1. Grant Orientation Session
Heritage Trust Fund
Grant Orientation Session

2. HTF Staff and Contact Information
Katrina Ringler
Grants Manager
ext. 215
Marsha Longofono
Grants Assistant
ext. 240

3. Contents of your Binder
2017 HTF Grants Manual
Checklist for documents to be returned ASAP:
Grant agreement
Contractual provisions attachment
W-9
DA 130 – electronic deposit form
Grant Project Checklist
Monthly progress report blank form
Reimbursement blank form
Project completion report blank form

4. GRANT AGREEMENT
Please review and return a signed copy ASAP No work may begin until the grant 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
Scope of Work, Schedule, and Budget line items: These items are taken from the grant application and may need to be revised slightly before signing.

5. grant 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

6. MAINTENANCE AGREEMENT
All grant 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

7. 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

8. CONSULTANT SELECTION Competitive bidding is not required
Suggested “best practices” included in manual (Page 4)
Consultant Contracts and Compensation
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

9. CONSULTANT SELECTION
If your grant award does not include consultant services, then:
plans and specifications or a scope of work still must be reviewed by SHPO before hiring contractors

10. 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.

11. Applications are online at http://kshs.org/14666 or upon request.
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.

12. PROJECT PLANNING – General Conditions
All work must follow the Secretary of the Interior’s Standards for the Treatment of Historic Properties
Specifically… the Standards for Rehabilitation

13. SELECTION OF CONTRACTOR(S)
Page 7
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

14. 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

15. 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

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

17. REIMBURSEMENT REQUESTS
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.

18. How does that work? Contractor’s bill for work = $10,000
Grantee pays bill with a check, but withholds 10% per their contract = $9,000
Reimbursement request is submitted to SHPO for review along with photos, copy of the invoice, and copy of the payment check.
SHPO adds back the 10% retainage and calculates the grant reimbursement based on the full $10,000 bill.
$10,000 x 80% = $8,000 grant reimbursement
SHPO deducts 10% retainage from reimbursement
$8,000 - $800 = $7,200 payment to grantee

19. 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 10th of each month
Report on the progress made the previous month
Use the supplied forms or just is okay too
Please send photos of work in progress so SHPO staff can verify work is meeting the Standards
Failure to submit reports is considered a breach of the grant agreement and can delay reimbursements.

20. 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.

21. Review your grant agreement carefully!
WHAT’S NEXT?
Review your grant 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)?

22. Make sure you understand Sections E-J before signing.
Return to my attention after signed by the property owner.
Send along with the other documents at the front of your binder

23. WHAT ELSE? HTF staff needs these items immediately:
Grant 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

24. For additional information, please refer to the
Grant Agreement / Grants Manual or contact:
 HTF Grants Manager
Kansas State Historical Society
6425 SW 6th Avenue
Topeka, KS
ext. 215
Fax or