CITY OF GAINESVILLE REQUEST FOR PROPOSAL

CITY OF GAINESVILLE REQUEST FOR PROPOSAL RFP No. #13016 Gainesville Historic Preservation Design Guidelines Proposal Release: Thursday, August 23, 2012 Proposal Questions Deadline: Friday, August 31, 2012; 10:00 a.m. EST Proposal Due Date: Thurday, September 13, 2012; 2:00 p.m. EST Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Purchasing Office Purchasing Office P.O. Box 2496 300 Henry Ward Way, Room 103 Gainesville, GA 30503 Gainesville, GA 30501 1 P a g e

City of Gainesville Request for Proposal RFP No. #13016 Gainesville Historic Preservation Design Guidelines The City of Gainesville is requesting sealed proposals for the development of customized architectural design guidelines for residential and commercial local historic districts. (Per Attached Specifications) Sealed Proposals will be received by the City of Gainesville, Administrative Services Department, 300 Henry Ward Way, STE 103, Gainesville, GA 30501 until 2:00 p.m., Thursday, September 13, 2012 for the update of its residentialstyle design guidelines through the development of customized architectural design guidelines for the City. OVERVIEW The City of Gainesville, Georgia (hereafter also referred to as The City ) seeks proposals to provide for the update of its Model Design & Construction Guidelines for Residential-Style Local Historic Districts through the development of customized architectural design guidelines that also address commercial-style resources. The final product is will be an architectural design guidelines manual that draws upon the City s community-wide historic resources structural survey, and which will be used by the Gainesville Historic Preservation Commission and Community Development Department in review of applications for Certificates of Appropriateness. This project is being funded in part by a Historic Preservation Fund Grant for Certified Local Governments, which are National Park Service funds administered by the Georgia Historic Preservation Division and as such; work on this project must comply with requirements and deadlines of said grant. The commercial and residential architectural design guidelines manual (i.e. final product of this project), which regularly will be used by the Gainesville Historic Preservation Commission and Community Development Department staff in review of applications for Certificates of Appropriateness, shall be delivered as a first draft not later than Friday, March 1, 2013; as a final draft not later than Friday, May 3, 2013; and in final form not later than Thursday, August 1, 2013. PROPOSAL CORRESPONDENT Upon Release of this Request for Proposal, all vendor communications concerning this acquisition must be directed to the Administrative Services Department correspondent listed below: Matt Hamby City of Gainesville PO Box 2496, Gainesville, GA 30503 Phone: (770) 535-6899 FAX: (770) 535-5636 Email: mhamby@gainesville.org 2 P a g e

Unauthorized contact regarding the proposal with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the proposal correspondent. PROPOSAL QUESTIONS All questions must be submitted in writing to the proposal correspondent named above. Questions must be received by 10:00 a.m., Friday, August 31, 2012. A list of questions and answers will be provided to all known proposers and by request. Requests may be made to the proposal correspondent named above. PROPOSAL RESPONSE DATE AND LOCATION The Administrative Services Department must receive the vendor s proposal in a sealed envelope, in its entirety, not later than 2:00 p.m. Eastern Standard Time in Gainesville, Georgia on Thursday, September 13, 2012. Proposals arriving after the deadline will be returned unopened to their senders. All proposals and accompanying documentation will become the property of the City of Gainesville and may not be returned. One (1) original and five (5) copies of this proposal must be submitted. Proposals must be clearly marked on the outside of the package: Gainesville Historic Preservation Design Guidelines (RFP No. #13016) Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt. Late proposals will not be accepted nor will additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means. Proposal Schedule: Proposal Release: Thursday, August 23, 2012 Proposal Questions Deadline: Proposal Due Date: Award Date: Friday, August 31, 2012; 10:00 a.m. EST Thursday, September13, 2012; 2:00 p.m. EST No earlier than Tuesday, September 18, 2012 (subject to final proposal review) WAIVER OF TECHNICALITIES All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. Award may be made by item number or in total. Determination of best response to proposal will be the sole judgment of the City of Gainesville. Proposals shall remain valid for ninety days for the date of proposal opening. PROPOSAL REJECTION The City of Gainesville reserves the right to reject any or all proposals at any time without penalty. MODIFICATION OF PROPOSALS Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations described below, be corrected upon written request and verification submitted by the proposers. A nonmaterial omission in a proposal may be corrected if the Administrative Service Department determines that correction to be in the City s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Proposal opening: 3 P a g e

(1) Price Information; (2) Qualifications; and (3) Any required Insurance WITHDRAWAL OF PROPOSALS Proposals may be withdrawn at any time prior to the proposal opening. After proposals have been publicly opened, withdrawal of a proposal shall be based upon the following: The Proposer shall give notice in writing of his claim of right to withdraw his proposal due to an error within two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other proposals due solely to a mistake therein, provided the proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the proposal sought to be withdrawn. The proposer s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his proposal. If a proposal is withdrawn under the authority of this provision, the lowest remaining responsive proposal shall be deemed to be the low proposal. PROPOSER S RESPONSIBILITY When determining whether a proposer is responsible, or when evaluating a proposal, the following factors may be considered, any one of which will suffice to determine whether a proposer is responsible or the proposal is the most advantageous to the City: The ability, capacity and skill of the proposer to perform the contract or provide the equipment and/or service required. The character, integrity, reputation, judgment, experience and efficiency of the proposer. Whether the proposer can perform the contract within the time specified. The quality of performance of previous public and private contracts or services, including, but not limited to, the proposer s failure to perform satisfactorily or complete any written contract. The City s termination for default of a previous contract with a proposer, within the past three years, shall be deemed to be such a failure. The previous and existing compliance by the Proposer with laws relating to the contract or service. Evidence of collusion with any other Proposers, in which case colluding proposers will be restricted from submitting further proposals on the subject project or future proposals, for a period not less than three years. The proposer has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Proposer shall affirmatively disclose to the City all such convictions, especially of management personnel or the proposers as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City s sole option and discretion, for termination for default subsequent to award or execution of the contract. If the proposer will be unable, financially or otherwise, to perform the work. 4 P a g e

At the time of the proposal opening, the proposer is not authorized to do business in the Georgia, or otherwise lacks a necessary license, registration or permit. Any other reason deemed proper by the City. NON-ENDORSEMENT As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of Gainesville is neither endorsing nor suggesting that the vendor s product is the best or only solution. The vendor agrees to make no reference to the City of Gainesville in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City of Gainesville. PROPRIETARY PROPOSAL MATERIAL Any information contained in the proposal that is proprietary will be neither accepted nor honored. All information contained in this proposal is subject to public disclosure. RESPONSE PROPERTY OF THE CITY OF GAINESVILLE All material submitted in response to this request becomes the property of the City of Gainesville. Selection or rejection of a response does not affect this right. NO OBLIGATION TO BUY The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The release of this proposal does not compel the City of Gainesville to purchase. COST OF PREPARING PROPOSALS The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of proposals and demonstrations submitted in response to this proposal. NUMBER OF PROPOSAL COPIES REQUIRED Vendors are to submit one (1) original Proposal and five (5) copies. ADDENDA Proposers are responsible for checking the City of Gainesville s website for the issuance of any addenda prior to submitting a proposal. The address is http://www.gainesville.org/purchasing PROPOSAL AWARD AND EXECUTION The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal to the City. The City reserves the right to make any award without further discussion of the proposal submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of Gainesville based on the vendor s proposal and an increase or reduction of services with the manufacturer may be negotiated before proposal award and execution. LOCAL VENDOR PREFERENCE Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business (i.e. a physical business address) within the city limits of the City of Gainesville, has a current business license, has paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City and can obtain an active vendor status. 5 P a g e

A local vendor may receive an opportunity to match for purchases, bids, proposal or contracts over $20,000 and less than $100,000. The local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 3% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, services and conditions, then the local vendor shall be awarded the contract. In the event the price proposal of more than one local vendor is within 3% of the lowest overall price proposal of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match the lowest overall price proposal. If this local vendor declines to match the price proposal, then the local vendor with the next lowest bid within 3% will be given the opportunity to match the lowest proposal. This process will continue with all local vendors having proposal within 3% of the lowest overall bid by a non-local vendor. Policy to be stated. This policy shall be so stated in all applicable solicitations. Exemptions. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia (O.C.G.A 36-91 or 32-4). PROPOSAL REQUIREMENTS/EVALUATION CRITERIA The City will evaluate all written submittals. It is incumbent upon the proposers to demonstrate within their proposals how each requirement will be satisfied. All Proposals must meet the specification as outlined in this Proposal. The City reserves the right to investigate the qualifications and experience of the proposers, or to obtain new proposals. Proposals not sufficiently detailed or in an unacceptable form may be rejected by the City. Dates and documentation included in the proposal become public information upon opening the proposals. Interested firms must follow the process outlined in the following pages in submitting their proposal. The following criteria, not listed in order of importance, will be used to evaluate proposals. Price for completing scope of work. Proposer s qualifications as a preservation consultant (including education, professional certifications, work experience, etc.); and experience with developing products being funded by a Historic Preservation Fund Grant (including project description, community name and contact, etc). Experience of at least five (5) years in developing design guidelines should be demonstrated. Depth of the proposer s experience in developing architectural design guidelines, including samples of similar projects previously completed and the community name and contact information. Responsiveness to the RFP. Ability of Proposer to meet the project schedule within the noted deadlines. PROPOSER REQUIREMENTS Qualifications: o o Historic preservation, rehabilitation, and/or related experience are required by the owner and operator. Demonstrated ability in a project and/or projects similar in nature is required by the owner and operator. Candidates submitting proposals should be certain to provide the following information in their proposals: 6 P a g e

List of completed similar projects, including project name, location, nature of work, date completed, project cost, owner s name and owner s representative s name, address, phone number and other contact information. Evidence of required licenses, permits, and professional qualifications, as applicable. Indicate any liability coverage your firm has and the amount of coverage. Organizational history, including years in business and resumes of all partners, associates, or consultants employed in your firm who will be working on this project. Listing of trade or other references you feel are important. Proposer must provide evidence, satisfactory to the City, of the following insurance requirements: o Owner requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured hereunder. o The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits: Bodily Injury by Accident: $100,000 each accident $1,000,000 per occurrence limit Comprehensive General Liability: $1,000,000 per occurrence Automobile Liability: o Proof of Insurance Workers Compensation $1,000,000 per occurrence for bodily injury $1,000,000 per occurrence for property damage Statutory Limits The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner. **The City of Gainesville is an equal opportunity owner/employer and will not discriminate against any vendor because of race, creed, color, religion, sex, national origin, or ADA disability status. SELECTION CRITERIA Experience on Similar Projects 40% Qualifications 25% Price 25% Responsible/Responsiveness to RFP 10% 7 P a g e

City of Gainesville REQUEST FOR PROPOSAL Proposal No. #13016 Gainesville Historic Preservation Design Guidelines Proposal Certification Proposers must return the following certification with their proposals. With my signature, I certify that I am authorized to commit my firm to the Proposal, including the Project Schedule with its hard deadlines noted in bold type and with an asterisk, and that the information herein is valid for 90 days from this date. A response to this RFP shall indicate the Proposer s ability to comply with the project timeline. I further certify that all information presented herein is accurate and complete and that the scope of work can be performed as presented in this proposal upon the City s request. Proposers Signature Date Name (printed) Title Unofficial Witness Signature Date Name (printed) Title Company Address Phone Fax Email Address Notary Public Commission Expires: 8 P a g e

City of Gainesville REQUEST FOR PROPOSAL Proposal No. #13016 Gainesville Historic Preservation Design Guidelines Proposal Certification This form must be completed and signed for bid to be considered. Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Purchasing Office Purchasing Office P.O. Box 2496 300 Henry Ward Way, Room 103 Gainesville, GA 30503 Gainesville, GA 30501 Proposal Response: All specified work to update of its residential-style design guidelines through the development of customized architectural design guidelines for the City, as per Scope of Services, Project Schedule, General Conditions, and Exhibits B: Preparing Design Guidelines (GHPD handout). Price: $ Having read and responded to all attached specifications including the project schedule and its hard deadlines noted in bold and with an asterisk that must be met, the undersigned offers the above quoted prices, terms and conditions. A response to this RFP shall indicate the Proposer s ability to comply with the project timeline. Signed, sealed, and delivered In the presence of: Unofficial Witness (Name of Company) By: (Person authorized to sign binding contract) Title: Notary Public Commission Expires: Attest: (Officer of Company if Corporation) Title: 9 P a g e

City of Gainesville HISTORIC PRESERVATION ARCHITECTURAL DESIGN GUIDELINES SCOPE OF WORK I. INTRODUCTION & OVERVIEW The City Gainesville (City) desires to develop commercial architectural design guidelines and to revise its Model Design & Construction Guidelines for Residential-Style Local Historic Districts to better reflect the local architectural character and to further its preservation planning efforts initiated with its city-wide historic structural survey. As such, the City is seeking proposals for historic preservation planning services for the completion of architectural design guidelines for its potential local downtown commercial district, and an update to its design guidelines for the residential-style historic districts. The City of Gainesville s locally designated Green Street and Ridgewood Neighborhood Local Historic Districts both are located north of Downtown and are comprised of residential-style structures; however, the two districts function differently: Green Street is a business corridor while Ridgewood is a residential area. The potential local Downtown Commercial Local Historic District boundaries contain the Central Business District (CBD), which roughly is bound by Academy Street to the north, Jesse Jewell Parkway to the south, E. E. Butler Parkway to the east, and West Academy Street to the west. Maps of the current residential districts and the potential Downtown district are enclosed as Exhibit A. This project is funded in part through a Historic Preservation Fund Grant for Certified Local Governments from the National Park Service, as administered by the Georgia Historic Preservation Division. All project work shall conform to the Secretary of the Interior s Standards for Archaeology and Historic Preservation, which include the Standards for Preservation Planning and Standards for the Treatment of Historic Properties. Furthermore, the historic district design guidelines manual for the City of Gainesville shall be in close accordance with the guidelines provided in the Preparing Design Guidelines for a Historic District which is included in this RFP/RFQ as Exhibit B. II. QUALIFICATIONS: Historic preservation, rehabilitation, and/or related experience are required by the owner and operator. Demonstrated ability in a project and/or projects similar in nature is required by the owner and operator. Candidates submitting proposals should be certain to provide the following information in their proposals: A. List of completed similar projects, including project name, location, nature of work, date completed, project cost, owner s name and owner s representative s name, address, phone number and other contact information. B. Evidence of required licenses, permits, and professional qualifications, as applicable. Indicate any liability coverage your firm has and the amount of coverage. C. Organizational history, including years in business and resumes of all partners, associates, or consultants employed in your firm who will be working on this project. Page 1

D. Listing of trade or other references you feel are important. III. SCOPE OF SERVICES: The project will consist of work as follows: A. The consultant will be expected to revise the City of Gainesville s Model Design & Construction Guidelines for Residential-Style Local Historic Districts to include customized architectural design guidelines for the City s Green Street and Ridgewood Neighborhood residential districts and its potential Downtown Commercial Local Historic District. Updated design guidelines manual shall include the following: 1) Introductory information including: table of contents, district identification information (including district location, district boundaries, listing on historic registries), an executive summary (including acknowledgements, explanation of the importance of protecting the historic district, why the guidelines manual was developed, and how to use the manual). 2) Explanation and text of the historic preservation ordinance. 3) Explanation of the historic preservation commission and the review process, including Certificate of Appropriateness application and review process, application forms, appeals process, and other related regulations, as applicable. 4) Brief history of the historic district, including its historical development, significant properties, and designated period of significance. 5) Identification of district historic character-defining features, including but not limited to: road patterns, lot configurations, building-to-building/building-to-site relationships, building types and styles, building materials, features and details, building uses, landscape features, and streetscape features. Identification should include photographs of representative examples taken from the district. 6) Guidelines for treatment of historic properties including but not limited to: maintenance, alterations, additions, and appropriate treatment of historic features. Recommendations should follow the Secretary of the Interior s Standards for the Treatment of Historic Properties and should be based on the identified historic, character-defining features of the district. (General recommendations that have no application to the historic district should not be included; unique features and situations in the district should be addressed with customized recommendations.) 7) Guidelines for new construction including but not limited to: acceptable locations, site setting and orientation, setbacks, size, height, styles, materials and design of various features such as windows, doors, roofs, etc.; guidelines for new construction should be based on identified preservation goals developed for the historic district through a public planning process. While new construction should be compatible with and complement existing historic Page 2

properties, it does not need, nor should it, replicate existing character-defining features. 8) Guidelines for landscape plans and construction activities including but not limited to: streetscape improvements, utilities, tree preservation, fences, retaining walls, parking, paving materials, and lot size. 9) Guidelines for demolition, neglect of properties, and relocating buildings. 10) Resources and references, including but not limited to: Glossary of Terms, the Secretary of the Interior s Standards for the Treatment of Historic Properties and associated guidance materials such as Preservation Briefs, local historic district regulations and other applicable laws and regulations, applicable forms and applications, lists of available resources with contact information and a Bibliography. B. Photos from the historic districts shall be used throughout the Manual to illustrate building types and styles, character-defining features, landscape features, appropriate new construction, and other guidelines subjects. C. The consultant will be expected to work closely with the Gainesville Historic Preservation Commission and Gainesville Community Development Department staff in the development of the guidelines. D. The consultant with the Community Development Department staff will facilitate, at minimum, two (2) public meetings during the project: one (1) meeting to be held at the start of the project and one (1) meeting to be held upon project completion to make a formal presentation of the final manual to the Gainesville City Council, HPC and public. E. The consultant will provide one (1) electronic copy, including a print-ready file and Word version (or comparable) to allow for revisions and posting on the City s website, and two (2) printed copies of the design guidelines. F. The project shall be conducted according to the Secretary of the Interior s Standards and Guidelines for Identification, Evaluation, Historical Documentation, Architectural and Engineering Documentation and such others as applicable. IV. RIGHTS TO DATA AND COPYRIGHTS: A. The term subject data used herein includes writings, technical reports, sound recordings, magnetic recordings, computer programs, computerized data bases, pictorial reproductions, plans, drawings, specifications, graphical representations, and works of any similar nature (whether or not copyrighted), which are (1) submitted with a proposal or (2) specified to be delivered under a project contract or (3) developed or produced and paid for in whole or in part by contract funds. The terms do not include financial reports, cost analysis, and other information incidental to contract administration. Page 3

B. Except as may otherwise be provided in the grant agreement, publication, films, or similar materials as described above that are developed directly or indirectly from a program, project, or activity supported by the contract funds, becomes the property of the owner and operator. V. CONTRACT PERIOD: The contract will commence on the day it is signed by the Consultant and end on August 15, 2013. VI. GENERAL & GRANT REQUIREMENTS: A. The Consultant is expected to keep the City s Project Manager informed of the status of the project on a regular basis. B. All work under the terms of this project must be completed and final product(s) submitted to the City no later than August 1, 2013. A first draft of the design guidelines manual shall be submitted to the City on or before March 1, 2013; while a final draft shall be submitted to the City on or before May 3, 2013. C. The Consultant shall include the Statement of Acknowledgement of NPS/DNR Support for Projects on all final products, including the design guidelines manual. D. Where applicable, the final product shall comply with all standard construction design standards, and local, state and federal codes, permits, rules and regulations. E. Preparation of design development information, submittals, bid and other documents shall comply with the owner s and operator s requirements. F. All surveys and subsurface investigation shall be arranged by the consultant with the approval of the owner and operator. G. The consultant shall review and coordinate with the owner and operator through all phases of the project and otherwise as necessary. H. All candidates are encouraged to visit the site of the project prior to submitting proposals. The City of Gainesville will assist the Consultant by providing: (1) copies of the final structural survey report, local designation reports, design guidelines, maps, etc. and any other documents thought to be helpful in developing the new/updated design guidelines manual; and (2) assistance with preparing and developing components of the new/updated design guidelines manual to the extent feasible. Additional technical support will be available from the City, the Gainesville Historic Preservation Commission, and the Georgia Mountains Regional Commission. The City of Gainesville will coordinate public participation, including at least two (2) public meetings one (1) meeting at the start of the project and one (1) at its conclusion. The Consultant is expected to be in attendance at all public meetings. Page 4

VII. SUBMITTALS, SELECTION & CONTRACT AWARD PROCESS: Responses are to be returned to the City of Gainesville where an initial evaluation of the proposals will be completed by the City in cooperation with the Gainesville Historic Preservation Commission and Gainesville Community Development Department, and then forwarded to the Georgia Department of Natural Resources Historic Preservation Division for final review and approval. Procedures for selection of an individual/firm will be in accordance with local procurement requirements and procedures, and then forwarded to the Historic Preservation Division for approval. The contract will be awarded by the City as soon as possible to the best-qualified candidate. A selection committee, in accordance with local procurement policies/procedures and the posted RFP, will select candidate based on experience with historic preservation related work, experience with projects adhering to the Secretary of the Interior s Standards, and projects which have been funded all or in part by State preservation grants, as part of a ranking criteria. Capacity to perform, cost of services, and past performance on other projects also will be assessed in terms of timeliness, completing within budget, and other factors. Proposal opening will take place on Friday, September 7, 2012 at 2:00pm at the City of Gainesville, Administrative Services Department, 300 Henry Ward Way, STE 103, Gainesville, GA 30501. The successful respondent will be notified by telephone on or about Tuesday, September 11, 2012 and also notified by written notice. It is expected that the selected firm be able to meet with project leaders within three (3) weeks of notification. VIII. TIME OF COMPLETION: The work to be performed under this contract shall commence within ten (10) calendar days after receipt of notice to proceed, shall be substantially completed within the number of calendar days noted on the selected candidates proposal as accepted, and shall be finally completed and have addressed any and all comments of the City of Gainesville and/or the Georgia Historic Preservation Division by August 1, 2013. IX. CONCLUSION: A. Prior to contract negotiations, any questions concerning site limitations or program requirements shall be discussed with the City. B. The scope of work and project emphasis shall be reviewed prior to the start of the project work. C. The proposals of this program are open to discussion and adjustment as code requirements, regulating authorities, proposed budget, and additional investigation and information may permit or require. Page 5

X. PROJECT SCHEDULE: The schedule for the selection process and project timeline is as follows. Dates noted in bold type and shown with an asterisk must be met. A response to this RFP shall indicate the Proposer s ability to comply with the project timeline. August 2012 Solicit Requests for Proposals with Qualifications of Consultants (Staff) September 2012 Sept/October 2012 October 2012 Oct/November 2012 Nov 2012 Feb 2013 March 1, 2013 Select Consultant and Negotiate Contracts (Staff) Meeting to discuss project, public meetings, etc. and begin review of City s current design guidelines and other documentation (Staff/Consultant) 1 st Required Public Meeting (Kick-off meeting) to seek input and explain the planning process to the community (Staff/Consultant) HPC, staff and public input as determined by Staff/Consultant Development of draft architectural design guidelines manual (Staff/Consultant) Submit First Draft of design guidelines manual to City Staff (Consultant) March 2013 Review of first draft (Staff/HPC) and address any comments (Consultant) April 1, 2013* Submit First Draft to Georgia HPD (Staff) April 2013 Address Georgia HPD comments (Consultant) May 3, 2013 Submit Final Draft of design guidelines manual to City Staff (Consultant) May 2013 Review of Final Draft (Staff/HPC) and address any comments (Consultant) June 1, 2013* Submit Final Draft to Georgia HPD (Staff) June 2013 July 2013 August 1, 2013 Address Georgia HPD comments (Consultant) 2 nd Required Public Meeting Present Final Architectural Design Guidelines Manual and address public comments (Staff/Consultant) Submit Final Product to City (Consultant) August 15, 2013* Submittal of Final Grant Project to Georgia HPD (Staff) (*) Indicates grant deadlines specified by Georgia Historic Preservation Division Page 6