Historic Resources Survey
City of Russellville Historic Commission
To view the request in its entirety please go to russellvillearkansas.org and click on the link for Bid Postings.
I. Brief Description
The City of Russellville, through its Historic District Commission (RHDC), is seeking qualified professional services to conduct a historic resources survey of a portion of the Old Town Neighborhood. It is located in an area roughly bounded by South Glenwood Avenue on the west, 8th Street on the south, Boulder Avenue on the east and West 4th Street on the north. There are approximately 89 properties in the survey area. A map of the area to be surveyed is attached as Appendix A (available on our website or by request)
The City has made every effort to use industry-accepted terminology in this solicitation and clarify use of the following acronyms and references:
- AHPP Arkansas Historic Preservation Program
- UTM Universal Transverse Mercator coordinate system
- Secretary of the Interior's Standards for Identification for Intensive Surveys
- Secretary of the Interior's Historic Preservation Professional Qualification Standards
(see Appendix B - available on our website or by request)
III. Scope of Services
To add to the inventory of surveyed architectural resources within the City of Russellville.
To contract with an historic preservation consultant to conduct an architectural resource survey on a portion (approximately 89 structures) of the Old Town Neighborhood to produce Arkansas Architectural Resource Forms for all properties and a survey report to meet all of the requirements as set forth in the grant agreement between the City of Russellville and the Division of Arkansas Heritage, Arkansas Historic Preservation Program, Certified Local Government Grant Agreement 20-CLG-09, funded by a Historic Preservation Fund Grant (P20AF00005) administered by the National Park Service.
Documentation and submission of the architectural resource survey forms and survey report with the highest quality and in a timely manner.
The contractor shall meet the Secretary of the Interior's Historic Preservation Professional Qualification Standards in Architectural History. (see Appendix B -available on our website or by request)
IV. Contractor's Responsibilities
- 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.
- 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.
- 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.
- 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. The survey report should, at minimum, contain the following elements:
- Survey methodology
- A brief historic context specific to the area surveyed
- A brief overview of historic resource types within the area surveyed
- Maps outlining the boundaries of the area surveyed
- Tables listing addresses or other location information of properties surveyed, resource numbers supplied by AHPP, and data relevant to evaluation of National Register eligibility, such as date of construction, property condition and architectural integrity, vacant lots, etc.
- Maps locating properties by resource number and address
- Language collected on Arkansas Architectural Resources Forms should be provided with the survey report in an organized, sortable, searchable, digital format, such as a database, spreadsheet, GIS data, or similar data file.
- The contractor must complete an Arkansas Architectural Resources Form and provide site plans for each resource in the field.
- 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 obvious changes to the building that appear to have occurred since its construction.
- 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.
- The contractor will provide UTM coordinates for each property.
- 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 of receipt of the draft forms.
- 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.
- 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.
- The contractor must be able to adhere to set deadlines and provide initial and completed surveys by the dates set forth in contract documents.
- The contractor will provide own transportation and equipment.
- For resurvey work, a copy of the previous survey form must be attached to the new survey form for each property.
- 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.
V. Evaluation Criteria for Selection of Contractor
The objective is to select the most qualified contractor that best meets the needs of the City. To accomplish this objective, the Russellville Historic District Commission (RHDC) will evaluate each submission based on the following:
- Professional education/credentials 40 Points
- Experience with projects of a similar nature 20 Points
- Sample of work on similar project 20 Points
- References 20 Points
- 100 Points Total
Upon selection of the most qualified candidate the Mayor will be notified for execution of a contract for services.
VI. Project Funding and Payment Schedule
Currently, $12,000.00 has been designated for this project. Payment will be disbursed by the City of Russellville based on the project schedule and the following milestones as stipulated in the 20-CLG-09 Certified Local Government Grant Agreement.
- At least ten (10) completed Arkansas Architectural Resources Forms for properties in the district will be submitted to AHPP for review on or before November 1, 2020.
- A draft of the completed Arkansas Architectural Resources Forms for all properties in the Old Town Neighborhood and a survey report will be submitted to AHPP for review on or before January 30, 2021.
- Final Arkansas Architectural Resources Forms for all properties in the district and a final survey report will be submitted to AHPP on or before April 15, 2021.
VII. Instructions for Submission of Qualifications
To be considered for this contract the respondent must furnish five (5) hard copies of a letter of interest and qualifications and one (1) digital copy in Adobe Acrobat PDF, in flash drive or CD format, and submit to:
Russellville Historic District Commission
c/o Sara Jondahl, City Planner
220 N. Knoxville Avenue
Russellville, Arkansas 72801
Responses shall be received by 5:00 pm local time on July 31, 2020. Responses received after this deadline will not be considered. Questions regarding this request may be directed to Sara Jondahl via email to firstname.lastname@example.org (use RFQ Question as the subject of an email), or by phone at (479) 498-7766.
The project is open to all qualified historic preservation consultants regardless of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability.