26-PLA03 QA.pdf

RFP 26-PLA03

Management Service for Home Repair Loan Program

Questions and Answers

1. The contract term is estimated to be 4/1/26-12/31/26. Should all funds be expensed in that eight-month period or committed to projects with signed documents? Would funds be allowed to carry over into 2027? Ramping up a program does take some time and repairs for at least 20 households and locating contractors also takes time.

The City would like funds committed to projects within that eight-month period. That being said, we understand that ramping up a program like this does take time, so funds would be allowed to carry over into 2027.

2. In other minor home repair programs, our crews can do work on the projects. Would our crews be able to work on projects under this contract if the job is appropriate, small, within our expertise? Seeing as we would do the inspection and write the scope, would that make a difference?

Yes, your crew could work on the job if it is appropriate and within your expertise. That would not make a difference if you would also be doing the inspection and writing the scope for small projects. We simply require that the homeowner sign off confirming they are satisfied with the completed work. For repairs where a building permit is triggered, a licensed contractor must be used.

3. Does the City provide all the necessary program forms (ex: application, loan agreements, invoicing documents?)

The City has drafts of several of the necessary forms available, however we expect to work with the selected agency to finalize all of these documents prior to launching the program to ensure the forms work for the agency as well as the City. If the agency has sample forms from similar programs in other communities, we would welcome the opportunity to review those and potentially use them as a starting point for Sun Prairie’s final documents.

4. Appendix A states contractors will be paid by the City. Does the City manage the fund throughout the contract term?

Appendix A was drafted during an earlier phase of program planning, when it was anticipated that the City would directly manage the program and issue payments to contractors. Since that time, the City has decided to issue this RFP to select an external agency to administer the program.

Under the revised approach, the selected agency will be responsible for program administration, including managing funds, processing payments to contractors, and carrying out the tasks originally contemplated as City responsibilities. The City will not directly manage contractor payments during the contract term.

5. Who is the recipient of a loan repayment (to replenish the loan fund)?

Repaid funds will go back into the City’s Affordable Housing Fund. The loan should be secured by a mortgage note recorded against the property, with the City listed as the lien holder. After the loan is recorded, the City of Sun Prairie will assume responsibility for long-term monitoring and tracking of the loan.

6. What is the likelihood of future funding?

The program is one of several funded through the Affordable Housing Fund, which received a one-time allocation of $6.3 million from Tax Increment Finance (TIF) Affordable Housing Extensions. The Home Rehabilitation Loan Program is one the City hopes to offer on a biennial (every other year) basis. However, all future funding and annual budget allocations are subject to approval by the Sun Prairie City Council.

7. Are there funding match requirements?

There are no funding match requirements.

8. Who selects the home inspector?

The agency would select the home inspector – this could either be done in house by qualified staff or contracted by a third-party agency.

9. What type of inspection is required?

No special inspection is required under the program. The agency would be responsible for ensuring that all approved work is completed satisfactorily and in accordance with the agreed-upon scope of work. If required under City building codes due to the type of work being performed, the City’s Building Inspection Division must also review and sign-off on the completed work.

10. Depending on the inspection type are there code compliance requirements?

There are no additional code compliance requirements beyond Wisconsin’s Uniform Dwelling Code.

11. Can the inspection fee and testing fees (ex: lead, other) be deducted from the client subsidy allocation?

Yes, all fees should be included as part of the client’s loan. The maximum loan amount per household is $12,000.

12. Is radon testing a requirement?

Radon testing is not a requirement; however we would like the agency to work with the homeowner to determine whether or not this is something the homeowner would like done.

13. Under what circumstances is the option to extend the contract possible?

The contract can be extended if not all the funds are committed by the end of the calendar year.

14. Is there a specific service area within Sun Prairie?

The service area for the program is the municipal boundary of the City of Sun Prairie.

15. Please elaborate on this: Will Vendor allow Piggybacking of this contract to other government agencies?

Piggybacking is allowed. Cooperative/Piggyback Purchasing means that the agency could extend the same pricing and terms as it offers to Sun Prairie to other government entities. However, Sun Prairie is not responsible for any contracts that result between an agency and another unit of government.

16. What types of bonding are required for contractors for this project (bid bond, performance bond, payment bond, etc.) and at what coverage amounts?

The City is requesting bid bond and performance bond, the coverage amounts will be dependent upon the firm’s fee quotes.

17. The selected applicant will submit reports and invoices to the City of Sun Prairie on a quarterly basis. Will there be an upfront or advance for the agency to cover costs at the beginning of contract?

There will not be an advance to cover costs at the beginning. If more frequent reimbursement is desired, that can be negotiated during the contracting phase.

18. The RFP requests insurance coverage limits, as a State of WI weatherization agency, our limits are not exactly meeting these limits, will there be room to negotiate this requirement?

If your insurance doesn’t match what we are requesting, please let us know what your limits are and explain why you cannot meet that limit.