RFP_6-24.pdf

City of Cheyenne / RFP 6-24

REQUEST FOR PROPOSAL (RFP 6-24)

for

AFRICAN AMERICAN CULTURAL RESOURCE SURVEY

for

CITY OF CHEYENNE, WYOMING

Issued by:

Planning and Development Department City of Cheyenne, Wyoming

REQUEST FOR PROPOSALS (RFP)

I. Notice to Respondents

The City of Cheyenne Historic Preservation Board is requesting proposals from qualified Historic Preservation Professionals to provide their services to conduct an African American Cultural Resource Survey. A cultural resource survey is the basic building block for any local preservation program. Information gathered forms the foundation for nearly every decision affecting a City’s historic buildings and neighborhoods, guiding the planning, maintenance and investment decisions of City officials, property owners, neighborhood groups and developers.

II. Project Details

Background The City of Cheyenne Historic Preservation Board is requesting proposals from qualified Historic Preservation Professionals to provide their services to conduct an African American Cultural Resource Survey. The inventory and evaluation of community resources is the principal step to developing local public and private programs that not only preserve important historic properties, but also utilize preservation as a tool for economic development and the revitalization of older neighborhoods and commercial centers. Furthermore, surveys can have a tangible benefit of raising awareness and community pride among citizens.

The development of the proposed cultural resource survey will include field investigations to photograph, verify locations, determine architectural character, and historical integrity of individual resources. Literature search and archival research would be necessary to identify buildings of interest, gather information concerning the survey, historical contexts, and associated functional and/or architectural property types. Analysis of information gathered would be required to determine which resources appear to have historical/architectural significance. Finally, the completed survey would formulate management recommendations for future identification, evaluation, registration and protection strategies.

Qualifications Consultants submitting proposals should have expertise and proven experience in the following areas:

• Experience: Relevant/similar experience should be documented. Submittal of examples of consultant-completed cultural surveys are encouraged, if available.

• Expertise: A degree in archaeology, architectural history, historical architecture, or history, as appropriate to the particular survey requirements is recommended

• Conflicts of Interest: Any possible conflicts of interest should be disclosed.

• Professional Staff: Qualifications and experience of all staff shall be noted.

• Timeline: Estimated timeline for completion of the study shall be provided, and shall be in keeping with the mandatory completion date required by the State Historic Preservation Office (SHPO) for closing out the grant.

• Methodology: A brief narrative discussing the methods that would be used to perform the Cultural Resource Study.

• References: Provide a list of three (3) past clients for whom the firm has performed similar work, and who would be willing to talk to the selection team.

For each reference include a one (1) contact name, phone number, and address.

• Deliverables: A list of project deliverables shall be provided. All work products will be submitted in a digital format, acceptable to the City, including, but not limited to, PDF’s and GIS databases.

IV. Technical & Cost Proposal Format and Submittal Requirements

Interested Consultants shall submit deliverables that clearly demonstrate their ability to provide the services as outlined in the Request for Proposals (RFP). Proposal shall be uploaded via the City's eProcurement Portal.

Proposers are advised that, consistent with provisions of the City of Cheyenne’s policy for the procurement of professional services, the CITY shall utilize a two-step process for selecting a consultant through this solicitation. This process dictates that proposers divide their submittals into two parts: a technical proposal and a price proposal. (See ‘Selection Process’ for further details.)

TECHNICAL PROPOSAL FORMAT

(Please merge all documents relating to your proposal into one single PDF document).

Proposal responses shall be organized in the order listed below to facilitate fair and equal evaluation of the responses:

(A) Cover Letter A cover letter shall be provided which succinctly explains the Consultant’s interest in the project. The letter shall contain the name, address, and phone number of the person who will serve as the respondent’s principal contact with City staff. The cover letter shall bear the signature of the person having proper authority to make formal commitments on behalf of the responding Consultant.

(B) Proposed Project Team Identify the project team members and their position on the team, briefly outlining the responsibilities of each member. Include any anticipated sub-consultants with the project team. One of the Historic Preservation Board members has over 30 years of property ownership research in Laramie County and will assist the Qualified Professional with doing title searches for this project.

(C) Qualifications & Experience Provide examples of relevant professional project experience for project team members and the companies they represent. The consultant is asked to provide a list of three (3) relevant projects completed in the last 5 years and suggest one (1) key person associated with the Boarding of each project who can be contacted.

Note: By submitting this proposal, you give permission for the City to speak to any and all references listed, or parties with knowledge of your past work performance. You also waive any claim against the City or the responding Parties for statements made during these reference reviews.

(D) Additional Information Provide any additional information that will aid in evaluation of the Consultant’s qualifications with respect to this project.

(E) City Responsibilities Identify all services that are expected to be provided by the City.

(F) SUPPLEMENTAL FEDERAL PROVISIONS & CLAUSES

Include the completed ‘SUPPLEMENTAL FEDERAL PROVISIONS & CLAUSES’ with the Technical Proposal.

PROPOSERS ARE INSTRUCTED TO ENSURE THAT ANY PRICING INFORMATION IS NOT INCLUDED

IN THE TECHNICAL PROPOSAL OR IN THE PDF ELECTRONIC FILE FOR THE TECHNICAL PROPOSAL.

ANY PREMATURE REVIEW OF PRICING INFORMATION THAT IS MISTAKENLY INCLUDED WITH

THE TECHNICAL PROPOSAL, WILL BE BASIS FOR PROPOSAL REJECTION.

PRICE PROPOSAL FORMAT

(Please merge all documents relating to your proposal into one single PDF document).

(A) Cover Letter Identify the proposer’s name, mailing address, telephone number and contact person(s).

The letter must be signed by the proposer and should be limited to two (2) pages.

Consortiums, joint ventures or teams submitting proposals, although permitted and encouraged, will not be considered to be responsive unless it is established that all contractual responsibility shall rest solely with one consultant or one legal entity, which shall not be a subsidiary or affiliate with limited resources. Each submittal shall indicate the entity responsible for execution on behalf of the team.

(B) Fee Schedule The price proposal shall include anticipated schedule and time/material cost estimates for the activities listed in the Work Plan. Time should be allowed in the schedule to review and revise draft deliverables and for preparation of final documents. Unit rates on which costs are based should be included with the proposal. The Fee shall be based on estimated project costs, time and materials [including hourly rate for technical personnel], and reimbursable expenses, with a cost not to exceed amount.

V. Evaluation Criteria The City, at its sole discretion, shall determine whether particular vendors have the basic qualifications to complete the project. An evaluation committee comprised of members selected by the City will evaluate the proposals. Members of the Evaluation Committee will review and rate each proposal based on the following criteria, as applicable:

PROJECT: Masonic Temple Building Conditions Assessment Report

CRITERIA DESCRIPTION WEIGHT

SCORE

(0 - 10)

TOTAL

Planning process

Demonstrated technical expertise and ability of the

Consultant to develop and implement a comprehensive building conditions assessment.

Proposal quality Readability, completeness, brevity, and organization of the proposal.

Applicable education and experience

Education, experience with similar work, and verification of pertinent requirements of Wyoming law concerning the practice of the professional services required.

Performance on past projects

Success on previous projects in the way of project quality, budget, schedule and cost control.

Familiarity with project

Knowledge of project background, needs, goals, limitations, and special considerations.

Local familiarity The consultant’s knowledge of local conditions. 7

Adequate resources

Sufficient available staff and equipment to complete the proposed work within the requested time frame.

Equal opportunity

Consultant’s record on affirmative action and response to relevant policies regarding minorities, women and disadvantaged business in employment contracts.

Total 650

VI. Scope of Work

General Scope of Work

The primary objective of this project is to complete an intensive survey and evaluation of

African American historical resources in Cheyenne, which is a goal in the approved Historic

Preservation Strategic Plan, as well as a duty of a Wyoming Certified Local Government (CLG).

Minimum expected work products generated from this project include a list of relevant properties, an inventory form for each property, photographs of each resource, and a survey report with maps outlining the survey area and findings. This should include an evaluation of the properties in terms of their eligibility for listing on the NRHP. The project area would be limited to only areas within the municipal limits of the City of Cheyenne.

The total budget for the project shall not exceed Fifteen Thousand Dollars ($15,000), with project funding coming from a 60/40 match consisting of both Federal and local sources. One of the Historic Preservation Board members has over 30 years of property ownership research in

Laramie County and will assist the Qualified Professional with doing title searches for this project. A copy of the Grant Application and Award Letter are attached. The contracted

Qualified Professional will be responsible for completing the project in keeping with the scope of the Grant, and in compliance with all applicable local, State and Federal regulations and guidelines.

VII. Supplemental Information

A copy of the Grant Application is attached.

VIII. Award of Contract

A formal contract will be executed between the Consultant and the City utilizing the City Standard Services Contract (included for reference). By submitting a proposal, the Consultant agrees to sign and be bound by the terms of the attached contract and all requirements stated in this RFP. Certificates of insurance with the City named as additional insured are required prior to contract execution.

IX. Provisions

The City reserves the right to reject any and all proposals and does not bind itself to accept any proposal for this work or any part thereof. The City may waive any technical or formal defect in any proposal and shall have the right to ask for new proposals for the whole or parts of this work should the City desire to do so or shall have the right to negotiate with any or other qualified Consultant.

The City does not guarantee to provide a minimum/maximum amount of work or funding for projects.

The City reserves the right to evaluate information from any other source that may provide information on the Consultant’s qualifications for the performance of the work. Upon submission of the proposal, the Consultant grants the City the express permission to use all, or portions of the Consultant’s proposals as needed by the City.

X. Selection Process Each responsive proposal received by the CITY shall be evaluated in a consistent manner as described in this subsection. A responsive proposal is one which complies with all material aspects of the solicitation, both as to the method and timeliness of submission, and as to the substance of any resulting contract.

Prospective proposers are advised to submit all required forms, attachments, and other information as requested in the RFP. Proposals that do not comply with all the terms and conditions of the solicitation may be rejected as non-responsive.

As noted above, the CITY shall utilize a two-step evaluation process for selecting a Consultant through this solicitation. The two-step process dictates that proposers make submittals in two parts: a technical proposal and a price proposal. It is the intent of the CITY to first evaluate all technical proposals in order to establish a quantitative ranking of the proposals exclusive of price. The CITY shall use this process to identify one or more proposers who are considered to be best qualified to perform the work required by the CITY.

The CITY shall then unseal the price proposals and initiate negotiations with the highest ranked proposer toward a final contract containing the detailed scope of work and budget. If negotiations with the first selected proposer are unsuccessful, negotiations with the second highest ranked proposer will be pursued, followed by the third proposer if necessary to secure a contract. In the event that CITY is unable to secure an Agreement with any of the qualified proposers, this procurement may be terminated at the CITY’s option.

The CITY reserves the right to delay making an award, to split award on proposals, to reject any or all proposals received, and to make a pre-award survey to determine the capability of any or all proposers.

The CITY reserves the right to reject any or all proposals, and to negotiate matters of Consultant performance, project schedule and other issues not directly related to the proposal price submitted prior to awarding a contract. The CITY further reserves the right to cancel the procurement process at any time during the evaluation process.

XI. Federal Provisions

This project is funded via in part by the Wyoming State Parks & Cultural Resources, Historic Preservation

Office (U.S. Department of the Interior). This procurement will be subject to Federal Provisions regarding the solicitation of Professional Services.

PROPOSERS SHALL COMPLETE AND RETURN THE SUPPLEMENTAL FEDERAL PROVISIONS &

CLAUSES & SUSPENSION / DEBARMENT CERTIFICATION WITH THEIR RFP RESPONSE,

(INCLUDE WITH THE TECHNICAL PROPOSAL).

FAILURE TO RETURN PAGES 11-16 OF THIS RFP, WITH THE RFP TECHNICAL RESPONSE

UPLOAD, WILL BE BASIS FOR PROPOSAL REJECTION.

SUPPLEMENTAL FEDERAL PROVISIONS & CLAUSES

Administration of Federal Funds. Contractor agrees its use of the funds awarded herein is subject to the Uniform Administrative Requirements of 2 C.F.R. Part 200, et seq.; any additional requirements set forth by the federal funding agency; all applicable regulations published in the Code of Federal Regulations; and other program guidance as provided to it by the City of Cheyenne.

This Agreement has been prepared in accordance with 2 CFR 200.317-2 CFR 200.327 incorporated herein by reference.

§ 200.317 Procurements by states.

§ 200.318 General procurement standards.

§ 200.319 Competition.

§ 200.320 Methods of procurement to be followed.

§ 200.321 Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms.

§ 200.322 Domestic preferences for procurements.

§ 200.323 Procurement of recovered materials.

§ 200.324 Contract cost and price.

§ 200.325 Federal awarding agency or pass-through entity review.

§ 200.326 Bonding requirements.

§ 200.327 Contract provisions.

2 CFR § 200.459 Professional service costs.

APPENDIX II TO PART 200 - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY

CONTRACTS UNDER FEDERAL AWARDS

In addition to other provisions required by the Federal agency or non-Federal entity, all contracts made by the non-Federal entity under the Federal award must contain provisions covering the following, as applicable.

(A) Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.

(B) All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement.

(G) Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended - Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C.

7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387).

Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Environmental Policy Acts. Contractor agrees all activities under this Contract will comply with the Clean Air Act, the Clean Water Act, the National Environmental Policy Act, and other related provisions of federal environmental protection laws, rules or regulations.

(H) Debarment and Suspension (Executive Orders 12549 and 12689) - A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.

Suspension and Debarment. By signing this Contract, Contractor certifies that neither it nor its principals/agents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction or from receiving federal financial or nonfinancial assistance, nor are any of the participants involved in the execution of this Contract suspended, debarred, or voluntarily excluded by any federal department or agency in accordance with Executive Order 12549 https://www.ecfr.gov/current/title-2/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.govinfo.gov/link/uscode/41/1908 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/33/1251 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/42/7401 https://www.govinfo.gov/link/uscode/33/1251 https://www.ecfr.gov/current/title-2/section-180.220 https://www.ecfr.gov/current/title-2/section-180.220 https://www.ecfr.gov/current/title-2/part-180

(Debarment and Suspension), 44 CFR Part 17, or 2 CFR Part 180, or are on the debarred, or otherwise ineligible, vendors lists maintained by the federal government. Further, Contractor agrees to notify Agency by certified mail should it or any of its principals/agents become ineligible for payment, debarred, suspended, or voluntarily excluded from receiving federal funds during the term of this Contract.

(I) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.

https://www.govinfo.gov/link/uscode/31/1352 https://www.govinfo.gov/link/uscode/31/1352

APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S.

Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Contractor, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official

Name and Title of Contractor’s Authorized Official

Date

City of Cheyenne / RFP 3-24

CERTIFICATION OF SUSPENSION OR DEBARMENT

Bidder or any person or persons associated therewith in the capacity of owner, partner, director, or officer authorized to sign contracts certifies by signing this document that the responses to the following questions are true.

I. Is any interested party currently under suspension, disqualifications, debarment, voluntary exclusion, or determination of ineligibility by any state or federal agency?

YES ( ) NO ( )

II. Has any interested party been suspended, debarred, disqualified, voluntarily excluded, or determined ineligible by any state or federal agency within the past three years? YES ( ) NO ( )

III. Has any interested party have a debarment pending? YES ( ) NO ( )

IV. Has any interested party been indicted, convicted, or had a civil judgment rendered against (it) by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past three years?

YES ( ) NO ( )

If the answer is YES to any of the four items above, insert Suspension or Debarment actions below:

APPLICABLE: YES ( ) NO ( )

City of Cheyenne / RFP 3-24

SUSPENSION OR DEBARMENT LISTING

Suspension or Debarment actions will not necessarily result in denial of award but will be considered in determining Proposer responsibility. For any Suspension or Debarment noted, indicate below to whom it applies, initiating agency and dates of action.

APPLIES TO WHOM

INITIATING AGENCY

DATES OF ACTION

The person or persons signing this document do hereby certify, under penalty of perjury, that the CERTIFICATION OF SUSPENSION OR DEBARMENT is a true and accurate statement.

PROPOSER CERTIFICATION – FEDERAL PROVISIONS AND SUSPENSION OR DEPARTMENT

CERTIFICATION

Proposer, either personally or through its duly authorized representatives, certifies that it has read, understood, and agreed to all terms and conditions of these certifications and clauses.

Proposer Name:________________________________________________________________

Proposer Mailing Address:________________________________________________________

Email: ________________________________________________________________________

Phone Number: ________________________________________________________________

Printed Name of Proposer’s Authorized Signatory:_____________________________________

Signature of Authorized Signatory:_________________________________________________

Date:__________________________________