Loading...
HomeMy WebLinkAboutGrant contract with National Trust for Historic preservation for Depot Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Courtney Kramer, Historic Preservation Officer Steve Worthington, Interim Planning Director SUBJECT: Authorize the City Manager’s signature of the grant contract with the National Trust for Historic Preservation to execute a Structural Analysis of the Northern Pacific Railway Passenger Depot on Front Street. MEETING DATE: February 4, 2013 AGENDA ITEM TYPE: Consent RECOMMENDATION: That the City Commission motion and vote to approve the City Manager’s signature of the grant contract with the National Trust for Historic Preservation to execute a Structural Analysis of the Northern Pacific Railway Passenger Depot on Front Street. SUGGESTED MOTION: Having heard the information presented by Staff, heard public comment and considered the project, I move to approve with the National Trust for Historic Preservation to execute a Structural Analysis of the Northern Pacific Railway Passenger Depot on Front Street. BACKGROUND: In July 2012 the National Trust for Historic Preservation awarded the City of Bozeman a $5,000 grant, to be matched by $15,000 from the North East Urban Renewal Board, to complete a Structural Analysis of the Northern Pacific Railway Depot at 820 Front Street, in Bozeman. The project will identify the structure’s potential for adaptive reuse by determining existing conditions of the site and building, including structural stability, needed upgrades, mechanical systems, etc. Montana Rail Link, who controls access to the property, wrote a letter of support for the grant application and is an enthusiastic partner in the project. Of the $20,000 in funding available for the project, $1,500 will be reserved for hosting public meetings to discuss the results of the Structural Analysis, making the information gathered publicly available and disbursing the information to potential redevelopers. The City has or will satisfy the requirements of the grant contract as follows: 1. Required Match: The North East Urban Renewal Board will be providing $15,000 in matching funds. 2. National Trust Concurrence with Consultant Selection: Per the grant agreement provided by the National Trust, the National Trust concurs with the selection of CTA Architects and Engineers to complete the work. 3. Competitive Procurement Process: Goods procured for this project will not exceed $25,000 in cost. The City of Bozeman has a lower threshold and requires three competitive bids for expenses over $20,000. The Professional Services Agreement for this project is capped at $18,500 with the remaining $1,500 available for public outreach. 4. Equal Opportunity: The City of Bozeman is also an Equal Opportunity organization, and the Professional Services Agreement stipulates the contractor follow this mandate. 5. Retention of Records: The City will retain records for a minimum of three years. 6. Planning for Preservation Work: The contractor selected is proficient in the Secretary of the Interior’s Standards and will follow them. 7. Publicity and Acknowledgement of Grant Assistance: The City will acknowledge the National Trust for Historic Preservation in any publicity documents created for this project. 8. Project End Date: The project will be completed in late spring 2013, well before the one year deadline. 9. Final Report: Historic Preservation Officer Courtney Kramer shall be responsible for completing the final report for this grant. 10. The Requirement of Return of Funds: The City of Bozeman understands the requirement of return of funds if the project is not completed. UNRESOLVED ISSUES: None at this time. ALTERNATIVES: N/A FISCAL EFFECTS: The North East Urban Renewal Board has included $15,000 for the NP Depot in their FY 2013 budget. The National Trust for Historic Preservation will provide a grant of $5,000. City of Bozeman Staff time will be spent managing the project and the grant. Attachments: Grant Contract from the National Trust for Historic Preservation Report compiled on: January 24, 2013 1785 Massachusetts Avenue NW Washington, DC 20036 E info@savingplaces.org P 202.588.6000 F 202.588.6038 www.PreservationNation.org January 22, 2013 Chris Kukulski City Manager City of Bozeman PO Bozx 1230 Bozeman, MT 59771 Dear Chris: It is a pleasure to inform you that City of Bozeman’s application for a National Trust Preservation Fund grant has been approved. We have allocated $5,000 from the National Trust’s Preservation Fund for Montana to match local funds to help support the structural analysis of Bozeman's NP Railway Passenger Depot. The National Trust for Historic Preservation is very supportive of your worthwhile preservation activity. It was selected from a large number of qualified applicants competing for a very limited amount of funds. We hope that this letter of support and financial commitment will assist your organization in raising any additional funds needed for this historic preservation activity. Acceptance of this grant is indication of your willingness to conduct your project in conformance with the following special conditions: 1. Required Match. This grant must be matched with other funding on a one-to-one basis. Evidence of the match must be submitted in the final report required in Paragraph 9. 2. National Trust Concurrence with Consultant Selection. We concur with your selection of CTA Architects Engineers for this project. If you wish to change consultants, new approval must be sought from the National Trust. 3. Competitive Procurement Process. You agree that all procurement of goods and services shall be conducted in a manner that provides maximum open and free competition. When a procurement exceeds $25,000, you must seek at least three (3) competitive bids or quotes. (This applies to any procurement greater than $25,000 that is part of this grant- assisted project, whether financed through National Trust funds or through the matching funds that make up the rest of the project's approved budget.) Although it is not always necessary to select the lowest bid, an explanation for the selection must be documented using the attached Competitive Bid Report Form, which should be retained in your files and made available to the National Trust upon request. You should also maintain procedures to ensure that procurement of goods and services, including consultant services, do not present a conflict of interest. 4. Equal Opportunity. You agree not to discriminate against any employee or applicant for employment because of actual or perceived race, color, national origin, creed, age, gender, marital status, sexual orientation, religion, mental and physical disabilities, sex (including 2 1785 Massachusetts Avenue NW Washington, DC 20036 E info@savingplaces.org P 202.588.6000 F 202.588.6038 www.PreservationNation.org pregnancy), personal appearance, gender identity or expression, family responsibilities, genetic information, matriculation, political affiliation or veteran status. 5. Retention of Records. You must maintain auditable records of all expenditures under this grant for three (3) years after completion of this grant-assisted project. 6. Planning for Preservation Work. Any documents or plans for preservation work that result from the project must conform to the Secretary of the Interior's Standards for the Treatment of Historic Properties, as appropriate. 7. Publicity and Acknowledgement of Grant Assistance. For your assistance, we enclose a sample press release format for use in publicizing the grant. The National Trust must be listed as a supporter in any printed material and publicity releases. Should material emanating from this preservation activity be published for distribution, appropriate acknowledgement of the Trust's participation should be given using the following statement: "This project has been funded in part by a grant from the National Trust for Historic Preservation’s Preservation Fund for Montana." In accepting this grant, the grantee agrees to provide the National Trust for Historic Preservation in the United States with a non-exclusive, royalty-free license to use, and to allow others to use, any reports or other materials funded by the grant. 8. Project End Date. The time limit for completing your grant-assisted project will be one year, commencing from the date of your grant disbursement from the National Trust. Should any problems arise, a written request for an extension of the project must be submitted to our office for consideration within ten (10) days of the project end date. 9. Final Report. Within 30 days of the project end date, you agree to submit one copy of a final report and financial accounting on the use of the grant, as well as one complete copy of materials emanating from the grant, to the National Trust Grants Office. 10. The Requirement of Return of Funds. The National Trust shall require that you return the grant funds, plus accumulated interest, in the event that you: (1) fail to complete the project as described in your application; (2) fail to complete the project within one year of the disbursement date; (3) fail to obtain written approval from the National Trust prior to making a material change to the project; (4) fail to match the grant funds on a dollar-for- dollar cash basis; or, (5) fail to submit the final report within 30 days of the project end date. 3 1785 Massachusetts Avenue NW Washington, DC 20036 E info@savingplaces.org P 202.588.6000 F 202.588.6038 www.PreservationNation.org We would like to complete disbursement of funds to your organization as soon as possible. If we do not hear from you by February 22, 2013 the funds obligated for the project will be returned to our regional fund reserve for the National Trust Preservation Funds program. Please sign and return the original of this letter to my office as soon as possible as your acceptance of this agreement. By doing this you acknowledge that these grant funds will be used expressly for the purposes described in your grant application and are subject to the conditions contained in this letter of agreement. Please contact our office for any additional assistance. We are pleased to assist in your preservation project and trust that this grant will prove valuable to your effort. Sincerely, Nicky Vann Director, Administration, Grants, and Awards CONCUR___________________________________DATE______________ TITLE_______________________________________________________