HomeMy WebLinkAbout172-26 RESOLUTIONFile Number: 2026-2169
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 172-26
A RESOLUTION TO A WARD RFP 26-04 AND AUTHORIZE A CONTRACT WITH POST OAK
PRESERVATION SOLUTIONS, LLC IN THE AMOUNT OF $79,280.00 FOR PHASE 2 OF A CITYWIDE
WINDSHIELD SURVEY OF HISTORIC PROPERTIES USING A COMBINATION OF GRANT FUNDS
AND PRE-APPROVED, BUDGETED FUNDS.
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; and
WHEREAS , on March 17, 2026, City Council approved Resolution 74-26, authorizing the acceptance of a Certified
Local Government Grant from the Arkansas Historic Preservation Program in the amount of$47 ,3 00.00, $45,000 .00 of
which will be used to fund Phase 2 of the survey; and
WHEREAS, Long Range Planning staff recommend providing a cash match in the amount of $34,250.00 to fully fund
the project phase in order to keep the citywide survey project moving forward on schedule.
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 $79,280.00 for phase 2 of a citywide windshield survey of
historic properties.
PASSED and APPROVED on July 21 , 2026
Approved: Attest:
Molly Rawn, Mayor Courtney Spohn , Senior Deputy City Clerk Treasurer
Page 1
Docusign Envelope ID: 6E0F0F5F-A88B-8A4A-83BC-3252D02B82D2
411111111111111 CITY OF
~"""'111111111 FAYETTEVILLE
.. ARKANSAS
MEETING OF JULY 21, 2026
TO:
THROUGH:
Mayor Rawn and City Council
Keith Macedo, Chief of Staff
Jonathan Curth, Development Services Director
CITY COUNCIL MEMO
2026-2169
Britin Bostick, Long Range Planning/Special Projects Manager
FROM:
SUBJECT:
Kylee Cole, Long Range & Preservation Planner
Approval of a professional services agreement with Post Oak Preservation Solutions,
LLC in the amount of $79,280 for Phase 2 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 $79,280 for phase 2 of a citywide historic resource survey.
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 cash match by the City was proposed. With Resolution 166-25 the Council
approved a contract with Post Oak Preservation Solutions, LLC to perform the survey work. Post Oak
completed the project ahead of schedule earlier in 2026 and the project deliverables were approved by AHPP
per the terms of the grant agreement. The phase 1 survey area was approximately the southeast quarter of the
city.
On March 17, 2026 the Fayetteville City Council approved a grant from AHPP in the amount of $47,300 . The
grant funds from AHPP were divided into two specific amounts, $45,000 for phase 2 of a city-wide windshield
survey of historic properties and $2,300 for Historic District Commission training. No cash match was proposed
at the time of grant application pending confirmation of a grant award.
DISCUSSION:
For this phase, Long Range Planning staff propose to provide a cash match to fully fund the project phase in
order to keep the citywide survey project moving forward on schedule. Matching funds in the amount of
$34,280 from the Downtown Plan budget are proposed to fund the balance of the contract amount as the main
focus of this survey phase will be the Downtown area. An inventory of historic structures in and around the
Downtown, which has the densest collection of historic structures remaining in the city, is crucial as
implementation plans for the Downtown Plan are developed . The Downtown area includes both documented
and undocumented historic structures, and multiple districts and individual properties on the National Register
of Historic Places.
The City of Fayetteville issued RFP 26-04 for phase 2 of a citywide survey in early May and Post Oak
Mailing address:
113 W. Mountain Street
Fayetteville , AR 72701
www. fayettevi 11 e-a r .gov
Preservation Solutions, LLC was selected. The project contract and scope language 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 $79,280.00. Staff propose two funding sources for the project:
Source
2026 CLG Grant Funds (Grant)
Account# 1010.090.6600-5314.00
Project# 32207.2601
Downtown Plan Funds (CIP)
Account# 4470.090.8900-5314.00
Project # 24003.1
Total
Amount
$45,000
$34,280
$79,280
ATTACHMENTS: 3. Staff Review Form, 4. RFP 26-04 Contract
Mailing address:
113 W. Mountain Street
Fayetteville, AR 72701
Percent of Total Contract Amount
56.8%
43.2%
100%
www. fayettevi 11 e-a r .gov
City of Fayetteville, Arkansas
Legislation Text
File#: 2026-2169
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
A RESOLUTION TO AW ARD RFP 26-04 AND AUTHORIZE A CONTRACT WITH POST
OAK PRESERVATION SOLUTIONS, LLC IN THE AMOUNT OF $79,280.00 FOR PHASE 2
OF A CITYWIDE WINDSHIELD SURVEY OF HISTORIC PROPERTIES USING A
COMBINATION OF GRANT FUNDS AND PRE-APPROVED, BUDGETED FUNDS.
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; and
WHEREAS, on March 17, 2026, City Council approved Resolution 74-26, authorizing the acceptance
of a Certified Local Government Grant from the Arkansas Historic Preservation Program in the amount
of $47,300.00, $45,000.00 of which will be used to fund Phase 2 of the survey; and
WHEREAS, Long Range Planning staff recommend providing a cash match in the amount of
$34,250.00 to fully fund the project phase in order to keep the citywide survey project moving forward
on schedule.
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 $79,280.00 for phase 2 of a
citywide windshield survey of historic properties.
Page 1
Kylee Cole
Submitted By
City of Fayetteville Staff Review Form
2026-2169
Item ID
7/21/2026
City Council Meeting Date -Agenda Item Only
N/ A for Non-Agenda Item
6/30/2026
Submitted Date
Action Recommendation:
LONG RANGE PLANNING (634)
Division / Department
Staff recommends approval of a professional services agreement with Post Oak Preservation Solutions, LLC in the
amount of $79,280, for phase 2 of a citywide windshield survey of historic properties.
1010.090.6600-5314 .00
44 70.090 .8900-5314 .00
Account Number
32207.2601
24003 .1
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Amendment attached? No
Budget Impact:
General
Sales Tax Capital Improvements
Fund
AHPP CLG Grant -Windshield Survey Ph2
City Plan 2050 -Downtown Plan
Project Title
Total Amended Budget $ 764,193.00
Expenses (Actual+Encum) $ 401,578 .75
Available Budget Is 362,614.25 I
Item Cost $ 79,280 .00
Budget Amendment $
Remaining Budget Is 283,334.25 I
Purchase Order Number: ___________ Previous Ordinance or Resolution#
Change Order Number: ___________ Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
City of Fayetteville
Citywide Survey -Phase 2
Contract -Between City of Fayetteville, AR
and Post Oak Preservation Solutions LLC
Term: Sixteen (16) months
This contract executed this 21st day of July , 2026, 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 2 of a Citywide Survey for the City of Fayetteville (the "Project").
2. 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
B. Appendix B: City Issued Solicitation for RFP 26-04 , Citywide Survey , Phase 2
C. Appendix C: Post Oak's RFP response
D. Appendix D: 26-CLG-06 Grant agreement with Appendices A & F
3 . City's Responsibilities:
A. The City shall make available to Post Oak all relevant information or data pertinent to the Project wh ich
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 omiss ion
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
City of Fayettev ill e, AR
Cityw ide Survey, Phase 2
Cont r act: Post Oak Prese rvat ion So lutions LL C
Page 1 of 7
Division of Arkansas Heritage. Any opinions, findings, and conclusions or recommendations expressed in 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 Serv ices, 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 Prese rvation 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 $79,280.00.
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 Fayettev ill e, A R
Cityw ide Survey, Ph ase 2
Co nt rac t: Post Oak Pr ese rva ti on So lut ions LL C
Page 2 of 7
protected. Worker's Compensation coverage shall be applicable with state law.
9. 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.
B. 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.
C. 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.
D. 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.
15 . Freedom of Informat ion Act : City of Fayetteville contracts and documents prepared while perfo r ming city
City of Fayettev ill e, A R
Cityw ide Survey, Ph ase 2
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Page 3 of 7
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 Post 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 Representat ive 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 Majeure : 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 .
City of Fayett ev ill e, A R
Cityw ide Survey, Ph ase 2
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[This space left intentionally blank]
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 ..... 2 ____ 1 __ DAY OF _ _._J_ul_._y __ _,, 2026.
POST OAK PRESERVATION SOLUTIONS LLC
Ell.IS Mumford-DigitallysignedbyEllis Mumford-Russell Russel I Date: 2026.06.22 12:49:50
By: -os·oo·
Ellis Mumford-Russell, Founder
Ellis Mumford-Russell, Founder
Printed Name & Title
Date Signed: ____,6/_2 _2_,_/2_6 ______ _
WITNESS:
Signature
Printed name
City of Fayetteville, AR
Citywide Survey, Phase 2
Contract: Post Oak Preservation Solutions LLC
Page 5 of 7
CITY OF FAYETTEVILLE, ARKANSAS
By:------------
MOLLY RAWN, Mayor
Date Signed: ----'-7--'-/2=1"-'-/=26-"--------
ATTEST:
COURTNEY SPOHN, Deputy City Clerk Treasurer
Docusign Envelope ID: 6E0F0F5F-A88B-8A4A-83BC-3252D02B82D2
CONTRACT FOR PROFESSIONAL SERVICES
RFP 26-04, Citywide Survey, Phase 2
APPENDIX A
Scope of Work & Fees
1. INTRODUCTION:
Post Oak Preservation Solutions LLC (Post Oak) shall provide services in preparing Phase 2 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 6,770
acres area in the central and southwestern portion of Fayetteville and the Fayetteville Planning Area,
prioritizing resources dating to 1975 or earlier.
B. In collaboration with staff, design and incorporate customized survey forms approved by the Arkansas Hi storic
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 .
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.
J. 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.
City of Fayettev ill e, A R
Cityw ide Survey, Ph ase 2
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3. PRICING:
A. Post Oak shall perform the services included in this proposal for a flat fee of $79,280.00.
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:
September 25, 2026
October 15, 2026
November 2, 2026
January 25, 2027
February 23, 2027
May 7, 2027
June 8, 2027
June 15, 2027
August 1, 2027
October 15, 2027
City of Fa yett ev ill e, A R
Cityw ide Surv ey, Ph ase 2
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Deadline for Consultant to be under contract with City
Deadline for project coordination meeting with city staff and AHPP
AHPP deadline for Consultant to begin project work
Deadline for preliminary drafts of survey log and recommendations ready for
review by City and AHPP
Deadline for comments on preliminary draft returned to consultant
Final draft of all project deliverables submitted to City and AHPP for approval
Final deliverables of all project components submitted to City and AHPP
Deadline for final invoice submitted to City by Consultant
Deadline for final invoice submitted to AHPP by City for reimbursement
Deadline for final report submitted to AHPP by City
CITY OF
FAYETTEVILLE
ARKANSAS
City of Fayetteville, Arkansas
Procurement Division -Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: 479.575.8256
TDD (Telecommunication Device for the Deaf): 479.521.1316
RFP (REQUEST FOR PROPOSAL)
TITLE: RFP 26-04, Citywide Survey, Phase 2
DEADLINE: Tuesday, May 26, 2026 before 2:00 PM, local time
CONTACT: Sr. Procurement Agent Kenny Fitch, kfitch@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: 05/03/2026
No late proposals shall be accepted. RFPs shall be submitted through the City's third-party
electronic bidding platform or by submitting a sealed physical proposal to the City of Fayetteville,
Procurement Division at the below location .
City of Fayetteville
Procurement Division -Room 306
113 West Mountain Street
Fayetteville, AR 72701
All proposals shall be submitted 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 Sr. Procurement Agent .
City of Fayetteville, AR
RFP 26-04 , Citywide Survey, Phase 2
Page 1 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
Advertisement
City of Fayetteville, AR
Request for Proposal
RFP 26-04, Citywide Survey, Phase 2
The City of Fayetteville, Arkansas, is seeking proposals from qualified firms with experience in conducting
historic property surveys to complete a citywide windshield survey of historic properties in downtown and
southwest Fayetteville. Any questions regarding this RFP shall be directed to Kenny Fitch, Sr. Procurement
Agent, at kf itch@fayettevi lle -ar .gov or (479} 575-8258.
Solicitation documents and addenda shall be obtained at the City of Fayetteville Procurement Division's
electronic bidding platform at www .fayettev ill e-ar .gov/bids . All proposals shall be received by Tuesday, May 26,
2026 before 2:00 PM, Local Time utilizing the electronic bidding software or by submitting a sealed physical
proposal to the City of Fayetteville, Procurement 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's technical equipment.
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 the time of RFP award.
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 Procurement Agent
P: 479.575.8258 E: kfi t ch@faye t tev i l le -ar .gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement : 05/03/2026
This publication was paid for by the Procurement Division of the City of Fayetteville, Arkansas.
Amount paid: $163.28
City of Fayetteville, AR
RFP 26-04, Citywide Survey, Phase 2
Page 2 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
Appendix
SECTION:
Cover Page
Advertisement
SECTION A: General Terms & Conditions
SECTION B: Scope of Services and General Information
SECTION C: Submittal Signature
City of Fayetteville, AR
RFP 26-04 , Citywide Survey , Phase 2
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City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
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 .
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 this RFP .
d. Statement should be no more than fifteen {15) pages; single sided, standard, readable, print on
standard 8 .5xll documents. Proposers shall also submit a two (2) page (maximum) executive
summary . The following items will not count toward the fifteen page limitation: 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.
i. Submitting and responding to this RFP : Proposals shall 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 ½" x 11 11 white papers and bound in one volume. Exceptions
would be schematics, exhibits, one-page resumes, and City required forms. Limit proposal to
fifteen (15) pages or less, excluding two-page executive summary, 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.
City of Fayetteville, AR
1. Option 1 -Electronic Submittal (strongly encouraged): Proposers can go to
www.fayetteville-ar.gov/b ids 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
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RFP 26-04, Citywide Survey, Phase 2
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Contract -Appendix B
an USB or electronic media shall not be restricted against saving or printing .
Electronic copies shall not be submitted via e-mail to City employees by the
Proposer and shall be provided to the City in a sealed manner . FedEx, 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 .
f. Proposers shall submit a proposal based on documentation published by the Fayetteville Procurement
Division.
g. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the
sequence of the RFP.
h. Proposers shall have experience in work of the same or similar nature and must 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 desire to take exception to a non-negotiable term will not
disqualify it from consideration for award .
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
Procurement Division Office or electronic clock located in the City 's third-party bidding software .
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 Procurement 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.
3. DESCRIPTION OF SUPPLIES 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 Fayette v ille, AR
RFP 26-04 , Citywide Survey , Phase 2
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Contract -Appendix B
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.
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.
g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services
required on the basis of the original proposals without 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; therefore, Proposers shall submit and respond to this RFP on the
most favorable terms available.
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 .
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".
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Contract -Appendix B
b. The Proposer shall promptly notify Kenny Fitch, City Sr. Procurement Agent, 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.
10. LATE PROPOSAL OR MODIFICATIONS:
a. Proposal and modifications received after the time set for the proposal submittal 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 Procurement Division at (479) 575-8256 to ensure receipt of their submittal
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 Procurement Division BEFORE the deadline stated. The official clock to
determine local time shall be the atomic clock located in the Procurement Division, Room 306 of City
Hall, 113 W . Mountain, Fayetteville, AR.
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."
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RFP 26-04 , Citywide Survey , Phase 2
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Contract -Appendix B
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 the case.
15. CITY INDEMNIFICATION:
The successful Proposer(s) agrees to indemnify the City and hold it harmless from and 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 such obligation sh al I survive acceptance of the services
and payment thereof by the City.
16. VARIANCE FROM STANDARD TERMS & CONDITIONS:
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.
17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
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, Procurement Division,
immediately.
18. DIGITAL ACCESSIBILITY REQUIREMENTS
If applicable, Contractor shall provide accessibility conformance reports (ACRs) for any software provided by
the Contractor that will be accessible by the public upon delivery, whether developed by the Contractor or a
third-party . Visit the link for more information: https://www .fayettevi lle
ar .gov/DocumentCenter/View/39767 /Web -Access i b i lity -Requirements -for -Vendors -and -Tec h no logy
Addendum
a. Contractor must address all accessibility issues in any software provided or licensed by the Contractor
and delivered to the City, as well as any documents delivered by the Contractor .
b. Contractor must ensure that end user deliverables adhere to the WCAG 2.1 AA standard as defined
by title II of the Americans with Disabilities Act .
Cit y of Fa yett ev ille, AR
i. Deliverables are defined as any web platform or mobile application, or documents
that may be hosted on a web or mobile platform . This includes documents,
spreadsheets or presentations regardless of format (Microsoft Office products,
PDF, etc .).
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c. Contractor must ensure accessibility is addressed during all stages of a project, from commencement
to implementation . Contractor must meet with City staff at the City's discretion to review accessibility
issues.
d. If Contractor deliverables fail to comply with WCAG 2.1 Level AA standard, the Contractor shall provide
the City with a credit to cover the cost of additional accessibility testing and resolution. Such credits
shall not exceed 5% of either (1) the total fixed price due to the Contractor under the contract or (2)
the total not-to-exceed amount of the contract if entered under a time and materials basis.
19. CERTIFICATE OF INSURANCE:
The successful Proposer shall provide a Certificate of Insurance of professional liability insurance in the
amount of $1 million US dollars, at minimum. Such Certificate of Insurance shall list the City as an additional
insured and not be required unless firm is selected.
20. 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 Procurement 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
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.
21. 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.
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.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves 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 fiscal 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.
22. 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 the proposal submitted as a result of this RFP.
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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.
23. 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.
24. LOBBYING:
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
contacting the Procurement 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.
25. 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.
26. 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.
27. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS:
Proposers shall use the original RFP form(s) provided by the Procurement Division 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 in the Proposer's RFP response and presented in the form
of an addendum to the original RFP documents.
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28. OTHER GENERAL CONDITIONS:
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.
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 reque st 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 to the Proposer for any expense so incurred , regardless of whether or not the
proposal is accepted .
d. If products, 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 shall be brought to the attention to Kenny Fitch immediately via telephone
(479.575.8258) or e-mail (kfitch@fayette v i l le-ar.gov ). It is the intent and goal of the City of Fayetteville
Procurement 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. Any inquiries or requests for explanation in regard to the City's requirements should be made
promptly to Kenny Fitch , City of Fayetteville , Sr . Procurement Agent via e-mail (kfi tc h @fayettev ill e
ar .gov ) or telephone (479.575 .8258). 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 .
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 or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis .
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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 contract.
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 shall herewith report the same in writing to the City of Fayetteville.
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City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
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 second phase of
a Certified Local Government Grant funded citywide windshield survey of historic properties, in
downtown and southwest 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 this Request for
Proposals.
2. COMMUNITY & NEIGHBORHOOD BACKGROUND:
The City of Fayetteville, Arkansas is located across the Boston Range of the wider 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 American Community Survey estimations, making it
the second largest city in Arkansas .
Fayetteville has a rich cultural history . The town was founded in 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 contributor both to the local 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 .fayettev i l le-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 . fayettevi 11 e-a r .gov/ 4231/He r itage-a nd-H istoric-Preservatio n-P la n .
The Black Heritage Preservation Commission was established on September 7, 2021. The purpose of this
Commission 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
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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 .
In 2025 the City contracted with a consultant to complete the first phase of a citywide windshield survey
of historic properties, which focused on southeast Fayetteville. Phase 1 results included 486 properties
with potentially significant resources, 85% of which were single-family homes . Properties represented a
variety of architectural styles and forms, with the largest group, Bungalows, representing 20% of the total.
Nine potential historic districts were identified and recommendations for each were outlined in the final
report .
Phase 2 will follow a similar approach and geographically focus on downtown and southwest Fayetteville
(see Attachment B). All resources with construction dates of 1975 or earlier will be evaluated , but only
those with potential historic significance will be surveyed. Properties with buildings are the focus of the
survey and additional historic resource types, like structures, objects, or below-ground resources will
generally not be surveyed. Exceptions would include notable infrastructure like historic bridges and
cemeteries . The results of the survey should provide a high-level inventory of potentially historically
significant resources (buildings, districts, or cemeteries) in the survey area , and include address and parcel
number, approximate date of construction, resource type, architectural style, notes about potential
significance and integrity, and preservation priority level. A streamlined survey form (developed in phase
one) and photo will be submitted for each resource with potential historic significance. Final deliverables
will include an inventory table , individual survey forms for each property with historic significance , and an
executive summary outlining findings and recommendations.
The study area for Phase 2, based on the Washington County Assessor 's data, contains appro x imately
2,152 parcels with buildings dating to 1975 or earlier . This includes 205 parcels that have previously been
surveyed. A windshield survey is a vital first step is assessing our historic resource stock, evaluating
potential threats, and ma king plans for future in-depth surveys .
The City is prioritizing resources dating to 1975 or earlier to narrow the scale of this project . 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
conte xt 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 conte xts 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:
The purpose of this project is to conduct a windshield survey in downtown and southwest 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 continue to use customized , streamlined survey forms
rather than using the current state survey forms as much of the information collected for those forms is
Cit y of Fa ye tt ev ille, A R City of Fayetteville
RFP 26 -04 , Cityw id e Surv ey, Pha se 2 Citywide Survey -Pha e 2
Pa ge 14 of 22 Contract -Appendix B
extraneous and not suited for our needs at this time . 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 downtown and southwestern portion of Fayetteville.
Additionally, the survey shall expand upon and validate prior survey work completed in the study
area.
b. Identify properties and property types that should be preservation priorities for the City of
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 .
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 qua I ifications, which set specific minimum education and experience
requirements , can be found online at : https ://www .nps .gov/articles/sec-standards-prof-qua ls.htm .
Respondents shall articulate in their proposal how the designated project lead meets these minimum
qualifications .
5. TENTATIVE PROJECT TIMELINE:
July 31, 2026
August 14, 2026
November 2, 2026
January 18, 2027
February 15, 2027
May 7, 2027
July 30, 2027
October 15, 2027
City of Fayetteville, AR
RFP 26-04 , Citywide Survey , Phase 2
Page 15 of 22
Consultant under contract with City
Project coordination meeting with city staff and AHPP
AHPP deadline for project work to begin
Draft of ten (10) completed survey forms and preliminary report draft will
be ready for review by City and AHPP
Comments on preliminary draft returned to consultant
Final deliverables of all project components submitted to AHPP
Final invoice submitted to City by Consultant
Final report submitted to AHPP by City
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
6. PROPOSAL FORMAT:
The proposal shall contain all sections listed 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 (ma ximum) 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).
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 Ill -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 .
City of Fa yette v ille, AR
RFP 26-04 , Citywide Surv ey, Phase 2
Page 16 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
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 Consultant Contracts and Products
iii. Appendix F: The Secretary of the Interior's Historic Preservation Professional
Qualification Standards
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:
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 any additional documents or resources necessary to complete the Work ;
iii. Describe your competitive advantage and value-added services and benefits that
would be provided to the City . This could include any innovative approaches
previously utilized to assist communities develop their similar historic context
statements , and any unique 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 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 include the AHPP final deadline of May 7, 2027.
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.
Cit y of Fa yett ev ille, AR
RFP 26 -04 , Citywide Surv ey, Phase 2
Page 17 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
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:
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 Procurement 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.
2) 20% Experience, Competence, and Capacity for Performance: Information reflecting the
names, titles, and qualifications (including experience and technical competence)
of the major personnel assigned to this specific project.
3) 20% 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.
4) 20% 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 .
Cit y of Fa yett ev ille, AR
RFP 26 -04 , Citywide Surv ey, Pha se 2
Pa ge 18 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
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
iii . Appendix F: The Secretary of the Interior's Historic Preservation Professional
Qualification Standards
b. Attachment B: Phase 2 Study Area Map
City of Fayetteville, AR
RFP 26-04 , Citywide Survey, Phase 2
Page 19 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
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.
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 your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
____ 1) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain): ---------------------
I certify that; as an officer of this organization, or per the attached letter of authorization, 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 of employment.
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.
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 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 26-04, Citywide Survey, Phase 2
Page 20 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
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#l (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 NAME DATE ACKNOWLEDGED
4. DEBARMENT CERTIFICATION:
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.
Federal Executive 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 .
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to the City of Fayetteville Procurement Division.
City of Fayetteville, AR
RFP 26-04 , Citywide Survey, Phase 2
Page 21 of 22
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
NAME OF COMPANY: -----------------------------
PHYSICAL ADDRESS : -----------------------------
MAILING ADDRESS : -----------------------------
TA X ID#: ___________ AR . SECRETARY OF STATE FILING#: _________ _
PHONE : _________________ FAX: ______________ _
E-MAIL : ________________________________ _
SIGNATURE: --------------------------------
PRINTED NAME : -------------------------------
TITLE : ________________ DATE : ______________ _
Cit y o f Faye t tev ill e, A R
RFP 2 6-04 , Cityw id e Survey, Ph ase 2
Page 2 2 of 2 2
END OF RFP DOCUMENT
City of Fayetteville
Citywide Survey -Pha e 2
Contract -Appendix B
Attachment A: CLG Program Grant Information
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 survey and
documentation services funded under this agreement includes duties and tasks as
described in this appendix.
b. The City will submit a copy of any proposed RFQ , RFP, or other bid solicitation
for a project funded under this agreement to AHPP prior to publication of the
announcement or request for review and approval and will not publish such
announcement or request until comments been received from AHPP. A copy of the
final announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review,
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP. A copy of the final executed contract will be
provided to AHPP.
d. The City will contact the AHPP National Register staff to consult on the
advisability of historic sites survey work in the proposed area , proposed
boundaries for the survey work, etc., prior to engaging a contractor for survey
work funded under this agreement.
e. The City will ensure that the contractor responsible for survey and documentation
services funded under this agreement meets the Secretary of the Interior's
Professional 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.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
B.) CONTRACTOR'S RESPONSIBILITIES
a. 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
Resources Forms , photography requirements , mapping , and compilation of the
finished product.
b . Prior to commencing any work under the contract , the Contractor, regardless of
the date of his or her last training , must contact the AHPP National Register &
Survey staff to determine whether changes to required historic site survey
procedures have changed since the contractor last attended a training . If the AHPP
National Register & Survey staff determines that the Contractor 's attendance at an
additional training class is advisable , the contractor must attend a training class on
the procedures required for historic sites surveys prior to the initiation of any
fieldwork under the contract.
c. The contractor must comply with the standards and procedures set forth in the
AHPP Survey Manual in carrying out the contract work and in completion of the
final product. A copy of this manual will be provided by AHPP upon request.
d. The contractor must design and complete the survey and produce a survey report
in accordance with the National Park Service Historic Preservation Fund Grants
Manual Chapter 6, Section H , 2a-e and 3b and/or d as applicable and the
Secretary of the Interior's Standards for Identification for Intensive Surveys (see
at Identification Guidelines (U.S. National Park Service) (nps.gov)). The survey
report should, at minimum , contain the following elements :
1. Survey methodology
11. A brief historic context specific to the area surveyed
111. A brief overview of historic resource types within the area surveyed
1v. Maps outlining the boundaries of the area surveyed
v . Tables li sting 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.
v1. Maps locating properties by resource number and address
v11. Language collected on Arkansas Architectural Resources Forms should be
provided with the survey report in an organized , sortable, searchable,
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
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. 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 that appear to
have occurred since its construction.
g. The contractor will take color digital photographs of each resource in the field. At
the very minimum the photographs should show all facades of each building. In
addition, representative streetscape photographs will be provided by the
Contractor. These photographs will be submitted with the final survey product in
both electronic and print form.
h. To ensure efficient production of a quality product and to reduce the burden of
repeated reviews, in projects involving inventory and documentation of more than
30 properties, the contractor will provide drafts of at least 10 completed Arkansas
Architectural Resources Forms to the AHPP National Register & Survey staff for
review prior to completion and submittal of all Arkansas Architectural Resources
Forms. AHPP staff will review draft forms and return comments to the contractor
within 14 business days ofreceipt of the draft forms.
1. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of carrying out the historic
site survey or form completion, including but not limited to archival research, and
photographs, to AHPP on request.
J. The contractor 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.
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.
I. The contractor will provide their own transportation and equipment.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
m. 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 digital
copies of the survey report and forms 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 project
completion.
d. AHPP will provide a one-day training class at the AHPP offices in Little Rock on
the procedures required for historic site surveys. This class will train the
contractor in the proper and thorough completion of Arkansas Architectural
Resources Forms, photography requirements, mapping, and compilation of the
finished product.
e. AHPP will provide technical assistance to the contractor as necessary for project
completion.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
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
a. The City will ensure that any request for proposals (RFP), request for
qualifications (RFQ), or other bid solicitation and any contract for services funded
under this agreement includes duties and tasks as described in this contract and
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 request for review and will not publish such
announcement or request until approval has been received from AHPP or seven
(7) business days have elapsed since the date on which the proposed
announcement or request has been received by AHPP. A copy of the final
announcement or request and proof of its publication or transmission to qualified
professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review,
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP or seven (7) business days have elapsed since the
date on which the proposed contract has been received by AHPP. A copy of the
final executed contract will be provided to AHPP. All milestones and deadlines
between the City and Contractor must be consistent with those outlined in the
CLG Grant Agreement. Adjustment of these milestones must have advance AHPP
approval.
d. 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.
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
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
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.
B. CONTRACTOR'S RESPONSIBILITES
a. The contractor 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.
b. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of carrying out the contract,
including but not limited to archival research, and photographs, to AHPP on
request.
c. The contractor 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.
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.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
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 project
completion .
d . AHPP will provide access to other AHPP files to the contractor as necessary for
project completion .
e. AHPP will provide technical assistance to the contractor as necessary for project
completion.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
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, June 20) in response to
amendments in the National Historic Preservation Act , but were not formally adopted for federal
regulatory purposes. See https://www.nps.gov/articles/s ec-standards-prof-quals.htm for more
information .
The 1997 revisions update the professional qualification standards written in 1983 and add
definitions for seven other historic preservation disciplines that appear in the National Historic
Preservation Act.
The 1997 version also provides guidance on how to measure qualifying credentials that was
lacking in the 1983 Standards . In the 1997 version , this information is provided in a standardized
format that provides examples of the academic degrees , work and academic products , and
professional activities that would qualify a professional in a particular discipline .
Because the 1997 Standards give the clearest description of the current understanding of what a
qualified professional is in each of the disciplines described in the National Historic Preservation
Act, AHPP uses them as guidance on judging the qualifications of contractors or consultants
working on projects funded by AHPP's CLO grant agreements. It is important to note that these
are not intended to be requirements for ALL consultants or contractors working on a project, lead
as well as entry-level. However, each project must contain a person in a lead, responsible project
role with the requisite expertise.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix B
Attachment B: Phase 2 Study Area Map
Phase II Surve Area
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c:::J Phase 2 Boundary
c:::J City _Limits
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CITY OF
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RFP 26-04 Addendum 1
Post Oak Preservation Solutions
Supplier Response
Event Information
Number:
Title:
Type:
Issue Date:
RFP 26-04 Addendum 1
Citywide Survey, Phase 2
Request for Proposal
5/3/2026
Deadline:
Notes :
5/26/2026 02:00 PM (CT)
The City of Fayetteville, Arkansas, is seeking proposals from qualified
firms with experience in conducting historic property surveys to
complete a citywide windshield survey of historic properties in
downtown and southwest Fayetteville . Any questions regarding this
RFP shall be directed to Kenny Fitch, Sr. Procurement Agent, at
kfitch@fayetteville-ar.gov or (479) 575-8258.
Contact Information
Contact: Kenny Fitch
Address: Purchasing
City Hall
Room 306
113 W. Mountain St.
Fayetteville, AR 72701
Email: kfitch@fayetteville-ar.gov
Page 1 of 3 pages Vendor : Post Oak Preservation Solutions
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
RFP 26-04 Addendum 1
Post Oak Preservation Solutions Information
Contact:
Address:
Phone:
Email:
Web Address:
Ellis Mumford-Russell
2506 Little John Lane
Austin, TX 78704
(832) 919-6433
ellis@postoakpreservation.com
postoakpreservation. com
By submitting your response, you certify that you are authorized to represent and bind your company.
Ellis Mumford-Russell ellis@postoakpreservation.com
Signature Email
Submitted at 5/22/2026 01 :25:40 PM (CT)
Requested Attachments
F ayettevilleSurvey _Phase2 _Pro po
RFP 26-04, Citywide Survey, Phase 2 sal_signed_Post Oak
Preservation. pdf
Please attach the signed and completed RFP form, located in the 'Attachments' tab, along with proposal.
Response Attachments
FayettevilleRFP _Disclosures_signed_Post Oak Preservation.pdf
Fayetteville RFP Disclosures -signed by Post Oak Preservation Solutions
Bid Attributes
1 Arkansas Secretary of State Filing Number:
Registration is required before contract award.
1811500376
2 Addendum Acknowledgement
By selecting "I agree", you acknowledge that you have read all addendum(s) that have been issued for this
solicitation, if applicable.
~ I agree
3 Check Yes or No:
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.
~ Yes, I agree
D No, I don't agree
Page 2 of 3 pages Vendor : Post Oak Preservation Solutions
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
RFP 26-04 Addendum 1
4 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 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.
i;zJ Yes, I agree
D No, I don't agree
Page 3 of 3 pages Vendor : Post Oak Preservation Solutions
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
RFP 26-04 Addendum 1
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
City of Fayetteville
Citywide Survey -Phase 2
May 2026 Contract -Appendix C
-
Table of Contents
1 Executive Summary
2 Letter of Interest
3 Consultant/Staff Qualifications
4 Management Approach
5 Related Project Experience
6 Detailed Draft and Scope of Services
7 Project Schedule
8 Price Proposal
9 Appendix: Resumes
3
6
8
14
16
20
25
27
29
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Post Oak Preservation Solutions, LLC (Post Oak) is pleased to submit this proposal in response to the City of
Fayetteville's RFP 26-04, for a Citywide Survey -Phase 2. 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 downtown and southwest 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 documentation, with a strong focus on documenting and integrating the histories of
underrepresented communities. Our team of highly qualified historians and preservation professionals exceeds the
Secretary of the Interior's Professional Qualification Standards and has a proven track record of delivering
comprehensive and inclusive historic documentation across the country. We are particularly 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 Historic Context
Statement. This core competency ensures that the survey will capture a richer, more inclusive historical record for
Fayetteville's diverse population.
Understanding of the Project:
We understand the City of Fayetteville is seeking proposals for the second phase of a Certified Local Government
(CLG) Grant-funded city-wide windshield survey, focusing on approximately 2,152 parcels in downtown and
southwest Fayetteville. The project prioritizes resources dating to 1975 or earlier and will inform future land use
planning and local historic district establishment. Our approach will incorporate customized survey forms approved
by the Arkansas Historic Preservation Program (AHPP) and adhere strictly to all federal and state preservation
guidelines, including the National Park Service Historic Preservation Fund Manual. Our proven ability to bring
underrepresented stories to light will be central to this project, ensuring the survey is as comprehensive as possible.
Our Management Approach:
Our management approach emphasizes collaborative, efficient, and quality-driven execution. Megan Warley
McDonald will lead as Project Manager, overseeing technical aspects, while Rebecca Wallisch will serve as Staff
Lead. Ellis Mumford-Russell will manage administration, and Rachel Alison and Angela Jimenez will provide
inventory and survey support. We prioritize transparent communication with City staff and AHPP, adhering to all
federal and state standards, and meticulously monitoring project schedule and budget to ensure timely and
compliant deliverables.
Competitive Advantage and Value-Added Services:
Post Oak offers unique advantages. Our collaborative approach fosters strong partnerships and ensures inclusive,
community-embraced outcomes. With extensive experience in historic resource surveys and evaluations of National
Register eligibility, including direct work in Fayetteville (Southeast Fayetteville Neighborhood Historic Context
Statement and Phase 1 of the Citywide Survey), we are prepared to bring our experience and our knowledge to this
project. Given our recent work in Fayetteville, we have a competitive advantage in our knowledge of local history,
resources, and repositories as well as established relationships with community stakeholders . In addition, during the
Phase 1 survey, Post Oak developed systems and a customized form approved by AHPP that would ensure
streamlined and efficient procedures during Phase 2. City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 4
Proposed Scope of Services:
Our comprehensive scope of services includes:
• Task 1: Kick-Off & Coordination with Staff & Stakeholders: Initial meeting with City staff, AHPP, and
stakeholders to align project scope, communication, and schedule.
• Task 2: Inventory 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 of the
study area, documenting historic-age resources (pre-1975) from the public right-of-way, adhering to NPS and
AHPP photo guidelines.
• Task 4: Preliminary Draft Inventory to City and AHPP: Compilation of survey data, photographs, and
research into a first draft of the inventory, including location, type, style, estimated construction date, photos,
and preservation priority determination. Recommendations for State/National Register eligibility and future
survey efforts will be included.
• Task 5: Submit Final Deliverables to City and AHPP: Revise and submit all final deliverables to City and
AHPP.
• Task 6: Final Invoice: Submission of the final invoice to the City.
Project Schedule:
We are committed to delivering all project components within the specified timeline, ensuring all AHPP deadlines
are met, with the final deliverables submitted by May 7, 2027, and the final invoice by July 30, 2027.
Price Proposal:
Our flat fee for all services related to the production of the Historic Resources Inventory and Recommendations is
$79,280. This includes all estimated personnel, labor, expenses, overhead, profit, and contingency, with travel costs
billed as incurred. A detailed cost breakdown and payment schedule based on percentage completion milestones
are provided in our full proposal.
Conclusion:
Post Oak is exceptionally qualified to undertake the City of Fayetteville's Citywide Survey -Phase 2. Our
experienced team, familiarity with the survey area, collaborative approach, and dedication to high-quality
deliverables ensures a successful partnership that will significantly contribute to the long-term, inclusive
preservation of Fayetteville's rich historical and cultural heritage .
City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 5
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
City of Fayetteville, Arkansas
Procurement Division -Room 306
113 W. Mountain
Fayetteville, AR 72701
Subject: Proposal for RFP 26-04, Citywide Survey -Phase 2
Dear City of Fayetteville Procurement Division,
Post Oak Preservation Solutions, LLC (Post Oak) is pleased to submit this proposal in response to the City of
Fayetteville's Request for Proposal (RFP) 26-04, Citywide Survey -Phase 2 . With our extensive experience in historic
resource surveys, historic context statements, and National Register nominations across the country, we are confident
in our ability to deliver a high-quality, comprehensive, and meaningful windshield survey and survey report for
downtown and southwest Fayetteville. Our confidence is furthered by the successful completion of the Fayetteville
Citywide Survey -Phase 1, earlier this year, during which we developed deep familiarity with Fayetteville's history and
architecture and developed a streamlined survey approach.
Our team of highly qualified historians and preservation professionals exceed the Secretary of the Interior's
Professional Qualification Standards and is committed to providing exceptional service that aligns with the City's goals
and objectives. The majority of work for this project will be conducted from our Austin and El Paso, TX, Fayetteville,
NC, and Des Moines, IA, offices.
We have reviewed the RFP document in its entirety and acknowledge all issued addenda. We confirm our
understanding of the project's scope, including the customization of survey forms as approved by the Arkansas
Historic Preservation Program (AHPP), and the project timeline culminating in the submission of all final deliverables to
AHPP by May 7, 2027.
We are excited about the opportunity to once again partner with the City of Fayetteville on this important initiative to
identify and protect historic properties. Our team is responsive, communicative, and dedicated to delivering results on
time and within budget. We believe our proven track record and collaborative approach make us the ideal choice for
this project.
Our key staff proposed to be involved in this project are:
• Megan Warley McDonald, Project Manager (Fayetteville): megan@postoakpreservation.com, 814.397.2359
• Rebecca Wallisch, Staff Lead (Austin): rebecca@postoakpreservation.com, 512.766.7042
• Ellis Mumford-Russell, Project Administrator (Austin): ellis@postoakpreservation .com, 832 .919 .6433
• Rachel Alison, Staff Support (Des Moines): rachel@postoakpreservation .com, 210.580.6329
• Angela Jimenez, Staff Support (El Paso): angela@postoakpreservation.com, 915 .240.6463
Thank you for considering our proposal. We look forward to the possibility of contributing to the preservation of
Fayetteville's rich historical and cultural heritage.
Sincerely,
~tfi~fvfuili'itmt§\.1Q~sell
Citywide Surv~arla~,3se 2 -Post Oak Pres ~§tr~~tso fnlHB~~~tl.e
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 7
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Post Oak Preservation Solutions (Post Oak) 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. Committed to equity and inclusion, Post Oak strives to tell the whole story in the
historic narratives and contexts we prepare, and our work is grounded in a collaborative approach that prioritizes
stakeholder engagement. We specialize in documenting the histories of underrepresented communities and
integrating these narratives into broader historic contexts.
Our firm has successfully completed National Register nominations, historic resource surveys, and preservation
planning efforts across the country. Notable recent projects include the Kansas City African American Heritage
MPDF, Phase 1 of the Fayetteville Citywide Survey, a Historic Context Statement for Southeast Fayetteville's Historic
Black Community, and the Design Downtown Denton project. We excel in conducting archival research, completing
field surveys, and analyzing data to support preservation planning efforts.
Our past work demonstrates our ability to produce high-quality research that meets federal and state preservation
standards. We have extensive experience working with the National Park Service, State Historic Preservation
Offices (SHPOs), municipal governments, and community stakeholders to ensure that historic contexts and National
Register nominations are accurate, inclusive, and meaningful. All members of our team exceed the Secretary of the
Interior's Professional Qualification Standards.
Post Oak is dedicated to providing high-caliber services that align with our clients' needs, and those of the
communities directly affected. We are committed to producing quality deliverables that support long-term
stewardship of historic resources. Our team is responsive, communicative, and committed to delivering on time and
within budget. Given our experience, sensitivity, and unwavering commitment to exceptional work, we firmly believe
that Post Oak Preservation Solutions, LLC is the ideal choice for this project. City of Fayetteville
Citywide Survey -Phase 2
-Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 9
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Legal Name of Firm
Post Oak Preservation Solutions LLC
Location of Main Office
2506 Little John Ln , Austin, TX, 78704
Offices Working on Project
Austin, El Paso, Fayetteville NC, Des Moines
Bidder's Authorized Representative
Ellis Mumford-Russell, Founder
ellis@postoakpreservation.com
832.919.6433
Legal Business Description
Limited Liability Company (Texas)
Woman Owned Business
Date of Firm Formation
2019
Website
www.postoakpreservation .com -
Proposal: Fayettev ill e Cityw id e Su rvey -Ph ase 2
NORTH
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Our Mission
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Post Oak Preservation Solutions exists to
strengthen communities by documenting,
preserving, and elevating the places that tell
our shared history. We bring together
rigorous research, practical guidance, and
deep respect for the people and stories
behind the work. Our mission is to help
clients achieve preservation outcomes that
are inclusive, thoughtful, and durable
through projects that meet the highest
standards while honoring the lived
experiences of the communiti @ify tjt1~~el~Ml1'f ·
Citywide Survey -Phase 2
Contract -Appendix C
Post Oak Preservation Solutions 10
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 Historic Preservation Office involved managing the Certified Local Government program and contributing to the National
Register program, providing valuable insight into CLG programs and state preservation requirements.
Related Projects :
• Fayetteville Citywide Survey -Phase 1 (Fayetteville, AR, 2025-2026): Performed a windshield survey of over 1,400
parcels in southeast Fayetteville, culminating in an inventory table, survey forms for nearly 500 potentially historically
significant properties, and an executive summary providing preservation recommendations.
• Southeast Fayetteville Neighborhood ("Spout Spring") Historic Context Statement (Fayetteville, AR, 2024-2025):
Authored a historic context statement documenting Southeast Fayetteville's Black community.
• 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 guidelines in Arkansas .
References:
• Gwendolyn Kristy: Client/WY SHPO staff, West Side NRHD in Laramie, Wyoming -gwendolyn.kristy@wyo.gov ;
307-766-5366
• Damian Kirkwood: Client/WY SHPO staff, Lincoln Monument NR in Albany County, Wyoming -
damian.kirkwood@wyo.gov
• Collin Bibb: Client, completed NRs for Hotel Limpia, Maverick Inn, Holland Hotel -collin@bywayshospitality.com ;
210-861-8987
Rebecca Wallisch, Senior Architectural Historian (Staff Lead)
Rebecca will serve as the Staff Lead, providing direct guidance and coordination for the project's research, survey, and
documentation activities. She will ensure consistency in methodology, quality of data collection, and adherence to project
timelines. With nearly two decades of experience and an MS in Historic Preservation from the University of Texas at Austin,
Rebecca's career includes extensive historic contexts, historic resource surveys, and National Register nominations across
multiple states, including Arkansas. Formerly a cultural resources consultant for the Texas Department of Transportation, she
authored numerous historic contexts and is skilled in identifying historic themes and managing large-scale projects.
Related Projects :
• Fayetteville Citywide Survey -Phase 1 (Fayetteville, AR, 2025-2026): Performed a windshield survey of over 1,400
parcels in southeast Fayetteville culminating in an inventory table and survey forms for nearly 500 potentially
historically significant properties .
• 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 that 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.
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 .gov ; 402-441-6373
Skylar Skikos: Client For large, multi-building historic tax credit and National Register nominatio1~:~1ty<~l3®§18-lt\H·JlffW:
650-906-2 60 6 Citywide Survey -Phase 2
-Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 11
Ellis Mumford-Russell, Partner (Project Administrator)
Ellis will man age all project administration 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 the founder of Post Oak, she brings extensive experience in
private consulting, preservation education, and state historic preservat ion office project review. She is skilled in guiding projects
through regulatory frameworks and implementing Secretary of the Interior's Standards.
Related Projects :
• Fayetteville Citywide Survey -Phase 1 (Fayetteville, AR, 2025-2026): Performed a windshield survey of over 1,400
parcels in southeast Fayetteville, culminating in an inventory table and survey forms for nearly 500 potentially
significant properties .
• Alpine Historic District (Alpine, TX, 2024-present): Performed a historic resources survey and helped author a
National Register District nomination
• Wimberley Historic Preservation Program (Wimberley, TX, 2023-2025): Supported the creation of a National Register
District nomination, creation of a local historic district , and authored design guidelines for the local historic district.
References :
• Zakcq Lockrem, Mend Collaborative: sub contracted with Mend on several park master plans, downtown master plans,
and cultural district plans -zakcq@mendcollaborative.com ; 612-702-2453
• Geo Calderon, City Of Alpine: Collaborated with the City in the outreach , survey, research, and production of a
downtown NRHD -q .calderon@cityofalpine.com ; 432-837-3301
• April Engstrom, Overland Property Group: Collaborated on numerous historic tax credit projects across Texas -
aenqstrom@overlandpq .com ; 785-212-0810
Rachel Alison, Associate (Staff Support)
Rachel will provide critical research and writing support, assisting in background research and data compilation for the
inventory. Her attention to detail ensures accurate and comprehensive deliverables. Rachel holds an M.S. in Historic
Preservation from Roger Williams University and a BA in History from Iowa State University. Her diverse background includes
private and non-profit historic preservation sectors, with experience in historic tax credit projects , archival research, and
National Register nominations . She is known for creative problem-solving and a people-based approach to preservation .
Related Projects :
• Fayetteville Citywide Survey -Phase 1 (Fayetteville, AR, 2025-2026): Performed a windshield survey of over 1,400
parcels in southeast Fayetteville , culminating in an inventory table and survey forms for nearly 500 potentially
significant properties.
• Kansas City African American Heritage Context (Kansas City, MO, 2024-2025): Authored a citywide historic context
and MPDF development, along with three National Register nominations.
• Old Fitzhugh Road Historic District Historic Resources Survey (Dripping Springs, TX, 2024): Performed a historic
resources survey and prepared survey forms and a Historic Resources Survey Report.
References :
• Kathryn Duff, studio2sustain: Worked together on numerous community development projects in New Bedford , MA -
kathryn@studio2sustain.com ; 508-999-5145
• Jennifer Reinhardt, City of Kansas City, MO: Client, African American Heritage MPDF & NRs for Kansas City, MO -
Jennifer.Reinhardt@kcmo.org ; 816-513-2866
• Rick Wells, Wells Group McKinney: Client , historic tax credit project for the Masonic
rick@rickschophouse.com ; 214-544-9612 -Lo qgft~'of~@tl%Xt ilile< -
Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 12
Angela Jimenez, Architectural Historian (Staff Support)
Angela will provide critical survey support, assisting in background research and data compilation for the inventory. Her
attention to detail ensures accurate and comprehensive deliverables. Angela holds an M.A. in Sustainable & Historical
Architecture from New York University and a BA in History from the University of Texas. She has extensive experience
conducting historic resource surveys and developing historic contexts.
Related Projects :
• Atchison Downtown Survey (Atchison, KS, 2026): Performed a reconnaissance level survey of downtown Atchison,
Kansas and authored a historic resources survey report.
• Fayetteville Citywide Survey -Phase 1 (Fayetteville, AR, 2025-2026): Performed a windshield survey of over 1,400
parcels in southeast Fayetteville, culminating in an inventory table and survey forms for nearly 500 potentially
significant properties .
• Master Preservation Plan for Historic Cemeteries (Prince George's County, MD, 2024-2025): Developed a historic
context and preservation plan for historic cemeteries in Prince George's County.
References :
• Tom Wilson, Johnson, Mirmiran & Thompson: Worked on numerous Section 106 surveys throughout multiple states
twilson@jmt.com
• Carolyn Gimbal, Johnson, Mirmiran & Thompson: Worked on numerous section 106 surveys and county-wide
h istorical resources surveys throughout multiple states .cqimbal@jmt.com
• D.J. Sevingy, Fort Bliss, Texas: Conducted the stewardship of NRHP listed and eligible properties throughout the
military base and ensured Section 106 Compliance .donald .j.sevigny.civ@army.mil
City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayettev ill e Cityw ide Su rvey -Phase 2 Post Oak Preservation Solutions 13
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Management Approach @
Post Oak's management approach for the Citywide Survey -Phase 2 project is rooted in a collaborative, efficient,
and quality-driven framework, ensuring seamless coordination and successful delivery of all project objectives. The
project team consists of the same individuals who successfully collaborated on the Fayetteville Citywide Survey -
Phase 1, which would ensure continuity and efficiency moving forward with Phase 2 . Our strategy emphasizes clear
communication, proactive problem-solving, and adherence to established timelines and budgets.
Project Staffing and Coordination
Megan Warley McDonald will lead as Project Manager, overseeing all technical aspects and ensuring deliverables
meet quality and compliance standards . Rebecca Wallisch, as Staff Lead, will guide research and field survey teams,
coordinating preservation efforts and leveraging her experience in the area. Ellis Mumford-Russell, Project
Administrator, will manage all administrative communication, invoicing, and support data analysis. Rachel Alison and
Angela Jimenez will provide essential research and survey support. Our geographically diverse team utilizes a
flexible, efficient remote collaboration model. We do not anticipate using subconsultants, but will seek approval if
needed .
Communication and Stakeholder Engagement
We prioritize transparent communication, beginning with a kick-off meeting with City staff and AHPP to finalize
scope and schedule . Regular virtual meetings (as needed) will ensure information sharing. We are committed to
incorporating feedback efficiently. Our team is skilled at identifying and resolving potential challenges proactively, in
consultation with the City and AHPP.
Quality Assurance and Control
Post Oak is committed to producing the highest quality work product by strictly adhering to the Secretary of the
Interior's Professional Qualification Standards, the AHPP Survey Manual, and the National Park Service Historic
Preservation Fund Grants Manual. Our multi-tiered internal review process, led by Megan as Project Manager and
Rebecca as Staff Lead, ensures accuracy and consistency. Phased draft submissions allow for iterative review and
feedback, guaranteeing robust and compliant final deliverables.
Schedule and Cost Monitoring
Ellis Mumford-Russell, as Project Administrator, will meticulously monitor the project schedule and budget. Our
project schedule directly aligns with the Scope of Services and grant agreement terms, ensuring all AHPP
deadlines, including the May 7, 2027 final deliverable deadline , are met. Billing schedule will be agreed upon during
contract negotiation and all associated expenses are included in the overall project fee.
City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 15
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Fayetteville Citywide Survey -Phase 1
FAYETTEVILLE, ARKANSAS 2025-2026
In 2025, the City of Fayetteville engaged Post
Oak Preservation Solutions to conduct Phase
1 of a citywide windshield survey of
historic-age properties . The project, funded
by the Historic Preservation Fund and
administered by the National Park Service
and Arkansas Historic Preservation Program
(AHPP), is the first step in a comprehensive
effort to document historically significant
resources and identify preservation priorities
for the city. The Phase 1 survey area focused
on Southeast Fayetteville , a geographic area
that was historically underrepresented in the
city 's previous survey efforts . The survey area
included a diversity of resource types and
historical associations , including
architecturally significant resources designed
by University of Arkansas faculty, as well as vernacular resources associated with Fayetteville's Black community
and White working class residents .
Megan Warley McDonald served as the project manager, and Rebecca Wallisch , Ellis Mumford-Russell, Rachel
Alison, and Angela Jimenez were essential to completing the inventory of historic resources, evaluations of historic
significance, and on-site survey efforts. Post Oak 's work included a windshield-level historic resources survey
(HRSR) of over 1,400 resources with data assimilated into an inventory table and survey forms custom designed by
Post Oak to streamline the process (with approval from the city and AHPP). Post Oak also prepared an Executive
Summary of the survey findings, with prioritized preservation recommendations for the City of Fayetteville . Post Oak
identified historic, cultural, and architectural themes as well as at-risk properties, providing the city with a framework
and next steps for future preservation efforts .
Post Oak's relationship with the City of Fayetteville began in 2024 and the firm has collaborated with the City on
three projects to date : a Historic Context Study of Southeast Fayetteville's Historic Black Community (2024),
interpretive sign age for Buddy Hayes Park (2025), and Phase 1 of the Fayetteville Citywide Survey (2025-2026).
CLIENT: City of Fayetteville
SERVICES: Historic Resources Survey
PERSONNEL: Megan Warley McDonald, Ellis Mumford-Russell, Rebecca Wallisch, Rachel Alison, Angela Jimenez
REFERENCE: Kylee Cole, Long Range and Historic Preservation Planner; kcole@fayetteville-ar.cy<lt.Y of Fayetteville
Citywide Survey -Phase 2
-Contract -Appendix C
Proposal: Fayettev ill e Cityw id e Su rvey -Ph ase 2 Post Oak Preservation Solutions 17
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.
The Southeast Fayetteville neighborhood
includes historically significant sites such
as St. James United Methodist Church and the Henderson School-an 1870s brick schoolhouse for Black children
and the first public school in Arkansas. Additionally, the Green Book identified three addresses within the
neighborhood, underscoring its importance to African American travelers during the segregation era. Recognizing
the urgency of documenting historically underrepresented communities, Post Oak prioritized stakeholder
engagement to capture invaluable local knowledge about places that have been lost or altered.
Post Oak's comprehensive approach included primary and secondary research, data analysis to identify key trends
and themes, and collaboration with the City of Fayetteville, AHPP, and the Black Heritage Preservation Commission.
Public involvement was central to the process, ensuring that the narrative reflects local voices, alongside
stakeholder priorities and
preservation standards.
The final draft of the Historic Context Statement, authored by Megan Warley McDonald, was submitted in January
2025 following 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 Fayetteville's Black history for generations to come.
CLIENT: City of Fayetteville
SERVICES: Historic Context Statement; Community Engagement
PERSONNEL: Megan Warley McDonald
REFERENCE: Britin Bostick, City of Fayetteville, bbostick@fayettville-ar.gov City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayettev ill e Cityw ide Su rvey -Ph ase 2 Post Oak Preservation Solutions 18
Pleasant Street National Register Historic District Resurvey
HOT SPRINGS, ARKANSAS 2023-2024
Post Oak was contracted by the City of Hot
Springs , Arkansas to complete a resurvey of
the Pleasant Street National Register Historic
District (NR Listed 2003). This project was
funded through a Certified Local Government
grant from the Historic Preservation Fund,
administered by the National Park Service
and the Arkansas Historic Preservation
Program (AHPP). Located on the west side of
Hot Springs, Arkansas, Pleasant Street is a
primarily residential district with a small
commercial section . The district is the most
intact contiguous area in Hot Springs
associated with the city 's Black community.
The Pleasant Street Historic District was also
previously surveyed in 2015 , however, recent changes to the area , including the demolition of several historic
buildings and structures, necessitated a re-survey of the district to identify the current strengths and needs of the
district.
Rebecca Wallisch and Megan Warley McDonald completed a resurvey of all properties within the NRHP-listed
district, provided updated AHPP survey forms, and compiled the data into an inventory table and Historic Resources
Survey Report (HRSR). In order to deepen Post Oak's understanding of the Pleasant Street neighborhood , oral
histories were conducted by Ms . Wallisch and Ms . Warley McDonald . Post Oak also included recommendations for
future work to strengthen the district and continue its longstanding significance to Hot Springs history. The results of
the survey and HRSR recommended amending the National Register nomination, extending to the period of
significance to 1974, expanding the historic context to incorporate the post-war significance of the district, including
Civil Rights activities and significant Green Book sites , and reevaluation of resources previously deemed
non -contributing due to age or physical integrity. Post Oak presented the results of the HRSR to the Hot Springs
Historic District Commission.
CLIENT: City of Hot Springs
SERVICES: Reconnaissance-Level Historic Resources Resurvey & Inventory Update; Survey Report/Historic Context
Statement; Oral History
PERSONNEL: Rebecca Wallisch , Megan Warley McDonald , Rachel Alison
REFERENCE: Lauren Adkins, City of Hot Springs/ Planning & Development Dept., LAdkins @cityhs .net
City of Fayetteville
Citywide Survey -Phase 2
-Contract -Appendix C
Proposal: Fayettev ill e Cityw ide Su rvey -Ph ase 2 Post Oak Preservation Solutions 19
Detailed Draft and Scope of Services
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Our proposed scope of services involves a windshield survey of the study area determined by the City of
Fayetteville for Phase 2 of the proposed project, identification and evaluation of historic-age resources (built in or
before 1975) 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
Staff: Ellis Mumford Russell, Megan Warley McDonald, Rebecca Wallisch, Rachel Alison, Angela Jimenez
Target Completion: August 2026
Post Oak Project Manager Megan McDonald and founding partner Ellis Mumford-Russell will meet with City staff, the
Arkansas Historic Preservation Program (AHPP), and other stakeholders identified by the City, to coordinate project
scope, communication approach, and project schedule . Regular meetings with City staff, AHPP, and stakeholders
may be scheduled through the project.
TASK 2: Inventory and Survey Preparation
Staff: Megan Warley McDonald, Rebecca Wallisch, Rachel Alison, Angela Jimenez
Target Completion: August -October 2026
Task 2A: Inventory
Post Oak will develop an initial inventory of all properties in the survey area constructed prior to 1975, consulting
historic aerial photographs, maps, County Appraisal District data, and other relevant materials to gain an
understanding of the historic-age (1975 or earlier) resources within the study area. Post Oak will determine which
properties within the study area have potential histor ical significance and should be documented during windshield
survey. Post Oak will utilize background research, existing historic contexts, surveys, and maps, among other source
materials, to make high-level determinations for planning field survey. Post Oak will determine if any additional
research is needed during the site visit and will make arrangements as necessary.
Task 28: Survey Preparation
Post Oak will prepare field maps and a preliminary inventory table in anticipation of field survey. Post Oak will work
with the City to ensure that the properties proposed for windshield survey include all those constructed in or prior to
1975 with potential historic significance . Post Oak will 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 with the 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:
City of Fayetteville • Field maps and preliminary survey inventory -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 21
TASK 3 : On-site Research (if needed), Reconnaissance Survey
Staff: Megan Warley McDonald , Rebecca Wallisch, Rachel Alison, Ellis Mumford-Russell, Angela Jimenez
Target Completion: October-November 2026
3A: On-site Reconnaissance Survey
Post Oak staff will send four staff to conduct a reconnaissance-level survey of the study area identified in the 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 1975 or earlier) with potential historic
significance within the study area from the public right-of-way (ROW). For properties that are obscured from view,
Post Oak will supplement field photos with background research, aerial photographs, and historic maps . The survey
will be completed in accordance with the requirements outlined in the RFP. Photographs will adhere to National
Park Services (NPS) and Arkansas Historical Preservation Program (AHPP) photo guidelines and policies.
38: On-site Research (if needed)
If Post Oak identified any additional on-site research in Task 2, Post Oak staff will complete this during the site visit.
Task 3 Deliverables:
• Field survey photographs
TASK 4: Draft 1 Historic Resources Inventory and Recommendations to City and AHPP
Staff: Megan Warley McDonald , Rebecca Wallisch, Rachel Alison, Angela Jimenez
Target Completion: January 2027
Task 4A: Draft 1 Historic Resources Inventory, 10 Survey Forms, and Preliminary Report Draft 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 within the study area . The survey inventory will include
location, type, architectural style, estimated construction date, photos, and a preservation priority determination.
The deliverable will also include recommendations for individual resources or concentrations of resources that have
the potential to be eligible for inclusion on the State or National Register of Historic Places, and those that should be
considered as preservation priorities for the City of Fayetteville . Post Oak will also provide a summary 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 , will be provided to
the City for their GIS /mapping purposes .
Task 48: Revise Draft 1 Historic Resources Inventory and Recommendations
Post Oak will complete any edits made to the Historic Resource Inventory and Recommendations based on
comments or feedback received from the City.
Task 4 Deliverables:
• Draft 1 Historic Resources Inventory and Recommendations (submitted digitally)
City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 22
TASK 5: Final Deliverables to City and AHPP
Staff: Megan Warley McDonald, Rebecca Wallisch, Rachel Alison
Target Completion: May 7, 2027
Task SA: Final Draft Historic Resources Inventory, Forms, and Executive Summary
Post Oak will compile all edits received on the Historic Resource Inventory, Forms, and Executive Summary and
resubmit the final deliverables to the City and AHPP.
Task 5 Deliverables:
• Final Historic Resources Inventory, Forms, and Executive Summary (digital copies and one printed copy each
to City and AHPP)
TASK 6: Final Invoicing to City
Staff: Ellis Mumford-Russell
Target Completion: July 30, 2027
Task 6A: Final Invoicing and Project Close Out
Post Oak will provide a final invoice to the City no later than July 30, 2027.
Task 6 Deliverables:
• Final Invoice
City of Fayetteville -Citywide Survey -Phase 2
Contract -Appendix C
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions 23
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 2 project, stemming from our specialized expertise , innovative community engagement, and proven
results .
Proven Track Record in Similar Windshield and Reconnaissance Surveys: Our recent completion of Phase 1 of the
Fayetteville Citywide Survey, directly mirrors this RFP's core requirements and demonstrates our effectiveness and
efficiency in conducting windshield surveys and providing actionable recommendations within state guidelines.
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 .
Holistic Understanding of Preservation Standards and Local Context: Our team's extensive experience with
SHPOs and municipal governments , including direct experience in Fayetteville, provides a comprehensive
understanding of federal and state preservation guidelines. Project personnel, such as Megan Warley McDonald
(former Florida SHPO staff), offer an insider's perspective on grant compliance. This ensures all deliverables meet
and exceed CLG Grant and NPS Historic Preservation Fund Manual requirements with efficient workflow.
Data-Driven and Actionable Recommendations: Beyond simply inventorying properties, our deliverables will
include practical , prioritized recommendations for guiding Fayetteville's future preservation efforts . This directly
add resses the RFP's call for a strategy for future in-depth surveys and historic preservation work, informed by our
deep understanding of preservation planning .
In summary, Post Oak brings the required qualifications, experience, and a strategic approach prioritizing inclusivity,
collaboration, and actionable insights, uniquely positioning us to deliver a comprehensive and impactful Phase 2
Citywide Historic Property Survey.
Coordination with the City of Fayetteville
For the successful completion of a Historic Context Statement, Post Oak will require the following types of
information , data, and assistance from the City of Fayetteville :
Historic Documentation and Property Information: 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 nominations .
Geographic and Spatial Data: GIS data , maps, and other spatial information delineating the boundaries of the
properties or districts within the study area , as well as their relationship to surrounding areas and neighborhoods.
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 preS eoft\N~flPeymtelviflt:P ric
resources . Citywide Survey -Phase 2
-Contract -Appendix C
Proposal: Fayettev ill e Cityw ide Survey -Phase 2 Post Oak Preservation Solutions 24
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
[MONTH:
1. Kickoff Meeting & COOl'dlnatlon with Staff &
Stakeholders
2. Inve ntory and Survey Preparation
2A. tnven to ry
2B. Survey Preparati on
2C. Virtual meetings wm, Cily/AHPP as needed
3 . Ori -site Reconnaissance Survey
3A. O n-site Reseach (If needed)
3B. On-site Reco nn aissance Survey
3C Mee tings w ltn Ci ty/AHPP as needed
4. Prel mlnary Draft I nventory to City and AHPP
4A. Draft 1 De live rab les to City and AH PP
4B . Revise de live rab les per City comments
S. Submit .Flna'I Deliverables to City and AHPP
SA. Final Deliver ab les to City andAHPP
6. Final I nvoice
6A. Final Invoicing & Proje ct Close Out
-
Proposal: Fayetteville Citywide Survey -Phase 2
U) ID N N
ID ~ IO ~ N N $..a; 0 L 0 GI N l!j N .a ,._ .a
tl E Ql E i .Q ::I 8 ~ OI
~ ti.I z
s r;. ....
N a 0 ... N
Gl N .a >-~
E ... !'a ~ ::I G.l ... u C .0 ¢1 ¢1 Ii:! C .., LI.
~
~
'6 ...
IEI
:I:
.... i::. N .... ....
0 N ~ N
N 0 0 N N
.::: >, 411 >, C .t 10 :i '3 ~ ., .,
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Post Oak Preservation Solutions 26
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
The fee of $79,280 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. $31,712 due upon 40% Project Completion
2 . $31,712 due upon 80% Project Completion
3. $15,856 due upon 100% Project Completion
-----------------------------------------
L 'le m Descri 1ption Hourly Rate Time Calc:ulation (hour) Total
Task 1: Kick-Off
11A K,ck-off meet in gs (3 staff)
I Task 2: Inventory and Survey Preparation
2A
2B
2C
3A
3B
4A
48
Desktop Research
Inventory and Survey Preparation
V irtu al Meetings (as n1eeded)
On-slte Research {as needed)
On•site w in ds:hie ld/recon suiv,ey
Draft 1 DeJii'v'ernb!es to City
Rev is e Draft 1 de liverables
A i!rfare
Rental! Car
Hote,I GSA+taxes/fees (120/dey) 4 staff
P.er D iem GSA($68/dey) 4 staff
$115
$'115
$115
$115
$115
$'115
$115
$60(100,
$500.,QO
$26Cl00
9
80
80
12
20
160
150
40
4
2
16
., i •
·, .
$9'200
$9,200
$1,380
$2,300
$18,400
$17,250
$4,'600
$2,400
$u,OOO
$4 ,1 60
$272.00 10 $2 ,720
~~---$10,28~ _.4i(@@1Nkf[~hase 2 -Contract -Appendix C
28
Proposal: Fayetteville Citywide Survey -Phase 2 Post Oak Preservation Solutions
Citywide Survey -Phase 2
RFP# 26-04 -
City of Fayetteville, Arkansas
RESPONDENT:
Post Oak Preservation Solutions, LLC
May 2026
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix C
Austin, TX
Eilis'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
through to Part 3 certification.
In addition to wrangling historic tax credit projects, Ellis has her hands in design guidelines and
other preservation planning efforts . She serves as the managing partner at Post Oak.
The University of Texas at Austin
Adjunct Faculty
Founding Partner
Rosin Preservation
Historic Preservation Specialist
New Jersey Historic Preservation Office
Historic Preservation Assistant
Fayetteville Citywide Survey -Phase 1
Historic Resources Survey
Pilot Point 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
Austin, TX
2024-present
Austin, TX
2015-2019
Kansas City, MO
2014-2015
Trenton, NJ
2013-2014
Fayetteville, AR
2025-2026
Pilot Point, TX
2023
Wimberley, TX
2023-2025
Alpine, TX
2024-present
Freeport, TX
2024
City of Fayetteville
Citywid'e r@etWi~~i P$t'asl 2
Contract -Appendix {9 24
30
ARCHITECTURAL HISTORIAN Fayetteville, NC
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 contributed to the National Register program and managed the Certified Local
Government program, providing comprehensive training to historic preservation commissions
statewide . Megan has authored successful National Register nominations in Florida, Texas ,
California, Wyoming, and Missouri, overseeing the process from initial fieldwork to final review.
With a background in Public History, Megan's work in museums, archives, and oral history
initiatives furthered her research skills and narrative abilities. Passionate about preserving the
historic resources of underrepresented communities, Megan excels in crafting cohesive
historical narratives and advocating for the adaptive reuse of historic buildings .
Architectural Historian
U.S. Army Military Police Corps Regimental Museum
Florida Division of Historical Resources
Historic Preservationist
Fayetteville Citywide Survey -Phase 1
Historic Resources Survey
Alpine Downtown Historic District
National Register Historic District Nomination
Buddy Hayes Park Interpretive Signage
Interpretive Sign
Southeast Fayetteville's Historic Black Community
Historic Context Statement
Pleasant Street Historic District
Historic Resources Survey
West Side Historic District
Historic Resources Survey; National Register Historic District
Nomination
Hotel Limpia
National Register Nomination
Weeki Wachee Springs
National Register Nomination
Fort Leonard Wood, MO
2020-2022
Tallahassee, FL
2018-2020
Fayetteville, AR
2025-2026
Alpine, TX
2025-2026
Fayetteville, AR
2025
Fayetteville , AR
2024
Hot Springs , AR
2023-2024
Laramie, WY
2024-2025
Fort Davis, TX
City of Fayettev~~3 _2024
Citywide Survey -Phase 2
Contract -w Aooeodix C FL eel<i Wachee,
2019-2020
31
SENIOR ARCHITECTURAL HISTORIAN Austin , TX
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, Oregon, Washington,
Oklahoma, New Mexico, Nebraska, Missouri, Arkansas, Wyoming, and throughout Texas in rural,
urban, and suburban environments.
To Post Oak, Rebecca brings a passion for historical research and telling the whole story of our
shared cultural heritage .
Senior Architectural Historian
Blanton & Associates, Inc (now ICF)
Architectural Historian / Historian
Staff Historian/ Cultural Resources Project Coordinator
Fayetteville Citywide Survey -Phase 1
Historic Resources Survey
Nebraska Women In Building Trades
Statewide Historic Context/ MPDF
West Side Historic District
Historic Resources Survey; National Register Historic District
Nomination
Immaculate Heart of Mary Seminary
National Register Nomination
Pleasant Street Historic District
Historic Resources Survey
Casa de Dios
National Register N o mination
Old Fitzhugh Road Historic District
Historic Resources Survey
Deep Eddy Cabaret
Local Landmark Application
Austin, TX
2012-2022
Seattle, WA
2008-2010
Fayetteville, AR
2025-2026
Nebraska
2024-2025
Laramie, WY
2024-2025
Santa Fe, NM
2022-2024
Hot Springs, AR
2023-2024
San Antonio, TX
2023-2024
Dripping Springs, TX
2024
City of Fayetteville
Citywide Survey -Phase 2
A 1,!st1 p. TX Contract -Appenmx 2'024
32
Des Moines, IA
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 in the power of historic
preservation to bolster vibrant local communities and economies.
Rosin Preservation
Historic Preservation Specialist
WHALE (Waterfront Historic Area League)
Project Manager
Fayetteville Citywide Survey -Phase 1
Historic Resources Survey
Kansas City African American Heritage Context
Historic Context / MPDF; 3 National Register Nominations
Hardin-Simmons University
Historic Resources Survey / Determination of Eligibility
Old Fitzhugh Road Historic District
Historic Resources 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
New Bedford, MA
2017-2022
Fayetteville, AR
2025-2026
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
City of Fayetteville
Citywide Survev -Phase 2
'valdes y,. NC Contract -Appena1x 2'023
33
ARCHITECTURAL HISTORIAN El Paso , TX
Angela has 7 years of experience working with historic resources within the U.S. and
internationally. She has conducted historical resource surveys in various states that include
multiple-property surveys, reconnaissance and intensive level surveys, Determinations of
Eligibility, and historic district design guidelines. She has documented a variety of resource
types such as single buildings, residential properties, agricultural properties, commercial
businesses, cemeteries, and bridges. Angela brings experience with public history and her local
Historic Landmarks Commission .
Post Oak Preservation Solutions
Architectural Historian
Architectural Historian
Preservation Specialist
Magoffin Home State Historic Site
Visitor Relations & Marketing Assistant
French Legation State Historic Site
Fayetteville Citywide Survey -Phase 1
Historic Resources Survey
Alcorn Dry Goods I Eustis Building
Determination of Eligibility
Laramie West Side National Register Historic District
Spanish Translation
TXDOT Reconnaissance Level Historic Resources
Survey, FM 3097
Historic Resource Survey
Taylor County Historical Resources Survey
Countywide Historic Resource Survey
TXDOT Intensive Level Historic Resources Survey, FM
546
Historic Resource Survey
Master Preservation Plan for Historic Cemeteries
Cemetery Historic Context and Preservation
El Paso, TX
2025-present
El Paso, TX
2024-2025
El Paso, TX
2020-2024
El Paso, TX
2018
Austin, TX
2017
Fayetteville, AR
2025-2026
Henrietta, TX
2025
Laramie, WY
2025
Rockwall County, TX
2024-2025
Taylor County, FL
2024-2025
Collin County, TX
2024-2025
City of Fayetteville
Citywide Survey -Phase 2
Contract -A p,11rarw.foo(g e's
County, MD
2024-2025
34
City of Fayetteville
RFP 26-04, Citywide Survey, Phase 2
SECTION C: Signature Submittal
1. DISCLOSURE INFORMATION
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.
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 your bid/proposal to be eligible for consideration.
PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM:
_X ____ l) NO KNOWN RELATIONSHIP EXISTS
2) RELATIONSHIP EXISTS (Please explain): ---------------------
I certify that; as an officer of this organization, or per the attached letter of authorization, 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 of employment.
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.
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 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 26-04, Citywide Survey, Phase 2
Page 20 of 22
City of Fayetteville
Citywide Survey -Ph se 2
Contract -Appendix
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 Title of Primary Contact : _F_o_u_n_d_e_r ________ _
Phone#l (cell preferred): _8_3_2_-9_1_9_-_64_3_3 _______ Phone#2 : ____________ _
E-Mail Address: ellis@postoakpreservation.com
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 NAME DATE ACKNOWLEDGED
1 5/13/26
4. DEBARMENT CERTIFICATION:
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.
Federal Executive 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 .
Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or
agency.
Questions regarding this form should be directed to the City of Fayetteville Procurement Division.
City of Fayetteville, AR
RFP 26-04 , Citywide Survey, Phase 2
Page 21 of 22
City of Fayetteville
Citywide Survey -Ph se 2
Contract -Appendix
NAME OF COMPANY: Post Oak Preservation Solutions, LLC
PHYSICAL ADDRESS: 2506 Little John Lane
MAILING ADDRESS : [same as above] -----------------------------
TAX ID#: 84-2188317 AR . SECRETARY OF STATE FILING#: 811500376 ----------
PHONE : 832-919-6433 FAX : ---------------
el I is@postoakpreservation.com
E-MAIL : ________________________________ _
SIGNATURE: --------------------------------
PRINTED NAME : Ellis Mumford-Russell
TITLE : Founder
City of Fayetteville, AR
RFP 26-04 , Citywide Survey, Phase 2
Page 22 of 22
DATE: 5/13/26
END OF RFP DOCUMENT
City of Fayetteville
Citywide Survey -Ph se 2
Contract -Appendix
CERTIFIED LOCAL GOVERNMENT PROGRAM GRANT AGREEMENT
Grant Number 26-CLG-06
This agreement is entered into between the City of Fayetteville, Arkansas, hereinafter referred to
as the City, and the Arkansas Historic Preservation Program, hereinafter referred to as AHPP.
AHPP agrees to provide a grant in the amount of $47,300 for the purpose of funding phase II of a
citywide survey and training expenses.
THIS GRANT IS FOR THE ACCOMPLISHMENT OF THE PURPOSE, OBJECTIVE AND
SCOPE OF WORK HEREIN DEFINED.
I. SCOPE OF WORK
TASK A. The City will fund the completion of Phase II of the citywide historic
windshield survey.
$45,000 is designated for this activity.
TASK C. The City will fund travel expenses to approved, preservation-related training
events.
$2,300 is designated for this activity.
II. TIME FRAME of AGREEMENT
This agreement will begin on March 2, 2026, and shall extend until September 30, 2027.
No grant funds shall be expended by the City or its sub-grantees or assigns after
September 30, 2027. No work on any grant task will be undertaken, continued, or
carried out after September 30, 2027.
III. PAYMENTS
A. Payments of funds under this grant agreement will be made upon receipt of invoices
requesting reimbursement of expenses paid by the City within the time frame of this
agreement.
B. No invoice received after August 1, 2027, will be processed.
C. Payments under this grant agreement are conditioned on successful completion of the
tasks described in the scope of work and submission of deliverables as described in
section IV.
D. The grant award is conditioned on the use of the grant funds to accomplish the tasks
described in the scope of work. Funds will only be disbursed to achieve the purposes
described in the scope of work. The grantee retains no interest in grant funds for
which an invoice has not been submitted to AHPP by August 1, 2027.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
E. The availability of funds under this grant award is dependent on the National Park
Service's 2026-2027 Historic Preservation Fund award to the AHPP.
IV . MILESTONES
A. Citywide Windshield Survey , Phase II
1. The City will be under contract for consultant's services by September 25 , 2026.
2 . The consultant will begin work no later than November 2, 2026 .
3. A draft often (10) completed surveys will be submitted to AHPP for review no later
than January 25, 2027.
4. A final draft of all deliverables will be submitted to AHPP for approval no later than
May 7 , 2027 . When all deliverables are accepted as complete and correct by AHPP ,
the City may invoice AHPP for the full cost of the project.
V. AHPP RESPONSIBILITIES
AHPP staff agrees to make periodic reviews of the project to assess practices and
products. AHPP reserves the right to enforce the procedure s as outlined in this contract.
AHPP agrees to make available advice and counsel necessary to accomplish the
objectives and to render compensation upon invoice within a reasonable timeframe .
VI. REPORTING REQUIREMENTS
A. The City will submit quarterly reports detailing programmatic and fiscal progress of
work on forms to be provided by AHPP on:
Period Date Due
March-June , 2026 July 15 , 2026
July-Sept , 2026 October 15 , 2026
October-December , 2026 January 15, 2027
January-March , 2027 April 15 , 2027
April-June, 2027 July 15 , 2027
July-September , 2027 October 15 , 2027
FINAL October 29 , 2027
B. The report of April 15 , 2027, will be accompanied by a timeline for completion of
all tasks and spend down of project funds by the end of the grant term .
C. If changes in the grant agreement -e.g.: scope of work, products, budgets, etc. -are
required , then the City must submit a written request detailing proposed changes
and wait for written approval from AHPP before proceeding .
D . No funds will be disbursed if grant reporting is more than two weeks delinquent.
E . Failure to submit grant reports within one month of the date required herein shall be
grounds for cancellation of the grant at the discretion of AHPP.
2 City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
F. The City will submit a final project report detailing all completed projects and
including copies of all publications as per the requirements of this agreement no
later than October 29, 2027.
G. The City will promptly notify AHPP if it will be unable to expend the awarded
funds within the grant period.
VII. REQUIRED TRAINING
Disbursement of funds under this agreement is contingent on attendance by a
designated representative of the City at a training session on grant administration
requirements held by AHPP. This requirement may be waived at the discretion of
AHPP if the City's grants administrator has attended a grant administration training
session within the two years prior to the execution of this grant agreement.
VIII. COMPLIANCE
A. All products and projects funded by grant funds must comply with the applicable
Secretary of the Interior's "Standards." These include: 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. See
Appendices A-E.
B. PROJECT EXECUTION AND CONTRACT REQUIREMENTS: All projects, sub
grants and consulting contracts funded through this grant agreement must be carried
out in accordance with the procedures and standards laid out in the applicable
appendices to this agreement. All work products funded through this grant must meet
the standards laid out in the applicable appendices to this agreement.
C. EASEMENTS AND PRESERVATION AGREEMENTS: The City will donate to
AHPP a conservation easement on any property being restored, rehabilitated, or
repaired as a part of any project(s) funded in whole or in part by this grant utilizing
ten thousand dollars ($10,000) or more of funds awarded by AHPP. On such projects
involving private properties, it will be the City's responsibility to secure this
easement for donation to AHPP before any grant funds are released. The City will
ensure that the owner(s) of property being restored, rehabilitated, or repaired as part
of any project utilizing at least one dollar ($1) but less than ten thousand dollars
($10,000) of Historic Preservation Fund monies awarded by AHPP enters into a five
year preservation agreement concerning that property with AHPP before grant funds
are released. On such projects involving City property, the City and any other parties
3
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
holding an ownership interest in such property must enter into a five-year
preservation agreement with AHPP before funds will be released.
D. All activities pursuant to this Agreement shall be in compliance with the requirements
of Executive Order 11246, as amended; Title VI of the Civil Rights Act of 1964, as
amended; (78 Stat. 252; 42 U.S.C. §§2000d et seq.); the Rehabilitation Act of 1973,
as amended, (87 Stat. 394; 29 U.S.C. §794); the Age Discrimination Act of 1975 (89
Stat. 728; 42 U.S.C. §§6101 et seq.); the Americans with Disabilities Act (42 U .S.C.
§ 12101); the Architectural Barriers Act (42 U.S.C. §§4151 et seq.); and with all other
federal laws and regulations prohibiting discrimination on grounds of race, color,
sexual orientation, national origin, disabilities, religion, age, or sex.
A. In all hiring or employment made possible by or resulting from grant awards, the City
(1) will not discriminate against any employee or applicant from employment because
of race, color, religion, sex, age, or national origin, and (2) will take affirmative
action to ensure that applicants are employed, and that employees are treated during
employment, without regard to their race, color, religion, sex, age, or national origin.
This requirement applies to, but is not limited to, the following: employment
promotion, demotion, or transfer; recruitment or other recruitment advertising; layoff
or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. The City and its sub-grantees will comply with all
applicable statutes and Executive orders on equal employment opportunity and grant
awards will be governed by the provisions, as implemented by, but not limited to,
Department of the Interior policies, published in 43 CFR 17.
IX. MANAGEMENT AND BUDGET GUIDELINES
A. Certified Local Government grants are funded by the National Park Service Historic
Preservation Funds Grants in Aid, CFDA number 15.904. All policies and
procedures of the Department of the Interior, the National Park Service, and all other
Federal regulations concerning expenditures of Federal funds must be followed by
AHPP and all sub-grant recipients. All grant projects will be administered by AHPP
and the City in accordance with the Historic Preservation Fund Grants Manual. The
manual may be found online here:
https :/ /www.nps .gov/ subj ects/historicpreservationfund/historic-preservation-fund
grant-manual.htm The City must maintain efficient and effective accountability and
control of all funds received and expended under a sub-grant from AHPP.
B. Federal Award Identification Number, total award amount, award date, and a copy of
the NPS grant agreement with AHPP will be provided to subgrantee with this signed
grant agreement. This subgrant award may be subject to additional conditions as
required by the National Park Service.
C. A City employee or paid contractor will be responsible for fulfilling all
responsibilities assumed by the City under this grant agreement.
4 City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
D. The City will promptly disclose any conflict of interest to AHPP in accordance with 2
CFR §200.112.
E. Indirect costs are not eligible for reimbursement under this award.
F. The City will maintain all grant-related records at the City offices in accordance with
its normal record.keeping procedures.
G. The City hereby assures and certifies that it will comply with the regulations, policies,
guidelines and requirements as they relate to the application, acceptance and use of
Federal funds for this federally assisted project. The following Federal regulations
are incorporated by reference into this Agreement (full text can be found at
http:/ /www.ecfr.gov):
1) Administrative Requirements:
2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards, in its entirety;
2) Determination of Allowable Costs:
2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards, Subpart E; and
3) Audit Requirements:
2 CFR Part 200 -Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards, Subpart F.
4) Code of Federal Regulations/Regulatory Requirements:
2 CFR 182 & 1401, "Government-wide Requirements for a Drug-Free
Workplace";
2 CFR 180 & 1400, "Non-Procurement Debarment and Suspension",
previously located at 43 CFR §42, "Government wide Debarment and
Suspension (Non-Procurement)";
43 CFR Part 18, "New Restrictions on Lobbying";
2 CFR Part 175, "Trafficking Victims Protection Act of2000";
FAR Clause 52.203-12, Paragraphs (a) and (b), Limitation on Payments to
Influence Certain Federal Transactions; and
2 CFR Part 25, System for Award Management (www.SAM.gov).
H. Cities that expend $750,000 or more during a year in Federal awards shall have a
5
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
single or program-specific audit conducted for that year in accordance with the Single
Audit Act Amendments of 1996 (31 U.S.C. §§7501-7507) and 2 CFR Part 200,
Subpart F.
I. The City will comply with Federal competitive procurement requirements for
professional services and subcontractors and will provide documentation of such
compliance upon request.
J. The City will comply with the minimum wage and maximum hours provisions of
the Federal Fair Labor Standards Act.
K. Upon completion of the project, the Secretary of the Interior, the Comptroller General
of the United States, AHPP, and/or any of their duly authorized representatives shall
have access for the purpose of financial or programmatic audit and examination any
books, documents, papers and records of the City that are pertinent to the grant at all
reasonable times during the period of retention provided in 2 CFR §200.334, for at
least three (3) years or until all claims or audit findings have been resolved.
L. The City will comply with the provisions of 18 U.S.C. §1913, Lobbying with
Appropriated Moneys, as amended by Public Law 107-273, Nov. 2, 2002. "No part of
the money appropriated by any enactment of Congress shall, in the absence of express
authorization by Congress, be used directly or indirectly to pay for any personal
service, advertisement, telegram, telephone, letter, printed or written matter, or other
device, intended or designed to influence in any manner a Member of Congress, a
jurisdiction, or an official of any government, to favor, adopt, or oppose, by vote or
otherwise, any legislation, law, ratification, policy, or appropriation, whether before
or after the introduction of any bill, measure, or resolution proposing such legislation,
law, ratification, policy, or appropriation; but this shall not prevent officers or
employees of the United States or of its departments or agencies from communicating
to any such Members or official, at his request, or to Congress or such official,
through the proper official channels, requests for legislation, law, ratification, policy,
or appropriations which they deem necessary for the efficient conduct of the public
business, or from making any communication whose prohibition by this section
might, in the opinion of the Attorney General, violate the Constitution or interfere
with the conduct of foreign policy, counter-intelligence, intelligence, or national
security activities. Violations of this section shall constitute violations of section
1352(a) of title 31." In addition to the above, the related restrictions on the use of
appropriated funds found in Div. F, §402 of the Omnibus Appropriations Act of 2008
(P.L. 110-161) also apply.
M. The City will comply with all provisions of Executive Order 113858 "Strengthening
Buy American Preferences for Infrastructure Projects" that may apply to the project
that is the subject of this award.
X. PUBLICATIONS, WORK PRODUCT AND PUBLIC INFORMATION
6
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
A. An acknowledgment of National Park Service and the Arkansas Historic Preservation
Program support must be made in connection with 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
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."
B . Press releases, publications, and other public dissemination of information by the City
concerning a project made possible by this grant shall acknowledge National Park
Service, Department of the Interior, Arkansas Historic Preservation Program, and
Division of Arkansas Heritage grant support.
C. Posters, brochures, program literature, and publications will include the following
statement: This program receives Federal financial assistance for identification and
protection of historic properties. Under Title VI of the Civil Rights Act of 1964,
Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of
1975, as amended, the US. Department of the Interior prohibits discrimination on the
basis of race, color, national origin, disability or age in its federally assisted
programs. If you believe you have been discriminated against in any program,
activity, or facility as described above, or if you desire further information, please
write to: Office for Equal Opportunity, National Park Service, 1849 C Street NW,
Washington , D. C. 20240.
D. Drafts of all publications, reports, audio-visual material, and other material subject to
distribution, publication, or display must be submitted to AHPP for approval prior to
production, publication, public display or general distribution.
E. Publications, reports, audio-visual material, and other material subject to distribution,
publication, or display will be made accessible to the widest audience possible in
accordance with Title II of the Americans with Disabilities Act (42 U.S.C. §§ 12132 et
seq.). For more information, guidance is available from the Department of Justice,
Civil Rights Division, Disability Rights Section.
F. The City grants 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 as complied or produced by the City, its
contractor, its employees or any individual or concern specifically employed or
assigned to originate and prepare such material. Any data, analysis, methodology, or
other information that formed the basis of the work product funded by this grant
award shall be made available to the AHPP and the NPS on request. The City shall
7 City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
ensure that these rights are secured by any sub-award or sub-agreement funded under
this grant award.
G . All Geographic Information Systems data produced or collected as a part of this grant
funded project must comply with the NPS Cultural Resource Spatial Data Transfer
Standards . Please contact the AHPP for more information .
XI. DEVELOPMENT PROJECTS
A. Any development project funded through this award must obtain appropriate permits
from the City, including approval from the local Historic District Commission, if the
project falls within a local ordinance district and the Commission has jurisdiction.
B. Work funded by this grant award cannot be claimed under the Federal Historic
Preservation Tax Incentives Program. City and any potential subgrantees should
consult with their attorneys or financial advisors about tax or other consequences of
this award or its conditions on project financing.
C. Approvals of project work by AHPP for this grant project are independent of and may
not be substituted for the review and approval of any project or matter under any
other AHPP or National Park Service program.
XII. LIMITATION OF LIABILITY
AHPP assumes no responsibility with respect to accidents, illness or claims arising out of
any work performed under a sub-grant supported project. The City is expected to take
necessary steps to insure itself and its personnel and students and to comply with the
applicable local, State , or Federal safety standards, including those issued pursuant to the
National Occupational Safety and Health Act of 1970 (see 20 CFR Part 1910).
XIII. PROJECT CANCELLATION
Approved projects may be canceled for one or more of the following reasons:
A. The City requests project cancellation.
B. The City fails to pursue project work in a timely fashion or fails to adequately pursue
project objectives in a manner likely to ensure completion of the grant project or
substantial spend-down of the grant award within the grant term.
C. Project work or project administration is found not to be in conformance with
conditions as stated in the grant agreement and appendices.
XIV . AMENDMENTS
This agreement may be amended upon written request and approval by both parties .
8
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
XV. APPENDICES
The following appendices are hereby incorporated into this agreement by this reference .
A. Historic Resources Survey & Documentation
B. National Register of Historic Places Nominations
C. Design Guideline s & Preservation Plans
D. Rehabilitation Work to Historic Properties
E. Other Consultant Contracts & Products
F. SOI Professional Qualifications Standards
9
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
SIGNATURES
Scott Kaufman
Agency Director, AHPP
State Historic Preservation Officer
1100 North Street
Little Rock, Arkansas 72201
Date
10
City of Fayetteville Signature
Name (printed)
Title
Date
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
APPENDIX A: Historic Resources Survey & Documentation
The production of surveys or resurveys 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 survey and
documentation services funded under this agreement includes duties and tasks as
described in this appendix.
b. The City will submit a copy of any proposed RFQ, RFP, or other bid solicitation
for a project funded under this agreement to AHPP prior to publication of the
announcement or request for review and approval and will not publish such
announcement or request until comments been received from AHPP. A copy of the
final announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review,
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP. A copy of the final executed contract will be
provided to AHPP.
d. The City will contact the AHPP National Register staff to consult on the
advisability of historic sites survey work in the proposed area, proposed
boundaries for the survey work, etc., prior to engaging a contractor for survey
work funded under this agreement.
e. The City will ensure that the contractor responsible for survey and documentation
services funded under this agreement meets the Secretary of the Interior's
Professional 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.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
B.) CONTRACTOR'S RESPONSIBILITIES
a. 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
Resources Forms , photography requirements , mapping , and compilation of the
finished product.
b . Prior to commencing any work under the contract , the Contractor, regardless of
the date of his or her last training , must contact the AHPP National Register &
Survey staff to determine whether changes to required historic site survey
procedures have changed since the contractor last attended a training . If the AHPP
National Register & Survey staff determines that the Contractor 's attendance at an
additional training class is advisable , the contractor must attend a training class on
the procedures required for historic sites surveys prior to the initiation of any
fieldwork under the contract.
c. The contractor must comply with the standards and procedures set forth in the
AHPP Survey Manual in carrying out the contract work and in completion of the
final product. A copy of this manual will be provided by AHPP upon request.
d. The contractor must design and complete the survey and produce a survey report
in accordance with the National Park Service Historic Preservation Fund Grants
Manual Chapter 6, Section H , 2a-e and 3b and/or d as applicable and the
Secretary of the Interior's Standards for Identification for Intensive Surveys (see
at Identification Guidelines (U.S. National Park Service) (nps.gov)). The survey
report should, at minimum , contain the following elements :
1. Survey methodology
11. A brief historic context specific to the area surveyed
111. A brief overview of historic resource types within the area surveyed
1v. Maps outlining the boundaries of the area surveyed
v . Tables li sting 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.
v1. Maps locating properties by resource number and address
v11. Language collected on Arkansas Architectural Resources Forms should be
provided with the survey report in an organized , sortable, searchable,
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
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. 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 that appear to
have occurred since its construction .
g. The contractor will take color digital photographs of each resource in the field . At
the very minimum the photographs should show all facades of each building . In
addition , representative streetscape photographs will be provided by the
Contractor. These photographs will be submitted with the final survey product in
both electronic and print form . All photography must be credited either on the
survey form or in the survey report.
h. To ensure efficient production of a quality product and to reduce the burden of
repeated reviews, in projects involving inventory and documentation of more than
30 properties, the contractor will provide drafts of at least 10 completed Arkansas
Architectural Resources Forms to the AHPP National Register & Survey staff for
review prior to completion and submittal of all Arkansas Architectural Resources
Forms. AHPP staff will review draft forms and return comments to the contractor
within 14 business days ofreceipt of the draft forms.
1. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of carrying out the historic
site survey or form completion , including but not limited to archival research, and
photographs , to AHPP on request.
J . The contractor 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.
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.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
m. 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 digital
copie s of the survey report and forms to AHPP.
C.) AHPP RESPONSIBILITIES
a. AHPP will provide Arkansas Architectural Resources Forms and Ancillary
Structures Forms to the contractor as neces sary 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 project
completion.
d. AHPP will provide a one-day training class at the AHPP offices in Little Rock on
the procedures required for historic site surveys. This class will train the
contractor in the proper and thorough completion of Arkansas Architectural
Resources Forms , photography requirements , mapping, and compilation of the
finished product.
e. AHPP will provide technical assistance to the contractor as necessary for project
completion.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
APPENDIX B: National Register of Historic Places Nominations
The production of nominations of historic structures , sites, etc., for listing on the National
Register of Historic Places 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 services funded
under this agreement includes duties and tasks as described in this 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 request for review and will not publish such
announcement or request until approval has been received from AHPP. A copy of
the final announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP. A copy of the final executed contract will be
provided to AHPP.
d. The City will contact the AHPP National Register staff to consult on the
advisability of preparation and submission of National Register of Historic Places
nominations prior to engaging a contractor for preparation of nominations funded
under this agreement.
e. The City will ensure that the contractor responsible for survey and documentation
services funded under this agreement meets the Secretary of the Interior's
Professional Qualification Standards (see Appendix F) in History and/or
Architectural History and/or, when applicable , Archaeology or Historic
Landscape Architecture.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
f. The City will ensure that all milestones and work deadlines incorporated into its
agreement with the Contractor are con sistent with those outlined in the applicable
CLO 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 . It is required that the contractor complete a National Register of Historic Places
nomination form for the historic property or properties in compliance with all
applicable AHPP or National Park Service standards and guidance for nomination
form completion .
b . The contractor will take color digital photos of the historic property in the field . In
the case of a proposed historic district, representative streetscape photos will be
provided by the Contractor. All photographs submitted must meet the National
Park Service standards in the "National Register Photo Policy Factsheet."
c. The contractor will label all photographs to be included with the completed
National or Arkansas Register of Historic Places nomination according to the
National Park Service instructions , including credits for all included photographs.
d . The contractor will also need to locate the property on a United State s Geological
Survey Map and provide UTM coordinates for the historic property or district.
e . The contractor will be responsible for on-site presentation of information
sufficient to fully support a recommendation for or against listing of the proposed
historic district or property to the AHPP State Review Board at the earliest
meeting following completion and staff approval.
f. Any contractor who has not submitted an accepted National Register of Historic
Place s form in the last five (5) years must attend a training class on completing
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
National or Arkansas Register of Historic Places nomination forms. This one-day
class, at the offices of AHPP, will train the contractor in the proper and thorough
completion of National Register of Historic Places nomination forms,
photography requirements, mapping, and compilation of the finished product.
g. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of preparing the
nomination, including but not limited to property data, databases, archival
research, and photographs, to AHPP on request.
h. The contractor 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.
1. The contractor must be able to comply with deadlines and provide initial and
completed nominations by the dates set forth in the contract between the City and
the Contractor.
J. The contractor will provide his or her own transportation and any equipment
necessary to completion of the nomination forms and presentation to the Arkansas
State Review Board.
k. The contractor must work outside in extreme temperatures and provide proper
attire for the weather conditions.
1. The contractor will perform all services and provide all materials to be produced
under the contract in consultation with AHPP.
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m . The contractor will conduct meetings with AHPP as required to complete the
project.
n. The contractor will provide one full-color printed final clean copy nomination and
attachments , including digital photographs, and one digital copy of any
nominations created to the City and three full-color printed copies of the final
clean copy nomination and attachments , including digital photographs, and two
digital copies of any nominations to AHPP.
C.) AHPP RESPONSIBILITIES
a. AHPP will provide access to any previously completed architectural resource
forms in its possession for all buildings included in the contract for services.
b. AHPP will provide a one-day training class at the AHPP offices in Little Rock
contractor on the proper and thorough completion of National Register of Historic
Places nomination forms, photography requirements, mapping, and compilation
of the finished product.
c. AHPP will provide technical assistance to the contractor as necessary for project
completion.
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Contract -Appendix D
APPENDIX C: Design Guidelines & Preservation Plans
Preparation of design guidelines and/ or preservation plans 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 services funded
under this agreement include duties and tasks as described in this 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 request for review and will not publish such
announcement or request until approval has been received from AHPP. A copy of
the final announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review
prior to execution of the contract and will not execute the contract until approval
has been received from AHPP. A copy of the final executed contract will be
provided to AHPP.
d . 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.
e. The City will submit a draft copy of the design guidelines to AHPP for review,
comments, and approval prior to printing, and will not give final approval to the
product or proceed with final printing of the document until approval has been
received by AHPP.
f. The City will ensure that any contractor engaged to prepare design guidelines
funded under this agreement meets the Secretary of the Interior's Standards for
Professional Qualifications (see Appendix F) as an Architectural Historian, a
Historic Preservation Planner, or a Historic Preservationist with experience
equivalent to one or both those professions. Any contractor engaged to prepare a
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Citywide Survey -Phase 2
Contract -Appendix D
preservation plan must be qualified as a Historic Preservation Planner or a
Historic Preservationist with experience equivalent to a Preservation Planner.
B. CONTRACTOR'S RESPONSIBILITIES
a. The contractor will design and complete a preservation plan or plans, when
applicable, in accordance with the Secretary of the Interior's Standards and
Guidelines for Preservation Planning (see at Preservation Planning Standards
(U .S. National Park Service) (nps.gov)).
b. The contractor will draft design guidelines, when applicable, that include, at
mm1mum:
1. A summary of the City's ordinances, procedures, and bylaws relating to
work regulated by the City's Historic District Commission;
11. Maps describing the boundaries of any local or National Register historic
districts in which work is regulated under authority of the Arkansas
Historic Districts Act, AC.A. § 14-172-201, et seq., and local
ordinance.
111. A list of addresses within such historic districts;
1v. A history of the City as it provides historic context for any such local
historic districts, National Register of Historic Places districts, or the City
as a whole;
v. An overview of the architectural styles prevalent in the local historic
districts within the period of significance as described in the most recent
historic resources survey and/or nomination previously approved by the
City's Historic District Commission;
v1. The text of the Secretary of the Interior's Standards for Rehabilitation, as
codified at 36 CFR 68.
vn. Illustrated design guidance addressing appropriate rehabilitation of and
additions to historic structures and sites and construction or development
of appropriate infill structures and sites that addresses all historic
architectural styles, periods, and methods of construction specific to the
local districts.
c. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of preparing work product
on any project funded through this grant agreement, including but not limited to
property data, databases, archival research, and photographs, to AHPP on request.
d. The contractor will grant the City, the State of Arkansas, and the United States of
America a royalty-free, non-exclusive and irrevocable license to publish,
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
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.
e . The contractor must be able to comply with deadlines and provide initial and
completed deliverables by the dates set forth in the contract between the City and
the Contractor.
f. The contractor will provide one full-color printed final clean copy of the design
guidelines and/or preservation plan and attachments and one digital copy of the
design guidelines and/or preservation plan and attachments created to the City and
one full-color printed copies and one digital copy to AHPP.
g. The contractor will include proper credits or citations for all photographs included
with final project deliverables.
C. AHPP RESPONSIBILITIES
a. AHPP will provide access to survey files and copies of previous survey work as
necessary for project completion.
b . AHPP will provide access to any nominations or other background research or
information relevant to the project as necessary for project completion
City of Fayetteville
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Contract -Appendix D
APPENDIX D: Rehabilitation Work to Historic Properties
Projects for rehabilitation work to historic properties 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 services funded
under this agreement includes duties and tasks as described in this 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 request for review and will not publish such
announcement or request until approval has been received from AHPP. A copy of
the final announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP. A copy of the final executed contract will be
provided to AHPP.
d. 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.
e . Architects/Engineers/Contractors must have the requisite experience and training
in historic preservation or relevant field to oversee investigation, design and
project work, as determined in consultation with AHPP. See Appendix F.
f. The City will submit plans and specifications to AHPP for all proposed work that
is part of any project funded by this grant that would make any material alteration
in any feature of any property listed on or eligible for listing on the National
Register of Historic Places , either individually or as a contributing feature in a
district. The City will not begin any such work until approval has been granted by
AHPP.
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Contract -Appendix D
1. A site plan that has the north direction clearly marked
11. A city/county map with the site of the property clearly labeled
m. Set of plans and specifications for the project
1v. Photographs (or digital images) of all exterior elevations of the building or
site , with views identified and oriented and keyed to the site plan.
v . Interior photographs of all major rooms and tho se involved in the project,
labels , and keyed to a floor plan
v1. Any additional information that will better enable a technical review of the
project to be completed like historic photographs , historic structure
reports , building studies , etc .
g . The City will ensure that the Contractor perform s all work in compliance with the
plans , milestones , and specifications as approved by AHPP.
h . All projects must comply with the Americans with Disabilities Act , the
Architectural Barriers Act , and the Rehabilitation Act of 1973.
1. All products and projects must comply with the applicable Secretary of the
Interior's Standards for Rehabilitation. The Standards are :
J. A property shall be u sed for its historic purpose or be placed in a new use that
requires minimal change to the defining characteristics of the building and its site
and environment.
k. The historic character of a property shall be retained and preserved. The removal
of historic materials or alteration of features and spaces that characterize a
property shall be avoided .
1. Each property shall be recognized as a physical record of its time , place , and use .
Changes that create a fal se sense of hi storical development , such as adding
conjectural features or architectural elements from other building s, shall not be
undertaken.
m. Most properties change over time; those changes that have acquired historic
significance in their own right shall be retained and preserved .
n. Distinctive features , finishes , and construction techniques or examples of
craftsmanship that characterize a property shall be preserved.
o. Deteriorated historic features shall be repaired rather than replaced. Where the
severity of deterioration requires replacement of a distinctive feature, the new
feature shall match the old in design, color, texture , and other visual qualities and ,
City of Fayetteville
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Contract -Appendix D
where possible, materials. Replacement of missing features shall be substantiated
by documentary, physical, or pictorial evidence.
p. Chemical or physical treatments, such as sandblasting, that cause damage to
historic materials shall not be used. The surface cleaning of structures, if
appropriate, shall be undertaken using the gentlest means possible.
q. Significant archeological resources affected by a project shall be protected and
preserved . If such resources must be disturbed, mitigation measures shall be
undertaken .
r. New additions, exterior alterations , or related new construction shall not destroy
historic materials that characterize the property. The new work shall be
differentiated from the old and shall be compatible with the massing , size , scale ,
and architectural features to protect the historic integrity of the property and its
environment.
s. New additions and adjacent or related new construction shall be undertaken in
such a manner that if removed in the future, the essential form and integrity of the
historic property and its environment would be unimpaired.
B . CONTRACTOR'S RESPONSIBILITIES
a. The Contractor will perform all work in compliance with the plans and
specifications as approved by AHPP.
b. All products and projects must comply with the applicable Secretary of the
Interior's Standards for Rehabilitation. The Standards are :
c. A property shall be used for its historic purpose or be placed in a new use that
requires minimal change to the defining characteristics of the building and its site
and environment.
d. The historic character of a property shall be retained and preserved. The removal
of historic materials or alteration of features and spaces that characterize a
property shall be avoided .
e. Each property shall be recognized as a physical record of its time, place, and use .
Changes that create a false sense of historical development, such as adding
conjectural features or architectural elements from other buildings , shall not be
undertaken .
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
f. Most properties change over time; those changes that have acquired historic
significance in their own right shall be retained and preserved.
g. Distinctive features, finishes , and construction techniques or examples of
craftsmanship that characterize a property shall be preserved.
h . Deteriorated historic features shall be repaired rather than replaced . Where the
severity of deterioration requires replacement of a distinctive feature , the new
feature shall match the old in design , color, texture , and other visual qualities and ,
where possible, materials . Replacement of missing features shall be substantiated
by documentary, physical, or pictorial evidence .
1. Chemical or physical treatments , such as sandblasting, that cause damage to
historic materials shall not be used . The surface cleaning of structures, if
appropriate , shall be undertaken using the gentlest means possible .
J. Significant archeological resources affected by a project shall be protected and
preserved. If such resources must be disturbed, mitigation measures shall be
undertaken.
k. New additions, exterior alterations , or related new construction shall not destroy
historic materials that characterize the property. The new work shall be
differentiated from the old and shall be compatible with the massing , size, scale ,
and architectural features to protect the historic integrity of the property and its
environment.
1. New additions and adjacent or related new construction shall be undertaken in
such a manner that if removed in the future, the essential form and integrity of the
historic property and its environment would be unimpaired.
m. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of preparing work product
on any project funded through this grant agreement, including but not limited to
property data, databases , archival research , and photographs, to AHPP on request.
n. The contractor 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.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
o. The contractor must be able to comply with deadlines set forth in the contract
between the City and the Contractor.
p. The contractor must erect a project sign acknowledging the assistance of the
Department of the Interior, the National Park Service, the Department of Arkansas
Heritage , and the AHPP at the project site. This sign will be provided by the
AHPP.
C. AHPP RESPONSIBILITIES
a. AHPP will provide access to any previously completed architectural resource
forms or architectural plans in its possession for all buildings included in the
contract for services.
b. AHPP will review and approve or comment on all plans and specifications
submitted by the City within 14 business days of submission of plans and
specifications that allow for a clear and complete understanding of the scope and
detail of the project.
c. AHPP will provide technical assistance to the contractor as necessary for project
completion.
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Citywide Survey -Phase 2
Contract -Appendix D
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
a . The City will ensure that any request for proposals (RFP), request for
qualifications (RFQ), or other bid solicitation and any contract for services funded
under this agreement includes duties and tasks as described in this contract and
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 request for review and will not publish such
announcement or request until approval has been received from AHPP or seven
(7) business days have elapsed since the date on which the proposed
announcement or request has been received by AHPP. A copy of the final
announcement or request and proof of its publication or transmission to qualified
professional will be provided to AHPP.
c. The City will submit a copy of any proposed contract and the name and vita of the
contractor selected for services funded under this agreement to AHPP for review,
prior to execution of the contract, and will not execute the contract until approval
has been received from AHPP or seven (7) business days have elapsed since the
date on which the proposed contract has been received by AHPP. A copy of the
final executed contract will be provided to AHPP. All milestones and deadlines
between the City and Contractor must be consistent with those outlined in the
CLG Grant Agreement. Adjustment of these milestones must have advance AHPP
approval.
d . 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.
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.
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Citywide Survey -Phase 2
Contract -Appendix D
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 Historic
Buildings, and 10) Historic Preservation Professional Qualification Standards.
B. CONTRACTOR'S RESPONSIBILITES
a. The contractor 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.
b. The contractor will provide copies of any ancillary work product or information
compiled or generated by the contractor in the course of carrying out the contract,
including but not limited to archival research, and photographs, to AHPP on
request.
c. The contractor 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.
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.
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Citywide Survey -Phase 2
Contract -Appendix D
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 project
completion .
d . AHPP will provide access to other AHPP files to the contractor as necessary for
project completion .
e. AHPP will provide technical assistance to the contractor as necessary for project
completion.
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D
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 , June 20) in response to
amendments in the National Historic Preservation Act, but were not formally adopted for federal
regulatory purposes. See https://www.nps.gov/articles/s ec-standards-prof-quals.htm for more
information.
The 1997 revisions update the professional qualification standards written in 1983 and add
definitions for seven other historic preservation disciplines that appear in the National Historic
Preservation Act.
The 1997 version also provides guidance on how to measure qualifying credentials that was
lacking in the 1983 Standards. In the 1997 version, this information is provided in a standardized
format that provides examples of the academic degrees, work and academic products, and
professional activities that would qualify a professional in a particular discipline.
Because the 1997 Standards give the clearest description of the current understanding of what a
qualified professional is in each of the disciplines described in the National Historic Preservation
Act, AHPP uses them as guidance on judging the qualifications of contractors or consultants
working on projects funded by AHPP's CLG grant agreements. It is important to note that these
are not intended to be requirements for ALL consultants or contractors working on a project , lead
as well as entry-level. However, each project must contain a person in a lead, responsible project
role with the requisite expertise .
City of Fayetteville
Citywide Survey -Phase 2
Contract -Appendix D