DRAFT REQUEST FOR PROPOSALS TOWN OF HARTFORD & THE HARTFORD HISTORIC PRESERVATION COMMISSION HARTFORD HISTORIC SITES AND STRUCTURES SURVEY PHASE II JANUARY 5, 2015 The Town of Hartford and its Historic Preservation Commission are pursuing an update of the Historic Sites and Structures (HSSS) survey for the Town of Hartford. Phase I of the HSSS was completed in 2013 and included surveys of structures constructed between the late 1700s into the 1920s. Phase II will pick up where Phase I left off and survey structures constructed between the 1920s and 1949. The survey will exclude structures already surveyed as part of Phase I of the HSSS, structures surveyed in earlier National Register Nominations and agricultural buildings that were included in the 2010 Hartford Barn Census Project. The Hartford Historic Preservation Commission prepared a preliminary inventory of structures to be included in the survey. The inventory includes 246 structures. Funds for the project have been provided by the United States Department of the Interior, National Park Service, for the Certified Local Government Program of Vermont's annual program grant under the provisions of the National Historic Preservation Act of 1966 (P.L. 89-665), as amended. About Hartford Hartford is located in the heart of the Upper Valley region and consists of five villages (White River Junction, Hartford Village, Wilder, Quechee and West Hartford) and several smaller hamlets. With a population of 10,000 residents, Hartford is the ninth largest community in Vermont. First chartered in 1761, Hartford has three major rivers (Connecticut, White and Ottauquechee) along with a rich agricultural, railroad and mill history. The first railroad train in Vermont left White River Junction on June 26, 1848, and for the next century White River Junction had the distinction of being one of the busiest railroad towns in northern New England. Today, Hartford is located at the junction of Interstates 89 and 91 and serves as a gateway to Vermont. About the Hartford Historic Preservation Commission Hartford became a Certified Local Government in 1993, and the Hartford Historic Preservation Commission (HHPC) was formed by the Town shortly thereafter. Since that time, the HHPC has used several CLG grants to prepare historic district nominations to the National Register of Historic Places for properties throughout the Town s many villages and hamlets. To date, the Town has eight historic districts and approximately 400 buildings on the National Register. The historic districts include White River Junction, Hartford Village, Wilder Village, West Hartford Village, Quechee Village, Jericho, Christian Street, and the Terraces (WRJ). Past CLG projects have included historic district brochures, preparation of a Design Plan and Design Guidelines for Downtown White River Junction, a town-wide barn census, a history video and several oral history projects. Page 1 of 6
Specifications of Work to be Completed Documentation shall be prepared in accordance with the "Secretary of the Interior s Standards for Identification and Evaluation," Using Vermont s Past to Build a Better Future: Vermont s State Plan for Heritage Stewardship 2011-2015 and the "Vermont Historic Sites and Structures Survey Manual". The work will include surveying the 246 structures identified by the Hartford Historic Preservation Commission. The Survey will exclude National Register properties, properties included in Phase I of the HSSS and agricultural buildings that were included in the 2010 Hartford Barn Census Project. The following is a breakdown of the physical location of the 246 structures to be surveyed: White River Junction 120 Wilder Village 78 Quechee 17 Hartford Village 12 West Hartford 2 Rural North 13 Rural South 4 Documentation shall include the following: 1. Complete VHSSS forms for each resource surveyed or resurveyed, including correct information for all entries and for all primary and related structures and a statement of significance making reference to Historic Contexts in the Vermont Historic Preservation Plan and "Criteria for listing in the State Register of Historic Places. The forms shall be submitted in digital form and in paper printout form. 2. Provide image files of digital photographs for all structures surveyed, including primary and related structures, all non-contributing structures, and all resurveyed structures. Image files to include each primary structure surveyed and important related resources, resurveyed structures if they have been altered but are still eligible for the State Register, and sample views of noncontributing resources. Image files labeled as per VHSSS Manual. All image files will become the property of the Town of Hartford and the Vermont Division for Historic Preservation. 3. Provide an excel spreadsheet listing information on all of the properties surveyed. 4. Provide a bibliography listing all primary, secondary, and oral sources consulted in the course of the Survey project. 5. Participate in one community meeting with town staff and HHPC. 6. Complete a Survey Report meeting the "Secretary of the Interior s Standards for Identification," containing a clear statement of the objectives and research design of the Survey, an outline of the area covered in the Survey and where Survey information is located, the methods actually used in the Survey and their correspondence to the research design, description and documentation of the results of the Survey and how the results met the objectives of the Survey, recommendations for further Page 2 of 6
survey/evaluation/registration activities, and information for updating historic contexts in the Vermont Historic Preservation Plan. 7. Provide a computer disc containing all of the surveys, photos and survey report. Note: A special feature of the Hartford Historic Sites & Structures Survey is that Hartford will have access to a new survey instrument as it is being developed by the National Alliance of Preservation Commissions, the National Park Service, the City of Alexandria, VA, and the Vermont Division for Historic Preservation. This new instrument will be a digital survey application tool that will be used to undertake future survey projects in Hartford and throughout Vermont. The final instrument will be a custom-built, web-based digital survey application to record architectural and historical data about individual resources. The information collected will help local, state, and federal preservation planners make more informed decisions, including those related to tax credit applications. Because the survey platform is being adopted by the National Park Service, it will be possible to merge Vermont s data with that of other states and search across the entire database. The Town of Hartford will have access to the survey application during development and use it to the extent feasible for this project. Feedback during the survey will be sent to the developers of the instrument to address issues with the program that are identified in the field. Responsibilities of the Town The Town will: 1. Provide the consultant with a Preliminary Inventory of structures constructed between 1920 and 1949 in an Excel file. 2. Provide the consultant with a copy of the E-911 address maps. 3. Provide the consultant with an orthophoto map showing parcel boundaries and addresses. 4. Be responsible for owner notification. 5. Provide the consultant with Lister cards if requested. 6. Be available on a daily basis to assist the consultant. 7. Coordinate and publicize the one community meeting. 8. Be responsible for mapping of the Survey through the Two Rivers-Ottauquechee Regional Commission. Schedule of Performance 1/30/15 Proposals Due 2/4/15 Commission Meeting to review Proposals Week of 2/9/15 Interviews if Necessary 2/13/15 Consultant Selection 2/18/15 Initial Meeting with Hartford Historic Preservation Commission, staff and consultant 2/18/15 Contract Prepared & Executed 6/1/15 First 1/3 of Historic Sites and Structures Survey due to Town 6/17/15 Commission Meeting to review first 1/3 of the Survey 7/1/15 Second 1/3 of Historic Sites and Structures Survey due to Town 7/15/15 Commission Meeting to review second 1/3 of the Survey 8/1/15 Final 1/3 of Historic Sites and Structures Survey due to Town 8/15/15 HSSS Summary Report due to Town Page 3 of 6
8/19/15 Commission Meeting to review final 1/3 Survey & Summary Report, consultant to attend 8/28/15 Final Draft Historic Sites and Structures Survey submitted to the Town and VDHP 9/1/15 Final Historic Sites and Structures Survey due to Town of Hartford and VDHP The consultant may make modifications to the schedule upon approval of the Town provided that the final project completion date does not change. Consultant Qualifications and Responsibilities The Consultant selected for this work must: 1. Be a 36 CFR 61 qualified Historic Preservation Professional. 2. Have a familiarity and experience conducting Historic Sites and Structures Survey work, and/or preparation of nominations to the National Register of Historic Resources. 3. Complete and submit the survey and all supporting documentation to the Vermont Division for Historic Preservation within the schedule noted above. 4. Hold the State of Vermont and the Town of Hartford and its officers and employees harmless from any damages to persons or property arising from any act, omission or action relating to this project. 5. Furnish monthly status updates to the Town. 6. Promptly inform the Town of any significant problems, delays or adverse conditions. 7. Have the ability to obtain liability insurance Basis for Selection of Consultant The consultant will be selected based upon the following criteria: 1. Demonstrated ability to carry out the project; prior experience/record of performance: a. resume; b. specific experience working on Historic Sites and Structures Surveys and/or Historic District Nominations to the National Register. Experience in Vermont preferred. 2. Quality of the proposal. 3. Ability to work with Town residents, Historic Preservation Commission, Town staff and VDHP staff. 4. Availability/ability to work within time schedule, including record of timely completion of past projects. 5. Quality of work sample. 6. Cost of proposal. Page 4 of 6
Proposal Instructions Proposals should address the "Specifications of Work to Be Completed", the "Basis for Selection" as specified in this RFP, and the method and procedure to be used to fulfill the requirements. The total budget for preparing the Historic Structures and Sites Survey cannot exceed $8,000. If in the opinion of the consultant, the work would exceed the $8,000 budget, the consultant shall identify areas to be eliminated from the scope of work in order to keep the project costs at $8,000. Limitations of Liability The Town of Hartford assumes no responsibility and no liability for costs incurred by proposer in responding to this Request for Proposal, or in responding to any further request for interviews, additional data, etc. prior to the issuance of a contract. Insurance Requirement Prior to signing a contract with the Town of Hartford, the consultant must show evidence that he/she has the following insurance coverage through the term of this agreement: 1. Commercial General Liability: Commercial General Liability Insurance including but not limited to Bodily Injury, Personal/Advertising Injury, Broad Form Property Damage, Products and Completed Operations Liability and Contractual Liability with limits of, at minimal, $1,000,000 Combined Single Limit for each occurrence. The CONSULTANT must list the TOWN as Additional Insured s on its Commercial General Liability Policy. 2. Workers Compensation & Employers Liability : Worker s Compensation Insurance and Employers Liability Insurance with limits of, at minimal $500,000 for any one occurrence or a completed and signed Non-Employee Work Agreement and a Liability Hold Harmless Agreement. Revisions to the Request for Proposals The Town of Hartford reserves the right to modify any technical and submission requirements associated with this proposal and the scope of work. Rejection of Proposals The Town of Hartford reserves the right to reject any or all proposals or to award contracts in whole or in part if it is in the best interest of the Town. Submission of Proposals All proposals must be received no later than Friday, January 30, 2015 at 4:00 p.m. Proposals submitted after this time and date will not be accepted. Although proposals will be accepted via email, no facsimile-machine produced proposals will be accepted. In addition to the proposal, the consultant shall submit one work sample or digital file prepared by the consultant along with contact information and a minimum of three references. Page 5 of 6
PAPER COPIES (5 copies) Matt Osborn, Planner Hartford Dept. of Planning and Development Services 171 Bridge St. White River Junction, Vermont 05001 or ELECTRONIC COPY mosborn@hartford-vt.org Contacts for Additional Information Matt Osborn, AICP Planner Hartford Dept. of Planning and Development Services 171 Bridge Street White River Jct., VT 0500l 802-295-3075 mosborn@hartford-vt.org Devin A. Colman, State Architectural Historian Vermont Division for Historic Preservation 1 National Life Dr, Davis Bldg, 6th Floor Montpelier, VT 05620-0501 802-828-3043 Devin.Colman@state.vt.us Page 6 of 6