City of Salem, Massachusetts

City of Salem, Massachusetts

Request for Proposals

?-??

Greenlawn Cemetery: Preparation of Nomination to the National Register of Historic Places

Date of Advertisement:

July 3, 2013

PROPOSALS DUE:

Friday, August 16, 2013, Noon

*Late proposals will be rejected

Whitney C. Haskell

Purchasing Agent

120 Washington Street, 3rd Floor

Salem, MA 01970

(978) 619-5695

COVER SHEET

CONTACT INFORMATION:

Name of Bidder: / Contact Individual:
Address:
Phone: / Alternate Phone:
Email Address: / Social Security/Federal Tax Identification Number:
Authorized Signature:______

SUMBISSION CHECKLIST:

r  Completed Cover Sheet (this sheet)

r  Price Proposal Form

r  Non-Price Proposal

o  Signed Certificate of Non-Collusion

o  Signed Tax Compliance Certification

o  Certificate as to Corporate Bidder (if applicable)

o  Plan of Services (Technical Requirements) – 5 copies

r  Acknowledgement of Addenda: ______(if applicable)

PRICE PROPOSAL FORM

The undersigned hereby submits a price proposal to perform the services outlined in the Request for Proposals for the Greenlawn Cemetery: Preparation of Nomination to the National Register of Historic Places. Fees shown shall include all costs and expenses (including materials, copying, mileage, photography, etc.) necessary to complete the scope of services defined in Attachment A-1 of this RFP.

The PROPOSER hereby pledges to deliver the complete scope of services required, for the rates

and charges shown below:

Estimated cost to complete the project:

Phase I:

Phae II:

Phase III:

TOTAL COST:

(not to exceed $8,000)

Note: Five (5) copies of the proposal are to be submitted

______

SIGNATURE OF AUTHORIZED REPRESENTATIVE

______

NAME (PRINTED)

______

DATE

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

______

(Signature of authorized individual submitting the bid or proposal)

______

(Name of Business)

TAX COMPLIANCE CERTIFICATION

Pursuant to M.G.L. c. 62C, §49A, I certify under the penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

______

(Signature of authorized individual submitting the bid or proposal)

______

(Name of Business)

______

(Social Security or Federal Tax Identification Number)

CERTIFICATE AS TO CORPORATE BIDDER (if applicable)

I, ______certify that I am the ______of the corporation named as Bidder in the Bid included herein, that ______, who signed said Bid on behalf of the Bidder was then ______of said corporation, that I know his signature, that his signature thereon is genuine and that said Bid was duly signed, sealed and executed for and in behalf of said corporation by authority of its governing body.

(Corporate Seal)

______

(Secretary-Clerk)

Dated: ______

PART 1. GENERAL INFORMATION

1.1 PROCUREMENT DESCRIPTION

The City of Salem is seeking proposals from qualified historic preservation consultants to prepare a nomination to the National Register of Historic Places for Greenlawn Cemetery. Greenlawn Cemetery is located at 57 Orne Street, Salem, MA.

This Request for Proposals (RFP) stipulates the procedures and requirements to be used by the City in its selection for consulting services. The project will be divided into three phases, to be completed over a nine-month period.

1.2 APPLICABLE LAW

This procurement will be conducted pursuant to Massachusetts General Laws Chapter 30B, Section 6.

1.3 APPROVAL

Any contract that may result from the procurement shall be subject to the approval of the Mayor of the City of Salem.

1.4 INCORPORATION BY REFERENCE

All requirements, specifications, terms and conditions described in this Request for Proposals (‘RFP’) shall be incorporated by reference into any contract that may result.

1.5 TIME FOR AWARD

Any contract that may result from the procurement shall be awarded within forty five (45) days after the proposal due date. The time for award may be extended for up to 45 additional days by mutual agreement between the City and the most advantageous proposer,

1.6 RIGHT TO CANCEL/REJECT

The City reserves the right to cancel this RFP or reject in whole or in part any and all proposals if the City determines that cancellation or rejection serves the best interests of the City.

1.7 TAXATION

Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the proposal pricing.

Copies of the City’s tax exempt paperwork shall be available upon request of the selected contractor.

1.8 OBTAINING THE REQUEST FOR PROPOSALS

The RFP shall be available beginning, Monday, July 3, 2013 by 10:00 AM.

The RFP and related documents shall be available for free download from the City’s Purchasing Department website at http://salem.com/Pages/SalemMA_Purchasing/index under the link titled “IFBs RFPs, and RFQs.”

Hardcopies of the RFP and related documents may be obtained at the Office of the Purchasing Agent, 120 Washington Street, 3rd Floor, Salem, MA 01970, between the hours of 8:00 AM-4:00 PM on Monday-Wednesday, 8:00-7:00 PM on Thursday, and 8:00 AM-12:00 PM on Friday.

PART 2. INSTRUCTIONS TO PROPOSERS

2.1 REQUIREMENTS AND SUBMISSIONS

Below please find a description of the requirements and submissions that must be included as part of a proposal.

2.1.1 PRICE PROPOSAL FORM

Every proposal must include a completed ‘Price Proposal Form’. See attached. The price proposal shall be separately sealed and labeled as “Price Proposal”.

2.1.2 NON-PRICE PROPOSAL

Each proposal must include a Non-Price Proposal, which shall be separately sealed and labeled as “Non-Price Proposal”

r  NON-COLLUSION

Every proposal must include a certification of good faith, certifying that the proposal was made in good faith and without collusion or fraud. See ‘Non-Collusion Form’ attached.

r  TAX COMPLIANCE FORM

Every proposal must include a written certification that the proposer has complied with all state laws relating to taxes, reporting of employees and contractors, and child support. See ‘Tax Compliance Form’ attached.

r  CORPORATE BIDDER FORM

If the proposal is being submitted by a corporation, the proposal must include a certification that the individual submitting the bid has been authorized to bind the corporation. See ‘Certificate of Corporate Authority’ attached.

r  PLAN OF SERVICES

Proposer must submit a plan of services explaining how proposer intends to carry out the duties described in Section 3.2, Scope of Services and including responses to Section 3.1 Minimum Requirements and Section 3.3 Comparative Criteria.

2.2 PROPOSAL DELIVERY

Below please find a description of the manner in which sealed proposals must be submitted. Price and Non-Price proposals must be separately sealed and labeled.

2.2.1 DUE DATE AND TIME

Proposals shall be received by the Office of the Purchasing Agent on or before Noon on August 16, 2013.

Any bid received after that time shall be rejected as non-responsive.

2.2.2 ADDRESS

Sealed proposals shall be delivered to the Office of the Purchasing Agent, 120 Washington Street, 3rd Floor, Salem MA 01970.

2.2.3 HOURS OF OPERATION

Proposals must delivered during the normal hours of operation of the City of Salem:

Monday-Wednesday: 8:00 AM-4:00 PM

Thursday: 8:00 AM-7:00 PM

Friday: 8:00 AM-12:00 PM

2.2.4 COPIES

Proposers must submit one (1) original and one (4) copies of the proposal.

2.2.5 LABELING

Price and Non-Price proposals must be separately sealed and labeled. Each proposals shall be labeled with (1) the proposal number and title, (2) the proposal due date, (3) the name of the proposer and (4) price or non-price proposal.

2.3 SIGNATURES

A proposal must be signed as follows: 1) if the proposer is an individual, by her/him personally; 2) if the proposer is a partnership, by the name of the partnership, followed by the signature of each general partner; and 3) if the proposer is a corporation, by the authorized officer, whose signature must be attested to by the clerk/secretary of the corporation, and with the corporate seal affixed.

2.4 QUESTIONS, CHANGES, MODIFICATIONS AND WITHDRAWALS

2.4.1 QUESTIONS

Questions concerning this RFP must be submitted in writing to: Whitney Haskell at at least five (5) days prior to the bid opening date. Written responses will be mailed to all bidders on record as having picked up the RFP.

2.4.2 CHANGES

If any changes are made to this RFP, addenda will be issued. Addenda will be posted in the Office of the Purchasing Agent, on the website and e-mailed to all proposers on record as having picked up the RFP.

2.4.3 MODIFICATIONS AND WITHDRAWALS

A proposer may correct, modify, or withdraw a proposals by written notice received by the City of Salem prior to the time and date set the proposal due date.

Modifications must be submitted in a sealed envelope clearly labeled "Modification No.__" to the address listed in part one of this section. Each modification must be numbered in sequence, and must reference the RFP.

After the proposal due date, a proposer may not change any provision of the proposal in a manner prejudicial to the interests of the City or fair competition. Minor informalities will be waived or the proposer will be allowed to correct them.

2.5 UNFORESEEN OFFICE CLOSURES

If, at the time of the scheduled due date, 120 Washington Street, 3rd Floor, Salem, MA 01970, is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the due date will be postponed until 2:00 PM on the next normal business day. Proposals will be accepted until that date and time.

PART 3. EVALUATION AND SELECTION

3.1 MINIMUM REQUIREMENTS

Proposers must meet the following minimum criteria:

a. Bachelor’s Degree in Historic Preservation, Architectural History, History, Art History or a closely related field and at least two years full-time experience in an area relevant to the project; or

b. Master’s Degree in Historic Preservation, Architectural History, History, Art History or a closely related field.

3.2 SCOPE OF SERVICES

Greenlawn Cemetery is a significant example of late 19th century rural cemetery design. Initially laid out in 1807, the cemetery achieved much of its present appearance in the 1880s after extensive regrading and redesign incorporating many ideals of picturesque landscape design. This approximate 100 acre cemetery is an excellent example of the evolution of cemetery design in the 19th century and incorporates many Victorian features including a Gothic Revival chapel, the Civil War Soldiers Monument, its cast iron fence and cast iron avenue markers. The cemetery is also significant as one of the most comprehensive collections of plant materials in the state. In the opinion of the Massachusetts Historical Commission (MHC), the cemetery fulfills National Register Criteria A and C, and Consideration D, on the local level. The purpose of the proposed project will be to complete all necessary documentation for nominations to the National Register of Historic Places. Please see Attachment A-1 for the complete Scope of Work.

3.3 PLAN OF SERVICES/TECHNICAL REQUIREMENTS (to be submitted in Non-Price Proposal Envelope)

·  The identity of the individual, partnership or corporation applying for contract award and credentials of the personnel who would actually perform the work, as well as their managers, and the nature of the supervision. State the responsibilities of each of the project personnel. If the consultant intends to sub-contract the photography or any other work required in the scope of services, the sub-contractor must be identified. Sample work products are required for all personnel. This item is a major determinant in assessing the proposer’s qualifications and will be incorporated as a condition in the contract to be awarded.

·  An applicant qualifications statement, including professional qualifications and work experience attesting to capacity to perform the required work program. Include resume(s), detailing academic and professional work experience attesting to capacity to perform the required work program. Resumes are required for all project personnel. Proposers must meet the following minimum criteria:

o  Bachelor’s Degree in Historic Preservation, Architectural History, History, Art History or a closely related field and at least two years full-time experience in an area relevant to the project; or

o  Master’s Degree in Historic Preservation, Architectural History, History, Art History or a closely related field.

·  A detailed explanation of the proposer’s approach to this project: methodology, demonstrated understanding of the scope of work and completion deadline, and the proposer’s expectations of assistance and services from the Town. A technical work plan and project timeline for accomplishing the tasks described in the scope of services must be provided.

·  A client reference list, with names, addresses, telephone numbers, and e-mail addresses (if available) especially for clients for whom the proposer has performed similar services within the past five (5) years.

3.4 COMPARATIVE CRITERIA

All responsive proposals will be judged against the Comparative Evaluation Criteria detailed below. The Town will rank each proposal as:

a. Highly Advantageous – the proposal fully meets and significantly exceeds the standards of the specific criterion;

b. Advantageous – the proposal fully satisfies the standards of the specific criterion;

c. Not Advantageous – the proposal does not fully meet the standards of the specific criterion, is incomplete, unclear, or both.

The Selection Committee shall rate and rank each technical proposal meeting the Minimum Evaluation Criteria according to the Comparative Evaluation Criteria listed below.

3.4.1 Quality and Depth of Project Experience

Highly Advantageous – The project proposal demonstrates superior experience in providing services related to the Town’s requirements. The project proposal demonstrates a wide depth of experience with similar projects (5 or more), and prior experience with municipally, privately, or MHC-funded not-to-exceed or fixed-fee contracts. Project work samples are of outstanding quality in content and technical presentation.

Advantageous – The project proposal demonstrates solid experience in providing services related to the Town’s requirements. The project proposal demonstrates a good depth of experience with similar projects (3 to 5), and prior experience with municipally or privately funded not-to-exceed or fixed-fee contracts. Project work samples are of good quality in content and technical presentation.