Questions and Answers.pdf
PDF 191 KB Posted
- Attached to
- Organizational Equity Audit in Two Parts
- Solicitation number
- RFP21-HR24
- Issued by
- Dane County, Wisconsin
About this file
Summary
This is a Questions and Answers document for the City of Sun Prairie, Wisconsin's Organizational Equity Audit in Two Parts, a Diversity, Equity and Inclusion (DEI) consulting engagement. The City is seeking proposals from consultant firms, nonprofits, and other organizations to identify systemic inequities, blind spots, and opportunities to build a more inclusive organization for both employees and the community. The project scope includes two parts that may be submitted as a single proposal with separated cost details or as separate proposals. Part One focuses on internal organizational equity assessment, while Part Two addresses city services and community engagement. Bidders may submit hard copies (three copies total), electronic submissions via flash drive, or both to the City Clerk at 300 East Main Street, Sun Prairie, Wisconsin 53590. The City has indicated that the original December 2022 completion deadline may be flexible based on proposal costs and available funding, with potential phased implementation depending on budget allocation and the annual budget cycle beginning in October.
The City has not pre-established a project budget; rather, funds will be allocated based on successful proposal(s). Cost estimates must be submitted on Form F as a separate document from the technical proposal, and if Part One and Part Two costs are clearly itemized, one Form F is sufficient. The City's Human Resources Department consists of one HR Director, one Benefits Coordinator, and two HR Generalists. The organization has conducted limited DEI activities to date, including reviews of eight personnel policies using a DEI lens, annual employee training initiatives, and community engagement efforts completed within the last three years. No comprehensive staff climate survey has been conducted previously. The City is open to proposals that include surveying and meetings with city department staff to document existing initiatives.
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Other files
| File | Type | Posted |
|---|---|---|
| DEI History.pdf | ||
| Organizational Equity Audit RFP.pdf | ||
| Draft Contract.pdf |
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Questions and Answers – Equity Audit in Two Parts
Q: one initial question is whether the city has a project budget range or budget max that you are able to share?
A: We do not have an amount currently budgeted for this work. The budget will be built and funds allocated based upon the successful proposal(s).
Q: – the RFP states that the work should be complete by December 2022, but the kickoff date isn’t entirely clear. Does the City have a desired kickoff date for the project? Or do you have a sense of the length of time that the contracting process may usually take?
A: The kickoff date is not pre-determined. Based upon the cost of the proposals, we may do one portion of the Audit before the other. If additional funds are required, we may need to secure funds through our next annual Budget process which starts in October for the next calendar year (Jan-Dec).
Q: Should Part 1 and Part 2 be submitted as separate proposals or the same?
A: You can provide one proposal with Part 1 and 2 described, with the cost detail separated.
Q: Are the forms included in the 10 pg limit for the proposal?
A: No Q: If we submit a flash drive, which address should it be sent to?
A: Same address as the paper copies. City Clerk, 300 East Main Street, Sun Prairie WI 53590 Q: For the hard copies: How many copies are sent to each location? Two addresses are listed, where is the third copy of the proposal going? Are only the forms A-F being sent to the City Clerk’s Office?
A: The intent is to receive 3 paper copies to address above (all together).All forms can be included with the proposals except Form F, which should be sent to separately to the same address, clearly marked.
Q: Does form F need to be filled out twice?
A: If you are specific in identifying the cost of Part I and Part II, one form can be completed.
Section II: Description of the RFP Q: Can the City share an organizational structure that identifies the number of departments and a detailed organization structure of the headcount within the human resources department so we can better tailor our pricing to the project size?
A: Attached is the Organizational chart for departments. We have HR Director, Benefits Coordinator, and 2 HR Generalist in the Human Resources Department.
Q: Has the City conducted a staff climate survey in the past? If so, how recently and can you share any highlights?
A: No comprehensive survey has been conducted to-date.
Q: As a component of Part Two – City Services, in addition to engaging with the community, will the City be open to including in the scope surveying or meeting with City department staff to document initiatives?
A: Yes.
Section III Required Information Q: Does the 10 page limit include Forms A-F, the cover page, table of contents, executive summary and appendix of resumes or sample works?
A: No
Q: Form F – estimate of costs “to be provided separately”. To confirm the City’s preference of delivery, would you like Form F as a separate PDF from the technical response in the email submission?
A: Yes.
In regards to the rfp:
Q: Who are the minority groups identified throughout the documents?
A: This has not been defined.
In regards to Recommendations from the Ad Hoc Steering Committee on Diversity (2015-2017):
Q: Were the employee trainings identified in the DEI History document completed or recommended?
A: Some employee DEI training has occurred each year.
Q: What is your DEI lens that was used in the initial review of eight personnel policies in 2020? Also, what were the specific eight policies?
A: Reviewed by our Communications/Diversity Strategist – Dress Code, Harassment, Employee Recognition, Recruitment/Selection, Employer Relations, Workplace Violence, Equal Employment Opportunity Plan, and Code of Conduct.
Q: Where is the Racial Literacy Plan kept and is it available to be viewed? What does collection development and representation mean in the plan?
A: https://www.sunprairiepubliclibrary.org/racial-literacy Collection development means evaluating the current material to determine the gaps or unintentional insensitive material.
Q: Where does the ordinance change in May 2021 and the current internships/job training programs align within the RFP scope of work?
A: This document was just a timeline of all DEI efforts to-date.
Q: Who are the various demographics for the programs focusing on re-entry to the workforce?
A: Please clarify the question – where did you see this reference in the RFP?
Q: Did the community engagement items specified happen or are these recommendations? If they happened, when did they happen?
A: All have happened in the last three years.
Q: Can we access the sun prairie video?
A: Please clarify – which video?
Q: Was the strategy established on cross-sector alignment/transformation completed? If so, can we have access to it?
A: Please clarify the question – where did you see this reference in the RFP?
Q: Was the DEI committee established for the Sun Prairie Public Library? If so, who are the members?
A: Applications are being developed with anticipated recruitment in the next two months.
https://www.sunprairiepubliclibrary.org/racial-literacy
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