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RFQ - Planning Board 2025 Professionals - Responses due 11-5-24
BID #: 222
ISSUED: 10/15/2024
DUE: 11/5/2024
VALUE: TBD
100
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Executive Summary
The City of Summit Planning Board is seeking Qualification Statements from firms or organizations interested in providing professional services for 2025. The Board intends to qualify firms possessing the necessary capabilities and willingness to deliver high-quality services. The RFQ covers Engineering Services, Planning Services, and Attorney Services, as well as Stenographic Services. Qualification Statements must be received by November 5, 2024, at 4:00 p.m., and firms must submit an original, one copy, and one electronic copy. The Board 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.
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Document Text
--- Document: RFQ - Planning Board 2025 Professionals - Responses due 11-5-24 ---
NOTE: The City of Summit Planning Board 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.
REQUEST FOR QUALIFICATIONS
FOR THE PROVISION OF:
ENGINEERING SERVICES, PLANNING SERVICES AND ATTORNEY SERVICES TO & FOR THE CITY OF
SUMMIT Planning Board
ISSUE DATE: October 15, 2024
DUE DATE: November 5, 2024
Issued by:
City of Summit Planning Board
GLOSSARY
The following definitions shall apply to and are used in this Request for Qualifications:
"Principals" mean people possessing an ownership interest in the Respondent. If the Respondent is a corporation, 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 Board) have satisfied the qualification
criteria set forth in this RFQ
"Respondent" or "Respondents" - refers to the interested firm (or firms) that submit a Qualification Statement
“Review Team” – Members of the Planning Board, and its legal and/or financial advisors who shall review the Qualification
Statements
"RFQ" - refers to this Request for Qualifications, including any amendments thereof or supplements thereto
"City" - refers to the City of Summit
"Board" - refers to the City of Summit Planning Board
SECTION 1
INTRODUCTION AND GENERAL INFORMATION
Section 1.1
Introduction and Purpose
The Board is soliciting Qualification Statements from interested persons and/or firms for the provision of Engineering
Services, Planning Services and Attorney Services to and for the City of Summit Planning Board, as more particularly
described herein. Through a Request for Qualification process described herein, persons and/or firms interested in assisting
the Board with the provision of such services must prepare and submit a Qualification Statement in accordance with the
procedures and schedules in this RFQ. The Board 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 Board). The Board 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 Board 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. The
Board 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 Board and its legal and/or financial advisors (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 Board 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 Board) will be designated as a Qualified Respondent and will be given the opportunity to participate
in the selection process.
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 Board 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 Board’s designated contact person, in
writing.
Designated Contact Person:
Stephanie Soulios
Land Use Assistant
City of Summit
512 Springfield Avenue
Summit NJ 07901
Qualification Statements must be submitted to, and be received by, the Board, by hand delivery or regular mail, by 4:00
p.m. prevailing time on November 5, 2024 Qualification Statements will not be accepted by facsimile transmission. An
electronic copy of the Qualifications statement must also be submitted. Subsequent to the issuance of this RFQ, the Board
(through the issuance of addenda to all firms that have 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 Board.
TABLE 1
ANTICIPATED PROCUREMENT SCHEDULE
ACTIVITY
DATE
1.
Issuance of Request for Qualifications
2.
Receipt of Qualification Statements
3.
Completion of Evaluation of Qualification Statements by the Review Team
4.
Board Review of Review Team Recommendations
5.
Approval of Professional Services Resolutions by the Board
(Retroactive to January 1, 2025)
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 Board to issue an RFP.
•
All costs incurred by the Respondent in connection with responding to this RFQ shall be borne solely by
the Respondent.
•
The Board 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 Board 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 Board 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 Board and will not be returned.
•
All Qualification Statements will become public documents in accordance with applicable law.
•
The Board may request Respondents to send representatives for interviews.
•
Any and all Qualification Statements not received by the Board by 4:00 p.m. prevailing time on November
5, 2024 will be rejected.
•
Neither the Board, 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.
•
The Board 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 with 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.
Section 1.4
Rights of the Board.
The Board 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 Board 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 Board’s sole
discretion. If terminated, the Board may determine to commence a new procurement process or exercise
any other rights provided under applicable law without any obligation to the Respondents.
The Board 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 Board may issue addenda, amendments or
answers to written inquiries. Those addenda will be noticed by the Board 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
Costs 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 Board, 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.
Responses should cover all information requested in the questions to be answered in this RFQ.
Responses which in the judgment of the Board 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 Board to solicit Qualification Statements from Respondents that have expertise in the provision of
Engineering Services, Planning Services and Attorney Services to and for the City of Summit Planning Board. 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 people possessing an
ownership interest in the Respondent. If the Respondent is a corporation, "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.
(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 has complied with all applicable affirmative action (or similar)
requirements with respect to its business activities, together with evidence of such compliance
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 state licenses to perform activities by submitting a copy of their designated employees
New Jersey issued professional license and/or the Firm’s New Jersey issued statement of endorsement to
practice in the state of New Jersey and 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 references; and
c.
Explanation of perceived relevance of the experience to the RFQ.
2.
Describe the services that Respondent would perform directly.
3.
Respondent shall designate one employee as the primary provider of services, and one designee
should that primary provider be unavailable to the board and provide their resumes.
4.
Confirm that no portions of the Respondent’s services are sub-contracted out.
5.
Does the Respondent normally employ union or non-union employees?
6.
Resumes of key employees.
7.
A narrative statement of the Respondents understanding of the Boards’ needs and goals.
8.
List all immediate relatives of Principal(s) of Respondent who are Board or City of Summit
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.
SECTION 4
INSTRUCTIONS TO RESPONDENTS
Section 4.1
Submission of Qualification Statements
Respondents must submit an original, one (1) copy, and one (1) electronic copy of their Qualification Statement to the
Designated Contact Person:
Stephanie Soulios
Land Use Assistant
City of Summit
512 Springfield Avenue
Summit NJ 07901
Qualification Statements must be received by the Board no later than 4:00 p.m. (prevailing time) on November 5, 2024, and
must be mailed or hand-delivered (an electronic file copy must also be included in the submission). Qualification
Statements forwarded by facsimile will not be accepted. Qualification statement submitted after the deadline will not be
accepted. Qualification statements that do not include an original, once (1) copy, and one (1) electronic copy by the deadline
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 bound, and signed and
acknowledged by the Respondent.
SECTION 5
EVALUATION
The Board’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 Board will consider Qualification Statements only
from firms or organizations that, in the Board’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 Board 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 contract;
3.
Availability to accommodate the required meetings of the Board; and
4.
Other factors relevant to the performance of duties demonstrated to be in the best interest of the City.
APPENDIX A
LETTER OF QUALIFICATION
(Note: To be typed on Respondent's Letterhead. No modifications may be made to this letter)
[INSERT DATE]
ATTN: Stephanie Soulios
Land Use Assistant
City of Summit
512 Springfield Avenue
Summit NJ 07901
Dear Ms. Soulios:
The undersigned has reviewed its Qualification Statement submitted in response to the Request for Qualifications (RFQ)
issued by the City of Summit Planning Board (“Board”), dated __________________, in connection with the Board’s need
for __________________ Services to and for the City of Summit Planning Board.
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)
(Typed Name and Title)
(Type Name of Firm)
Dated: ___________________
APPENDIX B
LETTER OF INTENT
(Note: To be typed on Respondent's Letterhead. No modifications may be made to this letter)
[INSERT DATE]
ATTN: Stephanie Soulios
Land Use Assistant
City of Summit
512 Springfield Avenue
Summit NJ 07901
Dear Ms. Soulios:
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 Planning Board (“Board”), dated __________________in connection
with the Board’s need for __________________ Services to and for the City of Summit Planning Board.
(Name of Respondent) HEREBY STATES:
1.
The Qualification Statement contains accurate, factual and complete information.
2.
(Name of Respondent) agrees (agrees) to participate in good faith in the procurement process as described
in the RFQ and to adhere to the Board’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
Board. (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 has been submitted in good faith and without collusion or fraud.
5.
(Name of Respondent) acknowledges and agrees that the Board may modify, amend, suspend and/or
terminate the procurement process (in its sole judgment). In any case, the Board shall not have 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 -
____________ to and for the City of Summit Planning Board must comply with all applicable
affirmative action and similar laws. Respondent hereby agrees to take such actions as are required in order
to comply with such applicable laws.
(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)
(Typed Name and Title)
(Type Name of Firm)
Dated: ________________
APPENDIX C
PAYMENT CONDITIONS AND RATE SCHEDULES
A. ENGINEERING SERVICES
1.
The City of Summit Planning Board wishes to approve the qualifications of an engineering firm or firms to provide
Engineering Services to and for the Board for 2025. Upon appointment to the position of Board Engineer, no work or
compensation is guaranteed, however. Instead, the Board will approve proposals for projects (including compensation
terms) on an as needed basis. This will be done by a Resolution of the Planning Board. By submitting a response to this
RFQ, the Respondent acknowledges that it will not propose or charge hourly rates that exceed those listed below:
Partner .................................................................................................................. $145.00 Per Hour
Principal ............................................................................................................... $140.00 Per Hour
Project Manager ................................................................................................... $130.00 Per Hour
Professional Engineer........................................................................................... $120.00 Per Hour
Project Engineer ................................................................................................... $110.00 Per Hour
Senior Design Engineer.......................................................................................... $90.00 Per Hour
Design Engineer ................................................................................................... $ 80.00 Per Hour
Senior Engineering Technician ............................................................................ $ 70.00 Per Hour
Survey Crew – 2 Person ..................................................................................... $ 200.00 Per Hour
Regularly Scheduled Board Meeting ................................................................... $200.00 Per Hour
Other meeting per request ............................................................................................. Hourly Rate
2.
The Professional shall be reimbursed at cost for expenses incurred for duplication, filing fees and other reasonable
out-of-pocket expenses advanced and/or incurred by them. The 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 such
engineering services, and shall include, 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.
3.
Monthly invoices shall be submitted detailing all services performed within 30 days of the end of the current month.
4.
Invoices not received by the City of Summit within a period of 60 days of the end of that month’s billing period
will be considered null and void.
5.
Professional shall not be reimbursed for travel time, tolls, mileage or other travel expense in performance of
services.
Signature: The undersigned hereby acknowledges and accepts the established payment terms.
Name of Respondent/Firm:__________________________________
Print name and title:________________________________________
Signature:________________________________________________
Date:____________________________________________________
ATTEST:
________________________________
________________________________
Witness
B. PLANNING SERVICES
1.
The City of Summit Planning Board wishes to approve the qualifications of a planning firm or firms to provide
Planning Services to and for the Board for 2025. Upon appointment to the position of Board Planner, no work or
compensation is guaranteed, however. Instead, the Board will approve proposals for projects (including compensation
terms) on an as needed basis. This will be done by a Resolution of the Planning Board. By submitting a response to this
RFQ, the Respondent acknowledges that it will not propose or charge hourly rates that exceed those listed below:
Partner .................................................................................................................. $145.00 Per Hour
Associate .............................................................................................................. $125.00 Per Hour
Project Planner ..................................................................................................... $100.00 Per Hour
Draft Person/CADD ............................................................................................... $75.00 Per Hour
Regularly Scheduled Board Meeting ................................................................... $200.00 Per Hour
Other meeting per request ............................................................................................. Hourly Rate
2.
The Professional shall be reimbursed at cost for expenses incurred for duplication, filing fees and other reasonable
out-of-pocket expenses advanced and/or incurred by them. The 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 such
planning services, and shall include, 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.
3.
Monthly invoices shall be submitted detailing all services performed within 30 days of the end of the current month.
4.
Invoices not received by the City of Summit within a period of 60 days of the end of that month’s billing period
will be considered null and void.
5.
Professional shall not be reimbursed for travel time, tolls, mileage or other travel expense in performance of
services.
6.
Professional and/or their Firm in connection with such planning service be responsible for the following scope of
work under the direction of the Board Secretary which shall include, but not be limited to:
a. Completeness Review of Planning Board applications within a period of forty-five days (45) of submission to
the City of Summit
b. Zoning Analysis of Planning Board applications;
c. Submit a written report pertaining to the content of relevant Planning Board applications;
d. Attendance of scheduled board meeting.
Signature: The undersigned hereby acknowledges and accepts the established payment terms.
Name of Respondent/Firm:__________________________________
Print name and title:________________________________________
Signature:________________________________________________
Date:____________________________________________________
ATTEST:________________________________
________________________________
Witness
C. ATTORNEY SERVICES
1.
The City of Summit Planning Board wishes to approve the qualifications of a law firm or firms to provide Attorney
Services to and for the Board for 2025. Upon appointment to the position of Board Attorney, no work or compensation is
guaranteed, however. Instead, the Board will approve proposals for projects (including compensation terms) on an as needed
basis. This will be done by a Resolution of the Planning Board. By submitting a response to this RFQ, the Respondent
acknowledges that it will not propose or charge hourly rates that exceed those listed below:
Partner .................................................................................................................. $150.00 Per Hour
Associate .............................................................................................................. $130.00 Per Hour
Regularly Scheduled Board Meeting .................................................................. $700.00 Per MTG
Other meetings per request ............................................................................................ Hourly Rate
2.
The Professional shall be reimbursed at cost for expenses incurred for duplication, filing fees and other reasonable
out-of-pocket expenses advanced and/or incurred by them. The 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 such
attorney services, and shall include, 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.
3.
Monthly invoices shall be submitted detailing all services performed within 30 days of the end of the current month.
4.
Invoices not received by the City of Summit within a period of 60 days of the end of that month’s billing period
will be considered null and void.
5.
Professional shall not be reimbursed for travel time, tolls, mileage or other travel expense in performance of
services.
Signature: The undersigned hereby acknowledges and accepts the established payment terms.
Name of Respondent/Firm:__________________________________
Print name and title:________________________________________
Signature:________________________________________________
Date:____________________________________________________
ATTEST:________________________________
________________________________
Witness
D. STENOGRAPHIC SERVICES
1.
The City of Summit Planning Board wishes to approve the qualifications of a Certified Court Reporter to provide
Stenographic Services to and for the Board for 2025. Upon appointment to the position of Board Stenographer, no work
or compensation is guaranteed, however. Instead, the Board will approve proposals for projects (including compensation
terms) on an as needed basis. This will be done by a Resolution of the Planning Board. By submitting a response to this
RFQ, the Respondent acknowledges that it will not propose or charge rates that exceed those listed below:
In-Person Stenographer ................................................................ $400.00 Per Meeting Attendance
Overtime after 11:30PM ........................................................................................ $75.00 Per Hour
Postage (10 Business Days) .............................................................................. $10.00 Per Meeting
Transcript .................................................................................................................. $7.25 per Page
3.
Monthly invoices shall be submitted detailing all services performed within 30 days of the end of the current month.
4.
Invoices not received by the City of Summit within a period of 60 days of the end of that month’s billing period
will be considered null and void.
5.
Professional shall not be reimbursed for travel time, tolls, mileage or other travel expense in performance of
services.
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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Stephanie Soulios
Land Use Assistant
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Timeline
First Discovered
Mar 19, 2026
Last Info Update
Apr 30, 2026
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