24-ADM19 Questions Answers.pdf

24-ADM19 City of Sun Prairie Greenhouse Gas Inventories & Climate Action Plan Questions and Answers

Answers Posted by 09/30/24 (answers in red) Proposals due 10/14/2024 12:00 PM

1. Insurance limits – Rather than $1M/$2M (each occurrence / aggregate) in general liability and $5 million in umbrella. Would the city accept $2M/$4M (each occurrence / aggregate) general liability and $1M in umbrella? No. The City of Sun Prairie’s policy states that consultants shall maintain an umbrella liability amount of $5 million, a general liability amount of $1 million per occurrence, and a general aggregate amount of $2 million.

2. Additional Insured: The City requests “The City of Sun Prairie, its elected and appointed officials, officers, employees or authorized representatives or volunteers are to be given additional insured status”. Our insurance carriers have indicated they cannot include a statement like this and that additional insured individuals must be listed. Alternatively, they are able to provide a statement similar to the following “The insurance afforded by the policies described herein is subject to all terms, exclusions and conditions of such policies.

City of (Name) is listed as Additional Insured and any person or organization as required per written contract or agreement, as per the terms and conditions of the Chubb Businessowners Liability Enhancement Endorsement (BOP-47635a,or its equivalent) included in the policy.” Please confirm this minor variation will be acceptable. Yes, the proposed minor variation is acceptable.

3. The Fee Proposal Form asks “Will Vendor allow Piggybacking of this contract to other government agencies”. Can you please clarify what is meant by “Piggybacking”?

“Piggybacking” refers to a vendor honoring the price and terms of the City of Sun Prairie’s RFP to other governmental agencies looking to do similar work.

4. Deliverable formats – the RFP asks for all deliverables, including the final CAP, to be provided in PDF and Microsoft Word. For our report documents (community input report, full Climate Action Plan, etc) our firm uses Microsoft Publisher which is available within the standard Microsoft office software package. Will this be accepted in lieu of Microsoft Word? Microsoft publisher is an acceptable deliverable format in lieu of Microsoft Word.

5. Required Information – Vendor’s Proposal: are there any specific requirements for the

Vendor’s Proposal (beyond the specific forms which are required to be included), or are Vendors encouraged to submit proposal content as they believe best? Vendors who meet the minimum requirements are required to submit forms A-G and are encouraged to submit proposal content that best meets the RFP description which can be found in section II of the RFP.

6. Within the Minimum Requirements section of the RFP there is a need to have previously developed similar studies for “municipalities”. Can multiple building public school districts and higher education campuses be considered a municipality for the purpose of meeting the minimum requirements? Yes, consultants who have developed greenhouse gas inventories and climate action plans for multiple building public school districts and higher education campuses meet the minimum requirements and are encouraged to submit a proposal.

7. Are you able to share an estimated budget for this project? The City of Sun Prairie received a $76,190 formula grant through the Energy Efficiency Conservation Block Grant (EECBG) program and is allocating these grant dollars to the Greenhouse Gas Inventories and Climate Action Plan project. Therefore, the estimated project budget is $76,190.

8. We understand that the City of Sun Prairie received a grant through the Energy Efficiency and Conservation Block Grant Program (EECBG) totaling $76,190. Do you have additional sources of funding to support this project, or will it be limited to this grant amount? The City of Sun Prairie has additional sources of funding to allocate to this project, in addition to its EECBG formula grant.

9. Will the Sun Prairie Sustainability Coordinator be collecting municipal data (e.g., building utility data, fleet vehicle data) to support the GHG inventory, or will the selected consultant team be responsible for coordinating the collection of this data from individual departments? The City of Sun Prairie Sustainability Coordinator will be responsible for collecting municipal data to support the development of the greenhouse gas inventories.

10. How would you describe the City's relationships with potential community partners and what engagement has the City undertaken in the past with these groups, in particular low-income and disadvantaged communities? The City of Sun Prairie has strong relationships with a diverse group of community partners, including the Sun Prairie Area School District, non-profit organizations, and community-based organizations. Regarding entities that specifically work with disadvantaged communities, the City partners with Sun Prairie Schools to provide Neighborhood Navigators, a program that embeds 5 staff persons in high-need neighborhoods to connect to various program and services. Additionally, the City supports Sunshine Place, a non-profit social service provider with programs including a food bank, community kitchen, housing navigation, and a clothes closet, among others.

Finally, the City also regularly partners with the Dane County Housing Authority and Dane County Department of Health & Social Services. The City has engaged in strategic and intentional outreach activities with these community partners through the Equity Audit, Zoning Code Rewrite, Sun Prairie Housing Study, various grant opportunities, and various city-wide events.

11. We noticed that the most recent inventory of your government-owned facilities is from your Comprehensive Plan in 2019. Is this still accurate, or have there been changes made since then? An updated list of government-owned facilities can be found here:

https://cityofsunprairie.com/1155/Facilities. In addition to this list, Sun Prairie also operates a Parks Shop (910 S. Bird St., Sun Prairie), a Family Aquatic Center, and Sun Prairie Utilities (25 W Main St, Sun Prairie).

https://cityofsunprairie.com/1155/Facilities https://rec.cityofsunprairie.com/Default.aspx?id=95