Item C53
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BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: September 18. 2002 Division: Administrative Services
Bulk Item: Yes rg] No 0 Department: Grants Administration
AGENDA ITEM WORDING: Approval of Attachment B and addendum to the contract
with Florida Department of State concerninq the qrant awarded to perform the Monroe
County Historic Buildinqs Survey Proiect.
ITEM BACKGROUND: Funds to conduct a Historic Architectural Survey in
unincorporated Monroe County. A Final Survey Report will be produced. with one
survey loq sheet and one copy of Florida Master Site File forms with photos and maps.
Attachment B and addendum inadvertently left out of aqenda item passed at BOCC
meetinq Auqust 21.2002.
PREVIOUS RELEVANT BOCC ACTION: Approval to apply at November 2001 BOCC
meetinq; approval of contract and Attachment A. without Attachment B and addendum.
Auqust 21. 2002.
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATION: Approval
TOTAL COST: $26.250.00 BUDGETED: Yes [8] No 0
COST TO COUNTY: $13.125.00
REVENUE PRODUCING: Yes 0 No [8] AMOUNT PER MONTH
YEAR
APPROVED BY: COUNTY ATTY 0 OMB/PURCHASING 0 RISK MANAGEMENT 0
DIVISION DIRECTOR APPROVAL:_ .1r ~~ ~ --=
James l. Roberts
DOCUMENTATION: INCLUDED: rg] TO FOllOW: 0 NOT REQUIRED: 0
DISPOSITION: AGENDA ITEM #: C-S3
"_"'_--,-,_..'"
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Dept of State, Div of Effective Date: 08/17/02
Historical Resources
Expiration Date: 6/30/03
Contract Purpose/Description: Grant awarded to conduct the Monroe County Historic Buildings
Survey Project.
Contract Manager: David P. Owens 4482 OMB/Grants Mgt.
(Name) (Ext. ) (Department)
9/1';/02. '1/ ifl tJ 2-
for BOCC meeting on 9/4/02 Agenda Deadline~/27/02
CONTRACT COSTS
Total Dollar Value of Contract: $13,125.00 Current Year Portion: $13,125.00
Budgeted? Yes XX No Account Codes: to be assigned
Grant: $0.00
County Match: $0.00
ADDITIONAL COSTS
Estimated Ongoing Costs: $0.00 For:
(Not included in dollar value above) (eg. Maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Date Out
'7- Vl_f>__
1? 'd{-~
~"/D
County Attorney ~ - .J-'O?
Comments:
OMB Form Revised 9/11/95 MCP #2
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Historic Preservation Grant Award Agreement
Survey & Planning Grants - Advanced Payment
Grant No. S3075
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 Monroe County Historic Buildings Survey Project,
hereinafter referred to as the Project, and is entered into this day of ,
2002, and shall end on June 30, 2003.
The Department is responsible for the administration of grant-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, incoI1Jorated by reference, has been reviewed and approved in accordance with Chapter
lA-35, Florida Administrative Code, which regulates Historic Preservation Grants-in-Aid. Subject to the limitations
set forth in this Agreement, grant-in-aid funds in the amount of thirteen thousand one hundred twenty five
dollars ($13,125.00) have been reserved for the Project by the Department. The Department and the Grantee agree
as follows:
1. The Project shall include the following authorized project work:
A. Conduct a Historic Architectural Survey in unincorporated Monroe County. Florida
Master Site File forms will be completed or updated on all identified sites. A Survey Log
Sheet and Final Survey Report will be produced.
B. A draft of the Survey Report and five sample Master Site File forms, including photos and
maps as per Attachment B of the Grant Award Agreement, will be submitted to the
Department no later then forty-five days prior to the end of the grant period for re,'iew and
approval.
C. Two copies of the Final Survey Report with one Suney Log Sheet and one copy of Florida
Master Site File forms with photos and maps, will be submitted to the Department at the end
of the grant period as final products.
II. The Grantee agrees to administer the Project in accordance with the GENERU AND SPECI.U
CONDITIONS GOVERNING GRANTS AND THE ADMINISTRATIVE INSTRUCTIOl'iS FOR
HISTORIC PRESERVATION PROJECT ACCOUNTABILITY attached as Attachment "A", and
Chapter lA-35, Florida Administrative Code, and the following specific conditions:
A. The Grantee agrees to complete the Project by June 30, 2003 and submit the Final Products and
the Final Progress Report and Final Expenditure Report, as specified in Attachment "A", Part II,
subparagraph B.2., within 30 days of completion of project work. No costs incurred prior to the
commencement date of this Agreement are eligible for payment from grant funds. No costs
incurred after the above project work completion date will be eligible for payment unless
specifically authorized by the Department before the cost is incurred.
B. 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 o\vn 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.
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C. 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.
D. 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, and provided that it 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.
E. 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.
F. 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.
G. 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.
H. 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.
I. 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.
J. 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 which may be provided to it pursuant to this
Agreement.
K. 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.
L. All project work must be in compliance with the Secretary of the Interior's Standards for
Identification, and Evaluation.
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M. 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, handicap,
national origin, age, gender, or marital status. The Grantee shall insert a similar provision in all
subcontracts for services by this Agreement.
N. The Department shall not be liable to pay attorney fees, interest, late charges and service fees, or
cost of collection related to the grant.
O. These grant funds will not be used for lobbying the Legislature, the Judicial branch or any state
agency.
P. Each grantee, other than a grantee which is a State agency, shall submit to an audit or submit an
attestation statement pursuant to Section 216.349, Florida Statutes.
Q. The product of the 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 thirteen thousand one hundred twenty five dollars (S13,125.00) 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 thirteen thousand one hundred twenty five
dollars (S13,125.00).
In order for any expenditure to qualify for payment, it must be properly documented, be for work
performed during the term of the Agreement, and for a charge which is reasonable in amount and directly
related to and necessary for the completion of the authorized project work.
The total amount as prescribed above shall be made to the Grantee in four quarterly installments. The first
three may be made at the beginning of each quarter for which they are allotted. Grantees shall submit the
four signed Requests for Advanced Payment Forms (No. HR2E560397, effective 3/97), herein
incorporated by reference, with this signed Grant Award Agreement to initiate the grant. The Grantee shall
submit to the Department a completed "Progress and Expenditure Report" form for every reporting period
of the grant period. Progress and Expenditure Reports shall be received by the Department within 30 days
of the ending of a reporting period.
Within 30 days of completion of project work, the Grantee shall submit the completed "Final Progress and
Expenditure Report" form to the Department. The last grant payment installment shall be payable during
the last quarter for which allotted and upon receipt and verification of the Grantee's Final Progress and
Expenditure Report and verification of all previously submitted Progress and Expenditure Reports.
When advance payments have been made by the Department, adjustments for overpayments shall be made
quarterly and upon receipt of the Final Progress and Expenditure Report, unless otherwise agreed by the
parties. In addition, in the event that all project work which is the subject of this Agreement is not fully
completed in both a timely and satisfactory manner, the Department reserves the right to demand and
receive full reimbursement of all sums which it has paid the Grantee under this Agreement.
Payment for project costs wiII also be contingent upon all authorized project work being in compliance
with the aforementioned Secretary of the Interior's Standards, and the inspection and approval of the grant
assisted work by the Department. The Department further agrees to the following conditions:
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A. The Department shall review and approve as to form and content all proposed contracts of the
Grantee for the procurement of goods and services relating to the project work and all proposed
contract change orders or amendments prior to final execution of said contracts, change orders or
amendments, but said review and approval shall not be construed as acceptance by or imposition
upon the Department of any financial liability in connection with said contracts.
B. The Department shall review and approve detailed plans. specifications, and other bid documents
for construction work relating to the Project prior to the execution of any contract for such work;
review and comment on all preliminary repom and recommendations; and confer with the
Grantee and its professional consultants as necessary throughout the course of the Project, to
assure compliance with the objectives, requirements and limitations of the State Historic
Preservation Program.
IV. The payment schedule of grant funds shall be subject to the timely filing of required reports and to any
special conditions required by the Office of the Comptroller, State of Florida.
Surplus funds must be temporarily invested and the interest earned on such investments shall be returned to
the State. The Grantee shall report interest earnings quarterly, and shall remit the total interest earned at
the end of the grant period in the form of a check or money order made payable to the Florida Department
of State.
V. 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.
VI. 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.
VII. 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.
VIII. Each grantee, other than a grantee \vhich is a State agency, agrees that, its officers, agents and employees,
in performance of this 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.
IX. The Grantee shall not assign, sublicense or otherwise transfer its rights, duties or obligations under this
Agreement without prior written consent of the, Deparunent 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.
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X. This Agreement shall bind the successors, assigns and legal representatives of the Grantee and of any legal
entity that succeeds to the obligation of the Department.
XI. 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.
1. Notification. When the Grantee has materially failed to comply with the tenns 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 conunitments 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.
S
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l. Termination for cause. The Department shall have the authority to cancel this Agreement
because of failure 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 of termination 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.
XII. 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, 1100 Simonton Street, Key West, Florida, 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.
XIII. 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.
XIV. 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 \vritten, between
the panies. No change or addition to this Agreement and the Attachments hereto shall be effective unless in
writing and properly executed by the parties.
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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:
DEPARTMENT OF STATE
JANET SNYDER MA TIHEWS, Ph.D.
Director, Division of Historical Resources
MONROE COUNTY
Signature of Authorized Official
Typed Name and Title of Authorized Official
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Historic Preservation Grant Award Agreement
Attachment A
General and Special Conditions Governing Grants
and Administrative Instructions for
Historic Preservation Project Accountability
For Advanced ~ayment
State of Florida
Department of State,
Division of Historical Resources
June 2000
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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.
"Authorized project 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.
"Project period" means the period of time beginning on the effective date of the grant award agreement
and ending when the project completion report is approved by the Department or on the date otherwise
specified in the grant award agreement or any amendment thereto.
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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 both to the grantee and to any consultants, contractors, or employees to
which grant-in-aid funds are paid. 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 historic
preservation in general and local preservation projects, the grantee shall meet the following
requirements regarding publicity of his/her project:
a. At the outset of the project, a news release identifying the project's specifics including
source(s) of grant funds, name of the project, along with its nature and benefits to the
community shall be sent by the grantee to local print and electronic media.
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. Satisfactory evidence regarding feature stories
shall consist of a copy of any newspaper or magazine articles; or letter(s) from
grantees to newspapers, magazines or television stations indicating the grantee has
requested such a feature story; or written certification from the grantee to the
Department that an effort was made. In any case, if the effort was successful, the
grantee shall provide the Department with a copy of any such articles or written
statement of when any television story was broadcast.
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. Finally, 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
the project shall contain acknowledgment of grant assistance, substantially as follows:
"This project (or 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 Historic Preservation
Advisory Council. However, the contents and opinions do not necessarily reflect the
views and opinions of the Department of the Interior or the Florida Department of
State, nor does the mention of trade names or commercial products constitute
2
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, national origin, disability, or age in its federally assisted
programs. If you believe you have been discriminated against in any program,
activity, or facility as described above, or if you desire further information, please write
to: Office of Equal Opportunity, National Park Service, 1849 C Street, NW,
Washington, DC 20240."
g. State Funded Projects: All news releases and promotional materials relating to the
project shall contain acknowledgment of grant assistance, substantially as follows:
"This project (or 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 Historic Preservation
Advisory Council. 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.
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 Scope of Project Work. The grantee may not, without formal amendment of
the grant award agreement, make changes in the scope of the project which would alter the
allowable project work or services as stipulated in the grant award agreement or make any
changes which might result in a deviation from the intent of the legislation which 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 grant period will be authorized without
formal amendment of the grant award agreement.
5. Timeliness of Work. The grantee shall cause work on the project to be commenced within
a reasonable time not to exceed ninety (90) days after the effective date of the grant award
agreement. The grantee shall prosecute the authorized project work to completion with
reasonable diligence and within the project period.
6. Project Supervision. The grantee will assure that competent and adequate professional
supervision and inspection is 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, including Chapter 112, Part
III, Florida Statutes. 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, minor child, 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.
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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
Department shall have the right to annul the grant without liability or, at its discretion, to
deduct from the grant or othervvise 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 Rehabilitation 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, or national origin, be excluded from
participation in, be denied the benefits of, or be othervvise 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 church or church related 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.
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. Federally Funded Project Audit Requirements. Non-Federal entities that expend
$300,000 or more a year in Federal awards must have a single or program-specific audit
conducted in accordance with OMB Circular A-133.
19. Reports, Records, and Inspections. The grantee will submit financial, program 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.
20. 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.
21. 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
5
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.
22. Rights to Data and Copyrights.
b. 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.
23. 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
1969, as amended, 42 USC 4321 et. seq., establishing national policy goals and objectives
for protecting and enhancing the environment.
24. 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.
25. 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, no person undergoing a sentence of imprisonment
at hard labor shall be employed on grant assisted project work.
26. Minority Businesses. The grantee shall encourage greater economic opportunity for
minority business enterprises, as defined in Chapter 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:
(1 ) inclusion of qualified minority businesses on solicitation lists;
(2) the assurance minority busin~sses are solicited whenever they are identified as
potential sources;
(3) the division of total requirements, when economically feasible, into small tasks; or
quantities to permit maximum participation of minority businesses;
(4) the establishment of reasonable delivery schedules when feasible, so as to
encourage participation by minority businesses; and
(5) utilization of the services and assistance of the Small Business Administration and the
Minority Business Development Agency of the U.S. Department of Commerce.
6
.~,._._--------~-_._"...__._--
B. Special Conditions Applicable to Acquisition and 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 V, Chapter 553, Florida Statutes regarding accessibility for
the disabled. Specifications for project work must conform with 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 Signs. 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 wording shall contain 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 HISTORIC PRESERVATION ADVISORY COUNCIL."
The costs of preparation and erection of the project identification sign are allowable project
costs; routine maintenance costs of signs are not allowable.
7
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 Records and Reports
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.
A. Financial Records. Financial records must be adequate to account for the receipt and
expenditures 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 Funds. Project funds include the total amount of cash and in-
kind values available to defray the direct costs of the project. They consist of the grant
assistance share provided by the Department plus the local matching share provided by the
grantee.
a. Grant Assistance Share. Grant assistance is authorized to pay a percentage 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.
b. 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).
(1 ) 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.
(2) 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 loea/labor market area.
(3) Donated materials shall be valued at the donors cost or the fair market value at
the time of donation, whichever is less.
8
2. How to Obtain Goods and Services (Documentation of Procurement Procedures). 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.
With the one exception noted below, the grantee must obtain goods and services by using
one of the following methods:
a. Small Purchase Procedures. Goods and services may be procured by purchase
order, acceptance of vendor proposals, or other appropriate procurement document,
provided that:
(1 ) you request cost quotes or proposals from three or more vendors; and
(2) you are provided with an adequate description of the goods and services
available.
b. Competitive Negotiation. Professional services may be procured by competitive
negotiation procedures in the following manner:
(1 ) Request proposals from three or more competitors;
(2) Evaluate and rank their qualifications; and
(3) Select the most qualified competitor, ensuring fair and reasonable competition.
Be sure that you have also done the following:
(a) Publicized the request through notices in local newspapers or trade
journals, in addition to individual solicitations; and
(b) Identified all significant evaluation factors and their relative importance in
the request for proposal.
c. Competitive Sealed Bids. Contracts for the procurement of goods and services may
be let on the basis of sealed bids solicited through formal advertisement in newspaper
of local or area circulation. Be sure to include the following items in your
advertisement:
(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.
d. Exception. The following method must be used by departments or agencies of the
state; and by units of county, municipal or other local government:
Professional architectural, engineering, landscape architectural, or land surveying and
mapping services must alwavs be selected throuah comoetitive neaotiation orocedures
as stipulated in the "Consultants' Competitive Negotiation Act", Section 287.055,
Florida Statutes.
e. Qualification of Contractors. It is essential that the project be supervised and
carried out by personnel possessing training and experience appropriate to the nature
9
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.
f. Contract Provisions. In addition to provisions defining a sound and complete
procurement contract, any grantee shall ensure that the following contract provisions
or conditions are included in all procurement contracts and subcontracts relating to
the project:
(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 construction work shall include provision for compliance
with the Copeland "Anti-Kickback" Act, 18 USC 874, as supplemented in
Department of Labor regulations, 29 CFR Part 3, prohibiting employers from
inducing any person employed to give up any part of the compensation to which
he or she is otherwise entitled.
(6) All contracts involving the research, preparation, and publication of data shall
include notice of the conditions relating to copyrights contained in paragraph
I.A.22. on page 6 of this document.
g. Contract Pricing
(1 ) Procurement by small purchase procedures or competitive negotiation methods
may be priced on either a fixed-fee or cost reimbursable basis.
10
(2) Procurement by the competitive sealed bid method shall be priced on a firm-
fixed-fee basis.
(3) Procurement based on cost -plus-pe rcen ta g e-of -cost or percentage-of-
construction-cost contracts shall not be included in determining allowable
project costs.
h. Documentation to be Submitted to the Department. The grantee shall submit the
following items to the Department as evidence or compliance with procurement
procedures prior to the execution or 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 contractor selection _
to be submitted upon completion of the selection process; and
(3) a copy of the final contract - to be submitted for review and approval by the
Department prior to final execution by the grantee.
3. Documentation of Project Costs. The grantee shall submit a Project Progress and
Expenditure. Report for every reporting period of the grant.
a. 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 grant award agreement. The Department will review
each Expenditure Report, and make its determination of the eligible costs on the
basis of the following criteria:
(1 ) Allowable project costs shall include:
(a) costs incurred by contract for procurement of goods and services
approved by the Department;
(b) costs incurred by properly documented small purchase procedures;
(c) costs incurred by the grantee for the following items applied directly to
authorized project work:
i. accounting: the cost of establishing, maintaining, and auditing
financial accounts;
ii. communications: specific charges for telephone, telegraph, or
other comm.unications services;
Hi. employee salaries and benefits;
iv. materials and Supplies;
v. procurement services: the cost of advertising, solicitation,
processing, and administration of procurement contracts;
vi. reproduction: the cost of limited reproduction of reports, forms,
and project documents;
11
vii. 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, only after obtaining written
approval from the Department.
(d) the properly documented value of donated services and materials.
(2) Costs not allowable shall include:
(a) project costs incurred outside the project period;
(b) costs of goods and services not procured in accordance with required
procurement procedures;
(c) costs or value of donations not properly documented as described below;
(d) costs incurred by the grantee other than those specified in the authorized
project work, or not directly related to the project; and
(e) indirect costs incurred for common or joint activities of the grantee.
b. State Funded Projects-Documentation of Grantee Cash Expenditures. Grantees
shall provide a detailed listing of each expenditure in the Expenditure Report, which is
to be submitted at the end of each quarter within the grant periOd and contains the
following information:
(1) check number; or if a cash expenditure, a copy of the receipt must be
submitted;
(2) check date or date of cash expenditure; expenditures overlapping the grant
period must be prorated; and
(3) the purpose of each expenditure; stated clearly and in sufficient detail for the
Department to determine if the expenditure is allowable;
Unless requested by the Department, detailed backup documentation does not need
to accompany the Quarterly Expenditure Report.
c. State Funded Projects-Documentation of Donated Values. The value of donated
materials and volunteer services is not eligible for grant funds, but is allowable in
determining the grantee matching share. Documentation of donations shall include
lists of individuals donating services or materials, indicating the total hours of
volunteer services donated in the accomplishment of authorized project work and the
type and fair value of the donated materials.
d. Federally Funded Projects-Documentation of Grantee Cash Expenditures. In
addition to providing a detailed listing of each expenditure in the Expenditure Report,
grantees receiving Federal grant assistance must also submit the following
documentation as applicable:
(1) copies of contractors' invoices itemizing the materials delivered, services
rendered, and work items completed;
(2) an original signed and dated receipt from the contractor/supplier showing the
date payment was received and the amount received along with a copy of th'e
check or copies of the front and back of the canceled checks;
12
(3) copies of in-kind (salary) services forms indicating the dates and hours devoted
to authorized project work signed by both the employee and the supervisor; and
(4) 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.
e. Federally Funded Projects-Documentation of Donated Values. As with State
funded grant projects, the value of donated materials and volunteer services is not
eligible for grant funds, but is allowable in determining the grantee matching share. In
addition to providing a listing of donated materials and services in the Expenditure
Report, grantees receiving Federal grant assistance must also submit the following
documentation as applicable:
(1 ) copies of donated materials forms indicating the materials donated and their
value signed by both the donor and the project supervisor; and
(2) copies of donated services forms indicating the dates and hours devoted to
authorized project work signed by both the volunteer and the project
supervisor.
4. Transfer of Grant Funds. Grant funds shall be transferred to the grantee in four quarterly
payments. Payment for the first quarter shall be transferred upon receipt by the Department
of the grantee's first Progress and Expenditure Report. Grant funds for the second quarter
will be sent to the grantee upon receipt of a second Progress and Expenditure Report. The
third quarter payment shall be transferred upon receipt of the third Progress and Expenditure
Report. The final quarterly payment will be transferred to the grantee upon completion of the
grant project and submission and review of a properly documented Final Project Progress
and Expenditure Report, and a determination by the Department that the grantee has
complied with all terms of the grant award agreement. The fourth quarterly payment cannot
be transferred to the grantee prior to the fourth quarter.
For state agencies and state institutions of higher education, grant funds may be transferred
on a reimbursement rather than advanced. payment basis. Journal Transfers will be
processed upon receipt by the Department of an invoice for the amount requested for
reimbursement (50% of the allowable project costs incurred during this billing period), and a
completed Request for Journal Transfer form.
a. Incremental Payments: The total of grant funds transferred to the grantee in
response to requests for incremental payments prior to final completion of the project
work shall not exceed seventy-five percent of the amount reserved for the project as
stated in the grant award agreement.
b. Final Payment: The total of grant funds transferred to the grantee following final
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.
B. Project Progress and Completion Reports. A Project Progress Report is required for all grant
assisted projects, regardless of the type of work involved:
1. Project Progress Report. To be submitted at the end of each quarter within the grant
period. It should be submitted in conjunction with the Expenditure Report. This report shall
include:
13
a. include a schedule of the anticipated completion of major project work elements and
final completion of the project;
b. a brief description of work accomplished in the previous three months;
c. a description of any unusual problems or conditions encountered or any unusual
methods, materials, or techniques employed;
d. copies of required documents (contracts, press releases, etc.) as applicable; and
e. photographic documentation of construction work in-progress or completed work may
be included.
2. Final Project Progress Report. To be submitted within 30 days of completion of all project
work in conjunction with the Final Expenditure Report. In addition to the above information,
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. photographic documentation of completed constrl!ction work; and
d. required audit documents.
C. Reports Required for Survey Projects. In addition to the reports described in B. above, the
following reports are required for historic and archaeological survey projects: .
1. Final Survey Report. To be submitted in a draft form no later than forty-five (45) days prior
to the end of the grant period and as the final product at the conclusion of the project period.
Archaeological Survey Reports shall comply with the "Archaeological Report Standards and
Guidelines," Rule 1A-46, Florida Administrative Code. This report shall include in the
following order:
a. a title page indicating the name of the project, the name of the author, and the date of
the report;
b. an acknowledgments page citing the sources of funding and other significant
assistance; disclaimer, and civil rights statement (civil rights statement applies to
Federally funded projects only);
c. an introduction describing the ~rigin and objectives of the project;
d. a description of the survey area or theme, accompanied by a Florida Department of
Transportation county highway. map or USGS topographic map outlining or
highlighting the survey area with identified sites plotted on a legible map of
appropriate scale;
e. a summary of all past field surveys in the survey area of the current project and their
major findings relevant to the current survey;
f. a description of the field survey, including the specific methodology employed to
identify sites, to locate their boundaries, and to evaluate them;
14
g. a summary and chronological narrative of the significant historical events or
developments related to the project area or theme;
h. identification of individuals and organizations that played significant parts in those
events and/or developments;
i. a final list of all previously identified sites located within the survey area, including the
Florida Site File Number and Survey Record Number;
j. a final list of all newly identified sites within the survey area, including the Florida Site
File Number and Survey Record Number;
k. conclusions and recommendations as to the significance of resources identified
according to National Register of Historic Places criteria, local designation criteria
(where applicable); and future survey, planning, and preservation action; and
I. a list of bibliographic sources and other appropriate supplemental material.
2. Survey Log Sheet. To be submitted with the Final Survey Report. The Survey Log Sheet
form shall be provided to the grantee by the Department, and shall be completed as specified
in Attachment B.
3. Florida Site File forms. To be submitted with the Final Survey Report for all sites recorded
during the survey. These forms shall be completed as specified in Attachment B.
D. Reports Required for Community Education Projects and Preservation Planning Projects. In
addition to the reports described in B. above, a draft of the final product will be submitted to the
Department no later than forty-five days (45) prior to the end of the grant period; supplemental
reports or drafts of the final product may be required to be submitted for community education and
preservation planning projects depending on the nature and scope of the individual project.
15
ATTACHMENT B
mSTORIC PRESERVATION GRANT-TN-AID PROJECTS
REQUIRED DOCUMENTS FOR SURVEY PROJECTS
Historical and archaeological survey projects funded with historic preservation grant-in~ .
aid assistance require the submission of a Final Survey Report, Survey Log Sheet, and Florida
Master Site File forms. This detailed historical information will be kept in the Florida Master
Site File for use by state agencies, corporations, scientists, historians, and the general public.
The Florida Master Site File is the statewide archive for historical and archaeological site
information which is maintained by the Division of Historical Resources.
For all survey projects, a Survey Log Sheet must accompany the Final Survey Report. If
standing structures are recorded, a Historical Structure Form must be completed for each
structure. If archaeological sites are recorded; an Archaeological Site Form must be completed
for each site. Separate forms for Historical Cemeteries, Historical Bridges, Underwater
Archaeological Sites, and Shipwrecks are also available for those resources. Copies of the
Survey Log Sheet and Site File Forms, as well as guides to completing the forms, are available
free of charge from the Florida Master Site File. All of these documents, once completed, 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
Florida Master Site File.
For all but the smallest survey projects (those documenting a total of35 or fewer cultural
resources), ~e .Division of Historical Resources is requiring the use of the electronic data entry
program SmartForm. SmartForm is user-friendly, running on IBM-PC compatible computers of
at least the 486 class (including 80486, Pentium, and Pentium Pro), and printing with most.
combinations of printer and recent word processor. The SmartForm package is free of charge
from the Florida Master Site File, and includes (1) a diskette with SmartForm program, an
installation program, example electronic forms, and SmartForm manual ready to be printed; (2)
and an optional paper copy of the manual.
A package of documents relating to survey projects is also available free of charge from
the Florida Master Site File. These include general guidelines for Site File users, guidelines for
packaging documents produced by survey projects in orde.r to send them to the Site File, and a
form requesting assignment and confirmation of Site File numbers.
For information, contact the Florida Master Site File by one of the means below. Several
of the Site File forms and documents are also available on the World Wide Web and can be
downloaded as a Microsoft Word for Windows file.
Contact Information for the Florida Master Site File
Florida Master Site File Telephone: (850) 487-2299
Division of Historical Resources State SunCom: 277-2299
R.A. Gray Building Fax Line: (850) 921-0372
500 South Bronough Street Web Site: httpllwww.dos.state.fl.us/dhr/msf
Tallahassee, Florida 32399-0250
~
Requirements for
Archaeological and Historical Survey Submissions to
Florida Master Site File
A Survey log Sheet and USGS map depicting the project area must be included with all
submittals to the Florida Master Site File.
Paper Form SmartForm
(Under 35 sites)
New Site: New Site:
1. Survey Log sheet wi site dbf format (Disk)
plotted ori USGS map Numbered file folder with:
2. Numbered file folder with: USGS site map
Site file form Black & white photo
USGS site map Detailed site plan,for
Black & white photo archaeological site
Detailed site plan,for
archaeological site
If Historic Structure, a street If Historic Structure, a street
map must be included in file folder. map must be included in file folder.
Updated Site: Updated Site:
Site file form Black & white photo
Black & white photo USGS site map
USGS site map Detailed site plan,for
Detailed site plan,for archaeological site
archaeological site
If Historic Structure, a street If Historic Structure, a street
map must be included in file folder. map must be included in file folder.
Please contact the Florida Master Site File, (850) 245-6440, if additional forms, such as:
Historical Bridge Forms, Historical Cemetery Forms or Resource Group Forms, are needed.
Requirements for National Register Nominations differ from those ofthe Florida Master Site
File. Please contact the Survey and Registration Section of the Bureau of Historical Resources,
Department of State, for those requirements.
The Final Survey Report is to be submitted in draft form no later thanfortv-five days prior t,
the end of the grant award period and as a final product at the end of the grant award perioc
Archaeological Survey Reports shall comply with the "Archaeological Report Standards an'
Guidelines," Rule 1A-46, Florida Administrative Code. The report shall include in the fo"owin~
o rd e r:
a title page indicating the name of the project; the name of the author, and the date of thE
report.;
an acknowledgments page citing the sources of funding and other significant assistance
disclaimer, and civil rights statement (civil rights statement applies to Federally fundec
projects only);
an introduction describing the origin and objectives of the project;
a description of the survey area or theme, accompanied by a Florida ,Department 0
Transportation county highway map or USGS topographic map outlining or highlightinf
the survey area with identified sites plotted on a legible map of appropriate scale;
a summary of all past field surveys in the survey area of the current project and their
major findings relevant to the current survey;
a description of the field survey; including the specific methodology employed to identify
sites, to Jocate their boundaries, and to evaluate them;
a summary and chronological narrative of the significant. historical events or
developments related to the project area or theme;
identification of individuals and organizations that played significant parts in those events
and/or developments;
a final list of all previously identified sites located within the survey area, including the
Florida Site File Number and Survey Record Number;
a final list of all newly identified sites within the survey area, including the Florida Site File
Number and Survey Record Number;
conclusions and recommendations as to the significance of resources identified
according to National Register of Historic Places criteria, local designation criteria
(where applicable); and future survey, planning, and preservation action; and
a list of bibliographic sources and other appropriate supplemental material.
Page 1 Jo.
. .~
Ent 0 (FMSF only)_I_I_ Survey Log Sheet Survey # (FMSF only) -
~-.. ; Florida Master Site File
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" ..1 Version 2.0 9/97
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Consult Guide to tlJe Survey Log Sheet for detailed instructions.
"...,.;:.,;,.~;t~;' . ,,';;it:::;:,.iS~-:~~:t~~~;r?:]~;:::i~;~J~~llt!ft~atfQ-n:~Dd BibI19grrpfj~c~lnfoITr1~!io~njf'~1'!~j.~~1:'if.tf:~:t17',:!~~:,~~1~;?~~j;t'':~~~~~~~-:
Survey Project (Name and project phase)
Report Title (exactly as on title page)
Report Author(s) (as on title page- individual or corporate; last names first)
Publication Date (year) Total Number of Pages in Report (Count text, figures, tables, not site forms)
Publication Information (If relevant, series and no. in series, publisher, and city. For article or chapter, cite page numbers. Use the style of
Amencan Antiquity. see Guide to the SUNey Log Sheet.)
Supervisor(s) of Fieldwork (whether or not the same as author[s]; last name first)
Affiliation of Fieldworkers (organization, city)
Key Words/Phrases (Don't use the county, or common words like archaeology, structure, sUNey, architecture. Put the most important first
Limit each word or phrase to 25 characters.)
Survey Sponsors (corporation, government unit, or person who is directly paying for fieldwork)
Name
Address/Phone
Recorder of Log Sheet Date Log Sheet Completed _I_l_
Is this surveyor project a continuation of a previous project? DNo DYes: Previous survey #(s) [FMSF only]
Counties (List each one in which field survey was done - do not abbreviate; use supplement sheet if necessary)
USGS 1 :24,000 Map(s) : Map NamelDate of Latest Revision (use supplement sheet if necessary):
Dates for Fieldwork: Start _I_l- End _1_1- Total Area Surveyed (fill in one) hectares acres
Number of Distinct Tracts or Areas Surveyed
If Corridor (fill in one for each): Width - meters - feet Length kilometers miles
HR6E06610-97 Florida Master Site File, Division of Historical Resources, Gray Building, 500 South Bronough Street, Tallahassee, Florida 3239S-0250
P/Jone 850-245-6440, Svncom 205-&440, FAX" 850-245-&439, Emili? fmsrile@mail.dos.state.fl.us, Web http://www.dos.state.fl.us/dhr/msfr
P:\FSFlDOCS\MOMlmom_docs\LOSlshetx.doc . . 10126101 3:06 PM
ADDENDUM TO GRAi"JT AWARD AGREEMENT NUMBER S3075
AUDIT REOUlREMENTS
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 and Section 215.97,
F.S., as revised, monitoring procedures may include, but not be limited to, on-site visits by Department of
State staff, limited scope audits as defmed 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 Comptroller or Auditor General.
AUDITS
P ART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non-profit organization as defmed
in OMB Circular A-133, as revised.
1. In the event that the recipient expends $300,000 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 of OMB Circular
A-133, as revised. EXHIBIT 1 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
Department 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 reql,lirements addressed in Part I, paragraph 1., 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 $300,000 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 $300,000 in Federal awards in its fiscal year and elects to have an audit
conducted in accordance with the provisions of OMB 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).
1
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 of Banking and Finance (Comptroller)
http://www.dbf.state.fl.us/
Federal Office of Management and Budget Circulars Index
http://www.whitehouse. l!:ov/OMB/ l!:rants/index.html#circu lars
Governor's Office Initiatives, Florida Single Audit Act
h ttp://www.mvtlorida.com/mvtlorida/ l!:overnment! l!:overnorini tia ti ves/fsaa/
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
http://www.le?:.state.fl.us/
PART II: STATE FUNDED
This part is applicable if the recipient is a nons tate entity as defmed by Section 215.97(2)(l), Florida Statutes.
1. In the event that the recipient expends a total amount of state fmancial assistance equal to or in excess of
$300,000 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 Comptroller; and Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for-profit organizations), Rules of the Auditor General. EXHIBIT 1 to this agreement
indicates state financial assistance awarded through the Department of State by this agreement. In
determining 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 fmancial assistance does not include Federal direct
or pass-through awards and resources received by a nonstate entity for Federal program matching
requirements.
2. In connection 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 defmed by Section 215.97(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 $300,000 in state fmancial 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 $300,000 in state financial assistance in its fiscal year and elects to have an
audit conducted in accordance with the provisions of Section 215.97, Florida Statutes, the cost of the audit
must be 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:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
B. The Federal Audit Clearinghouse designated in OMB Circular A-133, as revised (the number of copies required
by Sections .320 (d)(I) 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 lOth Street
Jeffersonville, IN 47132
C. Other Federal agencies and pass-through entities in accordance with Sections .320 (e) and (f), 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 directly to each of the following:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
3. Copies of fmancial reporting packages required by PART II of this agreement shall be submitted by or on
behalf of the recipient directly to each of the following:
A. The Department of State at each of the following addresses:
Division of Historical Resources
Bureau of Historic Preservation
Grants and Education Section
500 South Bronough Street
Tallahassee, FL 32399-0250
3
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 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-133, Florida
Statutes, and Chapters 10.550 (Iocal 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 (Iocal 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
1. 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, Comptroller, 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,
Comptroller, 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 RESOliRCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEME~T
CONSIST OF THE FOLLOWING:
,NOTE: If the resources awarded to the recipient represent more than one Federal program, provide the same
information shown below for each Federal program and show total Federal resources awarded.
Federal Program National Park Service, U.S. Department of the Interior, Historic Preservation Fund Grants-In-Aid,
CFDA # 15-904, SO.OO.
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
As contained in OMB Circular A-133.
4
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
State Project Florida Department of State, Acquisition/Restoration of Historic Properties, CSFA Number
45.031 $13,125.00 (thirteen thousand one hundred twenty five dollars).
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT TO
THIS AGREEMENT ARE AS FOLLOWS:
As contained in the Compliance Supplement to CSF A Number 45.031.
The Grantee has read this Addendum to the Grant Award Agreement and has affixed their signature:
MONROE COUNTY
Signature of Authorized Official
Typed Name and Title of Authorized Official
A.PPROVED
A . AS TO FORM
I Y
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