LEGAL NOTICE Request for Proposal for Services

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1 LEGAL NOTICE Request for Proposal for Services The Town of South Windsor, Connecticut, is seeking proposals for consultation services for the survey of historic buildings in Town. The project is funded by grant funds from the Community Investment Act program of the Connecticut Commission on Culture and Tourism. Work must be done in accordance with Commission standards. Consultants must meet the professional qualification standards for Historian or Architectural Historian of the National Park Service, Professional Minimum Qualification Standards 36 CFR61. Sealed proposals must be received by 4:30 p.m. on January 5, The Town reserves the right to award in part, to reject any and all proposals in whole or in part, or waive technical defects, irregularities, and omissions if, in its judgment, the best interest of the Town will be served. The request for proposal is available from: Matthew Galligan, Town Manager Town of South Windsor 1540 Sullivan Avenue South Windsor, CT Telephone ex. 203 FAX Affirmative Action-Equal Opportunity Employer. Women and Minorities are encouraged to submit a proposal. This project received state funds from the Connecticut Commission on Culture and Tourism. Regulations of the State of Connecticut prohibit discrimination against any person or group of persons on the grounds of race, color, religious creed, age, marital status, national origin, ancestry, sex, mental retardation, or physical disability.

2 PROPOSAL COVER SHEET CONSULTANTS-PLEASE SUBMIT THE COVER SHEET WITH YOUR PROPOSAL Name: I am submitting a proposal for: Town of South Windsor, Phase II Historic Buildings, excluding properties on Main St. surveyed in Phase I $14, Issued: 11/20/08 Proposals Due: 4:30pm, 1/5/09

3 TOWN OF SOUTH WINDSOR 1540 Sullivan Avenue South Windsor, CT PROJECT HISTORIC AND ARCHITECTURAL RESOURCE SURVEY PHASE II OF THE TOWN OF SOUTH WINDSOR, CONNECTICUT A. STATEMENT OF OBJECTIVES The purpose of the project is to identify and inventory historic structures on a town basis. Historic buildings to be surveyed are those in South Windsor, excluding the properties surveyed in Phase I. Project requires a Historian or Architectural Historian (consultant). It is anticipated that the consultant will complete the inventory and produce a survey report. Consultant must coordinate efforts with the Chairperson of the Town of South Windsor Historic District Commission and the Town s Assistant Director of Planning. B. PROJECT TIMETABLE The project shall begin March 1, 2009 and is to be completed no later than August 31, C. REQUIRED RESULTS The consultant shall conduct a survey of approximately 100 properties in the Town of South Windsor, excluding properties on Main Street that were surveyed in Phase I of this project, in accordance with the Secretary of the Interior Standards and the procedures of the Connecticut Commission on Culture and Tourism. The consultant may also be required to make minor revisions to existing digital forms. The Town of South Windsor uses Formdocs software to complete the inventory forms. Survey shall be conducted by a consultant, as approved by the Commission, who meets the professional qualification standards of the U.S. Department of the Interior, National Park Service, Professional Minimum Qualification Standards 36 CFR61 for Historian or Architectural Historian. The consultant must be experienced in project management, survey design and methodology, and coordination of volunteers, and be knowledgeable about American history and architectural history. Methodology will follow guidelines found in National Register Bulletin #49, Guidelines for Local Surveys: A Basis for Preservation Planning. Each town survey report shall include the following items arranged in the following order: 1. Title Page including a funding acknowledgement statement citing the Connecticut Commission on Culture & Tourism and including the Commission s logo. 2. Authors Acknowledgements 3. Table of contents 4. Introduction 5. Methodology

4 6. Historic and Architectural Overview of the Survey Area relating the history of the town to the buildings surveyed. 7. Bibliography 8. Resources related to Minority and Women s history. 9. Recommendations for National Register of Historic Places designation. 10. Street index of all inventoried resources arranged in alpha-numeric order by street address. 11. Negative index. 12. Slide index. 13. Slides of at least 10% of the resources inventoried. 14. Connecticut State Inventory forms for a minimum of 100 buildings including original black and white photos of the inventoried resources. The Commission shall receive one full, archival copy of the final report. The consultant will also: Review the archival collections of federal, state and local historical societies for relevant material. Confer with the municipal historian, local town planner, historic district, commission and historical society. Coordinate the project s progress and submission of completed materials with Virginia Macro, Chairperson Town of South Windsor Historic District Commission and Michele Lipe, Assistant Director of Planning. D. PROJECT SCHEDULE Selection of consultant and notice to proceed February 9, 2009 Submission of Street address list April 1, 2009 Submission of overview text and sample forms July 1, 2009 Completion of project August 31, 2009 E. PROJECT REQUIREMENTS 1. Consultant must meet the professional qualification standards of the U.S. Department of the Interior, National Park Service, Professional Minimum Qualification Standards 36 CFR61 for Historian or Architectural Historian. 2. All costs (travel, photocopying, etc.) shall be included in the fixed contract price of $14, Consultant must use the Formdocs software to complete the inventory. 4. Contact person is Virginia Macro, Chairperson of the S.W. Historic District Commission. Telephone

5 F. REQUEST FOR PROPOSALS CONDITIONS: All proposals in response to this RFP are to be the sole property of the Town. Proposers are encouraged not to include in their proposals any information that is proprietary. All materials associated with this procurement process are subject to the terms of State laws defining freedom of information and privacy and all rules, regulations and interpretations resulting from those laws. Any product, whether acceptable or unacceptable, developed under a contract awarded as a result of the RFP is to be the sole property of the Town. Timing and sequence of events resulting from this RFP will ultimately be determined by the Town. The Proposer agrees that the proposal will remain valid for a period of 180 days after the deadline for submission and may be extended beyond that time by mutual agreement. The Town may amend or cancel this RFP, prior to the due date and time, if it deems it to be necessary, appropriate or otherwise in the best interest of the Town. Failure to acknowledge receipt of amendments, in accordance with the instructions contained in the amendments, may result in a proposal not being considered. The Proposer must certify that the personnel identified in its response to this RFP will be the persons actually assigned to the project. Any additions, deletions or changes in personnel assigned to the project must be approved by the Town, with the exception of personnel who have terminated employment. Replacements for personnel who have terminated employment are subject to approval by the Town. At its discretion, the Town may require removal and replacement of any of the Proposer s personnel who do not perform adequately on the project, regardless of whether they were previously approved by the Town. Any costs and expenses incurred by Proposers in preparing or submitting proposals are the sole responsibility of the Proposer. A Proposer must be prepared to present evidence of experience, ability, service facilities, and financial condition necessary to satisfactorily meet the requirements set forth or implied in the proposal. No additions or changes to the original proposal will be allowed after submission. While changes are not permitted, clarification of proposals may be required by the Town at the Proposer s sole cost and expense. In some cases, Proposers may be asked to give demonstrations, interviews, presentations or further explanation to the RFP s Screening Committee. The Proposer represents and warrants that the proposal is not made in connection with any other Proposer and is in all respects fair and without collusion or fraud. The Proposer further represents and warrants that the Proposer did not participate in any part of the RFP development process, had no knowledge of the specific contents of the RFP prior to its issuance, and that no agent, representative or employee of the Town participated directly in the Proposer s proposal preparation. All responses to the RFP must conform to the instructions. Failure to include any required signatures, provide the required number of copies, to meet

6 deadlines, answer all questions, follow the required format, or failure to comply with any other requirements of this RFP may be considered appropriate cause for rejection of the response. The Proposer must accept the Town s standard contract language and conditions. The contract will represent the entire agreement between the Proposer and the Town and will supersede all prior negotiations, representations or agreements, alleged or made, between the parties. The Town shall assume no liability for payment of services under the terms of the contract until the successful Proposer is notified that the contract has been accepted and approved by the Town. The contract may be amended only by means of a written instrument signed by the Town and the Proposer. Rights Reserved to the Town. The Town reserves the right to award in part, to reject any and all proposals in whole or in part for misrepresentation or if the Proposer is in default of any prior Town contract, or if the proposal limits or modifies any of the terms and conditions and/or specifications of the RFP. The Town also reserves the right to waive technical defect, irregularities and omissions if, in its judgment, the best interest of the Town will be served. The Town reserves the right to correct inaccurate awards resulting from its clerical errors. This may include, in extreme circumstances, revoking the awarding of a contract already made to a Proposer and subsequently awarding the contract to another Proposer. Such action on the part of the Town shall not constitute a breach of contract on the part of the Town since the contract with the initial Proposer is deemed to be void ab initio and of no effect as if no contract ever existed between the Town and the Proposer. G. PROPOSAL REQUIREMENTS Proposals must (1) be word processed; (2) be printed on white paper; and (3) use a font size of not less than10 points. All proposals must be submitted in sealed envelopes or packages addressed to Matthew Galligan, Town Manager, Town of South Windsor, 1540 Sullivan Avenue, South Windsor, CT, Proposals transmitted by Fax or will not be accepted or reviewed. Proposal must contain the following items: Resume References-include three letters of reference from recent clients. Provide the name, title, company address, and phone number for each reference. Writing sample Written Affirmation that the Proposer has read and accepts the RFP s conditions, the Town s standard contract and conditions and the Town s contract compliance requirements in their entirety and without amendment. The statement must be signed by the Proposer. Signed State forms including (1) Affidavit Concerning Gifts and Campaign Contributions and (2) Notification to Bidders form

7 The two forms on the following pages( Employers report of Compliance Staffing and Notification to Bidders ) need to be included with all bid packages; this can be done as an attachment or incorporated within package, along with a note to bidders indicating that they must complete and submit the forms with their bids or their bids may be considered invalid.

8 STATE OF CONNECTICUT EMPLOYER REPORT OF COMPLIANCE STANDING LABOR DEPT. Department Approved Pending Investigation Disapproved Investigation Requested Compliance Officer Date This form should reflect the number of permanent employees on your payroll on date of submission. Name of Contracting Firm Type of Report Prime Contractor Subcontractor EMPLOYEE INFORMATION Total Employed White African American Spanish Surname Other (specify) Does your firm have a collective bargaining agreement or other contract or understanding with a labor organization or employment agency for the recruitment of labor? Yes If yes, list the name and address of the agency or organization. No Name If no, indicate the usual methods of recruitment. Connecticut State Employment Service Private Employment Agency Newspaper Advertisement Walk-In Other (specify) Address (No. and Street, City, State) The signer certifies that its practices and policies, including but not limited to matters concerning personnel, training, apprenticeship, membership, grievance and representation, and upgrading, do not discriminate on grounds of race, color, religious creed, age, sex, or national origin, or ancestry of any individual, and that the signer agrees it will affirmatively cooperate in the implementation of the policy and provisions of Executive Order Number Three, and consent and agreement is made that recruitment, employment and the terms and conditions of employment under the contract shall be in accordance with the purpose and provisions of Executive Order Number Three. Is firm in minority ownership? (51% of assets in control of minorities) Yes No I certify that the above is correct to the best of my knowledge. Employer Business Name Date By Signature Title Form E.O. 3-1

9 NOTIFICATION TO BIDDERS The contract to be awarded is subject to contract compliance requirements mandated by Section 4-114a of the Connecticut General Statutes, and, when the awarding agency is the state, Section 46a-71(d) of the Connecticut General Statutes. There are Contract Compliance Regulations codified at Section 4-114a-1 et. seq. of the Regulations of Connecticut State Agencies which establish a procedure for the awarding of all contracts covered by Sections 4-114a and 46a-71(d) of the Connecticut General Statutes. According to Section 4-114a-3(9) of the Contract Compliance Regulations, every agency awarding a contract subject to the contract compliance requirements has and obligation to aggressively solicit the participation of legitimate minority business enterprises as bidders, contractors, subcontractors and suppliers of materials. Minority business enterprise is defined in Section 4-114a of the Connecticut General Statutes as a business wherein fifty-one percent or more of the capital stock, or assets belong to a person or persons: (1) Who are active in the daily affairs of the enterprise; (2) who have the power to direct the management and policies of the enterprise; and (3) who are members of a minority, as such term is defined in subsection (a) of Section 32-9n. Minority groups are defined in Section 32-9n of the Connecticut General Statutes as (1) Black Americans (2) Hispanic Americans (3) Women (4) Asian Pacific Americans and Pacific Islanders; or (5) American Indians The above definitions apply to the contract compliance requirements by virtue of Section 4-114a-1 (10) of the Contract Compliance Regulations. The awarding agency will consider the following factors when reviewing the bidder s Qualifications under the contract compliance requirements: (a) (b) (c) (d) (e) the bidder s success in implementing an affirmative action plan; the bidder s success in developing an apprenticeship program complying with Sections 46a-68-1 to 46a of the Connecticut General Statutes, inclusive; the bidder s promise to develop and implement a successful affirmative action plan; the bidder s submission of EEO-1 data indicating that the composition of its work force is at or near parity when compared to the racial and sexual composition of the work force in the relevant labor market area; and the bidder s promise to set aside a portion of the contract for legitimate minority business enterprises. See Section 4-114a-3(10) of the Contract Compliance Regulations. *INSTRUCTION: Bidder must sign acknowledgement below, detach along dotted line and return acknowledgement to Awarding Agency along with bid proposal. The undersigned acknowledges receiving and reading a copy of the Notification to Bidders form. Signature: Date: On behalf of:

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