DLB-2334 Bid Document

DLB-2334 Bid Document
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED AND ADDRESSED TO:
AGENCY ADDRESS:
Remove from bidder list for this commodity/service. (Return this page only.)
Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid
#DLB-2334 Late bids will be rejected. Bids MUST be date and time stamped by the soliciting
purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in
another office will be rejected. Receipt of a bid by the mail system does not constitute receipt of a
bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly
and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with
sample packages or other bids. Bid 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. Bidder should contact person named below for an appointment to view the bid record.
Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise
noted. The attached terms and conditions apply to any subsequent award.
DIANE BLANK / PURCHASING SERVICES
DEPARTMENT OF CORRECTIONS
3099 E WASHINGTON AVENUE
PO BOX 7991
MADISON WI 53707-7991
REQUEST FOR BID
Bids MUST be in this office no later than
THIS IS NOT AN ORDER
BIDDER (Name and Address)
January 22, 2010 3:00 PM CT
Name (Contact for further information)
Diane Blank, Purchasing Agent
December 23, 2009
Phone
Date
608-240-5582
Quote Price and Delivery FOB
Destination
Item
No.
Quantity
and Unit
Fax bids are not accepted
Price
Extended
Per Unit
Total
Description
The Department of Corrections, Office of Prison Rape
Elimination Act is requesting bids for PREA Transcription
Services, per attached terms, conditions and specifications.
1
72,000
PREA Investigator Transcription estimated lines per year
$___________
$___________
OPTION:
2
Regular Turnaround Time (less than 24 hours) lines
$___________
$___________
3
STAT Turnaround Time (less than 6 hours) lines
$___________
$___________
Bid prices must include all labor, travel and insurance costs.
Before submitting this bid be sure to include all requirements
listed in Section 2.4 and 11.0.
Payment Terms Net 30
Delivery Time: per specifications
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. Does Not Apply to Printing Bids.
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 bid 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 bid; that this bid has been independently arrived at without collusion with any other bidder, 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.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative (Type or Print)
Title
Signature of Above
Date
Phone
(
)
Fax
(
)
Federal Employer Identification No.
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 2 of 42
STATE OF WISCONSIN
REQUEST FOR BID (RFB) #DLB-2334
FOR: PREA TRANSCRIPTION SERVICES
TABLE OF CONTENTS
DEFINITIONS
1.0
INTRODUCTION, PURPOSE, AND SCOPE
2.0
BID PROCEDURE AND INSTRUCTIONS
3.0
BID ACCEPTANCE, EVALUATION AND AWARD
4.0
VENDOR REQUIREMENTS
5.0
VENDOR STAFF REQUIREMENTS
6.0
PROGRAM REQUIREMENTS
7.0
PRICING REQUIREMENTS
8.0
TECHNOLOGY REQUIREMENTS
9.0
SUPPORT REQUIREMENTS
10.0
STANDARD AND SUPPLEMENTAL TERMS AND CONDITIONS
11.0
REQUIRED FORMS AND ATTACHMENTS
DOA-3070
DOA-3477
DOA-3027
DOA-3333
DOA-3478
Request for Bid Form, Cover Sheet, First page of RFB
Vendor Information
Designation of Confidential & Proprietary Information
Vendor Agreement-WI’s Cooperative Purchasing Service
Vendor Reference
ATTACHMENTS
DOC-2135
DAI Investigations – Confidential – 5 pages
DOC-2515
Inmate/Offender Interview Statement Template
DOC-2516
Employee Interview Statement Template
DOC-2517
Non-Employee Interview Statement Template
POC-0034
State of Wisconsin, Department of Corrections, Notice of Privacy Practices
List of Department of Corrections Adult, Juvenile & Correctional Centers Facilities Locations
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 3 of 42
DEFINITIONS:
The following definitions are used throughout the bid:
ARO:
Bidder:
Contractor:
DAI:
After Receipt of Order
Firm submitting a bid in response to this Request for Bid
Successful vendor awarded the contract
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 53704
DCC:
Division of Community Corrections, supervises offenders outside secure facilities
DJC:
Division of Juvenile Corrections, operates the three correctional ‘schools’ – headquartered at DOC
Central Offices, 3099 E Washington Ave., Madison, WI 53704
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 53704
Form DOC-2135, 2515, 2516, 2517 – Templates that are required for processing of transcription documents
Gross Character: Any letter, number, symbol or function key necessary for the final appearance and content of a
document, including the space bar, carriage return, underscore, bold, and any character contained
within a macro, header or footer.
HIPAA:
Health Insurance Portability and Accountability Act of 1996.
MBE:
Minority Business Enterprise
Net Line, aka Character Line: A defined line length that includes a pre-determined number of gross characters
(65 is bid requirement). May or may not include headers and footers. Sample calculation: Number of
65 Character Line = Total Number of Gross Characters/65.
Offender:
Person under the custody or supervision of the Wisconsin Department of Corrections
P-Card:
Procurement Card (State credit card)
PREA:
The Prison Rape Elimination Act of 2003 (PREA) was enacted to address the problem of sexual
assault of persons in the custody of U.S. correctional agencies. To be in compliance with PREA, the
Wisconsin Department of Corrections must assure that all applicable state and federal laws and
policies on sexual assault of adult and juvenile offenders are enforced.
Purchasing: Department of Corrections’ Purchasing Services Section
RFB:
Request for Bid
STAT:
Common abbreviation which is used to imply urgent or rush.
State:
State of Wisconsin
Transcriptionists: individuals who transcribe verbatim directly from a cassette tape or digital audio file.
Vendor:
Firm submitting a bid in response to this Request for Bid
WCCS:
Wisconsin Correctional Center System, a system of small minimum security centers located around
the state which offer work-release options to offenders to prepare them for release
WWCS:
Wisconsin Women’s Correctional System
Must:
Shall:
Should:
Requirement is mandatory
Requirement is mandatory
Desirable but not mandatory
RFB #DLB-2334
RFB NAME: PREA Transcription Services
1.0
Due Date: January 22, 2010
Page 4 of 42
INTRODUCTION, PURPOSE, AND SCOPE
1.1
PURPOSE OF THIS REQUEST FOR BID
The Department of Corrections, hereinafter referred to as the "DOC", through its Purchasing Services
Section, hereinafter referred to as "Purchasing," on behalf of the Office of Prison Rape Elimination Act
hereinafter referred to as "PREA” requests bids for the purchase of verbatim Transcription Services for
PREA staff needing visit notes, interviews, reports, and occasional detailed letters transcribed to paper
based documents. All transcription reports must be done with use of DOC templates per attached. The
Department of Corrections will use digital dictation via telephone or computer transfer using digital
recorders. Telephone line charges shall be provided by the vendor.
Dictation shall be determined to be Regular or STAT turnaround times. STAT turnaround time is less than
six (6) hours while Regular turnaround time is less than 24 hours.
Draft documents will be transmitted to the facilities in a secured manner for review by PREA staff. Upon
review of transcribed document, if corrections are necessary, the document will be transmitted back to the
vendor for corrections. The original and corrected transcription documents will be delivered to the
applicable DOC investigator.
The DOC/PREA requires an estimated annual figure of 71,400 lines of verbatim transcription per year
which will be inputted on the provided templates; see Section 11.0, Required Forms and Attachments for
samples. DOC/PREA’s line standard is based upon 65 Gross/Net Character. The indicated line figures are
estimates ONLY! DOC makes no guarantee of future use of this service.
Other State agencies may use the resulting contract, if agreeable to both the DOC and the vendor, to obtain
the benefits of volume purchases and/or reduction in administrative expenses.
1.2
CONTRACT TERM
The resulting contract shall be effective on the date of execution, which shall be the date signed by the
Secretary of the Department of Corrections. The contract period shall be for two years from execution of
the contract by the Department and shall expire on the last day of that month. Three one-year renewals
are authorized by mutual consent. Renewals will execute automatically unless the Contractor takes action
and notifies the DOC, in writing, of their desire to modify the terms or terminate the contract at least ninety
(90) days prior to the deadline date.
Renewal(s) beyond the initial contract term is contingent upon the performance of the contractor during
the contract period and upon availability of funds.
1.3
EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT
In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and
revisions, and the bid of the successful bidder, and additional terms agreed to, in writing, by DOC and the
contractor shall become part of the contract. Failure of the successful bidder 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.
State of Wisconsin standard terms and conditions
Final Signed Contract including amendments
Official State of Wisconsin Purchase Order
Bidder’s written bid document
State of Wisconsin Request for Bid, including any amendments;
Other exhibits/attachments
Successful bidder(s) should retain a copy of this DOC Request for Bid document and their own response
to the RFB solicitation, as it becomes part of the awarded contract.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
1.4
1.5
Due Date: January 22, 2010
Page 5 of 42
CANCELLATION AND TERMINATION
This Contract may be terminated for the following conditions:
1.4.1
The DOC may terminate the Contract at any time, with or without cause and without penalty by
delivering thirty (30) days written notice to the Contractor.
1.4.2
The DOC has a Vendor Performance Evaluation process for soliciting feed-back from contract
users about vendor performance and compliance with contract specifications.
Vendor
noncompliance with the terms, conditions or specifications that is persistent and/or significantly
impacts the quality and performance provided pursuant to the contract may be considered in
breach of contract. Negative Vendor Performance Evaluation Surveys may result in non-renewal
or termination of contract.
1.4.3
If at any time the Contractor performance threatens the health and/or safety of the DOC, the DOC
has the right to cancel and terminate the Contract without notice.
1.4.4
Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for
Contract termination. If the Contractor fails to maintain and keep in force the insurance as
provided in #23 of the Standard Terms and Conditions, the DOC has the right to cancel and
terminate the Contract without notice.
1.4.5
If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not
dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed
and such appointment is not vacated within 90 calendar days, the DOC has the right, in addition to
any other rights of whatsoever nature that it may have at law or inequity, to terminate the Contract
by giving 10 calendar days notice in writing of such termination.
1.4.6
Failure of the DOC to comply with contract terms, conditions or specifications shall provide the
sole cause for which the Contractor is entitled to terminate the contract. The Contractor shall notify
the Department in writing within thirty (30) days after the Contractor becomes aware of the alleged
noncompliance with a complete description of the same. If the DOC does not, within forty-five (45)
days after its receipt of the Contractor’s notice, either (1) effect a cure or (2) if the noncompliance
is not one that can reasonably be cured within forty-five (45) days, develop a plan to cure the
noncompliance and diligently proceed according to that plan unto a cure is effected, then the
Contractor may terminate the Contract for cause by written notice to the DOC. The Contractor may
not terminate the Contract without cause unless express written consent to do so is provided by
the DOC.
VENDORNET REGISTRATION
Department of Administration and State Bureau of Procurement policies no longer require maintenance of
bidder’s lists or individual notification of vendors on bidders’ lists. In addition, there is no requirement to
post solicitations for bids/proposals in the Legal Notices of the Official State Newspaper. Vendors who fail
to register with VendorNet may not receive notification of procurement solicitations.
The State of Wisconsin’s 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
Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies,
commodities 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 commodities 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 $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly,
state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also
may receive e-mail notices of these simplified bid opportunities.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 6 of 42
To obtain information on the state’s bidder registration, visit the VendorNet Web site at
http://vendornet.state.wi.us or call the VendorNet Information Center (1-800-482-7813). In the Madison
area, call 608-264-7898.
Make sure to select all the appropriate NIGP (Commodity) Codes. Bid lists are generated by NIGP codes.
Consider using a generic email address that is accessed or delivered to multiple recipients (example:
[email protected]). This will insure that the bid notice is received.
2.0
BID PROCEDURES AND INSTRUCTIONS
2.1
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 accommodations at a bid
opening/vendor conference are needed, contact Diane Blank via telephone at 608-240-5582 or email at
[email protected]
2.2
BID SUBMITTAL
Bidders must submit an original, marked as such, and one copy of all materials required (see
section 2.4 and 8) for acceptance of their bid. Receipt of a bid by the State mail system does not
constitute receipt of a bid by the Purchasing Services Section, for purposes of this RFB. Use one
of the options below for return of the bid.
The Bid(s) must be received at the Purchasing Services Section, at the office listed below, no later than
January 22, 2010, 3:00 PM Central Time. Any bids received after that time and date will be rejected.
USPS ADDRESS
DIANE BLANK/ PURCHASING SERVICES
DEPARTMENT OF CORRECTIONS
PO BOX 7991
MADISON WI 53707 7991
FAXING: Faxed bids are NOT accepted.
COMMON CARRIER ADDRESS
DIANE BLANK/ PURCHASING SERVICES
DEPARTMENT OF CORRECTIONS
3099 EAST WASHINGTON AVE
MADISON WI 53704 4338
E-MAILING: Emailed bids are NOT accepted.
All bids must be packaged, sealed, and show the following information on the outside of the package:
Vendor’s Name and Address
Request for Bid Title
Request for Bid Number
Bid Due Date
2.3
CALENDAR OF EVENTS
Listed below are important dates and times by which actions related to this Request for Bid (RFB) must be
completed. In the event that the State finds it necessary to change any of these dates and times it will do
so by issuing an amendment to this RFB to be posted on VendorNet, unless the event is listed as
estimated or approximate.
DATE
December 23, 2009
January 8, 2010
January 15, 2010
January 22, 2010
January 28, 2010
February 15, 2010
EVENT
RFB posting date
Last day for submitting written questions
Answers to questions posted on VendorNet (estimated)
Bids due from vendors
Estimated award date
Approximate Contract Start date
RFB #DLB-2334
RFB NAME: PREA Transcription Services
2.4
Due Date: January 22, 2010
Page 7 of 42
FORMAT OF BID
Responses to this RFB must comply with the following format requirements (reference Section 8).
2.4.1
SIGNED REQUEST FOR BID FORM DOA-3070 – Cover sheet of this RFB
Include here the signed Request for Bid form included with the bid and those certifications
required for submittal of a bid. Bids submitted in response to this RFB must be signed by the
person in the vendor's organization who is responsible for the decision as to the prices being
offered in the bid or by a person who has been authorized in writing to act as agent for the person
responsible for the decision on prices.
2.4.2
COST SUBMITTAL INFORMATION
Bidders must submit cost on the Request for Bid form (DOA-3070), complete and sign, including
a price per unit for each item, an extended total for each item and a total price. Cost must include
labor, travel and insurance. All costs to furnish the service(s) included in the bid, in accordance
with the terms and conditions of this RFB, must be included.
2.4.3
VENDOR INFORMATION DOA-3477
Provide Vendor Company contact information as requested on the form.
2.4.4
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION DOA-3027
Information submitted as part of the bid document which is proprietary and confidential in nature
and which qualifies as a trade secret may be kept confidential under the Wisconsin Open Records
Law – Section 19.36(5), Wis. Stats. Complete and sign the attached form.
2.4.5
WISCONSIN’S COOPERATIVE PURCHASING SERVICE DOA-3333
Vendors are encouraged to extend the contract resulting from this RFB to local governments in
Wisconsin. Indicate your willingness to allow Wisconsin municipalities to participate in this
contract by completing Form DOA-3333, Wisconsin’s Cooperative Purchasing Service.
2.4.6
VENDOR REFERENCE DOA-3478 Complete the Vendor Reference form with four vendors that
your company has done business with providing services. Include the company name, address,
contact person and telephone number along with a brief description of the service.
2.4.7
STATE OF WISCONSIN TERMS AND CONDITIONS
The standard (DOA-3054) and supplemental (DOA-3681) terms and conditions shall govern this RFB
and subsequent award. Vendors must accept these terms and conditions or submit point-bypoint exceptions along with proposed alternative or additional language for each point,
including any vendor contracts. Submission of any standard vendor contracts as a
substitute for language in the terms and conditions is not a sufficient response to this
requirement and may result in rejection of the vendor's proposal. The State reserves the
right to negotiate contractual terms and conditions other than those in the State of Wisconsin
Contract when it is in the best interest of the State to do so.
2.4.8
BUSINESS ASSOCIATE AGREEMENT/NOTICE OF PRIVACY PRACTICES, POC-0034
Agreement to comply with the requirements of HIPAA addressing confidentiality, security and the
transmission of individually identifiable health information created, used or maintained by the
Contractor during the performance of the contract and after contract termination.
2.4.9
DEPARTMENT OF CORRECTIONS, PREA OFFICE, INVESTIGATIVE REPORTS
The attached forms, DOC-2515, DOC-2516, DOC-2517 and DOC2135 are the templates that will
be provided to the vendor for use during the transcription of investigator dictations. The vendor will
not charge for those items on the template that have been set up by DOC/PREA on the report
such as header, footer and category headings.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 8 of 42
2.5
MULTIPLE BIDS
Multiple bids from a vendor will be permissible, however each bid must conform fully to the requirements
for bid submission. Each such bid must be separately submitted and labeled as Bid #1, Bid #2, etc. on
each page included in the response. Alternate acquisition plans do not constitute multiple bids.
2.6
INCURRING COSTS
The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this
RFB.
2.7
QUESTIONS, CLARIFICATIONS AND/OR REVISIONS THROUGH DESIGNATED CONTACT
All communications and/or questions regarding this request must be written and submitted via FAX, email, USPS mail or hand delivery to the Purchasing Services Section.
If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in
this RFB, they have five (5) business days after the bid posting date to notify, in writing, the Purchasing
Agent at the address shown below of such error and request clarification of the RFB document. All written
questions will be responded to in writing and provided to all bidders via VendorNet.
DIANE BLANK/PURCHASING SERVICES
DEPARTMENT OF CORRECTIONS
PO BOX 7991
MADISON WI 53707-7991
[email protected]
Fax: 608-240-3342
From the date of release of this RFB through the entire RFB process, all contacts with the DOC regarding
this RFB shall be made through the Purchasing Services Section. Violation of this condition may be
considered sufficient cause for rejection of a bid, irrespective of any other considerations.
In the event that it becomes necessary to provide additional clarifying data or information, or to revise any
part of this RFB, amendment(s) will be posted on VendorNet.
Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any
amendment(s) thereof.
3.0
BID ACCEPTANCE, EVALUATION AND AWARD
3.1
BID OPENING
Bids will be opened on the date and time indicated on the Request for Bid Form (DOA-3070) at 3099 East
Washington Ave. Madison, WI 53704 Purchasing Services Section room. Names of the bidders shall be
read aloud at that time.
3.2
BID ACCEPTANCE
Bids which do not comply with instructions or are unable to comply with specifications contained in this
RFB may be rejected by the State. The State retains the right to accept or reject any or all bids, or accept
or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge
as to compliance with the instructions contained in this RFB.
3.3
BID EVALUATION
Bids will be evaluated by the DOC's purchasing agent and program manager to verify that they will meet
all specified requirements in this RFB. This verification may include requesting reports on the vendor's
financial stability, conducting demonstrations of the vendor's proposed service(s) and reviewing results of
past awards to the vendor by the State of Wisconsin.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 9 of 42
FAILURE TO MEET A MANDATORY REQUIREMENT SHALL DISQUALIFY THE BID. However, if no
bidder is able to comply with a given specification, condition of bid or provide a specific item, Purchasing
Services reserves the right to delete that specification, condition of bid or item.
3.4
METHOD OF AWARD
Award(s) shall be made on the basis of the lowest net unit price and extended total from a responsive,
responsible bidder meeting bid specifications and requirements, which is judged to be in the best interest
of the DOC. The DOC reserves the right to accept or reject any and all bids in whole or in part. Bids that
state the DOC shall guarantee a specific quantity or dollar amount will be disqualified.
In the event of bidder error in calculation, unit price shall prevail in award.
If a responsive, responsible State qualified work center meets the fair market price and other work center
program criteria, the award will be made to the work center (Wisconsin State Statute 16.752).
3.5
MINORITY BUSINESS ENTERPRISE
Bids from certified Minority Business Enterprises may be provided up to a five percent (5%) bid preference
in accordance with Wis. Stats. s. 16.75(3m).
3.6
NOTIFICATION OF INTENT TO AWARD
Any vendors who respond to this RFB, with a bid, will be notified in writing of the State’s intent to award
the contract(s) as a result of this RFB.
After notification of the intent to award is made, under the supervision of Department of Corrections,
copies of bids will be available for public inspection 8:30 a.m. to 3:30 p.m. at 3099 East Washington Ave.,
Madison WI. Vendors shall schedule reviews with purchasing agent to ensure that space is available for
the review.
3.7
APPEALS PROCESS
The appeals procedure applies to only those Requests for Bids for Services that are $25,000.00 or
greater. Notices of intent to protest and protests must be made in writing. Protesters should make their
protests as specific as possible and shall identify statutes and Wisconsin Administrative Code provisions
that are alleged to have been violated.
The written notice of intent to protest the Intent to Award a Contract must be filed with:
RICK RAEMISCH, SECRETARY
DEPARTMENT OF CORRECTIONS
PO BOX 7925
MADISON WI 53707-7925
And be received in the office above within five (5) working days after the notice of intent to award is
issued. The written protest must be received in the office above within ten (10) working days after the
notice of intent to award is issued.
Copies of the notice of intent to protest and the written protest should be sent to the Purchasing
Section Chief at the same address.
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, provided the appeal alleges a violation of statute or a provision of a Wisconsin Administrative
Code.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
4.0
Due Date: January 22, 2010
Page 10 of 42
VENDOR REQUIREMENTS
The following requirements are the minimum specifications of the service(s) required. Failure by a bidder to
respond to any specific requirement or question shall be the basis for elimination from consideration. However, if
no bidder is able to comply with a given specification, condition of bid or provide a specific item, Purchasing
Services reserves the right to delete that specification, condition of bid or item.
Revisions to this bid, if any, will be made in the form of an official amendment(s) issued by the Department of
Corrections, Purchasing Services Section.
4.1
VENDOR EXPERIENCE AND QUALIFICATIONS
4.1.1 Bidder shall have a minimum of one (1) year in the business of providing transcription services in
the form of correspondence, investigative reports, memos, etc.

4.1.2
Bidder shall submit documentation of the organization’s experience and qualifications in
providing the services as described above. Be specific. Identify services, dates and results. .
To be eligible for a contract award, Bidder must have the minimum qualifications as listed below
or bid will be disqualified
4.1.2.1 Bidder shall provide a comprehensive list of all clients reflecting the last year of
Transcription Services using Vendor Reference form DOA-3478. List must have customer
contact information with telephone number and annual contract amount.
4.1.2.2 Bidder shall provide a comprehensive list of past and current litigation. List must provide
individual or company and, if possible, settlement amount. If no litigation issues, stipulate
same on a separate sheet of paper with a header - Litigation History.
4.1.3
On or before the 30th calendar day after contract award, the contractor must have the following
operational dictation capacity:
4.1.3.1 Phone-In, digital dictation through the use of at least two (2) toll free or local numbers and
the capacity to accept a minimum of 10 calls from DOC dictators at any one time.
4.1.3.1.1 DOC dictators shall not receive a busy signal due to lack of capacity within
the contractor’s system.
4.1.3.1.2 DOC dictators shall be provided a password or PIN to access system.
4.1.3.1.3 Ability to download digitally recorded information for transcription
4.1.3.2 Provide wallet size dictation instruction cards to all dictators. Instruction cards shall
include all keypad functions for dialing into the dictation system. The cards will be
provided to DOC as part of the bid price.
4.1.3.2.1 A supply of cards shall be provided to the PREA office for quick distribution to
new dictators or those needing replacement cards.
4.1.3.2.2 No changes to the instruction card will be made without a 30–day prior
notification to the DOC contract administrator.
4.1.4
Maintain and store a minimum of six (6) months worth of DOC’s transcribed work. Upon contract
completion/termination, all DOC transcribed work stored by the contractor must be returned to
DOC. No DOC records shall remain in the possession of the vendor upon contract
completion/termination.
4.1.5
Health Insurance Portability and Accountability Act. Contractor must meet the HIPAA of 1996
privacy and security standards set forth by the federal government. A HIPAA Business Associate
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 11 of 42
Agreement will be executed between the DOC and the contractor upon award of the contract so
that all privacy and confidentiality laws will be abided and all information will be secured.
DOC and the Service Provider are committed to using and disclosing Protected Health
Information in compliance with the Standards for Privacy of Individually Identifiable Health
Information (“Privacy Rule”) (45 C.F.R. Parts 160 and 164) under the HIPAA of 1996, see State of
Wisconsin, Department of Correction, Notice of Privacy Practices, POC-0034 (2/2005) in Table of
Contents 11.0, Required Forms.
4.1.6 Contractor shall be responsible for protecting the personnel furnishing services under this contract.
To carry out this responsibility, the contractor must provide the following for their personnel:
 Workers Compensation
 Liability Insurance
 Income Tax Withholding
 Social Security Payments
4.2
TRANSITION PLAN
Bidder shall provide a written Transition Plan as part of the bid submission documents. The Transition Plan
must contain a minimum of two (2) elements: (a) Timeline showing implementation of Transcription Services
at DOC institutions, (b) Project Manager.
4.2.1 Transition Plan: A written document shall be submitted as a part of the bid package. The Transition
Plan is for evaluation purposes to assist DOC personnel in determining if the bidder has the
technical, intellectual, material, physical and fiscal capabilities to implement a transcription service
with minimum disruption to the DOC personnel. The plan should, as a minimum, reflect the
companies’ proposed timeline for completing the following task: (a) Initial meeting with DOC/PREA
personnel. (b) Telephone 800 numbers accessible to DOC personnel. (c) Sample invoice document
and company procedures for customer submission of a request for adjustments/corrections.
4.2.2 Project Manager: Project Manager shall be indicated on the list of employees as required in 5.1.
Project Manager shall have a thorough working knowledge of Transcription Services and is the main
point of contact for issues associated with the contract and vendor performance. Project Manager
must be able to communicate, and/or meet when deemed necessary, with DOC/PREA personnel
about specific service activities and offer viable solutions, if appropriate.
5.0
4.3
EMERGENCY PLAN
Bidder shall submit an Emergency Plan with the bid package. The Emergency Plan, as a minimum, shall
clearly communicate the companies’ methodology for ensuring the privacy of the transcription materials in
compliance with HIPAA if a natural disaster, system breach or computer system failure occurs.
4.4
QUALITY ASSURANCE PROGRAM
Bidder shall submit a Quality Assurance program with the bid package. The Quality Assurance program
shall clearly communicate the companies’ methodology for ensuring the highest level of performance in
compliance with the solicitation/contractual requirements. As a minimum, the Quality Assurance program
will indicate a training component for internal staff and customers.
VENDOR STAFF REQUIREMENTS
5.1
STAFF QUALIFICATIONS, EXPERIENCE AND TRAINING
5.1.1 Bidder shall have adequate staff with the required skills to ensure the quality and effectiveness of
program services. Programs shall also ensure that the staff is receiving appropriate training and
education to maintain quality services.

Bidder shall provide a current copy of certification indicating an accepted and approved level
of proficiency, ethical behavior and professionalism. Attach copies of any applicable
certifications for each Transcriptionist.
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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5.1.2 Organization staff providing transcription services shall have at least one (1) year of Transcription
Service experience.

5.2
5.3
6.0
Bidder shall submit a list of staff names providing documentation of staff training, experience
and qualifications in providing the services as described above. The format of the
documentation shall include names of staff, dates, location of experience and names and
phone numbers of persons who can verify experience. Attach copies of any applicable
certifications. If staff positions are pending hire, submit recruitment plan and job description
of those pending positions. Minimum training documentation shall indicate HIPAA training.
STAFF PERFORMANCE
The contractor shall utilize, on this contract, only workers that are skilled in the tasks to which they are
assigned. The DOC retains the right to require the reassignment of an employee or employees, as the
Department may deem necessary. Reasons for this request may be but are not limited to incompetence,
carelessness, disruptive or otherwise objectionable behavior. The request for reassignment is in no way a
call for dismissal. It is just a request for the individual to be reassigned out of the State facility. The
Contractor will evaluate availability and performances of individual’s on a quarterly basis and submit a
report to DOC within 10 days of the reports completion.
STAFF AND EQUIPMENT
Contractor shall have in their employ, or under their control, sufficient qualified and competent personnel
to perform work promptly and in accordance with a schedule or work program, as approved by the DOC.
All equipment and supplies proposed must be capable of performing all operations in accordance with
specifications.
PROGRAM REQUIREMENTS
6.1
The contractor must perform the required work in accordance with all federal, state, and local rules and
regulations. Transcriptionists must be trained to adhere to state and federal confidentiality laws.
Contractor must be HIPAA compliant.
6.2
Business hours are Monday through Friday, 7:30 – 4:30 CST.
6.3
Contractor shall immediately inform DOC/PREA – Charles Cole at 608-240-5113, of any problems
with dictation system or transmission to avoid confusion in transcription. Calls must be made immediately
whenever problems occur.
6.4
Contractor shall transmit completed documents with the initials of providers and date dictated
in a secured manner to the appropriate investigator as soon as completed. This shall be no later than 24
hours from receipt of the dictation. Contractor shall accept transmitted documents from the investigators
which contain corrections to the documents. Corrections must be made within 24 hours of receipt and
returned via secured transmission.
6.5
The contractor shall provide regular quarterly reports to assist DOC with contractor statistics
that prove the service provided was an efficient and quality service for staff. Also, if these
statistics show areas of concern, there shall be a contractor action plan to address any issues.
There will be no additional charge for this reporting service.
These written reports include but are not limited to:
Annual totals for all reports
Quarterly Total Line Counts for Regular and STAT Turnaround indicating monthly totals
Quarterly Average Turnaround Time for Regular and STAT
Quarterly Error Rates per Transcriptionist for Regular and STAT Turnaround
Monthly Line Counts per provider for Regular and STAT Turnaround – provide with invoice
RFB #DLB-2334
RFB NAME: PREA Transcription Services
6.6
Due Date: January 22, 2010
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TURNAROUND TIME
6.6.1 Regular turnaround time shall be 24 hours. Twenty-four (24) hours shall be calculated from the time
of receipt at the contractor’s locations to the time the document is transmitted to the investigator.
6.6.2 STAT turnaround time shall be less than six (6) hours. STAT turnaround time requirement will be
calculated from the time of dictation or transmission to the time the document is transmitted to the
investigator.
6.6.3 Any delays in meeting the turnaround time, for whatever reasons but not limited to personnel
problems, equipment malfunction, equipment upgrades, receipt of equipment or materials to
provide services, require immediate notification by the contractor to Charles Cole at 608-240-5113,
Monday through Friday 8:00 a.m. to 4:30 p.m. CST. Contractor must advise the PREA office of
action being taken to resolve the delay in meeting the turnaround time.
6.7
QUALITY CONTROL
Contractor must maintain a quality control system to ensure complete accuracy of reports. The contractor
shall maintain a high level of accuracy, requiring less than a 3% error rate based on the total number of
documents submitted (standard for quality).
6.7.1 Provide a secured access for DOC/PREA Designated Representative to monitor all voice and text
activities for account at anytime (24/7), Real Time monitoring.
6.7.2 Retyping of the entire document shall be required if there are substantial typographical errors.
6.7.2.1 Erasure corrections are unacceptable.
6.7.2.2 Retyped reports must be returned to DOC within 24 hours of notification of error.
6.7.2.3 Contractor must document the provider revisions that the DOC is being charged for on the
invoice.
6.7.2.4 Provider revisions not appropriately corrected initially by the contractor must have no charge
associated with them.
6.7.3 Project Manager or designated representative must be available during normal working
hours, 7:30 a.m. – 4:30 p.m., to respond to questions, concerns or problems with the
service. Project Manager or designated representative must be available for in-person,
face to face meetings with DOC/PREA personnel, if necessary, within 24 hours in the event
of performance related issues or serious contractual issues.
7.0
PRICING REQUIREMENTS
7. 1 FIRM PRICES
Prices must remain firm for the initial contract term. Prices established may be lowered due to general
market conditions.
7.2
PRICE INCREASE REQUESTS
Price increase requests proposed after the initial Contract term must be received by Purchasing in writing 90
calendar days prior to the beginning of the next contract term for acceptance or rejection. Proposed price
increases are limited to fully documented cost increases submitted with the request and may not increase
more than the Consumer Price Index. If Purchasing deems cost increases are not acceptable, it reserves
the right to rebid the contract in whole or part. Acceptance of the price increases shall be in the form of an
amendment to the contract. Price increases must be labeled with the contract number and be submitted in
the same format as the original RFB. Any price increase requested that is not submitted in the proper format
may be rejected.
RFB #DLB-2334
RFB NAME: PREA Transcription Services
7.3
Due Date: January 22, 2010
Page 14 of 42
INVOICING / PAYMENT REQUIREMENTS
Contractor must agree that all invoices and purchasing card charges shall reflect the prices and discounts
established for the items on this contract for all orders placed by the DOC even though the contract number
and/or correct prices may not be referenced on each order.
The DOC must meet a statutory mandate to pay or reject invoices within 30 days of receipt by DOC Accounts
Payable (Note exemption of aids payments to individuals and organizations). Before payment is made, DOC
also must verify that all invoiced charges are correct as per this Contract. Only properly submitted invoices
will be officially processed for payment. Prompt payment requires that contractor invoices be clear and
complete in conformity with the instructions below. All invoices must be itemized showing:







Contractor name
remit to address
purchase order number
release number if given
date of order/release
complete service
prices per the Contract
The original invoice and two copies must be sent to the DOC address listed on the Purchase Order.
Final payment may not be made until work has been accepted by the DOC.
8.0
TECHNOLOGY REQUIREMENTS
8.1
Hardware Specifications
8.1.1
All server equipment must conform to the following DOC hardware specifications:
8.1.1.1 IBM Server x3650
8.1.1.2 Quad-Core Intel Xeon Processor E5420 (2.5GHz 12MB L2 1333Mhz 80w)
8.1.1.3 4GB RAM
8.1.1.4 Windows 2003 Enterprise Server SP2
8.1.2
All PC (non-server) equipment must conform to the following DOC hardware specifications:
8.1.2.1 IBM ThinkCentre M58
8.1.2.2 Intel Core 2 Duo Processor E8400
8.1.2.3 3GB RAM
8.1.2.4 160GB 7200RPM S-ATA HDD
8.1.2.5 Intel Graphics Media Accelerator 4500
8.1.2.6 Intel Gigabit Ethernet
8.2
8.1.2.7 Windows XP Professional SP2
Software Specifications:
8.2.1 The DOC, as a standard business practice, does not allow vendors to remotely connect to
equipment installed within DOC facilities either via dial-in or VPN. If you require this please
explain how you will accomplish this in a secure fashion without compromising the DOC’s
networks.
8.2.2
The DOC, as a standard business practice, does not allow vendors to install any cameras or
recording/remote viewing equipment within DOC facilities. If you require this please explain
how you will accomplish this in a secure fashion without compromising the DOC’s
networks.
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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8.2.3
Any software/applications to be installed on DOC workstations must pass the BTM Software
Certification and Approval process.
8.2.4
Any web-based software must conform to the following specifications:
8.2.4.1 Must be able to function normally on a PC with the following minimum specifications:
8.2.4.1.1 Intel P4 2.26GHz
8.2.4.1.2 512MB RAM
8.2.4.2 Any Active X Controls, Java Plug-ins, or other “heavy” plug-ins must go through the BTM
Approval and Certification process before being installed on any workstation in the DOC
environment
8.2.4.3 Must use HTTPS protocol for user authentication and security
8.2.4.4 Must function on Internet Explorer 7.0 and later versions
8.2.4.5 Must function at a minimum screen resolution of 800x600
8.2.5
8.3
Easy deployment to desktops either web based or provides deployment tools to push or pull
software to the desktop deployable to desktop via LANDesk 8.7 or above
Performance, Security, and Misc. Specifications
8.3.1
Availability – 98.5% uptime
8.3.2
Query response times less than 5 seconds
8.3.3
Must use LDAP security architecture and Microsoft Active Directory for user authentication. If this
requirement cannot be met please explain your system.
8.3.4 The DOC, as a standard business practice, requires monthly Operating System (OS) patches be
applied to servers, and regular updates to Anti-Virus (AV) on servers and desktops be applied.
Desktop OS patches are applied when required and will be applied on a monthly basis. If you are
not using standard DOC hardware please explain how you will accomplish these tasks.
8.3.5
The proposed solution must ensure confidentiality as an element of security that makes
information available only to authorized entities. Data should be digitally secure with access
restrictions to protect confidential information (e.g. personnel records and other sensitive internal
data, juvenile data, health records, etc) Data definitions and schemas should be compatible with
HIPAA standards
8.3.6
The proposed solution must provide access control that permits or denies access to the
application, information, or other resources based on parameters including (but not limited to) the
identity of the source and destination
8.3.7
The proposed solution must employ the use of 128 bit Secure Socket Layer (SSL) encryption to
authenticate to the web server and the users browser. Implementation of SSL must allow for
client authentication support using the services provided by VeriSign Certificate Authorities.
8.3.8
Secure web access through web browsers.
8.3.9
Secure file uploads and downloads using Secure FTP or similar method.
8.3.10 Support for the WMA file format.
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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8.3.11 Support for automated and/or manual file transfers using vendor provided software or client
provided WS-FTP Pro 2007
8.3.12 Upload/download feature must ensure 98.5% uptime
8.4
9.0
Customer Support/Maintenance/Upgrades
8.4.1
Customer support must be available in the form of technical support, as well as instructional
support for teachers. Maintenance must include updates and bug fixes. All calls or emails must be
returned within two (2) hours. Any upgrades shall be accomplished in timely manner and included
in the cost proposal.
8.4.2
With the exception of minimal planned maintenance outages (i.e.: patching, upgrade), the
proposed solution must be operation, reliable and available 24x7x365 for essential business
processes and mission-critical business operation. Planned maintenance or outages must be
communicated to the DOC a minimum of 14 days prior to the event and limited to weekends if
possible.
8.4.3
Public and on-site training for administrators and users is available
8.4.4
Fast efficient, knowledgeable customer technical support is available by telephone and email
during normal business hours. Normal business hours should be at least M-F 8 AM – 4:30 PM
central time.
8.4.5
Technical issues reported to the vendor must be assigned to a support technician responding
within two (2) hours of the initial report to the vendor and resolved within 48 hours.
8.4.6
Clear, easy to use help screen
8.4.7
Technical and user on-line documentation including a clear, easy to understand, user friendly
“How to Guide” is available
SUPPORT REQUIREMENTS
9.1 SUBCONTRACTING
Any Contract resulting from this bid shall not be, in whole or in part, subcontracted, assigned, or
otherwise transferred to any other Contractor without prior written approval by Purchasing Services.
9.1.1 The Contractor shall be directly responsible for any subcontractor’s performance and work quality
when used by the Contractor to carry out the scope of the job.
9.1.2 Contractor must assure subcontractors abide by all terms and conditions under this Contract.
9.1.3 If subcontractors are to be used, the Contractor must clearly explain their participation.
9.2 PRIME CONTRACTOR AND MINORITY BUSINESS SUBCONTRACTORS
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.
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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The State of Wisconsin policy provides that minority-owned business enterprises certified by the
Wisconsin Department of Commerce, Bureau of Minority Business Development 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-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 Wisconsin Department of Commerce and their
contract amount.
Quarterly reports shall be due fifteen (15) calendar days after the end of the quarter, 9/31, 12/31, 3/31
and 6/30. The form for submitting this information is available from the VendorNet on the Contract’s
Home 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: [email protected]
post: MBE PURCHASING REPORT
DEPT OF CORRECTIONS
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.
A listing of certified minority businesses, as well as the services and commodities they provide, is
available from the Department of Administration, Office of the Minority Business Program, 608/267-3293.
The listing is published on the Internet at: http://www.doa.state.wi.us/mbe/minority_search.asp
9.3
AFFIRMATIVE ACTION
All contracts of more than Twenty Five Thousand Dollars ($25,000) require the submission of a written
affirmative action plan or request exemption. Contractors with an annual workforce of less than twentyfive 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 Department’s
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.
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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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.
9.4
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
9.5
TOBACCO-FREE ENVIRONMENT
All DOC Institutions are Tobacco-Free. Contractors are not to possess or use any tobacco product inside
an institution.
9.6
SECURITY AND CREDENTIAL REVIEW
The department requires that all persons providing services in its facilities submit and pass criminal
background and license/credential checks. History of arrests and/or convictions could 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
9.7
INSIDE FACILITY DELIVERY
These services may be required to be delivered within the confines of a State of Wisconsin Correctional
Facility to which access is tightly controlled. Delivery persons will need to be properly documented with
approved identification: a valid Wisconsin or other State’s driver’s license. Vehicles will be subject to
search upon entering and leaving said Facility. Vehicles containing weapons, drugs or drug paraphernalia,
live animals, additional passengers, and/or any other restricted items, etc. will not be allowed to enter.
Possession of contraband may be reported to local law enforcement.
All vehicles shall be thoroughly searched entering and leaving the institution to prevent introduction of
contraband and the use of the vehicle as a means of escape by inmates.
Vehicles leaving the institution shall have a designated position at which to stop before reaching the
vehicle exit, so that the driver and passengers can be properly identified. All vehicles leaving the
institution shall again be searched at the truck exit. Any vehicle that cannot be thoroughly searched must
be held inside the institution through an official count.
Trucks to be loaded inside the institution must be loaded under the supervision of a staff member. In
maximum security institutions, trucks shall never be left unsupervised while inside the institution. In
medium and minimum institutions, unattended trucks must be locked.
The Department of Corrections will not be responsible for any additional delivery charges resulting from
being denied entry by non-compliant delivery personnel.
9.8
ACCESS TO DOC INSTITUTIONS
Execution of this contract requires access/entrance into DOC secure facilities. All contractor staff 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:

All vehicles shall be thoroughly searched entering and leaving the institution to prevent introduction of
contraband and the use of the vehicle as a means of escape by inmates.

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
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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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.
9.9

Trucks to be loaded inside the institution must be loaded under the supervision of a staff member. In
maximum security institutions, trucks shall never be left unsupervised while inside the institution. In
medium and minimum institutions, unattended trucks must be locked.

Vehicles leaving the institution shall have a designated position at which to stop before reaching the
vehicle exit, so that the driver and passengers can be properly identified. All vehicles leaving the
institution shall again be searched at the truck exit. Any vehicle that cannot be thoroughly searched
must be held inside the institution through an official count.

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 inmates is prohibited. Nothing is to be given to inmates (food, mail, money,
newspapers or magazines, etc.) without authorization and nothing is to be received from inmates 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 Contractor’s 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.
9.10 CONFIDENTIALITY
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, and such data is not to be released unless approved by the DOC.
9.11 LIQUIDATED DAMAGES
This shall be surety for fulfillment of the contract(s) including quality, performance and delivery under the
terms of this Request for Bid. Liquidated damages shall consist of any cost associated the contractor not
complying with contractual obligations and the DOC exercises purchasing activities to acquire temporary
services designed to supplement unacceptable contractor performance. The actual incurred cost will be
charged back to the contractor. The DOC will support all Liquidated Damages charges with actual cost
figures demonstrating actual damage incurred by DOC/PREA.
9.12 EMPLOYMENT OF CURRENT OFFENDERS AND EMPLOYMENT AND RETENTION OFINDIVIDUALS
ARRESTED, CHARGED OR CONVICTED OF CRIMINAL OFFENSE
9.12.1 Contractor shall not employ a person who is on probation, parole or an inmate who is supervised by
Intensive Sanctions 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.
9.12.2 Contractor will implement policies and procedures to ensure that job applicants or current
employees shall be dealt with as follows:
9.12.2.1
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;
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RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
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9.12.2.2 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;
9.12.2.3
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
9.12.2.4
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.
9.12.3 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.
9.12.4 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.
9.13 FRATERNIZATION
9.13.1 Contractor agrees to have a written policy on fraternization that prohibits the forming of improper
relationships between Contractor's employees and offenders. The policy must be substantially
equivalent to the Department of Corrections' policy as expressed in Executive Directive 16, May
1991 - Revised January 1997, Further Revised August 2004. A copy of Executive Directive 16
may be obtained from the Contract Administrator.
9.13.2 Contractor shall address at the minimum the policy required in Sub. A: definitions of employee,
relationships and offender; a statement of prohibited relationships; duty of employee to inform
Contractor of unplanned contacts with offenders; a statement that Contractor-directed contacts or
those which are part of the employee's job duties are exempt from the policy; an exception
procedure which may be carried out by the Executive Director or designee; and a standard
employee statement indicating that each employee has read a copy of the Contractor's policy on
fraternization.
9.13.3 Contractor shall also agree to have a written policy which prohibits Contractor’s employees from
engaging in any sexual contact or sexual intercourse with offenders under the custody and control of
the Department of Corrections. The policy must be substantially equivalent to the Department of
Corrections’ policy as expressed in Executive Directive 16-A, August 2006. A copy of Executive
Directive 16-A may also be obtained from the Contractor Administrator.
9.13.4 Contractor shall maintain a copy of the signed employee statement on fraternization and sexual
contact in each employee's personnel file.
9.14 FAITH-BASED AND CHARITABLE ORGANIZATIONS
9.14.1 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 Contractor’s control over
the definition, development, practice, and expression of its charitable or religious beliefs. Except
RFB #DLB-2334
RFB NAME: PREA Transcription Services
Due Date: January 22, 2010
Page 21 of 42
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.
9.14.2 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.
9.14.3 Neither Purchaser’s 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
Contractor’s charitable or religious character, practices, or expression. The purpose of this
Contract is the provision of Services; none of Purchaser’s expenditures have as their objective the
funding of sectarian worship, instruction, or proselytization. As such, a faith-based 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 Wisconsin’s 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 Contractor’s 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.
9.14.4 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 form
prepared by the Contractor containing the aforementioned notice and verifying the offender’s
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 Purchaser’s “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.
9.15 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.
9.16 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).
10.0
STANDARD AND SUPPLEMENTAL TERMS AND CONDITIONS
The Standard Terms and Conditions (DOA-3054, R10/2005)) and Supplemental Standard Terms and Conditions for
Procurements for Services (DOA-3681, R01/2001) are made part of this RFB. The State of Wisconsin reserves the
right to incorporate standard State contract provisions into any contract negotiated with any bid submitted
responding to this RFB (Standard Terms and Conditions, DOA-3054). Failure of the successful bidder to accept
these obligations in a contractual agreement may result in cancellation of the award.
Wisconsin Department of Administration
Chs. 16, 19, 51
DOA-3054 (R10/2005)
Page 1 of 3
Standard Terms And Conditions
(Request For Bids / Proposals)
1.0
2.0
3.0
SPECIFICATIONS: The specifications in this request are
the minimum acceptable. When specific manufacturer and
model numbers are used, they are to establish a design,
type of construction, quality, functional capability and/or
performance level desired.
When alternates are
bid/proposed, they must be identified by manufacturer, stock
number, and such other information necessary to establish
equivalency. The State of Wisconsin shall be the sole judge
of equivalency. Bidders/proposers are cautioned to avoid
bidding alternates to the specifications which may result in
rejection of their bid/proposal.
DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from original text, terms, conditions, or specifications
shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the request. In the absence
of such statement, the bid/proposal shall be accepted as in
strict compliance with all terms, conditions, and specifications and the bidders/proposers shall be held liable.
QUALITY: Unless otherwise 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 prior written approval
by the State of Wisconsin.
4.0
QUANTITIES: The quantities shown on this request are
based on estimated needs. The state reserves the right to
increase or decrease quantities to meet actual needs.
5.0
DELIVERY: Deliveries shall be F.O.B. destination freight
prepaid and included unless otherwise specified.
6.0
PRICING AND DISCOUNT: The State of Wisconsin qualifies for governmental discounts and its educational institutions also qualify for educational discounts. Unit prices shall
reflect these discounts.
6.1
6.2
6.3
Unit prices shown on the bid/proposal or contract
shall be the price per unit of sale (e.g., gal., cs., doz.,
ea.) as stated on the request or contract. For any
given item, the quantity multiplied by the unit price
shall establish the extended price, the unit price shall
govern in the bid/proposal evaluation and contract
administration.
Prices established in continuing agreements and
term contracts may be lowered due to general market
conditions, but prices shall not be subject to increase
for ninety (90) calendar days from the date of award.
Any increase proposed shall be submitted to the
contracting agency thirty (30) calendar days before
the proposed effective date of the price increase, and
shall be limited to fully documented cost increases to
the contractor which are demonstrated to be industrywide. The conditions under which price increases
may be granted shall be expressed in bid/proposal
documents and contracts or agreements.
In determination of award, discounts for early
payment will only be considered when all other conditions are equal and when payment terms allow at
least fifteen (15) days, providing the discount terms
are deemed favorable. All payment terms must allow
the option of net thirty (30).
7.0
UNFAIR SALES ACT: Prices quoted to the State of
Wisconsin are not governed by the Unfair Sales Act.
8.0
ACCEPTANCE-REJECTION:
The State of Wisconsin
reserves the right to accept or reject any or all
bids/proposals, to waive any technicality in any bid/proposal
submitted, and to accept any part of a bid/proposal as
deemed to be in the best interests of the State of
Wisconsin.
Bids/proposals MUST be date and time stamped by the
soliciting purchasing office on or before the date and time
that the bid/proposal is due. Bids/proposals date and time
stamped in another office will be rejected. Receipt of a
bid/proposal by the mail system does not constitute receipt
of a bid/proposal by the purchasing office.
9.0
METHOD OF AWARD: Award shall be made to the lowest
responsible, responsive bidder unless otherwise specified.
10.0
ORDERING: Purchase orders or releases via purchasing
cards shall be placed directly to the contractor by an
authorized agency.
No other purchase orders are
authorized.
11.0
PAYMENT TERMS AND INVOICING:
The State of
Wisconsin normally will pay properly submitted vendor
invoices within thirty (30) days of receipt providing goods
and/or services have been delivered, installed (if required),
and accepted as specified.
Invoices presented for payment must be submitted in
accordance with instructions contained on the purchase
order including reference to purchase order number and
submittal to the correct address for processing.
A good faith dispute creates an exception to prompt
payment.
12.0
TAXES: The State of Wisconsin and its agencies are
exempt from payment of all federal tax and Wisconsin state
and local taxes on its purchases except Wisconsin excise
taxes as described below.
The State of Wisconsin, including all its agencies, is
required to pay the Wisconsin excise or occupation tax on
its purchase of beer, liquor, wine, cigarettes, tobacco
products, motor vehicle fuel and general aviation fuel.
However, it is exempt from payment of Wisconsin sales or
use tax on its purchases. The State of Wisconsin may be
subject to other states' taxes on its purchases in that state
depending on the laws of that state. Contractors performing construction activities are required to pay state use tax
on the cost of materials.
13.0
GUARANTEED DELIVERY: Failure of the contractor to
adhere to delivery schedules as specified or to promptly
replace rejected materials shall render the contractor liable
for all costs in excess of the contract price when alternate
procurement is necessary. Excess costs shall include the
administrative costs.
14.0
ENTIRE AGREEMENT:
These Standard Terms and
Conditions shall apply to any contract or order awarded as
a result of this request except where special requirements
are stated elsewhere in the request; in such cases, the
special requirements shall apply. Further, the written
contract and/or order with referenced parts and attach-
DOA-3054
Page 2of 3
ments shall constitute the entire agreement and no other
terms and conditions in any document, acceptance, or
acknowledgment shall be effective or binding unless
expressly agreed to in writing by the contracting authority.
15.0
16.0
17.0
18.0
19.0
APPLICABLE LAW AND COMPLIANCE: This contract
shall be governed under the laws of the State of Wisconsin.
The contractor shall at all times comply with and observe all
federal and state laws, local laws, ordinances, and
regulations which are in effect during the period of this
contract and which in any manner affect the work or its
conduct. The State of Wisconsin reserves the right to
cancel this contract if the contractor fails to follow the
requirements of s. 77.66, Wis. Stats., and related statutes
regarding certification for collection of sales and use tax.
The State of Wisconsin also reserves the right to cancel
this contract with any federally debarred contractor or a
contractor that is presently identified on the list of parties
excluded from federal procurement and non-procurement
contracts.
ANTITRUST ASSIGNMENT: The contractor and the State
of Wisconsin recognize that in actual economic practice,
overcharges resulting from antitrust violations are in fact
usually borne by the State of Wisconsin (purchaser).
Therefore, the contractor hereby assigns to the State of
Wisconsin any and all claims for such overcharges as to
goods, materials or services purchased in connection with
this contract.
ASSIGNMENT: No right or duty in whole or in part of the
contractor under this contract may be assigned or delegated without the prior written consent of the State of
Wisconsin.
WORK CENTER CRITERIA: A work center must be certified under s. 16.752, Wis. Stats., and must ensure that
when engaged in the production of materials, supplies or
equipment or the performance of contractual services, not
less than seventy-five percent (75%) of the total hours of
direct labor are performed by severely handicapped
individuals.
Contracts estimated to be over twenty-five thousand
dollars ($25,000) require the submission of a written
affirmative action plan by the contractor. An exemption occurs from this requirement if the contractor has
a workforce of less than twenty-five (25) employees.
Within fifteen (15) working days after the contract is
awarded, the contractor must submit the plan to the
contracting state agency for approval. Instructions
on preparing the plan and technical assistance
regarding this clause are available from the
contracting state agency.
The contractor agrees to post in conspicuous places,
available for employees and applicants for employment, a notice to be provided by the contracting state
agency that sets forth the provisions of the State of
Wisconsin's nondiscrimination law.
19.3
Failure to comply with the conditions of this clause
may result in the contractor's becoming declared an
"ineligible" contractor, termination of the contract, or
withholding of payment.
20.0
PATENT INFRINGEMENT: The contractor selling to the
State of Wisconsin the articles described herein guarantees
the articles were manufactured or produced in accordance
with applicable federal labor laws. Further, that the sale or
use of the articles described herein will not infringe any
United States patent. The contractor covenants that it will
at its own expense defend every suit which shall be brought
against the State of Wisconsin (provided that such
contractor is promptly notified of such suit, and all papers
therein are delivered to it) for any alleged infringement of
any patent by reason of the sale or use of such articles, and
agrees that it will pay all costs, damages, and profits recoverable in any such suit.
21.0
SAFETY REQUIREMENTS: All materials, equipment, and
supplies provided to the State of Wisconsin must comply
fully with all safety requirements as set forth by the
Wisconsin Administrative Code and all applicable OSHA
Standards.
22.0
WARRANTY: Unless otherwise specifically stated by the
bidder/proposer, equipment purchased as a result of this
request shall be warranted against defects by the
bidder/proposer for one (1) year from date of receipt. The
equipment manufacturer's standard warranty shall apply as
a minimum and must be honored by the contractor.
23.0
INSURANCE RESPONSIBILITY: The contractor performing services for the State of Wisconsin shall:
NONDISCRIMINATION / AFFIRMATIVE ACTION: 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), Wis.
Stats., sexual orientation as defined in s. 111.32(13m), Wis.
Stats., or national origin. 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.
19.1
19.2
24.0
23.1
Maintain worker's compensation insurance as
required by Wisconsin Statutes, for all employees
engaged in the work.
23.2
Maintain commercial liability, bodily injury and property damage insurance against any claim(s) which
might occur in carrying out this agreement/contract.
Minimum coverage shall be one million dollars
($1,000,000) liability for bodily injury and property
damage including products 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 dollars ($1,000,000) per occurrence
combined single limit for automobile liability and
property damage.
23.3
The state reserves the right to require higher or lower
limits where warranted.
CANCELLATION: The State of Wisconsin reserves the
right to cancel any contract in whole or in part without
penalty due to nonappropriation of funds or for failure of the
contractor to comply with terms, conditions, and specifications of this contract.
DOA-3054
Page 3of 3
25.0
VENDOR TAX DELINQUENCY: Vendors who have a
delinquent Wisconsin tax liability may have their payments
offset by the State of Wisconsin.
26.0
PUBLIC RECORDS ACCESS: It is the intention of the
state to maintain an open and public process in the solicitation, submission, review, and approval of procurement
activities.
30.0
MATERIAL SAFETY DATA SHEET: If any item(s) on an
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 with the invoice(s).
31.0
PROMOTIONAL ADVERTISING / NEWS RELEASES:
Reference to or use of the State of Wisconsin, any of its
departments, agencies or other subunits, or any state official or employee for commercial promotion is prohibited.
News releases pertaining to this procurement shall not be
made without prior approval of the State of Wisconsin.
Release of broadcast e-mails pertaining to this procurement
shall not be made without prior written authorization of the
contracting agency.
32.0
HOLD HARMLESS: The contractor will indemnify and
save harmless the State of Wisconsin 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 of any of its
contractors, in prosecuting work under this agreement.
33.0
FOREIGN CORPORATION: A foreign corporation (any
corporation other than a Wisconsin corporation) which
becomes a party to this Agreement is required to conform
to all the requirements of Chapter 180, Wis. Stats., relating
to a foreign corporation and must possess a certificate of
authority from the Wisconsin Department of Financial
Institutions, unless the corporation is transacting business
in interstate commerce or is otherwise exempt from the
requirement of obtaining a certificate of authority. Any
foreign corporation which desires to apply for a certificate of
authority should contact the Department of Financial
Institutions, Division of Corporation, P. O. Box 7846,
Madison, WI 53707-7846; telephone (608) 261-7577.
34.0
WORK CENTER PROGRAM:
The successful
bidder/proposer shall agree to implement processes that
allow the State agencies, including the University of
Wisconsin System, to satisfy the State's obligation to
purchase goods and services produced by work centers
certified under the State Use Law, s.16.752, Wis. Stat.
This shall result in requiring the successful bidder/proposer
to include products provided by work centers in its catalog
for State agencies and campuses or to block the sale of
comparable items to State agencies and campuses.
35.0
FORCE MAJEURE: Neither party shall be in default by
reason of any failure in performance of this Agreement in
accordance with reasonable control and without fault or
negligence on their part. Such causes may include, but are
not restricted to, acts of nature or the public enemy, acts of
the government in either its sovereign or contractual
capacity, fires, floods, epidemics, quarantine restrictions,
strikes, freight embargoes and unusually severe weather,
but in every case the failure to perform such must be
beyond the reasonable control and without the fault or
negligence of the party.
Bid/proposal openings are public unless otherwise specified. Records may not be available for public inspection
prior to issuance of the notice of intent to award or the
award of the contract.
27.0
28.0
PROPRIETARY INFORMATION: Any restrictions on the
use of data contained within a request, must be clearly
stated in the bid/proposal itself. Proprietary information
submitted in response to a request will be handled in
accordance with applicable State of Wisconsin
procurement regulations and the Wisconsin public records
law. Proprietary restrictions normally are not accepted.
However, when accepted, it is the vendor's responsibility to
defend the determination in the event of an appeal or
litigation.
27.1
Data contained in a bid/proposal, all documentation
provided therein, and innovations developed as a
result of the contracted commodities or services
cannot be copyrighted or patented. All data, documentation, and innovations become the property of
the State of Wisconsin.
27.2
Any material submitted by the vendor in response to
this request that the vendor considers confidential
and proprietary information and which qualifies as a
trade secret, as provided in s. 19.36(5), Wis. Stats.,
or material which can be kept confidential under the
Wisconsin public records law, must be identified on a
Designation of Confidential and Proprietary Information form (DOA-3027).
Bidders/proposers may
request the form if it is not part of the Request for
Bid/Request for Proposal package. Bid/proposal
prices cannot be held confidential.
DISCLOSURE: If a state public official (s. 19.42, Wis.
Stats.), a member of a state public official's immediate
family, or any organization in which a state public official or
a member of the official's immediate family owns or controls
a ten percent (10%) interest, is a party to this agreement,
and if this agreement involves payment of more than three
thousand dollars ($3,000) within a twelve (12) month
period, this contract is voidable by the state unless appropriate disclosure is made according to s. 19.45(6), Wis.
Stats., before signing the contract. Disclosure must be
made to the State of Wisconsin Ethics Board, 44 East
Mifflin Street, Suite 601, Madison, Wisconsin 53703
(Telephone 608-266-8123).
State classified and former employees and certain
University of Wisconsin faculty/staff are subject to separate
disclosure requirements, s. 16.417, Wis. Stats.
29.0
RECYCLED MATERIALS: The State of Wisconsin is
required to purchase products incorporating recycled materials whenever technically and economically feasible.
Bidders are encouraged to bid products with recycled
content which meet specifications.
State of Wisconsin
Department of Administration
Division of Agency Services
Bureau of Procurement
DOA-3681 (01/2001)
ss. 16, 19 and 51, Wis. Stats.
Supplemental Standard Terms and Conditions
For Procurements for Services
1.0
ACCEPTANCE OF BID/PROPOSAL CONTENT: The contents of the bid/proposal of the successful contractor will
become contractual obligations if procurement action ensues.
2.0
CERTIFICATION
OF
INDEPENDENT
PRICE
DETERMINATION:
By signing this bid/proposal, the
bidder/proposer certifies, and in the case of a joint
bid/proposal, each party thereto certifies as to its own organization, that in connection with this procurement:
2.1
2.2
The prices in this bid/proposal have been arrived at
independently, without consultation, communication,
or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any
other bidder/proposer or with any competitor;
Unless otherwise required by law, the prices which
have been quoted in this bid/proposal have not been
knowingly disclosed by the bidder/proposer and will
not knowingly be disclosed by the bidder/proposer
prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated
procurement, directly or indirectly to any other
bidder/proposer or to any competitor; and
2.3
No attempt has been made or will be made by the
bidder/proposer to induce any other person or firm to
submit or not to submit a bid/proposal for the purpose
of restricting competition.
2.4
Each person signing this bid/proposal certifies that:
He/she is the person in the bidder's/proposer's organization responsible within that organization for the
decision as to the prices being offered herein and that
he/she has not participated, and will not participate, in
any action contrary to 2.1 through 2.3 above; (or)
3.2
4.0
DUAL EMPLOYMENT:
Section 16.417, Wis. Stats.,
prohibits an individual who is a State of Wisconsin employee
or who is retained as a contractor full-time by a State of
Wisconsin agency from being retained as a contractor by the
same or another State of Wisconsin agency where the
individual receives more than $12,000 as compensation for
the individual’s services during the same year.
This
prohibition does not apply to individuals who have full-time
appointments for less than twelve (12) months during any
period of time that is not included in the appointment. It does
not include corporations or partnerships.
5.0
EMPLOYMENT: The contractor will not engage the services
of any person or persons now employed by the State of
Wisconsin, including any department, commission or board
thereof, to provide services relating to this agreement without
the written consent of the employing agency of such person
or persons and of the contracting agency.
6.0
CONFLICT OF INTEREST: Private and non-profit corporations are bound by ss. 180.0831, 180.1911(1), and 181.0831
Wis. Stats., regarding conflicts of interests by directors in the
conduct of state contracts.
7.0
RECORDKEEPING AND RECORD RETENTION:
The
contractor shall establish and maintain adequate records of
all expenditures incurred under the contract. All records must
be kept in accordance with generally accepted accounting
procedures. All procedures must be in accordance with
federal, state and local ordinances.
He/she is not the person in the bidder's/proposer's
organization responsible within that organization for
the decision as to the prices being offered herein, but
that he/she has been authorized in writing to act as
agent for the persons responsible for such decisions
in certifying that such persons have not participated,
and will not participate in any action contrary to 2.1
through 2.3 above, and as their agent does hereby so
certify; and he/she has not participated, and will not
participate, in any action contrary to 2.1 through 2.3
above.
3.0
DISCLOSURE OF INDEPENDENCE AND RELATIONSHIP:
3.1
Prior to award of any contract, a potential contractor
shall certify in writing to the procuring agency that no
relationship exists between the potential contractor
and the procuring or contracting agency that interferes
with fair competition or is a conflict of interest, and no
relationship exists between the contractor and another
person or organization that constitutes a conflict of
interest with respect to a state contract.
The
Department of Administration may waive this provision, in writing, if those activities of the potential contractor will not be adverse to the interests of the state.
Contractors shall agree as part of the contract for
services that during performance of the contract, the
contractor will neither provide contractual services nor
enter into any agreement to provide services to a
person or organization that is regulated or funded by
the contracting agency or has interests that are
adverse to the contracting agency. The Department
of Administration may waive this provision, in writing,
if those activities of the contractor will not be adverse
to the interests of the state.
The contracting agency shall have the right to audit, review,
examine, copy, and transcribe any pertinent records or
documents relating to any contract resulting from this
bid/proposal held by the contractor. The contractor will retain
all documents applicable to the contract for a period of not
less than three (3) years after final payment is made.
8.0
INDEPENDENT CAPACITY OF CONTRACTOR:
The
parties hereto agree that the contractor, its officers, agents,
and employees, in the performance of this agreement shall
act in the capacity of an independent contractor and not as
an officer, employee, or agent of the state. The contractor
agrees to take such steps as may be necessary to ensure
that each subcontractor of the contractor will be deemed to
be an independent contractor and will not be considered or
permitted to be an agent, servant, joint venturer, or partner of
the state.
11.0
REQUIRED FORMS AND ATTACHMENTS
The following forms must be completed and submitted with the bid response.
FORMS:
DOA-3070
DOA-3477
DOA-3027
DOA-3333
DOA-3478
Request for Bid Form, Cover Sheet, First page of RFB
Vendor Information
Designation of Confidential & Proprietary Information
Vendor Agreement-WI’s Cooperative Purchasing Service
Vendor Reference
ADDITIONAL REQUIRED INFORMATION:
List of program staff and documentation indicating experience/qualifications
Documentation verifying Technology Requirements
ADDITIONAL INFORMATION:
POC-0034
State of Wisconsin, Department of Corrections, Notice of Privacy Practices
TEMPLATES THAT WILL BE USED DURING TRANSCRIPTION:
DOC-2135
DOC-2515
DOC-2516
DOC-2517
DAI Investigations – Confidential – 5 pages
Inmate/Offender Interview Statement
Employee Interview Statement
Non-Employee Interview Statement
STATE OF WISCONSIN
DEPARTMENT OF ADMINISTRATION
DIVISION OF ENTERPRISE OPERATIONS
BUREAU OF PROCUREMENT
S. 16.765, WIS. STATS.
Bid / Proposal #
DOA-3477 (R01/08)
Commodity / Service
DLB-2334
PREA Transcription Services
Vendor Information
1.
BIDDING / PROPOSING COMPANY NAME
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
2.
City
State
Zip + 4
Name the person to contact for questions concerning this bid / proposal.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
3.
City
State
Zip + 4
Any vendor awarded over $25,000 on this contract must submit affirmative action information to the
department. Please name the Personnel / Human Resource and Development or other person responsible
for affirmative action in the company to contact about this plan.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
4.
City
State
Zip + 4
Mailing address to which state purchase orders are mailed and person the department may contact
concerning orders and billings.
Name
Title
Phone
(
)
Toll Free Phone
FAX
(
)
E-Mail Address
(
)
Address
City
5.
State
Zip + 4
CEO / President Name
This document can be made available in accessible formats to qualified individuals with disabilities.
STATE OF WISCONSIN
DOA-3027 (R01/98)
DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION
The attached material submitted in response to Bid/Proposal # DLB-2334 PREA Transcription Services
includes proprietary and confidential information which qualifies as a trade secret, as provided in s.
19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open
Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be
treated as confidential material and not be released without our written approval.
Prices always become public information when bids/proposals are opened, and therefore
cannot be kept confidential.
Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s.
134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern,
compilation, program, device, method, technique or process to which all of the following apply:
1. The information derives independent economic value, actual or potential, from not being generally
known to, and not being readily ascertainable by proper means by, other persons who can obtain
economic value from its disclosure or use.
2. The information is the subject of efforts to maintain its secrecy that are reasonable under the
circumstances.
We request that the following pages not be released
Section
Page #
Topic
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE
UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE
TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS
FOR ANY COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE
MATERIALS.
Failure to include this form in the bid/proposal response may mean that all information provided as part of the
bid/proposal response will be open to examination and copying. The state considers other markings of confidential
in the bid/proposal document to be insufficient. The undersigned agrees to hold the state harmless for any
damages arising out of the release of any materials unless they are specifically identified above.
Company Name
___________________________________________
Authorized Representative
___________________________________________
Signature
Authorized Representative
___________________________________________
Date
___________________________________________
Type or Print
This document can be made available in accessible formats to qualified individuals with disabilities.
Division of State Agency Services
State Bureau of Procurement
State of Wisconsin
Department of Administration
DOA-3333 (R03/2004)
Vendor Agreement
Wisconsin’s Cooperative Purchasing Service
Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state
contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding.
Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school
district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any
other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes
and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and
(2), Wis.Stats.
Interested municipalities:

will contact the contractor directly to place orders referencing the state agency contract number; and

are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making
payment directly to the contractor.
The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for
delivery or payment of any of these purchases.
The State of Wisconsin will determine the contractor’s participation by checking a box below.
MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. Vendors should note any special conditions below.
OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to
Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this
contract.
A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond
normal delivery areas, or other minimal changes for municipalities.
Vendor: please check one of the following boxes in response.
I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any
special conditions noted below.
I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.
Special Conditions (if applicable):
Signature
Date (mm/dd/ccyy)
Name (Type or Print)
Title
Company
Telephone
(
Address (Street)
City
)
State
ZIP + 4
Commodity/Service
Request for Bid/Proposal Number
PREA Transcription Service
DLB-2334
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
STATE OF WISCONSIN
Bid / Proposal #
DOA-3478 (R12/96)
DLB-2334
PREA Transcription Services
VENDOR REFERENCE
FOR VENDOR:
Provide company name, address, contact person, telephone number, and appropriate information on the
product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this
solicitation document. If vendor is proposing any arrangement involving a third party, the named references should
also be involved in a similar arrangement.
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No
Product(s) and/or Service(s) Used
Company Name
Address (include Zip + 4)
Contact Person
Phone No.
Product(s) and/or Service(s) Used
This document can be made available in accessible formats to qualified individuals with disabilities.
STATE OF WISCONSIN
DEPARTMENT OF CORRECTIONS
NOTICE OF PRIVACY PRACTICES
THIS NOTICE DESCRIBES HOW PROTECTED HEALTH INFORMATION ABOUT YOU MAY BE USED OR DISCLOSED AND
HOW YOU CAN OBTAIN ACCESS TO YOUR PROTECTED HEALTH INFORMATION. PLEASE REVIEW IT CAREFULLY.
The federal Health Insurance Portability and Accountability Act (HIPAA) requires the Department of Corrections (DOC) to give
you this Notice of Privacy that describes the department’s legal duties and privacy practices concerning your personal health
information (PHI). DOC must follow the privacy practices described in this notice. The department’s privacy practices apply to
all PHI created and received by DOC. DOC has the right to change its privacy practices to maintain compliance with applicable
federal and state privacy laws. If DOC changes its privacy practices, it will make available to you a revised copy.
This Notice applies to non-incarcerated individuals under the correctional supervision of DOC who receive health care services
under a contract between DOC and a community health care provider or directly from DOC. The Privacy Practices of the direct
health provider govern the PHI received or created by that provider. DOC will use or disclose the minimum PHI necessary to
accomplish the purpose of the use or disclosure.
DOC must maintain the privacy of your PHI in accordance with applicable federal and Wisconsin laws. DOC must follow the law
that provides you with the most privacy protection and the broadest access to your PHI.
USES AND DISCLOSURES WITHOUT YOUR WRITTEN AUTHORIZATION
Privacy laws permit DOC to use or disclose your PHI for the following purposes without your written authorization. An
example of each is provided.
Treatment. For example, DOC may disclose to a community treatment provider PHI contained in the prison’s Health Services
Unit records or your probation, parole or extended supervision (P&P) agent’s file.
Payment. For example, when DOC pays for any type of health services you receive in the community, DOC and the provider
may share your PHI to enable DOC to pay the provider.
Health Care Operations. For example, DOC may use your PHI and billing records for quality control purposes or for other
administrative purposes to efficiently and effectively provide services.
Additional Permitted Uses/Disclosures Without Your Authorization.
As required or permitted by law. Certain laws require DOC to report PHI to authorities such as law enforcement, court officials,
or government agencies. For example, DOC must report certain injuries such as gun shot wounds to law enforcement.
For public health activities. DOC may be required to report your PHI to authorities to help prevent or control disease, injury, or
disability. For example, Wisconsin health providers must report cases of active tuberculosis.
For health oversight activities. DOC may disclose your PHI to authorities for licensing or regulatory activities. For example, DOC
may disclose your PHI to the Wisconsin Department of Regulation and Licensing so they can license, investigate and discipline
health care providers.
For workers’ compensation. State law authorizes the disclosure of PHI for worker’s compensation purposes. For example, DOC
may disclose PHI as needed for a worker’s compensation claim.
For emergency treatment. For example, DOC may disclose PHI to assist a health care provider to provide health care services
to you in an emergency.
For organ, eye or tissue donation. For example, DOC may disclose your PHI to entities involved with obtaining, storing or
transplanting organs, eyes or tissue of cadavers for donation purposes.
For activities related to death. Laws permit the disclosure of PHI to coroners or medical examiners to carry out their duties. For
example, DOC may disclose PHI related to a death for purposes of identifying the body.
For research. Laws permit the disclosure of PHI for research purposes. For example, DOC may disclose PHI to assist in the
treatment or cure of a particular condition.
For specialized government function. Laws permit disclosure of PHI for specialized government functions. For example, DOC
may disclose PHI to proper authorities if you are involved with military, national security or intelligence activities, or in the
custody of law enforcement or correctional officials.
To avoid a serious threat to health or safety. Laws permit disclosure of PHI to prevent a serious threat to health and safety. For
example, DOC may disclose PHI, including DNA test results, to identify a dangerous escapee.
NOTE: DOC will not use your PHI for fundraising or marketing purposes. DOC will not disclose PHI to your family or friends
without your authorization. DOC will disclose PHI to an authorized representative including a parent/guardian of a minor patient,
legally appointed guardian of an incompetent adult or health care agent under an activated Power of Attorney for Health Care.
PATIENT RIGHTS
Right to revoke an authorization.
For disclosures other than those listed above, you must sign an authorization that meets federal and state requirements
before DOC may disclose your PHI to anyone. If you wish to revoke your authorization to disclose PHI, you must notify
the DOC in writing. DOC will honor the revocation unless:
1.
DOC has already released your PHI before it received your request to revoke your authorization.
2.
You were required to give your authorization as a condition of obtaining insurance and existing law permitted the insurance company to
contest your claim under the policy.
Right to request DOC to limit permitted uses or disclosures.
You may ask DOC in writing to limit legally permitted uses or disclosures of your PHI. For example, if you do not want DOC to
disclose your PHI to another health care provider, you may make that request. DOC is not required to agree to your request, but
if it does, it is required to honor the restriction until the restriction is terminated.
Right to request DOC to communicate your PHI in an alternative way.
You may request that DOC communicate PHI to you in an alternative way. For example, you may request that DOC use an
address other than your home for these communications. Your request must be in writing.
Right to inspect and copy your PHI.
You have the right to inspect and/or copy any PHI maintained by DOC except psychotherapy notes or information compiled for
use in a civil, criminal, or administrative proceeding. Your request to access these records must be in writing and you will be
required to sign a DOC approved authorization form. DOC has the right to charge you a fee for copies.
Right to amend your PHI.
You have the right to request that DOC amend PHI created by DOC or maintained in its records. Your request must be in writing
and must include the reason(s) for the requested amendment. DOC shall respond on a timely basis and shall approve or deny
the request in whole or in part.
Right to receive an accounting of certain disclosures.
You have the right to request an accounting of the disclosures DOC has made of your PHI for the six years before the date of
your request, but not prior to the date upon which DOC became HIPAA covered. The accounting will not include disclosures
made for the following reasons:




For treatment, payment and health care operations
To you or to individuals/agencies named in an authorization signed by you
Required by law
For national security, intelligence, law enforcement or correctional purposes
DOC will provide the first accounting within any 12-month period without charge. You shall be charged a fee for any additional
accounting provided within the same 12-month period.
NOTE: When you are on community supervision, your Health Services Unit and Psychological Services Unit records are located at
Central Medical Records at Dodge Correctional Institution.
Right to obtain a paper copy of this notice.
You may request a paper copy of this notice at any time.
Right to complain.
You may file a written complaint if the DOC or its employees have violated your PHI privacy rights or if the department’s policies
and procedures concerning PHI privacy rights fail to comply with state or federal law. Your written complaint may be submitted
to the DOC Privacy Officer or U.S. Department of Health and Human Services.
Waiver of rights not permitted.
You may not be required to waive any rights granted under the federal HIPAA Privacy Rule as a condition of receiving treatment,
payment or other benefits.
CONTACT INFORMATION
If you would like further information about the Department of Corrections privacy policies and practices, or would like to file a
complaint, please contact the Privacy Officer at the address below.
Privacy Officer
Wisconsin Department of Corrections
P.O. Box 7925
Madison, WI 53708-7985
DEPARTMENT OF CORRECTIONS
Facilities Locations
Adult Facility
Columbia Correctional
Institution (CCI)
Dodge Correctional
Institution (DCI)
Address
2925 Columbia Drive, P.O. Box 950
Portage, WI 53901-0950
1 West Lincoln Street, Box 661
Waupun, WI 53963-0661
Fox Lake Correctional
Institution (FLCI)
Green Bay Correctional
Institution (GBCI)
Chippewa Valley Treatment
Facility (CVTF)
Jackson Correctional
Institution (JCI)
John C. Burke Correctional
Center
Kettle Moraine Correctional
Institution (KMCI)
Milwaukee Secure Detention
Facility (MSDF)
New Lisbon Correctional
Institution (NLCI)
Oakhill Correctional
Institution (OCI)
Oshkosh Correctional
Institution (OSCI)
Prairie du Chien Correctional
Institution (PDCI)
Racine Correctional
Institution (RCI)
Racine Youthful Offender
Facility (RYOCF)
Redgranite Correctional
Institution (RGCI)
Robert E. Ellsworth
Correctional Center
Stanley Correctional
Institution (SCI)
Sturtevant Transitional
Facility (STF)
Taycheedah Correctional
nstitution (TCI)
W10237 Lake Emily Road, Box 147
Fox Lake, WI 53933-0147
2833 Riverside Drive, Box 19033
Green Bay, WI 54307-9033
2909 East Park Avenue
Chippewa Falls, WI 54729
N6500 Haipek Road, P.O. Box 232
Black River Falls, WI 54615-0232
900 S. Madison St., P.O. Box 900
Waupun, WI 53963-0900
W9071 Forest Drive, P.O. Box 31
Plymouth, WI 53073-0031
1015 N. 10th Street, P.O. Box 05740
Milwaukee, WI 53233
2000 Progress Drive
New Lisbon, WI 53950
5212 Highway M, P.O. Box 140
Oregon, WI 53575-0140
1730 West Snell Road, Box 3530
Oshkosh, WI 54903-3530
500 E. Parrish St., P.O. Box 6000
Prairie du Chien, WI 53821
2019 Wisconsin Street, P.O. Box 900
Sturtevant, WI 53177-0900
1501 Albert Street, P.O. Box 2200
Racine, WI 53404
P.O. Box 900
Redgranite, WI 54970-0900
21425-A Spring Street
Union Grove, WI 53182-9408
100 Corrections Drive
Stanley, WI 54768-6500
9355 Rayne Road
Sturtevant, WI 53177
751 County Road K, P.O. Box 1947
Fond du Lac, WI 54936-1947
Waupun Correctional
Institution (WCI)
Wisconsin Secure Program
Facility (WSPF)
200 South Madison Street, P.O. Box 351
Waupun, WI 53963-0351
1001 Morrison Drive, P.O. Box 1000
Boscobel, WI 53805-0900
Phone
Fax
(608) 742-9100
(608) 742-9111
(920) 324-5577
(920) 324-6297
(920) 928-3151
(920) 928-6981
(920) 432-4877
(920) 432-6545
(715) 720-2850
(715) 720-2859
(715) 284-4550
(715) 284-7335
(920) 324-3460
(920) 324-4575
(920) 526-3244
(920) 526-9320
(414) 212-3535
(414) 212-6811
(608) 562-6400
(608) 562-6410
(608) 835-3101
(608) 835-9196
(920) 231-4010
(920) 236-2615
(608) 326-7828
(608) 326-5960
(262) 886-3214
(262) 886-3514
(262) 638-1999
(262) 638-1777
(920) 566-2600
(920) 566-2610
(262) 878-6000
(262) 878-6005
(715) 644-2960
(715) 644-2966
(262) 884-2410
(262) 886-6069
(920) 929-3800
(920) 929-2946
(920) 324-5571
(920) 324-7250
(608) 375-5656
(608) 375-5434
Juvenile Facility
Ethan Allen School
(EAS)
Lincoln Hills School
(LHS)
Southern Oaks Girls
School (SOGS)
Address
P.O. Box 900
Wales, WI 53183-0999
W4380 Copper Lake Rd.
Irma, WI 5442-9720
21435B Spring St.
Union Grove, WI 53182-9707
Phone
(262) 646-3341
(262) 646-3761
(715) 536-8386
(715) 539-3331
(262) 878-6500
(262) 878-6520
DEPARTMENT OF CORRECTIONS
CORRECTIONAL CENTERS
Black River Correctional Center, Black River Falls
Drug Abuse Correctional Center, Winnebago
Felmers O. Chaney Correctional Center, Milwaukee
Flambeau Correctional Center, Hawkins
Gordon Correctional Center, Gordon
John C. Burke Correctional Center, Waupun
Kenosha Correctional Center, Kenosha
Marshall E. Sherrer Correctional Center, Milwaukee
McNaughton Correctional Center, Lake Tomahawk
Milwaukee Women’s Correctional Center, Milwaukee
Oregon Correctional Center, Oregon
Robert E. Ellsworth Correctional Center, Union Grove
Sanger B. Powers Correctional Center, Oneida
St. Croix Correctional Center, New Richmond
Thompson Correctional Center, Deerfield
Winnebago Correctional Center, Winnebago
xx
Fax
DEPARTMENT OF CORRECTIONS
Office of the Secretary
DOC-2515 (12/2009)
WISCONSIN
Administrative Code
Chapter 302, 303 and 324
Sections 303.27 and 303.271
Wisconsin Statutes
§230.34 & §111.80
INMATE/OFFENDER INTERVIEW STATEMENT
CASE NUMBER
EXHIBIT NUMBER
STATEMENT DATE
TIME STARTED
TIME CONCLUDED
I have been reminded about DOC 303.271 Lying about staff and DOC 303.27 Lying. I have been further
advised that this statement must be truthful and accurate to the best of my knowledge. I have further been
advised that the information is confidential, and I agree not to discuss these matters outside of this
investigation until I am advised that the investigation has been concluded.
I,
DOC#
, make the following statement to
(Inmate/Offender Name)
, a Wisconsin Department of Corrections (DOC) employee.
(Employee Name)
STATEMENT
I have read/had read to me this statement consisting of
the best of my knowledge.
INMATE/OFFENDER SIGNATURE
DATE SIGNED
pages. This statement is true and accurate to
DOC EMPLOYEE WITNESS SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
Office of the Secretary
DOC-2516 (12/2009)
WISCONSIN
Wisconsin Statutes
§230.34 & §111.80
EMPLOYEE INTERVIEW STATEMENT
CASE NUMBER
EXHIBIT NUMBER
STATEMENT DATE
TIME STARTED
TIME CONCLUDED
UNION REPRESENTATIVE NAME
I have been reminded that pursuant to Executive Directive 43, Wisconsin Department of Corrections Work
Rule #6 and Work Rule #7, this statement must be truthful and accurate to the best of my knowledge. I have
further been advised that the information is confidential, and I agree not to discuss these matters outside of
this investigation until I am advised that the investigation has been concluded.
I,
, make the following statement to
(Employee Name)
, a Wisconsin Department of Corrections (DOC) employee.
(Employee Name)
STATEMENT
I have read/had read to me this statement consisting of
the best of my knowledge.
EMPLOYEE SIGNATURE
DATE SIGNED
pages. This statement is true and accurate to
DOC EMPLOYEE WITNESS SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
Office of the Secretary
DOC-2517 (12/2009)
WISCONSIN
NON-EMPLOYEE INTERVIEW STATEMENT
CASE NUMBER
EXHIBIT NUMBER
STATEMENT DATE
TIME STARTED
TIME CONCLUDED
I have been advised that this statement must be truthful and accurate to the best of my knowledge. I have
further been advised that the information is confidential, and I agree not to discuss these matters outside of
this investigation until I am advised that the investigation has been concluded.
I,
, make the following statement to
(Interviewee Name)
, a Wisconsin Department of Corrections (DOC) employee.
(Employee Name)
STATEMENT (Use and Attach Additional Pages As Necessary)
I have read/had read to me this statement consisting of
the best of my knowledge.
INTERVIEWEE SIGNATURE
DATE SIGNED
pages. This statement is true and accurate to
DOC EMPLOYEE WITNESS SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
Division of Adult Institutions
DOC-2135 (12/01)
WISCONSIN
Administrative Code
Chapter DOC 303, 302, 324
Wisconsin Statutes
Sections 230.34 & 111.80
DAI INVESTIGATIONS - CONFIDENTIAL
COVER PAGE
CONTROL NUMBER
INVESTIGATION TYPE:
STAFF
OFFENDER
DATE INITIATED
INVESTIGATOR NAME
TIME INITIATED
COMPLETION DATE
OTHER
SUMMARY OF INCIDENT
WARDEN’S / DESIGNEE REVIEW:
Investigation Closed
Job Instructions
Conduct Report Issuance
Dismiss
Investigation Inconclusive
Refer for Prosecution
Work Rule Violation
Other
SECURITY DIRECTOR’S / DESIGNEE SIGNATURE
DATE SIGNED
WARDEN’S / DESIGNEE SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
WISCONSIN
Administrative Code
Chapter DOC 303, 302, 324
Wisconsin Statutes
Sections 230.34 & 111.80
Division of Adult Institutions
DOC-2135 (12/01)
DAI INVESTIGATIONS - CONFIDENTIAL
INVESTIGATION REPORT
CONTROL NUMBER
DATE INITIATED
INVESTIGATOR NAME
TIME INITIATED
COMPLETION DATE
OUTSIDE AGENCIES INVOLVED
NAMES OF SUBJECT(S)
NAME(S) OF VICTIMS
NAME(S) OF WITNESS(ES)
INVESTIGATOR’S SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
WISCONSIN
Administrative Code
Chapter DOC 303, 302, 324
Wisconsin Statutes
Sections 230.34 & 111.80
Division of Adult Institutions
DOC-2135 (12/01)
DAI INVESTIGATIONS - CONFIDENTIAL
EVIDENCE LOG
CONTROL NUMBER
EXHIBIT
NUMBER
DESCRIPTION (Press “Tab” button to create as many rows as needed)
INVESTIGATOR’S SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
Division of Adult Institutions
DOC-2135 (12/01)
WISCONSIN
Administrative Code
Chapter DOC 303, 302, 324
Wisconsin Statutes
Sections 230.34 & 111.80
DAI INVESTIGATIONS - CONFIDENTIAL
INVESTIGATION / CHRONOLOGICAL SUMMARY
CONTROL NUMBER
INVESTIGATOR’S SIGNATURE
DATE SIGNED
DEPARTMENT OF CORRECTIONS
Division of Adult Institutions
DOC-2135 (12/01)
WISCONSIN
Administrative Code
Chapter DOC 303, 302, 324
Wisconsin Statutes
Sections 230.34 & 111.80
DAI INVESTIGATIONS - CONFIDENTIAL
CONCLUSION / RECOMMENDATION
CONTROL NUMBER
INVESTIGATOR’S SIGNATURE
DATE SIGNED
REVIEWED BY
SECURITY DIRECTOR SIGNATURE
DATE SIGNED
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