HomeMy WebLinkAbout166-25 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 166-25
File Number: 2025-1185
A RESOLUTION TO AWARD RFP 25-10 AND AUTHORIZE A CONTRACT WITH POST OAK
PRESERVATION SOLUTIONS, LLC IN THE AMOUNT OF $69,335.00 FOR A CITYWIDE WINDSHIELD
SURVEY OF HISTORIC PROPERTIES
WHEREAS, on April 15, 2025, City Council approved Resolution 100-25 authorizing the acceptance of a Certified
Local Government Grant from the Arkansas Historic Preservation Program in the amount of $72,000.00 which includes
$70,000.00 for phase 1 of a city-wide windshield survey of historic properties.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a contract
with Post Oak Preservation Solutions, LLC in the amount of $69,335.00 for phase 1 of a citywide windshield survey of
historic properties.
PASSED and APPROVED on August 5, 2025
Approved:
Molly Rawn, Mayor
Page 1
Attest:
Kara Paxton, City Clerk Treasurer
CITY OF
JWM FAYETTEVILLE
ARKANSAS
MEETING OF AUGUST 5, 2025
CITY COUNCIL MEMO
2025-1185
TO: Mayor Rawn and City Council
THRU: Keith Macedo, Chief of Staff
Jonathan Curth, Development Services Director
Britin Bostick, Long Range Planning/Special Projects Manager
FROM: Kylee Cole, Long Range & Preservation Planner
SUBJECT: Approval of a professional services agreement with Post Oak Preservation Solutions,
LLC in the amount of $69,335, for Phase 1 of a citywide windshield survey of historic
properties.
RECOMMENDATION:
Staff recommends approval of a professional services agreement with Post Oak Preservation Solutions, LLC in
the amount of $69,335, for phase 1 of a citywide historic resource survey, pursuant to RFP 25-10.
BACKGROUND:
On April 15, 2025, the Fayetteville City Council approved a grant from the Arkansas Historic Preservation
Program (AHPP) in the amount of $72,000. The grant funds from AHPP were divided into two specific
amounts, $70,000 for phase 1 of a city-wide windshield survey of historic properties and $2,000 for Historic
District Commission training. No matching funds from the City are required as the match will be in -kind work by
long range planning staff.
DISCUSSION:
The City of Fayetteville issued RFP 25-10 for phase 1 of a citywide survey in early June and Post Oak
Preservation Solutions, LLC was selected. The project contract and scope have been approved by AHPP per
the grant requirements and staff is requesting approval of the contract from the City Council.
BUDGET/STAFF IMPACT:
The contract is in the amount of $69,335.00.
ATTACHMENTS: 3. Staff Review Form, 4. Contract
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2025-1185
A RESOLUTION TO AWARD RFP 25-10 AND AUTHORIZE A CONTRACT WITH POST
OAK PRESERVATION SOLUTIONS, LLC IN THE AMOUNT OF $69,335.00 FOR A
CITYWIDE WINDSHIELD SURVEY OF HISTORIC PROPERTIES
WHEREAS, on April 15, 2025, City Council approved Resolution 100-25 authorizing the acceptance of
a Certified Local Government Grant from the Arkansas Historic Preservation Program in the amount of
$72,000.00 which includes $70,000.00 for phase 1 of a city-wide windshield survey of historic
properties.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to
sign a contract with Post Oak Preservation Solutions, LLC in the amount of $69,335.00 for phase 1 of a
citywide windshield survey of historic properties.
Page 1
Kylee Cole
Submitted By
City of Fayetteville Staff Review Form
3035-1185
Item ID
8/5/2025
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
7/18/2025 LONG RANGE PLANNING (634)
Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of a professional services agreement with Post Oak Preservation Solutions, LLC in the
amount of $69,335, for phase 1 of a citywide windshield survey of historic properties.
Budget Impact:
1010.090.660-5314.00
Professional Services
Account Number Fund
32207.2501 AHPP CLG Grant - Windshield Survey
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Adjustment attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 70,000.00
70,000.00
$ 69,335.00
S 665.00
V20221130
Previous Ordinance or Resolution # 100-25
Approval Date: 4/15/2025
CITY OF
_ FAYETTEVILLE
ARKANSAS
Post Oak RFP City of Fayetteville
Citywide Survey — Phase 1
Contract — Between City of Fayetteville, AR
and Post Oak Preservation Solutions LLC
Term: Sixteen (16) months
This contract executed this 5 day of August , 2025, between the City of Fayetteville, Arkansas (City), of 113 W.
Mountain, Fayetteville, AR 72701 and Post Oak Preservation Solutions LLC (Post Oak) of P.O. Box 12747, San Antonio,
Texas, 78212, in consideration of the mutual covenants contained herein, the parties agree as follows:
1. Purpose: The purpose of this Contract is to provide the terms and conditions necessary for the preparation of
Phase 1 of a Citywide Survey for the City of Fayetteville (the "Project").
Contract Documents: The Contract documents which comprise the contract between the City of Fayetteville and
Post Oak consist of this Contract and the following documents attached hereto, and made a part hereof:
A. Appendix A: Scope of Work & Fees
Appendix B: City Issued Solicitation for RFP 25-10, Citywide Survey — Phase 1
Appendix C: Post Oak's RFP response
A. The City shall make available to Post Oak all relevant information or data pertinent to the Project which is
required by Post Oak to perform the Services. Post Oak shall be entitled to rely upon the accuracy and
completeness of all information and data furnished by the City, including information and data originating
with other consultants employed by the City whether such consultants are engaged at the request of Post
Oak or otherwise. Where such information or data originates either with the City or its consultants then
Post Oak shall not be responsible to the City for the consequences of any error or omission contained
therein.
B. When requested by Post Oak, the City may engage specialist consultants directly to perform items of work
necessary to enable Post Oak to carry out the Services. Whether arranged by the City or Post Oak, these
services shall be deemed to be provided under direct contracts to the City unless expressly provided
otherwise. If the City chooses not to engage specialist consultants, then the Parties will work cooperatively
to modify the scope of services to reflect any reductions or additions to the services to be provided by
Post Oak.
C. The City shall give prompt consideration to all documentation related to the Project prepared by Post Oak
and whenever prompt action is necessary shall inform Post Oak of City's decisions in such reasonable time
so as not to delay the schedule for providing the Services.
D. When applicable, the City shall arrange and make provision for Post Oak's entry to the Project site as well as
other public and private property as necessary for Post Oak to perform the Services. The City shall obtain
any required approvals, licenses and permits from governmental or other authorities having jurisdiction
over the Project so as not to delay Post Oak in the performance of the Services.
E. The City shall acknowledge the support of the National Park Service and the Arkansas Historic Preservation
Program in the publication of any material based on, or developed under, any activity supported by Historic
Preservation Fund grant funds. This acknowledgment shall be in the form of a statement as follows: "This
material was produced with assistance from the Historic Preservation Fund, administered by the National
Park Service, Department of the Interior and the Arkansas Historic Preservation Program, an agency of the
Division of Arkansas Heritage. Any opinions, findings, and conclusions or recommendations expressed in
City of Fayetteville, AR
Citywide Survey— Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 1 of 7
this material are those of the author(s) and do not necessarily reflect the views of the Department of the
Interior or the Division of Arkansas Heritage."
4. Post Oak's Responsibilities:
A. Post Oak shall furnish the necessary qualified personnel to provide the Services. Post Oak shall
coordinate with the City and with the Arkansas Historic Preservation Program as necessary to ensure
proper completion of the project. Post Oak represents that it has access to the experience and capability
necessary to and agrees to perform the Services with the reasonable skill and diligence required by
customarily accepted professional practices and procedures normally provided in the performance of the
Services at the time when and the location in which the Services were performed. This undertaking does
not imply or guarantee a perfect Project and in the event of failure or partial failure of the product or the
Services, Post Oak will be liable only for its failure to exercise diligence, reasonable care, and professional
skill. This standard of care is the sole and exclusive standard of care that will be applied to measure Post
Oak's performance. There are no other representations or warranties expressed or implied made by Post
Oak. In particular, but not by way of limitation, no implied warranty of merchantability or fitness for a
particular purpose shall apply to the Services provided by Post Oak nor shall Post Oak warrant or
guarantee economic, market or financial conditions, proforma projections, schedules for public agency
approvals, or other factors beyond Post Oak's reasonable control.
B. Post Oak will ensure that all project work and work products meet all applicable Secretary of the
Interior's "Standards" including: 1) Standards and Guidelines for Preservation Planning, 2) Standards and
Guidelines for Identification, 3) Standards and Guidelines for Evaluation, 4) Standards and Guidelines for
Registration, 5) Standards and Guidelines for Historical Documentation, 6) Standards and Guidelines for
Architectural and Engineering Documentation, 7) Standards and Guidelines for Archeological
Documentation, 8) Standards for the Treatment of Historic Properties, 9) Standards and Guidelines for
the Rehabilitation of Historic Buildings, and 10) Historic Preservation Professional Qualification
Standards.
C. Post Oak will provide one full -color printed final clean copy of the report and attachments and one
digital copy of the report and attachments created to the City and one full -color printed copies and one
digital copy to AHPP.
D. Any documents, images, or other content meant for web publication or mobile applications by the City
of Fayetteville must meet the requirements of Title II of the Americans with Disabilities Act (ADA), WCAG
2.1, Level AA on or after April 24, 2026.
5. Non -Assignment: Post Oak shall not assign its duties under the terms of this agreement without prior written
consent of the City.
6. Price: Post Oak shall perform the services included in this proposal for a flat fee of $69,335.00.
7. Indemnification and Hold Harmless: Post Oak agrees to hold the City of Fayetteville harmless and indemnify the
City of Fayetteville, against any and all claims for property damage, personal injury or death, arising from Post
Oak's performance of this contract. This clause shall not in any form or manner be construed to waive that tort
immunity set forth under Arkansas Law.
8. Insurance: Post Oak shall furnish a certificate of insurance addressed to the City of Fayetteville within ten (10)
calendar days after contract finalization, presenting insurance which shall be maintained throughout the term of
the Contract in compliance with the terms of the RFP. Any work sublet; Post Oak shall require the subcontractor
similarly to provide insurance. In case any employee engaged in work on the project under this contract is not
protected under Worker's Compensation Insurance, Post Oak shall provide and shall cause each Subcontractor to
provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 2 of 7
protected. Worker's Compensation coverage shall be applicable with state law.
Payments:
A. Payments will be made after approval and acceptance of invoices issued at 40%, 80%, and 100% of
project completion.
B. Payments will be made 30 calendar days after acceptance of invoice and City prefers electronic delivery
of invoices.
10. Term: This Contract shall be effective for sixteen (16) months from the date approved by City Council but may be
extended upon mutual written agreement of the Parties.
11. Travel Expenses: Travel expenses associated with performance of this work shall be considered for
reimbursement subject to the following conditions:
A. All travel expenses are pre -approved by the City
B. All expenses are in accordance with the City's most recent travel policy
C. Travel expenses are not excessive in nature
D. Travel expenses are of the most economical means of travel available (such as: economy class airline
tickets, small compact automobiles, shuttles when available, etc.)
E. City approved per diem rates for meals
F. Travel expenses are not reimbursable for consultants with an office located within 50 miles of 113 W.
Mountain, Fayetteville, AR 72701.
12. Ownership of Documents:
A. All documents provided by City are and remain the property of City. Post Oak may retain reproduced
copies of drawings and copies of other documents.
A. All documents and records, whether in physical or electronic format, prepared by Post Oak or its
subconsultant as part of the Project shall become the property of City when Post Oak has been
compensated for all services rendered; provided, however, that Post Oak shall have the unrestricted
right to their use. The Arkansas Historic Preservation Program shall have access to all documents upon
request.
B. Post Oak shall retain its rights in its standard drawings details, specifications, databases, computer
software, and other proprietary property. Rights to intellectual property developed, utilized, or modified
in the performance of the Services shall remain the property of Post Oak.
C. Post Oak will grant the City, the State of Arkansas, and the United States of America a royalty -free,
non-exclusive and irrevocable license to publish, reproduce and use, and dispose of in any manner and
for any purpose without limitation, and to authorize or ratify publication, reproduction or use by others,
of all copyrightable material first produced or composed under this agreement by the contractor, its
employees or any individual or concern specifically employed or assigned to originate and prepare such
material.
13. Independent Contractor: Post Oak is an independent contractor of the City and shall maintain complete
responsibility for applicable state or federal law on unemployment insurance, withholding taxes, social security,
or other industrial, labor or discrimination law for its employees. Post Oak is responsible for its agents, methods
and operations.
14. Notices: Any notice required to be given under this Agreement to either party to the other shall be sufficient if
addressed and mailed, certified mail, postage paid, delivery, e-mail or fax (receipt confirmed), or overnight
courier.
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 3 of 7
15. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act
request is presented to the City of Fayetteville, the contractor will do everything possible to provide the
documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A.
25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this
compliance.
16. Termination: This Contract may be terminated by the City of Fayetteville or Pot Oak for any reason with 30 days
written notice. If either party breaches this Agreement, the non -defaulting party may terminate this Agreement
after giving seven (7) days' notice to remedy the breach. On termination of this Agreement, the City shall pay
Post Oak for the Services performed through the date of termination within thirty (30) days of acceptance of a
final invoice.
17. Changes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall
not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in
advance of the change in scope, cost or fees. No modification of this contract shall be binding unless made in
writing and executed by both parties.
18. Applicable Law: This Agreement shall be governed by and construed in accord with the laws of the State of
Arkansas. Venue for all legal disputes shall be Washington County, Arkansas.
19. Contract Administration: The Mayor or his/her Designated Representative shall be the Contract Administrator for
this contract. Post Oak's Principal or his/her Designated Representative shall be the primary contact for all
matters pertaining to this contract.
20. Professional Responsibility: Post Oak shall exercise reasonable skill, care, and diligence in the performance of
services and will carry out its responsibilities in accordance with customarily accepted professional practices.
21. Permits & Licenses: Post Oak shall secure and maintain any and all permits and licenses required to complete
this Contract.
22. Entire Agreement: These Contract documents constitute the entire agreement between the City of Fayetteville
and Post Oak and may be modified only by a duly executed written instrument signed by the City of Fayetteville
and Post Oak. In the event of a conflict between the terms of this Contract and the appendices, this Contract and
the terms and conditions contained in Appendix A shall control.
23. Force Maieure: Any default in the performance of this Agreement caused by any of the following events and
without fault or negligence on the part of the defaulting party shall not constitute a breach of contract: labor
strikes, riots, war, acts of governmental authorities, unusually severe weather conditions or other natural
catastrophe, disease, epidemic or pandemic, or any other cause beyond the reasonable control or contemplation
of either party. Nothing herein relieves the City of its obligation to pay Post Oak for services actually rendered.
[This space left intentionally blank]
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 4 of 7
24. Severability: In the event that any court of competent jurisdiction shall determine that any provision of this
Agreement shall be unenforceable, then that provision shall be deemed to be null and void and the remaining
provisions hereof shall remain in full force and effect
THIS AGREEMENT IS EFFECTIVE AS OF THIS Sth DAY OF August 2025.
POST OAK PRESERVATION SOLUTIONS LLC
��Q.iB wllnmbord-�uiSc,2P
By:
Signature
Ellis Mumford-Russell, Founder
Printed Name & Title
2025-07-09
Date Signed:
WITNESS:
VVc,ax W. VileDcmB
Signature
Megan W. McDonald
Printed name
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 5 of 7
CITY OF FAYETTEVILLE, ARKANSAS
MOLLY RAWN, Mayor
Date Signed: 8-5-2025
ATTEST:
KARA PAXTON, City Clerk Treasurer
CONTRACT FOR PROFESSIONAL SERVICES
RFP 25-10, Citywide Survey — Phase 1
APPENDIX A
Scope of Work & Fees
1. INTRODUCTION:
Post Oak Preservation Solutions LLC (Post Oak) shall provide services in preparing Phase 1 of a Citywide Survey
in the City of Fayetteville.
2. SCOPE OF WORK:
Post Oak shall perform the following:
A. Complete a windshield survey identifying and assessing historic properties within an approximately 16,650
acres area in the southeastern portion of Fayetteville and the Fayetteville Planning Area, prioritizing
resources dating to 1970 or earlier.
B. In collaboration with staff, design and incorporate customized survey forms approved by the Arkansas
Historic Preservation Program (AHPP).
C. Identify properties and property types that should be preservation priorities for the City of Fayetteville.
D. Identify properties potentially eligible for the State or National Register of Historic Places.
E. Compile geographic data in a format approved by City Staff, which Staff will use to produce maps for the
report in collaboration with Post Oak. Staff shall provide Post Oak with existing geographic data as .csv or
Excel files and assist with the creation of field maps for surveying.
F. Provide a survey log and spreadsheet identifying properties and relevant information including location,
type, architectural style, estimated construction date, photo(s), and preservation priority determination.
G. Recommend a strategy for future in-depth surveys or other preservation work in the study area.
H. Attend (virtually) a minimum of four (4) meetings with City staff and AHPP to update on the progress of the
project.
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 6 of 7
I. The results from items A-G shall be compiled into a historic resources inventory and recommendation report.
Post Oak shall address one (1) round of reviewed and consolidated comments by the City contact and revise
the report to incorporate required revisions.
The results from items A-G, and I shall be compiled into a revised historic resources inventory and
recommendation report and submitted to AHPP for review. Post Oak shall address one (1) round of reviewed
and consolidated comments by the AHPP contact and revise the report to incorporate required revisions and
produce the final deliverables.
3. PRICING:
A. Post Oak shall perform the services included in this proposal for a flat fee of 569.335.00.
i. Post Oak shall strive to make decisions based on what is best for the City. As such, Post Oak's
compensation is structured as a flat fee, with billing to be completed on a percent -complete basis.
Each billing shall be completed at 40%, 80%, and 100% of project completion.
ii. Additional services requested that fall outside the scope of this project shall be provided based on a
mutually agreed schedule and price, utilizing the hourly fee schedule provided in Post Oak's
proposal.
4. TIMEFRAME & PROPOSED SCHEDULE:
A. Any adjustments to proposed schedule shall be coordinated through City staff:
August 5, 2025
August 15, 2025
October 24, 2025
January 9, 2026
January 23, 2026
April 24, 2026
June 8, 2026
June 15, 2026
August 1, 2026
October 15, 2026
City of Fayetteville, AR
Citywide Survey — Phase 1
Contract: Post Oak Preservation Solutions LLC
Page 7 of 7
Consultant under contract with City
Project coordination meeting with city staff and AHPP
AHPP deadline for project work to begin
Preliminary drafts of survey log and recommendations ready for review by City
and AHPP
Comments on preliminary draft returned to consultant
Draft of all project deliverables submitted to City and AHPP for review
Final deliverables of all project components submitted to City and AHPP
Final invoice submitted to City by Consultant
Final invoice submitted to AHPP by City for reimbursement
Final report submitted to AHPP by City
CITY OF
FAYETTEVILLE
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8256
TDD (Telecommunication Device for the Deaf): 479.521.1316
RFP 25-10, Citywide Survey— Phase 1 n�
DEADLINE: Tuesday, June 10, 2025 before 2:00 PM, local time
CONTACT: Sr Procurement Agent Kenny Fitch, kfitch@fayetteviIle-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: 05/18/2025
. 1) ,
REQUEST FOR PROPOSAL
RFP 25-10 Cit wide Surve — Phase 1
No late proposals shall be accepte . ` P s shall be submitted through the City s third -party
electronic bidding platform or by submitting a sealed physical proposal to the City of Fayetteville,
Purchasing Division at the below location. �v
City of Fayetteville
Purchasing Division — Room 306
113 West Mountain Street
( Fayetteville, AR 72701
I
All proposals shall �be s bmitted in accordance with the attached City of Fayetteville specifications
and documents attached hereto. Each Proposer is required to fill in every blank and shall supply
all information requested; failure to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms
stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are
made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the
Proposer/Bidder and City Procurement Director.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 1 of 19
City of Fayetteville
RFP 25-10, Citywide Survey— Phase 1
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 25-10, Citywide Survey— Phase 1
The City of Fayetteville, Arkansas, is seeking proposals from qualified firms with experience in conducting
historic resource surveys to prepare a citywide windshield survey of historic properties in Fayetteville. Any
questions regarding this RFP shall be directed to Kenny Fitch, City of Fayetteville Sr Procurement Agent at
kfitch@fayetteviIIe-ar.gov or (479) 575-8220. 7ZJ
Solicitation documents and addenda shall be obtained at the City of Fayetteville Purchag division's electronic sin
bidding platform at www.fayetteville-ar.gov/bids. All proposals shall be received by Tuesday, June 10, 2025
before 2:00 PM, Local Time utilizing the electronic bidding software or by submitting a sealed physical proposal
to the City of Fayetteville, Purchasing Division. All proposals are due before the time stated. No late proposals
shall be accepted. Submitting electronically is strongly encouraged. The City of Fayetteville shall not be
responsible for lost or misdirected proposals, or for failure of proposer' �t cc iical equipment.
Ar
All interested parties shall be qualified to do business and licensed in accordance with all applicable laws of the
state and local governments where the project is located. A current registration with the Arkansas Secretary of
State shall be valid at time of Bid deadline.
The City of Fayetteville reserves the right to reject any or all Proposals and to waive irregularities therein, and all
parties agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage
or claim brought by any interested party because of such rejections, nor shall any interested party seek any
recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Statement in
response to this invitation shall constitute an agreement of the interested party to these conditions.
City of Fayetteville
By: Kenny Fitch, Sr Procureme t A ent
P: 479.575.8258 E: kfitch fa etteville-ar. ov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 05/18/2025
This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas.
Amount pai:$ XX.XX
i
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 2 of 19
City of Fayetteville
RFP 25-10, Citywide Survey— Phase 1
SECTION A: General Terms & Conditions
1. SUBMISSION OF A PROPOSAL SHALL INCLUDE:
Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements
as specified in the Scope of Work.
a. A written narrative describing the method or manner in which the Proposer proposes to satisfy
requirements of this RFP in the most cost-effective manner. The term Proposer shall be in reference to a
firm or individual responding to this solicitation. �y6f
n
b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP.
This description should include the names of the person(s) who will provide the services, their
qualifications, and the years of experience in performing this type of work. Also, include the reference
information requested in this RFP.
c. The complete fee and cost to the City for all services outlined in t
d. Statement should be no more than fifteen (15) pages; single Sld�d, standard, readable, print on standard
8.5x11 documents. Proposers shall also submit a two (2) page (maximum) executive summary. The
following items will not count toward the twenty -five -page limitation: appendix, cover sheet, 2-page
executive summary, resumes (resumP,s shall be no more than 1 page per person), and forms provided by
the City for completion. K av
i. Submitting and responding to this RFP: Proposals Il be prepared simply and economically,
providing a straightforward, concise description of its ability to meet the requirements for the
project. Fancy bindings, colored displays, and promotional material are not required. Emphasis
should be on completeness and clarity of content. All documents physically submitted should be
typewritten on standard 8 %2" x 11" white papers and bound in one volume. Exceptions would be
schematics, exhibits, one -page resumes, and City required forms. Limit proposal to twenty-five
(25) pages or less, excluding one -page team resumes, references, and forms required by the City
for completion. All proposals shall be sealed upon delivery to the City of Fayetteville.
1. Option 1 — Electronic Submittal (strongly encouraged): Proposers can go to
www.fayetteville-ar.gov/bids and follow the prompts to submit a proposal within the
electronic bidding platform. If a proposal is submitted electronically, a physical submission
is not necessary. All Proposers must register in order to be able to submit. There is no fee
for registration.
2. Option 2 — Physical Submittal: All Proposers shall submit one (1) original copy of their
proposal as well as one (1) electronic copy on a properly labeled USB or other electronic
media device. The electronic copy submitted shall be contained into one single electronic
file and shall be identical to the hard copies provided. The use of Adobe PDF documents is
strongly recommended. Files contained on an USB or electronic media shall not be
restricted against saving or printing. Electronic copies shall not be submitted via e-mail to
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 3 of 19
City employees by the Proposer and shall be provided to the City in a sealed manner. Fed Ex,
UPS, USPS, or other packages should be clearly marked with the RFP number on the outside
of the mailing package.
e. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document.
Only the names of Proposer's will be available after the deadline until a contract has been awarded by the
Fayetteville City Council. All interested parties understand proposal documents will not be available until
after a valid contract has been executed. t\
f. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing
Division.
g. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the
sequence of the RFP. N -
h. Proposers shall have experience in work of the same or similar nature and mus provide references that
will satisfy the City of Fayetteville. Proposer shall furnish a reference list of clients for whom they have
performed similar services and must provide information as requested in this document.
i. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service
agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any
such term non-negotiable. Proposer's d;to take exception to o�negotiable term will not disqualify
it from consideration for award.
-0 �-
j. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline.
Documents shall be received before the deadline time as shown by the atomic clock located in the
Purchasing Division Office or electronic clock located in the City's third -party bidding software.
. ��� 115-N-4-
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be
sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an
addendum if the response would provide clarification to the requirements of the proposal. All such addenda
shall become part of the contract documents. The City will not be responsible for any other explanation or
interpretation of the proposed RFP made or given prior to the award of the contract.
i `�
3. DESCRIPTION OF 11PPLIES-AND SERVICES:
Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the
purpose of describing and establishing general quality levels. Such references are NOT intended to be
restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for
any items.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 4 of 19
4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the right
to the following:
a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm.
Negotiation with an individual Proposer does not require negotiation with others.
b. The City of Fayetteville reserves the right to select the proposal it believes will serve the best interest of
the City.
c. The City of Fayetteville reserves the right to accept or reject any or all proposals. e)
d. The City of Fayetteville reserves the right to cancel the entire request for proposal.
e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request
for proposal or in proposals submitted.
f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information
or proposal data without changing the terms of the proposal. et-)
g. The City of Fayetteville reserves the right to make selection4he P poser to perform the services
required on the basis of the original propos ithout negotiation.
h. The City reserves the right to ask for a best and final offer from one or more Proposers. The best and final
offer process is not guaranteed; t ef,Qre, Propp�,ers shall bmit and respond to this RFP on the most
favorable terms available. + V
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5. EVALUATION CRITERIA: �
The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score
responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the
selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated
and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the
evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked.
kV ( 1%.
6. COSTS INCURRED BY PROPOSERS:
All expenses involved with the preparation and submission of proposals to the City, or any work performed in
connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement.
7. ORAL PRESENTATION:
An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion.
8. CONFLICT OF INTEREST:
a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide
Services to the City".
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 5 of 19
b. The Proposer shall promptly notify Amanda Beilfuss, Procurement Director, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which may
influence or appear to influence the Proposer's judgment or quality of services being provided. Such
written notification shall identify the prospective business association, interest or circumstance, the
nature of which the Proposer may undertake and request an opinion to the City as to whether the
association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if
entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or
first-class mail within thirty days of receipt of notification.
9. WITHDRAWAL OF PROPOSAL:
A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request
from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set
for the proposal. �V
10. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submitt I shall not be considered.
Modifications in writing received prior to the deadline will be accepted. The City will not be responsible
for misdirected bids. Proposers refer to their submission status in the online bidding portal or call the
Purchasing Division at (479) 575-8258 to ensure receipt of th��nittal documents prior to opening
time and date listed. `_♦ .�
b. The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall
be received in the Purchasing Division BEFORE the deadline stated.
V1
11. CONSTITUTIONAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers
shall comply with all constitutional, state, and federal directives, orders and laws as applicable to this proposal
and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged
Business Enterprises (DBE), & OSHA as applicable to this contract.
12. PROVISION FOR OTHER AGENCIES
Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government
agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said
proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal.
Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political
subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other
public agencies or authorities), which may desire to purchase under the terms and conditions of the contract.
13. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that
their proposal is made without previous understanding, agreement, or connection with any person, firm or
corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside
control, collusion, fraud, or otherwise illegal action."
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 6 of 19
14. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a Contractor's records as such records relate to
purchases between the City and said Contractor.
b. Freedom of Information Act: City contracts and documents prepared while performing City contractual
work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is
presented to the City of Fayetteville, the (contractor) will do everything possible to provide the documents
in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-
101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this
compliance.
c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to tree case.
�15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless�roTnn
andV against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the
services or any part thereof covered by this order, and suc ligation s alljrvive acceptance of the services
and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS: S -�
All standard terms and conditions stated in this request for proposal apply to this contract except as
specifically stated in the subsequent sections of this document, which take precedence, and should be fully
understood by Proposers prior to submitting a proposal on this requirement.
.XXJ P
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: n1
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should
call 479.521.1316 (telecommunications device for the deaf), no later than seven days prior to the deadline.
Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division,
immediately. J` `✓
18. CERTIFICATE OF INSURANCE:
The successful bidder shall provide a Ce tific to of Insurance in accordance with the following guidelines, prior
to commencement of any work: $1,000,000 Commercial Liability, Statutory Workers' Compensation, and
General Automotive, if applicable. SUCH CERTIFICATE SHALL LIST THE CITY OF FAYETTEVILLE AS AN
ADDITIONAL INSURED. LISTING THE CITY OF FAYETTEVILLE AS A CERTIFICATE HOLDER ONLY IS NOT AN
ACCEPTABLE SUBSTITUTE. CERTIFICATE OF INSURANCE MUST INCLUDE THE ENDORSEMENT SHOWING THE
CITY OF FAYETTEVILLE LISTED AS AN ADDITIONAL INSURED. Insurance shall remain valid, when applicable,
throughout project/contract completion.
19. PAYMENTS AND INVOICING:
The Proposer must specify in their proposal the exact company name and address which must be the same
as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is
responsible for immediately notifying the Purchasing Division of any company name change, which would
cause invoicing to change from the name used at the time of the original RFP. Payment will be made within
thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 7 of 19
penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to allow any increase
in hourly rates by the contract without PRIOR Fayetteville City Council approval.
20. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to
the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill
or abide by any of the terms or conditions specified.
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b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the discretion
of the City of Fayetteville. A.J
c. In addition to all other legal remedies available to the City of Fayetteville, the C1^t *.r'e(se�rves the right to
cancel and obtain from another source, any items and/or services which have not been delivered within
the period of time from the date of order as determined by the City of Fayetteville.
d. In the event sufficient budgeted funds are not available for a new f1A period, the City shall notify the
Contractor of such occurrence and contract shall terminate of the last day of the current fiscal period
without penalty or expense to the City. ;`-7 0', l
21. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without
prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer
shall disclose such intent in thoosal submitted as a result of this RFP.
AW n.-o
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the
City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said
action, whichever occurs first.^ N \CO
22. NON-EXCLUSIVE CONTRACT:
Award of this RFP shall impose no obligation on the City to utilize the Contractor for all work of this type,
which may develop during the contract period. This is not an exclusive contract. The City specifically reserves
the right to concurrently contract with other companies for similar work if it deems such an action to be in
the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each
item.
V
23. LOBBYIN :
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the
bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has a
pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 8 of 19
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any
request for proposal, request for qualification, bid or contract to be rejected.
24. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this RFP from the Proposer. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor
shall provide such additional requirements as may become necessary.
25. SERVICES AGREEMENT:^�
A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal
will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for
approval and signature of the Mayor.
26. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Purchasinq6iv ion and enter information only
in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP
form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response.
Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or
otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations
a Proposer wishes to propose shall be clearly stated irk Proposer's RFP response and presented in the form
of an addendum to the original RFP documents.
27. OTHER GENERAL CONDITIONS4��
a. Proposers must provide the City with their proposals signed by an employee having legal authority to
submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall
be borne by the Proposer. J` `�
b. The City reserves the right to request any additional information it deems necessary from any or all
Proposers after the submission deadline.
c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it
commit the City to pay for any costs incurred by Proposer in preparation. It shall be clearly understood
that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own
risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement
totheProposer for any expense so incurred, regardless of whether or not the proposal is accepted.
10products, components, or services other than those described in this bid document are proposed, the
Proposer must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
e. Any uncertainties or inquiries shall be brought to the attention to Kenny Fitch immediately via telephone
(479.575.8258) or e-mail (kfitch @fayetteviIIe-ar.gov). It is the intent and goal of the City of Fayetteville
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 9 of 19
Purchasing Division to provide documents providing a clear and accurate understanding of the scope of
work to be completed and/or goods to be provided_ We encourage all interested parties to ask questions
to enable all Proposers to be on equal terms.
f. No oral interpretation or clarifications will be given as to the meaning of any part of this request for
proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all
firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not
be disclosed until after a contract is in place.
g. At the discretion of the City, one or more firms may be asked for more detailed information before final
ranking of the firms, which may also include oral interviews. �TV
h. Any information provided herein is intended to assist the Proposer in the preparation of proposals
necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements but is not intended to limit a RFP's content or to exclude any relevant or essential data.
i. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be controlled by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action r proceeding based on any alleged lack of
jurisdiction or improper venue or any similar
64 —`
j. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful Proposer
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that it is agreed that the right of the assignee in
and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contrac�t: \CO�
1
k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner
affecting those engaged or employed in providing these services or in any way affecting the conduct of the
services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same.
If any discrepancy or inconsistency should be discovered in these Contract Documents or in the
specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he
hall herewith report the same in writing to the City of Fayetteville.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 10 of 19
City of Fayetteville
RFP 25-10, Citywide Survey— Phase 1
SECTION B: Scope of Services and General Information
1. INTRODUCTION:
The City of Fayetteville, Arkansas, hereinafter referred to as "the City", is requesting proposals from
qualified firms with experience in performing historic property surveys to complete the first phase of a
Certified Local Government Grant funded city-wide windshield survey of historic properties, to begin in
southeast Fayetteville, as described in the following Scope of Work. It is the intent of the City of
Fayetteville to select a single firm or team to accomplish the services outlined in thi equest for
Proposals.
2. COMMUNITY & NEIGHBORHOOD BACKGROUND:
The City of Fayetteville, Arkansas is tocated across the Boston Range ofnh�der Ozark Plateau in
Northwest Arkansas. It is the county seat of Washington County. The City is home to the University of
Arkansas, which is located just outside the Downtown area. The City is more than 55 square miles in area
with a population of 101,694 according to the 2023 A rican CommuQty Survey estimations, making it
the second largest city in Arkansas. ` ,,
Fayetteville has a rich cultural history. The tc;Wn as founded n 1828 on land that had previously been
set aside for the western Cherokee Nation. Before the Cherokee, the land had been hunted by the Osage
and Quapaw tribes. During the Civil War General Benjamin McCulloch ordered Confederate forces under
his command to burn all the commercial buildings, military stores and vacant houses in Fayetteville. Very
few structures survived or are preserved today; however, Fayetteville does have a wealth of historic
structures from the late 19th century through mid-20th century, many representing vernacular materials
and styles. Agricultural production was a significant part of the local economy from the post -Civil War era
through WWII, and the University of Arkansas, established in 1871 as the first public university in Arkansas,
has also been a significant co = Lr�th to theJJ,Qc�I economy and to population growth.
On March 1, 1979 the Historic District Commission was created as a group of devoted local citizens
concerned with improving and protecting the City's unique historic and cultural resources. The
Commission helps facilitate the identification, evaluation, preservation, restoration, protection, and
enhancement of historical, cultural, and archaeological interests. The City of Fayetteville currently has
numerous individual properties listed in the National Register and has an array of National Register
Historic Districts and neighborhood associations with an eye on preservation (available online
https://maps.fayetteville-ar.gov/HistoricSites/). With the City's first Heritage & Historic Preservation Plan
adopted in summer 2023, the Commission is looking at projects to meet the plan goals, including the
identification and protection of historic properties. Please see the Heritage & Historic Preservation Plan:
https://www.fayettevil le-ar.gov/4231/Heritage-and-Historic-Preservation-Plan.
he Black Heritage Preservation Commission was established on September 7, 2021. The purpose of this
ommission is to recognize, acknowledge, protect and preserve historical Black Structures and
Cemeteries in honor of the vision, accomplishment, and perseverance of Fayetteville's early Black families
and individuals and the churches and other structures they built. Another Purpose of this Commission is
the creation of Black Historical Markers to recognize the struggles and achievements of our Black citizens
to promote diversity and equality for all Fayetteville residents and to oppose discrimination against any
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 11 of 19
person in Fayetteville. In June 2023 the Commission celebrated the unveiling of a historical marker and
street naming honoring Nelson Hackett, a man who was enslaved in Fayetteville in the 1840s.
The proposed project is the first phase of a citywide windshield survey of historic properties. The survey
would include areas within the Fayetteville Planning Area. According to the 2023 American Community
Survey data, Fayetteville has approximately 5,252 housing units built in 1969 or earlier. To make the larger
project manageable during a CLG grant cycle, the proposed Phase 1 represents a reduced scope focused
on southeast Fayetteville, an area that has been underrepresented in prior historic resource surveys,
totaling about 16,650 acres (see Appendix B). The study area, based on the Washington County Assessor's
data, contains approximately 1,187 parcels with buildings dating to 1970 or earlier. This includes 178
parcels that have previously been surveyed. A windshield survey is a vital first step is assessing our historic
resource stock, evaluating potential threats, and making plans for future in-depth surveys.
The City is prioritizing resources dating to 1970 or earlier to narrow the scale of t is roject. Fayetteville,
like much of northwest Arkansas, experienced a building boom in the 1970s-1980s but it is unlikely that
resources in this era are preservation priorities for citizens or reach the threshold of integrity and
significance for state or National Register listing. However, National Register properties and districts are
not the only valued places in Fayetteville. This survey project will pair with a staff -led citywide historic
context statement that will provide a historical background for properties within the City and a framework
for understanding and preserving the history of the area. Staff will develop a set of contexts and themes
related to Fayetteville's development. It is intended to identify and characterize historic resources and to
identify those areas that should be considered for future land use planning and for establishing local
historic districts.
3. SCOPE OF WORK: 0
The purpose of this project isonduct a windshield suirrVey in southeast Fayetteville and prepare a
survey log and executive summary highlighting key findings and recommendations. A desktop review
using existing survey information, aerial photos, and historic maps provided by the City will help inform a
strategic survey approach and save time on the ground. The City has received approval from the Arkansas
Historic Preservation Program (AHPP) to customize survey forms rather than using the current state
survey forms as much of the information collected for those forms is extraneous and not suited for our
needs at this time. The City and AHPP will provide forms to selected consultant prior to contract
finalization. While the final scope of services will be negotiated with the selected consultant, the City's
baseline expectations include the following:
a. Identify and assess historic properties in the southeastern portion of Fayetteville and the
Fayetteville Planning Area that are missing from the existing inventory. Additionally, the survey
all expand upon and validate prior survey work completed in the study area.
Identify properties and property types that should be preservation priorities for the City of
Iq Fayetteville.
c. Identify properties potentially eligible for the State or National Register of Historic Places.
d. Provide a survey log and spreadsheet identifying properties and relevant information including
location, type, architectural style, estimated construction date, photo(s), and preservation priority
determination.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 12 of 19
e. Recommend a strategy for future in-depth reconnaissance surveys or other preservation work in
the study area.
4. QUALIFICATIONS:
Any consulting firm, consulting team, or other organization may respond. The identified project lead must
meet the Secretary of the Interior's professional qualifications standards for performing work in the areas of
'History' or'Architectural History'. These qualifications, which set specific minimum education and experience
requirements, can be found online at: https://www.nps.gov/articles/sec-standards-prof-guals.htm.
Respondents shall articulate in their proposal how the designated project lead meets these minimum
qualifications.
5. TENTATIVE PROJECT TIMELINE:
Jul 16 2025 Consultant under contract with City
Y � Y �,�
July 31, 2025 Project coordination meeting with city staff and AHPP
October 24, 2025 AHPP deadline for project work to begin
January 9, 2026 Preliminary drafts of s r log and emendations ready for review by
City and AHPP
January 30, 2026 Comments on preliminary draft reined to consultant
April 30, 2026 Draft of all project deliverables submitted to AHPP for review
June 22, 2026 Final deables of all project conents submitted to AHPP
August 1, 2026 Final invoice submitted to City by Consultant
October 15, 2026 Final report submitted to AHPP by City
6. PROPOSAL FORMAT:
The proposal shall contain all sections isted herein and shall respond fully to all requirements of the RFP.
Statement should be no more than fifteen (15) pages; single sided, standard readable, print on standard 8.5
X 11 pages. Proposers shall also submit a two (2) page (maximum) executive summary. The following items
will not count toward the page limitations: appendix, cover sheet, 2-page executive summary, resumes
(resumes shall be no more than 1 page per person), and forms provided by the City for completion:
Part I — Letter of Interest: Provide a letter of interest signed by an authorized consultant
representative. Provide the names, offices, email addresses, and phone numbers for all key
Consultant staff proposed to be involved in the project. The Proposal shall identify in which
office(s) the majority of the work will occur. Acknowledge all issued addenda.
Part II —Consultant/Staff Qualifications: The Proposal shall include a company profile outlining the
company's history and philosophy. This section will also provide a brief biography of key individuals
proposed to be assigned to the project with an emphasis on a designated Project Manager. The
Project Manager should be the individual conducting the day-to-day activities on this project. Each
individual's proposed position / responsibility shall be indicated. Special emphasis shall be
provided to the individual's background, qualifications, and experience on related and/or similar
projects. The team must meet the Professional Qualification Standards for Historic Preservation
set by the Secretary of the Interior (Appendix F).
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 13 of 19
At least three (3) client references, including name, description of past working relationship, and
current contact information shall be listed for each key individual proposed. Any applicable
professional licenses or certifications shall be listed for each individual. All known sub- Consultants
needed to complete the project (individual or firm) must be identified.
Part III — Management Approach: The Proposal shall include a discussion regarding the
Consultant's intended management approach on this project, including coordination and
monitoring of project schedule, cost, scope, communications, quality, resources and other
management issues that the Consultant feels should be addressed. #'\
Part IV — Related Project Experience: The Proposal shall include up to three (3) profiles of similar
services in comparable organizations. Past projects must have been completed in the last ten (10)
years and shall include: project name, project time frame, client name, and a detailed description
that clearly justifies why the Consultant's past experience is applicable to this RFP. For each
project, indicate which proposed key individuals worked on the project and describe the role/work
they performed and their levels of involvement.
Part V — State and Federal Grant Guidelines: Each Consultant team must familiarize themselves
with all grant requirements as required by the CERTIFIED LOCAL GOVERNMENT PROGRAM GRANT
AGREEMENT and must meet the minimum standards outlined in the appendices listed below in all
work product produced. Please note this grant is subject to all rules and regulations pursuant to
the National Park Service Historic Preservation Fund Manual. See attachments:
i. Appendix A: Historic Resources Survey & Documentation
ii. Appendix E: Other C ultant Contracts and Products
iii. Appendix F: The Vecletar6of the Interior's Historic Preservation Professional
Qualification StandardsnV-
Part VI — Detailed Draft and Scope of Services: This will form the basis of the Scope of Services to
be included in the Contract and be given the most weight in evaluation and scoring of the
Proposals. The Proposal shall include: 111�✓
i. Detailed description of the Consultant's proposed scope of services (including specific
tasks and deliverables to accomplish the Objectives specified in Section 3 of the RFP;
ii. List a r additionaloloS enis or resources necessary to complete the Work;
iii. Describe your competitive advantage and value-added services and benefits that would
'Vbe provided to the City. This could include any innovative approaches previously utilized
4to assist communities develop their similar historic context statements, and any unique
V challenges and how you overcame them;
iv. Any optional, recommended services otherwise excluded from the Consultant's
proposed Scope of Services but are considered by the Consultant to be valuable aspects
in achieving the Objectives;
v. A written summary identifying the types of information, data, and assistance needed
from the City for a successful project;
Part VII — Project Schedule: The Consultant shall provide a project schedule, directly associated
with the Consultant's proposed Scope of Services. All project timelines must meet the terms of
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 14 of 19
grant agreement shown in Section 5. The City will submit quarterly reports to the AHPP detailing
programmatic and fiscal progress of work on forms to be provided by AHPP.
The timeline must includethe AHPP final deadline of August 01, 2026.
7. PRICE PROPOSAL:
Proposers shall provide a Flat Fee Price Proposal. Include a detailed cost breakdown including estimated
personnel, exclusions, and all labor costs, expenses, overhead, profit, and contingency. Provide a payment
schedule based on project milestones/deliverables. These deliverables will be confirmed during contract
negotiations with the chosen consultant. The Price Proposal will serve as a basis for scoring.
The Price Proposal will be scored as follows (1-page maximum): /��
(Lowest Proposal Price/ Proposal Price) x 15 Lowest Price will receive a score
Example: Proposal Price A = $25,000, Lowest Proposal Price = $20,000 ($20,000/$25,000) x 15
= Score of 12 points
7. CONTRACT FORMATION:
If the negotiation produces mutual agreement, a contract will be considered for approval by the City of
Fayetteville City Council. If negotiations with the highest-ranking Proposer fail, negotiations may be initiated
with the next highest-ranking Proposer until an agreement is reached. The City reserves the right to reject all
offers and end the process without executing a contract. `
8. SELECTION CRITERIA: 1 ✓
o, ,� _
The following criteria will be used by the City to evaluate and score responsive proposals. Proposers shall
include sufficient information to allow the City to thoroughly evaluate and score the proposal. Each proposal
submitted is not required to be ranked by the selection committee. The contract may be awarded to the
most qualified firm, per the evaluation criteria listed below, based on the evaluation of the selection
committee. Following the evaluation of the proposals, the Selection Committee may request that the top-
ranking firm(s) make an oral presentation or be interviewed. If presentations are necessary, they will take
place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division.
1) 20% Qualifications in Relation to Specific Project to be Performed: Information reflecting
qualifications of the consultant, partners, and project team. Indicated specialized
experience and technical competence of the firm in connection with the type and
complexity of the service required. Subcontractors, if used, shall be listed with information
on their organization.
2y`Q0% Experience, Competence, and Capacityfor Performance: Information reflecting the names,
titles, and qualifications (including experience and technical competence) of the major
4qz� personnel assigned to this specific project.
3) 15% Proposed Method of Doing Work: A proposed work plan (description of how the project
would be conducted as well as other facts concerning approach to scope) indicating
methods and schedules for accomplishing scope of work. Include with this the amount of
work presently underway.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 15 of 19
4) 25% Past Performance: Previous evaluations shall be considered a significant factor. If previous
evaluations with the City are not available, the professional firm's past performance
records with City and others will be used, including quality of work, timely performance,
diligence, and any other pertinent information. Firm will provide a list of similar jobs
performed and person whom the City can contact for information.
5) 20% Cost/Fees: Complete costs and fees as described in this RFP and for delivery of the proposal
including fiscal feasibility and financial stability. All fees shall be clearly identified with RFP
response and be itemized as much as possible.
,_e)
9. ADDITIONAL DOCUMENTS AND INFORMATON: The following documents are included with this solicitation as
additional information:
a. Attachment A: CLG Program Grant Information
i. Appendix A: Historic Resources Survey & Documentation '
ii. Appendix E: Other Consultant Contracts and Products,,,.k
iii. Appendix F: The Secretary of the Interior's Historic Preservation Professional
Qualification Standards r Jv
b. Attachment B: Phase 1 Study Area Map
e)
♦ a►
G
O�
� G
CONTINUES ON NEXT PAGE
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 16 of 19
City of Fayetteville
RFP 25-09, Compensation Consultant
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
a. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not
limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a
known relationship exists between any principal or employee of your firm and any City of Fayetteville
employee or elected City of Fayetteville official.
i. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure
to disclose such a relationship may result in cancellation of a purchase and/or contract as a result
of your response. This form must be completed and returned in order for yo4ro/proposal to be
eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
I
1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain . e)
'64ft � ej��
b. I certify that; as an officet-of i organiANn, or per tlTe'attached letter of authorization, I am duly
authorized to certify the information provided herein is accurate and true; and my organization shall
comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions
4
of employment.
c. Proposer agrees that they shall have a current, valid registration with the Arkansas Secretary of State at
time of RFP deadline OR k able o pr�vide proof of registration before recommendation of award to
Fayetteville City Coun
d. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not
currently boycott Israel and will not boycott Israel during any time in which they are entering into, or while
in contract, with any public entity as defined in §25-1-503. If at any time during contract the contractor
decides to boycott Israel, the contractor must notify the contracted public entity in writing.
e. Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not
currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during anytime in which they
are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during
the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition
Industries, the contractor must notify the contracted public entity in writing.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 17 of 19
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final
ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a
primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City
selection committee can call for clarification or interview via telephone.
Corporate Name of Firm:
Primary Contact: Title of Primary Contact:
Phone#1 (cell preferred): Phone#2:
E-Mail Address:
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification
by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same
extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same
in the appropriate blank listed herein. Failure to do so may subject Contractor to disqualification.
ADDENDUM NO.
SIGNATURE AND PRINTED NA
DATE ACKNOWLEDGED
4. DEBARMENT CERTIFICATION \CO
G
a. As an interested party on this project, you are required to provide debarment/suspension certification
indicating compliance with the below Federal Executive Order. Certification can be done by completing
and signing this
form.
b. Federal Exe�Titi e Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its principals
are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any
Federal department or agency from doing business with the Federal Government.
c. ignature certifies that neither you nor your principal is presently debarred, suspended, proposed for
ebarment, declared ineligible, or voluntarily excluded from participation in this transaction by any
federal department or agency.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 18 of 19
5. SIGNATURE SUBMITTAL
NAME OF COMPANY:
PHYSICAL ADDRESS:
MAILING ADDRESS:
TAX ID #:
PHONE:
E-MAIL:
AR. SECRETARY OF STATE FILING #:
FAX: ,,e,)
By submitting your response, you certify that you are authorized to represent and bind your company
I NAT RE: S G U • aj
•
PRINTED NAME:
ti4
,Q END OF RFP DOCUMENT
C�
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 19 of 19
APPENDIX A: Historic Resources Survey & Documentation
The production of surveys of historic structures, sites, etc., funded under this grant agreement
will meet the following minimum standards, as applicable:
A. CITY'S RESPONSIBILITIES
a. The City will ensure that any request for proposals (RFP), request for
qualifications (RFQ), or other bid solicitation and any contract for s nd
documentation services funded under this agreement includes tasks as
described in this appendix.
b. The City will submit a copy of any proposed RFQ, RFP orether bid solicitation
for a project funded under this agree o AHPP r- publication of the
announcement or request for review a proval�dnd will, not publish such
announcement or request until c ents bee eceived f AHPP. A copy of the
final announcement or reque nd proof of 'iublica transmission to
qualified professional will ide
c. The City will submi y of any posed ont t and the name and vita of the
contractor selected ar
or ervic e � under agreement to AHPP for review,
prior to exekAPP.
dno of c#t"r nd wil ecute the contract until approval
has been reed from copy o e coal executed contract will be
provided to
d. The City will ontaFhe AHP/nal Register staff to consult on the
advisability of historic it ey work in the proposed area, proposed
bound ojthe sum o , etc., prior to engaging a contractor for survey
worl N unde this reement.
e. Voices
ity will ensure that the contractor responsible for survey and documentation
funded under this agreement meets the Secretary of the Interior's
rofessional Qualification Standards (see Appendix F) in History and/or
Architectural History and/or, when applicable, Archaeology or Historic
Landscape Architecture.
f. The City will ensure that all milestones and work deadlines incorporated into its
agreement with the Contractor are consistent with those outlined in the applicable
CLG Grant Agreement. Any discrepancy between the Grant Agreement
milestones and those applied to the Contractor's tasks must be approved in
advance by AHPP.
B.) CONTRACTOR'S RESPONSIBILITIES
a.
0
10
Prior to commencing any work under the contract, any contractor who has not
attended a training on the required procedures for historic sites surveys taught by
the AHPP National Register & Survey staff within five (5) years prior to the
survey initiation date must attend a training class on the procedures required for
historic site survey. This one -day class, at the offices of AHPP, will train the
contractor in the proper and thorough completion of Arkansas Architectural Z
Resources Forms, photography requirements, mapping, and compilationCi�e
finished product.
Prior to commencing any work under the contract, the Contr , re ardless of
the date of his or her last training, must contact the AHPP Natio 1 Register &
Survey staff to determine whether changes to required sto0ic site survey
procedures have changed since the ctlutor last att TAa training. If the AHPP
National Register & Survey staff dete i s that ntractor's attendance at an
additional training class is advishe contr must attend a training class on
the procedures required for heIsfies su, prior ' thinitiation of any
fieldwork under the contra
The contractor must cWY with standar s an rocedures set forth in the
AHPP Survey Mahn carry Othe co t work and in completion of the
final product. o f thi will ided b AHPP upon request.
p �� �� Y p q
survey and produce a survey report
Historic Preservation Fund Grants
§4,-,(e dnd 3b and/or d as applicable and the
lards for Identification for Intensive Surveys (see
S. National Park Service) (nps.gov)). The survey
contain the following elements:
1� Survey methodology
Jii. A brief historic context specific to the area surveyed
iii. A brief overview of historic resource types within the area surveyed
iv. Maps outlining the boundaries of the area surveyed
v. Tables listing addresses or other location information of properties
surveyed, resource numbers supplied by AHPP, and data relevant to
evaluation of National Register eligibility, such as date of construction,
property condition and architectural integrity, vacant lots, etc.
vi. Maps locating properties by resource number and address
vii. Language collected on Arkansas Architectural Resources Forms should be
provided with the survey report in an organized, sortable, searchable,
digital format, such as a database, spreadsheet, GIS data, or similar data
file.
e. The contractor must complete an Arkansas Architectural Resources Form and
provide site plans for each resource in the field.
f.
9.
The contractor must provide, on the Arkansas Architectural Resources Form,
information specific to the property for which the survey form is prepared
summarizing its history and any identifiable changes to the building thatar to
have occurred since its construction.
The contractor will take color digitalphotographs of each re e i the field. At
g
the very minimum the photographs should show all facades of h building. In
addition, representative streetscape photographs will be roeided by the
Contractor. These photographs will mitted wit final survey product in
both electronic and print form.
h. To ensure efficient productio ality p ct an b.reduce the burden of
repeated reviews, in projelvin v�ly an u�ihentation of more than
30 properties, the cor L ill prove e fts ale 10 completed Arkansas
Architectural Resourc rms to AHPP ati 1 Register & Survey staff for
review prior to co 1 ion an �tal of a7Nkansas Architectural Resources
Forms. AHPP o rev A forms return comments to the contractor
within 14 b �aY s e t of t forms.
p
i. The contractor wi% V c iey ancillary work product or information
compiled or g era by the - for in the course of carrying out the historic
Y or �co n, g
site survey t including but not limited to archival research and
photog��, A AHPP e est.
j. The cA;actactor wil t the City, the State of Arkansas, and the United States of
0'rica a royalty -free, non-exclusive and irrevocable license to publish,
T
oduce and use, and dispose of in any manner and for any purpose without
mitation, and to authorize or ratify publication, reproduction or use by others, of
all copyrightable material first produced or composed under this Agreement by
the contractor, its employees or any individual or concern specifically employed
or assigned to originate and prepare such material.
k. The contractor must be able to adhere to set deadlines and provide initial and
completed surveys by the dates set forth in contract documents.
1. The contractor will provide their own transportation and equipment.
in. For resurvey work, a copy of the previous survey form must be attached to the
new survey form for each property and shall be included with final project
deliverables.
n. The contractor will provide one full -color copy and one digital copy of the final
survey report and forms to the City and one full -color printed copy and two digit\
copies of the survey report and forms to AHPP. e)
C"
C. AHPP RESPONSIBILITIES
a. AHPP will provide Arkansas Architectural Resources Forms An illa
p � rY
Structures Forms to the contractor as necessary for project comf%etion.
I
b. AHPP will provide access to survey Ind copies evious survey work as
necessary for project completion.
c. AHPP will provide resource - *- ers to the ractor essary for project
completion.
d. AHPP will provide a 6 ay trai class a the PP offices in Little Rock on
the procedures requ for his a surve his class will train the
contractor in tht prop%r and gh comp o of Arkansas Architectural
Resources I
s, photo equir , mapping, and compilation of the
finished pro ct. _ ,�
e. AHPP will pr�E
completion.
O�
aa'ce to the contractor as necessary for project
i
G
APPENDIX E: Other Consultant Contracts & Products
All other types of projects funded under this grant agreement will meet the following minimum
standards, as applicable:
A. CITY'S RESPONSIBILITIES
t\
a. The City will ensure that any request for proposals (RFP), request for
qualifications (RFQ), or other bid solicitation and any contract for servic ed
under this agreement includes duties and tasks as described in this co d
appendix.
b. The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or re est for review
d will not publish such
announcement or request until appr been r v from AHPP or seven
(7) business days have elapsed sin e th ate on iicch Ithe roposed
announcement or request ha ived b P. of the final
announcement or request an of i b do mission to qualified
professional will be rov' AHP
p p
c. The City will submiy of posed tra and the name and vita of the
contractor selec ed for serves fii ed un i agreement to AHPP for review,
prior to ex the cc�ri, , and w'1 o execute the contract until approval
has been rec e lom AUPP or sev business days have elapsed since the
date on which the proposed contr�� een received by AHPP. A copy of the
final executed contract -will bed to AHPP. All milestones and deadlines
between the Ci L a d Contr ctoiiust be consistent with those outlined in the
CLG Gr t Agreement. ent of these milestones must have advance AHPP
appr v �1 `
d. herty will ensure at all milestones and work deadlines incorporated into its
r ement with the Contractor are consistent with those outlined in the applicable
G Grant Agreement. Any discrepancy between the Grant Agreement
milestones and those applied to the Contractor's tasks must be approved in
advance by AHPP.
e. The City will ensure that any contractor engaged for work funded under this
agreement meets the applicable Secretary of the Interior's Historic Preservation
Professional Qualification Standards (see Appendix F) as determined in
consultation with AHPP.
f. The City will ensure that all project work and work products meet all applicable
SOI "Standards" including: 1) Standards and Guidelines for Preservation
Planning, 2) Standards and Guidelines for Identification, 3) Standards and
Guidelines for Evaluation, 4) Standards and Guidelines for Registration, 5)
Standards and Guidelines for Historical Documentation, 6) Standards and
Guidelines for Architectural and Engineering Documentation, 7) Standards and
Guidelines for Archeological Documentation, 8) Standards for the Treatment of
Historic Properties, 9) Standards and Guidelines for the Rehabilitation of Histo+
Buildings, and 10) Historic Preservation Professional Qualification Standards.
B. CONTRACTOR'S RESPONSIBILITES
a. The contractor will ensure that all project work and work r �S rTeet all
p J p
applicable Secretary of the Interior's "Standards" including: 1) andards and
Guidelines for Preservation Planning, 2) Standards and Acelines for
Identification, 3) Standards and Gui s for Evaluan, 4) Standards and
Guidelines for Registration, 5) Stand s d Gu' s for Historical
Documentation, 6) Standards uide fines c itec 1 and Engineering
Documentation, 7) StandardsX\( idelinee e�Arch al Documentation, 8)
Standards for the Treatme ,,`"((f��""stor es, 9 n ds and Guidelines
for the Rehabilitation o t is Buil� and 1 ric Preservation
Professional Qualifica� tanda
The contractor wil vide i of an ai% work product or information
Y rY
compiled or generated b ntractS
including but%iot limijerchiva
the course of carrying out the contract,
ch, and photographs, to AHPP on
\N?
City, the State of Arkansas, and the United States of
and irrevocable license to publish,
Jkd 'use(afidfNpose of in any manner and for any purpose without
and to aft0fize or ratify publication, reproduction or use by others, of
7table material first produced or composed under this agreement by the
its employees or any individual or concern specifically employed or
signed to originate and prepare such material.
d. The contractor must be able to adhere to set deadlines as set forth in contract
documents.
e. The contractor will provide own transportation and equipment.
f. The contractor will provide one full -color copy and one digital copy of the work
product, as applicable, to the City and one full -color printed copy and two digital
copies of the work product, as applicable, to AHPP.
C. AHPP RESPONSIBILITIES
a. AHPP will provide Arkansas Architectural Resources Forms and Ancillary
Structures Forms to the contractor as necessary for project completion.
b. AHPP will provide access to survey files and copies of previous survey work as
necessary for project completion.
c. AHPP will provide resource numbers to the contractor as necessary for
completion. /�asnecessary
d. AHPP will provide access to other AHPP files to the contractor for
p
project completion.
e. AHPP will provide technical assista the contra s necessary for project
completion.
C�
. a.
G
O�
�♦ G
Appendix F: The Secretary of the Interior's Historic Preservation Professional
Qualification Standards
The Secretary of the Interior's Professional Qualification Standards were defined and officially
adopted in 1983 (48 FR 44716, September 29) by the National Park Service, Department of the
Interior, and the Secretary of the Interior's Historic Preservation Professional Qualification
Standards were expanded and revised in 1997 (62 FR 33708, JEEV
amendments in the National Historic Preservation Act, but werd f eral
regulatory purposes. See ht s://www.n s. ov/articles/sec-stanore
information. v
The 1997 revisions update the professional qualification standards written in 83 and add
definitions for seven other historic preservation disciplines that appear in tie National Historic
Preservation Act.
The 1997 version also provides guidance on how to re qualifi g edentials that was
lacking in the 1983 Standards. In the 1997 ver*si�his information is p 'ded in a standardized
format that provides examples of the acade degrees, woaj�,iVd ac products, and
professional activities that would qualify ssio 1-' rticu� isc line.
Because the 1997 Standards give the t des6ecribedil
'idi'lof the currL understanding of what a
g � g
qualified professional is in each oVMe discipli the National Historic Preservation
Act, AHPP uses them as guid%,,
n judg' 1 e ualific �,of contractors or consultants
working on projects fundettyP'sant agrNA&s. It is important to note that these
are not intended to be requi%ments fo consu lfts or contractors working on a project, lead
as well as entry-level. However, p ject m _n'tain a person in a lead, responsible project
role with the requisite expert' `
O �
Ci
Citywide Historic Property Survey
I
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Fa mington
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G rove
Legend
r j Planning —Area — Surveyed Properties
I = SEboundary selection
0 City —Limits Parcels Pre-1970 in
Planning Area selection
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NAmA GA, U� , City
JGIS
yetteville, Arkansas,
Office -,,Missouri
CITY OF
WA FAYETTEVILLE
ARKANSAS
RFP 25-10 Addendum 3
Post Oak Preservation Solutions
Supplier Response nll�l
Event Information
Number: RFP 25-10 Addendum 3
Title: Citywide Survey - Phase 1 J
Type'. Request for Proposal
Yp q�� �► O
Issue Date: 5/18/2025 `
Deadline: 6/10/2025 02:00 PM'f CT)
Notes: The City of Fayetteville, Arkarrs, is seekirop oposals from qualified
firms with experience in conduLkg h0oric resource surveys to
prepare a ci�d$win shield survey of historic properties in
Fayetteville. ►� y que s*reg rdeg this RFP shall be directed to
Kenny Fikh, City o ettev� le Sr Procurement Agent at
kfitch@fayett% ov o�479) 575-8258.
G�- a
O
Contact Information
Contact: Kent%Fitch
Address: Purchasing O
City Hall
Room 306
113 W. Mountain St.
Fayetteville, AR 72701
Email: kfitch@fayetteville-ar.gov
Page 1 of 2 pages Vendor: Post Oak Preservation Solutions RFP 25-10 Addendum 3
Post Oak Preservation Solutions Information
Contact:
Ellis Mumford-Russell
Address:
PO Box 12747
San Antonio, TX 78212
Phone:
(832) 919-6433
Email:
ellis@postoakpreservation.com
Web Address:
postoakpreservation.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Ellis Mumford-Russell ellis@postoakpreservation.com Ab
Signature Email A ,
Submitted at 6/6/2025 03:21:21 PM (CT) r &
n''C�
uested Attachments
RFP 25-10, Citywide Survey - Phase 1
Please attach the signed and completed RFP form, located A &ettach
Response Attachments
POPS_SignatureSubmittal_SIGNED_rev.pdf ' 1�
Signature Submittal
Bid Attributes
ey_Proposal.pdf
,itOPS—RFP2510_FayettevilleSurv
t alo ith proposal.
1
Check Yes or No:
Pursuant Arkansas Code Annotated §25-1 - the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during y time in which they are entering into, or while in contract,
with any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott
Israel, the contractor must notify the contracted p liic entity in writing.
2 Yes, I agree O �
❑ No, I don't agree
2
Check Yes or No: ��
Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not currently
boycott Energy,
Fossil Fuel, Firearms, and Ammunition Industries during any time in which they are entering into, or while in
contract, with any
public e ty as defined in §25-1-1002. If at any time during the contract the contractor decides to boycott Energy,
Fon�
Firearmsand/or Ammunition Industries, the contractor must notify the contracted public entity in writing.
M Yes,'l agree
❑ No, I don't agree
3
Addendum Acknowledgement
By selecting "I agree", you acknowledge that you have read all addendum(s) that have been issued for this
solicitation, if applicable.
2 1 agree
Page 2 of 2 pages Vendor: Post Oak Preservation Solutions RFP 25-10 Addendum 3
City of Fayetteville
RFP 25-10, Citywide Survey — Phase 1
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
a. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not
limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a
known relationship exists between any principal or employee of your firm and any City of Fayetteville
employee or elected City of Fayetteville official.
10-
i. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure
to disclose such a relationship may result in cancellation of a purchase and/or contract as a result
of your response. This form must be completed and returned in order for yoNid/proposal to be
eligible for consideration. qj
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIAT PLIES TO YOUR FIRM:
1) NO KNOWN RELATIONSHIP EXISTS
I
2) RELATIONSHIP EXISTS (Please expl�in):
V
certify that; as an officer of ani
authorized to certify the inform tion wi
comply with all State and Federal Epm
of employment.
a
okt e attached letter of authorization, I am duly
fa
is accurate and true; and my organization shall
nd Non -Discrimination requirements and conditions
Proposer agrees that the �'N.Ylave e nt valid registration with the Arkansas Secretary of State and
p g y� �' � g Y
System for Award M agem..en .gov) at time of RFP deadline OR be able to provide proof of
registration before CK endation of award to Fayetteville City Council.
Pursuant Ar n s Code Annotated §25-1-503, the Contractor agrees and certifies that they do not
currently tt Israel and will not boycott Israel during any time in which they are entering into, or while
in contra h any public entity as defined in §25-1-503. If at any time during contract the contractor
decides to boycott Israel, the contractor must notify the contracted public entity in writing.
e. Pursuant Arkansas Code Annotated §25-1-1002, the Contractor agrees and certifies that they do not
currently boycott Energy, Fossil Fuel, Firearms, and Ammunition Industries during anytime in which they
are entering into, or while in contract, with any public entity as defined in §25-1-1002. If at any time during
the contract the contractor decides to boycott Energy, Fossil Fuel, Firearms, and/or Ammunition
Industries, the contractor must notify the contracted public entity in writing.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 17 of 19
2. PRIMARY CONTACT INFORMATION
At the discretion of the City, one or more firms may be asked for more detailed information before final
ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a
primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City
selection committee can call for clarification or interview via telephone.
Corporate Name of Firm:
Post Oak Preservation Solutions, LLC
Primary Contact: Ellis Mumford-Russell
Phone#1 (cell preferred): 832-919-6433
Title of Primary Contact: Founder
Phone#2 : 317-966-7252
E-Mail Address: ellis@postoakpreservation.com
3. ACKNOWLEDGEMENT OF ADDENDA
Acknowledge receipt of addenda for this invitation to bid, request for pro_ or request for qualification
by signing and dating below. All addendums are hereby made a part of theNid or RFP documents to the same
extent as though it were originally included therein. Pr osers/Bidd rs should indicate their receipt of same
in the appropriate blank listed herein. Failure to do so a f subje;o trar to disqualification.
ADDENDUM NO.
SIGNATURE AND PRINTED NAME
DATE ACKNOWLEDGED
1
Ellis Mumford-Russell A* � Digitally signed byEllis Mu
Date: 2025.OG06 09 53:48 -
ford -Russell
5'00'
2
Ellis Mumford-Russell grt*signed byEllis Mum
2025.06.06 09:54 04 -OS
rd-Russell
00'
3
�
V' Q"
4. DEBARMENT CERTIFICATION _X1
L
O
As an interested party Qn;Prh _ou are required to provide debarment/suspension certification
indicatingcompliance wi the A& Federal Executive Order. Certification can be done b completing
p � Y p g
and signing this fo m V
Federal Exe t�ie Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual a s, usingfederal funds, and all sub -recipients certifythat the organization and its principals
are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any
Federal department or agency from doing business with the Federal Government.
c. Signature certifies that neither you nor your principal is presently debarred
debarment, declared ineligible, or voluntarily excluded from participation
federal department or agency.
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 18 of 19
suspended, proposed for
in this transaction by any
5. SIGNATURE SUBMITTAL
NAME OF COMPANY: Post Oak Preservation Solutions. LLC
PHYSICAL ADDRESS: 2506 Little John Lane, Austin, TX 78704
MAILING ADDRESS: PO Box 12747 San Antonio, TX 78212
TAX I D #: 84-2188317
PHONE: 832-919-6433
AR. SECRETARY OF STATE FILING #: 803346273
FAX:
E-MAIL: Ellis Mumford-Russell
By submitting our response, you certify that you are authorized to re resent anc!"bind your company:
Digitally signed by Ellis Mumford-
Ellis Mumford-Russell Russel
SIGNATURE: nmto•
PRINTED NAME: Ellis Mumford-Russell
TITLE. Founder
�Q
END OF RFP DOCUMENT
City of Fayetteville, AR
RFP 25-10, Citywide Survey — Phase 1
Page 19 of 19
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City of Fayetteville, Arkansas
CitywidTSurvey:b P 1
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RFP# 25-10 Q
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RESPONDENT: Post 9 esl�j�ion Solutions, LLC
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Table of Contents
1 Executive Summary J V
2 Letter of Interest
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3 Consultant/Sta ualif nQ l�
4 Managemen proms` C
5 Related Projeci
6 Detailed # an0cope
7 Proj AchecTu e
C1
8 Price Proposal
Appendix: Resumes
of Services
3
6
8
13
15
19
24
26
28
City of Fayetteville, Arkansas
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Citywid"urvey:b PI�,s�1
RFP# 25-70 � Q0
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Post Oak Preservation Solutions, LLC (Post Oak) is pleased to submit this proposal in response to the City of Fayetteville's RFP
25-10, for a Citywide Survey - Phase 1. Our firm is a woman -owned preservation consulting firm with a national reputation for
excellence in historic preservation consulting, historical research, National Register nominations, and cultural resource
documentation. We are confident in our ability to deliver a high -quality, comprehensive, and meaningful windshield survey for
southeast Fayetteville, aligning with the City's objectives for identifying and characterizing historic resources, particularly those
underrepresented in prior surveys.
Our Firm and Expertise:
Post Oak specializes in historic resource surveys and historic context studies, with a stron
integrating the histories of underrepresented communities. Our team of highly qualified
professionals, meeting the Secretary of the Interior's Professional Qualification Standard
delivering comprehensive and inclusive historic documentation across the country. We are pa
on Z(4 ej,
cu cumenting and
and preservation
oven track record of
adept at researching and
presenting narratives for communities often overlooked in historical records, such as demonstrated in our work on the Kansas
City African American Heritage MPDF and the Southeast Fayetteville Neighborhood Histeric Context Statement. This core
competency ensures that the survey will capture a richer, more inch istorical rec or Fayetteville's diverse population.
Understanding of the Project: ``�
We understand the City of Fayetteville is seeking proposal the fir pp�e of a 04 ' d Local Government (CLG)
Grant -funded city-wide windshield survey, focusing on appl� ately 16, acres i6 southeast Fayetteville. The project
prioritizes resources dating to 1970 or earlier and will ' uture a planning and local historic district establishment.
Our approach will incorporate customized survey fo a proved by Arkan(Snal
Historic Preservation Program (AHPP) and
adhere strictly to all federal and state preservat' elin s, ' ding the Park Service Historic Preservation Fund
Manual. Our proven ability to bring underrep a ed stor1 t wctral to this project, ensuring the survey is as
comprehensive as possible. ko
Our Management Approach: P
Our management approach emphasizes collali efficient, �1d-quality-driven execution. Megan Warley McDonald will lead
as Project Manager, overseeing technical asle e Re a Wallisch will serve as Staff Lead. Ellis Mumford-Russell will
manage administration, and Rachel Alison will p�ovlde r sea upport. We prioritize transparent communication with City staff
and AHPP, adhering to all federal and stat�'tand rds�meticulously monitoring project schedule and budget to ensure
timely and compliant deliverables.
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Competitive Advantage and Value -Added Services.
Post Oak offers unique ad v tages. Ou p d expertise in documenting underrepresented histories aligns perfectly with
Fayetteville's focus, ens4 richer, morNnclusive historical record. Our collaborative approach fosters strong partnerships
and ensures inclusive' community -embraced outcomes. With extensive experience in historic resource surveys and evaluations
of National Regillyeligibility, including direct work in Fayetteville (Southeast Fayetteville Neighborhood Historic Context
Statement), 11 prepared to bring our experience and our knowledge to this project. Given our recent work in Southeast
Fayettevi , have a competitive advantage in our knowledge of local history, resources, and repositories as well as
establ' tionships with community stakeholders. Our proven track record in similar windshield surveys further
ns demoes our capability to deliver impactful results.
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 4
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Proposed Scope of Services:
Our comprehensive scope of services includes:
• Task 1: Kick -Off & Coordination: Initial meeting with City staff, AHPP, and stakeholders to align project scope,
communication, and schedule.
• Task 2: Background Research and Survey Preparation: Desktop research using historic data, maps, and existing
contexts to identify properties for windshield survey. Preparation of field maps and preliminary inventory.
• Task 3: On -site Reconnaissance Survey: Two teams of two staff will conduct a windshield survey study area,
o
documenting historic -age resources (pre-1970) from the public right-of-way, adhering to NP AHPP photo
guidelines.
• Task 4: Draft 1 Historic Resources Inventory and Recommendations: Compilation of s ry photographs, and
research into a first draft of the inventory, including location, type, style, estimated ru ion date, photos, and
preservation priority determination. Recommendations for State/National Register e ' ity and future survey efforts
will be included.
• Task 5: Draft 2 Historic Resources Inventory and Recommendations to AHPP: SuAission of a revised draft for AHPP
review and incorporation of their feedback. `
• Task 6: Final Deliverables: Submission of the final Historic so rces Inv a d Re ll% endations to the City and
AHPP. � � �`
• Task 7: Final Invoicing: Submission of the final my c to City. �VVV
Project Schedule:
�� O
We are committed to delivering all project compon it in the spe ' ' timeli ring all AHPP deadlines are met, with
the final deliverables submitted by June 22, 202 Odl he fi6all''ice by Au i� 2 .
0
Price Proposal: •`
Our flat fee for all services related to th%.p ction Historic Resour es Inventory and Recommendations is $69,335.
This includes all estimated personnel, laltor, expensq , e head, 'd"roflad contingency, with travel costs billed as incurred. A
detailed cost breakdown and payment sched�� on projeilestones are provided in our full proposal.
Conclusion:
Post Oak is exceptionally qualified to undertake the C o ayetteville's Citywide Survey - Phase 1. Our experienced team,
deeply committed to documentinc e`epresented histories, combined with our collaborative approach and dedication tc
high -quality deliverables, ens s ucessfulrtnership
preservation of Fayetteville's ricorical an c Qral heritage.041'
that will significantly contribute to the long-term, inclusive
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions
City of Fayetteville, Arkansas
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Citywid"urvey:b PI�,s�1
RFP# 25-70 � Q0
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City of Fayetteville, Arkansas
Purchasing Division - Room 306
113 W. Mountain
Fayetteville, AR 72701
Subject: Proposal for RFP 25-10, Citywide Survey - Phase 1
Dear City of Fayetteville Purchasing Division, e)
Post Oak Preservation Solutions, LLC (Post Oak) is pleased to submit this proposal in response to t of Fayetteville's
Request for Proposal (RFP) 25-10, Citywide Survey - Phase 1. With our extensive experience in histori r&e surveys, historic
context statements, and National Register nominations across the country, we are confide ur ability to deliver a
high -quality, comprehensive, and meaningful windshield survey and survey report for southeast Fret ville.
Our team of highly qualified historians and preservation professionals meet the Secretary of the Interior's Professional
Qualification Standards is committed to providing exceptional se r ' that aligns with the City's goals and objectives. We
specialize in documenting the histories of underrepresented com niti and int InZfthese ratives into broader historic
contexts, a focus that aligns perfectly with the City's emphasis n i ifying XldlacteriziVoricric resources, especially
those underrepresented in prior surveys. + �1
The majority of work for this project will be conducted f Austi ettevill nd Kansas City, MO offices.
We have reviewed the RFP document in its entiret cknowAp.e all issue dd . We confirm our understanding of the
project's scope, including the customization rvey for ,�s approvecl�h�the Arkansas Historic Preservation Program
(AHPP), and the project timeline culminatin n HPPTi dWdline of August 1, 2026.
We are excited about the opportunity t nce again r with e ;i y of Fayetteville on this important initiative to identify
and protect historic properties. Our team is r es Asi commu tive, and dedicated to delivering results on time and within
budget. We believe our proven track recorIsrativ roach make us the ideal choice for this project.
Our key staff proposed to be involved in thl ject areo.
• Megan Warley McDonal t Nanaglca�6tteville): mega n@postoakpreservation.com, 814.397.2359
• Rebecca Wall isch, Staff (Austin): OMAcca@postoakpreservation.com, 512.766.7042
• Ellis Mumford-Ru ell yfcject AcLmistrator (Austin): ellis@postoakpreservation.com, 832.919.6433
• Rachel Alison S port (Kansasity): rachel@postoakpreservation.com, 210.580.6329
Thank you for c�rr �.derirg our proposal. We look forward to the possibility of contributing to the preservation of Fayetteville's
rich historical "Itural heritage.
` Sincerely,
Ellis Mumford-Russell
Founder
Post Oak Preservation Solutions, LLC
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions
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City of Fayetteville, Arkansas
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RFP# 25-70 � � Q0
RESPONDENT: Po Q�seqAntion Solutions, LLC
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Post Oak Preservation Solutions is a wo51AN' ned
historic preservation consulting, historical research,
team consists of highly qualified historians and pi%
Professional Qualification Standards in Histpry and/oR
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c ultinJ firm with a national reputation for excellence in
ieninations, and cultural resource documentation. Our
waionals, all of whom meet the Secretary of the Interior's
aistory.
Our firm has successfully completed NaffMal Regis?L&F- nominations (and amendments), historic resource surveys, and
preservation planning efforts across the country, including in Arkansas. Notable projects include the Nebraska Women in
Trades MPDF (ongoing), the Kansas City Africa �QVrican Heritage MPDF, an amendment to the Marconi Wireless/ Synanon
Headquarters Historic Dist ict i Marin Co ti c;�lifornia, and historic district nominations in multiple states. We specialize in
documenting the historie derrepr�Ad communities and integrating these narratives into broader historic contexts.
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Our past work gdaeonst s our ability to produce high -quality research that meets federal and state preservation standards.
We have exteexperience working with SHPOs, municipal governments, and community stakeholders to ensure that
National Rq stminations are accurate, inclusive, and meaningful.
Post icated to providing high -quality services that align with our clients' needs, and those of the communities directly
affected. ur team is responsive, communicative, and committed to delivering on time and within budget. Given our
experience, sensitivity, and unwavering commitment to high -quality work, we firmly believe that Post Oak Preservation
Solutions LLC is the ideal choice for this project.
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 9
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Post Oak Preservation Solutions LLC
Location of Main Office
2506 Little John Ln, Austin, TX 78704
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t Alla��,(Y County Wyoming Historic Preservation Board (WY), and
Offices Working on Project ! private clients as well conducting archival research, field surveys, and
Austin, Fayetteville NC, Kansas Cit analysis to support preservation planning. Our team exceeds the
�) Secretary of the Interior's Professional Qualification Standards and has
Bidder's Authorized Representative O4W expertise in National Register of Historic Places criteria, reconnaissance -
Ellis Mumford-Russell, Founder and intensive -level surveys, and regulatory compliance. We work closely
ellisCdDostoakareservation.com 40
832.919.6433 with local governments, State Historic Preservation Offices, and the
National Park Service to navigate preservation guidelines effectively.
Legal Business Description Post Oak's work is grounded in a collaborative approach that prioritizes
Partnership (Texas) stakeholder engagement and thorough research. With a strong
Date of Firm Formation foundation in research, documentation, and preservation planning, we
2019 are committed to producing high -quality, intersectional, and thorough
historic context studies that support long-term stewardship of historic
Certifications resources.
Woman Owned Business Enterprise in Texas
Website
www.postoakpreservation.com
Proposal: Fayetteville Citywide Survey - Phase 1 Post Oak Preservation Solutions 10
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Key Personnel
Megan Warley McDonald, Architectural Historian (Project Manager)
Megan will serve as the Project Manager, leading the overall execution and technical oversight of the project. She will be
responsible for ensuring all deliverables meet the highest standards of quality and align with the City's objectives and AHPP
guidelines. Her expertise in historic context statements and historic resource surveys in Arkansas makes her exceptionally
qualified to guide this project.
Megan holds an M.H.P. and M.A. in History from Georgia State University. Her expertise includes writing National Register
nominations, historic context statements, and conducting oral histories. Her prior role at the Florida State Histo` ric Preservation
Office involved managing the Certified Local Government program and contributing to the National Registgram, providing
valuable insight into CLG programs and state preservation requirements.
Related Projects:
• Southeast Fayetteville Neighborhood ("Spout Spring") Historic Context Stateme (F�ye eville, AR, 2024-2025):
Authored the final draft of this historic context statement, documenting Fayetteville's Black community, directly relevant
to this RFP. This project is directly relevant as it is for the same city and focuses on documenting historically
underrepresented communities, a key objective of this RFP.
• Pleasant Street Historic District Resurvey (Hot Springs, AR, 2023-2024): Collaborated on this NRHP-listed district
resurvey, demonstrating her experience with reconnaissance -level surveys and AHPP gui Ines in Arkansas.
• West Side Neighborhood National Register Historic District (Laramie, WY, 2024-20 rved as Project Manager
for this NRHD nomination, involving extensive researc`bm� stakeholl b laborati .
References:
• Collin Bibb: Client, completed NRs for Hot a, Ma n, Holl el - collin@bywayshospitality.com;
210-861-8987
• Gwendolyn Kristy: Client/WY SHPO stai�est Sid HD in La ie oming - gwendolyn.kristy@wyo.gov;
307-766-5366
• Martin "Wally" Wallace: Client, Ik NRH undary ansion to include 618 and 620 Broadway -
wallywallace@gmail.com ?�`p tx�
Rebecca Wallisch, Senior Architectural H's ran (S f Lead)
Rebecca will serve as the Staff Lead, providin ct guiW09
d coordination for the project's research, survey, and
documentation activities. She will ensure consir c iy, quality of data collection, and adherence to project
timelines.
Withnearly two decades of exper e and an MS in Hi ric Preservation from the University of Texas at Austin, Rebecca's
career includes extensive historic nt xtS. historic resource surveys, and National Register nominations across multiple states,
including Arkansas. FormerlyNsQllecl
tural reso cis consultant for the Texas Department of Transportation, she authored
numerous historic contexts and i ti ing historic themes and managing large-scale projects.
Related Projects: �
• Pleasant Street Historic District Resurvey (Hot Springs, AR, 2023-2024): Led a reconnaissance -level resurvey,
preparing updated AHPP forms and a Historic Resources Survey Report. Conducted oral histories and recommended
expanding the NR nomination's period of significance to include Civil Rights and Green Book sites.
• West Side Historic District (Laramie, WY, 2024-2025): Directed on -site survey and public engagement for this NRHD
nomination, documenting underrepresented histories.
• Nebraska Women In Building Trades Statewide Historic Context / MPDF (Nebraska, 2024-2025): Authored a
first -of -its -kind statewide historic context and MPDF.
References:
• Lauren Adkins, City of Hot Springs: Client, Pleasant Street Historic District Resurvey - ladkins@cityhs.net;
501-621-5520
• Jill Dolberg, City of Lincoln: Client, Nebraska Women In Building Trades Historic Context/MPDF -
jdolberg@lincoln.ne.caov; 402-441-6373
• Skylar Skikos: Client For large, multi -building historic tax credit and National Register nomination - skikos@amail.com;
650-906-2606
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 11
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Ellis Mumford-Russell, Partner (Project Administrator)
Ellis will be the main point of contact for the City and AHPP, managing all administrative aspects, including contract
management, communication, and timely submission of forms and invoices. She will also support research and data analysis,
leveraging her preservation planning expertise.
Ellis holds an M.S. in Historic Preservation from the University of Pennsylvania. As a founding partner at Post Oak, she brings
extensive experience in private consulting, preservation education, and state historic preservation office project review. She is
skilled in guiding projects through regulatory frameworks and implementing Secretary of the Interior's Standard
Related Projects:
• Pilot Point Heritage District (Pilot Point, TX, 2023): Authored design guidelines performed a istrative audit of
existing preservation policies, and led a historic preservation commission training.
• Wimberley Historic Preservation Program (Wimberley, TX, 2023-2025): Supported t ti of a National Register
District nomination, creation of a local historic district, and authored design guideline e ocal historic district.
• Alpine Historic District (Alpine, TX, 2024-present): Performed a historic resources urvey and helped author a
National Register District nomination.
References:
• Zakcq Lockrem, Mend Collaborative: sub contracted with mend on sev k aste, downtown master plans,
and cultural district plans - zakcaComendcollaborative.com; 612-702-2 5
• Megan Antrim, City Of Alpine: Collaborated with the City in th treach, su esearch, and production of a
downtown NRHD - meaan.antrimCdci.aloine.tx.us; 4321-837-33
• April Engstrom, Overland Property Group:�borated erous ax credit projects across Texas -
aenaCd stromoverlandaa.com; 785-212-081
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Rachel Alison, Associate (Staff Sup or )
Rachel will provide critical research and writing suppo i ting*04ground research, data compilation for the inventory,
and drafting the executive summary and recomZqidations. attl-ntion to detail ensures accurate and comprehensive
deliverables.
Rachel holds an M.S. in Historic Preservati n frAn'Roge/wlII1rZ University and a BA in History from Iowa State University. Her
diverse background includes private and n rofit historic preservation sectors, with experience in historic tax credit projects,
archival research, and National Register nomination She is known for creative problem -solving and a people -based approach
to preservation. �V C
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Related Projects: - 1
• Kansas City Afri A rican age Context (Kansas City, MO, 2024-2025): Authored a citywide historic context
and MPDF de ie pRWht, along wi hree National Register nominations.
• Hardin -Simmons university Historic Resources Survey/Determination of Eligibility (Abilene, TX, 2023): Performed a
historic resources survey.
• Old Fitzhugh Road Historic District Historic Resources Survey (Dripping Springs, TX, 2024): Performed a historic
r aces survey and prepared survey forms and a Historic Resources Survey Report.
Referen s:
• K hryn Duff, studio2sustain: Worked together on numerous community development projects in New Bedford, MA -
kathrynCctstudio2sustain.com; 508-999-5145
• Jennifer Reinhardt, City of Kansas City, MO: Client, African American Heritage MPDF & NRs for Kansas City, MO -
Jennifer.ReinhardtCdkcmo.orq; 816-513-2866
• Rick Wells, Wells Group McKinney: Client, historic tax credit project for the Masonic Lodge in McKinney, TX -
rickCdrickschorahouse.com; 214-544-9612
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 12
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City of Fayetteville, Arkansas
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RFP# 25-70 � � Q0
RESPONDENT: Po Q�seqAntion Solutions, LLC
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Post Oak's management approach for the Citywide Survey - Phase 1 project is rooted in a collaborative, efficient, and
quality -driven framework, ensuring seamless coordination and successful delivery of all project objectives. Our strategy
emphasizes clear communication, proactive problem -solving, and adherence to established timelines and budgets.
Project Staffing and Coordination N
Megan Warley McDonald will lead as Project Manager, overseeing all technical aspects and ensuring deliveraejmeet quality
and compliance standards. Rebecca Wallisch, as Staff Lead, will guide research and field survey tefts, coordinating
preservation efforts and leveraging her experience in the area. Ellis Mumford-Russell, Project Admi �Pre
tor, will manage all
administrative communication, invoicing, and support data analysis. Rachel Alison will provide search and writing
support. Our geographically diverse team utilizes a flexible, efficient remote collaboration d do not anticipate using
subconsultants, but will seek approval if needed.
Communication and Stakeholder Engage nt
We prioritize transparent communication beginning with a com retie kick- �%1ti wi staff and AHPP to finalize
p p g g p T� g
scope and schedule. Regular virtual meetings (as needed)``wi re infor sharing. 01 committed to incorporating
feedback efficiently. Our team is skilled at identifying and VNV poten is Kenges 'Aively, in consultation with the City
and AHPP. �V 0
Quality Assurance and Control-
Post Oak is committed to producing the h g sualitJ roduct Q strictly adhering to the Secretary of the Interior's
Professional Qualification Standards, the AHPP Survey u , an t ational Park Service Historic Preservation Fund Grants
Manual. Our multi -tiered internal review process, Me�aryeject Manager and Rebecca as Staff Lead, ensures
accuracy and consistency. Phased draft submissio allow fterative review and feedback, guaranteeing robust and
compliant final deliverables.
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Schedule and Cost Monitoring
Ellis Mumford-Russell, as Projec dtrator, iticulously monitor the project schedule and budget. Our project schedule
directly aligns with the Sc pe f SL►rvice g nt agreement terms, ensuring all AHPP deadlines, including the August 1,
2026 final deadline, are ur mile -based billing provides transparent cost accountability, with travel costs billed as
incurred.
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 14
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City of Fayetteville, Arkansas
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June 2025
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Southeast Fayetteville Neighborhood ("Spout Spring") Historic Context
Statement
FAYETTEVILLE, ARKANSAS 2024-2025
Post Oak was contracted by the City of
Fayetteville to develop a Historic Context
Statement for the historic Southeast Fayetteville
neighborhood, the center of Fayetteville's Black
community since the end of the Civil War. Funded
by a National Park Service grant and administered
by the Arkansas Historic Preservation Program
(AHPP), this project represents the first formal
effort to document the neighborhood's
development patterns and significant historic
themes.
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to sea = m m on
The Southeast Fayetteville neighborhood includes �.-
historically significant sites such as St. James :�
United Methodist Church and the Hender
School —an 1870s brick schoolhouse -
for Black children and the first public chd�� I ans ionally, th reen Book identified three addresses within the
neighborhood, underscoring its import frica ican tr`v1during the segregation era. Recognizing the urgency
of documenting historically underrepres ted co I s, Po ak p oritized stakeholder engagement to capture invaluable
local knowledge about places that have been ered.
Post Oak's comprehensive approach incluary ds ondary research, data analysis to identify key trends and themes,
and collaboration with the City of F tteville, AHP nd e Black Heritage Preservation Commission. Public involvement was
central to the process, ensuring h th nrative local voices, alongside stakeholder priorities and
preservation standards.
� O
The final draft of the Hi r1 Context tement, authored by Megan Warley McDonald, was submitted in January 2025
Vfollowing review and feedback from the City, AHPP, and the public. This project serves as a foundation for future preservation
efforts by identifying significant themes and places within the Southeast Fayetteville neighborhood, helping to honor and
preserve Fa tt' le's Black history for generations to come.
CLIEN . ity of Fayetteville
SERVICES: Historic Context Statement; Community Engagement
PERSONNEL: Megan Warley McDonald
REFERENCE: Britin Bostick, City of Fayetteville, bbostick@fayettville-ar.gov
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 16
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West Side Neighborhood National Register Historic District
LARAMIE, WYOMING 2024-2025
In 2024, Post Oak Preservation Solutions began
working with the Albany County Historic
Preservation Board (ACHPB) to develop a National
Register Historic District (NRHD) nomination for
the West Side neighborhood in Laramie,
Wyoming. The project, funded by the Historic
Preservation Fund and administered by the
National Park Service and Wyoming State Historic
Preservation Office (WYSHPO), is the first
comprehensive effort to document the history of
the neighborhood, which was shaped by late
19th-century European immigrants and early
20th-century Hispanic railroad workers. The N`
Nomination tells the often underrepresented O
stories of these immigrant workers.
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Megan Warley McDonald served as the pro ct a ager, ebecc/a� Wallisch led the on -site survey and public engagement
efforts. Post Oak's work included exten^'Nchiv rch, a% aissance-level historic resource survey of over 675
resources, and active collaboration with►stake s ens e he al nomination reflected the lived experiences of the
community. ♦
Post Oak's relationship with ACHPB begar024, an the firm continues to collaborate with the board and the community to
finalize the NRHD nomination, w Is schedule go efore the Wyoming State Review Board in June 2025. The final
nomination was translated into p is inrder sent the Hispanic heritage of the district and make it more accessible
to current community member . e project a y establishes a comprehensive historical narrative but also provides a
framework for future pres Tati a ort v
CLIENT: Albany myVic Preservation Board (ACHPB)
SERVICES: HisNeResources Survey; National Register Historic District Nomination
PERSONNEL: Mecltn Warley McDonald, Rebecca Wallisch, (Spanish Translation Contractor: Angela Jimenez)
REFERENCE: Gwendolyn Kristy, Member, ACHPB; gwendolynkristy@gmail.com
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 17
5t O
•ject Examples
4 9�
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Pleasant Street National Register Historic District Resurvey
HOT SPRINGS, ARKANSAS 2023-2024
Post Oak was contracted by the
Springs, Arkansas to complete a ri
Pleasant Street National Register F
(NR Listed 2003). This project was f
a Certified Local Government gl
Historic Preservation Fund, adminl
National Park Service and the Ark
Preservation Program (AHPP). Lo
west side of Hot Springs, Arkar
Street is a primarily residential distrl
commercial section. The district is 1
contiguous area in Hot Springs a:
the city's Black community. The P
Historic District was also previous
2015, however, recent changes
including the demolition of se
buildings and structures, necessitat(
of the district to identify the current
Rebecca Wallisch and Megan Warle
updated AHPP survey forms, and c
order to deepen Post Oak's undersi
and Ms. Warley McDonald. Post Oa
longstanding significance to Hot
Register nomination, extending to
significance of the district, includir
previously deemed non- trlbutini.
Springs Historic Distri sior
CLIENT: City Springs
SERVICES. on issance-Level Historic Resources Resurvey & Inventory Update; Survey Report/Historic Context Statement;
Oral H' o
PERSO EL: Rebecca Wallisch, Megan Warley McDonald
REFERENCE: Richard W. Stauder, City of Hot Springs/ Planning & Development Dept., rstauder@cityhs.net
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 18
[*:A
City of Fayetteville, Arkansas
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RFP# 25-70 � � Q0
RESPONDENT: Po Q�seqAntion Solutions, LLC
June 2025
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Our proposed scope of services involves a windshield survey of the study area determined by the City of Fayetteville for Phase
1 of the proposed project, identification and evaluation of historic -age resources (built in or before 1970) with potential historic
significance, an inventory table of surveyed resources, and an executive summary of findings, recommendations, and
preservation priorities. Post Oak's work follows guidelines set by the National Park Service and the Arkansas Historic
Preservation Program (AHPP).
TASK 1: Kick -Off & Coordination with Staff and Stakeholders le)
Staff: Ellis Mumford Russell, Megan Warley McDonald, Rebecca Wallisch, Rachel Alison
Target Completion: July -August 2025 4, ^�
XIV
Post Oak Project Manager Megan McDonald and founding partner Ellis Mumford-Russell will t with City staff, the Arkansas
Historic Preservation Program (AHPP), and other stakeholders identified by the Cc, to coordinate project scope,
communication approach, and project schedule. Regular meetingsCity staff, AHP and stakeholders may be scheduled
through the project.
TASK 2: Background Research and i7v_ Pre ation '0
Staff. Megan Warley McDonald, Rebecca Wallisch, Ra e Vison
Target Completion: August - October 2025
9 p g � O
Task 2A: Desktop Research (as needed) ' a►
Post Oak will consult historic aerial phottl�graprfs, map �]1Aty Appr I District data, and other relevant materials to gain an
understanding of the historic -age (1970 it earlier) r es w`lthl� thudy area. Post Oak will determine which historic -age
properties within the study area have potential histori I signifAicam'�;d should be documented during windshield survey. Post
Oak will utilize background research, existing his eri c t9sl_``urveys, and maps, among other source materials, to make
high-level determinations for planning fiel su y. Pos Oak feill _determine if any additional research is needed during the site
visit and will make arrangements as necessary.
Task 213: Survey Preparation C
Post Oak will prepare field maps and a pr i a Inventory table in anticipation of field survey. Post Oak will work with the City
to ensure that the properaill
roposedin shield survey include all those constructed in or prior to 1970 with potential
historic significance. Posi•create a plan for on -site survey to increase efficiency and accuracy while in the field.
Task 2C: Virtual meetings with City/AHPP as needed
In consultation �VNthe City and AHPP, Post Oak will meet with project stakeholders throughout the survey preparation and
planning process to ensure that all relevant information has been shared with Post Oak staff and to make arrangements for
on -site survey.
Task 2 Deliverables:
Field maps and preliminary survey inventory
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 20
TASK 3: On -site Research (if needed), Reconnaissance Survey
Staff: Megan Warley McDonald, Rebecca Wallisch, Rachel Alison, Ellis Mumford-Russell
Target Completion: October -November 2025
3A: On -site Reconnaissance Survey
Post Oak staff will send two teams of two staff to conduct a reconnaissance -level survey of the study area identified in he RFP.
Post Oak will note concentrations of intact historic resources, modern infill, and take photographs of streetscapes and
resources. Post Oak will document historic -age resources (built in 1970 or earlier) with potential historic s' ' isance within the
study area from the public right-of-way (ROW). For properties that are obscured from view due to distan^LWthe public ROW,
dense vegetation, safety concerns, or other factors, Post Oak will supplement field photos with b RRfclllrnd research, aerial
photographs, and historic maps. The survey will be completed in accordance with the re e is outlined in the RFP.
Photographs will adhere to National Park Services (NPS) and Arkansas Historical Preservatio r ra (AHPP) photo guidelines
and policies.
313: On -site Research (if needed) /►
If Post Oak identified any additional on -site research during Task 2, Post ak staff lete tduring the site visit.
Task 3 Deliverables: ��
• Field survey photographs + 0
TASK 4: Draft 1 Historic Resources Inventory�aand Recommendations to City and
AHPP
Staff. Megan Warley McDonald, Rebecca W i 0,1PacheY IlNo
Target Completion: January 2026
Task 4A: Draft 1 Historic Resourc s InventoTy and R*6ctrnmendations to City and AHPP
Post Oak will compile all the survey data, including photographs and background research, and prepare a first draft of the
historic resources inventory of properties surveyed wit hin the study area. The survey inventory will include location, type,
architectural style, estimated construction datV9, photok and a preservation priority determination. The deliverable will also
include recommendations for individ4lal resources r concentrations of resources that have the potential to be eligible for
inclusion on the State or National Ri&gisWr of Hi! I ces, and those that should be considered as preservation priorities for
the City of Fayetteville. Post OakVill also provide ummary of recommendations for future survey efforts and other historic
preservation work to help guide future efforts for Historic Preservation in Fayetteville. Data collected during field survey,
including locational data, III I provided to4he City for their GIS/mapping purposes.
III
Task 413: Revise 15rah 4 Historic Resources Inventory and Recommendations
Post Oak will Cplete any edits made to the Historic Resource Inventory and Recommendations based on comments or
feedback r(Rbles:
from the City.
Task 4 De
• Draft Historic Resources Inventory and Recommendations (submitted digitally)
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 21
9-1pe of Services
a5io,
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QygTION 5�,
TASK 5: Draft 2 Historic Resources Inventory and Recommendations to AHPP
Staff. Megan Warley McDonald, Rebecca Wallisch, Rachel Alison
Target Completion: April 2026
Task 5A: Draft 2 Historic Resources Inventory and Recommendations to AHPP
Post Oak will submit (digitally) a 2nd Draft of the project deliverables to AHPP for their review. e)
Task 513: Revise Draft 2 Historic Resources Inventory and Recommendations per AHP�
Post Oak will complete any edits made to the Draft 2 Historic Resource Inventory and Recommendati4r161 ed on comments
or feedback received from AHPP.
Task 5 Deliverables:
• Draft 2 Historic Resources Inventory and Recommendations (submitted digitally)
TASK 6: Final Deliverables to City and AHPP
Staff: Megan Warley McDonald, Rebecca Wallisch, Rachel Ali194
0'
Target Completion: June 22, 2026 F0
Task GA: Final Draft Historic Resources Inventory and Recoil endations
Post Oak will compile all edits received on t ric R s20 Inv en alirbRecommendations and resubmit the final
deliverables to the City and AHPP. �J
Task 6 Deliverables: ` '
• Final Historic Resources Invento and Reco clatio s i itoco ies and one printed co each to City and AHPP
g p p copy Y )
TASK 7.• Final Invoicing to ity�
Staff: Ellis Mumford-Russell
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Target Completion: August 1, 20..2A
Task 7A: Final Invoicing and ProjectY a Out
Post Oak will provide 71Joice to the City no later than August 1, 2026.
Task 7 Delivers
• Fina e
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 22
t
Competitive Advantage and Value -Added Services
Post Oak offers distinct competitive advantages and value-added services for the City of Fayetteville's Citywide Survey - Phase
1 project, stemming from our specialized expertise, innovative community engagement, and proven results.
Specialized Expertise in Underrepresented Histories: Our firm excels at documenting the histories of underrepresented
communities, demonstrated in projects like the Kansas City African American Heritage MPDF and the Southeast Fayetteville
Neighborhood Historic Context Statement. This ensures the survey will create a richer, more inclusive historical record for
Fayetteville, aligning with the City's objective to recognize diverse heritage. V
Collaborative and Stakeholder -Centric Approach: We build strong partnerships through active engageme?) Our innovative
community engagement in projects like the Southeast Fayetteville Neighborhood Historic Context Statement and the West Side
Neighborhood National Register Historic District prioritized local knowledge and lived experie4s`T-his approach ensures
transparent, inclusive outcomes that are technically sound and widely embraced by the comm
Holistic Understanding of Preservation Standards and Local Context: Our team's extensiv experience with SHPOs and
municipal governments, including direct experience in Southeast Fayetteville, provides ycomprehensive understanding of
federal and state preservation guidelines. Project personnel, such as Megan Warley Mc onald (former Florida SHPO staff), offer
an insider's perspective on grant compliance. This ensures all d ver tiles meet xceed` Grant and NPS Historic
Preservation Fund Manual requirements with efficient workflow.le)
Data -Driven and Actionable Recommendations: Beyond simpl entoryin ties, o �ables will include practical,
prioritized recommendations for guiding Fayetteville's future pr ervation ts. This addresses the RFP's call for a
strategy for future in-depth surveys and historic prese ati �wor i rrr d by ou d p understanding of preservation
planning.
Proven Track Record in Similar Windshield and R i nc Surveys: r t work including the Pleasant Street
�cp ssa e y Ql�ce g
National Register Historic District Resurvey I Hot Spring �kansas, directly, mirrors this RFP's core requirements. This
demonstrates our efficiency in conducting -shield► s ry and providing actionable recommendations within state
guidelines. We effectively overcame challenges in the pit rings project, such as recent demolitions, by conducting oral
histories and recommending expanded contexts, hig Illic •pg our poi problem -solving abilities.
In summary, Post Oak brings the required ' ations#eience, and a strategic approach prioritizing inclusivity,
collaboration, and actionable insights, uni i� i ningeliver a comprehensive and impactful Phase 1 Citywide
Historic Property Survey. `
Coordination with the City of Fayetteville
For the successful completion RWbric C �`a ement, Post Oak will require the following types of information, data,
and assistance from the Ci of Fay�lEtev®rmation:
0
Historic Documentatiow �hdroperty Access to existing records, archives, and documentation related to the
historic properties and neighborhoods, including any previous survey reports, historic context statements, and National
Register nominat' s.
Geographic�I atial Data: GIS data, maps, and other spatial information delineating the boundaries of the properties or
districts wit the study area, as well as their relationship to surrounding areas and neighborhoods.
Stakeh�ngagement: Facilitation of communication and collaboration with relevant stakeholders, including property
owners, local preservation organizations, community members, and regulatory agencies.
Feedback and Input: Opportunities for feedback and input from the City and other stakeholders throughout the project
lifecycle, including review meetings, presentations, and consultations to ensure alignment with project goals and objectives.
By providing comprehensive information, data, and assistance in these areas, the City can contribute significantly to the
success and efficacy of the project, facilitating the accurate documentation and preservation of its historic resources.
Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions 23
City of Fayetteville, Arkansas
Citywid"urvey:b P 1
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RFP# 25-10 0
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June 2025 �►
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1. Kickoff Meeting & Coordination with Staff &
Stakeholders
2. Background Research and Survey Prep
2A. Additional desktop research as needed
2B. Survey Preparation
2C. Virtual meetings with City/AHPP as needed
3. On -site Reconnaissance Survey
3A. On -site Reseach (if needed)
313. On -site Reconnaissance Survey
3C. Meetings with City/AHPP as needed
4. Preliminary Draft Inventory to City and AHPP
4A. Draft 1 Deliverables to City and AHPP
r. N� I 0_4
4B. Revise deliverables per City comments
P Y
5. Submit Draft Deliverables to AHPP
5A. Draft 2 Deliverables to AHPP
5B. Revise deliverables per AHPP comments z O
6. Submit Final Deliverables to City and AHPP 4
6A. Final Deliverables to City and AHPP ♦ F
7. Final Invoice `
7A. Final Invoicing & Project Close Out `
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Proposal: Fayetteville Citywide Survey — Phase 1 Post Oak Preservation Solutions
City of Fayetteville, Arkansas
Citywid"urvey:b P 1
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June 2025 �►
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The fee of $69,335 covers all services related to the production of a Historic Resources Inventory and Recommendations.
Post Oak Preservation Solutions will bill for the services provided according to the billing milestones described below. A
breakdown of all costs is provided in the chart below. Travel costs will be billed as incurred.
1. $1,035 due upon execution of contract (Task 1) k
2. $15,180 due upon completion by the Professional of the field maps and preliminary survey inventory (Task 2)
3. $28,280 due upon completion by the Professional of the field survey (Task 3 + travel expenses)
4. $19,550 due upon submission by the Professional of the Draft 1 Historic Resources Inventory and ReconM'ie tions (Task 4)
5. $3,450 due upon submission by the Professional of the Draft 2 Historic Resources Inventory and Recommendations (Task 5)
6. $1,380 due upon submission by the Professional of the Final Draft Historic Resources Inventory and Recommendations (Task 6)
7. $460 due upon project close out (Task 7) Fiv
1A Kick-off meetings (3 staff) 115 9 $1,035
C ) X $1,035
2A
Desktop Research
$115 —
$6,900
2B
Survey Preparation
1
60
$6,900
2C
Virtual Meetings (as needed)
6132
6o-60
12
$1,380
$15,180
3A
On -site Research (as needed) ` $115
20
$2,300
3B
On -site windshield/recon surve
$115
140
$16,100
160
$18,400
DraftTask 4:
4A
Draft 1 Deliverables to City
�
Af $115
140
$16,100
4B
Revise Draft 1 deliver les
It $115
30
$3,450
170
$19,550
DraftTask 5:
5A
Draft 2 Deliverables to AHPP NO
$115
10
$1,150
5B
Revise Draft 2 deliverables
$115
20
$2,300
30
$3,450
Deliverables;Task 6: Final
1 6A
Final deliverables to City and AHPP
$115
12
$1,380
12
$1,380
Task
A
7: Final Invoicing to City
Final Invoicing and Project Close Out
$115
4
$460
4
$460
Travel
Costs (4 staff)
Airfare
$500.00
4
$2,000
Rental Car
$500.00
2
$1,000
Hotel GSA+taxes/fees (120/day) 4 staff
$260.00
16
$4,160
Per Diem GSA($68/day) 4 staff
$272.00
10
$2,720
Travel
$9,880
Proposal: Fayetteville Citywide Survey — Phase 1
Post Oak Preservation Solutions
[*:A
City of Fayetteville, Arkansas
i
Citywide Surveys PI�,s�1
RFP# 25-70 � � Q0
RESPONDENT: Po Q�seqAntion Solutions, LLC
June 2025
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FOUNDER
Ellis's professional experience includes private historic preservation consulting, preservation
education, project review at a State Historic Preservation Office, and architectural salvage.
Ellis guides projects through the historic tax credit process and strategically implements the
Secretary of the Interior's Standards. She employs a client -focused, collaborative approach to
ensure that not only are the NPS reviewers happy, but the client meets their goals as well.
Through attention to detail and creative problem -solving, Ellis has seen dozens of projects
1 through to Part 3 certification.
In addition to wrangling historic tax credit projects, Ellis has her h
other preservation planning efforts. She serves as the managing]
Post Oak Preservation Solutions
Founder > A
The University of TV)(A t Austin
Adjunct Faculty `
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Ogee, LLC
Founding Part
Rosin Pre a ation
tioHi ierva
lst
Ne Jersey Hst ric PAe��on Office
Historic Preservation Assistant►
Billy Mitchell Village
Natio eg ter Nomination; Historic Tax Credits
Pilot oint Heritage District
Design Guidelines; Administrative Audit; Commission Training
Wimberley Historic Preservation Program
National Register District; Local District; Design Guidelines
Alpine Historic District
Historic Resources Survey; National Register District
Freeport Downtown Master Plan
Design Guidelines; Preservation Planning
Old Fitzhugh Road Historic District
Historic Resources Survey
)l n guidelines and
at Post Oak.
Austin, TX
2019-present
Austin, TX
2024-present
Austin, TX
2015-2019
Kansas City, MO
2014-2015
Trenton, NJ
2013-2014
San Antonio, TX
2020-2023
Pilot Point, TX
2023
Wimberley, TX
2023-2025
Alpine, TX
2024-present
Freeport, TX
2024
Dripping Springs, TX
2024
29
jNkillr SENIOR ARCHITECTURAL HISTORIAN
Rebecca has extensive experience performing windshield-, intensive and reconnaissance -level
historical, architectural, and cultural resource management investigations. This includes
conducting fieldwork, research, and surveys; identifying and documenting cultural resources;
and developing historic contexts, National Register of Historic Places nominations, and
HABS/HAER-level documentation. Rebecca has conducted dozens of historic resources surveys
and authored numerous National Register nominations in California, Oreg n, Washington,
Oklahoma, New Mexico, Nebraska, Missouri, Arkansas, Wyoming, and throughouNexas in rural,
urban, and suburban environments.
To Post Oak, Rebecca brings a passion for historical research and e whole story of our
0 shared cultural heritage.
Post Oak Preservation Solutions
Senior Architectural Historian
Blanton & Associates, knc (now ICJ,
Architectural Historia v
ENTRIX, ian r �j
Staff Historian / r Resource ect C or
Ma cr oni Wireless / Syna�gp,Tpmales Bay Headquarters
Historic District
National Register Nominat' endment
i. X '+r J
A" 1_1V
Immaculate Heart of Mary Seminary
National Regisl� Nomination
Pleasant4M Historic District
Hisrces Survey
West Side Historic District
Historic Resources Survey; National Register Historic District
Nomination
Nebraska Women In Building Trades
Statewide Historic Context / MPDF
Casa de Dios
National Register Nomination
Old Fitzhugh Road Historic District
Historic Resources Survey
Deep Eddy Cabaret
Local Landmark Application
Austin, TX
2022-present
Austin, TX
2012-2022
Seattle, WA
2008-2010
Marshall, CA
2023-2024
Santa Fe, NM
2022-2024
Hot Springs, AR
2023-2024
Laramie, WY
2024-2025
Nebraska
2024-2025
San Antonio, TX
2023-2024
Dripping Springs, TX
2024
Austin, TX
2024
30
pie] 0VA\■D
ARCHITECTURAL HISTORIAN
Megan McDonald is a seasoned professional with extensive experience in both Historic
Preservation and Public History. During her tenure at the Florida State Historic Preservation
Office, she managed the Certified Local Government program and contributed to the National
Register program. Megan provided comprehensive training to historic preservation
commissions statewide, covering Design Review, Historic Resource Surveys, and National
Register Criteria for Evaluation. Additionally, she researched and authored N
nal Register
nominations, overseeing the process from initial fieldwork to final review.
With a background in Public History, Megan's work in museums,and oral history
initiatives furthered her research skills and narrative abilities. Pasjeabc'ut preserving the
IN historic resources of underrepresented communities, Mega%�crafting cohesive
?te University historical narratives and advocating for the adaptive reuse of histo�c buildings.
Post Oak Preservation So ions Fayetteville, NC
Senior Architectural Historiand,
2023-present
U.S. Army Military Police Corps Regimental Fort Leonard Wood,
Museum Specialist 61�
► �` O MO
2020-2022
AN
Florida Division of His 'catesTallahassee, FL
Historic Pr onist qe
2018-2020
cy
Georg tate UA rsity Atlanta, GA
Graduate Research Assistant 2014-2017
Marconi Wireless / Synanon Tomales Bay Headquarters Marshall, CA
6stgric District 2023-2024
onal Register Nomination Amendment; Historic Tax Credits
r --
So nhast Fayetteville's Historic Black Community Fayetteville, NC
Historic Context 2024
Pleasant Street Historic District Hot Springs, AR
Historic Resources Survey 2023-2024
West Side Historic District Laramie, WY
Historic Resources Survey; National Register Historic District 2024-2025
Nomination
Cocoa Junior High School cocoa, FL
National Register Nomination 2019
Miami Black Police Precinct Miami, FL
National Register Nomination 2019-2020
31
i
ASSOCIATE
Rachel has worked in the private and nonprofit sectors of historic preservation and has
professional experience on both the development and consulting sides of historic tax credit
projects, as well as professional experience with archival research and nominating properties to
the National Register of Historic Places. This breadth of experience makes her an effective
._.. �' communicator with all key players at every part of the rehabilitation process and allows her to
�` •�� successfully guide projects from inception to completion.
Rachel enjoys creative problem -solving and taking an individualized approach to each project.
She is passionate about people -based preservation and believes tkkjpower of historic
preservation to bolster vibrant local communities and economies.
1•A•
0
1�
Post Oak Preservation
Associate
Rosin Preservation*
Historic Preservation A
WHALE (Wateil
Project Manager J
f10
Kansas Cit frican American Heritage Context
Historic Go �PDF�; 3 National Register Nominations
Har n-S&moA LISSersity
Historic Resou Survey / Determination of Eligibility
Old Fitzhublnoad Historic District
Hist ' so rces Survey
Denton Downtown Concept Plan
Preservation Planning
Capitol Theater
National Register Nomination / Historic Tax Credit Consulting
Strand Theater
Historic Tax Credit Consulting
Valdese Weavers Mill, Inc
National Register Nomination
Kansas City, MO
2022-present
Kansas City, MO
2022
New Bedford, MA
2017-2022
Kansas City, MO
2024-2025
Abilene, TX
2023
Dripping Springs, TX
2024
Denton, TX
2024
New Bedford, MA
2024-2025
New Bedford, MA
2024-2025
Valdese, NC
2023
32