Heritage Trust Fund Grant Orientation Session

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

Contents of your Binder 2014 HTF Grants Manual Checklist for documents to be returned ASAP:  Project Agreement  Contractual provisions attachment  W-9  DA 130 – electronic deposit form Monthly progress report blank form Reimbursement blank form Project completion report blank form

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

Contractual Provisions Attachment Please read and fill in where indicated. This is a State of Kansas requirement and must be returned with your Project Agreement. W-9 - Federal Identification Number A federal EIN (for organizations or companies) or an SSN (for individuals) is needed for us to process a reimbursement. Reimbursements will be done by direct deposit. Please be sure to include a voided check or deposit slip with this form. Just fill out the top two sections. The “vendor number” is the EIN or SSN you reported on the W-9 form. Make sure everything matches. DA130 – Electronic Deposit Form If the project administrator information changed/changes from what was provided in the grant application, please provide updated information to the Grants Manager.

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

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

Section A Verifies who has authority to enter into this agreement. Includes the property’s legal description. Section B Outlines the project description Notes the project schedule (milestones) Regular contact with SHPO staff Formal scope of work amendment if plans change Meet the Standards

Section C States the beginning and ending dates for the grant Should match the dates in Section B Requests for extensions need to be submitted before final 30 days of the project Section D Statement of grant award and breakdown of the reimbursable line items Make sure the math is correct and the items are stated correctly

Section E “Must haves” for reimbursement Grantee must pay all bills and then seek reimbursement Documentation of the bill and the payment are required HTF will withhold 10% from each reimbursement Work must meet the Standards (documented with photos) Work done must be part of the approved scope of work Work must be covered by a written contract between the Grantee and the contractor

REIMBURSEMENT REQUESTS AND REPORTING The HTF grant program is a reimbursement grant. The grantee shall pay, in full, all costs of the project as they become due and payable. HTF staff reviews reimbursement requests and determines if work done is agreeable with all terms set forth in the project agreement and approved construction documents. HTF staff reserves the right to withhold payment if the grantee falls behind schedule or if the project exhibits substandard work.

**Please Note** Mobilization fees, travel, set-up, material purchase, etc. are not considered line items for reimbursement purposes and should be incorporated into applicable work items when a reimbursement request is submitted.

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

Section F Changes to this agreement will be in writing Deadline extensions Budget adjustments Additional work or changes to the scope of work Termination and repayment

Section G Contracting Changes from years past No longer require bidding Recommend at least getting several prices Hire whomever you want / work has to meet the Standards Must have a written contract (see Grant Manual) Must have a “lump sum” or “not to exceed” cost Keep contracts on file for 5 years SHPO will not pay contractors directly

Consultant Contracts Contract styles will vary but all contracts with consultants must contain the following: An estimated start date and completion date for consultant services Fee for consultant services Description of services (i.e. production of construction documents, administration or bidding phase, supervision of construction work…) Acknowledgement that property is listed in the National /State Register of Historic Places The phrase “All work must be in compliance with the Secretary of Interior’s Standards for the Treatment of Historic Properties” Notification that all changes to the contract must be agreed to in writing.

PROJECT PLANNING DOCUMENTS Construction / Planning Documents are typically: drawings and specifications, or applicant-generated project descriptions Work funded by the Heritage Trust Fund may not proceed until the planning documents related to the project have been approved, in writing, by the HTF staff. Planning documents take precedence over the scope of work description in the project agreement.

Projects without architectural and/or engineering services Grantees who plan to implement their projects without the benefit of an architect/engineer will develop a detailed Scope of Work, in consultation with the HTF staff, to serve as their planning document. The Scope of Work document may not be used to hire a contractor until HTF staff has approved it. See Grant Manual Appendix for an example.

Projects utilizing architectural and/or engineering services Written approval of the final planning documents is required before any project work is advertised for bid, contracts are let, or work is undertaken on the historic property. All Projects Work that is being done during the grant period, but not being reimbursed by HTF grant funds still must be in accordance with the Standards. HTF staff will advise the grantee when proposed work does not meet the Standards and will offer advice for alterations to the proposals to achieve conformance. While we may also point out discrepancies, concerns, or a need for additional detail, we are not reviewing plans for compliance with any life safety codes or accessibility requirements. All HTF grant projects must meet all applicable state and local codes and regulations.

Contractor Contracts Submit a draft contract to the HTF grants manager for review and written approval prior to execution (signing), to determine any conflicts with HTF policies and procedures. Contract styles will vary but all contracts must contain the following: A start date and completion date Fee for services (compensation must to be a lump sum or unit price) Acknowledgement that the property is listed in the State/National Register of Historic Places The phrase “All work must be in compliance with the Secretary of Interior’s Standards for the Treatment of Historic Properties” Notification that all changes must be agreed to in writing

Section G – cont. Civil rights & discrimination No conflict of interest Open records and records retention ( 5 years) Immigration reform and control act KSHS held harmless Comply will all state and local laws, codes, regulations, etc

Section H MAINTENANCE AGREEMENT Grantee agrees to own and maintain the property for 5 years (after completion report) Maintain all portions of the property (not just the grant-funded parts) Seek approval from SHPO for any activities that might cause harm Continue to comply with the state preservation law Severe weather, fires, etc. SHPO liens SHPO inspection Non-compliance & Rights not waived Amendments to the contract will always be in writing

Section I SHPO agrees to… Funds available Retaining property ( 5 years) Public acknowledgement of funding source Project signs Proof of ownership (submitted with applications) DA-146a form is part of this contract Rehab tax credits

REHABILITATION TAX CREDITS The HTF grant program is separate from the Kansas state tax credit program. To utilize both programs you must submit separate applications, documentation, etc. To help facilitate quicker reviews, HTF grant staff review tax credit applications for grantees, but applications must be submitted BEFORE work begins.

Ideally, apply for tax credits after your scope of work has been approved and you are ready to hire a contractor. Allow our staff at least 30 days to review tax credit applications so they can be approved BEFORE physical work begins on the property. HTF grantees qualify for State tax credits as long as you are doing physical work on a building your out-of-pocket costs will exceed $5,000 (does not include grant funds) your application is reviewed and approved BEFORE work begins. Some projects may also qualify for federal credits (ask staff)

Section J Miscellaneous Signatures

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

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

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