Request for Qualifications (RFQ)

Consultant Services for Historic Preservation

BARTON LIBRARY and

JAMES JOHNSTON BOYS CLUB

City of El Dorado, Arkansas

Issued: May 15, 2024
Responses Due: June 12, 2024

Responses & Additional Questions may be addressed to:
Elizabeth Eggleston, City Preservation Officer & HDC Director
(870) 444-4880 - home
(870) 315-2308 - cell
hdc@eldoradoar.org
elizabetheggleston@sbcglobal.net
                                                                  https://www.goeldorado.com/visit/historic-districts/the-el-dorado-historic-district/


Part I. – Legal Notice
NOTICE TO HISTORIC PRESERVATION CONSULTING FIRMS REQUEST FOR QUALIFICATIONS
The City of El Dorado is seeking statements of qualifications from prospective historic preservation consulting firms or individuals to provide professional services for a survey of the historic resources of the Barton Library and the James Johnston Boys Club in El Dorado, Arkansas.

Only those firms or individuals submitting completed statements of qualifications will be considered. Interested parties may obtain a "Request for Qualifications" for this project from the Historic District Commission office, via phone or email at elizabetheggleston@sbcglobal.net, 870-315 - 2308 or 870-444-4880. Responses must be submitted on or before 3:00 pm (CDT) June 12, 2024.

The City of El Dorado supports equal opportunity, therefore minority and women owned business enterprises are encouraged to participate. The City of El Dorado is not responsible for any lost or misguided proposals. RFQ packages can be mailed to:

City of El Dorado, Arkansas
Attn: Elizabeth Eggleston
City Preservation Officer
204 N. West Avenue
El Dorado, AR 71730

NOTE: Firms shall not provide a fee schedule. Only those firms or individuals submitting letters of interest and completed proposal packages which best meet the needs of the City of El Dorado will be considered for the requested services, regardless of past contracts with the City of El Dorado.

Part II – General Information

The City of El Dorado is seeking statements of qualifications for historic preservation consultants to prepare National Register of Historic Places nomination documentation for two individual properties: BARTON LIBRARY and the JAMES JOHNSTON BOYS CLUB. The project will be funded by a Certified Local Government grant, administered by the Arkansas Historic Preservation Program (AHPP), and provided by the Historic Preservation Fund under the direction of the National Park Service.
For more information on the City of El Dorado, its history, and its preservation program, please see our recently completed City Preservation Plan, found here: https://www.goeldorado.com/visit/historic-districts/the-el-dorado-historic-district/

Part III – Scope of Work
Summary:
A complete National Register of Historic Places (NRHP) nomination form will be prepared for two buildings to be individually listed, the Barton Library and the James Johnston Boys Club Building. Prior documentation work was commenced for the Barton Library but was never completed. The contractor’s role in this case will be to complete the unfinished NRHP nomination. The James Johnston Boys Club Building nomination will by fully completed by the contractor.

Contractor’s Responsibilities:
It is required that the contractor complete a National Register of Historic Places nomination form for the historic property or properties in compliance with all applicable AHPP or National Park Service standards and guidance for nomination form completion.
The contractor will take color digital photos of the historic property in the field. In the case of a proposed historic district, representative streetscape photos will be provided by the Contractor. All photographs submitted must meet the National Park Service standards in the “National Register Photo Policy Factsheet.”
The contractor will label all photographs to be included with the completed National or Arkansas Register of Historic Places nomination according to the National Park Service instructions.
The contractor will be responsible for on-site presentation of information sufficient to fully support a recommendation for or against listing of the proposed historic district or property to the AHPP State Review Board at the earliest meeting following completion and staff approval.
Any contractor who has not submitted an accepted National Register of Historic Places form in the last five (5) years must attend a training class on completing National or Arkansas Register of Historic Places nomination forms. This one-day class, at the offices of AHPP, will train the contractor in the proper and thorough completion of National Register of Historic Places nomination forms, photography requirements, mapping, and compilation of the finished product.
The contractor will provide copies of any ancillary work product or information compiled or generated by the contractor in the course of preparing the nomination, including but not limited to property data, databases, archival research, and photographs, to AHPP on request.
The contractor will grant the City, the State of Arkansas, and the United States of America a royalty-free, non-exclusive and irrevocable license to publish, reproduce and use, and dispose of in any manner and for any purpose without limitation, and to authorize or ratify publication, reproduction or use by others, of all copyrightable material first produced or composed under this agreement by the contractor, its employees or any individual or concern specifically employed or assigned to originate and prepare such material.
The contractor must be able to comply with deadlines and provide initial and completed nominations by the dates set forth in the contract between the City and the Contractor.
The contractor will provide his or her own transportation and any equipment necessary to completion of the nomination forms and presentation to the Arkansas State Review Board.
The contractor must work outside in extreme temperatures and provide proper attire for the weather conditions.
The contractor will perform all services and provide all materials to be produced under the contract in consultation with AHPP and will meet with AHPP as necessary for successful project completion.
The contractor will provide one full-color printed final clean copy nomination and attachments, including digital photographs, and one digital copy of any nominations created to the City and three full-color printed copies of the final clean copy nomination and attachments, including digital photographs, and two digital copies of any nominations to AHPP.

Timeline:
The City will be under contract for consultant’s services for the nominations by August 2, 2024.
The consultant(s) will begin work on the nomination(s) by September 6, 2024.
A draft of the completed nomination(s) will be submitted to AHPP by December 6, 2024.
Final nomination(s) and all related documentation will be submitted to AHPP by January 3, 2025.
AHPP approved nomination(s) will be presented to the AHPP State Review Board on April 2, 2025.

Part IV. – Statement of Qualifications and Performance Data
Firms or individuals must exhibit relevant experience with this type of work and should emphasize both the experience and capability of particular personnel who will actually perform the work. In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that the qualifications and proposal packages be organized in the manner specified below. The packages should be assembled in the order listed below and utilize the headings given. Each proposal shall not exceed 20 pages. The 20-page limit does not include the Cover Letter, or the Table of Contents. Fees shall not be included with your proposal.
Cover Letter - one page
The Cover Letter shall include the name of the person(s) who will be authorized to make representations for the company, their title(s), office location, telephone number(s), and email address. The cover letter shall specifically address in a succinct manner the reasons why the firm should be selected.

Table of Contents - one page
Section 1 - Firm Overview
This section should describe the firm's overall capabilities and capacity, its core competencies, and describe what makes the firm uniquely qualified to provide the services specified.

Section 2 - Key Personnel and Organizational Chart
Provide an organization chart showing key personnel by name. List the name, title, telephone number, and primary qualifications of the team leader. This person will be the primary contact person and shall be directly involved with all phases of the project. Provide resumes for all project participants.

Section 3 - Sample Work
Provide examples of similar projects which demonstrate the firm's capability to complete the work. Include Client contact information for each project. Full narrative documents for a sample project may also be included and shall not count against the page maximum.

Section 4 - Work Schedule
Provide a work schedule detailing the firm or individuals plan to complete the work in required time frames.

PART IV- RFP EVALUATION AND REVIEW PROCEDURE

The evaluation factors and weighting points below will be used to rank responsive firm(s) or individual(s):
40 Points - Experience (Team 's capability based on similar previous projects)
40 Points - Team (Team credentials)
20 Points - Work Schedule (Ability to complete the project) 100 Points Total.

Additional considerations, associated with the factors above, that may be used to assist in the determination of the best qualified firms can include, but not be limited to, the following:
Specialized knowledge and credentials.
Respondents must meet the Secretary of the Interior 's Standards for Professional Qualifications for Architectural History.
Familiarity with area.
Firms will be scored and ranked by a selection committee. After review, the committee may elect to interview the top two ranked applicants to make a final selection. Following a final selection, the city shall enter negotiations on fee, schedule, and contract with the selected firm or individual. If negotiation is not successful, the city shall reserve the right to enter negotiations with the next highest scoring applicant. The execution of work shall be contingent upon the negotiation of a mutually acceptable performance contract, availability of funds from the AHPP, and approval of the contract by the AHPP.

Responses must be received no later than 3:00 p.m. (CSTI JUNE 12, 2024 at City Hall (Attn: Elizabeth Eggleston, Executive Director, 204 N. West Avenue, El Dorado, AR.)

Respondents shall provide five (5) sets of the statement (four printed copies and one digital copy in PDF format). The digital PDF copy file name shall include SOQ and the company name. Any responses received after this deadline will not be considered. All proposals will be kept on record during the one-year period following receipt.
The City of El Dorado encourages participation of small, minority, and women owned business, enterprises in the procurement of goods, services, professional services, and construction, either as a general contractor or sub-contractor. It is further requested that whenever possible, majority contractors who require sub-contractors, seek qualified small, minority, and woman businesses to partner with them. This project is open to all qualified historic preservation consultants regardless of race, color, religion, national origin, gender, age, military status, sexual orientation, or physical disability.