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R-08-04-24-10B1 - 4/24/2008 RESOLUTION NO. R-08-04-24-10131 WHEREAS, the City has filed a grant application with the Texas Historical Commission for funds available from the U.S . Department of the Interior, National Park Service, through the Certified Local Government Program, and WHEREAS, the grant application has been approved by the Texas Historical Commission, which has submitted the grant contract to the City to fund and establish the development of a preservation promotion and public education program, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City a Grant Contract with the Texas Historical Commission for the above-described grant, a copy of said Grant Contract being attached hereto as Exhibit "A" and incorporated herein. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 24th day of April, 2, 8 li�//Z'40 - NY ELL, yor City of Roun Rock, Texas ATTEST: SARA L. WHITE, City Secretary O:\WDOX`,RESOUITF�R80424B1.DOC/tmc EXHIBIT ��A�1 °�� TEXAS � „A„ RICK PERRY,GOVERNOR � HISTORICAL JOHN L.NAU,III,CHAIRMAN 4 COMMISSION F.LAWERENCE OAKS, EXECUTIVE DIRECTOR the State Agency for Historic Preservation GRANT CONTRACT TX-08-042 I. PARTIES The parties of this contract are the Texas Historical Commission, an agency of the State of Texas, hereinafter referred to as Commission; and the City of Round Rock hereinafter referred to as Grantee. H. PURPOSE This contract is entered into pursuant to a grant made to the Commission for fiscal year 2008 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 shall undertake and complete the project or projects as set out in the Project Notification (with detailed budget). Products developed under this agreement must conform to the expectations of the Commission and the Project Proposal, as stipulated in Attachment B. Project personnel employed by the Grantee shall meet the Standards for Professional Qualifications as outlined in 36 CFR 61 (Attachment C), 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 (Attachment D) and return signed form to the Commission with this contract. 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 professional staff hired must also contact the Commission's Certified Local Government staff prior to commencing work. IV. AMOUNT OF THE CONTRACT The total amount of this contract shall not exceed $10,000.00. 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. P.O. SOX 12276 - AUSTIN, TX 78711-2276 • 512/463-61oo • FAX 512/475-4872 - TDD 1.800/735.2989 www.thc.state.mus V. 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. Reimbursement to the grantee shall be on a matching basis as outlined in the Project Notification's Budget section, 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 $10,000.00 in federal funds. The grantee agrees to contribute matching share, either donated services or cash match, for a minimum total of$10,000.00 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 granted sum will be retained by the Commission until all stipulated materials and the Grantee submits properly documented reimbursement requests. Within thirty (30) days of the Commission's receipt of Grantee's authorized invoice for services rendered, Commission shall pay Grantee the authorized amount. Subject to the limitations of the contract,the Commission's payments will be made in accordance with the Texas Prompt Payment Act. VI. PERIOD This contract shall commence on October 1,2007 and shall terminate on September 30,2009. It is further agreed that all materials stipulated in Attachments A and B and all reimbursement requests shall be submitted to the Commission by October 31, 2009. It is further agreed that the Grantee will provide written semi-annual updates on the Grant Product Semi-Annual Report Form(Attachment E) to the Texas Historical Commission on the progress of the grant product. Each update will outline the tasks and expenses completed on the project and provide a timeline and status of the overall project. Contract amendments may be executed between October 1, 2007 and December 15, 2009 at the option of the Commission. The Form will be due October 30, 2008 and April 30, 2009. VII. 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 or any subcontractor shall not be considered the agent,the servant, or the employee of the Commission for any purpose whatsoever. VIII. OWNERSHIP OF PRODUCTS OF THIS CONTRACT All material, concepts and products produced,developed or conceived by the Grantee during or arising out of the contract shall remain the property of the Commission. The Grantee shall have an unrestricted 2 of 5 right to use any or all materials so produced, developed, or conceived at no additional cost; in addition, three copies of all publications and videos 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 the 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 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 3 712 7, Washington, D.C. 20013-7127. IX. TERMINATION Either party to this contract may terminate by giving seven days written notice to the other party. In the event notice of termination is given, all work by Grantee 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 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.,Pov/history/local-law/arch stnds O.htm. XI. AUDIT The Commission may audit the Grantee's records to verify the costs or expenses incurred in the performance of this contract or may, at its option,require an audit of the Grantee's records by an independent accounting firm, at Grantee' expense, 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 three years from 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. 3 of 5 XII. 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 Attachment C: 36 CFR 61, Standards for Professional Qualifications Attachment D: DI Form 1350, Civil Rights Assurance Attachment E: Grant Product Semi-Annual Report Form Attachment F: Reimbursement Request Procedures &Required Records 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 both parties to the contract. Any other attempted changes, including oral modifications,written notices that have not been signed by both 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. 4 of 5 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: Signature Signature F. Lawerence Oaks, Executive Director Typed Name&Title Typed Name&Title 311S) 12c)c,3 Date Date APPROVED AS TO FORM BY: Signator Joe H. ash, Assistant Attorney General Typed Name&Title Z � 0 Date 5 of 5 PROJECT NOTIFICATION TITLE: Preservation Promotion&Public Education GRANT NUMBER: TX-08-042 AREA AFFECTED BY PROJECT: TOTAL PROJECT COST: $20,000.00 Williamson County 50%FEDERAL SHARE: $10,000.00 50%NONFEDERAL SHARE: $10,000.00 CONGRESSIONAL DISTRICT: 31 STATE CONTACTS: TYPE: NEW: X REVISION: Derek Satchell: 512.463.5997 PRE- Megan Koch: 512.463.3805 DEVELOPMENT: YES: NO: X L SUBGRANTEE: Contact: Joelle Jordan Address: City of Round Rock 301 West Bagdad, Ste.210 Round Rock,TX 78664 jiordqA@round-rock.tx.us Phone: 512.218.5422 Fax: 512.218.3286 2. MATCHING SHARE: Donor: Subgrantee Source: City of Round Rock Kind: Local Amount: $ 10,000.00 3. BUDGET: IN-KIND CASH MATCH FEDERAL TOTAL Project header $ 2,500.00 $ - $ - $ 2,500.00 Planning/City Staff $ 2,000.00 $ - $ - $ 2,000.00 Commission/Volunteers $ 500.00 $ - $ - $ 500.00 Planning/Mktg. Consultant $ - $ 2,500.00 $ 7,500.00 $ 10,000.00 Supplies and Equipment $ - $ 2,500.00 $ 2,500.00 $ 5,000.00 Total $ 5,000.00 $ 5,000.00 $ 10,000.00 $ 20,000.00 4. PURPOSE. To develop a preservation promotion and public education program for the City of Round Rock in order to meet the goals of the Historic Preservation Commission to preserve,educate,promote heritage tourism, establish community partnerships,and increase public awareness of historic preservation and the history of the city. 5. BEGINNING &ENDING DATES: 10/1/07-9/30/09 6. No program income will be generated. 2008 Round Rock-Amended Project Notification (3), ROUND ROCK 08, 4/2/2008 ATTACHMENT B EXPECTED PRODUCTS OF AN EDUCATIONAL PROJECT Diverse preservation activities may result in publications in order to reach a wide audience. Activities in this category include preparation and publication of preservation plans, historic structures reports or feasibility studies; development of walking or driving tours of historic areas; production of brochures,pamphlets or videotapes promoting local history and properties; establishment of local marker programs; or preparation of design guidelines. Educational activities such as preservation workshops, conferences, or training for staff and review board members are also eligible for funding. Projects must conform to the following guidelines: Local historic and/or archeological resources must be adequately represented. The full diversity of resources should address geographic and temporal ranges. All textual matter should reflect the broad patterns of local history. Design review projects must include charts or outlines of the review process. Graphics illustrating design expectations should be included. Standard architectural terminology should be employed,with a glossary of terms or list of definitions included. Graphics must clearly represent resources from the local community. Where applicable, the text and graphics must accurately reflect the attached U.S. Secretary of the Interior's Standards for Rehabilitation. References should indicate avenues of further research or resources for assistance. Planning documents must establish a set of goals and objectives with target dates for completion. Ideally, responsibility for specific tasks should be assigned to specific personnel. Maps and clear identification of resource locations should be provided. Adequate recognition must be provided in all publications. Photographs and drawings should be credited to the artist or lender. The local government's involvement must be adequately acknowledged. Recognition, as detailed below, must be afforded the CLG program, the Texas Historical Cominission, and the National Park Service of the U.S. Department of the Interior. Language acknowledging nondiscrimination practices, as detailed below, must be included. Publications addressing several potential audiences must adequately reflect the community's preservation program. 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. 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 oT 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 (more) 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. 2 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 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. 6141 et seq.),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 fmancial 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 of 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 APPLICANVORGANIZATION DATE SUBMITTED APPLICANVORGANIZATION MAILING ADDRESS BUREAU OF OFFICE EXTENDING ASSISTANCE ATTACHMENT E HISTORICALTEXAS ! 1 Certified Local Government Grant Semi-Annual Report Form CLG Community: Grant Number: Project name/type: Consultant/contactor(if one) Name: Phone: Email: Local CLG contact Name: Phone: Email: What is the current status of the grant project? Please explain the progress of the project. List any possible roadblocks to the project or adhering to the project timeline. What specific questions do you have that may be answered by the Texas Historical Commission CLG program? If you have an issue that requires immediate attention, please call Derek Satchell at (512) 463-5997. ATTACHMENTF REIMBURSEMENT REQUEST PROCEDURES AND REQUIRED RECORDS The required reimbursement procedures and format are found in this chapter. Requests for payment must be accompanied by complete documentation, including receipts for all expenses and all products identified in the approved Application. Non-federal or match share should be documented in the same method as federal expenditures. Acceptable documentation must show: 1. invoices in the name of the CLG; 2., invoice dates within the project/contract period; 3. purchase price compatible with the estimated budget costs; 4. purchase(s) relevant to the scope of the project/contract; 5. copies of properly endorsed cancelled checks (both front and back); 6. evidence that invoices were properly approved for payment including evidence that discounts and other credits were deducted and evidence that merchandise/services were received; 7. copies of daily time records including supervisor's verification of time worked, and evidence of employees' rates of pay including justification for rates paid; S. evidence that work was accomplished in accordance with the terms of the grant agreement and evidence that the method for selecting professional services was accomplished in accordance with federal procurement requirements. 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. CLG's must retain financial records, supporting documents, statistical records, and all other records pertinent to a grant for a period of three years or until an acceptable audit has been performed and resolved. The three-year retention period begins from the date of the submission of the final expenditure report. 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. Only items listed in the approved Budget and Application will be approved for payment. Under the"Single Audit Act of 19$4," a single, comprehensive, organization-wide audit of local governments receiving any federal funds will be conducted. Governments that receive $100,000 or more in federal funds from all sources during their fiscal year will be required to have a single audit. Governments receiving between $25,000 and$100,000 federal assistance have the option of having a single audit or complying with any applicable audit requirements of the individual grants they have received. Governments receiving less than $25,000 are exempt from the act. The CLG is responsible for covering the cost of the 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 worked and the specific duties performed. The records should also indicate the basis for determining the rate of the volunteer's contributions. Employees can claim their regular hourly wage. Time sheets must certify 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. 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 is attached under miscellaneous forms attached. 2. Travel The miscellaneous forms include a travel record. This identifies traveler, dates of travel, mileage, lodging, costs of meals and other miscellaneous travel expenses. Receipts for all expenses are required. See attached allowable travel rates for limits. 3. Miscellaneous Expenses Proper documentation for miscellaneous expenses includes that information identified in the beginning of this attachment. Following this attachment are additional sample records for miscellaneous volunteer costs. 4. Subcontracts All services and products must be procured according to federal procurement standards set forth in OMB Circulars A-87 and A-112. If the government is not doing the actual work, it muse execute a contract with the subgrantee—i.e.,professional consultant, local historical society, individuals, etc. All subcontracts must include the Assurances for Consultants and Subcontractors, attached. A very simple letter of agreement to be used as a guide is found in Attachment C. Since each local government may have different requirements, the appropriate local official should review this letter. A copy of the contract between the CLG and a subgrantee must be sent to the SHPO for audit purposes. 5. Payment Schedule Reimbursement payments to the CLG will be made according to the schedule outlined in the contract: (a.)after an acceptable billing and final product have been approved by the SHPO; and (b.)when federal funds become available to the State. 6. If there is more than one activity identified under the grant, each expense must be attributed to a specific activity to evaluate actual costs versus proposed costs. For example, if a grant funded both National Register nominations and survey, the billing must show each expense allocated to either nominations or survey. 7. For your guidance, the following is the checklist used by the SHPO to evaluate a CLG's billing: (a.) Signed invoice 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 checks (front and back). (d.) Evidence of approved extensions and 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 (including supervisor's verification). (g.) Evidence of employees' rates of pay(including justification for rate paid), and verification no other federal funds are used for this purpose. (h.) Evidence that work was accomplished in accordance with the terms of the grant Memorandum of Agreement (final project report or products) and records to document the process are submitted). (i.) Evidence that the method for selecting professional services was in accordance with Federal procurement requirements. (�.} Comparisons schedule showing proposed costs vs. actual costs. 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: $85/night Mileage: $.445/mile Meals: $36/day MISCELLANEOUS FORMS The following are versions of time sheets, travel records and donated materials forms. Although it is not necessary to use these specific forms, it is necessary to record the name of the laborer, name of supervisor, date of donation to ensure it falls within the grant period and value of donation on any form used. If desired, SHPO staff will review any proposed format to ensure compliance with these requirements. BILLING STATEMENT FORMAT [Date] TO: Texas Historical Commission P.O. Box 12276 Austin, TX 78711-2276 FROM: [Name &Address of Certified Local Government] TAX IDENTIFICATION NUMBER: RE: CLG Billing Enclosed is documentation to support a billing for$[amount] to cover work done under the grant contract number TX-08-[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 S.445 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: DATE AND TIME ORIGIN/ MEALS LODGING OTHER TRANSPORTATION OF DEPARTURE DESTINATION (IDENTIFY) Totals: Auto miles: miles X$.445/mile= Total Amount for Travel: Traveler Date Supervisor Date Enc.: Receipts DONATED LABOR TIME SKEET 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 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 Title 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, 18th 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 DATE: April 17, 2008 SUBJECT: City Council Meeting—April 24, 2008 ITEM: *1061. Consider a resolution authorizing the Mayor to execute a grant contract with the Texas Historical Commission to develop a preservation promotion and public education program for the City of Round Rock. Department: Planning and Community Development Staff Person: Jim Stendebach, Planning and Community Development Director Justification: This grant is being funded through the Certified Local Government (CLG) program which is administered by the Texas Historical Commission to assist local governments in documenting and promoting the preservation of historic sites. The City of Round Rock will develop a preservation promotion and public education program for the City that meets the goals of the Historic Preservation Commission to preserve historic resources, increase public awareness of historic preservation and the history of the City, promote heritage tourism, and establish community partnerships. Funding: Cost: Cost to the City of Round Rock will be $10,000 ($5,000 cash and $5,000 in-kind). Source of funds: $5,000 cash match from General Funds. The project cost is based on a $10,000 allocation from the Texas Historical Commission. The grant requires a 100% match which will be in the form of a $5,000 cash match by the City of Round Rock, and a $5,000 match in-kind for hours of service. Outside Resources: CLG grants are funded with money appropriated from Congress for preservation efforts through the National Park Service Historic Preservation Fund (HPF). By federal law, the Texas Historical Commission must set aside at least 10 percent of its HPF appropriation for CLG grants each year. Background Information: Certified Local Government (CLG) grants provide funding to enable local communities to develop quality programs and fully participate in the state's preservation process. The City of Round Rock has been a Certified Local Government since 1989. The City has received this grant several times in the past. Examples of past projects include the Round Rock Collection, Design Guidelines for Historic Properties, and a GIS Inventory of Historic Sites. Public Comment: N/A EXECUTED DOCUMENT FOLLOWS �S TEXAS RICK PERRY,GOVERNOR HISTORICAL JOHN L.NAU,111,CHAIRMAN COMMISSION F.LAWERENCE OAKS,EXECUTIVE DIRECTOR The State Agency for Historic Preservation GRANT CONTRACT TX-08-042 I. PARTIES The parties of this contract are the Texas Historical Commission, an agency of the State of Texas, hereinafter referred to as Commission; and the City of Round Rock hereinafter referred to as Grantee. II. PURPOSE This contract is entered into pursuant to a grant made to the Commission for fiscal year 2008 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 shall undertake and complete the project or projects as set out in the Project Notification (with detailed budget). Products developed under this agreement must conform to the expectations of the Commission and the Project Proposal, as stipulated in Attachment B. Project personnel employed by the Grantee shall meet the Standards for Professional Qualifications as outlined in 36 CFR 61 (Attachment C), 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 (Attachment D) and return signed form to the Commission with this contract. 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 professional staff hired must also contact the Commission's Certified Local Government staff prior to commencing work. IV. AMOUNT OF THE CONTRACT The total amount of this contract shall not exceed $10,000.00. 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 fiords. P.O. BOX 12276 • AUSTIN, TX 78711-2276 • 512/463-6100 • FAX 512/475-4872 • TDD 1-800/735-2989 �,-(� 04 1081 www.thc.state.tx.us V. 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. Reimbursement to the grantee shall be on a matching basis as outlined in the Project Notification's Budget section, 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 $10,000.00 in federal funds. The grantee agrees to contribute matching share, either donated services or cash match, for a minimum total of$10,000.00 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 granted sum will be retained by the Commission until all stipulated materials and the Grantee submits properly documented reimbursement requests. Within thirty (30) days of the Commission's receipt of Grantee's authorized invoice for services rendered, Commission shall pay Grantee the authorized amount. Subject to the limitations of the contract, the Commission's payments will be made in accordance with the Texas Prompt Payment Act. VI. PERIOD This contract shall commence on October 1,2007 and shall terminate on September 30, 2009. It is further agreed that all materials stipulated in Attachments A and B and all reimbursement requests shall be submitted to the Commission by October 31, 2009. It is further agreed that the Grantee will provide written semi-annual updates on the Grant Product Semi-Annual Report Form (Attachment E)to the Texas Historical Commission on the progress of the grant product. Each update will outline the tasks and expenses completed on the project and provide a timeline and status of the overall project. Contract amendments may be executed between October 1,2007 and December 15, 2009 at the option of the Commission. The Form will be due October 30. 2008 and April 30, 2009. VII. 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 or any subcontractor shall not be considered the agent, the servant, or the employee of the Commission for any purpose whatsoever. VIII. OWNERSHIP OF PRODUCTS OF THIS CONTRACT All material, concepts and products produced, developed or conceived by the Grantee during or arising out of the contract shall remain the property of the Commission. The Grantee shall have an unrestricted 2 of 5 right to use any or all materials so produced, developed, or conceived at no additional cost; in addition, three copies of all publications and videos 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 the 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 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 3 712 7, Washington, D.C. 20013-7127. IX. TERMINATION Either party to this contract may terminate by giving seven days written notice to the other party. In the event notice of termination is given, all work by Grantee 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 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 0.1itm. XI. AUDIT The Commission may audit the Grantee's records to verify the costs or expenses incurred in the performance of this contract or may, at its option,require an audit of the Grantee's records by an independent accounting firm, at Grantee' expense, 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 three years from 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. 3 of 5 XII. 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 Attachment C: 36 CFR 61, Standards for Professional Qualifications Attachment D: DI Form 1350, Civil Rights Assurance Attachment E: Grant Product Semi-Annual Report Form Attachment F: Reimbursement Request Procedures&Required Records 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 both parties to the contract. Any other attempted changes, including oral modifications,written notices that have not been signed by both 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. 4 of 5 .........._.. . ... _........... 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: Signature e F. Lawerence Oaks, Executive Director K f- x we Typed Name&Title Typell Name&Title 31 1-q) Q DO`$ +-2-f- Date Date APPROVED AS TO FORM BY: C Signator Joe H. Thrash,Assistant Attorney General Typed Name&Title Date 5 of 5 PROJECT NOTIFICATION TITLE: Preservation Promotion&Public Education GRANT NUMBER: TX-08-042 AREA AFFECTED BY PROJECT: TOTAL PROJECT COST: $20,000.00 Williamson County 50%FEDERAL SHARE: $10,000.00 50%NONFEDERAL SHARE: $10,000.00 CONGRESSIONAL DISTRICT: 31 STATE CONTACTS: TYPE: NEW: X REVISION: Derek Satchell: 512.463.5997 PRE- Megan Koch: 512.463.3805 DEVELOPMENT: YES: NO: X 1. SUBGRANTEE: Contact: Joelle Jordan Address: City of Round Rock 301 West Bagdad, Ste.210 Round Rock,TX 78664 iiordan around-rock.tx.us Phone: 512.218.5422 Fax: 512.218.3286 2. MATCHING SHARE: Donor: Subgrantee Source: City of Round Rock Kind: Local Amount: $ 10,000.00 3. BUDGET: IN-KIND CASH MATCH FEDERAL TOTAL Project Leader $ 2,500.00 $ - $ $ 2,500.00 Planning/City Staff $ 2,000.00 $ - $ _ $ 2,000.00 Commission/Volunteers $ 500.00 $ - $ - $ 500.00 Planning/Mktg. Consultant $ - $ 2,500.00 $ 7,500.00 $ 10,000.00 Supplies and Equipment $ - $ 2,500.00 $ 2,500.00 $ 5,000.00 Total $ 5,000.00 $ 5,000.00 $ 10,000.00 $ 20,000.00 4. PURPOSE: To develop a preservation promotion and public education program for the City of Round Rock in order to meet the goals of the Historic Preservation Commission to preserve,educate,promote heritage tourism,establish community partnerships,and increase public awareness of historic preservation and the history of the city. 5. BEGINNING&ENDING DATES: 10/1/07-9/30/09 6. No program income will be generated. 2008 Round Rock-Amended Project Notification (3), ROUND ROCK 08, 4/2/2008 ATTACHMENT B EXPECTED PRODUCTS OF AN EDUCATIONAL PROJECT Diverse preservation activities may result in publications in order to reach a wide audience. Activities in this category include preparation and publication of preservation plans, historic structures reports or feasibility studies; development of walking or driving tours of historic areas; production of brochures, pamphlets or videotapes promoting local history and properties; establishment of local marker programs; or preparation of design guidelines. Educational activities such as preservation workshops, conferences, or training for staff and review board members are also eligible for funding. Projects must conform to the following guidelines: Local historic and/or archeological resources must be adequately represented. The full diversity of resources should address geographic and temporal ranges. All textual matter should reflect the broad patterns of local history. Design review projects must include charts or outlines of the review process. Graphics illustrating design expectations should be included. Standard architectural terminology should be employed, with a glossary of terms or list of definitions included. Graphics must clearly represent resources from the local community. Where applicable, the text and graphics must accurately reflect the attached U.S. Secretary of the Interior's Standards for Rehabilitation. References should indicate avenues of further research or resources for assistance. Planning documents must establish a set of goals and objectives with target dates for completion. Ideally, responsibility for specific tasks should be assigned to specific personnel. Maps and clear identification of resource locations should be provided. Adequate recognition must be provided in all publications. Photographs and drawings should be credited to the artist or lender. The local government's involvement must be adequately acknowledged. Recognition, as detailed below, must be afforded the CLG program, the Texas Historical Commission, and the National Park Service of the U.S. Department of the Interior. Language acknowledging nondiscrimination practices, as detailed below, must be included. Publications addressing several potential audiences must adequately reflect the community's preservation program. 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. 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 (more) 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. 2 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 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 seq.),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 of 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. SIGNA 1AUTHORIZED CERTIFYING OFFICIAL TITLE APPLIC T/ORGANIZATION DATE SUBMITTED � E W10 *ee,+1 40 W_-9 APPLICANT/ORGANIZATION MAILING ADDRESS BUREAU OF OFFICE EXTENDING ASSISTANCE ATTACHMENT E HISTORICALTEXAS 1 1 Certified Local Government Grant Semi-Annual Report Form CLG Community: Grant Number: Project name/type: Consultant/contactor(if one) Name: Phone: Email: Local CLG contact Name: Phone: Email: What is the current status of the grant project? Please explain the progress of the project. List any possible roadblocks to the project or adhering to the project timeline. What specific questions do you have that may be answered by the Texas Historical Commission CLG program? If you have an issue that requires immediate attention, please call Derek Satchell at (512)463-5997. ATTACHMENT F REIMBURSEMENT REQUEST PROCEDURES AND REQUIRED RECORDS The required reimbursement procedures and format are found in this chapter. Requests for payment must be accompanied by complete documentation, including receipts for all expenses and all products identified in the approved Application. Non-federal or match share should be documented in the same method as federal expenditures. Acceptable documentation must show: 1. invoices in the name of the CLG; 2. invoice dates within the project/contract period; 3. purchase price compatible with the estimated budget costs; 4. purchase(s)relevant to the scope of the project/contract; 5. copies of properly endorsed cancelled checks (both front and back); 6. evidence that invoices were properly approved for payment including evidence that discounts and other credits were deducted and evidence that merchandise/services were received; 7. copies of daily time records including supervisor's verification of time worked, and evidence of employees' rates of pay including justification for rates paid; 8. evidence that work was accomplished in accordance with the terms of the grant agreement and evidence that the method for selecting professional services was accomplished in accordance with federal procurement requirements. 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. CLG's must retain financial records, supporting documents, statistical records, and all other records pertinent to a grant for a period of three years or until an acceptable audit has been performed and resolved. The three-year retention period begins from the date of the submission of the final expenditure report. 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. Only items listed in the approved Budget and Application will be approved for payment. Under the "Single Audit Act of 1984," a single, comprehensive, organization-wide audit of local governments receiving any federal funds will be conducted. Governments that receive $100,000 or more in federal funds from all sources during their fiscal year will be required to have a single audit. Governments receiving between $25,000 and$100,000 federal assistance have the option of having a single audit or complying with any applicable audit requirements of the individual grants they have received. Governments receiving less than $25,000 are exempt from the act. The CLG is responsible for covering the cost of the 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 worked and the specific duties performed. The records should also indicate the basis for determining the rate of the volunteer's contributions. Employees can claim their regular hourly wage. Time sheets must certify 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. 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 is attached under miscellaneous forms attached. 2. Travel The miscellaneous forms include a travel record. This identifies traveler, dates of travel, mileage, lodging, costs of meals and other miscellaneous travel expenses. Receipts for all expenses are required. See attached allowable travel rates for limits. 3. Miscellaneous Expenses Proper documentation for miscellaneous expenses includes that information identified in the beginning of this attachment. Following this attachment are additional sample records for miscellaneous volunteer costs. 4. Subcontracts All services and products must be procured according to federal procurement standards set forth in OMB Circulars A-87 and A-112. If the government is not doing the actual work, it muse execute a contract with the subgrantee—i.e.,professional consultant, local historical society, individuals, etc. All subcontracts must include the Assurances for Consultants and Subcontractors, attached. A very simple letter of agreement to be used as a guide is found in Attachment C. Since each local government may have different requirements, the appropriate local official should review this letter. A copy of the contract between the CLG and a subgrantee must be sent to the SHPO for audit purposes. 5. Payment Schedule Reimbursement payments to the CLG will be made according to the schedule outlined in the contract: (a.)after an acceptable billing and final product have been approved by the SHPO; and (b.)when federal funds become available to the State. 6. If there is more than one activity identified under the grant, each expense must be attributed to a specific activity to evaluate actual costs versus proposed costs. For example, if a grant funded both National Register nominations and survey, the billing must show each expense allocated to either nominations or survey. 7. For your guidance, the following is the checklist used by the SHPO to evaluate a CLG's billing: (a.) Signed invoice 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 checks (front and back). (d.) Evidence of approved extensions and 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 (including supervisor's verification). (g.) Evidence of employees' rates of pay(including justification for rate paid), and verification no other federal funds are used for this purpose. (h.) Evidence that work was accomplished in accordance with the terms of the grant Memorandum of Agreement (final project report or products) and records to document the process are submitted). (i.) Evidence that the method for selecting professional services was in accordance with Federal procurement requirements. (j.) Comparisons schedule showing proposed costs vs. actual costs. 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: $85/night Mileage: $.445/mile Meals: $36/day MISCELLANEOUS FORMS The following are versions of time sheets, travel records and donated materials forms. Although it is not necessary to use these specific forms, it is necessary to record the name of the laborer, name of supervisor, date of donation to ensure it falls within the grant period and value of donation on any form used. If desired, SHPO staff will review any proposed format to ensure compliance with these requirements. BILLING STATEMENT FORMAT [Date] TO: Texas Historical Commission P.O. Box 12276 Austin, TX 78711-2276 FROM: [Name & Address of Certified Local Government] TAX IDENTIFICATION NUMBER: RE: CLG Billing Enclosed is documentation to support a billing for$[amount] to cover work done under the grant contract number TX-08-[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 Proj ect Project Proj ect 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 $.445 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: DATE AND TIME ORIGIN/ MEALS LODGING OTHER TRANSPORTATION OF DEPARTURE DESTINATION (IDENTIFY) Totals: Auto miles: miles X $.445/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 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 Title 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