Request for Proposals: Qualified Consultants to Assist with Planning for a WV Historic Preservation Training Center

Intent
The Preservation Alliance of West Virginia, in partnership with Arthurdale Heritage, Inc., is seeking
qualified consultants for the purposes of planning for a West Virginia Historic Preservation Training
Center (WVHPTC). The consultant’s contract will involve two major tasks:

1. Complete a comprehensive survey of historic preservation training opportunities in West Virginia and neighboring states, and make recommendations for ways the WVHPTC can fill critical training gaps in historic preservation trades workforce development, and
2. Create an operating plan for the proposed WVHPTC utilizing Arthurdale Heritage in Preston County, WV as a potential base for operations and a learning lab.

This contract will be completed in close conjunction with staff from both the Preservation Alliance of West Virginia (PAWV) and Arthurdale Heritage, Inc. (AHI) and will be funded by an Appalachian Regional Commission’s POWER Grant.

Proposal Submission Deadline: 5:00 p.m. EST on Thursday, December 15, 2022.

Responses may be submitted electronically via email to Danielle (LaPresta) Parker, PAWV Executive Director at dlapresta@pawv.org or by letter to 421 Davis Avenue, Elkins, WV 26241.

All questions should be submitted to Danielle by Tuesday, November 29, 2022. Email is preferred for communications.

Project Overview & Scope of Work Goals
The proposed West Virginia Historic Preservation Training Center will provide workforce development resources and engaging training to support and grow the local preservation trades community in West Virginia. Our goal is to create a program that will involve local students and members of the workforce and impart technical preservation skills that can be translated into rewarding careers in historic building preservation.

The consultant hired to assist with this project will help PAWV and AHI manage the feasibility and
planning phases of this project with the goals of:

• Understanding how this training center can compliment and build upon existing local and regional opportunities,
• Formulating the best methodology and structural model (for example, independently accredited program or affiliated with an existing educational institution) for operating a statewide historic preservation training center,
• Highlighting curriculum suggestions and program incentives to ensure that our program will include training related to the Secretary of the Interior’s Standards for Historic Preservation,
• Forging community partnerships for a successful training center,
• Defining the partnership parameters between PAWV, AHI, and any other partners identified through this process, and
• Identifying available and potential resources to fund a future training center.

Project Timeline & Scope of Work
November 15 – December 15, 2022: PAWV distributes request for proposals. Questions can be submitted to Danielle (LaPresta) Parker at dlapresta@pawv.org by November 29, 2022, and answers to questions will be provided to all interested bidders by November 30, 2022.

December 15 – December 30, 2022: PAWV & AHI will review proposals and select consultant.

January 3, 2023: PAWV will make the consultant award and begin contract period.

January 3 – April 30, 2023: Phase 1 – Survey & Research

• PAWV and AHI will develop a scope of work with the consultant, which will be completed in cooperation, and we will have one in-person planning meeting between the consultant and PAWV and AHI staff at Arthurdale Heritage’s campus.
• Consultant will define evaluation criteria and complete a comprehensive survey of historic preservation educational programs in West Virginia and neighboring states.
• Consultant will create a survey report and make suggestions for ways the WV Historic Preservation Training Center can bridge critical gaps being experienced in developing a West Virginia historic preservation building trades work force.
• Consultant will research and make suggestions of potential partners in the WV Historic Preservation Center operation.
• Consultant will meet virtually or by phone with PAWV and AHI staff on at least a monthly basis to discuss project progress.

May 1 – July 31, 2023: Phase 2 – Operating Plan

• The consultant will lead at least two planning meetings (one in person and the others can be virtual) with PAWV and AHI organizational representatives in order to:
  • Strategize the vision, mission, structure, staffing, curriculum, etc. for the center,
  • Identify issues that may prevent the success of the center,
  • Work out the business relationship and partnership between PAWV, AHI and any other interested parties, and
  • Any other related planning and coordination that has not currently been identified in the center’s operation.
• The consultant will have a draft of the Operating Plan to share with the PAWV and AHI Boards of Directors by July 31, 2023. This draft will be presented in person and comments can be provided in person.

July 31 - August 31, 2023: Phase 3 – Comment Period

• The consultant will collect comments from stakeholders, partner organizations, PAWV & AHI Board of Directors and staff during this period.

September 1 - September 15, 2023: Phase 4 – Draft Update

• Consultant will include comments into the Operating Plan for a second review by the PAWV and AHI Boards of Directors.
• A final in-person meeting with the consultant and PAWV and AHI organizational representatives in order to discuss final changes to plan. Meeting will take place at the Arthurdale Heritage campus.

September 16 - September 30, 2023: Final Report

• Incorporate any final comments and suggestions and prepare final Operating Plan to be implemented by PAWV and AHI. Present this final report virtually and send an electronic copy to both AHI and PAWV staff.

Required Deliverables

1. Comprehensive survey report detailing existing historic preservation construction training programs within West Virginia and surrounding states. This report should give suggestions as to ways that the WVHPTC can best meet area needs within the preservation field.
2. The operating plan will outline key information and steps necessary to bring the Training Center to fruition. This includes

• Listing strategic goals,
• Identifying strengths and needs,
• Aligning internal and external stakeholders,
• Recommending operating structures,
• Defining curriculum and educational topics,
• Creating accountability measures,
• Suggesting fundraising mechanisms for materials, supplies, instructors, and scholarships,
• Outlining suggestions, equipment/materials, and facility needs, and
• Identifying the types of insurances required.

Assumptions and Agreements

• A preliminary budget for this entire project has been approved to not exceed $35,000.
• Materials loaned to the vendor and produced by the vendor will be in standard American English.
• PAWV & AHI will each appoint one person, with decision-making authority, to serve as a project coordinator/manager.
• The vendor shall warrant that on delivery, all media containing the instructional content of the program are free of material faults and processing errors.
• Please note that all forms, statements, spreadsheets, guides, data, and reports created for these projects will become the property of PAWV & AHI, with one purpose being for PAWV & AHI to provide examples to other historic preservation organizations.
• Travel and other associated expenses will be included in the vendor’s proposed bid.
• The submission of a proposal assumes general acceptance on the part of the bidder that the bidder and PAWV will enter into a form of contract establishing PAWV’s rights to intellectual property.

Required Proposal Format
The proposal must contain the following sections: Technical, Costs, Qualifications, and References.

• Technical Proposal: In the technical section, bidders should include their proposed work plan outlining how they will accomplish the stated goals and present the required deliverables.
• Costs: Proposals must include an all-inclusive rate for services identified in the proposal, including travel, handouts, and other associated expenses.
• Qualifications: All eligible bidders must submit at least one example of a similarly compiled business/operating plan or report and meet the following minimum eligibility requirements:
  • Demonstrate experience providing similar services and creating similar survey reports,
  • Demonstrate a familiarity with historic preservation building educational programs and curriculum,
  • Maintain a successful track record of providing accurate and efficient deliverables, and
  • Ability to meet project timeline and budget.
• References: Bidders must list at least three references for whom they have previously provided this service or similar services. References should include full contact information (phone, email, mailing address, etc.)
• Additional Documentation (optional): Bidders may include a short demo or direct us to a website that demonstrates their capabilities.

Deadlines
Questions from bidders must be submitted by email to Danielle Parker by Tuesday, November 29, 2022 by 5:00 p.m. EST. All relevant questions and responses will be compiled and emailed to all known bidders by Wednesday, November 30, 2022.

All bids and proposals are due by 5pm on Thursday, December 15, 2022. Proposals may be submitted via email to Danielle Parker or by letter to 421 Davia Avenue, Elkins, WV 26241.

Project Coordinator and Point-of-Contact
Danielle (LaPresta) Parker: dlapresta@pawv.org, 304-642-0693
Preservation Alliance of West Virginia, 421 Davis Avenue, Elkins, WV 26241

Basis for Award of Contract

• Demonstrable commitment and ability to finish the project on time and on budget,
• Understanding of the project scope of work and goals,
• Experience providing similar services,
• Familiarity with historic preservation building educational programs,
• Quality of materials, and
• Professionalism.

Award Date: Tuesday, January 3, 2023

This RFP does not commit PAWV or AHI to award a contract or to pay costs incurred by bidder in the preparation of a proposal to this RFP. PAWV and AHI may accept other than the lowest bid, waive minor informalities, and award a contract based only on the written proposal without any discussions with bidder. Issuance of a contract will be subject to the approval of PAWV and AHI. PAWV and AHI reserves the right to reject any or all proposals because of non-responsiveness to RFP requirements, insufficient funds, evidence of unfair bidding procedures, financial insolvency of bidder, or if, in the opinion of PAWV’s Executive Director, the best interests of the program will be served.