1-RFP HPC Reconnaissance Survey 2025.pdf

Spanish Fork City 40 South Main Street Spanish Fork, Utah 84660 801-804-4550

Request for Proposals: Reconnaissance-Level Survey of Historic Properties

Date: August 27, 2025

Reply to: Tara Silver

City Recorder 40 S Main Street Spanish Fork, UT 84660 tsilver@spanishfork.gov

Milestone Date

RFP Issued August 27, 2025

Q&A Deadline September 10, 2025

Proposals Due September 15, 2025

Consultant Selection By September 30, 2025

Project Start By October 15, 2025

Completion October 15, 2026

Proposal Deadline: Monday, September 15, 2025 at 2:00 PM, MT

Spanish Fork City (City) is accepting proposals from qualified consultants (Consultant) interested in submitting qualifications and costs for a Reconnaissance-Level Survey.

All questions shall be submitted through Virtual-bid. Under no circumstance shall the firms contact the City other than through Virtual-bid.

City will make the Request for Proposals (RFP) available to any interested parties through Virtual-bid. Interested parties are responsible for monitoring the website for information concerning the RFP and any addendum issued.

www.Virtual-bid.com

40 SOUTH MAIN STREET | SPANISH FORK, UT 84660 | SPANISHFORK.GOV

http://www.virtual-bid.com

Proposals will only be accepted as a PDF uploaded to www.Virtual-bid.com

City will not accept any proposal submitted by facsimile, hand delivery, or any method other than that stated in the RFP. Any proposal that is received after the due date and time will not be accepted. If it becomes necessary to revise the RFP in whole or in part, an addendum will be provided to all proposers on record through Virtual-bid.

The City may award a contract based solely upon the merits of the initial proposal, without an oral commentary by the proposers. In light of this possibility, proposers should present the most favorable price and service available. If the City deems necessary, a few Consultants may be selected based on cost, quality and experience to interview and present to the City. The Consultant selected will be expected to begin work on or before October 15, 2025.

The information provided herein is intended to assist proposers in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested proposers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal's content or exclude any relevant or essential data therefrom. Proposers are at liberty and are encouraged to expand upon the specification written herein. Spanish Fork City will not be liable for any costs proposers may incur in the preparation or presentation of this proposal. City reserves the right to cancel or modify this solicitation at any time it deems necessary, in its sole discretion that such measures are in the City’s best interest.

All provisions of the agreement must be in compliance with established State and Local laws and ordinances of the State of Utah and Secretary of the Interior’s Standards for Archaeology and Historic Preservation which include the Standards for Evaluation, Identification, and Registration.

We look forward to reviewing your proposal and to working together with the selected team in the successful development of the project.

Sincerely, Tara Silver Tara Silver Spanish Fork City Recorder http://www.virtual-bid.com

TABLE OF CONTENTS

1. INTRODUCTION AND OBJECTIVE

2. SCOPE OF PROJECT

3. ANTICIPATED SCHEDULE

4. PROPOSAL OUTLINE & MINIMUM REQUIREMENTS

5. CRITERIA FOR SELECTION

6. STANDARD CONTRACT TERMS AND CONDITIONS

1. INTRODUCTION AND OBJECTIVE

Spanish Fork City is seeking proposals from qualified consultants to perform a Reconnaissance-Level Survey (RLS) of approximately 400 historic-age properties located within the city’s historic core.

The purpose of this survey is to identify and evaluate properties potentially eligible for the National Register of Historic Places and to assist in community preservation planning. This project is funded by a Certified Local Government (CLG) grant administered by the Utah State Historic Preservation Office (SHPO) and must comply with the RLS Guidelines (June 2025) and the Secretary of the Interior’s Standards, plus 36 CFR 61 qualification standards.

Project Budget: Not to exceed $30,000.

All final deliverables must be submitted to the City no later than October 15, 2026.

2. SCOPE OF PROJECT

A. RECONNAISSANCE SURVEY:

a. Survey approximately 400 properties built before or near 1975 located between 300 West to 300 East, and 300 South to 400 North.

i. Spanish Fork City is open to the consultant’s professional input on the final selection of which properties within the city should be included, based on historical significance, integrity, and potential eligibility for the National Register.

B. STANDARDS:

a. Only digital submissions of final deliverables will be accepted. The completed RLS work shall be completed in and submitted in a format and manner that conforms to the following standards:

1. Reconnaissance Level Survey Guidelines for Architectural Resources, shown in Exhibit A.

2. Secretary of the Interior’s Standards for Archaeology and Historic Preservation which include the Standards for Evaluation, Identification, and Registration.

3. National Register Bulletin: How to Complete the National Register

C. DELIVERABLES:

a. Provide a professional opinion and recommendation for the next geographic area in Spanish Fork City that should be prioritized for a future reconnaissance-level survey, based on observed preservation needs, historic value, and development pressures.

b. Photograph each property per SHPO standards.

c. Complete Utah State Historic Preservation Office (SHPO) survey forms.

d. Classify each property by integrity and eligibility.

e. Provide GIS-compatible mapping data. Prepare a survey area map identifying boundaries and building status (Eligible/Contributing, Non-Contributing, Out-of-Period) compatible with ESRI.

f. Deliver a final report including survey findings, historical context, and recommendations.

g. Submit both digital deliverables to the City and SHPO per 2025 RLS Guidelines.

h. Meetings & Presentations: Consultant must attend 1) Historic Preservation Commission 2) City Council 3) Up to two additional meetings as needed

Originals of all survey materials must be submitted to the UTAH STATE HISTORIC PRESERVATION OFFICE. These include the survey maps, photographs, survey forms, research design, and final report. The consultant must submit two copies of all survey products, one for the CLG and one for the UTAH STATE HISTORIC PRESERVATION

OFFICE.

3. PROPOSAL OUTLINE & MINIMUM REQUIREMENTS

All proposals must be organized into Sections and label accordingly as outlined below. If they are not organized into sections, they may be rejected. Each section must clearly and fully address the subject and be understandable. Failure to do so will negatively impact the evaluation of your submitted RFP. Proposals should not exceed fifteen (15) pages.

a) Cover Letter – Include in this cover letter a primary contact. Names and telephone numbers of others who are authorized to represent the company in dealing with this RFP. An expression of the Consultants ability and willingness to meet the requirements of this RFP is required. A statement that the Consultant will adhere to all standards and specifications of the City, County, and State is required. Provide a commitment to work closely with the City with respect to reporting, review, and expertise. Any other information not appropriately contained in the proposal should also be included.

b) Project Experience – The proposed approach should constitute the major portion of the RFP and must include the following:

i. A statement of your understanding of the project and a general description of your proposed approach to the project scope.

ii. A summary of relevant past project experience, including references.

iii. A detailed work plan outlining each required task necessary for completion of the project described in the project scope.

iv. In addition to the information and qualifications specified above, identify any special knowledge or skills provided by your firm that may be related or helpful to the accomplishment of the services requested herein.

c) Timeline – Provide an overview of the project timeline, with completion by at least October 15, 2026

d) Cost Proposal – Detailed fee schedule, not-to-exceed price (max budget

$30,000).

Prices stated includes all costs associated with the performance of the services specified, including materials, supervision, labor, insurance, transportation, delivery, fuel or other surcharges, demurrage, and related costs. No other charges shall be allowed. All prices and fees must be stated in U.S. dollars.

Hours and total costs are estimated. Actual hours shall be billed and the total cost for each task may not be exceeded unless a contract addendum is in place before the hours are worked. If an addendum is proposed after the hours are worked that would increase the total task cost above what is proposed, then overage costs will be denied or at a minimum reduced by half.

e) References – The proposer shall submit three (3) references. Provide the name of the City, institution or company, phone number, business address, and contact person.

4. CRITERIA FOR SELECTION

Proposals will be evaluated and a shortlist established using the following criteria:

● Experience & Qualifications – 30%

● Project Approach – 25%

● Timeline – 20%

● Cost – 20%

● References – 5%

5. STANDARD CONTRACT TERMS AND CONDITIONS

INDEMNIFICATION

The Consultant agrees to defend, indemnify and hold Spanish Fork City, its officers, officials, employees, and agents (collectively the "Indemnitees") free and harmless from and against all losses, claims, liens, demands, lawsuits, judgments, or liability including but not limited to general liability, automobile, and professional errors and omissions arising out of the negligent acts, errors, and omissions of the consultant in performing the services described including the amount of judgment, penalties, interest, court costs, and legal fees incurred by the Indemnitees or any of them in defense of the same, arising in favor of any party, including governmental agencies or bodies, on account of, but not limited to, taxes, claims, liens, debts, personal injuries, death, or damages to property (including property of indemnitees). The Consultant further agrees to; investigate, handle, respond to, provide defense for and defend any such claim, demand or cause of action at its sole expense, and agrees to bear all other costs and expenses related thereto, and, release, indemnify, and hold the City, its officers, officials, agents, and employees harmless from liability of any kind or nature, including the Consultant’s use of any copyrighted or un-copyrighted composition, secret process, patented or unpatented invention, article, or appliance furnished or used in the performance of this contract.

Spanish Fork City is a governmental entity under the Governmental Immunity Act and waives no defenses, limits of liability, or other rights.

OWNERSHIP OF DOCUMENTS

Spanish Fork owns and may use in any way the City deems necessary all implemented plans, reports, data, documents, electronic media, and all other instruments of professional service, regardless of medium or content, prepared by or on behalf of Consultant for City.

DAMAGES

The project must be completed and delivered to the City according to the timelines negotiated and agreed upon.

Timing is of the essence for this project. Consultant acknowledges that the City will suffer damages if completion sequences agreed upon are not met of $15,000 (amount of SHPO grant). The Consultant will compensate the City in the amount of fifteen thousand ($15,000) for losses that the City may incur due to a late delivery.

The City shall be entitled to deduct and retain liquidated damages out of any money which may be due or become due to the Consultant. To the extent that the liquidated damages exceed any amounts that would otherwise be due the Consultant, the Consultant shall be liable for such amounts and shall return such excess to the City.

INSURANCE

Worker’s Compensation insurance, sufficient to cover all employees in the employ of the Consultant during the term of the contract, including any renewal thereof must be maintained. Coverage amount should be as required by Utah Worker’s Compensation Laws. All subcontractors are required to also carry worker’s compensation insurance as specified above. The City will require employees from companies who choose to not carry worker’s compensation insurance, (three or less employees) to obtain a Workers Compensation Waiver Form from the State of Utah.

The following commercial general liability insurance must be submitted with limits not less than:

1. General Aggregate $1,000,000

2. Products - Comp/OPS Aggregate $1,000,000

3. Personal and Advertising Injury $ 500,000

4. Each Occurrence $ 500,000

5. Fire Damage (any one fire) $ 50,000

6. Medical Expense (any one person) $ 50,000.

Automobile Liability Insurance. Consultant shall obtain automobile liability insurance with limits of not less than $500,000 Combined Single Limit per accident. Coverage shall apply to any vehicle.

Insurance needs to include Project Name with the location and description of the project, and the Project Number and Bid Number (if known). Insurance must name as the certificate holder; Spanish Fork City, its elected officials, appointed officials, officers, employees and volunteers as additional insureds.

Coverage is for all operations performed by or on behalf of the named insured.

Spanish Fork City will assume no liabilities for the Consultant including any of the Consultant’s representatives, employees, or properties. Consultant shall, at all times, keep the work area in a neat, clean, safe, and secure condition to avoid the risk of loss, theft, vandalism, or sabotage.

Insurance provided is required to be primary and noncontributory.

Proof of coverage must be provided before work can begin, and Consultant agrees to provide proof of insurance upon demand by the City throughout the terms of the contract. The insurance must have a 30-day written cancellation notice. If any of the required insurance coverage is cancelled or lapses, the City may at the City's discretion, obtain substitute coverage at reasonable rates. The City may deduct the cost of such coverage, plus 10% for administrative charges, from any monies that are owing to Consultant.

INDEPENDENT CONSULTANT

It is understood and agreed by the parties that the Consultant is to act in the capacity of an independent contractor and as such will have no authorization, express or implied, to bind Spanish Fork City to any agreements. Consultant's officers and employees shall not be considered as employees or officers of the City and shall not be entitled to any employee benefits as City employees as a result of the execution of this agreement.

ASSIGNMENT

The Consultant shall not assign this agreement or assign, pledge transfer, or otherwise dispose of its interest or this agreement, without the specific written consent of the City, and that no such assignment, pledge, mortgage, transfer, or other disposition shall relieve the Consultant of its obligations hereunder, nor shall such an assignment or other disposition terminate any such claim or defense which the City may have. Spanish Fork City may assert any claim or defense it may have against the Consultant against any such assignee.

LICENSE

The Consultant is properly licensed for the service(s) provided, including a business license. Consultant will provide all licenses before work can begin.

WORKFORCE

The Consultant agrees to register and participate in a status verification system such as E-Verify, to verify the work eligibility status of the Consultant’s employees who are employed on this project. The Consultant further agrees to have each subcontractor who works for or under him/her, certify by affidavit that the subcontractor has verified through a status verification system the employment status of each new employee of the respective subcontractor.

STANDARD OF CARE

Services shall be performed in accordance with the skill and care ordinarily exercised by members of the same profession performing the same or similar services at the time Consultant’s services are performed. Consultant shall, at his/her sole expense, reperform any services not meeting this standard.

TAXATION

It is understood and agreed that the Consultant shall pay and discharge all license fees, assessments, sales, use, property and other tax or taxes lawfully imposed, as indicated in Utah Code Ann. §59-12-104 (as amended).

CONFLICTS OF INTEREST

It is understood and agreed that no officer or employee of Spanish Fork City has or shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. No officer or employee of the Consultant or any member of their families shall serve on any City board or committee or hold any such position which either by rule, practice, or action nominates, recommends, or supervises Consultant’s operations, or authorizes funding of payments to the Consultant.

NON-DISCRIMINATION/AFFIRMATIVE ACTION

The Consultant agrees to abide by the provisions of the Utah Antidiscrimination Act, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil Rights Act of 1964 (USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of disability.

This agreement may be canceled if the Consultant fails to comply with the provisions of these laws and regulations.

LAW

This contract shall be governed by the laws of the State of Utah.

DEFAULT

If either party fails to perform its obligations, the other party may give written notice specifying the nature of the failure, and requesting the defaulting party to remedy

it. If the default is not corrected within thirty (30) days of the notice date, the non-defaulting party may pursue the remedy provided herein, and without waiving that remedy, it may terminate this agreement. If the failure reasonably justifies faster action, the notice may require correction within thirty (30) days, and the non-defaulting party may take reasonable action to protect its interest. If the failure is one that reasonably requires more than thirty (30) days to correct, the correction period shall be extended beyond thirty (30) days, so long as the defaulting party promptly commences to correct the default and diligently pursues it to completion.

In the event either party needs to enforce the terms of this agreement by suit or otherwise, the party at fault shall pay the costs and expenses incident thereto, including a reasonable attorney’s fee.

ENTIRE AGREEMENT

This Agreement, together with the attachments hereto, contains the entire Agreement between the parties, and supersedes all prior agreements, and oral or written representations with respect to the subject matter hereto, and no statements, promises, or inducements made by either party or agents for either party that are not contained in this written Agreement, shall be binding or valid. This Agreement may not be enlarged, modified, or altered except in writing, signed and dated by the parties.

EXHIBIT A

Reconnaissance Level Survey Guidelines for Architectural Resources Link:

RLS Guidelines 6-2025.pdf https://drive.google.com/file/d/1LioY4YAn48HzzNXV_bM0hnkKusZdxkou/view?usp=sharing