ROCK COUNTY, WISCONSIN
REQUEST FOR PROPOSAL
ROCK HAVEN ECS/EHR APPLICATION FOR
ROCK COUNTY, WISCONSIN
Proposals due in Rock County Purchasing Division by: March 23, 2023 – 2:00 p.m.
Proposals received after this date and time will be rejected.
Proposals must remain in effect for the life of the contract.
Address Proposal to:
Rock County Courthouse
51 S. Main Street
Janesville WI. 53545
Rock County reserves the right to accept or reject any or all proposals, to waive any technicality
or error in any proposal or part therein, and to accept the same or combinations, in whole or in
part, whichever is deemed to be in the best interest of Rock County.
The County further reserves the right, without prior notice, to supplement, amend or otherwise
modify this RFP or otherwise request additional information from any and or all respondents.
By submitting a proposal, the consultant thereby agrees that the County’s decision concerning
any submittal in any respect is final, binding and conclusive upon it for all purposes, and
acknowledges that the County in its sole and unqualified discretion may waive or deviate from
the procedures and/or timetable outlined.
Contracts are awarded to the highest ranked, most qualified, responsible and responsive
proposer on the basis of the Request for Proposal and full consideration of any or all
alternatives, as may be in the best interest of Rock County. In determining the award of
contract, Rock County will consider the scope of the work involved, timeliness of delivery,
competency of proposer, proposer’s ability to render satisfactory service, and past
performance. If two or more proposers submit identical proposals, Rock County will make
award to proposer of its choice and such decision will be final.
Selection of the vendor shall be the responsibility of Rock County. The County reserves the
right to select one or more respondents that appear best qualified to provide the services
desired and then invite those respondents to appear at a designated time and place for oral
presentations and/or interviews. The recommendation award shall be based upon the
submission that represents the most advantageous overall response for Rock County, all
factors considered. In this regard, Rock County reserves the right to accept other than the
lowest cost proposal and to reject any or all submittals under this RFP, if deemed in the best
interest of the County.
INSTRUCTIONS FOR PROPOSAL
The proposer is required to submit electronically via DemandStar (www.demandstar.com) or
submit five (5) hardcopies of their proposal in a sealed envelope marked RFP #2023-07 to Sherry
Oja, Finance Director, 51 South Main Street, Janesville, WI 53545. All proposals must be received
by 2:00 p.m. (local time) March 23, 2023. Any proposal submitted after this date and time will be
rejected. No faxed or emailed proposals will be accepted.
Proposers are responsible for ensuring that the above office receives their proposal before the
deadline. Proposal “packets” must be clearly labeled with vendor name, return address, proposal
title, date and the name of the proposer’s primary contact for proposal questions.
Proposals shall be signed with name typed below signature. Where proposer is a corporation,
proposal must be signed with the legal name of the Corporation followed by the legal signature of
an officer authorized to bind the Corporation to contract.
Proposers must be licensed to do business in the State of Wisconsin when required by law.
All questions concerning this Request for Proposal must be submitted in writing to Sherry Oja,
Finance Director. Questions must be received by 12:00 noon (local time), March 2, 2023.
Questions received after this date and time will not be answered. Questions must be e-mailed to
email@example.com and must include ITP #2023-07 in the subject line.
No verbal explanation or instructions will be given in regard to the meaning of the specifications
during the proposal period. Proposers shall bring inadequacies, omissions or conflicts to Rock
County’s attention in writing by the question cut-off date and time. If necessary, answers to
questions will be provided to all specification holders in the form of an addendum. Addenda will
include a list of each question received and Rock County’s response.
All changes in or interpretations of the specifications prior to proposal due date will be made by
written addenda issued by Rock County to each recipient of the specifications on record. All
addenda will be issued no later than 72 hours prior to proposal due date. All addenda or notice of
addenda will be posted on Rock County’s website, www.co.rock.wi.us and on DemandStar
Issue Request for Proposal
February 23, 2023
March 2, 2023 – 12:00 noon
March 9, 2023 – 5:00 p.m.
March 23, 2023 – 2:00
After all proposals have been reviewed, a recommendation shall be made to the appropriate
County governing committee. Approval by the Rock County Board of Supervisors may be
required prior to the award of the contract. Respondents not involved in the final selection
process shall be notified in writing. The above schedule is for informational purposes only and
is in no way binding upon Rock County.
VENDOR SUPPLIED DOCUMENTATION AND MATERIALS
All vendor-supplied materials, including the vendor's proposal, become the property of Rock
County. We will work with vendors to meet their confidentiality requirements, provided they are
within reason. All vendor confidential material must have each page clearly marked as
confidential. Wisconsin "Open Records Laws" apply. Rock County’s determination to treat
matters as public or confidential under the Wisconsin Open Records Law shall be final.
PROPOSAL AND PRESENTATION COSTS
Rock County will not be liable in any way for any costs incurred by the offerors in the presentation
of their proposal in response to this Request for Proposal nor for the presentation of their proposal
and/or participation in any discussions or negotiations.
COMPLIANCE WITH REQUEST FOR PROPOSAL
Proposals submitted shall be in strict compliance with the Request for Proposal. Failure to comply
with all provisions on the RFP may result in disqualification. The County reserves the right to reject
any and all submittals or to waive minor defects or irregularities in the submittal. The County further
reserves the right, without prior notice, to supplement, amend or otherwise modify this RFP or
otherwise request additional information from any and or all respondents. By submitting a proposal,
the proposer thereby agrees that the County’s decision concerning any submittal in any respect is
final, binding and conclusive up it for all purposes, and acknowledges that the County in its sole
and unqualified discretion may waive or deviate from the procedures and/or timetable outlined.
Products and services that are not specifically addressed in this Request for Proposal, but which
are necessary to provide functional capabilities proposed by the offeror, must be included in the
In connection with the performance of work under this contract, the contractor agrees not to
discriminate against any employee or applicant for employment because of age, race, religion,
color, handicap, sex, physical condition, developmental disability as defined in s.51.01 (5)(a),
sexual orientation, national origin, or military service as defined in §111.355(1), Wis. Stats. This
provision shall include, but not be limited to the following: employment, upgrading, demotion, or
transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms
of compensation; and selection for training, including apprenticeship. The contractor further
agrees to take affirmative action to ensure equal employment opportunities. The contractor
agrees to post in conspicuous places, available for employees and applicants for employment,
notices to be provided by the contracting officer setting forth the provisions of the non-
discrimination clause (Wisconsin Statutes S.16.765 (2).
The contractor to perform services for Rock County shall indemnify, hold harmless, and defend
Rock County, its officers, agents, and employees from any and all liability including claims,
demands, losses, costs, damages and expenses of any kind and description or damage to person
or property arising out of or in connection with or occurring during the course of any agreement
between the contractor and Rock County where such liability is founded upon or grows out of the
acts, omissions, negligence or misconduct of any agents or employees of the contractor.
The Contractor further agrees that in order to protect itself and the County, it will at all times during
the term of this agreement keep in force and effect worker's compensation, comprehensive
general, and auto liability insurance policies by a company or companies authorized to do
business in Wisconsin with minimum limits:
Personal and bodily injury Per person $1,000,000
Per accident $2,000,000
Each Occurrence $500,000
Coverage shall apply as primary with County named as an additional named insured. Contractor
shall also provide a copy of the additional insured endorsement. Contractor shall furnish
satisfactory proof of insurance to County prior to the date of Contract Execution or commencing
work for the County.
MODIFICATION AND WITHDRAWAL
Proposals may not be modified after submittal. Proposers may withdraw proposals at any time
before the proposal due date but may not resubmit them. No proposal may be withdrawn or
modified after opening except where the award of the contract has been delayed for more than
60 days from due date.
PROOF OF COMPETENCY OF PROPOSER
Any proposer may be required to furnish evidence satisfactory to Rock County that the proposer
and proposed subcontractors have sufficient means, expertise, financial ability, and experience in
the types of work proposed to assure completion of the Contract in a satisfactory manner.
CONFLICT OF INTEREST
All respondents must disclose with their proposal, the name of any officer, director or agent who is
also an officer or employee of Rock County. Further, all respondents must disclose the name of
any Rock County officer or employee who owns, directly or indirectly, any interest in the vendor's
firm or any of its branches. Failure to disclose this information will result in disqualification of
proposal and/or cancellation of Contract. Rock County reserves the right to seek damages for
recoupment of losses in having to re-let or reassign.
Rock County reserves the right to disqualify proposals, before and after opening upon evidence
of collusion with the intent to defraud or other illegal practices upon the part of the proposer.
Award will not be made to any proposer in default of a Contract with Rock County, or to any
proposer having as its agent or employee, any individual previously in default or guilty of
Rock County reserves the right to negotiate with one or more proposers.