CM-12-03-049Item Caption:
CIA-12°3-15LIRECEIVED
MAR 14 in
City Manager Approval Form
Consider executing a recipient agreement for $7,500 in grant funds from the Texas Historical
Commission.
Approval Date: March 16, 2011
Department Name: Planning and Development Services Department
Project Manager:
JoeIle Jordan, Senior Planner
Assigned Attorney: J. Kay Gayle
Item Summary:
The Texas Historical Commission has awarded the City of Round Rock a, $7,500.00 Certified Local Government Grant. The funds
are allocated for the completion of Phase IV of a multi-year preservation planning project for the Downtown Master Plan area.
The Downtown Master Plan area includes 653 parcels, including a National Register Historic District and 29 other designated
historic landmarks. The Plan includes recommendations for implementation pertaining to historic preservation, including that
the Historic Resources Survey (last completed in 1992) should be updated. Starting in March 2010, the City contracted with
McDoux Preservation, LLC, for this project.
A grant for Phase IV will hire a consultant to pilot a new process pertaining to historic designation of new local landmarks and
historic districts downtown. The properties being considered in this process were recommended for designation in the
Downtown Master Plan Historic Resources Survey Reports, Phases I and II (see below for summary of phases). Before
designation can be considered, a significant amount of documentation and outreach to property owners will need to be
completed.
Tho arant-accictarl nnrt of Phaca IV will inrI,i,la thin fnllnwina• I�
No. of Originals Submitted: 2
Project Name: City of Round Rock - Downtown Master Planning Project; Phase IV: Designation Process Design
Cost: $15,000 ($7,500 Grant, $5,000 cash match, $2,500 in-kind salaries)
Source of Funds: General Fund
Source of Funds (if applicable): Select Source Fund
Account Number: Planning 5470-100-14000 (for cash match portion)
Finance Director Approval: Cheryl Delaney
Date: 3/14/12
Department Director Approval: Peter Wysocki, Director Date: 3.9.2012
**Electronic signature by the Director is acceptable. Please only submit ONE approval form per item. **
CIP a Budget ❑ Purchasing n ❑1 Accounting ❑
N/A OK N/A OK N/A OK N/A OK
ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL
REV. 6/20/11
TEXAS HISTORICAL COMMISSION
FISCAL YEAR 2012 CERTIFIED LOCAL GOVERNMENT (CLG)
GRANT CONTRACT
TX -12-021
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 2012 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.
I11. 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 (Attachment
A) with detailed budget. Products developed under this agreement must conform to the requirements of the
Commission and the Project Proposal, as stipulated in the Expected Products of Preservation Planning projects
(Attachment B).
Project personnel employed by the Grantee shall meet the Standards for Professional Qualifications as outlined in
36 CFR 61 (Attachment C), as appropriate to the scope of the project, and be employed by competitive
procurement. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination in
federally -assisted programs on the basis of race, color, and/or national origin. Therefore the Grantee must sign DI
Form 1350 U.S. Department of the Interior Civil Rights Assurance (Attachment D) and return the signed form to
the Commission with this contract. 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 $7,500.00. 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.
CM•�2-v3'640
V. PERIOD
This contract shall commence on March 1, 2012 and shall terminate on December 31, 2013. It is further agreed
that all work associated with this project shall be completed by September 30, 2013 and all materials stipulated in
Attachments A and B and all reimbursement requests shall be submitted to the Commission by October 31, 2013.
An extension for completing materials stipulated in Attachment B may be granted by the Commission upon review
and approval of a written extension request by the Grantee, provided that a draft of the grant product(s) has been
previously reviewed and approved. The final product must be received by the Commission no later than December
31, 2012. All expenses incurred by the Grantee associated with work completed after September 30, 2013 shall be
considered ineligible for reimbursement under this grant contract.
Contract amendments may be submitted in writing using the Contract Amendment Form (Attachment E) at any
time between March 1, 2012 and August 31, 2013 at the option of the Commission.
VI. INDEPENDENT CONTRACTOR
The Grantee is a Texas Municipal Corporation. It is not an agency of the State of Texas. It is expressly understood
and agreed that any subcontractor is an independent contractor and not an employee of the Texas Historical
Commission. The Grantee or any subcontractor shall not be considered the agent, the servant, or the employee of
the Commission for any purpose whatsoever.
VII. DOCUMENTATION AND PAYMENT
Grantee may submit to the Commission, for its approval, a properly completed invoice for services rendered in
compliance with all requirements of the contract as specified in the Reimbursement Request Procedures and
Required Records (Attachment F). Grantee will provide invoices to the Commission as costs ate incurred and work
is completed, but not more frequently than monthly.
It is further agreed that the Grantee will provide written quarterly updates on the Grant Product Quarterly Report
Form as provided by the Commission on the progress of the grant product. Each update will outline the tasks
completed and expenses incurred on the project and provide a timeline and status of the overall project. The Grant
Product Quarterly Report will be due on April 30, 2012, August 30, 2012, December 31, 2012, April 30, 2013,
and August 30, 2013. Failure to submit quarterly reports as required on a timely basis may constitute
breach of this grant contract and result in forfeiture of the grant.
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 $7,500.00 in federal funds. The Grantee agrees to contribute
matching share, either donated services or cash match, for a minimum total of $7,500.00 or 50% of eligible costs,
whichever is less.
Such payments shall be made as requested for services actually rendered, or if mutually agreed, in one lump sum
upon completion and approval of all the requirements set forth in this agreement. It is further agreed that a sum not
to exceed 25% of the total grant award will be retained by the Commission until the following have occurred: (a)
Commission review of the draft project materials and comments incorporated into the project; (b) receipt of two (2)
detailed and documented final completion reports; and (c) receipt of properly documented reimbursement
materials
Subject to the limitations of the contract, the Commission's payments will be made in accordance with the Texas
Prompt Payment Act.
VIII. OWNERSHIP OF PRODUCTS OF THIS CONTRACT
All material, concepts and products produced, developed or conceived by the Grantee during or arising out of the
contract shall remain the property of the Commission. The Grantee shall have an unrestricted right to use any or all
materials so produced, developed, or conceived at no additional cost. Pursuant to the stipulations in Attachment
B a minimum of two (2) copies of all final products and completion reports, if applicable (Attachment G)
are to be supplied to the Commission before final reimbursement is made. All materials published, printed or used
for public distribution funded in whole or in part by this grant shall note the following on the materials:
This project wasfunded in part through a Certified Local Government Grant from the National Park Service, U.S. Department of the
Interior, as administered by the Texas Historical Commission.
The contents and opinions, however, do not necessarily reflect the views and policies of the Department of the Interior, nor does the
mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior.
This program receives Federal funds from the National Park Service. Regulations of the U.S. Department of the Interior strictly
prohibit unlawful discrimination in departmental Federally Assisted Programs on the basis of race, color, national origin, age or
handicap. Any person who believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of
Federal assistance should write to: Director, Equal Opportunity Program, U.S. Department of the Interior, National Park Service,
P.O. Box 37127, Washington, 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 the Commission not later than 30 days following the date of termination of this contract.
X. APPLICABLE LAWS
This contract shall be governed by and construed in accordance with the laws of the State of Texas and the rules
and policies of the Commission. All projects funded under the Certified Local Government program must meet the
Secretary of the Interior's Standards. The Standards can be accessed at the National Park Service web site:
www.nps.gov/history/local-law/arch_stnds_0.htm.
XL 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
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 three years from the project end
date. In addition to the terms detailed in this Agreement, all federal requirements governing grants (Office of
Management and Budget Circulars A-87 or A-122, A-102 or A-110, A-133, and A-128) are applicable.
X11. 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 D.1: Assurances for Consultants or Subcontractors
® Attachment E: Fiscal Year 2012 Certified Local Government (CLG) Contract Amendment
® Attachment F: Reimbursement Request Procedures & Required Records
® Attachment G: Completion Report (if applicable)
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.
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:
4.4 L.1.L14/
Mark Wolfe. Executive i irector
Signature
Typed Nanie & Title
-•\12-\Vir
Date
GRANTEE:
Signature
Stt uJOYyvood, Cis MC na@eff
Typed Name & Title of Chief Elected Official 2
Date
THIRD PARTY DESIGNEE: (IF APPLICABLE)
Signature
Typed Name & Title of Delegated Third Party
Date
APPROVED AS TO FORM BY:
Si
Joe H. Thrash. Assistant Attorney General
Typed Name & Title
Date
Texas Historical Commission
P.O. Box 12276
Austin, TX 78711-2276
512.463.6100
fax 512.475.4872
thc@thc.state.tx.us
4
TEXAS HISTORICAL COMMISSION
real places telling real stories
www.thc.etate.tzus
ATTACHMENT A
PROJECT NOTIFICATION
TITLE: City of Round Rock - Downtown Master Planning Project
Phase IV: Designation Process Design
AREA AFFECTED BY PROJECT:
Travis & Williamson Counties
CONGRESSIONAL DISTRICT: 10, 21, 25, 31
STATE CONTACTS:
Matt Synatschk: 512.463.7812
Megan Koch: 512.463.3805
GRANT NUMBER: Tx -12-021
TOTAL PROJECT COST:
50% FEDERAL SHARE:
50% NONFEDERAL SHARE:
TYPE: NEW:
PRE -DEVELOPMENT:
$15,000.00
$7,500.00
$7,500.00
REVISION: 0
YES: ❑ NO:
1. SUBGRANTEE:
Contact:
Address:
Email Address:
Phone:
Fax:
PROJECT MANAGEMENT
Joelle Jordan
City of Round Rock
301 West Bagdad, Suite 210
Round Rock, TX 78664
jjordan@round-rock.tx.us
512.218.5422
512.218.3286
2. MATCHING SHARE:
Donor: Subgrantee
Source: City of Round Rock
Kind: Local Cash
Amount: $ 5,000.00
3. BUDGET:
Preservation Consultant Fee
Project Leader
Web, Graphics, Research and Report
Compilation, HPDC Meeting
Support (Planning Technician)
Expense Reporting (Office Manager°
Historic Preservation Commission
Meeting
Printing, Copying & Public Notices
(Adminstrative Fees)
TOTAL
IN-KIND
$
$ 1,200.00
$ 1,000.00
$ 200.00
$ 100.00
$
$
$ 2,500.00
Contact:
Address:
Email Address:
Phone:
Fax:
FISCAL MANAGEMENT
Vickie Moreno
City of Round Rock
301 West Bagdad, Suite 210
Round Rock, TX 78664
vic@round-rock.tx.us
512.218.5415
512.218.3286
Donor: Subgrantee
Source: City of Round Rock
Kind: In -Kind
Amount: $ 2,500.00
CASH
MATCH
$ 2,500.00
$
$
$
$
$ 2,500.00
$
$ 5,000.00
FEDERAL
$ 7,500.00
$
$
$
$
$
$
$ 7,500.00 $ 15,000.00
TOTAL
$ 10,000.00
$ 1,200.00
$ 1,000.00
$ 200.00
$ 100.00
$ 2,500.00
$
4. PURPOSE: Fund services to hire a consultant to develop a new process to designate properties and establish historic districts in the
downtown area including the development of various information templates and materials.
5. BEGINNING & ENDING DATES: March 1, 2012 — September 30, 2013
6. No program income will be generated.
7. CERTIFICATION:
As the duly authorized representative, I certify that this subgrant will be administered and work will be performed under the
supervision of a professional meeting appropriate 36 CFR 61 requirements, in accordance with the Historic Preservation Fund
Grants Manual and the Secretary of the Interior's "Standards and Guidelines for Planning, Identification, Evaluation and
Registration." All documentation required by the Historic Preservations Fund Grants Manual will be maintained on file for audit
and State Program Review purposes. All proposed costs for personal compensation charged to the Federal or nonfederal share of
this subgrant are within the maximum limit imposed by Chapter 13, Section B.34.e. of the Historic Preservation Fund Grants
TEXAS HISTORICAL COMMISSION
ATTACHMENT B
EXPECTED PRODUCTS OF AN EDUCATIONAL/PLANNING 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 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 pn ect was funded in part through a Certified Local Governmentgrantfrom the National Park Service, U.S.
Department of the Interior, as administered by the Texas Historical Commission. The contents and opinions, however, do not
necessarily reflect the views and policies of the Department of the Interior, nor does the mention of trade names or commercial
products constitute endorsement or recommendation by the Department of the Interior. This program receives Federal funds from
the National Park Service. Regulations of the U. S. Department of the Interior strictly prohibit unlawful discrimination in
departmental Federally Assisted Programs on the basis of race, color, national origin, age, or handicap. Any person who
believes he or she has been discriminated against in any program, activity, or facility operated by a recipient of Federal assistance
should write to: Director, .Equal Opportunity Program, U. S. Department of the Interior, National Park Service, P. O. Box
37127, Washington, DC 20013-7127.
TEXAS HISTORICAL COMMISSION
ATTACHMENT C
STANDARDS FOR PROFESSIONAL QUALIFICATIONS
To insure that appropriate historical, architectural, archeological and cultural properties are identified for public
benefit through grant-in-aid assistance, the following minimal professional standards for historical, architectural and
archeological documentation have been established by the Preservation Assistance Division of the National Park
Service. Persons supervising grant projects must be professionally qualified in accordance with 36 CFR 61 as
follows:
Appendix A to Part 61
— Professional Qualifications Standards
In the following definitions, a year of full-time professional experience need not consist of a continuous year of full-
time work but may be made up of discontinuous periods of full-time or part-time work adding up to the equivalent
of a year of full-time experience.
(a) History. The minimum professional qualifications in history are a graduate degree in history or closely related
field; or a bachelor's degree in history or closely related field plus one of the following.
(1) At least two years of full-time experience in research, writing, teaching, interpretation or other demonstrable
professional activity with an academic institution, historical organization or agency, museum, or other
professional institution; or
(2) Substantial contribution through research and publication to the body of scholarly knowledge in the field of
history.
(b) Archeology. The minimum professional qualifications in archeology are a graduate degree in archeology,
anthropology, or closely related field plus:
(1) At least one year of full-time professional experience or equivalent specialized training in archeological
research, administration or management;
(2) At least four months of supervised field and analytic experience in general North American archeology; and
(3) Demonstrated ability to carry research to completion.
In addition to these minimum qualifications, a professional in prehistoric archeology shall have at least one year of
full-time professional experience at a supervisory level in the study of archeological resources of the prehistoric
period. A professional in historic archeology shall have at least one year of full-time professional experience at a
supervisory level in the study of archeological resources of the historic period.
(c) Architectural history. The minimum professional qualifications in architectural history are a graduate degree in
architectural history, art history, historic preservation, or closely related field, with course work in American
architectural history; or a bachelor's degree in architectural history, art history, historic preservation, or closely
related field plus one of the following:
(over)
TEXAS HISTORICAL COMMISSION
ATTACHMENT D
U.S. DEPARTMENT OF THE INTERIOR CIVIL RIGHTS ASSURANCE
As the authorized representative of the applicant, I certify that the applicant agrees that, as a condition to receiving
any Federal financial assistance from the Department of the Interior, it will comply with all Federal laws relating to
nondiscrimination. These laws include, but are not limited to: (a) Title VI of Civil Rights Act of 1964 (42 U.S.C.
2000d-1), which prohibits discrimination on the basis of race, color, or national origin; (b) Section 504 of the
Rehabilitation Act of 1973, as amended (29 U.S.C. 794), which prohibits discrimination on the basis of handicap; (c)
the Age Discrimination Act of 1975, as amended (42 U.S.C. 6101 et. 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
..‘4".."
APPLICANT/ • ' i1 ON
Ga c rgov c-CrIL,
DATEsuBMrri1 i)
APPLIICAJMAI NT/O�� RRGANIIZAATION MAILING ADDRESS
°X21zl (i • t i
''COLI (> Talc- ,Ti-v(a/*
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BUREAU OF OFFICE EXTENDING ASSISTANCE
TEXAS HISTORICAL COMMISSION
ATTACHMENT D.1
ASSURANCES FOR CONSULTANTS OR SUBCONTRACTORS
The consultant or subcontractor will comply with Title VI of the Civil Rights Act of 1964 (PL. 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 Vohmtary F.xchusion. Lower Tier Cover
Transactions.
TEXAS HISTORICAL COMMISSION
ATTACHMENT E
FISCAL YEAR 2012 CERTIFIED LOCAL GOVERNMENT (CLG)
CONTRACT AMENDMENT
Amendment to CLG Grant Number.
Title:
1. Subgrantee:
Contact:
Address:
Phone:
2. Amendment Type (Please select one below)
❑ Matching Share — must include revised Budget Summary
0 Budget — must include revised Budget Summary
0 Scope — must include revised Project Description
❑ 30 Day No Cost Extension* — must include explanation
* 30 Day No Cost Extension does not extend September 30 deadline for expending CLG funds.
Regardless of extension all CLG funds must be expended by September 30 and reimbursements
submitted to the THC no later than October 31.
Note: Contract Amendment will not be effective until approved in writing by the Texas Historical
Commission. The change must be noted in the future quarterly report.
SUBMITTED BY:
Signature of Grantee Signature Date
Signature of Third Party Designee Signature Date
APPROVED BY:
Signature of State Historic Preservation Officer Approval Date
TEXAS HISTORICAL COMMISSION
ATTACHMENT F
REIMBURSEMENT REQUEST PROCEDURES AND REQUIRED RECORDS
The required reimbursement procedures and format are found in this chapter. Requests must be received by THC
no later than October 31, 2013, and may be submitted electronically as a pdf file or hard copy by US mail, or local
land -carrier service. Each request must be separated accordingly per grant number. Requests for payment shall 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. If you will be submitting your request electronically, please send it to Matt Synatschk at
matt.synatschk@a,thc.state.tx.us. 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.
TEXAS HISTORICAL COMMISSION
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.
TEXAS HISTORICAL COMMISSION
7. For your guidance, the following is the checklist used by the SHPO to evaluate a CLG's billing:
Signed invoice from the local government to the SHPO with federal tax identification number.
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.
Copies of daily time records (including supervisor's verification).
Evidence of employees' rates of pay (including justification for rate paid), and verification no other
federal funds are used for this purpose.
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).
Evidence that the method for selecting professional services was in accordance with Federal
procurement requirements.
Comparisons schedule showing proposed costs vs. actual costs.
TEXAS HISTORICAL COMMISSION
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: $0.455/mile
Meals: $36/day*
Lodging and meal rates may vary upon location. To check the current rates for your location, please visit the
U.S. General Services Administration web site at: www.gsa.gov/portal/category/21287
MISCELLANEOUS FORMS
The following are versions of time sheets, travel records and donated materials forms. Although it is not necessary
to use these specific forms, it is necessary to record the name of the laborer, name of supervisor, date of donation
to ensure it falls within the grant period and value of donation on any form used. If desired, SHPO staff will review
any proposed format to ensure compliance with these requirements.
TEXASHISTORICAL COMMISSION
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 -11 -[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
Activity
Activity
Activity
Sincerely,
ACTUAL
Federal Match Federal Match
(Original Signature)
[Name]
[Title/Office]
Enclosures:
tune sheets
receipts
cancelled checks or copies of bank statements
copies of final products
TEXAS HISTORICAL COMMISSION
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 $.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.
TEXAS HISTORICAL COMMISSION
Volunteer
Date Supervisor Date
TEXAS HISTORICAL COMMISSION
TRAVEL RECORD
Name:
Purpose:
DATE AND TIME
OF DEPARTURE
ORIGIN/
DESTINATION
MEALS
LODGING
OTHER
(IDENTIFY)
TRANSPORTATION
Totals:
Auto miles: miles X $.455/mile =
Total Amount for Travel:
Traveler Date
Supervisor Date
Enc.: Receipts
TEXAS HISTORICAL COMMISSION
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
TEXAS HISTORICAL COMMISSION
VALUE OF DONATED MATERIAL AND EQUIPMENT
Project Name
Donor
Description of Material Donated
Date of
Donation
Fair Value
Basis of Value
Total Value of Donation:
Signature of Donor
Project Supervisor
Date
Date