HOLMES ST ARCHITECTURAL SURVEY

CITY OF FRANKFORT
DEPARTMENT OF PLANNING AND COMMUNITY DEVELOPMENT
REQUEST FOR PROPOSALS
HISTORIC AND ARCHITECTURAL SURVEY - HOLMES STREET PHASE II
RFP# 22526002-70
The City of Frankfort, Kentucky, Department of Planning and Community Development, is soliciting
competitive, sealed responses from qualified consultants or consulting firms for the purpose of
conducting a survey of approximately 85-95 properties. The properties are located in an area adjacent
to an eligible National Register district previously identified as part of a federally funded project. The
purpose of the survey is to finalize the boundaries for this district and continue to summarize the survey
data and relevant history of the area for use in public engagement and a potential National Register
nomination in the future.
All proposals must be turned in to the Office of Purchasing Division, City Hall, 315 West Second Street,
Frankfort, KY no later than 2:00 p.m. EST on on the date of Bid Opening (October 15, 2026). Questions
on the RFP can be submitted to the Office of the Purchasing Division no later than 4:30 p.m. on
October 8, 2026.
Responses cannot be accepted at any other location. Responses must be received by the designated
date and time and none will be considered thereafter. All proposals, information, and specifications
regarding this RFP are available from the City of Frankfort Office of Purchasing Division. Respondents are
advised to clearly mark the proposal with the RFP number and description listed above. The City of
Frankfort, Kentucky is not responsible for the premature opening of, or the failure to open, a sealed
response not properly addressed or identified.
ELECTRONIC RESPONSES: Electronic Responses submitted through DemandStar will also be accepted for
this project. Responses must be signed and submitted in same required format. Submit one (1)
electronic copy if using DemandStar. After uploading your Response, responders are encouraged to
verify the successful upload of the document. Responses must be received by the designated date and
time and none will be considered thereafter. Responses will be prepared per the specifications detailed
within the RFP documents which are available at no charge with registration through DemandStar
(https://www.demandstar.com/registration) or a copy can be obtained in the Office of the Purchasing
Division, City Hall, 315 West Second St., Frankfort, KY.
The City of Frankfort reserves the right to reject any and all proposals received, and to select that
response which it determines to be in its best interest. The responses will be reviewed and evaluated by
a selection committee according to evaluation factors established in this RFP, including each
respondent's relevant knowledge and experience in the elements described in the scope of services
requested and the ability to undertake and complete the project in a timely manner.
Angie Disponette, Purchasing Agent
City of Frankfort
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SECTION ONE: INTRODUCTION AND BACKGROUND
The City of Frankfort is accepting sealed responses from qualified individuals or firms to provide
consulting services related to the historic and architectural survey in a neighborhood adjacent to the
Holmes Street corridor in accordance with the terms and conditions set forth in this Request for
Proposals and any other term and condition in any contract subsequently awarded. A proposal shall be
selected by through recommendation by the selection committee, who will review each response,
considering the evaluation factors identified in this Request for Proposals and any other factors that it
considers relevant to serving the best interest of the City of Frankfort, and as specified in this Request
for Proposals.
The City of Frankfort was designated as a Certified Local Government in 1985. Since that time, the city
has continued to work toward the identification, evaluation, designation, and protection of our
significant historic resources through architectural survey, National Register designations, and local
design review in our adopted historic zones. In 2021/2022, the City received federal transportation
funding in the form of a RAISE (Rebuilding American Infrastructure with Sustainability and Equity) grant
to begin planning for a Complete Streets project along the Holmes Street Corridor. As part of the
cultural and environmental review conducted by Palmer Engineering for the project, over 300 sites were
surveyed and two eligible National Register districts were identified, "Holmes Street East" and "Holmes
Street West." The Kentucky Heritage Council (State Historic Preservation Office, or SHPO) concurred
with the eligibility determinations.
The City is carrying out the plans for the corridor in phases, as funding becomes available. The first
phase of the project includes the eligible "Holmes Street West" District. The Planning & Community
Development Department began the necessary survey work outside of the original Area of Potential
Effect to better identify the boundaries for this eligible district and begin engagement with property
owners regarding the benefits of such a designation. Most of the properties in the proposed survey
area (165-175 total) were surveyed in 2007. The previous determinations of eligibility are no longer
relevant and a re-evaluation must take place before boundaries for a potential district can be accurately
determined. In late 2025 through June 2026, the City utilized a Certified Local Government (CLG)
subgrant from the Kentucky Heritage Council to resurvey 80 of these properties. This work was carried
out by HMB Professional Engineers, LLC, and the summary report for the project can be found on the
city website: https://www.frankfort.ky.gov/DocumentCenter/View/5008/FINAL_HolmesStWest
The City has been awarded a second CLG grant to survey the remaining 85-95 properties. This RFP is
for Phase II, and the proposed project budget, inclusive of any travel and all other ancillary expenses,
including field work, completion, and final editing of the 85-95 survey forms; determination of the
final boundaries for the potential district; expanding on the existing summary report; and obtaining
SHPO concurrence on the eligibility of the finalized boundaries as an eligible National Register District
should not exceed $37,500.00.
The respondent must offer a detailed proposal and timeline for completion. The timeline must
include language which honors the following deadlines: initial project meeting with Planning &
Community Development staff within 30 days of executing a contract; initial research and draft survey
forms completed and submitted to the Historic Preservation Officer (HPO) for review and comment by
February 15, 2027; revised draft survey forms along with draft survey summary report delivered to
the Survey Coordinator at the Kentucky Heritage Council (SHPO) on April 15, 2027; a public
presentation on the final results of both phases of the survey in May 2027; and final submission of
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complete survey forms with all incorporated edits/revisions and final summary report to HPO and
SHPO no later than June 10, 2027.
A respondent shall be selected through recommendation by the selection committee, who will review
each response, considering the factors identified in this RFP and any other factors that it considers
relevant to serving the best interests of the City of Frankfort, and as specified in the Request for
Proposals.
SECTION TWO: DEFINITIONS
For the purposes of this document, the following terms shall be defined as follows:
"Selection Committee" The selection review committee is composed of the
Director of the Planning and Community Development
Department, Senior Planner, Grants Manager, and the
Historic Preservation Officer.
"Contract" The document containing the terms and conditions of
this Request for Proposal and any other terms and
conditions that the parties require.
"Days" Calendar days, unless otherwise specified.
"Effective Date" The date the last party signs the Contract that is
awarded as a result of this Request for Proposal.
"Interested Party" A person or entity that obtains a copy of the Request
for Proposal from the City of Frankfort, Office of
Purchasing Division.
"Respondent" or "Offeror" Any person or entity who has the capability in all
respects to perform fully the requirements contained in
this Request for Proposal, and submits a response to
this Request for Proposal.
"Response" The written submission by an Offeror to this Request for
Proposals.
"RFP" This Request for Proposals, including all exhibits
Referenced in this document and all other documents
Incorporated by reference.
"Staff" Employees of the City of Frankfort contributing to or
overseeing this project.
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"Good Standing" Having all fees, including penalty and interest charges,
relating to employee wages and business net profits,
paid in full with appropriate reporting forms filed in the
office of the City Occupational License Division.
SECTION THREE: PROCEDURES AND GENERAL CONDITIONS
A. SUBMITTALS
All proposals must be submitted to the Office of Purchasing Division, City Hall, 315 West Second
Street, Frankfort, KY no later than 2:00 p.m. EST on the date of Bid Opening (October 15, 2026).
Questions on the RFP can be submitted to the Office of the Purchasing Division no later than 4:30
p.m. on October 8, 2026.
Responses cannot be accepted at any other location. Responses must be received by the designated
date and time and none will be considered thereafter. All proposals, information, and specifications
regarding this RFP are available from the City of Frankfort Office of Purchasing Division.
Respondents are advised to clearly mark the proposal with the RFP number and description listed
above. The City of Frankfort, Kentucky is not responsible for the premature opening of, or the failure
to open, a sealed response not properly addressed or identified.
ELECTRONIC RESPONSES: Electronic Responses submitted through DemandStar will also be
accepted for this project. Responses must be signed and submitted in same required format. Submit
one (1) electronic copy if using DemandStar. After uploading your Response, responders are
encouraged to verify the successful upload of the document. Responses must be received by the
designated date and time and none will be considered thereafter. Responses will be prepared per
the specifications detailed within the RFP documents which are available at no charge with
registration through DemandStar (https://www.demandstar.com/registration) or a copy can be
obtained in the Office of the Purchasing Division, City Hall, 315 West Second St., Frankfort, KY.
B. COSTS AND COMMITMENTS
This RFP does not commit the City of Frankfort to award a contract to any Respondent or to pay any
costs incurred in the preparation or mailing of a Response.
B. ASSIGNMENTS
Upon award of Contract, all services are to be performed solely by the Contractor and may not be
subcontracted or assigned without the prior written approval and consent of the Director of
Planning & Community Development.
D. RIGHTS RESERVED
The City reserves the right to the following:
1. Waive minor deficiencies and informalities in Responses;
2. Accept or reject any or all Responses received as a result of this RFP;
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3. Obtain information concerning any or all Respondents from any source;
4. Request an oral interview before the selection review committee from any or all Respondents;
5. Select for Contract negotiation and/or award a Respondent other than that with the highest
score if, in the judgment of the selection committee/Board of Commissioners, the public's best
interest shall be served; and
6. Negotiate with the successful Respondent with respect to any additional terms or conditions of
the Contract.
E. QUESTIONS
Any Interested Party may submit any question regarding this RFP in writing via mail or email to
Angie Disponette at the address given in Section Four under "SUBMITTALS" or at
adisponette@frankfort.ky.gov. All questions are due by October 8, 2026. Phone calls shall not be
accepted. The City shall also send a copy of those questions and answers in writing to any
Interested Party that requests a copy. The City shall determine the method of sending its answers,
which may include regular U. S. Mail, overnight delivery, fax, and e-mail or any combination of the
above. Only written responses or statements from the Office of Purchasing Division shall bind the
City. No other means of communication, whether oral or written, shall be construed as an official
response or statement from the City of Frankfort.
F. CONTRACT TERM AND TERMINATION
The term of the awarded Contract shall be for one year from the date of signing, or upon
completion of all contracted services, whichever occurs first, and shall be subject to satisfactory
performance, and at the sole discretion of the City. If the parties mutually agree in writing, the
Contract may be extended until completion of all contracted services. The City may terminate the
Contract in whole or in part whenever the City determines that the termination is in the best
interest of the City. Termination shall be effected by delivery to the Contractor of a written notice
of termination at least fifteen (15) days prior to the date of termination, specifying the extent to
which performance of the Contract is terminated.
G. DISPOSITION OF RESPONSES.
All materials submitted in response to this RFP shall become the property of the City of Frankfort.
One (1) copy of each Response shall be retained for the official files and shall become a public
record after an award is made by the City.
H. RETENTION OF RECORDS.
The successful Respondent shall be required to maintain, for a period of five (5) years from the date
of final payment to the Respondent, all books and records pertaining to this RFP.
I. DISCLOSURE.
In compliance with the Kentucky Open Records Act, trade secrets or proprietary information
submitted by a Respondent in connection with the RFP shall not be subject to public disclosure.
However, the Respondent must invoke this protection prior to or upon submission of the data or
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other material, and must identify the specific area or scope of data or other materials to be
protected and state the reasons why the protection is necessary.
J. APPLICABLE LAWS AND REGULATIONS.
The Respondent shall comply with all applicable laws and regulations of the Commonwealth of
Kentucky, the City of Frankfort Code of Ordinances, and any other rules and regulations, including 2
CFR Part 200 and other federal laws and regulations pertaining to federal grants and agreements,
that apply to this RFP and the contractual documents that may result with the award of a contract.
Any litigation with respect thereto shall be brought in the Courts of the Commonwealth of Kentucky.
K. LOCAL PURCHASING PREFERENCE.
Applicable provisions of the Local Purchasing Preference located in City of Frankfort Code of
Ordinances 38.01 to 38.04 apply to a contract awarded pursuant to this Request for Proposals.
L. INDEMNIFICATION.
Respondent agrees to save, defend, keep harmless and indemnify the City and all of its officers,
departments, agencies, agents and employees from and against all claims, loss, damage injury, fines,
penalties and cost - including court costs and attorney's fees, charges, liabilities, and exposure,
however caused - resulting from, arising out of, or in any way connected with the Respondent's
negligent performance or nonperformance of the terms of this RFP/awarded contract.
SECTION FOUR: SCOPE OF SERVICES
The Offeror shall develop a formal scope of services and timeline to be agreed upon by the city,
which will include at a minimum:
1. An initial meeting (in person or virtually) with the Historic Preservation Officer (HPO) to discuss
the project scope and timeline within 30 days of the execution of the contract. As the field work
and summary report is developed, the Offeror will keep the HPO apprised of progress with
ongoing communication that includes monthly updates by email and/or phone.
2. Early contact and ongoing consultation with the Survey Coordinator and Survey Database
Manager at the Kentucky Heritage Council (KHC). All survey work will need to be conducted in
compliance with KHC Specifications for Conducting Fieldwork and Preparing Cultural Resource
Assessment Reports and the KHC Manual for Completing Survey Forms
(https://heritage.ky.gov/historic-places/resources-survey/Pages/overview.aspx). In addition, all
work must conform to the requirements of the federal Historic Preservation Fund Grants
Manual concerning grant-assisted survey and inventory and must comply with the Secretary of
the Interior's Standards and Guidelines for Identification and Evaluation.
3. Site visits and field work as needed to complete the scope of work.
4. A complete review of the Holmes Street Phase I Historic and Architectural Survey, Frankfort,
Franklin County, Kentucky, Prepared by: Cynthia E. Elmore, MHP; and Codi N. Goodwyn, BA
HMB Professional Engineers, LLC 10320 Watterson Trail Louisville, Kentucky 40299; as well as
the Kentucky Cultural Historic Survey for the Holmes Street Corridor Complete Street
Reconnection Project, Frankfort, Kentucky, Franklin County, KYTC Item No. 5-582, KHC Project
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No. FY 23-5255, Prepared by: Palmer Engineering, December 2023; and other publications that
may be relevant to the project.
5. Archival research, which may include deed research at the Franklin County Clerk's office and
information at the Capital City Museum, among other possible sources.
6. Photographs and mapping as required by the Kentucky Heritage Council to complete the survey
forms.
7. Supplementation and expansion, if needed, to the existing historic context developed during
Phase I by which to evaluate the resources for their eligibility for the National Register of
Historic Places. This context will be included in the summary report.
8. The preparation of a summary report that includes a historic context/history of the
development along Holmes St., a discussion of building types found in the neighborhood and a
summary of the survey data, which will include an evaluation of which buildings in Phase II
should be incorporated into revised boundaries for the Holmes Street West District; as well as a
discussion of the criteria under which the district is eligible for listing, as well as its
recommended period of significance. This summary report should fulfill the requirements of the
National Park Service and Kentucky Heritage Council, while also serving as an educational tool
for property owners in the neighborhood and the greater community.
9. The submission of the initial draft survey forms to the Historic Preservation Officer for review
and comment by February 15, 2027.
10. Incorporation of HPO comments and delivery of draft forms to the Survey Coordinator at KHC by
April 15, 2027. At this time, the HPO and KHC should also receive a draft of the summary report.
11. Present the findings of both Phase I and II of the survey to the neighborhood residents/property
owners, ideally in May 2027. This will be an opportunity to educate about the National Register
of Historic Places and the benefits of designation. This meeting will be conducted together with
Planning & Community Development staff.
12. Final submission of complete survey forms and summary report, incorporating all edits and
comments by HPO and KHC by June 10, 2027.
The final products will be the completed survey forms and summary report in a digital (PDF) format.
SECTION FIVE: CERTIFICATION
Do not reproduce the language of Section Five in the Response. By inclusion and execution of the
Statement provided in Section Six, subsection I, of the RFP, each Respondent certifies that:
A. The Respondent submits this Response without prior understanding, agreement, or connection
with any person or entity submitting a separate Response for the same services. However, any
agreement with a person or entity with whom the Response is jointly filed and such joint filing is
made clear on the face of the response shall be an exception so long as the Response is in all
respects fair and without collusion or fraud.
B. Any material submitted in response to this RFP is a public record pursuant to the Kentucky
Revised Statutes, and subject to examination upon request.
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SECTION SIX: INFORMATION TO BE PROVIDED IN THE RESPONSE
A. GENERAL INFORMATION
1. Provide a brief history of the Respondent, including the year organized, ownership,
affiliated companies and relationships, and the total number of employees. Include
the name of the lead member within the firm who will be responsible for
completing any agreed-upon service.
2. Describe the Respondent's experience providing the services or engaging in
activities as they relate to the work being requested in Section Four of this RFP.
3. Provide the name, job title, address, office and cellular telephone numbers, fax
number, and e-mail address of the lead member with the Respondent's firm.
4. Describe the Respondent's ability to provide the services requested in Section Four
of this RFP immediately upon award of the Contract.
5. Provide information about staffing levels in the required areas as they relate to the
services to be performed and other resources that shall be needed to complete the
services requested in Section Four of this RFP.
6. Identify the services and requirements referenced in this RFP that the Respondent is
unable to fully perform, if any, and state reasons for the same.
7. Provide a statement of any other qualifications or services, which the Respondent
considers to be significant, innovative or otherwise relevant to the completion of
this project.
8. Provide samples from similar jobs, which show the ability to perform the Scope of
Services outlined.
B. WORK PLAN FOR SCOPE OF SERVICES
Describe the Respondent's plan to provide the services requested in Section Four of the RFP.
Include a detailed implementation action plan and include a detailed timeline consistent
with the program production needs, reflecting each phase of review required (i.e., days
needed to review and prepare a written report of findings associated with each task).
C. PAST EXPERIENCE
Provide at a minimum three references for which the Respondent has provided services
similar to those requested in Section Four of the RFP. Include the company name, street
address, contact name, and phone number for these references.
D. QUALIFICATIONS OF PERSONNEL
Respondents must have a project manager that meets the Secretary of the Interior's
Professional Qualifications Standards as required by the use of federal Historic Preservation
Fund monies for this project. Any Respondent not meeting this qualification will be
automatically disqualified. Ancillary research and production staff must have educational
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backgrounds and/or experience (ideally both) in the fields of history, architectural history,
historic preservation or other related fields.
Provide an organization chart and overview of the key individuals (team members), if any,
proposed to be assigned to provide services for the completion of this project. The
overview shall include the following information for each individual:
1. Name of individual, title, and role on this engagement;
2. Office street address, email address, and office and cellular telephone numbers;
3. Total years of experience with this Respondent and other entities, and a list of various
roles and/or duties;
4. Specific qualifications and expertise; and
5. A description of the individuals' educational and professional accomplishments.
E. FEES/COSTS
Provide an itemization of any and all fees to be charged in connection with services
described in Section Four of this RFP. This project is funded in part by a subgrant from the
federal Historic Preservation Fund. The proposed project budget, including travel costs
associated with site visits, should not exceed $37,500.00.
F. BUSINESS STATUS AND REGISTRATION REQUIREMENTS
In order to enter into a contract with the City of Frankfort, the Respondent must be properly
licensed with the City of Frankfort to do business. If the Respondent is already licensed, all
of their applicable license accounts must be in "good standing" with the City. Inquiries can
be directed to the City's License Division at (502) 352-2079.
G. CONFLICTS, GRATUITIES AND KICK-BACKS PROHIBITED
The City of Frankfort adheres to the provisions of KRS 45A.455, paragraphs (1) through (5)
relative to conflicts of interests, gratuities, kick-backs and use of confidential information in
all bid/RFP offerings.
H. INSURANCE
The selected Respondent shall obtain at its own expense, and maintain for the term of the
contract, occurrence form commercial general liability and commercial professional liability,
including coverage for all owned, hired, and non-owned automobiles, for the protection of
the contractor, the City, its Commission, officers, agents, volunteers, and employees. Such
coverage shall be primary and non-contributory. Coverage shall include personal injury,
bodily injury, including death, and broad form property damage, including loss of use of
property, occurring in the course of or in any way related to the Contractor's operations, in
an amount not less than $1,000,000 combined single limit per occurrence and $2,000,000
aggregate. Such insurance shall name the city as an additional insured. The selected
Respondent, its subcontractors, if any, and all employers providing work, labor, or materials
under this Contract, who are subject employers under the Kentucky Workers' Compensation
Law, shall comply with the law, which requires them to provide workers compensation
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coverage. Out-of-state employers must provide workers' compensation coverage for their
workers. Professional Liability shall include coverage for a single limit per occurrence of
$1,000,000 and general aggregate of $2,000,000. All policies will provide for not less than
thirty (30) calendar days' written notice to the City before they may be canceled. Prior to
commencing work under an executed contract, and thereafter upon request, the
Respondent shall furnish the City certificates of insurance and necessary endorsements
evidencing the effective dates, amounts.
I. CERTIFICATION STATEMENT
The following shall be repeated/included in the Respondent's proposal and signed by an
individual authorized to bind the Respondent. Failure to include and provide a manual
signature of the certification statement shall result in a rejection of the Response.
"I agree to abide by all conditions of the RFP and certify that all information provided in this
Response is true and correct, that I am authorized to sign this Response for the Offeror and
that the Offeror is in compliance with all the requirements of the RFP, including, but not
limited to, the certification requirements stated in Section Five of this RFP."
Authorized Signature
Printed Name and Title
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