Historic Preservation Design Guidelines for Commercial Buildings

REQUEST FOR PROPOSAL
CITY OF WARRENSBURG
102 SOUTH HOLDEN STREET
WARRENSBURG, MISSOURI 64093
PROPOSAL CLOSING: April 17, 2026, 11:00 a.m.
DATE OF PROPOSAL: March 18, 2026
CONTACT PERSON: Kristin Dyer, City Planner
PHONE NUMBER: 660-747-9135
PROPOSAL HEADING: HISTORIC PRESERVATION DESIGN GUIDELINES FOR
COMMERCIAL BUILDINGS
By order of the City Manager of the City of Warrensburg, Missouri, sealed project proposals will
be received in the Office of the City Clerk, Municipal Building, 102 South Holden Street,
Warrensburg, Missouri 64093, for HISTORIC PRESERVATION DESIGN GUIDELINES FOR
COMMERCIAL BUILDINGS until 11:00 a.m., local time, April 17, 2026. Sealed proposals may be
mailed to City Clerk, Municipal Building, 102 South Holden Street, Warrensburg, Missouri 64093,
and must be marked HISTORIC PRESERVATION DESIGN GUIDELINES FOR COMMERCIAL
BUILDINGS. Electronic proposals may be submitted by email to cityclerk@warrensburg-mo.com.
The email subject line must read HISTORIC PRESERVATION DESIGN GUIDELINES FOR
COMMERCIAL BUILDINGS SUBMISSION, and the proposal must be attached to the email in a
PDF file format only. No other file type or format will be accepted. No late, incomplete, or fax
submissions shall be accepted. Failure to follow these procedures may result in the
disqualification of the consultant from the RFP process at the discretion of the City. Proposals
received late will be rejected and returned to the proposer unopened.
BACKGROUND INFORMATION
In 2024, the adopted Warrensburg Historic Preservation Plan recommended the Historic
Preservation Commission (HPC) develop an illustrated set of design guidelines to be an
educational resource for property owners seeking information on the proper maintenance and
preservation of their historic commercial buildings. The design guidelines are also a long-term
solution for the City, as they can be used to evaluate Certificate of Appropriateness applications
when local landmarks and historic districts are designated. The design guidelines are intended to
assist the HPC, Warrensburg Main Street, and property owners in understanding the best
practices and procedures for meeting the Secretary of the Interior's Standards.
This project is funded through a Historic Preservation Fund Grant on a 60/40 ratio, with 60% of
the project cost coming from federal funds and 40% of the project cost provided by local match.
This material was produced with assistance from the Historic Preservation Fund,
administered by the National Park Service, Department of the Interior, of the U.S.
Government, and Missouri Department of Natural Resources, State Historic Preservation
Office. 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 Department of Natural Resources, State Historic
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 1

Preservation Office, nor does the mention of trade names or commercial products
constitute endorsement or recommendation.
PROJECT DESCRIPTION
The City of Warrensburg desires to contract with a qualified consultant who meets the Secretary
of the Interior's Professional Qualifications for an architectural historian to develop Historic
Preservation Design Guidelines for Commercial Buildings. The new design guidelines will be used
to protect the irreplaceable historic character of the City of Warrensburg and provide guidance for
historic property owners on the maintenance, care, and treatment of their buildings.
The design guidelines shall be applicable citywide to all commercial buildings 50 years or older,
excluding those located on the University of Central Missouri campus. Currently, there are no
design guidelines for Warrensburg, and there are two local landmarks and no local historic
districts. It is intended that future local historic districts or local landmarks would adopt the design
guidelines when they are designated.
The new Historic Preservation Design Guidelines for Commercial Buildings will illustrate the
design review criteria required in Section 27-176 of the Code of City of Ordinances. These design
guidelines will assist those applying for Certificates of Appropriateness (COA) and assist the
members of the HPC in reviewing a COA for approval. They will also help city staff and elected
officials understand the city's expectations for issuing a COA when required for a locally
designated property.
SCOPE OF WORK
The consultant will be responsible for completing the Historic Preservation Design Guidelines for
Commercial Buildings and other materials necessary, as defined in the "Deliverables" section.
The consultant is also responsible for completing any additional research and documentation as
necessary. The attached milestones contain approximate dates that correspond to the FY25
Historic Preservation Fund Grant. The start and end dates of the project cover two City of
Warrensburg budget years. The services of the City Planner will be available on a limited basis
(20 hours) to the selected consultant, and the City Planner will serve as the local liaison and
project manager.
DELIVERABLES
All project work, if applicable, must meet the Secretary of the Interior's "Standards and
Guidelines for Archeology and Historic Preservation". Submission materials for the initial
submission and any revisions will be submitted to the State Historic Preservation Office (SHPO)
in one packet. The City and HPC will have an opportunity to review and comment on milestone
products concurrently with SHPO's review, and any comments will be submitted with the
corresponding milestone to the SHPO. The following products are required deliverables:
* A Historic Preservation Design Guidelines for Commercial Buildings for the City of
Warrensburg. The consultant shall complete all revisions requested by the SHPO's
Historic Preservation Fund Grants Manager and the City. The design guidelines shall
include the following information:
The design guidelines shall include sections for, but not necessarily be limited to,
o
the rehabilitation of commercial buildings, buildings to be constructed as infill on
empty lots and signs (both fixed and movable), site planning, street furniture, and
streetscape. They shall also include information on the maintenance, repair, and
replacement of materials, as well as guidance on new construction.
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 2

* Consultant will work with the HPC to identify the special character of Warrensburg's
historic commercial buildings. The consultant shall work with the HPC while drafting an
illustrated history that identifies significant characteristics and features and how they
may be treated under the guidelines.
* Develop a public outreach strategy, including creation of print and digital materials (e.g.,
social media graphics, newspaper display ads, website content, and other
communication tools) to effectively engage the community. The City Planner will assist
with public outreach and implementation.
* Drafts of the new design guidelines at approximately 30% and 70% will be required to be
submitted to the City and SHPO for review, comment, and approval.
* Hold a minimum of one initial consultation meeting between City staff and SHPO to
define 30% and 70% milestone submittals.
* At least one month prior to submitting each version (30%, 70% & 100%) of the design
guidelines to City and SHPO, the consultant shall make a presentation to the HPC with
the general public invited. During these presentations, the consultant will actively solicit
ideas to incorporate into the design guidelines and address questions from those in
attendance.
* One training session with the HPC and Warrensburg Main Street on how to use and
interpret the design guidelines within a public meeting. This meeting may be held via
ZOOM.
* The design guidelines and any other documentation shall be submitted via e-mail or
Cloud link (Dropbox, OneDrive, etc.) in Microsoft Word format and .pdf copy.
* A digital copy of any maps provided in .jpg format, .pdf format, .kmz file, or .shp file.
Maps in .jpg or .pdf must include a scale, a north arrow, and a legend. The City Planner
will assist with any mapping, as needed.
* A digital copy of any illustrations or photography provided in a .tif file. The City Planner
will assist with any additional photographs, as needed.
* Prepare and present a PowerPoint presentation and any other relevant documentation for
all public meetings.
* Adhere to the attached milestone/payment schedule.
PROPOSALS
Each proposal shall contain at a minimum the following:
A. Name and address of consultant or firm.
B. Key staff assigned to the project, including the identification of those staff
members who meet the requirements of SOI Professional Qualification
Standards.
C. Description and understanding of the project objectives.
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 3

D. Project schedule.
E. Detailed scope of services defining and outlining the proposed elements of work.
F. A detailed list of deliverables to be given to the City at the conclusion of the
project.
G. Services or resources to be supplied by the City and any assumption made in
regards to the City's capabilities.
INSTRUCTIONS
In addition to the requirements set forth in the Proposal section, anyone submitting proposals
shall be responsible for familiarizing themselves and complying with the following instructions.
1. Proposals will be accepted at the Office of the City Clerk until 11:00 a.m., local time,
April 17, 2026. Sealed proposals may be mailed to City Clerk, Municipal Building, 102
South Holden Street, Warrensburg, Missouri 64093, and must be marked HISTORIC
PRESERVATION DESIGN GUIDELINES FOR COMMERCIAL BUILDINGS. Electronic
proposals may be submitted by email to cityclerk@warrensburg-mo.com. The email
subject line must read HISTORIC PRESERVATION DESIGN GUIDELINES FOR
COMMERCIAL BUILDINGS SUBMISSION and the proposal must be attached to the
email in a PDF file format only. No other file type or format will be accepted.
2. If submitting in paper format, proposers shall submit one (1) original and three (3) copies
of their proposal.
3. Proposals submitted without proper identification, incomplete or late shall be rejected.
4. A proposer has the burden to establish that their submittal has been received by the City
Clerk by the deadline. It is the proposer's sole responsibility to verify receipt of the
proposal by the City Clerk.
5. Proposals may be withdrawn at any time prior to 11:00 a.m., local time, April 13, 2026, by
written request from a person authorized to represent the proposer.
6. Proposers shall not be permitted to use to their advantage any omission or error in the
specifications, requirements, or contract documents, and the City reserves the right to
issue new instructions as if originally specified.
7. The right to reject any and/or all proposals, to accept or reject all or any part of a proposal,
and to waive any technicalities in the proposal or accept the one that, in the sole judgment
of the City, will be in the best interest and/or most advantageous to the City, is hereby
expressly reserved by the City.
8. If the proposer is a resident of Warrensburg, or owns property within Warrensburg, the
proposer must be current on all taxes and utility bills owed to the City.
9. In case of default by the proposer, the City shall procure comparable services and hold
the proposer responsible for any excess cost occasioned thereby.
10. Failure to comply with any of the above instructions and general conditions of proposing
may disqualify the proposer at the discretion of the City Manager.
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 4

11. All Requests for Information and/or Interpretation (RFIs) related to this Request for
Proposal must be received no later than the close of business on April 1, 2026. Such RFIs
shall be made to Kristin Dyer by e-mail at kristin.dyer@warrensburg-mo.com. If required,
an addendum will be published and sent to all parties in receipt of this Request for
Proposal addressing all RFIs no later than the close of business on April 8, 2026.
12. The Consultant whose Proposal is selected for the Project will be required to enter into
an agreement with the City of Warrensburg in the form attached hereto, which is in
compliance with the City of Warrensburg's now existing standards for contracts with
consultants. Any and all modifications or amendments to said agreement shall be
subject to the approval of the City Counselor.
13. Items listed below will be required by the proposer that is selected and must be provided
prior to execution of the agreement with the City.
A. Affidavit of Compliance with the federal work authorization program and a copy of
the proposer's E-Verify memorandum of understanding.
B. Certificate of Insurance for General and Professional Liability in the amounts
listed in the attached Consultant Services Agreement.
C. Conflict of Interest Form.
D. Certification of Bidder Form.
E. Signed Consultant Services Agreement.
14. All proposals will constitute an irrevocable offer to perform services as proposed for a
period of 90 days and may be accepted by the City any time within 90 days from opening
of proposals.
15. A portion of the funds for this project have been received through a grant from the Missouri
Department of Natural Resources, State Historic Preservation Office and the U.S.
Department of the Interior, National Park Service. Proposers shall be required to fully
cooperate with representatives from those agencies and the City of Warrensburg to
ensure compliance with all requirements and policies of said grant. A copy of said
requirements and policies are attached to this Request for Proposals.
SELECTION AND CRITERIA FOR EVALUATION
Selection of a consultant will be made at the discretion of the City of Warrensburg, which reserves
the right to accept or reject any and all proposals. All submissions or parts thereof become
property of the City of Warrensburg.
The following items will be considered in making a selection of the preservation consultant, though
they may not be equally weighed in the review process:
1. Experience, skills and qualifications
2. The merits of the Proposal including scope of work and approach for addressing the tasks
3. Timeline and proposed schedule
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 5

4. Customer relations, responsiveness, and timeliness
5. Ability to devote sufficient time and resources to this project in relation to existing
assignments
6. References and prior experience with similar work
7. Firm's proximity, history of activity in the Warrensburg area, and economic impact to the
local economy
8. Applicants must meet Federal Code of Regulations (36 C.F.R. Part 61, Appendix A)
requirements for preservation professionals.
A selection committee will review the Proposals and then select a consultant to develop a final
scope of services and negotiate a fee. If an agreeable fee is not reached with the first consultant,
the City may then repeat the process with the second-rated consultant until an agreement is
reached.
Request for Proposals - Historic Preservation Design Guidelines for Commercial Buildings - pg. 6

MILESTONE/SCHEDULE
City of Warrensburg, Missouri
Design Guidelines Project No. P25AF10712-009
Starting Date: January 15, 2026
Ending Date: April 30, 2027
Milestone Product Date Due
#1 Draft RFP and/or RFQ submitted to the HPF Grant Manager or their 02/27/2026
designee before the bid process is initiated.
#2 Documentation of the consultant selection process and a draft of the 05/01/2026
consultant contract prior to signature, submitted to the HPF Grant
Manager or their designee for review and approval.
#3 Copy of signed consultant contract. 05/15/2026
#4 An email documenting the discussion between the consultant, City of 06/05/2026
Warrensburg, and the HPF Grants Manager or their designee;
Documentation of the first public meeting
#5 First Draft of the Design Guidelines (30% Completion); Documentation of 09/04/2026
the First Public Meeting
#6 Second Draft of the Design Guidelines (70% Completion); Documentation 12/18/2026
of the Second Public Meeting
#7 Final Draft of the Design Guidelines; Documentation of the third and final 03/26/2027
public meeting
#8 Link to the Design Guidelines on the City of Warrensburg's website 04/16/2027
#9 Submission of final project report and fiscal data. 05/01/2027

CONSULTING SERVICES AGREEMENT
THIS AGREEMENT dated this ____ day of__________, 2026, by and between the City
of Warrensburg, (herein "City") and ______________________________(herein "Consultant").
IN CONSIDERATION OF the performance of the services rendered under this
Agreement and payment for such services, the parties agree to the following:
1. Services - As authorized by the City in writing, the Consultant shall provide the
City professional services for the benefit of the City as set forth in specific Requests for Proposals
and Proposals and Scopes of Work submitted by the Consultant and accepted by the City, and the
Consultant shall provide the City, as applicable, with the services, reports, studies, surveys, plans,
specifications, and other work outlined. Consultant agrees to provide all such services in a timely
manner as established by the City in writing for each assigned project, or in the absence of the
designation, within a reasonable time after receipt of City directives. Consultant agrees to provide
services by and through qualified personnel under standards and conditions generally accepted by
professionals in the field or occupations for which services are provided. Services shall be provided
based only upon the Scope of Services described or by any additional proposals provided to the
Consultant by the City or City's representative, or a written proposal for services which is approved
by the City in writing. No work shall be performed nor shall compensation be paid for Consultant
work performed without a City-approved written proposal for professional services. Proposals for
additional services shall be in written form and shall be specifically responsive to the criteria
provided by the City. All work performed by the Consultant, based upon City-approved proposals
submitted by the Consultant, shall be subject to the terms and conditions of this agreement unless
otherwise specifically agreed upon by the City and Consultant in writing. All proposals for work
submitted by the Consultant to the City for work shall at a minimum contain the following:
1.1 Scope of Services - Each proposal for services shall contain a detailed description
of work to be performed by the Consultant. When the City provides the Consultant
with a written and/or graphic request for proposal, the Consultant's proposal shall
be responsive to the request with the same or greater level of specificity required
by the request for proposal. The Consultant shall specifically identify services
which are included as basic services and those services which are excluded from
basic services in the proposal. Services which the Consultant does not identify as
excluded from basic services under the proposal and which are necessary for
successful completion of the work in the judgment of the City shall be presumed to
be a part of basic services under the proposal. If a request for proposal requires the
Consultant to provide optional services, the Consultant's proposal shall respond to
the options requested or provide reasons why the Consultant cannot provide or
respond to the request for optional services. By submitting a response to the RFP,
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the Consultant agrees to the terms of the City's Consultant Services Agreement.
1.2 Creation of Contract Documents - Consultant shall not, without the express
written permission of the City, draft and/or create any contract documents, except for
technical specifications and plans, for any project that the Consultant is assigned.
Consultant shall not be compensated for any contract documents drafted or created which
are in violation of this provision. In the event that Consultant is asked to draft and/or create
contract documents by the City, then said contract documents must be in compliance with
the City's existing contract standards for public projects and no compensation shall be
provided to the Consultant for contract documents which fail to meet the City's standards.
1.3 Time for Completion - Each proposal for services shall contain a detailed
description of the estimated time to complete each task or item of work to be performed by
the Consultant under the proposal. When the City provides the Consultant with a written
and/or graphic request for proposal, the Consultant's proposal shall be responsive to any
request for estimated or maximum completion times for work with the same or greater level
of specificity required by the request for proposal unless otherwise specified in a specific
proposal. When the City's request involves design work, Consultant shall allow at least
five weeks in its schedule for the City to complete a review of the Consultant's work.
Review shall be as follows: at 25% completion, one week, at 50% completion, two weeks
and at 95% completion, three weeks. When the City's request for services involves
evaluation and reporting on existing structures, review periods are not required.
1.4 Compensation - Each proposal for services shall state the basis of compensation
on either: (1) an hourly fee plus expense basis with a statement of a maximum
compensation to be charged, or (2) a lump sum payment of compensation for all work to
be performed, or, (3) a payment based upon unit prices. Proposals for compensation for an
hourly fee plus expense basis shall provide detailed time and expense estimates to support
a maximum contract amount to be charged and shall be consistent with the hourly rates,
unit prices and reimbursement rates made as part of this agreement by reference in
paragraph two (2) below. When the City or City's representative requests the Consultant to
provide work on an hourly fee plus expense basis, the Consultant's proposal shall be
responsive to the request and shall not propose payment on another basis unless otherwise
authorized. Unit price proposals shall identify and estimate the quantity of units as a part
of the proposal when they can be identified and estimated, or as necessary in response to a
particular request for proposal requesting such information. Each proposal for services
shall also state a proposed payment schedule at a frequency no greater than monthly in
such amounts as are consistent with the amount of work to be performed and billed.
Reimbursable expenses proposed shall be specifically identified and estimated as a part of
the proposal with a statement of the maximum amount to be charged unless the City's
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request for proposal specifies otherwise.
1.5 Signatures - Consultant proposals for services under this agreement shall be signed
and dated by the Consultant or an authorized representative of the Consultant (as applicable)
and shall be considered binding offers to contract open for acceptance by the City for an
indefinite duration unless limited in the proposal or withdrawn prior to acceptance by the
City. All proposals for services under this agreement shall be on forms approved by the
City; use of the signature block shown in this agreement on a proposal for services shall be
considered an adequate signature block. In the absence of a form provided by the City, the
signature block shall contain a signature line for the City of Warrensburg by the City
Manager and a signature line for attestation by the City Clerk. In addition, the signature
block shall contain a line for insertion of the date the proposal is approved by the City.
2. Compensation - In consideration for the Consultant's provision of services under
this agreement, the City agrees to compensate the Consultant for services rendered in
accordance with the hourly rates, unit prices and reimbursement rates for expenses set forth
in the proposal for the project for which compensation is sought. No increases in the rates
and charges set forth in the proposal shall be permitted without the written authorization of
the City. Payments shall be made within thirty (30) days of receipt of invoice by the City.
Invoices shall be submitted periodically as mutually agreed upon by the City and
Consultant, or in the absence of such agreement, upon completion of the work constituting
the task or project for which services are provided. Invoices for services on an hourly fee
plus expense basis shall individually describe the task or project by name, show hours
expended by classes of personnel in increments of not less than one-half hour and rates
applied, as well as describe work performed during the invoice period; reimbursable
expenses shall be itemized. Invoices for services performed on a unit price basis shall
identify the task or project by name, identify and quantify units charged for services during
the invoice period. Invoices for services on a lump sum basis shall identify the task or
project by name and the invoiced amount. Periodic invoices shall not exceed the amounts
permitted in the Consultant's proposal approved by the City. When periodic requests for
payment are made, they shall only reflect charges for work already complete. City may
retain five percent (5%) of any partial payment pending final completion of the contract
services to correct any deficiencies in performance. The City reserves the right to withhold
payment for inadequately documented invoices until documented as required herein. The
City further reserves the right to withhold payments for unperformed work or work not
performed on a timely basis in accordance with the Consultant's proposal when delays in
performance of services are not attributable to the City, or as a result of a billing dispute
between the City and Consultant. No penalty shall be assessed to City for such amounts
withheld until after any dispute is resolved in Consultant's favor.
3. City Responsibilities - City agrees to furnish Consultant with all current and
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