Climate Action Plan Implementation

PURPOSE OF REQUEST

The City of La Crosse, Wisconsin (City) is requesting proposals (RFP) for the purpose of retaining a firm to identify on an ongoing basis grant opportunities related to the Climate Action Plan implementation and to solicit and manage grants as needed for the Planning Department.

Any inquiries/clarifications concerning the request for proposal should be directed by email to Lewis Kuhlman, Environmental Planner, at kuhlmanl@cityoflacrosse.org and should be received no later than the date specified in the time schedule.

This RFP seeks professional services, and statutory bidding laws do not apply.

TIME SCHEDULE

The City intends to use the following timetable for the evaluation and selection of a firm:

January 23, 2023 — Send out the request for proposal (RFP).

March 3, 2023 — Deadline for receipt of responses by the City.

March 16, 2023 — Climate Action Plan Steering Committee review and recommendation.

April 13, 2023 — Council approval of modification of City's standard terms and conditions, if necessary.

INSTRUCTIONS TO SUBMIT PROPOSAL

1. All responses must be emailed to Lewis Kuhlman, Environmental Planner, at kuhlmanl@cityoflacrosse.org .
2. Questions should be addressed to Lewis Kuhlman, Environmental Planner, at kuhlmanl@cityoflacrosse.org or (608) 381-7749.
3. This RFP does not commit the City to award a contract, to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or supplies. The City reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source, or to cancel in part or in its entirety, this RFP, if it is in the best interest of the City of La Crosse to do so. The City may require the Firms selected to participate in negotiations, and to submit such price, technical or other revisions in their proposal as may result from negotiations.
4. No official or employee of the City of La Crosse involved in the evaluation or approval of a proposal shall have any financial interest, either direct or indirect, in the contract. No official or employee of the City shall exercise any undue influence in the awarding of the contract.
5. Amendment of proposals may be done as follows:
   
   1. By City: Proposals may be amended by the City in response to the need for further clarification, specifications and/or requirements changes, new opening date, etc. Copies of the amendment will be emailed to prospective vendors.
   2. By Firm: Proposals may only be amended after receipt by the City by submitting a later-dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the opening date unless requested by the City.

DESCRIPTION OF THE CITY OF LA CROSSE

The City of La Crosse is located in La Crosse County and is the center of the La Crosse metropolitan area. Incorporated in 1856, the City of La Crosse covers approximately 22 square miles and has a population of 52,185. The City operates under the Mayor-Council form of government. The thirteen alderpersons represent thirteen districts, serving four-year staggered terms, with six or seven elected every other year. The Mayor is elected to serve a four-year term and serves as the City's chief executive officer.

La Crosse provides a full range of services typical of municipal governments, including police, fire, and emergency medical protection; public works activities such as highway and street maintenance, refuse and recycling collection, water, storm, and wastewater utilities; parks and recreation activities; community development activities including planning and zoning enforcement, economic development, and construction inspection; and general and financial administration. It is also responsible for the La Crosse Center, Municipal Transit Utility, Public Library, and La Crosse Airport.

The City government includes 18 departments. The City employs approximately 500 full-time equivalent (excluding part-time and seasonal) employees. The City's annual budget for all funds is typically about $69 million.

SCOPE OF GRANT SERVICES

The selected firm shall identify grant opportunities for the City throughout the contract period, including currently available and anticipated grant opportunities for all City departments and operations.

The City may choose to utilize City staff or the selected firm to submit specific grant applications and manage ongoing grant requirements and reporting. The City and the selected firm will discuss grant opportunities as they are identified to determine if the City will apply for identified grants and to determine whether the City or the selected firm will be responsible for the submittal and management of the grant in a manner that the City determines best meets the needs of the City.

FIRM PROFILE AND QUALIFICATIONS

1. Profile of the Firm - This section should include information on:
   
   1. The type of organization and size of the Firm.
   2. Firm's address.
   3. Firm's telephone number.
   4. Firm's federal tax identification number.
   5. Name, title, address, telephone number, and email address of the contact person authorized to contractually obligate the firm.
   6. The length of time the Firm has been in existence, as well as the length of time the Firm has been identifying, applying for, and managing grants for municipalities located in Wisconsin.
2. Firm's Qualifications - This section should include the following:
   
   1. Resumes of all key staff members to be assigned to the City. The resumes should include experience and educational information relative to the work proposed. In addition, list the detailed time commitments of all key staff members. The Firm shall not replace any key staff member without the approval of the City, whose approval will not be reasonably withheld. The resumes may be included as an appendix.
   2. Description of the Firm's recent experience with local government grant identification, solicitation/application, and management of local government clients similar to that being requested. Provide references from at least three prior clients, including the names, titles, addresses, telephone numbers, and e-mail addresses of key client staff members.
   3. Any other information relevant to the Firm's qualifications for the proposed engagement.
   4. The Firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the Firm during the past three years with state regulatory bodies or professional organizations.

SERVICE RATES AND FEES

Include a detailed description of the rate or fee structure proposed for 1) Identifying grant opportunities; 2) Preparing and submitting grant applications; and 3) Management of grants awarded to the City until grant reporting and management requirements are fulfilled. Include hourly or other pertinent rates your firm would apply to complete the required scope of work for senior staff, professional staff, and clerical staff. Final costs will be based on the actual hours of work provided. The firm shall include in this proposal the projected hours to be spent monthly on searching for and analyzing potential funding opportunities and presenting them to City staff. Costs for actual grant applications will be decided upon on a case-by-case basis at that later date.

CITY CONSULTANT AGREEMENT

If your proposal is accepted and a contract drafted, this RFP and all documents attached hereto including any amendments, the Firm's technical and price proposals, and any other written offers/clarifications made by the Firm to be accepted by the City, will be incorporated into a Consultant Agreement between the City and the Firm, and will incorporate the attached standard terms and conditions. Any amendments to the standard terms and conditions must be approved by the Common Council.

The submission of a proposal shall be considered as a representation that the Firm has carefully investigated all conditions, has full knowledge of the scope, nature, and quality of work required, and is familiar with all applicable State, Federal, and Local regulations that affect, or may at some future date affect the performance of this contract.

Acceptance of this proposal will take place only upon award by the Climate Action Plan Steering Committee, execution of the contract by the proper City officials, and delivery of the fully-executed contract to the Firm. Acceptance may be revoked at any time prior to delivery of the fully-executed contract to the successful Firm. The contract may be amended only by written agreement between the Firm and the City of La Crosse.

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