP.

If it is later discovered that a violation regarding this section has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this RFP.

1.5 Wayne County Rights & Responsibilities

Wayne County has the right to amend this RFP by one or more written addenda. Wayne County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda.

Should any such addenda require additional information not previously requested, Proposer’s failure to address the requirements of such addenda may result in the Proposal not being considered, as determined in the sole discretion of Wayne County. Wayne County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on its behalf, other than the Procurement Director, Procurement Director’s designee, and/or stated contact for the solicitation.

It is the Proposer’s responsibility to periodically check the source of the RFP until the posted Proposal Deadline to obtain any issued addenda. However, Wayne County will make reasonable efforts to inform all Proposers of any clarifications, modifications, or amendments.

When, either before or after receipt of proposals, Wayne County changes its requirements or terms and conditions, the Procurement Director, or their designee, shall amend the solicitation.

The Procurement Director will have the discretion to extend the RFP deadline date if he/she determines that it is in the best interest of the County. Furthermore, the Procurement Director may also cancel the original solicitation and issue a new solicitation if it is in the best interest of the County or if the amendment is so substantial in nature as to exceed what prospective offerors reasonably could have anticipated, so that additional sources likely would have submitted offers had the substance of the amendment been known to them.

1.6 Subcontractors

In an effort to promote supplier diversity, Wayne County encourages Proposers to identify and include qualified disadvantaged businesses as subcontractors when proposing to provide products and services to the County.

Subcontractors (or their assignments), as it pertains to the Scope of Work, may not be changed without prior written approval by the County. The Contract will not be assignable to any other business entity without the County’s approval. Proposers are encouraged to consider a joint venture.

1.7 Disqualification of Respondents

Any one or more of the following causes may be considered sufficient for the disqualification of a Proposer and the rejection of the Proposal:

a. Evidence of collusion among proposers

b. Lack of competency as revealed by either financial, experience, or equipment statements

c. Lack of responsibility as shown by past work

d. Uncompleted work under other contracts which, in the judgment of the County, might hinder or prevent the prompt completion of additional work if awarded

e. Being in arrears on existing contracts, in litigation with the County, or having defaulted on previous contracts.

1.8 Freedom of Information Act (FOIA)

Proposal responses, resultant contract(s) and all information submitted to Wayne County by Proposers and Contractors is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

1.9 Disclosure of Contents

All information provided in the proposal shall be held in confidence and shall not be revealed or discussed with competitors, until after award of the contract except as provided by law or court decision. All material submitted with the proposal becomes the property of the County and may be returned only at the County’s option.

Proposers must make no other distribution of their proposals other than authorized by this RFP. A Proposer who shares cost information contained in its proposal with other County personnel or competing Proposer personnel shall be subject to disqualification.

1.10 County-Based Enterprise (and other) Advantage Programs

Wayne County administers a procurement program that gives pricing advantages (equalization credits) to businesses located within Wayne County and to businesses located within the 10 Targeted Growth Communities within Wayne County (Detroit, Ecorse, Hamtramck, Highland Park, Inkster, Melvindale, River Rouge, Romulus, Sumpter Township, and Taylor). The County shall apply equalization credits up to 7% to the price for proposals submitted by certified County Based Enterprises (CBE) and 2% for Targeted Growth Community Enterprise (TGCE).

County Based Enterprise / Targeted Growth Community Enterprise Equalization Allowance Table

Percentage

This program also includes five additional certifications that provide businesses with equalization credits. The five additional certifications are: Small Business Enterprise (SBE), Expanding Business Enterprise (EBE), Joint Venture (JV), Mentor Venture (MV) and Veteran Enterprise (VE). These equalization credits for qualifying certified suppliers have maximum allowable credits that cannot exceed 10% of the price. All suppliers and their first-tier subcontractors*, who wish to receive credits for their proposals, must be certified by the Human Relations Division at the time of Proposal and must submit a copy of their current certification in the proposal.

Equalization Allowance table for SBE, EBE, JV, MV, VE If you have questions regarding certification or to apply for certification please visit Human Relations website at https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx or call the office (313) 224-5021.

Most federal and state funded projects will not include the application of geographic advantages such as the CBE and TGCE in accordance with funding requirements as well as other advantage categories; in these cases, equalization credits will not apply.

*Additional equalization credits will be awarded to first tier CBE and TGCE subcontractors of the Proposer. (See section 4.10.5)

1.11 Final Agreement Award Determination

The County reserves the right to withdraw the RFP, to award to one Proposer, to any combination of Proposers, by item, group of items, or total proposal. The County may waive informalities. The Proposer to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Proposer at the address designated in the proposal. If, for any reason, a contract is not executed with the selected Proposer within a reasonable amount of time, as determined by Wayne County, after notice of recommended award, then the County may recommend the next most responsive and responsible Proposer. Award of this proposal is contingent upon the availability of funds for this project, within the sole discretion of the County. Acceptance of the Proposer’s proposal does not constitute a binding contract.

There is no contract until the agreement is approved by the Wayne County Commission (if such approval is required by the Procurement Ordinance) and executed by the County Executive.

The County is not liable for performance costs until the successful Proposer has been given a fully executed contract. Failure to accept the terms and conditions of the County’s Standard Contract may deem the Proposer non-responsive.

1.12 Conflict of Interest

No Wayne County employee or agent whose position in Wayne County enables him/her to influence the selection of a Supplier for this RFP, or any competing RFP, nor any spouse of economic dependent of such employees, shall be employed in any capacity by a proposer or have any other direct or indirect financial interest in the selection of a supplier.

1.13 Gratuities

It is prohibited for any Wayne County officer, employee or agent to accept a gratuity for themselves or for a relative, except as permitted by the County’s Procurement Ordinance.

A proposer shall not offer or give either directly or through an intermediary, consideration, in any form, to a Wayne County officer, employee or agent for the purpose of securing favorable treatment with respect to the award of the Contract.

1.14 Compliance with Laws

The Proposer must comply with all federal, state, and local laws and policies including, but not limited to:

0. The provisions of the Wayne County Procurement Ordinance governing “Ethics in Public Contracting”, as applicable to contractors, being Article 12 of Chapter 120, and Contractor agrees to provide all required disclosures;

0. The Michigan Civil Rights Act;

0. The Persons With Disabilities Act;

0. The Age Discrimination Act;

0. Section 504 of the Rehabilitation Act;

0. The Slavery Era Disclosure Ordinance;

0. The Fair Employment Practices of the Equal Contracting Opportunities Ordinances.

1.15 Cooperative Contract

Wayne County, as the Lead Public Agency has partnered with Michigan Association of Counties (“MAC”) to make the resultant Contract, from this solicitation available to other Wayne County municipalities and counties across the state, including school districts and local governmental entities, and agencies for the public benefit (“Public Agencies”), through the Collaborative Procurement Plus (“CoPro+”) program. Wayne County is acting as the contracting agency for any other Participating Public Agency that elects to utilize the Contract. Use of the Contract by any Public Agency is preceded by their registration as a Participating Public Agency in Collaborative Procurement Plus (“CoPro+”) program.

As it applies to cooperative agreements, participation in the cooperative program is not a mandatory component or requirement in this solicitation in order for a Proposer to receive an award. Proposers have the option to be considered for a County agreement only or for both a County and cooperative agreement.

Purpose of Cooperative Contract

1. Provide governmental agencies opportunities for greater efficiency in procuring goods and services

2. Take advantage of state-of-the-art purchasing procedures to insure the most competitive contracts

3. Provide competitive price and bulk purchasing for multiple government agencies that yields economic benefits unobtainable by the individual entity

4. Provide quick and efficient delivery of goods and services

5. Equalize purchasing power for smaller agencies that are unable to command the best contracts for themselves.

Administrative Fees An administrative fee of 1.5% will be collected on a quarterly basis. The fee will be calculated against the quarterly sales volume for all purchases made under this agreement. A request for Quarterly Sales Reports will be sent out from M.A.C. (Michigan Associations of Counties). M.A.C. is the CoPro+ consortium administrator.

All administrative fees collected under the CoPro+ consortium will be distributed between M.A.C., Wayne County and CoPro+ members that place a sales order against the Master Agreement.

1.16 Proposal Guarantee - RESERVED

1.17 Pre-Proposal Meeting - RESERVED

1.18 Definitions – RESERVED

SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

Interested and qualified proposers that can demonstrate their ability to successfully provide the services/products outlined in the Scope of Work/Specifications section of this RFP are invited to submit proposal(s), provided they meet the following minimum qualifications:

a) The Proposer OR Proposer or its subcontractor OR Proposer or its key personnel must have 5 years’ experience running a case management software; and

b) The Proposer OR Proposer or its subcontractor OR Proposer or its key personnel must have worked on at least three comparable projects within the past (5) years; and

Failure of the Proposer to meet all of the minimum qualifications will eliminate its proposal from any further consideration.

2.2 Preferred Qualifications (Optional)

Following the determination of meeting the minimum qualifications, the Proposer may be scored higher during evaluation if they meet the following preferred qualifications:

a) The Proposer OR Proposer or its subcontractor OR Proposer or its key personnel has 7 years’ experience running a case management software.

b) The Proposer OR Proposer or its subcontractor OR Proposer or its key personnel has worked on at least three comparable projects.

SECTION 3.0 – SCOPE OF WORK

3.1 Contracted Scope of Services/Statement of Work: The scope for the project will include all the activities and professional services required to successfully complete the implementation of the case management services.

In addition to supplying the Case Management Solution, the selected software provider will also be responsible for providing the Department of Corporation Counsel with overall systems implementation, system maintenance and upgrades, training, and project management professional services for implementing its software system solution including providing the Department of Corporation Counsel with the following specific professional services and resources:

A) Data Migration: Existing data in the County’s current case management solution, Prolaw (provided by Elite), must be transferrable to the new solution (if needed). Convenience and the ability to transfer all or most of the existing data will be taken into consideration.

B) Contractor to provide a cloud based fully managed platform which is supported at 99.5% availability.

C) A project manager resource who will be responsible for providing the Department of Corporation Counsel with the overall project management services necessary for the complete implementation and integration of the Case Management Solution including full responsibility for the development and execution of a detailed project plan.

D) All the technical services and resources necessary to create, implement and support any customizations to the software system solution that are required in order to compensate for significant functionality gaps in meeting the requirements of the RFP.

E) All the technical services and resources associated with assisting the Department of Corporation Counsel, where applicable, in integrating the software system solution with the Department of Corporation Counsel’s existing operating system, software and any anticipated upgrades.

F) All the services and resources necessary for the development and delivery of the training required to prepare Department of Corporation Counsel employees for properly operating and managing the software system solution including development and delivery of training and documentation.

G) Case Management Solution must have a modern and user-friendly software: This includes but is not limited to: a visually appealing interface, straight forward accessibility and navigation, personalization options; functions should be simple yet effective.

H) Search functions and report generators: Search functions must be available to easily locate data and information and the software must be able to run a variety of reports for effective data management and organization.

I) Access via mobile device with appropriate functionality and screen sizing for mobile phones, iPads/tablets, etc.: A mobile application (Android or IOS) is preferred to exclusively browser access.

J) The solution must support and integrate with the County’s existing Identity Provider, Entra ID, for seamless single sign-on capabilities.

3.2 Specifications:

Department of Corporation Counsel utilizes Windows 10/11, Microsoft’s Office 365 Suite, and Legal Tracker, provided by Thomson Reuters for e-billing matters.

Contractor must be available via phone, text, and/or email during regular County business hours. Project timelines may require the Contractor to also be available evenings, weekends, or holidays.

Contractor support needs to be available 24x7.

3.5 Service Security of Building and Property Requirements:

Contractor must use its facilities and keep all County information secure (physical and electronic data) in Contractor’s possession at the facilities.

Contractor will make timely corrections of any materials prepared which the County believes to be inaccurate. The Contractor will also work with Executives to coordinate materials as to language and graphics.

3.9 Service Capabilities

Contractor must perform all requested services, potentially including multiple simultaneous projects.

3.10 Ordering of Services

Contractor must analyze various topics noted in the Scope of Work. Contractor shall provide those services at the agreed to rate and complete Ordered Services within the agreed to timeline.

3.11 Roles and Responsibilities

Contractor will provide clear roles and responsibilities to all personnel who will provide services under this contract. Contractor shall also provide, as part of the RFP response, any responsibilities that the Contractor expects to County to perform.

a) Contractor must provide a reliable contact that will act as the Contractor’s main point of contact with the department regarding any questions including, but not limiting to functionality, navigation, accessibility, software problems, etc.

b) Contractor’s Department contact must respond to questions within a reasonable timeframe.

c) It will be helpful and will minimize frequent questions if the Contractor can provide an easily accessible and user friendly “Help Center” available to the department.

a. This may include a FAQ page, video tutorials, or a search engine.

Outline of County’s Responsibilities The Department of Corporation Counsel will be responsible for providing the successful proposer with the following:

a) A Department of Corporation Counsel project leader who will be the software provider’s main point of contact during the course of the project and who will coordinate with the software provider project manager on all Department of Corporation Counsel resources and associated project activities.

b) Reasonable access to Department of Corporation Counsel technical resources and business unit subject matter experts (SME), as required, during the course of the project.

c) Reasonable access to Department of Corporation Counsel computer systems and facilities required to perform all implementation and training services.

d) Necessary documents, including the Department of Corporation Counsel’s Litigation Protocols, and Billing guidelines

3.12 Training

Contractor to provide an initial and formal training session of the software via Zoom or in person at no extra cost. Additionally, the County Contractor must be available to assist, when requested, to help, instruct, or train Corporation Counsel staff on how to use the software (see 1.10(a)(b)). The Department must have the option to order additional training for new users on an as-needed basis, for a reasonable price.

3.13 Success Criteria

Success will be determined by the effectiveness of the Contractor in providing a case management solution and efficiency in working with Wayne County Department of Corporation Counsel.

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key information as well as instructions to proposers on how to prepare and submit their proposal:

4.1 Wayne County Responsibility

Wayne County is not responsible for representations made by any of its officers or employees prior to the execution of the Contract unless such understanding or representation is included in the Contract.

4.2 Truth and Accuracy of Representations

The Wayne County Procurement Director or designee may reject any proposal that is evaluated and determined to include false, misleading, incomplete, or deceptively unresponsive statements.

4.3 Proposer Q&A

Proposers may submit written questions regarding this RFP, by the questions deadline date, to the individual identified on the cover page. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number, and quote the language that prompted the question. This will ensure that the issue can be quickly found in the RFP. Wayne County reserves the right to group similar questions when providing answers.

Wayne County may modify the RFP at any time during the proposal process. All changes to the RFP will be posted as an addendum under the proposal number and each posting officially revises the RFP.

4.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 180 days from the due date for responses to this RFP.

The Proposer will be responsible for completing all documents and forms listed under Part 2, Section 5, of this RFP, which is titled Supplier Submittal Requirements. If not provided, proposer will be required to download the forms. Complete the forms, including signature, and then upload the forms. These documents and forms are as follows:

· Documents demonstrating minimum qualifications – It is expected that a Proposer will include completed forms to demonstrate minimum qualification requirements are met, which include:

· References

· Business Information Questionnaire (included in the Ethics in Contracting Form)

· Resumes for key personnel

· Licenses/Certificates

· Signed Proposal Form – The Proposer must sign the Proposal Form. Each signature represents binding commitment upon the Proposer to provide the goods and/or services offered to the County if the Proposer is determined to be the most responsive and responsible Proposer.

· Pricing Sheet – The Proposer must use the Pricing Sheet that accompanies this RFP. Any other pricing format submittal may result in disqualification.

· Response to Scope of Work Requirements Form - The Proposer shall include a detailed response to the outlined requirements.

· Terms & Conditions Form – Proposer will review terms and conditions. Any exceptions to the terms and conditions need to be identified in the proposal otherwise it will be determined that the terms and conditions are acceptable to the Proposer.

· First Tier Subcontractor Designation Form – This form is required to be completed by all prime contractors for contracts greater than $50,000.

· Ethics in Contracting Vendor Form – This form is required to disclose any relationships between the principal/managing members of the proposing company and Wayne County employees for all contracts greater than$10,000.

· W-9 Form – This form is required to verify the proposer’s federal tax identification (EIN) number and legal business name.

· Fair Employment Practices (FEP) Certificate – A current FEP certificate is required of all companies that do business with Wayne County. If the proposer does not have this certification, an on-line application shall be submitted to the Human Relations Department at the time of proposal submission for all contracts greater than $50,000. Print a hard copy of your company’s on-line application and submit with the proposal.

· Certificate of Insurance (COI) – A current COI is required, which lists, at minimum, commercial general liability limits and as applicable other insurance that may be required. The requirements for the resultant contract are listed in the Contract/Terms and Conditions attachment.

· Evaluation Criteria – Proposer is to include any additional materials or documentation, which supports its ability to meet or exceed the Evaluation Criteria outlined in Section 4.10 of this RFP.

There are no unique formatting requirements. Information provided shall be organized and in a readable format.

4.5 Proposal Submission Requirements

To be considered, the proposal must be prepared in the manner and detail specified in this RFP.

1) Proposals, all attachments, and any modifications or withdrawals, must be submitted electronically through the BidNet Direct (MITN) Bid System (https://www.bidnetdirect.com/). Proposers should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but have the option to also provide copies of any documents in a non-modifiable form (e.g. PDF) with the sole exception of any pricing which must be provided in Excel format, when an Excel Pricing Sheet is provided. Proposer’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date and time identified above.

Proposals received after the deadline will not be accepted.

Do not wait until the last minute to submit the proposal, as the BidNet system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The BidNet system will not allow a proposal to be submitted after the due date and time identified on the cover page.

2) The opening/downloading of a proposal does not constitute the County’s acceptance of the Proposer as a responsive and responsible Proposer.

3) Submission of a proposal establishes a conclusive presumption that the Proposer is thoroughly familiar with the RFP, specifications and terms of the Form of Contract, and the County’s Procurement Ordinance, and that the Proposer understands and agrees to abide by each and all of the stipulations and requirements contained therein.

4) Proposals sent by facsimile, telegraph, or email will not be considered.

5) All costs incurred in the preparation and presentations of the proposal, as well as any resulting contract, are the Proposer’s sole responsibility; no such costs will be reimbursed to any Proposer. All documentation submitted with the proposal will become the property of the County.

4.6 Duplicate Proposals

No more than one (1) proposal from any Proposer, including its subsidiaries, affiliated companies and franchisees will be considered by the County. In the event multiple proposals are submitted in violation of this provision, the County will have the right to determine which proposal will be considered, or at its sole option, reject all such multiple proposals.

4.7 Withdrawal

Proposals may be withdrawn through the BidNet Direct System prior to the proposal deadline indicated on the cover page of this RFP. No proposal may be withdrawn after the deadline for submission.

4.8 Evaluation Process

All Proposals will be reviewed for compliance with the mandatory minimum requirements stated within this RFP. Proposals not in compliance with the mandatory minimum requirements will be eliminated from further consideration.

A. Wayne County may contact the Proposer for clarification of the Proposer's proposal.

B. Wayne County may require the Proposer to submit additional and/or supporting materials.

C. Responsive proposals will be evaluated on the factors identified in this RFP. The Proposer(s) whose proposal is advantageous to the County, taking into consideration the evaluation factors, will be recommended for award approval.

4.9 Evaluations and the Proposal Evaluation Committee

Wayne County reserves the right to judge the contents of the proposals submitted pursuant to this RFP and to review, evaluate and select the successful proposal(s).

All requests for proposals shall be reviewed and evaluated by an Evaluation Committee approved by the Procurement Director. Evaluation Committees are usually comprised of at least three voting members, but they can be any size. Voting membership on the Evaluation Committee shall be limited to County employees; however, the Procurement Director, Procurement Officer, public officials and/or consultants under contract with Wayne County may sit as non-voting consulting members. (Bid Evaluator’s Guide)

All proposals will be evaluated based on Section 4.10 below. All proposals will be scored and ranked in numerical sequence as outlined in the Bid Evaluator’s Guide. Wayne County may also, at its option, invite proposers being evaluated to make an oral presentation or conduct site visits, if appropriate.

After a prospective supplier/contractor has been selected, Wayne County and the prospective supplier(s)/contractor(s) will negotiate a contract.

Each proposal that is timely received will be evaluated on its merit and completeness of all requested information. In preparing proposals, proposers are advised to rely only upon the contents of this RFP and accompanying documents and any written clarifications or addenda issued by the County. If a Proposer finds a discrepancy, error, or omission in the proposal package, or requires any written addendum thereto, the Proposer is requested to notify the Purchasing Contact noted on the cover page of this RFP, so that written clarification may be sent to all prospective proposers. The County is not responsible for oral representations. All questions must be submitted in writing to the Procurement Contact only before the Question Deadline indicated on the cover page of this document. All answers will be issued in the form of a written addendum.

Proposers shall not be provided any information about other proposals or prices or where the Proposer stands in relation to others at any time during the evaluation process. Any request for such information by a Proposer, its subcontractor or an affiliated party may be viewed as a compromise to the evaluation process and the requesting Proposer may be eliminated from further consideration.

Samples of Evaluation Criteria and related submittal requirements are provided below:

(a) Describe how you meet or exceed the minimum qualifications in the Scope of Work in this document.

(b) Describe how you meet or exceed the preferred qualifications in the Scope of Work in this document.

(c) Describe the experience (including years of experience) in providing similar services

(d) Provide at least three (3) references for similar projects, including name of establishment, address, dates of service, contact name and telephone number. Clearly indicate for the projects which, if any, of the proposed key personnel worked on each.

(e) Describe the experience and qualifications of key personnel. Include detailed resumes.

4.10.2 Work Plan and Timeline (20 points)

(a) Submit a detailed work plan.

(b) Submit a proposed timeline, preferably in Gantt format.

4.10.3 Technical Solution (30 points)

(a) Describe how the proposed system can meet or exceed all of the minimum system requirements as listed in Section 3 – Specifications and Scope of Work.

(b) Complete Attachment A that requires you indicate for each item what the base system does, what can be done with minor configuration changes, and what requires actual customization to perform.

(c) Attach screen prints showing how user friendly the system is.

4.10.4 Project Cost (30 points)

(a) Complete the enclosed price sheet.

(b) Provide a detail of how you arrived at this figure. Be sure to include breakdowns by position and hours, as well as detail of anticipated reimbursable expenses.

4.10.5 Utilization of First Tier Subcontractors located in Wayne County (5 points)

To receive additional equalization credits for first tier subcontractors, proposers must submit the following:

(a) Please complete the “Human Relations First-Tier Subcontractor Form”.

(b) Provide CBE and/or TGCE certificates for subcontractor located in Wayne County.

(c) Provide a description of the services that each first-tier subcontractor located in Wayne County will provide, total amount each subcontractor will be compensated, along with the percentage of contract award for each subcontractor. (This information is requested in the Form.)

(d) A formal letter of intent between the Proposer and each first-tier subcontractor located in Wayne County formalizing the intent to subcontract is required, if awarded a contract pursuant to this RFP.

Depending on the amount of points assigned to the “utilization of subcontractor located in Wayne County” criteria, proposals shall receive a prorated number of the points based on the total percentage of subcontractors located in Wayne County that are utilized as set-forth in the “First-Tier Subcontractor Designation” form.

(For Example: if the total points allocated for the “utilization of subcontractor located in Wayne County” criteria is 8 points, and a Respondent utilizes 30% of total subcontractors located in Wayne County; then the proposer will receive 2.4 points for this criteria).

4.10.6 Evaluation Credits

Provide a County Based Enterprise, Targeted Growth Community Enterprise, or other Wayne County Advantage program certificate (See Section 1.10) if applicable; otherwise, evaluation credits will not be considered.

4.10.7 Additional Criteria to be Evaluated (0 points) (OPTIONAL) (e.g. Project Approach or Transition Plan)

4.11 Optional Tools to Enhance the Evaluation Process

Wayne County, during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Wayne County.

4.11.1 Clarifications

Wayne County may issue a clarification request, in writing, to one or all Proposers. A clarification request does not allow a Proposer to change its proposal. The clarification response may include additional information to address any ambiguities or deficiencies in the proposal.

4.11.2 Oral Presentation

Wayne County may require an oral presentation of the Proposer's proposal. This presentation provides an opportunity for the Proposer to clarify its proposal.

4.11.3 Site Visit

Wayne County may conduct a site visit to tour and inspect the Proposer’s facilities.

4.11.4 Best and Final Offer (BAFO)

Wayne County may request a Best and Final Offer (BAFO) from each Proposer determined to be in the competitive range.

4.12 Negotiations

After a prospective Contractor(s) has been selected, Wayne County and the prospective Supplier(s) will negotiate a Contract. If a satisfactory Contract cannot be negotiated within a reasonable amount of time, as determined by the County, Wayne County may, at its sole discretion, begin negotiations with the next qualified Proposer who submitted a proposal.

4.13 Wayne County Option to Reject Proposals

The County reserves the right to: reject any or all proposals (in whole or in part); to award in whole or in part; to award by line item; and, to waive any minor informality or irregularity in proposals received, if it is determined by the Procurement Director or designee that the best interest of the County will be served by doing so. The County may reject any proposal from any person, firm or corporation in arrears or in default to the County on any contract, debt, or other obligation, or if the Proposer is debarred by the County from consideration for a contract award, or if Proposer has committed a violation of the ethics or anti-kickback provisions of the County’s Procurement Ordinance which resulted in a termination of a contract or other penalty within the two (2) years immediately preceding the date of issuance of this document.

PART 2 – SUPPLIER SUBMITTAL REQUIREMENTS

SECTION 5.0 – REQUIRED DOCUMENTATION AND FORMS

(Mandatory Minimum Requirements Checklist)

5.1 Demonstrate that the Proposer or its key personnel meet the minimum qualifications outlined in Section 2.0, which may be accomplished by submitting the following:

· Completed References Form

· Completed Business Information Questionnaire portion of the Ethics in Contracting Form

· Resumes for key personnel

· Licenses/Certificates

5.2 Signed Proposal Form – must be submitted with bid

5.3 Pricing Sheet [Appendix A] – must be submitted with bid

OTHER FORMS (Download*, complete and include with your proposal)

5.5 Response to Scope of Work Requirements Form

5.6 Terms and Conditions Form

First Tier Subcontractor Designation Form

Ethics in Contracting Vendor Form

W-9 Form

Fair Employment Practices (FEP) Certificate. Complete the on-line application and print (PDF) a hard copy of your company’s application and include with your proposal.

Apply on-line at: https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx

Certificate of Insurance listing current coverages

EVALUATION CRITERIA

Include any additional documentation that demonstrates how your company meets or exceeds the Evaluation Criteria outlined in Section 4.10.

* Download Forms that are not included at:

https://www.waynecounty.com/departments/mb/procurement/procurement-forms.aspx

5.1 REFERENCES THAT DEMONSTRATE MINIMUM QUALIFICATIONS

(Outlined in Section 2.0) Complete the following information for a minimum of three (3) customer references for products/services of similar scope dating within the past 5 years.

Reference 1:

Entity Name:

Contact Name and Title:

City:

State:

Phone Number:

Email Address:

Years Serviced/Date of Project:

Annual Volume/Contract Amount:

Description of Project or Services:

Reference 2:

Entity Name:

Contact Name and Title:

City:

State:

Phone Number:

Email Address:

Years Serviced/Date of Project:

Annual Volume/Contract Amount:

Description of Project or Services:

Reference 3:

Entity Name:

Contact Name and Title:

City:

State:

Phone Number:

Email Address:

Years Serviced/Date of Project:

Annual Volume/Contract Amount:

Description of Project or Services:

Failure to complete this form shall result in your Proposal being deemed non-responsive and rejected without further evaluation

The Undersigned hereby offers and, if the contract is executed by the County Executive, agrees to furnish the goods and/or services in compliance with all terms, scope of work, conditions, specifications, and addenda in the Request for Proposals. The Undersigned further agrees to accept, via email or other electronic means, any and all notifications and contractual documents including, but not limited to, notifications, insurance verification requests, and purchase orders.

ADDENDA:

The undersigned has read, understands and is fully cognizant of the Information to Proposers, including the Form of Contract, all Exhibits thereto, together with any written addendum issued in connection with any of the above. The undersigned hereby acknowledges receipt of the following addendum(s): _____, _____, _____, _____ (write “none” if none). In addition, the undersigned has completely and appropriately filled out all required forms.

OBLIGATION:

The undersigned, by submission of this Offer, agrees to be obligated, if recommended for award of the contract and if the contract is executed by the County Executive, to provide the stated goods and/or services to the County for the term as stated in this RFP, and to enter into a contract with the County, in accordance with the conditions, scope and terms, as well as the Form of Contract, together with any written addenda as specified above.

COMPLIANCE:

The undersigned hereby accepts all administrative requirements of the RFP and will be in compliance with such requirements. By submitting this Proposal Form, the Proposer represents that: 1) the Proposer is in compliance with any applicable ethics or anti-kickback provisions of the County’s Procurement Ordinance, and 2) if awarded a contract to operate the Concession or provide the Services required in the RFP, the Proposer will comply with the ethics and anti-kickback provisions of the Procurement Ordinance.

NONCOLLUSION:

The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal.

PERFORMANCE BOND(S):

The undersigned further agrees that if awarded the Agreement, it will submit to the County any required performance bond(s).

SUBMITTAL REQUIREMENTS:

The undersigned certifies it has attached a complete response to each of the submittal requirements listed in the Evaluation Criteria and Submittal Requirements section of this RFP.

No proposal shall be accepted which has not been signed in the appropriate space below.

I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder:

For clarification of this offer, contact:

Address:

Title:

*Proposal Form must be signed by an authorized representative.

5.3 PRICING SHEET AND OTHER PRICING REQUIREMENTS

Complete APPENDIX A (Pricing Sheet), with the following considerations:

5.3.1 Tax Excluded from Price

(a) Sales Tax: Wayne County and local units of government are exempt from sales tax for direct purchases. The Proposer's prices must not include sales tax.

(b) Federal Excise Tax: Wayne County may be exempt from Federal Excise Tax, or the taxes may be reimbursable, if articles purchased under any resulting Contract are used for Wayne County's exclusive use. Certificates showing exclusive use for the purposes of substantiating a tax-free, or tax-reimbursable sale will be sent upon request. If a sale is tax exempt or tax reimbursable under the Internal Revenue Code, the Proposer's prices must not include the Federal Excise Tax.

5.3.2 Special Incentives

Wayne County is interested in any other special programs and alternative recommendations that Proposer’s may have. Please discuss these programs, such as customer employee retail discounts, return policies, trade-in programs allowing the return of new product not needed, quantity discounts, green product offering, Michigan made products. For contracts designated to be extended to other schools, municipalities and counties it is expected that Wayne County will see an offer for administrative fees and rebates to assist in the operation of this consortium.

5.3.3 Price Stability Guarantee

For the entire term of the Agreement, the Contractor must guarantee to provide the goods/services at the rates outlined in the bid submission.

5.3.4 Proposal Pricing

Proposal pricing must reflect Net 45 payment terms.

5.4 PROPOSAL GUARANTEE/BID BOND - RESERVED

5.5 RESPONSE TO SCOPE OF WORK REQUIREMENTS FORM

Review Section 3.0 (Scope of Work Requirements), as outlined in the corresponding sections below, and confirm your understanding: