PLAINFIELD SPECIAL IMPROVEMENT DISTRICT

REQUEST FOR QUALIFICATIONS – REQUEST FOR PROPOSAL

PLAINFIELD SPECIAL IMPROVEMENT DISTRICT MANAGEMENT CORPORATION

Date of hire to June 30th 2009

SUBMISSION DEADLINE: October 15th 2008

ADDRESS ALL QUALIFICATIONS TO:
RFQ-RFP for Plainfield Special Improvement District Management Corporation
Suburban Jewelers
126 East Front Street
Plainfield, NJ 07060
ATTN: NIMROD WEBB, SEARCH COMMITTEE CHAIR

GENERAL INFORMATION & SUMMARY

ORGANIZATION REQUESTING QUALIFICATIONS:
PLAINFIELD SPECIAL IMPROVEMENT DISTRICT MANAGEMENT CORPORATION
SUBURBAN JEWELERS
126 EAST FRONT STREET
PLAINFIELD, NJ 07060
CONTACT PERSON: NIMROD WEBB
SEARCH COMMITTEE CHAIR

PURPOSE OF REQUEST
The Plainfield Special Improvement District Management Corporation, to be further referred to as PSIDMC, is requesting submissions from qualified individuals and firms to provide Professional Management Services of a specialized nature to the PSIDMC. Qualifications will be evaluated in accordance with the criteria set forth in this RFQ.

PERIOD OF CONTRACT
Concurrent with the PSIDMC budget year (from date of hire to June 30th 2009) at which time the contract may be renewed by mutual agreement of both parties.

CONTRACT FORM
The successful submitter shall be required to execute the PSIDMC contract, which includes the indemnification, insurance, termination and licensing provisions.

DETAILED REQUIREMENTS OF THE REQUEST FOR QUALIFICATIONS FOR MANAGEMENT SERVICES
1. PSIDMC FACTS AND FIGURES - The PSIDMC is a 501-C6 Corporation. The PSIDMC was incorporated in 2004.
The PSIDMC consists of approximately 900 merchants and property owners between the down town & South Avenues corridor.
The self assessed PSIDMC operating budget is approximately $134,000 Dollars. It provides significant and diverse services for merchants and property owners within the PSIDMC district.

2. NATURE/ SCOPE OF SERVICES - The PSIDMC is requesting submissions for professional management services to provide services to supplement and augment services provided by the City of Plainfield.
The Managing Provider shall provide the following services:
A. PROGRAM ADMINISTRATION – implement membership programs as identified by the Board of Directors. Included but not limited to resource bank of entertainers, vendors, caterers, restaurants, etc., on-site management of the events themselves, and creation of programs based on the firm’s experience of successful programs that would fit the PSIDMC’s profile. Distinct from written communications, knowledge of proper media expectations and protocol is needed for news releases, advertisement/commercial creation, and news placement.
B. PROGRAM PUBLICITY – initiate professional interaction with various media to publicize programs. Included in this is the skill to write news releases in standard news journalism format and to write advertisement/commercial copy in proper style. Requests for media coverage should follow appropriate media protocol.
C. FIDUCIARY SERVICE – provide financial reports to the Board of Directors using standard financial software, assist the auditor on the annual audit and IRS 990 by providing accurate records of financial transactions, and have knowledge of budgets and requirements of the funding sources to be able to project cash flow problems and solutions to them.
D. CORPORATE ADMINISTRATION – fulfill fiduciary responsibilities of the PSIDMC with respect to the State statutes, municipal ordinance, and corporate bylaws. Included is familiarity of requirements of the corporation on federal (IRS), state and local levels, as well as internal knowledge of Roberts Rules of Order to assist in the proper functioning of Board of Directors meetings.
E. UEZ FUNDING EXPERIENCE: The management firm must have experience with the NJ Urban Enterprise Zone Authority program and local administrations. The firm must be familiar with the projects eligible for UEZ. This would also include reimbursement, with the vouchering process, and with program knowledge to handle any variables that may develop in the process.
F. OFFICE & ACCESS: The management firm will be required to have an operations office in Plainfield. The Management firm will provide the availability in hours that the staff persons be available to the PSIDMC members and Board of Directors. Phone calls to the Management firm will be returned in a timely manner. The management firm will provide a list of people trained to serve the PSIDMC. The management firm will provide documentation of what level of on-site service and office equipment will be provided.
G. SPECIAL EVENTS MANAGEMENT – The management firm will need to create, coordinate, fulfill, and evaluate the many programs designed to benefit the PSIDMC membership.
H. BOOKKEEPING – more than just recording transactions, knowledge of budgets and accounting methods is needed to assist the auditor on the annual audit, to prepare monthly budget analyses for the Board, to voucher and track city tax and UEZ payments.
I. PURITY OF MISSION – the management firm should demonstrate the ability to effectively advocate the best interests of the PSIDMC.
J. CORPORATE STRENGTH - the management firm should demonstrate the financial capacity sufficient to maintain operating reserves and cash flow to provide uninterrupted service to the PSIDMC for a period of not less than one month, should it be necessary.

3. STANDARD QUALIFICATION REQUIREMENTS -Submitters should submit technical qualifications which contain the following:
A. The name of the submitter, the principal place of business and, if different, the place
where the services will be provided. Provide the distance of the firm from the City of
Plainfield.
B. Submitter must have a minimum of ten (10) years experience related to the services
outlined herein. This includes but is not limited to operating SID’s and or BID’s
C. The qualifications, experience, and training of all persons who would be assigned to provide services along with their names and titles.
D. Since the PSIDMC is not the direct employer of the staff, the management firm’s manager must be willing and able to staff the firm in the best interests of the PSIDMC, to monitor staff performance, handle all employment issues, and be flexible and open to changes requested by the Board of Directors
E. A listing of all other engagements where services of the types being proposed were
provided in the past five (5) years. This should include but not limited to other SID’s and or BID’s, samples of advertisements, published material, events, etc. Contact information for the recipients of the similar services must be provided. The PSIDMC may obtain references from any of the parties listed.
F. Statement that neither the firm nor any individuals within the management firm are
under investigation, suspended, or otherwise prohibited from professional practice by any federal, state, or local agency.
G. An Affirmative Action Statement (copy of form attached).
H. A completed Non-Collusion Affidavit (copy of form attached).
I. A statement that the submitter will comply with the General Terms and Conditions required by PSIDMC and enter into a PSIDMC Professional Services Contract.
J. A copy of the submitter’s Certificate of Incorporation.

4. COST ANALYSIS - Submitters should submit a fee schedule which would include any retainer, hourly rates and reimbursable expenses. The PSIDMC does not provide payment or reimbursement for travel expenses.

5. SUBMISSIONS - Each submission must satisfy the objectives and requirements detailed in this RFQ. The successful submitter shall be determined by an evaluation of the total content of the qualifications submitted. The PSIDMC reserves the right to:
A. Not select any of the submissions.
B. Select only portions of a particular submitter's qualifications for further consideration;
(However, submitters may specify portions of the qualification submission that they
consider "bundled" with explanations.)
C. Award a contract for the requested services at any time during the calendar year after all
RFQ's have been reviewed and a qualified manager is selected by the PSIDMC. Every submission should be valid through this time period.
D. The PSIDMC shall not be obligated to explain the results of the evaluation process to any submitter. The PSIDMC may require submitters to demonstrate any services described in their submission prior to award.

6. SUBMISSION LIMITATIONS - This RFQ is not intended to be an offer, order or
contract and should not be regarded as such, nor shall any obligation or liability be imposed on the PSIDMC by issuance of this RFQ. The PSIDMC reserves the right at the PSIDMC’s sole discretion to refuse any submission.

7. CONTRACT LENGTH - The contract shall be in effect through date of hire to June 30th, 2009 unless otherwise stated.

8. DELIVERY - Submissions may be hand delivered or mailed. In the case of mailed submitters, the PSIDMC assumes no responsibility for submissions received after the designated date and time and will return late submissions unopened. Submissions will not be accepted by facsimile or e-mail.

9. USE OF INFORMATION - Any specifications, proposal, documentation, technical or business information and the like ("Information") furnished or disclosed by the PSIDMC to the submitter in connection with this RFQ shall remain the property of the PSIDMC. All copies of such information shall be returned to the PSIDMC upon request.
Unless such Information was previously known to the submitter, free of any obligation to keep it confidential, or has been or is subsequently made public by the PSIDMC or a third party, it shall be held in confidence by the submitter, shall be used only for the purposes of this RFQ, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing.

10. GENERAL TERMS AND CONDITIONS -
A. The PSIDMC reserves the right to reject any or all submissions, if necessary, or to waive any informalities in the submissions, and, unless otherwise specified by the submitter, to accept any item, items or services in the submissions should it be deemed in the best interest of the PSIDMC to do so.
B. In case of failure by the successful submitter, the PSIDMC may procure the articles or services from other sources, deduct the cost of the replacement from money due to the submitter under the contract and hold the submitter responsible for any
excess cost occasioned thereby.
C. The successful submitter shall maintain sufficient insurance to protect against all claims under Workmen's Compensation, General, Professional and Automobile Liability.
D. Each submission must be signed by the principal person or designee authorized to do so.
E. The PSIDMC subscribes to the N.J. Affirmative Action Law, P.L. 1975, c.127 (N.J.A.C. 17:27) with implementation of July 10, 1978, successful submitters must agree to submit individual employer certifications and numbers or complete Affirmative Action employee information reports (form AA-302). Also, during the performance of this contract, the contractor agrees as follows: (a) the contractor or subcontractor where applicable, will not discriminate against any employee because of age, race, creed, color, national origin, ancestry, marital status or affection or sexual orientation. The contractor will take affirmative action to ensure that such applicants are recruited and employed and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, sex or handicap. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and section for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notice to be provided by the Public Agency Compliance Officer setting forth provisions of this non-discrimination clause: (b) the contractor or subcontractor, where applicable, will in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, sex or handicap; (c) the contractor or subcontractor, where applicable, will send to each labor union or representative or workers with which it has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the labor union or worker's representative of the contractor's commitments under this act and shall post copies of the notice; (d) the contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the treasurer pursuant to the P.L. 1975, c.127, as amended and supplemented from time to time.
F. By submission of qualifications, the submitter certifies that the service to be furnished will not infringe upon any copyright and the successful submitter shall, at its expense, defend any and all actions or suits charging such infringement, and will save the PSIDMC harmless in any case of any such infringement.
G. No submitter shall influence, or attempt to influence, or cause to be influenced, any PSIDMC officer or city employee to use his/her official capacity in any manner which might tend to impair the objectivity or independence of judgment of said officer or employee.
H. No submitter shall cause or influence, or attempt to cause or influence, any PSIDMC officer or board member to use his/her official capacity to secure unwarranted privileges or advantages for the submitter or any other person.
I. The PSIDMC shall not be responsible for any expenditure of monies or other expenses incurred by the submitter in making its proposal.
J. The checklist, affidavits, notices and the like presented at the end of this Request for Qualifications are a part of this Request for Qualifications and shall be completed and submitted as part of this submission.

END OF GENERAL INSTRUCTIONS

EVALUATION FACTORS
A. Relevance and Extent of Qualifications, Experience, Reputation
B. Knowledge of the City of Plainfield and the Plainfield Special Improvement District subject matter to be addressed under this contract
C. Relevance and Extent of Similar Contracts performed
D. Professional Qualifications required executing service
E. Cost Effectiveness of Proposal

REQUEST FOR QUALIFICATIONS CHECKLIST
THIS CHECKLIST MUST BE COMPLETED AND SUBMITTED WITH YOUR QUALIFICATION PACKAGE:
Please initial below, indicating that your submission includes the itemized document. A SUBMISSION WITHOUT THE FOLLOWING DOCUMENTS IS CAUSE FOR REFUSAL.
INITIAL BELOW
A. An original and three (3) signed copies of your complete submission.
B. Non-Collusion Affidavit properly notarized.
C. Authorized signatures on all forms.
D. Certificate of Incorporation.
E. Affirmative Action Statement
F. Copy of Liability and Workmen's Compensation Insurance Policies

THE UNDERSIGNED HEREBY ACKNOWLEDGES THE ABOVE LISTED REQUIREMENTS.

NAME OF SUBMITTER:
_________________________________________________________________________________
Name, Firm or Corporation

_________________________________________________________________________________________
BY: (NAME) (TITLE) (PRINCIPAL)

EXHIBIT A
N.J.S.A. 10:5-31 and N.J.A.C. 17:27
MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE
Goods, Professional Services and General Service Contracts
(Mandatory Affirmative Action Language)
During the performance of this contract, the contractor agrees as follows:
The management firm, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex. Except with respect to affectional or sexual orientation, the management firm will take affirmative action to ensure that such applicants are recruited and employed, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The management firm agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting for the provisions of this nondiscrimination clause.
The management firm, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation or sex.
The management firm, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act.

NON-COLLUSION AFFIDAVIT
STATE OF NEW JERSEY
PSIDMC
COUNTY OF UNION
ss:
I AM ______________________
OF THE FIRM OF _______________________________________________________
UPON MY OATH, I DEPOSE AND SAY:
1. THAT I EXECUTED THE SAID SUBMISSION WITH FULL AUTHORITY SO TO DO;
2. THAT THIS PROPOSER HAS NOT, DIRECTLY OR INDIRECTLY ENTERED INTO ANY AGREEMENT, PARTICIPATED IN ANY COLLUSION, OR OTHERWISE TAKEN ANY ACTION IN RESTRAINT OF FAIR AND OPEN COMPETITION IN CONNECTION WITH THIS ENGAGEMENT;
3. THAT ALL STATEMENTS CONTAINED IN SAID PROPOSAL AND IN THIS AFFIDAVIT ARE TRUE AND CORRECT, AND MADE WITH FULL KNOWLEDGE THAT THE PSIDMC RELIES UPON THE TRUTH OF THE STATEMENTS CONTAINED IN SAID PROPOSAL AND IN THE STATEMENTS CONTAINED IN THIS AFFIDAVIT IN AWARDING THE CONTRACT FOR THE SAID ENGAGEMENT; AND
4. THAT NO PERSON OR SELLING AGENCY HAS BEEN EMPLOYED TO SOLICIT OR SECURE THIS ENGAGEMENT AGREEMENT OR UNDERSTANDING FOR A COMMISSION, PERCENTAGE, BROKERAGE OR CONTINGENT FEE, EXCEPT BONA FIDE EMPLOYEES OR BONA FIDE ESTABLISHED COMMERCIAL SELLING AGENCIES OF THE SUBMITTER.
(N.J.S.A.52: 34-25)

SUBSCRIBED AND SWORN TO
BEFORE ME THIS DAY OF________________________ 200_____

___________________________________________________________________________________
(TYPE OR PRINT NAME OF AFFIANT UNDER SIGNATURE)

________________________
NOTARY PUBLIC OF
MY COMMISSION EXPIRES: ____________________, 20________________

Home

For more information:
Plainfield SID
126 E. Front Street
Plainfield, NJ 07060 US
Email: info@positivelyplainfield.org