Historic Monument Signage

Agency:	City of Durham
State:	North Carolina
Type of Government:	State & Local
NAICS Category:	236220 - Commercial and Institutional Building Construction
Posted Date:	Mar 28, 2024
Due Date:	Apr 15, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Bid Title:	Historic Monument Signage
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

Description:

****RFQ - Email by date & time Monday April 15, 2024, at 4:00 PM to Fallon.Thompson@DurhamNC.gov

For security reasons, you must enable JavaScript to view this E-mail address. and Andrew.Holland@DurhamNC.gov For security reasons, you must enable JavaScript to view this E-mail address. ****

****ADDENDUM 1****

Publication Date/Time:

3/13/2024 8:00 AM

Closing Date/Time:

4/15/2024 4:00 PM

Contact Person:

Fallon Thompson
Senior Budget Engagement Analyst
919-560-4111 ext. 20290
Fallon.Thompson@durhamnc.gov

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Request for Qualifications (RFQ) for Historic Monument Signage

1. Date of RFQ: Wednesday, March 14, 2024

2. Project Manager and Contact with City; Questions about this RFQ.

Direct questions and concerns to:

Attention: Fallon Thompson, Senior Budget Engagement Analyst

Participatory Budgeting Program

Budget Management Services Department

101 City Hall Plaza

DURHAM NC 27701

919-560-4111 ext. 20290

Fallon.Thompson@durhamnc.gov

If you have concerns about this RFQ that you believe are not being addressed by the project manager, please

contact:

Andrew Holland, Assistant Director

Strategy & Performance Division

Budget Management Services Department

101 City Hall Plaza

DURHAM NC 27701

919-560-4111 ext. 20102

Andrew.Holland@durhamnc.gov

3. Definitions in this RFQ: City, RFQ, Proposal, Candidate, Contractor, Should.

Unless the context indicates otherwise – (a) The expressions “RFQ,” “this RFQ,” and “the RFQ” refer to this

document as it may be amended or updated. (b) “City” and “city” mean the City of Durham. (c) The “proposal”

or "Bid" is the response of a person, firm, or corporation proposing to provide the services sought by this RFQ.

(d) The word “Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or that is

considering submitting a proposal. (e) The word “Contractor” or “contractor” is the person, firm, or corporation

with which the City enters into a contract to provide the services sought by this RF. That is, “contractor”

generally refers to a successful candidate that has obtained a fully executed contract with the City, while

“candidate” is generally reserved to the stage before a contract has been signed. (f) The word “should” is used

to tell candidates what the City thinks it wants and/or what the project manager thinks is best. Candidates that

want to increase the likelihood of being selected will, in general, do what the RFQ says candidates “should” do,

but failure to comply with all “shoulds” will not necessarily and automatically result in rejection.

4. Project.

In 2018, the City of Durham launched Participatory Budgeting Cycle I. Durham Participatory Budgeting is a

democratic process in which community members directly decide how to spend $2.4 million. Community

members initiated and voted for the installation of seven (7) permanent signs to be installed in historic Black

neighborhoods in Durham.

The goal of this project is to commemorate and celebrate the history of historic Black neighborhoods in Durham.

Signs will be placed along the community-decided neighborhoods to capture written and pictorial history of past

and present local heroes and historical events that shaped the communities, and in totality, the City of Durham.

The historic signs will be used to preserve, celebrate, and define the history of the 7 historic neighborhoods. By

implementing this project, not only will it serve and benefit neighborhood residents' interests, but it will also

strengthen the relationship between the City of Durham and community stakeholders. Each of the 7

neighborhoods would greatly benefit from the signs through elements of appearance and beautifying the

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residential neighborhoods, and also by capturing history past and present. The signs would also strengthen the

education element for current residents and visitors to the city. The unified theme of the signs could easily turn

into a well-respected table-side discussion with those old and new to Durham.

5. Scope of Work.

The services and obligations that will be required from the Candidate during the contract period include, but are

not necessarily limited to:

 Working with approval from City staff to design, fabricate, and install seven (7) signs located on city-

owned properties within historically black neighborhoods in Durham.

o Seven (7) locations for the signs:

 The Bottom neighborhood located at 600 S. Roxboro Street Durham, NC 27707

 Grant Street neighborhood located at 918 Grant Street Durham, NC 27701

 Hillside Park neighborhood located at 2302 Fayetteville Street Durham, NC 27707

 North Carolina Central University neighborhood located at 540 E. Lawson Street

Durham, NC 27707

 Pearsontown neighborhood located at 619 Elmira Avenue Durham, NC 27707

 Southside/St. Theresa neighborhood located at 1202 S. Roxboro Street Durham, NC

27707

 Stokesdale neighborhood located at 709 Massey Avenue Durham, NC 27701

o The City of Durham may provide the Contractor with the neighborhood names, images,

symbols, text, and/or colors for each neighborhood to help with the design of each sign.

o The City of Durham encourages the contractor to work with a local artist to help with

designing the signs based on the features given by the City of Durham from each

neighborhood. The Durham Arts Network website (Home - Durham Arts Network) is a

resource for searching for local artists. For more information, visit the City of Durham’s

Cultural and Public Art Program website (Cultural & Public Art Program | Durham, NC

(durhamnc.gov)

o A budget of no more than $7,000 may be set aside to assist the contractor-selected artist

with designing the signs; see the budget section below for more information.

 Collaborating with the City on the initial and final design, with the City providing approval of final designs

prior to fabrication. Provide the City with a digital copy of the final artwork (i.e. design drawings, cut

files, etc. should they ever need to be reproduced).

 Overseeing the fabrication and installation of the seven (7) signs.

 Provide the City with a detailed fabrication plan and a summary of materials used.

 Submission of a reasonable maintenance plan to ensure proper conservation of thepiece(s). A

reasonable maintenance plan may include cleaning and annual inspection of all signage components,

including structural and aesthetic elements. Applying protective coatings or sealants to prevent

weathering and corrosion.

 Completing the project within the agreed-upon timeframe.

6. Site Description.

The signs will be installed at seven (7) city-owned properties within historic Black neighborhoods in Durham. The

specific locations will be determined by the City staff and Contractor collaboratively. The approximate

dimensions of the site area will be 5’x7’ if possible.

Seven (7) locations for the signs:

 The Bottom Neighborhood located at 600 S. Roxboro Street Durham, NC

o This location is on the corner of Lakewood Avenue and S. Roxboro Street.

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 Grant Street Neighborhood located at 918 Grant Street Durham, NC 27701

o This location is at Grant Street Park North near the sign for Durham Parks & Recreation.

 Hillside Park Neighborhood located at 2302 Fayetteville Street Durham, NC 27707

o This location is at the corner of the historic vending site near Cecil Street.

 North Carolina Central University Neighborhood located at 540 E. Lawson Street Durham, NC 27707

o This location is at BN Duke Auditorium on the North Carolina Central University campus.

 Pearsontown Neighborhood located at 619 Elmira Avenue Durham, NC 27707

o This location is next to Shepherd Middle School baseball field backstop.

 Southside/St. Theresa Neighborhood located at 1202 S. Roxboro Street Durham, NC 27707

o This location is across from Whitted School.

 Stokesdale Neighborhood located at 709 Massey Avenue Durham, NC 27701

o This location is the triangular vacant lot behind Lincoln Health Center.

7. Budget.

The City of Durham has a total project budget of $50,000; inclusive of all costs associated with the design,

fabrication, and installation of the 7 signs. This budget also includes payment to the local artist should the

contractor decide to subcontract the design work for the signs. A maximum budget of $7,000 within the total

contract amount of $50,000 may be allocated toward the design work completed by an artist, with preference

to a local artist.

8. Compensation.

The City shall pay the Contractor an initial payment of fifteen percent (15%) of the total contract amount upon

execution of the contract. The City will pay the Contractor fifteen percent (15%) of the total contract amount

upon submission and acceptance of the initial designs for the 7 signs. The City shall pay the Contractor forty

percent (40%) of the total contract amount upon submission and acceptance of final designs for the 7 signs. The

City shall pay the Contractor thirty percent (30%) upon completion of the installation and final acceptance of the

7 signs.

9. Contract.

The City anticipates that the conclusion of the RFQ process will be a contract between the City and the

successful candidate under which the successful candidate will provide the goods and services generally

described in this RFQ. It is the City’s intention to use the contract that is attached as Exhibit A, modified, and

filled in to reflect the RFQ and the proposal. If a candidate objects to any of the contract, it should state the

objections in its proposal.

10. Insurance.

The contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this

Contract the following applicable coverages and limits. The requirements contained herein, as well as the City’s

review or acceptance of insurance maintained by Contractor, is not intended to and shall not in any manner limit

or qualify the liabilities or obligations assumed by Contractor under this Contract.

Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000

aggregate. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed

Operations, Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.

Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for

Owned, Non-Owned and Hired automobiles. In the event Contractor does not own automobiles, Contractor

agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of

endorsement to the Commercial General Liability policy or separate Auto Liability policy. Automobile coverage is

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only necessary if vehicles are used in the provision of services under this Contract and/or are brought on a City

of Durham site.

Umbrella or Excess Liability – Contractor may satisfy the minimum liability limits required above under an

Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or

Excess Liability, however, the Annual Aggregate limits shall not be less than the highest ‘Each Occurrence’ limit

for required policies. Contractor agrees to endorse the City of Durham as an ‘Additional Insured’ on the

Umbrella or Excess Liability unless the Certificate of Insurance states the Umbrella or Excess Liability provides

coverage on a ‘Follow-Form’ basis.

Worker’s Compensation & Employers Liability – Contractor agrees to maintain Worker’s Compensation

Insurance in accordance with North Carolina General Statute Chapter 97 and with Employer Liability limits of no

less than $1,000,000 for each accident, each employee, and policy limit. This policy must include a Waiver of

Subrogation.

Additional Insured – The contractor agrees to endorse the City as an Additional Insured on the Commercial

General Liability. The Additional Insured shall read City of Durham as its interest may appear.

Certificate of Insurance – Contractor agrees to provide City of Durham a Certificate of Insurance evidencing that

all coverage, limits, and endorsements required herein are maintained and in full force and effect, and

Certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by

Contractor’s insurer. If Contractor receives a non-renewal or cancellation notice from an insurance carrier

affording coverage required herein or receives notice that coverage no longer complies with the insurance

requirements herein, Contractor agrees to notify the City within five (5) business days with a copy of the non-

renewal or cancellation notice, or written specifics as to which coverage is no longer in compliance. The

Certificate Holder address should read:

City of Durham

Attn: Budget and Management Services

101 City Hall Plaza

Durham, NC 27701

All primary insurance carriers must be authorized to do business in North Carolina.

11. Discretion of the City.

A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal

which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.

B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless

the contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of

any nature with any candidate with respect to any term, condition, or provision in this document and/or in any

proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will

be rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement

for some or all of the work with one or more persons, firms, or corporations that do not submit proposals. For

example, all deadlines are for the administrative convenience or needs of the City and may be waived by the City

in its discretion. This subparagraph B applies to the entire RFQ, including the UBE portions.

C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated

format or that the candidate should do stated things in seeking the contract, the City may reject a proposal

because it does not comply with those requests, so the candidate is adding to its risk of rejection by non-

compliance. Still, the City may, in its discretion, waive non-compliance. This subsection (C) does not limit

subsections (A) and (B).

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D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its

terms as allowed by applicable law.

12. Evaluation Criteria.

If an award is made, it is expected that the City’s award will be to the candidate who agrees to meet the needs

of the City. A number of relevant matters will be considered, including qualifications and cost. Proposals will be

evaluated against the questions set out below.

Understanding of the Project— 10 points

1. How well has the candidate demonstrated a thorough understanding of the purpose and scope of the

project?

2. How well has the candidate identified issues and potential problems related to the project?

3. How well has the candidate demonstrated that it understands the deliverables the City expects it to

provide?

4. How well has the candidate demonstrated that it understands the City's schedule and can meet it?

5. How well has the candidate demonstrated a thorough understanding of the purpose and scope of the

project.

Cost— 10 points

1. The lowest cost proposal will receive the maximum number of points allocated to the cost. Cost is one of

a number of factors, so a candidate with the lowest cost cannot count on being selected.

Management Plan for the Project— 15 points

1. How well does the management plan support all of the project requirements and logically lead to the

deliverables required in the RFQ?

2. To what extent does the candidate already have the hardware, equipment, and licenses necessary to

perform the contract?

3. Does it appear that the candidate can meet the schedule set out in the RFQ?

4. How well have potential problems been identified?

Experience and Qualifications— 25 points

1. How well has the candidate demonstrated experience in completing similar projects on time and within

budget?

2. Has the candidate submitted a proposal that includes working with a local artist for the design of the 7

signs?

3. How reasonable are the candidate's cost estimates?

4. Has the candidate provided letters of reference from clients?

5. Does the proposal take into consideration the longevity and permanent materials needed for outdoor

installation?

13. Contents of Proposal.

1. Contact information. Include the candidate’s name and address, and the contact information (name,

mailing address, email address, fax number, and telephone number) of the person whom the City should

contact regarding the proposal.

2. Legal Status of the Candidate and Signers. State the full, exact name of the candidate. State whether

the candidate is an individual, corporation, limited partnership, general partnership, limited liability

company, professional corporation, professional association, etc. If it is anything other than an

individual or a general partnership, specify the State under which the entity is organized. If the State

under which the entity is organized is not North Carolina, specify whether the candidate has received a

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