Heritage Trust Fund Grant Orientation Session

HTF Staff and Contact Information Katrina Ringler Grants Manager ext. 215 Marsha Longofono Grants Assistant ext. 240 Ken Price Grant Reviewer ext. 212

Contents of your Binder 2015 HTF Grants Manual Checklist for documents to be returned ASAP:  Project Agreement  Contractual provisions attachment  W-9  DA 130 – electronic deposit form Monthly progress report blank form Reimbursement blank form Project completion report blank form

Project Agreement Please review and return a signed copy ASAP. No work may begin until the Project Agreement is signed by both the property owner and the SHPO. Work must begin within 60 days of signed contract unless okayed by Grants Manager. The document includes: Scope of work Schedule Reimbursement criteria Budget Line Items Reimbursement & procurement procedures Responsibilities of grant recipients *These items are taken from the grant application and may need to be revised slightly before signing*

Contractual Provisions Attachment Please read and fill in where indicated. This is a State of Kansas requirement and must be returned with your Project Agreement. W-9 - Federal Identification Number A federal EIN (for organizations or companies) or an SSN (for individuals) is needed for us to process a reimbursement. Reimbursements will be done by direct deposit. Please be sure to include a voided check or deposit slip with this form. Just fill out the top two sections. Don’t worry about the “vendor number”, our accounting department assigns that. Make sure everything matches. DA130 – Electronic Deposit Form If the project administrator information changed / changes from what was provided in the grant application, please provide updated information to the Grants Manager.

Grants Manual Your step-by-step tutorial Project Agreement Architect/Engineer (a.k.a. Consultant) Selection Project Planning Documents Selection of Contractor(s) Reimbursement Requests and Reporting Special Terms and Conditions Appendix

PROJECT AGREEMENT Make sure all the bold information is correct Ask if there is anything you don’t understand Sign and return to SHPO staff as soon as possible A photocopy of the signed agreement will be sent back to you. Be sure to keep a copy on file with your grant materials

TITLE SEARCH Proof of ownership was submitted with application If more information is needed, we will reimburse for cost MAINTENANCE AGREEMENT All project agreements contain this provision (Section H) Agree to maintain grant-funded work for 5 years All work associated with the property shall be reviewed by SHPO within that 5-year period. Completion report requires a schedule of property maintenance covering no less than 5 years

CONSULTANT SELECTION If your budget includes consultant services (i.e. architect or engineer), then:  contracts with those consultants must be reviewed by SHPO before they are signed.  plans / specifications must be produced and reviewed by SHPO before hiring contractors If your grant award does not include consultant services, then:  no need to have contracts reviewed  plans and specifications or a scope of work still must be reviewed by SHPO before hiring contractors

Grant program requires the use of qualified professionals within when the project necessitates it. Such as structural repairs and restoration of missing features Architects/engineers need to be licensed by the state of Kansas. They will be responsible for preparing plans and specifications, a work-cost breakdown and other required contract documents. They must provide frequent on-site observation during the project work. Consultants must meet the Secretary of the Interior’s Professional Qualification Standards – see

Consultant Contracts and Compensation Competitive bidding is not required Suggested “best practices” included in manual CONSULTANT SELECTION Page 5 Contract styles vary, but all must contain Start date / end date Fee for consultant services Description of services to be provided Property is listed in the National Register Must meet Standards All changes in writing Fee must be flat fee or “not to exceed” maximum

PROJECT PLANNING DOCUMENTS Work may not proceed until the planning documents related to the project have been approved Projects with consultant services:  Consultant-produced plans and specs to be reviewed by SHPO staff Projects without consultant services:  Grantees will develop a scope of work in consultation with SHPO staff. See example in Appendix C.

Easiest way to submit your scope of work? Tax Credit Application The HTF grant program is separate from the Kansas state tax credit program. To utilize both programs you must submit separate applications, documentation, etc. To help facilitate quicker reviews, HTF grant staff review tax credit applications for grantees, but applications must be submitted BEFORE work begins. Applications are online at or upon request.

Project Plans – General All work must follow the Secretary of the Interior’s Standards for the Treatment of Historic Properties

SELECTION OF CONTRACTOR(S) Page 8 Competitive bidding is not required Follow ‘best practices’ to seek out qualified contractors Contracts must be approved before they are signed and must contain the following:  Start date and completion date  Fee for services (must be flat fee or not-to-exceed)  Property listed in the Register  All work must meet the Standards

REIMBURSEMENT REQUESTS The grantee shall pay, in full, all costs of the project as they become due and payable. To receive reimbursement: Line item must be 100% complete Work must be part of approved scope of work and must be covered by approved contracts Work must be done during the grant period Work must conform to the Standards Reimbursement must be requested via provided forms

Mobilization is 100% complete and Materials are 90% complete. HTF cannot reimburse for these until physical line items from your Project Agreement are complete!

REIMBURSEMENT REQUESTS Reimbursement request forms can be submitted via Reimbursement request forms must accompany:  documentation of the cost (invoices, bills, requisitions, purchase orders, etc.)  proof of payment ( copy of check, receipt, credit card statement, etc.)  photographs of completed work

REIMBURSEMENT REQUESTS HTF cannot reimburse for mobilization fees, travel, set-up costs, or material purchases until the line items associated with these costs are 100% complete. Complete requests will be processed within 30 days NOTE: Ten percent (10%) of the reimbursement will be withheld as retainage pending satisfactory completion of the project. This will be reimbursed upon receipt of a final completion report and supporting documentation including the project sign.

GENERAL TERMS AND CONDITIONS All changes will be in writing Be sure to ask for extensions 30 days before the project deadline Submit your completion report within 30 days of construction ending and bills being paid Progress reports are due by the 10 th of each month o Report on the progress made the previous month o Use the supplied forms or just is okay too o Please send photos of work in progress so SHPO staff can verify work is meeting the Standards o Failure to submit reports is considered a breach of the project agreement and can delay reimbursements.

GENERAL TERMS AND CONDITIONS Retain and maintain property for 5 years following grant to avoid recapture of funds Please acknowledge support by the grant program when issuing public statements and press releases Display project sign during construction and return it with your completion report. NOTE: Examples of various documents can be found at the end of the manual. Contact SHPO staff if you need additional assistance or examples.

Review your project agreement carefully! property owner and property name correct? grant amount correct? project description correct (section B)? project schedule reasonable (section B)? project line items and costs correct (section D)?  Make sure you understand Sections E-J before signing.  Return one hard copy to my attention after signed by the property owner. Send along with the other documents at the front of your binder.

So What is the Next Step? HTF staff needs these items immediately:  Project Agreement - signed  Contractual Provisions Attachment with date  W9 Form  Electronic Deposit Authorization In the interim:  Please read your Grants Manual  Contact us with any questions

For additional information, please refer to the Project Agreement/Grants Manual or contact: HTF Grants Manager Heritage Trust Fund Grant Program Kansas State Historical Society Historic Preservation Office 6425 SW 6th Avenue Topeka, KS ext. 215 Fax or