This checklist for preparing a Request For Proposal (RFP) for archaeological and historical investigations can be used to assist people who hire consultants. Projects vary in their requirements and an RFP may not need to contain all the information on the checklist to be complete.

__COVER LETTER

__Identification of requestor: municipality, contact person, address, phone number
__Brief description of project scope, location, purpose
__Brief description of qualifications the consultant will need to conduct the project
__Deadline for submittal of proposal
__Arrangements for site visit if necessary
__Contact person if different from requestor
 

__DESCRIPTION OF PROJECT BACKGROUND

__Description of development project: size (acres), location, type, general setting (e.g., forested, agricultural land, floodplain, areas previously disturbed, standing water, etc.)
__Description of any correspondence with the OPR&HP (include their letter and unique project number, if one is assigned), and any references to nearby National Register sites/properties

__SCOPE

__Objectives of the survey: assess general sensitivity, locate sites, determine if sites previously located are eligible for the National and/or State Register of Historic Places, mitigate adverse impacts to a known site, etc.
__Type of cultural resource survey requested: Stage 1A, 1B, combined, Stage 2, etc.
__Specialized skills and/or equipment needed (e.g., OSHA hazardous materials training, underwater archaeology training, GIS or GPS equipment, etc.)
__Number of draft and/or final report copies needed (specify color or black-and-white photographs)
__Compliance with New York State Standards and/or appropriate federal standards

__PROJECT SCHEDULE

__Deadlines for completion of sensitivity assessment and/or fieldwork
___Deadlines for submitting preliminary and final reports

__PROPOSAL CONTENTS

__Ask for a technical proposal that describes the research, field, laboratory, analysis methods (appropriate to the stage of survey and applicable Standards)
__Ask that proposer identifies key personnel and their qualifications
__Ask for a list of the proposer's professional experience, especially on projects of similar scope
__Ask for a schedule containing periodic reporting times, if required in scope
__Ask for a cost estimate that includes hourly or daily rates per task and personnel, mileage, per diem, supplies, equipment, overhead, and profit

OTHER INFORMATION

__Correspondence from DEC, OPR&HP, and/or federal agencies regarding the cultural resources scope of the project
__Locational maps (e.g., county, deed, topographic), diagrams, photographs if appropriate
__Contract type and sample contract
__Required meetings with requestor and public

FACTORS USED TO EVALUATE PROPOSALS

__Quality of technical proposal especially thorough understanding of the requirements of the stage of survey as well as pertinent legislation and applicable standards
__Scheduling that accommodates the deadlines of the project
__Qualifications of the key personnel (e.g., do they meet federal qualifications, such as 36 CFR? do they have the range of experience and academic credential to direct this type of project?)
__Professional experience of the firm in relation to the geographic region of the project and the project scope
__Proven record of project completion for similar types of survey
__Ability to clearly communicate results and conclusions in verbal, written, and visual/graphic formats
__Cost proposal that covers all of the proposed tasks and is competitive with peers