The City of Roanoke is seeking the services of a conservator to repair, clean, and develop a maintenance plan for the Roanoke Valley War Memorial, located at Lee Plaza in front of 215 Church Avenue, Roanoke, Virginia 24011. The ongoing maintenance plan is to be performed by City Staff.
The Roanoke Arts Commission hired Fine Arts Conservation of Virginia in 2011 to complete a survey and assessment of the Roanoke Valley War Memorial and other items. The report was provided to the City is March of 2012, and listed the Roanoke Valley War Memorial as a Priority One object, meaning there is major active deterioration. Relevant excerpts from that report are provided herein as Attachment A.
Sealed proposals are solicited to establish a nonexclusive contract with a qualified Consultant to provide conservator and cleaning services and associated work, and will result in the issuance of a Purchase Order. There is no guarantee of any minimum amount of services that may be requested by the City, and no services may be requested, all in the sole discretion of the City.
Specifically, the City of Roanoke is seeking conservation treatment as proscribed in the conservator’s report (Attachment A), development of an ongoing maintenance plan, and training of City staff to maintain the integrity of the work.
Services/Deliverables:
All services described herein must be completed by no later than November 1, 2015.
Enclosed with the RFP is a copy of the City’s Purchase Order Terms and Conditions, including Special Terms and Conditions, Attachment B to RFP 15-06-07. Attachment B contains Terms and Conditions that the City plans to include in any Purchase Order that may be awarded, but such Terms and Conditions may be added to, deleted, or modified as may be agreed to between the City and the Successful Offeror. However, if an Offeror has any objections to any of the Terms or Conditions set forth in the Attachment or any changes or additions thereto to which the Offeror takes exception, the Offer should set forth such objections, changes, or additions in its proposal. Otherwise, submission of a bid by a Offeror will obligate such Offeror, if it is the Successful Offeror, to enter into a Purchase Order containing the same or substantially similar Terms and Conditions as contained in such Attachment, and to comply with such Terms and Conditions.
Please review the document carefully. The insurance requirements provided for in the Purchase Order must be provided by the Successful Offeror before any work is performed. The required Insurance Requirements for this Project are set forth in Attachment C.
Offeror shall also provide with its proposal its plan for proper disposal of all wash/waste water. The City requires 100% control and containment of all wash/wastewater and lawful disposal via sanitary sewer. In its plan, the Offer shall provide specific details as to how they will meet those requirements. Offeror are encouraged to use drawings, product references and other “tools” to help articulate its plan for disposal.
All responses to this request for proposal shall be submitted on or before 2:00 p.m. on February 27, 2015, to the address listed below:
City of Roanoke
Noel C. Taylor Municipal Building
Purchasing Division, Room 202
215 Church Ave. S.W., Roanoke, VA 24011
Ref: RFP # 15-06-07, War Memorial Conservation
Attn: Monica Cole, Senior Buyer
Your Proposal, one (1) original and three (3) copies, appropriately signed by an authorized representative of your firm, must be submitted in a sealed envelope or package. The notation “War Memorial Conservation”, RFP # 15-06-07 and the opening time and date must be clearly marked on the front of that sealed envelope or package. Proposals received after the specified date and time will not be accepted.
The City reserves the right to reject or cancel any or all proposals, to waive any informalities in any proposal, to award any whole or part of a proposal, and to award to the Offeror whose proposal is, at the sole discretion of the City of Roanoke, determined to be in the best interest of the City.
Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. Major criteria to be considered in the evaluation may include, but shall not necessarily be limited to, the items referred to above and those set forth below.
1. The background, education, and experience of the Offeror in providing similar services or items elsewhere, including the level of experience in working with municipalities and the quality of services performed or items supplied.
2. Reasonable/competitiveness of proposed fee and/or benefits to the City, although the City is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The City reserves the right to negotiate fees and/or benefits to the City with selected Offeror.
3. The Offeror’s responsiveness and compliance with the RFP requirements and conditions.
4. Determination that the selected Offeror has no contractual relationships which would result in a conflict of interest with City’s contract.
5. The Offeror’s ability, capacity and skill to fully and satisfactorily provide the services or items required in this RFP.
6. The quality of Offeror’s performance in comparable and/or similar projects.
7. Whether the Offeror can provide the services and/or items in a prompt and timely fashion.
Proposal evaluation and award will be accomplished in accordance with this Request for Proposal and Sections 23.2-1, et. seq. of the Code of the City of Roanoke, Virginia. General and/or technical questions regarding the Scope of Services and/or items required or procurement questions under this RFP may be directed to Monica Cole, Senior Buyer, at (540) 853-2871 or emailed to monica.cole@roanokeva.gov.