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HomeMy WebLinkAboutPackets - Historic Preservation Commission (120) APPROVED MINUTES ORO VALLEY HISTORIC PRESERVATION COMMISSION REGULAR SESSION April 16, 2009 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE I. Call to Order at 5:10 pm II. Roll Call PRESENT: Chair Bob Baughman Vice Chair Daniel Zwiener Commissioner Pat Spoerl Commissioner Valerie Pullara Commissioner Lois Nagy Commissioner Sam McClung Also Present: Salette Latas, Councilmember Paul Popelka, Assistant Planning and Zoning Director Scott Nelson, Special Projects Coordinator Phyllis Gracy, Office Assistant Chairman Baughman announced that Patrick Foley has resigned. III. Call to the Audience Councilmember Salette Latas reported on her recent trip to Washington where she met with Arizona legislators including Congresswoman Gabrielle Giffords. An appropriations book was presented to Commissioner Spoerl which includes information on Steam Pump Ranch (SPR). Congresswoman Giffords has included funding for SPR in her appropriations request. IV. Approval of Minutes: March 9, 2009 MOTION: Vice Chair Zwiener MOVED to approve the minutes from the March 9, 2009, Historic Preservation Commission meeting. Commissioner Nagy seconded the motion. Motion carried, 6=0: V. Presentations Presentation from William Doelle, PhD, President of Desert Archaeology, on recap of Honey Bee Village and artifacts display Chairman Baughman introduced William Doelle, Ph.D., President of Desert Archaeology. Dr. Doelle gave an update on the work being done at Honey Bee Village. He displayed several artifacts found at the site and described their use and importance. 1 VI. Items for discussion and possible action regarding staff report g g p a. Status of Certified Local Government application Scott Nelson, Special Projects Coordinator, has had two conversations with Bob Frankeberger, State Historic Preservation Office (SHPO) regarding the status of the Certified Local Government application. Mr. Frankeberger has contacted Washington, but they have not responded to his request. b. Status of Steam Pump Ranch designation Mr. Nelson summarized the information contained in an email sent byJerene Assistant Town Manager. Watson, • Congresswoman Giffords has requested $1 million for theg re-o enin phase of SPR. p p • James Garrison at SHPO will try to move the historic designation nomination through the process faster. • Mr. Garrison will draft a letter to Congresswoman Giffords' office, the Mayor and project. the Federal funding agency indicating SHPO's support for the roject. c. Study session schedule Paul Popelka, Assistant Planning and Zoning Director, did not have study session dates. He said he would send dates to the Commissioners on Friday, 17, 2009. Y April Chair Baughman stated the study session would be to work on Standard Operating p g Procedures for SPR and would include the Commissioners, Ainsley Legner,Le Parks and Recreation Director, Mr. Popelka, Councilmember Latas, and possibly other individuals. VII. Discussion and possible action regarding Steam Pump Ranch a. Salvage of Photographs and Documents Mr. Popelka stated some filing materials have been received and he is waiting for the remaining backordered items to be delivered. He will inform the Commissioners via email when the materials arrive. b. 35th Anniversary Celebration Commissioner Spoerl said the SPR site is being readied for the 35th Anniversary dinner on Friday, April 17, 2009, and an open house on Saturday, April 18, 2009. c. Pumphouse Chairman Baughman stated there is no money in the Poster Frost contract for the pumphouse. Mr. Nelson gave an update on the status of the Heritage Fundrant and Pima County y bond money. Under the Inter-Governmental Agreement (IGA), County bond money may be used for restoring the pumphouse. A decision needs to made regarding usingthese g g 2 funds for theum house. Other funding options were discussed including funding from p p Congresswoman Giffords' proposal and the Water Department (compensation for a well at SPR). Chairman Baughman will contact Linda Mayro at Pima County regarding a task force to meet with an adobe expert to evaluate the structure. A suggestion was made to have volunteers make adobe bricks. The structure needs to be stabilized prior to the monsoon season. d. Security Mr. Nelson said there has been no change and security for the buildings is in good shape. VIII. Discussion and possible action regarding HPC Work Plan a. Final Request for Proposal for Cultural Resources Inventory Mr. Popelka distributed the latest draft copy of the Request for Proposal (RFP). He will request that the fee schedule be submitted separately from the RFP so that the applicants can be reviewed based on qualifications. The $50,000 budget was discussed. The Commissioners will receive copies of the RFPs. Interviews will be conducted if needed. The Historic Preservation Commission (HPC) will select the consultant and forward the contract to the Town Council for approval. Mr. Popelka suggested a special session to review the RFP replies. The process needs to be completed and a consultant under contract by the end of the fiscal year, June 30, 2009. Suggested changes to the RFP: • Page 5 will be changed to read "Summary Table of Cultural Resources before 1974 shall be included in the document." • Expand item Cl, page 5, first paragraph, regarding historical context to include information from Commissioner Spoerl • Page 5, Cl, second line, change "context" to "contexts" • Page 5, Cl, first paragraph, last sentence, change to read "Contexts should include, but not be limited to, the following" • Changing the word "will" to "shall" Mr. Popelka stated the first sentence on page 6 was added on the advice from Linda Mayro. MOTION: Vice Chair Zwiener MOVED to approve the Request for Proposal for Cultural Resources Survey in substance of the draft with allowances for such interpretations by the Chair that would be reasonable for its distribution to potential participants, with the amendments noted during this meeting, and allowing the Chair to make ministerial changes in the document before it reaches its final form. Commissioner Pullara seconded the motion. Motion carried, 6-0. 3 b. Budget Questions relating to the $50,000 budget were previously answered. c. Process Plan for Historic Designation Chair Baughman did not meet with Lexa Mack, Town Civil Counsel, and Mr. Popelka p a to discuss the historic designation process. Counsel Mack has resigned and will be leaving May 2, 2009; he will try to meet with her before she leaves. d. Training Commissioners Spoerl and Nagy's terms expire at the end of June and neither has completed the required training hours needed to renew the appointment. Chair Baughman and Mr. Popelka will meet with Councilwoman Latas regarding training hours issues. g g e. Study Session on HPC Work Plan Commissioner Spoerl suggested scheduling the work plan review after the RFP is awarded. IX. Announcements Mr. Popelka has volunteered to be on the Santa Cruz Heritage Alliance (SCHA) Advisory Committee beginning in the fall. X. Future Agenda Items Vice Chair Zwiener will give a report on the developments of the Environmentally Sensitive Lands Technical Advisory Committee. Commissioner Spoerl asked for a report on the photographs and documents. Mr. Popelka stated that Jerry Kyle, Skylark Consulting, plans to attend the May meeting. . XI. Adjourn MOTION: A motion was made by Commissioner Spoerl and seconded by Commissioner Nagy to adjourn the HPC meeting. Motion carried, 6-0. The-meeting-was adjourned at 7:00 p.m. Prepared by: Phyllis Gracy, Office Assistant 4 MINUTES ORO VALLEY HISTORIC PRESERVATION COMMISSION REGULAR SESSION April 16, 2009 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE I. Call to Order at 5:10 pm II. Roll Call PRESENT: Chair Bob Baughman Vice Chair Daniel Zwiener Commissioner Pat Spoerl Commissioner Valerie Pullara Commissioner Lois Nagy Commissioner Sam McClung Also Present: Salette Latas, Councilmember Paul Popelka, Assistant Planning and Zoning Director Scott Nelson, Special Projects Coordinator Phyllis Gracy, Office Assistant Chairman Baughman announced that Patrick Foley has resigned. III. Call to the Audience Councilmember Salette Latas reported on her recent trip to Washington where she met with Arizona legislators including Congresswoman Gabrielle Giffords. An appropriations book was presented to Commissioner Spoerl which includes information on Steam Pump Ranch (SPR). Congresswoman Giffords has included funding for SPR in her appropriations request. IV. Approval of Minutes: March 9, 2009 MOTION: Vice Chair Zwiener MOVED to approve the minutes from the March 9, 2009, Historic Preservation Commission meeting. Commissioner Nagy seconded the motion. Motion carried, 6-0. V. Presentations Presentation from William Doelle, PhD, President of Desert Archaeology, on recap of Honey Bee Village and artifacts display Chairman Baughman introduced William Doelle, Ph.D., President of Desert Archaeology. Dr. Doelle gave an update on the work being done at Honey Bee Village. He displayed several artifacts found at the site and described their use and importance. 1 VI. Items for discussion and possible action regarding staff report a. Status of Certified Local Government application Scott Nelson, Special Projects Coordinator, has had two conversations with Bob Frankeberger, State Historic Preservation Office (SHPO) regarding the status of the Certified Local Government application. Mr. Frankeberger has contacted Washington, but they have not responded to his request. b. Status of Steam Pump Ranch designation Mr. Nelson summarized the information contained in an email sent byJerene Watson, , Assistant Town Manager. • Congresswoman Giffords has requested $1 million for the g pre-o enin phase of SPR. p • James Garrison at SHPO will try to move the historic designation nomination through the process faster. • Mr. Garrison will draft a letter to Congresswoman Giffords' office, the Mayor and the Federal funding agency indicating SHPO's support for the project. c. Study session schedule Paul Popelka, Assistant Planning and Zoning Director, did not have study session dates. He said he would send dates to the Commissioners on Friday, April 17, 2009. p Chair Baughman stated the study session would be to work on Standard Operating p g Procedures for SPR and would include the Commissioners, Ainsley Legner, Parks and Recreation Director, Mr. Popelka, Councilmember Latas, and possibly other individuals. VII. Discussion and possible action regarding Steam Pump Ranch a. Salvage of Photographs and Documents Mr. Popelka stated some filing materials have been received and he is waiting for the remaining backordered items to be delivered. He will inform the Commissioners via email when the materials arrive. b. 35th Anniversary Celebration Commissioner Spoerl said the SPR site is being readied for the 35th Anniversary dinner on Friday, April 17, 2009, and an open house on Saturday, April 18, 2009. c. Pumphouse Chairman Baughman stated there is no money in the Poster Frost contract for the pumphouse. Mr. Nelson gave an update on the status of the Heritage Fund grant and Pima County bond money. Under the Inter-Governmental Agreement (IGA), Countybond money may be used for restoring the pumphouse. A decision needs to made regarding usingthese 9 g 2 funds for the pumphouse. Other funding options were discussed including funding from Congresswoman Giffords' proposal and the Water Department (compensation for a well at SPR). Chairman Baughman will contact Linda Mayro at Pima County regarding a task force to meet with an adobe expert to evaluate the structure. A suggestion was made to have volunteers make adobe bricks. The structure needs to be stabilized prior to the monsoon season. d. Security Mr. Nelson said there has been no change and security for the buildings is in good shape. VIII. Discussion and possible action regarding HPC Work Plan a. Final Request for Proposal for Cultural Resources Inventory Mr. Popelka distributed the latest draft copy of the Request for Proposal (RFP). He will request that the fee schedule be submitted separately from the REP so that the applicants can be reviewed based on qualifications. The $50,000 budget was discussed. The Commissioners will receive copies of the RFPs. Interviews will be conducted if needed. The Historic Preservation Commission (HPC) will select the consultant and forward the contract to the Town Council for approval. Mr. Popelka suggested a special session to review the RFP replies. The process needs to be completed and a consultant under contract by the end of the fiscal year, June 30, 2009. Suggested changes to the RFP: • Page 5 will be changed to read "Summary Table of Cultural Resources before 1974 shall be included in the document." • Expand item Cl, page 5, first paragraph, regarding historical context to include information from Commissioner Spoerl • Page 5, Cl, second line, change "context" to "contexts" • Page 5, Cl, first paragraph, last sentence, change to read "Contexts should include, but not be limited to, the following" • Changing the word "will" to "shall" Mr. Popelka stated the first sentence on page 6 was added on the advice from Linda Mayro. MOTION: Vice Chair Zwiener MOVED to approve the Request for Proposal for Cultural Resources Survey in substance of the draft with allowances for such interpretations by the Chair that would be reasonable for its distribution to potential participants, with the amendments noted during this meeting, and allowing the Chair to make ministerial changes in the document before it reaches its final form. Commissioner Pullara seconded the motion. Motion carried, 6-0. 3 b. Budget Questions relating to the $50,000 budget were previously answered. c. Process Plan for Historic Designation Chair Baughman did not meet with Lexa Mack, Town Civil Counsel, and Mr. Popelka to discuss the historic designation process. Counsel Mack has resigned and will g be leaving May 2, 2009; he will try to meet with her before she leaves. d. Training Commissioners Spoerl and Nagy's terms expire at the end of June and neither has completed the required training hours needed to renew the appointment. Chair Baughman and Mr. Popelka will meet with Councilwoman Latas regarding training g g wining hours issues. e. Study Session on HPC Work Plan Commissioner Spoerl suggested scheduling the work plan review after the RFP is awarded. IX. Announcements Mr. Popelka has volunteered to be on the Santa Cruz Heritage Alliance (SCHA) Advisory Committee beginning in the fall. X. Future Agenda Items Vice Chair Zwiener will give a report on the developments of the Environmentally Sensitive Lands Technical Advisory Committee. Commissioner Spoerl asked for a report on the photographs and documents. Mr. Popelka stated that Jerry Kyle, Skylark Consulting, plans to attend the May meeting. . Xl. Adjourn MOTION: A motion was made by Commissioner Spoerl and seconded p by Commissioner Nagy to adjourn the HPC meeting. Motion carried, 6-0. 9 The meeting was adjourned at 7:00 p.m. Prepared by: /42; t, 4:6 Phy s Gracy, ffice A sista . cAtryl,4 SPEAKER CARD PLEASE PRINT DATE: /1CX)9 NAME: ADDRESS: I 4°Z6 '4.12 *OC. ..IX 40.1 c a. PHONE: 03-- RESIDENT? YES woo" NO AGENDA ITEM NO. OPPOSED/SUPPORT/UNDECIDED TOPIC FOR DISCUSSION (Please Specify) trtycz-Nrisolv,„, THANK YOU Oro Valley Historic Preservation Commission Thursday, April 16, 2009 Town of Oro Valley Council Chambers 11000 N. La Canada Drive I. Call to Order: at or after 5:00 p.m. II. Roll Call III. Call to the Audience IV. Approval of Minutes: March 9, 2009 V. Presentations Presentation from Bob Doelle, PhD, President of Desert Archaeology, on recap of Honey Bee Village and artifacts display VI. Items for discussion and possible action regarding staff report a. Status of Certified Local Government application b. Status of Steam Pump Ranch designation c. Study session schedule VII. Discussion and possible action regarding Steam Pump Ranch a. Salvage of Photographs and Documents b. 35th Anniversary Celebration c. Pumphouse d. Security VIII. Discussion and possible action regarding HPC Work Plan a. Final Request for Proposal for Cultural Resources Inventory b. Budget c. Process Plan for Historic Designation d. Training e. Study Session on HPC Work Plan IX. Announcements X. Future Agenda Items XI. Adjourn POSTED: 04 13 09 2:00 p.m. ejk The Town of Oro Valley complies with the Americans with Disabilities Act(ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk's Office at(520)229-4700. "Notice of Possible Quorum of the Oro Valley Town Council, Boards, Commissions and Committees:In accordance with Chapter 3, Title 38, Arizona Revised Statutes and Section 2-4-2 of the Oro Valley Town code, a majority of the Town Council, Historic Preservation Commission, Development Review Board, Planning&Zoning Commission and Parks and Recreation Advisory Board may attend this meeting as a member of the audience only." DRAFT MINUTES ORO VALLEY HISTORIC PRESERVATION COMMISSION REGULAR SESSION March 9, 2009 ORO VALLEY COUNCIL CHAMBERS 11000 N. LA CANADA DRIVE I. Call to Order at 5:02 p.m. II. Roll Call: PRESENT: Chair Bob Baughman Vice Chair Daniel Zwiener Commissioner Patrick Foley Commissioner Pat Spoerl Commissioner Valerie Pullara Commissioner Lois Nagy Commissioner Sam McClung Also Present: Paul Popelka, Assistant Planning and Zoning Director Scott Nelson, Special Projects Coordinator Michael Spaeth, Planner Diane Chapman, Senior Office Specialist Phyllis Gracy, Office Assistant III. Call to the Audience opened and closed with no speakers. IV. Approval of Minutes: a) January 12, 2009 Vice Chair Zwiener requested clarification regarding item VI Discussion of Meeting Agenda Format. Chair Baughman stated the minutes should be amended to read "Mr. Popelka will email the Chair a draft agenda the Friday a week before the meeting." MOTION: Commissioner Nagy MOVED to approve the minutes from the January 12, 2009, Historic Preservation Commission meeting as amended. Commissioner Spoerl seconded the motion. Motion carried, 7-0. b) February 2, 2009 March 9, 2009 Draft Historic Preservation Commission Meeting Minutes MOTION: Vice Chair Zwiener MOVED to approve the minutes from the February 2, 2009, Historic Preservation Commission meeting. Commissioner Pullara seconded the motion. Motion carried, 7-0. c) February 9, 2009 Vice Chair Zwiener requested clarification regarding item VI c, page 2. Chair Baughman stated that no change needs to be made to the February 9 minutes. He stated it is the intent of the Historic Preservation Commission that the consultants will meet with all Commissioners. Chair Baughman stated that under item VI b, the following statement should be added after the motion: Chair Baughman appointed Commissioner McClung to pursue the project. MOTION: Commissioner Nagy MOVED to approve minutes from the February 9, 2009, Historic Preservation Commission meeting as amended. Commissioner Foley seconded the motion. Motion carried, 7-0. V. Staff Report Paul Popelka, Assistant Director of Planning and Zoning, presented the staff report. Mr. Popelka introduced Michael Spaeth, Planner, who will be giving support to the Commission. He stated that Scottsdale was designated a Preserve America Community and received a grant for a Cultural Marketing and Tourism Plan. He will be following the progress. Chair Baughman asked if Staff Reports can be listed as discussion and action items. He requested that Mr. Popelka follow up on this. VI. Presentation from William Doelle, PhD., President of Desert Archaeology, on the Santa Cruz Valley Heritage Alliance and Honey Bee Village Chair Baughman introduced William Doelle, PhD., President of Desert Archaeology. Dr. Doelleg ave a PowerPoint presentation on the Santa Cruz Valley Heritage Alliance. He alsog ave a brief update on Honey Bee Village. He distributed copies of the Santa Cruz Valley National Heritage Area Feasibility Study Summary, 2005, and Heritage Experiences of the Santa Cruz Valley map. Dr. Doelle answered questions including what happens after designation as a National Heritage Area and how the site steward program works. Chair Baughman invited Dr. Doelle to a future meeting to give a presentation on Honey Bee Village, including showing some artifacts that were found. VII. Discussion and possible action regarding HPC Work Plan 2 March 9, 2009 Draft Historic Preservation Commission Meeting Minutes a. Cultural Resource Inventory Request for Proposal (RFP) Mr. Popelka stated he received a list of consultants as well as feedback for the Request for Proposal (RFP) from Linda Mayro, Pima County. A draft copy of the RFP was distributed. Chair Baughman asked Mr. Popelka to send a copy of Ms. Mayro's recommendations to the Commissioners. Chair Baughman asked Mr. Popelka to send the final draft to the Commissioners and solicit feedback at that time. b. Study Session Chair Baughman stated a study session needs to be scheduled to discuss the work plan. He would like to invite Mr. Nelson and Lexa Mack, Town Attorney, to attend. He would like the meeting to begin at 4:00 pm and asked Mr. Popelka to schedule the date and place. c. Status of Training Commissioner Foley distributed a list of upcoming training opportunities and will forward detailed information as soon as he receives it. He is also working with Mr. Popelka on setting up a training session for the Commission. A list of Citizens Planning Institute classes was distributed. No pre-registration is required and there is no fee. Vice Chair Zwiener asked if the Town of Oro Valley would pay for expenses associated with the out-of-town conferences. Mr. Popelka was asked to follow up on this and report back to the Commissioners. Chair Baughman asked Mr. Popelka to update the term of office list. VIII. Discussion and possible action regarding Steam Pump Ranch a. Historic garden project Commissioner Spoerl gave an update on the Steam Pump Ranch (SPR) historic garden project. The Town Council approved the license agreement at the February 18 meeting. The Mayor and President of the Oro Valley Historical Society (OVHS) have signed the agreement. It is anticipated work will begin in April, with planting at monsoon time. b. Arizona Centennial project Vice Chair Zwiener took Gary Faulkenberry's pen and pen case samples to OVHS Board meeting. Mr.Faulkenberry has asked if he could go to SPR to get some wood. Mr. Nelson and Vice Chair Zwiener will set up this meeting. c. Progress of preservation work for photos and documents 3 March 9, 2009 Draft Historic Preservation Commission Meeting Minutes Chair Baughman asked Commissioner Spoerl for names and addresses of the volunteers so that thank you notes can be sent regarding their work preserving photos and documents found at SPR. He also asked that volunteer hours be forwarded to Mr. Popelka. The progress report from Jerry Kyle, Skylark Consulting, was distributed. Mr. Kyle will be available to give the Commission a full report at the April meeting. Mr. Nelson stated items for long-term storage have been ordered and short-term storage is available in the Town Clerk's storage area. d. Pumphouse Because Chair Baughman has not heard back from Councilmember Latas regarding the inquiry to the Town Manager this item will be continued. He will contact Councilmember Latas. e. Progress of truck restoration project Commissioner McClung contacted the Canyon del Oro Auto Mechanics teacher. A meeting with Mr. Nelson and the teacher is being planned for early next week at SPR to look at the truck before making a decision to work on it. Chair Baughman suggested that the Town Manager be invited to any discussions with the teacher regarding the scope of work. f. Status of Standard Operating Procedure project Mr. Popelka stated staff has not had time to meet to discuss the standard operating procedures project. An attempt will be made to have a draft for the April meeting. IX. Discussion and possible action regarding the Environmentally Sensitive Land Ordinance (ESLO) Technical Advisory Committee (TAC) Mr. Popelka's report on the ELSO TAC was reviewed. The Town is looking for a representative from the HPC with an archaeology background to be on this committee. Vice Chair Zwiener volunteered for this position. Chair Baughman suggested Mr. Popelka and Vice Chair Zwiener meet with Bayer Vella, Senior Planner, to discuss details of the TAC, having access to archaeological site information and reporting to the HPC. X. Announcements Commissioner Spoerl announced that today is Barbie's 50th birthday. She reviewed the steps required to be eligible for the National Register and how Barbie may meet this 4 March 9, 2009 Draft Historic Preservation Commission Meeting Minutes criteria. Mr. Popelka stated he has not received information regarding being a certified local government. The State Historic Preservation Office is checking on this. The April meeting is scheduled for Thursday, April 16 in the Council Chambers. Chair Baughman asked Commissioner Spoerl, in her capacity as President of the OVHS, for up-to-date information on the Town's 35th anniversary. She gave a brief presentation and stated there is a summary of events in the current issue of "Vista." Xl. Future Agenda Items Chair Baughman suggested a discussion on zoning as it relates to district activities. He stated that he would like to meet with Mr. Popelka and Ms. Mack prior to the April meeting. XII. Adjourn MOTION: A motion was made by Commissioner Foley and seconded by Commissioner Nagy to adjourn the HPC meeting. Motion carried, 7-0. The meeting adjourned at 6:50 p.m. Prepared by: Phyllis Gracy, Office Assistant 5 TOWN O R VALLEY NOTICE OF REQUEST FOR PROPOSALS Notice is hereby given that the Town of Oro Valley is conducting a competitive proposal process with the intent of contracting for an Inventory of Cultural Resources. All inquiries for information regarding this solicitation should be directed to: Paul R Popelka, RLA/AICP Assistant PlanningZoning o Director Town of Oro Valle 11000 N. LaCanada Drive 85737 r . Oro Valley, Arizona P 520.229.4896 a: E ppopelka@orovalleyaz.gov Q2 Due Date Sealed Proposals will be received until DATE, TIME Proposals should be mailed or hand delivered to: Town of Oro Valley Town Clerk 11000 N. LaCanada Drive Oro Valley, Arizona 85737 The Town of Oro Valley e . s o nsi itity for informing ng recipients of changes to the original solicitation document. It is the Offeror's responsibility to obtain a copy of any addenda relevantto this solicitation. Failure to submit addenda with the ::: solicitation response may be grounds for deeming a bid non-responsive. .:„.,,,,;.,...,:::,,,,,,,,,4,:,.,,,.„„,„,:„,„;,•,.„,:„.0- .q0 .:„,,:,,,,:144,,,,,,,,,----------,-pm:„„.-p 0...:„„,;,,,,,,, „„.„:::,:,,,,i,::,,,,,,.0-it,'Y :::?: iso:IN j3 - , �w �y s 5 y,u y- 4111111114.. t '.;est. 1110* '4w 55:�§'91 •: aa PropoàI forRequest :::: -,,,,,t.'eak„, ,,,,„,,,„,„,:„,„,..,::,„„„.„:„!„,,,:.„Fa r ilk:7111100,,,„,„„,.„„„,::.:. . ...........................„... TORY OF OVERVIEW ANLL 1NVEN CULTURAL RESOURCES .:„,,gditor r 4„„0„1,,, ,01114„.. � > s ..::,„:.„,,*.:.:.:.... „.„*,:,:,:,,,,,•::::.:•.• • •:,""ql,„„,,„„,„„,:sop::- .....,,,„,„„„„„„. ls,a Due Date Insert date and Time Planning & Zoning Department Town of Oro Valley I. INTRODUCTION The purpose of this project is to identify significant cultural resources through a process of overview, inventory and evaluation. An overview will establish the cultural context of the community and establish the basis for inventory and evaluation. The inventory will provide a comprehensive compilation of cultural resources. Based on that inventory, an evaluation process will determine which identified resources meet defined criteria of historical, architectural, archeological, or cultural significance and warrant further documentation. That information will provide the basis for a Preservation Plan that defines policies, procedures, and strategies for maintaining and preserving those resources. .............. The completed Scope of Work will be in two phases as listed below and in Section IV. This Request for Proposal is to include estimated fees and expenses for Phase I work tasks; Fees and expenses for Phase II will be negotiated as the specific work tasks are defined in that phase. 1. Introduction 2. Archival Research 3. Overview and Historic Context of Oro Valley 4. Initial Survey of Cultural Resources 5. Public Meetings 6. Detailed Survey and Documentation of Historic Resources 7 Preservation Plan This project will increase public understanding and awareness of Oro Valley's cultural resources, its unique historic character;And lead to more effective community munit Y pI a nnin . II. STUDY AREA The formal studyarea is defined bythe designated Planning Area in the Town of Oro Valley General Plan Update 2005 (see map on following page). The study area includes Catalina State Park, Arroyo Grande to the north, and existing areas west to Shannon Road and south to Ina Road. The first phase of work, Archival Research, will be conducted for the entire Planning Area. The study area for surveys and documentation will be limited to the area within current Town of Oro Valley boundaries. III. BACKGROUND INFORMATION The Consultant is expected to reference databases and past or in-progress studies and planning documents to support this project. These studies include: - AZSITE database - Archaeological Surveys - Pima County Sonoran Desert Conservation Plan (Priority Cultural Resources Inventory). - Honey Bee Village Archaeological Preserve Implementation Plan - Steam Pump Ranch Master Plan - Town of Oro Valley General Plan 2005 - Images of America: Oro Valley (2008) Map General Plan Study Area and Current Municipal Boundaries do"' 4.1111161,.. .27„,„„„, i$�>*`i'•`•i?�Bk.is 9111, .::„,010 :41 <<%3:.:<•:;T,3<: „ity;�'•�"hT.`"•'M'.'�#3 Y [::S;k::{::;:.::..T.<k: 401�":. 4.410, `t FT 441.10.' IV. SCOPE OF WORK The scope of this project requires a designated Project Manager from the Consultant with expertise that meets the professional qualifications for a historian or architectural historian as specified by the Secretary of the Interior in accordance with 36 CFR 66. The Consultant team mustoffer familiarity with the Tucson Basin and expertise in archival research, field identiofffication, documentation of historic resources, and public facilitation. Furthermore, the Consultant must have experience in developing preservation priorities and specific recommendations for actions including, but not limited to, State and National designations, local historic district overlay zoning, and other programs for historic preservation and management. The detailed Scope f W 0 rk is outlined lined below. w. PHASE ONE Al. Archival Research This task will rovide an initial overview of cultural resources within the Town p PlanningArea. The research will include any historic resources dated prior to 1974, the year the Town of Oro Valley was incorporated. The Consultant will perform a records review of existing materials relevant to these resources. That research and inventory will include prehistoric and historic sites, National Register properties, traditional cultural places, buildings, ranches, mines, and other structures such as roads or bridges. The responsibility of the Consultant will be to consolidate all existing information providedby p Y the Town and provide additional research as needed for a complete Summary Table of Cultural Resources. The review of cultural resources may include the following sources as well as others determined by theConsultant 1. AZSITE database. 2. State Historic Preservation Office ................. 3 Arizona Historical Society Library 4. Arizona State Museum Library 5. 'Review of Pima County and Town of Oro Valley records for construction dates of built structures 6. University of Arizona College of Architecture and Landscape Architecture Library 7. Mapping (USGS, GLO, Sanborn) 8. Other local repositories such as the Oro Valley Historical Society 9. Town documents (Steam Pump Ranch Master Plan, etc.) Deliverables 1. Summary Table of Cultural Resources before 1974 to beincluded in an Appendix of the document. The following information is to be included for each site: Previously Recorded Archaeological Sites o Site Number o Site Description o Land Ownership (public or private) o Site Condition (preserved, undisturbed, destroyed) o NRHP Eligibility Historic Resources o Location (address and/or parcel number) o Brief property description o Land ownership o NRHP eligibility o Current condition (preserved, undisturbed, destroyed, etc) o Construction date 2. GIS mapping denoting locations of all areas, sites and structures 3. GIS data files for incorporation in the Town GIS database E31. Introduction This section will include a statement of purpose and general introduction to the Overview and Inventory of Cultural Resources. Cl. Historic Context of Oro Valley The consultantp repare a complete narrative to place the origins and development of Oro Valley in its historic context. It will be organized in a chronolo ical fashion that inclu des social, politica l,iethnic a nd economic mic factors thatinfluenced the physicaldevelopment of the cty. Historic contexts should include the following: 1. History of research in the Oro Valley area 2. Native American cultural history 3. Euro American cultural history .................. 4. The role of natural features such as the Catalina Mountains and the .................. Canada del Oro 5. Influence ofg rowth in the Tucson Metropolitan Area, 1947-1973 6. General history and settlement of Oro Valley and the current Town configuration due to growth, transportation, subdivisions, and annexations Dl. Initial Survey of Cultural Resources The Consultant will utilize archival information and aerial photography to generally define historic areas, and use windshield survey photography to initially document the historic areas and representative structures identified in the research. This survey will note the general distribution of buildings, structures, and neighborhoods representing different architectural styles, periods, and modes of construction, and also provide the basis for decisions on which resources to further document. The Consultant will provide initial evaluations of neighborhoods, properties and structures to determine whether identified properties meet defined criteria of historical, architectural, archeological, or cultural significanceThose evaluations Com id to determine the will be reviewed with the Historic Preservation documentation in the nextphase of work. `1" extent of Deliverables ` 1. Compilation of general mapping of historic areas, general area p descriptions and representative photographs of resources as defined above. 2. Recommendations for further surveys and documentation El. Public Meetings Public outreach will include meetings with the Historic i stor ic Pr ese v ation Co m m iss ion, Town of Oro Valleystaff, and additional meetings h the generI public as follows: 1. One "kickoff" meeting and up to four additional meetings/presentations at regularessions of.the Historic Preservation Commission 2. Progress meetings with Oro Valley staff as needed 3. One openhouse p resentation with the general public to review initial inventory results and solicit feedback 4. One open house presentation with the general public to review the final ................. ................ ................ ................ ................ ................ results and inventory 5. One meeting for presentation to Town Council PHASE TWO F. iled Survey and Documentation of Historic Resources As ctermined bythe Historic Preservation Commission, the Consultant will provide further documentation of the significant historic properties and structures determined above. Documentation may include physical characteristics of each property or structure to include the following: 1. Aerial photograph of property 2. Site plan with labeling of existing surface features and structures interpreted from aerial images 3. Recording on State of Arizona Historic Property Inventory Form 4. Photographic record of each property and/or structure Deliverables 1. Compilation of properties and structures with information and inventory sheets as noted above G. Preservation Plan The surveys and documentation will provide the basis for a Preservation Plan that identifies significant historic resources and general recommendations for appropriate treatments for their preservation and protection. The plan will provide the basis for more detailed work to be completed in the future by including the following: 1. General policies, procedures, and strategies for treatment and conservation. 2. Overview of existing management plans or master plans and recommendations for future management plans. 3. Identification of related administrative, management or regulatory requirements and policies including Town of Oro Valley ordinances, State Antiquities Act, State Historic Preservation Act, and other state and federal programs. V. GENERAL PROVISIONS A. Project Schedule The estimated schedule for consultant selection and performance of the contract is as follows (specific dates will be added): April 17, 2009 Distribute RFP to Consultants May 11, 2009 RFP Submittals Due May 29, 2009 Consultant Interviews (if necessary) May 29, 20Consultant Selection June 5, 206'b' Finalize Scope of Work and Award Contract June - December 2009 Conduct Scope of Work ................ ................ Financial Considerations A. For services rendered under the resulting contract, the Town shall pay the Consultant based on the amounts as agreed upon between the Consultant and the Town which include overhead, profit and all other costs associated with performing services under the Contract. If the Scope of Services or the Project budget increases or decreases significantly, the amounts of compensation shall be revised in accordance with Town procedures. B. Progress payments will be made consistent with Town procedures. The Consultant shall prepare Pay Requests for the amount representing the actual value of the services rendered and submit these forms to the Project Manager for approval and processing. C. Consultants shall not be reimbursed for normal business use mileage within Pima CountY requiring. Work re uirin travel outside of Pima County shall include reimbursement for travel and per diem expenses paid per current Town allowances. Vehicle usage, lodging, and per diem expenses for out of town consultants must be identified and approved in the consultant's cost proposal D. Consultant shall consider normal computer usage for daily activities as a part of overhead. Computer time for complex graphics, computer dedicated to field activities or computer time for numerical modeling as needed for a specific task must be identified and approved in the consultant's price proposal. E. Reimbursable Expenses (which are all not-to-exceallowances) shall be paid at cost to consultant and shall include no markup. Pay Requests shall be submitted with documentation of incurred ej0eri for reimbursement as approved p expenses are incurred but not to exceed-the amount agreed upon by the Consultant and the Town. %:041, •:a:> INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION: For purposes of this solicitation and subsequent contract, the following definitions shall apply: Addendum: A document issued by the Town that has the effect of modifying, clarifying, adding to or deleting specifications, scope, and terms or conditions of the solicitation. Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of a contract. Contract: The legal agreement executed between ale Town and the g Contractor/Consultant. Theg Contract shall include this RFP document incorporated herein byreference, all terms conditions specifications, scope ` work, addenda, p p amendments the Contractor's offer and negotiated items as accepted: the Town. Contractor/Consultant: The individual, partnership, or corporation who; as a result of the competitive solicitation process, is awarded a contract by the Town. Contract Representative: The Town employee or employees whhave specifically been designated to act as a contact person or persons to the coontractor, and is responsible for monitoringand overseeingthe Contractor'sperformance under this p p Contract. Procurement Agent: The central contracting authority for the Town. May: Indicates something that is not mandatory but permissible. Offeror: The individual, partnership, or corporation who submits a proposal or offer in response to a solicitation. Shall, Will, Must: Indicates a mandatory requirement. Failure to meet these mandatory requirements, if they constitute a substantive requirement, may, at the Town's sole discretion, result in the rejection of a proposal as non-responsive. Should: Indicates something that is recommended but not mandatory. If the Offeror fails to provide rcommended. information, the Town may, at its sole option, ask the theinformation the ro osal without the information. Offeror to providorevaluate p p Town: The Town oro Valley, Arizona. 3. INQUIRIES: Any question related to the solicitation shall be directed to the contact person whose name appears on the cover page. The contact person may require any and all questions be submitted in writing. Offerors are encouraged to submit written questions via electronic mail or facsimile, at least five days prior to the solicitation due date. Any correspondence related to a solicitation should refer to the appropriate solicitation number, page and paragraph number. An envelope containing questions should be identified as such, otherwise it may not be opened until after the official proposal due date and time. Oral interpretations or clarifications will be without legal effect. Only questions answered by a formal written addendum to the solicitation will be binding. 4. SOLICITATION ADDENDUM: The Offeror shall acknowledge receipt of a solicitation addendum by signing and returning the document by the specified due date and time. The Request for Proposals with Information for Respondents, Supplemental Project Information, any future Addenda may be obtained from the Town's website: http://www.orovalleyaz.gov/Procurement/. It is the sole responsibility of the Respondent to obtain, review, and acknowledge any addenda that may be published on the Town's website. 5. FAMILIARIZATION OF SCOPE OF WORK: Before submitting a response, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be responsible for fully understandingthe requirements of the subsequent Contract and otherwise satisfy ..................... itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. 6. PREPARATION OF RESPONSE: A. Allp roposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered. B. The Offer page, Price Page if applicable and any solicitation addenda must be signed and returned with the response. C. The Offer page shall be signed by a person authorized to submit an offer. An authorized signature on the Offer page, Proposal addenda, or cover letter accompanying the proposal documents shall constitute an offer to sell the good and/or service specified herein. D. In case of error in the extension of prices in the proposal, unit price shall govern when applicable. E. Periods of time, stated as a number of days shall be in calendar days unless otherwise specified. F. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirementmay thatnot be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time. H The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. 7. TAXES: sales taxes shall not be included in the price information. 8. SUBMITTAL FORMAT: An original and X copies (X total) of each response should be submitted on the forms and in the format specified in the solicitation. The material should be in sequence and related to the solicitation. The sections of the submittal should be tabbed, clearly identifiable and should include a minimum of the following sections: the completed Offer Page, all signed addenda and the Offeror's response to the Evaluation Criteria including the completed Price Page (if applicable). Failure to include the requested information may have a negative impact on the evaluation of the submittal. 9. EXCEPTIONS TO CONTRACT PROVISIONS: A response to any solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town's Standard Contract (attached), the specifications, scope of work and any special terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modified without the express written approval of the Procurement Agent. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Agent, the contract provisions contained in the Town's solicitation document and standard contract shall prevail. NO EXCEPTIONS OR REVISIONS TO THE INDEMNIFCATION PROVISION OF THE STANDARD CONTRACT SHALL BE CONSIDERED. 10.PUBLIC RECORD: All proposals submitted in response to this solicitation shall become the property of the Town and shall become a matter ' _ public record available for review subsequent to the award notification. q 11.CONFIDENTIAL INFORMATION: The Town is obligated to abide by all public information laws. If an Offeror believes t. at any portion of a proposal, offer, specification, or correspondence contains information that should be withheld, a statement advising the Procurement Agent of this fact should accompany the submission and the information shall be so identified wherever it appears. The Town shall review all requests for confidentiality and may provide a written determination to designate specified documents'confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential request is denied, such information shall be disclosed as public information, unless the offeror submits a formal written objection. 12. CERTIFICATION: By signature on the Offer page, solicitation addenda, or cover letter accompanying the submittal documents, Offeror certifies: A. The submission of th 'offer did not involve collusion or other anti-competitive practices. B. The Offeror shlnot discriminate against any employee or applicant for ,employment in violation of Federal or State law. :>;'::�3?;:'><';::::'::.:g r.::i i t is C. The Offeror has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with the submitted offer. D. Tferor hereby certifies that the individual signing the submittal is an authorized agent for the Offeror and has the authority to bind the Offeror to the Contract. 13. RESPONSES TO THIS SOLICITATION: In order to be considered, the Offeror must complete and submit its response to the Town Clerk at 11000 N. LaCanada Dr., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on the Notice page. The Offeror's response shall be submitted in a sealed envelope. The words "SEALED PROPOSAL" with the REQUEST FOR PROPOSAL TITLE, REQUEST FOR PROPOSAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR'S NAME AND ADDRESS shall be written on the envelope. 14. LATE PROPOSALS: Late proposals will be rejected and returned unopened. 15. OFFER AND ACCEPTANCE PERIOD: In order to allow for an adequate evaluation, the Town requires an offer in response to this solicitation to be valid and irrevocable for ninety (90) days after the proposal due date and time. 16. WITHDRAWAL OF OFFER: At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the offer by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. 17. DISCUSSIONS: The Town reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements. 18. CONTRACT NEGOTIATIONS: Negotiations may be conducted with responsible offeror(s) for the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shall be accorded fair and equal treatment in conducting negotiations and there shall be no disclosure of any information derived from proposals submitted by competing offerors. 19. UPON NOTICE OF INTENT TOWARD The apparent successful offeror shall sign and file with the Town, within ten (10) days after Notice of Intent to Award, all documents necessary to the successful execution of the Contract. 20. AWARD OF CONTRACT: Notwithstanding any other provision of the solicitation, the Town reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all proposals, or portions thereof; or (3) reissue the solicitation. EVALUATION REQUIREMENTS EVALUATION CRITERIA — (listed in relative order of importance) A. Qualifications, Experience and Expertise B. Method of Approach C. Price Proposal n. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA: The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following: A. QUALIFICATIONS, EXPERIENCE AND EXPERTISE 1. A brief history of the Offeror's firm, including how long the Offeror have been in businesserforming services as requested in the Scope of p Work. 2. A list of specific qualifications the Offeror, staff or subcontractor has in supplying the services listed in this proposal, including any applicable professional designations, certifications or licenses, etc. Offeror shall list the key personnel that will perform the functions of each proposed service or task. Resumes of key personnel and subcontractors (if applicable) shall be submitted as part of the proposal. 3. A list of at least three (3) previous and current contracts, which are considered identical or similar to the Scope of Work herein. For each client listed, please include the name and phone number of a reference who is ablelo,comment on the related experience. 4. A list of subcontractors (if applicable), and their respective qualifications, to be used in performing the services requested. The Town reserves the right to approve or deny proposed subcontractors. 440. OD OF APPROACH ME:::::::::.. Aif Offeror shall re are a detailed Method of Approach, which indicates the service proposed to be performed by the Offeror. This should address in depth, how Offeror plans to meet the requirements of the Scope of Services of the RFP. The method and approach should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional and timely manner. C. PRICE PROPOSAL Provide price proposal as requested on the Price Page attached herein. III. GENERAL A. Shortlist: The Town reserves the right to shortlist the offerors on all of the stated criteria. However, the Town may determine that shortlisting is not necessary. B. Interviews: The Town reserves the right to conduct interviews with some or all of the offerors at any point during the evaluation process. However, the Town may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The Town shall not reimburse the offeror for the costs associated with the interview process. C. Additional Investigations: The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. D. Prior Experience: Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience SPECIAL TERMS AND CONDITIONS 1. INSURANCE The Consultant agrees to obtain insurance coverage of the types and amounts required consistent with the coverage limits shown below. Coverage Afforded Limits of Liability Worker's Compensation Statute Employer's Liability $100,000 Commercial General $1,000,000 - Bodily Injury ............... ................ Liability Insurance Combined Single Limit ................ (including blanket contractual $100,000 Property Damage and premises/operations) Comprehensive Automobile Liability $1,000,00O — Bodily Injury (includes contractor's owned, hired, and Property or non-owned vehicles, assigned to Combined Single Limit or used in performance of the work) Each Occurrence The Consultant shallp rovide satisfactory c .tificates on the required insurance g covers e before beginning work* All policies shall contain an endorsement providing that written notice be given to the Town at least thirty (30) calendar days prior to termination, cancellation or reduction in coverage policy. Insurance policies shall remain in force until all work has been completed and the completed project has successfully fulfilled its warranty period. If a policy duringdes d9 ired expire the life of the� Contract, a renewal certificate of the required coverage must be, to the Town of Oro Valley not less than five (5) workdays prior to expiration date. Each certificate shall include project description, project p number and the signed acknowledgement of the insurance company. The Town of Oro Valley shall be included as an additional insured on all policies except Worker's Compensation. Policies for General, Automobile, and Excess Liability are primary over any insurance available to the Town and as to any claims resulting from the Contract, it being the intention of the parties that the insurance policies so effected shall protect both parties and be primary coverage for any and all losses covered by the described insurance. In regard to General, Automobile, and Excess Liability, the Consultant agrees to indemnify, defend and save harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, employees, individually and collectively from all losses, claims, suits, actions, payments and judgments, demands, expenses, attorney's fees, defense costs, or actions of any kind and nature resulting from personal injury to any person, including employees of the Consultant or any subcontractor employed by the Consultant (including bodily injury and death) or damages to any property, arising or alleged to have arisen out of the negligent performance of the Consultant for the work to be performed hereunder, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in the Contract will in no way be construed as limiting the scope of indemnity in this paragraph. 2. KEY PERSONNEL The Consultant must provide an adequate staff of qualified and experienced personnel to provide services under the contract. The Consultant agrees that, once assigned to work under this contract, key personnel shalt not be removed or replaced without written notice to the Town. If key personnel are not available to work under this contract for a continuous period exceeding thirty (30) calendar Y da s, or are expected to devote substantially less effort to the work than initially p antici ated, the Consultant shall immediately notify the Town, and shall, subject to the concurrence of the Town, replace such personnel of substantially equal ability and qualifications The Town reserves the' right to require replacement of g p assignedpersonnel when this is deemed to be in the Town's best interest. Upon such notice, the Consultant shall promptly assign a new appropriately qualified and experienced employee. 3. TERM AND RENEWAL STANDARD TERMS AND CONDITIONS SECTION I — DESCRIPTION OF PROJECT/ SCOPE OF WORK Services to be rendered under this agreement shall be negotiated and agreed to by the Consultant and the Town prior to issuance of Notice to Proceed. The detailed list of services and any required deliverables and or milestones shall be documented in the resulting contract. Any changes to the scope shall be authorized in writing by the Town in accordance with Section VIII prior to services being rendered. SECTION II — PAYMENT SCHEDULE The negotiated fee process shall be utilized for this Contract. For services rendered under this agreement, the Consultant shall be paid in accordance with the negotiated fee schedule. Payment shall be made monthly on the basis of progress reports. Consultant Must provide a clear, detailed invoice reflecting items being billed for, a summary sheet showing:percentage of work completed to date, amount/percent billed to date and current status of all tasks within the project with backup support documentation. Work schedule updates will be included in the monthly progress payment reports. SECTION III — PERIOD OF SERVICE Following receipt of a Notice to Proceed with the work, the Consultant shall complete all services rendered under this agreement within the negotiated number of consecutive calendar days after Notice to Proceed is issued by the Town. In the event delays are experienced beyond the control of the Consultant, the completion date may be extended by mutual written agreement between the Town and the Consultant. SECTION IV—APPROVALS All work shall be subject to approval by the designated Town Project Manager of designee. Consultant agrees to etse the skill and care which would be exercised byprofessionals g performing similar services at the time and in the locality. If failure to meet these standards p g Y results in faulty work, Consultant shall undertake at its own expense the corrective adjustments or modifications. SECTION V— INDEMNIFICATION The Consultant agrees to indemnify, defend, and save harmless the Town, its Mayor and Council, appointed boards and commissions, officials, officers and employees individually and collectively from all losses, claims, suits, demands, expenses, subrogations, attorney's fees or actions of any kind and nature arising out of the Consultant's negligence or any subcontractor employed by the Consultant including bodily injury and death, damages to any property or any other losses, claims, suits, demands and/or expenses arising or alleged to have arisen out of the work performed, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the scope of indemnity in this paragraph. SECTION VI — REPORTING Written monthly reports, together with updated work schedules, will be made by the Consultant in the format prescribed by the Town. These reports will be delivered to the Town no later than the fifth day of each month. When requested by the Town, the Consultant will attend Council meetings and provide finished documents including correspondence, supporting charts, graphs, drawings and colored slides for Council action. SECTION VII — INSURANCE Proof of insurance as detailed in the Special Terms and Conditions shall be required prior to contract execution. SECTION VIII —AMENDMENTS Whenever a change in the scope of work is determined to be necessary, the work will be performed in accordance with the Contract provided. Before a change in the scope of work is implemented, an amendment shall be executed by the Town and the Consultant. Additions to, modifications of or deletions from the project may be made and the compensation to be paid to the Consultant may be adjusted accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra work by the Consultant will be allowed by the Town except as provided, nor shall the Consultant do any work not covered by this Contract unless the work is authorized through an amendment and signed by both parties PRIOR to starting any additional work. TIME IS OF THE ESSENCE for this Contract. When the Consultant submits a request for additional time for which work must be completed in a contract, justification outlining the reason for applying for the extension must be provided and a date the work will be completed. If the extension is agreed to and signed by the Town and the Consultant, it binds the Consultant to complete the work by the extended date designated in the amendment unless the delay in completion of the work by the Consultant results from an unforeseeable cause beyond the control and without the fault ornegligence of the Consultant. It is agreed the Town's only liability for delay from any cause shall be limited to granting a time extension to the Consultant. There is no other obligation, expressed or implied, on part of the Town to the Consultant for delay from any cause. SECTION IX—TERMINATION The Town and the Consultant agree to the full performance of the covenants in this Contract, except that the Town reserves the right, at its discretion, to terminate or abandon the service provided for in this Contract or terminate or abandon any portion of the project for which services have been performed by the Consultant as follows. of or art the h services n the i o r abandons s Town terminates h To w to t h at the A. Ineventany p services provided, the Town shall notify the Consultant in writing and, immediately after receiving such notice, the Consultant shall discontinue advancing the work under this Contract and shall proceed to close operations. B. Upon termination or abandonment, the Consultant shall deliver to the Town all drawings, notes, calculations, sketches and other materials entirely or partially completed, together with all unused materials supplied by the Town. C. The Consultant shall apprise the work he has completed and submit his appraisal to the Town for evaluation. D. The Consultant shall receive as compensation for services performed through the date of such termination or abandonment, a fee for the percentage of work actually completed. This fee shall be a percentage of the Consultant fee described in this Contract under Section II and shall be in the amount mutually agreed to between the Consultant and the Town. The Town shall make this final payment within sixty (60) days after the Consultant has delivered the last of the partially completed items. SECTION X— LIQUIDATED DAMAGES If the work to be performed by the Consultant under this Contract is not timely completed, as negotiated the Consultant shall pay to the Town an amount as agreed to as liquidated damages for each day the work remains incomplete after the scheduled completion date. This amount is agreed upon because of the impracticability and extreme difficulty of ascertaining the actual g damages the Town would sustain. The scheduled completion date determining. liability for g p . liquidated damages shall be stated in consecutive calendar days from the effective date of Town's q Notice to Proceed to Consultant subject to Section XI — Force Majeure. For thep urpose of determining applicability of liquidated damages (Section X), completion time _ _. shall be extended only if delay in completion of the work by the Consultant results from an unforeseeable cause beyond the control and without the fault or negligence of the Consultant. SECTION XI — FORCE MAJEURE Notwithstanding any other term, condition, or provision hereof to the contrary, in the event any party hereto is precluded from satisfying or fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, natural disasters, acts of God orother events beyond the control of such party, the time period provided herein for the performance by such party of such duty or obligation shall be extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties. SECTION XII —ARBITRATION OF DISPUTES Any dispute arising under this Contract that is not settled by the Town and the Consultant may, upon mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of the Town, a representative of the Consultant and a representative mutually acceptable the Town and the Consultant. The Town, however, reserves its rights as set forth in Arizona Revised Thatutes, Title 12. The Consultant shall continue to render all services requested in this Contract wout interruption, notwithstanding the provisions of this Section. Nothing herein shall be deemed to require arbitration except at the Town's discretion. The laws of the State of Arizona shall apply to this Contract, and the Consultant agrees to the subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict that arises from the terms of this Contract. SECTION XIII — INDEPENDENT CONSULTANT It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner, joint venturer or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Consultant is advised that taxes or social security payments shall not be withheld from a Town payment issued hereunder and that Consultant should make arrangements to directly pay such expenses, if any. The Town will not provide any insurance coverage to the Consultant including Workers' Compensation coverage. SECTION XIV-OWNERSHIP OF DOCUMENTS All documents including, but not limited to, tracings, drawings, original mylars, estimates, field notes, investigations, design analysis and studies which are prepared in the performance of this Contract are to remain the property of the Town. The Consultant shall furnish the Town, upon request, originals or copies of technical specifications and copies of all documents listed above. SECTION XV- NO KICK-BACK CERTIFICATION The Consultant warrants that noem to erson has been ed or retainedsolicit or secure this p employed Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee; and that no member of the Town Council or any employee of the Town has an n firm. he Consultant interest financial in or otherwise t For breach or violation of this warranty, the Town shall have the right to annul this Contact without liability or, at its discretion, to deduct from the Contract Price or consideration, the full amount of such commission, percentage, brokerage or contingent fee. SECTION XVI - CONFLICT OF INTEREST This Contract is subject to the provisions of R.S. § 38-511 which provides in pertinent part that the State, its political subdivisions or any dertmentpaof either may, within three years after its execution, cancel any contract, without penalty or further obligation, made by the State, its political subdivisions, or any of the departments or agencies of either if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the state, its political subdivisions or any of the departments or agencies of either is, at any time, while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or a Consultant to any other party to the Contract with respect to the subject matter of the Contract. SECTION XVII -ASSIGNMENT This Co: hall not be assignable except at the written consent of the parties, and it shall extend fa-and bb,binding upon the heirs, executors, administrators, successors and assigns of the parties. The Consultant may assign money due to him under terms of this Contract to a banking or lending institute, The Town shall assist the Consultant in performing the assignment by testifying to the Progress of the work as may be required. SECTION XVIII - ENFORCEMENT, LAWS AND ORDINANCES This Contract shall be enforced under the laws of the State of Arizona. Each party must comply with all applicable federal, state, county and Town laws, ordinances and regulations. Consultant shall ensure Consultant's obligation regarding payment of all taxes, license, permits and other expenses of any nature associated with the provision of services herein. Consultant shall maintain in current status all Federal, State and local certifications required for the business operated by the Consultant. SECTION XIX— ENTIRE CONTRACT This is the entire Contract between the parties. If any portion(s) of this Contract is (are) later found to be invalid or unenforceable, such portion(s) shall be null and void and without any effect on the rest of the Contract which shall continue in full force and effect. SECTION XX - MISCELLANEOUS PROVISIONS A. The Consultant shall establish and maintain procedures and controls that are reasonably acceptable to the Town for the purpose of assuring that no information contained in its records or obtained from the Town orl from_others in carrying out its functions under the contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the contract. Persons requesting such information must be referred to the Town. B. The Consultant shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U . 12101-12213) and applicable federal regulations under the Act. C. In accordance with A.R.S. §35-391, the Consultant hereby certifies that the Consultant does not have scrutinized business operations in Sudan. D. In accordance with A.R.S. §35-393 theConsultant hereby certifies that the Consultant does not have scrutinized business operations in Iran. 40.!'' .4:*.iFilier.!w -*lb* Chi: ct 4 PRICE PAGE Offeror shall provide a charge or fee for provision of all services described herein and in accordance with the following fee schedule. This fee proposal shall include all work necessary to effectively conduct and complete the Scope of Services. The fees stated below must include all necessary costs including, but not limited to, labor, materials, overhead, administrative charges, profit and insurance. $ b (Words) \$ ) �+ (Figures) :ry.. £ '""gtilif w '�>{t>£�is 8� 'fix\"i:`:>::t„E,4.:00y ,iirizic, 1:•M1 11:itiilii 41;i0g" 111 ................ >.:�.. 111 411114„, 1"1111111„h, ;>,..•:::;{�;:' 'lli �!A AYE�:::Y>�. .�+'•.A,;.:` 1111111111P"' OFFER TO THE TOWN OF ORO VALLEY: The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and addenda in the Request for Proposal which is incorporated by reference as if fully set forth herein. For clarification of this offer, contact: Name. .............. Company Name ............................................................. ........................................... ..... Title 1, . s�?'Itkgb AddressPhone: State zip:—. Town Fax: Signature of Person Authorized to Sign E-mail: Printed Name vA Airillik,:,-»£:.. :.. 1111111P" '�y:e K�:":. a'�iii:. .. Title Town of Oro Valley RFP#09060 Page 1 of 24 �o�PLLEY 7°4/ `4-/A/DED A911'' Request for Proposa � For CULTURAL RESOURCES INVENTORY 10 Planning & Zoning Department Town of Oro Valley, Arizona 11000 N La Canada Drive Oro Valley, AZ 85737 April DATE, 2009 Town of Oro Valley RFP#09060 Page 2 of 24 I. INTRODUCTION The purpose of this project is to identify significant cultural resources through a process of overview, inventory and evaluation. An overview will establish the cultural context of the community and establish the basis for inventory and evaluation. The inventory will provide a comprehensive compilation of cultural resources. Based on that inventory, an evaluation process will determine which identified resources meet defined criteria of historical, architectural, archeological, or cultural significance and warrant further documentation. That information will provide the basis for a Preservation Plan that defines policies, procedures, and strategies for maintaining and preserving those resources. The Scope of Work will be completed in two phases as listed below and in Section IV. This Request for Proposal is to include estimated fees and expenses for Phase I work tasks; Fees and expenses for Phase II will be negotiated as the specific work tasks are defined in that phase. Phase One Al. Introduction 131. Archival Research Cl. Overview and Historic Context of Oro Valley D1. Initial Survey of Cultural Resources - E1. Public Meetings Phase Two A2. Detailed Survey and Documentation of Historic Resources B2. Preservation Plan C2. Appendix This project will increase public understanding and awareness of Oro Valley's cultural resources, its unique historic character, and lead to more effective community planning. II. STUDY AREA The formal study area is defined by the designated Planning Area in the Town of Oro Valley General Plan Update 2005 (see map on following page). The study area includes Catalina State Park, Arroyo Grande to the north, and existing areas west to Shannon Road and south to Ina Road. The first phase of work, Archival Research, will be conducted for the entire Planning Area. The study area for surveys and documentation will be limited to the area within current Town of Oro Valley boundaries. Ill. BACKGROUND INFORMATION The Consultant is expected to reference various databases and past or in-progress studies and planning documents to support this project. These studies include: 1. AZSITE database 2. Archaeological Surveys - Pima County Sonoran Desert Conservation Plan (Priority Cultural Resources Inventory). - Honey Bee Village Archaeological Preserve Implementation Plan - Steam Pump Ranch Master Plan - Town of Oro Valley General Plan 2005 - Images of America: Oro Valley (2008) Town of Oro Valley RFP#09060 Page 3 of 24 Map General Plan Study Area and Current Municipal Boundaries 4 toik Ilk# 0 - itieji,issesp ilito),\ it iimb.. a 1 k icisibtadoo 4r_..r Town of Oro Valley RFP#09060 Page 4 of 24 IV. SCOPE OF WORK The scope of this project requires a designated Project Manager from the Consultant with expertise that meets the professional qualifications for a historian or architectural historian as specified by the Secretary of the Interior in accordance with 36 CFR 66. The Consultant team must offer familiarity with the Tucson Basin and expertise in archival research, field identification, documentation of historic resources, and public facilitation. Furthermore, the Consultant must have experience in developing preservation priorities and specific recommendations for actions including, but not limited to, State and National designations, local historic district overlay zoning, and other programs for historic preservation and management. The detailed Scope of Work is outlined below. PHASE ONEid( Al. Introduction This section will include a statement of purpose and general introduction to the Overview and Inventory of Cultural Resources. B.1 Archival Research This task will provide an initial overview of cultural urces within the Town Planning Area. The research will include any historic resource Med prior to 1974, the year the Town of Oro Valley was incorporated. The Consultant will perform a records review of existing materials relevant to these resources. That research and inventory will include prehistoric and historic sites, National Register properties, traditional cultural places, buildings, ranches, mines, and other structures such as roads or bridges. The responsibility of the Consultant will be to consolidate all existing information provided by the Town and provide additional research as needed for a complete Summary Table of Cultural Resources. The review of cultural resources may include the following sources as well as others determined by the Consultant: 1. AZSITE database. 2. State Historic Preservation Office 3. Arizona Historical Society Library 4. Arizona State Museum Library 5. Review of Pima County and Town of Oro Valley records for construction dates of built structures 6. University of Arizona College of Architecture and Landscape Architecture Library 7. Mapping (USGS, GLO, Sanborn) 8. Other local repositories such as the Oro Valley Historical Society 9. Town documents (Steam Pump Ranch Master Plan, etc.) Town of Oro Valley RFP#09060 Page 5 of 24 Deliverables 1. Summary Table of Cultural Resources before 1974 to be included in an Appendix of the document. The following information is to be included for each site: Previously Recorded Archaeological Sites o Site Number o Site Description o Land Ownership (public or private) o Site Condition (preserved, undisturbed, destroyed) o NRHP Eligibility Historic Resources o Location (address and/or parcel number) o Brief property description o Land ownership o NRHP eligibility o Current condition (preserved, undisturbed, destroyed, etc) o Construction date 2. GIS mapping denoting locations of all areas, sites and structures 3. GIS data files for incorporation in the Town GIS database Cl. Historic Context of Oro Valley riirliMMe -the archival records search to provide a chronological order and place the origins and development of Oro Valley in its historic context. It will be organized in a chronological fashion that includes social, political, ethnic and economic factors that influenced the physical development of the city, and highlights significant sites and features. Contexts should include the following: 1. History of research in the Oro Valley area 2. Native American cultural history 3. Euro American cultural history 4. Prehistoric water utilization and technology 5. The role of the natural environment and natural features such as the Catalina Mountains and the Canada del Oro 6. R, nc g emir-ung, , ye a. a_wan ,. 1 nfluences 7. Influence of growth in the Tucson Metropolitan Area, 1947-1973 i _ 8. General history and settlement patterns of the Oro Valley area and the current Town configuration due to growth, transportation, subdivisions, and Vilikannexations ti. Deliverables 1. Complete narrative document of the Historic Context of Oro Valley as noted above Dl. Initial Survey of Cultural Resources The Consultant will utilize archival information and aerial photography to generally define historic areas, and use windshield survey photography to initially document the historic areas and representative structures identified in the research. This survey will note the general distribution of buildings, structures, and neighborhoods representing different architectural styles, periods, and modes of construction, and also provide the basis for decisions on which resources to further document. Town of Oro Valley RFP#09060 Page 6 of 24 This survey shall also include an evaluation of unsurveyed, undeveloped areas for their potential for cultural resources. The Consultant will provide initial evaluations of neighborhoods, historic area, ro erties and structures to determine whether identified p properties meet defined criteria properties of historical, architectural, archeological, or cultural significance. Those evaluations will be reviewed with the Historic Preservation Commission to determine priorities and the extent of documentation in the next phase of work. Deliverables 1. Compilation of general mapping and general descriptions of neighborhoods, historic areas, erties and structures and representative photographs of resources as defined above 2. Recommendations for further surveys and documentation El. Public Meetings Public outreach will include meetings with the Hi ric Preservation Commission, Town of Oro Valley staff, and additional meetings with the general public as follows: 1. One "kickoff" meeting and up to four additional meetings/presentations at regular sessions of the Historic Preservation Commission 2. Progress meetings with Oro Valley staff as needed 3. One open house presentation with the general public to review initial inventory results and solicit feedback 4. One open house presentation with the general public to review the final results and inventory 5. One meeting for presentation to Town Council PHASE TWO A2. Detailed Survey and Dotation of Historic Resources As determined by the Historic Preservation Commission, the Consultant will provide further documentation of the significant historic properties and structures determined above. Documentation will include physical characteristics of each property or structure to include the following: 1. Aerial photograph of property 2. Site plan with labeling of existing surface features and structures interpreted from aerial images 3. Recording on State of Arizona Historic Property Inventory Form 4. Photographic record of each property and/or structure Deliverables 2. Compilation of properties and structures with information and inventory sheets as noted above Town of Oro Valley RFP#09060 Page 7 of 24 62. Preservation Plan The surveys and documentation will provide the basis for a Preservation Plan that identifies significant historic resources and general recommendations for appropriate treatments for their preservation and protection. The plan will provide the basis for more detailed work to be completed in the future by including the following: 1. General policies, procedures, and strategies for treatment and conservation 2. Overview of existing management plans or master plans and recommendations for future management plans 3. Identification of related administrative, management or regulatory requirements and policies including Town of Oro Valley ordinances, State Antiquities Act, State Historic Preservation Act, and other state and federal programs Deliverables 1. Summary document wih content and information as noted above C2. Appendix The Appendix is to include maps, sources consulted, and other appropriate information not included within the report. V. GENERAL PROVISIONS A. "Kickoff" Meeting The consultant shall organize and I d a "kick-off" meeting with the Historic Preservation Commission to include all identified participants in this project. The meeting is intended to verify project needs, schedules, and goals. The Consultant shall confirm all targets, meetings, reviews, and deliverables on a master schedule. The Consultant will report to a Project Manager. B. Project Schedule The estimated schedule for consultant selection and performance of the contract is as follows: April 22, 2009 Distribute RFP to Consultants May 13, 2009 RFP Submittals Due May 29, 2009 Consultant Interviews (if necessary) May 2009 Consultant Selection June 2009 Finalize Scope and Award Contract June - December 2009 Conduct Scope of Work C. Information d Services to be Provided by the Town of Oro Valley The Town will provide support to the Consultant throughout the project, including the following: 1. All background materials, reports, and other available documentation from the Town as requested by the Consultant 2. Scheduling of meetings, general organization, notification, and Commission and Council communications. 3. As-needed coordination with other Town departments, offices and officials, including Town planning and GIS staff. Town of Oro Valley RFP#09060 Page 8 of 24 D. Financial Considerations The following considerations are required within theproposed fee estimates: 1. For services rendered under the resulting contract, the Town shallpay the Consultant based on the amounts as agreed upon between the Consultant and the Town which include overhead, profit and all other costs associated with performing services under the Contract. If the Scope of Services or the Project budget increases or decreases significantly, the amounts of compensation shall be revised in accordance with Town procedures. 2: Progress payments will be made consistent with Town procedures: The Consultant shall prepare Pay Requests for the amount representing the actual value of the services rendered and submit these forms to the Project Manager for approval and processing. 3. Consultants shall not be reimbursed for normal business use mileage within Pima County. Work requiring travel outside of Pt =bounty shall include reimbursement for travel and per diem expenses paid per current Town allowances. Vehicle usage, lodging, and per diem expenses or out of town consultants must be identified and approved in the consultant's st proposal. 4. Consultant shall consider normal computer usage for daily activities as a part of overhead. Computer time for complex graphics, computer dedicated to field activities or computer time for numerical modeling as needed for a specific task must be identified and;;approved in the consultant's price proposal. 5. Reimbursable Expenses (which are all n:' exceed allowances) shall be paid at cost to consultant and shall include n =markup. Pay Requests shall be submitted with docu of incurred expenses for reimbursement as approved expenses are ;1 urr � to exceed the amount agreed upon by the Consultant and the S w^ ,fir r / f Town of Oro Valley RFP#09060 Page 9 of 24 INSTRUCTIONS TO OFFERORS 1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION For purposes of this solicitation and subsequent contract, the following definitions shall apply: Addendum: A document issued by the Town that has the effect of modifying, clarifying, adding to or deleting specifications, scope, and terms or conditions of the solicitation. Amendment: A document issued by the Town that modifies the specifications, scope or terms and conditions of a contract. Contract: The legal agreement executed between the Town and the Contractor/Consultant. The Contract shall include this RFP document incorporated herein by reference, all terms, conditions, specifications, scope of work, addenda, amendments, the Contractor's offer and negotiated items as accepted by the Town. Contractor/Consultant: The individual, partnership, or corporation who, as a result of the competitive solicitation process, is awarded a contract by the Town. Contract Representative: The Town employee or employees who have specifically been P .................. designated to act as a contact person or persons to the Contractor, and isresponsible for monitoring and overseeing the Contractor's performance Under this Contract. Procurement Agent: The central contracting authority for the Town. May: Indicates something that is not mandatory butp rmissible. Offeror: The individual, partnership, or corporation ,Who submits a proposal or offer in response to a solicitation. :- Shall, Will, Must: Indicates a mandatory requirement. ' we to meet these mandatory requirements, if they constitute a s . tantive requirement, may, at the Town's sole j p �� "- on responsive. discretion result in the rejection of a r � • . ��- �. Should: Indicates something that is re me ut not mandatory. If the Offeror fails to provide recommended information, theX-7 my,gat its sole o tion, ask the Offeror to p provide the information or evaluate the pro'vasal without the information. • SfG.F�YIF-. Town: The Town of Oro Valle Arizona. Y"'� r3�1, `d x w z 2. INQUIRIES ✓y 3y 3"fir Any question relate s • the � � k shall be directed to the contact person whose name appears on the cov=r=� , , : The contact person may require any and all questions be submitted in writin . O =zv are encouraged to submit writtenquestions via g g electronic mail or facsimile at least five • = $.prior to the solicitation due date. Any correspondence related to a so tt should refer to the appropriate solicitation number, page andparagraph �� P 9 P 9 p numb An ien „ e containingquestions should be identified as such otherwise it may not s - opened All after the official proposal due date and time. Oral interpretations Z ' or clavi tions will be without legal effect. Only questions answered by a formal written addend*oto the solicitation will be binding. .9 3. SOLICITATIONADDENDUM The Offeror shall acknowledge receipt of a solicitation addendum by signing and returning the document by the specified due date and time. The Request for Proposals with Information for Respondents, Supplemental Project Information, any future Addenda may be obtained from the Town's website: htt w.oroaiieyaz.go /Procureemen '. It is the sole responsibility of the Respondent to obtain, review, and acknowledge any addenda that may be published on the Town's website. 4. FAMILIARIZATION OF SCOPE OF WORK Before submitting a response, each offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting contract performance. The Offeror shall be Town of Oro Valley RFP#09060 Page 10 of 24 responsible for fully understanding the requirements of the subsequent Contract and otherwise satisfy itself as to the expense and difficulties accompanying the fulfillment of contract requirements. The submission of a response will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the subsequent Contract, for lack of such familiarization. 5. PREPARATION OF RESPONSE A. All proposals shall be on the forms provided in this solicitation package. It is permissible to copy these forms as required. Facsimiles or electronic mail proposals shall not be considered. B. The Offer page, Price Page if applicable and any solicitation addenda must be signed and returned with the response. C. The Offer page shall be signed by a person authorized to submitan offer. An authorized signature on the Offer page, Proposal addenda, or cover„itt6' accompanying the proposal documents shall constitute an offer to sell the good and/or service specified herein. D. In case of error in the extension of prices in the proposal, unit price shalt govern when applicable. E. Periods of time, stated as a number of days, shall be in calendar days unless otherwise specified. F. It is the responsibility of all offerors to examine the entire solicitation package and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a response. Negligence in preparing a response confers no right of withdrawal after due date and time. H. The Town shall not reimburse the cost of developing, presenting, submitting or providing any response to this solicitation. 6. TAXES tr Sales taxes shall not be included in the price information. 7. SUBMITTAL FORMAT An original and 12 copies (13 tot') of each response should be submitted on the forms and in the format specified in the Ycitation. The material should be in sequence and related to the solicitation.„ The sections of the submittal should be tabbed, clearly identifiable and should iclude a minimum of the following sections: the completed Offer Page, all signed addenda and the Offeror's response to the Evaluation Criteria including the completed Price Page (if applicable. Failure to include the requested information may have a negative impact on the evaluation of the submittal. 8. EXCEPTIONS To CONTRACT PROVISIONS A response.,,to aely solicitation is an offer to contract with the Town based upon the contract provisions contained in the Town's Standard Contract (attached), the specifications, scope of work and any special terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language. The provisions of the contract cannot be modified without the express written approval of the Procurement Agent. If a proposal or offer is returned with modifications to the contract provisions that are not expressly approved in writing by the Procurement Agent, the contract provisions contained in the Town's solicitation document and standard contract shall prevail. NO EXCEPTIONS OR REVISIONS TO THE INDEMNIFCATION PROVISION OF THE STANDARD CONTRACT SHALL BE CONSIDERED. Town of Oro Valley RFP#09060 Page 11 of 24 9. PUBLIC RECORD All proposals submitted in response to this solicitation shall become the property of the Town and shall become a matter of public record available for review subsequent to the award notification. 10. CONFIDENTIAL INFORMATION The Town is obligated to abide by all public information laws. If an Offeror believes that any portion of a proposal, offer, specification, or correspondence contains information that should be withheld, a statement advising the Procurement Agent of this fact should accompany the submission and the information shall be sto identified wherever it appears. The Town shall review all requests for confidentiality and may provide a written determination to designate specified documents confidential or the request may be denied. Price is not confidential and will not be withheld. If the confidential=h =rs.,ruest is denied, such information shall be disclosed as public information, unless the + rr submits a formal written objection. 11. CERTIFICATION By signature on the Offer page, solicitation addenda, or cover letter accompanying in the P Y 9 submittal documents, Offeror certifies: A. The submission of the offer did not involve collusion or other anti-competitivep ractices. B. The Offeror shall not discriminate an against erre ��: or applicant for employment in 9 Y violation of Federal or State law. C. The Offeror has not given, offered to give, nor intends _ •ive at any time hereafter, any economic opportunity, future employment, gift, loan, grat` , s ecial discount trip, favor meal or service to a public servant in connection with the submitted offer. D. The Offeror hereby certifies that the individual signing the submittal is an authorized 9 9 agent for the Offeror and has the authority to bind the Offeror to the Contract. 12. RESPONSES TO THIS SQLCITATION In order to be considered,- - = 3fferor must complete and submit its response to the Town Clerk at 11000 N. La Calloncenad µ:a. r., Oro Valley, AZ 85737, prior to or at the exact date and time indicated on - �� the Offeror's response shall be submitted in a sealed envelope. The word a np�3y ' SAL" with the REQUEST FOR PROPOSAL TITLE REQUEST FOR PRC SAL NUMBER, PROPOSAL DUE DATE AND TIME and OFFEROR'S NAME AND ADDRESS shall be written on the envelope. 13. LATE PROPOSALS Late proposals will- e rejected and returned unopened. 14. OFFER AND ACCEPTANCE PERIOD In order to alloy for an adequate evaluation, the Town requires an offer in response to this solicitation to be valid and irrevocable for one hundred twenty (120) days after the proposal due date and time. 15. WITHDRAWAL OF OFFER At any time prior to the specified solicitation due date and time, an offeror may formally withdraw the offer by a written letter, facsimile or electronic mail from the Offeror or a designated representative. Telephonic or oral withdrawals shall not be considered. Town of Oro Valley RFP 09060 Page 12 of 24 16. DISCUSSIONS CThe Town reserves the right to conduct discussions with offerors for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the proposal in order to clarify an offer and assure full understanding of, and responsiveness to, solicitation requirements. 17. CONTRACT NEGOTIATIONS Negotiations may be conducted with responsible Offeror(s) for the purpose of altering or otherwise changing the conditions, terms and price of the proposed contract unless prohibited. Offerors shat! be accorded fair and equal treatment in conducting negotiations and there shall be no disclosure of any information derived from proposals submitted by competing Offerors. 18. UPON NOTICE OF INTENT TO AWARD The apparent successful Offeror shall sign and file with the Town, within ted (14} days after Notice of Intent to Award, all documents necessary to the success 18. of the Contract. 19. AWARD OF CONTRACT Notwithstanding any other provision of the solicitatit , the Town reserves the right to: A. Waive any immaterial defect • or informality; or B. Reject any or all proposals, or portions thereof; orFv C. Reissue the solicitation. z �' �z„ :r Y:. Y R. rte` s n, gi epi .. 3�,^ ...,M;.�ff ,c's � ,, Vii':. v�5• Town of Oro Valley RFP#09060 Page 13 of 24 EVALUATION REQUIREMENTS I. EVALUATION CRITERIA (listed in relative order of importance) A. Qualifications, Experience and Expertise B. Method of Approach C. Price Proposal II. REQUIREMENTS SPECIFIC TO EVALUATION CRITERIA The narrative portion and the materials presented in response to this Request for Proposal should be submitted in the same order as requested and must contain, at a minimum, the following: A. Qualifications, Experience and Expertise 1. A brief history of the Offerors firm, including how long the Offeror have been in business performing services as requested in the Scope of Work. 2. A list of specific qualifications the Offeror, staff or subcontractor has in supplying the services listed in thisproposal, including any applicable professional designations, certifications or licenses, etc. Offeror shall list the key personnel that will perform the functions of each proposed service or task. Resumes of key personnel and subcontractors (if applicable) shall be submitted as part of the proposal. 3. A list of at least three (3) previous and current contracts, which are considered identical or similar to the Scope of Work herein. For each client listed, please include the name and phone number of a reference who is able to comment on the related experience. 4. A list of subcontractors (if applicable), and their respective qualifications, to be used in performing the services requested The Town reserves the PP right to approve or 9 deny proposed subcontractors. B. Method Of Approach Offeror shall prepare a detailed Method of Approach, which indicates the service proposed to be performed,by the Offeror. This should address in depth, how Offeror plans to meet the requirements of the Scope of Services of the RFP. The method and approach should be addressed in a manner that reflects understanding and commitment to providing services as needed in a professional and timely manner. C. Price Proposal Provide price proposal as requested on the Price Page attached herein. '- Ill. GENERAL. A. Shortlist The Town reserves the right to shortlist the Offerors on all of the stated criteria. However, the Town may determine that short listing is not necessary. B. Interviews The Town reserves the right to conduct interviews with some or all of the Offerors at any point during the evaluation process. However, the Town may determine that interviews are not necessary. In the event interviews are conducted, information provided during the interview process shall be taken into consideration when evaluating the stated criteria. The Town shall not reimburse the Offeror for the costs associated with the interview process. Town of Oro Valley RFP #09060 Page 14 of 24 C. Additional Investigations The Town reserves the right to make such additional investigations as it deems necessary to establish the competence and financial stability of any offeror submitting a proposal. D. Prior Experience Experiences with the Town and entities that evaluation committee members represent may be taken into consideration when evaluating qualifications and experience. F r � y4A c�mrYSiFS:'-. y3 ) r x.a x fnw £ y w ' >✓ s 1 ^wr xr Town of Oro Valley RFP#09060 Page 15 of 24 SPECIAL TERMS AND CONDITIONS 1. INSURANCE The Consultant agrees to obtain insurance coverage of the types and amounts required consistent with the coverage limits shown below. Coverage Afforded Limits of Liability Worker's Compensation Statute Employers Liability $100,000 Commercial General $1,000,000- Bodily injury Liability Insurance Combined Single Limit (including blanket contractual $100,000 Property Damage and premises/operations) Comprehensive Automobile Liability $1,003,000 — Bodily Injury (includes contractor's owned, hired, an.;roperty�y or non-owned vehicles, assigned to Copc10-hgle Limit or used in performance of the work) Each s rrence The Consultant shall provide satisfactory -rtificates on the required insurance coverage before beginning work. All policieshall -s'Ol'Akip, an endorsement providing that written notice be given to the Town at least thirtythirtyjIbYwcalendar days prior to termination, cancellation or reduction in coverage policy ,trsurance policies shall remain in force until all work has been completed and the completed project has successfully fulfilled its warranty period. If a policy does, during the life of the Contract, a renewal certificate of the required coverage must be to the Town of Oro Valley not less than five (5) workdays prior to expiration date. Each rtificate shall include project description, project number and r the signed acknowledgemen '''ifthe insurance company. The Town of Oro Valle ` :-II be included as an additional insured on all policies except Worker's compensation. - oliscies for General, Automobile, and Excess Liability are primary over aq ; a,- ce available t6 the Town and as to any claims resulting from the Contract, it beinhe inten?sir .of the parties that the insurance policies so effected shall protect both pa 1w and be pn ;..ry coverage for any and all losses covered by the described insurance. In re a Gen+ rl, Automobile, and Excess Liability, the Consultant agrees to indemnify, 9 �9 a 9 Y defend andt, rye= harmless the Town of Oro Valley, its Mayor and Council, appointed boards and commissions, officials, officers, employees, individually and collectively from all losses, claims, suits, actions, payments and judgments, demands, expenses, attorney's fees, defense costs, or actions of any kind and nature resulting from personal injury to any person, including employees of the Consultant or any subcontractor employed by the Consultant (including bodily injury and death) or damages to any property, arising or alleged to have arisen out of the negligent performance of the Consultant for the work to be performed hereunder, except any injury or damages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in the Contract will in no way be construed as limiting the scope of indemnity in this paragraph. Town of Oro Valley RFP#09060 Page 16 of 24 2. KEY PERSONNEL The Consultant must provide an adequate staff of qualified and experienced personnel to provide services under the contract. The Consultant agrees that, once assigned to work under this contract, key personnel shall not be removed or replaced without written notice to the Town. If key personnel are not available to work under this contract for a continuous period exceeding thirty (30) calendar days, or are expected to devote substantially less effort to the work than initially anticipated, the Consultant shall immediately notify the Town, and shall, subject to the concurrence of the Town, replace such personnel of substantially equal ability and qualifications. The Town reserves the right to require replacement of assigned personnel when this is deemed to be in the Town's best interest, Upon such notice, the Consultant shall promptly assign a new appropriately qualified and experienced employee. b h' ai . ,o coots> r6 Town of Oro Valley RFP#09060 Page 17 of 24 STANDARD TERMS AND CONDITIONS SECTION 1--DESCRIPTION OF PROJECT I SCOPE OF WORK Services to be rendered under this agreement shall be negotiated and agreed to by the Consultant and the Town prior to issuance of Notice to Proceed. The detailed list of services and any required deliverables and or milestones shall be documented in the resulting contract. Any changes to the scope shall be authorized in writing by the Town in accordance with Section VIII prior to services being rendered. SECTION II —PAYMENT SCHEDULE The negotiated fee process shall be utilized for this Contract. For services rendered under this agreement, the Consultant shall be paid in accordance with the negotiated fee schedule. Payment shall be made monthly on the basis of progress reports. Cp sultant must provide a clear, detailed invoicemreflecting items being billed for, a summary sh.at s ming percentage of work completed to date, amount/ ercent billed to date and current status off` asks within the project with backup support documentation. Work schedule updates will b LX,luded in the monthly progress payment reportsp. SECTION III PERIOD OF SERVICE Following receipt of a Notice to Proceed with the work, -- Consultant shall complete all services rendered under this agreement within the negotiate number of consecutive calendar days after Notice to Proceed is issued by the Town. In the event delays are experienced beyond the control of the Consultant, the completion date may be extended by mutual written agreement between the Town and the Consultant. SECTION IV—APPROVALS e =x All work shall be subject to approval bythe d�esi ed To �n Mana er of designee. pP g Project9 9 .............. Consultant agrees to exercis? the skill and care which would be exercised by professionals performing similar services ` to time and in the locality. If failure to meet these standards results in faulty work, Consultant shall undertake at its own expense the corrective adjustments or modifications. SECTION V—INDEMNIFICATION The Consultant agrees to indem fy, defend, and save harmless the Town, its Mayor and Council, appointed bo r snd commissions, officials, officers and employees individually and collectively from all losses, clai yssuits, demands, expenses, subrogations, attorney's fees or actions of any kind a r : ature ansirI mut of the Consultant's negligence or any subcontractor employed by the Consult:- including b s ly injury and death, damages to any property or any other losses, claims, suits, demandsr e and/oxpenses arising or alleged to have arisen out of the work performed, except any injury o -mages arising out of the sole negligence of the Town, its officers, agents or employees. The amount and type of insurance coverage requirements set forth in Section VII will in no way be construed as limiting the scope of indemnity in this paragraph. SECTION VI —REPORTING Written monthly reports, together with updated work schedules, will be made by the Consultant in the format prescribed by the Town. These reports will be delivered to the Town no later than the fifth day of each month. When requested by the Town, the Consultant will attend Council meetings and provide finished documents including correspondence, supporting charts, graphs, drawings and colored slides for Council action. Town of Oro Valley RFP# 09060 Page 18 of 24 SECTION VII-- INSURANCE Proof of insurance as detailed in the Special Terms and Conditions shall be required prior to contract execution. SECTION VIII --AMENDMENTS Whenever a change in the scope of work is determined to be necessary, the work will be performed in accordance with the Contract provided. Before a change in the scope of work is implemented, an amendment shall be executed by the Town and the Consultant. Additions to, modifications of or deletions from the project may be made and the compensation to be paid to the Consultant may be adjusted accordingly by mutual written agreement of the contracting parties. It is agreed that no claim for extra work by the Consultant will be allowed by the Town except as provided, nor shall the Consultant do any work not covered byPIIOR this Contract unless the work is authorized through an amendment and signed by both parte, ato starting any additional work. TIME IS OF THE ESSENCE for this Contract. When the Conrequest for additional time for which work mpust be completed in a contra, justification outlining the reason for applying for the extension must be provided and a dare work will be completed. If the extension is agreed to and signed by the Town and the,Consultant, st binds the Consultant to complete the work by the extended date designated n'the amendment unless the delay in completion of the work by the Consultant results from airy unforeseeable cause beyond the it.0 control and without the fault ornegligence of the Consultantagreed the Town's only liability for delay from any cause shall be limited to grantinga time exte on to the Consultant. There is r. no other obligation, expressed or implied, ori part of the Town to the Consultant for delay from any cause. �: X< r ox SECTION IX—TERMINATION This Contract may be terminated at any time by mutual written consent, orthe Town, with or .� x;� by without cause, upon giving,thirty (30) days written notice. If this Contract is terminated, the Town shall be liable only,for pay nt for services rendered and accepted by the Town before the effective date of termination. .w s.� F°xa�„�/�f 4;_. The Town reserves the right terminate in whole or any part of this Contract due to the failure of the Consultant to carry o ny term or condition of the Contract. The Town will issue a written noticey of default to the Consultant for failing to perform the stipulations, conditions or services/specifications required in this Contract. The Consultant shall have 5 days from receipt ,rx � Y p of the notice to rectifythe failure or establish a plan for remedy. Consultant shall provide documentation of the remedy or proposed plan for approval by the Town. The Town may,terminate this Contract for cause if: A. In the opinion of the Town, the Consultant attempts to impose personnel, materials or services of an unacceptable quality; B. In the opinion of the Town, the Consultant fails to furnish the required services and/or deliverable within the time stipulated in the Contract; C. In the opinion of the Town, the Consultant fails to make progress in the performance of the requirements of the Contract; The Consultant gives the Town a positive indication that the Consultant will not or cannot perform to the requirements of the Contract. If funds that are appropriated or allocated for the payment of obligations under this Contract are not allocated by the Town and available for the continued purchase of the services and/or materials provided under this Contract, this Contract may be terminated by the Town at the end Town of Oro Valley RFP#09060 Page 19 of 24 of the period for which funds are available. The Town will notify the Consultant in the event that continued service will or may be affected by non-appropriation. No penalty shall accrue to the Town in the event that this provision is exercised, and the Town shall not be obligated or liable for any future payments due or for any damages as a result of termination under this paragraph. Upon Notice of Termination the Consultant shall apprise the work the Consultant has completed and submit this appraisal to the Town for evaluation. The Consultant shall receive as compensation for services performed through the date of such termination, a fee for the percentage o.f work actually completed. This fee shall be a percentage of the Consultant fee described in this Contract and shall be in the amount mutually agreed to between the Consultant and the Town. The Town shall make this final payment within sixty (60) days after the Consultant has delivered the last of the partially completed or services or deliverables. Notice required under this section shall be in writing and shall be served by certified mail upon the other party. When served by certified mail, services shall be conclusively deemed made five (5) days after posting thereof in the United States mail, postage prepaid. SECTION X— LIQUIDATED DAMAGES If the work to be performed by the Consultant under this Contract is not timely completed, as negotiated the Consultant shall pay to the Town an amount as agreed to as liquidated damages for each day the work remains incomplete; , er the scheduled co pletion date. This amount is agreed upon because of the impracticab � � xtreme difficulty of ascertaining the actual o damages the Town would sustain. The s� ecu - •Ietion date for determiningliabilityfor liquidated damages shall be stated in consec eenc days from the effective date of Town's Notice to Proceed to Consultant subject to Se XI— Force Majeure. For the purose of determi k( .Iicabilityof � .dated damages (Section X), completion time shall be extended only .. elay if completion of the work by the Consultant results from an unforeseeable cause beyond the P99 trot and without the fault or negligence of the Consultant. SECTION XI-- FORCE MARE Notwithstan! other term,' condition, or provision hereof to the contrary, in the event any party hereto is prk # ded from satisfyingor fulfilling any duty or obligation imposed upon such party by the terms hereof due to labor strikes, material shortages, war, civil disturbances, weather conditions, . n . ral disasters, beyondthe control of such �. party the` time period-`provided hereinacts of God or other events for the performance by such party of such duty or obligation shall be .extended for a period equal to the delay occasioned by such events and must be agreed to IN WRITING by both parties. SECTION XII —ARBITRATION OF DISPUTES Any dispute arising under this Contract that is not settled by the Town and the Consultant may, upon mutual agreement of the parties, be decided by an Arbitration Board composed of a representative of the Town, a representativeof the Consultant and a representative mutually acceptable to the Town and the Consultant. The Town, however, reserves its rights as set forth in Arizona Revised Statutes, Title 12. The Consultant shall continue to render all services requested in this Contract without interruption, notwithstanding the provisions of this Section. Nothing herein shall be deemed to require arbitration except at the Town's discretion. The laws of the State of Town of Oro Valley RFP#09060 Page 20 of 24 Arizona shall apply to this Contract, and the Consultant agrees to the subject itself to the jurisdiction of the Courts of the State of Arizona for any conflict that arises from the terms of this Contract. SECTION XIII—INDEPENDENT CONSULTANT It is clearly understood that each party shall act in its individual capacity and not as an agent, employee, partner,joint venturer or associate of the other. An employee or agent of one party shall not be deemed or construed to be the employee or agent of the other party for any purpose whatsoever. The Consultant is advised that taxes or social security payments shall not be `A4.fhheld from a Town payment issued hereunder and that Consultant should make arrangemen ,__,,,to directly pay such expenses, if any. The Town will not provide any insurance coverage to the Consultant including Workers' g � Compensation coverage" SECTION XIV—OWNERSHIP OF DOCUMENTS All documents including, but not limited to, tracings, drawings, original mylars, estimates, field notes, investigations, design analysis and studies which are prepared in the performance of this Contract are to remain the property of the Town. The Consultant shall furnish the Town, upon request, originals or copies of technical specifications and copies of all documents listed above" SECTION XV—NO KICK-BACK CERTIFICATION The Consultant warrants that no person has been employed or retained to solicit or secure this Contract upon an agreement F•' understanding:„for a commission, percentage, brokerage or contingent fee; and that no of the Town Council or any employee of the Town has an interest, financial or other:,fit' e, in � Consultant firm” For breach or violation array . (*the Town shall have the right to annul this Contact without liability or, at its di" =tion to deduct from the Contract Price or consideration, the full amount of such commission, := entage, brokerage or contingent fee. SECTION;,^ FLICT OF INTEREST ✓, zo This Co ` Jct is subje o the provisions of A.R.S. 38-511 whichprovides pertinent R.S" § in part that the State, xqg: � olitical.� _�bdivisions or any department of either may, within three years after its execution, . nce1 -4 k" contract, without penalty or further obligation, made by the State, its political subdivr" , or any of the departments or agencies of either if anyperson significantly 9 Y involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the state, its political subdivisions or any of the departments or agencies of either is, at any time, while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or a Consultant to any other party to the Contract with respect to the subject matter of the Contract. Town of Oro Valley RFP#09060 Page 21 of 24 SECTION XVII--ASSIGNMENT This Contract shall not be assignable except at the written consent of the parties, and it shall extend to and be binding upon the heirs, executors, administrators, successors and assigns of the parties. The Consultant may assign money due to him under terms of this Contract to a banking or lending institute. The Town shall assist the Consultant in performing the assignment by testifying to the progress of the work as may be required. SECTION XVIII — ENFORCEMENT, LAWS AND ORDINANCES This Contract shall be enforced under the laws of the State of Arizona. Each party must comply with all applicable federal, state, county and Town laws, ordinances and regulations. Consultant shall ensure Consultant's obligation regarding yment of all taxes, license, permits and other expenses of any nature associated with the provision of services herein, Consultant shall maintain in current status all Federal, State and local certifications required for the business operated by the Consultant. SECTION XIX—WAIVER The failure of either party of this Agreement to take affirmative action with respect to any conduct of the other which is in violation of the terms Of this contract shall not be construed as a waiver thereof, or of any future breach or subsequent wrongful conduct. SECTION XX—ENTIRE CO "3 T This is the entire Cont betvviz:44 o parties. if any portion(s) of this Contract is (are) later found to be invalid or un-214,,,,,.A: e � ortion s shall be null and void and without any effect on the rest of the Contract shall continue in full force and effect. SECTION XXI -MISCELLANEOf PROVISIONS A. e Consultantshallestablish and maintain procedures and controls that are reasonably a •table to tee Town for the purpose of assuring that no information contained in its rec. td or ob ed from the Town or from others in carrying out its functions under the contra ybe used by or disclosed by it, its agents, officers, or employees, except as required'16 efficiently perform duties under the contract. Persons requesting such information must be referred to the Town. B. The Consultant shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101-12213) and applicable federal regulations under the Act. C. In accordance with A.R.S. X35-391, the Consultant hereby certifies that the Consultant does not have scrutinized business operations in Sudan. Town of Oro Valley RFP it 09060 Page 22 of 24 E. In accordance with A.R.S. §35-393, the Consultant hereby certifies that the Consultant does not have scrutinized business operations in Iran. Y i h ,-, /y d rV: f 41,-,!,*zr c, 4:-?::',::- '''''!'::"' i /•J :440''' a sem: r b .4,17,,i.1%;:•,.:',;;!:4''''':;::','''''''''''''' L L Y 9`x%rs: x. Town of Oro Valley RFP#09060 Page 23 of 24 PRICE PAGE Offeror shall provide a charge or fee for provision of all services described herein and in accordance with the following fee schedule. This fee proposal shall include all work necessary to effectively conduct and complete the Scope of Services. The fees stated below must include all necessary costs including, but not limited to, labor, materials, overhead, administrative charges, profit and insurance. (Words) ($ } (Figures) 4Nolier4 14: 1PP' 111% CI) Town of Oro Valley RFP#09060 Page 24 of 24 OFFER TO THE TOWN OF ORO VALLEY: The Undersigned hereby offers and shall furnish the material or service in compliance with all terms, scope of work, conditions, specifications, and addenda in the Request for Proposal which is incorporated by reference as if fully set forth herein. For clarification of this offer, contact: Name: Company Name Title: Address Phone: Town State Zip Fax Signature of Person Authorized to Sign E-mail: Printed Name Title Z;; From: Watson, Jerene Sent: Wednesday, April 08, 2009 5:16 PM To: Council Cc: Andrews, David; Department Directors; Davis, Mary; Nelson, Scott; Ellis, Nancy Subject: Congresswoman Giffords' Appropriation Request for Steam Pump Ranch Importance: High Mayor& Council, Good news -The attached is information from Congresswoman Giffords website. We got an official call that she has put forward our request for$1 million for pre-Opening Phase of Steam Pump Ranch. We have been working with the state office of SHPO(State Historic Preservation Office)for nearly 10 months now, and have let them know this week that this federal level funding will be dependent on our getting our historic designation at the state level. Sarah More has found out the following from SHPO: James Garrison at SHPO is going to do several things for us to help out: (1) he will try to move the nomination through their process faster, they are constrained by a committee that only meets 3 times a year; (2) he will draft a letter to Gifford's office and the Mayor indicating SHPO support for the project; and (3) he will communicate directly with the Federal funding agency regarding their support. We will work qu ickly to coordinate the information that both levels of government need to continue pursuing this federal partnership for funding. This is very good news on all fronts and we wanted to make you aware of it. Jerene lerene Watson Assistant Town Manager Town of Oro Valley 520-229-4710(office);520-437-5212(mobile) jwatson@orovalleyaz.gov Your true character is revealed by the clarity of your convictions,the choices you make and the promises you keep. Hold strongly to your principles and refuse to follow the currents of convenience. What you say and do defines who you are,and who you are,you are forever. "All messages created in this system should he considered a public record subject to disclosure under the Arizona Public Records La« 39-l'2 1)s ith no expectation of privacy related to the use of this technology." Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona He... Page 1 of 3 Popelka, Paul From: Nelson, Scott Sent: Tuesday, April 14, 2009 2:17 PM To: Bob Baughman; patsprl@aol.com; TUCSONROXY@aol.com Cc: More, Sarah; Watson, Jerene; Popelka, Paul; Chapman, Diane Subject: FW: State Parks Remain Open, but at the cost of the swiping Heritage Funds FYI Scott L. Nelson Special Projects Coordinator Town of Oro Valley Direct line - 520-229-4809 Cell # - 520-730-8288 Fax Line - 520-742-1022 snelson@orovalleyaz.gov From: ALERTS-Arizona Heritage Alliance [mailto:alert©azheritage.org] Sent: Tuesday, April 14, 2009 1:34 PM Subject: State Parks Remain Open, but at the cost of the swiping Heritage Funds To All Friends of the Arizona Heritage Fund, Unfortunately, at a time of unprecedented financial shortfall, our state government approved this January: <!--[if!supportLists]-->• <!--[endifj-->Huge "sweeps"of numerous funds, including nearly $6 million in Arizona State Parks' Heritage Funds. <!--[if!supportLists]-->• <!--[endifj-->A reallocation of$3 million of Heritage Funds to the Arizona State Lands Department for its Fire Suppression Fund, money that department officials said at a recent JLBC hearing they do not need. <!--[if!supportLists]-->• <!--[endifj-->Cancellation or suspension of$11.7 million worth of Heritage Fund projects in 25 Arizona communities already contracted for and underway — more than shovel- ready! Regarding this last bullet point, dozens of private citizens, non-profit organizations, and local government and tribal officials have contacted the Alliance and expressed absolute frustration with the desperate and dismaying action taken by Arizona State Parks. Many are "on the hook"with signed agreements they cannot keep without the funds, as well as half-restored and roofless historic properties, half-built park structures that are now an eyesore and possible safety hazard, and fragile archaeological artifacts that now are not in compliance with federal standards. In addition, these projects help to bring in construction jobs and tourism dollars. The multiplier effect of the economic impact of these projects to communities, urban and rural, is significant. Although Arizona State Parks was backed into an untenable situation by the State Legislature's removal of its funding,both General Fund and Heritage, its action to remove Heritage Fund monies from grantees is unprofessional, shameful and possibly illegal. This is no way to approach the celebration of Arizona's Centennial in 2012! We are asking you to please email the Parks Board chair, Reese Woodling rwoodiinggazstatepa -ks.gov, telling him you are outraged that State Parks swiped Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona He... Page 2 a 3 ,. $11.7 million of Heritage Fund grants to use to keep Parks open. And while there will not be an Arizona State Parks Heritage Fundy cycle in grant 2009, there will be a $10 million allotment from the Arizona Lottery to Arizona State Parks. Please tell Chairman Woodling that it Ls imperative this SlO million be directed to the "suspended"grant prqects immediately. Also, please cc to the other Parks Board and staff at: William C. Scalzo, Phoenix wscalzo@azstateparks.gov,Arlan Colton, Tucson acolton@azstatparks.gov, Tracey Westerhausen, Phoenix i.westerhausen@azstateparks.go`, Larry Landry, Phoenix 1landry.c azstateparks.gov, William C. Cordasco, Flagstaff wcordasco@azstateparks.gov, Mark Winklernan, State Land Commissioner mw inklernan@azstateparks.gov, Ken Travous, Director, Arizona State Parks, ktravous@azstateparks. ov, Michael Anable, Policy Advisor, Natural Resources, Office of the Governor-manable@az.gov , Rich Dozer, Chair, Governor's Sustainable State Parks Task Force, Rich.dozer@genspring.com. The swiping of these grants is unprecedented and reprehensible! The Arizona Heritage Fund was voter- initiated in 1988 and approved by two-thirds of the electorate in 1990. Backed with Arizona Lottery proceeds,the Fund is a nationally acclaimed "quality of life" and economic development tool that supports and protects our state's parks, open space, wildlife habitat, environmental education, trails, historic and cultural sites, and public access to public land. And State Parks has no intention of a re in pY g these swiped funds in the 2010 budget either. The Arizona Heritage Fund was not designed to be used as operating funds for State Parks!!! Since 1990, more than $338.5 million of Heritage Funds have been invested inreservin and P g enhancing an incredible array of natural, cultural, and recreational resources in every Arizona county and legislative district. The economic multiplier factor brings that number up close to $1 billion. Go to the Arizona Heritage Alliance website at http //azheritage.wordpress.com/2009/03/23/heritage- cuts-in-arizona-2009/and view all the"suspended"Heritage Fund grants in Arizona and below is a reprint editorial from the Camp Verde Bugle. This opinion piece is something that you could also suggest to your own local newspaper(taking the information that's on the Heritage Alliance's map of heritage-related cuts and personalizing it for your own community). Thanks so much for your support and please contact the Arizona Heritage Alliance if you should have any further questions or comments at: 602-528-7500, nails}azheritage.org or www.azheritage.org. Editorial: Arizona State Parksrobbing Peter to pay Paul Camp Verde Bugle, Saturday, April 04,2009 http://campverdebugleonline.com/main.asp? SectionlD=36&SubSectionID=73&ArticlelD=22744 Talk about bittersweet. In rather twisted fashion, the Sullivan Hotel's loss is Fort Verde's gain. A temporary stay of execution was issued to such Arizona properties as Fort Verde State Historic Park and Red Rock State Park. At Friday's meeting of the State Parks Board, Director Ken Travous announced that by cutting and suspending Heritage Grants, as well as other cost-cutting measures, the agency was able to make up $5 million in its decimated budget. That meant not closing an additional eight parks, at least until July. But this was robbing Peter to pay Paul. Ask Mary Wills and Sally Dryer about being "robbed." After being approved for a nail A/)nno Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona He... Page 3 of 3 $150,000 Heritage grant to sustain the old Sullivan Hotel in Jerome, taking out loans and mortgaging a house, the women were told in February that State Parks was canceling the grant. It damaged Wills and Dryer financially, the last thing the state should be doing. What the move may have saved State Parks in money has cost it in respect and reputation around here. The board also went down the path of supporting a controversial House bill that will allow the state to take funds meant for land preservation and use it for the State Parks budget. That smacks of underhandedness. Reneging on a promise, which is essentially what the Heritage Grant was, and going directly against voter intentions to snag more money are bad ideas. Yes, the Legislature cut $36 million from State Parks' budget. And yes, come July, it may cut another $12 million. It's painful, possibly fatal for some parks. But limiting park hours or completely shuttering more would be preferable ethically to shifty moves that make anyone question State Parks' honesty. While it was nice to hear, on the eve of the History of the Soldier event, that Fort Verde and other parks were temporarily spared being shuttered, it's bittersweet to know such parks are staying open at such a cost. Help Protect, Preserve and Enhance the Arizona Heritage Fund. Join the Arizona Heritage Alliance. Go tow w.azheritage.org and click on the "membership info" link. na l(o nna Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona Heritage ... Page 1 of 3 Chapman, Diane From: Nelson, Scott Sent: Tuesday, April 14, 2009 2:17 PM To: Bob Baughman; patsprl@aol.com;TUCSONROXY@aol.com Cc: More, Sarah;Watson, Jerene; Popelka, Paul; Chapman, Diane Subject: FW: State Parks Remain Open, but at the cost of the swiping Heritage Funds FYI Scott L. Nelson Special Projects Coordinator Town of Oro Valley Direct line - 520-229-4809 Cell # - 520-730-8288 Fax Line - 520-742-1022 snelson©orovalleyaz.gov From: ALERTS-Arizona Heritage Alliance [mailto:alert@azheritage.org] Sent: Tuesday, April 14, 2009 1:34 PM Subject: State Parks Remain Open, but at the cost of the swiping Heritage Funds To All Friends of the Arizona Heritage Fund, Unfortunately, at a time of unprecedented financial shortfall, our state government approved this January: <!--[if!supportLists]-->. <!--[endifJ-->Huge"sweeps"of numerous funds, including nearly$6 million in Arizona State Parks' Heritage Funds. <!--[if!supportLists]-->. <!--[endifJ-->A reallocation of$3 million of Heritage Funds to the Arizona State Lands Department for its Fire Suppression Fund, money that department officials said at a recent JLBC hearing they do not need. <!--[if!supportLists]-->. <!--[endifJ-->Cancellation or suspension of$11.7 million worth of Heritage Fund projects in 25 Arizona communities already contracted for and underway— more than shovel-ready! Regarding this last bullet point, dozens of private citizens, non-profit organizations, and local government and tribal officials have contacted the Alliance and expressed absolute frustration with the desperate and dismaying action taken by Arizona State Parks. Many are"on the hook"with signed agreements they cannot keep without the funds, as well as half-restored and roofless historic properties, half-built park structures that are now an eyesore and possible safety hazard, and fragile archaeological artifacts that now are not in compliance with federal standards. In addition, these projects help to bring in construction jobs and tourism dollars. The multiplier effect of the economic impact of these projects to communities, urban and rural, is significant. Although Arizona State Parks was backed into an untenable situation by the State Legislature's removal of its funding, both General Fund and Heritage, its action to remove Heritage Fund monies from grantees is unprofessional, shameful and possibly illegal. This is no way to approach the celebration of Arizona's Centennial in 2012! We are asking you to please email the Parks Board chair, Reese Woodling rwoodlingazstateparks.gov, telling him you are outraged that State Parks swiped $11.7 million of Heritage Fund grants to use to keep Parks open. And while there will not be an Arizona State Parks Heritage Fund grant cycle in 2009, /AA/1//elllllA Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona Heritage ... Page 2 of 3 there will be a $10 million allotment from the Arizona Lottery to Arizona State Parks. Please tell Chairman Woodling that it is imperative thi,s Y 0 million ected to the "su pei ed-grunt projects Ill!I l ediateli'. w Also, please cc to the other Parks Board and staff at: William C. Scalzo, Phoenix wscalzoazstateparks.gov ,Arlan Colton, Tucson acolton ;azstatparks.gov, Tracey Westerhausen, Phoenix t«-esterhauseng,azstateparks.gov, Larry Landry, Phoenix llandry(?azstate parks. v, William C. Cordasco, l �.go_ Flagstaff wcordasco@azstateparks.gov, Mark Winkleman, State Land Commissioner m'inkleman cvazstate arks. ov, Ken Travous, Director, Arizona State Parks, .a .___........._.__....----..._..... - p g ktravo us(c�azstateparks �,ov, Michael Anable, Policy Advisor, Natural Resources, Office of the Governor - manableaz.gov , Rich Dozer, Chair, Governor's Sustainable State Parks Task Force, Rich.dozer egenspring.com. The swiping of these grants is unprecedented and reprehensible! The Arizona Heritage Fund was voter-initiated in 1988 and approved by two-thirds of the electorate in 1990. Backed with Arizona Lottery proceeds, the Fund is a nationally acclaimed "quality of life" and economic development tool that supports and protects our state's parks, open space, wildlife habitat, environmental education, trails, historic and cultural sites, and public access to public land. And State Parks has no intention of repaying these swiped funds in the 2010 budget either. The Arizona Heritage Fund was not designed to be used as operating funds for State Parks!!! Since 1990, more than $338.5 million of Heritage Funds have been invested in preserving and enhancing an incredible array of natural, cultural, and recreational resources in every Arizona county and legislative district. The economic multiplier factor brings that number up close to $1 billion. Go to the Arizona Heritage Alliance website at http://azheritage.wordpress.corn/2009/03/23'heritage-cuts-in- ---- -- - ----- arizona-2009'and view all the "suspended" Heritage Fund grants in Arizona and below is a reprint editorial from the Camp Verde Bugle. This opinion piece is something that you could also suggest to your own local newspaper (taking the information that's on the Heritage Alliance's map of heritage-related cuts and personalizing it for your own community). Thanks so much for your support and please contact the Arizona Heritage Alliance if you should havt any further questions or comments at: 602-528-7500, mail@.azheritage.org or www.azheritage.org. Editorial: Arizona State Parks robbing Peter to Camp Verde Bugle, Saturday, April 04, 2009 http://campverdebugleonline.com/main.asp?Section.ID=36&SuhSection.ID=73&ArticlelD=22744 Talk about bittersweet. In rather twisted fashion, the Sullivan Hotel's loss is Fort Verde's gain. A temporary stay of execution was issued to such Arizona properties as Fort Verde State Historic Park and Red Rock State Park. At Friday's meeting of the State Parks Board, Director Ken Travous announced that by cutting and suspending Heritage Grants, as well as other cost- cutting measures, the agency was able to make up $5 million in its decimated budget. That meant not closing an additional eight parks, at least until July. But this was robbing Peter to pay Paul. Ask Mary Wills and Sally Dryer about being "robbed." After being approved for a $150,000 Heritage grant to sustain the old Sullivan Hotel in Jerome, taking out loans and mortgaging a house, the women were told in February that State Parks was canceling the grant. It damaged Wills and Dryer financially, the last thing the state should be doing. What the move may have saved State Parks in money has cost it in respect and reputation around here. The board also went down the path of supporting a controversial House bill that will allow the state to take funds meant for land preservation and use it for the State Parks budget. nail ti/T'nno Help Protect, Preserve and Enhance the Arizona Heritage Fund by joining the Arizona Heritage ... Page 3 of 3 That smacks of underhandedness. Reneging on a promise, which is essentially what the Heritage Grant was, and going directly against voter intentions to snag more money are bad ideas. Yes, the Legislature cut $36 million from State Parks' budget. And yes, come July, it may cut another $12 million. It's painful, possibly fatal for some parks. But limiting park hours or completely shuttering more would be preferable ethically to shifty moves that make anyone question State Parks' honesty. While it was nice to hear, on the eve of the History of the Soldier event, that Fort Verde and other parks were temporarily spared being shuttered, it's bittersweet to know such parks are staying open at such a cost. Help Protect, Preserve and Enhance the Arizona Heritage Fund. Join the Arizona Heritage Alliance. Go to www.azheritage.org and click on the "membership info" link. 11 A;1