La Crosse Public Library
REQUEST FOR PROPOSALS
FOR
Grant Administration Services
La Crosse Public Library
Flexible Facilities Grant Award Funding
800 Main Street, La Crosse, WI 54601 Phone: (608) 789-7123
PROPOSALS DUE: 05/22/25
Submit Proposals to:
Dawn Wacek, Deputy Director
La Crosse Public Library
800 Main Street
La Crosse WI 54601
For further information regarding this RFP contact Dawn Wacek, Deputy Library Director dwacek@lacrosselibrary.org 608.789.8190
Contents
1. Project Description Page 3
2. Project Schedule Page 3
3. Qualifications of Submittal Page 3
4. Project Scope and Objectives Page 4
5. Proposal Requirements Page 4
6. Selection Criteria Page 4
7. Submission Instructions Page 5
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Project Description
The La Crosse Public Library (LPL) is soliciting proposals from professional firms interested in providing grant administration services for the recently awarded Flexible Facilities Program grant, in accordance with the Wisconsin Department of Administration’s (DOA) current FFP Application and Administration guidance. Work will include general FFP Administration work and Labor Standards compliance work located in La Crosse, Wisconsin. This Request for Proposals (RFP) seeks to identify potential providers of the above-mentioned services.
In October 2024, a Flexible Facilities Program Grant (FFP) was awarded to La Crosse Public Library (LPL). FFP funds will pay for facility and broadband-enabled equipment improvements that enable library users to work remotely, to take online courses, for telemedicine, etc.
To comply with grant guidelines, construction must begin no later than July 1, 2025, and end no later than September 30, 2026. FFP-funded projects will be considered phase one of construction.
Project Schedule
RFP issued – May 8, 2025
Proposal submissions due –May 22, 2025, by 12:00 PM CST
Select Grant Administrator – BY May 30, 2025
Construction underway – May 2025
Total project and grant close out – September 2026
Qualifications for Submittal
Qualifications must be received via email to dwacek@lacrosselibrary.org no later than
12:00 PM on Thursday, May 22, 2025. La Crosse Public Library reserves the right to reject
any and all proposals not meeting the requirements of this RFP for Grant Administration Services. Any
response not meeting the minimum requirements for qualifications as outlined in this request
may be rejected. Materials received in any other format than email, or after that date and time,
will be rejected. No materials will be returned.
Designated Contact: Dawn Wacek, Deputy Director
Please direct all questions concerning this RFP by email to dwacek@lacrosselibrary.org or phone
at 608-789-8190. No questions concerning this RFP will be accepted after 5:00 PM on
May 19, 2025.
Other Conditions of Qualifications Submittal
No submission will be accepted from any person, firm or entity that is in arrears for any obligation to the City of La Crosse, is debarred from contracting for federally funded projects, or that otherwise may be deemed irresponsible or unresponsive by the La Crosse City Council, Library Board, or by City of La Crosse staff.
All Qualifications submissions become public information and may be reviewed by anyone requesting to do so at the conclusion of the evaluation process.
The awarded firm must agree to follow all applicable laws, regulations, and policies pertaining to the Flexible Facilities Grant (FFG). Information can be found on the WI Division of Energy, Housing and Community Resources to ensure appropriate compliance and funding of the project: https://energyandhousing.wi.gov/Pages/AgencyResoures/FlexibleFacilities.asp
Project Scope and Objectives
La Crosse Public Library (LPL) is seeking grant administration services to assist with all reporting and documentation in accordance with the Wisconsin Department of Administration’s (DOA) current FFP Application and Administration guidance.
The chosen firm will collaborate closely with LPL to ensure all grant administration, management, procurement and contracting, financial management, risk management, and final reporting is completed as required by DOA. In addition, they will assist LPL with ensuring al contractors and subcontractors adhere to the Contract Work Hours and Safety Standards Act (CWHSSA) and Fair Labor Standards Act (FLSA) and that all payroll records are in compliance.
Proposal Requirements
To ensure thorough evaluation, please include the following information in your proposal:
Firm Overview: A brief history, mission and areas of specialization related to the library
or related projects.
Project Team: Names, qualifications, and experience of key personnel proposed for this
project.
Relevant Experience: Examples of past projects similar in scope, with specific
references to library or related work.
Proposed Approach and Methodology: Outline your approach to administration, timeline
considerations, and any innovative solutions.
Cost Proposal: Detailed cost estimate for grant administration including a breakdown of fees for each
stage of documentation, service, expenses and billing rates.
References: Contact information for at least three recent clients for projects of similar
Scope.
Selection Criteria
All proposals meeting the RFP requirements will be evaluated using the following criteria:
Relevant experience and success in space planning facilitation for libraries or similar
facilities, including the level of satisfaction of current and past clients.
Experience of firm or consultant in Federal Grant administration.
Familiarity with the scope of work.
Past performance record.
Demonstrated capacity for the workload.
Submission Instructions
The contact for this project is Dawn Wacek, Deputy Library Director. Please contact her directly at dwacek@lacrosselibrary.org or 608-789-8190 to request additional information or with questions.
Qualifications must be received via email to dwacek@lacrosselibrary.org no later than 12:00 PM on Thursday, May 22, 2025. La Crosse Public Library reserves the right to reject any and all proposals not meeting the requirements of this RFP for Grant Administration Services. Any response not meeting the minimum requirements for qualifications as outlined in this request may be rejected.
The La Crosse Public Library, LPL Board of Trustees, and City of La Crosse makes no representations as to the conditions of the project other than those representations made herein, and no employee or other representative of the City of La Crosse or of the Library has the authority to make any oral or written representations as to the conditions of the project. Persons/firms should contact only the designated contact person for this RFP for clarification or information on this RFP.
Please submit your proposal according to the guidelines below:
Submission Deadline: May 22, 2025 by 12:00 PM CST
Submission Format: PDF format, sent via email
Delivery Address/Email: dwacek@lacrosselibrary.org
Contact Information for Inquiries: Dawn Wacek, Deputy Director
dwacek@lacrosselibrary.org 608-789-8190
No questions concerning this RFP will be accepted after 5:00 PM on May 19, 2025