TOWN OF PORT DEPOSIT Request for Proposal RFP-02.2016 Cultural Resources Inventory and Risk Assessment for Cecil County Towns Town of Port Deposit Town of Elkton Due Date September 29, 2016 4:00 p.m. Return proposal to: Town of Port Deposit Town Hall 64 S. Main Street Port Deposit, MD 21904 410.378.2121 Office 410.378.9104 Fax
Cultural Resources Inventory and Risk Assessment for Cecil County Towns The Towns of Port Deposit and Elkton, Maryland issue the following joint Request For Proposal (RFP), a grant funded project received from the Maryland Historic Trust (MHT): 1) Prepare an update of the 1976 historic district National Register nomination for the Town of Port Deposit, with an inventory of contributing/non-contributing resources; and 2) Complete a risk assessment of historic structures vulnerable to flooding, sea level rise, and storm surge for the Town of Elkton using the Architectural Survey Form for Hazard Mitigation Planning to record information on flood risk to significant historic properties. Statement of Support This project is supported by the Maryland Historic Trust (MHT) using federal funding provided by a Hurricane Sandy Disaster Relief Grant from the National Park Service (NPS). Compliance with all applicable Federal, State, and local laws, rules, and regulations is required. Minimum Consultant Qualifications Consultants must meet the applicable minimum requirements of the Secretary of the Interior s Professional Qualification Standards. Project personnel must meet 36 CFR 61 qualifications standards as architectural historian. Scope of Work for Port Deposit Provide a revised National Register nomination form for the Port Deposit Historic District, prepared to the current standards of the Maryland Historical Trust and the National Park Service. This will include a comprehensive inventory of properties within the district, with current street address, construction date, physical description, and an evaluation of contributing/noncontributing status. The narrative (Section 7) will highlight representative examples of various property types in greater detail. The Port Deposit National Register Historic District contains approximately 78 contributing residential and small scale commercial structures along Main Street. All documentation is to be prepared in consultation with MHT s Administrator of Evaluation and Registration. Deliverables: 1. Provide two sets of 5" by 7" photographs thoroughly depicting the appearance of the district, including streetscape views and images of pivotal and/or representative individual buildings, and an archival CD/DVD containing the image files in.tif format. 2. Provide two copies of a base map scaled 1"=200' or larger showing the district boundaries, building footprints, and property lines. P:\Grants\Active Grants\2016.MHT.NPS.HazardMitigationforinventory.riskassesmt\RFP.Cultural Resources Inventory and Risk Assessment.PD.Elkton.2016.docx Page 2 of 5
Scope of Work for Town of Elkton To conduct a risk assessment of historic properties vulnerable to the threat of flood hazards, sea level rise, and storm surge in the Town of Elkton. The consultant shall document, using the MHT Architectural Survey Form for Hazard Mitigation Planning, resources determined by the Town to be significant historic properties (Attachment 1). These forms will be used to capture building and site specific information to better understand the risk each historic property faces to flood, help in assessing the potential damage that could be caused by a flood (monetary damages) and to develop mitigation actions to protect individual buildings from flood. The risk assessment forms are separate from the Maryland Inventory of Historic Property (MIHP) forms. The completion of MIHP forms is not required for this portion of the work solicited under this RFP. The consultant is not expected to conduct interior inspection or survey of properties. All survey work should be conducted from the public right of way. The assessment will be in report form and will provide a description of the flood hazards including an overall summary of each hazard and its impact on vulnerable historic properties including the types (e.g. residential, commercial, etc.), historic use (e.g. residence, gas station, school, etc.) and numbers of historic properties located in the identified hazard areas; estimate the potential dollar losses (cumulative) to the vulnerable structures; provide a list of mitigation goals to reduce or avoid long-term vulnerability to the identified hazards; and contain maps showing the location of historic properties in relation to the identified hazards. Deliverables: 1. Two (2) hard copies of the risk assessment report and one PDF copy. 2. GIS data compatible with ESRI ArcGIS such as Shapefiles or File Geodatabases to contain all the data collected. Metadata must be included with GIS data products. Pre-Bid Meeting No pre-bid meeting will be conducted. Schedule for Interpretive Project Task Completion Release of RFP 8/15/2016 Close of RFP 9/29/2016 Consultant selection 10/30/2016 Submit Consultant selection to MHT for approval 10/31/16 Notice to Proceed to Selected Consultant 10/31/2016 11/30/2016 Quarterly Status Report (1) 1/31/2017 Quarterly Stats Report (2) 4/28/2017 Delivery of Draft Final Report 7/31/2017 Presentation of Draft Findings to Historic Commissions and/or Planning Commission 8/31/2017 Delivery of Final Report 9/29/17 Delivery to MHT 10/31/17 P:\Grants\Active Grants\2016.MHT.NPS.HazardMitigationforinventory.riskassesmt\RFP.Cultural Resources Inventory and Risk Assessment.PD.Elkton.2016.docx Page 3 of 5
Submitting Proposals The following should be included in the proposal: An original and three (3) copies of the proposal; Contact names, phone numbers, and email addresses for the project manager and all subcontractors; Resumes of the project manager(s) and all subcontractors; A description of qualifications and experience for each individual and firm participating on the project team, including an organizational chart showing the relationship of each individual to the overall project work plan; for each Town; A concise narrative and description as to how the potential consultant team proposes to complete the scope of work; for each town; Estimated costs for services for each task or deliverable; for each town; A master schedule that includes milestones, reviews, quarterly reports on progress, and delivery dates; Description of past experience with similar efforts; and At least three (3) current references (more recent than three years) for each individual and/or firm that will have significant and specific responsibility for this project. Preference is given to references in rural communities in the Mid-Atlantic region. Sealed bids MUST be delivered to: Vicky Rinkerman, Town Administrator Town of Port Deposit 64 South Main Street Port Deposit, MD 21904 September 29, 2016 by 4:00 p.m. Envelopes MUST be marked: RFP 02-2016 Cultural Resources Inventory and Risk Assessment for Cecil Towns. Proposals not received by the time and at the place indicated will not be considered. Evaluation and Selection The Town of Port Deposit and Town of Elkton will evaluate the proposals using these criteria: P:\Grants\Active Grants\2016.MHT.NPS.HazardMitigationforinventory.riskassesmt\RFP.Cultural Resources Inventory and Risk Assessment.PD.Elkton.2016.docx Page 4 of 5
Clarity: Readability and presentation of proposal - 10% Relevant experience: Team capabilities and qualifications - 35% Cost: Understanding and approach as displayed in the project proposal and cost to perform work - 50% References and supporting information - 5% Only consultants who supply complete information will be considered for evaluation. We will base the final decision on materials submitted, the presentation, and/or contacts with references. Submission Dates, Address and Conditions The deadline for proposals is 4:00 p.m. Thursday, September 29, 2016 at the Town of Port Deposit offices. Proposals received after this time and date will not be accepted nor considered. We will not accept faxed applications. Proposals will not be opened and/or reviewed prior to the deadline. Inquiries Concerning This Proposal Please direct any questions or comments by email to: Vicky Rinkerman, Town Administrator Town of Port Deposit 64 South Main Street Port Deposit, MD 21904 vrinkerman@portdeposit.org 410-378-2121 The Town of Port Deposit and Town of Elkton reserve the right to accept or reject, in whole or in part, any and all proposals received in response to this Request for Proposals; to waive or permit cure of minor irregularities; and to conduct discussions with any or all qualified third-party consultants in any manner necessary to serve the best interests of the Town. This Request for Proposals creates no obligation on the part of the Towns to award a contract. P:\Grants\Active Grants\2016.MHT.NPS.HazardMitigationforinventory.riskassesmt\RFP.Cultural Resources Inventory and Risk Assessment.PD.Elkton.2016.docx Page 5 of 5