HomeMy WebLinkAboutR-86-0071J-86-63
A
RESOLUTION NO. W~-171
a
A RESOLUTION ACCEPTING A FEDERAL HISTORIC
PRESERVATION GRANT-IN-AID IN THE AMOUNT. OF
$15,000 AND AUTHORIZING THE CITY MANAGER TO
EXECUTE THE ATTACHED AGREEMENT WITH THE FLORIDA
DEPARTMENT OF STATE, DIVISION OF ARCHIVES,
HISTORY AND RECORDS MANAGEMENT, FOR THE CITY TO
PROVIDE HISTORIC PRESERVATION SERVICES IN
CONNECTION WITH SAID GRANT-IN-AID.
WHEREAS, the City of Miami has applied for a federal grant-in-aid under
the Certified Local Government program to support Planning Department expenses
in the preparation of nominations to the National Register of Historic Places
for historic buildings and districts in the downtown area, and in the
development of the historic preservation element of the Downtown Master Plan;
and
WHEREAS, said federal grant-in-aid, in the amount of $15,000, has been
awarded to the City of Miami by the Florida Department of State, Division of
Archives, History and Records Management; and
WHEREAS, required matching funds for said grant-in-aid in the amount of
$21,335 are available in the form of in -kind services from existing staff in
the Planning Department;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI,
FLORIDA:
Section 1. A federal grant-in-aid in the amount of $15,000 is hereby
accepted for historic preservation work to be done in connection with
preparation of nominations to the National Register of Historic Places for
historic buildings and districts in the downtown area, and in the development
of the historic preservation element of the Downtown Master Plan.
CITY COMMIS ION
MEETING pF
L
JAN 23 1998
RESOLUTION
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Section 2. The City Manager is hereby authorized to execute the attached
agreement with the Florida Department of State, Division of Archives, History
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and Records Management for the City to provide historic preservation services
in connection with said grant-in-aid.
PASSED AND ADOPTED thi s 2 3rd day of
JANUARY 1986.
t
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L. SUAREZ, MAYOR
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ATTEST:
1 -
H1RA1_,_CITY CLERK
APPROVED AS TO FORM AND
PREPARED AND APPROVED BY: CORRECTNE
MARIA J. "IAKU DOUVER7
CITY AT
ASSISTANT CITY ATTORNEY TORNE
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Historic Preservation Grant Award Agreement
A G R E E M E N T
This AGREEMENT drawn at Tallahassee, Florida by and between the State of
Florida, Department of State, Division of Archives, History and Records
Management, hereinafter referred to as the Department, and the City of Miami,
hereinafter referred to as the Grantee, relative to the Downtown Miami Master
Plan: Preservation Element Project, hereinafter referred to as the Project,
is entered into and effective this day of •
1986.
WHEREAS, the Department is responsible for the administration of grant-
in-aid assistance for historic preservation purposes under the provisions of
Section 267.0617, Florida Statutes, and
WHEREAS, the Grantee has applied for grant-in-aid assistance for the
Project, and
WHEREAS, the said application has been reviewed and approved in
accordance with Chapter 1A 35, Rules of the Department of State, Historic
Preservation Grants -in -Aid, and
WHEREAS, grant-in-aid funds in the amount of Fifteen Thousand Dollars
($15,000.00) have been reserved for the Project by the Department;
WITNESSETH, that in consideration of the mutual covenants herein
contained, the Department and the Grantee hereby agree as follows:
I. The Project, as approved for grant assistance, shall consist of
the following authorized project work:
A. Field survey of the downtown Miami area as defined in
the project grant application to locate and identify sites,
structures, buildings and objects of architectural, historic
and cultural significance.
B. Preparation or update of Florida Master Site File Site Inven-
tory Forms for all sites, structures, buildings, and objects
within the survey area considered to be of architectural,
historic or cultural significance.
C. Preparation of all forms and supporting documentation required
Y fopN RETURP1l!`G � F��RTH A3
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to support the nomination of a district, multiple resource area,
thematic group, or individual properties, as deemed most appro-
priate, after consultation with the Department staff, for
listing in the National Register of Historic Places.
D. Research required to formulate a historic preservation element
for the City of Miami Downtown Master Plan.
E. Writing, editing, photography, drafting, administration, and
reproduction as necessary to produce a draft of the historic
preservation element.
F. Preparation and submission of two(2) copies of the draft historic
preservation plan and such other interim reports and
documentation as may be deemed appropriate by the Grantee.
G. Preparation and submission of required reports, photographs,
and supporting documentation, as outlined in Attachment A,
Part II, and such other interim reports and documentation as
may be deemed appropriate by the Grantee.
II. The Grantee agrees to administer the Project in accordance with the
General and Special Conditions Governing Grants and the Administra-
tive Instructions for Historic Preservation Project Accountability
attached hereto as Attachment "A", and the Department's Rule 1A-35,
Florida Administrative Code, and the following specific conditions:
A. The Grantee agrees to complete the Project by September 30, 1986.
No costs incurred prior to the date of this Agreement will be
eligible for reimbursement from grant funds unless specifically
identified and authorized in Section I above and as specified
in Attachment "A". No costs incurred after the above project
5 completion date will be eligible for reimbursement from grant
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funds.
B. The Grantee shall be responsible for all work performed and all
expenses
incurred in connection with
the Project.
The Grantee
understands and agrees that any work
performed or
expenses
incurred
on the Project is undertaken at the sole
risk of the
Grantee.
Neither the Department nor
the State of
Florida
shall be
financially liable for any
expenses incurred
in connec-
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b the Grantee or its professional
tion with the Project Y
consultants, contractors, or agents.
c. The Grantee shall submit complete bid documents, including
plans and specifications, to the Department for review and
approval prior to the execution of any contract for construc-
tion work.
D. The Grantee shall submit any and all proposed contracts for
the procurement of goods and/or services relating to the
Project, and all proposed contract change orders or amendments
for review and approval by the Department prior to the final
execution of said contracts and contract change orders or
amendments; but said review and approval shall not be con-
strued as imposition upon or acceptance by the Department of
financial liability in connection with said contracts or
contract change orders.
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E. The Grantee shall coordinate consultation between its pro
fessional consultants and approp-
riate Department staff represent-
;
atives as necessary to assure mutual understanding of and
agreement on the objectives, requirements, and limitations of
the Project in relation to the State historic preservation
prog rams .
III. The Department agrees to reimburse the Grantee, contingent upon
availability of grant funds, and upon receipt and verification of
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the Grantee's request and documentation, for 50$ of the allowable
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project costs pursuant to and as defined in Attachment "A", of authorized
Section I above, up to a maximum reimbursement
project work as defined in
of Fifteen Thousand Dollars ($15,000.00) or the amount of actual cash
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expended by the Grantee for project work, whichever is least. The
Department further agrees to the following conditions:
A. The Department shall review and approve as to form and content
all proposed contracts of the Grantee for the procurement of
goods and/or services relating to the project work and all
proposed contract change orders or amendments prior to final
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execution of said contracts, change orders or amendments, but
said review and approval shall not be construed as acceptance
by or imposition upon the Department of any financial liability
in connection with said contracts.
B. The Department
shall
review and approve
detailed plans,
specifications,
and
other bid documents
for construction work
relating to the Project prior to the execution of any contract
for such work; review and comment on all preliminary reports
and recommendations; and confer with the Grantee and its
professional consultants as necessary throughout the course of
the Project, to assure compliance with the objectives, require-
ments and limitations of the state historic preservation programs.
IV. This instrument embodies the whole Agreement of the parties. There
are no provisions, terms, conditions, or obligations other than
those contained herein; and this Agreement shall supersede all
previous communications, representations or agreements, either
verbal or written, between the parties hereto. No change or
addition to this Agreement shall be effective unless in writing and
properly executed by the parties.
V. Any provision of this Agreement in violation of the laws of the
State of Florida shall be ineffective to the extent of such
violation, without invalidating the remaining provisions of this
Agreement.
IN WITNESS WHEREOF, the Department and the Grantee have read this
Agreement and the Attachments hereto and have affixed their signatures:
WITNESSES:
ATTEST:
14ATTY HIRAI, CITY CLERK
DEPARTMENT OF STATE
GEORGE W. PERCY, Chief
Bureau of Historic Preservation
Division of Archives, History
and Records Management
CESAR ODIO
City Manager
City of Miami
APPROVED FORM AND CORRECTNESS:
By:
LUCIA A. DOUGHERTY, City Attorne
t CITY OF MIAMI. FLORIDA 41
INTEROFFICE MEMORANDUM
4 TO Honorable Mayor and Members DATE:
JAN 16 1986 PILE:
ofilthe City Commission
sueJECT: HISTORIC PRESERVATION GRANT-IN-AID -
DOWNTOWN MASTER PLAN
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FRO REFERENCESCITY COMMISSION MEETING -
Cesar H. Odio JANUARY 23, 1986
City Manager ENCLOSURES:
It is requested that the City Commission adopt
the attached resolution accepting a $15,000
historic preservation grant-in-aid and
authorizing the City Manager to execute the
grant agreement.
The City of Miami has applied for and has been selected by the State of Florida to
receive a federal grant-in-aid for survey and planning related to historic
preservation. This grant is being made under the Certified Local Government
program, for which the City has applied. The project that has been funded
includes the preparation of nominations to the National Register of Historic
Places for fhistoric hehistoric dings and preservation istricts in element of thee downtown ar, Downtown Master Plan.
the
development
The identification of historic buildings and districts and the determination of
their eligibility for the National Register is required as part of the City's
application for a Development of Regional Impact. This grant will enable the
Planning Department to produce a definitive guide as to which downtown buildings
and districts are significant, and will include an evaluation by an independent
panel of experts to add credibility to the results. The grant will also enable us
to identify incentives and tools to encourage the preservation of these buildings
and will produce economic feasibility and facade studies on selected buildings.
The project requires a 50 percent local match, which will be supplied in the form
on in -kind services by existing Planning Department staff. The grant funds will
be used to supplement the existing Community Development funds allocated to the
Planning Department for historic preservation.
The contract must be signed by January 31, 1986, or the grant will not be awarded.
CHO/SR
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0 1A
HISTORIC PRESERVATION GRANT AWARD AGREEMENT
ATTACHMENT A
GENERAL AND SPECIAL CONDITIONS GOVERNING GRANTS
AND
ADMINISTRATIVE INSTRUCTIONS
FOR HISTORIC PRESERVATION PROJECT
ACCOUNTABILITY
State of Florida
Department of State
Division of Archives, History
and Records Management
January 1985
INTRODUCTION AND DEFINITIONS
In accordance with the provisions of Chapter 267, Florida Statutes, the
Division of Archives, History and Records Management is responsible for the
administration of a comprehensive program of historic preservation activities in
Florida, and is authorized to participate in and receive funding assistance from
the Federal historic preservation program administered by the National Park
Service, United States Department of the Interior as authorized by the National
Historic Preservation Act of 1966, as amended. Major funding for the overall
program is derived from State general revenue appropriation and from annual
apportionment of Federal funds to Florida through the Federal historic
preservation program.
The award and administration of grant-in-aid assistance for historic
preservation projects to be carried out by public agencies, preservation
organizations or individuals at the local level is one element of the State's
comprehensive historic preservation program. Grants are awarded from funds
available in the Historic Preservation Trust Fund established under authority of
Section 267.0617, Florida Statutes. These funds may include a part of the
Federal funds apportioned annually to the State, as well as funds appropriated
for this purpose by the State Legislature and funds contributed from other
sources. The cost of administering historic preservation project grants is
included in the overall costs of the comprehensive program, and is supported in
part by the annual apportionment of Federal funds.
Continued eligibility for Federal funding assistance requires that the
State's comprehensive historic preservation program be administered in
accordance with Federal laws, regulations, and conditions, as well as those of
the State of Florida. The General and Special Conditions Governing Grants and
the Administrative Instructions for Historic Preservation Project Accountability
contained herein are intended to inform grantees of and assure grantee
compliance with the Federal and State requirements applicable to historic
preservation project grants.
Definitions
"Allowable project costs" are the direct costs in cash expenditures and
value of in -kind donations that are necessary to the accomplishment of
authorized project work, incurred during the project period, and properly
documented in accordance with the Department's Administrative Instructions for
Historic Preservation Project Accountability.
"Authorized project work" means those activities described in Section I of
the grant award agreement or in a fully executed amendment thereto.
"Department" means the State of Florida, Department of State, Division of
Archives, History and Records Management.
"Grantee" means the agency, organization, or individual named in the Grant
Award Agreement.
"Project funds" refers to all amounts available for or expended in
connection with the authorized project work, whether derived from State or
Federal grant share or local matching share sources, public or private, and
whether provided in cash or in -kind.
"Project period" means the period of time beginning on the effective date
of the grant award agreement and ending on the project completion date specified
therein or in a fully executed amendment thereto.
PART 1
GENERAL AND SPECIAL CONDITIONS GOVERNING GRANTS
All expenditures in connection with projects approved for assistance under
the historic preservation grant program are subject to the provisions of Chapter
267, Florida Statutes; the National Historic Preservation Act of 1966, as
amended; other applicable State and Federal laws, rules and regulations; the
general conditions listed below; and special conditions affixed to project grant
awards.
Requirements of participation in the program may be waived only by a
written notification from the Department. Any such waiver must be explicit: no
waiver may be inferred from the fact that the grant award is responsive to a
grant application which may have contained material inconsistent with one or
more of these conditions.
Applicability
These conditions are applicable both to the grantee and to any consultants,
funds are
contractors or comply
witetheto which conditions of grantdassistance will•beFailure by consideredtto be
grantee to c p y
noncompliance (see paragraph 28 below).
A. General Conditions
1. Grantee Publicity Requirements. In order to insure a wide public
awareness of historic preservation in general and of local
preservation projects, the grantee shall meet the following
requirements regarding publicity of his/her project:
a. At the outset of the project, a news release identifying the
project's specifics including source(s) of grant funds, name of
the project, along with its nature and benefits to the community
shall be sent by the grantee to local print and electronic media.
b. Sometime during the course of the project, the grantee shall by
letter inform elected public officials, including state officers,
mayors, and city and county commissions of the nature and benefit
of the project.
C. Upon completion of the project, the grantee shall issue another
news release to local print and electronic media and a second
letter (as above) to public officials.
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d. There shall be an effort on the part of the grantee to encourage pub-
lication of one or more feature stories on the grantee's project by a
newspaper, magazine or television program of at least local circulatic
Satisfactory evidence regarding feature stories shall consist of a cod
of any newspaper or magazine articles; or letter(s) from grantees to
newspapers, magazines or television stations rewesting a feature stor
or a letter(s) from newspapers, magazines or television stations indi-
cating the grantee has requested such a feature story; or written
certification from the grantee to the Department that an effort was
made. In any case, if the effort was successful, the grantee shall
provide the Department with a copy of any such articles or a written
statement of when any television story was broadcast.
e. Finally, in the case of rehabilitation or restoration projects, the
grantee should also make an effort, where appropriate in the judgment
of the grantee, to publicize the project and the source of grant as-
sistance (at any stage of the project) to the community through a dedi
cation or other public ceremony of some nature.
f. All news releases and promotional materials relating to the project
shall contain acknowledgement of grant assistance, substantially as
follows: For Federal funds: "This project (or publication) has been
financed in part with historic preservation grant assistance provided
by the National Park Service, U.S. Department of the Interior, admin-
istered through the Bureau of Historic Preservation, Florida Departmen
of State, assisted by the Historic Preservation Advisory Council."
For State funds: "This project (or publication) has been financed in
part with historic preservation grant assistance provided by the Burea
of Historic Preservation, Florida Department of State, assisted by the
Historic Preservation Advisory Council."
g. All publications produced by the project shall contain acknowledgement
substantially as above with the following additional statement:
"However, the contents and opinions do not necessarily reflect
the views and opinions(of the Department of the Interior or) the
Florida Department of State, nor does the mention of trade names or
commercial products constitute endorsement or recommendation by (the
Department of the Interior or) the Florida Department of State:
2. Limitations on Grant Assistance. Grant funding is provided to assist grant(
in meeting the monetary obligations incurred in the accomplishment of autho-
rized project work. Grant assistance is authorized for a specific percentat
of total allowable project costs up to a specific dollar limit. however,
grant funds cannot in any case exceed the grantee's actual cash expenditure
for authorized project work. The grantee assumes fiscal responsibility,
without recourse to the Department, for all expenses incurred prior to the
effective date or subsequent to the completion date of the agreement, and
for expenses that do not carry out the approved purposes or activities of
the project. All expenses incurred for the project must be supported by
approved contracts, purchase orders, requisitions, bills, or other evidence
of liability consistent with the grantee's established
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purchasing procedures which are in sufficient detail to support a
proper audit review.
3. Amendments to the Grant Award Agreement. All amendments to the grant
award agreement for the project shall be in writing and fully executed
by both parties thereto. Amendments will be prepared by the
Department, either at its own initiative or upon approval of the
written request of the grantee.
4. Changes in Scope of Project Work. The grantee may not, without formal
amendment of the grant award agreement, make changes in the scope of
the project which would alter the allowable project work or services
as stipulated in the grant award agreement or make any changes which
might result in a deviation from the intent of the legislation which
authorized the award of the grant. In the event of uncertainty,
questions should be referred to the Department for final
determination.
5. Extension of Grant Period. No extension of the grant period in excess
of six
grant
(6) months or beyond the period of availability of appropriated
funds will be authorized.
6. Timeliness of Work. The grantee shall cause work on the project to be
commenced within a reasonable time not to exceed one hundred and
twenty (120) days after the effective date of the grant award
agreement. The grantee shall prosecute the authorized project work to
completion with reasonable diligence and within the project period.
7. Project Supervision. The grantee will assure that competent and
adequate professional supervision and inspection is provided and
ensure that the completed work conforms to the approved standards and
specifications.
8. Conflict of Interest. The grantee shall comply with the laws of the
State of Florida governing conflict of interest and standards of
ethical conduct, including Chapter 112, Part III, Florida Statutes.
In addition, no grantee official, employee, or consultant who is
authorized in his or her official capacity to negotiate, make, accept,
approve, or take part in decisions regarding a contract, subcontract,
or other agreement in connection with a grant assisted project shall
take part in any decision relating to such contract, subcontract or
other agreement in which he or she has any financial or other
interest, or in which his or her spouse, minor child, or partner, or
any organization in which he or she is serving as an officer,
director, trustee, partner, or employee or with which he or she
has or is negotiating any arrangement concerning employment has such
interest.
9. Dual Compensation. If a grantee staff member or consultant is
involved simultaneously in two or more projects supported by State or
Federal funds, and compensation on either project is based upon
percentage of time spent, he or she may not be compensated for more
than 100 percent of his/her time during any part of the period of dual
involvement.
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10. Contingent Fees. No p
erson, agency, or other organization may be
employed or retained to solicit or secure a ercentage,contract
brokerageonorn
agreement or understanding for commission, P rohibition► the
contingent fee. For breach or violation of this p
nnul the
grant liability
Department shall have the right t a the grantor otherwise recover
or, at its discretion, to ercentage, brokerage or
the full amount of such commission, P
or to seek such other remedies as may be legally
contingent fee,
available.
written
11. Use of Individual Consultants. No project funds shall be used for the
nts with
payment of fees to individual t. he procurement ofout eindividual
authorization of the Departmeustified and documented in accordance
consultant services must be j
with the Administrative instructions hefor reinlstinino case will Preservation Project
Accountability contained in lasalary be paid to employees of
consultant fees over and above regu
the grantee organization or of professional firms or organizations
whose services have been properly procured by the grantee for the
project. grantee will not use any project funds or funds fro
other sources to pay a consultant or other fee to, or travelexpenses
le
of, employees of the State or Federal) government
fories incconnection
attending program functions, or any
other with the project.
The grantee will assure that the project is
12. Civil Rights Compliance. Rights Act of 1964, as
administered in conformance with the Civil
amended, and Section 504 of the Rehabilitation
Act Ofl Act f1973, tates as no
amended. Title VI of the Civil Rig
person will, on the grounds of race, color, or national origin, be
or be
excluded from participation in, be denied the benefits �oor activity
otherwise subjected to discrimination under any
program
4 of the
receiving Federal financial assistance. Section
no qualified handicapped
Rehabilitation Act of 1973 requiresexcluded from
individual is solely, by reason of handicap,
participation in, denied the benefits of, or subjected to
ected Federal
discrimination under any program or activityc iv submit an
financial assistance. Every grantee is required rds may be made
Assurance of Compliance (Form DI-1350). No grant awa
without an Assurance of Compliance on file. If any real property or
structure thereon is provided or improved with the aid of Feral in
financial assistance, this assurance will obligate the grantee,
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 (see
paragraphs B.2 and 3 below)•
ng or employment
In all hiri
13. Discrimination in Mm to ent Prohibited•lo er (1) will not
in connection with the project, each e�licant y employee or rPP for employment because
discriminate against anin, and (2) will
of race, color, religion, sex, age, or national orig to ed, and
take affirmative action to ensure that applicants are emp Y
that employees are treated during employment, without regard to race,
color, religion, sex, age, or national origin. In addition, no
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qualified person shall, on the basis of handicap, be subject to
discrimination in employment in the grant assisted project. These
requirements apply to, but are not limited to, the following:
employment, promotion, demotion or transfer; rates of pay or other
forms of compensation; and selection for training, including
apprenticeship. The grantee and its consultants or contractors will
comply with all applicable statutes and Executive orders on equal
employment opportunity and grant awards will be governed by the
provisions of all such statutes and Executive orders, including
enforcement provisions.
14. Religious Institutions. If the project involves a church or church
related organization or property, the grantee will assure that neither
the execution of nor the public benefit resulting from the project
require involvement or participation in religious services or
activities. The use of grant assistance derived from Federal funding
sources for such projects is not allowable.
15. Political Activities. No expenditure of project funds may be made for
the use of equipment or premises for political purposes, sponsoring or
conducting candidate's meeting(s), engaging in voter registration
activity or voter transportation activity, or other partisan political
activities.
16. Hatch Act. No officer or employee of the State whose principal
employment is in connection with any activity which is financed in
whole or in part with grant assistance shall take part in any of the
political activity proscribed in the Hatch Political Activity Act, 5
uSC 1501 et. seq., as amended, with its stated exceptions.
17. Lobbying Activity. No part of the project funds shall be used, either
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 or the State Legislature, to favor or oppose, by
vote or otherwise, any legislation or appropriation by Congress or the
State Legislature, whether before or after the introduction of any
bill or resolution proposing such legislation or appropriation.
18. Safety Precautions and Liability. The Department assumes no
responsibility with respect to accidents, illnesses, or claims arising
out of any work performed under a grant supported project. The
grantee is expected to take necessary steps to insure or protect
itself and its personnel and to comply with the applicable local,
! State or Federal safety standards, including those issued pursuant to
the National Occupational Safety and Health Act of 1970 (see 20 CFR
1910). The grantee also agrees to indemnify and hold the State of s
Florida harmless from any and all claims or demands for any personal
injury or property damage resulting, occurring, or arising out of any
work performed under this agreement.
19. Auditable Records. The grantee shall maintain auditable financial
records adequate to account for all receipts and expenditures of
project funds, both cash and in -kind, and to document compliance with
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the Administrative Instructions for Historic Preservation Project
Accountability.
20. Reports, Records, and Inspections_. The grantee will submit financial,
program progress, evaluation, and other reports as required by the
Department and will maintain such property, personnel, financial, and
other records and accounts as are deemed necessary by the Department
to assure proper accounting for all program funds. The grantee, its
consultants and contractors will permit on -site inspections by
Department representatives and will effectively require employees to
furnish such information as, in the judgement of the Department
representatives, may be relevant to a question on compliance with
grant conditions and the effectiveness, legality, and achievements of
the program.
21. Examination of Records. The Secretary of State of the State of
Florida and the State Auditor General, or any of their duly authorized
representatives, shall have access for the purpose of financial or
programmatic audit and examination to any books, documents, papers,
and records of the grantee that are pertinent to the grant at all
reasonable times during a period of three years following completion
of the project, or until all claims or audit findings have been
resolved.
22. Disclosure of Information. The grant award agreement may be cancelled
by the Department without prior notice for refusal by the grantee to
allow public access to all documents, papers, letters or other
material relating to the project, in accordance with the provisions of
Chapter 119, Florida Statutes, and with the Freedom of Information
Act, 5 USC 552.
23. Rights to Data and Copyrights.
a. The term "subject data" used in this section includes writings,
technical reports, sound recordings, magnetic recordings,
computer programs, computerized data bases, pictorial
reproductions, plans, drawings, specifications, or other
graphical representations, and works of any similar nature
(whether or not copyrighted) which are (1) submitted with a
proposal or grant application; or (2) specified to be delivered
under a project grants or (3) developed or produced and paid for
in whole or in part by grant funds. The term does not include
financial reports, cost analysis, and other information
incidental to grant administration.
b. Except as may otherwise be provided in the grant agreement, when
publications, films, or similar materials are developed directly
or indirectly from a program, project, or activity supported by
grant funds, the author is free to arrange for copyright without
approval. However, such materials shall include acknowledgement
of grant assistance. As a condition of grant assistance, the
F grantee agrees to, and awards to the Government and to its
officers, agents, and employees acting within the scope of their
official duties, a royalty -free, nonexclusive and irrevocable
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license throughout the world for Government purposes, to publish,
translate, reproduce, and use all subject data or copyrightable
material based on such data covered by the copyright.
C. The grantee shall not include in the subject data any copyrighted
matter without the written approval of the copyright owner which
provides the Government with the written permission of the
copyright owner for the Government to use the material in the
manner provided in b. above.
d. Nothing contained in the foregoing shall imply a license to the
Government under any patent or be construed as affecting the
scope of any license or other rights otherwise granted to the
Government under any patent.
e. Unless otherwise limited below, the Government may, without
additional compensation to the grantee, duplicate, use, and
disclose all subject data in any manner and for all purposes
whatsoever, and allow others to do so.
f. Notwithstanding any provisions of any grant or specific —
limitations concerning inspection
nto d acceptance, the Government
shall have the right at any time
or ignore any marking not authorized by the terms of a grant on
any piece of subject data furnished under the grant.
24. Compliance with Environmental Protection Laws and Regulations. No
project funds shall be used for project work involving ground
disturbance, modification of land use patterns, new construction, or
other known or potential alteration of the natural environment that
does not conform to State and Federal laws and regulations relating to
protection of the natural environment, including but not limited to:
a. the National Environmental Policy Act of 1969, as amended, 42 USC
_ 4321 et. seq., establishing national policy goals and objectives
for protecting and enhancing the environment;
i b. the Coastal Barrier Resources Act prohibiting acquisition and
development activity on coastal barrier islands;
C. the Coastal Zone Management Act of 1972, as amended, 16 USC 1451
' and the State's Coastal Zone Management Plan;
d. Executive Order 11288 relating to the prevention, control and
abatement of water pollution;
i e. Executive Order 11988 relating to evaluation of flood hazards;
i
f. Executive Order 11990 relating to the protection of wetlands; and
g. the Lead -Based Paint Poisoning Protection Act, as amended, 48 USC
4801 et. seq., prohibiting the use of lead -based paints in
residential structures.
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25. Violating Facilities. The grantee will ensure that the facilities
under its ownership, lease, or supervision that will be utilized in
the accomplishment of any project contracts or subcontracts of
$100,000 or more are not listed in the Environmental Protection
Agency's list of Violating Facilities (see 40 CFR 15). Grantees must
promptly notify the Department of the receipt of any communication
from the EPA indicating that a facility to be utilized in any such
project is under consideration for listing by EPA.
26. Energy Conservation. The grantee shall promote energy conservation
and utilize to the maximum extent practicable the most energy
efficient equipment, materials, construction methods, and operating
procedures available in the accomplishment of project work.
27. Convict Labor. The grantee or its contractors may utilize the labor
of State prisoners in authorized work release, parole or probation
programs in the accomplishment of project work. In accordance with
Executive Order 11755, no person undergoing a sentence of imprisonment
at hard labor shall be employed on grant assisted project work.
28. Noncompliance. If through any cause the grantee shall fail to fulfill
in a timely manner the obligations under this agreement, including
Attachment "A" hereto, or if the grantee shall violate any of the
covenants, agreements, conditions, or stipulations of this agreement,
the department shall thereupon have the right to terminate this
agreement by giving written notice by registered mail to the grantee
of such termination and specifying the effective date thereof, at
least twenty (20) days before the effective date of such termination.
In the event that the department so terminates this agreement, the
department is not required to compensate the grantee for any services
or expenses incurred after receipt of the notification of termination.
29. Compliance with State Law. The grantee agrees that all acts to be
performed by it in connection with the grant shall be performed in
strict compliance with all applicable laws and regulations in the
State of Florida.
30. Indemnification and Liability. The grantee agrees to indemnify and
hold the department harmless from any and all claims or demands for
any personal injury or property damage resulting or occurring in
connection with any activities conducted under the grant and shall
investigate all claims of every nature at its expense. In addition,
the grantee agrees to be responsible for any injury or property damage
resulting from activities conducted under this grant. The department
shall not be deemed to assume any liability for threats, omissions or
negligence of the grantee, its agents, servants and employees; nor
shall the grantee exclude its own negligence to the department or any
third party.
B. Special Conditions Applicable to Acquisition and Development Projects. The
following special conditions apply to grant assisted projects involving the
acquisition, preservation, protection, restoration, rehabilitation,
stabilization, or construction of a site, building, structure, or object.
9
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i
1. Relocation Assistance. In projects utilizing grant funds derived from
Federal sources, the grantee will comply with the requirements of
Title II and Title III of the Uniform Relocation Assistance and Real
Property Acquisition Act of 1970, 42 USC 4601 et. seq., which provides
for fair and equitable treatment of persons displaced as a result of
the grant assisted project.
2. Maintenance and Public Benefit Covenants. The grantee shall ensure
the execution of an appropriate deed covenant or letter of agreement,
acceptable to the Department and legally enforceable by the State of
Florida, providing that the owner or owners, or their successors in
interest, if any, shall be responsible for the maintenance of and
public access to the assisted property for a period of years
commensurate with the amount of grant assistance, as follows:
ia. grant assistance up to $25,000 - 5 years;
b. grant assistance of $25,001 to $50,000 - 10 years;
i
C. grant assistance of $50,001 to $100,000 - 15 years;
d. grant assistance over $100,001 - 20 years.
Either a letter of agreement between the owner and the Department or a
deed covenant running with the land may be executed if the grant
assistance involved is $10,000 or less. If grant assistance exceeds
$10,000, a deed covenant is required. The appropriate document must
be executed and in force prior to the payment of any grant funds by
the Department to the grantee. The grantee shall confer with the
Department staff regarding the specific provisions of the document
prior to its final execution.
3. Public Access to Grant -Assisted Properties. For properties assisted
with grant funds, where interior public access provisions are
required, and which are not regularly open to the public on a
continuing basis, the property must be open to the public no less than
12 days a year on an equitably spaced basis and at other times by
appointment. The grantee will require the owner of the property to
publish notification giving dates and times when the property is open
to the public. This notice will be published in appropriate sections
of a general circulation newspaper covering the community or area in
which the property is located. Annual documentation of such notice
will be maintained by the State Historic Preservation officer during
the term of the covenant or preservation agreement. The grantee is
responsible for including this requirement in any covenant or
preservation agreement, and for keeping such documentation on file.
4. Accessibility for the Handicapped. The grantee shall ensure that the
grant assisted property meets the requirements of the Architectural
Barriers Act of 1968, 42 USC 4151 and Chapter 255.21, Florida Statutes
regarding accessibility for the handicapped. Specifications for
project work must conform with the "Specifications for Making
Buildings and Facilities Accessible to, and Usable by, the Physically
Handicapped" published by the American National Standards Institute to
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44 A
the maximum extent consistent with the Secretary of the interior's
Standards for Historic Preservation Projects.
5. Flood Insurance. If the project site is located in a designated flood
hazard area, the grantee shall ensure compliance with Section 102(a)
of the Flood Disaster Protection Act of 1973, 87 USC 975, requiring
the purchase of flood insurance for grant assisted properties. The
amount of insurance required is the total cost of the insurable
improvement (excluding uninsurable facilities, such as bridges, dams,
underground structures, and excluding the cost of the land), or the
maximum limit of coverage made available to the grantee under the
National Flood Insurance Act, whichever is less. The required
insurance premium during the grant period is an allowable project
cost. The term of the insurance coverage will be for the length of
the economic or useful life of the property as defined by the terms of
the maintenance and administration covenant requirements. Whenever
flood insurance is available to cover a facility during construction,
the participant will obtain coverage as soon as the facility becomes
insurable. Coverage is usually available as soon as construction
progresses beyond the excavation phase. Where a project includes an
insurable improvement only as a small and incidental portion of the
total project, flood insurance is not required if the value of the
insurable improvement is less than $10,000. An example would be a
combination project of which the total project cost of $100,000
includes only $5,000 for insurable improvements. Flood insurance is
not required on any State-owned property that is covered under the
State's policy of self-insurance.
6. Project Signs. When grant assistance is provided for acquisition or
development work, a project identification sign will be displayed in a
prominent location at the project site while project work is in
progress. The sign must meet specifications approved by the
Department, and identify the project and source of grant support.
Cost of preparation and erection of the project identification sign
are allowable project costs; routine maintenance costs of signs are
not allowable.
PART II
ADMINISTRATIVE INSTRUCTIONS FOR
HISTORIC PRESERVATION PROJECT ACCOUNTABILITY
These instructions are intended to assist historic preservation grant
recipients in meeting the accounting and public benefit requirements of the
historic preservation grants-in-aid programs administered by the Department.
They apply to all types of grant assisted projects, including survey and
inventory, planning, acquisition, development, and community education projects.
Grantee Administrative Records and Reports
Grantees are responsible for maintaining financial records and project
progress reports as outlined below. These records and reports shall be retained
for a period of three (3) years following completion of the project, or until
such time as any litigation, claims, or audit questions arising from examination
11
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or audit initiated prior to expiration of the three year period are finally
resolved.
All grantee project records and reports are subject to public disclosure
under the provisions of Chapter 119, Florida Statutes and the Freedom of
Information Act, 5 USC 552.
A. Financial Records. Financial records must be adequate to account for the
receipt and expenditure of all project funds, and to demonstrate compliance
with required procedures. Grantee financial records are subject to audit
by State auditors. inadequate, incomplete or incorrect project financial
records may result in ineligibility for grant assistance. Financial
records shall include, but are not limited to:
1. Documentation of Project Funds. Project funds include the total
amount of cash and in -kind values available to defray the direct costs
of the project. They consist of the grant assistance share provided
by the Department plus the local matching share provided by the
grantee.
a. Grant Assistance Share. Grant assistance is authorized to
reimburse a percentage of allowable project costs, within the
dollar limits of the grant, as specified in the grant award
agreement. Grantee financial records shall include complete
documentation pertaining to the application for grant assistance,
the award of the grant, the grant award agreement, and the
receipt and deposition of grant funds.
b. Local Matching Share. Local matching share may be provided in
the form of cash expenditures or the value of materials and
services donated in -kind for use in the direct accomplishment of
authorized project work. Matching share may be derived from any
other sources available to the grantee, with the exception that
funds from other Federal funding programs cannot be used to match
grant assistance funds derived from Federal Historic Preservation
Fund apportionments to the State of Florida. (This restriction
does not apply to Community Development Block Grants, Urban
Development Action Grants, or Revenue Sharing Funds).
(1) Grantee financial records shall clearly identify the source,
amount, and date of receipt of all cash funds and donated
in -kind values applied to the project. Receipts shall be
recorded as they occur.
(2) Donated services shall be valued at the Federal minimum wage
rate, unless the services donated are those normally
provided by the donor in his or her profession or trade, in
which case they may be valued at rates consistent with those
paid for similar work in the local labor market area.
(3) Donated materials shall be valued at the donors cost or the
fair market value at the time of donation, whichever is
least.
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or audit initiated prior to expiration of the three year period are finally
resolved.
All grantee project records and reports are subject to public disclosure
under the provisions of Chapter 119, Florida Statutes and the Freedom of
Information Act, 5 USC 552.
A. Financial Records. Financial records must be adequate to account for the
receipt and expenditure of all project funds, and to demonstrate compliance
with required procedures. Grantee financial records are subject to audit
by State auditors. Inadequate, incomplete or incorrect project financial
records may result in ineligibility for grant assistance. Financial
records shall include, but are not limited to:
1. Documentation of Project Funds. Project funds include the total
amount of cash and in -kind values available to defray the direct costs
of the project. They consist of the grant assistance share provided
by the Department plus the local matching share provided by the
grantee.
a. Grant Assistance Share. Grant assistance is authorized to
reimburse a percentage of allowable project costs, within the
dollar limits of the grant, as specified in the grant award
agreement. Grantee financial records shall include complete
documentation pertaining to the application for grant assistance,
the award of the grant, the grant award agreement, and the
receipt and deposition of grant funds.
b. Local Matching Share. Local matching share may be provided in
the form of cash expenditures or the value of materials and
services donated in -kind for use in the direct accomplishment of
authorized project work. Matching share may be derived from any
other sources available to the grantee, with the exception that
funds from other Federal funding programs cannot be used to match
grant assistance funds derived from Federal Historic Preservation
Fund apportionments to the State of Florida. (This restriction
does not apply to Community Development Block Grants, Urban
Development Action Grants, or Revenue Sharing Funds).
(1) Grantee financial records shall clearly identify the source,
amount, and date of receipt of all cash funds and donated
in -kind values applied to the project. Receipts shall be
recorded as they occur.
(2) Donated services shall be valued at the Federal minimum wage
rate, unless the services donated are those normally
provided by the donor in his or her profession or trade, in
which case they may be valued at rates consistent with those
paid for similar work in the local labor market area.
(3) Donated materials shall be valued at the donors cost or the
fair market value at the time of donation, whichever is
least.
12
2. Documentation of Procurement Procedures. All procurement of goods and
services in connection with grant assisted projects must be made in a
manner so as to provide maximum free competition. Positive efforts
must be made to utilize small business firms, minority owned firms,
and women's business enterprises, and to procure goods and services
from labor surplus areas.
a. Procurement Methods
(1) Small Purchase Procedures. Goods and services costing, in
aggregate, less than $2,500 may be procured by purchase
order, acceptance of vendor proposal, or other sound and
appropriate procurement document, provided that:
(a) cost quotations and proposals are received from three
or more vendors; and
(b) the goods or services involved are adequately described
and specified.
(2) Competitive Negotiation. Professional services costing less
than $2,500 may be procured by competitive negotiation
procedures whereby proposals are requested from three or
more competitors whose qualifications are evaluated and
ranked, and the most qualified competitor is selected,
subject to fair and reasonable competition, provided that:
i
(a) the request for proposals is publicized by notices in
newspapers or trade journals of local circulation, in
addition to individual solicitationst and
(b) the request for proposals identifies all significant
evaluation factors and their relative importance.
(3) Competitive Sealed Bids. Except as provided in subsection
(4) below, contracts for the procurement of goods and
services costing, in aggregate, $2,500 or more shall be let
on the basis of sealed bids solicited through formal
advertisement in newspapers of local or area circulation.
Advertisement for bids shall include:
(a) notice of the time and place of public bid opening;
(b) instructions for obtaining detailed bid documents or
procurement specifications; and
(c) a statement that public funds are involved.
(4) Exceptions. Commodities or services available only from a
single source may be excepted from the above bid
requirements, with prior written approval of the Department.
Furthermore, commodities and services may be procured by
Y competitive proposals when competitive sealed bidding is not
practical or is not advantageous to the State, but only with
prior written approval of the Department.
13
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b. Qualification of Contractors. It is essential that the project
be supervised and carried out by personnel possessing training
and experience appropriate to the nature of the project.
Grantees shall require, as a part of the bid or proposal package
submitted by prospective contractors, documentation of the
professional qualifications of the key personnel to be employed.
Such documentation shall include, but not be limited to:
(1) resumes of academic training and employment in the
applicable field;
(2) evidence of possession of required licenses and/or business
permits; and
(3) evidence of any previous experience in projects of a similar
nature.
C. Contract Provisions. In addition to provisions defining a sound
and complete procurement contract, any grantee shall ensure that
the following contract provisions or conditions are included in
all procurement contracts and subcontracts relating to the
project:
(1) Contracts other than small purchases shall contain
provisions or conditions which will allow for
administrative, contractual, or legal remedies in instances
where contractors violate or breach contract terms, and
provide for such sanctions and penalties as may be
appropriate.
(2) All contracts shall contain suitable provisions for
termination by the grantee, including the manner by which it
will be effected and the basis for settlement. In addition,
such contracts shall describe conditions under which the
contract may be terminated for default as well as conditions
where the contract may be terminated because of
circumstances beyond the control of the contractor.
(3) All contracts and subcontracts awarded by the grantee and
its primary contractors shall assure equal employment
opportunity.
(4) All contracts (except those awarded by small purchases
procedures) awarded by grantees shall include a provision to
the effect that the grantee, the Department, or any of their
duly authorized representatives shall have access to any
books, documents, papers, and records of the contractor
which are directly pertinent to that specific contract, for
the purpose of making audit, examination, excerpts, and
transcription. Grantees shall require contractors to
maintain all required records for three years after grantees
make final payments and all other pending matters are
closed.
14
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(5) All contracts involving construction work shall include
provision for compliance with the Copeland "Anti -Kickback"
Act 18 USC 874, as supplemented in Department of Labor
regulations, 29 CFR Part 3, prohibiting employers from
inducing any person employed to give up any part of the
compensation to which he or she is otherwise entitled.
(6) All contracts involving the research, preparation, and/or
publication of data shall include notice of the conditions
relating to copyrights contained in paragraph I.A.23 herein.
(7) All contracts in excess of $100,000 shall contain provisions
for compliance with the Clean Air Act, 42 USC 1857(h);
Section 508 of the Clean Water Act, 33 USC 1368; Executive
Order 11738; and Environmental Protection Agency
regulations, 40 CFR Part 15, prohibiting the use of
violating facilities.
d. Contract Pricing
(1) Procurement by small purchase procedures or competitive
negotiation methods may be priced on either a fixed -free or
cost -reimbursable basis.
(2) Procurement by the competitive sealed bid -method shall be
priced on a firm -fixed -free basis.
(3) Procurement based on cost -plus -percentage -of -cost or
percentage -of -construction -cost contracts shall not be
included in determining allowable project costs.
e. Documentation to be Submitted to the Department. The grantee
shall submit the following items to the Department as evidence of
compliance with procurement procedures prior to the execution of
any contract for project work:
(1) copies of the solicitation for proposal and/or invitation to
bid and all applicable bid documents, including construction
plans and specifications if required - to be submitted upon
distribution or publication;
(2) a summary of proposals or bids received and the basis for
contractor selection - to be submitted upon completion of
the selection process; and
(3) a copy of the final contract - to be submitted for review
and approval by the Department prior to final execution by
the grantee.
3. Documentation of Project Costs. The grantee shall submit
documentation of project costs, as outlined below, to the Department
in support of requests for payment of grant funds. Documentation of
all project costs chargeable to the project must be received by the
Department prior to the final payment of grant funds to the grantee.
15
86-'71
a. Determination of Allowable Project Costs. The total project cost
may include expenditures that are not allowable in determining
the costs eligible for percentage reimbursement in accordance
with the grant award agreement. The Department will review each
request for reimbursement and the supporting documentation, and
make its determination of the costs eligible for reimbursement on
the basis of the following criteria:
(1) Allowable project costs shall include:
(a) costs incurred by contract for procurement of goods
and/or services approved by the Department in
accordance with II.A.2.e abovei
(b) costs incurred by properly documented small purchase
procedures;
(c) costs incurred by the grantee for the following items
applied directly to authorized project work:
i. accounting: the cost of establishing,
maintaining, and auditing financial accounts;
ii. communications: specific charges for telephone,
telegraph, or other communications services;
iii. employee salaries and benefits;
iv. materials and supplies;
V. procurement services: the cost of advertising,
solicitation, processing, and administration of
procurement contracts;
vi. reproduction: the cost of limited reproduction of
reports, forms, and project documents;
vii. travel: the costs of travel, lodging and
subsistence at rates not exceeding commercial
coach fares or current mileage and per diem rates
allowed by the state.
(d) the properly documented value of in -kind donation of
services and/or materials.
(2) Costs not allowable shall include:
(a) project costs incurred outside the project period
(before the effective date of the grant award agreement
or after the project completion date specified
therein)l
16
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s
(b) costs of goods and/or services not procured in
accordance with required procurement procedures as
described in II.A.2 above;
(c) costs or value of in -kind donations not properly
documented as described below;
(d) costs incurred by the grantee other than those
specified in II.A.3.a(1)(c) above, or not directly
related to the project; and
(e) indirect costs incurred for common or joint activities
of the grantee.
b. Documentation of Contractual Costs. Documentation in support of
a request for reimbursement of costs incurred by contract shall
include:
(1) copies of the contractor's invoices, statements, or requests
for draw itemizing the materials delivered, services
rendered, work items completed, and/or reimbursable
expenses; and
(2) copies of cancelled checks issued by the grantee in payment
thereof. A statement signed by the contractor certifying
that payment in full has been received and specifying the
amount received and the billings satisfied may be accepted,
at the discretion of the Department, in lieu of copies of
cancelled checks.
C. Documentation of Grantee Direct Costs. Documentation in support
of a request for reimbursement of the costs of materials and/or
services provided by the grantee, including those procured by
small purchase procedures, shall include:
(1) copies of payroll registers or wage rate schedules
pertaining to grantee employee costs;
(2) copies of employee daily time sheets indicating hours
charged to the project and signed by both the employee and
his or her supervisor;
(3) copies of purchase orders, vendor's invoices, and cancelled
checks (or vendor's certification of payment) pertaining to
small purchase procurement of materials or services; and
(4) such other documentation as may be required to identify
allowable costs of communications, travel, or other grantee
expenses relating to the project.
d. Documentation of In -Kind Donated Values. The value of donated
materials and services is not reimbursable from grant funds, but
is allowable in determining the total of project costs eligible
for percentage reimbursement. Documentation of in -kind donations
shall include:
17
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f
(1) copies of time sheets indicating the date and hours of
volunteer services donated in the accomplishment of
authorized project work, signed by both the donor and the
supervisor; and/or
(2) a statement signed by the donor of the materials, use of
equipment, or services donated certifying that the donation
is intended solely for the purpose of accomplishment of
authorized project work, and including an itemization of the
materials or services donated and their value.
4. Transfer of Grant Funds. Grant funds shall be transferred to the
grantee only upon receipt by the Department of the grantee's written
request supported by documentation of project costs incurred
acceptable to the Department. Except as provided in b. below, all
transfers of grant funds shall be on a reimbursement basis.
a. Requests for Reimbursement. The grantee may request
reimbursement in one payment upon completion of all authorized
project work, or in incremental payments upon completion of
substantial components thereof. Requests for reimbursement may
be submitted in a standard format provided by the Department, but
shall in any event include:
(1) a statement of the total of accrued project expenditures
including value of donated materials or services utilized,
as of the date of the request;
(2) a statement of the expenditures previously reported; and
(3) a statement of the expenditures for which reimbursement is
being requested with documentation attached.
b. Transfer of Grant Funds in Advance of Grantee Expenditure. For
projects in which grant assistance in excess of fifty percent
(50%) of total project cost is authorized, the grantee may
request the transfer of grant funds to its account in advance of
the payment to its vendors and contractors. Such requests shall
be supported by:
(1) certification of the completion of the project work or
substantial portion thereof for which payment is duel and
(2) copies of vendor or contractor invoices or statements
itemizing the materials delivered or services performed, and
including documentation of reimbursable expenses, if
appropriate.
Advance transfer of grant funds shall be requested only in the
amounts required to meet existing obligations. Funds transferred
in response to such request shall be expended by the grantee
without delay, and only for the purposes for which they were
requested. The expenditure of such funds shall be reported to
the Department at the time that the expenditure is made, and
is
I
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8E-'71
- i
i
documented by the submission of copies of cancelled checks
immediately on availability.
C. Limitations on Transfer of Grant Funds
(1) incremental Reimbursements. The total of grant funds
transferred to the grantee in response to requests for
incremental reimbursement payments prior to final completion
of the project work shall not exceed eighty percent (80%) of
the amount reserved for the project as stated in the grant
award agreement.
(2) Final Reimbursement Payments. The total of grant funds
transferred to the grantee following final project
completion, including all funds previously transferred in
incremental payments, shall not exceed the amount of the
grantee's actual cash expenditures in payment of allowable
project costs.
(3) Payments in Advance of Grantee Expenditure. The total of
grant funds transferred in advance shall not exceed the
total of cash payments due for project work accomplished or
the amount reserved for the project as stated in the grant
award agreement, whichever is least.
H. Project Progress and Completion Reports. Grantees shall document the
initiation, progress and completion of project work by the timely
submission to the Department of required project reports as outlined below.
In addition, grantees shall submit such other reports as may be necessary
to support any requested changes in the scope of project work or to advise
the Department of unforeseen circumstances affecting the administration or
execution of the project.
1. Reports Required for All Projects. The following reports are required
for all grant assisted projects, regardless of the type of work
involved:
a. Report of Project Initiation - to be submitted as soon as the
actual date for the start of project work (as opposed to the
administrative starting date of the project period) has been
established. This report shall 1) include a schedule of the
anticipated completion of major project work elements and final
completion of the project; 2) identify the responsible
professional in-house staff, consultants, contractors, and/or
technical specialists involved in the project; 3) include copies
of signed contracts with consultants, contractors, and/or
technical specialists; and 4) include copies of initial news
releases and letters to public officials.
b. Monthly Project Progress Reports - to be submitted for each
calendar month starting with the first full month following
project initiation. These reports shall includes
(1) a brief description of work accomplished during the month]
19
86-71
I
(2) a description of any unusual problems or conditions
encountered and any unusual methods, materials, or
techniques employed;
(3) notation of any adjustments to the project work schedule as
appropriate; and
(4) such other comments as may be deemed appropriate.
C. Project completion Report - to be submitted within thirty (30)
days following final completion of project work. This report
shall include:
(1) a statement of the total cost of project work;
(2) a description of the work accomplished, noting any
differences from that originally planned;
(3) a description of and explanation of any significant
differences between the planned project budget and the
actual project costs;
(4) an evaluation of the overall results achieved; and
(5) copies of final news releases and letters to public
officials.
2. Reports Required for Survey Projects. In addition to the reports
described in B.1 above, the following reports are required for
projects involving historic sites surveys:
a. Preliminary Research Report - to be submitted in draft form for
review and comment by the Department staff upon completion of the
initial historical and archaeological research phase of the
project. It shall include:
(1) a description of the survey area or theme;
(2) a summary and chronology of the significant historical
events or developments related to the project area or theme;
(3) identification of individuals and organizations that played
significant parts in those events and/or developments;
(4) an analysis of the potential for locating surviving sites,
buildings, structures, or objects that reflect those events
and/or developments;
(5) recommendations for the design and conduct of field surveys
to locate and identify such resources; and
(6) copies of graphic materials, if necessary or desirable, for
a proper analysis of the report.
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i
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1
b. wort of Historic Resource Survey - to be submitted as the final
i product and to serve as a permanent record of the survey project.
It shall include:
(1) a Title page indicating the name of the project, the name of
the author and the date of the report;
(2) an acknowledgements page citing the sources of funding and
other significant assistance;
(3) an introduction describing the origin and objectives of the
project and the organization and methods employed;
(4) the final version of the Preliminary Research Report;
(5) a description of the field survey, including a summary of
the significant findings, in relation to the results of
background research;
(6) conclusions and recommendations as to the significance of
resources identified, priorities for nomination for listing
in the National Register of Historic Places, and future
survey and preservation action] and
(7) appropriate supplemental material such as maps, photographs,
copies of historic documents, and a list of bibliographic
sources.
1
3. Reports Required for Acquisition and Development Projects. In
addition to the reports described in H.1 above, the following reports
are required for projects involving the acquisition or development of
historic properties:
a. Architect's Inspection Reports - copies to be submitted
immediately upon inspection.
1
b. Construction Documents - when project work includes preparation
of construction documents, such documents must be submitted for
review by the department when 30% complete, 60• complete, and on
final completion.
f
4. Reports Required for Community Education Projects. Reports required
in addition to the reports described in H.1 above for community
education projects will depend on the nature and scope of the
individual project.
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166a.A. 19661
• O.S. 0E/1aT111`t OF 1ME 111111101 •
ASSURANCE OF. (DAMAMCE
1tltlE 11. Cllltl 11GMtf A0 OF 1914)
iiar.ia++ M. 1
(hereinafter called "Applicant -Recipient")
mare ur Appl+cant RrcipK*tl
HERESY AGREES THAT IT will comply with Title vl of the Civil Rights Act of 1964 (P.L 8S+�S2issued
all requirements imposed by or pursuant to the Department `of the Interior Regulation (43 CFR I )
pursuant to that title, to the end that, in accordance with Title V1 of that Act and the Regulation, noom cpet-
sun in the United States shall, no the ground of race. color. +tr national origin d excluded gram or activity
tion in, be denied the benefits of. or be otherwise subjected to discrimtnation'uno f any program
Interior and
for which the -Applicant. Recipient receives financial assistance frorrthe Dept
Sums• .•r ofhcr
t It will immediately take any measures to effectuate this agreement.
Hereby Gives Assurance Tha
If any real property or structure thereon is provided or improved with the ai the nteriora O Federalhis assurancefincol assistance
• extended to the Applicant. Recipient bythe Dept. off_
sure�tt nr OR+etr
Applicant. Recipient. 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 involving the provision of similar services or erne-
If any y personal property is so provided. this assurance obligates the Applieant•Recipient for the period
during which it retains ownership or possession of, the proper,. In all other cases. this ass
during
it by the Applicant. Recipient fur the period during which the Federal financial assistance is extended to the
Dept. of the Interior
ertear of Office
THIS ASSURANCE is given in cnnsideratiun of and for the purpose of obtaining any and all Federal grants.
loans. contracts, property discnunts•or other Federal financial assistance extended after the daft hereof to the
Applicant. Recipient by the bureau or office. including installment payments after such date l cent RRt^►c^�
arrangements for Federal financial issistance which were apwill be exteed ndedire inrelianceon the represent pions
recognizes and agrees that such Federal financial assistance
and agreements made in this assurance. and that the United States shall reserve the right to seek judicial
Applicant -Recipient. its successors. trans.
enforcement of this assurance. This assurance is binding on the
fcrees. and assignees, and the person or persons whose signature appear below are authorized to sign this
assurance tin behalf of the Applicant -Recipient •
AYPL1 NT.aECIPIENT
DATED
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(hn.Ae•N. Cl.a•rrnan et bnard M (,pw.'an611
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AIi"uU.+T•nEOPtLtiTS MA1LINCe ADDRESS
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FLORIDA DEPARTMENT OF STATE
George F restone
Secretary of State
DIVISION OF ARCHIVES,
HISTORY AND RECORDS MANAGEMENT
The Capitol, Tallahassee, Florida 32301.8020
(904) 488- l 480
January 6, 1986
Ms. Sarah Eaton
City of Miami
Post Office Box 330708
Miami, Florida 33731
Re: Downtown Miami Master Plan: Preservation Element
Dear Ms. Eaton:
The enclosed items relating to -the above referenced project are forwarded
for your unmediate action and future reference.
1. Grant Awa :E -Aging nt anti-Attac#uiients . iz_Please review
the basic -agreement and-iitachirnnts carefully to avoid any
misunderstanding of the limitations, conditions, and requirements of
the grant. Then:
a) have both copies signed by the person duly authorized to act fod
the grantee organizati,onf
b) have two witnesses sign both copies and
c) return both copies to me for final execution We will enter the
effective date upon final signature, and return one fully
executed copy to you for retention in your project files.
2. Civil Rights Assurance foam (2_cops -.Please sign and date
copies, and return one co to this office.
in ... proje=files -
3. Schedule of Reports and Documentation - This is a listing of the
items usually required to properly document the various types of
projects, in the general sequence in which they will normally be
&U:mitted to this office by the grantee. Please review the schedule
to identify the reports and documentation required for your project,
and retain it as a reminder of the submission requirements.
FLORIDA-State of the Arts
SC -71
A
January 6, 1986
A
F .wE l.re
n
FLORIDA DEPARTMENT OF STATE
George Firestone
Secretary of State
DIVISION OF ARCHIVES,
HISTORY AND RECORDS MANAGEMENT
The Capitol, Tallahassee, Florida 32301.8020
(904) 488.1480
Ms. Sarah Eaton
City of Miami
Post Office Box 330708
Miami, Florida 33731
Re: Downtown Miami Master Plan: Preservation Element
Dear Ms. Eaton:
The enclosed items relating to -the above referenced project are forwarded
for your immediate action and future reference.
1. Grant Awai'�-Agresnent ar�d JAttac3�iieiits._(z_c�op � - Please review
the basic agreettent and attachments carefully to avoid any
misunderstanding of the limitations, conditions, and requirements of
the grant. Then:
a) have both copies signed by the person duly authorized to act foaf
the grantee organization
b) have two witnesses sign both copies and
c) return both copies to me for final execution] We will enter the
effective date upon final signature, and return one fully
executed copy to you for retention in your project files.
2. Civil Rights Assurance form (2 copied - Please sign and date hoth
ieafes, onCO e. Ae coW
in
_ ... p . _ ..!ile-qJ -- -
3. Schedule of Reports and Documentation - This is a listing of the
items usually required to properly document the various types of
projects, in the general sequence in which they will normally be
submitted to this office by the grantee. Please review the schedule
to identify the reports and documentation required for your project,
and retain it as a reminder of the submission requirements.
FLORIDA-State of the Arts
86 -71
A
Ms. Sarah Eaton
January 6, 1986
Page Two
A
4. Reporting forms - The enclosed forms may be used to report project
initiation, progress, and completion; to request reimbursement; and
to document grantee mployment, volunteer services, and donated
materials values. When properly ccmpleted and with the appropriate
documentation attached, they will provide the information required by
the Department to document project progress and to process grant
payments. Additional copies may be reproduced locally or requested
from the Department. However, use of these forms is optional. The
required information may be submitted in letter form, or in any other
convenient format, provided that all required information is included
and all required doc=mtation attached. Please refer to Part II of
Attachment A to the Grant Award Agreement.
All correspondence and telephone contacts relating to the project should
be addressed to Larry S. Paarlberg, who will be directly responsible for the
administration of this grant. Please do not hesitate to write or call us at
(904) 487-2333 if you have any questions or if we can �' assistance.
Sincerely,
C.
George W. Percy
Chief, Bureau of
Historic Preservation
GAIP: lsp
Enclosures
SE-71
A
rZ
rlovember 8, 1985
Mr. George Percy
Bureau of Historic Preservation
Division of Archives, History
and Records Management
Department of State
Tallahassee, FL 32301
Dear Mr. Percy:
The City of Miami is pleased to submit an application for grant funds under
the Certified Local Government program. We believe our project is innovative
and comprehensive and will serve as a model for other Florida cities.
Sarah Eaton has been designated as project supervisor and will serve as the
City's representative in matters pertaining to eadminist ation kind service
of the
grant. The matching funds indicated in the application
have been committed from the City's General Fund and Community Development
Block Grant funds.
The City of Miami has indicated its intention of applying for certification
under Florida's Certified Local Governmas possible program. Our formal application
will be submitted to y assoon
If you have any questions, please do not hesitate to call Sarah Eaton at 305-
579-6086. We are looking forward to working with you on this project.
SP/SR
cerely,
Sergio Pereira
City Manager
OFFICE OF THE CIT'( V \NAC'R ,Iro ?an -\merir'an Drive/Miami. Florida 33133/13051 579-60.0
86-71
epArtment of State
A, History and Records
MENDMENT — T M:,tab,_-ment
Form AH5E002 8-84
Application for
Historic Preservation Grant -in -Aid
Submit to:
Bureau of Historic Preservation
Division of Archives, History
and Records Management
Department of State
Tallahassee, Florida 32301
PART I: APPLICATION SLI1II4ARY
1. Miami Master Plan: Preservation Element
Project Title'. Downtown
2. Location of project area:
Downtown Miami
(including the Brickell,
Omni b Overtown areas)
Dade County, FL
ATTACH MAP
4. Applicant name 6 address:
City of Miami
P. 0. Box 330708
Miami, FL 33133
3. Type of project:
X Survey and Registration
_ Acquisition and Development
X Preservation Planning
_ Preservation Education
Certified Local Government
5. Status of applicant:
X Governmental unit or agency
Non-profit organization
_ For profit organization
Private individual
6. Designated Project Supervisor name: Sarah Eaton
Daytime telephone no.: 305 9-6086
address: P. 0. Box 330708
Miami, FL 33133
Attach Copy of Letter of Designation.
gr
ant rant or X Federal grant
7. Application is for --
N*ote: For profit organizations and private individuals are
not eligible for State grant funds.
onfirm10. Grant funds
8. Total project cost 9. Cfunds: e$21.335ing requested: $20,000
estimate: $41 .335
9. In the space below, pr
ovide a brief (one paragraph) synopsis of the project.
This project will update and augment the Dade County survey of
downtown Miami and will identify those historic districts and
individual properties eligible for local designation or the
National Register. A Multiple Resource Nomination and/or
In
Determination of Eligibility request will be prepared.
adds rvati on h el emente ct will of the City include
Miami's Downtown Master Plan
_
86 —'71
n�.
P%R'T II SITE .V,,D TYPE INFOh_':1ITON
A. Survey Projects Only
1. Indicate type of survey planned Comprehensive
t
2. Define survey area: S.W. 15th Road on the
Roughly bBiscayne Ray on the east,
ounded by Biscay
south, I-95 on the west, I-395 and the F.E.C. right-of-way on the
northwest, and N.W. 20th Street on the north.
3. Indicate current land use:
Commercial - 70% Warehouse - 10%
Residential - 20%
4. is the area threatened? If so how? Yes. Intense development pressure
Is the threat
X imminent or potential?
5. Estimate the area to be surveyed 2 1/4 sq. mi.
6. Estimate the number of sites anticipated 100-200 updated FVSF Forms
7. Estimate the numer of potential National
Register nominations anticipated One Multiple Resource nomination and/or
ividu
Determination of Eligibility request: 3 Historic Districts, 15 Budildingsl
B. Development Projects Only
1. Type of structure or site
2. Present use:
3. Proposed use:
4. Present physical description
5. Indicate historic features to be preserved
7. Name and address
6. Status of plans b specs of architect
_ not yet initiated
in progress
schematic complete --
detailed complete
O. Planning and Education Projects On1Y
Downtown Master Plan - Preservation Element
1. Type of project activity:
re Tonal. X statewide impact.
2. Will the project have X_ local, __ g
3. What historic resources will this project help to preserve? Downtown Miami's
historic buildings and districts
4. Has any similar project been carried out? No _
If so, give title, date and funding source.
an`
86-'71
A A
ies of �..?urk
1. Cost F,stiTates�e Lsci., �}tedreost
�
i-,jvol.ved and of�eachajor
Salaries and Wa es
anning Department Staff (see matching funds)
$21,335
may O ami
Consultants
rc itectural Historian (Independent Evaluation of Survey
S
2,000
Results)
Historic Sites Specialist (Multiple. Resource Nomination)
S
S
4,500
4,500
Architect (Facade Studies)$
Economist (Financial Feasibility Studies)
4,500
Supplies and Materials
$
1,000
Photography
S
1,000
Supplies/Xeroxing
S
2,500
Printing
Total cost :5t.
$41 ,335
2. Matching Funds.
List
the sources and amounts of cunfirmed
matching funds.
Historic Preservation
Planner (CDBG Funds)
$15,315
$35,000 - 75%
Downtown Master
for 7
Plan
months
Coordinator (City of Miami General Fund)
$ 3,200
$55,000 - 10%
for 7
months
Planning Illustrator
(City of Miami General Fund)
$ 1,800
$31.000 - 10%
for 7
months
Secretary (City
of Miami
General Fund)
S 1,020
$25,000 - 7%
for 7
months
• Total confirmed match $21,335
Amount of grant funds re.;uested_ $ .
3. Tentative timetable. Indicate thesequence
of work
t.and the uniticpzted
time required to complete each sta a of the p j
Survey (FL Master Site File forms, research,
identification of historic districts and properties
eligible for NR)
Consultant Selection
Financial Feasibility Studies
Facade Studies
Independent Panel Evaluation and Rating of survey
results
Multiple Resource Nomination/Determination of
Eligibility
Final Report
86 -71
t'
PART Lv PROJECr %!.:.'ArIVE
1. What specific historic preservation need or purpose
will this project serve?
Dade County Historic Survey in 1g79,
Since the publication of the
at least 40 of the 523 sites surveyed i n downtown Miami have been
demolished. The City's Heritage Conservation, Ordinance has had
only limited effectiveness in preventing demolition. A
comprehensive plan must be developed to identify ways encouraging
the preservation of these buildings.
2. How will the project
e survey and eMultipler pu
A comprehensiveResource Nomination or
Determination of Eligibility request will provide a definitive
guide as to which buildings and districts are significant. ani n e en ent The
evaluation of these buildings and districts by P
expert, respected in his tield, will add credibility to the
results. Although the identification of historic sites is an
important planning tool, buildings will continue to be demolished
unless owners can be persuaded that preservation makes economic
sense. Therefore, this project proposes to complete economic
feasibility studies on the adaptive reuse of selected buildings
and facade studies on possible rehabilitation treatments.
Such
studies will serve as marketing tools to convince
owners to
Downtown Masten
rehabilitate their buildings. In addition, the
Plan will identify other preservation incentives and tools.
3. What specific public benefit justifies the expenditure
of public grant assistance funds for this project?
Downtown Miami contains some of the City's most important historic
resources. The preservation of these buildings would add to the
quality of life in the downtown area and the City as a whole. The
rehabilitation of these buildings would also contribute
tri The ut development of o the
economic revitalization of downtown Miami.
master plan should serve as tamodel for rehensivether planslorida cities that
will be developing_heir owncomp
Part V Attachments and Certification
1. The following supporting documents are attached:
X Copy of letter designating project supervisor
Map showing location and boundaries of project area
Photographs of existing conditions of project site
X Documentation of confirmed matching funds
Plans and specifications (development projects)
2. I certify that the information contained in this application
is true and correct to the best of my knowledge,and
hat I
am the duly authorized representative of the applicant.
Signature
Title City Manager
Date October3 1- 1985
8E-'71
All applicants for Historic Preservation funds are advised to provide
the following information:
1. State House District number and name of State Representative for the
project location.
104 - Barry Kuten
113 - Luis Morse
2. State Senate District number and nave of State Senator for the pro-
ject location.
35 - Jack Gordon
3. Congressional District number and name of U.S. Congressman for the
project location.
18 - Claude Pepper
4. Federal. Employment Identification number of applicant's organization.
59-600-03-75
5. For State agencies suppy F.D.A. code number or SAMAS number.
N/A
8(;- 71
.... ......
RM
I Wd"p I OR
AREAS WITHIN STUCfy
BOUNDARIES WHICH ARE
OUTSIDE DOWNTOWN
DEVELOPMENT
AUTHORITY BOUNDARIES
BOUNDARIES