HomeMy WebLinkAboutC2016-322 - 6/21/2016 - NA FISCAL YEAR 2016 CERTIFIED LOCAL GOVERNMENT (CLG)
GRANT CONTRACT
TX-16-023
I. PARTIES
The parties of this contract are the Texas Historical Commission, an agency of the State of Texas, hereinafter
referred to as Commission; the City of Corpus Christi, hereinafter referred to as Grantee; and the Corpus Christi
Downtown Management District, project manager, hereinafter referred to as Partner.
II. PURPOSE
This contract is entered into pursuant to a grant made to the Commission for fiscal year 2016 by the
U.S. Department of the Interior, National Park Service, under the provisions of the National Historic Preservation
Act of 1966,P.L. 89-665 (16 U.S.C. Sec. 470 f). This grant is made for the purpose of funding a project or projects
to be undertaken by Grantee as a participant in the Certified Local Government program.
III. SERVICES TO BE PROVIDED
The following services are to be provided within the contract period on a schedule to be agreed upon by the parties
to this contract. However, the services designated with specific deadlines must comply with those deadlines.
The Grantee and Partner will conduct a historic resources survey of a portion of Corpus Christi's downtown
commercial district. The survey will cover, at minimum, the resources located within the Downtown Management
District, an area containing approximately 150-160 resources, roughly bounded by N. Upper Broadway,Kinney
Street, Interstate Highway 37, and the piers extending into Corpus Christi Bay. The qualified preservation
consultant hired by the Grantee will set the final survey boundary and is encouraged to include as many additional
resources as possible within the project budget. Once the survey boundary has been determined, the Grantee and
Partner will submit a contract amendment (Attachment E) detailing the project's full scope of work. Products
developed under this agreement must conform to the requirements of the Commission and the Project Proposal, as
stipulated in the Expected Products of Historic Resources Survey and Inventory Projects (Attachment B).
For the duration of the project, the Partner shall act as project manager and will work collaboratively with the
Grantee to achieve project goals. Both Grantee and Partner will have the opportunity to provide feedback on
project deliverables before payment is issued to hired project personnel.
Project personnel employed by the Grantee shall meet the Standards for Professional Qualifications as outlined
in 36 CFR Part 61 (Attachment C), as appropriate to the scope of the project, and be employed by competitive
procurement. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in
federally-assisted programs on the basis of race, color, and/or national origin. Therefore the Grantee must sign DI
Form 1350 U.S. Department of the Interior Civil Rights Assurance (Attachment D) and return the signed
form to the Commission with this contract. The preservation consultant hired by the Grantee and Partner must
sign Attachment D.1,Assurances for Consultants or Subcontractors. In all cases the person(s) employed by the
Grantee to complete the work specified in this contract must meet with the approval of the Commission. The
Grantee or Partner shall notify the THC upon selection of all project personnel hired. The preservation consultant,
once hired, must work with the THC Survey Coordinator to ensure that the project scope meets the requirements
2016-322
6/21/16
Texas Historical Commission INDEXED
IV. AMOUNT OF THE CONTRACT
The total amount of this contract shall not exceed $12,000.00. The Commission shall reimburse the Grantee
exclusively from U.S. Department of the Interior grant-in-aid funds for historic preservation (Certified Local
Government), and this contract is subject to the availability of those funds. In the event such funds are no longer
available, the Commission will notify the Grantee and this Contract will be terminated. The Commission will have
no obligation to reimburse Grantee for any expenses incurred in excess of the U.S. Department of the Interior
Grant-in-Aid funds.
V. PERIOD
This contract shall commence on July 5,2016 and shall terminate on December 31, 2017. It is further agreed that
all work associated with this project shall be completed by September 30, 2017 and all materials stipulated in
Attachment B and all reimbursement requests shall be submitted to the Commission by October 31, 2017.
An extension for completing materials stipulated in Attachment B may be granted by the Commission upon review
and approval of a written extension request by the Grantee, provided that a draft of the grant product(s) has been
previously reviewed and approved. The final product must be received by the Commission no later than December
31, 2017. All expenses incurred by the Grantee and Partner associated with work completed after September 30,
2017, however, shall be considered ineligible for reimbursement under this grant contract.
Contract amendments may be requested using the Contract Amendment Form (Attachment E) between July 5,
2016 and August 31, 2017 and will be considered and granted at the option of the commission.
VI. INDEPENDENT CONTRACTOR
The Grantee is a Texas Municipal Corporation. It is not an agency of the State of Texas. It is expressly understood
and agreed that any subcontractor is an independent contractor and not an employee of the Texas Historical
Commission. The Grantee, the Partner, or any subcontractor shall not be considered the agent, the servant, or the
employee of the Commission for any purpose whatsoever.
VII. DOCUMENTATION AND PAYMENT
Grantee may submit to the Commission, for its approval, a properly completed invoice for services rendered in
compliance with all requirements of the contract as specified in the Reimbursement Request Procedures and
Required Records (Attachment F). Grantee will provide invoices to the Commission as costs are incurred and
work is completed, but not more frequently than monthly.
It is further agreed that the Partner, as project manager,will provide written quarterly updates on the Grant Product
Quarterly Report Form as provided by the Commission on the progress of the grant product. Each update will
outline the tasks completed and expenses incurred on the project and provide a timeline and status of the overall
project. The Grant Product Quarterly Report will be due on August 30, 2016, December 31,2016,April 30, 2017,
and August 30, 2017. Failure to submit quarterly reports as required on a timely basis may constitute
breach of this grant contract and result in forfeiture of the grant. If the Partner fails to submit the report by
the deadline, the Commission will notify the Grantee. The Grantee will submit the report within 5 business days
following notification from the Commission or Partner will be subject to remedies provided in this section.
Reimbursement to the Grantee shall be on a matching basis as outlined in the Project Notification's Budget section,
if applicable, subject to receipt of funds from the National Park Service and successful completion of all project
work activities. The Commission agrees to pay the Grantee up to $12,000.00 in federal funds. The Grantee agrees
to contribute matching share, either donated services or cash match, for a minimum total of$12,000.00 or 50% of
eligible costs,whichever is less.
Such payments shall be made as requested for services actually rendered, or if mutually agreed,in one lump sum
upon completion and approval of all the requirements set forth in this agreement. It is further agreed that a sum not
to exceed 25% of the total grant award will be retained by the Commission until the following have occurred: (a)
Commission review of the draft project materials and comments incorporated into the project; (b) receipt of two (2)
detailed and documented final completion reports; and (c) receipt of properly documented reimbursement
materials.
Subject to the limitations of the contract, the Commission's payments will be made in accordance with the Texas
Prompt Payment Act.
VIII. OWNERSHIP OF PRODUCTS OF THIS CONTRACT
All material,concepts and products produced, developed or conceived by the Grantee or Partner during or arising
out of the contract shall remain the property of the Commission. The Grantee and Partner shall have an
unrestricted right to use any or all materials so produced, developed, or conceived at no additional cost. In the event
that the Grantee or Partner receives a valid request for this information under the Texas Public Information Act,
the Grantee or Partner may release the information and charge any fees authorized by the Texas Public Information
Act. Pursuant to the stipulations in Attachment B a minimum of two (2) copies of all final products and
completion reports, if applicable (Attachment H) are to be supplied to the Commission before final
reimbursement is made. All materials published, printed or used for public distribution funded in whole or in part
by this grant shall note the following on the materials:
This project was funded in part through a Certified Local Government Grant from the National Park Service, U.S. Department of the
Interior, as administered by the Texas Historical Commission.
The contents and opinions, however, do not necessarily reflect the views and 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.
This program receives Federal funds from the National Park Service. Regulations of the U.S. Department of the Interior strictly
prohibit unlawful discrimination in departmental Federally Assisted Programs on the basis of race, color, national onigin, age or
handicap.Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of
Federal assistance should write to:Director, Equal Opportunity Program, U.S. Department of the Interior, National Park Service,
P.O. Box 37127, Washington, D.C. 20013-7127.
IX. TERMINATION
Either the Grantee or Commission may terminate this contract by giving seven days written notice to the other
party. In the event notice of termination is given, all work by Grantee and Partner shall cease and no amount shall
be paid by the Commission for work performed following receipt of notice of termination by Grantee. Grantee
shall be paid for all work performed prior to the notice of termination in accordance with the terms of the contract.
Final invoices shall be submitted to the Commission not later than 30 days following the date of termination of this
contract.
X. APPLICABLE LAWS
This contract shall be governed by and construed in accordance with the laws of the State of Texas and the rules
and policies of the Commission. All projects funded under the Certified Local Government program must meet the
Secretary of the Interior's Standards. The Standards can be accessed at the National Park Service web site:
www.nps.gov/history/local-law/arch_stnds_0.htm.
XI. AUDIT
The Commission may audit the Grantee's and Partner's records to verify the costs or expenses incurred in the
performance of this contract or by Federal auditors to verify costs or expenses incurred in the performance of the
contract. The Grantee shall keep accurate financial records available for audit for three years from the project end
date. In addition to the terms detailed in this Agreement, all federal requirements governing grants (Office of
Management and Budget Circulars A-87 or A-122,A-102 or A-110,A-133, and A-128) are applicable.
ATTACHMENTS
The following documents are included in and shall be a part of this contract for all purposes:
❑ Attachment A: Project Notification
• Attachment B: Expected Products of Survey and Inventory Projects
• Attachment C: 36 CFR Part 61
• Attachment D: DI Form 1350, Civil Rights Assurance
• Attachment D.1: Assurances for Consultants or Subcontractors
• Attachment E: Fiscal Year 2016 Certified Local Government (CLG) Contract Amendment
• Attachment F: Reimbursement Request Procedures & Required Records
❑ Attachment G: Grant of Easement
• Attachment H: Project Completion Report
❑ Attachment I: Equal Opportunity Clause
❑ Attachment J: Standard Federal Equal Employment Opportunity Construction Contract
Specification
❑ Attachment K: Certification of Non-Segregated Facilities
❑ Attachment L: Construction Specification Terms
This contract is the entire agreement between the parties. Any changes, deletions, extensions, or amendments to
this contract shall be in writing and signed by all parties to the contract. Any other attempted changes,including oral
modifications,written notices that have not been signed by all parties, or other modifications of any type, shall be
invalid. In some cases, adjustment of the contractual requirements may be necessary pursuant to recommendations
by the Certified Local Government Program,Texas Historical Commission, with the approval of the U.S.
Department of the Interior.
The parties to the contract accept the terms of this contract. Persons signing are expressly authorized to obligate the
parties to the terms of this contract.
TEXAS HISTORICAL COMMISSION: GRANTEE:
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Joe H. Thrash, Assistant Attorney General Aimee Alcorn-Reed, Assistant City Attorney
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Texas Historical Commission
P.O. Box 12276
Austin,TX 78711-2276
512.463.6100Ap TEXAS HISTORICAL COMMISSION
fax 512.475.4872 real places telling real stories
thc@thc.state.tx.us www.thc.state.ix.us
TEXAS HISTORICAL COMMISSION
ATTACHMENT B
EXPECTED PRODUCTS OF HISTORIC RESOURCES SURVEY AND INVENTORY
PROJECTS
Historic resource surveys are a process of identifying and gathering data on a community's historic resources.
In as comprehensive a manner as possible, a survey documents all potentially historic buildings, objects,
structures, sites and districts within a given geographical boundary. Surveys assign high, medium or low
priority rankings to these resources as well as assess eligibility for inclusion in the National Register of Historic
Places. Such resources are of significance in American history, architecture, archeology and culture, and
generally are more than 50 years of age.
The Survey Project Manager must meet the Standards for Professional Qualifications as outlined in 36 CFR 61
(Attachment C). Please provide a résumé for the Survey Project Manager with a description of one (1) similar
survey project conducted by the Project Manager(provide project description on separate page).
Project Manager Name: Employed by:
Phone Number: Email address:
El Résumé received ❑1 Project Description received
Who will be providing the survey fieldwork labor?
❑Professional consulting firm:
❑In-house (qualified city/county staff):
❑Volunteers (university students, local organization):
Per the CLG contract, the Project Manager must contact the Commission's Certified Local Government and
Historic Resources Survey staff prior to commencing work.
Contacted: ❑CLG Coordinator (date contacted)
❑Historic Resources Survey Coordinator (date contacted)
CLG Grant Report Due Dates
❑April 30, 2016 project update
❑August 31, 2016 project update with Research Design Report
III December 31, 2016 project update
❑April 29, 2017 project update
❑July 29, 2017 Draft Historic Resources Survey Report due
❑August 29, 2017 project update
Ell September 30, 2017 project completion date with Final Historic Resources Survey Report
Milestones
EResearch Design due by August 31, 2016 (date received)
EDraft Historic Resources Survey Report due by July 29, 2017 (date received)
❑Final Historic Resources Survey Report due by Sept. 30, 2017 (date received)
(over)
Final Deliverables
❑One (1) bound hard copy. The hard copy should be printed on 8'/2 x 11 and 11 x 17 paper. Please do not use
8'/2 x 14/legal-sized paper. For binding, use 3-hole punch binder; do not use spiral or comb bindings.
III One (1) electronic copy on CD or thumb drive. The electronic copy should include the Historic Resources
Survey Report and all photographic documentation, maps, etc. in PDF format. The survey data shall also be
submitted in Microsoft Access, Microsoft Excel, or GIS-based format. This allows the THC to upload the
survey data into the THC Online Atlas database.
Each CLG survey grant recipient is sent a THC Historic Resources Survey Packet on a CD that includes a THC
Access database for survey purposes. While it is not required to use this Access database, the survey data should
include the same information. The full range of products for a historic resources survey includes the following:
• A Research Design Report is written to establish knowledge of the area's historical development and to list
known existing historical resources such as National Register of Historic Places and districts, Recorded
Texas Historic Landmarks, State Antiquities Landmarks, Official Texas Historical Markers, and local
landmarks and districts, and to provide a map of the area to be surveyed. This report sets up periods of
significance and areas of significance so surveyors know how to assess the resources.
• A Draft and Final Historic Resources Survey Report should include the survey's purpose and
methodology, a historic context (pulled from the Research Design), survey results, and survey
recommendations. Survey results should discuss analysis, implications and recommendations for local, state
and federal historical designation and other appropriate preservation methods. This report must be in
conformance with the U.S. Secretary of the Interior's Guidelines for Identification.
• A Texas Historic Resources Survey Form must be provided for each surveyed resource in the survey area.
It is preferred that the THC survey database form (Microsoft Access format preferred) is used, but an
equivalent format is acceptable.
• An Inventory Table must be provided for all surveyed resources in the survey area. This should include
basic information about each resource: image, address, historic and current name, historic and current
function, construction date, existing designations, National Register of Historic Places eligibility, and
Priority rating at a minimum.
• Photo documentation for all surveyed resources must be provided. Color digital images should be saved as
uncompressed TIF files. If this format is not available, save as JPGs. Do not alter images (other than naming
files). The size of each image must be at least 1200 x 1600 pixels at 300 ppi (pixels per inch) or larger(2000
x 3000 preferred). It is recommended that digital images be saved in 8-bit (or larger) color format. Proper
identification of each view must be provided with all photo documentation, utilizing the standard 2-letter
Texas county abbreviations recognized by TARL (see the THC Photo Labeling Protocol). Example: The
first image for 103 East Marshall Street in Pittsburg, Camp County would be: TX-CP-Pittsburg-Marshall-St-
E-103-01.tif. In addition, a second set of digital images of representative streetscape views is encouraged.
• Detailed Maps must identify the location of all surveyed resources with their site numbers. Maps developed
using GIS data are strongly encouraged, but not required.
• The Project Manager is responsible for reviewing all survey work before submission to the THC. Reports
and other documentation require proper citations and may not be plagiarized. All of the above-mentioned
products become the property of the THC upon completion of the grant project. Survey and inventory
projects may be modified, but should be discussed with and approved by THC staff prior to modification.
Attachment E must be submitted with all contract amendments, including modifications to the deliverables
described here.
TEXAS HISTORICAL COMMISSION
ATTACHMENT C
STANDARDS FOR PROFESSIONAL QUALIFICATIONS
To insure that appropriate historical, architectural, archeological and cultural properties are identified for public
benefit through grant-in-aid assistance, the following minimal professional standards for historical, architectural and
archeological documentation have been established by the Preservation Assistance Division of the National Park
Service. Persons supervising grant projects must be professionally qualified in accordance with 36 CFR 61 as
follows:
Appendix A to Part 61
—Professional Qualifications Standards
In the following definitions, a year of full-time professional experience need not consist of a continuous year of full-
time work but may be made up of discontinuous periods of full-time or part-time work adding up to the equivalent
of a year of full-time experience.
(a) History. The minimum professional qualifications in history are a graduate degree in history or closely related
field; or a bachelor's degree in history or closely related field plus one of the following:
(1) At least two years of full-time experience in research, writing, teaching,interpretation or other demonstrable
professional activity with an academic institution, historical organization or agency, museum, or other
professional institution; or
(2) Substantial contribution through research and publication to the body of scholarly knowledge in the field of
history.
(b) Archeology. The minimum professional qualifications in archeology are a graduate degree in archeology,
anthropology, or closely related field plus:
(1) At least one year of full-time professional experience or equivalent specialized training in archeological
research, administration or management;
(2) At least four months of supervised field and analytic experience in general North American archeology;and
(3) Demonstrated ability to carry research to completion.
In addition to these minimum qualifications, a professional in prehistoric archeology shall have at least one year of
full-time professional experience at a supervisory level in the study of archeological resources of the prehistoric
period. A professional in historic archeology shall have at least one year of full-time professional experience at a
supervisory level in the study of archeological resources of the historic period.
(c) Architectural history. The minimum professional qualifications in architectural history are a graduate degree in
architectural history, art history, historic preservation, or closely related field,with course work in American
architectural history; or a bachelor's degree in architectural history, art history, historic preservation, or closely
related field plus one of the following:
(1) At least two years of full-time experience in research, writing, or teaching in American architectural history
or restoration architecture with an academic institution, historical organization or agency, museum, or other
professional institution; or
(2) Substantial contribution through research and publication to the body of scholarly knowledge in the field of
American architectural history.
(d)Architecture. The minimum professional qualifications in architecture are a professional degree in architecture
plus at least two years of full-time professional experience in architecture; or a State license to practice
architecture.
(e) Historic Architecture. The minimum professional qualifications in historic architecture are a professional
degree in architecture or State license to practice architecture, plus one of the following:
(1) At least one year of graduate study in architectural preservation,American architectural history, preservation
planning, or closely related field; or
(2) At least one year of full-time professional experience on historic preservation projects. Such graduate study
or experience shall include detailed investigations of historic structures, preparation of historic structures
research reports, and preparation of plans and specification for preservation projects.
TEXAS HISTORICAL COMMISSION
ATTACHMENT D
U.S. DEPARTMENT OF THE INTERIOR CIVIL RIGHTS ASSURANCE
As the authorized representative of the applicant, I certify that the applicant agrees that, as a condition to receiving
any Federal financial assistance from the Department of the Interior,it will comply with all Federal laws relating to
nondiscrimination. These laws include,but are not limited to: (a) Title VI of Civil Rights Act of 1964 (42 U.S.C.
2000d-1),which prohibits discrimination on the basis of race, color, or national origin; (b) Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicap; (c)
the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et. seg.),which prohibits discrimination on the
basis of age;and applicable regulatory requirements to the end that no person in the United States shall, on the
grounds of race, color, national origin, handicap or age,be excluded from participation in, be denied the benefits of,
or be otherwise subjected to discrimination under any program or activity conducted by the applicant. THE
APPLICANT HEREBY GIVES ASSURANCE THAT it will immediately take any measures necessary to
effectuate this agreement.
THIS ASSURANCE shall apply to all aspects of the applicant's operations including those parts that have not
received or benefited from Federal financial assistance.
If any real property or structure thereon is provided or improved with the aid of Federal financial assistance
extended to the Applicant by the Department, this assurance shall obligate the Applicant, or in the case of any
transfer of such property, any transferee, for the period during which the real property or structure is used for a
purpose for which the Federal financial assistance is extended or for another purpose involving the provision of
similar services or benefits. If any personal property is so provided, this assurance shall obligate the Applicant for
the period during which it retains ownership or possession of the property. In all other cases, this assurance shall
obligate the Applicant for the period during which the Federal financial assistance is extended by the Department.
THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants,loans,
contracts,property, discounts or other Federal financial assistance extended after the date hereof to the Applicant
by the Department,including installment payments after such date on account of applicants for Federal financial
assistance which were approved before such date.
The Applicant recognizes and agrees that such Federal financial assistance will be extended in reliance on the
representations and agreements made in this assurance, and that the United States shall have the right to seek
judicial enforcement of this assurance. This assurance is binding on the Applicant,its successors, transferees,
assignees, and sub-recipients and the person whose signature appears below who is authorized to sign this assurance
on behalf of the Applicant.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
APPLICANT/ORGANIZATION DATE SUBMITTED
APPLICANT/ORGANIZATION MAILING ADDRESS BUREAU OF OFFICE EXTENDING ASSISTANCE
TEXAS HISTORICAL COMMISSION
ATTACHMENT D.1
ASSURANCES FOR CONSULTANTS OR SUBCONTRACTORS
The consultant or subcontractor will comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352) and all
requirements imposed by or pursuant to the Department of the Interior Regulations (43 CFR 17) issued pursuant to
that title, to the end that, in accordance with Tide VI of that Act and the Regulation, no person in the United States
shall, on the ground of 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 consultant or subcontractor
receives financial assistance from Department of the Interior, National Park Service, and hereby gives assurance
that it will immediately take any measures to effectuate this agreement.
This Assurance is given in consideration of and for the purpose of obtaining any and all federal grants, loans,
contracts,property discounts, or other federal financial assistance extended after the date hereof to the consultant
or subcontractor,including installment payments after such date on account of arrangements for federal financial
assistance which were approved before such date. The consultant or subcontractor recognizes and agrees that such
federal financial assistance will be extended in reliance on the representations and agreements made in this
assurance, and that the United States shall reserve the right to seek judicial enforcement of this assurance. This
assurance is binding on the consultant or subcontractor,its successors, transferees, and assignees, and the person or
persons whose signature appear below are authorized to sign this assurance on behalf of the consultant or
subcontractor.
DI 1350 Addendum. Also agrees to comply with the Rehabilitation Act of 1973 and the Age Discrimination Act of
1975 and all requirements imposed by or pursuant to these titles, to the end that, no person in the United States
shall, on the grounds of age or handicap be excluded from participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program or activity for which the consultant or subcontractor
receives financial assistance from the National Park Service, and hereby gives assurance that it will immediately take
any measures to effectuate this agreement.
18 USC 1913. No part of the money appropriated by any enactment of Congress shall,in the absence of express
authorization by Congress,will be used directly or indirectly to pay for any personal service, advertisement,
telegram, telephone, letter, printed or written matter, or other device,intended or designed to influence in any
manner a Member of Congress, to favor or oppose, by vote or otherwise, any legislation or appropriation by
Congress,whether before or after the introduction of any bill or resolution proposing such legislation or
appropriation;but this shall not prevent officers or employees of the United States or of its departments or agencies
from communicating to Members of Congress on the request of any Member of Congress, thorough the proper
official channels,requests for legislation or appropriations which they deem necessary for the efficient conduct of
the public business.
Whoever, being an officer or employee of the United States or of any department or agency thereof,violates or
attempts to violate this section, shall be fined not more than $500 or imprisoned not more than one year, or both;
and after notice and hearing by the superior officer vested with the power of removing him, shall be removed from
office or employment. (June 25, 1948, ch. 645, 62 Stat. 792.)
DI 1954. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion. Lower Tier Cover
Transactions.
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension,
43 CFR Part 12, Section 12.5.10, Participants' responsibilities. The regulations were published as Part VII of the
May 26, 1988 Federal Register (pages 19160-19211). Copies of the regulations are included in the proposal package.
For further assistance in obtaining a copy of the regulations, contact the U.S. Department of the Interior,
Acquisition and Assistance Division, Office of Acquisition and Property Management, 18`h and C streets, N.W.,
Washington, D.C. 20240.
(1) The prospective lower tier participant certified, 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.
Consultant/Subcontractor Date
TEXAS HISTORICAL COMMISSION
ATTACHMENT E
FISCAL YEAR 2016 CERTIFIED LOCAL GOVERNMENT (CLG)
CONTRACT AMENDMENT
Amendment to CLG Grant Number:
Title:
1. Subgrantee:
Contact:
Address:
Phone:
2. Amendment Type (Please select one below)
❑ Matching Share—must include revised Budget Summary
❑ Budget—must include revised Budget Summary
❑ Scope—must include revised Project Description
❑ 30 Day No Cost Extension* —must include explanation
*30 Day No Cost Extension does not extend September 30 deadline for expending CLG funds.
Regardless of extension all CLG funds must be expended by September 30 and reimbursements
submitted to the THC no later than October 31.
Note: Contract Amendment will not be effective until approved in writing by the Texas Historical
Commission. The change must be noted in the future quarterly report.
SUBMITTED BY:
Signature of Grantee Signature Date
Signature of Third Party Designee Signature Date
APPROVED BY:
Signature of State Historic Preservation Officer Approval Date
TEXAS HISTORICAL COMMISSION
ATTACHMENT F
REIMBURSEMENT REQUEST PROCEDURES AND REQUIRED RECORDS
The required reimbursement request procedures and format are found in this chapter. Requests must be received by
the Texas Historical Commission (THC) no later than October 31,2017, and may be submitted either
electronically as a pdf file or as a hard copy by US mail or local land-carrier service. CLGs working on multiple
grants must submit a separate request for each project.
Requests for payment shall be accompanied by complete documentation,including receipts for all expenses and all
products identified in the approved grant application and contract. Please refer to the Historic Preservation Fund
(HPF) Grants Manual for all allowable and unallowable costs,as well as Federal procurement standards:
http://www.nps.gov/shpo/downloads/HPF Manual.pdf. Food and drink is an unallowable cost under THC
policy,with the exception of per diem (cost of meals) for traveling employees/volunteers. Only work completed
by the September 30,2017 deadline will be reimbursed.
Non-federal (or match share) expenditures should be documented in the same method as federal expenditures.
Use this checklist of acceptable documentation when preparing a reimbursement request:
(a.) Signed Billing Statement from the local government to the SHPO with federal tax identification
number.
(b.) Copies of vendors'invoices showing evidence that:
i. invoices are in the name of the CLG.
ii. invoice dates are within the project period.
iii. purchase price is compatible with the estimated budget cost.
iv. purchases are relevant to the project's scope.
(c.) Copies of receipts or properly endorsed cancelled (deposited) checks (front and back).
(d.) Evidence of any approved extensions and/or amendments to CLG subcontracts.
(e.) Evidence that invoices were properly approved for payment including:
i. evidence that discounts and other credits were deducted.
ii. evidence that merchandise/services were received.
(f.) Copies of daily time records for both volunteers and staff(including supervisor's verification).
(g.) Evidence of employees'rates of pay,and verification that no other federal funds were used for this
purpose.
(h.) Evidence that work was accomplished in accordance with the terms of the grant agreement (final
project report or products).
(i.) Comparison schedule showing proposed costs versus actual costs. (See attached template)
Audit Information:
CLGs must retain all grant-related financial records, supporting documents, statistical records, and all other records
pertinent to a grant for a period of three (3) years or until an acceptable audit has been performed and resolved.
The three-year retention period begins from the date of receipt of the final reimbursement payment. The grant
participant will provide access to, and the right to examine, all records,books,papers or documents related to the
grant to authorized representatives of the Texas Historical Commission.
Grant participants should maintain any other documentation that might be useful to an auditor in verifying the
propriety of the procedures used and compliance with federal and state regulations.
Under the "Single Audit Act of 1984," governments that receive $750,000 or more in federal funds from all sources
during any fiscal year will be required to have a single, comprehensive, organization-wide audit conducted. The
CLG is responsible for covering the cost of an audit.
1. Time Sheets
Each employee or volunteer engaged in activities to be claimed against the grant must submit a time sheet
signed by the employee/volunteer and the supervisor. Such records must show the actual hours worked,
date(s) worked and the specific duties performed. The records should also indicate the basis for determining
the rate of the employee or volunteer's contributions. Employees can claim their regular hourly wage. Time
sheets must certify that no other federal funds were used to pay salaries and that their salaries were not used
as match for other federal grants.
Volunteers must claim a reasonable wage rate that is comparable to the current market value of the work
being performed. Independent Sector provides a current estimated national value of volunteer time that can
be used as a guide if necessary. It can be found here: https://www.independentsector.org/volunteer_time.
Professionals may claim their standard professional wage if volunteering professional services. In any case,
hourly wages may not exceed the maximum rate of$74.92/hour. A sample volunteer time sheet can be
found with the miscellaneous forms attached.
2. Travel
The miscellaneous forms include a travel record that should be used for employees or volunteers who must
travel for grant-related work. This identifies traveler, date(s) of travel, mileage, lodging, per diem (cost of
meals), airfare, parking, and other miscellaneous travel expenses. Receipts for all expenses are required. See
the attached maximum allowable travel rates.
3. Miscellaneous Expenses
Proper documentation for miscellaneous expenses includes that information referenced in the beginning of
this attachment and identified in the HPF Grants Manual (link provided at the beginning of this
attachment). Included in this attachment are sample records for miscellaneous volunteer costs.
4. Subcontracts
If the CLG is not doing the actual work,it must execute a contract with a subcontractor—i.e. professional
consultant, local historical society,individuals, etc. All subcontracted services and products must be
procured according to Federal procurement standards set forth in OMB Circulars A-87 and A-102, as well
as Chapter 17 of the Historic Preservation Fund (HPF) Grants Manual (link provided at the beginning of
this attachment).
All subcontracts must include the Assurances for Consultants and Subcontractors, D1 in attachments.
Copies of all contracts between the CLG and any subcontractors must be sent to the SHPO for audit
purposes.
We also need evidence that the method for selecting the services was in accordance with Federal
procurement requirements. Copies of RFPs, lists of who they were sent to, lists of responders (bidders), and
justification for selections must be sent to the SHPO. Please make sure to include any other relevant
information regarding the competitive selection process for professional services.
This information can be sent to the SHPO along with the first request for reimbursement, or separately
before any reimbursement requests are sent in.
5. Payment Schedule
Reimbursement payments to the CLG are subject to the receipt of Federal funds from the National Park
Service. Reimbursement requests can be sent to the SHPO as costs are incurred and work is completed,but
not more frequently than monthly. The final payment will be made after an acceptable final product, final
report, and final billing have been received and approved by the SHPO.
ALLOWABLE TRAVEL RATES
The Commission will reimburse a participant traveling for purposes of the program when identified in the
Application. Since travel allowances may vary among federal, state or local organizations,a traveler will be
reimbursed the lowest allowed amount. Check with a representative of your local government to verify local rates.
Receipts for all expenses must accompany request for reimbursement.
Lodging: $89/night*
Mileage: $0.475/mile
Meals: $51/day*
* Lodging and meal rates may vary upon location.To check the current rates for your location,please visit the
U.S. General Services Administration web site at: www.gsa.gov/portal/category/21287
MISCELLANEOUS FORMS
The following are versions of time sheets,travel records and donated materials forms. Although it is not necessary
to use these specific forms,it is necessary to record the name of the laborer,name of supervisor, date of donation
to ensure it falls within the grant period and value of donation on any form used. If desired,SHPO staff will review
any proposed format to ensure compliance with these requirements.
BILLING STATEMENT FORMAT
[Date]
TO: Texas Historical Commission
Attn: CLG Grants
P.O. Box 12276
Austin,TX 78711-2276
FROM: [Name &Address of Certified Local Government]
TAX IDENTIFICATION NUMBER:
RE: CLG Billing
Enclosed is documentation to support a billing for$[amount] to cover work done under the grant contract number
TX-16-[XXX] dated [initial date of contract] for [activity] as identified in the Project Notification received as part of
the contract. I certify no other Federal funds were used for either the match or actual expenditures incurred during
the execution of this project.
Please send the above amount to:
[Name &Address of CLG and/or department to receive funds]
PROPOSED ACTUAL
Federal Match Federal Match
Activity
Activity
Activity
Sincerely,
(Original Signature)
[Name]
[Title/Office]
Enclosures:
[time sheets]
[receipts]
[cancelled checks or copies of bank statements]
[copies of final products]
Historic Preservation Commission
VOLUNTEER'S NAME
TIME SHEET
Date Project Project Project Hours X Rate = Total
Totals
PROJECT OR ACTIVITY EXPENSES
Date Project number Item (attach receipt) Amount
MILEAGE RECORD
Date Project number Odometer Start Odometer Finish Total Miles X$.465
Project 1: Project 2:
Project 3: Project 4:
I certify that the work donated towards the completion of this project was not used as match for any other project
and that it was completed during the grant period.
Volunteer Date Supervisor Date
TRAVEL RECORD
Name:
Purpose:
PER DIEM
DATE AND TIME ORIGIN/ (COST OF LODGING OTHER TRINSPORTATION
OF DEPARTURE DESTINATION ` E 1LS) (IDENTIFY)
Totals:
Auto miles: miles X$.475/mile =
Total Amount for Travel:
Traveler Date
Supervisor Date
Enc.: Receipts
DONATED LABOR TIME SHEET
Project Name
Name of Volunteer Type of Work Performed
Hourly rate based on
A person donating time to a project will be paid at minimum wage unless professionally skilled in the work being performed on the project
(photographer taking pictures or data entry done by skilled person). When this is the case,the wage rate the individual is normally paid for
performing this service may be charged to the project.
DATE DESCRIPTION OF WORK NUMBER OF
HOURS X RATE =
Value of Donation:
I certify that the work donated towards the completion of this project was not used as match for any other project
and was completed during the grant period.
Signature of Volunteer Date
Signature of Supervisor Date
VALUE OF DONATED MATERIAL AND EQUIPMENT
Project Name
Donor
Description of Material Donated Date of Fair Value Basis of Value
Donation
Total Value of Donation:
Signature of Donor Date
Project Supervisor Date
ATTACHMENT H
SAMPLE PROJECT COMPLETION REPORT
TEXAS CERTIFIED LOCAL GOVERNMENT (CLG)
SURVEY/INVENTORY PROJECT COMPLETION REPORT
submitted to the
Texas Historical Commission
Project Name: Survey/Inventory of Pecan District
Location: Pecanville, Texas
Project Number: TX-15-0XX
PART 1. PROPERTY AND OWNERSHIP IDENTIFICATION
A. Official project title: Survey of (as listed on Project Notification)
B. Project number: TX-15-0XX
C. Grant Recipient and address: Mayor I. M. Goode
100 N. Main Street
Pecanville, Texas 78123
D. Professional Consultant(s): Sue Z. Que Consulting, Inc.
102 N. Main Street
Pecanville, Texas 78123
PART 2. FISCAL REPORT
A. Final work-cost breakdown:
Consultant Fees $40,000.00
Publishing/Printing Fees 2,000.00
Survey Materials 1,000.00
TOTAL $43,000.00
Texas Certified Local Government Grant monies expended: $21,500.00
City of Pecanville Revenue expended: $21,500.00
B. List by donor, source, kind, and amount for each of the other funding sources:
Donor: City of Pecanville
Source: City Revenue
Kind: Cash
Amount: $21,500.00
PART 3. ACKNOWLEDGEMENT
All materials generated for public use under this grant include the following statement:
This project was funded in part through a Certified Local Government Grant from the National
Park Service, U. S. Department of the Interior, as administered by the Texas Historical
Commission.
The contents and opinions, however, do not necessarily reflect the views and 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.
This program receives Federal funds from the National Park Service. Regulations of the U. S.
Department of the Interior strictly prohibit unlawful discrimination in departmental Federally
Assisted Programs on the basis of race, color, national origin, age, or handicap. Any person
who believes he or she has been discriminated against in any program, activity, or facility
operated by a recipient of Federal assistance should write to:
Director, Equal Opportunity Program, U. S. Department of the Interior, National Park Service,
P. O. Box 37127, Washington, DC 20013-7127.
PART 4. PROJECT NARRATIVE
The scope of work as originally planned was
The following changes were made to the scope of work
The following amendments with dates and reason for amendment were made for this
project....
The following is a brief description of the expenditures on this project ....
The following explains the differences between originally planned costs and actual costs.
PART 6. MATERIALS INDEX
Index
Number View Date Produced
Al Three copies of Survey Report 5/20/2016
A2 Inventory for public viewing (CD or DVD) 5/20/2016
A3 Public Handouts 5/20/2016
Prepared by: Date: