RFP - Temporary Planning/HARB Staff Services

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Scope of Service............................................................................................................... 3

Responsibilities 3

Background 4

Qualifications and Instructions 4

Project Timeline 5

Compensation 5

Contract 5

Proposal Submission Deadline 5

Insurance 5

Workers Compensation and Public Liability and Property Damage Insurance………... 5

Employment of Certain Person Prohibited 7

Alterations or Modifications 7

Right to Audit Records 7

Dissemination of Information 9

Business Privilege Tax 9

Permits & Licenses 9

Proposal Rejection 9

Execution of Contract…. 9

Contract Termination 10

Evaluation of Proposals 10

Assignment of Key Staff 11

Selection Committee and Procedure for Review of Proposals 11

Questions Regarding Specifications or Proposals Process … 12

Non-Collusion Affidavit Instructions for Non-Collusion Affidavit………………………. 13



Non-Collusion Affidavit…………………………………………………………………… 14

Non-Discrimination Statement 16

Non-Indebtedness 17



Proposals will be received by the City of Reading until 3:00 p.m., prevailing time, on Friday, May 30, 2018 in the Office of the Purchasing Coordinator, 815 Washington Street, Room 2-45, Reading, PA 19601.



The original proposal and five (5) copies as well as an electronic copy will be submitted in a sealed envelope that will plainly indicate on it the title of the proposal and the date for receiving. An electronic copy must also be submitted . This must be delivered to the City Purchasing Coordinator, Rm. 2-45, City Hall, 815 Washington Street, Reading, PA, until 3:00 P.M., prevailing time on Friday, May 30, 2018.




The City of Reading invites qualified firms to respond to a Request for Proposals (RFP) to provide temporary planning and historic preservation Staff Support due The City seeks a professional planning firm to provide temporary contract staff on an as-needed basis to meet the on-going business needs of the Community Development Department. The City’s primary objective for this RFP is to obtain qualified and competent temporary planning and historic preservation personnel on a timely basis.


The Community Development Department includes two divisions: Historic Preservation and Planning Divisions. Both divisions have a heavy work load consisting of project development review, historic preservation programs, community/land use planning, and sustainability planning. From time to time, additional support is needed in order to accomplish division work plan items and special projects.


The contract is for two (2) years with the option for the City to renew for one (1) additional year.




Temporary Planning and Historic Preservation Staff services may be needed to provide additional support to the below job classifications:


Planner III

  • Primarily to be available to provide planning services on an, as needed, on call basis administering the subdivision and land development processes, including all required correspondence, in accord with the Pennsylvania Municipalities Planning Code, Subdivision and Land Development ordinances, and other relevant statutes, ordinances and codes.

  • Secondarily inspect projects under development/construction for conformance with plans of record, and statutes, ordinances and codes having jurisdiction.

  • Upon specific or rare occasion, provide urban design, architectural design, landscaping and graphic design assistance/review for the City of Reading and related public agencies.


    Historic Preservation Specialist

  • Available to provide Historic Preservation services on an, as needed, on call basis administering Community Development Historic Preservation programs including project formulation, application, control and review.

  • Administer federally funded programs that provide incentives for the enhancement of the physical appearance of designated areas within the City.

  • Perform related duties to protect and maintains the historical integrity of the City’s physical environment within the City’s Historic Districts as defined by the City of Reading’s Historic District Ordinance.

  • Uphold federal, state, and local legislation regarding historic preservation.


    Selected firm(s) will provide the City, on request by the City, with qualified temporary staffing services. The firm will carefully pre-screen all personnel prior to referral to the City to assure that they possess all of the required skills and abilities to perform the assigned tasks. The personnel provided will meet the minimum qualifications, minimum education and experience required by the classification specification for the job to be performed. The firm will be informed of the specific duties or class title, length of assignment, and any specific skills or abilities required. A copy of the relevant classification specification for temporary staffing services requested will be sent by the City to the firm at the time of the request.


    Each firm will conduct fingerprint-based background checks and employment reference checks for selected temporary personnel within a reasonable time frame prior to start date of assignment. The firm will adhere to federal, state and privacy protection laws when conducting background checks and provide the required waivers, authorizations, notices, disclosures and releases. If the firm uses an outside company to conduct background checks, the firm will only use registered, licensed investigators.


    Each firm will strictly adhere to all state and federal laws with respect to discrimination in employment and will not discriminate against any individual on the basis of race, color, religion, gender, sexual orientation, marital status, national origin, age or disability.



    The City of Reading, located in southeastern Pennsylvania, is the principal city of the Greater Reading Area and the county seat for Berks County. With a population of 88,082 as of the 2010 census, it is the fifth most populated city in the state, after Philadelphia, Pittsburgh, Allentown and Erie, and the sixth most-populous municipality.


    Additional information about the Community Development Department is available at https://www.readingpa.gov/content/community-development.




    The firm will have public agency experience in sourcing, screening, and providing quality candidates to fill the temporary staffing needs for a diverse range of positions that include, but not limited to: Assistant Planner, Associate Planner, Senior Planner, Principal Planner, and/or Transportation Planner. The firm will be licensed and insured to provide the temporary staffing services required in the Scope of Services.


    The firm will strictly adhere to all state and federal laws with respect to discrimination in employment and will not discriminate against any individual on the basis of race, color, religion, gender, sexual orientation, marital status, national origin, age or disability. The firm must conform to the provisions of the Immigration Reform and Control Act of 1986 by verifying the employment eligibility of each person referred to the City. If applicable, the firm must also conform to the provisions of the Patient Protection and Affordable Care Act (ACA) of 2010.




    The City is proposing a three-year contract term for on-call, as-needed planning staff, with options to renew if needed. The City reserves the right to contract with one or more qualified firms for this purpose.




    An award of an Agreement by the City Council as a result of this Proposal process is not a guarantee of compensation. The City will provide compensation based on the actual services provided in accordance approved proposals. The Contractor will be provided a copy of the City’s Accounts Payable Schedule for invoice submissions and payment.




    Proposers will familiarize themselves with the Sample Contract Form (Appendix “A”). The City intends to use the attached Sample Contract Form as the contract resulting from this RFP. Should the Proposer have concerns, questions, or recommended changes to the Sample Contract Form requirements, then those concerns/recommended changes must be specified in detail and submitted in writing to the City as part of the response to this request. Changes to the City’s Sample Contract form will be made at the City’s sole and absolute discretion.




    An original, unbound proposal, plus four (4) copies (no more than 12 pages, excluding exhibits), and an electronic copy must be received by Friday, May 30, 2018 at 3:00 P.M. Late proposals will not be accepted. Incomplete proposals will not be reviewed, without exception. Proposals are to be hand-delivered or sent via registered mail to:


    Tammi Reinhart, Purchasing Coordinator City of Reading

    815 Washington St, Room 2-45

    Reading, PA 19601




    The Successful Proposer, at the time of execution of the contact, will furnish the City with the insurance certificate of adequate limits, as later indicated, to protect the City of Reading, its agents, and employees, from any litigation involving Worker's Compensation, Public Liability and Property Damage, involved in the work. All subcontractors must also furnish copies of their liability insurance and Worker's Compensation Insurance certificates to the City. No subcontractor will be allowed to perform any work under this contract by the City unless such certificates are submitted to and approved by the City beforehand.




    The status of the Proposer in the work to be performed is that of any independent Proposer and as such, will properly safeguard against any and all injury or damage to the public, to public and private property, materials and things, and as such will be responsible for any and all damage, loss or injury to persons or property that may arise, or be incurred, in or during the conduct or progress of said work without regard to whether or not the Proposer, sub-contractors, agents, or employees have been negligent, and the Proposer will keep the City free and discharged of and from any and all responsibility and liability therefore of any sort or kind. The Proposer will assume all responsibility for risks or casualties of every description, for any or all damage, loss or injury to persons or property arising out of the nature of the work from the action of the elements, or from any unforeseen or unusual difficulty, including all legal defense costs incurred by the City. The Proposer will assume and be liable for all blame and loss of whatsoever nature by reason of neglect or violation of any Federal, State, County or Local laws, regulations, or ordinances; the Proposer will indemnify and hold harmless the City from all suits or actions at law of any kind whatsoever in connection with this work and will if required by the City, produce evidence of settlement of any such action before final payment will be made by the City.

    Proposer's Liability Insurance Certificate will include the save harmless clause and will be filed with the City.


    The Proposer will maintain such insurance as will protect the Proposer from claims under worker's compensation acts and from claims for damages because of bodily injury, including death, and property damage, which may arise from and during operations under this Contract, whether such operations be by himself, by any subcontractor or anyone directly or indirectly employed by either of them. Proposer's liability insurance will be in the names of the Proposer and the City as their respective interests may appear. Each policy and Certificate of Insurance will contain an endorsement naming the City of Reading as additionally insured. Certificates of such insurance will be filed with the City.


    The minimum amount of liability insurance to be maintained by the Contractor during the life of the contract will be as follows:


    Comprehensive General Liability – for bodily injury and property damage – including any liability normally covered by a general liability policy with limits of not less than $1,000,000 per occurrence and $2,000,000 in the annual aggregate.


    Professional Liability – in minimum amounts of $1,000,000 per occurrence and $2,000,000 aggregate.


    Prior to commencement of performance of this Agreement, Contractor will furnish to the City a certificate of insurance evidencing all required coverage in at least the limits required herein, naming the City of Reading, its elected officials, agents, and employees as additional insureds under the Comprehensive General Liability coverage, and providing that no policies may be modified or cancelled without thirty (30) days advance written notice to the City. Such certificate will be issued to: City of Reading, 815 Washington Street, Reading, PA 19601. All policies will be in effect with companies holding an A.M. Best rating of “A-” or better and will be licensed to do business in the Commonwealth of Pennsylvania.

    Such companies will also be acceptable to the City.

    Please forward a certificate of insurance verifying these insurance requirements.


    All subcontractors performing work under this contract must furnish to the City a copy of their Certificate of Insurance for Workers’ Compensation and liability for bodily injury and property damage. EQUAL EMPLOYMENT OPPORTUNITY. During the performance of this Contract, the Proposer agrees as follows:


    The Proposer will not discriminate against any employees or applicant for employment because of race, color, religion, sex, or national origin. The Proposer will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to race, color, religion, sex, or national origin. Such action will 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 Proposer agrees to post in conspicuous places, available to employees and applicants for employment, notices which may be provided by the City setting forth the provisions of this nondiscrimination clause.


    The Proposer will, in all solicitations or advertisements for employees placed by or on behalf of the Proposer, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.


    In the event of the Proposer’s noncompliance with the non-discrimination clauses of this Contract or with any of the said rules, regulations, or orders, this Contract may be canceled, terminated, or suspended in whole, or in part and the Proposer may be declared ineligible for further City contracts.


    The Proposer will include the provisions of these paragraphs in every subcontract or purchase order unless exempted.




    No person who, at the time, is serving sentence in a penal or correctional institution will be employed on the work covered by this Contract.




    This Contract will be under the direct supervision of the City or its authorized representatives. Any alterations or modifications of the work performed under this Contract will be made only by written agreement between the Proposer and the City authorized representatives and will be made prior to commencement of the altered or modified work. No claims for extra work or materials will be allowed unless covered by written agreement.


    The Proposer will not be allowed to subcontract work under this Contract unless written approval is granted by the City. The Subproposer, as approved, will be bound by the conditions of the Contract between the City and the Proposer. The authorization of a Subproposer is to perform in accordance with all terms of the Contract and Scope of Services. All required notices, work orders, directives, and requests for emergency services will be directed to the Proposer. All directions given to the Subproposer in the field will bind the Proposer as if the notice had been given directly to the Proposer.



    The City will be entitled to audit the books and records of a proposer or any sub-proposer to the extent that such books and records relate to the performance of such contract or sub-contract. Such books and records will be maintained by the Proposer for a period of three (3) years from the date of final payment under the prime contract and by the sub-proposer for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.




    During the term of the resulting contract, the successful proposer may not release any information related to the services or performance of services under the contract, nor publish any report or documents relating to the City, the account or performance of services under the agreement without prior written consent of the City; and will indemnify and hold harmless the City, its officers, agents, and employees from all liability which may be incurred by reason of dissemination, publication and distribution, or circulation, in any manner whatsoever, of any information, data, documents, or material pertaining to the City, the account or the contract by the proposer or its agents or employees.




    The City of Reading imposes a Business Privilege License at $55.00 per calendar year. In addition, a Business Privilege Tax is imposed at the service rate of 2.25 mills upon the gross receipts attributable to business conducted within the City of Reading.



    The Proposer will, at its expense, pay all fees and procure all necessary licenses and permits needed to conduct the work required under the terms of this contract. The Proposer will give any and all necessary formal notices required in conjunction with the lawful prosecution of the work of this contract.




    The Proposer at all times during the term of this Contract will observe and abide by all Federal, State, and Local laws which in any way affect the conduct of the work and will comply with all decrees and orders of courts of competent jurisdiction. The Proposer will comply fully and completely with any and all applicable State and Federal statutes, rules and regulations as they relate to the hiring, wages, and any other applicable conditions of employment.




    Proposers will be given permission to withdraw any proposals after they have been received by the City's Purchasing Coordinator at his/her office, provided said request is in writing and properly signed or by telegram and is received at least two (2) hours prior to the time and date set for the opening. Request by telegram must be confirmed in writing, properly signed, which must be delivered within twenty-four (24) hours of the time and date set for the opening. No proposals may be withdrawn for a period of ninety (90) days following the formal opening and receipt of proposals by the City of Reading.



    The City of Reading reserves the right to reject any or all proposals and to accept or reject any part of any proposal. It also reserves the right to waive any technical defects or minor irregularities, which in its discretion, is in the best interest of the City.




    The successful Proposer will, within ten (10) calendar days after mailing of contract documents by the City to the Principal, enter into contract with the City.


    The Contract, when executed, will be deemed to include the entire agreement between the parties; the Proposer will not base any claim for modification of the contract upon any prior representation or promise made by the representatives or the City, or other persons. All attachments are considered as part of this document.




    The City will have the right to terminate a contract or a part thereof before the work is completed in the event:


    1. Previous unknown circumstances arise making it desirable in the public interest, in the City’s discretion, to void the Contract.

    2. The Proposer is not adequately complying with the specifications.

    3. The Proposer refuses, neglects, or fails to supply properly trained or skilled supervisory personnel and/or workers or proper equipment.

    4. The Proposer in the judgment of the City is unnecessarily or willfully delaying the performance and completion of the work.

    5. The Proposer refuses to proceed with work when and as directed by the City.

    6. The Proposer abandons the work.




      The City of Reading will evaluate each written proposal, determine whether oral discussions with the individuals, firms or organizations are necessary, then based on the content of the written proposal and any oral discussions, select the best qualified for the assignment and which is most advantageous to the City of Reading, price and all other factors considered.


      The Proposer must insure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex, national origin, disability, or familial status and those requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, are met.


      All successful proposers must meet the terms and conditions of:

      • 24 CFR Part 85

      • OMB Circular A-87

      • Section 3 of the Intergovernmental Cooperation Act of 1968

      • Section 109 of the Housing Act of 1974

      • Title VI of the Civil Rights Act

        • Executive Order 11246, Equal Employment Opportunity, if the Contract exceeds $10,000.

      • The Fair Housing Act, as amended.

      • Any program regulations about Conflict of Interest.

      • Federal Access to Records.

      • Executive Order 11625 and section 504 of the Rehabilitation Act of 1973.

      • The American Disabilities Act of 1990.




The key member(s) of the contract identified must be assigned to the contract and must remain assigned to the contract for its duration, unless the City agrees in writing to modify the assignment. If a key member leaves during the course of the contract, the City must be notified immediately, and the contractor must submit the replacement’s name and credentials for approval by the City prior to that person starting work on the contract.




A Selection Committee will be established to review and evaluate all proposals submitted in response to this Request for Proposals (RFP). The Committee will conduct a preliminary evaluation of all proposals based on the information provided. The Committee will first review each proposal for compliance with the minimum qualifications and mandatory requirements of the RFP. Failure to comply with any mandatory requirements may disqualify a proposal.


Based on the results of the proposal review process associated with this RFP, the City intends to enter into further communication with the prospective developer(s) with the experience, skill, and competence needed to organize and implement a redevelopment project that will be done in an efficient, cost effective, and professional manner while producing significant benefit to Reading's downtown, and city as a whole.


The Proposal Review Committee will evaluate proposals received based on the following criteria:


  1. Experience: Demonstrated ability to implement projects similar in scale and scope. Evidence of successful track record in completing, leasing, and managing comparable projects. Evidence that completed projects are successful and viable. Experience in working with municipal government standards and requirements.


  2. Capacity: Demonstrated ability to complete, lease, and manage projects on time and within budget. Exemplary technical qualifications. Ability to resolve problems and adapt to unforeseen circumstances.


  3. Project Approach and Timeline: Clear presentation of overall project goals, development team roles and responsibilities, proposed design, financial feasibility, and economic outcomes. Demonstrated competence in managing construction schedule on time.


  4. Historic Preservation: Significant and successful experience in addressing historic preservation standards.

  5. Project Feasibility: Market research or other documentation supporting the proposed development project, space allocation plan, and proposed occupancy.


  6. Financial Capacity: Financial capacity to undertake redevelopment or rehabilitation activities. Supporting documentation (financial statements and Letter of credit/ line of credit).




To ensure fair consideration for all proposers, the City prohibits communication to or with any department director, division manager or employee during the submission process with the exception of those questions relative to interpretation of specifications or the proposal process. No interpretations of the meaning of the RFP documents will be made to any Proposer orally.


Every request for such interpretation will be in writing to the City of Reading Purchasing Office, and to be given consideration must be received in writing prior to 10:00 A. M. on May 14, 2018. Direct inquiries to:


Tammi Reinhart, Purchasing Coordinator City Hall, Rm. 2-45

815 Washington Street

Reading, PA 19601 EMAIL:Tammi.Reinhart@readingpa.gov


Any and all such interpretation will be in the form of an Addendum to the Contract Documents and will be issued to all prospective proposers no later than May 21, 2018.


Additionally, the City prohibits communications initiated by a Proposer to any City Official or employee evaluating or considering the proposals prior to the time an award decision has been made. Any communication between Proposer and the City will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposal. Such communications initiated by a proposer may be grounds for disqualifying the offending Proposer from consideration for award of the proposal and/or any future proposal.


The City reserves the right to request additional financial information in order to assess the prospective Proposer’s financial capacity.




This Non-Collusion Affidavit is material to any contract pursuant to this bid. According to the Pennsylvania Antibid-Rigging Act, 73 P.S. 1611 et seq., governmental agencies may require Non- Collusion Affidavits to be submitted together with proposals.


This Non-Collusion affidavit must be executed by the member, officer, or employee of the proposer who is authorized to legally bind the proposer.


Bid/Proposal rigging and other efforts to restrain competition, and the making of false sworn statements in connection with the submission of proposals are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, as necessary, of all other persons employed by or associated with the proposer with responsibilities for the preparation, approval, or submission of the bid.


In the case of a proposal submitted by a joint venture, each party to the venture must be identified in the proposal documents, and an Affidavit must be submitted separately on behalf of each party.


The term "complementary bid/proposal" as used in the Affidavit has the meaning commonly associated with that term in the RFP process, and includes the knowing submission of proposals higher than the proposal of another firm, any intentionally high or noncompetitive proposal, and any form of proposal submitted for the purpose of giving a false appearance of competition.


Failure to file an Affidavit in compliance with these instructions will result in disqualification of the proposal.




State of


County of


_, being first duly sworn, deposes and says that:


He/She is of the Proposer that has (Owner, Partner, Officer, Representative or Agent)

submitted the attached Proposal;


He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal;


Such Proposal is genuine and is not a collusive or sham Proposal;


Neither the said Proposer nor any of its officers; partners, owners, agents, representatives, employees or parties in interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the Contract for which the attached Proposal is submitted or to refrain from submitting in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication of conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any over held, profit or cost element of the Proposal price or the Proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Reading or any person interested in the proposed Contract;


The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit; and,


Neither the said Proposer nor any of its officers, partners, owners, agents or parties in interest, have any interest, present or prospective, that can be reasonably construed to result in a conflict of interest between them and the City of Reading, which the Proposer will be required to perform.

I state that understands

(Name of Firm)


and acknowledges that the above representations are material and important, and will be relied on by the City of Reading in awarding the Contract(s) for which this Proposal is submitted. I understand and my firm understands that any misstatement in this Affidavit is and will be treated as fraudulent concealment from the City of Reading of the true facts relating to the submission of bids for this Contract.


(Name and Company Position)



OF , 20_



Notary Public


My Commission Expires:




The undersigned hereby certifies that it will not discriminate against any employee or applicant for employment because of race, color, religion, sex, handicap, familial status, or national origin. The undersigned will take affirmative action to insure that applicants for employment are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, handicap, familial status, or national origin.





Provider hereby certifies and represents that Provider and Provider’s parent company(ies) and subsidiary(ies) are not currently indebted to the City of Reading (the “City”), and will not at any time during the term of this Contract (including any extensions or renewals thereof) be indebted to the City, for or on account of any delinquent taxes, liens, judgments, fees or other debts for which no written agreement or payment plan satisfactory to the City has been established. In addition to any other rights or remedies available to the City at law or in equity, Provider acknowledges that any breach or failure to conform to this certification may, at the option of the City, result in the withholding of payments otherwise due to Provider and, if such breach or failure is not resolved to the City’s satisfaction within a reasonable time frame specified by the City in writing, may result in the offset of any such indebtedness against said payments and/or the termination of this Contract for default (in which case Provider will be liable for all excess costs and other damages resulting from the termination).


Name of Provider


By: Authorized Signatory



Title: President or Vice President