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Request for Proposal
April 11, 2012
ARCHITECTURAL HISTORIAN FOR
NATIONAL REGISTER NOMINATION
B AVENUE NE DISTRICT
RFP #0412-198
TABLE OF CONTENTS
Section Number Section Name Page
1 Notice of Request for Proposals (RFP)……… 3
2 Instructions to Proposers……… 4
3 Special Terms and Conditions……….. 6
4 Scope of Work/Specifications……… 8
5 Proposal Evaluation and Award ……….. 10
6 Proposal Format and Submittal Instructions……….. 12
7 Proposal Signature Page Form………. 14
8 Insurance Requirements……… 15
9 General Terms and Conditions………. 17
Attachments:
Attachment A – Grant Agreement
Attachment B – General Company Information Form Attachment C – Proposal Cost Summary Form
Section 1 - NOTICE OF REQUEST FOR PROPOSALS (RFP) 1.0 Notice of Request for Proposal
Notice is hereby given that sealed proposals will be received before 11:00 a.m. CDT on Tuesday, April 24, 2012, at the Office of the City Clerk, in City Hall North, 3851 River Ridge Drive NE, Cedar Rapids, Iowa for the services of an Architectural Historian for the National Register Nomination for the B Avenue NE District as requested by the City of Cedar Rapids Community Development Department.
1.1 RFP Timeline
Name of the Proposal Architectural Historian for National Register Nomination for B Avenue NE District – RFP #0412-198
Date of Issuance Wednesday, April 11, 2012
Deadline for Questions Tuesday, April 17, 2012 at 11:00 a.m. CDT Deadline for Proposal Submittal Tuesday, April 24, 2012 before 11:00 a.m. CDT
Proposals time-stamped 11:00 am or after are late. Submit Proposal to:
Submit in a sealed envelope. Address exactly as stated.
Sealed Proposal: Architectural Historian for
National Register Nomination – B Avenue NE District Office of the City Clerk-City Hall
3851 River Ridge Drive NE Cedar Rapids IA 52402
Method of Submittal US Mail, Overnight Delivery or In Person Electronic and fax proposals are not acceptable Contact Person, Title Rebecca Johnson, CPPB, Purchasing Agent
E-mail Address [email protected]
Phone/ Fax Numbers Phone: 319-286-5062 Fax: 319-286-5130
1.2 The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other means of delivery employed by the Proposer. Similarly, the City is not responsible for, and will not open, any proposal responses that are received on or after the time stated above. Late proposals will be retained in the RFP file, unopened. No responsibility will be attached to any person for premature opening of a proposal not properly identified.
1.3 Proposals will be publicly opened on Tuesday, April 24, 2012 at 2:30 p.m. (our clock) CDT in City Hall, 3851 River Ridge Dr. NE, Cedar Rapids. Only the names of companies who submitted proposals will be revealed. The main purpose of this opening is to reveal the name(s) of the Proposer(s), not to serve as a forum for determining the awarded proposal(s). 1.4 Proposals will be evaluated promptly after opening. After an award is made, a proposal
summary will be sent to all companies who submitted a proposal. Proposal results will not be given over the telephone. Proposals may be withdrawn anytime prior to the scheduled closing
SECTION 2 - INSTRUCTIONS TO PROPOSERS
2.0 Whenever in this RFP the following terms shall have the meaning given as follows: City shall mean the City of Cedar Rapids, Iowa. Consultant shall mean the firm providing Architectural Historian services. Subconsultant shall mean any person, firm, or corporation who contracts with the Consultant to perform a service for which the basis of payment or scope of services is identified as a part of this Agreement. Project Manager shall be Emily Meyer, from The Mound View Neighborhood Association, representing the City as the designated coordinator and administrator for the work under this Agreement.
2.1 A company representative who is authorized to bind the Company will sign on behalf of the company to indicate to the City that you have read, understand and will comply with the instructions and all terms and conditions stated in this Request for Proposal and all attachments.
2.2 Insurance
Prior to the start of the Project, and at all times during the term of the Project and this Agreement, and any extensions thereof, the Consultant shall purchase insurance at its own expense, and maintain said insurance with companies that are in good standing and acceptable to the City. Such insurance will protect the Consultant from liability and claims for injuries and damages which may arise out of or result from the Consultant’s operations under this Agreement and for which the Consultant may be legally liable, whether such operations are by the Consultant or by a Subcontractor or by anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable.
For the protection of the Consultant and the City, but without restricting or waiving any obligations of the Consultant herein contained, the Consultant shall insure the risks associated with the Project and this Agreement with minimum coverages and limits as set forth in Section 8 on pages 15 and 16, INSURANCE.
2.3 This Request for Proposal does not commit the City to make an award, nor will the City pay any costs incurred in the preparation and submission of proposals, or costs incurred in making necessary studies for the preparation of proposals.
2.4 Addenda
Any matter of this proposal package that requires explanation or interpretation must be inquired into by the Company in writing by Tuesday, April 17, 2012 at 11:00 a.m., CDT. FAX or E-MAIL all questions to Rebecca Johnson (319/286-5062 or [email protected]). Any and all questions will be responded to in the form of written addenda to all Companies. All addenda that you receive shall become a part of the Contract Documents and shall be acknowledged and dated on the bottom of the Signature Page (Page 14). It is the Proposer’s responsibility to check for addenda. All Addenda will be posted on the City’s website:
http://www.cedar-rapids.org/government/departments/purchasing/Pages/currentbidopportunities.aspx
2.5 Exceptions to Documents - The Proposer shall clearly state in the submitted proposal any exceptions to, or deviations from, the minimum proposal requirements, and any exceptions to the terms and conditions of this RFP. Such exceptions or deviations will be considered in evaluating the proposals. Proposers are cautioned that exceptions taken to this RFP may cause their proposal to be rejected.
2.6 Incomplete Information - Failure to complete or provide any of the information requested in this Request for Proposal, including references, and/or additional information as indicated, may result in disqualification by reason of "non responsiveness".
2.7 No responsibility will be attached to any person for premature opening of a proposal not properly identified.
2.8 In the event of conflict, the Special Terms and conditions shall take precedence over the General Terms and Conditions, included herein.
SECTION 3 - SPECIAL TERMS and CONDITIONS
3.0 Term of Agreement
3.0.1 The initial term of the Agreement is anticipated to be May 2, 2012 through June 30, 2013.
3.0.2 A Professional Services Agreement, prepared by the City and signed by the City Manager, shall become the document that authorizes the work to begin, assuming the insurance requirements have been met. Each section contained herein, any addenda and the response from the successful Proposer shall also be incorporated by reference into the resulting agreement.
The City reserves the right to make changes to the Services to be provided which are within the Project. No assignment, alteration, change, or modification of the terms of the Agreement shall be valid unless made in writing and agreed to by both the City and the Consultant. The Consultant shall not commence any additional work or change the scope of the Services until authorized in writing by the City. Consultant shall make no claim for additional compensation in the absence of a prior written approval and amendment of the Agreement executed by both the Consultant and the City. The Agreement may only be amended, supplemented or modified by a written document executed by the Consultant and the City Manager.
.
3.0.3 No price escalation will be allowed during the term of the contract. If it is mutually decided to extend beyond the initial period and the Consultant requests a price increase, the Consultant shall provide sufficient written certification and documentation to substantiate the request. Documentation shall include, but not be limited to; actual materials invoices, copies of commercial price lists, provision of appropriate indices, etc which reflect said increases. The City reserves the right to accept or reject price increases, to negotiate more favorable terms or to terminate without cost, the future performance of the contract.
3.1 Agreement Forms
3.1.1 If a Proposer intends to request that the City of Cedar Rapids enter into any agreement form in connection with the award of this project, the form must be submitted with the proposal for review by the City’s legal counsel during the evaluation of proposals. If such agreement requires that payments be remitted to other than the Proposer, the Proposer shall indicate the name and address of the firm to whom Proposer would request payments to be made, and the firm’s relationship to the Proposer.
3.1.2 Proposers are advised that in the event any such agreement contradicts the City of Cedar Rapids requirements, the proposal may be rejected due to the contradiction unless Proposer indicated deletion of such clauses. If agreement form indicated a firm other than the Proposer is Consultant, vendor, or payee, the proposed Consultant, vendor or payee must also indicate concurrence with the deletion of such clauses. 3.1.3 If no agreement form is included with the proposal, no such form will be approved by
the City during the evaluation or award processes, or following award of contract. If the proposal does not indicate the proposed Consultant, vendor or payee to be a person or company other than the Proposer, (1) only the Proposer will be considered as Consultant and (2) payments will be made only to the Proposer to whom the contract is awarded.
3.1.4 The City of City Rapids will in no case agree to terms not submitted for review with proposals.
3.2 Payment Terms and Invoice Submittal
3.2.1 Payment terms for services authorized under the Agreement shall be net thirty (30) days upon receipt of an original invoice and after services are performed, inspected and accepted and all required reports received in a format acceptable to the City. 3.2.2 Invoices shall include the following information:
3.2.2(a) The services provided 3.2.2(b) The amount being invoiced
3.2.2(c) The Project Number (RFP #0312-172) and purchase order number 3.2.2(d) City department and contact name
3.2.3 All invoices, and supporting documentation shall be submitted at the intervals agreed upon:
3.2.4(a) In a pdf format via e-mail to: [email protected], or
3.2.4(b) Via US mail to: City of Cedar Rapids Finance Department, attn: AP Division, 3851 River Ridge Drive NE, Cedar Rapids, IA 52402.
3.2.4 The City may withhold payment for reasons including, but not limited to the following: unsatisfactory job performance or progress, defective work, disputed work, failure to comply with material provisions of the contract, third party claims filed or reasonable evidence that a claim will be filed or other reasonable cause.
3.3 Ownership of Documents – All reports, documents, information, presentations, and other materials prepared by the Consultant in connection with this project are the City’s sole property in which the Consultant has no proprietary or other rights or interests. All reports, documents, information, and any materials or equipment furnished to the Consultant by the City shall remain the sole property of the City and, except for the Consultant’s limited possession for the purpose of carrying out this project, shall be returned to the City at the conclusion of this project. Nothing written in this paragraph, however, will be interpreted to forbid the Consultant from retaining a single copy of information for its files.
3.4 Access to Records – The Contractor is to maintain all books, documents, papers, accounting records and other evidence pertaining to this work and to make such materials available at their respective offices at all reasonable times during the agreement period, and for five years from the date of final audit under the Agreement, for inspection and audit by any authorized representative of the State or Federal Government, and copies thereof shall be furnished, if requested.
SECTION 4 – SCOPE OF WORK/SPECIFICATIONS
4.0 Background
The Cedar Rapids Historic Preservation Commission was awarded a Certified Local Government (CLG) Grant of $11,620 from the Department of Cultural Affairs, State Historical Society of Iowa, to prepare a National Register nomination.
The B Avenue NE District in Cedar Rapids, a district of approximately 60 resources located along B Avenue NE and its cross streets between 15th and 18th Streets NE, was identified in the Historical and Architectural Survey Report developed for Cedar Rapids’ core CDBG
neighborhoods in 1995. An update to this Historical Survey completed by the 106 Group of St. Paul, MN in 2006-2007 confirmed that the area remains eligible. No consultant work related to this project has been done since 2007.
4.1 Scope of Work
The City of Cedar Rapids is seeking proposals from qualified preservation professionals who meet the Secretary of the Interior’s Professional Qualifications for architectural historian and/or historian to develop a National Register nomination for the B Avenue NE District. Due to the age of the site inventory forms on record, the project will include updating the existing site inventory forms in preparation for the nomination. Review of the area’s integrity indicates that the previous opinion of eligibility has not been jeopardized by alterations to the properties; therefore, the district nomination is the chief goal.
Consideration will also be given to whether three discrete but neighboring districts still represent the best delineation of historic resources in the area. Clusters of resources once associated with now ineligible districts are intact and abut the B Avenue District, as are clusters of individually significant resources. District boundaries in the final nomination will reflect the current distribution of intact resources in the area.
The awarded consultant shall coordinate volunteer activities, oversee the updating of site inventory forms, and prepare the National Register nomination. The Consultant shall also outline, in the form of a letter report, the proposed boundary for the district, and provide rationale for possible future preservation activities to be undertaken in the neighborhood to build upon the current work.
The consultant will train local volunteers (including some Americore Vista) who will assist with the Project. Primary volunteer activities shall include a review of site inventory forms, including updated photographs, and assisting with research. Qualified and experienced volunteers will be recruited with a public meeting that will also serve as an educational forum about the nature and impact of the district designation. The Mound View Neighborhood Association will be a partner in this project and will provide volunteer aid, outreach and oral histories as appropriate. All Project work undertaken shall meet the Secretary of the Interior’s Standards and Guidelines for Archaeology and Historic Preservation. The National Register nomination package must be complete with all required information and illustrative materials. Additional information is available at http://www.iowahistory.org/historic-preservation/national-register-of-historic-places/national-register-process.html.
All work on this Project must be completed by June 30, 2013. As required by the Certified Local Government (CLG) Grant from the Department of Cultural Affairs, State Historical Society of Iowa that was awarded to the Cedar Rapids Historic Preservation Commission to fund this Project, the Consultant shall produce and distribute the following by or before the schedule dates:
Deliverable # of
Copies Disposition Schedule
Consultant’s research design
and proposed schedule 1
Email to state project manager and CLG coordinator for review and comment
Retain hard copy locally
TBD with consultant following award Conference call with
consultant, local project manager and state
n/a To be scheduled by local project
manager
TBD with consultant following award Conduct training session for
volunteers and begin survey work
n/a To be scheduled by local project
manager TBD
Hold public meeting n/a To be scheduled by local project
manager TBD
Letter report and 5-10 sample
site inventory forms 2 sets
Mail one (1) copy to CLG coordinator
Retain one (1) copy locally
September 1, 2012
Final site inventory forms 2 Mail one (1) set to CLG coordinator
Retain one (1) set locally November 12, 2012
Draft National Register
nomination 4
Mail to the National Register Coordinator Beth Foster Hill for review and comment
November 12, 2012 Revised Draft of National
Register nomination 4
Mail to the National Register Coordinator Beth Foster Hill for review and comment
March 14, 2013 Revised Draft of National
Register nomination (if needed)
4
Mail to the National Register Coordinator Beth Foster Hill for forwarding to SNRC
March 28, 2013 Final nomination incorporating
the State Nominations Review Committee’s (SNRC)
comments
3
Mail to the National Register Coordinator Beth Foster Hill for review and comment
June 21, 2013
Final nomination on acid-free
paper 2
Mail to the National Register Coordinator Beth Foster Hill for approval by DSHPO
June 30, 2013 Final nomination on CD saved
in PDF format 2 CDs
Mail one (1) to the National Register Coordinator Beth Foster Hill
Retain one (1) copy locally
June 30, 2013
4.2 Silence of Specifications – Commercially accepted practices shall apply to any detail not covered in this specification and to any omission of this specification. Any omission or question of interpretation of the specification that affects the performance or integrity of the service being offered shall be addressed in writing and submitted with the Proposal.
SECTION 5 - PROPOSAL EVALUATION and AWARD
5.0 Award - Any award(s) made by the City of Cedar Rapids is subject to prior approval by the City of Cedar Rapids City Council.
5.0.1 Award shall be made to the responsible Proposer submitting the most responsive proposal which offers the greatest value to the City with regard to the criteria detailed and the specifications set forth herein. The City reserves the right to accept or reject any or all proposals; to resolicit the proposal; to award proposals item-by-item, by groups or lump sum; and to waive technicalities and formalities where is it deemed advisable in protection of the best interests of the City.
5.0.2 If the evaluation team determines that the project should be awarded, the process shall be as follows:
5.0.2(a) The evaluation team shall determine which Proposer has submitted the most responsive and responsible proposal.
5.0.2(b) For projects equal to or greater than $25,000, the City Council shall consider a resolution awarding the contract and authorizing the City Manager to sign the Agreement on behalf of the City. Note, as provided for by Section 4.03 of the Cedar Rapids Municipal Code, no Agreement shall be deemed to be created and exist, unless and until the City Council adopts a resolution awarding the project and authorizing the City Manager to sign the Agreement.
5.0.2(c) The City Manager executes the Agreement.
5.0.2(d) The City issues a purchase order to the Consultant. The purchase order shall constitute authorization for the Consultant to commence the work. 5.0.3 If the evaluation team determines that all the proposals received shall be rejected, the
Proposers shall be notified by the Purchasing Services Division accordingly. At that point, the City may, or may not, re-solicit the project.
5.1 Proposal Evaluation Criteria - In general, the proposals will be evaluated based on, but not limited to, the general evaluation criteria stated below and the completeness, clarity and content of the proposal.
5.1.1 Qualifications and Experience
5.1.1(a) Relevant experience of key personnel, including assigned Project Manager 5.1.1(b) Feedback from references, including performance on other city projects 5.1.1(c) Knowledge, experience and demonstrated success with providing similar
products/services
5.1.1(d) Financial responsibility/stability 5.1.2 Cost Effectiveness
5.1.3 Company Responsiveness to RFP
5.1.3(a) Total scope of services proposed
5.1.3(b) Demonstrated understanding of the project 5.1.3(c) Proposed timeline and work plan
5.1.3(d) Reponses to overall proposal and compliance with submission guidelines 5.1.3(e) Proposal presentation (completeness, organization, appearance, etc.) 5.3 The City of Cedar Rapids reserves the right to use both primary and secondary suppliers or to
5.4 The Company must not have any unresolved performance issues with the City of Cedar Rapids. The Company’s performance as a prime Consultant or subcontractor in previous City contracts shall be taken into account when evaluating the Company’s submittal for this Request for Proposal. The City may survey other local agencies during the proposal evaluation period to make sure the Company does not have any unresolved or unsatisfactory performance issues. The City reserves the right to reject the Company’s submittal based on its assessment of the Company’s prior performance.
5.5 Financial terms will not be the sole determining factor in the award. To determine the award the City will use a proposal evaluation method that will enable them to award a contract to the Proposer offering services and experience that represents the best overall value to the City. 5.6 Proposal Evaluation Procedures - Proposals will be evaluated individually by a proposal
evaluation team (hereinafter referred to as Team) using the Proposal Evaluation Criteria as listed above.
5.6.1 Team members will evaluate each proposal based on their experience and judgment of how well the proposal addresses the City’s requirements. Each prospective company is assured that any proposal submitted will be evaluated independently using the best available information and without any forgone conclusions.
5.6.2 Consideration will also be given to written clarification provided during the evaluation process and input from staff or other persons judged to have useful expertise that should be considered in a responsible, fair assessment of the relative merits of each proposal.
5.6.3 The team may arrange demonstrations and/or conference calls with representatives of the companies whose proposals are deemed to be within the "competitive range." The purpose shall be the clarification of any aspect of the proposal that is deemed to have a material bearing on arriving at a fair determination of which proposal offers the best overall value.
5.6.3(a) If presentations and/or conference calls have been conducted, representatives for each proposal deemed to be within the competitive range will be given a written clarification of any aspect of the solicitation that was requested by one or more evaluators. Clarifications may also be issued if an evaluation team member regards such as being necessary to make a fair and reasonable determination of the proposal to accept. In addition, each Proposer deemed to be within the competitive range may be invited to submit a "best and final offer" if such seems appropriate under the clarifications issued to the provisions and specifications of this solicitation. Please note that guidance would also permit procurement participants to determine that only one proposal is within the "competitive range." If such were to be determined, the procurement administrator would then enter into negotiations with the Proposer offering the greatest value proposal in efforts to arrive at a purchase price that is deemed fair and reasonable based on price or cost analysis.
SECTION 6 – PROPOSAL FORMAT and SUBMITTAL INSTRUCTIONS
6.0 Financial Proposal
The cash value provided by the CLG Grant for this project is $11,620. All proposals shall provide for the completion of work outlined in the grant project’s “Scope of Work”, “Deliverables”, and “Schedule” respectively, attached hereto (Attachment A) and incorporated herein by reference.
The amount of $11,620 allocated by the grant shall be an all-inclusive firm fixed price for the completed project. The proposed compensation schedule for the project shall be provided on the Proposal Cost Summary Form (Attachment C). This form shall be inserted in Section 9 of the submitted proposal.
6.1 Non-Financial Proposal
6.1.1 In order to facilitate the analysis of responses to this RFP, Consultants are required to prepare their proposals in accordance with the instructions outlined in this section. Consultants whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the City of Cedar Rapids. 6.1.2 Proposals shall be prepared as simply as possible and provide a straightforward,
concise description of the Consultant’s capabilities to satisfy the requirements of the RFP. Expensive bindings, color displays, promotional materials, etc., are not necessary or desired. Emphasis shall be concentrated on accuracy, completeness, and clarity of content.
6.1.2(a) Each of the ten (10) sections listed below shall be tabbed and labeled. 6.1.2(b) Each page shall be numbered on the bottom right hand corner. 6.1.2(c) Submit one (1) original proposal and three (3) copies.
6.1.2(d) The proposal shall be organized as follows: Proposal Section Title
1. Cover letter
2. Executive summary
3. Company background
4. Company prior experience
5. Responses to scope of services
6. Sample report documents
7. Certificate of Insurance
8. General Company Information Form
9. Proposal Cost Summary Form
10. Proposal Signature Page Form
6.1.3 Tab 1 - The Consultant shall provide a Cover Letter on corporate letterhead, signed by an authorized representative of the company. The Consultant’s name, address, and signature shall be clear and legible.
6.1.4 Tab 2 - Consultants shall provide an Executive Summary which will be limited to a brief narrative highlighting the Consultant’s proposal. The Executive Summary should not include cost quotations.
6.1.5 Tab 3 - Consultants shall provide information about their company so the City of Cedar Rapids can evaluate the Consultant’s stability and ability to support the commitments set forth in the RFP. The City of Cedar Rapids, at its option, may require a Consultant to provide additional documentation and/or clarify requested information.
6.1.5(a) Brief description of the company including past history, present status, future plans, etc.
6.1.5(b) Company size and organization
6.1.6 Tab 4 - Consultants shall provide information about the organization and the individuals assigned to perform the work.
6.1.6(a) Location and description of company office designated to perform services requested in the RFP.
6.1.6(b) Indicate the number of people by level located within the office that will be assigned to this contract and the organization of the office.
6.1.6(c) Provide the name of the principal or project manager in your firm who will have direct and continued responsibility for the services provided to the City. This person will serve as the firm’s first point-of-contact on all matters dealing with services and the handling of day-to-day activities through the duration of the project.
6.1.6(d) Describe the professional experience of each individual proposed to be assigned to this project and provide a detailed listing of the projects they have worked on for other clients.
6.1.7 Tab 5 - Consultants shall provide an outline for project management and task implementation. The work plan must detail the firm’s services to be performed and a schedule the firm proposes for completing the project. Please note that timely completion of this project is critical.
6.1.8 Tab 6 - Provide draft sample documents of each type of report that will be submitted for this project. (See Scope of Work on pages 8 and 9 for types of reports required)
6.1.9 Tab 7 – Certificate of Insurance – Requirements listed on pages 15 and 16 6.1.10 Tab 8 – General Company Information Form (Attachment B)
6.1.11 Tab 9 – Proposal Cost Summary Form (Attachment C) 6.1.12 Tab 10 – Proposal Signature Page (Page 14)
6.1.13 All offers and other work products submitted in response to this Solicitation shall become the property of the City of Cedar Rapids.
SECTION 7 – PROPOSAL SIGNATURE PAGE
The undersigned Proposer, having examined these documents and having full knowledge of the condition under which the work described herein must be performed, hereby proposes that she/he will fulfill the obligations contained herein in accordance with all instructions, terms, conditions, and specifications set forth; and that she/he will furnish all required products/services and pay all incidental costs in strict conformity with these documents, for the stated prices as payment in full.
Submitting Firm: Address:
City: County: State: Zip:
Authorized Representative (print): Title:
Authorized Signature:
Date: E-mail:
Phone # ( ) Fax # ( )
Iowa Department of Labor Registration Number or Federal ID Number FIRM PRICING
Offered pricing shall remain firm for a minimum of 60 days after the due date of this solicitation unless indicated otherwise. Accepted pricing shall remain firm for the duration of the contract.
PIGGYBACK PROCUREMENT METHOD
If you are the successful proposer, will you consider extending the pricing to other City of Cedar Rapids departments and to other governmental entities as described in the General Terms and Conditions (located at the back of this document)? Your response will not be considered as an evaluation factor in awarding this bid/proposal.
Yes No
ADDENDA {It is Proposer’s responsibility to check for issuance of any addenda} The above-signed hereby acknowledges receipt of the following addenda:
Addenda Number: Date: Addenda Number: Date:
Addenda Number: Date: Addenda Number: Date:
Addenda Number: Date: Addenda Number: Date:
PAYMENT METHOD
Do you accept a credit card for payment of purchases? Yes No
QUICK PAY DISCOUNT
If you provide a discount for quick payment, please state the discount and terms: % days
SECTION 8 - INSURANCE REQUIREMENTS Section I – Insurance Requirements
Consultant, at its own expense, shall procure and maintain during the life of this Agreement/Contract, the following insurance so as to cover all risk which shall arise directly or indirectly from Consultant’s obligations and activities.
1. Workers Compensation and Employers Liability Insurance, meeting the requirements of the Iowa
Workers Compensation Statutes, as applicable. The coverage limits shall include $500,000 each accident for Bodily Injury by Accident, $500,000 each employee for Bodily Injury by Disease, and $500,000 policy limit for Bodily Injury by Disease.
2. General Liability Insurance with limits of at least $1,000,000 on a per occurrence basis and/or
aggregate combined single limit, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: Premises and Operations, Products and Completed Operations, Personal and Advertising Injury, Independent Contractors Coverage and Contractual Liability.
3. Automobile Liability Insurance with a combined single limit of at least $1,000,000 per occurrence for
bodily injury and property damage. Coverage shall include all owned, hired, and non-owned motor vehicles used in the performance of this contract by the Consultant or its employees.
4. Professional Liability Insurance with limits of at least $1,000,000 per occurrence covering all work
performed by the Consultant, its employees, subcontractors, or independent contractors. If this coverage is written on a claims made policy form, the certificate of insurance must clearly state coverage is claims made and coverage must remain in effect for at least two years after final payment with the Consultant continuing to furnish the City certificates of insurance.
5. Endorsements Required:
1. Additional Insured Endorsement: Except for Workers’ Compensation and Professional Liability,
the policies shall include the City Additional Insured Endorsement of: The City of Cedar Rapids, Iowa, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees, and volunteers, are included as additional insureds with respect to liability arising out of the Insured’s work and/or Services performed for the City of Cedar Rapids, Iowa. This coverage shall be primary to the additional insureds, and not contributing with any other insurance or similar protection available to the additional insureds, whether available coverage be primary, contributing, or excess.
2. Governmental Immunities Endorsement:
1. Non-waiver of Government Immunity The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Cedar Rapids, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Cedar Rapids, Iowa under Code of Iowa Section 670.4 as it now exists and as It may be amended from time to time.
2. Claims Coverage The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as may be amended from time to time.
3. Assertion of Government Immunity The City of Cedar Rapids, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. Nothing contained in this endorsement shall prevent the carrier from asserting the defense of governmental immunity on behalf of the City of Cedar Rapids, Iowa.
5. No Other Change in Policy The insurance carrier and the City of Cedar Rapids, Iowa agree that the above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy.
3. Cancellation and Material Changes Endorsement
Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction in insurance coverage and/or limits and ten (10) days written notice of non-payment of premium shall be sent to:
City of Cedar Rapids
Purchasing Services Division 3851 River Ridge Dr. N.E. Cedar Rapids IA 52402
This endorsement supersedes the standard cancellation statement on the Certificate of Insurance to which this endorsement is attached.
Section II – Conditions of Contract
1. The Consultant is required to purchase and maintain insurance coverage to protect the Consultant and City of Cedar Rapids throughout the duration of this Agreement/Contract as enumerated above in the minimum limits above written and the requirement shall be a part of this Agreement/Contract. Failure on the part of the Consultant to maintain this insurance in full effect will be treated as a failure on the part of the Consultant to comply with these requirements and be considered sufficient cause to suspend the work, withhold payment(s), and/or be disqualified in the future.
2. The insurance policies shall be issued by insurers authorized to do business in the State of Iowa and currently having an A.M. Best Rating of “B+” or better. All policies shall be occurrence form. If Professional Liability coverage is written on a claims made policy form, the certificate of insurance must clearly state coverage is claims made and coverage must remain in effect for at least two years after final payment with the Consultant continuing to furnish the City certificates of insurance.
3. The Consultant shall be responsible for deductibles and self-insured retentions in the Consultant’s
insurance policies.
4. The Consultant is required to give the City notice of any change in coverage, specifically, any reduction in coverage and cancellation of coverage no less than thirty (30) days prior to the effective date of any non-renewal or cancellation of any policies required by this Agreement/Contract.
5. The City intends to be an Additional Insured with coverage being primary and not contributing with any other insurance or similar protection available to the City whether any other coverage is primary, contributing or excess.
6. In the case of any work sublet, the Consultant shall require subcontractors and independent contractors working under the direction of either the Consultant or a subcontractor to carry and maintain the same workers compensation and liability insurance required of the Consultant.
Section III – Contract Approval
A Certificate of Insurance is required evidencing all required insurance coverage as provided above with any required endorsements attached so as to evidence their inclusion in the coverage. The Certificate of Insurance is due before the Agreement can be approved. The following format is required:
1. List Architectural Historian for National Register Nomination, Project #0412-198 as the scope of services the certificate covers in the Description of Operations section.
2. The following address must appear in the Certificate Holder section: City of Cedar Rapids
Purchasing Services Division 3851 River Ridge Dr. N.E. Cedar Rapids IA 52402
3. The Producer’s contact person’s name, phone number and e-mail address is required.
4. Endorsements, as required in Section I, shall be included with the Certificate of Insurance to evidence that the policy has been endorsed.
SECTION 9 - GENERAL TERMS AND CONDITIONS
1. LANGUAGE, WORDS USED INTERCHANGEABLY - The word City refers to the Coty of Cedar Rapids, Iowa throughout this document. Similarly, Proposer, Contractor, Consultant, Vendor, Supplier refers to the person or company submitting an offer to sell its goods or services to the City.
2. PROPOSAL RESULTS AVAILABILITY - Proposals will be evaluated promptly after opening. NO PROPOSAL RESULTS WILL BE GIVEN OVER THE TELEPHONE. After award, notification will be sent to all companies who submitted a proposal. No Proposal may be withdrawn for a period of sixty (60) calendar days after the Proposal Opening date.
3. PROPOSER QUALIFICATIONS - No Proposal shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the City upon debt or contract, that is a defaulter, as surety or otherwise, upon any obligation to the City, or that is deemed irresponsible or unreliable by the City. If requested, Proposers shall be required to submit satisfactory evidence that they have a practical knowledge of the particular goods/services proposed and that they have the necessary financial resources to provide the proposed goods/services as described in this Proposal document.
4. PROPOSAL FORM - Each Proposer must submit an original Proposal and additional copies as required on the forms attached. The Proposer shall sign his/her Proposal correctly, and the Proposal may be rejected if it shows any omissions, alterations of the form, additions not called for in the Proposal, or any irregularities of any kind. In case of a discrepancy between the unit price and the extended price, the unit price shall prevail.
5. SPECIFICATION DEVIATIONS BY THE PROPOSER - Any deviation from the specifications MUST be noted in detail, and submitted in writing on the Proposal Form. Completed specifications should be attached for any substitutions offered, or when amplifications are desirable or necessary. The absence of the specification deviation statement and accompanying specifications will hold the Proposer strictly accountable to the specifications as written herein. Failure to submit this document of specification deviation, if applicable, shall be grounds for rejection of the item when offered for delivery. If specific ations or descriptive papers are submitted with Proposals, the Proposer’s name should be clearly shown on each document.
6. PROPOSER REPRESENTATION - Each Proposer must sign the Proposal with his/her usual signature and shall give his/her full business address on the form provided in this Proposal.
7. COLLUSIVE PROPOSAL - The Proposer certifies that the proposal submitted by said Proposer is done so without any previous understanding, agreement or connection with any person, firm, or corporation making a proposal for the same contract, without prior knowledge of competitive prices, and it is, in all respects, fair, without outside control, collusion, fraud or otherwise illegal action.
8. BROCHURES - Proposals shall include adequate brochures, latest printed specifications and advertising literature, describing the product offered in such fashion as to permit ready comparison with our specifications on an item-by-item basis where applicable.
9. SPECIFICATION CHANGES, ADDITIONS AND DELETIONS - All changes in Proposal documents shall be through written addendum and furnished to all Proposers. Verbal information obtained otherwise will NOT be considered in awarding of Proposals.
10. PROPOSAL CHANGES - Proposals, amendments thereto, or withdrawal requests received after the time advertised for Proposal Opening, will be void regardless of when they were mailed.
11. INDEMNIFICATION - The Contractor shall, and hereby agrees to, protect, defend, indemnify and hold harmless the City of Cedar Rapids, its officers and employees and, the State of Iowa, their agencies and agents from any and all claims, settlements, judgments, and damages of every kind and nature made, to include all costs associated with the investigation and defense of any claim, rendered or incurred by or on behalf of the City, its officers, and employees, that may arise, occur, or grow out of any errors, omissions, or negligent acts, done by the Contractor, its employees, Subcontractors or any independent Consultants working under the direction of either the Contractor or Subcontractor in the performance of this Agreement. 12. ACCELERATED PAY DISCOUNTS - Accelerated discounts should be so stated on the Signature Page. If quick pay discounts
are offered, the City reserves the right to include that discount as part of the award criteria. Prices proposed must, however, be based upon payment in net thirty (30) days after receipt, inspection and acceptance. In all cases, quick pay discounts will be calculated from the date of the invoice or the date of acceptance, whichever is later.
13. AVAILABILITY OF FUNDS - Purchases under this contract beyond the end of the current fiscal year are contingent upon the appropriation of funds for such purposes during the ensuing fiscal year(s).
the Cedar Rapids metro area. The City is not an agent of, partner to, or representative of these entities and is not obligated or liable for any action or debts that may arise out of such piggyback procurements. Each entity will issue its own purchase order and be responsible for its own payments.
16. PROPOSAL CURRENCY/LANGUAGE - All proposal prices shall be shown in US Dollars ($). All prices must remain firm for the duration of the contract regardless of the exchange rate. All proposal responses must be submitted in English.
17. PAYMENTS - Payments will be made for all goods/services delivered, inspected and accepted net 30 days after receipt of an acceptable original invoice.
18. MODIFICATION, ADDENDA AND INTERPRETATIONS - Any apparent inconsistencies, or any matter requiring explanation or interpretation, must be inquired into by the Proposer in writing prior to the deadline set for questions. Any and all such interpretations or modifications will be responded to in the form of written addenda. All addenda shall become part of the contract documents and shall be acknowledged and dated on the Signature Page.
19. LAWS AND REGULATIONS - The Agreement shall be governed, interpreted and enforced in accordance with all applicable federal, State of Iowa, and local laws, ordinances, licenses and regulations of a governmental body having jurisdiction and shall apply to the Agreement throughout, as the case may be.
20. SUBCONTRACTING - No portion of this Proposal may be subcontracted without the prior written approval by the City.
21. ELECTRONIC PROPOSAL SUBMITTAL - Proposal submittals sent by electronic devices (e.g. facsimile machines, e-mail) are not acceptable and will be rejected upon receipt. Proposing firms will be expected to allow adequate time for delivery of their bid either by airfreight, postal service, or other means.
22. MISCELLANEOUS - The City reserves the right to reject any and all proposals or parts thereof. The City reserves the right to inspect Proposer’s facilities prior to the award of this proposal. The City reserves the right to negotiate optional items with the successful Proposer.
23. MODIFICATION OF AGREEMENT - No modification of the agreement shall be binding unless made in writing and signed by the City Manager in the form of a written amendment.
24. OVERSHIPMENTS, UNDERSHIPMENTS - Goods shipped in excess of quantity ordered may be returned at Proposer’s expense. Similarly, when under-shipments are received, the City reserves the right to leave the purchase order/contract open until goods/services are received, or to close the transaction if more cost effective for the City.
25. CANCELLATION - Either party may cancel the award in the event that a petition, either voluntary or involuntary, is filed to declare the other party bankrupt or insolvent or in the event that such party makes an assignment for the benefit of creditors. 26. PATENT GUARANTEE - Proposer shall, with respect to any device or composition of Proposer’s design or Proposer’s
standard manufacture, indemnify and hold harmless the City, its employees, officers, and agents, from costs and damage as finally determined by any court of competent jurisdiction for infringement of any United States Letters Patent, by reason of the sale of normal use of such device or composition, provided that Proposer is promptly notified of all such actual or potential infringement suits, and is given an opportunity to participate in the defense thereof by the City.
27. TERMINATION OF AWARD FOR CAUSE - If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner its obligations or if the Contractor shall violate any of the covenants, agreements or stipulations of the award, the City shall thereupon have the right to terminate the award by giving written notice to the Contractor of such termination and specifying the effective date of termination. In that event, and as of the time notice is given by the City, all finished or unfinished goods/services, reports or other materials prepared by the Contractor shall, at the option of the City, become its property, and the Contractor shall be entitled to receive compensation for any satisfactory work completed, prepared documents or materials as furnished. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damage sustained by the City by virtue of breach of the award by the Contractor and the City may withhold any payments to the Contractor for the purpose of set off until such time as the exact amount of damages due the City from the Contractor is determined.
28. TERMINATION OF AWARD FOR CONVENIENCE - The City may terminate the Agreement at any time by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least thirty (30) calendar days before the effective date of such termination. In that event, all finished or unfinished goods/services, reports, materials(s) prepared or furnished by the Contractor under the Agreement shall, at the option of the City, become its property. If the Agreement is terminated by the City as provided herein, the Contractor shall be paid for all goods/services which have been authorized, provided, and approved up to the effective date of termination. The City will not be subject to any termination fees from the Contractor.
29. FORCE MAJEURE - Force majeure shall be any of the following events: acts of God or the public enemy; compliance with any order, rule, regulation, decree, or request of any governmental authority or agency or person purporting to act therefore; acts of war, public disorder, rebellion, terrorism, or sabotage; floods, hurricanes, or other storms; strikes or labor disputes; or any other cause, whether or not of the class or kind specifically named or referred to herein, not within the reasonable control of the Party affected. A delay in or failure of performance of either Party shall not constitute a default hereunder nor be the basis for, or give rise to, any claim for damages, if and to the extent such delay or failure is caused by force majeure. The Party who is prevented from performing by force majeure shall be obligated, within a period not to exceed fourteen (14) days after the occurrence or detection of any such event, to give notice to the other Party setting forth in reasonable detail the nature thereof and the anticipated extent of the delay, and shall remedy such cause as soon as reasonably possible, as mutually agreed between the Parties.
30. ASSIGNMENT - Proposer shall not assign this order or any monies to become due hereunder without the prior written consent of the City. Any assignment or attempt at assignment made without consent of the City shall be void.
31. EQUAL OPPORTUNITY - The Contractor and all Subcontractors will not discriminate against any employee or applicant for employment because of race, creed, color, sex, religion, national origin, age, marital status, families with children, sexual orientation, disability or handicap, except where age and sex are essential bona fide occupational requirements, or where disability or handicap is a bona fide occupational disqualification.
32. SPECIFIC DELIVERY SCHEDULE City holiday closures are typically New Year’s Day, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the day following, Christmas Eve and Christmas Day. Deliveries generally will not be accepted on those dates. (Please note thes e dates on your calendars for deliveries, sales calls, etc. throughout the year.)
Notice of a late delivery arrival should be made no more than twenty-four (24) hours prior to the originally scheduled time. Otherwise, the City may not be available to facilitate the receiving and the shipment will be returned to you or its originating point.
33. TIME PERIOD - Offered pricing shall remain firm for a minimum of 60 days after the due date of the Proposal unless indicated otherwise. Accepted pricing shall remain firm for the duration of the Agreement.
34. EXTENSION - Any or all of the awards made as a result of this Request for Proposal may be extended for an additional period of time if mutually agreed between the parties.
35. FREIGHT - Freight charges are to be included in the quoted price of the goods, rather than as a separate item unless otherwise noted.
36. FOB POINT - The FOB Point, In terms of loss or damage, as well as where title to the goods is passed, shall be FOB - Destination.
37. METHOD OF AWARDING - The City reserves the right to make awards based on the entire proposal or on an item by item basis. However if you offer your proposal based on an “all or none” condition, the City may consider your proposal non-responsive and reject the entire proposal.
38. TAXES - The City of Cedar Rapids is exempt from sales tax and certain other use taxes. Any charges for taxes from which the City is exempt will be deducted from invoices before payment is made.
39. PROPOSAL INFORMATION IS PUBLIC - All documents submitted with any proposal shall become public documents and subject to Iowa Code Chapter 22, which is otherwise known as the “Iowa Open Records Law”. By submitting any document to the City of Cedar Rapids in connection with a proposal, the submitting party recognizes this and waives any claim against the City of Cedar Rapids and any of its officers and employees relating to the release of any document or information submitted. Each submitting party shall hold the City of Cedar Rapids and its officers and employees harmless from any claims arising from the release of any document or information made available to the City of Cedar Rapids arising from any proposal opportunity. 40. NO GIFT STANDARD - The City of Cedar Rapids is committed to upholding the highest ethical standards in all of our business
practices. This standard recognizes the need to avoid even the perception of improper gifts or favors to employees. Therefore, we have asked all vendors to abide by our “No Gift” standard. The “No Gift” standard also applies to all offers of discounts or free items at any place of business targeted toward a City employee and not available to the general public, regardless of th e value.
41. SUSPENSIONS AND DEBARMENT - The Contractor certifies pursuant to 48 CFR Part 9 that neither it nor its principles are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this Contract by any federal agency. The Contractor certifies that it is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in any contracts with the City of Cedar Rapids or the State of Iowa.
