Operation and Management Services for the Glen Manor House

Agency: State Government of Rhode Island
State: Rhode Island
Type of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Posted: Dec 16, 2021
Due: Jan 26, 2022
Solicitation No: RFP22-005
Publication URL: To access bid details, please log in.
Info Opening Time Solicitation Number Solicitation Status Bid Title Posting Group Posting Entity Contact Person Contact Phone
01/26/2022
4pm
RFP22-005 Active(Scheduled) Operation and Management Services for the Glen Manor House Municipality Portsmouth Lisa Lasky 4016839118

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TOWN OF PORTSMOUTH, RI
Request for Proposal
#P22-005 – Operation and Management
Services for the Glen Manor House
Site Address:
3 Frank Coelho Drive, Portsmouth, RI 02871
Solicitation Date: December 15, 2021
Proposals Due: January 26, 2022 (2:00 p.m.)
Town of Portsmouth, Rhode Island
Finance Department
2200 East Main Road
Portsmouth, RI 02871
RFP #P22-005 – Operation and Management Services for the Glen Manor House
Town of Portsmouth, RI
Request for Proposal
#P22-005 – Operation and
Management Services for the Glen Manor House
Notice is hereby given that sealed proposals will be received at the Finance Office until 2:00
p.m. ET, January 26, 2022, from qualified firms interested in providing Operation and
Management Services for the Glen Manor House as described herein.
Questions concerning this solicitation must be received by the Town of Portsmouth by email at
Finance@portsmouthri.com no later than Friday, January 14, 2022 at 2:30 p.m. ET.
Please reference the RFP# on all correspondence. Questions and their answers, if any, will
be posted to BidNet Direct and the State of Rhode Island's Statewide Purchasing System (see
https://www.portsmouthri.com/152/Purchasing-Requests-for-Proposals) as addendum on
January 20, 2022 by 6:30 p.m.
Sealed proposals clearly marked “RFP #P22-005 - Operation and Management Services for the
Glen Manor House” will be received at the Town Finance Director’s Office at Portsmouth Town
Hall, 2200 East Main Road, Portsmouth, RI 02871 until 2:00 p.m.ET, January 26, 2022. A Zoom
virtual bid opening has been scheduled for 4:00 p.m. ET, January 26, 2022. See below for link
to virtual bid opening.
Topic: Bid Opening: RFP #P22-005 Operation and Management Services for the Glen Manor House
Time: Jan 26, 2022 04:00 PM Eastern Time (US and Canada)
Join Zoom Meeting
https://us02web.zoom.us/j/7650611853?pwd=ZWN0OWZ3VTNDLzZFSmt0NFg5dmxKUT09
Any proposals received before January 26, 2022 will be stored in a secure location until the bid
opening. Any Proposer who wishes their Proposal to be considered is responsible for making
certain their Proposal is received in the Finance Office by the proper time. The Town Finance
Director will be the final judge on if a Proposal was delivered on time.
The Town reserves the right to accept the proposal deemed to be in the best interest of the
Town.
Lisa M. Lasky
Finance Director
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RFP #P22-005 – Operation and Management Services for the Glen Manor House
Overview
The Town of Portsmouth (“Town”) is soliciting proposals from qualified firms to provide
Operation and Management Services in accordance with the scope of work and requirements
as detailed in this Request for Proposal (“RFP”).
The “initial” contract period will begin in December 2022 and be for a period of five years,
renewable at the option of the Town for up to three additional five-year terms based on vendor
performance in relation to terms of agreement. The agreement will include specific details on
the execution of any existing future contracted events. It is expected that an interim
agreement will be executed to cover period of transition prior to contract start.
Responses will be evaluated on the relative merits of the proposal, including revenue share
components.
Instructions and Notifications to Vendors
Potential vendors are advised to review all sections of this RFP carefully and to follow
instructions completely, as failure to make a complete submission as described elsewhere
herein may result in rejection of the proposal.
a. Alternative approaches and/or methodologies to accomplish the desired or intended
results of this RFP are solicited. However, proposals which depart from or materially
alter the terms, requirements, or scope of work defined by this RFP may be rejected as
being non-responsive.
b. All costs associated with developing or submitting a proposal in response to this RFP or
for providing oral or written clarification of its content, shall be borne by the vendor.
The Town assumes no responsibility for these costs even if the RFP is cancelled or
continued.
c. Proposals are considered irrevocable for a period of not less than 180 days following the
opening date, and may not be withdrawn, except with the express written permission of
the Finance Director.
d. All revenue sharing declarations will be considered firm and fixed unless otherwise
indicated in the proposal.
e. It is intended that an award pursuant to this RFP will be made to a prime vendor who
will assume responsibility for all aspects of the work. Subcontracts are permitted,
provided that their use is clearly indicated in the vendor’s proposal and the
subcontractor(s) to be used is identified in the proposal.
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RFP #P22-005 – Operation and Management Services for the Glen Manor House
f. Vendors are advised that all materials submitted to the Town of Portsmouth for
consideration in response to this RFP may be considered a public record as defined in
R.I. General Laws § 38-2-1, et seq. and may be released for inspection upon request
once an award has been made.
g. Any information submitted in response to this RFP that a vendor believes are trade
secrets or commercial or financial information which is of a privileged or confidential
nature should be clearly marked as such. The vendor should provide a brief explanation
as to why each portion of information that is marked should be withheld from public
disclosure. Vendors are advised that the Town of Portsmouth may release records
marked confidential by a vendor upon a public records request if the Town determines
the marked information does not fall within the category of trade secrets or commercial
or financial information which is of a privileged or confidential nature.
h. Insurance Requirements – In accordance with this solicitation, the following insurance
coverage shall be required of the awarded vendor(s):
General Requirements:
1. General Liability - $1,000,000 per occurrence, $2,000,000 general aggregate and
$2,000,000 products/completed operations aggregate. Additional Insured, CG
2010 or the equivalent, and Waiver of Subrogation in favor of the Town of
Portsmouth.
2. Commercial Automobile Liability - Combined Single Limit of $1,000,000. Auto
coverage to include hired and non-owned auto coverage.
3. Workers’ Compensation - $100,000 each accident, $100,000 disease or policy
limit and $100,000 each employee.
4. Commercial Umbrella - Limit of $5,000,000. Umbrella to be following form.
i. Police and Fire – Vendor is required to have police details at all events and meet fire
code requirements for events exceeding 185 attendees. Fees for such special details
will be separately negotiated between the event sponsor and the contractor.
Background
In 1882, H.A.C. Taylor, who had homes in New York City and Newport, began to buy farmlands
in Portsmouth, Rhode Island due to his love for the country life. His first purchase of 111 acres
was already known locally as “The Glen.”
In 1906, H.A.C. Taylor moved out of Newport and took up residence on Glen Farm. He hired the
famous architect, John Russel Pope, to design a home. Pope was an architect of world-wide
fame, having designed the Jefferson Memorial in Washington DC, among other significant
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RFP #P22-005 – Operation and Management Services for the Glen Manor House
achievements. His design of the Glen Manor House was based on the French Petit Trianon at
Versailles and was quite unique to the area. The Glen Manor House had extraordinary gardens,
somewhat Italian in their design, and the landscaping was magnificent.
Upon his death in May 1921, H.A.C Taylor’s son Moses continued the work thanks to his
interest in the gardens and the house plan. The house was completed in 1923. Moses died in
1928, and his widow, later Mrs. Edith Taylor Nicholson, lived in the house until her death in
1959.
In January 1959, Reginald Taylor, son of Moses, sold the estate and 43 acres to the Sisters of
the Sacred Heart, who moved their Elmhurst school there from Providence. The school closed
in 1972 and the property was purchased by the Town of Portsmouth on a bond issue. The
school was closed in 2010 and the structures were demolished, and the school land is being
developed into a public recreation park. There is also an adjacent publicly accessible dock area.
The Glen Manor Authority along with the resident manager currently makes the house
available for special functions including weddings, receptions, corporate meetings, events and
private gatherings.
Glen Manor House Authority
A group of volunteers from the town oversee the operation of the facility. Information on the
composition of the Authority is at https://www.portsmouthri.com/203/Glen-Manor-House-
Authority.
The Authority is chartered by the Portsmouth Town Council to operate in an advisory capacity
to the Council regarding the operation of the Glen Manor House. The Glen Manor House
Authority exists and receives its sole authority from the Portsmouth Town Council. Its purpose
is to restore, maintain, and preserve the Glen Manor House and its adjoining property for the
enjoyment of current and future generations of Portsmouth residents: manage the operation/
rental of the House for approved functions thereby obtaining funds necessary to accomplish
the restoration, maintenance, and preservation, and when possible, return a portion of the
proceeds to the Town's General Treasury.
The Friends of Glen Manor House
The Friends of Glen Manor House is a private non-profit organization of individuals dedicated to
the restoration, preservation, and maintenance of the Glen Manor House for the enjoyment of
present and future generations of Portsmouth residents.
Page 4
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