09/19/2007 Agreement
DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE:
October 4, 2007
TO:
Dave Owens
Grants Management
Pamela G. Hanc~
Deputy Clerk
FROM:
At the September 19, 2007, Board of County Commissioner's meeting the Board granted
approval and authorized execution of the Historic Preservation Grant A ward Agreement
Certified Local Government Grants, Grant No. F0703, between Monroe County and the State of
Florida, Department of State, Division of Historical Resources to fund a detailed survey of
historic buildings in the Tavernier Historic District, to be published and made available to the
public.
Enclosed are three duplicate originals, executed on behalf of Monroe County, for your
handling. Please be sure to return the fully executed "Monroe County Clerk's Office Original"
and the "Monroe County Finance Department's Original" as soon as possible. Should you have
any questions please feel free to contact our office.
cc: County Attorney
Financy WiD document
Filev'
n!!cn~'Oe C~~l Oom'n Offioo Or:'lg;:~~
Historic Preservation Grant Award Agreement
Certified Local Government Grants (Matching)
Grant No. F0703
This AGREEMENT is between the State of Florida, Department of State, Division of Historical Resources,
hereinafter referred to as the Department, and the Monroe County, a political subdivision of the State of Florida,
hereinafter referred to as the Grantee, relative to the Tavernier Intensive Level Survey and Publication Project,
hereinafter referred to as the Project.
The Department is responsible for the administration of grants-in-aid assistance for historic preservation purposes
under the provisions of Section 267.0617, Florida Statutes. The Grantee has applied for grant-in-aid assistance for
the Project. The application, incorporated by reference, has been reviewed and approved in accordance with Chapter
IA-35, Florida Administrative Code, which regulates Historic Preservation Grants-in-Aid. Pursuant to Line Item
Number 3182, contained in the 2007 - 2008 General Appropriations Act, Ch. 2007-25, Laws of Florida, the
Department enters into this Agreement with the Grantee under grant number F0703, for the purposes as described in
Section I. Subject to the limitations set forth in this Agreement, grant-in-aid funds in the amount of twenty-five
thousand dollars ($25,000) have been reserved for the Project by the Department. The Department and the Grantee
agree as follows:
I. The Project shall include the following Approved Scope of Work:
A. Conduct a Historic Properties Survey of the Tavernier Historic District which would update a
2003 survey as well as research and document the historic buildings of the district for local
and website publication. Florida Master Site File Forms will be completed on all newly
surveyed historic structures. A Survey Log Sheet and Final Survey Report, meeting the
requirements of Chapter IA-46.001 FAC, will be produced. Funds will be used to hire a
professional consultant to conduct the survey.
B. Progress and Expenditure Reports will be submitted to the Department on a quarterly basis and
all proposals and contracts for consultant services shall be submitted by the Grantee to the
Department for review and approval, prior to the execution of the contract, as specified in
Attachment A of the Grant A ward Agreement.
C. A draft of the Survey Report, draft of the website PDF publication and five sample Florida
Master Site File Forms, including photos and maps, per Attachment D of the Grant Award
Agreement, will be submitted to the Department no later than April 30, 2008 for review and
approval.
D. Two copies of the Final Survey Report, one disc copy and one hard copy of the PDF publication,
the Survey Log Sheet and one copy of each Florida Master Site File Form, with
accompanying photos and maps, will be submitted to the Department at the end of the grant
period, no later than June 30, 2008, as final products.
Any grant product deadlines indicated in this section (excluding quarterly Project Progress &
Expenditure report deadlines) must be incorporated into the applicable contract for goods and
services.
II. The Grantee agrees to administer the Project in accordance with the GENERAL AND SPECIAL
CONDITIONS GOVERNING GRANTS AND THE ADMINISTRATIVE INSTRUCTIONS FOR
HISTORIC PRESERVATION PROJECT ACCOUNT ABILITY attached as Attachment A hereto;
Chapter I A-35, Florida Administrative Code; and the following specific conditions:
A. This grant becomes effective on July 1, 2007 and ends on June 30, 2008. This agreement must be
signed by the grantee and received in Department offices by October 1, 2007 to avoid forfeiture of
award. Project initiation as evidenced by grantee execution of a binding contract for all or part of
the Approved Scope of Work in Section I. above, shall occur by November 1, 2007. All grant
funds and match shall be expended and all project work shall be completed by June 30, 2008.
B. The Grantee agrees to submit the Final Products and the "Final Project Progress & Expenditure
Report" incorporated herein by reference and available online at
http://www.flheritage.com/grants/info/reportsl. as specified in Attachment A, Part II, subparagraph
B.2., by July 31, 2008. No costs incurred prior to July 1,2007 are eligible for payment from grant
funds. No costs incurred after June 30, 2008 are eligible for payment. No extension of the grant
period will be allowed.
C. The Department shall not assume any liability for the acts, omissions to act or negligence of the
Grantee, its agents, servants or employees; nor shall the Grantee exclude liability for its own acts,
omissions to act or negligence to the Department. The Grantee hereby agrees to be responsible for
any injury or property damage resulting from any activities conducted by the Grantee, its agents,
servants or employees.
D. The Grantee, other than a grantee which is the State or agency or subdivision of the State, agrees to
indemnify and hold the Department harmless from and against any and all claims or demands for
damages, including attorney fees and court costs, resulting from personal injury, including death or
damage to property, arising out of any activities performed under this Agreement, omissions to act
or negligence of the Grantee, its agents, servants, or employees and shall investigate all claims at
its own expense.
E. The Grantee shall designate a Project Manager to serve as liaison with the Department for all
administrative requirements set forth in this Agreement. The designated Project Manager for the
Project is:
Name: ~J;d I. Ow"fiS
Mailing Address: I ( 0 0 S; /Yl dVj n"n S -t-.
Title: ~f5 /fdm/r1;.s~
City: K-e.y west: FL
Daytime Telephone: 30 S-. 282-- l( 'f 'i L FAX: 30:)- 7. '12 - L/S/S-
e-mail: Owe-fl~- dav:d r2 i11<Jr1I?€C4JV>11y- fl. 50 II
Zip Code:
3 3 () l/O
F. The Grantee shall submit a Project Schedule to the Department by November I, 2007. The Project
Schedule shall include at a minimum (as applicable) the following estimated milestone dates for
the project: date of architect selection, date of execution for architectural and engineering services
agreement, date of completion of construction documents, bid date, contractor selection date, date
of notice to proceed for construction, and date of substantial completion. It shall be the
responsibility of the Grantee to provide Department grants staff with timely update of the Project
Schedule if adjustment becomes necessary.
G. The Grantee shall be solely responsible for all work performed and all expenses incurred in
connection with the Project. The Grantee may subcontract as necessary to perform the services set
forth in this Agreement, including entering into subcontracts with vendors for services and
commodities, provided that such subcontract has been approved in writing by the Department prior
to its execution, as specified in Attachment A, Part II, subparagraph A.2.i(3); and provided that it
2
is understood by the Grantee that the Department shall not be liable to the subcontractor for any
expenses or liabilities incurred under the subcontract and that the Grantee shall be solely liable to
the subcontractor for all expenses and liabilities incurred under the subcontract.
H. For Acquisition and Development projects, the Grantee shall submit complete bid documents,
including plans and specifications, to the Department for review and approval prior to the
execution of any contract for construction work.
I. For Survey and Planning and Community Education projects, the Grantee shall submit complete
bid documents, including specifications, to the Department for review and approval prior to the
execution of any contracts.
J. The Grantee agrees that all acts to be performed by it in connection with this Agreement shall be
performed in strict conformity with all applicable laws and regulations of the State of Florida.
K. The Grantee shall coordinate consultation between its professional consultants and appropriate
Department staff representatives as necessary to assure mutual understanding of and agreement on
the objectives, requirements, and limitations of the Project in relation to the State Historic
Preservation Program.
L. The Department shall unilaterally cancel this Agreement in the event that the Grantee refuses to
allow public access to all documents or other materials subject to the provisions of Chapter 119,
Florida Statutes, and made or received by the Grantee in conjunction with this Agreement.
M. Bills for fees or other compensation for services or expenses shall be submitted in detail sufficient
for a proper pre-audit and post-audit thereof. The Grantee shall not charge the Department for any
travel expense without the Department's written approval. Upon obtaining the Department's
written approval, the Grantee shall be authorized to incur travel expenses to be reimbursed in
accordance with Section 112.061. Florida Statutes.
N. The Grantee recognizes that the State of Florida, pursuant to Section 212.08(6), Florida Statutes,
is not required to pay taxes on any goods or services that may be provided to it pursuant to this
Agreement.
O. The Department's performance and obligation to pay under this Agreement is contingent upon an
annual appropriation by the Legislature. In the event that the state funds on which this Agreement
is dependent are withdrawn, this Agreement is terminated and the Department has no further
liability to the Grantee beyond that already incurred by the termination date. In the event of a state
revenue shortfall, the total grant shall be reduced in proportion to the revenue shortfall.
P. All project work must be in compliance with the Secretary of the Interior's Standards for
ARCHEOLOGY and HISTORIC PRESERVATION: Identification, Evaluation, Historical
Documentation, and PreservatIon Planning, available online at
http://www.nps.gov/history/standards.htrn.
Q. The Grantee will not discriminate against any employee employed in the performance of this
Agreement, or against any applicant for employment because of race, religion, color, disability,
national origin, age, gender, or marital status. The Grantee shall insert a similar provision in all
subcontracts for services by this Agreement.
R. The Department shall not be liable to pay attorney fees, interest, late charges and service fees, or
cost of collection related to the grant.
3
S. These grant funds will not be used for lobbying the Legislature, the Judicial branch or any state
agency.
T. The products ofthe Project must be the original work of the Grantee or its consultants. If the work
of others is used as background information, it shall be appropriately credited to the originator.
III. The Department agrees to pay the Grantee for 50% of the Grantee's total cash expenditures and donated
values, so long as the Grantee's cash expenditures equal or exceed the amount of donated values, up to a
maximum payment of twenty-five thousand dollars (525,000) If the donated values exceed the amount of
cash expenditures, the Department shall only pay the Grantee for 100% of actual cash expenditures up to a
maximum payment of twenty-five thousand dollars (525,000).
A. Grantees may elect for disbursement of grant funds on one of two schedules as described in I. and
2. below. This election must be made upon execution of this agreement and, once made, may not
be changed during the course of the Project. Requests for payment must be made in writing by
the Grantee consistent with the performance measures indicated below and must specify the
amount of funding being requested.
The Grantee must check the box below to indicate the disbursement schedule elected for the
Project:
D Advance Disbursement
t8[ Reimbursement
I. Advance Disbursement - Grant funds are paid in four installments of 30%, 30%, 30%
and 10%, respectively. The Grantee shall invest any advanced grant funds in an interest
bearing checking account, and interest earned on such investments shall be returned to the
Department in a single payment to be included with the Final Project Progress and
Expenditure Report.
(a) Installment I (30% of grant award amount) may be requested by the Grantee
upon receipt by the Department of the following performance measures: (a) two
original signed copies of this Agreement and signed Attachment A, (b) one
original signed copy of the Preservation Agreement incorporated herein by
reference and available online at http://www.fIheritage.com/grants/info/reports/
(if applicable), (c) a copy of the required Project Schedule, and (d) a copy of the
Request for Qualifications (RFQ) or Request for Proposals (RFP) required for
project initiation, as applicable. No grant funding will be released prior to
Department receipt of these performance measures.
(b) Installment 2 (30% of the grant award amount) may be requested by the Grantee
upon Division approval and Grantee execution of a binding contract for all or
part of the Approved Scope of Work described in Section I above. Installment 2
grant funding will not be released prior to Department receipt ofa copy of the
executed binding contract for all or part of the Approved Scope of Work.
(c) Installment 3 (30% of the grant award amount) may be requested by the Grantee
upon Division receipt of documentation confirming encumbrance by binding
contract(s) of or expenditure of 50% of the grant funding. Installment 3 grant
funding will not be released prior to Department receipt of the specified
expenditure documentation, which must conform to the requirements of the
quarterly Project Progress and Expenditure Report form.
4
(d) The Final Installment (I 0% ofthe grant award amount) is a retainage amount,
which may be requested by the Grantee upon completion of the Project and will
be released by the Department only after receipt and approval of (a) any fmal
Project products required in the Approved Scope of Work and (b) the Final
Project Progress and Expenditure Report. The Final Project Progress and
Expenditure Report must clearly document Grantee expenditure of the full
amount of the grant award and the full match amount.
2. Reimbursement - The Grantee may request reimbursement of expenditures as
documented in each required quarterly Project Progress and Expenditure Report. All
such requests must document expenditure of match resources in substantially equal
portion to grant funds expended for the reporting period. More frequent Project Progress
and Expenditure Reports may be submitted if a shorter reimbursement schedule is
necessitated by rapid Project progress andlor a higher rate of expenditure.
3. The disbursement schedules in both 1. and 2. above shall be subject to any special
conditions required by the Office of the Chief Financial Officer of the State of Florida.
The Department reserves the right to withhold payment if the Grantee fails to
provide semi-annual Project Progress and Expenditure Reports or is otherwise
found to be in violation of any term(s) of this Agreement or other Agreements with
the Department.
4. The Department shall evaluate all payment requests based on the status of project work
and compliance with the reporting and procurement requirements ofthis Agreement.
Payment for project costs will also be contingent upon ail authorized project work being
in compliance with the aforementioned Secretary of the Interior's Standards, and approval
of the grant assisted work by the Department. The total of grant funds transferred to the
grantee following fmal Project completion, including all funds previously transferred in
incremental payments, shall not exceed the amount of the grantee's actual cash
expenditures in payment of allowable project costs.
IV. Each grantee, other than a grantee which is a State agency, shall submit to an audit pursuant to Section
2 I 5.97. Florida Statutes.
A. All audits as described above shall be submitted within six months of the close of the Grantee's
fiscal year, or within six months of the ending of the Grant Period. All audits or attestations must
cover each of the Grantee's fiscal years for which grant funds were received or expended under
this Agreement.
B. Grantees shall sign and return to the Department one original copy of Attachment B to this
Agreement, which refers to the responsibility of the Grantee under the Florida Single Audit Act.
C. The Grantee shail complete a Florida Single Audit Act Certification which shall be provided by
the Department before January 31 of each calendar year. This form shall be returned by February
28 of the same year. The Grantee shall complete this form for each Grantee fiscal year in which
grant funds were expended.
V. The Grantee shall submit ail contracts for professional services (architecture, engineering or consultant
services) to the Department for review and approval prior to final execution by the Grantee. In addition to
the review submissions indicated in IIl.A. above, the Grantee shall also submit (a) complete architectural
documents (plans and specifications), as may be applicable, (b) copies of all contracts for the procurement
of goods and services relating to the project work, and (c) copies of all proposed change orders or
amendments to said contracts to the Department for review and approval prior to final execution.
5
Department review and approval of said contracts shall not be construed as acceptance by or imposition
upon the Department of any financial liability in connection with said contracts.
A. The Special Conditions of Contract included in Attachment C hereto shall be included in all
contracts for goods and services associated with this Project. These provisions require that
consultants, design professionals and contractors comply with federal Equal Employment
Opportunity legislation, and that all contracts for goods and services include provisions for
retention and Department access to Project-related records, specification of Project duration, and
contract termination in accordance with this Agreement. These Special Conditions of Contract may
be attached and made part of each agreement for architectural, engineering, consultant or
construction services. Alternatively, the provisions in Attachment C may be incorporated into the
body of each such agreement.
B. Pursuant to Section 267.031 (5)(i), Florida Statutes, the Grantee shall provide the Department an
opportunity to review and approve architectural documents for the Project at the following points
in their development:
I. Upon completion of schematic design;
2. Upon completion of design development and outline specifications; and
3. Upon completion of working drawings and specifications, prior to execution ofthe
construction contract.
VI. For all grant-assisted projects, except as exempted below, execution of the Preservation Agreement
referenced in I1J.I.(a) above is required. By executing the Preservation Agreement, the Grantee agrees to
the continued maintenance, repair and administration ofthe property receiving grant assistance in a manner
satisfactory to the Department for a period of five years from the date of execution. No grant funds will
be released prior to Department receipt of one original signed and notarized copy of the completed
Preservation Agreement. Exceptions to this requirement are properties owned by the State of Florida or
the Federal Government, museum exhibits and archaeological sites.
VII. This Agreement is executed and entered into in the State of Florida, and shall be construed, performed, and
enforced in all respects in accordance with the laws and rules of the State of Florida. Each party shall
perform its obligations hereunder in accordance with the terms and conditions of this Agreement.
VllI. If any term or provision of this Agreement is found to be illegal and unenforceable, the remainder of this
Agreement shall remain in full force and effect and such term or provision shall be deemed stricken.
IX. No delay or omission to exercise any right, power or remedy accruing to either party upon breach or default
by either party under this Agreement, shall impair any such right, power or remedy of either party; nor shall
such delay or omission be construed as a waiver of any such breach or default, or any similar breach or
default.
X. Each grantee, other than a grantee which is a State agency, agrees that, its officers, agents and employees, in
performance ofthis Agreement shall act in the capacity of an independent contractor and not as an officer,
employee or agent of the State. Each grantee, other than a grantee which is a State agency, is not entitled to
accrue any benefits including retirement benefits and any other rights or privileges connected with
employment in the State Career Service. The Grantee agrees to take such steps as may be necessary to
ensure that each subcontractor of the Grantee will be deemed to be an independent contractor and will not
be considered or permitted to be an agent, servant, joint venturer, or partner of the State.
6
XI. The Grantee shall not assign, sublicense or otherwise transfer its rights, duties or obligations under this
Agreement without prior written consent of the Department which consent shall not be unreasonably
withheld. The Agreement transferee must also demonstrate compliance with Chapter lA-35, Florida
Administrative Code. If the Department approves a transfer of the Grantee's obligations, the Grantee
remains responsible for all work performed and all expenses incurred in connection with the Agreement. In
the event the Legislature transfers the rights, duties and obligations of the Department to another
government entity pursuant to Section 20.06, Florida Statutes, or otherwise, the rights, duties and
obligations under this Agreement shall also be transferred to the successor government entity as if it were an
original party to the Agreement.
XII. This Agreement shall bind the successors, assigns and legal representatives ofthe Grantee and of any legal
entity that succeeds to the obligation of the Department.
XIII. The following provisions shall apply for the voluntary and involuntary suspension or termination of the
grant by either the Department or the Grantee:
A. Suspension. Suspension is action taken by the Department which temporarily withdraws or limits
the Grantee's authority to utilize grant assistance pending corrective action by the Grantee as
specified by the Department or pending a decision by the Department to terminate the grant.
I. Notification. When the Grantee has materially failed to comply with the terms and
conditions of the grant, the Department may suspend the grant after giving the Grantee
reasonable notice (usually 30 calendar days) and an opportunity to show cause why the
grant should not be suspended. The notice of the suspension will detail the reasons for
the suspension, any corrective action required of the Grantee, and the effective date of the
suspension.
2. Commitments. No commitments of funds incurred by the Grantee during the period of
suspension will be allowed under the suspended grant, unless the Department expressly
authorizes them in the notice of suspension or an amendment to it. Necessary and
otherwise allowable costs which the Grantee could not reasonably avoid during the
suspension period will be allowed if they result from charges properly incurred by the
Grantee before the effective date of the suspension, and not in anticipation of suspension
or termination. Third party contributions applicable to the suspension period shall not be
allowed in satisfaction of matching share requirements, unless otherwise agreed by the
parties.
3. Adjustments to payments. Appropriate adjustments to the payments submitted after the
effective date of suspension under the suspended grant will be made either by withholding
the payments or by not allowing the Grantee credit for disbursements made in payment of
unauthorized costs incurred during the suspension period.
4. Suspension period. Suspensions will remain in effect until the Grantee has taken
corrective action to the satisfaction of the Department or given written evidence
satisfactory to the Department that corrective action will be taken, or until the Department
terminates the grant. The grant shall be terminated by the Department if the Grantee fails
to respond in writing to a notification of suspension within 30 calendar days of receipt of
such notification by the Grantee.
B. Termination. Termination is the cancellation of grant assistance, in whole or in part, under a grant
or project at any time prior to the date of completion.
7
I. Termination for cause. The Department shall have the authority to cancel this Agreement
because offailure of the Grantee to fulfill its obligations under this Agreement or any other
past or present grant award agreement with this Division or any other Division within the
Department of State. Satisfaction of obligations by the Grantee shall be determined by the
Department. The Department shall provide the Grantee a written notice of default letter. The
Grantee shall have 15 calendar days to cure the default, unless it is determined by the
Department that the default is of a nature that cannot be cured. If the default is not cured by
the Grantee within the stated period, the Department shall terminate this Agreement. Notice
shall be sufficient if it is delivered to the party personally or mailed to its specified address. In
the event oftermination of this Agreement, the Grantee will be compensated for any work
satisfactorily completed in accordance with this Agreement prior to notification of
termination.
2. Termination for convenience. The Department or the Grantee may terminate the grant in
whole or in part when both parties agree that the continuation of the Project would not
produce beneficial results commensurate with the further expenditure of funds. The two
parties will agree upon the termination conditions, including the effective date, and in the case
of partial terminations, the portion to be terminated.
3. Termination by Grantee. The Grantee may unilaterally cancel the grant at any time prior to
the first payment on the grant although the Department must be notified in writing prior to
cancellation. After the initial payment, the Project may be terminated, modified, or amended
by the Grantee only by mutual agreement of the Grantee and the Department. Request for
termination prior to completion must fully detail the reasons for the action and the proposed
disposition of the uncompleted work.
4. Commitments. When a grant is terminated, the Grantee will not incur new obligations for the
terminated portion after the notification of the effective date of termination. The Grantee will
cancel as many outstanding obligations as possible. The Department will allow full credit to
the Grantee for the Department's share of the noncancelable obligations properly incurred by
the Grantee prior to termination. Costs incurred after the effective date of the termination will
be disallowed.
XIV. Unless there is a change of address, any notice required by this Agreement shall be delivered to the Bureau
of Historic Preservation, Division of Historical Resources, Florida Department of State, R. A. Gray
Building, 500 South Bronough Street, Tallahassee, Florida 32399-0250, for the Department, and to
Monroe County, S10 Greene Street, Key West, 33040, for the Grantee. Unless the Grantee has notified
the Department in writing by return receipt mail of any change of address, all notices shall be deemed
delivered if sent to the above address.
XV. Neither the State nor any agency or subdivision of the State waives any defense of sovereign immunity, or
increases the limits of its liability, upon entering into this contractual relationship.
XVI. This instrument and the Attachments hereto embody the whole Agreement of the parties. There are no
provisions, terms, conditions, or obligations other than those contained herein; and this Agreement shall
supersede all previous communications, representations or agreements, either verbal or written, between the
parties. No change or addition to this Agreement and the Attachments hereto shall be effective unless in
writing and properly executed by the parties.
All written approvals referenced in this Agreement must be obtained from the parties' grant administrators or their
designees. The Department and the Grantee have read this Agreement and the Attachments hereto and have affixed
their signatures:
8
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FREDERICK p, GASKE
Director, Division of Historical Resources
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Typed Name of Authorized Official
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SEP 1 9 2007
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Historic Preservation Grant Award Agreement
Attachment A
General and Special Conditions Governing
Matching Grants
and Administrative Instructions for
Historic Preservation Project Accountability
Grant No. F0703
Tavernier Intensive Level Survey and Publication Project
I have read, understand, and recognize that Attachment A is a legally binding part
of my Grant Award Agreement and that its provisions shall be enforced.
~4~
Signature of Authorized Official
/.1A~lo 0; 'e.vJo.>AlIL4
Typed or Printed Name of Authorized Official
'Zh~I;:7ae..--?
Signature of Project Manager
DC! ",oJ f7 (Jwens.
Typed or Printed Name of Proje~anager~
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Typed or Printed Tilie of Project ~r c=;
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Date :<>0
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ned Grant Awatd
State of Florida
Department of State
Division of Historical Resources
July 2007
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Historic Preservation Grant Award Agreement
Attachment A
Grant No. F0703
Tavernier Intensive Level Survey and Publication Project
General and Special Conditions Governing
Small Matching Grants
and Administrative Instructions for
Historic Preservation Project Accountability
State of Florida
Department of State
Division of Historical Resources
July 2007
Introduction and Definitions
In accordance with the provisions of Chapter 267, Florida Statutes, the Division of Historical Resources,
Department of State is responsible for the administration of a comprehensive program of historic
preservation activities in Florida, and is authorized to participate in and receive funding assistance from
the Federal historic preservation program administered by the National Park Service, United States
Department of the Interior as authorized by the National Historic Preservation Act of 1966, as amended.
Major funding for the overall program is derived from State funds authorized by the Florida Legislature
and from the annual apportionment of Federal funds to Florida through the Federal historic preservation
program.
The award and administration of grant-in-aid assistance for historic preservation projects to be carried out
by public agencies or preservation organizations at the local level is one element of the State's
comprehensive historic preservation program. Grants are awarded from funds available in the Historic
Preservation Trust Fund established under authority of Section 267.0617, Florida Statutes. These funds
may include a part of the Federal funds apportioned annually to the State, as well as funds appropriated
for this purpose by the State Legislature and funds contributed from other sources. The cost of
administering historic preservation projects grants is included in the overall costs of the comprehensive
program, and is supported in part by the annual apportionment of Federal funds.
Continued eligibility for Federal funding assistance requires that the State's comprehensive historic
preservation program be administered in accordance with Federal laws, regulations, and conditions, as
well as those of the State of Florida. The General and Special Conditions Governing Grants and the
Administrative Instructions for Historic Preservation Project Accountability contained herein are intended
to inform grantees of and assure grantee compliance with the Federal and State requirements applicable
to historic preservation projects grants.
Definitions
"Allowable project costs" are the direct costs in cash expenditures and value of in-kind donations that
are necessary to the accomplishment of authorized project work, incurred during the project period, and
properly documented in accordance with the Department's Administrative Instructions for Historic
Preservation Project Accountability.
"Approved Scope of Work" means those activities described in Section I of the Grant Award
Agreement or in a fully executed amendment thereto.
"Department" means the State of Florida, Department of State, Division of Historical Resources.
"Grantee" means the agency, organization, or individual named in the Grant Award Agreement.
"Grant period" means the period of time beginning on the effective date of the Grant Award Agreement
and ending on the date specified in the Grant Award Agreement.
"Project funds" refers to all amounts available for or expended in connection with the authorized project
work, whether derived from State or Federal grant share or local matching share sources, public or
private, and whether provided in cash or in-kind.
2
PART I
General and Special Conditions Governing Grants
All expenditures in connection with projects approved for assistance under the historic preservation grant
program are subject to the provisions of Chapter 267, Florida Statutes; the National Historic Preservation
Act of 1966, as amended; other applicable State and Federal laws, rules and regulations; the general
conditions listed below; and special conditions affixed to project grant awards.
Applicability
These conditions are applicable to the Grantee and to any consultants, contractors, or employees to
which grant-in-aid funds are paid (including but not limited to architects, engineers, archaeologists,
historians, contractors, construction managers, suppliers, vendors, etc.). Failure by the Grantee to
comply with the conditions of grant assistance will be considered to be noncompliance.
A. General Conditions
1. Grantee Publicity Requirements. In order to insure a wide public awareness of local
preservation projects and historic preservation in general, the Grantee shall meet the
following requirements regarding publicity of hislher project:
a. At the outset of the project, a news release shall be sent by the Grantee to local print
and electronic media identifying the project's specifics including the source(s) of
grant funds, name of the project, nature of the project, and its benefits to the
community. A copy of the news release(s) shall be submitted to the Department.
b. Upon completion of the project, the Grantee shall issue another news release to local
print and electronic media.
c. There shall be an effort on the part of the Grantee to encourage publication of one or
more feature stories on the Grantee's project by a newspaper, magazine or
television program of at least local circulation. The Grantee shall provide the
Department with a copy of any ensuing articles or a written statement identifying the
date and network of any television broadcast(s). In the event that such efforts are
unsuccessful, the Grantee shall provide the Department with copies of
correspondence with newspapers, magazines or television stations indicating the
Grantee has requested such a feature story, or written certification from the Grantee
to the Department that such an effort was made.
d. During the course of the project, the grantee is encouraged to inform elected
officials, including state officials, mayors, and city and county commissions, by letter
of the nature and benefits of the project.
e. In the case of rehabilitation or restoration projects, the Grantee should also make an
effort, where appropriate in the judgment of the Grantee, to publicize the project and
the source of grant assistance (at any stage of the project) to the community through
a dedication or other public ceremony of some nature.
f. Federally Funded Projects: All news releases and promotional materials relating to
Federally funded projects shall contain acknowledgment of grant assistance,
substantially as follows: This project [publication] has been financed in part
with historic preservation grant assistance provided by the National Park
Service, U.S. Department of the Interior, administered through the Bureau of
3
-,-".---, ..--.-....."--..-.-..---.,....
Historic Preservation, Division of Historical Resources, Florida Department of
State, assisted by the Florida Historical Commission.
g. State Funded Projects: All news releases and promotional materials relating to
State funded projects shall contain acknowledgment of grant assistance,
substantially as follows: This project [publication] has been financed in part with
historic preservation grant assistance provided by the Bureau of Historic
Preservation, Division of Historical Resources, Florida Department of State,
assisted by the Florida Historical Commission.
2. Amendments to the Grant Award Agreement. All amendments to the Grant Award
Agreement for the project shall be in writing and fully executed by both parties.
Amendments will be prepared by the Department, either at its own initiative or upon
approval of the written request of the Grantee.
3. Changes in Approved Scope of Work. The Grantee may not, without formal amendment
of the grant award agreement, make changes in the scope of the project that would be
inconsistent with the Approved Scope of Work as stipulated in Section I. of the Grant Award
Agreement or make any changes that might result in a deviation from the intent of the
legislation that authorized the award of the grant. In the event of uncertainty, questions
should be referred to the Department for final determination.
4. Extension of Grant Period. No extension of the arant Deriod will be allowed.
5. Timeliness of Work. All project work shall be completed and all grant and matching funds
shall be expended by the grant end date. The "Final Project Progress & Expenditure Report"
shall be submitted within thirty (30) days following the grant end date.
6. Project Supervision. The Grantee will assure that competent and adequate professional
supervision and inspection are provided and ensure that the completed work conforms to
the approved standards and specifications.
7. Conflict of Interest. The Grantee shall comply with the laws of the State of Florida
governing conflict of interest and standards of ethical conduct. In addition, no grantee
official, employee, or consultant who is authorized in his or her official capacity to negotiate,
make, accept, approve, or take part in decisions regarding a contract, subcontract, or other
agreement in connection with a grant assisted project shall take part in any decision relating
to such contract, subcontract or other agreement in which he or she has any financial or
other interest, or in which his or her spouse, child, parent or partner, or any organization in
which he or she is serving as an officer, director, trustee, partner, or employee of which he
or she has or is negotiating any arrangement concerning employment has such interest.
Grantees shall avoid circumstances presenting the appearance of such conflict.
Furthermore, the spouse, child, parent, or partner of an officer, director, trustee, partner, or
employee of the grantee shall not receive grant funds unless specifically authorized in
writing by the Department prior to expenditure of said grant funds.
8. Dual Compensation. If a Grantee staff member or consultant is involved simultaneously in
two or more projects supported by State or Federal funds, and compensation on either
project is based upon percentage of time spent, he or she may not be compensated for
more than 100 percent of his/her time during any part of the period of dual involvement.
9. Contingent Fees. No person, agency, or other organization may be employed or retained
to solicit or secure a grant or contract upon an agreement or understanding for commission,
percentage, brokerage, or contingent fee. For breach or violation of this prohibition, the
4
Department shall have the right to annul the grant without liability or, at its discretion, to
deduct from the grant or otherwise recover the full amount of such commission, percentage
brokerage or contingent fee, or to seek such other remedies as may be legally available.
10. Use of Individual Consultants. No project funds shall be used for the payment of fees to
individual consultants without the written authorization of the Department. The procurement
of individual consultant services must be justified and documented in accordance with the
Administrative Instructions for Historic Preservation Project Accountability contained in Part
II herein. In no case will consultant fees over and above regular salary be paid to
employees of the Grantee organization or of professional firms or organizations whose
services have been properly procured by the Grantee for the project. The Grantee will not
use any project funds to pay travel expenses of employees of the Florida Department of
State or Federal government for lectures, attending program functions, or any other
activities in connection with the project.
11. Civil Rights Compliance. The Grantee will assure that the project is administered in
conformance with the Civil Rights Act of 1964, Section 504 of the Rehabilifation Act of 1973,
and the Age Discrimination Act of 1975, as amended. Title VI of the Civil Rights Act of 1964
states that no person will, on the grounds of race, color, religion, sex or national origin, be
excluded from participation in, be denied the benefits of, or be otherwise subjected to
discrimination under any program or activity receiving Federal financial assistance. Section
504 of the Rehabilitation Act of 1973 requires that no qualified disabled individual is solely,
by reason of disability, excluded from participation in, denied the benefits of, or subjected to
discrimination under any program or activity receiving Federal financial assistance. The Age
Discrimination Act of 1975 prohibits discrimination on the basis of age under any program or
activity receiving Federal financial assistance. Every grantee is required to submit a Civil
Rights Assurance of Compliance Form. No grant awards may be made without a Civil
Rights Assurance of Compliance Form on file.
12. Discrimination In Employment Prohibited. In all hiring or employment in connection with
the project, each employer (1) will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, age, or national origin, and (2) will take
affirmative action to ensure that applicants are employed, and that employees are treated
during employment, without regard to race, color, religion, sex, age, or national origin. In
addition, no qualified person shall, on the basis of disability, be subject to discrimination in
employment in the grant assisted project. These requirements apply to, but are not limited
to, the following: employment, promotion, demotion or transfer; rates of payor other forms of
compensation; and selection for training, including apprenticeship. The Grantee and its
consultants or contractors will comply with all applicable statutes and Executive Orders on
equal employment opportunity and grant awards will be governed by the provisions of all
such statutes and Executive Orders, including enforcement provisions.
13. Religious Institutions. If the project involves a place of worship or faith-based organization
or property, the Grantee will assure that neither the execution of nor the public benefit
resulting from the project require involvement or participation in religious services or
activities.
14. Political Activities. No expenditure of project funds may be made for the use of equipment
or premises for political purposes, sponsoring or conduction of candidate's meeting(s),
engaging in voter registration or voter transportation activity, or other partisan political
activities.
15. Hatch Act. No officer or employee of the State whose principal employment is in
connection with any activity which is financed in whole or in part with grant assistance shall
take part in any of the political activity proscribed in the Hatch Political Activity Act, 5 USC
1501 et. seq., as amended, with its stated exceptions.
5
16. Lobbying Activity. No part of the project funds shall be used. either directly or indirectly. to
pay for any personal service. advertisement. telegram. telephone. letter. printed or written
matter. or other device. intended or designed to influence in any manner a Member of
Congress or the State Legislature. to favor or oppose. by vote or otherwise. any legislation
or appropriation by Congress or the State Legislature. whether before or after the
introduction of any bill or resolution proposing such legislation or appropriation. as
proscribed in 18 USC 1913.
17. Safety Precautions and Liability. The Department assumes no responsibility with respect
to accidents. illness. or claims arising out of any work performed under a grant supported
project. The Grantee is expected to take necessary steps to insure or protect itself and its
personnel and to comply with the applicable local. State or Federal safety standards.
including those issued pursuant to the National Occupational Safety and Health Act of 1970
(see 20 CFR 1910).
18. Reports, Records, and Inspections. The Grantee will submit financial. project progress.
evaluation. and other reports as required by the Department and will maintain such property.
personnel. financial. and other records and accounts as are deemed necessary by the
Department to assure proper accounting for all program funds. The Grantee. its consultants
and contractors will permit on-site inspections by Department representatives and will
effectively require employees to furnish such information as. in the judgment of the
Department representatives. may be relevant to a question on compliance with grant
conditions and the effectiveness. legality. and achievements of the program.
19. Examination of Records. The Secretary of State of the State of Florida and the State
Auditor General. or any of their duly authorized representatives. shall have access for the
purpose of financial or programmatic audit and examination to any books. documents.
papers. and records of the Grantee that are pertinent to the grant at all reasonable times
during a period of five years following completion of the project. or until all claims or audit
findings have been resolved.
20. Disclosure of Information. The Grant Award Agreement may be canceled by the
Department without prior notices for refusal by the Grantee to allow public access to all
documents. papers. letters or other material relating to the project. in accordance with the
provisions of Chapter 119, Florida Statutes. and with the Freedom of Information Act. 5 USC
552 as amended by Public Law No. 104-231, 110 Stat. 3048.
21. Rights to Data and Copyrights. When publications. films. or similar materials are
developed. directly or indirectly. from a program. project or activity supported by grant funds.
any copyright resulting therefrom shall be held by the Florida Department of State. Division
of Historical Resources. The author may arrange for copyright of such materials only after
approval from the Department. Any copyright arranged for by the author shall include
acknowledgment of grant assistance. As a condition of grant assistance, the Grantee
agrees to. and awards to the Department and. if applicable. to the Federal Government. and
to its officers. agents. and employees acting within the scope of their official duties. a
royalty-free. nonexclusive. and irrevocable license throughout the world for official purposes.
to publish. translate. reproduce. and use all subject data or copyrightable material based on
such data covered by the copyright.
22. Compliance with Environmental Protection Laws and Regulations. No project funds
shall be used for project work involving ground disturbance. modification of land use
patterns. new construction. or other known or potential alteration of the natural environment
that does not conform to State and Federal laws and regulations relating to protection of the
natural environment. including but not limited to the National Environmental Policy Act of
6
1969, as amended, 42 use 4321 et. seq., establishing national policy goals and objectives
for protecting and enhancing the environment.
23. Energy Conservation. The Grantee shall promote energy conservation and utilize to the
maximum extent practicable the most energy efficient equipment, materials, construction
methods, and operating procedures available in the accomplishment of project work.
24. Convict Labor. The Grantee or its contractors may utilize the labor of State prisoners in
authorized work release, parole or probation programs in the accomplishment of work. In
accordance with Executive Order 11755, as amended no person undergoing a sentence of
imprisonment at hard labor shall be employed on grant assisted project work. Convict labor
shall be recorded in the Project Progress & Expenditure Report and shall be supported by a
signed statement from the supervising individual, attesting to the number of laborers and the
number of donated hours.
25. Minority Businesses. The Grantee shall encourage greater economic opportunity for
minority business enterprises, as defined in Section 288.703, Florida Statutes, in
accomplishment of project work. To the maximum extent possible, the Grantee and its
consultants or contractors will take affirmative steps to assure that minority businesses are
used as sources of supplies, equipment, construction, and services. Affirmative steps shall
include but not necessarily be limited to the following:
a. Inclusion of qualified minority businesses on solicitation lists;
b. The assurance minority businesses are solicited whenever they are identified as
potential sources;
c. The division of total requirements, when economically feasible, into small tasks; or
quantities to permit maximum participation of minority businesses;
d. The establishment of reasonable delivery schedules when feasible, so as to
encourage participation by minority businesses; and
e. Utilization of the services and assistance of the Small Business Administration and
the Minority Business Development Agency of the U.S. Department of Commerce.
26. Requirements for Survey Reports, Publications and Media Project Products. All
projects resulting in a written or published report or other publication, and for projects that
result in production of a video, DVD or other non-print media product shall contain the
following acknowledgement of funding assistance and content disclaimer:
a. For Federally Funded Projects: This project [publication] has been financed in part
with historic preservation grant assistance provided by the National Park Service,
U.S. Department of the Interior, administered through the Bureau of Historic
Preservation, Division of Historical Resources, Florida Department of State, assisted
by the Florida Historical Commission. However, the contents and opinions do not
necessarily reflect the views and opinions of the Department of the Interior or the
Fiorida Department of State, nor does the mention of trade names or commercial
products constitute endorsement or recommendation by the Department of the
Interior or the Florida Department of State. 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, age, national origin, religion, sex, disability,
or sexual orientation 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
7
desire further information, please write to: Office of Equal Opportunity, U. S.
Department of Interior, National Park Service, 1849 C Street, NW, Washington, DC
20240.
b. State Funded Projects: This project [publication] has been financed in part with
historic preservation grant assistance provided by the Bureau of Historic
Preservation, Division of Historical Resources, Florida Department of State, assisted
by the Florida Historical Commission. However, the contents and opinions do not
necessarily reflect the views and opinions of the Florida Department of State, nor
does the mention of trade names or commercial products constitute endorsement or
recommendation by the Florida Department of State.
B. Special Provisions Applicable to Acquisition & Development Projects. The following special
conditions apply to grant assisted projects involving the acquisition, preservation, protection,
restoration, rehabilitation, stabilization, or construction of a site, building, structure, or object.
1. Accessibility for the Disabled. The Grantee shall ensure that the grant assisted property
meets the requirements of the Americans with Disabilities Act, Public Law 101-336; Section
25.21, Florida Statutes; and Part II, Chapter 553, Florida Statutes regarding accessibility for
the disabled. Specifications for project work must conform to the Specifications for Making
Buildings and Facilities Accessible to, and Usable by, the Physically Handicapped published
by the American National Standards Institute and the Secretary of the Interior's Standards
for Rehabilitation.
2. Project Identification Sign. When grant assistance is provided for acquisition or
development work, a project identification sign will be displayed in a prominent location at
the project site while project work is in process. The sign must be a minimum of eight (8)
square feet in size (usually 2x4 feet), be constructed of plywood or other durable material,
and identify the project and source of grant support. Any variation in the above
specifications must be approved by the Department. The sign shall contain the following
acknowledgment of grant assistance:
This project has been financed in part with Historic Preservation Grant assistance provided
by the Bureau of Historic Preservation, Division of Historical Resources, Florida Department
of State, assisted by the Florida Historical Commission.
The costs of preparation and erection of the project identification sign are allowable project
costs; routine maintenance costs of signs are not allowable. A photograph of the project
identification sign at the project site shall be submitted to the Department.
8
PART II
Administrative Instructions for
Historic Preservation Project Accountability
These instructions are intended to assist historic preservation grant recipients in meeting the accounting
and public benefit requirements of the historic preservation grants-in-aid programs administered by the
Department.
Grantee Administrative and Reporting Requirements
Grantees are responsible for maintaining financial records and project progress reports as outlined
below. These records and reports shall be retained for a period of five (5) years following completion of
the project, or until such time as any litigation, claims, or audit questions arising from examination or audit
initiated prior to expiration of the five year period are finally resolved.
All Grantee project records and reports are subject to public disclosure under the provisions of Chapter
119, Florida Statutes, and the Freedom of Information Act, 5 USC 552 as amended by Public Law 104-
231, 110 Stat. 3048.
A. Financial Records. Financial records must be adequate to account for the receipt and expenditure
of all project funds, and to demonstrate compliance with required procedures. Grantee financial
records are subject to audit by State auditors. Inadequate, incomplete or incorrect project financial
records may result in ineligibility for grant assistance. Financial records shall include, but are not
limited to:
1. Documentation of Project Expenditures. Project expenditures are direct cash value project
costs that are reimbursable, are paid for using grant assistance provided by the Department,
and cash value or in-kind contributions to the required local match share. Department grant
assistance is authorized for payment of 50% of allowable project costs, within the dollar limits of
the grant, as specified in the Grant Award Agreement. Grantee financial records shall include
complete documentation pertaining to the application for grant assistance, the award' of the
grant, the grant award agreement, and the receipt and deposition of grant funds.
2. Local Matching Share. Local matching share may be provided in the form of cash
expenditures or the value of materials and services donated in-kind for use in the direct
accomplishment of authorized project work. Matching share may be derived from any other
sources available to the grantee, with the exception that funds from other Federal funding
programs cannot be used to match grant assistance funds derived from the Federal Historic
Preservation Fund apportionment to the State of Florida. (This restriction does not apply to
Community Development Block Grants, Urban Development Action Grants. or Revenue
Sharing Funds).
a. Grantee financial records shall clearly identify the source, amount, and date of receipt of all
cash funds and donated values applied to the project. Receipts shall be recorded as they
occur.
b. Donated services shall be valued at the Federal minimum wage rate, unless the services
donated are those normally provided by the donor in his or her profession or trade, in
which case they may be valued at rates consistent with those paid for similar work in the
local labor market area.
c. Donated materials shall be valued at the donor's cost or the fair market value at the time of
donation, whichever is less.
9
3. Required Procurement Procedures for Obtaining Goods and Services. Be sure that your
organization provides maximum free competition when procuring goods and services related to
your grant-assisted project. Every effort must be made to use small business firms, minority
owned firms, women's business enterprises, and labor surplus areas.
a. Instructions for Procurement of Goods and Services for Smaller Projects (Including
Professional Services and Construction) for Individual Purchases or Contract
Amounts not Exceeding $15,000.00. For individual purchases or contract amounts not
exceeding $15,000, the Grantee must use the applicable procurement method described
below:
(1) Small Purchase Procedures I (Purchases or Contract Amounts Up to $2,500).
Procurement of goods and services where individual purchases or contracts do not
exceed $2,500 may be conducted at the Grantee's discretion.
(2) Small Purchase Procedures II (Purchases or Contract Amounts Between $2,500
and $15,000). Goods and services costing between $2,500 and $15,000 may be
procured by purchase order, acceptance of vendor proposals, or other appropriate
procurement document, provided that you:
(a) Solicit written or verbal quotes or proposals from two (2) or more competitors;
(b) Develop and implement a process for evaluating proposals and document
application of that process for selection (i.e., for construction work, your selection
may be based on the lowest responsible proposal amount, while for professional
services, selection should be based on task-specific criteria and committee
review and ranking of proposals.
(b) Are provided with an adequate description of the goods and services proposed;
and
(c) Secure written approval from the Department prior to acceptance of proposal
or execution of contract.
b. Instructions for Procurement of Professional Services (Including Architectural,
Engineering and other Consultant Services) for Contracts Exceeding $15,000).
For individual contract amounts exceeding $15,000, the Grantee must use the
applicable procurement method described below:
(1) Competitive Selection ($15,000. $25,000). Professional services greater than
$15,000 but less than $25,000 must be procured in the following manner:
(a) Solicit written quotes or qualifications submissions from two (2) or more
competitors;
(i) Identify all significant evaluation factors and their relative importance in
the request for qualifications.
(i1) Indicate in solicitation that public funds are involved.
(iii) Develop and distribute detailed project specifications with the
solicitation.
(b) Establish a review committee to evaluate and rank qualification
submissions;
10
(c) Select the most qualified competitor based on the established evaluation
criteria (Option: Conduct an initial ranking to "short list" competitors and
interview the top three for final ranking);
(d) Enter into contract negotiations with the top ranked competitor. If
negotiations are unsuccessful with this competitor, proceed to the next
ranked competitor;
(e) Secure written approval from the Department prior to execution of
contract.
(2) Competitive Negotiation ($25,000 and up). Professional services in excess of
$25,000 must be procured in the following manner:
(a) Advertise with a Request for Qualifications (RFQ) to secure qualification
submittals for professional services from two or more competitors;
(i) Publicized the request through notices in local newspapers of general
circulation or trade journals, in addition to individual solicitations.
(ii) Identify all significant evaluation factors and their relative importance in
the request for qualifications.
(iii) Indicate in RFQ that public funds are involved.
(b) Establish a review committee to evaluate and rank qualification proposals;
(c) Conduct an initial ranking based on the established evaluation criteria to
"Short list" competitors and interview the top three for final ranking;
(d) Enter into contract negotiations with the top ranked competitor. If
negotiations are unsuccessful with this competitor, proceed to the next
ranked competitor;
(e) Secure written approval from the Department prior to execution of
contract.
Exception: Departments or agencies of the state and units of county, municipal
or other local government must always procure professional architectural,
engineering, landscape architectural, or land survey and mapping services in
accordance with the provisions of the Consultants Competitive Negotiations Act",
Section 287.055, Florida Statutes.
c. Instructions for Procurement Using Competitive Sealed Bids (Procurement of
Goods and Services Exceeding $15,000). Except as noted in 3a. and 3b. above,
contracts for procurement of goods and services (exclusive of professional services)
shall be undertaken on the basis of sealed bids solicited through formal advertisement
in a newspaper of local or area circulation including:
(1) Notice of the time and place of public bid opening;
(2) Instructions on how to obtain detailed bid documents or procurement
specifications; and
(3) A statement that public funds are involved.
11
d. Qualification of Contractors. It is essential that the project be supervised and
carried out by personnel possessing training and experience appropriate to the nature
of the project. Grantees shall require, as a part of the bid or proposal package
submitted by prospective contractors, documentation of the professional qualifications
of the key personnel to be employed. Such documentation shall include, but not be
limited to:
(1) Resumes of academic training and employment in the applicable field;
(2) Evidence of possession of required licenses or business permits; and
(3) Evidence of any previous experience in projects of a similar nature, especially
projects requiring compliance with the standards cited in Section II. Paragraph M.
of the Grant Award Agreement.
e. Contract Provisions. In addition to proVISions defining a sound and complete
procurement contract, the Grantee shall ensure that the following contract provisions
or conditions are included in all procurement contracts and subcontracts relating to
the project (also refer to Section V. Paragraph A. of the Grant Award Agreement):
(1) Contracts other than small purchases shall contain provisions or conditions
which will allow for administrative, contractual, or legal remedies in instances
where contractors violate or breach contract terms, and provide for such
sanctions and penalties as may be appropriate.
(2) All contracts shall contain suitable provisions for termination by the Grantee,
including the manner by which it will be effected and the basis for settlement. In
addition, such contracts shall describe conditions under which the contract may
be terminated for default as well as conditions where the contract may be
terminated because of circumstances beyond the control of the contractor.
(3) All contracts and subcontracts awarded by the Grantee and its primary
contractors shall assure equal employment opportunity.
(4) All contracts (except those awarded by small purchases procedures) awarded by
grantees shall include a provision to the effect that the Grantee, the Department,
or any of their duly authorized representatives shall have access to any books,
documents, papers, and records of the contractor which are directly pertinent to
that specific contract, for the purpose of making audit, examination, excerpts,
and transcription. Grantees shall require contractors to maintain all required
records for five years after grantees make final payments and all other pending
matters are closed.
(5) All contracts involving the research, preparation, and publication of data shall
include notice of the conditions relating to copyrights contained in Part I,
Paragraph 21 of Section A on page 5 of this document.
f. Contract Pricing
(1) Procurement by small purchase procedures or competitive negotiation methods
may be priced on either a fixed-fee or cost reimbursable basis.
(2) Procurement by the competitive sealed bid method shall be priced on a firm-
fixed-fee basis.
12
(3) Contracts for goods and services based on cost-plus-percentage-of-cost or
percentage-of-construction-cost contracts are not allowable for grant-assisted
work.
g. Procurement Documentation to be Submitted to the Department. The Grantee
shall submit the following items to the Department as evidence of compliance with
procurement procedures prior to the execution of any contract for project work:
(1) Copies of the solicitation for proposals or invitation to bid and all applicable bid
documents, including construction plans and specifications, if required - to be
submitted upon distribution or publication;
(2) A summary of proposals or bids received and the basis for professional, consultant
or contractor selection - to be submitted upon completion of the selection process;
and
(3) A copy of the contract - to be submitted for review and approval by the Department
prior to execution. A copy of the executed contract is to be submitted to the
Department following approval and execution.
B. Project Progress and Expenditure Reports. The Grantee shall submit a Project Progress &
Expenditure Report (incorporated herein by reference and available online at
httD://www.flheritaae.com/orants/l to the Department at the end of each quarter within the grant
period except for the final quarter in which the Grantee shall instead submit a Final Project Progress
and Expenditure Report. Project Progress and Expenditure Reports must be submitted quarterly for
the duration of the project, regardless of the type of project (Acquisition and Development, Survey
and Planning or Community Education) or whether funds have been expended.
1. Determination of Allowable Project Costs. The total project cost submitted by the Grantee
might contain expenditures that are not allowable in determining the eligible costs in
accordance with the provisions of the Historic Preservation Grant Award Agreement. The
Department will review each Project Progress and Expenditure Report, and make its
determination of the eligible expenditures on the basis of the following criteria:
a. Allowable Project Costs. Allowable project costs shall include:
(1) Costs incurred by contract for procurement of goods and services consistent with the
Approved Scope of Work in Section I of the Grant Award Agreement;
(2) Costs incurred by properly documented small purchase procedures;
(3) Costs incurred by the Grantee for the following items applied directly to elements of
the Approved Scope of Work in Section I. of the Grant Award Agreement:
(a) Accounting: the cost of establishing and maintaining interest-bearing financial
accounts directly relating to the Project;
(b) Auditing: audit costs only as required by the Florida Single Audit Act (see
Section IV. of the Grant Award Agreement and Attachment B hereto).
(c) Communications: specific charges for telephone, telegraph, or other
communications services;
(d) Employee salaries and benefits (only if included in the original grant application
for the Project and only if documented by the Grantee to be specifically
applicable to one or more items within the Approved Scope of Work);
13
(e) Materials and supplies;
(f) Procurement services: the cost of advertising, solicitation, processing, and
administration of procurement contracts;
(g) Reproduction: the cost of limited reproduction of reports, forms, and project
documents; and
(h) Travel: the costs of travel, lodging and subsistence at rates not exceeding
commercial coach fares or current mileage and per diem rates allowed by the
State (allowable only if costs of travel and related expenses have been
approved by the Department in writing before they are Incurred).
(4) The properly documented value of donated services and materials (see Paragraph
3.(c) below).
(5) The properly documented value of volunteer services directly relating to the
accomplishment of the Project (volunteer work must be for one or more items
included in the Approved Scope of Work - see Paragraph 3.(c) below).
b. Non-allowable Project Costs. Costs not allowable as grant-assisted work or match
contribution shall include:
(1) Project costs incurred outside the project period;
(2) Costs of goods and services not procured in accordance with required procurement
procedures;
(3) Costs or value of donations not properly documented as described below;
(4) Costs incurred by the Grantee other than those specified in the Approved Scope of
Work in Section I. of the Grant Award Agreement, or not directly related to the project;
(5) Costs incurred by the Grantee for paving, parking, sidewalks, site lighting, site utilities,
landscaping and other site development unless specifically indicated in the Approved
Scope of Work; and
(6) Indirect costs incurred for common or joint activities of the Grantee.
2. Documentation of Expenditures. Each quarterly Project Progress and Expenditure Report
and the Final Project Progress and Expenditure Report must include documentation of payment
for each cash expenditure claimed during the reporting period.
a. Grantees shall provide a detailed listing of each expenditure in the Cash Expenditure
section of these reports, which contain the following information:
(1) Check number; or if a cash payment, a copy of the paid receipt must be submitted;
(2) Check date or date of cash expenditure; expenditures overlapping the grant period
must be prorated;
(3) The name of the payee or vendor for each expenditure paid by cash or check;
(4) The expenditure amount;
14
(5) The Approved Scope of Work category to which the goods or services
contribute (see Section I. of the Grant Award Agreement); and
(6) The purpose of each expenditure; stated clearly and in sufficient detail for the
Department to determine if the expenditure is allowable.
b. The Grantee shall provide the following documentation of payment of expenditures listed in
the Cash Expenditure section of the quarterly Project Progress and Expenditure Report
and the Final Project Progress and Expenditure Report.
(1) Copies of contractors' invoices itemizing the materials delivered, services rendered,
work items completed, and the following forms of proof of payment by the Grantee:
(a) Copies of signed and dated receipts from the contractorslsuppliers showing the
date payments were received and the amounts received; and
(b) Copies of the front and back of the canceled checks.
(2) For authorized employee salaries (see (1 )(c) Iii. above), the following expenditure
documentation is required:
(a) A copy of the log indicating the dates and hours devoted to authorized project
work signed by both the employee and his or her supervisor or the designated
Project Manager; and
(b) Copies of payroll registers for all pay periods claimed for each employee or the
front and back of canceled checks for all pay periods claimed for each employee.
3. Documentation of Donated Materials and Services. The value of donated materials and
volunteer services is not eligible for reimbursement by grant funds, but is allowable in
determining the Grantee's matching share.
a. Documentation of donated materials and services shall include:
(1) Identification of each individual donating services or materials;
(2) Description of the work accomplished or type and amount of material donated;
(2) The number of hours worked by each volunteer during the reporting period;
(4) Basis for hourly value of work for each volunteer:
(a) State of Florida Minimum Wage at the time of donation for state-funded grant
projects; or
(b) Federal Minimum Wage at the time of donation for federally-funded grant
projects; or
(c) If the services donated are those normally provided by the donor in his or her
profession or trade, in which case they may be valued at rates consistent with
those paid for similar work in the local labor market area.
(d) If the hourly rate listed is above the applicable Minimum Wage (State of Federal),
attach a signed statement from the individual listing hislher qualifications to
justify the higher donated value rate.
15
(e) The total value of the volunteer's services for the reporting period (for donated
materials, the donor must document their fair market value in a written signed
statement, which is also signed by the designated Project Manager).
4. Additional Documentation to be Included in Project Progress and Expenditure Reports.
IN addition to the documentation indicated in B.2. and B.3. above, each quarterly Project
Progress and Expenditure Report shall include:
a. A brief description of work accomplished in the previous three months;
b. A description of any unusual problems or conditions encountered or any unusual methods,
materials, or techniques employed;
c. Copies of required documents (contracts, press releases, etc.) as applicable; and
d. For construction projects, photographic documentation of construction work in-progress or
completed work shall be included.
5. Final Project Progress and Expenditure Report. To be submitted within 30 days following
completion of all projects In addition to the documentation indicated in B.2., B.3. and 8.4.
above, this report shall also include:
a. A description and explanation of any variations between the planned project work and that
actually accomplished;
b. A description and explanation of any significant differences between the planned project
budget and the actual project costs;
c. Final products as specified in the Approved Scope of Work (Section 1 of the Grant Award
Agreement;
d. Photographic documentation of completed construction work; and
e. Required audit documents.
C. Reports Required for Survey Projects. In addition to the Project Progress & Expenditure Reports
described in Section B. above, the following reports and forms are required for historic and
archaeological survey projects:
1. Draft Survey Report. The Grantee shall submit a Draft Survey Report to the Department's
Grants Section no later than sixty (60) days prior to the end of the grant period.
a. The Grants Section shall review all Draft Survey Reports for compliance with the
Archaeological and Historical Report Standards and Guidelines, Chapter 1A-46, Florida
Administrative Code, and transmit the results of the review to the Grantee.
b. The Draft Survey Report is to be organized by and shall include all applicable items on the
1A-46 checklist (see a. above). A signed and checked copy of the checklist must
accompany the Draft Survey Report. The checklist will form the basis for Department
review of the draft.
c. The Draft Survey Report submission must include five "sample" Florida Master Site File
forms, each accompanied by a street map, a USGS map and printout of a digital
photograph.
16
d. During the 60 days following submission of the Draft Survey Report, submission of
additional drafts or revisions may be required to secure Department approval for
submission of the Final Survey Report, which will be due no later than 30 days following
the end of the grant period.
e.. Clearance for submission of the Final Survey Report will be granted no later than the
ending date of the grant period.
2. Final Survey Report. The Grantee shall submit a Final Survey Report to the Department's
Grants Section no later than thirty (30) days following the end of the grant period. After review
for completeness and sufficiency, the Grants Section shall forward the Final Survey Report to
the Florida Master Site File.
a. Survey Log Sheet. The Grantee shall obtain the most recent version of the Survey Log
Sheet by contacting the Florida Master Site File, to be completed and submitted to the
Department's Grants Section with the Final Survey Report.
b. Florida Master Site File forms. If standing structures are recorded, a Historical Structure
Form must be completed for each structure. If archeological sites are recorded, an
Archaeological Site Form must be completed for each site. Separate forms for Historical
Cemeteries, Historical Bridges, Underwater Archeological Sites and Shipwrecks are also
available and must be completed if such resources are investigated. The Grantee shall
obtain the most recent version of these forms by contacting the Florida Master Site File.
All completed Florida Master Site File Forms shall be submitted to the Department's
Grants Section with the Final Survey Report. After review for completeness and
sufficiency, the Grants Section shall forward the completed forms to the Florida Master Site
File.
D. Reports Required for Preservation Planning Projects. In addition to the Project Progress &
Expenditure Reports described in Section B. above, a draft of the final product will be submitted to
the Department no later than sixty days (60) prior to the end of the grant period. Based on
Department review of the draft(s), supplemental reports or drafts of the final product may be
required to be submitted for preservation planning projects depending on the nature and scope of
the individual project.
E. Submissions Required for Architectural Planning Projects. In addition to the Project Progress
and Expenditure Reports described in Section B. above, in accordance with Section 267.031(5)(1),
Florida Statutes, the Grantee shall provide the Department an opportunity to review and approve
architectural documents for the Project at the following points in their development:
a. Upon completion of schematic design;
b. Upon completion of design development and outline specifications; and
c. Upon completion of working drawings and specifications, prior to execution of the
construction contract.
F. Reports Required for Community Education Projects. In addition to the Progress &
Expenditure Reports described in Section B. above, a draft of the final product shall be submitted
to the Department no later than sixty days (60) prior to the end of the grant period. Based on
Department review of the draft, supplemental reports or drafts of the final product may be required
to be submitted for community education projects depending on the nature and scope of the
individual project.
17
ATTACHMENT B
F0703
FLORIDA SINGLE AUDIT ACT REQUIREMENTS
AUDIT REOUIREMENTS
The administration of resources awarded by the Department of State to the Grantee may be subject to audits
and/or monitoring by the Department of State as described in this Addendum to the Grant Award
Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with OMB Circular A-133, as revised, and Section
215.97, F.S., monitoring procedures may include, but not be limited to, on-site visits by Department of
State staff, limited scope audits as defined by OMB Circular A-133, as revised, and/or other procedures.
By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring
procedures/processes deemed appropriate by the Department of State. In the event the Department of State
determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any
additional instructions provided by the Department of State staff to the recipient regarding such audit. The
recipient further agrees to comply and cooperate with any inspections. reviews, investigations. or audits
deemed necessary by the Chief Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defined
in OMB Circular A-133, as revised.
1. In the event that the recipient expends $500,000 or more in Federal awards in its fiscal year, the recipient
must have a single or program-specific audit conducted in accordance with the provisions ofOMB Circular
A-133, as revised. EXHIBIT I to this agreement indicates Federal resources awarded through the
Department of State by this agreement. In determining the Federal awards expended in its fiscal year, the
recipient shall consider all sources of Federal awards, including Federal resources received from the
Depmtment of State. The determination of amounts of Federal awards expended should be in accordance
with the guidelines established by OMB Circular A-133, as revised. An audit of the recipient conducted by
the Auditor General in accordance with the provisions OMB Circular A-133, as revised, will meet the
requirements of this part.
2. In connection with the audit requirements addressed in Part I, paragraph I., the recipient shall fulfill the
requirements relative to auditee responsibilities as provided in Subpart C of OMB Circular A-133, as
revised.
3. If the recipient expends less than $500,000 in Federal awards in its fiscal year, an audit conducted in
accordance with the provisions of OMB Circular A-133, as revised, is not required. In the event that the
recipient expends less than $500,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions ofOMB Circular A-133, as revised, the cost of the audit must
be paid from non-Federal resources (i.e., the cost of such an audit must be paid from recipient resources
obtained from other than Federal entities).
4. The Internet web addresses listed below will assist recipients in locating documents referenced in the text
of this agreement and the interpretation of compliance issues.
State of Florida Department Financial Services (Chief Financial Officer)
http://www.fldfs.comi
Federal Office of Management and Budget Circulars Index
http://www.whitehouse.20v/omb/2rants/index.htmI_ circulars
Governor's Office Initiatives, Florida Single Audit Act
htto:! /www .mvtlorida.corru'mvtloridal ~overnment/ llovemorinitiatives/fsaal
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
http:./www.le2.state.fl.us/
PART II: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(1), Florida Statutes.
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$500,000 in any fiscal year of such recipient, the recipient must have a State single or project-specific audit
for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules of the Executive
Office of the Governor and the Chief Financial Officer; and Chapters 10.550 (local governmental entities)
or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT I to this
agreement indicates state financial assistance awarded through the Department of State by this agreement.
In deterntining the state fmancial assistance expended in its fiscal year, the recipient shall consider all
sources of state financial assistance, including state fmancial assistance received from the Department of
State, other state agencies, and other nonstate entities. State financial assistance does not include Federal
direct or pass-through awards and resources received by a nonstate entity for Federal program matching
requirements.
2. In cOImection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that
the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes submission
of a financial reporting package as defined by Section 2 I 5.97(2)(d), Florida Statutes, and Chapters 10.550
(local governmental entities) or 10.650 (nonprofit and for-profit organizations), Rules of the Auditor
General.
3. If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit conducted
in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In the event that the
recipient expends less than $500,000 in state fmanciaI assistance in its fiscal year and elects to have an
audit conducted in accordance with the provisions of Section 2 I 5 .97, Florida Statutes, the cost of the audit
must he paid from the nonstate entity's resources (i.e., the cost of such an audit must be paid from the
recipient's resources obtained from other than State entities).
2
PART III: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with OMB Circular A-133, as revised, and
required by PART I of this agreement shall be submitted, when required by Section .320 (d), OMB Circular
A-133, as revised, by or on behalf of the recipient directly to each of the following:
A. The Department of State at each of the following addresses:
Office of Inspector General
Florida Department of State
Clifton Building, Suite 320
2661 Executive Center Circle
Tallahassee, FL 3230 I
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required
by Sections .320 (d)(l) and (2), OMB Circular A-133, as revised, should be submitted to the Federal Audit
Clearinghouse), at the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 East 10'" Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (I), OMB Circular A-
133, as revised.
2. In the event that a copy of the reporting package for an audit required by PART I of this agreement and
conducted in accordance with OMB Circular A-133, as revised, is not required to be submitted to the
Department of State for the reasons pursuant to Section .320 (e)(2), OMB Circular A-133, as revised, the
recipient shall submit the required written notification pursuant to Section .320 (e)(2) and a copy of the
recipient's audited schedule of expenditures of Federal awards directlv to each of the following:
Office of Inspector General
Florida Department of State
Clifton Building, Suite 320
2661 Executive Center Circle
Tallahassee, FL 32301
3. Copies of financial reporting packages required by PART II of this agreement shall be submitted by or on
behalf of the recipient directlv to each of the following:
A. The Department of State at each of the following addresses:
Office of Inspector General
Florida Department of State
Clifton Building, Suite 320
2661 Executive Center Circle
Tallahassee, FL 32301
3
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 40 I, Pepper Building
] II West Madison Street
Tallahassee, Florida 32399-1450
4. Any reports, management letter, or other information required to be submitted to the Department of State
pursuant to this agreement shall be submitted timely in accordance with OMB Circular A-l33, as revised,
Section 215.97, Florida Statutes, and Chapters 10.550 (local governmental entities) or 10.650 (nonprofit
and for-profit organizations), Rules of the Auditor General, as applicable.
5. Recipients, when submitting financial reporting packages to the Department of State for audits done in
accordance with OMB Circular A-133 or Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General, should indicate the date that the
reporting package was delivered to the recipient in correspondence accompanying the reporting package.
PART IV: RECORD RETENTION
I. The recipient shall retain sufficient records demonstrating its compliance with the terms of this agreement
for a period of five years from the date the audit report is issued, and shall allow the Department of State, or
its designee, Chief Financial Officer, or Auditor General access to such records upon request. The recipient
shall ensure that audit working papers are made available to the Department of State, or its designee, Chief
Financial Officer, or Auditor General upon request for a period of three years from the date the audit report
is issued, unless extended in writing by the Department of State.
EXHIBIT 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
National Park Service, U.S. Department of the Interior, Historic Preservation Fund Grants-In-Aid, CFDA # 15-904,
25000
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED PURSUANT
TO THIS AGREEMENT ARE AS FOLLOWS:
Resources may be used to carry out historic preservation activities such as surveys, preservation plans, National
Register nominations, architectural plans and the National Register of Historic Places, and for acquisition or repair
of these properties. Development projects must comprise on or more treatments such as preservation, restoration,
rehabilitation, and reconstruction. Major reconstruction is not eligible.
4
STATE RESOCRCES AWARDED TO THE RECIPIENT PCRSUANT TO THIS AGREEMEl\T COl\SIST OF
THE FOLLOWING:
MATCHING RESOCRCES FOR FEDERAL PROGRAMS:
Not Applicable.
SUBJECT TO SECTION 215.97. FLORIDA STATCTES:
Not Applicable.
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES A WARDED PURSUANT TO THIS
AGREEMENT ARE AS FOLLOWS:
Not Applicable.
The Grantee has read this Addendum to the Grant A ward Agreement and has affixed their signature:
MONROE COUNTY
~1f~
Signature of Authorized Official
MA~ID Di b€NN 6 MA'IorL
Typed Name and T': . d Official
/.':C". :''<'~-:0>~.. ~... "."'!-.C:..%.
,t' /---'<\p -:,'"'''' -, ~\\
t..- '\\ .....:L~
<. ".' - - ;.:':.~:
. ,/ C\..m!I
"',,"','
MONROE.COlt~TY ATTORNEY
A~~:?l:JJM:
YNTHIA L. HALL
ASSISTANT COUNTY ATTORNEY
Date t9S- ;}-'i- ~O()7-
5
--_.,-,."
Page 1 of2
ATTACHMENTC
F0703
SPECIAL CONDITIONS OF CONTRACT
REQUIRED BY HISTORIC PRESERVATION GRANT A WARD AGREEMENT
Project Name: Tavernier Intensive Level Survey and Publication
Historical Resources Grant-in-Aid No.: F0703
Parties:
1.
(Owner)
2.
(Architect/Consultant/Contractor)
These Special Conditions shall supplement and become part of the Agreement and shall supersede any
conflicting provisions of said Agreement.
1. Equal Employment Opportunity Compliance
1.1 The Architect/Consultant/Contractor shall comply with Title VI of the Civil Rights Act of 1964,
Section 504 of the Rehabilitation Act of 1973, and Title I of the Americans with Disabilities Act of
1990 in that: No person in the United States shall on the grounds of race, creed, color, national
origin, sex, age, political affiliation, beliefs, or disability be subject to discrimination under any
program or activity which the Architect/Consultant/Contractor has agreed to undertake by and
through the covenants and provisions set forth in this Agreement.
2. Access to Records
2.1 The Architect/Consultant/Contractor shall keep and maintain financial, invoice, and employment
records pertaining to the contractual obligation between the Parties for pre-audit and post-audit
purposes for a period of five years following the completion of all project work, or until all claims
and audit rmdings involving these records have been received, whichever is later. The Owner, the
Florida Department of State, or any of their duly authorized representatives shall have access to any
books, documents, papers and records of the Architect/Consultant/Contractor which are directly
pertinent to this Agreement, for the purpose of making audit, examination, excerpts, and
transcription.
3. Termination
3.1 Termination by Owner
3.1.1 The Owner may terminate this Agreement if the Architect/Consultant/Contractor:
I. Persistently or repeatedly refuses or fails to supply enough properly skilled workers or
proper materials;
2. Fails to make payment to Subcontractors for materials or labor in accordance with the
respective contracts between the Architect/Consultant/Contractor and the Subcontractors;
3. Persistently disregards laws, ordinances, or rules, regulations or orders of a public authority
having jurisdiction; or I
4. Otherwise is guilty of substantial breach of a provision of the Agreement.
"..-___._..._..n_._......_
Page 2 of2
3.1.2 When any of the above reasons exist, the Owner may, without prejudice to any other rights or
remedies of the Owner and after giving the Architect/Consultant/Contractor and the
Architect/Consultant/Contractor's surety, if any, seven days written notice, terminate
employment of the Architect/Consultant/Contractor and may, subject to any prior rights of the
surety:
I. Take possession of the site and of all materials, equipment, tools, and construction
equipment and machinery thereon owned by the Architect/Consultant/Contractor;
2. Accept assignment of subcontracts;
3. Finish the Work by whatever reasonable method the Owner may deem expedient.
3.1.3 The Architect/Consultant/Contractor will be compensated for any work satisfactorily completed
in accordance with this Agreement prior to notification of termination.
3.2 Termination by the Architect/Consultant/Contractor
3.2.1 The Architect/Consultant/Contractor may terminate the Agreement if the Work is stopped for a
period of 30 days through no act or fault of the Architect/Consultant/Contractor or a
Subcontractor, Sub-subcontractor or other agents or employees or any other persons performing
portions of the Work under agreement with the Architect/Consultant/Contractor, for any of the
following reasons:
I. Issuance of an order of a court or other public authority having jurisdiction;
2. An act of government such as a declaration of national emergency, making material
unavailable;
3. Because the Architect has not issued a Certificate for Payment and has not notified the
Architect/Consultant/Contractor of the reason for withholding such certification, or
because the Owner has not made payment on a Certification of Payment within the time
stated in the Agreement;
4. If repeated suspensions, delays or interruptions by the Owner constitute in the aggregate
more than 100 percent of the total number of days scheduled for completion, or 120 days in
any 365-day period, whichever is less; or
5. The Owner has failed to furnish to the Architect/Consultant/Contractor promptly, upon the
Architect/Consultant/Contractor's request, reasonable evidence that financial arrangements
have been made to fulfill the Owner's obligations under the Agreement.
Owner
Architect / Consultant / Contractor
Address
Address
By
By
Date
Date
Attachment D
Applies to Survey Projects Only
HISTORICAL SURVEY REPORT CHECKLIST
Grant No.:
Project Name:
The fol/owing Topics are excerpts from Chapter 1A.46, Florida Administrative Code
The general description of the project shall address
.. For format and layout recommendations please refer to "Organizational Requirements for the Draft and Final Report' document.
u Project location (including boundary map)
o Project description
o Purpose of project
::J Pertinent federal, state. or local laws and regulations
Archival research shall address
o Past field surveys in the project area and the relevance of the major findings to the area currently under study
o Pertinent data in the Florida Master Site File
8 Pertinent data in other studies appropriate for the research problem
o Pertinent historical data from records such as plat maps, tract books, subdivision maps, Sanborn maps, city directories, building permits
and architectural plans
o Pertinent information from informants, which shall include the Certified Local Government within whose boundaries the project lies (If applicable)
o Chronologically arranged narrative of the history of the project area and of the significant historical events or developments (including important
individuals and institutions) which are necessary to place sites and properties in historic contexts within the project area
The description of the research design shall address
o Objectives
o Methods
o Expected results
The description of historical fieldwork activities shall address
o Boundaries of the area investigated
o Fieldwork methodology and the rationale for its selection
o Types of resources identified and evaluated
o List of all historical resources within the survey area, including the Florida Master Site File number, with aU identified resources plotted on a
U.S, Geological Survey (1 :24,000) 7.5 minute series topographic quadrangle map
o Descriptions far all identified resources
o Photographs ar illustrations representative of resources located in the project area
o Information on any portions of the project area which were not investigated and a statement explaining the reason why investigation did not Occur
o Explanation about those portions of the project area that were examined but that did not contain historical, architectural, engineering,
or cultural resources
The description of the results and conclusions of the historical, architectural, engineering or cultural resource investigations shall address
o Findings in relation to the stated objectives
o Assessment of the integrity of evaluated sites
o Methods used to apply National Register criteria (A,B,C, and D) for a determination of eligibility and historic context as contained in 36 C.F.R 60
o Description of the constituent elements that constitute the complete property (e.g. outbuildings, landscape features, etc.) which is determined
eligible for listing in the National Register
o National Register property boundaries depicted on a scaled site plan sketch
o Conclusions and analysis of the findings
o Discussion of the manner in which the resources contribute to an understanding of local, regional, state, or national history and/or architectural history
o Recommendations regarding the treatment of the resource(s) including but not limited to preservation or avoidance, minimization or mitigation
of potential impacts, or no action
o Discussion of the scope and completeness of the project efforts and the need for any additional identification, evaluation or documentation efforts
o Location of all curated project records and location of aU project records (e.g. photographs, oral interviews, etc.)
o Bibliography of those sources used
All historical fieldwork reports shall include the following, either as part of the report or as accompanying documents:
o FMSF Survey Log Sheets, completed in accordance with the "Guide to the Survey Log Sheet" with project boundaries depicted on an attached
original or photocopy portion of a U.S. Geological Survey (1 :24,000) 7.5 minute series topographic quadrangle map
o FMSF historical structure forms, completed in accordance with the ~Guide to the Historical Structure Form, Version 3.0"
o FMSF historical bridge forms, completed in accordance with the "Guide to the Historical Bridge Form"
o FMSF historical cemetery forms, completed in accordance with the "Guide to the Historical Cemetery Form"
o Completed FMSF resource group forms
Q Original or photocopy portion of a U_S. Geological Survey (1 :24,000) 7.5 minute series topographic quadrangle maps for all identified sites
showing site locations
. . . . RETURN COMPLETED FORM WITH DRAFT REPORT. . . .
Report Author:
Date:
-~._~ ..~"._..~._<_.,,-,---
Organizational Requirements for the Draft and Final Report
(A summary based on lbe IA-46 Cbecklisl)
All reports should be proofread by someone other than the author prior to submission.
All reports must include the followin!! in the order listed:
Title Page: name of project, name of author, name of consulting agency, date of report
Table of Contents Page
List of Figures Page: Indicate the title of each figure and its page number
List of Tables Page: Indicate the title of each table and its page number
Acknowledgements Page: Include the following language from Attachment A regarding funding of
projects from state grants. (See Attachment A for funding acknowledgment for federal grants.) Other
acknowledgements may be included as is appropriate.
This project has been financed in part with historic preservation grant assistance provided by the
Bureau of Historic Preservation, Division of Historical Resources, Florida Department of State,
assisted by the Florida Historical Commission.
Introduction: Include description of the project; origin and purpose of the project; location of the survey
area; reference any pertinent federal, state or local laws and permits. Include map of the survey area.
Summary of Background Research: Include past surveys, information from the Florida Master Site
File, environmental data, historical data from maps, archival research, interviews
Narrative History: Include events, people, institutions, and organizations in the survey area for historic
context. Provide citations for statements that are not general knowledge.
Research Design: Describe objectives, methods, expected results. Include plans for unexpected finds
(such as Human Remains in archaeological projects)
Discussion of the Project Work: Summarize the progress of the field work as it developed. Illustrate
with photographs, maps and drawings as needed.
Conclusions and Recommendations: Discuss the results of the project work. The significance of
resources should be identified according to National Register criteria. Describe current conditions. Any
future work that may be needed should be described.
Bibliography or References Cited: Include title, author, publisher, publication place, publication date
for all references used in the text or in preparation of the report.
The followin!! items are reauired but should be placed in the report where appropriate:
List of Previously Recorded Sites or Buildings with Site File numbers
List of Newly Recorded Sites or Buildings with Site File numbers
Maps: Must show clearlv delineated survev areas and boundaries. All maps must have a title, a north
arrow and a page number. They must be included in the List of Figures with page number.
Photographs: Images must be originals or scans, not photocopies. They must be labeled, and FMSF
numbers, if assigned, should be included in identifications.
The Final Survey Report should be submitted in a binding of your choice.
CHAPTER lA-46 ARCHAEOLOGICAL AND mSTORlCAL REPORT ST AA"DARDS AA"D GUIDEL~"ES
IA-46.001
IA-46.002
IA-46.003
lA-46.004
IA-46.005
lA-46.006
IA-46.007
Standards and Guidelines for Reports.
Definitions. (Repealed)
Criteria for Reports ofldentification, Evaluation, and Documentation Activities. (Repealed)
Criteria for Qualifications of Archaeologists. (Repealed)
Report Review Procedures. (Repealed)
Technical Assistance. (Repealed)
Dispute Resolution. (Repealed)
lA-46.001 Standards and Guidelines for Reports.
(1) Purpose. This rule specifies criteria by which the Division of Historical Resources (Division) will review reports of cultural
resource activities on federally assisted, licensed or permitted projects; on projects on state owned or controlled property or state
assisted, licensed, Dr permitted projects; and on local projects for which the Division has review authority.
(2) Definitions. The following words and terms shall have the meanings indicated:
(a) "Agency" or" Applicant" means any unit offederal, state, county, municipal Dr other local government; any corporation,
partnership or other organization, public or private, whether or not for profit; Dr any individual or representative of any ofthe
foregoing proposing undertakings.
(b) "Archaeological fieldwork" means actions undertaken for the purpose of recoveriug data about or from an archaeological
site in order to evaluate and determine National Register eligibility; or to document through archaeological excavation the
archaeological site prior to proposed alteration, damage or destruction.
(c) " Archaeological site" means the complex of associated physical remains and features contained in the ground that evidence
past use or modification by people.
(d) "Area of potential effect" means the geographic area or areas within which an undertaking may directly or indirectly cause
changes in character or use of historic resources, if any such properties exist.
(e) "Certified Local Government" means a local government that has been certified to meet Federal and State standards, as set
forth in the "Florida Certified Local Government Guidelines" (Form HRJE03204-02) herein incorporated by reference, and can
participate in the nationwide program of financial and technical assistance to preserve properties.
(f) "Completeness" means the inclusion in the report of archaeological and historical activities of all applicable sections of the
prescribed content, but does not mean that said sections are sufficient in comprehensiveness of data or in quality of information
provided.
(g) "Days" means calendar days.
(h) "Determination of eligibility" means the process of determining whether identified historical resources are deemed
significant using the criteria for significance established by the National Park Service, U.S. Department of the Interior for the
National Register of Historic Places.
(i) "Federal undertaking" means a project, activity, or program funded in whole or in part under the direct or indirect
jurisdiction of a federal agency, including those carried out with federal assistance; those requiring a federal permit, license or
approval; and those subject to state or local regulation administered pursuant to a delegation or approval by a federal agency.
(j) "Florida Master Site File" or "FMSF" means the record of identified historical resources maintained by the Division.
(k) "Historical fieldwork" means actions undertaken for the purpose of recovering data about or from a building(s) or
structure(s) to evaluate and determine eligibility; or to document using the Historic American Buildings Survey (HABS) or Historic
Engineering Record (HAER) standards and guidelines prior to proposed alteration or destruction.
(I) ''Historical resource" mean, a building, structure, site, object or collection thereof (a prehistoric or historic district) which is
generally at least fifty years old of historical, architectural, or archaeological value.
(m) "Historic context" means the organizational format that groups information about related historical resources based on
theme, geographical limits and chronological period. A single historic context describes one or more aspects of tbe historic
development of an area, considering history, architecture, archaeology, engineering and culture, and identifies significant patterns
that individual historical resources represent A set of historic contexts is a comprehensive summary of all aspects of the history of
an area.
(n) "Local undertaking" means a project, activity or program subject to the provisions of a local ordinance or regulation for
which the Division has review authority.
(0) "National Register" means the National Register of Historic Places, the list of historical resources significant in American
history, architecture, archaeology, engineering and culture and authorized by the National Historic Preservation Act of 1966 as
amended and administered by the U.S. Department of the Interior, National Park Service.
(P) "Principal Investigator" means the person or persons responsible for supervising archaeological fieldwork and historical
fi el dwork.
(q) "State undertaking" means a project, acth~ty or program in which a state agency of the executive branch has direct or
indirect jurisdiction; those in which a state agency provides financial assistance to a project or entity; and those in which a state
agency is involved through the issuance of state permits or licenses.
(r) "Sufficiency" means determining whether the report meets the Secretary of the Interior's Standards and Guidelines for
Archeology and Historic Preservation (published in the Federal Register, Vol. 48, No, 190, pp, 44il6-44740, September 29,1983),
herein incorporated by reference, with respect to identification, evaluation and documentation,
(3) Reports, Reports of the results of archaeological fieldwork and historical fieldwork activities shall include the topics in
(a)-(h) below in sufficient detail for the Division to review for completeness and sufficiency, For projects of limited scope, topics
that are not applicable may be omitted when a justification for this decision is provided. In addition, all reports shall be consistent
,,;th and meet the terms of the standards and guidelines for identification, evaluation and documentation contained in the
"Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation." This section shall apply to
federal, state and local undertakings. Principal investigators shall meet the minimum qualifications for archaeology, history,
architecture, architectural history, or historic architecture contained in 36 C.F.R. 61 ("Procedures for Approved State and Local
Historic Preservation Programs, Appendix A, Professional Qualifications Standards"), herein incorporated by reference, effective
10-97-
(a) General Description. The description of the project shall address the project location (including boundary map) and
description; the purpose of project; the area of potential effect; and the pertinent federal, state or local laws and regulations.
(b) Archival Researcb. Archival researcb shall address past field surveys in the project area and the relevance oftbe major
findings to the area currently under study; pertinent data in the Florida Master Site File; pertinent environmental and
paleoenvironmental data; pertinent data in other studies appropriate for the research problem; pertinent historical data from records
sucb as plat maps, tract books, subdivision maps, Sanborn maps, city directories, building permits and architectural plans; and
pertinent information from informants, which shall include the Certified Local Government within whose boundaries the project
lies. Researcb results shall be presented in a chronologically arranged narrative of the prehistory and history of the project area and
of the significant historical events or developments (including important individuals and institutions) which are necessary to place
sites and properties in historic contexts within the project area.
(c) Researcb Design. The description of the researcb design shall address the objectives; methods; expected results; and
procedures to deal with unexpected discoveries including the discovery of human remains in accordance with Chapter 872.05,
Florida Statutes.
(d) Archaeological Fieldwork. The description of archaeological fieldwork activities shall address the types of sites
encountered and evaluated; the boundaries of the area investigated; fieldwork methodology and the rationale for its selection; the
location of all tests and excavations, including maps depicting testing locations and results, site components, integrity of sites and
subareas ,within the sites; information on the location and appearance of features and artifacts, as well as tbe integrity and
boundaries of sites and site components; information on any portions of the project area and any portions of identified sites wbich
were not investigated and a statement explaining the reason why investigation did not occur; photographs of each site; photographs
and illustrations representative of site subareas or features, or formal excavation units; identification of portions oftbe project area
that were examined but that did not contain archaeological remains; special survey techniques; and information on changes in
research design or methodology. Special survey techniques may be necessary to search for certain subsurface or underwater
archaeological sites. The description of special survey techniques shall address tbe follomng topics: equipment, field
methodologies, areas surveyed and not surveyed., a record of the nature and location of all potential historical resources identified
and a description of any potential historical resources investigated by examination to determine their nature. Underwater
archaeological surveys shall be conducted in accordance with the "Florida Division of Historical Resources Performance Standards
for Submerged Remote Sensing Surveys" (Form HR6E06304-02), herein incorporated by reference.
(e) Historical Fieldwork. The description of historical fieldwork activities shall address the boundaries of the area investigated;
fieldwork methodology and the rationale for its selection; tbe types of resources identified and evaluated; a list of all historical
resources mthin the survey area, including the Florida Master Site File number, with all identified resources plotted on a U.S.
Geological Survey (I :24,000) 7.5 minute series topograpbic quadrangle map; descriptions for all identified resources; pbotographs
or illustrations representative of resources located in the project area; information on any portions of the project area which were
not investigated and a statement explaining the reason Vlby investigation did not occur; and an explanation about those portions of
the project area that were examined but that did not contain historical, architectural, engineering or cultural resources.
(I) Archaeological Results and Conclusions. The description of the results and conclusions ofthe archaeological resource
investigations shall address laboratory methods used to analyze artifacts and otber site materials recovered during the
archaeological investigations in the project area; the curation location of artifacts and project records; findings in relation to the
stated objectives of the investigations; an assessment of site integrity; methods used to apply National Register critcria for a
determination of eligibility and historic context as contained in 36 C.F.R. 60 ("National Register of Historic Places"), berein
incorporated by reference; a discussion of completeness of project efforts and the need for any additional identification, evaluation
or documentation efforts; conclusions and analysis of the findings, including a discussion on how the findings contribute to an
understanding oftbe historic work or treatment of the site; and a bibliography of those sources utilized.
(g) Historical Results and Conclusions. The description of the results and conclusions cftbe historical, architectural,
engineering or cultural resource investigations shall address findings in relation to tbe stated objectives; an assessment of the
integrity of evaluated sites; methods used to apply National Register criteria for a determination of eligibility and historic context; a
description of the constituent elements that constitute the complete property (e,g. outbuildings, landscape features, etc.), which is
determined eligible for listing in the National Register; the National Register property boundaries depicted on a scaled site plan
2
sketch; conclusions and analysis ofthe findings; a discussion of the manner in which the resourees contnbute to an understanding
oflocal, regional, state, or national history and/or architectural history; recommendations regarding the treatment of the resouroe(s)
including but not limited to preservation or avoidance, minimization or mitigation of potential impacts, or no action; a discussion of
the scope and completeness of the project efforts and the need for any additional identification, evaluation or documentation
efforts; the location of all curated project records and location of all project records (e.g. photographs, oral interviews, etc.); and a
bibliography ofthose sources used.
(h) Florida Master Site File (FMSF) Requirements, Reports of archaeological fieldwork and historical fieldwork activities will
be deemed incomplete if they do not contain FMSF survey log sheets for each report and site forms for each site identified,
evaluated or documented. All archaeological fieldwork and historical fieldwork reports shall include the following, either as part of
the report or as accompanying documents:
I. FMSF Survey Log Sheets (Form HR6E06610-97, effective 9-1-97), completed in accordance with the "Guide to the Survey
Log Sheet" (Form HR6EOS904-02), with project boundaries depicted on an attached original or photocopy portion of aU,S,
Geological Survey (1 :24, 000) 7,S minute series topographic quadrangle map.
2, FMSF archaeological site forms (Form HR6E06401-97, effective 3-1-97), completed in accordance with the "Guide to the
Archaeological Site Form, Version 2.2 (Form HR 6EOS804-02), as appropriate.
3. FMSF historical structure forms (Form HR6E06308-96, effective 11-1-96), completed in accordance with the "Guide to the
Historical Structure Form, Version 3,0" (Form HR6E06004.(2), as appropriate,
4. FMSF historical bridge forms (Form HR6E06S1 0-97, effective 10-1-97), completed in accordance with the" Guide to the
Historical Bridge Form (Form HR6E06104-02), as appropriate.
S, FMSF historical cemetery forms (Form HR6E04806-92, effective 8-1-98), completed in accordance "ith the "Quideto the
Historical Cemetery Form" (D HR6E0620402), as appropriate,
6. Completed FMSF shipwreck forms (Form HR6EOS006-92, effective 7-1-92), as appropriate.
7. Completed FMSF archaeological short form (Form HR6E04906-92, effective 12-1-9S), as appropriate,
8. Completed FMSF resource group forms (Form HR6EOS711-0 I, effective 7-1-00), as appropriate.
9. An original or photocopy portion ofU.S, Geological Survey (1 :24,000) 7.5 minute series topographic quadrangle maps for
all identified sites showing site locations. These forms are herein incorporated by reference and are available by 'Miting the
Division at R. A. Gray Building, SOO South Bronough Street, Tallahassee, Florida 32399-02S0. These forms may also be obtained
from the Division's website at www.flheritage.com.
(4) Review Procedures. The following procedures shall be followed in the review of archaeological fieldwork and historical
fieldwork reports:
(a) Reports and accompanying documentation shall be submitted to the Bureau of Historic Preservation at the Division,
(b) The Division shan notifY the agency or applicant in writing within fifteen days ofreceipt ofa review request, of any
additional information required.
(c) Upon its determination that the report is complete, the Division shan complete its review of the report for sufficiency based
on the criteria specified in subsection IA-46,001(3), F.A.C., within thirty (30) days.
(d) The Division shan notifY the agency or applicant of its decision as to whether the report meets the requirements ofthis rule
with respect to completeness and sufficiency, and shall include a statement of the reason for determining a report to be incomplete
or insufficient.
Specific Authority 267,031 (I) FS. Law Implemented 267,031 FS. History-New 6-10-92, Amended 7-21-96, 8-21-02,
3
ATTACHMENTD
HISTORIC PRESERVATION GRANT-IN-AID PROJECTS
REQUIRED FLORIDA MASTER SITE FILE DOCUMENTATION FOR SURVEY PROJECTS
Historical and archaeological survey projects funded with Historic Preservation Grants-in-Aid
assistance require the submission of a Final Survey Report, Survey Log Sheet with USGS Map of project
area, and Florida Master Site File (FMSF) forms with required attachments. This detailed historical
information will be kept in the FMSF for use by state and local agencies, historians and others, including
the general public.
For all projects, each cultural resource (archaeological site, historical structure, cemetery, etc.)
must be recorded on a Florida Master Site File form, with the following required attachments:
I. USGS Map with cultural resource plotted in red (if using GIS to map resources, the FMSF
encourages you to send the data as this will expedite the digitizing process)
2. A street map (for structures, plotted in red) or detailed site plan (for archaeological sites)
3. Photos meeting the standards outlined in the Photographic Documentation Policv of the FMSF
For all but the smallest survey projects (those documenting a total of 10 or fewer cultural resources), the
Division of Historical Resources requires the use of SmartForm IL available for download at the FMSF
website: http://www.flheritage.com/preservation/sitefile/ . For projects with a total of 10 or fewer cultural
resources, paper forms may be used. These forms, as well as guidelines for packaging documents, the
Photographic Documentation Policy. and a form requesting assignment and confirmation of FMSF
numbers, are also available on the FMSF website.
All completed documents, the Final Report, Survey Log Sheet, and FMSF Forms and attachments,
are to be sent to the Grants and Education Section as final products of the grant project. After a review for
completeness and sufficiency, the Grants and Education Section will forward them to the FMSF.
Please note that requirements for the FMSF differ from the requirements for submission to the
National Register of Historic Places (NRHP). For NRHP requirements, please contact the Survey &
Registration section of the Bureau of Historic Preservation at 850-245-6333.
Documents for FMSF Submission
Contact information for the Florida Master Site File
Florida Master Site File
Division of Historical Resources
R. A. Gray Building
500 South Bronough Street
Tallahassee, Florida 32399-0250
o Final Report with printed Survey Log sheet and USGS
Map of Project Area
o Disk with Smartform II .mdb database(s) including
Survey Log Sheet and FMSF forms
o Paper printouts of the FMSF forms
o USGS Maps (and GIS data, if available)
o Street Map or Site Plan
o Photos meeting FMSF standards of documentation
Telephone: (850) 245 6440
State SunCom: (850) 205-6440
Fax Line: (850) 245-6439
A COpy OF THIS PACKAGE SHOULD BE GIVEN TO THE CONSULTANT CONDI;CTING THE SURVEY
How To Package Documents
Florida Master Site File
Bureau of Historic Preservation
Division of Historical Resources
Florida Department of State
2007
Florida Master Site File
Division of Historical Resources
R. A. Gray Building
500 South Bronough Street
Tallahassee, Florida 32399-0250
Telephone: 850-245-6440
State SunCom: 205-6440
Fax line: 850-245-6439
Email: sitefile@dos.statejl.us
Website: 111-1-'),1'. herita e.com! reservation/site lle/
~ocs',}-J(l\\. ToPackageDocuments2007 .doc
07/31/072:32 PM
How T(o Package :>ocumenlS
Page 2
Role of this Document
This document explains how to package the documents produced by archaeological and
historical survey projects in order to send them to the Florida Master Site File (FMSF).
Project Documents Expected by the FMSF
Survey-Related Items
For all survey projects, include the following survey-related items:
· completed Checklistfor Survey Documents (see below);
· the survey report
· the FMSF Survey Log Sheet
· a set of I :24,000 USGS map sheets plotting the area surveyed
· if recording forms, the FSMF paper form or the SmartForm II data printout, with required
map attachments (USGS and street map or site plan) and photographs (see FMSF Photo
Documentation Policy for more information on photo requirements)
For survey projects using electronic forms, survey-related items will also include:
· a set of cds with SmartForm II files in .mdb format (photos and the GIS plots of the
resources if the maps are derived from GIS)
· a completed paper SmartForm Submission Form
Requirements for FMSF Materials
All materials should be numbered appropriately with the FMSF number and field date of
the corresponding property and should be grouped by file number using plastic or coated
paperclips or file folders (this is optional as the FMSF will replace folders with acid-free folders).
The file order should correspond to the inventory of recorded resources within the survey (by
FMSF #, with "Updates" separated from "Originals").
For projects using electronic forms, discs must be clearly labeled with project and disc
number (for example, Sunny Road Project, Disk 2 of 3), survey organization (e.g., FastPast of
Florida, Inc.), and field date. Group discs for the same project together. Each numbered disc
must correspond to the appropriate Disk Submission Form.
---,.--..--..-.....
How Ti' Pa~kage Documems
Page 3
Packaging Items Relating to Individual Historic Properties
· For the individual historic property, bundle items appropriately as described above. For
example, bundle FMSF form, marked USGS and large scale maps, labeled photograph (or
paper print-out of photograph if submitting digital photos), and other materials together in
order of the inventory. Ensure that each sheet is labeled with the file number and the field
date.
· Organize and label files appropriately: segregate archaeology forms from structure forms, and
"Original" forms (those not previously entered on the FMSF) from "Update" forms (relating
to historic properties already listed). Within their stacks or boxes, arrange in order of FMSF
file number. Label the stacks or boxes appropriately, as to project, type of historic property,
range ofFMSF numbers, and original or update.
· V>'hen transmitting project results, especially if your product passes through other hands
before reaching the FMSF, please ensure that the FMSF receives a comprehensive and good
quality set of documents. We request that the authors of forms and reports, assemble a
complete "extra" package of all results, whether sent through the client or directly to the
FMSF, rather than relying on the client to faithfully duplicate all materials.
· For Compliance projects, transmit only one copy of all documentation to the Compliance
Review Section in Tallahassee. %en their review process is completed, they will pass all
materials on to the FMSF.
· For projects funded by the State of Florida's Historic Preservation Grant In-Aid Program,
follow instructions in your paperwork, as confirmed by your grant administrator (Grants and
Education Section, Division of Historic Resources, 850-245-6333). %ile more than one
copy of the survey report are required, only one complete set of historic property forms is
needed. Transmit all products to that office. After a brief review, they will pass on the FMSF
part of the package.
· Using the Checklist for Survey Documents (next page), double check that items required by
the FMSF for a completed survey package are all there. Include a copy of the checklist to be
sent to the FMSF.
. If FMSF numbers were assigned to you but not used for the project, please notify us of their
return ill writing (numbers are only "on loan" for your specific project and may not be used
for anything different without the concurrence of the Site File).
· If you wish to include unusual, fragile, or oversized (larger than 8.5 by I I) items in your
documentation package, please consult with staff of the FMSF before putting the survey
package together.
Ho\\ T,(l Package Documents
Page 4
Checklist for Survey Documents
The following items are expected as pan of a documentation package for survey projects tecorded at the
Florida Master Site File. Use the sublists, according to the resource recorded (site Ot structure) and recording
medIum (SmanForm or paper). Combinations of historical and archaeological surveys must have all elements listed
below, grouped appropriately. .More information on requirements may be found in various handouts of the FMSF.
Surveys Using Electronic Forms-SmartForms
Archaeological Survey
One Per Surve)':
D This Form
D Survey Repon
D Swwy Log Sheet of the FMSF
D Survey Plot on 7.5' USGS Maps (Photocopies)
D Set of discs with SmanForms, Photos, GIS Plots
D Disk Submission Form(s), At Least One Per Disc
One Per Resource:
D Site Boundary Map, USGS 7.5'
D Site Plan, Large Scale
D Anifact Summary (encouraged)
Historical Survey
One Per Survey:
D This Form
D Survey Repon
D Sun'ey Log Sheet of the FMSF
D Survey Plot on 7.5' USGS Maps (Photocopies)
D Set of discs with SmanForms, Photos, GIS
D Disk Submission Form(s), At Least One Per Disc
One Per Resource:
D Location Plot, USGS 7.5'
D Large Scale Street Map
D Photograph (paper if submitting dig., required)
Surveys Using Paper Forms
Archaeological Survey
One Per Surve)':
D This Form
D Survey Repon
D Survey Log Sheet of the FMSF
D Survey Plot on 7.5' USGS Maps (Photocopies)
One Per Resource:
D Paper Site Form
D Site Plan, Large Scale
D Site Boundary Map, USGS 7.5'
D Anifact Summary (encouraged)
D Optional Paper Supplements
Historical Survey
One Per Survey:
D This Form
D Survey Repon
D Survey Log Sheet of the FMSF
D Survey Plot on 7.5' USGS Maps (Photocopies)
One Per Resource:
D Paper Site Form
D Location Plot, USGS 7.5'
D Large Scale Street Map
D Photograph (paper if submitting dig., required)
D Optional Paper Supplements
The Florida Master Site File furnishes copies of manuals free ofchatge. You may reach the Site File using
the following information:
Florida Master Site File
Division of Historical Resources
R. A. Gray Building
500 South Bronough Street
Tallahassee, Florida 32399-0250
Telephone: 850-245-6440
State SunCom: 205-6440
Fax line: 850-245-6439
Email: sitefile@dos.statej!.us
Web site: wwv,..jlheritage.comlpreservation/sitefilel
....___M___. ..~_ ..._~,~..__ d_
r-Florida
~Master
. Site ~
:'!f. File t~
Photographic Documentation Policy
Effective January 1, 2007
The Florida Master Site File requires photographic documentation of resources as a
component of a completed Historicai Structure Form, Historical Bridge Form,
Historical Cemetery Form or Resource Group Form. Photographs may be submitted
as a digital image fiie OR as an archival Black and White photographic print. In
either case the overall quality of the image (resolution, exposure, texture, focus,
etc.) should be sufficient to display architectural details, where applicabie. Such
details include but are not limited to: ornamentation, window types, masonry
patterns and materials, and distinctive roof materials.
If Submitting Digital Image Files...
The image files must be submitted on disk or CD and as a hard copy printout on
plain paper (photo paper or archival processing is not required). The image files
should include the site number as part of the file name and must adhere to the
following specifications*:
Size/Resolution: 1600 x 1200 pixels at 300 ppi (pixels per inch) or larger.
This works out to approximately 2 mega pixels.
Color Format: RGB color saved at 8-bit (or larger) per channel format. This
results in a 24-bit color Image (8-bits each for the Red, Green and Blue
channels).
File Format: JPEG or uncompressed TIFF files are acceptable. Note that
there are different levels of JPEG compression and that low or medium
compression should be used when saving files in JPEG format. High JPEG
compression may result in unacceptable image quality.
*Note: 24-bit color JPEG images are the default image format for most digital cameras. Image resolution
and compression are' usually adjustable and should be checked prior to capturing images for submission to
the Site File. As of the date of this document most cell phone cameras do not meet the minimum
requirements for submission.
If Submitting Archival Black and White Photographic Prints...
The Site File requires a glossy Biack and White photographic print produced by
photographic chemistry on a quality Biack and White photographic paper. Color
photographic paper is not acceptable because it does not meet the stability
requirements for archival storage. Paper rated for at least a 50-year life is
acceptable. The print must be large enough, at least 3"xS", to show detail without
magnification and to show further detail under low magnification.
The photo specifications used by the Site File are based on the more stringent photographic standards
established for photos by the National Register of Historic Places. The NRHP photographic standards
pOlicy may be found at the following location: httD:I/www.cr.nDs.oov/NR/DolicvexoanSion.htm.
Page 1
Eifr~[fMS-~Ii~
~L_
-- .........
. \..
'" ,,\
:..;"
Survey log Sheet
Florida Master Site File
Version Z.O 9197
Consult Guide tD the Survey lDg Sheet for detailed instructions.
Survey Project IName and project phasel
Report Title ("actly as on title page)
Report Author(sllas on title page- individual or corporate; last names firstl
Publication Date Iyear) Total Number of Pages in RepDrt ICount text, figures, tables, not site forms)
PublicatiDn InfDrmation (If relevant, series and no. in series, publisher, and city. For article or chapter, cite p.ge numbers. Use the style of
American Antiquity: see Guide to the Survey log Sheet.I'
Supervisor(sl of Fieldwork Iwhether or not the same as .uthorfs]; last name firstl
A ffiliation of Fieldworkers (organization, cityl
Key Words/Phrases (Don't use the county, or common words like archaeology, structure, survey, architecture. Put the most important first. Limit each
word or phrase to 25 characters.)
Survey SponsDrs (corporation, government unit. or person who is directly paying for fieldwork)
Name
AddresslPhDne
RecDrder Df Log Sheet
Is this survey Df prDject a cDntinuatiDn of a previDus project? 0 No 0 Yes:
- -- - - - ---- - -- - -- - - -- -- -- - -- -- - - - - -- - ---- - --
,- -
CDunties (List each one in which field survey was done. do not abbreviate; use supplement sheet if necessary)
USGS 1 :24,000 Map(sl : Map NamelDate of Latest Revision 'use supplement sheet if necessary):
Oates fDr FieldwDrk: Start _1_1_ End _1_1_
Number of Distinct Tracts Dr Areas Surveyed
If CDrridDr lfiI; i"ne for each): Width meters
Total Area Surveyed (fill in Dnel
hectares
acres
feet
Length
kilometers
miles
HR6ED5610-S7 FIDrida Mllster Snt File., DivisiDIl of Historica! Resources, Gray Building, 50e SDut~ Bronough Street, Tallahassee, Florida 3239!l.0250
Phon~ 85D.245.6440.Suntom 205.6440, FAX 850.245.6439. Em.;1 tmsfile@dos.rtilte..fl.U1. WdJ htt/1=/Ivvww.dou:til1e..fLus/dhrlmsfl
l.:lmsfbgshetx..dot D7/D71fZ33:D7PM
Page 2
Survey Log Sheet of the Florida Master Site File
Types of Survey (checr ,II th't ap~y): 0 archa.olopical 0 architectural 0 historical/archival 0 underw.ter
Preliminary Methods 1,( Checr as many as apply to the project as a whole. If needed writ. othe.. at boltoml.
D Rorida Archives rGral' Building) 0 library resaarch- Joes! public :llocal property Gr tax records
o Roridl!l Photll Archives (Gray Building) 0 Rbrary.spei:ial collection. non/oeal :J newspaper files
:J FMSF site IIfapen-y search 0 Pubhc lands Survey lmaps it DEP) :J rrterature ssafch
:::::l FMSF survey search 0 local infonnantlsJ 0 Sanborn Insurance map!
o other ldescribel
Ooth.r.
OWind'hi.ld
o aenal pl1otopraphy
Archaeological Methods (Oescribe the proportion of prop.rti., at which method was used by writing in the corr.'pondin! letter. Blanks are interpr.ted
as "Non.."J
F(-ew: 0-20%1, Sl.orne: 20.50%1: M(."t 50.90%1; or AI.e, Nearly all: 90-'00%1. If ne.d.d writ. others at bottom.
o Check h.r. if NO archaeological m.thod, w.re u,.d.
surface collection, controlled otner s!:reen shovel test (size: _J _ block excavation lat ieast 212 M)
surtace collection, !!!!controlled _ water screen (finest size: _I _ soll resistivity
shovel test.ll4~screen _ postnole lests _ magnetometer
shove! test.lIB~ screen _ auger Isize:_J side SCan sonar
shovel test 1/1 ~screen coring unknown
shovel test-unscreened lest excavation lat least 1x2 MJ
other ldescribe):
Historical/Architectural Methods (O.serib.th. proportion of properti.. at which method was used by writing in the corresponding lett.r.
interpreted as "None. or)
FI.ew: 0.20%1, SI-ome: 20.50%1; MI...t: 50.90%1; or AI.II, N.arly all: 90.100%1. If n..ded write othe.. at bottom.
o Check here if NO histDrical/architectural methods were used.
building permits demolition permits
= corrvnercial permits - exposed ground inspecled
interior documentation _ local property records
other ldescribe):
Blanks are
S co p e/lntensity {Procedures
_neighbor interview
_ occupant interview
_occ.upationpermits
_subowisionmaps
tax records
unrnown
Site Significance Evaluated? DYes DNo If Yes, clrcl. NR-eligible/,ignificanl ,it. numbers below_
Site Counts: Previously Recorded Sites Newly Recorded Sites
Previously Recorded Site #'s with Site File Update Forms (Li't ,ite ", without "8." Attach ,upplem.ntary page' if n.c....ry}
Newly Recorded Site #'s . (Are you 'ur. all are original, and not updat.,? id.ntify method, used to check for updetes, i., r.'.arched the FMSF record,.
Li,t ,it. ", without "B." Attach ,uppl.m.ntary pag., if n.ce"ary.!
Site Form Used: 0 SmartForm
SupervisDr.
o FMSF Paper Form
o Approv.d Custom Form: Attach copi., of written approval from FMSF
BAR Related
0872 D1A32
o CARL 0 UW
DO NOT USE ......................slte FILE USE ONlY_~OO NOT USE
. BHP :Related '.'
o Stat'e Historic Preservation Grant
o Compliance Revi.w: CRAT,
.
.
I
I "I I'
HR5EOS610.57 Florida Master Site File. Oivitinn of Historkal Resource.s, Graf Building, 5DO South Bronough Street, Tallahassee., Florida 32399-0250
PhDnt 85D-245-S440,SuncDm 205-S44C, FAX 850-245-6435. Emll17 fmsfile@dlls.state..fLus. Weh http://www.dllutate..fl.us/dhrimsfl
l:\msfllDyshen..doc [l7107/D33:D7PM
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