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BRANDY STATION FOUNDATION

 

REQUEST FOR PROPOSALS
 

FOR
 

 ARCHITECTURAL REPORT FOR THE

HISTORIC GRAFFITI HOUSE

 

July 24, 2007

 

  

P. O. Box 165

19484 Brandy Road

Brandy Station, Virginia 22701

 


 

PURPOSE

 

The Brandy Station Foundation (the Foundation) hereby solicits proposals for professional engineering consulting services.  These services will assist the Foundation in performing an architectural analysis and report of the historic building c. 1858 Graffiti House, located at 19484 Brandy Road, Brandy Station, Virginia, 22714. The analysis shall be sufficient to serve as the basis for the Foundation to apply for grants from private and governmental agencies and provide for the planned conversion of the property into a Civil War Museum and Interpretive Center. 

 

BACKGROUND

 

The Graffiti House is owned by the Brandy Station Foundation, is open to the public for visitation and serves as the visitor center for the Brandy Station battlefield. The property is significant for the inscriptions placed on the interior walls of the house during the Civil War.   The house was most likely used as a field hospital following the June 9th, 1863 Battle of Brandy Station. Later that year, it served as a Federal administrative office during the Winter Encampment. The house is unique by virtue of containing both Confederate & Union graffiti. It is listed in the Virginia Landmarks Register and National Register of Historic Places.

 

Documentation conducted since the graffiti was first discovered in1992, include an early video tape of the structure and graffiti, research conducted for the National Register nomination by Ashley Neville and graffiti-related historical research and ownership history research by Brandy Station Foundation volunteers.

 

The Brandy Station Foundation does not discriminate on the basis of race, religion, color, sex, national origin, age, or disability, or against faith-based organizations as defined under the Virginia Public Procurement Act on the basis of such organization's religious or charitable character. Reasonable accommodations will be provided to person with disabilities, if required.

 

There is no expressed or implied obligation for the Foundation to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

 

An evaluation team, selected by the Foundation, will evaluate proposals submitted. During the evaluation process, the evaluation team and the Foundation reserves the right, where it may serve the Foundation’s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions.  At the discretion of the Foundation or the evaluation team, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

 

The Foundation reserves the right to retain all proposals submitted and to use any ideas in a proposal, which are not designated proprietary, regardless of whether that proposal is selected.  Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals, unless clearly and specifically noted in the contract between the Foundation and the firm selected.

 

SCOPE OF WORK

 

To complete the analysis the selected offeror must perform the following tasks:

 

I.          Furnish all labor and resources to prepare and produce an Architectural Analysis and Report. This report must include an exterior survey of the current conditions of the foundation, all four sides of the house, the roof and an interior room by room survey.

 

II.         Describe initial construction and subsequent alterations in a room-by-room inspection, document the performance and condition of architectural materials.

 

III.         Describe existing mechanical, electrical, plumbing, and structural systems; analyze structural stability giving consideration to effects of the vibrations caused by trains passing on the nearby railroad line.

 

IV.        Recommend appropriate treatment for restoration and use of the first floor as a public historic site and battlefield information center including code appropriate treatment for preservation and use as a public historic site (including code requirements, fire systems, security, and ADA requirements).

 

V.         Recommend appropriate treatment for the preservation of the second floor graffiti rooms including code appropriate treatment for preservation and use as a public historic site (including code requirements, fire systems, security and ADA requirements).

 

VI.        Provide estimated construction costs with alternatives.  

 

VII.       Three draft copies and one CD (compact disc) of the report are required by the Brandy Station Foundation for the purpose of review and comments. After responding to the (BSF) Brandy Station Foundation Board of Directors comments, fifteen final copies shall be submitted with original photographs, including the Foundation comments, including five (5) copies in an archival stable format and one CD (compact disc).

 

PRE-PROPOSAL CONFERENCE

 

An optional pre-proposal conference will be held at the Graffiti House on August 8, 2007 at 2:00 PM. Interested Consultants may attend in order to gain a more complete understanding of the task.  

  

INQUIRIES: All inquiries regarding this Request for Proposal should be directed to:   

 

                        Mrs. Della Edrington

                        Brandy Station Foundation

                        P.O. Box 165

                        Brandy Station, VA 2271

 

                        Email: graffitihouse@brandystationfoundation.com

                        Web Site: www.brandystationfoundation.com

 

It is the offerors responsibility to seek clarification for any information contained in this Request for Proposal, which is not fully understood by the offeror, by submitting an email to the above address.

 

Any addenda to the RFP will be issued in writing and posted on the Foundation web site.   It shall be the offerors responsibility to seek any addenda’s to this Request for Proposal, if any, at the Foundation web site.

 

PROPOSAL SUBMISSION

 

All proposals must be received by 2:00 P.M., Friday, August 17, 2007.  One (1) original and three (3) copies of the proposal must be mailed or hand delivered to:             

Culpeper County Department of Procurement

            101 S. West Street

            Suite 300

            Culpeper, VA 22701

                                   

All proposals must be submitted in a sealed envelope marked: “ARCHITECTURAL REPORT FOR THE HISTORIC GRAFFITI HOUSE”. 

 

The Foundation reserves the right to reject any or all proposals or waive any requirements or technicalities, it if is in the best interests of the Foundation to do so.  Timely submission of the proposal is solely the responsibility of the offeror. Submissions received after the specified time will be rejected.  The envelope or package shall indicate the name of the offeror, proposal opening date, and time.  The time and date of receipt shall be indicated on the envelope or package by the Culpeper County Department of Procurement. Submissions received in the Office after the time and date specified in this Request for Proposals will not be opened or considered. Submissions not submitted in the number of copies requested are subject to immediate rejection.  Facsimile transmissions of proposals will not be accepted.

 

ADDENDA: An offeror who requests clarification or interpretation of or improvements to this RFP’s general terms, conditions, specifications or requirements shall make a written request, which must be received by Foundation at least seven calendar days prior to the date set for the receipt of proposals.

           

CONSULTANT QUALIFICATIONS/SELECTION CRITERIA

 

The following criteria, in descending order of importance shall be used for contractor selection.

 

1.   Consultant shall have been engaged in historic architecture, engineering and architectural conservation consulting for a minimum of ten (10) years. Individuals with experience executing a restoration project are preferred.

 

2.   Consultants shall have to demonstrate experience in architectural styles, materials and building conservation techniques, including mid -19th century farmhouses.

 

3.   Consultants shall have to demonstrate experience in restoration cost estimates and needs analysis for public historic sites.

 

4.   Consultants shall have to demonstrate experience in writing Architectural Reports on historic structures.

 

5.   Consultants shall provide at least three (3) references involving historic structures from within the past ten years, including the clients name, contact person, telephone number, a brief description of the work performed and dates performed.

 

PROPOSAL REQUIREMENTS

 

I.          To allow a consistent evaluation process, proposals must be bound in one volume or in a three‑ring binder and a Compact Disc copy also provided.

 

II.         Mark any page which contains proprietary information with this statement: “The material on this page contains proprietary material and may not be released publicly or to any third party without the expressed written consent of offeror.”

 

III.        To be compliant, the following information items must be included in the proposal in the order listed:

 

A.      Letter of Interest.

 

B.      Understanding of the Project—Describe your understanding of the project.

 

C.      Examples of three (3) similar reports (will be returned)

 

D.      Work Plan

 

    1.      Explanation of methodology proposed to perform the scope of services.

    2.      Proposed project schedule indicating key milestones.

 

E.      Firm Qualifications

 

1.         A list of at least three (3) similar projects performed for clients, including the client’s name, contact person, telephone number, a brief description of the work performed, and dates performed.

2.         Firm Information

  a)      Firm name, address, and telephone number.

  b)      Primary contact person(s) and telephone number(s).

  c)      Total number of employees by discipline.

  d)      Years established

  e)      Professional liability insurance – limits and history of claims.

3.         Project Team Information

  a)       Organizational chart

  b)      Resumes of personnel proposed for project showing education, professional licenses, affiliations, and experience.

 

F.      Cost Estimate for an architectural analysis/report for Scope of Work

 

G.     Supplemental Information

 1.  Provide a statement of explanation for any exceptions taken to this   Request for Proposal.  (In every case, the Foundation will assume compliance unless proposer takes specific exception to a point.)

2.  Supply any other information not requested above that you  wish to add.

 

SELECTION PROCESS

 

The Foundation will establish a selection committee to review and evaluate all compliant

 proposals based on the requirements in this Request for Proposal. The Foundation may select

 one or more firms to make oral presentations.  Those firms making oral presentations will be

 ranked based on the following criteria, not necessarily in order of importance:

 

1)         Responsiveness to defined Scope of Services as shown by proposed Work Plan

 

2)         Minimum qualifications per specified selection criteria

 

3)         Past experience of the consultant in performing similar work

 

4)         Ability of proposer to perform the work; Capability to meet stated schedule

 

5)         Qualifications of key project personnel

 

6)         Reference evaluations

 

After proposal review and presentations, the top ranked firm will be invited to enter into detailed negotiations on the exact scope of work, schedule, and compensation.  If an agreement cannot be reached with the top ranked firm, they will be formally dismissed, and negotiations begun with the second ranked firm.  This procedure will continue until a successful negotiation is completed.

 

Once a contract has been negotiated, it will be submitted to the Brandy Station Foundation Board for approval.

 

GENERAL PROVISIONS & CONTRACT CLAUSES

 

The Brandy Station Foundation is requesting proposals from qualified consultants to perform the

 specified work under the following conditions and requirements, which shall be considered an

 essential part of these specifications.

 

a.         Incurring Costs – No costs incurred by recipients of the RFP in anticipation of receiving a contract award from the Foundation will be reimbursed by the Foundation.

 

b.         Proposal Validity/Acceptance Time – It is expected that the consultant selection process will be completed within thirty (30) days after the closing date for the receipt of proposals.  The proposal should be certified as valid for a period of at least ninety (90) days from the required submission date.  The selection is not a firm commitment to award a contract.

 

c.         Acceptance of Proposal Content – At the option of the Foundation, the contents of the successful proposal may be included as contractual obligation in applicable clauses of the contract; therefore, the Consultant must be prepared to be bound by his proposal.

 

d.         Rejection of Proposal. – The Foundation reserves the right to reject any and all proposals received by reason of this request.

 

 

PROPOSER INVESTIGATIONS

 

Before submitting a proposal, each proposer shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the Contract and to verify any representations made by the Foundation that the proposer will rely upon.  No pleas of ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will relieve the successful proposer from its obligation to comply in every detail with all provisions and requirements of the Contract documents, or will be accepted as a basis for any claim whatsoever for any monetary consideration on the part of the successful proposer.

 

QUALIFICATION OF PROPOSERS

 

Each proposer may be required, before the award of any contract, to show to the complete satisfaction of the Foundation that it has the necessary facilities, ability, and financial resources to furnish the service or material specified herein in a satisfactory manner.  The proposer may also be required to show past history and references which will enable the Foundation to be satisfied as to the offeror's qualifications.  Failure to qualify according to the foregoing requirements will justify rejection by the Foundation.

 

PROPOSAL WITHDRAWAL

 

No proposal can be withdrawn after it is filed unless the proposer makes a request in writing to the Foundation prior to the time and date set for the opening of proposals or unless the Foundation fails to award or issue a notice of intent to award a Contract within ninety (30) days after the date and time set for opening proposals.

 

INCOMPLETE DOCUMENTS

 

The proposer is responsible for having determined the completeness of the Proposal, and having notified the Foundation immediately upon discovery of an apparent error or omission of any pages, drawings, sections, or addenda, which omission from the documents was apparent from a reference or page numbering in the bidding documents.  If the proposer is selected as the ultimate Consultant, and proceeds with any activity that may be affected by an error or omission described above, of which it has not notified the Foundation the proposer / consultant will be required to perform any work described in the missing documents at no additional cost to the Foundation.

 

INSURANCE COVERAGE

 

The successful proposer will obtain insurance coverage in levels, and by such providers, as may be acceptable to, and submit proof of insurance coverage to, the project officer prior to commencement of the work.

 

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