Request for Proposals

Battlefield Preservation Funding Study

Civil War Trust

Washington, DC

Posted: 03/12/2013
Submittal Deadline: 04/15/2013


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The Civil War Trust seeks qualified consultants to submit proposals responsive to this Request for Proposals (RFP) to research and document available sources of public funding to preserve key Revolutionary War, War of 1812 and Civil War battlefield sites. The resulting report is intended to focus on priority battlefields recognized in the Civil War Sites Advisory Commission Report on the Nation’s Civil War Battlefields and the Report to Congress on the Historic Preservation of Revolutionary War and War of 1812 Sites in the United States. This user-friendly resource is to be developed in accordance with the specifications described herein. Two (2) copies of each proposal should be sent and arrive no later than April 15, 2013 to:

Mark Coombs
Civil War Trust
1156 15th Street NW
Suite 900
Washington, D.C. 20005

Questions concerning this Request for Proposals should be directed to Funding for the project comes from a grant (GA-2255-12-003) provided by the National Park Service’s American Battlefield Protection Program.

Project Description, Scope of Work and Deliverables

Project Description
The Civil War Trust, America’s largest nonprofit battlefield preservation organization, invites proposals for the completion of a comprehensive guide detailing public funding sources accessible to the greater battlefield preservation community in states containing any of the principal battlefields as identified in the two marquee reports to Congress cited in the introduction above: the 1993 Civil War Sites Advisory Commission Report on the Nation’s Civil War Battlefields and the 2007 Report to Congress on the Historic Preservation of Revolutionary War and War of 1812 Sites in the United States.

National economic challenges have created uncertainty — particularly at the federal level — regarding the future of many of the traditional avenues of preservation funding. Some, such as the Transportation Enhancement Program, are no longer available for battlefield preservation. This new financial reality demands that the battlefield preservation community adapt — and begin to pursue and invigorate state-level funding mechanisms that may have been overlooked or underutilized to date. Careful examination of the full range of these resources lies at the heart of this project, which stands to benefit local and regional preservation groups in addition to the Civil War Trust and others nationally.

Outreach to a wide swath of government officials will be necessary to gain a thorough understanding of the types of funding opportunities that we would like to see documented within the final report. Likewise, equally extensive outreach to preservation organizations across America will be essential to creating the type of truly communal resource that we anticipate as a result of the research we have proposed. Upon completion, target audiences will include the parties contacted over the course of the project and, primarily, non-governmental stakeholders — such as battlefield friends groups — with a compelling interest in the project’s findings.

Scope of Work
1. Research. The selected consultant will:
a. Examine all existing and anticipated sources of public funding for historic land acquisition within the states home to the principal Revolutionary War, War of 1812 and Civil War battlefield sites;
b. Gather information and perspectives from various preservation and conservation organizations in relevant states to determine current funding strategies as well as pinpoint programs meriting additional investigation;
c. Engage and encourage feedback from state government officials — including the State Historic Preservation Officers within all states contacted — to gain a clear understanding of the previous uses and future potential for specific funding sources deemed of interest.

2. Findings. Based on the research described above, the selected consultant will:
a. Compile the findings in a well-organized, user-friendly catalogue arranged by state and encompassing the full array of funding opportunities discovered over the course of this project;
b. Include pertinent instructions for local, regional and national battlefield preservation groups interested in pursuing these opportunities;
c. Collaborate with Civil War Trust information technology staff to deliver the final data set in a standard, Web-friendly format. The data must be clean, without structural errors in the file, and easy to manipulate. No proprietary files including but not limited to Microsoft Office formats will be accepted for fulfillment of this requirement. Examples of acceptable formats would be a CSV file or SQL dump (ANSI-compliant syntax).
d. Optionally, deliver a fully-functioning HTML5 Web package for direct deployment on the Civil War Trust website. No proprietary technologies including but not limited to Adobe Flash or Microsoft Silverlight will be accepted for fulfillment of this requirement.

3. Stakeholder Outreach. The selected consultant will maintain a database inclusive of contact information for all stakeholders and government officials consulted during the project’s research phase. Upon the publication of the project findings, the consultant will craft a communiqué for circulation to all entities on this database as well as any additional stakeholders recommended by the Civil War Trust detailing the project’s completion and providing directions for those contacted to be able to access the final report and online catalogue of preservation funding opportunities.

Final Deliverables
The final report will include a detailed summary of the selected consultant’s research methodology and documentation of all information required by the Scope of Work section of this Request for Proposals, and — most importantly — present applicable preservation funding opportunities in a stand-alone catalogue, ordered alphabetically by state, with instructions clearly delineating how interested parties may qualify and/or apply for such opportunities. It is important that this catalogue allow for future revisions to be readily and independently undertaken by the Civil War Trust at its own discretion as circumstances require. Additionally, the consultant will provide the Civil War Trust with a comprehensive database of all parties contacted for the purpose of completing this project as well as an accompanying communiqué to be distributed to these and other stakeholders publicizing the project and its findings.

The selected consultant will have a six-month timeframe to complete the project and deliver ten physical copies of the final report — plus a Web-compatible version — to the Civil War Trust. It is anticipated that this project will require at least 240 professional man-hours to complete. The National Park Service will provide up to 80% of the cost of the report to the Trust on a reimbursable basis, delivering the remaining 20% upon completion and receipt of the final product. Because the report is a product of the National Park Service, the consultant must also provide a disclaimer within the report waiving any and all intellectual property rights thereto.

Responding to this Request for Proposals

Submissions should not be overly complex or longer than ten pages in length. Elaborate artwork, expensive paper or bindings and costly visual and other presentation aids are not necessary. Qualified proposals must include the following items in the following order:

• A statement of qualifications and experience for the firm and the lead team members. Consultants should have strong professional qualifications relevant to this project — namely, experience in policy research and working cooperatively with state and local governments as well as familiarity with the battlefield preservation cause and community writ large;
• A discussion of related project experience by the proposed firm, including information regarding individual team members, and a description and examples of comparable projects;
• A list of three (3) to five (5) references for such projects, including the client’s name, address, phone number and e-mail address;
• A detailed description of the consultant’s proposed approach and work plan for undertaking the project as presented in the Project Description and Scope of Work sections of this Request for Proposals, including:
o A statement of purpose;
o A proposed project timeline, broken down by tasks; and
o A proposed project budget, also broken down by tasks.
• Any additional information that a potential consultant deems pertinent to his or her proposal that might prove useful during the review process.

Selection Criteria

The following factors shall be considered in selecting the consultant:

• General qualifications of the firms and individuals assigned to the project relative to the skills and disciplines needed for the project tasks;
• Experience with similar projects in light of the subject matter, scale and context;
• Proposed approach of the consultants relative to the circumstances and the Civil War Trust’s needs, including their ability to provide the required services within the available budget; and
• References from past clients on similar projects.