John Lee Webb House - Consultant for Rehabilitation of the Historic

REQUEST FOR PROPOSALS (RFP)
Historic John Lee Webb House
Cultural Tourism Strategy, Historic Preservation Planning & Organizational Capacity
Building Consultant
Issued By:
People Helping Others Excel By Example (P.H.O.E.B.E.)
403 Pleasant Street
Hot Springs, Arkansas 71901
Funding Source:
Community Development Block Grant (CDBG)
City of Hot Springs, Arkansas
U.S. Department of Housing and Urban Development (HUD)
Maximum Contract Amount:
Not to Exceed $10,000
RFP Issue Date:
July 31, 2026
1. INTRODUCTION
People Helping Others Excel By Example (P.H.O.E.B.E.) invites qualified consultants to
submit proposals to provide professional planning and technical consulting services for
the Historic John Lee Webb House located at 403 Pleasant Street in Hot Springs, Arkansas.
The selected consultant will assist PHOEBE in developing a comprehensive Cultural
Tourism Strategy, Historic Preservation Planning recommendations, and Organizational
Capacity Building Plan that will guide the future preservation, programming, partnerships,
fundraising, and long-term sustainability of the Historic John Lee Webb House.
This project is funded through the U.S. Department of Housing and Urban Development
(HUD) Community Development Block Grant (CDBG) Program administered by the City of
Hot Springs.
This procurement shall be conducted in accordance with applicable federal procurement
requirements contained in 2 CFR Part 200, applicable HUD regulations, and the
procurement requirements established by the City of Hot Springs.
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Project Intent
This planning e(cid:431)ort is intended to establish a strategic framework that positions PHOEBE
and the Historic John Lee Webb House for the successful completion of the historic
preservation rehabilitation project, expansion of cultural tourism initiatives, organizational
capacity building, and long-term operational sustainability. The resulting plan should
provide a practical roadmap that supports future capital investment, grant funding,
strategic partnerships, and implementation activities.
2. PROJECT BACKGROUND
P.H.O.E.B.E. (People Helping Others Excel By Example) is a nonprofit organization
dedicated to preserving African American history, culture, architecture, and heritage in
Garland County, Arkansas.
The Historic John Lee Webb House, located at 403 Pleasant Street, is a contributing
resource within the Pleasant Street Historic District, listed on the National Register of
Historic Places. PHOEBE acquired the property in 2014 to preserve one of Hot Springs'
most significant African American historic resources and transform it into a center for
education, preservation, heritage tourism, and community engagement.
Upon completion of the rehabilitation project, the Historic John Lee Webb House is
envisioned as the future home of:
* The Uzuri Project Youth Institute
* African American Oral History Archives
* Community Meeting and Conference Space
* Heritage Tourism Programming
* Educational Exhibits
* Cultural and Historic Preservation Activities
The consultant's work under this Request for Proposals will support PHOEBE's long-term
planning e(cid:431)orts by developing practical recommendations that strengthen organizational
capacity, expand cultural tourism opportunities, identify funding strategies, and establish
an implementation roadmap for future preservation and operational activities.
The planning e(cid:431)ort is intended to position the John Lee Webb House for future
implementation funding, preservation investments, and long-term sustainability.
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No construction, architectural design, engineering, environmental review, or physical
rehabilitation activities are included within this contract.
3. SCOPE OF SERVICES
The selected consultant shall provide professional planning and technical consulting
services to assist PHOEBE in preparing a practical strategic planning framework for the
Historic John Lee Webb House.
The consultant's work shall focus on preparing written recommendations and
implementation strategies that will serve as a roadmap for future preservation, operations,
partnerships, programming, fundraising, and long-term sustainability.
The consultant's services shall include, at a minimum, the following:
A. Organizational Assessment
Evaluate PHOEBE's current organizational capacity, existing resources, strengths,
opportunities, and organizational needs that support the successful operation of the
Historic John Lee Webb House.
B. Historic Preservation Planning
Develop practical recommendations supporting the continued rehabilitation, preservation,
interpretation, and future use of the Historic John Lee Webb House.
Recommendations should address, as appropriate:
* Preservation priorities
* Historic interpretation
* Visitor experience
* Programming opportunities
* Collections planning
* Future rehabilitation priorities
C. Cultural Tourism Strategy
Prepare recommendations that strengthen the Historic John Lee Webb House as a cultural
tourism destination.
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Recommendations should consider:
* Heritage tourism opportunities
* Visitor engagement
* Marketing strategies
* Community partnerships
* Regional tourism opportunities
* Economic development opportunities
* Destination branding
D. Organizational Capacity Building
Develop recommendations that strengthen PHOEBE's organizational capacity through
practical strategies addressing:
* Governance
* Board development
* Volunteer engagement
* Organizational sustainability
* Partnership development
* Strategic planning
* Operational readiness
E. Community Engagement
Identify opportunities to engage community stakeholders through interviews, meetings,
surveys, or other appropriate methods to gather input that supports future planning and
implementation.
F. Funding Strategy
Prepare recommendations identifying opportunities for future investment and
organizational sustainability, including:
* Federal funding opportunities
* Arkansas grant opportunities
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* Foundation funding
* Corporate partnerships
* Individual donor strategies
* Membership opportunities
* Earned revenue concepts
The funding strategy should identify practical opportunities that support implementation of
the Historic John Lee Webb House vision over the next several years.
4. DELIVERABLES
The selected consultant shall provide the following deliverables in accordance with the
project schedule established during contract negotiations.
Deliverable 1 - Project Work Plan
Within fifteen (15) calendar days of receiving the Notice to Proceed, the consultant shall
submit a Project Work Plan that includes:
* Project schedule
* Major milestones
* Proposed stakeholder engagement activities
* Communication plan
* Schedule of meetings with PHOEBE
The Project Work Plan shall serve as the guide for completing the planning project.
Deliverable 2 - Draft Strategic Planning Report
The consultant shall prepare and submit a Draft Strategic Planning Report for review by
PHOEBE.
The draft report shall summarize project findings, preliminary recommendations, and
proposed implementation strategies for discussion prior to preparation of the final report.
PHOEBE will review the draft and provide comments within an agreed-upon review period.
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Deliverable 3 - Final Strategic Planning Report
Upon completion of the review process, the consultant shall submit a Final Strategic
Planning Report, which shall include:
1. Executive Summary
2. Organizational Assessment
3. Historic Preservation Recommendations
4. Cultural Tourism Strategy
5. Organizational Capacity Building Plan
6. Funding Strategy
7. Implementation Roadmap
8. Recommended Next Steps
The Final Strategic Planning Report shall provide practical, implementable
recommendations that support future preservation, organizational growth, cultural
tourism, fundraising, and long-term sustainability of the Historic John Lee Webb House.
5. BUDGET
The total amount available under this contract shall not exceed Ten Thousand Dollars
($10,000)
Consultants are encouraged to propose a scope of work that maximizes the value of the
available funding while providing practical, implementable recommendations that support
PHOEBE's long-term organizational and preservation goals.
Payment shall be made on a reimbursement basis in accordance with the executed
Professional Services Agreement and the requirements of the City of Hot Springs
Community Development Block Grant (CDBG) Program.
6. CONTRACT PERIOD
The anticipated contract period is approximately September 2026 through December 2026.
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Work shall not begin until:
* The consultant has been selected;
* A Professional Services Agreement has been executed by both parties;
* The procurement has been reviewed, as applicable, by the City of Hot Springs; and
* PHOEBE has issued a written Notice to Proceed.
The consultant shall complete all work within the timeframe established in the executed
Professional Services Agreement.
7. PROCUREMENT TIMELINE
The following schedule is provided for planning purposes. PHOEBE reserves the right to
modify these dates as necessary.
Item Date
RFP Issued July 31st, 2026
Questions Due August 14th, 2026
Proposal Due August 26nd, 2026 - 2:00 PM CST
Consultant Selection August 31st, 2026
Contract Execution Subject to City of Hot Springs procurement review
Notice to Proceed Approximately September 2026
8. PROPOSAL REQUIREMENTS
Consultants interested in providing these professional services shall submit one (1)
electronic proposal that includes the following information:
A. Cover Letter
A letter signed by an authorized representative of the consulting firm that includes:
* Consultant's legal name
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* Business address
* Telephone number
* Email address
* Name and title of the primary contact person
* Statement expressing interest in providing the requested services
B. Firm Qualifications
Provide a brief description of the firm, including:
* History of the firm
* Areas of expertise
* Years in business
* Relevant experience providing similar consulting services
C. Project Experience
Describe the firm's experience with projects similar in scope, including experience with:
* Historic preservation planning
* Organizational capacity building
* Nonprofit strategic planning
* Heritage tourism
* Cultural programming
* Community engagement
* Strategic planning
Include a brief description of no more than five (5) similar projects completed within the
past five years.
D. Project Approach
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Provide a narrative describing the consultant's understanding of the project and proposed
approach to completing the Scope of Services.
The narrative should describe how the consultant will develop practical recommendations
and implementation strategies that support the future preservation, programming,
partnerships, fundraising, and long-term sustainability of the Historic John Lee Webb
House.
E. Proposed Work Schedule
Provide a proposed project schedule identifying major milestones and anticipated
completion dates.
F. Project Team
Identify the personnel who will perform the work.
Include:
* Name
* Title
* Role on the project
* Relevant experience
Resumes may be attached as an appendix.
G. References
Provide a minimum of three (3) professional references for projects similar in scope.
Include:
* Organization
* Contact Person
* Title
* Telephone Number
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* Email Address
* Description of Services Provided
H. Cost Proposal
Provide a proposed fee for completing the Scope of Services.
The cost proposal should include:
* Total proposed fee
* Hourly rates, if applicable
* Estimated hours
* Reimbursable expenses (if any)
The total proposed cost shall not exceed $10,000.
9. SUBMISSION INSTRUCTIONS
Proposals shall be submitted electronically in PDF format no later than the date and time
identified in the Procurement Timeline.
Proposals shall be emailed to:
CEO & Founder
People Helping Others Excel By Example (P.H.O.E.B.E.)
Email: cheryl@theuzuriproject.org
Subject Line: Historic John Lee Webb House Capacity Building Consultant Proposal
Late proposals may not be considered.
Consultants are responsible for ensuring that proposals are received prior to the
submission deadline.
10. QUESTIONS REGARDING THIS SOLICITATION
Questions regarding this Request for Proposals shall be submitted in writing no later than
the date identified in the Procurement Timeline.
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