State of Wisconsin

DOA-3261 (R08/2003)
s.16.75, Wis. Statutes

PROPOSALS MUST BE SEALED AND ADDRESSED TO:

Proposal envelope must be sealed and plainly marked in lower corner with due date and Request
AGENCY ADDRESS:

for Proposal # CS-4716 Late proposals will be rejected. Proposals MUST be date and time
stamped by the soliciting purchasing office on or before the date and time that the proposal is due.
Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the
mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which
is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.
Proposals must be submitted separately, i.e., not included with sample packages or other
proposals. Proposal openings are public unless otherwise specified. Records will be available for
public inspection after issuance of the notice of intent to award or the award of the contract.
Proposer should contact person named below for an appointment to view the proposal record.
Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless
otherwise noted. The attached terms and conditions apply to any subsequent award.

Cynda Solberg/Purchasing Section Chief

Department of Corrections
3099 E Washington Avenue
Madison, WI 53704

REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER

Proposals MUST be in this office no later than

Public Opening

December 23rd, 2014 3:00 CST

PROPOSER (Name and Address)

_______________________________________
_______________________________________
_______________________________________
_______________________________________

No Public Opening X

Name (Contact for further information)

Cynda Solberg
Phone

Date

(608) 240-5581

11/03/14

Quote Price and Delivery FOB

Destination
Description

Youth Management Information System, RFP CS-4716

Payment Terms:

Delivery Time:

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be
certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Commerce, 5th Floor, 201 W. Washington
Ave., Madison, Wisconsin 53702, (608) 267-9550.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center
Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in
our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United
States.
Yes
No
Unknown
In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free
competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any
other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement
is accurate under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print)

Title

Signature of Above

Date

Federal Employer Identification No.

Phone

( )

Fax

( )
Social Security No. if Sole
Proprietor (Voluntary)

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

TABLE OF CONTENTS
1.0

2.0

3.0

4.0

5.0

GENERAL INFORMATION...............................................................................................................................5
1.1

Introduction and background.................................................................................................................5

1.2

Scope of the project...............................................................................................................................5

1.3

Procuring and contracting agency..........................................................................................................6

1.4

Definitions..............................................................................................................................................6

1.5

Clarification and/or revisions to the specifications and requirements...................................................7

1.6

Reasonable accommodations.................................................................................................................7

1.7

Calendar of events..................................................................................................................................8

1.8

Contract term and funding.....................................................................................................................8

1.9

VendorNet registration...........................................................................................................................8

PREPARING AND SUBMITTING A PROPOSAL............................................................................................8

2.1

General instructions...............................................................................................................................8

2.2

Incurring costs........................................................................................................................................9

2.3

Submitting the proposal.........................................................................................................................9

2.4

Proposal organization and format..........................................................................................................9

2.5

Multiple proposals.................................................................................................................................9

2.6

Oral presentations and site visits............................................................................................................9

2.7

Demonstrations....................................................................................................................................10

2.8

Withdrawal of proposals......................................................................................................................10

2.9

Vendor Conference...10

2.10

Written Inquiries9

PROPOSAL SELECTION AND AWARD PROCESS......................................................................................11

3.1

Preliminary evaluation.........................................................................................................................11

3.2

Proposal scoring...................................................................................................................................11

3.3

Evaluation criteria................................................................................................................................11

3.4

Right to reject proposals and negotiate contract terms........................................................................12

3.5

Award and final offers..........................................................................................................................12

3.6

Notification of intent to award.............................................................................................................12

3.7

Appeals process...................................................................................................................................12

GENERAL PROPOSAL REQUIREMENTS....................................................................................................12

4.1

Organization capabilities.....................................................................................................................12

4.2

Staff qualifications...............................................................................................................................13

4.3

Proposer references..............................................................................................................................13

4.4

Financial Stability................................................................................................................................13

4.5

Litigation..............................................................................................................................................14

4.6

Project plan..........................................................................................................................................14

TECHNICAL REQUIREMENTS......................................................................................................................14
5.1

Computer system requirements............................................................................................................14

5.2

Computer system requirements Vendor Hosted software.................................................................15

5.3

Computer system requirements DOC Hosted software....................................................................16

5.4

Software enhancements and release management...............................................................................17

5.5

Training and Documentation...............................................................................................................17

5.6

System Warranty..................................................................................................................................17

5.7

System Support....................................................................................................................................17
2

6.0

7.0

8.0

5.8

System ownership and rights...............................................................................................................17

5.9

General System Operation...................................................................................................................18

5.10

Youth Scheduling.................................................................................................................................18

5.11

Intake Process......................................................................................................................................18

5.12

Commitment data.................................................................................................................................18

5.13

Classification/Housing.........................................................................................................................18

5.14

Movement/Transportation....................................................................................................................18

5.15

Releases................................................................................................................................................19

5.16

Programs..............................................................................................................................................19

5.17

Visitation..............................................................................................................................................20

5.18

Special Needs.......................................................................................................................................20

5.19

Incident Reporting and Discipline.......................................................................................................20

5.20

Offender Review/Parole.......................................................................................................................20

5.21

Offender Accounting............................................................................................................................21

5.22

Agency Accounting/Billing.................................................................................................................21

5.23

Queries and Reports.............................................................................................................................21

5.24

Other....................................................................................................................................................22

COST PROPOSAL............................................................................................................................................22
6.1

Cost proposal Evaluation.....................................................................................................................22

6.2

Format for submitting cost proposals..................................................................................................22

6.3

Fixed price period................................................................................................................................22

6.4

Price increase requests.........................................................................................................................22

6.5

Commissions........................................................................................................................................22

SPECIAL CONTRACT TERMS AND CONDITIONS....................................................................................22

7.1

Payment requirements..........................................................................................................................23

7.2

Subcontracting.....................................................................................................................................23

7.3

Prime contractor...................................................................................................................................23

7.4

Affirmative action................................................................................................................................24

7.5

Wisconsin sales and use tax.................................................................................................................24

7.6

Tobacco-Free Environment..................................................................................................................24

7.7

Security and credential review.............................................................................................................24

7.8

Inside facility delivery.........................................................................................................................25

7.9

Access to DOC institutions..................................................................................................................25

7.10

Employee identification.......................................................................................................................25

7.11

Confidentiality.....................................................................................................................................26

7.12

Employment of current offenders........................................................................................................26

7.13

Fraternization.......................................................................................................................................27

7.14

Contractor audit requirements..............................................................................................................28

7.15

Faith-Based and charitable organizations............................................................................................28

7.16

Americans with Disability Act.............................................................................................................28

7.17

Contractor major Structural change.....................................................................................................28

7.18

Preventive Rape Elimination Act.........................................................................................................28

7.19

Carrying a concealed weapon..............................................................................................................28

7.20

Executed contract to constitute entire agreement................................................................................28

7.21

Termination of contract........................................................................................................................28

STANDARD TERMS AND CONDITIONS.....................................................................................................28

3

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1.0

GENERAL INFORMATION
1.1

Introduction and background

Introduction
The purpose of this document is to provide interested parties with information to enable them to
prepare and submit a proposal for a Juvenile Corrections Youth Management Information System
(YMIS). The Department of Corrections, hereinafter referred to as the "DOC", through its Purchasing
Services Section, hereinafter referred to as "Purchasing," intends to use the results of this solicitation
to award a contract for an YMIS to be used by the Division of Juvenile Corrections (DJC).
Background
The Wisconsin Department of Corrections (DOC) comprises four Divisions: Division of Adult
Institutions (DAI), Division of Juvenile Corrections (DJC), Division of Community Corrections
(DCC), and Division of Management Services.
DJC has four secure facilities located in three geographic areas of Wisconsin. The primary facilities
are Copper Lake School (CLS) and Lincoln Hills School (LHS) outside Irma Wisconsin. CLS is a
female facility while LHS is for males. Two other male facilities are Mendota Juvenile Treatment
Facility near Madison (operated by the state Department of Health Services) and the Grow Academy
outside Oregon Wisconsin. As of September 12, 2014, the population of offenders at CLS was 34,
LHS 262, Grow Academy 6 and MJTC 29. Additionally the Division provides aftercare (parole)
supervision services to over 200 youth throughout the state. Aftercare staff are located at 7 locations
throughout the state. This supervision may range from placement in the youths home to a secure
residential care center.

1.2

Scope of the project

1.2.1

Project description
DJC is seeking a Juvenile YMIS, which will provide the functionality required to support
operation and management of their four facilities plus field supervision and central office
functions. DJC will consider proposals for vendor hosted or DOC hosted systems, although
it is likely that a vendor hosted system will be chosen.
Key functional areas of the proposed system will include but are not limited to:
Intake / Custody / Supervision
Commitment Data Management
Visitation
Offender Review / Parole
Releases
Accounting Youth
Billing
Reporting

1.2.2

Objectives
The objective of this solicitation is to select a vendor who can meet the needs of DJC.
Vendors must propose on all of the system requirements as indicated in Sections 4.0 and 5.0
of this RFP document.

1.2.3

Needs

Any proposed solution must be capable of performing all functions with limited or no
customization to the proposed software. Any customization that is required must not
interfere with the ability to receive updates to the base software.
1.2.4

Current operations
DJC currently uses a YMIS which was implemented approximately 15 years ago. The system
is still functional but the vendor is no longer in existence. The only IT support available for
the system is provided by DOC BTM staff. Support is limited to keeping the software
running and minor functionality changes. Some amount of data in the system will need to be
imported to the new YMIS at startup.
The Wisconsin DOC Information Technology (IT) environment which supports DJC is
managed and maintained internally by the DOC Bureau of Technology Management (BTM)
with support from the Division of Enterprise Technology (DET), a division with the
Department of Administration.
DET provides base infrastructure support in the form of statewide voice, data and video
telecommunications network management. The division also provides centralized security,
print and email services to multiple state agencies.
The network infrastructure which supports department operations is a comprehensive mix of
facility-based LANs supported and interconnected by a DOC WAN utilizing several types of
links and transports.
This infrastructure provides the overall connection between DOC facilities, DOC
headquarters, DOA/DET, and the Internet. In addition to these technologies, BTM employs
industry-standard security components to provide a secure, available IT environment for its
DOC user base.

1.3

Procuring and contracting agency

This Request for Proposal (RFP) is issued by the Wisconsin Department of Corrections which is the
sole point of contact for the State of Wisconsin during the selection process. The person responsible
for managing the procurement process is Cynda Solberg.
The contract resulting from this RFP will be administered by the Wisconsin Department of
Corrections. The contract administrator will be Shelby McCulley, DJC Management and Budget
Director.

1.4

Definitions
The following definitions are used through the RFP.
ARO:
Agency:
BTM:
Cloud computing:
Contractor:
CLS:
DAI:

DCC:

After Receipt of Order.

The Wisconsin Department of Corrections.
Bureau of Technology Management. DOCs internal information
technology and services group
The use of computing resources (hardware and software) that are delivered
as a service over a network (typically the Internet).
The proposer awarded the contract.
Copper Lake School, a secure juvenile correctional facility for girls
operated by DJC and located in Irma, WI.
Division of Adult Institutions, administration of all state correctional
incarceration facilities except those Juvenile facilities operated by Division
of Juvenile Corrections headquartered at DOC Central Offices, 3099 E
Washington Ave., Madison, WI.
Division of Community Corrections, supervises offenders outside secure
facilities.
6

Desktop Software:
DHS:

Software to be installed on DOC managed Administrative Network PCs

including desktops and laptops
Department of Health Services operates the Mendota Juvenile Treatment
Center, a secure juvenile correctional facility which houses and provides
services to juveniles transferred from LHS.

DJC:

Division of Juvenile Corrections, operates the two correctional schools

headquartered at DOC Central Offices, 3099 E Washington Ave., Madison,
WI.
DOA:
Department of Administration has statutory authority [WI Stats. Chapter
16] to define, regulate and delegate all aspects of procurement of
commodities and services for state agencies.
DOC:
Department of Corrections, also referred to as the department or the DOC
headquartered at DOC Central Offices, 3099 E Washington Ave.,
Madison, WI.
Evaluation Committee: An independent committee comprised of a majority of state officers or
employees established to evaluate and score proposals submitted in
response to this RFP.
Juvenile:
A person under the custody or supervision of the Wisconsin Department of
Corrections, Division of Juvenile Corrections.
LHS:
Lincoln Hills School, a secure juvenile correctional facility for male youth
MBE:
Minority Business Enterprise.
MJTC:
Mendota Juvenile Treatment Center, operated by the Department of Health
Services, is a secure correctional facility for male youth with serious
mental health needs.
Must:
Requirement is mandatory.
Offender:
Person under the custody or supervision of the Wisconsin Department of
Corrections.
P-Card:
Procurement Card (State credit card).
Proposer/vendor:
A firm submitting a proposal in response to this RFP.
Purchasing:
Department of Corrections Purchasing Services Section.
RFP:
Request for Proposal.
Shall:
Requirement is mandatory.
Should:
Desired but not mandatory.
SSO or Single sign-on
An access control property. With this property a user logs in once and gains
access to all systems without being prompted to log in again at each of
them.
State:
State of Wisconsin.
Vendor Hosted:
Solutions which run on vendor owned and/or managed infrastructure that
DOC will access through the internet.
YMIS:
Youth Management Information System
1.5

Clarification and/or revisions to the specifications and requirements

Any questions concerning this RFP must be submitted in writing on or before
November 24, 2014 to:
Cynda Solberg
Purchasing Section Chief
Department of Corrections
3099 E. Washington Ave., Madison, WI 53704
(608) 240-5581 (phone)
Cynda.Solberg@wi.gov (email)
Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP
DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error,
conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately
the above named individual of such error and request modification or clarification of the RFP.
7

In the event that it becomes necessary to provide additional clarifying data or information, or to revise
any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of
this initial RFP via posting on Vendornet. Vendors are responsible for checking Vendornet for all
additional information related to this RFP.
Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this
RFP and any supplements or revisions thereof.
Any contract with State employees concerning this RFP are prohibited, except as authorized by the
RFP manager during the period from date of release of the RFP until the notice of intent to contract is
released.
1.6

Reasonable accommodations
The DOC will provide reasonable accommodations, including the provision of informational material
in an alternative format, for qualified individuals with disabilities upon request. If you think you need
accommodations contact Cynda Solberg via email at Cynda.Solberg@wisconsin.gov or via telephone
at 608-240-5581.

1.7

Calendar of events
Listed below are specific and estimated dates and times of actions related to this Request for Proposal
(RFP). The actions with specific dates must be completed as indicated unless otherwise changed by
Wisconsin DOC via notice on Vendornet. In the event that DOC finds it necessary to change any of
the specific dates and times in the calendar of events listed below, it will do so by issuing an
amendment to this RFP. There may or may not be a formal notification issued for changes in the
estimated dates and times.
DATE
November 03, 2014
November 24, 2014
December 02, 2014
December 08, 2014 (est.)
December 23, 2014
January 2015 (est.)
February 2015 (est.)
March 2015 (est.)

1.8

EVENT
Date of issue of the RFP.
Last day for submitting written inquires.
Vendor conference 10:00am 3099 E Washington Avenue, Madison
Posting RFP amendments or revisions to the RFP (Vendornet)
Proposals due from vendors at 3:00 pm CST
Interviews and/or demonstrations by invited vendors
Notification of intent to award sent to vendors.
Contract start date.

Contract term and funding

The contract shall be effective on the date indicated on the purchase order or the contract execution
date and shall run for two years from that date, with an option to renew for a single year or multiple
years over the course of the eight years that follow the initial term, for a cumulative total of years not
to exceed ten years. Renewals shall be automatic unless notified in writing by the contractor at least
90 days prior to the end of the current contract period.
DOC may terminate the contract at any time at its sole discretion by delivering 90 days written notice
to the contractor. Upon termination, the agency's liability will be limited to the pro rata cost of the
services performed as of the date of termination plus expenses incurred with the prior written approval
of the agency. In the event that the contractor terminates the contract, for any reason whatsoever, it
will refund to the agency within 30 days of said termination, all payments made hereunder by the
agency to the contractor for work not completed or not accepted by the agency. Such termination will
require written notice to that effect to be delivered by the contractor to the agency not less than 90
days prior to said termination.

1.9

VendorNet registration
The State of Wisconsins purchasing information and vendor notification service is available to all
businesses and organizations that want to sell to the state. Anyone may access VendorNet on the
8

Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies,

goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web
site address for inclusion on the bidders list for goods and services that the organization wants to sell
to the state. A subscription with notification guarantees the organization will receive an e-mail
message each time a state agency, including any campus of the University of Wisconsin System, posts
a request for bid or a request for proposal in their designated commodity/service area(s) with an
estimated value over $50,000. Organizations without Internet access receive paper copies in the mail.
Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less.
Vendors also may receive e-mail notices of these simplified bid opportunities.
2.0

PREPARING AND SUBMITTING A PROPOSAL

2.1

General instructions
The evaluation and selection of a contractor and the contract will be based on the information
submitted in the vendor's proposal plus references and any required on-site visits or oral interviews.
Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.
Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and
effective proposal, are not necessary or desired.

2.2

Incurring costs
The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP.

2.3

Submitting the proposal

Proposers must submit an original and one electronic copy (flash drive or CD-ROM) of all
materials required for acceptance of their proposal by December 23, 2014 at 3:00 CST to:
Cynda Solberg
Purchasing Section Chief
Wisconsin Department of Corrections
3099 E. Washington Ave.
Madison, WI 53704
Proposals must be received in the above office by the specified time stated above. All proposals
must be time-stamped as accepted by the Purchasing Office by the stated time. Proposals not so
stamped will not be accepted. Receipt of a proposal by the State mail system does not constitute
receipt of a proposal by the Purchasing Office, for purposes of this RFP.
To ensure confidentiality of the document, all proposals must be packaged, sealed and show the
following information on the outside of the package:
Proposer's name and address
Request for proposal title
Request for proposal number
Proposal due date
An original plus one electronic copy (flash drive or CD-ROM) of the Cost Proposal must be sealed
and submitted as a separate part of the proposal. The outside of the envelope must be clearly labeled
with the words Cost Proposal, RFP (Name of RFP) and name of the vendor and due date. The cost
proposal is due to the addressee on the due date and time noted above.

2.4

Proposal organization and format

Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals should be
organized and presented in the order and by the number assigned in the RFP. Proposals must be
organized with headings and subheadings corresponding to the headings and subheadings in the RFP.
Each heading and subheading should be separated by tabs or otherwise clearly marked. The electronic
versions must be an exact copy of what is in the printed documents.
9

Vendors must submit its Cost Proposal on the form provided in Appendix C according to the
instructions provided. Failure to provide any requested information in the prescribed format may
result in disqualification of the proposal.
No mention of the cost proposal may be made in the response to the technical requirements of this
Request for Proposal.
2.5

Multiple proposals
Vendors will not be allowed to submit multiple proposals. If a vendor wishes to present different
alternatives, the vendor should include all alternatives in the proposals submitted. Vendors will be
allowed to present costs for vendor hosted vs DOC hosted in the cost report section of this RFP.

2.6

Oral presentations and site visits

Top scoring vendors based on an evaluation of the written proposal may be required to participate in
interviews and/or site visits to support and clarify their proposals, if requested by DOC. DOC will
make every reasonable attempt to schedule each presentation at a time and location that is agreeable
to the proposer. Failure of a proposer to interview or permit a site visit on the date scheduled may
result in rejection of the vendor's proposal.

2.7

Demonstrations
Top-scoring vendor(s) may be required to demonstrate the YMIS at a DOC site. DOC will furnish
detailed specifications concerning the demonstration site and what the evaluation committee would
like to see demonstrated to vendors invited back for a demonstration. Failure of a vendor to furnish a
demonstration of its YMIS within DOCs time constraints may result in rejection of the proposal.
Failure of the YMIS to meet DOCs specified requirements during the demonstration may result in
rejection of the vendor's proposal.
The successful demonstration of the vendor's product(s) and/or service(s) does not constitute
acceptance by DOC. Any product(s) and/or service(s) furnished by the vendor for the purposes of this
demonstration must be identical in every respect to those which will be furnished if a contract results.

2.8

Withdrawal of proposals
Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may
withdraw a proposal in writing at any time up to the proposal closing date and time or upon expiration
of three business days after the due date and time if received by Cynda Solberg. To accomplish this,
the written request must be signed by an authorized representative of the proposer and submitted to
Cynda Solberg at the addressed listed in Section 1.5. If a previously submitted proposal is withdrawn
before the proposal due date and time, the proposer may submit another proposal at any time up to the
proposal closing date and time.

2.9

Vendor Conference
There will be a mandatory vendor conference on December 2, 2014 at 10:00am at the Department of
Corrections, 3099 E Washington Avenue, Madison, WI. Attendance via conference call by dialing
(877)810-9415, access code: 4306138 will be allowed and accepted as attendance. Please RSVP to
Cynda.Solberg@wisconsin.gov prior to November 26, 2014 if you will be attending the conference in
person or via conference call.
WI-DOC will publish notes from the conference on Vendornet, but is not responsible for content
being inadvertently omitted or not clear. Vendors attending the conference will be able to take notes
and ask questions of DOC staff.

2.10

Written Inquires
Vendors should submit writing questions/inquires to Cynda Solberg no later than November 24, 2014.
This is to allow adequate time for preparing responses for presentation at the vendor conference on
December 2, 2014.
10

3.0

PROPOSAL SELECTION AND AWARD PROCESS

3.1

Preliminary evaluation
The proposals will be reviewed initially to determine if mandatory requirements are met. Failure to
meet mandatory requirements may result in rejection of the proposal. In the event that all vendors do
not meet one or more of the mandatory requirements, DOC reserves the right to continue the
evaluation of the proposals and to select the proposal which most closely meets the requirements
specified in this RFP.

3.2

Proposal scoring
Proposals will be reviewed by an evaluation committee and scored against the stated criteria. A
proposer may not contact any member of an evaluation committee except at DOCs direction. The
committee may review references, request interviews, and/or conduct on-site visits and use the results
in scoring the proposals.
Proposals from certified Minority Business Enterprises may have points weighted by a factor of 1.00
to 1.05 to provide up to a five percent (5%) preference to these businesses (Wis. Stats. 16.75(3m)).
The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical
scores received.
The cost proposals will be calculated with the most points awarded to the proposal with the lowest
cost. Other cost proposals will be assigned points that correlate to those assigned to the lowest cost
proposal per the formula described in Section 6.

3.3

Evaluation criteria
The proposals will be scored using the following criteria:
Description
1.

2.

3.

Percent

General requirements
a. Thoroughness of response
b. Understanding of requirements
c. Experience, capability, and organizational stability

50
50
100

20%

Technical requirements
a. Solution functionality
b. Detailed and easily understood response
c. Approach to implementing solution
d. Additional functionality

300
100
100
100

Cost Proposal

200

20%

Total:

1000

100%

60%

The evaluation committee reserves the right to set a cut off or minimum score that a proposal must
receive in order to have the proposals cost points be calculated. Proposals scoring lower than this cut
off will not be evaluated further.
DOC reserves the right to reject any proposal that has a cost that is above the DOC budgeted amount
for this project. DOC may also elect to request at BAFO (Best and Final Offer) for price. Vendors
11

should not count on a BAFO being requested and should therefore submit their best pricing at the time
of submittal of their proposals.
Because DOC will be requesting prices for both vendor-hosted and DOC-hosted systems, DOC may
elect to only consider proposals that offer one solution or another after preliminary evaluation of the
proposals.
3.4

Right to reject proposals and negotiate contract terms

DOC reserves the right to reject any and all proposals. DOC may negotiate the terms of the contract,
including the award amount, with the selected proposer prior to entering into a contract. If contract
negotiations cannot be concluded successfully with the highest scoring proposer, the agency may
negotiate a contract with the next highest scoring proposer.

3.5

Award and final offers

DOC will compile the final scores for each proposal. The award will be granted in one of two ways.
The award may be granted to the highest scoring responsive and responsible proposer. Alternatively,
the highest scoring proposer or proposers may be requested to submit final and best offers. If final
and best offers are requested by DOC and submitted by the vendor, they will be evaluated against the
stated criteria, scored and ranked by the evaluation committee. The award then will be granted to the
highest scoring proposer. However, a proposer should not expect that DOC will request a final and
best offer.

3.6

Notification of intent to award

All vendors who respond to this RFP will be notified in writing of DOC's intent to award the
contract(s) as a result of this RFP.
After notification of the intent to award is made, and under the supervision of agency staff, copies of
proposals will be available for public inspection by appointment at 3099 East Washington Avenue,
Madison, WI
53704. Vendors should schedule reviews with Cynda Solberg at
Cynda.Solberg@wi.gov .

3.7

Appeals process
Notices of intent to protest and protests must be made in writing to the head procuring agency.
Protestors should make their protests as specific as possible and should identify statutes and
Wisconsin Administrative Code provisions that are alleged to have been violated.
Any written notice of intent to protest the intent to award a contract must be filed with:
EDWARD F. WALL, SECRETARY
DEPARTMENT OF CORRECTIONS
P.O. BOX 7925
MADISON, WI 53707-7925
and received in his office no later than five (5) working days after the notices of intent to award are
issued.
Any written protest must be received within ten (10) working days after the notice of intent to award
is issued.
The decision of the head of the procuring agency may be appealed to the Secretary of the Department
of Administration within five (5) working days of issuance, with a copy of such appeal filed with the
procuring agency. The appeal must allege a violation of a Wisconsin statute or a section of the
Wisconsin Administrative Code.
12

4.0

GENERAL PROPOSAL REQUIREMENTS

The Wisconsin DOC is looking for an enterprise offender management system that will track institutional and
community movements, placements and programs along with discipline, staff assignments, demographics,
commitment information, billing/accounting, assessment & evaluation, logs, medical records, parole hearings,
school records, release data and reports.
DOC intends to extend this system to other local governmental agencies and partner service providers. This
may include read-only access, limited transfer of data, limited data entry, or full use of the system by other
agencies. If a system is unable to be extended to DOC partners, DOC may reject the proposal.
4.1

Organization capabilities
Describe your firm's experience and capabilities in providing similar offender management systems to
those requested in this RFP. Based on the information provided about WI-DOC-DJC, describe how
your proposed solution would be implemented.
Describe your experience working with correctional/secure institutions and community-based
supervision programs. Be specific and identify projects, dates, and results. Include the number of
years your company has been providing correctional offender management services.
WI-DOC is looking for a vendor that has have served a correctional or correctional type system that is
similar in size and scope to the WI-DOC-DJC. The vendor should have been in the business of
supplying offender management services at least five years. (allowances will be made at the WIDOCs discretion in regards to companies that have branched off of a parent company, merged, sold,
etc.) Describe in detail how your company meets these requirements.
Describe your experience working with an organization that has multiple sites and types of services;
for example, transfers between secure institutions and community supervision sites.
Describe your experience with working with multiple entities that use the same system and share
clients, but are not part of the same organization. For example, offenders transferred from one site to
another, or offenders in the community receiving services from private providers.
Describe your experience interfacing with banks, other inmate/offender financial service providers,
and other organizations, including electronic funds transfers.

4.2

Staff qualifications
Provide resumes and narrative describing the education, training, and work experiences for each of
the staff who would be assigned to implementation and ongoing support for WI-DOC. Be sure to
include a description of how long the employee has worked for your company and specific job duties
he/she has performed that are relevant to this project.

4.3

Proposer references
Proposers must include in their RFPs a list of all clients/buyers/organizations with whom the proposer
has done business similar to the type of service that is described in this solicitation within the last 3
years. For each client/buyer/organization, the proposer must include the name, title, address, and
telephone number of a contact person along with a brief description of the project or assignment
which was the basis for the business relationship. The procuring agency will determine which, if any,
references to contact to assess the quality of work performed and personnel assigned to the project.
The results of any reference contacts will be provided to the evaluation committee and used in scoring
the proposal.
DOC reserves the right to assign evaluation points to reference contacts for the top-scoring proposers.
DOC also reserves the right to reject a proposal based on reference contacts.

4.4

Financial Stability
13

In order to determine the proposer's financial ability to perform the requirements of this RFP, the
Department requires audited financial statements from the proposer's latest audit period. Submit the
completed financial statements for the primary contractor submitting this RFP for the past 3 years.
The financial statements must be submitted with the proposal response. The statements must include a
signed statement from the company President or CEO stating that the proposer follows all state and
federal guidelines for general acceptable accounting principles (GAAP). Financial information must
include, but is not limited to, a balance sheet, profit and loss statement, cash flow statement, and the
statement of retained earnings for each of the last three years (or fiscal years). The financial statement
will be reviewed for financial stability. These statements shall be prepared in accordance with GAAP
and must have been audited by a certified public accountant licensed to do business in the state in
which the bidder's principal of business is located.
If the proposer is a subsidiary of another corporation, the financial statements of the proposer and
consolidated financial statements of the parent company shall be submitted. These statements shall be
prepared in accordance with GAAP and must have been audited by a certified public accountant
licensed to do business in the state in which the bidder's principal of business is located.
If the proposer does not have audited financial statements, the proposer may submit financial records
that are available. It will be at the discretion of the evaluation committee whether the statements are
acceptable and/or points awarded in this section will reflect the evaluation committees level of
confidence in the statements based on what was submitted.
4.5

Litigation
Proposers must list any judgments entered against the proposing company for the last seven (7) years.
Proposers must list any litigation or litigation currently in process for the last seven years of the parent
company or relating to any subcontractors of the company sending in the RFP. Litigation listed must
be included if it is relevant or related to the services requested in this RFP and/or litigation that could
have an adverse effect on the financial stability of the company. Upon request, proposers must provide
DOC with the case name, number, jurisdiction, and any other information in order for DOC to
evaluate the relevance to this RFP. Failure to disclose any litigation may be grounds for DOC to
disqualify out the RFP response.

4.6

Project Plan
Include a proposed project plan for WI-DOC that includes major tasks, resources required, training
and implementation schedules.

5.0

TECHNICAL REQUIREMENTS
The Wisconsin DOC is looking for a YMIS for use by DJC in its daily operations at their four youth facilities,
in the field and at DOC Central Office. DOC intends to provide access to non-DOC personnel such as outside
service providers, other state agencies and counties that have youth under DJC supervision. This may include
read-only access, limited transfer of data, limited data entry, or full use of the system by other agencies.
Your proposed solution must include capabilities in each of the areas identified below, with detailed
descriptions provided as requested under each section. Basic capability in each area should be available
without customization. If customization is needed to provide any of the requested capabilities, the proposal
should specify where customization is need, along with the amount and type of customization needed.
Customization costs should be included in the cost proposal; do not include cost figures in this section.
The following requirements include the capabilities that any proposed solution should include. This list may
not be comprehensive, so additional functionality should be included in any submitted proposal. The DOC
does not guarantee that all of the following requirements will be implemented following an awarded contract.
Submitted proposals should also describe any additional functionality available. DOC may consider additional
functionality when evaluating proposals.
5.1

Computer system requirements for Vendor or DOC hosted applications accessed by DOC computers
5.1.1

The proposed solution must function on a Windows 7 32 bit SP1 Desktop Operating System
14

5.2

5.1.2

The proposed solution must function with Microsoft Internet Explorer 8 or newer

5.1.3

The proposed solution must function for DOC users whose access is limited to that of User
or Power User on their DOC desktops. Users at DOC do not have Administrator rights to
install software on their desktops.

Computer system requirements for Vendor Hosted software packages accessed by DOC computers
5.2.1

Proposers computer servers used to host software accessed by DOC and/or that hold DOC
data must have operational server security systems (Antivirus, firewalls, software patches,
encryption, etc.) at all times.

5.2.2

The Proposers computer systems must be backed up and able to be restored to full
operations in the event of a disaster.

5.2.3

Desktop Software Requirements

List any browser plug-ins, add-ons and Active-X components required by the proposed
solution.

List any third-party software applications, such as office automation applications, image
display tools, and graphics packages required by the solution.

5.2.4

Desktop Hardware Requirements

List the desktop system requirements such as processor speed, memory required, video
cards needed for the DOC to use the Proposers applications.

5.2.5

Cloud Computing
Can the Proposers systems, if accessed over the internet, be made accessible to DOC in
a consistent, limited IP range?
o

5.2.6

Upgrades and Patches

Describe the frequency of, and process for communicating, system changes such as
patches, functionality changes or version upgrades.

5.2.7

This capability facilitates DOC making the proposer application available for
staff access through DOC internet filtering software.

Describe the process for making changes available to users in a test environment for
review before the changes are implemented by the proposer.

Application Security Requirements

Describe key application security features such as, role based access controls, logs of
system activity by user, system timeouts for inactivity, etc.
o

Indicate if role-based security applies down to the field level or applies only at
the screen level.

Describe password strength and management capabilities of the application including

password expirations, and strong password requirements such as: Min and max length
and/or forced use of upper and lower case characters.

5.2.8

System Security Requirements for Vendor Hosted Solutions

Contractor will provide a secure environment for the application, data and any hardware
and software, including servers, network and data components.
Describe security controls in place relative to external connections to the World Wide
Web such as intrusion detection and countermeasures that will detect and terminate any
unauthorized activity prior to accessing DOC data stored on the Proposers servers.
Describe physical security measures such as securing all data on a secure server, in
locked data cabinets within a secure facility.
Describe where and how data encryption is employed, including but not limited to,
encrypted data at rest, tables, and attributes.
Describe the process for notifying DOC in the event of a computer system security
breach which did or could impact DOC data.

5.2.9

Audit Requirements
Describe what reports and/or analysis tools are available to support an audit of user
activity in the system.
15

5.3

5.2.10

Archive, Backup and Recovery

Describe the disaster recovery capability and processes in place such as: physical
location of redundant data centers, frequency of scheduled backups, if backups are
stored in a secure off-site location, time to restore the system and use of system during
these times.
Describe how frequently you perform trial runs of your disaster recovery plan.

5.2.11

Data Exchange
The Proposers systems must have the capability to exchange data with DOC systems
both in real time using industry standard web services and in batch using FTP and/or
SFTP.
The infrastructure provided for the data exchange must be scalable for future DOC
needs.
Describe the data exchange logic or provide the technical documentation that is shared
with customers who need to exchange data with the YMIS.

5.2.12

Data Ownership
The Proposer acknowledges DOC has full ownership of all DOC data housed on Proposer
computer systems and agrees that all DOC data will be returned to DOC if the contract is
terminated for any reason.
Return of data includes providing data in an industry standard format, current at the
time, either to DOC or to a DOC designated proposer and assisting with any required
data verification to ensure data is complete and useable. This process will be at the
expense of the Proposer.
Proposer will not share any DOC data, in detail or aggregate form, from their computer
systems, without prior written approval from the Secretary of the Department

5.2.13

System maintenance and service

Proposer will provide maintenance and service plan to include frequency and duration of
normally scheduled maintenance.
Proposer will make a best effort to coordinate system wide outages with the DOC to
minimize impact to DOC operations.

5.2.14

System operation and performance

Describe how you monitor and ensure system is available to customers
What is your average system availability over the past 12 months? Example 99.96%
Describe the number of concurrent users and the number of sites that can be active
without affecting system performance. Describe equipment requirements if applicable.

Computer system requirements for DOC hosted software packages accessed by DOC computers
5.3.1

DOC Server Requirements

The proposed solution must work with the current, and at least two previous versions of
Microsoft Windows Server
Proposer shall specify server system requirements such as memory, CPU and disk
storage required to run the solution when submitting the proposal.
Proposer shall indicate whether DOCs Microsoft Active Directory (AD) is to be used
for user authentication
If the solution will use DOCs Active Directory Proposer shall indicate if the application
provides Single Sign-On (SSO) capability
The proposed solution, if it uses a database, must work with the current, and at least one
previous version of MS-SQL or the current, and at least one previous version of Oracle.
Proposer shall describe the frequency of, and process for communicating, system
changes such as patches, functionality changes or version upgrades.
Proposer shall describe the method for making system changes such as patches,
functionality changes or version upgrades available to the DOC for install on DOC
servers.

5.3.2

DOC Desktop PC Requirements.

The Proposer shall list files or applications to be stored on the DOC local workstation
and the method(s) to deploy and update these files and applications.
o Ideally, no files or applications would be required on the workstation
16

5.4

5.5

5.6

o The DOC prefers, where possible, the use of browser based solutions
The Proposer shall list browser plug-ins, add-ons and Active-X components required by
the proposed solution.
The Proposer shall list third-party software applications, such as office automation
applications, image display tools, and graphics packages required by the solution.
All files and applications, required plug-ins, add-ons, Active-X components, and third
party software required by the proposed solution must pass DOC BTM certification
testing to verify compatibility with current DOC local workstation images before
deployment on DOC workstations.

Software Enhancements and Release Management

5.4.1

Proposer must offer to DOC any and all upgrades that become available during the term of
the contract.

5.4.2

For modifications required to the software to meet the needs of the intent of the contract the
vendor will:
Provide at no cost to WI-DOC
Work with DOC to define mutually agreeable delivery dates for the enhancements
Prepare the software releases for testing, validation and acceptance in a test
environment. The DOC will perform testing and give authorization to proceed prior to
migration to the production environment.

5.3.4

User Input and Feedback

Describe the process for users to supply input to future product releases.

Training and Documentation

5.5.1

Describe training included with software purchase along with training available at additional
charge:
Type of training such as end user, IT support staff
Format and/or delivery method: Instructor led, onsite at DOC, at vendor facilities,
webinar, or other.
List what training is included in the purchase price and what would be at additional
charge. Do not include cost figures in this section.

5.5.2

Describe what training materials and user manuals, both printed and digital, are available.
Specify what materials and how many copies are included in the purchase price and what
would be available at an additional charge. Do not include cost figures in this section.
These materials should be targeted to:
DOC staff accessing proposer systems from DOC workstations
DOC staff with administrative rights to manage users, maintain tables, etc.
DOC staff who may work with the vendor to resolve technical issues.
Non-DOC staff, such as county agencies or service providers, who may access the
system to view records or use limited functions for certain offenders.

5.5.3

Proposer will describe the documentation provided for new releases, to include but not be
limited to, updated user guides, help systems, and training.

System Warranty
Describe your standard warranty, including warranty length and process for repair or replacement.

5.7

System Support
DOC is a 24/7 environment. Describe in detail the support included with the package:
How can support be accessed such as phone, internet, email
Hours of support tied to type of support available. For example:
7AM 5PM CT Live operator support by phone or internet chat
Other times: Voicemail with escalation to on call staff available for critical system
issues
17


5.8

Are support staff US based? If not US based, from what country are support located?

System Ownership and Rights

Please indicate if you are in agreement to each of the requirements in this section. If you are not,
describe the reasons.
5.8.1

Third Party Acquisition of Software

Proposer will notify the DOC in writing if its intellectual property, business, or all of its
assets are acquired by a third party.

5.8.2

Title of Software
Proposer submitting a proposal represents and warrants that it is the sole owner of the
software or, if not the owner, has received all legally required authorizations from the owner.
Proposer to provide the following documentation:
Term of software license
Rights to computer software

5.9

General System Operation

DJC administrators must have rights to create and maintain user accounts.
Security options should include the ability to grant user rights both to application
functions and youth records to records by agency, location and user role.
The system should provide multiple methods of querying a record in the software.
Please describe.
The system should allow the user to configure and maintain code tables and drop downs
values. Please describe.
The system should permit the creation of a standard agency-defined workflow and allow
a user to complete the workflow in a different order. Please describe.
The system should allow the user to update multiple individual records with the same
date in a single transaction. Please describe.
The system should have the ability to accept and retain scanned documents and
photographs. Please describe, including the amount of storage available and archiving
capability.
Describe the ability of the system to use and store electronic signatures, including
authentication procedures.

5.10

Scheduling
The system should have the ability to schedule events, indicate/override conflicts,
reschedule and notify participants of those events. Please describe.
Describe the types of events built into the system and how additional types of events can
be added.

5.11

Intake Process
Describe the systems intake process to include:
Search for the persons information
Search for existing records
Physical/demographic information captured
Ability to enter comments
Types of intakes permitted/allowing of multiple intake types
Recording of property

5.12

Commitment Data
Describe how charge and commitment data is entered and data fields available.
Describe if the system permits multiple statute numbers to be entered for a single
offense (i.e. modifiers, enhancers).
Describe how the system handles multiple charges on a single commitment.
Describe how sentence data is entered for each charge and field available.
18

Describe how the system differentiates between concurrent and consecutive sentences.
Describe how the system permits entry of comments on both charge and sentence
information.
Describe how court-ordered conditions are recorded and tracked, including restitution,
community service, etc.
Describe how the system records different types of commitments and records for
individuals being held or served for reasons other than commitments.
Describe how commitment extensions or modifications are recorded.

5.13

Classification/Housing
Describe the systems ability to classify individual housing areas as to type of
individuals that may be housed there.
Describe the ability of the system to allow for changes in housing area classifications.
Describe the ability to reclassify individuals due to changes in circumstances.
Describe the ability to flag and notify operator of individuals that must be kept apart
when assigning housing locations, treatment programs, etc.
Describe the ability of the system to print housing unit & facility counts and rosters,
both current and historical.
Describe the ability of the system to track and maintain housing location changes for
each individual.
Describe the ability of the system to recommend housing based on special
needs/requirements.
Describe the ability of the system to track and record time served in an institutional
setting versus in the community. Include any ability to exclude any incarceration time
that does not apply towards total incarceration time.

5.14

Movement/Transportation
Describe the ability to track and record all individual movement and placements, both
internal and external.
Describe the ability to track and record varying movement/placement types, including
multiple simultaneous movements/placements.
Describe the systems capability to monitor, display and report all time spent by each
individual in a secure facility.
Describe the ability to generate movement/transportation lists.
Describe the ability to generate court appearance, medical or other transportation
reports.
Describe the ability of the system to record future transportation or court appearance
requirements.
Describe the ability of the system to record offender counts by location, unit and
assignment.
Describe the ability of the system to record and track required community service hours
along with voluntary community service projects.

5.15

Releases

5.16

Programs

Describe how the system tracks temporary absences/releases while the commitment
remains active.
Describe system reports available for individuals out on temporary release.
Describe how commitment records are closed upon completion of the sentence.

Describe how the system processes assignment/registrations for offender programs and
services.
Describe data the system records for each program and each individual assigned to a
program.
19

5.17

Visitation

Describe how the system maintains a list of programs and services available at each
facility.
Describe how the system handles waiting lists for a program or service.
Describe any functionality in the system to compare program completions to recidivism.
Describe the capability of an external service provider or program to remotely access the
application and update an offenders program information.
Describe the ability to schedule and track visitation.
Describe the process to approve visitors.
Describe the ability to display and print approved and denied visitor lists for each
individual.
Describe the ability to display a list of scheduled visits by date range and indicate
whether or not the visitation occurred.
Describe alerts or flags available for those individuals on the visitors list.

5.18

Special Needs
Describe how the system tracks, records, displays and reports special needs including:
o Special dietary needs, restrictions or allergies
o Medical watch
o Medical, dental or psychological conditions
o Medications
o Isolation
o Suicide risk
o Special Education
o Limited English Proficiency
o English as a second language
o Risk of sexual victimization or perpetration
Describe the ability to record and log special watches based on the above conditions.

5.19

Incident Reporting and Discipline

Describe the capability of the system to produce incident reports and the incident
reporting process.
Describe the ability for supervisory review of incident reports.
Describe how staff are assigned follow-up on incident reports.
Describe the ability to classify specific types of incidents requiring administrative
review and any automated routing of such reports.
Describe the ability to assign disciplinary action to an offender based on an incident
report as well as assigning a disposition to the incident.
Describe queries and reports produced based on incident report information.
Describe the ability of the system to keep certain types of incident reports confidential
when involving confidential or personnel investigations.

5.20

Offender Review/Parole
Describe the ability to establish specific timelines for offender review hearings based on
type of commitment.
Describe the ability to assign staff to review hearings.
Describe the ability of the system to schedule offender hearings based on establish
timelines and the ability to modify hearing dates.
Describe the ability to notify assigned staff and others of scheduled or modified hearing
dates.
Describe the ability of the system to indicate participants availability for required
hearings.
Describe the ability to enter information, decisions and results of hearings.
Describe the ability to generate standard documents using system data of assignments,
personnel, victim notifications, actions needed and other decisions as needed.
20

Describe the ability to generate sequential case termination numbers upon expiration of
commitment.

5.21

Offender Accounts
Describe the ability and capability to track offender funds and account balances.
Describe the types of payee information maintained in the application.
Describe the ability to validate payee addresses.
Describe the ability to handle joint and severable obligations.
Describe the ability to set obligation disbursement priorities.
Describe the ability to produce reports.
Describe the ability to divert portions of deposits to be paid toward restitution or other
balances due.
Describe the ability to produce statements and receipts.
Describe the ability to process obligation adjustments and corrections.
Describe the ability to process electronic funds transfers, including payments from
offender accounts, transfers of balances across institutions, transfer of balances to
offenders personal account upon release, and receipt of funds into an offenders
account.
Describe the ability to produce checks.
Describe the process for reconciling multiple individual offender accounts to the
institutions master account which holds the balance of all offender accounts.
Describe reports that are available for reconciliation of the institution account to the
bank account, including outstanding checks, deposits in transit, voided checks, etc.

5.22

Agency Accounting/Billing
Describe the ability to invoice other agencies for offenders being held on their
commitments/other orders.
Describe the ability to identify the agency to be invoiced based on the commitment type
and service/placement type.
Describe the ability to apply the correct daily rate(s) based on type of hold/commitment
order, service/placement type, external movements, and service/placement and
movement dates.
Describe the ability to charge separate rates for multiple services/placements received by
an individual youth at the same time
Describe the ability to accommodate different billing cycles.
Describe the ability to reconcile accounts for each fiscal year.
The state and the counties operate on different fiscal years. Describe the ability to
identify multiple fiscal years for different agencies.
Describe the ability to monitor and track placement of offenders in other contracted
facilities to permit reconciliation of received invoices for services provided.
Describe the ability to create and maintain location, service type, and rate information
for contracted facilities.
Describe the ability to make manual billing adjustments.
Describe the ability to track receipt of funds for child support, SSI, medical insurance,
etc. to offset the cost of the youths care.

5.23

Queries, Reports, and Forms

Describe the standard queries and reports produced by the system.
Describe any ability for the user to create additional or custom queries and reports.
Describe any capability to reorganize or sort standard queries and/or reports.
Describe the output format of standard reports (i.e. PDF, Excel, etc.).
Describe the ability for the customer to export data from the system.
Proposers should provide screen shots of the report generation tools.
Describe the ability of the system to provide for the generation of standard customerrequired forms by placing data in a pre-defined template.
21

5.24

Describe the ability of the system to provide for the customization of existing customerrequired forms.

The system should retain an audit log of transactions.

Describe how the system enables auditing of transactions, including the specific types of
transactions that can be audited and the process for conducting transaction audits.
Describe the ability to provide auditing and reporting of medical and mental health
information to comply with HIPAA requirements.
Describe any system protections or cautions in place to protect privacy of confidential
information.

Auditing

5.25

Other

6.0

Describe the capability to create custom modules for non-standard functionality.

Describe options for access to the system by non-DOC personnel such as outside service
providers, other state agencies and counties that have youth under DJC supervision;
including read-only access, limited transfer of data, limited data entry, or full use of the
system. Describe how such access would be granted and managed.
Describe your companys ability to bill non-DOC entities for their use of the system,
including how the amounts billed would be determined. Do not include cost figures in
this section.
Describe capability the system has for uploading and associating data files (MS-Word,
comma delimited, image files, etc.) to youths. These files could include pictures, court
documents, educational records, etc.

COST PROPOSAL
6.1

Budget/cost responsibilities
Software, implementation, and maintenance costs will be paid by DOC. Costs will be evaluated on
total cost of ownership for 10 years.
Partner agencies may be separately responsible for costs of their use, depending on the cost structure
and the extent of their use.

6.2

Submittal of cost proposals

The cost proposal should be submitted in an envelope separate from the written proposal. The cost
proposal will be scored using a standard quantitative calculation where the most points will be
awarded to the proposal with the lowest cost.

6.3

Cost point allocation

The proposal will be scored using a standard quantitative calculation where the maximum points
(200) will be awarded to the proposal with the lowest cost. The other proposals will be awarded points
in the cost section based off a percentage method based off the vendor with the lowest cost. For
example: If Vendor A has the lowest cost and gets 200 points, and Vendor B is 10% higher than
Vendor A, then Vendor B will be awarded 180 points. (200X-.90=180)

6.4

Format of cost proposal

See Attachment A- Cost Sheet Instructions

7.0

SPECIAL CONTRACT TERMS AND CONDITIONS

7.1

Payment requirements
Payments will be made within 30 days of submittal of a proper invoice.
22

7.2

7.3

Subcontracting
Any Contract resulting from this RFP shall not be, in whole or in part, subcontracted, assigned, or
otherwise transferred to any other Contractor without prior written approval by DOC Purchasing.
7.2.1

The Contractor shall be directly responsible for any subcontractors performance and work
quality when used by the Contractor to carry out the scope of the job.

7.2.2

Contractor must assure subcontractors abide by all terms and conditions under this Contract.

7.2.3

If subcontractors are to be used, the Contractor must clearly explain their participation.

Prime Contractor:
Subcontractors

Minority Business Subcontractors and Disabled Veteran-Owned Business

The prime contractor will be responsible for contract performance when subcontractors are used.
However, when subcontractors are used, they must abide by all terms and conditions of the contract. If
subcontractors are to be used, the bidder must clearly explain their participation.
The State of Wisconsin is committed to the promotion of minority business in the state's purchasing
program and a goal of placing 5% of its total purchasing dollars with certified minority businesses.
Authority for this program is found in ss. 15.107(2), 16.75(4), 16.75(5) and 560.036(2), Wisconsin
Statutes. The contracting agency is committed to the promotion of minority business in the state's
purchasing program.
The State of Wisconsin policy provides that minority-owned and disabled business enterprises
certified by the Wisconsin Department of Administration Minority Business Certification Program
should have the maximum opportunity to participate in the performance of its contracts. The
supplier/contractor is strongly urged to use due diligence to further this policy by awarding
subcontracts to minority and disabled owned business enterprises or by using such enterprises to
provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the
contract price to such enterprises.
The supplier/contractor shall furnish appropriate quarterly information about its effort to achieve this
goal, including the identities of such enterprises certified by the applicable State of Wisconsin
Supplier Diversity Certification Program (http://vendornet.state.wi.us/vendornet/doaforms/doa3234.doc) and their contract amount.
The Wisconsin Office of Business Development also certifies disabled veteran-owned business
certification program and supplier/contractor should also include the identities of such businesses in
their quarterly information.
Quarterly reports shall be due fifteen (15) calendar days after the end of the quarter, 9/30, 12/31, 3/31
and 6/30. The form for submitting this information is available from the VendorNet Department of
Administration Forms Page: http://vendornet.state.wi.us/vendornet/doaforms/doa-3234.doc .
The report shall be submitted even if there is no activity.
Submit to:
e-mail: DOCDMSPurchasing@wisconsin.gov
post:

MBE Purchasing Report

PO BOX 7991
Madison, WI 53707-7991

The State reserves the right to request additional reports from the Contractor at no additional cost.
Contractor shall use every effort to provide such reports in a reasonable timeframe, but no later than
thirty (30) calendar days from the time the request was submitted. These reports shall be in a form
approved in advance in writing by the State.
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A listing of certified minority businesses, as well as the services and commodities they provide, is
available from the Department of Administration, Minority Business Program, (608) 267-3293. The
listing is published on the Internet at: http://www.doa.state.wi.us/mbe/report2.asp?locid=0 .
A directory of certified disabled veteran-owned business can be accessed via this website:
http://commerce.wi.gov/BusinessDirectory/.
Information about the Disabled Veteran-Owned
Business Program is available from the Department of Administration, (608) 267-3293.
7.4

Affirmative Action
All contracts of more than Fifty Thousand Dollars ($50,000) require the submission of a written
affirmative action plan or request exemption. Contractors with an annual workforce of less than
twenty-five employees are eligible for exemption. Within fifteen (15) days after the award of the
contract, the written affirmative action plan, or statement requesting exception, shall be submitted to
the Departments Contract Compliance Office. Address plan to:
Affirmative Action Manager/ Purchasing Services
Department of Corrections
3099 E Washington Ave
PO BOX 7991
Madison Wi 53707 7991
Contractors are encouraged to contact this office at, (608) 240-5571, for technical assistance on equal
opportunity.
"Affirmative Action Plan" is a written document that details an affirmative action program. Key parts
of an affirmative action plan are: (1) a policy statement pledging nondiscrimination and affirmative
action employment, (2) internal and external dissemination of the policy, (3) assignment of key
employee as the equal opportunity officer, (4) a workforce analysis that identifies job classification
where representation of women, minorities and the disabled is deficient, (5) goals and timetables that
are specific and measurable and that are set to correct deficiencies and to reach a balance of work
force, (6) revision of all employment practices to ensure that they do not have discriminatory effects,
(7) establishment of internal monitoring and reporting systems to measure progress regularly.
Failure to comply appropriately with these requirements can lead to bidder being banned from doing
business with any agency of the State of Wisconsin. Additionally, failure to comply can result in
termination of this contract, or withholding of payment. On the Vendor Information Sheet provide the
requested information. For additional information see Section 19.0 of the Standard Terms and
Conditions.

7.5

Wisconsin Sales and Use Tax Registration

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel
any existing contract if the vendor or contractor has not met or complied with the requirements of s.
77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.
If you have not established a certification for Collection of Sale and Use Tax status with the
Wisconsin Department of Revenue, the DOC and any other state agency can not issue any purchase
orders to your firm. For additional information see http://www.dor.state.wi.us/html/vendlaw.html

7.6

Tobacco-Free Environment
All DOC Institutions are Tobacco-Free. Contractors are not to possess or use any tobacco product
inside an institution.

7.7

Security and Credential Review

The department requires that all bidders and contractors providing services in its facilities submit and
pass criminal background and license/credential checks. History of arrests and/or convictions could
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disqualify an individual if deemed relevant to the position, service or site. Background checks will be
conducted and paid for by the institution, and records will be maintained on site, as well as copies of
credentials and licenses
7.8

Access to DOC Institutions

Execution of this contract requires access/entrance into DOC secure facilities. All contractor staff
entering secure facilities will be required to submit to a Criminal Background Check, which must be
successfully completed prior to arrival. Although specific policies vary somewhat between facilities,
the following will apply:

7.9

Within the fence, contraband items are prohibited in the vehicle as well as on the person.
Contraband items include but are not limited to drugs, tobacco products, cell phones, adult or
pornographic materials, explosives and weapons (including pocket knives and razor knives,
unless a part of an inventoried tool box.) Tool boxes should be inventoried prior to arrival to
facilitate security staff accounting. Items may be left with security, however illegal items
may not be returned.

Contractor staff walking in may be required to pass through a metal detector and/or have all
carry-in items x-rayed or searched.

Fraternization with juveniles is prohibited. Nothing is to be given to juveniles (food, mail,

money, newspapers or magazines, etc.) without authorization and nothing is to be received
from juveniles for removal or transport from the institution.

Employee Identification
All contractors employees, while working on DOC property, must wear a clearly displayed photo
identification badge (provided by the Contractor at the Contractors cost) showing they are employees
of the contractor. Badges must be available but will not be required to be worn when protective
clothing and respiratory protection is required.

7.10

Confidentiality
7.10.1

Contractor acknowledges that some of the data and documentation it may become privy to in
the performance of this Contract is of a confidential nature. The confidentiality of offender
health information is protected by the federal Health Insurance Portability and Accountability
Act (HIPAA) regulations (45 CFR, parts 160 & 164), federal Alcohol and Other Drug Abuse
Patient Information regulations (42 CFR part 2), and by various Wisconsin laws governing
the confidentiality of medical, mental health, developmental disability, and alcohol and drug
information. In addition, the department considers all personally identifiable information
relating to DOC employees or offenders to be confidential.

7.10.2

Contractor shall make all reasonable efforts to ensure that it or its employees and
subcontractors do not disseminate such confidential information without the Departments
prior permission and in a manner that complies with all applicable confidentiality laws and
requirements.

7.10.3

Contractor and its employees and subcontractors will not reuse, sell, or make use in any
format the data researched or compiled for this Contract for any venture, profitable or not,
outside this Contract.

7.10.4

The restrictions herein shall survive the termination of this Contract for any reason and shall
continue in full force and effect and shall be binding upon the Contractor or its agents,
employees, successors, assigns, subcontractors, or any party claiming an interest in this
Contract on behalf of or under the rights of Contractor following any termination. Contractor
shall advise all Contractor's agents, employees, successors, assigns, and subcontractors
which are engaged by the State of the restrictions, present and continuing, set forth herein.
Contractor shall defend and incur all costs, if any, for actions that arise as a result of
25

noncompliance by Contractor, its agents, employees, successors, assigns and subcontractors

regarding the confidentiality restrictions herein.
7.11

Employment Of Current Offenders And Employment And Retention Of Individuals Arrested, Charged
Or Convicted of Criminal Offense
7.11.1

Contractor shall not employ a person who is on probation or parole for any position where
the primary duties and responsibilities involve the supervision or treatment of inmates,
probationers or parolees or involve access to offenders' records or funds.

7.11.2

Contractor will implement policies and procedures to ensure that: Job applicants or current
employees shall be dealt with as follows:
7.11.2.1 For a job applicant who has a pending criminal charge: Where the circumstances of
said criminal charge substantially relate to the circumstances of a particular job or
licensed activity, the applicant will not be hired for that job;
7.11.2.2 For a current employee who has a pending criminal charge: Where the
circumstances of said criminal charge substantially relate to the circumstances of the
job or licensed activity, the employee will not be continued in that particular job;
7.11.2.3 For a job applicant who is convicted of a criminal offense: Where the
circumstances of said conviction of a criminal or other offense that substantially
relates to the circumstances of a particular job or licensed activity, the applicant will
not be hired for that job; and
7.11.2.4 For a current employee who is convicted of a criminal offense: Where the
circumstances of said conviction of a criminal or other offense that substantially
relates to the circumstances of the current job or licensed activity, the employee will
not be retained in that particular job.

Nothing in this contract prohibits the Contractor from reassigning or suspending the employee or, in
the case of a conviction, terminating the employee.

7.12

7.11.3

In hiring and retention decisions, Contractor may consider records of pending criminal
charges and convictions when it can be demonstrated that the circumstances of the offense
substantially relate to the circumstances of the job or licensed activity. When determining
whether the circumstances of a pending charge or conviction are substantially job related,
Contractor should take into consideration elements related to the position, the offense, and
the individual.

7.11.4

To make determinations on substantial relationships to the circumstances of the job,

Contractor shall have written policies on how the applicant for employment and the
employee will be reviewed. To guide the development of the policy, the Contractor may
obtain a copy of Chapter 301 of the Department of Corrections Supervisor's Manual from the
Contract Administrator.

Contractor Audit Requirement

7.12.1

Governmental entities shall comply with the Single Audit Act of 1984, OMB Circular A-128
and the State Single Audit Guidelines issued by the Department of Administration. They
shall also comply with the Department of Health and Family Services' Allowable Cost Policy
Manual. Single audit reports are due to the Department within 30 days from issuance of the
report, but no later than one year after the end of the audit period.

7.12.2

Non-profit agencies that have been certified under USC 501(c)(3) shall comply with OMB
Circular A-133, the Department's Contractor Agency Audit Guide, the Allowable Costs
Policy Manual and ss. 301.08. Audits are due to the Contractor within one year of the close
of the contract.
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7.13

7.12.3

Profit agencies shall comply with the Department's Contractor Agency Audit Guide, the
Allowable Costs Policy Manual, and ss. 301.08. Audits are due to the Contractor within one
year of the close of the contract.

7.12.4

If a Contractor agency's audit is based on a calendar rather than state fiscal year (July 1
through June 30), the Contractor and/or auditor shall submit a worksheet which reconciles
the expenditures based on the state fiscal year and the relevant purchase orders within one
year of the close of the contract.

7.12.5

DOC shall notify Contractor within 90 days of receipt of the audit completed by the
independent certified auditor, whether or not the audit meets the requirements of DOC's audit
guidelines. DOC shall initiate resolution of audit findings with Contractor within 180 days
following notification of the audit's acceptance. If the audit is not complete or is acceptable
only in part, DOC shall rely upon the acceptable portion of the audit and any additional audit
work shall build upon the work already done.

7.12.6

DOC reserves the right to conduct an independent audit of Contractor if Contractor fails to
secure an audit covering all funds, or a follow-up review of selected areas is determined to be
necessary. In the event that Contractor fails to secure an audit, DOC's costs for completing
an audit will be charged back to Contractor.

7.12.7

Contractor agrees that it is responsible to assure that all purchase of service contracts of
$25,000 or more meet the requirements of the Office of Management and Budget Circulars
A-133 and A-128 that pertain to sub-recipient audits.

Faith-Based and Charitable Organizations

7.13.1

A faith-based or charitable organization is eligible to be a contractor on the same basis as any

other private organization. If Contractor is a faith-based or charitable organization it shall
retain its independence from the State of Wisconsin, including without limitation
Contractors control over the definition, development, practice, and expression of its
charitable or religious beliefs. Except as otherwise provided by state or federal law,
Purchaser shall not interpret this Contract to require a charitable or faith-based organization
to alter its form of internal governance or remove religious art, icons, scriptures, or other
symbols.

7.13.2

A religious organization does not, by contracting with the State of Wisconsin, lose the
exemption provided under Section 702 of the Civil Rights Act (42 U.S.C. 2000e-1(a))
regarding its employment practices. Furthermore, if a faith-based or charitable organization
segregates the government funds provided under the Contract, then only the financial
assistance provided by these funds will be subject to audit.

7.13.3

Neither Purchasers selection of a charitable or faith-based contractor to provide the Services

described herein nor the expenditure of funds under this Contract is an endorsement of the
Contractors charitable or religious character, practices, or expression. The purpose of this
Contract is the provision of Services; none of Purchasers expenditures have as their
objective the funding of sectarian worship, instruction, or proselytization. As such, a faithbased or charitable Contractor of Services under this Contract shall post at its place(s) of
business the following written notice and personally apprise all assisted inmates of the same:

Neither the State of Wisconsins selection of a Charitable or faith-based Contractor of services

or the expenditure of funds under any contract with said Contractor is an endorsement of that
Contractors charitable or religious character, practices, or expression. No Contractor of
services may discriminate against you on the basis of religion, a religious belief, or your refusal
to actively participate in a religious practice. If you object to a particular Contractor because of
its religious character, you may request assignment to a different non-sectarian Contractor by
contacting your Agent.
7.13.4

To ensure an inmate is informed of the foregoing, a faith-based or charitable Contractor shall

require that each inmate receiving Services under this Contract signs an acknowledgment
27

form prepared by the Contractor containing the aforementioned notice and verifying the
offenders receipt of the same. A copy of all signed acknowledgment forms shall be
promptly provided to Purchaser. Finally, Purchaser will require that each inmate sign the
Purchasers Voluntary Choice and Waiver form, which will be provided by Purchaser, prior
to receiving any Services from a faith-based or charitable Contractor under this Contract. A
faith-based or charitable Contractor agrees to refrain from providing Services hereunder to an
inmate until it receives a copy of a fully executed Voluntary Choice and Waiver form from
Purchaser for that respective offender.
7.14

Americans with Disability Act

The contractor agency must complete or currently have on file a facility self-survey and a program
and policy self-evaluation to address compliance with the Americans with Disability Act. (Public
Law 101-336, July 26, 1990, 104 Stat. 327 and Title 42, U.S.C.A., ss. 12101 to 12213). During the
course of the contract, the contractor must take action to comply with the facility, program and
employment provisions of the Americans with Disability Act. Applicants may obtain information on
the Americans with Disability Act by contacting the Director of the Office of Diversity and Employee
Services, Wisconsin Department of Corrections, 3099 E. Washington Avenue, PO Box 7925,
Madison, Wisconsin 53707-7925.

7.15

Contractor Major Structural Change

The Contractor is required to provide the Department with a minimum of 90 days written advance
notice of any planned or potential structural change (merger, buyout, acquisition, consolidation, etc.).
Contract may not be automatically assigned to the new entity (since the underlying procurement may
be affected).

7.16

Carrying a Concealed Weapon

Contractor is prohibited under Executive Directive 80, signed October 31, 2011 from possession of
any weapon by Contractor's employees while providing services to DOC offenders.
Contractor will prohibit firearms/weapons in any owned, leased/rented, or available location in which
program services are provided for DOC. Signs shall be posted at every public entrance. Each sign
must be at least five inches by seven inches state the restriction on carrying a firearm, and inform
people that weapons or firearms are prohibited. Sample signage will be available through the
Contract Administrator.

7.20

Executed contract to constitute entire agreement

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and
revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by
the agency and the contractor shall become part of the contract. Failure of the successful proposer to
accept these as a contractual agreement may result in a cancellation of award.
The following priority for contract documents will be used if there are conflicts or disputes.
Official Purchase Orders
Vendor's Proposal CS-4716 Dated 12/23/2014
Subsequent vendor submittals-demonstration materials, BAFO, response to inquiries, etc.
Standard Terms and Conditions

8.0

STANDARD TERMS AND CONDITIONS

The State of Wisconsin reserves the right to incorporate standard State contract provisions into any contract
negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions (DOA-3054)
and Supplemental Standard Terms and Conditions for Procurements for Services (DOA-3681)). Failure of the
successful proposer to accept these obligations in a contractual agreement may result in cancellation of the
award.

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