IRVINGTON SPRINGFIELD AVENUE BUSINESS IMPROVEMENT DISTRICT
REQUEST FOR QUALIFICATIONS – REQUEST FOR PROPOSAL
Date of hire: July 1, 2010 - June 30, 2011
SUBMISSION DEADLINE: June 10, 2010
ADDRESS ALL QUALIFICATIONS TO:
Irvington Springfield Avenue Business Improvement District
P.O. Box 323
Irvington, NJ 07111-0323
ATTN: Dr. Thomas Panitch, President
GENERAL INFORMATION & SUMMARY
ORGANIZATION REQUESTING QUALIFICATIONS:
IRVINGTON SPRINGFIELD AVENUE BUSINESS IMPROVEMENT DISTRICT
P.O. BOX 323
IRVINGTON, NJ 07111-0323
PURPOSE OF REQUEST
The Irvington Springfield Avenue Business Improvement District, to be further referred to as ISABID, is requesting submissions from qualified individuals and firms to provide Professional Management Services of a specialized nature to the ISABID. Qualifications will be evaluated in accordance with the criteria set forth in this RFQ.
PERIOD OF CONTRACT
Concurrent with the ISABID budget year (from July 1, 2010, to June 30, 2011) at which time the contract may be renewed by mutual agreement of both parties.
The successful submitter shall be required to execute the ISABID contract, which includes the indemnification, insurance, termination and licensing provisions.
DETAILED REQUIREMENTS OF THE REQUEST FOR QUALIFICATIONS FOR MANAGEMENT SERVICES
1. ISABID FACTS AND FIGURES - The PSIDMC is a 501c6 Corporation. The ISABID was incorporated in 1997.
The ISABID consists of approximately 500 merchants and property owners the length of Springfield Avenue and its immediate environs in Irvington. The self assessed ISABID operating budget is approximately $178,000. It provides significant and diverse services for merchants and property owners within the ISABID district.
2. NATURE/SCOPE OF SERVICES - The ISABID is requesting submissions for professional management services to provide services to supplement and augment services provided by the Township of Irvington.
The Managing Provider shall provide the following services:
A. PROGRAM ADMINISTRATION – implement membership programs as identified by the Board of Directors. Included but not limited to resource bank of entertainers, vendors, caterers, restaurants, etc., on-site management of the events themselves, and creation of programs based on the firm’s experience of successful programs that would fit the ISABID’s profile. Distinct from written communications, knowledge of proper media expectations and protocol is needed for news releases, advertisement/commercial creation, and news placement.
B. PROGRAM PUBLICITY – initiate professional interaction with various media to publicize programs. Included in this is the skill to write news releases in standard news journalism format and to write advertisement/commercial copy in proper style. Requests for media coverage should follow appropriate media protocol.
C. FIDUCIARY SERVICE – provide financial reports to the Board of Directors using standard financial software, assist the auditor on the annual audit and IRS 990 by providing accurate records of financial transactions, and have knowledge of budgets and requirements of the funding sources to be able to project cash flow problems and solutions to them.
D. CORPORATE ADMINISTRATION – fulfill fiduciary responsibilities of the ISABID with respect to the State statutes, municipal ordinance, and non-profit corporate bylaws. Included is familiarity of requirements of the corporation on federal (IRS), state and local levels, as well as internal knowledge of Roberts Rules of Order to assist in the proper functioning of Board of Directors meetings.
E. OFFICE & ACCESS: The management firm will be required to have an operations office in or near Irvington, NJ. The Management firm will provide the availability in hours that the staff persons be available to the ISABID members and Board of Directors. Phone calls to the management firm will be returned in a timely manner. The management firm will provide a list of people trained to serve the ISABID. The management firm will provide documentation of what level of on-site service and office equipment will be provided.
F. SPECIAL EVENTS MANAGEMENT – The management firm will need to create, coordinate, fulfill, and evaluate the many programs designed to benefit the ISABID membership.
G. BOOKKEEPING – more than just recording transactions, knowledge of budgets and accounting methods is needed to assist the auditor on the annual audit, to prepare monthly budget analyses for the Board, to voucher and track city tax payments.
H. PURITY OF MISSION – the management firm should demonstrate the ability to effectively advocate the best interests of the ISABID.
I. CORPORATE STRENGTH - the management firm should demonstrate the financial capacity sufficient to maintain operating reserves and cash flow to provide uninterrupted service to the ISABID for a period of not less than one month, should it be necessary.
3. STANDARD QUALIFICATION REQUIREMENTS -Submitters should submit technical qualifications which contain the following:
A. The name of the submitter, the principal place of business and, if different, the place where the services will be provided. Provide the distance of the firm from the Township of Irvington.
B. Submitter must have a minimum of ten (10) years experience related to the services outlined herein. This includes but is not limited to management and operation of SID’s and or BID’s.
C. The downtown management qualifications, experience, and training of all persons who would be assigned to provide services along with their names and titles.
D. The bi-lingual (i.e., English and Spanish) capability of any staff member.
E. Since the ISABID is not the direct employer of the staff, the management firm’s manager must be willing and able to staff the firm in the best interests of the ISABID, to monitor staff performance, handle all employment issues, and be flexible and open to changes requested by the Board of Directors
F. A listing of all other engagements where services of the types being proposed were provided in the past five (5) years. This should include but not limited to other SID’s and or BID’s, samples of advertisements, published material, events, etc. Contact information for the recipients of the similar services must be provided. The ISABID may obtain references from any of the parties listed.
G. Statement that neither the firm nor any individuals within the management firm are under investigation, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency.
H. An Affirmative Action Statement (copy of form attached).
I. A completed Non-Collusion Affidavit (copy of form attached).
J. A statement that the submitter will comply with the General Terms and Conditions required by ISABID and enter into a ISABID Professional Services Contract.
K. A copy of the submitter’s Certificate of Incorporation.
4. COST ANALYSIS - Submitters should submit a fee schedule which would include any retainer, hourly rates and reimbursable expenses. The ISABID does not provide payment or reimbursement for travel expenses. The proposal should also indicate which services will not be performed by the submitter and which must be outsourced, including magazine production, advertisement/flier creation, bookkeeping, special event coordination, and bi-lingual communications.
5. SUBMISSIONS - Each submission must satisfy the objectives and requirements detailed in this RFQ. The successful submitter shall be determined by an evaluation of the total content of the qualifications submitted. The ISABID reserves the right to:
A. Not select any of the submissions.
B. Select only portions of a particular submitter's qualifications for further consideration;
(However, submitters may specify portions of the qualification submission that they
consider "bundled" with explanations.)
C. Award a contract for the requested services at any time during the calendar year after all RFQ's have been reviewed and a qualified manager is selected by the ISABID. Every submission should be valid through this time period.
D. The ISABID shall not be obligated to explain the results of the evaluation process to any submitter. The ISABID may require submitters to demonstrate any services described in their submission prior to award.
6. SUBMISSION LIMITATIONS - This RFQ is not intended to be an offer, order or contract and should not be regarded as such, nor shall any obligation or liability be imposed on the ISABID by issuance of this RFQ. The ISABID reserves the right at the ISABID’s sole discretion to refuse any submission.
7. CONTRACT LENGTH - The contract shall be in effect from July 1, 2010, through June 30, 2011, unless otherwise stated.
8. DELIVERY - Submissions may be hand delivered or mailed. In the case of mailed submitters, the ISABID assumes no responsibility for submissions received after the designated date and time and will return late submissions unopened. Submissions will not be accepted by facsimile or e-mail.
9. USE OF INFORMATION - Any specifications, proposal, documentation, technical or business information and the like ("Information") furnished or disclosed by the ISABID to the submitter in connection with this RFQ shall remain the property of the ISABID. All copies of such information shall be returned to the ISABID upon request.
Unless such Information was previously known to the submitter, free of any obligation to keep it confidential, or has been or is subsequently made public by the ISABID or a third party, it shall be held in confidence by the submitter, shall be used only for the purposes of this RFQ, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing.
10. GENERAL TERMS AND CONDITIONS -
A. The ISABID reserves the right to reject any or all submissions, if necessary, or to waive any informalities in the submissions, and, unless otherwise specified by the submitter, to accept any item, items or services in the submissions should it be deemed in the best interest of the ISABID to do so.
B. In case of failure by the successful submitter, the ISABID may procure the articles or services from other sources, deduct the cost of the replacement from money due to the submitter under the contract and hold the submitter responsible for any excess cost occasioned thereby.
C. The successful submitter shall maintain sufficient insurance to protect against all claims under Workmen's Compensation, General, Professional and Automobile Liability.
D. Each submission must be signed by the principal person or designee authorized to do so.
E. The ISABID subscribes to the N.J. Affirmative Action Law, P.L. 1975, c.127 (N.J.A.C. 17:27) with implementation of July 10, 1978, successful submitters must agree to submit individual employer certifications and numbers or complete Affirmative Action employee information reports (form AA-302). Also, during the performance of this contract, the contractor agrees as follows: (a) the contractor or subcontractor where applicable, will not discriminate against any employee because of age, race, creed, color, national origin, ancestry, marital status or affection or sexual orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex or handicap. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and section for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notice to be provided by the Public Agency Compliance Officer setting forth provisions of this non-discrimination clause: (b) the contractor or subcontractor, where applicable, will in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex or handicap; (c) the contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or worker's representative of the contractor's commitments under this act and shall post copies of the notice; (d) the contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the treasurer pursuant to the P.L. 1975, c.127, as amended and supplemented from time to time.
F. By submission of qualifications, the submitter certifies that the service to be furnished will not infringe upon any copyright and the successful submitter shall, at its expense, defend any and all actions or suits charging such infringement, and will save the ISABID harmless in any case of any such infringement.
G. No submitter shall influence, or attempt to influence, or cause to be influenced, any ISABID officer or city employee to use his/her official capacity in any manner which might tend to impair the objectivity or independence of judgment of said officer or employee.
H. No submitter shall cause or influence, or attempt to cause or influence, any ISABID officer or board member to use his/her official capacity to secure unwarranted privileges or advantages for the submitter or any other person.
I. The ISABID shall not be responsible for any expenditure of monies or other expenses incurred by the submitter in making its proposal.
J. The checklist, affidavits, notices and the like presented at the end of this Request for Qualifications are a part of this Request for Qualifications and shall be completed and submitted as part of this submission.
END OF GENERAL INSTRUCTIONS
A. Relevance and Extent of Qualifications, Experience, Reputation
B. Knowledge of the Township of Irvington and the Irvington Springfield Avenue Business Improvement District subject matter to be addressed under this contract
C. Relevance and Extent of Similar Contracts performed
D. Professional Qualifications required executing service
E. Cost Effectiveness of Proposal
REQUEST FOR QUALIFICATIONS CHECKLIST
THIS CHECKLIST MUST BE COMPLETED AND SUBMITTED WITH YOUR QUALIFICATION PACKAGE:
Please initial below, indicating that your submission includes the itemized document. A SUBMISSION WITHOUT THE FOLLOWING DOCUMENTS IS CAUSE FOR REFUSAL.
A. An original and three (3) signed copies of your complete submission.
B. Non-Collusion Affidavit properly notarized.
C. Authorized signatures on all forms.
D. Certificate of Incorporation.
E. Affirmative Action Statement
F. Copy of Liability and Workmen's Compensation Insurance Policies
THE UNDERSIGNED HEREBY ACKNOWLEDGES THE ABOVE LISTED REQUIREMENTS
NAME OF SUBMITTER:
Name, Firm or Corporation
BY: (NAME) (TITLE) (PRINCIPAL)
N.J.S.A. 10:5-31 and N.J.A.C. 17:27
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
Goods, Professional Services and General Service Contracts
(Mandatory Affirmative Action Language)
During the performance of this contract, the contractor agrees as follows:
The management firm, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex. Except with respect to affectional or sexual orientation, the management firm will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The management firm agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting for the provisions of this nondiscrimination clause.
The management firm, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex.
The management firm, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.
STATE OF NEW JERSEY
COUNTY OF ESSEX
I AM __________________________________________________
OF THE FIRM OF _______________________________________________________
UPON MY OATH, I DEPOSE AND SAY:
1. THAT I EXECUTED THE SAID SUBMISSION WITH FULL AUTHORITY SO TO DO;
2. THAT THIS PROPOSER HAS NOT, DIRECTLY OR INDIRECTLY ENTERED INTO ANY AGREEMENT, PARTICIPATED IN ANY COLLUSION, OR OTHERWISE TAKEN ANY ACTION IN RESTRAINT OF FAIR AND OPEN COMPETITION IN CONNECTION WITH THIS ENGAGEMENT;
3. THAT ALL STATEMENTS CONTAINED IN SAID PROPOSAL AND IN THIS AFFIDAVIT ARE TRUE AND CORRECT, AND MADE WITH FULL KNOWLEDGE THAT THE ISABID RELIES UPON THE TRUTH OF THE STATEMENTS CONTAINED IN SAID PROPOSAL AND IN THE STATEMENTS CONTAINED IN THIS AFFIDAVIT IN AWARDING THE CONTRACT FOR THE SAID ENGAGEMENT; AND
4. THAT NO PERSON OR SELLING AGENCY HAS BEEN EMPLOYED TO SOLICIT OR SECURE THIS ENGAGEMENT AGREEMENT OR UNDERSTANDING FOR A COMMISSION, PERCENTAGE, BROKERAGE OR CONTINGENT FEE, EXCEPT BONA FIDE EMPLOYEES OR BONA FIDE ESTABLISHED COMMERCIAL SELLING AGENCIES OF THE SUBMITTER.
SUBSCRIBED AND SWORN TO
BEFORE ME THIS DAY OF________________________ 2010
(TYPE OR PRINT NAME OF AFFIANT UNDER SIGNATURE)
NOTARY PUBLIC OF
MY COMMISSION EXPIRES: ____________________, 20_______