HomeMy WebLinkAbout127-17 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 127-17
File Number: 2017-0289
CERTIFIED LOCAL GOVERNMENT GRANT:
A RESOLUTION TO APPROVE A GRANT AGREEMENT WITH THE ARKANSAS HISTORIC
PRESERVATION PROGRAM FOR A CERTIFIED LOCAL GOVERNMENT GRANT IN THE AMOUNT
OF $14,291.00, AND TO APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a grant agreement
with the Arkansas Historic Preservation Program for a Certified Local Government Grant in the amount of
$14,291.00 for travel and training, to research and present to the Arkansas State Review Board the
nomination of the Meadow and Spring Street Historic District to the National Register of Historic Places,
and for continued development of the historic properties database and website.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment,
a copy of which is attached to this Resolution.
PASSED and APPROVED on 6/20/2017
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Lisa Branson, Deputy City Clerl�*¢;�.�•REAS{��
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Page 1 Printed on 6/21117
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Orgz DEVELOPMENT SERVICES (620)
2017
Requestor: Andrew Garner
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Historic preservation grant (17-CLG-04) in the amount of $791 for travel and training, $8,500 to hire a consultant to
nominate the Meadow and Spring Street Historic District to the National Register of Historic Places, and $5,000 to hire a
consultant for continued development of the historic properties map and website.
COUNCIL DATE: 6/20/2017
LEGISTAR FILE ID#: 2017-0289
L ik }f utcl ee
5/26/2017 1:21 PM
Budget Director Date
TYPE:
DESCRIPTION.
GLDATE:
RESOLUTION/ORDINANCE POSTED: 1
TOTAL 14,291 14,291 v.20161220
Increase / (Decrease) Prajeet.Sub#
Account Number Expense Revenue Project Sub AT Account Name
1010.630.6305-4309.01 - 14,291 36024 1701 RE "Federal Grants - Operational
1010.630.6305-5304.00 791 - 36024 1701 EX Travel & Training -
1010.630.6305-5315.00 13,500 - 36024 1701 EX Contract Services -
C:\Users\Iosmith\AppData\Roaming\L5\Temp\521cIa88-e5c7-49d1-9444-971b37198b57 1 of 1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
r. Text File
-- File Number: 2017-0289
Agenda Date: 6/20/2017 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 3
CERTIFIED LOCAL GOVERNMENT GRANT:
A RESOLUTION TO APPROVE A GRANT AGREEMENT WITH THE ARKANSAS HISTORIC
PRESERVATION PROGRAM FOR A CERTIFIED LOCAL GOVERNMENT GRANT IN THE
AMOUNT OF $14,291.00, AND TO APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves a grant
agreement with the Arkansas Historic Preservation Program for a Certified Local Government Grant in
the amount of $14,291.00 for travel and training, to research and present to the Arkansas State Review
Board the nomination of the Meadow and Spring Street Historic District to the National Register of
Historic Places, and for continued development of the historic properties database and website.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Page 1 Printed on 6/21/2017
City of Fayetteville Staff Review Form
2017-0289
Legistar File ID
6/20/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Andrew Garner 5/25/2017 City Planning /
Development Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of a contract with the Arkansas Historic Preservation Program to receive a Certified Local Government
grant (17-CLG-04) in the amount of $14,291, and approval of a budget adjustment to receive the grant funds.
Budget Impact:
1010.630.6305-4309.01
Account Number
36024.1701
General
Fund
Historic Preservation Grant
Project Number
Budgeted Item? NA Current Budget
Funds Obligated
Current Balance
Project Title
Does item have a cost? No Item Cost
Budget Adjustment Attached? Yes Budget Adjustment $ 14,291.00
Remaining Budget �4,icJ1.00
V20140710
Previous Ordinance or Resolution # RES 146-16
Original Contract Number:
Comments:
Approval Date:
I�
CITY COUNCIL AGENDA MEMO
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 20, 2017
TO: Mayor; Fayetteville City Council
FROM: Andrew Garner, Planning Director
DATE: May 25, 2017
SUBJECT: Approval of a contract with the Arkansas Historic Preservation Program to
receive a Certified Local Government grant (17-CLG-04) in the amount of
$14,291, and approval of a budget adjustment to receive the grant funds.
RECOMMENDATION:
Planning Staff recommends approval -of a contract with the Arkansas Historic Preservation
Program to receive a Certified Local Government grant in the amount of $14,291, and approval
of a budget adjustment to receive the grant funds.
BACKGROUND:
Planning staff has applied for and received a Certified Local Government (CLG) grant to pay for
travel and training for the Historic. District Commission and City staff. Funding has also been
provided for research, writing, and presentation to the Arkansas State Review Board of a National
Register of Historic Places nomination for the proposed Meadow and Spring Street Historic
District. Funding has also been received for continued development of an historic structures
database and story map website.
DISCUSSION:
Planning staff and the Historic District Commission have requested grant funding in the amount
of $790.94 for travel and training, $8,500.00 to nominate the Meadow and Spring Street Historic
District to the National Register of Historic Places and $5,000.00 for continued development of
the historic properties story map and website.
BUDGET/STAFF IMPACT:
A budget adjustment is proposed in the amount of $14,291 for the City to receive the grant funds.
Attachments:
■ Grant Award Letter and Email
■ Certified Grant Agreement Documents
■ Budget Adjustment Form
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
STATE OF ARKANSAS
ASA HUTCHWSON
GOVERNOR
Apri128, 2017
The Honorable Lioneld Jordan
Mayor of Fayetteville
113 W. Mountain Street
Fayetteville, AR 72701
Dear Mayor Jordan:
I am pleased to inform you that Fayetteville has been awarded a grant of
$14,290.94 from the Arkansas Historic Preservation Program, an agency of the
Department of Arkansas Heritage. The agency will be contacting you with details
concerning the terms and conditions of the grain.
Congratulations and tha nl1 you for your commitment to the preservation of
Arkansas's cultural historic resources. I look forward to the successful completion of your
projects,
cc: Andrew Garner
incerely,
r
Asa Hutchinson
500 WOODI.ANH, Sura: 250 • 1,117LF. ROCK, Ax 72201
'I'ra.rrHONs (501) 682-234.5
www.goverilor.arkarisas.gov
Garner, Andrew
From: Catherine Barrier <catherine.barrier@arkansas.gov>
Sent: Friday, May 12, 2017 2:33 PM
To: Garner, Andrew
Subject: 2017-2018 Grant Agreement, etc.
Attachments: 17-CLG-04 Fayetteville.pdf, Appendix X CLG Grant Administration.pdf; di2010--
debarment.pdf
Andrew:
Attached are your 2017-2018 CLG grant agreement, an explanation of basic requirements for CLG grant administration,
and a debarment certification form. Please print out two copies of the CLG grant agreement, a copy of the grant
administration essentials document, and the debarment form, have them signed and initialed by the appropriate
people, and return them to our office by June 15th. We will return an executed copy of the grant agreement to
you. Please read over the grant agreement and the grant administration essentials document carefully, as some
provisions have probably changed since you last reviewed them. One thing you will want to pay special attention to is
the language about the deadlines for the NR nomination and accompanying invoicing.
We -will be moving to an online system of grants reporting and invoicing beginning with this grant cycle, and I will be
holding a training on that in June or early July. The first report is not due until October. If you need to invoice before I
get a training together, please call me and I will walk you through the process. I apologize for the delay in holding the
training, I am busy trying to pull together our statewide planning process and reopen our grant applications and am
trying to find a place to fit that in.
We have not yet gotten our grant from the Park Service to fund these grants, so I'm not going to be able to process any
invoices yet. I will let you know just as soon as those funds come through.
Let me know if you have any questions or see anything that needs correcting—
Catherine
CERTIFIED LOCAL GOVERNMENT PROGRAM GRANT AGREEMENT
Grant Number 17-CLG-04
This agreement is entered into between the City of Fayetteville, Arkansas, hereinafter referred to
as the City, and the Arkansas Historic Preservation Program, hereinafter referred to as AHPP.
AHPP agrees to provide a grant in the amount of $14,290.94 for the purpose of funding
commissioner and staff training expenses, a National Register of Historic Places nomination for
the Meadow and Spring Street Historic District, and continued development of an historic
structures database and Story Maps website.
THIS GRANT IS FOR THE ACCOMPLISHMENT OF THE PURPOSE, OBJECTIVE AND
SCOPE OF WORK HEREIN DEFINED. -
SCOPE OF WORK
A. The City will fund commissioner and staff training expenses.
$790.94 is designated for this activity.
B. The City will fund research, writing, and presentation to the Arkansas State Review
Board of a National Register of Historic Places nomination for the Meadow and
Spring Street Historic District ("nomination").
$8,500 is designated for this activity.
C. The City will fund the continued development of an historic structures database and
Story Maps website.
$5,000 is designated for this activity.
[I. TIME FRAME of AGREEMENT
This agreement will begin on May 15, 2017, and shall extend until September 30, 2018.
No grant funds shall be expended by the City or its subgrantees or assigns after
September 30, 2018.
III. PAYMENTS
A. Payments of funds under this grant agreement will be made upon receipt of invoices
requesting reimbursement of expenses within the scope of this agreement paid by the
City within the time frame of this agreement or advances of expenses anticipated to
be incurred before or within thirty days after receipt of funds requested.
B. No invoice for an advance received after August 15, 2018, will be processed.
C. No invoice for reimbursement received after October 15, 2018, will be processed.
D. Payments under this grant agreement are conditioned on successful completion of the
grant project. If an element described in the scope of work is not completed within
the time frame of this agreement, all funds paid under this grant agreement relevant to
that element must be returned to AHPP.
IV. SCHEDULE
The nomination task will be completed, and funds related to this task may be disbursed,
according to the following schedule:
A. A draft nomination form and all associated supporting materials as specified in the
appendices to this agreement will be submitted for review by AHPP no later than
November 15, 2017. An invoice for an advance or reimbursement of $3,500 may be
submitted after the draft is submitted to AHPP.
B. A final nomination form and all associated supporting materials, incorporating any
changes requested by AHPP after its review of the draft, will be submitted no later
than January 12, 2018. An invoice for an advance or reimbursement of $3,500 may
be submitted after the draft is accepted as complete by AHPP.
C. The nomination will be presented by a representative of the City to the Arkansas State
Review Board on or before April 4, 2018. An invoice for $1,500 may be submitted
after this presentation is made.
V. AHPP RESPONSIB 11,ITI FS
AHPP staff agrees to make periodic reviews of the project to review practices and
products. AHPP reserves the right to enforce the procedures as outlined in this contract.
AHPP agrees to make available advice and counsel necessary to accomplish the
objectives and to render compensation upon invoice within a reasonable time frame.
VI. REPORTING REQUIREMENTS
A. The City will submit quarterly reports detailing programmatic and fiscal progress of
work on forms to be provided by AHPP on:
May -September, 2017
October -16, 2017
October -December, 2017
January 16, 2018
January -March, 2018
April 16, 2018
April -June, 2018
July 16, 2018
July -September, 2018
October 15, 2018
FINAL
October 31, 2018
B. The report of April 16, 2018 will be accompanied by a timeline for completion of
the project and spend down of project funds by the end of the grant term.
C. If changes in the grant agreement - e.g.: scope of work, products, budgets, etc. - are
required, then the City must submit a written request detailing proposed changes
and wait for written approval from AHPP.
D. No funds will be disbursed if grant reporting is more than two weeks delinquent.
E. Failure to submit grant reports within one month of the date required herein shall be
grounds for cancellation of the grant at the discretion of AHPP.
F. The City will submit a final project report detailing all completed projects and
including copies each of all publications as per the requirements of this agreement
no later than October 31, 2018.
VII. REQUIRED TRAINING
Disbursement of funds under this agreement is contingent on attendance by a
designated representative of the City at a training session on grant administration
requirements held by AHPP.
VIII. COMPLIANCE
A. Certified Local Government grants are funded by the National Park Service Historic
Preservation Funds in Aid, CFDA number 15.904. All policies and procedures of the
Department of the Interior, the National Park Service, and all other Federal
regulations concerning expenditures of Federal funds must be followed by AHPP and
all subgrant recipients. All grant projects will be administered by AHPP in
accordance with the Historic Preservation Fund Giants Manual. The City must
maintain efficient and effective accountability and control of all funds received and
expended under a subgrant from AHPP.
B. The City must supply AHPP with evidence of compliance with Federal competitive
procurement requirements for professional services and subcontractors prior to
reimbursement. This evidence includes, among other things, copies of solicitations
for bids or other similar solicitations and proof of publication of these solicitations.
C. All products and projects funded by grant funds must comply with the applicable
Secretary of the Interior's "Standards". These include: 1) Standards and Guidelines
for Preservation Planning, 2) Standards and Guidelines for Identification, 3)
Standards and Guidelines for Evaluation, 4) Standards and Guidelines for
Registration, 5) Standards and Guidelines for Historical Documentation, 6) Standards
and Guidelines for Architectural and Engineering Documentation, 7) Standards and
Guidelines for Archeological Documentation, 8) Standards for the Treatment of
Historic Properties, 9) Standards and Guidelines for the Rehabilitation of Historic
Buildings, and 10) Historic Preservation Professional Qualification Standards. See
Appendices A-E.
D. PROJECT EXECUTION AND CONTRACT REQUIREMENTS: All projects and
consulting contracts funded through this grant agreement must be carried out in
accordance with the procedures and standards laid out in the applicable appendices to
this agreement. All work products funded through this grant must meet the standards
laid out in the applicable appendices to this agreement.
E. EASEMENTS: The City will donate to AHPP a conservation easement on the
property of any historic structure(s) being restored, rehabilitated, or repaired as a part
of any project(s) utilizing ten thousand dollars ($10,000) or more of AHPP funds. On
such projects involving private properties, it will be the City's responsibility to secure
this easement for donation to AHPP before any grant funds are released.
IX. MANAGEMENT AND BUDGET GUIDELINES
The City must assure and certify that it will comply with the regulations, policies,
guidelines and requirements as they relate to the application, acceptance and use of
Federal funds for this federally -assisted project, as contained in attachment G of OMB
circular A-102. Also the City assures and certifies that:
A. The City will comply with and administer the project in conformance with the
Civil Rights Act of 1964 (Public Law 88-352), as amended; as well as 43 CFR 17
and Part 506 of the Department Manual issued by the Department of the Interior;
and Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits
discrimination against the handicapped. Title VI of the Civil Rights Act of 1964
stated that no person will, on the grounds or race, color, or national origin, be
excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination under any program or activity for which the applicant
received Federal financial assistance and will immediately take any measures
necessary to effectuate this agreement;
B. In all hiring or employment made possible by or resulting from grant awards, the
City (1) will not discriminate against any employee or applicant from
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 their race, color,
religion, sex, age, or national origin. This requirement applies to, but is not
limited to, the following: employment promotion, demotion, or transfer;
recruitment or other recruitment advertising; layoff or termination; rates of pay or
other forms of compensation; and selection for training, including apprenticeship.
The City and its subgrantees will comply with all applicable statutes and
Executive orders on equal employment opportunity and grant awards will be
governed by the provisions, as implemented by, but not limited to, Department of
the Interior policies, published in 43 CFR 17;
C. The City will give AHPP and the National Park Service or the Comptroller
General through any authorized representative the access to and the right to
examine all records, books, papers, or documents related to the grant;
D. The City must comply with Federal competitive procurement requirements for
professional services and subcontractors and will provide documentation of such
compliance upon request.
E. The City will comply with the minimum wage and maximum hours provisions of
the Federal Fair Labor Standards Act, as they apply to hospital and educational
institution employees of state and local governments.
F. Upon completion of the project, the Secretary of the Interior, the Comptroller
General of the United States, the AHPP, and/or any of their duly authorized
representatives shall have access for the purpose of financial or programmatic
audit and examination any books, documents, papers and records of the City that
are pertinent to the grant at all reasonable times during the period of retention
provided in OMB Circular A102, attachment C, for at. least three (3) years or until
all claims or audit findings have been resolved.
H. Lobbying with appropriated funds. Historic Preservation Fund grants must .
conform to provisions of 18 USC 1913: "No part of the money appropriated by
any enactment of Congress shall, in the absence of express authorization by
Congress be used directly or indirectly to pay for any personal services,
advertisement, telegram, telephone, letter, printed or written matter, or other
device, intended or designed to inflLience in any manner a Member of Congress,
through the proper official channels, requests for legislation OPR appropriation
which they deem necessary for the efficient conduct of the public business."
Thus, costs associated with activities to influence legislation pending before the
Congress, commonly referred to as "lobbying," are unallowable as charges to
NPS assisted grants.
1. The City must submit acceptable Federal and non -Federal share supporting
documentation prior to reimbursement.
J. In addition to the terms detailed in this grant agreement, all Federal requirements
governing grants (Office of Management and Budget Circulars A-87 or A-122, A-
102 or A-110, and A-128) are applicable.
X. PUBLICATIONS AND PUBLIC INFORMATION
A. An acknowledgment of National Park Service and the Arkansas Historic
Preservation Program support must be made in connection with the publication of
any material based on, or developed under, any activity supported by Historic
Preservation Fund grant funds. This acknowledgment shall be in the form of a
statement as follows: The activity which is the subject of this (type ofpublication)
has been financed (in part/entirely) with Federal funds from the National Park
Service, Department of the Interior, administered through the Arkansas Historic
Preservation Program, an agency of the Department of Arkansas Heritage.
However, the contents and opinions do not necessarily reflect the views or
policies of the Department of the Interior, nor does the mention of trade names or
commercial products constitute endorsement or recommendation by the
Department of the Interior or the Arkansas Historic Preservation Program.
B. Press releases, publications, and other public dissemination of information by the
City made possible by a grant shall acknowledge National Park Service,
Department of the Interior, Arkansas Historic Preservation Program, and
Department of Arkansas Heritage grant support.
C. Posters, brochures, program literature, and publications will include the following
statement: This program receives Federal financial assistance for identification
and protection of historic properties. Under Title VI of the Civil Rights Act of
1964, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination
Act of 1975, as amended, the U.S. Department of the Interior prohibits
discrimination on the basis of race, color, national origin, disability or age in its
federally assisted programs. If you believe you have been discriminated against in
any program, activity, or facility as described above, or if you desire further
information, please write to: Office for Equal Opportunity, National Park Service,
1849 C Street NW, Washington, D.C. 20240.
D. A minimum of three full-color printed copies and two digital copies of any
publication (as appropriate to the medium), will be furnished to AHPP, which will
transmit two copies to the National Park Service.
E. All printed material (publications, brochures, etc.) will be printed on recycled
paper using soybean ink in accordance with Executive Order #90-1.
F. The City agrees to the right of the AHPP director to review and comment on art
set-up, written narrative of any printed material, and audio visual material
produced by the grant prior to final printing or production and distribution.
G. Drafts of all publications, reports, audio-visual material, and other material
subject to distribution, publication, or display must be submitted to AHPP for
approval prior to production, publication, public display or general distribution.
XI. LIMITATION OF LIABILITY
AHPP assumes no responsibility with respect to accidents, illness or claims arising out of
any work performed under a subgrant supported project. The City is expected to take
necessary steps to insure itself and its personnel and students 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 SFR 1910).
XII. PROJECT CANCELLATION
Approved projects may be canceled for one or more of the following reasons:
A. The City requests project cancellation.
B. The City fails to initiate its process for the solicitation of bids, or the equivalent,
for project work within 60 days of execution of this grant agreement or
notification of funds availability, whichever is later, otherwise fails to pursue
project work in a timely fashion, or fails to adequately pursue project objectives.
C. The City initiates work prior to receipt of written notification of project approval.
D. Project work is found not to be in conformance with conditions as stated in the
grant agreement and appendices.
XIII. AMENDMENTS
This agreement may be amended upon written request and approval by both parties.
XIV. APPROVAL OF AHPP
The City of Fayetteville is aware that this grant is contingent upon approval of AHPP and
the availability of funds; and agrees that no work will begin on the project until written
approval from AHPP is received.
SIGNATURES
Marian Boyd
Interim Director, AHPP
Deputy State Historic Preservation Officer
X71 -z1 I7
Date
of Fay v' 1eStgnatt11e
Name (pri rated)
— M(I.Vor
Title
Date
Certified Local Government Grant Administration --Essentials
Good management of grant awards is a benefit to Certified Local Government grant recipients and
important to the continuation of the CLG grant program.
Clear expectations of the roles and responsibilities of AHPP and grant recipients ensures that grant
projects are completed on time and funding for projects is supplied to CLGs quickly and easily. Keeping
lines of communication open through up-to-date reporting ensures that AHPP staff can offer assistance
when it is needed to help solve problems. Good accounting practices and funds management ensure that
the project budget stays on track and that AHPP staff is contacted if budget problems arise.
CLG grants are funded through AHPP from a grant from the National Park Service. AHPP receives a
significant portion of its budget from the National "Park Service and must pass on at least 10% of its
budget to CLG program participants as grants. AHPP is responsible for ensuring grant awards and the
administration of these grants by CLGs comply with National Park Service requirements and regulations.
Failure to comply with these requirements can result in the loss of NPS funding. Therefore, AHPP needs
to be able to ensure that grant funds are spent successfully within the grant period.
The grant agreement contains provisions that are designed to encourage good management of grant
awards. This Appendix is intended to explain some basic terms of the grant agreement that are essential
to the administration of a CLG grant. Please read over the terms and instructions, initial each section, and
sign at the end of this Appendix. Return this Appendix with the contract. AHPP will return a copy with
the executed contract, so you wi II have a copy for your reference.
Scope of Work
The Scope of Work describes what projects or tasks the grant is intended to
faind and how mach money can be spent on each project.
Section l: Scope of Work may contain multiple tasks labeled A, B, C, and so
on. Each of these is assigned a certain budget amount. This is the total amount
that should be spent on this task.
If additional funds are needed for one task, AHPP staff should be contacted to
discuss a grant amendment. Funds should not be spent on any activities not
directly related to those tasks described in the Scope of Work.
Spending funds on activities not described in the Scope of Work may result in
cancellation of the grant and require the return of all grant fiends received.
Thne Frame of.4-rceinent
The Time Frame of the agreement is defined by the National Park Service. It
cannot be amended or waived by AHPP.
Grant funds cannot be spent before or after the time period described in Section
II: Time Frame of Agreement.
The entire grant amount MUST be spent prior to September 30, 2018. Any
funds not spent prior to September 30, 2018, must be returned to AHPP. �Ila
5/12/2017 10:39 AM
If you received a grant and do not complete your grant project within the grant
term, you will have to return the grant money.
Invoicing
Invoicing practices are intended to keep project accounting in compliance with
NPS regulations.
AHPP can only process two types of invoices. The first are applications to
reimburse a CLG for money that has already been spent on grant tasks. The
second are applications to advance money to a CLG for expenditures that the
CLG expects to make within 30 days of receiving the check. It typically takes
at least three weeks from the time AHPP receives an invoice until a CLG
receives a check, so plan accordingly.
Proof that either 1) an A-133 Single Audit has been obtained by the City or 2) a
statement that the City was not required to obtain an A-133 Single Audit must
be supplied to AHPP before invoices can be submitted. An A-133 Single Audit
is an audit required of cities that receive more than $750,000 in federal grant
assistance. Your city grants or other financial officer should be able to provide
You with the documents you need to fulfill this requirement. For your reporting
purposes, our CFDA for our Historic Preservation Fund Grants in Aid is 15.904.
No invoices for expenses incurred after September 30, 20.18, will be processed.
No invoices for advances received after August 15, 2018, will be processed.
No invoices for reimbursement received after October 15, 2018, will be
processed.
Grant . ldrninistrutiun Tr ainigg
Good grant administration starts with pn understanding ofgrant administration
requirernents. We want to help you avoid time-consuming mistakes or potential
endangerment ofgrant funding.
A designated representative of the City must attend a training session on grant
administration requirements before grant funds can be released. Attendance
can be in-person or through an online training session.
Reporting
Grant reporting helps grant recipients and AHPP keep track of project budgets
and progress. Prompt reporting can alert AHPP to potential problems so staff
can be oj'assistance. AHPP is required to maintain complete reports with
supporting documentation and any project publications or other products.
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5/12/2017 10:39 AM
Quarterly reports detailing project progress and money spent must be submitted
on the following schedule on forms supplied by AHPP:
Time Period Report Due
May -September, 2017 October 16, 2017
October -December, 2017 January 16, 2018
January -March, 2018 April 16, 2018
April -June, 2018 July 16, 2018
July -September, 2018 October 15, 2018
FINAL October 31, 2018
The report due April 16`x', 2018, should be accompanied by a timeline for
completion and a spending plan for the rest of the grant term.
To ensure that grant projects and spending stay on track, AHPP staff needs to be
kept aware of the project progress. Therefore, CLGs whose grant reporting is
more than two weeks overdue will not be able to submit invoices.
Failure to submit complete reports within one month of the date required will be
grounds for cancellation of the grant at the discretion of AHPP.
Grant reports will not be considered complete without supporting
documentation. This should include invoices and cancelled checks for
expenditures. It should also include copies of any advertisements for and copies
of solicitations for bids or RFPs/RFQs, and contracts for services entered into
since the last quarterly report.
A final grant report detailing all completed projects and including required
copies of publications and other project products should be submitted no later
than October 31, 2018.
Federal Grant Funds Rertuiremerrts
CLG grants are funded by the National Park Service's Historic Preservation
Fund (HPF). Section Vill: Management and Budget Guidelines of the HPF
Grants Manual (https://www.nps.gov/preservation-
grants/manual/HPF_Manual.pdf) outlines regulations, policies, guidelines, and
requirements related to acceptance of federal finds with which recipients of this
grant must comply.
4-
Sevretefry o fhe Irtterir�r'.s,S'rrrxrlrrrrls
All projects funded by this grant must comply with the applicable Secretary of
the Interior's Standards and Guidelines as found at
https://www.nps.gov/hisloiy/local-law/arch stnds_O.htm.
3
5/12/2017 10:39 AM
Contract Re-guirenrcnts
Appendices A-E of the grant agreement are designed to make sure the projects
funded with CLG grants are of the best quality possible.
The scope of work and design of survey, nomination, and other contracted work
funded by this grant must conform to the requirements ofAppendices A-E of this
grant agreement. Please read these requirements carefully and make sure you
are familiar with them.
RFQs/RFPs and contracts between CI -Gs and contractors for work covered by
Appendices A-E should contain provisions to ensure that surveys, nominations,
design guidelines, etc., comply with those requirements.
All RFQs, RFPs, bids, contracts, and other similar documents and the names
and qualifications of any contractors or consultants chosen to carry out contract
work must be submitted to AHPP for review and comment prior to publication
or execution as per the requirements of Appendices A-E.
Surveys, nominations, and other products covered by Appendices A-E that do
not meet their requirements will not be considered complete.
Plans, specifications, and other documents required to give a complete picture
of proposed work must be submitted to AHPP for review and approval before
I any bricks and mortar work that is a part of a project funded by this grant can
proceed.
i
Ea.ventents and Preserifrrlion . l ;i c enrc�nti
A preservation agreement must be entered into between the property owner,
mortgage holder, if any, and AHPP concerning any historic building, structure,
site, or object being restored, rehabilitated, or repaired as part of any project
utilizing CLG grant funds.
'Zil—
An easement must be donated to AHPP on any historic building, structure, site,
or object being restored, rehabilitated, or repaired as part of any project utilizing
ten thousand dollars ($10,000) or more of AHPP funds. za—
Publications
NPS and AHPP require publications and other information to include
acknowledgement of grant funding. AHPP and NPS maintain copies of all
materials produced with grant finding as a resource and record of grant
benefits.
All publications of any kind, including videos, pamphlets, books, websites, and
in other media, must include an acknowledgement of support from AHPP,
DAH, and the National Park Service as described in Section IX: Publications
and Public Information of the grant agreement.
All press releases and other public dissemination of information of information
by the City made possible by the grant will also acknowledge the grant support.
a
5/12/2017 10:39 AM
Any publications, displays, video/audio projects, pamphlets, language and
graphics for websites, plaques, signs, etc., must be submitted to AHPP for
review prior to public or dissemination.
A minimum of three full-color printed copies and one digital copy of any
publication (as appropriate) will be furnished to AHPP.
Photographs, final architectural plans, text, and other representative material, as
appropriate, should be submitted to illustrate the final product of grants for
which digital or physical copies cannot be transmitted to AHPP. C!
Timely Initiation and Compledon of Proiec't 11'ork
If AHPP does not spend 10% of its federal funding by the end of the grant term,
it could lose its federal funds altogether. If projects cannot be completed on
time, grant funds will need to be awarded for other projects that can be
completed. Sometimes grant cancellation will be necessary.
If the City does not begin project work in a reasonable amount of time, or starts
project work but doesn't move ahead on schedule and it appears the project may
not be completed, AHPP may cancel the grant. For example, if the City does
not put out an RFQ early enough to get a project completed in the grant period,
AHPP will likely cancel the grant.
I0cf-_0 Dln(dan
CLd Orapf Administrator Name
5
5/12/2017 10:39 AM
Date
U.S. Department of the Interior
Certifications Regarding Debarment, Suspension and
Other Responsibility Matters, Drug -Free Workplace
Requirements and Lobbying
Persons signing this form should refer to the regulations
referenced below for complete instructions:
Certification Regarding Debarment, Suspension, and Other
Responsibility Matters - Primary Covered Transactions - The
prospective primary participant further agrees by
submitting this proposal that it will include the clause
titled, "Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion - Lower Tier Covered
Transaction," provided by the department or agency
entering into this covered transaction, without
modification, in all lower tier covered transactions and in
all solicitations for lower tier covered transactions. See
below for language to be used or use this form certification
and sign. (See Appendix A of Subpart D of 43 CFR Part 12.)
Certification Regarding Debarment, Suspension, Ineligibility
and Voluntary Exclusion - Lower Tier Covered Transactions -
(See Appendix B of Subpart D of 43 CFR Part 12.)
Certification Regarding Drug -Free Workplace Requirements
- Alternate I. (Grantees Other Than Individuals) and
Alternate II. (Grantees Who are Individuals) - (See Appendix
C of Subpart D of 43 CFR Part 12)
Signature on this form provides for compliance with
certification requirements under 43 CFR Parts 12 and 18.
The certifications shall be treated as a material
representation of fact upon which reliance will be placed
when the Department of the Interior determines to award the
covered transaction, grant, cooperative agreement or loan.
PART A: Certification Regarding Debarment, Suspension, and Other Responsibility Matters -
Primary Coveted Transactions
CHECK ✓ IF THIS CERTfFtCA T10N IS FOR A PRIMARY COVERED TRANSACTION AND IS APPLICABLE.
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any
Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a
public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local)
with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal,
State or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
PART B. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion -
Lower Tier'Covered Transactions
CHECK IF THIS CERTIFICATION IS FOR A LOWER TIER COVERED TRANSACTION AND IS APPLICABLE.
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any Federal department or agency
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
This form was electronically produced by Elite Federal Forms, Inc DI -2010
June 1995
(This form replaces DI -1953, DI -1954,
DI -1955, DI -1956 and DI -1963)
PART C: Certification Regarding Drug -Free Workplace Requirements
CHECK V fF THIS CERTIFICATION IS FOR AN APPLICANT WHO IS NOT AN INDIVIDUAL
Alternate I. (Grantees Other Than Individuals)
A. The grantee certifies that it will or continue to provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or
use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken
against employees for violation of such prohibition;
(b) Establishing an ongoing drug-free awareness program to inform employees about --
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation, and employee assistance programs; and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the
statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant,
the employee will --
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the
workplace no later than five calendar days after such conviction;
(e) Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide
notice, including position title, to every grant officer on whose grant activity the convicted employee was working,
unless the, Federal agency has designated a central point for the receipt of such notices., Notice shall include the
identification number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with
respect to any employee who is so convicted --
(1) Taking appropriate personnel action against such an employee, up to and including termination, consistent
with the requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program
approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a) (b),
(c), (d), (e) and (f).
B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the
specific grant:
Place of Performance (Street address, city, county, state, zip code)
vJ�: C Ca
Check—if there are workplaces on files are not identified here.
PART D: Certification Regarding Drug -Free Workplace Requirements
CHECK IF THIS CERTIFICATION IS FOR AN APPLICANT WHO IS AN INDIVIDUAL.
Alternate II. (Grantees Who Are Individuals)
(a) The grantee certifies that, as a condition of the grant, he or she will not engage in the unlawful manufacture,
distribution, dispensing, possession, or use of a controlled substance in conducting any activity with the grant;
(b) If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant activity, he
or she will report the conviction, in writing, within 10 calendar days of the •conviction, to the grant officer or other
designee, unless the Federal agency designates a central point for the receipt of such notices. When notice is made
to such a central point, it shall include the identification number(s) of each affected grant.
DI -2010
June 1995
(This form replaces DI -1953, DI -1954,
DI -1955, DI -1956 and DI -1963)
PART E: Certification Regarding Lobbying
Certification for Contracts, Grants, Loans, and Cooperative Agreements
CHECK IF CERTIFICATION IS FOR THE AWARD OF ANY OF THE FOLLOWING AND
THE AMOUNT EXCEEDS $100,000: A FEDERAL GRANT OR COOPERATIVE AGREEMENT,-
SUBCONTRACT,
GREEMENT;SUBCONTRACT, OR SUBGRANT UNDER THE GRANTOR COOPERATIVE AGREEMENT.
CHECK IF CERTIFICATION FOR THE AWARD OFA FEDERAL
LOAN EXCEEDING THEAMOUNT OF $150,000, OR A SUBGRANT OR
SUBCONTRACT EXCEEDING $100,000, UNDER THE LOAN
The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of an agency, a Member of Congress, and officer or employee
of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making
of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension,
continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting
to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an
employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the
undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its
(3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at
all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all
subrecipients shall certify accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered
into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, title
31, U.S. Code Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000
and not more than $100,000 for each such failure.
As the authorized certifying official, I hereby certify that the above specified certifications are true
P4,4JHf •-[i1
CERTIFYING OFFICIAL
L i o rAt'i or -&n - NI`(ay ov
TYPED NAME AND TITLE N
b_��I_I
DATE
DI -2010
June 1995
(This form replaces DI -1953, DI -1954,
DI -1955. DI -1956 and DI -1963)
APPENDIX A: Historic Resources Survey and Documentation
The production of surveys of historic structures, sites, etc., funded under this grant
agreement will meet the following minimum standards, as applicable:
A. CITY'S RESPONSIBILITIES
The City will ensure that any contract for survey and documentation services
funded under this agreement includes duties and tasks as described in this
appendix.
The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or request for review and comments and will
not publish such announcement or request until comments been received from
AHPP or seven (7) business days have elapsed since the date on which the
proposed announcement or request has been received by AHPP. A copy of
the final announcement or request and proof of its publication or transmission
to qualified professional will be provided to AHPP.
3. The City will submit a copy of any proposed contract and the name and vita of
the contractor selected for services funded under this agreement to AHPP for
review, prior to execution of the contract, and will not execute the contract
until comments have been received from AHPP or seven (7) business days
have elapsed since the date on which the proposed contract has been received
by AHPP. A copy of the final executed contract will be provided to AHPP.
4. The City will contact the AHPP National Register staff to consult on the
advisability of historic sites survey work in the proposed area, proposed
boundaries for the survey work, etc., prior to engaging a contractor for survey
work funded under this agreement.
5. The City will ensure that any contractor engaged for survey and
documentation services fiinded under this agreement meets the Secretary of
the Interior's Standards for Professional Qualifications (36 CFR Part 61) in
History and/or Architectural History.
B. CONTRACTORS RESPONSIBILITES
1. Prior to commencing any work under the contract, any contractor who has not
attended a training on the required procedures for historic sites surveys taught
by the AHPP National Register Survey staff within five (5) years prior to the
survey initiation date must attend a training class on the procedures required
for historic site survey. This one -day class, at the offices of AHPP, will train
the contractor in the proper and thorough completion of Arkansas
Architectural Resources Forms, photography requirements, mapping, and
compilation of the finished product.
2. Prior to commencing any work under the contract, the Contractor, regardless
of the date of his or her last training, must contact the AHPP National
Register Survey staff to determine whether changes to required historic site
survey procedures have changed since the contractor last attended a training.
If the AHPP National Register Survey staff determines that the Contractor's
attendance at an additional training class is advisable, the contractor must
attend a training class on the procedures required for historic sites surveys
prior to the initiation of any fieldwork under the contract.
3. The contractor must comply with the standards and procedures set forth in the
AHPP Survey Manual in carrying out the contract work and in completion of
the final product.
4. The contractor must design and complete the survey and produce a survey
report in accordance with the National Park Service Historic Preservation
Fund Grants Manual Chapter 6, Section H, 2a -e and 3b and/or d as applicable
and the Secretary of the Interior's Standards for Identification for Intensive
Surveys (see at lzft�as,:1�� iti,i.tzfr.s'.gnti ��iis�o 7.ncrrf.-lrn+��cxrcla_sinds_O.hini).
The survey report should, at minimum, contain the following elements:
■ Survey methodology
• A brief historic context specific to the area surveyed
• A brief overview of historic resource types within the area
surveyed
Maps outlining the -boundaries of the area surveyed
• Tables listing addresses or other locations of properties surveyed,
resource numbers supplied by AHPP, and data relevant to
evaluation of National Register eligibility, such as date of
construction, property condition and architectural integrity, vacant
lots, etc.
■ Maps locating properties by resource number and address
■ Language collected on Arkansas Architectural Resources Forms
should be provided with the survey report in an organized,
sortable, searchable, digital format, such as a database,
spreadsheet, GIS data, or similar data file.
5. The contractor must complete an Arkansas Architectural Resources Form and
provide site plans for each resource in the field.
>>:,ii -, i `' ;I' I ,,,f
6. The contractor must provide, on the Arkansas Architectural Resources Form,
information specific to the property for which the survey form is prepared
summarizing its history and any obvious changes to the building that appear to
have occurred since its construction.
7. The contractor will take color digital photographs of each resource in the
field. At the very minimum the photographs should show all facades of each
building. In addition, representative streetscape photographs will be provided
by the Contractor. These photographs will be submitted with the final survey
product in both electronic and print form.
8. The contractor will provide UTM coordinates for each property.
To ensure efficient production of a quality product and to reduce the burden of
repeated reviews, in projects involving inventory and documentation of more
than 30 properties, the contractor will provide drafts of at least 10 completed
Arkansas Architectural Resources Forms to the AHPP National Register
Survey staff for review prior to completion and submittal of all Arkansas
Architectural Resources Forms. AHPP staff will review draft forms and
return comments to the contractor within 14 business days of receipt of the
draft forms.
10. The contractor will provide copies of any ancillary work product or
information compiled or generated by the contractor in the course of carrying
out the historic site survey or form completion, including but not limited to
archival research, and photographs, to AHPP on request.
11. The contractor will grant an irrevocable license for royalty -free use of any and
all work product provided to the City or AHPP under a contract subject to this
grant agreement in any publication, project, or other work produced by the
City, any unit of the State of Arkansas, the Federal Government, or any
employee, person, or organization under contract to the City, AHPP, any unit
of the State of Arkansas or the Federal Government for the purpose of
producing such a work, in furtherance of the mission of the City, AHPP, or
other governmental agency.
12. The contractor must be able to adhere to set deadlines and provide initial and
completed surveys by the dates set forth in contract documents.
13. The contractor will provide own transportation and equipment.
14. For resurvey work, a copy of the previous survey form must be attached to the
new survey form for each property.
15. The contractor will provide one full-color copy and one digital copy of the
final survey report and forms to the City and one full-color printed copy and
two digital copies of the survey report and forms to AHPP.
C. AHPP RESPONSIBILITIES
1. AHPP will provide Arkansas Architectural Resources Forms and Ancillary
Structures Forms to the contractor as necessary for project completion.
2. AHPP will provide access to survey files and copies of previous survey work
as necessary for project completion.
3. AHPP will provide resource numbers to the contractor as necessary for project
completion.
4. AHPP will provide a one -day training class at the AHPP offices in Little Rock
on the procedures required for historic site surveys. This class, at the offices
of AHPP, will train the contractor in the proper and thorough completion of
Arkansas Architectural Resources Forms, photography requirements,
mapping, and compilation of the finished product.
5. AHPP will provide technical assistance to the contractor as necessary for
project completion.
APPENDIX B: National Register/Arkansas Register
of Historic Places Nominations
The production of nominations of historic structures, sites, etc., for listing on the National
or Arkansas Registers of Historic Places funded under this grant agreement will meet the
following minimum standards, as applicable:
A. CITY'S RESPONSIBILITIES
1. The City will ensure that any contract for services funded under this
agreement includes duties and tasks as described in this appendix.
2. The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or request for review and will not publish
such announcement or request until comments have been received from AHPP
or seven (7) business days have elapsed since the date on which the proposed
announcement or request has been received by AHPP. A copy of the final
announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
3. The City will submit a copy of any proposed contract and the name and "vita of
the contractor selected for services funded under this agreement to AHPP for
review prior to execution of the contract, and will not execute the contract
until comments have been received from AHPP or seven (7) business days
have elapsed since the date on which the proposed contract has been received
by AHPP. A copy of the final executed contract will be provided to AHPP.
4. The City will contact the AHPP National Register staff to consult on the
advisability of preparation and submission of National or Arkansas Register of
Historic Places nominations prior to engaging a contractor for preparation of
nominations funded under this agreement.
5. The City will ensure that any contractor engaged for the preparation of
National or Arkansas Register of Historic Places nomination preparation
services funded under this agreement meets the Secretary of the Interior's
Standards for Professional Qualifications (36 CFR Part 61) in History and/or
Architectural History.
B. CONTRACTOR'S RESPONSIBILITIES
2. It is required that the contractor complete a National Register of Historic
Places or Arkansas Register of Historic Places nomination form for the
historic property or properties in compliance with all applicable AHPP or
National Park Service standards and guidance for nomination form
completion.
2. The contractor will take color digital photos of the historic property in the
field. In the case of a proposed historic district, representative streetscape
photos will be provided by the Contractor. All photographs submitted must
meet the National Park Service standards in National Register Bulletin
16A: How to Complete the National Register Registration Form.
3. The contractor will label all photographs to be included with the completed
National or Arkansas Register of Historic Places nomination according to the
National Park Service instructions.
4. The contractor will also need to locate the property on a United States
Geological Survey Map and provide UTM coordinates for the historic
property or district.
5. The contractor will be responsible for on-site presentation of information
sufficient to fully support a recommendation for or against listing of the
proposed historic district or property to the AHPP State Review Board at the
earliest meeting following completion and staff approval.
6. Any contractor who has not submitted an accepted National Register or
Arkansas Resister of Historic Places form in the last five (5) years must attend
a training class on completing National or Arkansas Register of Historic
Places nomination forms. This one -day class, at the offices of AHPP, will
train the contractor in the proper and thorough completion of National
Arkansas Register of Historic Places nomination forms, photography
requirements, mapping, and compilation of the finished product.
7. The contractor will provide copies of any ancillary work product or
information compiled or generated by the contractor in the course of preparing
the nomination, including but not limited to property data, databases, archival
research, and photographs, to AHPP on request.
The contractor will grant an irrevocable license for royalty -free use of any and
all work product provided to the City or AHPP under a contract subject to this
grant agreement in any publication, project, or other work produced by the
City, any unit of the State of Arkansas, the Federal Government, or any
employee, person, or organization under contract to the City, AHPP, any unit
of the State of Arkansas or the Federal Government for the purpose of
producing such a work, in furtherance of the mission of the City, AHPP, or
other governmental agency.
7. The contractor must be able to comply with deadlines and provide initial and
completed nominations by the dates set forth in the contract between the City
and the Contractor.
8. The contractor will provide his or her own transportation and any equipment
necessary to completion of the nomination forms and presentation to the
Arkansas State Review Board.
9. The contractor must work outside in extreme temperatures and provide proper
attire for the weather conditions.
10. The contractor will perform all services and provide all materials to be
produced under the contract in consultation with AHPP.
11. The contractor will conduct meetings with AHPP as required to complete the
project.
12. The contractor will provide one full-color printed final clean copy nomination
and attachments, including digital photographs, and one digital copy of any
nominations created to the City and three frill -color printed copies of the final
clean copy nomination and attachments, including digital photographs, and
two digital copies of any nominations to AHPP.
C. AHPP RESPONSIBILITIES
AHPP will provide access to any previously completed architectural resource
forms in its possession for all buildings included in the contract for services.
2. AHPP will provide a one -day training class at the AHPP offices in Little Rock
contractor on the proper and thorough completion of National and Arkansas
Register of Historic Places nomination forms, photography requirements,
mapping, and compilation of the finished product.
AHPP will provide technical assistance to the contractor as necessary for
project completion.
1;• 1 1 1.l
APPENDIX C: Design Guidelines and Preservation Plans
Preparation of design guidelines and/ or preservation plans funded under this grant
agreement will meet the following minimum standards, as applicable:
A. CITY'S RESPONSIBILITIES
1. The City will ensure that any contract for services funded under this
agreement include duties and tasks as described in this appendix.
2. The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or request for review and will not publish
such announcement or request until comments have been received from AHPP
or seven (7) business days have elapsed since the date on which the proposed
announcement or request has been received by AHPP. A copy of the final
announcement or request and proof of its publication or transmission to
qualified professional will be provided to AHPP.
The City will submit a copy of any proposed contract and the name and vita of
the contractor selected for services funded under this agreement to AHPP for
review prior to execution of the contract, and will not execute the contract
until comments have been received from AHPP or seven (7) business days
have elapsed since the date on which the proposed contract has been received
by AHPP. A copy of the final executed contract will be provided to AHPP.
4. The City will submit a draft copy of the design guidelines to AHPP for
review, comments, and approval prior to printing, and will not give final
approval to the product or proceed with final printing of the document until
approval has been received by AHPP or fourteen (14) business days have
elapsed since the date on which draft design guidelines have been received by
AHPP.
5. The City will ensure that any contractor engaged to prepare design guidelines
or preservation plans funded under this agreement meets the Secretary of the
Interior's Standards for Professional Qualifications (36 CFR Part 61) in
History, Architectural History, or Historic Architecture.
B. CONTRACTOR'S RESPONSIBILITIES
1. The contractor will design and complete a preservation plan or plans, when
applicable, in accordance with the Secretary of the Interior's Standards and
Guidelines for Preservation Planning (see at
https: //www. nps.govlhistory/local-lawlarch_stnds_0. htm).
2. The contractor will draft design guidelines, when applicable, that include, at
minimum:
a. A summary of the City's ordinances, procedures, and bylaws relating
to work regulated by the City's Historic District Commission;
b. Maps describing the boundaries of any local or National Register
historic districts in which work is regulated under authority of the
Arkansas Historic Districts Act, A C.A. § 14-172-20, et seq., and local
ordinance;
c. A list of addresses within such historic districts;
d. A history of the City as it provides historic context for any such local
historic districts, National Register of Historic Places districts, or the
City as a whole;
e. An overview ofthe -architectural styles prevalent in the local historic
districts within the period of significance as described in the most
recent historic resources survey and/or nomination previously
approved by the City's Historic District Commission;
f. The text of the Secretary of the Interior's Standards for Rehabilitation,
as codified at 36 CFR 67.
g. Illustrated design guidance addressing appropriate rehabilitation of and
additions to historic structures and sites and construction or
development of appropriate infill structures and sites that addresses all
historic architectural styles, periods, and methods of construction
specific to the local districts.
3. The contractor will provide copies of any ancillary work product or
information compiled or generated by the contractor in the course preparing
work product on any project funded through this grant agreement, including
but not limited to property data, databases, archival research, and photographs,
to AHPP on request.
4. The contractor will grant an irrevocable license for royalty -free use of any and
all work product provided to the City or AHPP under a contract subject to this
grant agreement in any publication, project, or other work produced by the
City, any unit of the State of Arkansas, the Federal Government, or any
employee, person, or organization under contract to the City, AHPP, any unit
of the State of Arkansas or the Federal Government for the purpose of
producing such a work, in furtherance of the mission of the City, AHPP, or
other governmental agency.
5. The contractor must be able to comply with deadlines and provide initial and
completed nominations by the dates set forth in the contract between the City
and the Contractor.
6. The contractor will provide one frill -color printed final clean copy of the
design guidelines and attachments and one digital copy of the design
guidelines and attachments created to the City and three full-color printed
copies and two digital copies to AHPP.
C. AHPP RESPONSIBILITIES
1. AHPP will provide access to survey files and copies of previous survey work
as necessary for project completion.
2. AHPP will provide access to any nominations or other background research or
information relevant to the project as necessary for project completion.
1)rti l e S. 7.�4 :.1017 10 2'1 1V
APPENDIX D: Rehabilitation Work to Historic Properties
A. CITY'S RESPONSIBILITIES
1. The City will ensure that any contract for services funded under this
agreement includes duties and tasks as described in this appendix.
2. The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or request for review and will not publish
such announcement or request until comments have been received from
AHPP or seven (7) business days have elapsed since the date on which the
proposed announcement or request has been received by AHPP. A copy
of the final announcement or request and proof of its publication or
transmission to qualified professional will be provided to AHPP.
The City will submit a copy of any proposed contract and the name and
vita of the contractor selected for services funded under this agreement to
AHPP for review prior to execution of the contract, and will not execute
the contract until comments have been received from AHPP or seven (7)
business days have elapsed since the date on which the proposed contract
has been received by AHPP. A copy of the final executed contract will be
provided to AHPP.
The City will submit plans and specifications to AHPP for all proposed
work that is part of any project funded by this grant that would make any
material alteration in any feature of any property listed on or eligible for
listing on the National Register of Historic Places, either individually or as
a contributing feature in a district. The City will not begin any such work
until approval has been granted by AHPP.
5. The City will ensure that the Contractor performs all work in compliance
with the plans and specifications as approved by AHPP.
6. All products and projects must comply with the applicable Secretary of the
Interior's Standards for the Rehabilitation of Historic Properties. The
Standards are:
1. A property shall be used for its historic purpose or be placed in a new
use that requires minimal change to the defining characteristics of the
building and its site and environment.
2. The historic character of a property shall be retained and preserved.
The removal of historic materials or alteration offeatures and spaces that
characterize a property shall be avoided.
3. Each property shall be recognized as a physical record of its time,
place, and use. Changes that create a false sense of historical
development, such as adding conjectural features or architectural
elements from other buildings, shall not be undertaken.
4. Most properties change over time; those changes that have acquired
historic significance in their own right shall be retained and preserved.
5. Distinctive features, finishes, and construction techniques or examples
of craftsmanship that characterize a property shall be preserved.
6. Deteriorated historic features shall be repaired rather than replaced.
Where the severity of deterioration requires ref'lacement of a distinctive
feature, the new feature shall match the old in design, color, texture, and
other visual qualities and, where possible, materials.'Replacement of
missing features shall be substantiated by documentary, physical, or
pictorial evidence.
7. Chemical or physical treatments, such as sandblasting, that cause
damage to historic materials shall not be used The surface cleaning of
structures, if appropriate, shall be undertaken using the gentlest means
possible.
8. Significant archeological resources affected by a project shall be
protected and preserved. If such resources must be disturbed, mitigation
measures shall be undertaken.
9. New additions, exterior alterations, or related new construction shall
not destroy historic materials that characterize the property. The new
work shall be differentiated from the old and shall be compatible with the
massing, size, scale, and architectural features to protect the historic
integrity of the property and its environment.
10. New additions and adjacent or related new construction shall be
undertaken in such a manner that if removed in the future, the essential
form and integrity of the historic property and its environment would be
unimpaired.
B. CONTRACTOR'S RESPONSIBILITIES
1. The Contract will perform all work in compliance with the plans and
specifications as approved by AHPP.
2. All products and projects must comply with the applicable Secretary of the
Interior's Standards.for the Rehabilitation of Historic Properties. The
Standards are:
1. A property .shall be used for its historic purpose or be placed in a
new use that requires minimal change to the defining characteristics of
the building and its site and environment.
2. The historic character of a property shall be retained and
preserved. The removal of historic materials or alteration of features
and spaces that characterize a property shall be avoided.
3. Each property shall be recognized as a physical record of its time,
place, and use. Changes that create a false sense of historical
development, such as adding conjectural features or architectural
elements from other buildings, shall not be undertaken.
4. Most properties change over time; those changes that have acquired
historic significance in their own right shall be retained and
preserved.
5. Distinctive features, finishes, and construction techniques or
examples of craftsmanship that characterize a property shall be
preserved.
6. Deteriorated historic features shall be repaired rather than
replaced. Where the severity of deterioration requires replacement of
a distinctive feature, the new feature shall match the old in design,
color, texture, and other visual qualities and, where possible,
materials. Replacement of missing features shall be substantiated by
documentary, physical, or pictorial evidence.
7. Chemical or physical treatments, such as sandblasting, that cause
damage to historic materials shall not be used. The surface cleaning of
structures, if appropriate, shall be undertaken using the gentlest
means possible.
8. Significant archeological resources affected by a project shall be
protected and preserved. If such resources must be disturbed,
mitigation measures shall be undertaken.
9. New additions, exterior alterations, or related new construction
.shall not destroy historic materials that characterize the property. The
new work shall be differentiated from the old and .shall be compatible
I) r- Z, I `(;F O: l) 111
with the massing, size, scale, and architectural features to protect the
historic integrity of the property and its environment.
10. New additions and adjacent or related new construction shall be
undertaken in such a manner that if removed in the future, the
essential form and integrity of the historic property and its
environment would be unimpaired.
3. The contractor will provide copies of any ancillary work product or
information compiled or generated by the contractor in the course
preparing work product on any project funded through this grant
agreement, including but not limited to property data, databases, archival
research, and photographs, to AHPP on request.
4. The contractor will grant an irrevocable license for royalty -free use of any
and all work product provided to the City or AHPP under a contract
subject to this grant agreement in any publication, project, or other work
produced by the City, any unit of the State of Arkansas, the Federal
Government, or any employee, person, or organization under contract to
the City, AHPP, any unit of the State of Arkansas or the Federal
Government for the purpose of producing such a work, in furtherance of
the mission of the City, AHPP, or other governmental agency.
5. The contractor must be able to comply with deadlines set forth in the
contract between the City and the Contractor.
6. The contractor must erect a project sign acknowledging the assistance of
the Department of the Interior, the National Park Service, the Department
of Arkansas Heritage, and AHPP at the project site.
C. AHPP RESPONSIBILITIES
AHPP will provide ' access to any previously completed architectural
resource forms or architectural plans in its possession for all buildings
included in the contract for services.
2. AHPP will review and approve or comment on all plans and specifications
submitted by the City within 14 business days of submission of plans and
specifications that allow for a clear and complete understanding of the
scope and detail of the project.
3. AHPP will provide technical assistance to the contractor as necessary for
project completion.
>�,;e,;).! "UF iu:",) �,��
APPENDIX E: Other Consultant Contracts and Products
The production of surveys of historic structures, sites, etc., funded under this grant
agreement will meet the following minimum standards, as applicable:
A. CITY'S RESPONSIBILITIES
1. The City will ensure that any contract for services funded under this
agreement includes duties and tasks as described in this contract and
appendix.
2. The City will submit a copy of any proposed RFQ, RFP, or other bid
announcement for a project funded under this agreement to AHPP prior to
publication of the announcement or request for review and comments and
will not publish such announcement or request until comments been
received from AHPP or seven (7) business days have elapsed since the
date on which the proposed announcement or request has been received by
AHPP. A copy of the final announcement or request and proof of its
publication or transmission to qualified professional will be provided to
AHPP.
3. The City will submit a copy of any proposed contract and the name and
vita of the contractor selected for services funded under this agreement to
AHPP for review, prior to execution of the contract, and will not execute
the contract until comments have been received from AHPP or seven (7)
business days have elapsed since the date on which the proposed contract
has been received by AHPP. A copy of the final executed contract will be
provided to AHPP.
4. The City will ensure that any contractor engaged for work funded under
this agreement meets the applicable Secretary of the Interior's Standards
for Professional Qualifications (36 CFR Part 61) as determined in
consultation with AHPP.
B. CONTRACTOR'S RESPONSIBILITES
The contractor will ensure that all project work and work products meet all
applicable Secretary of the Interior's "Standards" including: l) Standards
and Guidelines for Preservation Planning, 2) Standards and Guidelines
for Identification, 3) Standards and Guidelines for Evaluation, 4)
Standards and Guidelines for Registration, 5) Standards and Guidelines
for Historical Documentation, 6) Standards and Guidelines for
Architectural and Engineering Documentation, 7) Standards and
Guidelines for Archeological Documentation, 8) Standards for the
Treatment of Historic Properties, 9) Standards and Guidelines for the
Rehabilitation of Historic Buildings, and 10) Historic Preservation
Professional Qualification Standards.
2. The contractor will provide copies of any ancillary work product or
information compiled or generated by the contractor in the course of
carrying out the contract, including but not limited to archival research,
and photographs, to AHPP on request.
The contractor will grant an irrevocable license for royalty -free use of any
and all work product provided to the City or AHPP under a contract
subject to this grant agreement in any publication, project, or other work
produced by the City, any unit of the State of Arkansas, the Federal
Government, or any employee, person, or organization under contract to
the City, AHPP, any unit of the State of Arkansas or the Federal
Government for the purpose of producing such a work, in fiirtherance of
the mission of the City, AHPP, or other governmental agency.
4. The contractor must be able to adhere to set deadlines and provide initial
and completed drafts by the dates set forth in contract documents.
5. The contractor will provide own transportation and equipment.
6. The contractor will provide one frill -color -copy and one digital copy of the
work product, as applicable, to the City and one full-color printed copy
and two digital copies of the work product, as applicable, to AHPP.
C. AHPP RESPONSIBILITIES
AHPP will provide Arkansas Architectural Resources Forms and
Ancillary Structures Forms to the contractor as necessary for project
completion.
2. AHPP will provide access to survey files and copies of previous survey
work as necessary for project completion.
AHPP will provide resource numbers to the contractor as necessary for
project completion.
4. AHPP will provide access to other AHPP files to the contractor as
necessary for project completion.
5. AHPP will provide technical assistance to the contractor as necessary for
project completion.
Andrew Garner
Submitted By
Certified Loc,, overnment Grant -Arkansas Historic
Preservation Program (AHPP)
City of Fayetteville Staff Review Form
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/26/2017 City Planning /
Development Services Department
Submitted Date Division / Department
Action Recommendation:
City Planning Division staff requests the mayor's signature to acknowledge a change in invoicing policy for a
historic preservation grant. The City has recieved a grant from the Arkansas Historic Preservation Program (AHPP).
The mayor's signature is needed to acknowledge a new invoicing policy for the grant. The new policy has been
provided to the City Planning Division.
Account Number
Project Number
Budgeted Item? NA
Does item have a cost? No
Budget Adjustment Attached? NA
Previous Ordinance or Resolution # RES 127-17
Original Contract Number:
Comments:
Budget Impact:
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Fund
Project Title
V20140710
Approval Date:Q - Ll_It1
IVA
STAFF MEMO
CITY OF
FAYETTEVILLE
ARKANSAS
TO:
FROM:
DATE:
SUBJECT:
ATTACHMENT:
Lioneld Jordan, Mayor
Andrew Garner, City Planning Director
September 26, 2017
Mayor's Signature for Historic Preservation Grant Invoicing Change
Invoicing Change Signature Form
City Planning Division staff requests the mayor's signature to acknowledge a change in invoicing terms for a
historic preservation grant.
The City has received a grant from the Arkansas Historic Preservation Program (grant # 17-CLG-04), The
mayor's signature is needed to acknowledge new invoicing terms for the grant. The new terms require the city
to submit all invoices/grant drawdown requests by August 31, 2018. The previous terms allowed until
September 30, 2018. This change in policy should not affect the City's ability to complete the grant activities.
THE DEPARTMENT ARKANSAS
HERITAGE
Asa Hutchinson
Governor
September 21, 2017
Stacy Hurst
Director
Mr. Andrew Garner
City of Fayetteville
113 West Mountain Street
Arkansas Arts Council
Fayetteville, AR 72701
Arkansas Natural
Dear Mr. Garner:
Heritage Commission
This letter serves to confirm our recent communications regarding Grant Agreement
17-CLG-04. To reflect federal funds regulations, the Arkansas Historic Preservation
Arkansas State Archives
Program's policy regarding acceptance of invoices has changed. Our policy now
requires that all invoices requesting funds under this grant agreement be submitted to
Delta Cultural Center
our agency for payment by August 31, 2018. Please indicate your acceptance of this
change in the terms of the grant agreement by affixing the signature of an authorized
Historic Arkansas Museum
representative of your municipality to a copy of this letter where indicated and
returning it to us via email at catherine.barrier(&arkansas. rgov or to 1100 North Street,
.
Little Rock, Arkansas, 72201.
Mosaic Templars
Cultural Center
Thank you for all the work you do to preserve the heritage of Arkansas. We
look forward to continuing to work with you on your grant project.
Old State House Museum
Sincerely,
ARKANSAS HISTORIC
PRESERVATION PROGRAM
1100 North Street
Little Rock, AR 72201
(501) 324-9880
fax: (501) 324-9184
tdd: 711
e-mail:
info(&arkansaspreservation.arg
website:
www.ai-kinsaspreservation.com
An Equal Opportunity Employer
Catherine Barrier
Certified Local Government Coordinator
Ci of LFayomvi Date