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HomeMy WebLinkAbout145-98 RESOLUTIONRESOLUTION NO 1 4 5- 9 8 A RESOLUTION AWARDING BID NO. 98-87 IN THE AMOUNT $59,859.04 TO JOHN WESTLIN CONCRETE, INC. FOR WALKER PARK PLAYGROUND AND EQUIPMENT; AND APPROVING A BUDGET ADJUSTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 That the City Council hereby awards Bid No. 98-87 in the amount $59,859.04 to John Westlin Concrete, Inc. for Walker Park playground and equipment; and authorizes the Mayor and City Clerk to execute a contract for said amount. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. Section 7. The City Council hereby approves a budget adjustment in the amount of $59,975 increasing Park Improvements, Acct. No. 2250 9250 5806 00, Project No. 98095 1 by decreasing State Grant, Acct. No. 2250 0925 4302 00 in the amount of $30,000 and Green Space, Acct. No. 1010 1505 03 in the amount of $29,975. A copy of the budget adjustment is attached hereto and made a part hereof. 4. I 14 I-. , i ATTEST: By: 'a -441524i, Heather Woodruff, City C PASSED AND APPROVED this 17th day of November , 1998. APPROVE By. i�/cam/p�rvr� red Hanna, Mayor DEPARTMENT OF PARKS & TOURISM One Capitol Mall Little Rock, AR 72201 Phone:501-682-7777 FAX•501-682-1364 History Commission 501-682-6900(VTTT) Personnel Section 501-682-7742(V/TT) State Parks Division 501-682-1191 (V/TT) Tourism Division 501-682-7777(V/1) Internet www.arkansas.com Mikelluckabee GOVERNOR RichardW. Davies EXECUTIVE DIRECTOR STATE PARKS, RECREATION & TRAVEL COMMISSION Jane Christenson CHAIRMAN Polly Crews VICE-CHAIRMAN Bill Barnes Dan Dempsey Danny Ford Jim Gaston Debra Hoak Billy Lindsey Donna Kay Matteson Mantine McNulty Billy St. James Ness Sechrest J.D. 'Bud' Shomburger Ovid Switzer WadeWilliams DIVISION DIRECTORS Larry Carglle ADMINISTRATION Greg Buns STATE PARKS Joe David Rice TOURISM NancyClork GREAT RIVER ROAD John L. Ferguson HISTORY COMMISSION Anita Middleton KEEP ARKANSAS BEAUTIFUL AN EQUAL OPPORTUNITY/ AFFIRMATIVE ACTION/ AMERICANS WITH DISABILITIES ACT EMPLOYER Aikansas. THE NATURAL STATE } , 121:3`yg June 23, 1998 The Honorable Fred Hanna Mayor of Fayetteville 113 West Mountain Fayetteville, Arkansas 72701 FE Project #A -10244 -98 -WA Walker Park Playground Renovation Dear Mayor Hanna: This letter serves as your Official Notification to Proceed. A copy of the contract agreement booklet is enclosed for your records Please retain this copy in the permanent files of the City of Fayetteville. This booklet contains the Application Guide that was used to prepare your grant application, the Management Guide that outlines a summary of the regulations and procedures for administering your grant project, and a copy of the signed contract. Part of our responsibility in administering Arkansas's Outdoor Recreation Grant Program is to inform and remind you of the federal Land and Water Conservation Fund program regulations that you have agreed to abide by in this contract. Listed below are some of those major responsibilities. Please re -read the enclosed documents carefully. If you have any questions concerning this information, please contact Bryan Kellar, Director, Outdoor Recreation Grants Program, at (501) 682-1301. 1. The Project site must be retained and maintained for outdoor recreation in perpetuity. This means that the land and facilities within the project boundary cannot be converted to uses other than outdoor recreation (i.e., no public, civic or private buildings such as a city hall, fire station, chamber of commerce, community center, etc.). 2. If the site is converted to some other use, it will have to be replaced entirely at your own cost with land and facilities of equal value and usefulness. Should the need for conversion ever arise, suitable replacement property will have to be approved by the Secretary of the Interior through this office, prior to any action taking place. t D. • Sloe The Honorable Fred Hanna Page 2 June 23 1998 3. All existing and future utility lines within the project boundary must be placed underground. 4. If you plan to add additional outdoor recreation facilities, please notify our office. Certain other facilities, such as local recreation centers may be eligible to be located within the project site. Please contact our office before making any improvements to the project site to determine what regulations apply. 5. A permanent LWCF/NCRGTF acknowledgment sign is required on all project sites. If, at any time, a new sign is needed, one is available "at cost" from this office. 6. If your project is locked at any time, you must post hours stating when the facility is open to the public. School -sponsored projects must display hours of public use. 7. All sites must comply with regulations under Section 504 of the Rehabilitation Act of 1973 and the Americans With Disabilities Act of 1990, assuring access by the handicapped. 8. Your recreational facility must remain open to the general public and you must assure that no person is subjected to discrimination on the basis of race, color, or national origin. If I can provide you with any additional information, please feel free to contact me. Enclosures Richard W. Davies Executive Director State Contract 1998 Matching Grant for the Outdoor Recreation Grants Program • CONTRACT AGREEMENT STATE OF ARKANSAS ARKANSAS DEPARTMENT OF PARKS AND TOURISM, LITTLE ROCK, ARKANSAS Applicant' city of Fayetteville Project No. A -10244 -98 -WA Protect Title: Walker Park Playground Renovation Period Covered By Thls Agreement: Date of Approval through June 30, 1999 Protect Scope (Description of Protect): To Develop: New playground area with Impact Zone Removal of Obsolete Playground Equipment' ADA Improvements • Protect Costs: Total Costs: $60, 000.00 Fund Support: 510 000 00 Fund Amount: q'10 000 00 Attachments: 1. General Provisions 2. 1 Land & Water Conservation Fund Natural & Cultural Resources Grant Trust Fund Project Management Guide 3, 1 Land & Water Conservation Fund/Natural & Cultural Resources Grant Trust Fund Application 4. Attachment #1 STATE OF ARKANSAS ARKANSAS DEPARTMENT OF. PARKS AND TOURISM OUTDOOR RECREATION GRANTS PROGRAM STATEMENT OF AGREEMENT No. 2 Project No. A-10244-98—WA The State of Arkansas, represented by the Executive Director, Arkansas Department of Parks and Tourism and the Applicant named above (hereinafter referred to as the Applicant) mutually agree to perform this agreement in accordance with the Land and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964), and with the terms, promises, conditions, plans, specifications, estimates, procedures, project proposals, maps, and assurances attached hereto and hereby made a part hereof. The State of Arkansas hereby promises, in consideration of the promises by the Applicant herein, to obligate to the Applicant the amount of money referred to above, and to tender to the Applicant that portion of the obligation which is required to pay the State of Arkansas share of the costs of the above project stage, based upon the above percentage of assistance, and also based upon receipt of those funds from Act 729 of 1987. The Applicant hereby promises, in consideration of the promises made by the State of Arkansas herein, to execute the project or project stage described above in accordance with the terms of this agreement. The participant may not deviate from the scope of the project without the concurrence of the Arkansas Department of Parks and Tourism Executive Director. When one of the conditions in the agreement changes, such as change in the project scope, a revised estimate of costs, a deletion or additions of items, or a need to extend the' project period, the participant will submit in writing a formal request to the Executive Director for its approval. The following special project terms and conditions were added to this agreement before it was signed by the parties hereto:. (1) Historic Properties Preservation Act of 196fi (80 Stat. 915 16 U.S.C. 470), Executive Order 11593 (Protection and Enhancement of the Cultural Environment); (2) ,' •ru - . ••: •, - .•• :-• • ••-u••'• - (41CFR 11450) P. L. 91-646; (3) National Environmental Pnlicv Act of 1969 (Public Law 91-190); (4) OMB Circular A 95; (5) Architectural Barriers Art of 1‘4614(P L. 90-480); (6) Executive Order 19088 (Pollution Control), (7) Fxerutive Order 1195 85 amended (Floodplain Management); (8) OMB Circular A-102 (9) Executive Order 11246 as amended (Equal Employment Opportunity) 41 CFR Part 60; (10) Cnoeland 'Ann -Kickback" Act (18 U S C. 874) DOL (29 CFR, Part 3); (11) Clean Air Act of 197 (Construction Coit r n unonn Contract o t a t Amounts in3 CFRPart Excess fi '00,000 00* (12) Nondiscrimination on the Basis of Handicap Section The Applicant agrees to comply with the requirements of the Arkansas Department of Parks and Tourism regulations by immediately erecting a project sign and by burying or relocating underground overhead lines at all development and acquisition project sites. The applicant agrees to be responsible for operation and maintenance of said park in perpetuity. The undersigned Applicant of the State of Arkansas does hereby agree and accept the same responsibility and obligations as set out in the herein described project and to the same extent and in the same manner, including all requirements, as does the State of Arkansas. The undersigned Applicant of the State of Arkansas further understands agrees, and accepts that this project is not effective until this project agreement has been duly executed by the State of Arkansas and the said Applicant is notified accordingly: and no work shall be initiated and/or undertaken by said Applicant on the herein described project until it has received said notification by the State. • In witness whereof, the parties have executed this agreement as of the date entered below. By THE STATE OF ARKANSAS APPLICANT Air Date Executive Director Arkansas Departmen. of parks B, Tourism twa 030 ORG 985 2/96 By City of Fayetteville /.l J�1✓/.//h vw/ (Signature) Mayor of Fayetteville (Title) ARKANSAS STATE PARKS OUTDOOR R[CRLAV1 1ON GRANTS PROJECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 January, 1998 CONTENTS WHIT F. PAGES: BI.u1:. PAC ES: 1. INTRODUCTION 3 4. FEDERAL REGULATIONS & GENERAL PROVISIONS OF THE 4 MATCHING GRANT CONTRACT 17 4 .. FEDERAL REGULATIONS 17 GENERAL PROVISIONS OF THE MATCHING GRANT CONTRACT 17 ACQUISITION OR COMBINATION PROJECT 29 41 FORMAL APPRAISAL FORMAT - 30 ABBREVIATED APPRAISAL FORMAT - 32 FINDING OF VALUE FORMAT 32 BIDDING AND PURCHASING REQUIREMENTS 35 REIMBURSEMENT 3E AMENDMENTS 39 DONATIONS 40 BARRIER FREE ACCESS 47 INABILITY TO COMPLETE A PROJECT 48 OPERATION AND MAINTENANCE 49 SIGNS 50 ARKANSAS RECREATIONAL EQUIPMENT VENDORS 53 2. GENERAL INFORMATION WHAT DOES "50/50 MATCHING GRANT" MEAN? 4 3. WHAT Do I Do FIRST? A STEP- BY-STEP EXPLANATION OF How TO MANAGE THE MATCHING GRANT 6 • BM 1 INTRODUCTION The Project Management Guide is divided into two parts. The first part, or the white pages contains a "General Information" section and a section entitled "What do I do First" describing the step by -step process for completing your grant. The blue pages include more specific grant regulations and provisions, appraisal formats, land acquisition informa- tion, bidding requirements, samples of completed reimburse- ment request documents, and other samples we feel will be beneficial in your project process. Notations in the white pages will refer to items in the blue pages where detailed information and samples will help you understand the process a little better. If you need assistance at any time with your project, please write or call: Bryan Kellar, Director Susan Clifford, Project Officer Carolyn Dover, Project Officer Department of Parks and Tourism Outdoor Recreation Grants Program One Capitol Mall Little Rock, Arkansas 72201 Telephone: (501) 682-1301 Our office is located on the sixth floor of the Multi -Agency Complex, the first building just west of the Capitol. Please feel free to visit the office at any time. 3 2 GENERAL INFORMATION Arkansas's 50/50 Reimbursable Matching Grant Program pro- vides financial assistance for the acquisition of land and/or development of outdoor recreation areas and facilities. Grant funds are made available by the federal Land and Water Conservation Fund (LWCF) and the Arkansas Natural and Cultural Resources Grant and Trust Fund (NCRGTF). Funding for the federal LWCF is generated from the sale of federal surplus real property, federal motorboat fuel tax, and Outer Continental Shelf mineral receipts. The LWCF Act of 1965 (Public Law 88-578) became effective for a twenty-five year period on January 1, 1965, and has been extended to September 30, 2015. The funds for Arkansas's NCRGTF are collected from a tax on the transfer ofcertain real estate. Act 729 of 1987 established the NCRGTF. Both the LWCF and NCRGTF programs are administered identically as "Arkansas's Matching Grant Program." This provides the flexibility to fund projects from either grant source. On the state level, both programs are administered by the Arkansas Department of Parks and Tourism, Outdoor Recreation Grants Program. Property acqui red or developed under the Arkansas's Match- ing Grant Program must remain in public outdoor recreation use in perpetuity (i.e., FOREVER). Once the project boundaries have been established by your project application boundary map, all facilities within that boundary, whether developed with LWCF or NCRGTF mon- ies or not, must be in compliance with all rules and regulations of the LWCF Act and the Grants -In -Aid Manual The purpose of the Matching Grant Program is to provide "outdoor" recreation. Enclosed faciltttes cannot be constructed within the area described by the park boundary map, except as support to an outdoor facility (e.g., rest rooms or concession stands). Pavilions cannot have sides on them that give the effect of a closed -in building. Please re- member that facilities constructed with LWCF or NCRGTF monies cannot be enclosed at a later date. All utility wiring must be placed un- derground, including any overhead util- ity wiring existing at the start of the project. (In a few cases waivers may be obtained for some existing wiring. Please talk to your Project Officer regarding this waiver request). A sign showing that LWCF or NCRGTF Matching Grant Program monies were used in the acquisition and/ or development of the project must be present at each site. This sign must be placed on the site and remain there in perpetuity. WHAT Dogs "50/50 MATCHING GRANT" MEAN? A 50/50 Matching Grant does not mean that the Arkansas Department of Parks and Tourism will write the grantee a check for 50 percent of the project cost. The grantee must finance 100 percent of project costs, which can include in-kind labor, land donations, contributions, and general appropriations. We will not re- imburse the grantee for any more than the amount of cash they spend. Fifty 2 GENERAL INFORMATION 1'ROILCT lMANAGLMIENT GUIDE FUR FISCAL YEAR 1998 percent of the eligible expenditures, up to the amount of the grant, may be reimbursed by periodic billings during the project period or the grantee may wait until project completion to request the total reimbursement. The chart shown below will help to understand how the 50/50 reimbursable matching grant works. For simplicity's sake, let's say that a project will cost a total of $100,000. If the grantee spent $100,000 cash, submitted canceled checks and invoices for $100,000 and the expenditures are part of the approved project, then we would mail the grantee a reimbursement check for $50,000 (example column #1). Now let's say the grantee spent $75,000 cash and local citizens donated $25,000 in labor ($75,000 cash + $25,000 donated labor = $100,000 project). We will reimburse the grantee $50,000 after the grantee provides us with canceled checks, invoices, and time sheets detailing the local labor (example column #2). Next let's assume the grantee spent $50,000 cash and locals donated $50,000 in labor and/or materials ($50,000 cash + $50,000 donated labor and/or materials = $100,000 project). We would then reimburse the grantee $50,000 after the grantee provides us with canceled checks, invoices, and time sheets detailing the local labor (example column #3). If the grantee spent $25,000 in cash and locals donated $75,000 in labor and/ or materials ($25,000 cash + $75,000 donated labor and/or materials = $100,000 project), we would only reim- burse the grantee with a $25,000 check. The point to remember is to build a park, not make a profit (example column #4). The last example shows that the locals donated $100,000 in labor and materials (example column #5). Congratulations— the park would have been completed with- out the need of a grant! $100,000 $75,000 $50,000 $25,000 $0 0 0 0 All Cash Value More Cash Than Donated Equal Donated and Cash 0 More Donated Than Cash 0 All Donated, No Reimbursement CASH . DONATED REIMBURSEMENT $100,000 $75,000 $50,000 $25,000 $0 5 3 WHAT Do I Do FIRST? A STEP-BY-STEP EXPLANATION OF HOW TO MANAGE THE MATCHING GRANT The purpose of this section is to provide you with an easy step- by-step process of how to: (1) begin, build, and complete your grant project; (2) get grant reimbursements; (3) finalize your project; and (4) comply with your post -completion responsi- bilities. Do not spend any project funds, purchase or accept donated property, or contract for construction before you receive written authorization. • Not every project will follow the order of events exactly as we describe it. Keep close contact with your Project Officer to prevent problems. After you complete each successive step in the grant process, you may wish to mark it complete in this guide. I. READ AND BECOME FAMILIAR WITH THE PROJECT MANAGEMENT GUIDE! II. THE GRANTEE WILL SUBMIT BUDGETS, PLANS, SPECIFICATIONS, AND APPRAISALS TO THE PROJECT OFFICER FOR APPROVAL. Budget --detailed costs by line item • If the amount of the grant award is the same as the amount requested in the application, the budget submitted in the application may be used as a basis for the project. • If the amount of the grant award is less than the amount the applicant requested, a new revised budget muet be mailed to the ORGP Project Officer for approval. Elements not con- tained in the original application cannot receive funding. Plans --drawings of facilities, structures and floor plans • You must submit detailed plans of all facilities and structures showing layouts, and cross sections (see blue page 34 for an example of a cross section) of all sidewalks, trails, basketball courts, pavilion slabs, or any concrete or asphalt work within 6 30 days after the Project Management workshop. Plans must show all handicapped access within the project area, handi capped parking areas and accessible pathways from the parking area to each facility You must show the width of the pathways and the material the path- way is constructed of. If there are any changes in the site plan (see blue page 33 for an example of an approved site plan), from the one submitted with the original application, you must submit a new site plan. Ifyour original site plan did not address handicapped access to each facility, you must submit a new plan showing handicapped access. • Plans for the construction of covered structures including rest rooms, con- cession stands, covered bleachers that are eight feet high or higher, and any building greater than 1500 sq. h. with a roof must include an engineer's certi- fication for earthquake stabilization to comply with Act 1100 of 1991. The certification must be stamped on the plans for the facility. Specifications—written descriptions of building materials and furnishings • Specifications should identify and de- scribe all major construction materials. All building materials (which you wish to be reimbursed for) used in the con- WHAT Do .I Do Fiwsr? PROTECT l?VIA\AGE\IENT Guinn FOR FISCAL YEAR 1998 struction of pavilions, rest rooms, or concession stands must be new and shall be of durable materials that resist weathering and heavy public use. Plumbing should be commercial type and vandal proof. Fixtures inside the concession stand must be new and ofcommercial grade materials. Specifications for pavilion slabs should include depth and materials of the sub base, construction materials, and size of slab. • Specifications for pre -fabricated facilities such as pavilion kits, playground equipment and basketball goals, trash con- tainers, etc. may be copied from manufacturers' catalogues, brochures or printed spec. sheets provided they contain enough detail for the ORGP staff to determine quality, suitability for the intended purpose and materials used for manufacture. Details for footings, slabs etc. must be provided for pre -fabricated equipment installation. • Playground equipment should be new and comply with guidelines established by the U. S. Consumer Product Safety Commission. Only new, commercial grade equip- ment, constructed of materials that has proven durable in all types of weather, and can withstand heavy public use will be approved. • All areas under playground equipment must be surfaced with an impact absorbing material. Playgrounds must be accessible for use by the handicapped. A portion of the impact area under each piece of play equipment shall be an approved material offering wheelchair access from beyond the con- tained material to each piece of playground equipment. • Picnic tables must be new, commercial grade, and con- structed of materials that withstand weathering and heavy public use. Grills must be commercial grade and preferably pedestal mounted. At least twenty percent (20%) of the total number ofpicnic tables and grills, in the project area, must be handicapped accessible to comply with ADA. • Basketball courts must include the backboards, goals, and basketball slabs. The backboards and goals must be new, of commercial grade, and constructed of materials that have proven durable in all types of weather. They must also be suitable for heavy public use. • Sidewalks, trails, and/or pathways should include the depth and material of the sub base, construction materials, length, and width of trail and the dis- tance between control joints (if any). We do not require sidewalks as a means of handicapped access, however, we do require access, in all kinds of weather, to all facilities within the project boundary. • Fencing specifications should include the gauge and height of wire for the backstop (minimum specifications of the backstop will be 2 -inch mesh 9 - gauge fencing and a height of 13 feet with an over -hood such as a typical commercial quality backstop), the wings (minimum specifications of wings will be 2 -inch mesh 9 -gauge fencing and a height of 12 feet placed at 45 -degree angles to the main backstop and paral- lel to the foul lines), the sides (mini- mum requirements are 2 -inch mesh 11 -gauge fencing), and the outfield fence (minimum requirements are 2 - inch mesh 11 -gauge fencing), the gauge, diameter, and material of the vertical frame posts (minimum requirements are 3 -inch outside diameter galvanized steel pipe), and the gauge, diameter, and material of the horizontal rails (minimum requirements are 1 5/8 -inch outside diameter galvanized steel pipe. You should include the width and num- ber of the walk gates (minimum clear- ance is 3 feet on walk gates to comply 7 WHAT Do I Do FIRST? PROJECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 with ADA) and the drive-through gates. Ball field dug -outs Abbreviated Appraisal must be accessible to the handicapped. ` • Parcels of land with an estimated value • Parking areas must be all-weather and designed for a mini- mum of 10 spaces. Each space should be a minimum of 9 feet wide by 18 feet long with one of the spaces designated handicapped accessible. If your parking area exceeds 10 spaces you must provide one handicapped accessible space for every 10 spaces of parking. (This information complies with Act 772 ofArkansas.) The handicapped space must have a 5 - foot adjacent access aisle constructed of a hard surface mate- rial suitable for wheelchair travel and the parking space(s) must be designated by a sign showing the international symbol of accessibility. • An ORGP Project Officer will send a letter with recom- mended revisions, corrections or additions to your plans and specifications, if they are not approved. • After the revisions, corrections, or additions are made, you will need to return them to your Project Officer for approval. Appraisals—(see blue pages 30-32 for the appraisal formats). An appraisal is a professional determination of the fair market value of a piece of land. If your project includes a land purchase for which you wish to be reimbursed you must have it appraised. Only the appraised fair market value will be eligible for reimbursement. Formal Appraisal • Parcels of land with an estimated value of $25,000 or greater will need a formal appraisal. • Theforma! appraisal must follow the narrative format on blue pages 30-31 with no exceptions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required Appraisals that do not follow this format will be returned and may end up costing the grantee addi- tional money to have another appraisal done. 8 of $5,000 to $24,999 will need an abbreviated appraisal. • The abbreviated appraisal must follow the narrative format on blue page 32 wrth no exceptions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required. Appraisals that do not follow this format will be returned and may end up costing the grantee additional money to have another appraisal done Finding of Value • Parcels of land with an estimated value of $4,999 or less. will need a finding of value. • The finding of value must follow the format on blue page 32 with no excep- tions. Please give your appraiser a copy of this format and ask them to prepare the appraisal exactly as required. Ap- praisals that do not follow this format will be returned and may end up cost- ing the grantee additional money to have another appraisal done. If the appraisal needs correcting, it will be returned to the grantee for correction. After the necessary corrections are made you must return the appraisal `to the Project Officer. The appraisal review pro- cess will take approximately 60 to 90 days. 3 WHAT �Do I Do Futst? Pizuii( -r MANAt :1 MEN (*FLAW: 1-0k HS(':vt YLAR 1998 III. THE PROJECT OFFICER WILL SEND A LETTER TO THE GRANTEE WITH A BLANK STATE CONTRACT AGREEMENT. You will receive a Contract Agreement for signature after your plans, specifications, and appraisal (if needed) are approved. When you receive this two-page Contract Agreement, consider carefully what this commitment means! The first page is the project name, project number, contract period and the project parts. The second page contains Federal and State regulations that you are agreeing to follow when you sign the Contract Agreement. The Contract Agreement must be signed by the Mayor or the County Judge. The School Superintendent must also sign, if the project is a joint project with a school. The mayor, county judge and/or school super- intendent should be aware that this Contract Agreement is binding in perpetuity. This Contract Agreement should be placed in a safe place and should be made a part of the permanent records of the ciry or the county. If you have any questions, please call your Project Officer. W. THE GRANTEE WILL RETURN THE SIGNED CONTRACT TO THE ORGP PROJECT OFFICER AND SCHEDULE A REQUIRED PRE -CONSTRUCTION CONFERENCE WITH THE ORGP PROJECT OFFICER. • Return both pages of the Contract Agreement to the project officer for approval by the appropriate state official. • All grantees are required to schedule an on-site pre -construc- tion conference with the ORGP project officer and those persons who will supervise and construct the project facilities. V. THE EXECUTIVE DIRECTOR OF THE DEPARTMENT OF PARKS AND TOURISM WILL SEND THE GRANTEE A COPY OF THE FULLY EXECUTED CONTRACT AND A "NOTICE TO PROCEED." • You will receive a letter from Richard Davies, Executive Director of the Arkansas Department of Parks and Tourism, stating that this is your "Official Notice To Proceed." You will also receive a permanent copy of the approved Contract Agreement bound with a grant Application Guide and a Project Management Guide. • Ifyou should need to change any aspect of your Contract Agreement you must submit a wrItten request for an amend- ment. If in doubt, call and check with your Project Officer. • The request for a Contract Amend- ment must be from the grantee's chief executive officer. The request letter should indicate what changes are pro- posed and explain why the changes are necessary Our office must receive your amendment request thirty (30) calen- dar days prior to any changes being made. If any changes are made to the project without prior written approval from our office, you run the risk of not being reimbursed for any expense in- curred as a result of the change. Also, you run the risk of having to remove the changes, at your own expense, should the changes not be approved. VI. THE GRANTEE MUST SUBMIT BID DOCUMENTS TO THE PROJECT OFFICER FOR APPROVAL. (SEE BLUE PACES 35-37.) Grantees must follow the bid requirements in the project management guide unless the project officer determines the local guide- lines are more stringent. Any grantee who does not follow established bidding pro- cedures as outlined in this guide, will not be reimbursed for any or all expenses deemed in violation of the purchasing regulations outlined in this section. There are no exceptions to these regulations. • Telephone bids must be secured for similar goods that total $1,000 to $2,999. You will need a total of three bids. Remember to include all similar 9 WHAT Do I Do FIRST? PROIECT MANAGEMENT GUIDEFOR FISCAL YEAR 1998 materials for the entire project. Our regulations state that you must take the lowest bid submitted that meetsyourspeciftcations. • Written bids must be secured for similar goods that total $3,000 to $9,999. You need a total of three bids. Remember to include all similar materials for the entire project. Our regulations state thatyou must take the lowest bid submitted that meets your specifications. • Formal bids must be secured for similar goods that total $10,000 and above. You must advertise in the Arkansas Democrat Gazette once each week for two consecutive weeks for formal bids. You may advertise in any other local papers or magazines, but you must advertise in the Arkansas Demo- crat Gazette. Our regulations also state that you must take the lowest bid submitted that meets your specifications. • If the bid documentation is not approved by the Project Officer, the grantee will receive a letter with recommenda- tions for revisions, corrections, or additions. This informa- tion must be resubmitted to your Project Officer with revi- sions, corrections, or additions for approval. (Sample) "Invitation To Bid" Sealed bids will be received until 2:00 p.m., January 24, 1999, at the Mayor's Office, 1011 Smallville Drive, Smallville, Arkansas, for the following: PROVIDE ALL LABOR AND/OR MATE- RIALS for the construction ofaconcession stand at Smallville City Park, Smallville, Arkansas. Complete hid documents can be obtained by contacting the Mayor's office. A bid bond in the amount of 10% shall accompany each bid. The bid's will be opened at 3:00 p.m., January 24, 1999, in the Mayor's office. Federal funds are being used in this project and all Federal regulations apply. The owner reserves the right to reject any or all bids and waive any formalities. VII. THE PROJECT OFFICER WILL MAIL A LETTER TO THE GRANTEE APPROVING THE BID DOCUMENTS. • The grantee will receive a letter stating that the bid documen- 10 tation meets all state criteria and the grantee can advertise for bids. VIII. GRANTEES BEGIN THE BIDDING PROCESS. • The grantee will solicit telephone bids as specified in section VI part 1, for items requiring telephone bids and document all bids received. The grantee is required to accept the lowest bid re- ceived • The grantee will solicit written bids as specified in section VI part 2, for items requiring written bids and document all bids received.. The grantee is required to accept the lowest bid received. • The grantee will forward the advertise- ment for bid to the Arkansas Democrat Gazette for publishing. The bid must run in the Arkansas Democrat Gazette once each week for two consecutive weeks as specified in section VI part 3. The grantee is required to accept the lowest bid received. IX. GRANTEE ACCEPTS OR REJECTS BIDS. • The grantee must accept the lowest bid that meets the specifications or rejects all bids and re -bid the items. Ifthe lowest bid is accepted you may contact the vendor and schedule delivery of the items. Ifyou reduce or alter the bid in any way you mustre-bidtheitems. You must contact your Project Officer to verify that your bid information is still cor- rect. After you re -bid the items you must select the lowest bid that meets the specifications. Remember, if you 3 WHAT Do I Do FIRST? PROIECT MANAGEMENT GUIDE FOR FISCAL YEAR 1998 do not select the lowest bid, you cannot be reimbursed for the items. If in doubt, please contact your Project Officer. • If the bids are rejected because they are in excess of your projected cost, you may have to reduce the scope of your project. You must obtain permission from the Director of the Outdoor Recreation Grants Program to do this. Write a letter, outlining the problem and request an Amendment to reduce the scope of the project. You will receive an Amend- ment, changing the scope of the contract. After you sign the Amendment, return it to us for approval. When you receive your approved Amendment, you may re -bid your approved items as noted in Section VI, Paragraph 1, 2, and 3. IF YOU ARE IN DOUBT ABOUT ANY ITEM OR ITEMS, OR ANY OF THE BIDDING REGULA- TIONS, PLEASE CONTACT US BEFORE YOU PURCHASE, NOT AFTER. • The grantee must include rhe following provisions in all contracts: Contract Provisions The grantee shall include, in addition to provisions to define a sound and complete agreement, the following provisions in all contracts: • Contracts shall contain such contractual provisions or condi- tions that 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. • All contracts of $10,000 and above 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 contractors 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. • All contracts of $10,000 and above shall include provisions for compliance with Executive Order 11246, as out- lined in the Federal Procurement Regu- lations, Pan 1-12 8 (Standard Federal Equal Employment OpportunityCon- struction Contract Specifications). The grantee shall establish procedures to assure that suspected or reported viola- tions are promptly investigated. If you have any questions concerning these requirements please contact your Project Officer. • All contracts for construction or repair shall include a provision for compli- ance with the Copeland "Anti -Kick Back" Act (18 U.S.C. 814) as supple- mented in Department of Labor regu- lations (29 CFR, Part 3). This Act provides that each contractor shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he is otherwise entitled. The State shall report all sus- pected or reported violations to the NPS. • All negotiated contracts (except those of less than $10,000) awarded by the grantee shall include a provision to the effect that the grantee, the Arkansas Department of Parks and Tourism, the NPS, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, pa - 11 WHAT Do I Do FIRST? Pitaircr ,MANAGE,vIENT CI FIDE FOR FISCAL YEAR 1998 pens, and records of the contractor for the purpose of making audit, examination, excerpts, and transcriptions. _ • Contracts of amounts in excess of $100,000 shall contain a provision that requires the recipient to agree to comply with all applicable standards, orders, or regulations issued pursu- ant to the Clean Air Act of 1970. Violations shall be repotted to the NPS and the Regional Office of the Environmental Protection Agency. • In each instance where the total bid amount submitted by the licensed prime contractor exceeds $20,000, all prime con- tractors as a condition to perform construction work for and in the State of Arkansas shall use no other subcontractors except those licensed by the State Contractors Licensing Board and qualified in (a) Mechanical (indicative ofheating, air conditioning and ventilating), (b) Plumbing, (c) Electrical (indicative of wiring and illuminating fixtures), and (d) Roofing and Sheet Metal work (indicative of roofing applica- tion). In the event the prime contractor is qualified and licensed by the Arkansas State Contractors Licensing Board, he may use his own forces to perform those tasks listed herein as subcontractors in one or more of the trades listed Change Orders The grantee shall issue written change orders to the construc- tion contract for all structural changes and for all increases or decreases in contract value. All change orders shall be filed and retained for a period of three years after final reimbursement on the project. Change orders should be made a part of the project file and kept available for audit. Bonding and Insurance No contract in any sum exceeding $20,000 providing for the repair, alteration, or erection of any public building, public structure or public improvement shall be entered into by the State of Arkansas, or any subdivision thereof, any county, municipality, school district, or other local taxing unit, or by any agency of the foregoing, unless the contractor shall furnish to the party letting the contract a bond in a sum equal to the amount of the contract. Every bid submitted on public con - 12 struction contracts shall be absolutely void unless accompanied by a certified check or by a written bid or proposal bond of a responsible surety. X. GRANTEE BEGINS CONSTRUCTION OF PROJECT FACILITIES. • Project construction should begin within 60 days of the letter to the grantee notifying them of the bid ap- proval. You must notify your Project Officer, in writing, ifyou will be unable to meet this deadline. Please explain the reasons for the delay and provide a time line for the construction of die project. • At anypointdur ng the construction of your project, you find that you cannot complete the project as the Contract Agreement states, you must notify your Project Officer. You may request an Amendment, in writing, to the Direc- tor of the Outdoor Recreation Grants Program, to reduce the scope of the Contract, or you may request a time extension, in writing to your Project Officer. I • If you find that you will be unable to complete a project, you must notify the Director of the Outdoor Recreation Grants Program as soon as possible. We will work with you to bring the project to an end and still provide the commu- nity with a viable recreation area..lfyou have not received any reimbursements, you can withdraw the project from the grant program at any time. Circumstances may occur that make it impossible for a grantee to complete a 1 1 3 WHAT Do I Do FIRsT? PRO( ECT (MANAGEMENT G111)1 FOR FISCAL YEAR 1998 project as agreed to in the Contract Agreement. There are two possible methods by which such a situation can be handled. • If the grantee has not received any LWCF or NCRGTF monies for the project, the grant can be withdrawn. This will require a written request for withdrawal of the project from the grantee's chief executive officer. • If the grantee has received any LWCF or NCRGTF monies, the project must be complete enough to be considered a usable outdoor recreation facility. If the project can be considered a usable outdoor recreation facility, we can amend the Contract Agreement to delete the incomplete items, provided that all requirements of the previous section of this guide have been met. Our staff would then be able to perform a final inspection of the project and complete all final paperwork. However, if the project cannot be considered a usable facility, the grantee would have to develop it to a usable point so the Contract Agreement could then be amended Your Project Priority Rating Score was based on that estimate. Each Grantee is expected to adhere to this estimate. Reim- bursements inconsistent with the estimate will not be processed unless the Director, Outdoor Recreation Grants Program ap- proves the variance. Reimbursement requests are pro- cessed when they are received. You should allow a minimum of six weeks for pro- cessing. Reimbursement requests that are received, but do not follow the correct format, will be returned to the grantee without being processed. Before submit- ting your reimbursement request please follow these steps. Failure to Include the correct information will delay your request. As soon as the grantee realizes that the project cannot be • Collect bid documentation. Copies of completed as contracted, the Project Officer must be noti- all bid documentation mustbeinduded fled in writing so that she can assist you in meeting these with the request for reimbursement. requirements. XI. THE GRANTEE MUST SUBMIT QUARTERLY STATUS REPORTS DESCRIBING PROGRESS TO THE PROJECT OFFICER. • Status reports are required every three months. A status report is a briefletter stating what progress, if any, you have made on your project. The report allows the Project Officer to better plan inspections, both progress and final, as well as provide information needed for a quarterly status report to the Natural and Cultural Resources Council. XII. THE GRANTEE SUBMITS REIMBURSEMENT REQUEST(S) TO THE PROJECT OFFICER TO RECEIVE GRANT FUNDS. In the 1998 Application Project Narrative, each Grantee provided an estimate of the amount of local matching fund source(s), General Appropriation, Force Account Labor, Donated Land, City/County Equip Use, In -Kind Services. • Collect canceled checks. Copies of the canceled checks (front and back MUST be attached to the invoice[~] it covers). • PrepareLEGIBLE copies ofall invoices. If you can't read it, we can't read it. Invoices must be itemized, unit cost must be extended and applicable tax added. Any items, such as drill bits, saws, paint rollers and covers, paint brushes, ladders, measuring tapes, gloves, etc. are not eligible expenses and will be deducted from the invoices. If the Items on the invoices are not readily identifiable, please write in the Item name. For instance, a part num- ber is not acceptable, please write the 13 WHAT Do I Do Frasr? PROlLCT iMA.Narr,AIENT GUIDE FOR FISCAL YEAR 1998 name of the item on the line it pertains to. • Prepare the donated labor, material, and equipment forms and obtain all required signatures. The donated labor forms are to be used when a person donates his time during the park construction. This person should be working on a budgeted line item of the project. Please write that element or line item on the sheets so you can properly account for the time donated. The rate of donated time will be MINIMUM WAGE unless the person is a professional and he/she is performing a job at the project that is in his/her career field. See example on blue Page 41. The donated material forms are to be filled out with detailed information. You must write in the basis ofthe value. Please provide the signature of the person who gave you the information, or a copy of the invoice if available. See example on blue page 42. The donated equipment forms must be completed entirely The fornis must contain the make, model, and brand name of the equipment used. You must also provide the element or line item for which the equipment was used. The equipment operator's signature must be on the form. The donated equipment can only be charged at the rate it would cost, if the same piece of equipment had to be rented. See example on blue page 43. • Prepare City/County employees' time sheet forms and obtain all required signatures. 1) Gather official city/county time sheets and attach the appropriate official time sheet to each grant form. This person should be working on a budgeted line item of the project. Please write that element or line item on the sheets, so that you can properly account for the time. See example on blue page 44. • Acquisition information 1) Provide a copy of the recorded deed to the property that was acquired. 2) Provide a copy ofthe canceled check (front and back) ifthe property was purchased. 3) Ifthepurchasepricewas Tess than the approved appraised value, the balance of the land donation will be credited to your project. 4) If the property was donated, the approved appraised value will be cred- ited to your project. • Follow reimbursement request checklist. REIMBURSEMENT CHECKLIST 1. All requests forreimburaement must be addressed to: Outdoor Recreation Grants Program Arkansas Department of Parks and Tourism One Capitol Mall Little Rock, Arkansas 72201 2. Indude a cover letter request- ing reimbursement. This letter must indude the project num- ber, total dollar amount re= quested, and the number of the request (1st, 2nd, 3rd, etc.). Be sure the letter is dated and signed by the appropriate local official. 3. Legible, dear copies of all item- ized invoices (not billing state- ments) must be attached to the check or checks they represent. If the invoices are not itemized or can- not be clearly read they will be re- turned to you unpaid Invoices must be itemized; contain the name (not the part number) of the item pur- chased, the number of items pur- chased, the unit cost, the total cost