DATE: July 13, 2017
UNION NOTIFICATION OF CONTRACTUAL SERVICES A-F
RFP: XX-XXXX Agent inserts title of procurement here
Justification:
A.
Site reference to the federal law or regulation or state law which requires or authorizes the
procurement of the contractual services (if applicable).
WI Stats Ch 16.705.84.01 (13), Chapter 10, Wis. Admin Code, and DOA Procurement
authority as outlined in PRO-C-12 provide the purchasing authority for this procurement.
B.
A description of the services to be performed, a list of any items to be delivered,
complete timetables, and any other specific conditions to be required of the contractor.
Agent: Edit, and elaborate on this example, or insert a summary of the purpose and intent of
the required service. Example: The University of Wisconsin-Madison Comprehensive Cancer
Center requires a contract for services dealing with administration of two XYZ Focus on
Health programs. These services are required to provide professional expertise in the
management of these programs. The cost for the service is estimated to be $100,000.00 for the
period from award to Dec 31 2006. As a condition of the federal grant from the National
Institute of Health that funds the $1 million dollars for this project, the department is charged
with overseeing the XYZ Program, providing data collect for all of the collaborating cancer
research centers around the country. This requested service is for a service provider who can
handle all aspects of delivering the required services.
C.
A statement showing why the services can be performed more economically or
efficiently by contract rather than by current state employees or by hiring permanent,
project, or limited term employees. The consideration of costs shall include, but not be
limited to, cost of salaries, fringe benefits, training and unemployment compensation
benefits.
Agent: Edit the following statement accordingly to reflect the logic behind contracting out.
Example: The department has reviewed the facility, equipment, staff requirements necessary
to perform the service and has determined that the University does not have the necessary
personnel and expertise that is required to set up and provide this specialized service and
meet all of the other requirements of the grant. It is more efficient to outsource this service to
a vendor that has the required background, equipment, and trained personnel, with the ability
to perform the service required as a complete contract service in the area of XYZ issues.
CLASSIFIED HUMAN RESOURCES
University of Wisconsin-Madison  21 N Park St,  Madison, WI 53715
608-262-3233  (Fax) 608/265-3335  www.ohr.wisc.edu
No state worker will be laid off because of this procurement. Hiring LTE or project employees
is neither effective nor efficient when the expense of training, the limited time that a project or
LTE employee can work, and the lack of facilities are taken into consideration.
D.
A statement showing the proposed procurement is in compliance with applicable
state collective bargaining Agreements and that the labor organization or organizations
representing the appropriate certified collective bargaining unit or units have been
notified of the proposed procurement.
Based on an analysis by the CHR office in consultation with Purchasing Services, we believe
that this procurement is in compliance. Please see the attached letter.
E.
A statement showing why it is not possible to have the services performed by
another state agency.
Agent: Edit the following statement accordingly to reflect the reasons no other state agency
could be utilized. Example: No other state agency offers this service.
F.
A statement indicating that competitive bidding will be used or why competitive
bidding cannot be used and the justification for using the proposed alternative.
Agent: Edit the following statement accordingly to reflect the procurement methods that will
be used for this procurement. Example: This procurement will be conducted by the request for
proposal (RFP) procedure. Low cost is not the only factor that is needed to perform this
service effectively. Experience in having provided similar successful services and the depth of
knowledge in administering and managing such a program is extremely important. Thus, the
evaluation criteria will weigh these areas, along with cost, to determine the best fit for the
University’s requirements under the federal grant. The contract period will be from award
until December 31, 2006 with two one-year extensions possible.
This letter with justification satisfies our requirement under the appropriate agreement or
Administrative Code to notify the appropriate union of our intention to contract for services.
Sincerely,
____________________________________
<insert Agent’s name>
xc:
____________________________________
<insert Agent’s title>
Mike Hardiman, Director of Purchasing
CLASSIFIED HUMAN RESOURCES
University of Wisconsin-Madison  21 N Park St,  Madison, WI 53715
608-262-3233  (Fax) 608/265-3335  www.ohr.wisc.edu