25-50-PLAN RFP Manual - Fort Lee Preservation Management Plan.pdf

City of Salem, Massachusetts

Request for Proposals

25-50-PLAN REBID

Fort Lee Preservation and Management Plan

April 21, 2025

PROPOSALS DUE:

Monday, May 5, 2025, 11:00AM

*Late proposals will be rejected

Anthony Delaney Chief Procurement Officer

93 Washington Street, 2nd Floor Salem, MA 01970 adelaney@salem.com

(978) 619-5695

REQUEST FOR PROPOSALS

25-50-PLAN

FORT LEE PRESERVATION AND MANAGEMENT PLAN

COVER SHEET

Proposer: _________________________________________________________________

Street Address: _______________________________ _____________ ________ _______ (Number and Street) (City) (State) (Zip)

Taxpayer Identification No: _________________________________ _______________________________ (Social Security Number) (Federal Identification Number)

Contact Name: _________________________________________________________________

Telephone: _________________________________________________________________

Email Address: _________________________________________________________________

Fax: _________________________________________________________________

Authorized Signature: __________________________________________________________________

Name: __________________________________________________________________

Title: __________________________________________________________________

Date: __________________________

CHECKLIST

Submissions:

Yes No

1. Cover Sheet

2. Proposer’s Checklist (this sheet)

3. Price Proposal

• Price Proposal Form

4. Non-Price/Technical Proposal

• Required Certifications

• Plan of Services

5. Acknowledgement of Addenda: Addendum #1 Date:____________ Addendum #2 Date:____________ Addendum #3 Date:____________ Addendum #4 Date:____________

Minimum Requirements:

Yes No The consultant team will include a registered landscape architect meeting the Secretary of the Interior’s Historic Preservation Professional Qualification Standards for Historic Landscape Architecture. Consultant should have experience in historic fort preservation.

The consultant team will include an archaeologist meeting the Secretary of the Interior’s Professional Qualifications Standards (36 CRF 61 Appendix A) and the Massachusetts State Archaeologist’s permit guidelines as summarized in 950 CMR

70.00. Consultants should have recent work experience on comparable sites using Massachusetts Historical Commission survey methodology and standards outlined in M.G.L. Chapter 9, sections 26-27C; 950 CMR 70.00. See Section 4.1.2.

PRICE PROPOSAL

The City of Salem has established a budget not to exceed $67,000 for the Scope of Services. Project fees must be provided for each of the four phases of work included in the bidder’s proposal. Fees shown shall include all costs and expenses (including materials, copying, mileage, printing, photography, etc.) necessary to complete the Scope of Services defined in Part 3 of this RFP.

The undersigned hereby submits a price proposal to perform the services outlined in the Request for Proposals for the Fort Lee Preservation and Management Plan.

Phase Amount Phase 1 $

Phase 2 $

Phase 3

Phase 4

Total

Not to exceed $67,000.00

Signature of Authorized Representative:

Printed Name: _________________________________________

Title: _________________________________________

Company/Organization (Proposer):

Date: _________________________________________

FORT LEE PRESERVATION AND MANAGEMENT PLAN CERTIFICATIONS

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 proposal)

(Printed Name)

(Name of Proposer)

(Federal Tax Identification or Social Security Number)

(Date)

TAX COMPLIANCE:

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.

(Printed Name)

(Name of Proposer)

(Federal Tax Identification or Social Security Number)

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)

(Printed Name)

(Name of Proposer)

(Federal Tax Identification or Social Security Number)

PART 1. GENERAL INFORMATION

1.1 PROCUREMENT DESCRIPTION

1.1.1 INTRODUCTION

The City is seeking a qualified consultant team to develop a Preservation and Master Plan for historic Fort Lee, an approximately 2.3 acre, municipally-owned site on Salem Neck in the City of Salem. The project is structured to provide technical professional historic landscape architectural, archaeological, surveying and arborist services to the City to support ongoing historic preservation planning, restoration and rehabilitation activities related to the historic Fort Lee site and its component historic and archaeological features. Principal personnel shall include: 1) a registered landscape architect meeting the Secretary of the Interior’s Historic Preservation Professional Qualification Standards for Historic Landscape Architecture, and with experience in historic fort preservation; 2) an archaeologist meeting the Secretary of the Interior’s Professional Qualifications Standards (36 CRF 61 Appendix A) and the Massachusetts State Archaeologist’s permit guidelines as summarized in 950 CMR 70.00; the archaeologist will be experienced in Southern New England ancient and historical period archaeology and with New England coastal military fortification architecture, with the specific duration and types of experience as outlined at 950 CMR 70.10; the team archaeologist should have recent work experience on comparable sites using Massachusetts Historical Commission (MHC) survey methodology and standards;

3) a registered land surveyor; and 4) a certified arborist.

Specific project goals are as follows:

1) Creation of a topographic plan of Fort Lee existing condition through a combination of terrestrial scanning, UAV or aircraft-based LIDAR and Differential GPS;

2) Development of a comprehensive existing conditions assessment of historic structural, landscape and archaeological resources of the fort and site;

3) Identification of threats including, but not limited to existing and potential erosional degradation;

4) Development of a prioritized set of recommendations for the preservation, restoration, rehabilitation and ongoing management of historic Fort Lee, with associated cost estimates, including, but not limited to:

• Stabilization and preservation of the earthwork fort;

• Conservation and rehabilitation of the park landscape;

• Pedestrian circulation;

• Opportunities for public interpretation.

1.1.2 PROJECT SUMMARY

See Part 3, “Scope of Services” for project background, methodology and objectives.

1.1.3 ANTICIPATED SCHEDULE

PHASE 1: April 28, 2025 – August 18, 2025

PHASE 2: August 18, 2025 – December 8, 2025 PHASE 3: December 8, 2025 – March 2, 2026 PHASE 4: March 2, 2026 – May 4, 2026

1.1.4 BUDGET

The City has established a budget for this project not to exceed $67,000. The project is partially funded by a matching Survey and Planning grant from the Massachusetts Historical Commission.

1.2 APPLICABLE LAW

This procurement will be conducted pursuant to M.G.L. Ch. 30B, sec. 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 and related documents shall be available for free download from the City’s Purchasing Department website at www.salem.com/bids.

Hardcopies of the RFP and related documents may be obtained at the Office of the Chief Procurement Officer, 93 Washington Street, 2nd Floor, Salem, MA 01970, during regular office hours:

Monday-Wednesday: 8:00 AM – 4:00 PM Thursday: 8:00 AM – 7:00 PM Friday: 8:00 AM – 12:00 PM http://www.salem.com/bids

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/TECHNICAL PROPOSAL

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

NON-COLLUSION FORM

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.

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.

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.

PLAN OF SERVICES

The Plan of Services must include, but is not limited to:

• Identity of the applicant project team/company/organization o Structure/history/background o Location (principal place of business) o Resumes for all project personnel and managers

• Work samples and/or relevant project experience profiles for all key personnel

• Client References o At least three references (municipal references preferred)

• A Plan of Services (See Section 4.2) explaining how proposer intends to carry out the duties described in Section 3 - Scope of Services and including responses to Section 4.1 Minimum Requirements and Section 4.3 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 Chief Procurement Officer on or before Monday, May 5, 2025, at 11am

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

2.2.2 ADDRESS

Sealed proposals shall be delivered to the Office of the Chief Procurement Officer, 93 Washington Street, 2nd Floor, Salem MA 01970.

Facsimile and email submissions will not be accepted.

2.2.3 HOURS OF OPERATION

Proposals must be 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 three (3) copies of the proposal.

2.2.5 LABELING

Price and Non-Price proposals must be separately sealed and labeled. Each proposal 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: Anthony Delaney at adelaney@salem.com 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 Chief Procurement Officer, 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, 93 Washington Street, 2nd 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.

mailto:adelaney@salem.com

PART 3. SCOPE OF SERVICES

CITY OF SALEM

SCOPE OF WORK

PROJECT OBJECTIVES

The purpose of this project is to develop a Preservation and Master Plan for historic Fort Lee, an approximately 2.3 acre, municipally-owned site on Salem Neck in the City of Salem. The project is structured to provide technical professional historic landscape architectural, archaeological, surveying and arborist services to the City to support ongoing historic preservation planning, restoration and rehabilitation activities related to the historic Fort Lee site and its component historic and archaeological features. Principal personnel shall include: 1) a registered landscape architect meeting the Secretary of the Interior’s Historic Preservation Professional Qualification Standards for Historic Landscape Architecture, and with extensive experience in historic fort preservation; 2) an archaeologist meeting the Secretary of the Interior’s Professional Qualifications Standards (36 CRF 61 Appendix A) and the Massachusetts State Archaeologist’s permit guidelines as summarized in 950 CMR 70.00; the archaeologist will be experienced in Southern New England ancient and historical period archaeology and with New England coastal military fortification architecture, with the specific duration and types of experience as outlined at 950 CMR 70.10; the team archaeologist should have recent work experience on comparable sites using Massachusetts Historical Commission (MHC) survey methodology and standards; 3) a registered land surveyor; and 4) a certified arborist. Specific project goals are as follows:

5) Completion of a topographic plan of the fort and site utilizing a combination of terrestrial scanning, UAV or aircraft-based LIDAR and Differential GPS (DPGS);

6) Development of a comprehensive existing conditions assessment of historic structural, landscape and archaeological resources of the fort and site;

7) Identification of threats including, but not limited to existing and potential erosional degradation;

8) Development of a prioritized set of recommendations for the preservation, restoration, rehabilitation and ongoing management of historic Fort Lee, with associated cost estimates, including, but not limited to:

• Stabilization and preservation of the earthwork fort;

• Conservation and rehabilitation of the park landscape;

• Pedestrian circulation;

• Opportunities for public interpretation.

PROJECT BACKGROUND AND METHODOLOGY

Fort Lee, individually listed in the National Register of Historic Places in 1994, is a rare example of a Revolutionary War era earthwork fortification in Massachusetts to survive relatively intact from its initial 1776 construction. In 1927 the Fort and its 2.3 acre site were deeded to the City of Salem for use as a public park.

Restoration and improvement efforts were completed for the 1976 Bicentennial, and in 2003 the City undertook a documentation and planning study, Fort Lee and Fort Pickering Conditions Assessment, Cultural Resource Survey, and Maintenance and Restoration Plan (Gray Architects, et al), and Final Archaeological Report (Crane, et al.). However, at present the Fort Lee site suffers from erosion, vegetation overgrowth, inappropriate use, and lack of public awareness, and current, heavily vegetated site conditions obscure the significance of the site’s four-point star fortification from view. The completion of a topographic survey was a key first-step recommendation of the 2003 Maintenance and Restoration Plan. The findings of the 1994 National Register nomination, the 2003 Conditions Assessment, Cultural Resource Survey, and Maintenance and Restoration Plan, and the 2003 Archaeological Report will inform the design, execution and products of this project.

This project is funded in part with a Survey and Planning Grant from the Massachusetts Historical Commission. The project will be undertaken by the consultant team with the Department of Planning and Community Development (DPCD) Preservation Planner as the local project coordinator. The consultants, with the assistance of the Preservation Planner, will also work closely with staff from the Park & Recreation Department and Department of Public Services, who are responsible for oversight and management of the fort site. The planner and consultant will also solicit input from City departments and boards such As the Historical Commission, the Conservation Commission, and the Sustainability Department. Throughout the project, the City will collaborate with a diverse cross-section of local stakeholders engaged in preservation, recreation, and environmental endeavors to create a shared vision for Fort Lee that will balance preservation, environmental sustainability, and visitation to the historic site. Collaboration efforts will include public outreach and engagement through public meetings with local advocates such as the friends of fort lee, park users, the surrounding neighborhood, and other interested members of the community. At meetings with the general public, language access resources shall be provided by the vendor for non-English speaking residents if requested in advance by the City. The project will culminate in the Fort Lee Preservation and Management Plan, which will include a prioritized list of preservation and conservation recommendations with cost estimates and fundraising strategies; conservation plans to address at risk historic earthwork features and natural features; design plans for landscape preservation and improvements that preserve the fort's historic integrity while enabling continued public access; and a maintenance and management plan that addresses routine care of the site, seasonal considerations, and long-range upkeep. It is anticipated that the plan will include the following:

Documentation and assessment of existing conditions at the fort, including completion of a topographic plan through a combination of terrestrial scanning supplemented by UAV or airplane-based LIDAR and Differential GPS;

Specific recommendations for conservation, restoration and site improvements to the fort, establish priorities and phases of implementation;

Cost estimates for identified preservation strategies and site improvements;

Landscape design and conservation plans and illustrations with goal of retaining the historic integrity of the Fort and its site; and Cyclical maintenance plan for site.

The site has been determined to be of both historic and pre-historic archaeological significance. Project activities shall be conducted to avoid and protect the historic and archaeological property from impacts to the ground surface and subsurface, and to prevent dislodging or damaging historic structures or features. No archaeological excavation or any artifact collecting shall occur without a State Archaeologist’s Field Investigation Permit (M.G.L. Chapter 9, ss. 27C, 950 CMR 70).

Project activities and recommendations of the Fort Lee Preservation Management Plan will be in accordance with the Secretary of Interior’s Standards for the Treatment of Historic Properties and Guidelines for the Treatment of Cultural Landscapes and the Secretary of the Interior’s Standards and Guidelines for Archeology and Historic Preservation.

Phase Meetings:

The project will consist of four phases, with work anticipated to begin late March 2025. Phases I and II are anticipated to be completed concurrently. The consultant team and the local project coordinator will meet with the MHC staff for a startup meeting prior to the beginning of Phase I and to review project progress and products at the end of phases I, II, and III. The startup meeting and phase meetings will take place by conference call, virtual meeting, or meeting location agreed upon. No phase meeting will be scheduled until all products for that phase have been submitted for review.

The work to be completed in each phase is described below.

SCOPE OF WORK

Project consultant team(s) to attend a startup meeting with City staff and MHC to review scope and products to be completed for the Fort Lee Preservation and Management Plan, evaluate and establish project schedule to respond to seasonal conditions, and establish project’s goals and objectives.

Phase I: Topographic Survey (16 weeks)

TASKS:

Project team, in concert with the City, to determine appropriate survey technologies to document the historic fortification based on existing vegetation on the site. This could include limited terrestrial scanning supplemented by UAV or aircraft-based LIDAR and DGPS. The intent is to create a 3D image of Fort Lee for design planning and public awareness purposes through the following tasks:

Background research, site assessment and development of final survey methodology

A. Consultant team shall meet on-site with City staff including DPCD Preservation Planner to develop

/ confirm project methodology, confirm the physical extents of the laser scan survey, and to clarify project deliverables and schedule.

B. Project Archaeologist shall conduct background research to be familiar with relevant previous findings.

C. The Archaeologist shall collaborate with the Surveyor to precisely identify limits of survey, to be confirmed with the City. Confirm site features to be captured in the scan and that the scanner locations will not be obscured by vegetation. Confirm access to site.

D. In accordance with M.G.L. Chapter 9, s. 27C, Project Archaeologist shall report to the State

Archaeologist any new (not previously reported) discovery of pre-historic or historic archaeological deposits or features observed during the project, using MHC archaeological site inventory forms with appended USGS locus maps and smaller scale maps and photographs prepared in accordance with the State Archaeologist’s standards and guidelines.

E. Archaeologist shall prepare and file any necessary permits with the State Archaeologist.

Field Survey Data Capture

A. Contractor to acquire detailed topographic and imagery data covering the approximately 2.3 acre

Fort Lee site on Salem Neck in Salem, Massachusetts utilizing terrestrial scanning in combination with UAV or aircraft-based LIDAR and DPGS technology.

B. Contractor shall conduct a web-conference presentation in review of fieldwork completion.

Data Processing, Draft Deliverables Presentation and Review, Final Deliverables

A. Contractor to process and deliver detailed topographic data / reports / CAD plans.

B. Contractor shall conduct web-conference presentation in review of 100% data / fly-through / CAD submittal.

PRODUCTS:

Narrative Report

Survey narrative report and topographic plan. Deliverable in .pdf format. (Two (2) print copies plus one (1) PDF format for City; two (2) print copies and one PDF for MHC).

Submitted Data

All data is to be submitted on an external hard drive of sufficient quality and capacity for the intended purpose. The data is to include:

o 3-D digital graphic file of mapped area in file format compatible with use in Autodesk

AutoCAD (.dwg and .dgn format);

o In file format compatible with use in Autodesk AutoCAD. Point cloud to be tied in with State of Massachusetts and City of Salem preferred datum and projection system(s), to be determined prior to start of fieldwork.

Submitted Survey Plan

Provide a 24” x 36” site topographic survey plan at 1” = 40’-0”, to be delivered in .pdf format, for use in AutoCAD, and in four full size printed copies to be provided to City (2) and MHC (2).

Color scan

Provide color scan for all deliverables.

Phase I to be completed by August 18, 2025.

Phase II: Documentation & Assessment of Existing Conditions (16 weeks) This phase will entail a comprehensive assessment to document the site conditions and develop current base plan of site with aerial photography and topography available from STLS scan and from GIS or other public sources.

TASKS:

Review and update fort history: Review 2003 Plan, National Register nomination, Form F and the recently completed Salem Forts Lee and Pickering Research (Frederic Detwiller, 2023) as well as historic maps, photographs, engravings and other sources to summarize original fort construction and current integrity.

Review and update archeological assessment: Review 2003 Archaeological Assessment as well as fort history and summarize the archeological/preservation issues.

Mapping: using topographic plan prepared in Phase I and existing data provided by City or other public sources (GIS data, existing fort maps) as well as aerial photography, prepare current base plan of site showing fort features (parade, ramparts, magazine bunker, defensive ditch, Terreplein), boundaries, access, paths, interpretive markers, topography, vegetation and trees and other landscape features, views and other themes.

Evaluate physical conditions of earthworks and landscape features within fort site.

Evaluate existing circulation and access features including pathways, views and entrances to fort.

Document and assess existing conditions through written narrative, photographs and completion of final survey map. Identify at risk resources and the type and extent of their deterioration.

PRODUCTS:

Comprehensive site plan showing fort features, slopes, vegetation, paths, views and other themes.

Phase II to be completed by December 8, 2025.

Phase III – Recommended Preservation Strategies and establish Priorities, Phasing and Estimated Costs (12 weeks)

This phase of the Preservation Plan will assemble all documentary and on-site research in order to present a comprehensive analysis of conditions at Fort Lee and make recommendations for stabilization, restoration and improvements. The Plan will prioritize recommended work based on severity of deterioration and threats and the nature and complexity of required treatments.

TASKS:

Conduct a public meeting to present an overview of conditions assessment completed in Phase II and to solicit input on preservation needs and priorities at the site. Language access resources shall be provided by the vendor for non-English speaking residents if requested in advance by the City.

Working with City staff and stakeholders, develop vision for fort preservation. Explore stabilization, restoration and rehabilitation options for various fort elements. Consider connectivity to Camp Naumkeag as the site of the relocated Pioneer Village, Salem Willows and Winter Island. Vision plans to recommend improvements for pedestrian circulation and access, vegetation management, preservation of fort features, signage (wayfinding and interpretive).

Phasing plan: Identify how best to implement the vision for the fort preservation in a series of phases with priorities noted.

Cost estimate: Develop cost estimates for the overall vision and for each phase to assist the City in a fundraising strategy, including identification of potential funding sources.

Management strategy: In plan form summarize site vegetation management strategies (where to mow and frequency, where to maintain woodland and what maintenance is required)

Develop color rendering(s) to promote vision plan including a color rendered site plan. Provide other illustrations to support this plan.

PRODUCTS:

Public presentation materials.

Summary of public/stakeholder input.

Assessment of site features.

Treatment plan with priorities and phasing plan.

Cost estimates for future repairs and improvements.

Color renderings and illustrations.

Phase III will be completed by March 2, 2026.

Phase IV: Final Plan (9 weeks)

TASKS:

Compile all materials completed and revised during first three phases of the project into a final Preservation and Management Plan and develop design drawings and conservation plans to enable City to pursue funding opportunities.

The final plan to include:

Final Fort Lee Preservation and Management Plan Report with illustrations, maps, prioritized list of preservation and conservation recommendations and cost estimates;

Design plans for landscape preservation and improvements that preserve fort’s historic integrity and enable continued public access;

Conservation plans to address at risk historic earthwork features and natural features; and

Maintenance and management plan that addresses routine care of the site, seasonal considerations and long-range upkeep.

PRODUCTS:

Final Fort Lee Preservation and Management Plan Report. Two (2) print copies and one (1) PDF for City;

two (2) print copies and one (1) PDF for MHC).

The Final Plan Report must include required federal acknowledgement and non-discrimination statements.

Phase IV to be completed and submitted to the MHC and DPCD by May 4, 2026.

FIGURE 1

FIGURE 2

Fort Lee Approximate Boundary (Source: Crane, et al 2003, p. 15)

IMAGES OF CURRENT CONDITIONS

Image 1 - 1976 Stairs to Fort as viewed from Fort Avenue

Image 2 - 1976 Stair detail

Image 3 - 1976 Commemorative Plaque

Image 4 - View of Fort with ad hoc paths through parade

Image 5 - View of Fort with ad hoc paths

Image 6 - View into parade with ad hoc paths and overgrowth

Image 7 - One of two U.S.G.S Bronze Survey Benchmarks

Image 8 – View of Boy Scout Interpretive material posted on ramparts overlooking fort parade

PART 4. EVALUATION AND SELECTION

4.1 MINIMUM REQUIREMENTS

1. The consultant team will include a registered landscape architect meeting the Secretary of the Interior’s Historic Preservation Professional Qualification Standards for Historic Landscape Architecture. Consultant should have experience in historic fort preservation.

2. The consultant team must include an archaeologist meeting the Secretary of the Interior’s Professional Qualifications Standards (36 CRF 61 Appendix A) and the Massachusetts State Archaeologist’s permit guidelines as summarized in 950 CMR 70.00. The team archaeologist should have recent work experience on comparable sites using Massachusetts Historical Commission survey methodology and standards outlined in M.G.L. Chapter 9, sections 26-27C;

950 CMR 70.00. *

[* The Secretary of the Interior’s Professional Qualifications Standards (36 CRF 61 Appendix A) for archaeology are a graduate degree in archaeology, anthropology, or closely related field plus: (1) At least one year of full-time professional experience or equivalent specialized training in archaeological research, administration or management; (2) At least four months of supervised field and analytic experience in general North American archaeology; and (3) Demonstrated ability to carry research to completion. In addition, to these minimum qualifications, a professional in prehistoric archaeology shall have at least one year of full-time professional experience at a supervisory level in the study of archaeological resources of the prehistoric period. A professional in historical archaeology shall have at least one year of full-time professional experience at a supervisory level in the study of archaeological resources of the historical period--and the following additional qualifications: (4.) At least 16 months of professional experience or specialized training in archeological field, laboratory or library research including: (a.) at least four months of field experience in general North American archeology; (b.) at least six months of experience in a supervisory role in northeastern archeology; (5.). At least six months field and laboratory experience in sites and specimens of the type and period of the site which is the object of study (i.e. six months experience by research and fieldwork in northeastern historical archeology and knowledge of New England coastal military fortification architecture derived from library research and/or archaeological fieldwork at comparable coastal military fortifications, and six months experience in the prehistoric archeology of glaciated North America) (6.). A demonstrated ability to carry research to completion evidenced by timely completion of thesis, research reports, field investigations carried out under previous Massachusetts State Archaeologist's permits, or similar documents.]

4.2 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 all project team 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. Sample work products or detailed prior project work summaries are required for all personnel.

• An applicant qualifications statement, including professional qualifications and work experience attesting to capacity of the project team to perform the required work program. Resumes detailing academic and professional work experience are required for all project personnel.

• 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 City. 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.

4.3 COMPARATIVE CRITERIA

1. Experience:

Highly Advantageous:

The project proposal demonstrates superior experience with similar projects, and work samples are of outstanding quality in content and technical presentation. Proposer has been regularly engaged in the business of providing the services described herein for ten (10) or more years.

Advantageous: The project proposal demonstrates solid experience with similar projects, and work samples are of a good quality in content and technical presentation. Proposer has been regularly engaged in the business of providing the services described herein for between five

(5) and ten (10) years.

Not Advantageous: The project proposal demonstrates limited experience with similar projects, and work samples minimally meet expected standards for content and technical presentation. Proposer has been regularly engaged in the business of providing the services described herein for less than five (5) years.

2. Qualifications:

Advantageous:

All proposed team members are highly qualified. The proposer’s team resumes demonstrate that the team has superior training, educational background and work experience appropriate to the project described herein and all key project personnel demonstrate professional experience well beyond the minimum requirements.

Advantageous: Most proposed team members are highly qualified. The proposer’s team resumes demonstrate that the team has adequate training, educational background and work experience appropriate to the project described herein and all key project personnel demonstrate professional experience that meets or somewhat exceeds the minimum requirements.

Not Advantageous: Proposed team members are not highly qualified. The proposer’s team resumes do not demonstrate that the team has adequate training, educational background and work experience appropriate to the project described herein.

3. Overall Strategy

Advantageous:

The overall strategy of administration is complete, detailed and offers and innovation and efficient approach to the scope of work.

The proposal demonstrates a superior approach, and a strong understanding of the project requirements.

Advantageous: The overall strategy offers a credible approach to all required components. The proposal demonstrates a good approach, and a good understanding of the project requirements.

Not Advantageous: The overall strategy is not sufficiently detailed to evaluate, or does not address all required components. The proposal does not demonstrate a desirable approach, or a clear understanding of the project requirements.

4. Language Access Resources:

Advantageous:

Proposer demonstrates that language access resources (including translation and interpretation) for public meetings can be made available in Spanish, Portuguese, French, and Haitian Creole upon advance City request.

Advantageous: Proposer demonstrates that language access resources (including translation and interpretation) for public meetings can be made available in Spanish and Portuguese only upon advance City request.

Not Advantageous: Proposer demonstrates that language access resources (including translation and interpretation) for public meetings can be made available in Spanish only upon advance City request.

Unacceptable: Proposer does not identify how they will address language access needs of the project.

5. Quality of Work/References:

Advantageous:

All references are favorable. All references confirmed that proposer had met schedule expectations and delivered an “on-time” project.

Advantageous: One reference is not favorable relative to work performance or meeting schedule expectations.

Not Advantageous: More than one reference is not favorable.

4.3 RULE FOR AWARD

Any contract that may result from this procurement shall be awarded to the responsible and responsive proposer offering the most advantageous proposal, taking into consideration all evaluation criteria described herein, as well as price.

4.4 SELECTION PROCESS

Following the deadline for receipt of proposals, the Chief Procurement Officer (‘CPO’) will open the non-price proposals and prepare a register of proposals submitted. The non-price proposals will be evaluated by an evaluation committee based on the Minimum Requirements and Comparative Criteria contained in this RFP. The evaluation committee shall notify the CPO which proposal was deemed most advantageous. The CPO will then open and evaluate the price proposals, and award the contract to the most advantageous proposal taking into account the evaluation criteria and price.

PART 5. TERMS AND CONDITIONS

5.1 TERM OF CONTRACT

The term any contract that results from this RFP, shall commence on or around April 1, 2025 and terminate June 30, 2026.

5.2 ASSIGNMENT AND SUBCONTRACTING

The selected contractor(s) shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City.

5.3 INSURANCE REQUIREMENTS

General- The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Salem, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract.

Vendor’s Comprehensive General Public Liability and Property Damage Liability Insurance - The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor’s Comprehensive Property Damage Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident, a total (or aggregate) limit or not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property during the policy period.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the control of the Vendor while performing work under the Contract in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injuries to or death of one person and subject to that limit for each person, a total of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries to or death of two or more persons in any one accident; and Property Damage coverage in the amount of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages to or destruction of property.

The Vendor must carry Workman’s Compensation Insurance in the amounts prescribed under Massachusetts State Law and meet all other City and State Laws and Regulations.

No cancellation(s) of such insurance, whether by the insurer or by the insured party shall be valid unless written notice thereof is given by the parties proposing cancellation to the other party and to the City of Salem at least fifteen (15) days prior to the intended effective date thereof, which date shall be expressed in said notice, which shall be sent by registered mail, return receipt requested. These provisions shall apply to the legal representative(s), trustee in bankruptcy, receiver, assignee, trustee, and successor(s) in interest of the Vendor.

All insurance coverage shall be at the sole expense of the Vendor and shall be placed with such company as may be acceptable to the City of Salem and shall constitute a material part of the contract documents.

Failure to provide written proof to City and continue in force such insurance as aforesaid shall be deemed a material breach of the contract, and may constitute sufficient grounds for immediate termination of the same.

5.4 INDEMNIFICATION

Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees.

5.5 FEDERAL AND STATE LAW

The selected contractor shall comply with all applicable Federal, State and Local laws and ordinances.

5.6 SAMPLE CONTRACT

See ‘Sample Contract’ attached.

SAMPLE CONTRACT

CITY OF SALEM

XXXXXXX

Contract Number: X-XX

1. THIS AGREEMENT made and concluded this ___ day of ______ in the year Two Thousand Twenty

Four by and between _____________; hereinafter referred to as the (Vendor) and the City of Salem, 93 Washington Street, Salem, MA 01970, a municipal corporation established under the laws of the Commonwealth of Massachusetts, acting by and through its Mayor, Dominick Pangallo; its Chief Procurement Officer, Anthony Delaney; and its ____________; thereto duly authorized, hereinafter referred to as the (City).

2. WITNESSETH, that the said Vendor has agreed and by these presents does agree, for the consideration hereinafter contained to provide _____________________, pursuant to the scope of services, terms and conditions described in Request for Proposals/Invitation for Bids ____, In case of any alteration of this contract, so much thereof as is not necessarily affected by the change, shall remain in force upon all parties hereto; and no payment for _____________ furnished under such alteration shall be made until the completion of the whole contract, and the adjustment and payment of the bill when rendered for same shall release and discharge the said City from any and all claims or liability on account of ______________ furnished under this contract, or any alteration thereof.

3. Performance Period: ____________________.

4. The Vendor shall not assign or transfer this contract, or any part thereof without the prior written consent of the Chief Procurement Officer of said City.

5. And the said Vendor further agrees to indemnify and save harmless the said City of Salem, its officers and agents from all claims and actions of every name and description brought against the said City, or its officers and agents, for or on account of any injury or damage received or sustained by any person, structure or property, by or from the said Vendor, servants or agents, or by, or on account of, any act or omission of the said Vendor, or servants or agents, in the performance of this contract; and the Vendor hereby agrees that so much of the money due to under, and by virtue of, this agreement, as shall be considered necessary by said Chief Procurement Officer, may be retained by the City until all such suits or claims for damages as aforesaid, shall have been settled, and evidence furnished to the satisfaction of said Chief Procurement Officer, provided, however, that notice of such claims, in writing and signed by the claimants, shall be previously filed in the offices of the City Clerk of said City.

6. It is furthermore agreed by the Vendor that the performance of this contract shall be strictly in accordance with its bid/proposal dated ______ now on file at the Office of the City Chief Procurement Officer of Salem, Massachusetts, which proposal is hereby made a part of this contract by reference.

7. IN CONSIDERATION WHEREOF, the City agrees to pay to the Vendor ______________

($_________), said payment to be made within thirty days from receipt and acceptance of a reasonably detailed invoice. THE ABOVE CONTRACT NUMBER MUST BE REFERENCED ON ALL

INVOICES IN ORDER FOR THE VENDOR TO BE PAID.

8. Insurance Coverage:

General - The Vendor shall before commencing performance of the Contract be responsible for providing and maintaining insurance coverage in force for the life of the Contract of the kind and in adequate amounts to secure all of the obligations under the Contract and with insurance companies licensed to write insurance in the Commonwealth of Massachusetts. All such insurance carried shall not be less than the kinds and amounts designated herein, and the Vendor agrees that the stipulation herein of the kinds and limits of coverage shall in no way limit the liability of the Vendor to any such kinds and amounts of insurance coverage. All policies issued shall indemnify and save harmless the City of Salem, its agents and employees from any and all claims for damages to persons or property as may rise out of the performance of this Contract.

Vendor’s Comprehensive General Public Liability and Property Damage Liability Insurance -

The Vendor shall carry Comprehensive General Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of bodily injury to or death of one person, and subject to that limit for each person, a total limit of not less than One Million Dollars ($1,000,000.00) for all damages arising out of bodily injuries or death of two or more persons in any one accident; and Vendor’s Comprehensive Property Damage Liability Insurance providing for a limit of not less than Five Hundred Thousand Dollars ($500,000.00) for all damages arising out of injury to or destruction of property in any one accident, and subject to that limit per accident, a total (or aggregate) limit or not less than One Million Dollars ($1,000,000.00) for all damages arising out of injury to or destruction of property during the policy period.

Comprehensive Automotive and Property Damage Insurance - The Vendor shall carry

Automobile Insurance covering all owned vehicles, hired vehicles or non-owned vehicles under the…