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RFQ - City Planning Services 2021 - Responses due 11-23-2020
BID #: 99
ISSUED: 11/2/2020
DUE: 11/23/2020
VALUE: TBD
100
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Executive Summary
The City of Summit is seeking Qualification Statements from firms or organizations interested in providing planning services. This Request for Qualifications (RFQ) aims to identify qualified respondents with the professional, financial, and administrative capabilities to provide high-quality planning services that benefit Summit taxpayers. Interested parties must submit their Qualification Statements by November 23, 2020, at 4:00 PM.
The RFQ process is not subject to the bidding provisions of the Local Public Contracts Law but is subject to the New Jersey Local Unit Pay-to-Play Law. The city intends to evaluate and designate qualified respondents based on their demonstrated capabilities and willingness to work under compensation terms determined by the City. Communication concerning the RFQ should be directed to the City's Designated Contact Person, Aaron Schrager, P.E., Deputy Director/City Engineer.
The selected firm or organization will be expected to provide high-quality and cost-effective services to the citizens of Summit. The city will review Qualification Statements based on experience, reputation, knowledge of the City, and availability. Respondents must comply with all applicable local, state, and federal laws, regulations, and requirements.
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Document Text
--- Document: RFQ - City Planning Services 2021 - Responses due 11-23-2020 ---
NOTE: The City of Summit will consider proposals only from firms or organizations that have demonstrated the
capability and willingness to provide high quality services in the manner described in this Request for
Qualifications
CITY OF SUMMIT
REQUEST FOR QUALIFICATIONS
FOR THE PROVISION OF PLANNING SERVICES TO & FOR THE CITY OF SUMMIT
ISSUE DATE: November 2, 2020
DUE DATE: November 23, 2020
Issued by:
City of Summit
Department of Community Services
Aaron Schrager, P.E.
Deputy Director/City Engineer
512 Springfield Avenue
Summit NJ 07901
2
GLOSSARY
The following definitions shall apply to and are used in this Request for Qualifications:
"City" - refers to the City of Summit.
"Principals" means persons possessing an ownership interest in the Respondent. If the Respondent is a corporation, then
the term "Principals" shall include each investor who would have any amount of operational control over the Respondent
and every stockholder having an ownership interest of ten percent (10%) or more in the firm.
"Qualification Statement" - refers to the complete responses to this RFQ submitted by the Respondents.
"Qualified Respondent" - refers to those Respondents who (in the sole judgment of the City) have satisfied the
qualification criteria set forth in this RFQ.
"Respondent" or "Respondents" - refers to the interested firm(s) that submit a Qualification Statement.
“Review Team” – Members of the City Administration and its legal advisor/s and/or financial advisor/s and/or designated
staff as appropriate who shall review the Qualification Statements.
"RFQ" - refers to this Request for Qualifications, including any amendments thereof or supplements thereto.
3
SECTION 1
INTRODUCTION AND GENERAL INFORMATION
Section 1.1.
Introduction and Purpose.
The City is soliciting Qualification Statements from interested persons and/or firms for the provision of PLANNING
SERVICES TO AND FOR THE CITY OF SUMMIT, as more particularly described herein.
Through this Request for
Qualification process, persons and/or firms interested in providing the City with such services must prepare and submit a
Qualification Statement in accordance with the procedures and schedules in this RFQ. The City will review Qualification
Statements only from those firms that submit a Qualification Statement which includes all the information required to be
included as described herein (in the sole judgment of the City). The City intends to qualify person(s) and/or firm(s) that:
(a) possesses the professional, financial and administrative capabilities to provide the proposed services, and (b) will
agree to work under the compensation terms and conditions determined by the City to provide the greatest benefit to
the taxpayers of Summit.
Section 1.2.
Procurement Process and Schedule.
The selection of Qualified Respondents is not subject to the bidding provisions of the Local Public Contracts Law, N.J.S.A.
40A:11-1 et seq. The selection is subject to the New Jersey Local Unit Pay-to-Play Law, N.J.S.A. 19:44A-20.5 et seq. and
Summit Pay to Play Ordinance 2-90. The City has structured a procurement process that seeks to obtain the desired
results described above, while establishing a competitive process to assure that each person and/or firm is provided with
an equal opportunity to submit a Qualification Statement in response to the RFQ. Qualification Statements will be
evaluated in accordance with the criteria set forth in Section 5 of this RFQ, which will be applied in the same manner to
each Qualification Statement received. Respondents agree to at all times abide by all requirements of New Jersey law,
including, but not limited to the aforementioned “Pay to Play” laws, as well as any and all relevant Executive Orders and
the New Jersey Election Law Enforcement Commission disclosure requirements.
Qualification Statements will be reviewed and evaluated by the City Administration and itslegal advisor/s and/or financial
advisor/s and/or designated staff as appropriate (collectively, the "Review Team"). The Qualification Statements will be
reviewed to determine if the Respondent has met the minimum professional, administrative and financial criteria
described in this RFQ. Under no circumstances will a member of the Review Team review responses to an RFQ for a
position which they or their firm submitted a response. Based upon the totality of the information contained in the
Qualification Statement, including information about the reputation and experience of each Respondent, the City will (in
its sole judgment) determine which Respondents are qualified from professional, administrative and financial
standpoints.
Each Respondent that meets the requirements of the RFQ (in the sole judgment of the City) will be designated as a
Qualified Respondent and will be given the opportunity to participate in the selection process determined by the City.
The RFQ process commences with the issuance of this RFQ. The steps involved in the process and the anticipated
completion dates are set forth in Table 1, Procurement Schedule. The City reserves the right to, among other things,
amend, modify or alter the Procurement Schedule upon notice to all potential Respondents.
All communications concerning this RFQ or the RFQ process shall be directed to the City’s Designated Contact Person, in
writing.
Designated Contact Person:
Aaron Schrager, P.E.
Deputy Director/City Engineer
City of Summit Department of Community Services
512 Springfield Avenue
Summit NJ 07901
4
Qualification Statements must be submitted to and received by the City, either by hand delivery, delivery service, or US
Postal Service delivery, no later than 4:00 p.m. prevailing time on November 23, 2020. Qualification Statements will not
be accepted by facsimile transmission or e-mail.
Subsequent to issuance of this RFQ, the City (through the issuance of addenda to all firms thathave received a copy of the
RFQ) may modify, supplement or amend the provisions of this RFQ in order to respond to inquiries received from
prospective Respondents or as otherwise deemed necessary or appropriate by, and in the sole judgment of, the City.
TABLE 1
ANTICIPATED PROCUREMENT SCHEDULE
ACTIVITY
DATE
1.
Issuance of Request for Qualifications
November 2, 2020
2.
Receipt of Qualification Statements
November 23, 2020
3.
Evaluation by Review Team, Recommendations; City Review
November 30, 2020
4.
Consideration of Contract Award Resolution by Common Council
December 15, 2020
Section 1.3.
Conditions Applicable to RFQ.
Upon submission of a Qualification Statement in response to this RFQ, the Respondent acknowledges and consents to the
following conditions relative to the submission and review and consideration of its Qualification Statement:
This document is an RFQ and does not constitute an RFP.
This RFQ does not commit the City to issue an RFP.
The City may or may not award a contract as a result of this RFQ. If a contract is awarded, the successful
Respondent will be required to comply with all local, State and Federal laws as applicable to the contracted
services, including but not limited to: N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 (Affirmative Action); 42 USC
S12101 et seq. (Americans w/ Disabilities Act); N.J.S.A. 52:32-44 (Business Registration), N.J.S.A. 19:44A-20.27
(“Pay-to-Play” Law), N.J.A.C. 17:44-2.2 (Document Retention), and any subsequent amendments thereto;and the
City’s current Minimum Standard Vendor Insurance Requirements as adopted by Common Council.
All costs incurred by the Respondent in connection with responding to this RFQ shall be borne solely by the
Respondent.
The City reserves the right, in its sole judgment, to reject for any reason, any and all responses and components
thereof and to eliminate any and all Respondents responding to this RFQ from further consideration for this
procurement.
The City reserves the right, in its sole judgment, to reject any Respondent that submits incomplete responses to
this RFQ, or a Qualification Statement that is not responsive to the requirements of this RFQ.
The City reserves the right, without prior notice, to supplement, amend, or otherwise modify this RFQ, or
otherwise request additional information.
All Qualification Statements shall become the property of the City and will not be returned.
5
All Qualification Statements will be made available to the public at the appropriate time, as determined by the
City, in the exercise of its sole discretion, in accordance with applicable law.
The City may request Respondents to send representatives to the City for interviews.
Any and all Qualification Statements not received by the City by 4:00 p.m. prevailing time on November 23, 2020
will be rejected.
Neither the City, its consultants or advisors, nor their respective staffs, including, but not limited to, the Review
Team, shall be liable for any claims or damages resulting from the solicitation or preparation of the Qualification
Statement, nor will there be any reimbursement to Respondents for the cost of preparing and submitting a
Qualification Statement or for participating in this procurement process.
Section 1.4.
Rights of City.
The City reserves, holds and may exercise, at its sole discretion, the following rights and options with regard to this RFQ
and the procurement process in accordance with the provisions of applicable law:
•
To determine that any Qualification Statement received complies or fails to comply with the terms of this
RFQ.
•
To supplement, amend or otherwise modify the RFQ through issuance of addenda to all prospective
Respondents who have received a copy of this RFQ.
•
To waive any technical non-conformance with the terms of this RFQ.
•
To change or alter the schedule for any events called for in this RFQ upon the issuance of notice to all
prospective Respondents who have received a copy of this RFQ.
•
To conduct investigations of any or all of the Respondents, as the City deems necessary or convenient, to
clarify the information provided as part of the Qualification Statement and to request additional
information to support the information included in any Qualification Statement.
•
To suspend or terminate the procurement process described in this RFQ at any time in the City’s sole
discretion. If terminated, the City may determine to commence a new procurement process or exercise
any other rights provided under applicable law without any obligation to the Respondents.
The City shall be under no obligation to complete all or any portion of the procurement process described in this RFQ.
Section 1.5
Addenda or Amendments to RFQ.
During the period provided for the preparation of responses to the RFQ, the City may issue addenda, amendments or
answers to written inquiries. Those addenda will be noticed by the City and will constitute a part of the RFQ. All
responses to the RFQ shall be prepared with full consideration of the addenda issued prior to the proposal submission
date.
Section 1.6
Cost of Proposal Preparation.
Each proposal and all information required to be submitted pursuant to the RFQ shall be prepared at the sole cost and
expense of the respondent. There shall be no claims whatsoever against the City, its staff, its consultants or such
consultants’ staff, for reimbursement for the payment of costs or expenses incurred in the preparation of the
Qualification Statement or other information required by the RFQ.
Section 1.7
Proposal Format.
6
Responses should cover all information requested in the questions to be answered in this RFQ.
Responses which in the judgment of the City fail to meet the requirements of the RFQ or which are in any way
conditional, incomplete, obscure, contain additions or deletions from requested information, or contain errors may be
rejected.
SECTION 2
SCOPE OF SERVICES
It is the intent of the City to solicit Qualification Statements from Respondents that have expertise in the provision of
PLANNING SERVICES TO AND FOR THE CITY OF SUMMIT. Firms and/or persons responding to this RFQ shall be able to
demonstrate that they will have the continuing capabilities to perform these services.
SECTION 3
SUBMISSION REQUIREMENTS
Section 3.1
General Requirements.
The Qualification Statement submitted by the Respondent must meet or exceed the professional, administrative and
financial qualifications set forth in this Section 3 and shall incorporate the information requested below.
In addition to the information required as described below, a Respondent may submit supplemental information that it
believes may be useful in evaluating its Qualification Statement. Respondents are encouraged to be clear, factual, and
concise in their presentation of information.
Section 3.2
Administrative Information Requirements.
The Respondent shall, as part of its Qualification Statement, provide the following information:
1.
An executive summary (not to exceed two (2) pages) of the information contained in all the other parts
of the Qualification Statement.
2.
An executed Letter of Qualification (See Appendix A to this RFQ).
3.
Name, address and telephone number of the firm or firms submitting the Qualification Statement
pursuant to this RFQ, and the name of the key contact person.
4.
A description of the business organization (i.e., corporation, partnership, joint venture, etc.) of each firm,
its ownership and its organizational structure.
(a)
Provide the names and business addresses of all Principals of the firm or firms submitting the
Qualification Statement. For purposes of this RFQ, "Principals" means persons possessing an
ownership interest in the Respondent. If the Respondent is a corporation, then the term
"Principals" shall include each investor who would have any amount of operational control over
the Respondent and every stockholder having an ownership interest of ten percent (10%) or
more in the firm.
(b)
If a firm is a partially owned or a fully-owned subsidiary of another firm, identify the parent
company and describe the nature and extent of the parents' approval rights over the activities of
the firm submitting a Qualification Statement. Describe the approval process.
7
(c)
If the Respondent is a partnership or a joint venture or similar organization, provide comparable
information as required in (b) above for each member of the partnership, joint venture or similar
organization.
(d)
A statement that the Respondent complies with all applicable local, State and Federal laws,
regulations and requirements with respect to its business activities.
5.
An executed Letter of Intent (See Appendix B).
6.
An executed Payment Conditions and Rate Schedules Form (See Appendix C).
7.
The number of years the business organization has been in business under its present name.
8.
The number of years the business organization has been under its current management.
9.
Any judgments, claims or suits within the last three (3) years in which Respondent has been adjudicated
liable for professional malpractice. If yes, please explain.
10.
Whether the business organization is now or has been involved in any bankruptcy or re-organization
proceedings in the last ten (10) years. If yes, please explain.
11.
Confirm appropriate federal and state licenses to perform activities. Submit a copy of the Firm’s New
Jersey Business Registration Certificate.
Section 3.3
Professional Information Requirements.
1.
Respondent shall submit a description of its overall experience in providing the type of services sought in
the RFQ. At a minimum, the following information on past experience should be included as appropriate
to the RFQ:
a.
Description and scope of work by Respondent;
b.
Name, address and contact information of a minimum of 2 references; and
c.
Explanation of perceived relevance of the experience to the RFQ.
2.
Describe the services that Respondent would perform directly.
3.
A narrative statement of the Respondent’s understanding of the City’s needs and goals.
4.
List all immediate relatives of Principal(s) of Respondent who are City employees or elected officials of
the City. For purposes of the above, “immediate relative” means a spouse, parent, stepparent, brother,
sister, child, stepchild, direct-line aunt or uncle, grandparent, grandchild, and in-laws by reason of
relation.
8
SECTION 4
INSTRUCTIONS TO RESPONDENTS
Section 4.1
Submission of Qualification Statements.
Respondents must submit an original and one (1) copy of their Qualification Statement to the Designated Contact Person:
Aaron Schrager, P.E.
Deputy Director/City Engineer
City of Summit Department of Community Services
512 Springfield Avenue
Summit NJ 07901
Qualification Statements must be received by the City no later than 4:00 p.m. (prevailing time) on November 23, 2020 by
hand delivery, delivery service, or US Postal Service delivery. Qualification Statements forwarded by facsimile or e-mail
will not be accepted.
To be responsive, Qualification Statements must provide all requested information, and must be in strict conformance
with the instructions set forth herein. Qualification Statements and all related information must be signed and
acknowledged by the Respondent.
SECTION 5
EVALUATION
The City’s objective in soliciting Qualification Statements is to enable it to select a firm or organization that will provide
high quality and cost effective services to the citizens of Summit. The City will consider Qualification Statements only
from firms or organizations that, in the City’s judgment, have demonstrated the capability and willingness to provide high
quality services to the citizens of the City in the manner described in this RFQ.
Proposals will be evaluated by the City on the basis of the most advantageous, all relevant factors considered. The
evaluation will consider:
1.
Experience and reputation in the field;
2.
Knowledge of the City and the subject matter addressed under the RFQ;
3.
Availability to accommodate the required meetings of the City; and
4.
Other factors demonstrated to be in the best interest of the City.
9
APPENDIX A
LETTER OF QUALIFICATION
(Note: To be typed on Respondent's Letterhead. No modifications may be made to this letter)
[INSERT DATE]
Aaron Schrager, P.E.
Deputy Director/City Engineer
City of Summit Department of Community Services
512 Springfield Avenue
Summit NJ 07901
Dear Mr. Schrager:
The undersigned has reviewed its Qualification Statement submitted in response to the Request for Qualifications (RFQ)
issued by the City of Summit ("City"), dated November 2, 2020, in connection with the City’s need for PLANNING
SERVICES TO AND FOR THE CITY OF SUMMIT.
We affirm that the contents of our Qualification Statement (which Qualification Statement is incorporated herein by
reference), are accurate, factual and complete to the best of our knowledge and belief and that the Qualification
Statement is submitted in good faith upon the express understanding that any false statement may result in the
disqualification of (Name of Respondent).
[Respondent shall sign and complete the spaces provided below. If a joint venture, appropriate officers of each company
shall sign.]
(Signature of Chief Executive Officer)
(Type Name of Firm)
(Typed Name and Title)
Dated: ________________
10
APPENDIX B
LETTER OF INTENT
(Note: To be typed on Respondent's Letterhead. No modifications may be made to this letter)
[INSERT DATE]
Aaron Schrager, P.E.
Deputy Director/City Engineer
City of Summit Department of Community Services
512 Springfield Avenue
Summit NJ 07901
Dear Mr. Schrager:
The undersigned, as Respondent, has (have) submitted the attached Qualification Statement in response to a Request for
Qualifications (RFQ), issued by the City of Summit ("City"), dated November 2, 2020 in connection with the City’s need for
PLANNING SERVICES TO AND FOR THE CITY OF SUMMIT.
(Name of Respondent) HEREBY STATES:
1.
The Qualification Statement contains accurate, factual and complete information.
2.
(Name of Respondent) agrees (agree) to participate in good faith in the procurement process as described in the RFQ
and to adhere to the City's procurement schedule.
3.
(Name of Respondent) acknowledges (acknowledge) that all costs incurred by it (them) in connection with the
preparation and submission of the Qualification Statement and any proposal prepared and submitted in response to
the RFQ, or any negotiation which results therefrom shall be borne exclusively by the Respondent.
4.
(Name of Respondent) hereby declares (declare) that the only persons participating in this Qualification Statement as
Principals are named herein and that no person other than those herein mentioned has any participation in this
Qualification Statement or in any contract to be entered into with respect thereto. Additional persons may
subsequently be included as participating Principals, but only if acceptable to the City. (Name of Respondent)
declares that this Qualification Statement is made without connection with any other person, firm or parties who has
submitted a Qualification Statement, except as expressly set forth below and that it has been prepared and hasbeen
submitted in good faith and without collusion or fraud.
5.
(Name of Respondent) acknowledges and agrees that the City may modify, amend, suspend and/or terminate the
procurement process (in its sole judgment). In any case, the City shall nothave any liability to the Respondent for any
costs incurred by the Respondent with respect to the procurement activities described in this RFQ.
6.
(Name of Respondent) acknowledges that any contract executed with respect to the provision of PLANNING
SERVICES TO AND FOR THE CITY OF SUMMIT must comply with all applicable local, State and Federal laws,
regulations and requirements. Respondent hereby agrees to take such actions as are required in order to comply
with all such applicable laws, regulations and requirements.
(Respondent shall sign and complete the space provided below. If a joint venture, appropriate officers of each company
shall sign.)
(Signature of Chief Executive Officer)
(Type Name of Firm)
(Typed Name and Title)
Dated: ________________
11
APPENDIX C
PAYMENT CONDITIONS AND RATE SCHEDULES
1.
The City of Summit wishes to approve the qualifications of a Planning firm or firms to provide PLANNING SERVICES TO
AND FOR THE CITY OF SUMMIT to the City for 2021. Upon appointment to the position of Planning Consultant, no work
or compensation is guaranteed, however. Instead, the City will approve proposals for projects (including compensation
terms) on an as needed basis. This will be done by a Resolution of the Governing Body and/or a Professional Services
contract. By submitting a response to this RFQ, the Respondent acknowledges that it will not proposeorchargehourlyrates
that exceed those listed below:
Partner................................................................................................................................ $145.00 Per Hour
Associate............................................................................................................................. $125.00 Per Hour
Project Planner ................................................................................................................... $100.00 Per Hour
Draft Person.......................................................................................................................... $75.00 Per Hour
Other / Meeting Request..............................................................................................................Hourly Rate
2.
Professional shall be reimbursed at cost for expenses incurredforduplication,filingfees,andotherreasonableout-of-pocket
expenses advanced and/or incurred by them. Professional shall be reimbursed for direct charges including disbursements that are
actual expenses incurred by the Professional and or/their associated Firm in connection with the services provided,andshallinclude,
but not be limited to:
a.
Telegrams, faxes and long distance (Out-of-State) telephone calls;
b.
Payment of filing, application fees, review fees and similar charges;
c.
Computer expenses including time and proprietary program charges;
d.
Outside printing, reproduction, binding, collating and other graphic services;
e.
Messenger service, postage and handling of drawing and specifications, reports,
contracts and other bulky items.
Note: Professional shall not be reimbursed for travel time, tolls, mileage, or other travel related expenses inperformance ofservices.
3.
Monthly invoices shall be submitted detailing all services performed within 30 days of the end of the current month.
Signature: The undersigned hereby acknowledges and accepts the established payment terms.
Name of Respondent/Firm:__________________________________
Print name and title:________________________________________
Signature:________________________________________________ Date: ______________
ATTEST:
________________________________
Witness
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Aaron Schrager, P.E.
Deputy Director/City Engineer · Department of Community Services
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Timeline
First Discovered
Mar 19, 2026
Last Info Update
Apr 30, 2026
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