Request for Proposals
Rock County, Wisconsin
Wisconsin Home Energy Assistance
Program (WHEAP) Services for Rock County
Human Services Department
PROPOSAL DUE DATE: JUNE 30, 2020 – 12:00 NOON (LOCAL TIME)
Proposals received after this date and time will be rejected.
Send all Proposals to:
Jodi Millis, Purchasing Manager
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 proposals 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 time table outlined.
Contracts are awarded to the highest ranked, most qualified, responsible and responsive
Proposer on the basis of the Qualifications and Cost 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 an 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 two (2) copies (one original marked as such and one copy) and
one electronic version compatible with the Microsoft Office standard desktop tools, on a CD, flash
drive, thumb drive, or other device appropriately used to electronically store document of all
materials included in their Proposal.
Additionally, the Cost Proposal shall be sealed and submitted as a separate envelope as part of
the Proposal. No mention of data within the Cost Proposal is permissible in the response to any
other section of the Proposal.
Proposals must be in a sealed envelope marked RFP #2020-27 and delivered to Jodi L. Millis,
Purchasing Division, 51 South Main, Janesville, WI. 53545. All proposals must be received by
12:00 noon (local time), June 30, 2020. Any proposal submitted after this date and time will be
rejected. Vendors are responsible for ensuring that the above office receives their proposal before
Proposal "packets" must be clearly labeled with vendor name, return address, proposal title, date
and the name of the vendor'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.
All questions concerning this Request for Proposal must be submitted in writing to Jodi L. Millis,
Purchasing Manager. Questions must be received by 12:00 Noon, May 20, 2020. Questions
received after this date and time will not be answered. Questions should be e-mailed to
No verbal explanation or instructions will be given in regard to the meaning of the drawings or
specifications during the proposal period. Vendors 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. Addendum will include a list of each question received and Rock County’s response.
No phone calls, emails or other correspondence to other staff regarding this procurement are
permitted during the procurement process unless otherwise noted in writing as required as part of
the solicitation process. Violation of these conditions may be considered sufficient cause for
automatic rejection of a Proposal. All oral communications are unofficial and non-binding on the
Agency. Proposers shall rely only on written statements issued by the Procurement Manager.
All changes in or interpretations of the specifications prior to Proposal due date will be made by
written addenda issued by the Owner to each recipient of the specifications on record. All addenda
will be issued no later than 72 hours prior to Proposal due date and time. All addenda or notice of
addenda will be posted on Rock County’s website, www.co.rock.wi.us.
Issue Request for Proposal
Amendments Issued by
Evaluation of Proposals
Governing Committee Approval
05/20/20 – 12:00 noon
06/09/20 – 5:00 p.m.
06/30/20 – 12:00 noon
06/30/20 – 07/22/20
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 Award of 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 that 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.
Proposer shall not label or identify their entire Proposal as confidential.
COMPLIANCE WITH THE REQUEST FOR PROPOSAL
Proposals submitted must 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 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 time table 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
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.
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.
REQUEST FOR CLARIFICATION
All requests by Rock County for clarification of proposals will be in writing. Such requests shall not
alter the offeror’s pricing information contained in its cost proposal.
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 or omissions of any agents or employees of the contractor.
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. Except with respect to
sexual orientation, 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).
MODIFICATION AND WITHDRAWAL
Proposals may not be modified after submittal. Proposers may withdraw their Proposal at any time
before Proposal due date and time, but may not resubmit them. No Proposal may be withdrawn or
modified after opening except where the award of Contracts has been delayed for more than 180
days from the due date.
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
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 negotiate with one or more offerors.
Rock County will award a contract to only one vendor taking into consideration the total
requirements. 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