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City Van Buren Fairview Cemetery Monument Assessment ContractCity of Van Buren Contract for Monument Condition Assessment 8/29/2024 1. Parties: This Construction Contract is made between: • Owner: City of Van Buren, Arkansas • Contractor: Texas Cemetery Restoration LLC 1710 SE Loop 304, Crockett, TX 75835 2. Disclaimer: See appendix A, Section X. This project results from the support provided by the National Park Service and AHPP. 3. Federal Regulations: All parties agree to abide by the relevant federal regulations as referenced in Appendix A. 4. Indemnification: Texas Cemetery Restoration, LLC hereby agrees to indemnify and hold harmless the City of Van Buren and its employees and agents for any liability which is the result of failure to abide by the terms and provisions of this Agreement or any negligence on the part of Texas Cemetery Restoration, LLC. 5. Scope of Work: The Contractor agrees to perform the following work: Refer to Exhibit 1 6. Contract Price: The Owner agrees to pay the Contractor the total sum of $17,275 for the completion of the work described in Exhibit 1 section: Project Scope. 7. Payment Schedule: Payments will be made as follows: • 25% upon signing this contract • 25% upon completion of field data collection • 50% upon final completion 8. Time of Completion: The work shall commence no later than December 06, 2024 and be completed and submitted by June 02, 2025. 9. Insurance: The Contractor shall maintain adequate insurance coverage for the duration of the project. 10. Changes to the Work: Any additional monument assessments over 1,300 monuments will be billed at the rate defined in Exhibit 1 section: Price Adjustments and pricing. Any changes to the scope of work must be agreed upon in writing by both the Owner and the Contractor. 11. Governing Law: This contract shall be governed by the laws of the state of Arkansas. 12. This contract is incorporated by the following appendices and exhibit. Exhibit 1: Project scope, Deliverables, & Price Adjustments Appendix A: CLG Grant Agreement Appendix B: AHPP Cemetery Documentation Guidelines City of Van Buren Contract for Monument Condition Assessment 8/29/2024 13. Signatures: By signing below, both parties agree to the terms and conditions of this contract. Owner: City of Van Buren Arkansas Signature of Authorized City Representative ___________________________ Date:______________ Contractor: Texas Cemetery Restoration LLC Contractor Signature: ____________________________ Date:_______________ Exhibit 1: Project Scope: 1,300 monuments will be assessed and documented in the historic sections of the cemetery to evaluate condition. The following items will be documented:  Location of all visible headstones and Family monuments – Latitude, Longitude  A picture of each monument  Document all the names listed on the monument that are legible  Dates – Birth, Death, Wedding that appear on the monument and are legible  Inscriptions – Anything that has genealogical reference or is noteworthy and are legible  Monument Assessment o Size of the monument (X*Y*Z) at its largest points o Monument Type – flat, upright, obelisk, etc. o Material and color of the monument o Style – Modern, Historic, Vernacular o Orientation – what side is the text facing o Levelness and cleanliness o Top Stability o Conservation priority (1-3) o Recommended repairs and restoration process  Veteran Status  Document and record all veteran footstones  A unique identifying number will be assigned to each monument Deliverables:  Monument Database – Excel file listing all the monuments with the location, names, dates, inscriptions, and a unique identifier for each monument. o Other digital file types will be provided upon request to the state and/or city for GIS use purposes. J. R. Brenner (Sep 3, 2024 10:33 CDT) J. R. Brenner 09/03/2024 Wally Bailey (Sep 3, 2024 11:22 CDT) Wally Bailey 09/03/2024 City of Van Buren Contract for Monument Condition Assessment 8/29/2024  Monument Assessment – A digital file(s) (pdf) with each individual monument’s assessment information including recommended all inscribe information as well as preservation/conservation strategy and proposed estimate for restoration cost of each monument/fixture that is eƯective for one year period upon completion of the assessment is included.  Printed hard copy in a binder(s) can be provided at additional cost of $0.50 per page plus shipping. Price Adjustments:  If total monument count to be assessed in the historic area exceeds 1,300. Additional monument assessments will be billed at $13 each.  Printed hard copies of the assessment and/or database (see pricing in deliverables.)  Pricing for additional work beyond the Scope of work will be negotiated between Texas Cemetery Restoration LLC and The City of Van Buren Arkansas Historic Preservation Program 2024 Arkansas Certified Local Government Program Historic Cemetery Assessment Guidelines 1. Prior to commencing any work, the contractor will meet with AHPP staff and the City to discuss project objectives, deliverables, and methodology. 2. Contractors or consultants undertaking project work must meet or exceed professional requirements according to the Secretary of the Interior’s Professional Qualifications Standards (36 CFR 61). 3. AHPP staff will assist the City and contractor in developing a standard documentation form when necessary. Any form used for the evaluation of individual gravestones/monuments within the survey area will include, at a minimum: a. One (1) color digital photograph of the entire subject object. b. Additional color digital photographs of noteworthy damage to the subject object will be included, if applicable. c. The name, birth date, and death date of the deceased as listed on the gravestone. d. A brief description of the subject object’s current condition and best practices for its preservation. e. A brief description of noteworthy iconography or design elements associated with the subject object. f. A code, number, map, or other descriptive method to show the subject object’s location on the site (consistent with the site’s existing mapping methods, if applicable). 4. To ensure the development of a quality product and to avoid the burden of multiple reviews, the contractor will provide drafts to AHPP and the City of the first ten (10) completed documentation forms. AHPP staff will review these first ten (10) forms and provide feedback within ten (10) business days of receipt. 5. The contractor will provide copies of any ancillary work product or information compiled or generated by the contractor in the course of carrying out the historic site survey or form completion, including but not limited to archival research, and photographs, to AHPP on request. 6. The contractor will grant the City, the State of Arkansas, and the United States of America a royalty-free, non-exclusive and irrevocable license to publish, reproduce and use, and dispose of in any manner and for any purpose without limitation, and to authorize or ratify publication, reproduction or use by others, of all copyrightable material first produced or composed under this Agreement by the contractor, its employees or any individual or concern specifically employed or assigned to originate and prep are such material. 7. The contractor must be able to adhere to set deadlines and provide initial and completed deliverables by the dates set forth in contract documents. 8. The contractor will provide own transportation and equipment. 9. The contractor will provide one full-color copy and one digital copy of the project deliverables to the City and one full-color printed copy and two digital copies of the deliverables to AHPP. Arkansas Historic Preservation Program 2024 10. An acknowledgment of National Park Service and the Arkansas Historic Preservation Program support must be made in connection with the publication of any material based on, or developed under, any activity supported by Historic Preservation Fund grant funds . This acknowledgment shall be in the form of a statement as follows: “This material was produced with assistance from the Historic Preservation Fund, administered by the National Park Service, Department of the Interior and the Arkansas Historic Preservation Program, an agency of the Division of Arkansas Heritage. 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 Division of Arkansas Heritage." 11. Press releases, publications, and other public dissemination of information by the City concerning a project made possible by this grant shall acknowledge National Park Service, Department of the Interior, Arkansas Historic Preservation Program, and Division of Arkansas Heritage grant support. 12. Posters, brochures, program literature, and publications will include the following statement: This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964, 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, disability or age 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 NW, Washington, D.C. 20240.