RFP #4161: Volunteer Management System - Vendor Questions/Inquiries and Responses

MADISON METROPOLITAN SCHOOL DISTRICT

REQUEST FOR BID

General Information

Introduction and background

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for a Volunteer Management System. The District as represented by Office of Strategy & Innovation intends to use the results of this solicitation to award a contract for purchasing - a Volunteer Management System.

Approximately 25,500 students, about 60% of which are minority, are currently enrolled in the Madison Metropolitan School District (District), making it the second largest school district in the State of Wisconsin. The District employs 2,664 teachers, 141 administrators and 1,382 support personnel, plus 2,200 part time staff (including substitute teachers and summer recreation workers). The District includes 52 school buildings in a 72 square mile area that includes the City of Madison and all or parts of several surrounding municipalities, with 33 elementary schools (grades 4K through 5) 12 middle schools (grades 6 through 8) and 6 high schools, one of which is a small alternative high school (grades 9 through 12). Several of the schools at each level have been named National Schools of Excellence by the U.S. Department of Education. The District also operates early childhood programs and alternative programs for middle and high school students as well as maintaining additional sites such as the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, and the Affiliated Alternatives.

Madison Metropolitan School District believes every school should be a thriving school that prepares each student to graduate from high school ready for college, career and community. We strive to ensure that students are on-track to graduate, that every student has access to a challenging and well-rounded education, and that students, families and employees experience a positive school and district climate. The District's strategic framework recognizes the following priorities in working toward the realization of our vision: 1) Empower School Communities - We will empower principals along with school teams, providing them the resources, flexibility and integrated support necessary to collaboratively create strategies with students, staff and families that accelerate student progress; 2) Invest In People - We will commit to investing in and fully supporting our staff, with a focus on anti-racist, culturally responsive and inclusive teaching and powerfully aligned hiring, placement, induction, professional growth, coaching and evaluation practices; 3) Streamline Priorities - We will focus the work of the central office team on breaking down systemic barriers and filling gaps in access, services and resources; 4) Plan for the Future - We will think and plan long-term in partnership and collaboration with our students, families, staff and the larger Madison community.; and 5) Embrace Innovation - To address challenges without clear solutions, we will adopt new mindsets toward risk-taking and support people in bold, new and innovative work within the classroom and beyond.

(MMSD's Strategic Framework can be found athttps://www.madison.k12.wi.us/about/mmsd-excellence-together/strategic-framework)

Because of the District's sound financial management practices, Madison Metropolitan School District is one of only a few Wisconsin districts to have an "AA+ stable" bond rating.

Instructions to Bidders

Public Records & Confidentiality

Unless otherwise noted, names of all organizations submitting bids will be publicly available after the date and time specified as the deadline for submitting bids. Bid abstract will be open to public inspection after award(s).

Amendments & Revisions

Revisions to this request for bid, including due date, may be made by an official written amendment issued by Purchasing Services.

Submission Logistics

Correspondence and delivery envelopes/packages must reference the request for bid number.

All bids ONE hardcopy original and ONE electronic version (memory stick) may be submitted via US mail, hand delivery or a delivery service and must be received by PBPA - Room 200A at 545 W Dayton Street, Madison, WI 53703. Bids not date/time stamped by PBPA - Room 200 staff (or designee) by the posted date and time shall be considered late and shall be rejected.

Bids should be mailed to:

Dana Scheel

PBPA - Room 200A - Purchasing Services

Madison Metropolitan School District

545 West Dayton Street

Madison, WI 53703-1967

Any entity submitting a bid has no enforceable right to amend its bid after the submission deadline.

Tax Status

The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.

Purpose of the request for bid

The Madison Metropolitan School District, Office of Strategy & Innovation, requests bids for a Volunteer Management System in accordance with the information listed below (more detailed descriptions may be attached to this document). Special Conditions of Bid, Specifications, Itemized Bid List, and Standard Terms and Conditions are contained herein. All communication and/or questions MUST be sent to Dana Scheel, Manager - Procurement & Contracts, at bids@madison.k12.wi.us. To formally submit your bid for consideration, simply provide the information required below, sign, and return this document with all other required documentation in accordance with the guidelines established herein.

Currently, our Volunteer Tracker with Bchex is being sunset December 2026. We've been granted a special contract to hold onto the current Volunteer Tracker until we transition to a new Volunteer Management System. The Volunteer Tracker was the first iteration of any volunteer system implemented in the Madison Metropolitan School District that utilized a software to house and streamline the volunteer process in our school district. This software worked well for providing a centralized hub for volunteers, student-teachers, work-study students, partnership staff, and anyone else that is not categorized as a district staff but engages with MMSD in some capacity. This was a great tool for ensuring we are in compliance with our set by our Board of Education.

During this first iteration, a report between school year was conducted and found emerging themes and recommendations per an implementation for a Volunteer Management System. Key recommendations then are as follows: (1)Volunteer toolkit/handbook for school coordinators, (2)Volunteer manual for volunteers, (3)Volunteer management software, and (4)Volunteer management PD. These recommendations that were originally founded were due to the report findings surrounding inconsistencies that existed across our school district with the "."

Since the first implementation of the MMSD Volunteer Tracker back in spring semester of 2022, this current system has been able to bring consistency in best practices to meet our needs of adhering to MMSD Policy 7543.

As this Volunteer Tracker has served our school district well, we've also learned some important key aspects of potential for a new Volunteer Management System. The Volunteer Tracker has volunteer management tools that are outdated and have not aged well with time. It is important to note that some of the initial key recommendations from the report in 2016-17 are still important for us to follow through with and to implement an all encompassing Volunteer Management System that will age well and have longevity in our system to serve our entire district of school staff, students, parents, volunteers, community members, and partnerships to build for the future.

Drawing from our experience with our current Volunteer Tracker, the new Volunteer Management System must be able to track the following data listed (note that this is not an exhaustive list and vendors should also look at section 3.4):

Data Tracked Relating to Volunteers

Name

DOB - with automated celebration emails to volunteers

Contact information - Address, Email, Phone #

Partnership/Community Organization Affiliations

Parent of MMSD Student/Community Member/Current Staff

Professional Title

Education Level

Background Check

Background Check Update needed

Interests/Hobbies

Availability - Days/Hours/Weeks

School of choice for service

Transportation/License/Insurance/Vaccination Card (In case there is ever a need to collect vaccination cards such as after COVID)

Demographics - Race & Ethnicity, Age, Gender Identity(Male, Female, Non-Binary, or Prefer Not to Say)

Socioeconomic Categories - This data piece helps us to observe if there are economic barriers to volunteering and/or if we as a school district are able to successfully engage across socioeconomic

Income range/household Income

Education Level

Potential interest in MMSD employment opportunities

Language skills

Emergency Contact(s)

Hours Volunteered - automated emails to congratulate volunteers on milestone hours

Frequency Volunteered

Duration of Volunteer Service

Track training/orientation completion based on volunteer role & MMSD Volunteer Expectation Form read & acknowledgement

Last login date

Track if a volunteer has been placed/matched with an actual volunteer opportunity or if they are floating in the system(how long float lasts)

Turnaround time for background check status'

Provide different background check status'(Ex: Pending, Approved, Deny)

No-show & Cancellations

Data Tracked Relating to Schools

School staff user engagement with Volunteer Management System

Which staff at which schools have what user role - track administrative responsibilities of account holders at schools

Verifying volunteer approval status

Verifying volunteer credentials for volunteer position

Recruiting volunteers for school events

Coordinating volunteers for school events

Communicating with current approved volunteers about volunteer opportunities

Staff onboarding to utilize Volunteer Management System

Bid Specifications

Specifications and Bid Conditions

Conditions of bid which include the "shall" or "must" describe a mandatory requirement. All specifications are defined as mandatory minimum requirements unless otherwise stated. If no bidder is able to comply with a given specification, condition of bid or provide a specific product on the Itemized Bid List, the MMSD reserves the right to delete that specification, condition of bid or item.

Procuring and contracting department/division

This Request for Bid (RFB) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the Request for Bid process. The person responsible for managing this procurement process is Dana Scheel, Manager - Procurement & Contracts.

As it pertains to this RFB, vendors shall NOT have contact with anyone other than the Manager - Procurement & Contracts (if absent, the Lead Buyer) through the duration of this RFB process. All communication pertaining to this RFB must be in writing by email to (preferred) or US mail.

Contract Term and Funding

Any contract(s) resulting from this RFB will be administered by Madison Metropolitan School District, Office of Strategy & Innovation. The contract administrator will be Shing Vang, Community Engagement & Volunteer Coordinator.

The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through June 30, 2028, with an option by mutual agreement of the District and contractor, to renew for Two (2) additional one-year periods unless amended, cancelled or rebid.

Bid Requirements

The following list outlines the desired functions of the new Volunteer Management System:

1. Application Process

The application structure can provide a flexible and easy to change categories according to district needs and standards.

Must provide a comprehensive, full online application ecosystem utilizing tiered workflows to distinguish between one-time, low-frequency, mid-frequency, and high frequency volunteer roles.

The system must capture community organization affiliations and provide a definitive way to sort/categorize community volunteers, student teachers, work-study students, partnership program staff, and current district employees.

Must be able to funnel district employees through a different approval channel as criminal background checks for current employees are not needed to be pulled

Offers a built-in translation feature to support our diverse linguistic community to ensure accessibility for non-English speakers

Provides an expedited access bypass process for one-time event volunteers per district volunteer policy while still allowing school-based staff to utilize the system to coordinate and track these event participants

2. Communication

Features a robust communication hub built for district and school-based staff to intentionally recruit, engage, and retain new and current volunteers for volunteer opportunities.

Allows staff to directly broadcast specific volunteer needs and facilitate targeted outreach based on volunteer interests, skills, or locations

Includes both automated and manual tools for volunteer lifecycle management, such as recruitment campaigns, orientation/training reminders, and automated milestone recognition with volunteer birthdays display/celebrated either by an automated birthday message and/or providing an online board with birthday recognition and milestone recognition

3. Background Checks

Delivers an integrated background check module connecting directly with our 3rd-party vendor, JDP($7/background check or lower-cost equivalent)

Background check trigger must be embedded seamlessly into the application workflow rather than a separate form

Automatically tracks volunteer clearance status and sends automated updates to volunteers.

The system must be able to flag background checks with records to prompt district staff to review the record for approval

Automatic reminder for volunteers with expired background checks to renew if individuals want to continue volunteering

Provides a real-time compliance monitoring dashboard for district staff to oversee safety and clearance across all schools simultaneously with volunteer status and completed/not completed required training(s)

4. Volunteer Status Tracking

Tracks active, inactive, "screened-out", and banned volunteer status

Features strict, role-based confidentiality controls for sensitive administrative notes attached to volunteer profiles

Includes a robust "Do Not Place" flagging code system that flags ineligible individuals across the entire district to strictly prevent unauthorized placement or automated re-application with an added layer of confidentiality

Supports long-term data retention for returning volunteers with service breaks, alongside customizable automated expungement rules

Offers seamless automated volunteer hour tracking with a dashboard to view volunteer hours served with flexibility of filter options

5. Track Completion of Volunteer Requirements

Tracks individual applicant completion of vital prerequisites including the "Volunteer Expectation Form", custom role training, orientation sessions, and mandatory document uploads

Features an automated workflow that notifies designated administrators to initiate the necessary next steps the moment an applicant clears all outstanding requirements

Proactively sends automated reminders to applicants with outstanding or incomplete compliance documents to reduce administrative labor

6. Reporting

Tracks volunteer frequency, logged hours, and participation metrics filterable by specific school, program, and affiliate organization

Generates automated summaries evaluating event and placement impact for positions directly serving student populations

Pulls data on background check statistics and orientation/training completion rates

Includes a distinct method to flag and identify potential candidates interested in future district employment opportunities

Enables users to generate custom, visually driven reports on demand to demonstrate community impact and volunteer retention trends to stakeholder boards

Option to export volunteer data

7. Scheduling & Event Management

Supports dual-track scheduling for both recurring, long-term volunteer positions and one-time special school events

Allows event coordinators to easily visualize shift fulfillment, monitor participation sign-ups, and map immediate coverage gaps

Integrates an automated check-in/check-out system to handle hands-free hour tracking and pushes automatic shift reminders to volunteers to guarantee optimal turnout

8. Multi-site users

Employs a sophisticated multi-tier administrative permission scheme separating access controls among district-level admins, school-based staff, and external community partners

Safely allows multiple schools to view relevant volunteer profiles based on the specific sites that volunteer has expressed interest in serving

Safely prevent data duplication or profile fragmentation across the district

9. Database Filters

Features a highly adaptable filter system allowing staff to filter the volunteer database dynamically by location, talent/skills/interests, chronological availability(days/hours/weeks), background check clearance tier, current application status, and demographic metrics.

10. System Support

The vendor must assign a designated account holder backed by a dedicated customer success team specifically allocated to our contract to proactively guide configuration and help navigate any operational challenges that arise

Requires a structured, multiphase live training plan tailored for core administrators, school secretaries, and principal groups

All training sessions must be recorded to create a reference library for ongoing staff onboarding and support

The vendor must collaborate with district staff to develop customized, role-specific quick guides (PDF format) directly accessible and linked within the platform's help menu interface for rapid troubleshooting

Features a robust, multi-channel support infrastructure including live chat tools, ticket-based tracking, and a direct calendar booking mechanism to for high-level technical resolution with a district success coach

11. User interface

The public-facing volunteer portal must include custom styling and design layouts tailored to seamlessly match our district websites branding guidelines to provide a cohesive user experience

Features both a comprehensive visual calendar view and a catalog layout view, allowing public users to easily scan and discover available volunteer projects and specific event shifts

The system must automatically generate unique, dedicated landing pages for individual volunteer projects, making it easy for staff and volunteers to share specific opportunities across communication channels or social media platforms

The entire user interface must be fully optimized for modern browsers and mobile device views (with optional native application access) so that profile update, compliance tasks, and shift logs can be handled effortlessly on the go

Administrative users must be equipped with localized visual dashboards that track shift fulfillment trends and generate real-time automated system alerts whenever a new volunteer signs up or registers at a specific school branch

12. Data Integration, Migration, & Login

The platform must integrate with JDP to automate background check workflows and support a full, secure data migration of all current volunteer records from MMSD's legacy Volunteer Tracker system

The vendor must deliver a comprehensive data migration blueprint detailing how historical records will be safely extracted and mapped into the new database architecture to guarantee zero data fragmentation, profile duplication, or loss of information

Supports secure Single Sign-on (SSO) authentication methods (such as Google Workspace/Gmail and Microsoft Entra ID), allowing users to access the platform with their existing personal accounts and allowing MMSD staff to access the platform with their existing district credentials

Integrate with Classlink to have a Classlink application for staff to easily access staff accounts with one click

Technical Requirements

If applicable, vendor should demonstrate that each software and/or hardware proposed conforms to the accessibility guidelines established by the World Wide Web Consortium's Web Content Accessibility Guidelines 2.0 (WCAG 2.0). In addition, Vendor should demonstrate that each software and/or hardware conforms to the accessibility guidelines established by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), as amended. (Section 508 is the section of the 1973 Rehabilitation Act that states that all electronic and information technology procured, used, or developed by the federal government after June 25, 2001, must be accessible to people with disabilities. Affected technology includes hardware such as copiers, fax machines, telephones, and other electronic devices as well as application software and websites.) Vendor may demonstrate compliance with such guidelines by submitting a VPAT (Voluntary Product Accessibility Template) or comparable documentation (evaluated by MMSD Legal Services).

Calendar of Events

Listed below are specific and estimated dates and times of actions related to this Request for Bid (RFB). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District 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 a supplement to this RFB. There may or may not be a formal notification issued for changes in the estimated dates and times.

Standard Terms and Conditions (Non-Construction)

1. GENERAL: "Madison Metropolitan School District," "District," and "MMSD" are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection.

2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD's tax-exempt number is ES42341.

3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration.

4. SPECIFICATIONS: All bidders/proposers must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The MMSD shall be the sole judge of equivalency!

5. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from the original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed and attached to this request. In the absence of such a request, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications.

6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice.

7. APPLICABLE LAW: This solicitation and any resultant contract shall be governed under the laws of the State of Wisconsin.

8. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without prior written consent of the MMSD.

9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD and all of its officers, agents and employees from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or any of its contractors, in prosecuting work under this agreement.

10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made.

11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall:

Maintain worker's compensation insurance as required by law for all employees engaged in the work.

Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million ($1,000,000) per occurrence combined single limit for automobile liability and property damage.

The MMSD reserves the right to require higher or lower limits and additional types of insurance if warranted. All insurance required by this contract shall be maintained during the entire length of the contract.

12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract.

The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.

13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards.

14. MATERIAL SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 545 W Dayton Street, Madison, WI 53703.

15. RESPONSIVENESS AND RESPONSIBILITY: Award will be made to the responsible and responsive bidder/proposer whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as conformance to the requirements of the solicitation and the furnishing of information requested.

Responsibility is defined as the bidder's/proposer's potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder/proposer has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills.

The MMSD reserves the right to refuse to accept any bid or proposal from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to perform faithfully any previous contract with the MMSD. If requested, the bidder must present within five (5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document.

16. WARRANTY: Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer's standard warranty shall apply as a minimum and shall be honored by the Contractor.

17. QUANTITIES: The quantities shown on this request are based on estimated needs. The MMSD reserves the right to increase or decrease quantities to meet actual needs.

18. QUALITY: Unless indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without the prior written consent of the MMSD.

19. AWARD CRITERIA: In comparing bids/proposals and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, bidder/proposer financial responsibility, skill, experience, record of integrity, and ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications.

20. AWARD: Award(s) will be made, as determined by the MMSD, to the lowest responsive and responsible bidder/proposer meeting MMSD award criteria.

21. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special conditions are stated elsewhere in the request; in such cases, the special conditions shall apply. Further, the written contract and/or order with referenced parts and attachments including these Standard Terms and Conditions shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgement shall be effective or binding unless expressly agreed to in writing by the MMSD.

Required Forms

The following forms must be completed and submitted with the bid. Blank forms are attached.

12. 1 Attachment A - Bidder Certification and Sign-Off

12.2 Attachment B - Itemized Bid List

12.3 Attachment C - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

12.4 Appendix A - Affirmative Action Requirements for Contractors and Vendors

12.5 Appendix B - Equal Employment Opportunity / Affirmative Action Employer Identification Report

12.6 Appendix C - Affirmative Action & Equal Employment Opportunity Policy Statement

Attachment A - Bidder Certification and Sign-Off

By signing this bid, we certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bid competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

The undersigned states that he/she is authorized to bind the bidder and on its behalf, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Bid, and declares that the attached bid and pricing are in conformity therewith.

Complete and submit form .

Attachment B - Itemized Bid List

Itemized Bid List

Attachment C - Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

MADISON METROPOLITAN SCHOOL DISTRICT

Certification Regarding Debarment, Suspension, Ineligibility

and Voluntary Exclusion

Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.

Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

_______________________________________ Name

_______________________________________ Company

_______________________________________ Address

_______________________________________ City, State, Zip Code

PHONE ________________ FAX___________

EMAIL ________________________________

__________________________ _______________

Signature Date

Appendix A - Affirmative Action Requirements for Contractors and Vendors

VENDOR NOTIFICATION:

The Board of Education of the Madison Metropolitan School District is committed to fair and equal employment opportunities for all persons. Equal opportunities, policies and procedures govern the hiring of District staff. By this policy, the Board requires contractors and vendors to adopt and implement similar policies as a condition of doing business with the District.

Vendors/contractors, not exempt, shall indicate (1) with what agency their Affirmative Action Plan is on file, (2) whether or not the Plan is certified, and (3) whether the employment goal(s) stated in the Plan has/have been achieved. If the vendor/contractor has not met each of the above stated requirements, the vendor/contractor must sign and adopt the District's Affirmative Action & Equal Opportunity Policy Statement (Appendix C); and complete the Employer's Information Report (Appendix B); and submit a copy of vendor/contractor's Affirmative Action Plan. In addition the completed Affirmative Action Requirements for Contractors and Vendors Form (Appendix A) should be submitted with the bid or proposal.

Vendors/contractors are exempt from these requirements if they meet one or more of the following criteria: (1)the vendor employs 15 or fewer employees; (2) the vendor's aggregate business with the District in the last fiscal year is $25,000 or less; (3) the vendor is a taxing authority, municipality, the University of Wisconsin System or the State of Wisconsin; (4) the contractor is an organization which ordinarily provides, and is proposing to provide to the District, financial, legal, insurance, utility, or medical services; and/or (5) the contractor is a non-profit business that can provide the District proof of its IRS designation of tax-exempt status.

If needed, assistance is available through the District including what constitutes a good faith effort. Technical assistance regarding contract compliance issues can be obtained from Legal Services, Contract Compliance Officer, at (608) 663-1530 or (608) 204-0348 (Fax).

The complete Board Of Education Policy 6600, Affirmative Action Requirements for Vendors and Contractors, is available on the Internet at

VENDOR RESPONSE:

_____ I am an exempt vendor by reason of ____________________________________________;

therefore, the following does not apply.

_____ I am a non-exempt vendor and have answered accordingly below:

I have an Affirmative Action Plan on file with ____________________________

My Plan is certified with _____________________________________________

____Yes ____No The employment goals in the plan have been achieved.

Please submit a copy of your Affirmative Action Plan with your bid/proposal.

If a non-exempt vendor has not met each of the above requirements, the vendor must complete the Employer's Information Report (Appendix B); sign and adopt the District's Affirmative Action & Equal Opportunity Policy Statement (Appendix C); and submit a copy of its Affirmative Action Plan.

Appendix B - Equal Employment Opportunity/Affirmative Action Employer Information Report

Equal Employment Opportunity/Affirmative Action

Employer Information Report

Workforce Utilization Profile

Madison Metropolitan School District

Equal Employment Opportunity/Affirmative Action -- Employer Information Report

Name of Company/Organization Address City, State and Zip Code

Contact Person/Name & Title Area Code & Telephone Number Area Code & Facsimile Number

Name of Parent or Affiliated Company Address City, State and Zip Code

Contact Person/Name & Title Area Code & Telephone Number Area Code & Facsimile Number

Establishment Information

How was the information on race or ethnic group obtained? _____ Visual Survey _____ Employment Records _____ Other -Specify: _____________________

Dates or Period Used: _________________________________ Does the establishment employ apprentices? _____ Yes _____ No

Is the location the same as last year? _____ Yes _____ No Previous report date: ________________________ No previous report _____

Business Type: (Description of the major activity of this establishment, including the specific type of product or service provided.)

This organization has a current Affirmative Action Plan on file with: _____ State of Wisconsin _____ Dane County _____ City of Madison

_____ U. S. Government (Specify Agency: ______________________________) _____ Other (Specify: ______________________________)

Certification

The contractor or vendor certifies that the information contained in this Employer Information Report is accurate.

The contractor or vendor has agreed that, as provided in the contract or purchase order, if not exempt, within ten days after the effective date of Madison Metropolitan School District contracts or purchase orders, that it will complete and provide the above information and either an approved Affirmative Action Plan or an Affirmative Action Policy Statement that meets the District's recommended format.

The contractor or vendor further agrees that, as provided in the contract or purchase order, for the duration of this or subsequent contracts with the District, accurate and timely information will be filed on an annual basis.

Date Completed: __________________________________ Completed By: ______________________________________________

Appendix C - Affirmative Action & Equal Employment Opportunity Policy Statement

Statement of Commitment

As an employer, this company welcomes the opportunity to affirm our continuing policy to provide equal employment or advancement opportunity and to dedicate ourselves to establishing a work environment which is free from discrimination.

Equal Employment Opportunity

It is the policy of this company that all employees and applicants for employment are guaranteed equality of employment opportunity. Essentially, this means that, as an employer, we will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, age, national origin, ability status or veteran status.

Recruitment, selection, placement, transfer, promotion, reinstatement, training and education, tuition assistance, compensation, benefits and layoff decisions made by the supervisors or managers of this company will be based upon the job-related qualifications and abilities of candidates. In some cases, seniority may be treated as a factor to be considered in the selection process. Employees who apply for a promotion or transfer will be given equal consideration.

It is our policy that supervisors shall be made aware that they must use only objective, job-related criteria when selecting workers for any employment-related action, including hiring, training, promotions and terminations. They also shall be informed that certain types of pre-employment inquiries may lead to problems when interviewing candidates for positions.

All other personnel policies and practices of this company, including compensation, benefits, discipline, safety and health programs, as well as other activities, will be administered and conducted without regard to an individual's race, color, religion, gender, age, national origin, ability status or veteran status.

To the extent possible, reasonable accommodation shall be made for religious needs and for individuals with ability challenges.

As an employer, we will continually review our personnel practices and procedures to ensure that all supervisors and managers are adhering to our commitment to Equal Employment Opportunity principles.

Affirmative Action

As an employer, it is our policy to utilize Affirmative Action as a tool to ensure Equal Employment Opportunity.

____________________________________ has been designated as the Affirmative Action Officer and shall maintain responsibility for establishing, monitoring and evaluating our Affirmative Action efforts at all company establishments.

Our commitment to Affirmative Action means that we will do more than examine our policies and procedures to ensure against discrimination on the basis of race, color, religion, gender or national origin.

We will make a good faith effort to provide hiring opportunities for minorities and women.

In order to demonstrate that we will make a good faith effort in a timely manner as determined by the MMSD, we will properly analyze appropriate job classifications within the organization to determine if women or minorities are being underutilized (i.e., if fewer minorities or women are employed in a particular job classification than would be expected by their availability in the labor market area). (Seek technical assistance from the District's Contract Compliance Officer if you do not know how to properly analyze the job classifications or if you are not sure which job classifications are appropriate).

In order to demonstrate that we will make a good faith effort after such analysis, if there is an under-representation of minorities or women in any job classification we will in a timely manner as determined by the MMSD:

Develop realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

Develop a timetable for achieving the goals.

a) Develop a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implement the written recruitment activity plan at a minimum by:

Prominently displaying on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

Minorities are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to minorities. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

If women are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to women. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that women are encouraged to apply.

If minorities are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, describe the job and indicate that you are an equal opportunity employer and that minorities are encouraged to apply.

If women are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, describe the job, indicate that you are an equal opportunity employer and that women are encouraged to apply.

Write a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

Ensure that all job descriptions reflect actual job duties and are job related.

Have a written discrimination complaint procedure in place that is publicized to all employees.

Review all hiring policies and practices to ensure that they are non-discriminatory.

Hire, where possible, minorities and women in job classifications in which they are underrepresented.

It is our expectation that all employees shall demonstrate respect for and awareness of the diversity of all our employees and model our corporate commitment to diversity.

EEO/AA Communication

This Affirmative Action and Equal Employment Opportunity Policy Statement shall be communicated to all supervisors and managers. It shall also be posted conspicuously (on company bulletin boards or common areas) and in areas where applicants are typically screened, interviewed and tested. The intent of this communication of the Policy Statement is that all of the company's employees are alerted and that job applicants are informed of our commitment. It is also the company's intent to include this Policy Statement in employee handbooks or orientation literature and to keep employees informed of Policy Statement changes or updates.

The terms "Equal Opportunity Employer" shall be utilized in recruitment advertisements and literature.

EEO Complaint Handling Procedures

It is this company's policy to regularly inform employees that the organization's dispute resolution system is available for handling discrimination complaints or problems. Employees who have Equal Employment Opportunity-related questions, problems or complaints should first communicate their concern to their immediate supervisor. If they are dissatisfied with the supervisor's handling of the matter, they may pursue their complaint in the company's formal dispute resolution procedure.

All complaints will be handled fairly and expediently. No employee shall suffer reprisals for seeking resolution of a problem through the procedure.

Disqualification

As a condition of being awarded contracts for goods and services the District needs in the future, it is understood that by signing this Statement, the vendor agrees that the District may disqualify the vendor from being awarded such contracts, if it is determined by the District that no good faith effort was made in that the vendor cannot demonstrate to the District's satisfaction that it has in a timely manner as determined by the MMSD:

1. Properly analyzed appropriate job classifications within the organization to determine if women or minorities are being underrepresented.

2. Developed realistic goals for the employment of women and minorities who are underrepresented in such job classifications.

Developed a timetable for achieving the goals.

4. a) Developed a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and

b) Implemented the written recruitment activity plan at a minimum by having:

Prominently displayed on your bulletin boards or in common areas the fact that you are an equal opportunity employer.

(If minorities are underrepresented in certain job classifications, for each vacancy in such job classification) placed an advertisement in a media outlet that caters to minorities and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that minorities are encouraged to apply.

(If women are underrepresented in certain job classifications for each vacancy in such job classification) placed an advertisement in a media outlet that caters to women and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that women are encouraged to apply.

(If minorities are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, described the job and indicated that you are an equal opportunity employer and that minorities are encouraged to apply.

(If women are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, described the job, indicated that you are an equal opportunity employer and that women are encouraged to apply.

Written a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.

Reviewed all job descriptions to ensure that they reflect actual job duties and are job related.

Created a written discrimination complaint procedure that is publicized to all employees.

Reviewed all hiring policies and practices to ensure that they are non-discriminatory.

Hired, where possible, minorities and women in job classifications in which they are underrepresented.

Vendors shall maintain and submit records at the request of the District for the purposes of the District, among other things, determining if the vendor has made a good faith effort. The District may disqualify a vendor from being awarded a contract if the vendor fails to maintain or provide the information requested by the District.

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Date

Company Name

Location Address, Telephone Number

CEO's Typed Name & Title

Signature

Human Resource Officer or Affirmative Action Officer's Typed Name & Title

Signature