HomeMy WebLinkAbout24496AGREEMENT INFORMATION
AGREEMENT NUMBER
24496
NAME/TYPE OF AGREEMENT
STATE OF FLORIDA DIVISION OF HISTORICAL RESOURCES
DESCRIPTION
GRANT AGREEMENT/OLYMPIA/GUSMAN THEATER
INTERIOR REPAIR. MARQUEE & SIGNAGE PROJECT/FILE ID:
13001/R-23-0007/MATTER I D : 23-1376
EFFECTIVE DATE
ATTESTED BY
TODD B. HANNON
ATTESTED DATE
6/12/2023
DATE RECEIVED FROM ISSUING
DEPT.
6/27/2023
NOTE
DOCUSIGN AGREEMENT BY EMAIL
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
CITY OF MIAMI
DOCUMENT ROUTING FORM
* INCAAPGAATED *
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ORIGINATING DEPARTMENT: Office of Capital Improvements
DEPT. CONTACT PERSON:
File No: OCI 23026
EXT:
Charles McKinnon/Hector Badia 12789/1236
NAME OF OTHER CONTRACTUAL PARTY/ENTITY: Florida Department of State Division of
Historical Resources
IS THIS AGREEMENT A RESULT OF A COMPETITIVE PROCUREMENT PROCESS? ❑ YES ® NO
TOTAL CONTRACT INVOLVED AMOUNT: $500,000 FUNDING INVOLVED $ ® YES ❑ NO
TYPE OF AGREEMENT:
❑ MANAGEMENT AGREEMENT
❑ PROFESSIONAL SERVICES AGREEMENT
® GRANT AGREEMENT
❑ EXPERT CONSULTANT AGREEMENT
❑ LICENSE AGREEMENT
OTHER: (PLEASE SPECIFY)
PURPOSE OF ITEM (BRIEF
SUMMARY)
❑ PUBLIC WORKS AGREEMENT
❑ MAINTENANCE AGREEMENT
❑ INTER -LOCAL AGREEMENT
❑ LEASE AGREEMENT
❑ PURCHASE OR SALE AGREEMENT
Grant Award 23.h.c.100.078 Agreement between Florida Department of State
Division of Historical Resources and the City of Miami for Olympia/Gusman
Theater Interior Repairs OCI Project Number 40-B70100
COMMISSION APPROVAL
DATE:
Jan 12, 2023 FIELD ID: 13001 ENACTMENT NO.: R-23-0007
IF THIS DOES NOT REQUIRE COMMISSION APPROVAL,
PLEASE EXPLAIN:
ROUTING INFORMATION
Date
PLEASE PRINT AND SIGN
APPROVAL BY DEPARTMENTAL DIRECTOR
June 6, 2023
PRINT: HECTOR BADIA
INTERIM DIRECTQI-Docusigned
1 09:53:24 EDT
SIGNATURE:
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SUBMITTED TO RISK MANAGEMENT
June 6, 2023
PRINT: ANN-MARIE SHARPE
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SUBMITTED TO CITY ATTORNEY
June 8, 2023 I
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E.iTne 10, 2023SIGtrt5:T1
PRINT: VICTORIA MENDEZ
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APPROVAL BY ASSISTANT CITY MANAGER
June 12, 2023
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RECEIVED BY CITY MANAGER
June 12, 2023
PRINT: ART NORIEGA
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June 12, 2023
PRINT: Hannon , Tod
SIGNATURE:
1 20:27:27 EDT
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1) ONE ORIGINAL TO CITY CLERK,
PRINT:
SIGNATURE:
PRINT:
SIGNATURE:
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2) ONE COPY TO CITY ATTORNEY'S OFFICE,
3) REMAINING ORIGINAL(S) TO ORIGINATING
DEPARTMENT
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DocuSign Envelope ID: 0A91B98F-1C6E-43D9-8A83-BOCEEOA77COC ORM TO ALL DOCUMENTS THAT REQUIRE
EXECUTION BY THE CITY MANAGER
AGREEMENT BETWEEN
THE STATE OF FLORIDA, DEPARTMENT OF STATE
AND
City of Miami
23.h.sc.100.078
This Agreement is by and between the State of Florida, Department of State, Division of Historical Resources
hereinafter referred to as the "Division," and the City of Miami hereinafter referred to as the "Grantee."
The Grantee has been awarded a Special Category Grant by the Division, grant number 23.h.sc.100.078 for the
Project "Olympia/Gusman Theater Interior Repair, Marquee and Signage Project ," in the amount of $500,000
("Grant Award Amount"). The Division enters into this Agreement pursuant to Line Item 3165A, contained in the
2023 General Appropriations Act, HB5001, Laws of Florida. The Division has the authority to administer this grant in
accordance with Section 267.0617, Florida Statutes.
In consideration of the mutual covenants and promises contained herein, the parties agree as follows:
1. Grant Purpose. This grant shall be used exclusively for the "Olympia/Gusman Theater Interior Repair,
Marquee and Signage Project ," the public purpose for which these funds were appropriated.
a) The Grantee shall perform the following Scope of Work:
Grant funds will be used to facilitate restorations to the historic Olympia/Gusman Theater in Miami,
Florida. Work items will include restoration of a minimum of twenty-five (25) windows; restore interior
wall finishes; restore interior suspended ceiling fmishes; restore interior floor and base fmishes; prepare
surfaces and repaint interior common areas; refinish and repaint wood doors and frames; restore two (2)
theater marquees, including electrical/lighting upgrades; repair/replace interior room directional signage;
and replacement of Carrera marble in box office.
Architectural/Engineering services will be funded independently outside of grant funding.
All window and/or door replacements shall be submitted to the Bureau of Historic Preservation for
review and approval before any window and/or door replacement work commences.
All tasks associated with the Project shall meet the requirements set forth in this agreement.
b) The Grantee agrees to provide the following Deliverables and Performance Measures related to the
Scope of Work for payments to be awarded.
Payment
Type
Deliverable Description
Gant Award A'ecnxnt (Fonn GAA00 1 ), Effective 06.'2022
Rule 1..1-39.001. Florida.. 1drrrirris1ralirc Coda
Documentation
Payment
Amount
Page: 1
1 Fixed
Price
2 Fixed
Price
3 Fixed
Price
4 Fixed
Price
Provide a copy of the professional
architecturaiengincering consultant' s
credentials and a project timeline to the
Division for review and approval.
Complete and submit a completed
Application and Certificate for
Payment (AIA Document G702) and
Schedule of Contract Values (AIA
Document G703), or their equivalents,
showing at least thirty percent (30%)
of the project completed to the
Division for review and approval.
Complete and submit a completed
Application and Certificate for
Payment (AIA Document G702) and
Schedule of Contract Values (AIA
Document G703), or their equivalents,
showing at least sixty percent (60%)
of the project completed to the
Division for review and approval.
Complete and submit an Application
and Certificate for Payment (AIA
Document G702) and Schedule of
Contract Values (AIA Document
G703), or their equivalents, showing at
least one hundred percent (100%) of
the project completed, including all
retainage amounts paid, to the Division
for review and approval. In addition, a
new/updated FMSF form for the
property and executed Restrictive
Covenants filed with the County Clerk
shall be submitted prior to fmal
payment.
One (1) digital copy of
professional
architectural/engineering
consultant credentials; One (1)
project timeline.
$125,000
Complete and submit a completed $125,000
Application and Certificate for
Payment (AIA Document G702)
and Schedule of Contract Values
(AIA Document G703), or their
equivalents, showing at least thirty
percent (30%) of the project
completed to the Division for
review and approvaL
A completed Application and
Certificate for Payment (AIA
Document G702) and Schedule of
Contract Values (AIA Document
G703), or their equivalents,
showing at least sixty percent
(60%) of the project completed.
$125,000
One (1) copy of the completed $125,000
Application and Certificate for
Payment (AIA Document G702)
and Schedule of Contract Values
(AIA Document G703), or their
equivalents, showing at least one
hundred percent (100%) of the
project completed, including all
retainage amounts paid; One (1)
copy of the new/updated FMSF
form; One (1) copy of the
executed Restrictive Covenants
filed with the County Clerk.
Totals $500,000
c) The Grantee has provided an Estimated Project Budget based upon reasonable expenditures projected to
accomplish the Grantee's Scope of Work and Deliverables outlined in the Agreement. The Budget
provides details of how grant and match funds will be spent. All expenditures shall be in accordance with
this budget (which is incorporated as part of this Agreement and entitled Attachment A) and must be
Page: 2
Grant Award Aarcenx:nt (Folly) GAA001), Effective 06/2022
Rule IA-39.001. Fluriclu:9dministrutire Code
incurred during the term of this Agreement, as stated in Section 2 of this Agreement.
2. Length of Agreement. This Agreement shall begin on 07/01/22 and shall end 06/30/24, unless terminated in
accordance with the provisions of Section 33 of this Agreement. Contract extensions will not be granted unless
Grantee is able to provide substantial written justification and the Division approves such extension. The
Grantee' s written request for such extension must be submitted to the Division no later than thirty (30) days
prior to the termination date of this Agreement and no amendment will be valid until a written amendment is
signed by both parties as required in Section 7 and Section 15 of this Agreement.
3. Contract Administration. The parties are legally bound by the requirements of this Agreement. Each party's
contract manager, named below, will be responsible for monitoring its performance under this Agreement, and
will be the official contact for each party. Any notice(s) or other communications in regard to this agreement
shall be directed to or delivered to the other party's contract manager by utilizing the information below. Any
change in the contact information below shall be submitted in writing to the contract manager within 10 days of
the change.
For the Division of Historical Resources:
Nicole Hu
Florida Department of State
R.A. Gray Building
500 South Bronough Street
Tallahassee, FL 32399
Phone: 850.245.6355
Email: Nicole.Hu@dos.myflorida.com
For the Grantee:
Contact: Lillian Blondet
Address: 444 S.W. 2nd Avenue 5th Floor Miami Florida 33130-1910
Phone: 305.416.1536
Email:Iblondet@iniamigov.com
4. Grant Payments. All grant payments are requested online via www.dosgrants.com by submitting a payment
request with documentation that the deliverable has been completed. The total grant award shall not exceed the
Grant Award Amount, which shall be paid by the Division in consideration for the Grantee's minimum
performance as set forth by the terms and conditions of this Agreement. Grant payment requests are not
considered complete for purposes of payment until review of the deliverables for compliance with the terms
and conditions of this Agreement by the appropriate Division staff is complete and approval of the deliverable
given. The grant payment schedule is outlined below:
a) All payments will be made in the amounts identified with the Deliverables in Section 1 of this agreement
b) All payments will be made in accordance with the completion of those Deliverables.
5. Electronic Payments. The Grantee can choose to use electronic funds transfer (EFT) to receive grant
payments. All grantees wishing to receive their award through electronic funds transfer must submit a Direct
Deposit Authorization form to the Florida Department of Financial Services. If EFT has already been set up for
Page: 3
Gant Award Ats cent' nt (Form GAA001). Etlective 06/2022
Rale 1:1-39.001, Florida :lcLninislrative Coils
the organization, the Grantee does not need to submit another authorization form unless the organization has
changed bank accounts. The authorization form is accessible at
httpi/www.myfloridacfo.com/Division/AA/Forms/DFS-A1-26E.p4 where information pertaining to payment
status is also available.
6. Florida Substitute Form W-9. A completed Substitute Form W-9 is required from any entity that receives a
payment from the State of Florida that may be subject to 1099 reporting. The Department of Financial Services
(DFS) must have the correct Taxpayer Identification Number (TIN) and other related information in order to
report accurate tax information to the Internal Revenue Service (IRS). To register or access a Florida Substitute
Form W-9 visit nttpsi/flvendor.myfloridacfo.co< . A copy of the Grantee's Florida Substitute Form W-9
must be submitted to the Division, as required, in advance of or with the executed Agreement.
7. Amendment to Agreement. Either party may request modification of the provisions of this Agreement by
contacting the Division to request an Amendment to the Contract. Changes which are agreed upon shall be
valid only when in writing, signed by each of the parties, and attached to the original of this
Agreement. If changes are implemented without the Division's written approval, the organization is subject to
noncompliance, and the grant award is subject to reduction, partial, or complete refund to the State of Florida
and termination of this agreement.
8. Financial Consequences. The Department shall apply the following financial consequences for failure to
perform the minimum level of services required by this Agreement in accordance with Sections 215.971 and
287.058, Florida Statutes.
a) Any advanced funds will be returned to the State of Florida if unexpended within the first 3 months of
disbursement.
b) Payments will be withheld for failure to complete services as identified in the Scope of Work and
Deliverables, provide documentation that the deliverable has been completed, or demonstrate the
appropriate use of state funds.
c) If the grantee has spent less than the Grant Award Amount in state funds to complete the Scope of
Work, the final payment will be reduced by an amount equal to the difference between spent state dollars
and the Grant Award Amount.
d) The Division may reduce individual payments by 10% if the completed Deliverable does not meet the
Secretary of the Interior's Standards and Guidelines or other industry standards applicable to the
project.
The Division shall reduce total grant funding for the Project in direct proportion to match contributions not met
by the end of the grant period. This reduction shall be calculated by dividing the actual match amount by the
required match amount indicated in the Agreement and multiplying the product by the Grant Award Amount
indicated in the Agreement. Pursuant to Section 17, Grantee shall refund to the Division any excess funds paid
out prior to a reduction of total grant funding.
9. Additional Special Conditions.
Page: 4
Grant Award A rccnx:nt (Form GAA001). Effective 06/2022
Ruh, 1.1-39.00/, Fk,riduAdininistruth•c Cod'
Development Projects
1. Counterparts/ Electronic Signatures. This document may be executed in any number of counterparts, each
of which so executed shall be deemed to be an original, and such counterparts shall together constitute
but one and the same contract/agreement. The parties shall be entitled to sign and transmit an electronic
signature of this contract/agreement (whether by facsimile, PDF, or other email transmission), which
signature shall be binding on the party whose name is contained therein. Any party providing an electronic
signature agrees to promptly execute and deliver to the other parties an original signed contract/agreement
upon request.
2. All project work must be in compliance with the Secretary of the Interior's Standards and Guidelines
available online at www.nps.gov/tps/standards.htr
3. The Grantee shall provide photographic documentation of the restoration activity. Guidelines regarding
the photographic documentation are available online at
4. The Grantee and the Property Owner(s), if not the same, shall execute and file Restrictive Covenants with
the Clerk of the Circuit Court in the county where the property is located, prior to final release of grant
funds and close-out of the project. This Restrictive Covenants form is available on the Division's website
http ://www. d o s . myflo rid a. c o m/his to ric al/grant s / s p ec ial-c ateg o ry-grant s /.
5. Architectural Services
1. All projects shall require contracting for architectural/engineering services.
2. The Grantee may request a waiver of this requirement from the Division if they believe that the
architectural/engineering services are not needed for the Project. The Division shall make a
recommendation to the Grantee after review of the proposed work.
6. Architectural Documents and Construction Contracts The Grantee shall submit the architectural services
contract to the Department for review and approval prior to fmal execution. In addition, pursuant to
Section 267.031(5)(i), Florida Statutes, the Grantee shall submit architectural planning documents to the
Department for review and approval at the following stages of development:
1. Upon completion of schematic design;
2. Upon completion of design development and outline specifications; and
3. Upon completion of 100% construction documents and project manual, prior to execution of
the construction contract.
7. For the construction phase of the Project, in addition to the review submissions indicated above, a copy
of the construction contract must be submitted to the Department for review and approval prior to fmal
execution. Department review and approval of said contracts shall not be construed as acceptance by or
imposition upon the Department of any financial liability in connection with said contracts.
8. Copyright and Royalties: When publications, brochures, films, or similar materials are developed, directly
or indirectly, from a program, project or activity supported by grant funds, any copyright resulting
therefrom shall be held by the Florida Department of State, Division of Historical Resources. The author
may arrange for copyright of such materials only after approval from the Department. Any copyright
arranged for by the author shall include acknowledgment of grant assistance. As a condition of grant
assistance, the grantee agrees to, and awards to the Department and, if applicable, to the Federal
Government, and to its officers, agents, and employees acting within their official duties, a royalty -free,
nonexclusive, and irrevocable license throughout the world for official purposes, to publish, translate,
reproduce, and use all subject data or copyrightable material based on such data covered by the
copyright.
9. For projects involving ground disturbance (examples include: historic building or structure relocation,
Page:5
Grant Award Au'ccnx nt (Form GAA001), Effective 06.'2022
Rule 1.,1-39.001, Florida Administrative Cade
grading and site work, installation of sewer and water lines, subgrade foundation repairs or damp
proofing, construction of new foundations and installation of landscape materials), the Grantee shall
ensure that the following requirements are included in all contracts for architectural and engineering
services:
1. Ground disturbance around historic buildings or elsewhere on the site shall be minimized, thus
reducing the possibility of damage to or destruction of significant archaeological resources.
2. If an archaeological investigation of the Project site has not been completed, the architect or engineer
shall contact the Department for assistance in determining the actions necessary to evaluate the
potential for adverse effects of the ground disturbing activities on significant archaeological
resources.
3. Significant archaeological resources shall be protected and preserved in place whenever possible.
Heavy machinery shall not be allowed in areas where significant archaeological resources may be
disturbed or damaged.
4. When preservation of significant archaeological resources in place is not feasible, a mitigation plan
shall be developed in consultation with and approved by the Department's Compliance Review
Section (contact information available online at www.flheritage.com ). The mitigation plan shall be
implemented under the direction of an archaeologist meeting the Secretary of the Interiors'
Professional Qualification Standards for Archaeology.
5. Documentation of archaeological investigation and required mitigation actions shall be submitted to
the Compliance Review Section for review and approval. This documentation shall conform to the
Secretary of the Interior's Standards for Archaeological Documentation, and the reporting
standards of the Compliance Review Section set forth in Chapter 1A-46, Florida Administrative
Code.
10. Credit Line(s) to Acknowledge Grant Funding. Pursuant to Section 286.25, Florida Statutes, in
publicizing, advertising, or describing the sponsorship of the program the Grantee shall include the following
statement:
a) "This project is sponsored in part by the Department of State, Division of Historical Resources and the
State of Florida." Any variation in this language must receive prior approval in writing by the Division.
b) All site -specific projects must include a Project identification sign, with the aforementioned language, that
must be placed on site. The cost of preparation and erection of the Project identification sign are
allowable project costs. Routine maintenance costs of Project signs are not allowable project costs. A
photograph of the aforementioned sign must be submitted to the Division as soon as it is erected.
11. Encumbrance of Funds. The Grantee shall execute a binding contract for at least a part of the Scope of
Work by September 30, except as allowed below.
a) Extension of Encumbrance Deadline: The encumbrance deadline indicated above may be extended by
written approval of the Division. To be eligible for this extension, the Grantee must demonstrate to the
Division that encumbrance of grant funding and the required match by binding contract(s) is achievable
by the end of the requested extended encumbrance period. The Grantee's written request for extension
of the encumbrance deadline must be submitted to the Department no later than fifteen (15) days prior to
the encumbrance deadline indicated above.
b) Encumbrance Deadline Exception: For projects not involving contract services the Grantee and the
Page:6
Grant Award ALgeernent (Fonn(iAA001), Effective 06-2022
Rule 1.1-39.001. Florida. ldmi,licrrurn c Cock
Department shall consult on a case -by -case basis to develop an acceptable encumbrance schedule.
12. Grant Reporting Requirements. The Grantee must submit the following reports to the Division. All reports
shall document the completion of any deliverables/tasks, expenses and activities that occurred during that
reporting period. All reports on grant progress will be submitted online via
a) First Project Progress Report is due by October 31, for the period ending September 30 (first year of
the Grant Period).
b) Second Project Progress Report is due by January 31, for the period ending December 31 (first year
of the Grant Period).
c) Third Project Progress Report is due by April 30, for the period ending March 31 (first year of the
Grant Period).
d) Fourth Project Progress Report is due by July 31, for the period ending June 30 (first year of the
Grant Period).
e) Fifth Project Progress Report is due by October 31, for the period ending September 30 (second
year of the Grant Period).
f) Sixth Project Progress Report is due by January 31, for the period ending December 31 (second year
of the Grant Period).
g) Seventh Project Progress Report is due by April 30, for the period ending March 31 (second year of
the Grant Period).
h) Final Report. The Grantee must submit a Final Report to the Division within one month of the Grant
Period End Date set forth in Section 2 above.
13. Matching Funds. The Grantee is required to provide a 100% match of the Grant Award Amount. Of the
required match, a minimum of 25% must be cash on hand. The remaining match may include in -kind services,
volunteer labor, donated materials, and additional cash. For projects located in Rural Economic Development
Initiative (REDI) counties or communities that have been designated in accordance with Sections 288.0656 and
288.06561, Florida Statutes, Grantees may request a reduction of the match amount. The Grantee must submit
documentation that the minimum match requirements have been met and provide to the Division documentation
evidencing expenses incurred to comply with this requirement.
14. Grant Completion Deadline. The grant completion deadline is the end date of this Agreement set forth in
Section 2 above. The Grant Completion Deadline is the date when all grant and matching funds have been paid
out or incurred in accordance with the work described in the Scope of Work, detailed in the Estimated Project
Budget. If the Grantee finds it necessary to request an extension of the Grant Completion Deadline, an
Amendment to the Agreement must be executed as per Section 7, and the stipulations in Section 15 must be
met.
15. Extension of the Grant Completion Deadline. An extension of the completion date must be requested at
Page: 7
Grant Award Azrenr.nt (Form GAA001), Etkctivc 0612022
R,,1 1.1-39.001, Florida ,ldminiShciiiVe CD(lc
least thirty (30) days prior to the end of the Grant Period and may not exceed 180 days, unless the Grantee can
clearly demonstrate extenuating circumstances. An extenuating circumstance is one that is beyond the control
of the Grantee, and one that prevents timely completion of the Project such as a natural disaster, death or
serious illness of the individual responsible for the completion of the Project, litigation related to the Project, or
failure of the contractor or architect to provide the services for which they were contracted to provide. An
extenuating circumstance does not include failure to read or understand the administrative requirements of a
grant or failure to raise sufficient matching funds. Changes to the original completion deadline shall be valid
only when requested in writing, approved by the Division, and an Amendment to the Agreement has been
executed by both parties and attached to the original of this Agreement. The Grantee must provide
documentation that a portion of the grant funds and match contributions are encumbered and demonstrate to
the satisfaction of the Division that project work is progressing at a rate such that completion is achievable
within the extended Grant Period.
16. Non -allowable Grant Expenditures. The Grantee agrees to expend all grant funds received under this
agreement solely for the purposes for which they were authorized and appropriated. Expenditures shall be in
compliance with the state guidelines for allowable Project costs as outlined in the Department of Financial
Services' Reference Guide for State Expenditures (revised 11/1/2019), which are incorporated by reference and
are available online at
httpsJ/www.myfloridacfo.corn/Division/AA/Manuals/dncu ent/ReferenceGuideforStateExpenditures,pdf.
The following categories of expenditures are non -allowable for expenditure of grant funds and as contributions
to required match:
a) Expenditures for work not included in the Scope of Work of the executed Grant Award Agreement;
b) Costs of goods and services not procured in accordance with procurement procedures set forth in the
Grant Award Agreement and Chapter 287 of the Florida Statutes;
c) Expenses incurred or obligated prior to or after the Grant Period, as indicated in the Grant Award
Agreement;
d) Expenses associated with lobbying or attempting to influence Federal, State, or local legislation, the
judicial branch, or any state agency;
e) Expenditures for work not consistent with the applicable historic preservation standards as outlined in
the Secretary of the Interior's Guidelines available at www.nps.gov/tps/standards/treatment-guidelines-
2017.pdf, standards available at httpi/www.nps.gov/tps/standards.htm and nps.gov/history/local-
law/arch_stnds_0.htm or applicable industry standards;
f) Costs for projects having as their primary purpose the fulfillment of Federal or State historic preservation
regulatory requirements, specifically, costs of consultation and mitigation measures required under
Section 106 of the National Historic Preservation Act of 1966, as amended, or under Section 267.031,
F.S.;
g)
Projects directed at activities or Historic Properties that are restricted to private or exclusive participation
or access, which shall include restricting access on the basis of sex, race, color, religion, national origin,
disability, age, pregnancy, handicap, or marital status;
h) Entertainment, food, beverages, plaques, awards, or gifts;
Page: 8
Grant Award A eenxnt (Fonn GAA00l ), Effective 06 2022
Rule 1:1-39.001, Florida Administrative Code
J)
i) Costs or value of donations or In -kind Contributions not documented in accordance with the provisions
of the Grant Award Agreement;
Indirect costs including Grantee overhead, management expenses, general operating costs and other
costs that are not readily identifiable as expenditures for the materials and services required to complete
the work identified in the Scope of Work in the Grant Award Agreement. Examples of indirect costs
include: rent/mortgage, utilities, janitorial services, insurance, accounting, intemet service, monthly
expenses associated to security systems, non -grant related administrative and clerical staffmg, marketing,
and fundraising activities;
k) Administrative and project management expenditures such as expenditures that are directly attributable to
management of the grant -assisted Project and meeting the reporting and associated requirements of the
Grant Award Agreement, whether grant expenditures or match contributions, which in aggregate exceed
5% of the grant award amount;
1) Grantee operational support (i.e., organization salaries not directly related to grant activities; travel
expenditures; per diem; or supplies);
m) Insurance costs (Exception: costs for builder's risk, workers' compensation and contractor's liability
insurance);
n) Capital improvements to non -historic properties or non -historic additions to a Historic Property
(Exception: pre -approved items of work for Museum Exhibit projects);
o) Capital improvements to the interior of Religious Properties (Exception: repairs to elements of the
structural system. Examples include: foundation repairs, repairs to columns, load bearing wall framing,
roof framing, masonry repairs, window and exterior door repairs and restoration practices associated
with the building envelope);
p) Accessibility improvements for Religious Properties;
q) Vehicular circulation (drives/driveways) within the property or from the property to surrounding streets
and parking (Exception: provision of code -required handicapped parking pad(s));
r) Sidewalks, paths, walkways, landscape features and accessories, planting, irrigation systems and site
lighting (Exceptions: historic walkways; sidewalk required to link the code -required handicapped parking
pad(s) to the accessible entry; historic retaining walls/planting/sodding required to halt documented
erosion; pruning, removal or relocation of trees posing an immediate threat to the historic or
archaeological resource; and limited site lighting required for security, all if approved by the Division);
s) Fences and gates (Exception: restoration or in -kind replacement of damaged or missing historic fences,
gates or sections of these);
t) Furniture, including but not limited to: desks, tables, seating, rugs and mats, artwork and decorations,
window treatments, case goods (including cabinets, countertops, or bookshelves) with no historic
precedent, systems' furniture, movable partitions and acoustical treatments and components, unless
specific prior approval has been granted by the Division (Exception: museum display units necessary for
approved Museum Exhibit projects)
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Grant Award A cement (Form GAA001), Effective 06;2022
Ride 1.1-39.001, Hulick, Administrative Code
u) Equipment (a) including but not limited to portable sound systems, specialty fixtures and equipment,
visual display units, appliances, computers, cameras, printers, scanners, projection systems, portable
light fixtures, and total stations unless specific prior approval has been granted by the Division (b) If
special equipment is required for completion of the Project, it shall be rented for the grant term unless it
can be shown that acquiring the equipment is cheaper than renting the equipment and approval has been
provided by the Division as part of the documentation presented at the time of application. If the value of
special equipment is to be used as a match contribution, the value of the match contribution shall be
limited to the cost of rental for the Grant Period at the market rate for such rental in the region;
v) Supplies that will not be consumed in use during the duration of this project;
w) Costs associated with attending or hosting conferences, summits, workshops or presentations
(Exception: municipal or county required public meetings necessary for completion of the grant -assisted
project);
x) Travel expenditures, including those of personnel responsible for items of work approved by the
Division, administrative personnel, contracted or subcontracted employees, either for purposes of work
on -site or research off -site; and
y)
Tuition waivers, fees, and other non -grant related costs associated with employing students for grant
projects.
17. Unobligated and Unearned Funds and Allowable Costs. In accordance with Section 215.971, Florida
Statutes, the Grantee shall refund to the State of Florida any balance of unobligated funds which has been
advanced or paid to the Grantee. In addition, funds paid in excess of the amount to which the recipient is
entitled under the terms and conditions of the agreement must be refunded to the state agency. Further, the
recipient may expend funds only for allowable costs resulting from obligations incurred during the specified
agreement period. Expenditures of state financial assistance must be in compliance with the laws, rules, and
regulations applicable to expenditures of State funds, including, but not limited to, the Reference Guide for
State Expenditures.
18. Repayment. All refunds or repayments to be made to the Department under this Agreement are to be made
payable to the order of the "Department of State" and mailed directly to the following address: Florida
Department of State, Attention: Grants Program Supervisor, Division of Historical Resources, 500 South
Bronough Street Tallahassee, FL 32399. In accordance with Section 215.34(2), Florida Statutes, if a check or
other draft is returned to the Department for collection, Grantee shall pay to the Department a service fee of
$15.00 or five percent (5%) of the face amount of the returned check or draft, whichever is greater.
19. Single Audit Act. Each Grantee, other than a Grantee that is a State agency, shall submit to an audit pursuant
to Section 215.97, Florida Statutes. See Attachment B for additional information regarding this requirement.
20. Retention of Accounting Records. Financial records, supporting documents, statistical records, and all other
records including electronic storage media pertinent to the Project shall be retained for a period of five (5) years
after the close out of the grant. If any litigation or audit is initiated, or claim made, before the expiration of the
five-year period, the records shall be retained until the litigation, audit, or claim has been resolved.
Page: 10
Grant Award Agreement (Form GAA001). Effective 0612022
Rule' 1;1-39.001, Florida :klnrinistmtiv' COJ
21. Obligation to Provide State Access to Grant Records. The Grantee must make all grant records of
expenditures, copies of reports, books, and related documentation available to the Division or a duly authorized
representative of the State of Florida for inspection at reasonable times for the purpose of making audits,
examinations, excerpts, and transcripts.
22. Obligation to Provide Public Access to Grant Records. The Division reserves the right to unilaterally
cancel this Agreement in the event that the Grantee refuses public access to all documents or other materials
made or received by the Grantee that are subject to the provisions of Chapter 119, Florida Statutes, known as
the Florida Public Records Act. The Grantee must immediately contact the Division's Contract Manager for
assistance if it receives a public records request related to this Agreement.
23. Investment of Funds Received But Not Paid Out. The Grantee may temporarily invest any or all grant
funds received but not expended, in an interest bearing account pursuant to Section 216.181(16)(b), Florida
Statutes. Interest earned on such investments should be returned to the Division quarterly, except that interest
accrued less than $100 within any quarter may be held until the next quarter when the accrued interest totals
more than $100. All interest accrued and not paid to the Division, regardless of amount, must be submitted with
the Grantee's fmal Progress Report at the end of the Grant Period.
24. Noncompliance with Grant Requirements. Any Grantee that has not submitted required reports or satisfied
other administrative requirements for this grant or other Division of Historical Resources grants or grants from
any other Florida Department of State (DOS) Division will be in noncompliance status and subject to the DOS
Grants Compliance Procedure. Grant compliance issues must be resolved before a grant award agreement may
be executed, and before grant payments for any DOS grant may be released.
25. Accounting Requirements. The Grantee must maintain an accounting system that provides a complete
record of the use of all grant funds as follows:
a) The accounting system must be able to specifically identify and provide audit trails that trace the receipt,
maintenance, and expenditure of state funds;
b) Accounting records must adequately identify the sources and application of funds for all grant activities
and must classify and identify grant funds by using the same budget categories that were approved in the
grant application. If Grantee's accounting system accumulates data in a different format than the one in
the grant application, subsidiary records must document and reconcile the amounts shown in the
Grantee's accounting records to those amounts reported to the Division.
c) An interest -bearing checking account or accounts in a state or federally chartered institution may be used
for revenues and expenses described in the Scope of Work and detailed in the Estimated Project
Budget.
d) The name of the account(s) must include the grant award number;
e) The Grantee's accounting records must have effective control over and accountability for all funds,
property, and other assets; and
f) Accounting records must be supported by source documentation and be in sufficient detail to allow for a
Page: 11
Grant Award At' -cement (Foll]1 GAM)1), Eii ct vc 062022
Rude 1:1-$9.001, Fkricla.1dmini.,7rati%•e CO(4
proper pre -audit and post -audit (such as invoices, bills, and canceled checks).
26. Availability of State Funds. The State of Florida's performance and obligation to pay under this Agreement
are contingent upon an annual appropriation by the Florida Legislature, or the United States Congress in the
case of a federally funded grant. In the event that the state or federal funds upon which this Agreement is
dependent are withdrawn, this Agreement will be automatically terminated and the Division shall have no further
liability to the Grantee, beyond those amounts already released prior to the termination date. Such termination
will not affect the responsibility of the Grantee under this Agreement as to those funds previously distrbuted.
In the event of a state revenue shortfall, the total grant may be reduced accordingly.
27. Independent Contractor Status of Grantee. The Grantee, if not a state agency, agrees that its officers,
agents and employees, in performance of this Agreement, shall act in the capacity of independent contractors
and not as officers, agents, or employees of the state. The Grantee is not entitled to accrue any benefits of
state employment, including retirement benefits and any other rights or privileges connected with employment
by the State of Florida.
28. Grantee's Subcontractors. The Grantee shall be responsible for all work performed and all expenses
incurred in connection with this Agreement. The Grantee may subcontract, as necessary, to perform the
services and to provide commodities required by this Agreement. The Division shall not be liable to any
subcontractor(s) for any expenses or liabilities incurred under the Grantee' s subcontract(s), and the Grantee
shall be solely liable to its subcontractor(s) for all expenses and liabilities incurred under its subcontract(s). The
Grantee must take the necessary steps to ensure that each of its subcontractors will be deemed to be
"independent contractors" and will not be considered or permitted to be agents, servants, joint ventures, or
partners of the Division.
29. Liability. The Division will not assume any liability for the acts, omissions to act, or negligence of, the
Grantee, its agents, servants, or employees; nor may the Grantee exclude liability for its own acts, omissions to
act, or negligence, to the Division.
a) The Grantee shall be responsible for claims of any nature, including but not limited to injury, death, and
property damage arising out of activities related to this Agreement by the Grantee, its agents, servants,
employees, and subcontractors. The Grantee, other than a Grantee which is the State or the State's
agencies or subdivisions, as defined in Section 768.28, Florida Statutes, shall indemnify and hold the
Division harmless from any and all claims of any nature and shall investigate all such claims at its own
expense. If the Grantee is governed by Section 768.28, Florida Statutes, it shall only be obligated in
accordance with that Section.
b) Neither the state nor any agency or subdivision of the state waives any defense of sovereign immunity, or
increases the limits of its liability, by entering into this Agreement.
c) The Division shall not be liable for attorney fees, interest, late charges or service fees, or cost of
collection related to this Agreement.
d) The Grantee shall be responsible for all work performed and all expenses incurred in connection with the
Project. The Grantee may subcontract as necessary to perform the services set forth in this Agreement,
including entering into subcontracts with vendors for services and commodities; and provided that it is
Page: 12
(rant Award A eeni nt (Form GAA001 ), Effective (1612022
Ride 1.1-39.00/, Florida. 1dniinisfratii•e Code
understood by the Grantee that the Division shall not be liable to the subcontractor for any expenses or
liabilities incurred under the subcontract and that the Grantee shall be solely liable to the subcontractor
for all expenses and liabilities incurred under the subcontract.
30. Strict Compliance with Laws. The Grantee shall perform all acts required by this Agreement in strict
conformity with all applicable laws and regulations of the local, state and federal law.
31. No Discrimination. The Grantee may not discriminate against any employee employed under this Agreement,
or against any applicant for employment because of race, color, religion, gender, national origin, age,
pregnancy, handicap or marital status. The Grantee shall insert a similar provision in all of its subcontracts for
services under this Agreement.
32. Breach of Agreement. The Division will demand the return of grant funds already received, will withhold
subsequent payments, and/or will terminate this agreement if the Grantee improperly expends and manages
grant funds, fails to prepare, preserve or surrender records required by this Agreement, or otherwise violates
this Agreement.
33. Termination of Agreement.
a) Termination by the Division. The Division will terminate or end this Agreement if the Grantee fails to
fulfill its obligations herein. In such event, the Division will provide the Grantee a notice of its violation
by letter, and shall give the Grantee fifteen (15) calendar days from the date of receipt to cure its
violation. If the violation is not cured within the stated period, the Division will terminate this
Agreement. The notice of violation letter shall be delivered to the Grantee's Contract Manager,
personally, or mailed to his/her specified address by a method that provides proof of receipt. In the
event that the Division terminates this Agreement, the Grantee will be compensated for any work
completed in accordance with this Agreement, prior to the notification of termination, if the Division
deems this reasonable under the circumstances. Grant funds previously advanced and not expended on
work completed in accordance with this Agreement shall be returned to the Division, with interest, within
thirty (30) days after termination of this Agreement. The Division does not waive any of its rights to
additional damages, if grant funds are returned under this Section.
b) Termination for convenience. The Division or the Grantee may terminate the grant in whole or in part
when both parties agree that the continuation of the Project would not produce beneficial results
commensurate with the further expenditure of funds. The two parties will agree upon the termination
conditions, including the effective date, and in the case of partial terminations, the portion to be
terminated.
c) Termination by Grantee. The Grantee may unilaterally cancel the grant at any time prior to the first
payment on the grant although the Department must be notified in writing prior to cancellation. After the
initial payment, the Project may be terminated, modified, or amended by the Grantee only by mutual
agreement of the Grantee and the Division. Request for termination prior to completion must fully detail
the reasons for the action and the proposed disposition of the uncompleted work.
34. Preservation of Remedies. No delay or omission to exercise any right, power, or remedy accruing to either
party upon breach or violation by either party under this Agreement, shall impair any such right, power or
Page: 13
Grant Award Ar•ccnrnt (Fonn GAA001), Effective 06'2022
Rule 1.1-39.001. Florida..lcninivladive Code
remedy of either party; nor shall such delay or omission be construed as a waiver of any such breach or
default, or any similar breach or default.
35. Non -Assignment of Agreement. The Grantee may not assign, sublicense nor otherwise transfer its rights,
duties or obligations under this Agreement without the prior written consent of the Division, which consent shall
not unreasonably be withheld. The agreement transferee must demonstrate compliance with the requirements of
the Project. If the Division approves a transfer of the Grantee's obligations, the Grantee shall remain liable for
all work performed and all expenses incurred in connection with this Agreement. In the event the Legislature
transfers the rights, duties, and obligations of the Division to another governmental entity pursuant to Section
20.06, Florida Statutes, or otherwise, the rights, duties, and obligations under this Agreement shall be
transferred to the successor governmental agency as if it was the original party to this Agreement.
36. Required Procurement Procedures for Obtaining Goods and Services. The Grantee shall provide
maximum open competition when procuring goods and services related to the grant -assisted project.
Procurement documentation supporting maximum open competition must be submitted to the Division for
review and approval prior to execution of project contracts.
a) Procurement of Goods and Services Not Exceeding $35,000. The Grantee must use the applicable
procurement method described below:
1. Purchases Up to $2,500: Procurement of goods and services where individual purchases do not
exceed $2,500 may be conducted at the Grantee's discretion using good purchasing practices in
accordance with Rule 60A-1.002, Florida Administrative Code.
2. Purchases or Contract Amounts Between $2,500 and $35,000: Goods and services costing
between $2,500 and $35,000 require informal competition such as written quotations and informal
bids and may be procured by purchase order, acceptance of vendor proposals or other appropriate
procurement document in accordance with Rule 60A-1.002, Florida Administrative Code.
b) Procurement of Goods and Services Exceeding $35,000. Goods and services costing over $35,000
may be procured by either Formal Invitation to Bid, Request for Proposals or Invitation to Negotiate and may
be procured by purchase order, acceptance of vendor proposals or other appropriate procurement document
in accordance with Chapter 287, Florida Statutes.
37. Conflicts of Interest. The Grantee hereby certifies that it is cognizant of the prohibition of conflicts of interest
described in Sections 112.311 through 112.326, Florida Statutes, and affirms that it will not enter into or
maintain a business or other relationship with any employee of the Department of State that would violate those
provisions. The Grantee further agrees to seek authorization from the General Counsel for the Department of
State prior to entering into any business or other relationship with a Department of State Employee to avoid a
potential violation of those statutes.
38. Binding of Successors. This Agreement shall bind the successors, assigns and legal representatives of the
Grantee and of any legal entity that succeeds to the obligations of the Division of Historical Resources.
39. No Employment of Unauthorized Aliens. The employment of unauthorized aliens by the Grantee is
considered a violation of Section 274A (a) of the Immigration and Nationality Act. If the Grantee knowingly
employs unauthorized aliens, such violation shall be cause for unilateral cancellation of this Agreement.
Page: 14
Grant Award At reenxnt (Foam GAA001 ), Effective 0612022
Ride 1:1-39.001, Florida .1dminivirutn't' Code
40. Severability. If any term or provision of the Agreement is found to be illegal and unenforceable, the remainder
will remain in full force and effect, and such term or provision shall be deemed stricken.
41. Americans with Disabilities Act. All programs and facilities related to this Agreement must meet the
standards of Sections 553.501-553.513, Florida Statutes, and the Americans with Disabilities Act of 1990 as
amended (42 U.S.C. 12101, et seq.), which is incorporated herein by reference.
42. Governing Law. This Agreement shall be construed, performed, and enforced in all respects in accordance
with the laws and rules of Florida. Venue or location for any legal action arising under this Agreement will be in
Leon County, Florida.
43. Restrictive Covenants. For Acquisition and Development projects directed at Real Property, if funded, the
Grantee (and the Property Owner, if not the Grantee) must file a Restrictive Covenant on the property with the
Clerk of Court for ten (10) years for Development and twenty (20) for Acquisition prior to final release of grant
funds and close-out of the project.
4. Entire Agreement. The entire Agreement of the parties consists of the following documents:
a) This Agreement
b) Estimated Project Budget (Attachment A)
c) Single Audit Act Requirements and Exhibit I (Attachment B)
Counterparts/ Electronic Signitures. This document may be executed in any number of counterparts, each
of which so executed shall be deemed to be an original, and such counterparts shall together constitute but one
and the same contract/agreement. The parties shall be entitled to sign and transmit an electronic signature of this
contract/agreement (whether by facsimile, PDF, or other email transmission), which signature shall be binding
on the party whose name is contained therein. Any party providing an electronic signature agrees to promptly
execute and deliver to the other parties an original signed contract/agreement upon request.
Page: 15
Grant Award Ain -eel -rent (Form GAA001), Effective 06'2022
Ride 1.1-39.001, Florida .lrhnini trntive C'rttic'
DocuSign Envelope ID: 0A91B98F-1C6E-43D9-8A83-BOCEEOA77COC
In acknowledgment of this grant, provided from funds appropriated in the 2023 General Appropriation Act, I hereby certify that I
have read this entire Agreement, and will comply with all of its requirements.
Department of State:
I1
By:
Alissa 'yntane, Division Director
Date
40/.240/,g3
Grante
By:
DocuSigned by:
Art Naiev,
Authorizing Official for the Grantee
Art Noriega City Manager
Typed name and title
June 12, 2023 1 11:36:00 EDT
Date
Grant Award Ageenx:nt (Form GAA001), Effective O62022
Rule IA-39.001, FloriduAdministrativc' Code
Page: 16
Description
ATTACHMENT A
Estimated Project Budget
Grant Funds Cash Match In Kind Match
Repair and restoration of existing wood windows
Restore interior wall finishes
Repaint interior common areas
Refinish and repaint wood doors and frames
Restore two (2) theater marquees, including
electrical/lighting upgrades
Repair/replace interior room directional signage
Replace Carrera marble in box office
$385,388 $0
$38,204 $88,298
$38,204 $88,298
$38,204 $88,299
$0 $195,978
$0 $6,127
$0 $33,000
Totals
Grant Award A!recnxnt (Form GAA001). Effective 06/2022
Role 1.l-39.001, Floridr1;ldnlinisowtit•e Code
$500,000 $500,000 $0
Page: 17
ATTACHMENT B
FLORIDA SINGLE AUDIT ACT REQUIREMENTS
AUDIT REQUIREMENTS
The administration of resources awarded by the Department of State to the Grantee may be subject to audits and/or
monitoring by the Department of State as described in this Addendum to the Grant Award Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 200, Subpart F - Audit Requirements, and
section 215.97, Florida Statutes (F.S.), as revised (see AUDITS below), monitoring procedures may include, but not
be limited to, on -site visits by Department of State staff, limited scope audits as defined by 2 CFR §200.425, or other
procedures. By entering into this agreement, the recipient agrees to comply and cooperate with any monitoring
procedures or processes deemed appropriate by the Department of State. In the event the Department of State
determines that a limited scope audit of the recipient is appropriate, the recipient agrees to comply with any additional
instructions provided by Department of State staff to the recipient regarding such audit. The recipient further agrees to
comply and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Chief
Financial Officer (CFO) or Auditor General.
AUDITS
Part I: Federally Funded
This part is applicable if the recipient is a state or local government or a nonprofit organization as defined in 2 CFR
§200.90, §200.64, and §200.70.
1. A recipient that expends $750,000 or more in federal awards in its fiscal year must have a single or program -
specific audit conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements.
EXHIBIT 1 to this agreement lists the federal resources awarded through the Department of State by this
agreement. In determining the federal awards expended in its fiscal year, the recipient shall consider all sources
of federal awards, including federal resources received from the Department of State. The determination of
amounts of federal awards expended should be in accordance with the guidelines established in 2 CFR
§§200.502-503. An audit of the recipient conducted by the Auditor General in accordance with the provisions of
2 CFR §200.514 will meet the requirements of this Part.
2. For the audit requirements addressed in Part I, paragraph 1, the recipient shall fulfill the requirements relative to
auditee responsibilities as provided in 2 CFR §§200.508-512.
3. A recipient that expends less than $750,000 in federal awards in its fiscal year is not required to have an audit
conducted in accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements. If the recipient
expends less than $750,000 in federal awards in its fiscal year and elects to have an audit conducted in
accordance with the provisions of 2 CFR 200, Subpart F - Audit Requirements, the cost of the audit must be
paid from non-federal resources (i.e., the cost of such an audit must be paid from recipient resources obtained
Page: 18
Grant Award A •ccnrnt (Form GAA00I ). Effective 06/2022
Rule 1.9-39.001, Florida Administrative Coda
from other than federal entities).
The Internet web addresses listed below will assist recipients in locating documents referenced in the text of this
agreement and the interpretation of compliance issues.
U.S. Government Printing Office www.ecfr.gov
Part II: State Funded
This part is applicable if the recipient is a nonstate entity as defined by section 215.97(2), F.S.
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess of
$750,000 in any fiscal year of such recipient (for fiscal years ending June 30, 2017, and thereafter), the recipient
must have a state single or project -specific audit for such fiscal year in accordance with section 215.97, F.S.;
Rule Chapter 69I-5, F.A.C., State Financial Assistance; and Chapters 10.550 (local governmental entities) and
10.650 (nonprofit and for -profit organizations), Rules of the Auditor General. EXHIBIT 1 to this agreement lists
the state financial assistance awarded through the Department of State by this agreement. In determining the state
financial assistance expended in its fiscal year, the recipient shall consider all sources of state financial
assistance, including state fmancial assistance received from the Department of State, other state agencies, and
other nonstate entities. State financial assistance does not include federal direct or pass -through awards and
resources received by a nonstate entity for federal program matching requirements.
2. For the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure that the audit complies
with the requirements of section 215.97(8), F.S. This includes submission of a financial reporting package as
defined by section 215.97(2), F.S., and Chapters 10.550 (local governmental entities) and 10.650 (nonprofit and
for -profit organizations), Rules of the Auditor General.
3. If the recipient expends less than $750,000 in state financial assistance in its fiscal year (for fiscal years ending
June 30, 2017, and thereafter), an audit conducted in accordance with the provisions of section 215.97, F.S., is
not required. If the recipient expends less than $750,000 in state financial assistance in its fiscal and elects to
have an audit conducted in accordance with the provisions of section 215.97, F.S., the cost of the audit must be
paid from the nonstate entity's resources (i.e., the cost of such an audit must be paid from the recipient's
resources obtained from other than state entities).
The Internet web addresses listed below will assist recipients in locating documents referenced in the text of this
agreement and the interpretation of compliance issues.
State of Florida Department Financial Services (Chief Financial Officer)
http://www.myflori.dacfo.com/
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
http://www.leg.statell.us/
Part III: Report Submission
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 200, Subpart F - Audit
Requirements, and required by Part I of this agreement shall be submitted, when required by 2 CFR §200.512,
by or on behalf of the recipient directly to each of the following:
Page: 19
Grant Award Arccnxnt (Fonn GAA00l ), Effective 06 2022
Rule LI-39.()()1, Florida :ldininist/znii ' Code
A. The Department of State through the https://dosgrants.com/ grants management system.
B. The Federal Audit Clearinghouse (FAC) as provided in 2 CFR §200.36 and §200.512.
2. Copies of financial reporting packages required by Part 11 of this agreement shall be submitted by or on behalf of the recipient directly to
each of the following
A The Department of State through the https://dosgrants.com/ grants management system.
B. The Auditor General's Office at the following address:
Auditor General
Local Government Audits/342
Claude Pepper Building, Room 401
111 West Madison Street
Tallahassee, Florida 32399-1450
The Auditor General's website (httpsi/flauditor.gov/) provides instructions for filing an electronic copy of a
financial reporting package.
3. Recipients, when submitting financial reporting packages to the Department of State for audits done in
accordance with 2 CFR 200, Subpart F - Audit Requirements, or Chapters 10.550 (local governmental entities)
and 10.650 (nonprofit and for -profit organizations), Rules of the Auditor General, should indicate the date that the
reporting package was delivered to the recipient in correspondence accompanying the reporting package.
4. Recipients, when submitting financial reporting packages to the Department of State for audits done in accordance with 2 CFR
200, Subpart F - Audit Requirements, or Chapters 10.550 (local goverrunental entities) and 10.650 (nonprofit and for -profit
organizations), Rules of the Auditor General, should indicate the date that the reporting package was delivered to the recipient in
correspondence acconpanying the reporting package.
Part IV: Record Retention
The recipient shall retain sufficient records demonstrating its compliance with the terms of the award(s) and this
agreement for a period of five years from the date the audit report is issued, and shall allow the Department of State,
or its designee, the CFO, or Auditor General access to such records upon request. The recipient shall ensure that
audit working papers are made available to the Department of State, or its designee, the CFO, or Auditor General
upon request for a period of at least three years from the date the audit report is issued, unless extended in writing by
the Department of State.
Page: 20
Grant Award Arcem.nt (FormGAA001). Effective 06/2022
Rule 1:1-39.001. Florida Admini,titr(itirc' Code
EXHIBIT 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Not Applicable
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCESAWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Not Applicable
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Not applicable.
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
Florida Department of State Acquisition, Restoration of Historic Properties Grants, CSFA Number 45.032. Award
Amount is $500,000.
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED PURSUANT
TO THIS AGREEMENT ARE AS FOLLOWS:
The compliance requirements of this state project may be found in Part Four (State Project Compliance
Requirements) of the State Projects Compliance Supplement located at
Page: 21
Grant Award A rccnxnt (Form GAA001 ), Elective ctive 06.12022
Rule L•1-39.001. Florida Administrative Code
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
Grant Agreement 23.h.sc.100.078 Between
The State of Florida Department of State Division of Historical Preservation
and the City of Miami
Signature Page
ATTEST:
BY:
(A
DocuSigned by:
5D756'05eF 1mY59..
Todd Hannon, CitybClerk
DocuSigned y:
al)
Approved by City Attorney
as to legal form and correctness:
BY:
• ""....
Victoria Mendez, City Attorney
DocuSigned by:
CITY OF MIAMI, a municipal
corporation of the State of Florida
DocuSigned by:
i Ar Nm,eS.,
BY:
June 12, 2023 1 11:36:00 EDT
FOC3125'642A...
Arthur Noriega V, City Manager
c—js
Approved as to
Insurance Requirements:
DocuSigned by:
0,—irdt_—)3-4—i)2023 I 08:121i7 E[DTfi!.t ngiAtAitatfine 6, 2023 I 09:59:35 EDT
Ann -Marie Sharpe
June 12, 2023 1 10:53:0
Matter ID: 23-1376
June 8, 2023 1 11:26:29 EDT
Director, Risk Management
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
AGENDA ITEM SUMMARY FORM
File ID: #13001
Date: 11/17/2022
Commission Meeting Date: 01/12/2023
Type:
Subject:
Requesting Department: Office of Capital
Improvements
Sponsored By:
District Impacted: District 5
Resolution
Accept Grant Funding for Olympia/Gusman Theater
Purpose of Item:
A resolution of the Miami City Commission to authorize the City Manager to accept,
allocate, and appropriate a Historical Resources Grant in the amount of $500,000 for
OCI project number 40-B70100
Background of Item:
Grant funds will be used to facilitate restorations to the historic Olympia/Gusman
Theater in Miami, Florida. Work items will include restoration of a minimum of
twenty-five (25) windows; restore interior wall finishes; restore interior suspended
ceiling finishes; restore interior floor and base finishes; prepare surfaces and
repaint interior common areas; refinish and repaint wood doors and frames; restore
two (2) theater marquees, including electrical/lighting upgrades; repair/replace
interior room directional signage; and replacement of Carrera marble in box office.
Budget Impact Analysis
Item is Related to Revenue
Item is NOT funded by Bonds
Total Fiscal Impact:
Office of Capital Improvements Hector L Badia
Office of Management and Budget Lai -wan McGinnis
Office of Management and Budget Marie Gouin
City Manager's Office Nzeribe Ihekwaba
Legislative Division Valentin J Alvarez
City Manager's Office Arthur Noriega V
Department of Resilience and Public Works
Office of the City Attorney Victoria Mendez
City Commission Nicole Ewan
Office of the Mayor
Office of the City Clerk
Office of the City Clerk
Mayor's Office
City Clerk's Office
City Clerk's Office
Reviewed B
Department Head Review
Budget Analyst Review
Budget Review
Deputy City Manager Review
Legislative Division Review
City Manager Review
Joseph Murray
Approved Form and Correctness
Meeting
Signed by the Mayor
Signed and Attested by the City Clerk Pending
Rendered Pending
Completed
Completed
Completed
Completed
Completed
Completed
ACA Review
Completed
Completed
Pending
11/21/2022 4:01 PM
12/20/2022 5:08 PM
12/22/2022 10:22 AM
12/22/2022 10:52 AM
12/22/2022 12:47 PM
12/23/2022 4:50 PM
Completed
12/29/2022 11:22 AM
01/12/2023 9:00 AM
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
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City of Miami
Legislation
Resolution
Enactment Number: R-23-0007
City Hall
3500 Pan American Drive
Miami, FL 33133
www.miamigov.com
File Number: 13001 Final Action Date:1/12/2023
A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING, ALLOCATING,
BUDGETING, AND APPROPRIATING GRANT FUNDS FROM THE FLORIDA
DEPARTMENT OF STATE DIVISION OF HISTORICAL RESOURCES IN AN AMOUNT
NOT TO EXCEED FIVE HUNDRED THOUSAND DOLLARS ($500,000) ("GRANT
FUNDS") FOR MARQUEE, SIGNAGE, AND INTERIOR REPAIR OF THE
OLYMPIA/GUSMAN THEATER LOCATED AT 174 EAST FLAGLER STREET, MIAMI;
AUTHORIZING THE CITY OF MIAMI'S ("CITY") REQUIRED MATCH IN AN AMOUNT
NOT TO EXCEED FIVE HUNDRED THOUSAND DOLLARS ($500,000) ("CITY
MATCH") AS PART OF OFFICE OF CAPITAL IMPROVEMENTS PROJECT NO. 40-
B70100, AND INCLUSION OF THE GRANT FUNDS AND THE CITY MATCH IN THE
CITY'S CAPITAL PLAN; FURTHER AUTHORIZING THE CITY MANAGER TO
NEGOTIATE AND EXECUTE A GRANT AGREEMENT AND ANY RENEWALS,
EXTENSIONS, MODIFICATIONS, AND AMENDMENTS THERETO, ALL IN FORMS
ACCEPTABLE TO THE CITY ATTORNEY.
WHEREAS, the City of Miami ("City") is the fee simple titleholder of the
Olympia/Gusman Theater located at 174 East Flagler Street, Miami, Florida ("Property"); and
WHEREAS, the City is undertaking improvements to the Property including, but not
limited to, restoring a minimum of twenty-five (25) windows, interior walls, interior ceilings, and
floors, along with repainting interior common areas, wood doors, and frames, restoring two (2)
theater marquees, upgrading electrical wiring and lighting, and replacing and/or repairing interior
directional signage and Carrera marble in the box office; and
WHEREAS, the Olympia/Gusman Theater Interior Repair, Marquee and Signage Project
("Project"), which is part of the City's Office of Capital Improvements Project No. 40-B70100,
has been awarded funding from the Florida Department of State Division of Historical
Resources ("State") in a total amount not to exceed Five Hundred Thousand Dollars ($500,000)
("Grant Funds") under State grant number 23.h.sc.100.078; and
WHEREAS, the State will enter a Grant Agreement ("Agreement") pursuant to Line Item
3165A, contained in the 2023 General Appropriations Act, HB5001, Laws of Florida; and
WHEREAS, the State's funding is contingent upon a City match in an amount not to
exceed Five Hundred Thousand Dollars ($500,000) ("City Match") of which twenty-five percent
(25%) must be cash on hand; and
WHEREAS, it is in the best interest of the City to accept, allocate, budget, and
appropriate the Grant Funds and to authorize the City Match, both to be included in the City's
Capital Plan; and
WHEREAS, it is also in the best interest of the City to authorize the City Manager to
negotiate and execute an Agreement and any renewals, extensions, modifications, and
DocuSign Envelope ID: 0A91 B98F-1 C6E-43D9-8A83-BOCEEOA77COC
amendments thereto, all in forms acceptable to the City Attorney, for said purposes for the
Project;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF
MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the Preamble to this Resolution are
adopted by reference and incorporated as fully set forth in this Section.
Section 2. Grant Funds in an amount not to exceed Five Hundred Thousand Dollars
($500,000) from the State's Division of Historical Resources are hereby accepted, allocated,
budgeted, and appropriated for the Project and shall be included in the City's Capital Plan.
Section 3. The City Match in an amount not to exceed Five Hundred Thousand Dollars
($500,000) is hereby authorized and shall be included in the City's Capital Plan.
Section 4. The City Manager is authorized' to negotiate and execute an Agreement and
any renewals, extensions, modifications, and amendments thereto, all in forms acceptable to
the City Attorney, for said purpose the Project.
Section 5. This Resolution shall become effective immediately upon its adoption and
signature of the Mayor.2
APPROVED AS TO FORM AND CORRECTNESS:
12/29/2022
1 The herein authorization is further subject to compliance with all legal requirements that may be
imposed, including but not limited to those prescribed by applicable City Charter and City Code
provisions.
2 If the Mayor does not sign this Resolution, it shall become effective at the end of ten (10) calendar days
from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Olivera, Rosemary
From: Bastidas, Carolina
Sent: Tuesday, June 27, 2023 11:52 AM
To: Hannon, Todd; Lee, Denise; Olivera, Rosemary
Cc: McKinnon, Charles
Subject: Executed Grant Agreement_Florida Dept. of State Division of Historical
Resources_Olympia/Gusman Theater_B70100
Attachments: Executed Grant Award Agreement_Florida Dept of State Divsion Historical
Resources_Olympia Theater B70100_.pdf
Good Afternoon,
Please find attached a fully executed copy of an agreement from DocuSign that is to be considered an original
agreement for your records.
Thank you,
M I
Carolina Bastidas
Administrator -Consultant
City of Miami
Office of Capital Improvements
444 SW 2nd Avenue, 8th Floor
Miami, Florida 33130
Office: (305) 416-1018
Email: cbastidas@miamigov.com
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