CM-2024-148 - 5/17/2024Page 1 of 10
TEXAS HISTORICAL COMMISSION
FISCAL YEAR 2024 CERTIFIED LOCAL GOVERNMENT (CLG) GRANT
CFDA: 15.904
FEDERAL AGENCY: NATIONAL PARK SERVICE (NPS)
GRANT CONTRACT
TX-24-013
ARTICLE I. PARTIES
The parties of this contract (“Contract”) are the Texas Historical Commission, (the “Commission” or
“THC”) an agency of the State of Texas; and the City of Round Rock (“Grantee”).
ARTICLE II. PURPOSE
This Contract is entered into pursuant to a grant made to the Commission for fiscal year 2024 by the
U.S. Department of the Interior, National Park Service, under the provisions of the National Historic
Preservation Act of 1966, and as amended P.L. 89-665 (16 U.S.C. Sec. 470 et seq; 54 U.S Code
Chapters 3021-3039). This grant is made for the purpose of funding a travel stipend to be utilized by
Grantee as a participant in the Certified Local Government program.
ARTICLE 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.
Grantee will send two (2) representative(s) (“Attendee(s)”) named in Attachment A to the National
Alliance of Preservation Commissions’ FORUM 2024 in West Palm Beach, Florida, from July 31–
August 4, 2024. Pursuant to the terms of this Contract, the Commission will provide a travel stipend
(“the Grant”) that may fund lodging at the conference, roundtrip airfare costs to the conference, and
ground transportation to/from the airport. Local rental car costs, meals, and conference registration are
not eligible for reimbursement under this travel stipend. (Eligible and ineligible expenses are detailed in
Attachment C.) The Grantee may substitute another attendee not named in Attachment A only with the
written approval of the Commission.
Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in federally-
assisted programs on the basis of race, color, and/or national origin. Therefore, the Grantee must sign DI
Form 1350 U.S. Department of the Interior Civil Rights Assurance (Attachment D) and return the
signed form to the Commission with this Contract.
ARTICLE IV. AMOUNT OF THE CONTRACT
The total amount of this Contract shall not exceed $2,626. The Commission shall reimburse the Grantee
for the eligible expenses hereunder, exclusively from U.S. Department of the Interior grant-in-aid funds
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for historic preservation (Certified Local Government), and this Contract is subject to the availability of
those funds.
ARTICLE V. PERIOD
This Contract shall commence on the date it is executed by both parties and shall terminate on
October 31, 2024. It is further agreed that all travel, lodging, and any other eligible expenses as
indicated in Attachment C associated with this project shall be completed by August 10, 2024, and all
reimbursement requests shall be submitted to the Commission by September 30, 2024.
Any expenses incurred by the Attendee after August 10, 2024, shall be considered ineligible for
reimbursement under this grant Contract.
Contract amendments may be submitted in writing using the Contract Amendment Form
(Attachment B) at any time between execution of the contract and October 31, 2024, at the option of
the Commission.
ARTICLE VI. INDEPENDENT CONTRACTOR
The Grantee is a Texas Municipal Corporation. It is not an agency of the State of Texas. It is expressly
understood and agreed that the Grantee and Grantee’s subcontractors, if any, are independent contractors
and not employees of the Commission. The Grantee or any subcontractor thereof shall not be
considered the agent, the servant, or the employee of the Commission for any purpose whatsoever.
Notwithstanding the foregoing or any other provision in the Contract to the contrary, Grantee shall not
assign or subcontract any rights, duties, or obligations contemplated by this Contract without the prior
written approval of the Commission.
ARTICLE VII. INDEMNIFICATION
TO THE EXTENT ALLOWED BY LAW, GRANTEE SHALL DEFEND, INDEMNIFY AND
HOLD HARMLESS THE STATE OF TEXAS AND THE COMMISSION, AND/OR THEIR
OFFICERS, AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS, ASSIGNEES,
AND/OR DESIGNEES FROM ANY AND ALL LIABILITY, ACTIONS, CLAIMS, DEMANDS,
OR SUITS, AND ALL RELATED COSTS, ATTORNEY FEES, AND EXPENSES ARISING
OUT OF, OR RESULTING FROM ANY ACTS OR OMISSIONS OF GRANTEE OR ITS
AGENTS, EMPLOYEES, SUBCONTRACTORS, ORDER FULFILLERS, OR SUPPLIERS OF
SUBCONTRACTORS IN THE EXECUTION OR PERFORMANCE OF THE CONTRACT
AND ANY PURCHASE ORDERS ISSUED UNDER THE CONTRACT. THE DEFENSE SHALL
BE COORDINATED BY GRANTEE WITH THE OFFICE OF THE TEXAS ATTORNEY
GENERAL WHEN TEXAS STATE AGENCIES ARE NAMED DEFENDANTS IN ANY
LAWSUIT AND GRANTEE MAY NOT AGREE TO ANY SETTLEMENT WITHOUT FIRST
OBTAINING THE CONCURRENCE FROM THE OFFICE OF THE TEXAS ATTORNEY
GENERAL. GRANTEE AND THE COMMISSION AGREE TO FURNISH TIMELY WRITTEN
NOTICE TO EACH OTHER OF ANY SUCH CLAIM.
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ARTICLE VIII. DOCUMENTATION AND PAYMENT
Grantee may submit to the Commission, for its approval, a properly completed invoice for eligible travel
expenses rendered in compliance with all requirements of the contract as specified in the
Reimbursement Request Procedures and Required Records (Attachment C).
It is further agreed that the Grantee will update the Commission in writing on any changes or issues that
may arise in advance of the FORUM 2024 conference. Failure to notify the Commission about
changes before the start of the FORUM 2024 conference on July 13, 2024, as required may
constitute breach of this grant Contract and result in forfeiture of the Grant.
Reimbursement to the Grantee shall be subject to receipt of funds from the National Park Service and
full attendance of the FORUM 2024 conference as stipulated in the Reimbursement Request
Procedures and Required Records (Attachment C).
The payment shall be made as requested for eligible expenditures in one lump sum upon completion and
approval of all the requirements set forth in this grant Contract. It is further agreed that the total Grant
award will be retained by the Commission until the receipt of properly documented reimbursement
materials.
Subject to the limitations of the Contract, the Commission’s payments will be made in accordance with
the Texas Prompt Payment Act.
ARTICLE IX. TERMINATION
Either party to this Contract may terminate by giving seven (7) days written notice to the other party. If
the Contract is terminated, any expenses incurred and/or relating to attendance of the FORUM 2024 will
not be reimbursed.
ARTICLE 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. The venue of any suit arising under this contract is fixed in
any court of competent jurisdiction of Travis County, Texas.
ARTICLE XI. CONTRACT NOT ENTITLEMENT OR RIGHT
The Grant contemplated by this Contract is not an entitlement or right. The Grant depends, among other
things, upon strict compliance with all terms, conditions and provisions of this Contract and the HPF
Grants Manual. Parties agree that any act, action or representation by either party, their agents or
employees that purports to increase the amount of the Contract is void, unless a written amendment is
first executed. The Grantee agrees that nothing in this Contract will be interpreted to create an
obligation or liability of the Commission in excess of the funds delineated in this Contract.
ARTICLE XII. FUNDING LIMITATION
Grantee agrees that nothing in this Contract will be interpreted to create an obligation or liability of the
Commission in excess of the funds delineated in this grant. The Grantee agrees that funding for this
Contract is subject to the actual receipt by the Commission of grant funds (state and/or federal)
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appropriated to the Commission. The Grantee agrees that the grant funds, if any, received from the
Commission are limited by the term of each state biennium and by specific appropriation authority to
and the spending authority of the Commission for the purpose of this Contract. The Grantee agrees
that notwithstanding any other provision of this Contract, if the Commission is not appropriated
the funds or if the Commission does not receive the appropriated funds for the purpose of this
grant program, or if the funds appropriated to the Commission for this grant program are
required by the state or federal government to be reallocated, the Commission is not liable to pay
the Grantee any remaining balance on this Contract.
ARTICLE XIII. AUDIT AND RECORDS RETENTION
The Grantee represents and warrants its compliance with the records retention requirements of 2 CFR §
200.333. The Grantee must maintain and retain all records relating to the performance of the grant
including, but not limited to, administrative, financial, procurement, reporting, and any other grant-
related records and supporting fiscal documents adequate to ensure that claims for grant funds are in
accordance with applicable State of Texas requirements. These records will be maintained and retained
by the Grantee for a period of seven (7) years following the grant expiration date or until all audit, claim,
and litigation matters are resolved, whichever is later. This period begins on the date of receipt of the
final reimbursement by the Grantee, or if applicable, after any issues have been resolved that may have
arisen from any litigation, claim, negotiation, audit, open records request, or any other action involving
these records.
The Commission reserves the right to direct the Grantee to retain documents for a longer period of time
or transfer certain records to Commission custody when it is determined the records possess longer term
retention value. The Grantee must include the substance of this clause in all subawards and subcontracts.
Pursuant to Section 2262.154 of the Texas Government Code, the state auditor may conduct an audit or
investigation of any entity receiving funds from the state directly under any contract or indirectly
through a subcontract under the contract. 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 the Grantee’s 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 for seven years from the project end date. In addition to the
terms detailed in this contract, 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. The acceptance of
funds by the Grantee or any other entity or person directly under the contract or indirectly through a
subcontract under the contract acts as acceptance of the authority of the state auditor, under the direction
of the legislative audit committee, to conduct an audit or investigation in connection with those funds.
Under the direction of the legislative audit committee, the Grantee or other entity that is the subject of an
audit or investigation by the state auditor must provide the state auditor with access to any information
the state auditor considers relevant to the investigation or audit. The Grantee shall ensure that this
paragraph concerning the authority to audit funds received indirectly by subcontractors through the
contract and the requirement to cooperate is included in any subcontract it awards.
ARTICLE XIV. STANDARD FEDERAL AND STATE GRANT CERTIFICATIONS
Child Support Obligation. The Grantee represents and warrants that it will include the following
clause in the award documents for every subaward and subcontract and will require subrecipients and
contractors to certify accordingly: “Under Section 231.006 of the Family Code, the vendor or applicant
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certifies that the individual or business entity named in this contract, bid or application is not ineligible
to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated
and payment may be withheld if this certification is inaccurate. A bid or an application for a contract,
grant, or loan paid from state funds must include the name and social security number of the individual
or sole proprietor and each partner, shareholder, or owner with an ownership interest of at least 25
percent of the business entity submitting the bid or application.”
Compliance With Law, Rules, and Requirements. The Grantee represents and warrants that it will
comply, and assure the compliance of all its subrecipients and contractors with all applicable federal and
state laws, rules, regulations, and policies in effect or hereafter established, including but not limited to
the Uniform Grant Management Act of 1981 (UGMA), Texas Government Code, Chapter 783, as
amended. The Grantee also agrees to comply with the HPF Grants Manual, 2007 and as updated, the
Texas Grant Management Standards (UGMS), as promulgated by the Texas Comptroller’s Office. In
addition, the Grantee represents and warrants that it will comply with all requirements imposed by the
Commission concerning special requirements of law, program requirements, and other administrative
requirements. In instances where multiple requirements apply to the Grantee, the more restrictive
requirement applies.
Contract Oversight. Grantee represents and warrants that it will maintain oversight to ensure that
contractors perform in accordance with the terms, conditions, and specifications of their contracts or
purchase orders.
Cybersecurity Training Programs. Grantee represents and warrants its compliance with Section
2054.5191 of the Texas Government Code relating to the cybersecurity training program for local
government employees who have access to a local government computer system or database. If Grantee
has access to any state computer system or database, Grantee shall complete cybersecurity training and
verify completion of the training program to the Commission pursuant to and in accordance with Section
2054.5192 of the Government Code.
Debarment and Suspension. Grantee certifies that it and its principals are not suspended or debarred
from doing business with the state or federal government as listed on the State of Texas Debarred
Vendor List maintained by the Texas Comptroller of Public Accounts and the System for Award
Management (SAM) maintained by the General Services Administration.
Debts and Delinquencies. Grantee agrees that any payments due under this Contract shall be applied
towards any debt or delinquency that is owed to the State of Texas.
Disclosure of Violations of Federal Criminal Law. Grantee represents and warrants its compliance
with 2 CFR § 200.113 which requires the disclosure in writing of violations of federal criminal law
involving fraud, bribery, and gratuity and the reporting of certain civil, criminal, or administrative
proceedings to SAM.
Disclosure Protections for Certain Charitable Organizations, Charitable Trusts, and Private
Foundations. Grantee represents and warrants that it will comply with Section 2252.906 of the Texas
Government Code relating to disclosure protections for certain charitable organizations, charitable
trusts, and private foundations.
Dispute Resolution. The dispute resolution process provided in Chapter 2009 of the Texas Government
Code is available to the parties to resolve any dispute arising under the agreement.
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Excluded Parties. Grantee certifies that it is not listed in the prohibited vendors list authorized by
Executive Order No. 13224, “Blocking Property and Prohibiting Transactions with Persons Who
Commit, Threaten to Commit, or Support Terrorism”, published by the United States Department of the
Treasury, Office of Foreign Assets Control.
Executive Head of a State Agency Affirmation. Under Section 669.003 of the Texas Government
Code, relating to contracting with an executive head of a state agency, Grantee represents that no person
who served as an executive of the Commission, in the past four (4) years, was involved with or has any
interest in the contract or grant. If Grantee employs or has used the services of a former executive of the
Commission, then Grantee shall provide the following information to the Commission: name of the
former executive, the name of the state agency, the date of separation from the state agency, the position
held with the Commission, and the date of employment with the Commission.
Law Enforcement Agency Grant Restriction. If Grantee is a law enforcement agency regulated by
Chapter 1701 of the Texas Occupations Code, Grantee represents and warrants that it will not use
appropriated money unless the law enforcement agency is in compliance with all rules adopted by the
Texas Commission on Law Enforcement (TCOLE), or TCOLE certifies that it is in the process of
achieving compliance with such rules.
Legal Authority. Grantee represents that it possesses legal authority to apply for the grant. A resolution,
motion or similar action has been duly adopted or passed as an official act of the Grantee’s governing
body, authorizing the application for this grant, including all understandings and assurances contained
therein, and directing and authorizing the person identified as the official representative, or the designee
of Grantee to act in connection with the Contract and to provide such additional information as may be
required.
Limitations on Grants to Units of Local Government. Grantee acknowledges and agrees that
appropriated funds may not be expended in the form of a grant to, or contract with, a unit of local
government unless the terms of the grant or contract require that the funds received under the grant or
contract will be expended subject to the limitations and reporting requirements similar to those provided
by the following:
• Parts 2 and 3 of the Texas General Appropriations Act, Art. IX, except there is no requirement
for increased salaries for local government employees;
• Sections 556.004, 556.005, and 556.006 of the Texas Government Code; and
• Sections 2113.012 and 2113.101 of the Texas Government Code.
Lobbying Expenditure Restriction. Grantee represents and warrants that the Commission’s payments
to Grantee and Grantee’s receipt of appropriated or other funds under the Contract are not prohibited by
Sections 403.1067 or 556.0055 of the Texas Government Code which restrict lobbying expenditures.
Open Meetings. If the Grantee is a governmental entity, the Grantee represents and warrants its
compliance with Chapter 551 of the Texas Government Code which requires all regular, special or
called meetings of a governmental body to be open to the public, except as otherwise provided by law.
Political Polling Prohibition. The Grantee represents and warrants that it does not perform political
polling and acknowledges that appropriated funds may not be granted to, or expended by, any entity
which performs political polling.
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Public Camping Ban. The Grantee certifies that it has not received a final judicial determination
finding it intentionally adopted or enforced a policy that prohibited or discouraged the enforcement of a
public camping ban in an action brought by the Attorney General under Local Government Code §
364.003. If the Grantee is currently being sued under the provisions of Local Government Code §
364.003, or is sued under this section at any point during the duration of this grant, the Grantee must
immediately disclose the lawsuit and its current posture to the Commission.
Reporting Compliance. The Grantee represents and warrants that it will submit timely, complete, and
accurate reports in accordance with the grant and maintain appropriate backup documentation to support
the reports.
Reporting Suspected Fraud and Unlawful Conduct. The Grantee represents and warrants that it will
comply with Section 321.022 of the Texas Government Code which requires that suspected fraud and
unlawful conduct be reported to the State Auditor’s Office.
Subaward Monitoring. The Grantee represents and warrant that it will monitor the activities of the
subrecipient as necessary to ensure that the subaward is used for authorized purposes, in compliance
with applicable statutes, regulations, and the terms and conditions of the subaward, and that subaward
performance goals are achieved.
ARTICLE XV. CONFLICTS OF INTEREST; DISCLOSURE OF CONFLICTS
The Grantee has not given or offered to give, nor does the Grantee intend to give at any time hereafter,
any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or
service to a public servant or employee of the Commission, at any time during the negotiation of this
Contract or in connection with this Contract, except as allowed under relevant state or federal law. The
Grantee represents and warrants its compliance with the Federal awarding agency’s conflict of interest
policies in accordance 2 CFR § 200.112. The Grantee represents and warrants that performance under
the contract or grant will not constitute an actual or potential conflict of interest or reasonably create an
appearance of impropriety. Further, the Grantee represents and warrants that in the administration of the
grant, it will comply with all conflict of interest prohibitions and disclosure requirements required by
applicable law, rules, and policies, including Chapter 176 of the Texas Local Government Code. The
Grantee will establish safeguards to prohibit its employees from using their positions for a purpose that
constitutes or presents the appearance of personal or organizational conflict of interest or personal gain.
The Grantee will operate with complete independence and objectivity without actual, potential or
apparent conflict of interest with respect to its performance under this Contract. If circumstances change
during the course of the Contract, including discovery of any existing or potential conflicts of interest
relative to the Grantee’s performance under this Contract, the Grantee must disclose and shall promptly
notify the Commission, in writing, within fifteen (15) calendar days of discovery of the change or
conflict.
ARTICLE XVI. NO WAIVER OF SOVEREIGN IMMUNITY.
The parties expressly agree that no provision of this Contract is in any way intended to constitute a
waiver by the Commission or the State of Texas of any immunities from suit or from liability that the
Commission or the State of Texas may have by operation of law.
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ARTICLE XVII. TEXAS PUBLIC INFORMATION ACT
Notwithstanding any provisions of this contract to the contrary, Grantee understands that Commission will
comply with the Texas Public Information Act (Texas Government Code, Chapter 552) as interpreted by
judicial rulings and opinions of the Attorney General of the State of Texas. Information, documentation
and other material in connection with this Contract may be subject to public disclosure pursuant to the
Texas Public Information Act. In accordance with Section 2252.907 of the Texas Government Code, the
Grantee is required to make any information created or exchanged with the State pursuant to the
Contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available
in a format that is accessible the public at no additional charge to the State.
ARTICLE XVIII. DISPUTE RESOLUTION
To the extent allowed by law, the dispute resolution process provided for in Texas Government Code,
Chapter 2260, shall be used by the parties to resolve any dispute arising under this contract.
ARTICLE XIX. ENTIRE AGREEMENT, INCLUDING ALL EXHIBITS
This Contract, including all exhibits, reflect the entire agreement between the parties with respect to the
subject matter therein described, and there are no other representations (verbal or written), directives,
guidance, assistance, understandings or agreements between the parties related to such subject matter.
By executing this Contract, the Grantee agrees to strictly comply with the requirements and obligations
of this Contract, including all exhibits.
ARTICLE XX. NOTICES
Any notices and/or documents required hereunder shall be deemed to have been duly provided if in
writing and delivered personally or by pre-paid guaranteed overnight delivery service, or sent postage
prepaid by United States certified mail, return receipt requested. Any such notice shall be effective on
the date of delivery if delivered personally, on the next business day following delivery to the
guaranteed overnight delivery service if the notice was so delivered and the charges were prepaid, or on
the date the recipient signed for the notice if sent by certified mail.
Notices shall be addressed as follows, or at such other address as any party hereto shall notify the
other of in writing:
If to THC:
Texas Historical Commission
P.O. Box 12276
Austin, TX 78711
If to Participant:
City of Round Rock
301 W. Bagdad Ave., #210
Round Rock, TX 78664
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ARTICLE XXI. ATTACHMENTS
The following documents are included in and shall be a part of this contract for all purposes:
Attachment A: Estimated Project Budget
Attachment B: Fiscal Year 2024 Certified Local Government (CLG) Contract
Amendment
Attachment C: Reimbursement Request Procedures & Required Records
Attachment D: DI Form 1350, Civil Rights Assurance
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, unilateral adjustment of the
contractual requirements may be necessary by the Certified Local Government Program, Texas
Historical Commission, or the U.S. Department of the Interior in order to comply with all applicable
state and federal laws, rule, regulations, requirements, and internal administrative changes.
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:
as 6L,
Bradf d Patterson, Deputy Executive
Dir for for Preservation Programs
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Date Date
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ATTACHMENT A
Estimated Project Budget
Attendee Name Airfare Ground
Transportation
Hotel
Rate per
night
Hotel Tax
per night
# of
Nights
Total for
Hotel
Total Travel
Expenses per
individual
Kerstin Harding $469.00 $60.00 $161.00 $35.00 4 $784.00 $1,313.00
Tammy Petty Conrad $469.00 $60.00 $161.00 $35.00 4 $784.00 $1,313.00
Total Travel Expenses $2,626.00
1.Amendment to CLG Grant Contract Number:
2. Project Title:
2.Grantee:
Contact:
Address:
Phone:
3.Amendment Type (please select one below:)
Contract Terms and Conditions
Matching Share – must include revised Budget Summary
Budget – must include revised Budget Summary
Scope – must include revised Project Description
30 Day No Cost Extension * – must include explanation
Note: Contract Amendment will not be effective until approved in writing by the Texas Historical Commission.
TEXAS HISTORICAL COMMISSION: GRANTEE:
Signature Signature
Typed Name & Title Typed Name & Title
Date Date
THIRD PARTY DESIGNEE: (IF APPLICABLE)
Signature
Typed Name & Title of Delegated Third Party
Date
* 30 Day No Cost Extension does not extend September 30 deadline for expending CLG funds. Regardless of extension all CLG funds
must be expended by September 30 and reimbursements submitted to the THC no later than October 31.
Attachment B
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ATTACHMENT B
Certified Local Government (CLG) Contract Amendment Form
Attachment C
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The required travel stipend reimbursement request procedures and template are found in this attachment. Requests
must be received by the Texas Historical Commission (THC) no later than September 30, 2024, and must be
submitted electronically as a pdf file. CLGs awarded multiple stipends must submit one reimbursement request;
however, the CLG must make it clear which costs were incurred by which individual (see attached template).
Requests for payment shall be accompanied by complete documentation, including receipts for all eligible expenses.
Only eligible expenses will be reimbursed. Travel stipends will only be paid to the CLG. The CLG must
reimburse the individual for eligible expenses before requesting reimbursement from the Commission.
Individuals must attend the full FORUM 2024 conference to qualify for reimbursement.
Use this checklist of required documentation when preparing a reimbursement request:
_____ (a.) Signed Billing Statement from the local government to the THC with federal tax identification
number. (See attached template)
_____ (b.) Copies of individual’s or CLG’s receipts (purchase of roundtrip airfare, hotel accommodations,
ground transportation)
_____ (c.) Copies of receipts or properly endorsed cancelled (deposited) checks (front and back) as evidence
that the CLG reimbursed the individual, OR credit card statements or properly endorsed cancelled
(deposited) checks (front and back) if the CLG paid for the airfare or hotel accommodations.
Eligible Expenses:
Individuals must check-in at the conference to qualify for reimbursement. Receipts for all expenses must
accompany requests for reimbursement.
Travel stipends can be used to cover the following costs:
•Airfare to and from West Palm Beach, Florida
•Hotel lodging, including hotel taxes
•Rental car to and from West Palm Beach, Florida (local rental car costs during the conference are not
eligible for reimbursement)
•Ground transportation to/from the airport
Travel stipends can NOT be used to cover the following costs:
•Registration to the conference
•Car rental for local (West Palm Beach, Florida) transportation
•Food
•Beverages
•Parking
•Other incidentals
ATTACHMENT C
Reimbursement Requests Procedures and Required Records
Attachment C
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Lodging
In order to comply with state and federal regulations, the THC may only reimburse for lodging up to the maximum
allowable federal reimbursement rate for West Palm Beach, Florida, for Fiscal Year 2024:
The maximum amount that can be reimbursed for lodging is $161 per night, not including taxes. Taxes may be
reimbursed above this rate. Any room charges incurred above this rate per night will not be reimbursed. Hotel
parking will not be reimbursed, nor will incidentals or other charges to the room.
These rates are set by the U.S. General Services Administration, and can be found on the GSA website at
https://gsa.gov/travel.
Attachment C
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BILLING STATEMENT TEMPLATE
[Date]
TO: Texas Historical Commission
Attn: CLG Grants
P.O. Box 12276
Austin, TX 78711-2276
clg@thc.texas.gov
FROM: [Name & Address of Certified Local Government]
TAX IDENTIFICATION NUMBER: _________________
RE: CLG Billing
Enclosed is documentation to support a billing for $[amount] to cover travel expenses associated with attending
FORUM 2024 in West Palm Beach, Florida, from July 31–August 4, 2024. The contract number is TX-24-[XXX]
dated [initial date of contract]. I certify no other Federal funds were used for expenditures incurred during the
execution of this project.
Please send the above amount to:
[Name & Address of CLG and/or department to receive funds]
[Name of Attendee No. 1] PROPOSED ACTUAL
[Activity]
[Activity]
[Activity]
[Name of Attendee No. 2] PROPOSED ACTUAL
[Activity]
[Activity]
[Activity]
Sincerely,
____________________________________ (Original Signature)
[Name]
[Title/Office]
Enclosures:
[receipts]
[cancelled checks or copies of bank statements]
Attachment D
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As the authorized representative of the applicant, I certify that the applicant agrees that, as a condition to receiving
any Federal financial assistance from the Department of the Interior, it will comply with all Federal laws relating to
nondiscrimination. These laws include but are not limited to: (a) Title VI of Civil Rights Act of 1964 (42 U.S.C.
2000d-1), which prohibits discrimination on the basis of race, color, or national origin; (b) Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicap; (c)
the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et. 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 for which the Federal financial assistance is extended or for another purpose involving the provision of
similar services or benefits. If any personal property is so provided, this assurance shall obligate the Applicant for
the period during which it retains ownership or possession of the property. In all other cases, this assurance shall
obligate the Applicant for the period during which the Federal financial assistance is extended by the Department.
THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal grants, loans,
contracts, property, discounts, or other Federal financial assistance extended after the date hereof to the Applicant
by the Department, including installment payments after such date on account of applicants for Federal financial
assistance which were approved before such date.
The Applicant recognizes and agrees that such Federal financial assistance will be extended in reliance on the
representations and agreements made in this assurance, and that the United States shall have the right to seek
judicial enforcement of this assurance. This assurance is binding on the Applicant, its successors, transferees,
assignees, and sub-recipients and the person whose signature appears below who is authorized to sign this assurance
on behalf of the Applicant.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
APPLICANT/ORGANIZATION DATE SUBMITTED
APPLICANT/ORGANIZATION MAILING ADDRESS BUREAU OF OFFICE EXTENDING ASSISTANCE
ATTACHMENT D
U.S. Department of the Interior Civil Rights Assurance