RFP2026-112 Historic Resources Survey Update Phase I

REQUEST FOR PROPOSAL
RFP NO. 2026-112
HISTORIC RESOURCES SURVEY UPDATE, PHASE I
PROPOSAL DUE: OCTOBER 19, AT 3:00 PM
CITY OF TYBEE ISLAND, GEORGIA
BRIAN WEST, MAYOR
MICHAEL "SPEC" HOSTI , MAYOR PRO TEM CAM JACKSON
NICK HALE NICK SEARS
TONY PLOUGHE KATHRYN WILLIAMS
DOCUMENT CHECK LIST
The following documents are contained in and made a part of this Request for Proposal, and are
required to be submitted with the Proposal. It is the responsibility of the Proposer to read, complete
and sign, where indicated, and return these documents with his/her proposal. FAILURE TO DO
SO MAY BE CAUSE FOR DISQUALIFICATION OF THE PROPOSER.
INTRODUCTION
SPECIFICATIONS AND REQUIREMENTS
INSTRUCTIONS TO PROPOSERS
GENERAL INFORMATION
INSURANCE REQUIREMENTS
EVALUATION CRITERIA
ATTACHMENTS: A. SIGNATURE SHEET; B. CONTRACTOR AFFIDAVIT; C. SAVE
AFFIDAVIT; D. VENDOR INFORMATION; E. PROPOSAL SHEET; F. CHECKLIST
SEPARATE ATTACHMENTS:
1. EXHIBIT A - PROJECT AREA MAPS
2. EXHIBIT B - PROJECT TIMELINE SCHEDULE
INTRODUCTION
The City of Tybee Island is seeking proposals from qualified consultants to complete Phase I of
an update to the City of Tybee Island Historic Resources Survey. The project will be financed in
part with funds from the National Park Service, through a Historic Preservation Fund Grant,
administered by the Georgia Historic Preservation Division (HPD).
Project Overview: The City of Tybee Island's Historic Resources Survey was last completed in
2016-2017. The purpose of this project is to update the City's inventory of historic resources to
reflect current conditions, document resources that have reached historic age since the previous

survey, and provide accurate and current information to support the City's historic preservation
planning efforts.
Phase I will focus on the southern portion of Tybee Island and is anticipated to document up to
500 historic resources constructed prior to 1986. The final number of resources will be confirmed
through the initial reconnaissance survey. The project will include a windshield survey, public
outreach, background research, comprehensive field survey, GNAHRGIS data entry, mapping,
and preparation of a final Historic Resources Survey report.
Project Area: The project will take place on Tybee Island within the southern portion of the island
as identified in the Phase I project boundary. This area contains a concentration of historic
residential, commercial, civic, and other resources representing the historical development and
architectural character of Tybee Island. Up to 500 historic resources constructed prior to 1986 are
anticipated within the project area, with the final resource count and survey area to be confirmed
through the initial reconnaissance survey. See EXHIBIT A for the Phase I project area map.
Sealed proposals must be received by 3:00PM local time, on October 19, 2026. The City of
Tybee Island reserves the right to reject any or all proposals.
METHOD OF AWARD: If the City of Tybee Island awards a contract as a result of this RFP, it will
be awarded to the responsible proposer deemed able to provide the best value for the City. The
award will be based on price among other factors as specified in this RFP. The City reserves the
right to select the proposer which best meets the City's goals and objectives, needs, budget
constraints, and quality levels, as well as its educational and service level expectations. The City
reserves the right to award a contract to one or multiple vendors, and for one or all specifications.
The city will not agree to any proposal or contract that will limit the contractor's obligation to pay
only up to the amount of the fee to be charged.
Signature of proposer indicates understanding and intended compliance with the terms of this
request, the requirements herein, and any subsequent award or contract. All specifications,
conditions, and representations made in this request will become an integral part of the contract.
Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse
the proposer, in whole or in part, for any costs associated with preparation, submission, or
presentation of proposals.
Instructions for preparation and submission of a proposal are contained in this RFP package. Please
note that specific forms for submission of a proposal are required.
The City of Tybee Island has an equal opportunity purchasing policy to assure all procurement
procedures are conducted in a manner that provides maximum open and free competition. The City
seeks to ensure that all segments of the business community have access to supplying the goods
and services needed by the City. The City provides equal opportunity for all businesses and does
not discriminate against any persons or businesses regardless of race, color, religion, age, sex,
national origin, or handicap.
The City of Tybee Island is seeking a proposal package for services or materials equal to or
exceeding specifications set forth on the attached pages. Those not meeting these standards will
be rejected.
All responses, inquiries, or correspondence relating to, or in reference to, this RFP, and all reports,
charts, displays, schedules, exhibits, and other documentation by the proposers will become the
property of the City when received. The City retains the right to use any or all ideas presented in
any response to this RFP, whether amended or not. Selection or rejection of the proposal does not
affect this right.

All persons awarded and/or entering into contracts with the City of Tybee Island shall be subject
to and required to comply with all applicable City, State, and Federal provisions pertaining to non-
discrimination, Equal Employment Opportunity, Affirmative Action, and the Americans with
Disabilities Act (ADA).
The City of Tybee Island Historic Resources Survey Update, Phase I, which is the subject of a
Historic Preservation Fund Grant, is being financed with assistance from the Historic
Preservation Fund, administered by the National Park Service, U.S. Department of the Interior,
through the Historic Preservation Division of the Georgia Department of Community Affairs. Any
opinions, findings, conclusions, or recommendations expressed in this project are those of the
author(s) and do not necessarily reflect the views or policies of the Department of the Interior or
the Georgia Department of Community Affairs, nor does the mention of trade names, commercial
products, or consultants constitute endorsement or recommendation by these agencies. This
program receives Federal financial assistance for identification and protection of historic
properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation
Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the
Interior prohibits discrimination on the basis of race, color, national origin, age, gender, or
disability 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, N.W., Washington,
D.C. 20240.
SPECIFICATIONS AND SCOPE OF WORK
The project's scope of work is to be conducted in five phases:
Windshield Survey
* Before the comprehensive field survey begins, the consultant will conduct an initial
reconnaissance, or "windshield," survey of the project area, along with preliminary
background research.
* The windshield survey is anticipated to require approximately two to three days and will
provide a general understanding of:
Community building types and character;
o
General development patterns and periods;
o
Types and distribution of existing historic properties;
o
Community landmarks;
o
Tentative building typologies; and
o
Areas of potential significance beyond the current period of significance.
o
* During the windshield survey, historic resources constructed prior to 1986 will be
identified and tabulated, and their locations will be marked on a community base map.
Existing historic resources, including buildings, structures, sites, objects, and landscape
features, will be identified to establish the final resource count and guide the more
intensive comprehensive field survey.
* Up to 500 resources constructed prior to 1986 are anticipated to be included in Phase I,
with the final count to be established through the reconnaissance survey.

Public Outreach
* The consultant will assist the City in conducting public outreach related to the Historic
Resources Survey update.
* At least one public meeting or town hall will be conducted prior to the comprehensive
field survey to introduce the project, explain the purpose and process of the survey, and
provide an opportunity for residents and property owners to share information and ask
questions.
* The consultant will coordinate with City staff and the Tybee Island Historic Preservation
Commission (HPC) regarding public outreach activities and materials.
Background Research
* Background research will include a review of pertinent recorded information available
through the City of Tybee Island, Chatham County, Georgia Historic Preservation
Division (HPD), Georgia Historical Society, Library of Congress, University of Georgia
resources, Ancestry.com, and other appropriate repositories and archival sources.
* Existing historic resource survey documentation for Tybee Island will be collected and
reviewed. Online resources, including the GNAHRGIS database and National Register of
Historic Places records, will also be reviewed to identify previously surveyed resources
and designated historic properties.
* This information will be compiled and used to update existing survey records and prepare
documentation for resources that have not previously been identified or surveyed.
* Research will also be used to identify dates of construction, historic and current uses, and
alterations to individual resources. Building permits, building permit registers, city
directories, Sanborn Fire Insurance Maps, historic maps, photographs, aerial imagery,
and other available records will be used where appropriate to establish construction dates,
building materials, historic uses, and changes over time.
Comprehensive Field Survey and GNAHRGIS Data Entry
* The Phase I comprehensive field survey is anticipated to document up to 500 historic
resources, with the exact number to be determined following completion of the
windshield survey.
* Historic buildings, structures, sites, objects, and landscape features within the Phase I
survey area will be documented, including previously surveyed resources requiring
updated information.
* Survey information will be collected in the field and entered into the Georgia Natural,
Archaeological, and Historic Resources Geographic Information System (GNAHRGIS)
online database in accordance with current Georgia Historic Preservation Division
standards and requirements.
* Each surveyed resource will be identified geographically and will include a minimum of
two photographs per resource.
* Field survey and GNAHRGIS data entry will be completed incrementally throughout the
project period. The consultant will coordinate with the City and HPD regarding required
progress benchmarks, review of GNAHRGIS entries, and any corrections or additional
documentation required.
* GNAHRGIS data entry shall be completed prior to submission of the first draft of the
Historic Resources Survey Report.
Historic Resources Survey Report and Map
* The consultant will prepare a Historic Resources Survey Report outlining the methods
and results of the reconnaissance survey, background research, comprehensive field
survey, and GNAHRGIS documentation.
* Background research completed as part of the project will be incorporated into a broader
historical overview and developmental context for the Phase I survey area.
* At a minimum, the Survey Report will include:
Executive Summary
o
Project Description
o

Summary of Previous Preservation Projects
o
Survey Methodology and Results
o
Developmental History
o
Architectural Analysis
o
Recommendations for Future Preservation Activities
o
Historic Resources Table
o
Survey Map outlining the survey area and results
o
* The final Survey Map shall identify the survey area, legal parcels, street names, and
surveyed resources keyed to their GNAHRGIS resource identification numbers.
All project work shall conform to the Secretary of the Interior's Standards for Archaeology and
Historic Preservation, including the Standards for Preservation Planning and Standards for
Identification, as well as applicable Georgia Historic Preservation Division survey standards and
requirements.
Community input and perspective are important to the conduct of the project. Public outreach
will give the community opportunities to learn about the survey, stay informed about project
progress, and provide historical information and input that may help document historic resources.
PROJECT TIMELINE AND KEY DELIVERABLES
The project is expected to start upon contract award, but not later than January 1, 2027. It shall
be completed by March 31, 2028. Each phase has specific timelines and key deliverables as
summarized in the table below. Timelines and due dates are not negotiable. Note that elements of
some phases may run concurrently with other phases. See EXHIBIT B for detailed information
on the project's activities, deliverables, and timelines.
Performance
Phase Phase Title Key Deliverables Due Date*
Period
Windshield Survey;
confirmed Phase I survey
Windshield 1/1/2027 -
1 area and historic resource 1/15/2027
Survey 1/15/2027
count; preliminary resource
map
Town Hall Forum
Meeting(s) and associated
1/1/2027 - Prior to field
2 Public Outreach public outreach conducted
3/1/2027 survey (TBD)
prior to comprehensive field
survey.
Compilation and review of
previous surveys, historic
Background 1/1/2027 - records, maps, archival
3 3/31/2027
Research 3/31/2027 materials, construction
dates, historic uses, and
alterations
Field documentation of up
Comprehensive to 500 historic resources;
Field Survey & 3/1/2027 - minimum of two
4 9/30/2027
GNAHRGIS 9/30/2027 photographs per resource;
Data Entry completed GNAHRGIS
data entry

Preliminary Draft Survey 12/1/2027
Report and Map
Second Draft Survey Report
2/1/2028
Survey Report & 10/1/2027 - and Map incorporating
5
Map 3/31/2028 review comments
Final Survey Report and
Map; physical and digital
copies; final project
3/31/2028
materials
* Due dates are the dates that the deliverable is due to the City's Grant Administrator for the
project. With the exception of the entry of GNAHRGIS data, only the City's Grant Administrator
for the project or their designee is authorized to submit deliverables to the Georgia Department of
Community Affairs Historic Preservation Division.
The consultant shall provide the City with the following final project deliverables:
* The consultant shall provide the City with physical and digital copies of the Final Survey
Report and Survey Map, including all required survey information and mapping in
accordance with HPD standards. The map shall identify surveyed resources and
corresponding GNAHRGIS resource identification numbers, legal parcels, street names,
project boundaries, addresses, and tax parcel lines at a scale of 1 inch = 200 feet.
* Completed and approved GNAHRGIS records for all resources documented as part of
Phase I.
* All photographs, field documentation, research materials, maps, tables, and other digital
materials produced as part of the project.
* All materials, supplies, labor, supervision, coordination, and management necessary to
complete the required work shall be provided by the consultant. All work shall be
completed within the approved project budget and in accordance with the requirements of
the City of Tybee Island and Georgia Historic Preservation Division.
All project work shall conform to the applicable Secretary of the Interior's Standards for
Archaeology and Historic Preservation, the Georgia Historic Resources Survey Manual, and all
applicable HPD requirements.
All project development shall be reviewed by the Georgia Department of Community Affairs
Historic Preservation Division (HPD) as required by the terms of the Historic Preservation Fund
Grant. Items requiring HPD review and/or approval include consultant selection, the consultant
contract, GNAHRGIS data, draft and final Historic Resources Survey Report and Map, and other
project deliverables as required by HPD.
Monthly progress reports will be due to the City on the 1st of every month explaining activities
completed in the prior month.
EVALUATION PROCESS
A Evaluation Committee will be responsible for recommending a consultant to provide services
related to the City of Tybee Island Historic Resources Survey Update, Phase I. The Selection
Committee will evaluate the qualifications received, interview consultants as necessary, and make
a recommendation to the Mayor and City Council as to the consultant best suited to perform the
services.

The Evaluation Committee will consist of representatives from the Tybee Island Historic
Preservation Commission (HPC) and City Administration. Following interviews and reference
checks, if necessary, the Evaluation Committee will forward its recommendation to the Tybee
Island City Council for approval and authorization to negotiate the contract.
CRITERIA FOR SELECTION
The successful entity will have the educational background to complete the project as well as
related experience on similar types of projects. Professional qualifications will be required as
established by the National Park Service in the fields of Architectural History, Historic
Architecture, or History. In addition, the consultant must demonstrate an interest in the project,
convey an understanding of the requirements of the effort, provide references and examples from
other similar projects, and show an ability to work within the schedule and budget and to provide
the deliverables noted herein.
Key points the Committee will consider in selecting the successful firm include:
1. Professional Qualifications. The education, training, registration, and amount of relevant
experience of the proposed key project personnel.
2. Specialized Experience and Technical Competence. The submitting entity's specialized
experience and technical competence on similar projects should be detailed. The
effectiveness of the proposed project team (management structure and coordination of
disciplines, offices and/or subcontractors) will also be considered.
3. Capacity of the Entity to Accomplish the Required Services on Schedule and within
Budget. The submitting entity must demonstrate an ability to complete projects within the
specified completion dates and budget.
4. Past Performance. Past performance of work on similar or comparable projects should
be demonstrated.
5. Understanding of Project. A clear understanding of the type of project work to be
performed, and appreciation for the importance of the project, and a plan to complete the
work should be clearly demonstrated.
6. Quality Assurance. The consultant's quality control processes and management approach
that will be used on the project. The submitting entity must demonstrate an ability to
produce high quality work, including written work, photography, printed material, and
presenting at public meetings.
This is not a bid. There will not be a public opening. The Proposals received in response to this
RFP will be evaluated and ranked, by the Evaluation Committee in accordance with the
process and evaluation criteria contained below. Responses will be evaluated in light of the
material and substantiating evidence presented in the response and not based on what is
inferred. After thoroughly reading and reviewing this RFP, each team member shall conduct
his or her independent evaluation of the proposals received, and grade the responses on their
merit in accordance with the evaluation criteria set forth in the following table:

CRITERIA POSSIBLE POINTS
Professional Qualifications 20
Specialized Experience and Technical Competence 20
Capacity to Accomplish the Required Services on Schedule and
20
within Budget
Past Performance 15
Understanding of Project 15
Quality Assurance 10
1 INSTRUCTIONS TO PROPOSERS
Purpose: The purpose of this document is to provide general and specific information for use in
submitting a proposal to supply the City of Tybee Island with equipment, supplies, and/or services
as described herein. All RFP's are governed by the Code of the City of Tybee Island, Georgia, 15-
2015 Sec 1, Art VII, Procurement, Sec 2-400, and the laws of the State of Georgia.
Proposers must carefully review all provisions of, and attachments to, this document prior to
submission. Each proposal constitutes an offer and cannot be withdrawn except as provided herein.
This RFP and any attachments, plans, and/or other related documents can be found on the City's
website at https://www.cityoftybee.org/Bids.aspx. It is incumbent upon the proposer to check
the website for additional information and/or addendums.
How to Prepare Proposals:
All Proposals:
a. Must be prepared on the forms enclosed herewith, unless otherwise prescribed, and
all documents must be submitted.
b. Must be signed by the business owner or authorized representative, with all
erasures or corrections initialed and dated by the official signing the Proposal. ALL
SIGNATURE SPACES MUST BE SIGNED.
c. Include all requested documents (see attachment F)
SUBMISSION REQUIREMENTS
Interested entities must provide two (2) original, and one electronic copy (usb flash drive) must be
submitted in a sealed opaque envelope, plainly marked with the RFP number and title, and
proposer's company name, to the office of the address below prior to the time specified. Include
your proposal, and all required attachments, which can be found at the end of this document.
All submissions must include the following information:
1. A cover letter expressing interest in the project.
2. The consultant's project approach and methodology.
3. Project Director with a list of team members (as applicable):
a. Must include principal participant(s)
b. Contact information for the Project Director, including phone and email
4. Response to the six key points mentioned in Section VII. Criteria For Selection:
a. Resumes of all principals and professional staff involved, demonstrating
qualifications and related experience and expertise.

b. Descriptions or examples of similar projects completed by those involved in the
team.
5. Proposed Budget:
a. A proposed budget, including a breakdown of costs for each phase, to demonstrate
the project can be completed within the maximum project budget of $20,500.
6. References:
a. List of references, including brief description of projects and contact name and
telephone number.
7. Maximum Page Limit:
a. Thirty-five (35) numbered, 8.5 x 11 pages, excluding cover, table of contents, cover
letter, and any dividers.
Sealed proposals must be received by 3:00PM local time on Monday, October 19, 2026. The
City of Tybee Island reserves the right to reject any or all proposals.
* Include all requested documents (See attachment 'F')
* City/County Occupational Tax Certificate Requirement: Contractor must
supply a copy of their Occupational Tax Certificate as proof of payment of the
occupational tax where their office is located
* All Proposals must be hand delivered or sent by courier in sufficient time to
ensure receipt by the Purchasing Agent on or before the time and date
specified above. Include "RFP #2026-112, Historic Resources Survey Update,
Phase I" on the front of the envelope.
* Courier or hand-deliver proposal package to:
ALEESHA ROBINSON
TYBEE ISLAND CITY HALL
403A BUTLER AVE
TYBEE ISLAND, GA. 31328
DO NOT SEND PROPOSAL BY U.S. POSTAL SERVICE
FAXED OR E-MAILED COPIES WILL NOT BE CONSIDERED. PROPOSALS
NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE
OPENED.
1.2 How to Submit an Objection:
Potential respondents must present any written objection to this RFP at least seven (7) days
prior to the proposal due date. The objections contemplated may pertain to form and/or
substance of the RFP documents. Objections must be made in writing to Aleesha Robinson
at aleesha.robinson@cityoftybee.gov. Email subject line: Objection to RFP #2026-112
1.3 Errors in RFP responses:
Proposers are expected to fully inform themselves as to the conditions, requirements, and
specifications of this RFP before submitting proposal. Failure to do so will be at the
Proposer's own risk. In case of error in extension of prices in the proposal, the unit price
will govern.

1.4 Questions concerning RFP:
Questions, inquiries, suggestions, or requests concerning interpretation, clarification or
additional information concerning any portion of this RFP must be made by email, sent to
the below named individual who will be the official point of contact for this RFP. Questions
must be submitted at least seven days before the proposal due date.
Mark subject line on e-mail "Questions on RFP2026-112 Historic Resources Survey,
Phase 1"
POINT OF CONTACT:
Aleesha Robinson
(912) 472-5072
Aleesha.robinson@cityoftybee.gov
Failure of a respondent to ask questions, request changes, or submit objections by the dates
indicated above shall constitute the respondent's acceptance of all of the terms, conditions
and requirements set forth in this RFP.
1.5 Addendums to RFP:
Any changes to the conditions or specifications in this RFP must be in the form of a written
addendum to be valid. If the City of Tybee Island issues an addendum to this RFP, it will
be posted by the Purchasing Agent on the City's website.
The issuance of a written addendum by the Purchasing Agent is the only official method
by which interpretation, clarification or additional information will be given. The City of
Tybee Island will not be responsible for any oral representation given by any employee,
representative or others.
Respondent must sign any issued addendum and return with their proposal. It is solely the
responsibility of the respondent to ensure that all addenda have been received and
changes are incorporated into the response before submission. Signed addenda must
be returned with the response. Unless otherwise specified in an addendum, the due date
and time remains as listed above.
2 GENERAL INFORMATION
2.1 Specifications: Any obvious error or omission in specifications will not inure to the
benefit of the proposer but will put the proposer on notice to inquire of or identify the
same from the City of Tybee Island. Whenever herein mentioned is made of any article,
material or workmanship to be in accordance with laws, ordinances, building codes,
underwriter's codes, A.S.T.M. regulations or similar expressions, the requirements of
these laws, ordinances, etc., will be construed to be the minimum requirements of these
specifications.
2.2 Standards for Acceptance of Proposal for Contract Award: City of Tybee Island
reserves the right to reject any or all proposals and to waive any irregularities or
technicalities in proposals received whenever such rejection or waiver is in the best
interest of City of Tybee Island. City of Tybee Island reserves the right to reject the
proposal from a proposer who has previously failed to perform properly or complete on
time contracts of a similar nature, or a proposal from a proposer whom investigation shows
is not in a position to perform the contract.