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HomeMy WebLinkAbout14- Historic Preservation Grant Agreement for Historic Document inventoryAgreement Number: MT -14-012 STATE OF MONTANA AGREEMENT This agreement (Agreement) is hereby made between City of Bozeman, P.O. Box 1230, Bozeman, MT, 59772 (The "Sub - Grantee') and the Montana State Historic Preservation Office, Montana Historical Society, 1410 8th Ave, PO Box 201202 Helena, Montana 59620-1202 (The "Grantee"). The two parties, in consideration of mutual covenants and stipulations described below, agree as follows: SECTION I: SERVICES The Sub -grantee shall: 1. Maintain an active Historic Preservation Commission (HPC) that will advocate for preservation, assist the HPO to accomplish preservation goals, and fill vacancies on the HPC promptly. 2. Participate in and carry out the responsibilities for Certified Local Government program status as outlined in "The Montana Certified Local Government Manual." 3. Insure historic preservation concerns are considered at all levels of local government planning and are incorporated as goals of other local, state, and federal projects. 4. Administer local preservation ordinances. 5. Have on staff a minimum half-time designated Historic Preservation Officer (HPO) who demonstrably plays an active and consistent role in the conduct of the sub -grantee's historic preservation activities. On behalf of the Sub -grantee it is the role of HPO to conduct these activities and/or work with the HPC to: a. Regularly report on HPC activities at local government Commission meetings and be available for comment to these groups and other local government offices; b. Monitor Preservation Covenants and Agreements and provide historic preservation information and assistance to property owners; C. Provide technical assistance, direction, literature on historic preservation tax credits, National Register, Federal regulations and Secretary of Interior Standards; d. Inspect and evaluate historic properties for potential and feasible reuse and rehabilitation; e. Coordinate, promote and participate in events such as National Historic Preservation Month and/or other preservation related activities; f. Cooperate and communicate with the Grantee and fellow HPO/HPCs in Montana and elsewhere as appropriate; and g. Submit semi-annual progress reports, meeting minutes and financial reports per deadlines outlined in this agreement. In the Final Progress Report, the HPO will identify benefits the local government has derived as a result of the employment of a HPO, the needs of the local government for future professional preservation efforts, and any additional functions of the HPO carried out which further the understanding and implementation of historic preservation values and objectives in the local government. 6. Send at least one (1) person from the Certified Local Government to a State Historic Preservation Office (SHPO) - approved training. The attendee shall attend the entire training and report back to their Preservation Commission. All work completed under this funding agreement must meet the Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation as interpreted by the Grantee. Final products or services that do not fulfill the requirements of this Agreement, and do not comply with the appropriate Secretary of the Interior's Standards, will not be reimbursed, and any advance payments made in connection with such products or services must be repaid to the Grantee. The funding for this agreement is provided by Federal dollars from the U.S. Department of the Interior, the National Park Services, CFDA number 15.904, Historic Preservation Fund Grants -In -Aid. The Federal Grant Number, as assigned by the National Park Service, is 30-14-121162. SECTION II: EFFECTIVE DATE, DURATION, AND REMUNERATION The Agreement shall take effect as of April 1, 2014 and shall terminate March 31, 2015 unless a new termination date is set or the agreement is terminated pursuant to SECTION IV. Total payments by the "Grantee" for all purposes under this contract shall not exceed $5,225. In the event that the SHPO does not receive full funding from the National Park Service, the total grant award may be reduced, as outlined in the CLG Manual. Payment shall be made on a reimbursement basis by request of Sub -grantee to the SHPO. SECTION III: CONSIDERATION AND PROCESS FOR PAYMENT In consideration of Services rendered in this Agreement, the Grantee agrees to pay the Sub -grantee as follows: 1. The Sub -grantee agrees to submit semi-annual Progress Reports, meeting minutes, and Requests for Reimbursement. Reports will be accompanied by the following documentation: The Sub -grantee's name, address and agreement number MT -14-012 b. Report discussing work completed during the reporting period. Include meeting agendas and minutes; C. An itemized listing of cash or in-kind donations that comprise the nonfederal match; d. An itemized listing of project expenses that are charged to the federal grant; e. The net request for payment; and f. Products produced during the reporting period. 2. All Requests for Reimbursement must be approved by the Grantee prior to payment. Payment forwork completed under this Agreement may be withheld pending the delivery and acceptance of such items. All Sub - grantees must retain financial records, supporting documents, statistical records, and all other records pertinent to the grant for a period of 3 years or until an acceptable audit (accessible by auditors) has been performed and all claims and audit findings involving the records have been resolved. The 3 -year retention period starts from the date of the submission of the final report. A final Request for Reimbursement must be submitted within thirty (30) days of the termination of this Agreement if they are to qualify for payment. 3. All Requests for Reimbursement will be reviewed for eligibility and allow -ability under Chapters 12, 13 and 14 of the National Park Service's Historic Preservation Fund Manual and the State CLG Manual. The Sub- grantee may request a copy of the CLG Manual from the SHPO and the Historic Preservation Fund Manual is available for inspection at the SHPO. 4. The Sub -grantee shall, at minimum, provide documentation detailing forty percent (40%) matching non- federal funds for the overall grant award. The minimum dollar amount of match necessary for the full grant award of $5,225.00 is $3,484.00 (in-kind services or cash). In the event that the grant award is reduced, the match requirement would be reduced proportionally. Requests for Reimbursement require the same 40% documentation relative to the amount requested. The accepted Grant Application, reviewed and approved by the Grantee, provides an estimation of sources and amounts of matching funds from the Sub -grantee. 5. The Grantee may retain final payment of federal grant funds until such time as the approved project work has been successfully completed and all conditions of this Agreement have been met. SECTION IV: TERMINATION 1. The Sub -grantee understands and agrees the Grantee, as a state agency, is dependent upon federal and state appropriations for its funding and actions by Congress or the Montana Legislature may preclude funding this Agreement completely through the termination date stated in Section II. Should such a contingency occur, the parties agree the Grantee may set a new termination date or terminate the contract immediately, depending upon the funding remaining available for the Agreement, and the Sub -grantee will be compensated for services rendered and expenses incurred to 5:00 p.m. of the revised termination date 2. In the event of termination, all property (except real estate) and finished or unfinished documents, data, studies, and reports purchased or prepared by the Sub -grantee under this Agreement shall, at the option of the Montana Historical Society (MHS), become the property of the MHS, and the Sub -grantee shall be entitled to compensation for any un -reimbursed expenses necessarily incurred in satisfactory performance of this Agreement. Notwithstanding the above, the Sub -grantee will not be relieved of liability to the Grantee for damage sustained by the Grantee by virtue of any breach of the Agreement by the Sub -grantee, and the Grantee may withhold any reimbursement to the Sub -grantee for the purpose of off set until such time as the exact amount of damages due the Grantee from the Sub -grantee is agreed upon or otherwise determined. 3. Except for the provisions of SECTION IV, paragraph 1, and SECTION XII, either party may terminate this Agreement without cause thirty (30) days after delivery of written notice in hand to the other party. 4. The MHS may terminate this Agreement forfailure of the Sub -grantee to perform any of the services, duties, or conditions in accordance with the time schedule contained in this Agreement. The Grantee will provide the Sub -grantee with written notification of the reasons for the Sub -grantee's performance failure and allow the Sub -grantee a period of not less than ten (10) days or more than thirty (30) days after receipt of said notification to rectify the identified failure to perform. SECTION V: GENERAL AND SPECIFIC CONDITIONS The Sub -grantee agrees to follow the General and Specific Conditions according to this Agreement and Chapter 5 of the Historic Preservation Fund Grants Manual. SECTION VI: ASSIGNMENTAND PROCUREMENT PROCEDURES 1. The Sub grantee agrees that the procurement of services, supplies, equipment, and construction will be obtained efficiently and economically and in compliance with the applicable federal laws, and of OMB Circular A 102, (as further amended, 8/29/97) and Chapter 17 of the Historic Preservation Grants Manual. 2. The process for the selection of subcontractors to perform the services under this Agreement, regardless of whether by competitive bidding or negotiated procurement shall be conducted in a manner that provides maximum open and free competition. Procurement procedures shall not restrict or eliminate competition. Examples of what is considered to be restrictive of competition include, but are not limited to: (1) placing unreasonable requirements on firms or individuals in order for them to qualify to do business, (2) noncompetitive practices between firms, (3) organizational conflicts of interest, and (4) Unnecessary experience and bonding requirements. 3. Competitive bidding or negotiated procurement is required for all survey and planning subcontracts. Proposals shall be requested from an adequate number of sources (at least two or three sources) to permit reasonable competition. The Request for Proposals shall be publicized and reasonable requests by other sources to compete shall be honored to the maximum extent practicable. The Request for Proposals shall identify the survey or planning area, population, number of properties to be inventoried, funds available and volunteer support (if applicable). The Sub grantee shall document in writing the evaluation criteria used and the results of the technical evaluation of the proposals received, determinations of responsible offerors for the purpose of written or oral discussions, and selection for subcontract award. Subcontractors shall be selected on the basis of qualification, subject to negotiation of fair and reasonable compensation. Unsuccessful offerors shall be notified promptly. A copy of documentation of the selection process will be submitted to the Grantee prior to the initiation of the project. 4. Noncompetitive negotiation may be used with prior written approval from the Grantee when, after the solicitation in accordance with Section VI, 3. Above, competition is determined inadequate. 5. The Sub -grantee will notify the SHPO upon the selection of a subcontractor. Sub -grantee will verify Subcontractor is not on the debarred list. A copy of this contract will be submitted to the SHPO for review and written approval prior to its execution. 6. Prior to the beginning of project work or any grant payment, the Sub -grantee must submit to the SHPO the below listed items to demonstrate that the federal procurement requirements have been met in full: a. Copies of the letters to qualified sources and public advertisements requesting proposals and/or invitations to bid; b. Copy of the Sub -grantee documentation of the selection criteria and process; C. A copy of the successful proposal and a description of the Sub -grantee reasons for selection; d. Listing of the unsuccessful offerors; and e. Copy of the proposed contract between the Sub -grantee and the subcontractor. Note: SHPO must review and approve all contracts between the Sub -grantee and subcontractors prior to their execution. The parties agree that there will be no assignment or transfer of this Agreement or any interest in the Agreement and that no service required under this Agreement may be performed under subcontract unless both parties agree in writing. SECTION VII: EQUAL EMPLOYMENT OPPORTUNITY 1. Pursuant to Sections 49 2 303 and 49 3 207 of the Montana Code Annotated and the federal Civil Rights Act of 1964, (as amended) and Equal Employment Opportunity statute, in all hiring or employment made possible by or resulting from this Agreement, the Sub -grantee: 1) will not discriminate against any employee or applicant for employment because of race, color, social condition, religion, sex, age, national origin, marital status, creed, political affiliation, or physical or mental handicap; 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, or national origin. This requirement applies to, but is not limited to, the following: employment, promotion, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Sub- grantee will comply with all applicable statutes and Executive Orders on equal employment opportunity, including enforcement provisions, as implemented by, but not limited to, Department of the Interior policies, published in 43 CFR 17. 2. The Sub -grantee will comply with Section 504 of the Rehabilitation Act of 1973 which provides that no qualified handicapped person shall, on the basis of handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. 3. The Sub -grantee will comply with The Age Discrimination Act of 1975 prohibiting discrimination on the basis of age in programs and activities receiving Federal Financial assistance. SECTION VIII: FAIR LABOR STANDARDS The Sub -grantee agrees to comply with all Federal and State wage and hour rules, statutes, and regulations, and warrants that all applicable Federal and State fair labor standards and provisions will be complied with both by the Sub -grantee and any subcontractors, in the event that subcontracted services are employed to fulfill the terms and conditions of this Agreement are agreed upon by the MHS, SHPO and the Sub -grantee. SECTION IX: PROHIBITION AGAINST LOBBYING The Sub -grantee must conform to provisions of 18 USC 1913: "No part of the money appropriated by an enactment of Congress shall in the absence of express authorization by Congress be used directly or indirectly to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or any other device intended or designed to influence in any matter a Member of Congress, to favor or oppose, by vote or otherwise, any legislation of appropriation by Congress, whether before or after introduction of any bill or resolution proposing such legislation or appropriation; but this shall not prevent officers or employees of the U.S. or its Departments or agencies from communicating to Members of Congress on the request of any Member of Congress, through the proper channels, requests for legislation or appropriation that they deem necessary for the efficient conduct of the public business." Thus, costs associated with activities to influence legislation pending before Congress, commonly referred -to as "lobbying" is unallowable under this Agreement. SECTION X: INDEMNIFICATION The Sub -grantee agrees that it will hold harmless and indemnify the MHS from any and all losses that may result to the Grantee because of negligence on the part of the Sub -grantee, its agents, representatives, or employees. The Sub- grantee shall hold harmless the MHS from any and all claims arising out of the execution of this Agreement for injury to third persons, including their agents, employees, or volunteers, recipients, and to the public at large, for injury to property of persons, which arise out of any Sub -grantee's actions. SECTION XI: WORKERS' COMPENSATION The Sub -grantee and all independent subcontractors earning compensation under this funding agreement must elect to be bound personally and individually by the provisions of compensation plans 1, 2 ora, but he/she may apply to Montana Workers' Compensation division for an exemption from the Worker's Compensation Act. The application must be made in accordance with the rules adopted by the division. The division may deny the application only if it determines that the applicant is not an independent contractor. When the division approves an application it is conclusive as to the status of an independent contractor and precludes the applicant from obtaining benefits under this chapter. SECTION XII: MODIFICATIONS AND PREVIOUS AGREEMENTS 1. This instrument contains the entire Agreement between the parties, and no previous statements, promises, or inducements made by either party or agent of either party which are not contained in this written agreement shall be valid or binding. This agreement may not be enlarged, modified, or altered except in writing signed by the parties and attached to the original of this Agreement, except as provided under Section IV (1). No change, addition, or erasure of any printed portion of this Agreement shall be valid or binding upon either party. 2. Any changes that substantially alter the scope of work or the cost of the approved project must be submitted as a project amendment. These amendments must have prior written approval from NPS before the change is implemented. Change orders will be treated as amendments. SHPO will be consulted to review the change to determine if it substantially alters the scope of work or the cost of the approved project. If the change is determined to be substantial, the SHPO will process the amendment through NPS. Failure to notify the SHPO of any such changes may be construed as just cause for revocation and/or recovery of the grant funds. SECTION XIII: CONFLICT OF INTEREST No officer or employee of the MHS or member of the Society Board or State Historic Preservation Review Board and no member of the Sub -grantee's governing body at localities in which the project is situated or being carried out who exercises any functions or responsibilities, or who enjoys a position of influence in the review or approval of the undertaking or carrying out of this project, shall participate in any decision relating to this Agreement which affects his or her personal or pecuniary interest. The Sub -grantee agrees that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. SECTION XIV: COPYRIGHT PROHIBITION 1. Except as otherwise provided in the terms and conditions of the grant agreement, the Sub -grantee is free to copyright any books, publications, or other copyrightable materials developed as a result of this Agreement. However, any such copyrightable materials will be subject to a royalty -free, nonexclusive, and irrevocable license throughout the work to the Grantee and/or the US Government to reproduce, publish, or otherwise use, and to authorize others to use the work for Government purposes. 2. Any materials produced as a result of this Agreement which are to be publicly distributed, shall include the following statement: The (activity) that is the subject of this (type of publication) has been financed (in part/entirely) with Federal funds from the National Park Service, U.S. Department of Interior, and administered by the SHPO of Montana. The contents and opinions do not necessarily reflect the views or policies of the U.S. Department of the Interior or the Montana Historic Preservation Office, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior or SHPO. 3. Publications must include the nondiscrimination statement: This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, age, or disability 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 849 C Street, N.W. Washington, D.C. 20240 4. The Sub -grantee shall not include in the materials produced as a result of this Agreement any copyrighted matter without the written approval of the copyright owner that provided SHPO and the United States Government with written permission to use the material in the manner provided herein. SECTION XV: AUDITING The Sub -grantee agrees to allow access to the records of the activities covered by this Agreement as may be necessary for legislative post audit and analysis purposes in determining compliance with the terms of this Agreement. The Sub -grantee shall maintain all administrative and fiscal records relating to this project for three years after the final grant reimbursement is made by the Grantee to the Sub -grantee. Notwithstanding the provisions of SECTION IV, this Agreement shall automatically terminate upon any refusal of the Sub -grantee to allow access to records necessary to carry out the legislative post audit and analysis functions set forth in Title 5 Chapter 12 and 13, MCA and the financial and programmatic audit conducted by the Secretary of the Interior and the Comptroller General of the United States provided for in OMB Circular 102, as amended. Grantees that expend $500,000 or more in Federal funds shall perform an audit in compliance with the Single Audit Act Amendments of 1996, 31 U.S.C. 7501 et seq. and OMB Circular A-133, "Audits of States, Local Governments, and Non - Profit Organizations." For local governments and school districts, the Grantee will provide the report to the State of Montana, Department of Administration, Local Government Services Bureau all other grantees such as Tribal Communities and Non -Profit Organizations will provide the report to the Montana Historical Society, State Historic Preservation Office. SECTION XVI: SEVERABILITY It is understood and agreed by the parties hereto that if any term or provision of this contract is by the courts held to be illegal or in conflict with any Montana law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular term or provision held to be invalid. SECTION XVII: EXECUTION This Contract consists of this Agreement and pages of attachments; the original copy is to be retained by SHPO. A copy of the original and attachments, if any, has the same force and effect for all purposes as the original. Each party has full power and authority to enter into and perform this Agreement, and the person signing the Agreement on the behalf of each party has been properly authorized and empowered to enter into this Agreement. Each party further acknowledges that it has read this Agreement, understands it, and agrees to be bound by it. To express the parties' intent to be bound by the terms of this Agreement, they have executed this document on the date set out below: Cit2fB man, Sub -grantee DUNS Number Administfater, Centralized Services Division Montana Historical Society Date 083705293 La ate 3IJ 711`{ Big Sky. Big Land. Big History. Montana Muat. March 19, 2014 Courtney Kramer Assistant Planner of Historic Preservation City Of Bozeman PO Box 1230 Bozeman, MT 59772 Dear Courtney: MAR 212014 li EN HiSt(1r'ie Prese7-71ation Alusenm Orttreadt vinterlmetation Publications Research Center Enclosed you will find your copy of the signed agreement between the Montana State Historic Preservation Office, Montana Historical Society, and the Lewistown Certified Local Government. As a reminder the contract starts April 1, 2014. Quarterly requests for reimbursement can continue to be submitted, as long this request does not exceed $2,612.50 and there is sufficient cash and in-kind match for the amount requested (40% of the total federal and non- federal share). Requests to reimburse the full amount of funding can be submitted after the six-month progress report has been approved. Please include invoices, and other pertinent documentation, with your payment requests. If the payment is reimbursing personnel services, include payroll records that show the amount of wages and benefits paid for the quarter. A financial report generated by the city/county accountant will be sufficient for documentation purposes. If you have any questions, please do not hesitate to ask me, or, Kate Hampton. Sincerely, Qiyr7m'lc� l"�ls'101-.�cSc�.� Tammy L H derson Preservation Grants Administrator Enclosure 225 North Roberts Street P.O. Box 201201 Helena, W Sg620-1201 (406)444-2694 (4o6)444-2696 FAX taotttanahis toricalsocie ty. org