HomeMy Public PortalAbout2020.08.10 SHPO Agreement - CLG-2020-010 grant - HPC Conference Attendance CLG - 2020 - 010
MEMORANDUM OF AGREEMENT
THIS MEMORANDUM OF AGREEMENT ( " Agreement" ) is entered into by the State Historic
Preservation Office (" SHPO " ) , a division of the Idaho State Historical Society , and CITY OF McCALL
(" Grantee " ) , effective as of the date of final signature (" Effective Date " ) and relates to a project to be
undertaken by the Grantee , with financial assistance from a National Park Service matching grant in
aid program supporting the National Register of Historic Places program in Idaho , administered in
Idaho by SHPO . The National Register of Historic Places program was established by the National
Historic Preservation Act of 1966 , as amended , and is administered by the National Park Service , U . S .
Department of the Interior .
The SHPO and the Grantee agree as follows :
1 . Application , Project Description and Budget .
Grantee submitted an application for ATTENDANCE OF THE IDAHO ' S HERITAGE
CONFERENCE ; and ATTENDANCE OF THE NATIONAL ALLIANCE FOR PRESERVATION
COMMISSIONS FORUM CONFERENCE (" Project" ) for FY20 . SHPO will provide a matching grant in
aid from the National Park Service to assist Grantee with a portion of costs related to the Project .
Grantee hereby agrees to carry out the Project work as described in Attachment A (" Project
Description " ) within the budget set forth in Attachment B (" Budget " ) . All funds provided by SHPO for
this Project shall be federal funds from the National Park Service . No state funds shall be used under
this Agreement .
2 . Period of Performance .
Work under this Project shall commence after the Effective Date and be completed no later
than 30 September 2021 .
3 . Publications .
An initial or partial draft of any publication prepared by Grantee as part of this Project shall be
submitted to SHPO at no later than the 31 January 2021 for review and comment . A completed second
draft of any publication must be submitted to SHPO no later than 31 May 2021 for review and
comment . All draft publications must be submitted to SHPO in Word or similar editable format ;
formats such as PDFs will not be accepted . The final version of the publication must be submitted to
SHPO no later than 1 September 2021 . No publication may be submitted to final printing until a proof
of the publication has received approval from SHPO . All publications and public information materials ,
including audio visual and workshop materials , when applicable , must contain acknowledgment of
National Park Service support and the nondiscrimination statement as identified in NPS -49 , and the
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CLG Grants Handbook , available at :
http : / / history . idaho . gov/ sites/ default/files/ uploads/ CLG Grant Manual 2018 . pdf . In accordance with
the guidance from the National Park Service , all publications , reports , and documents shall be
considered property of the Idaho State Historic Preservation Office . The Idaho State Historic
• Preservation reserves the right to edit any publication as necessary ; in the case such edits are
necessary , the Idaho SHPO will provide appropriate credit to the publication ' s preparer .
4 . Allowable Costs .
Allowable Project costs are for items described in Attachment A and are included within the
Budget set forth on Attachment B . Allowable Project costs must be documented to the satisfaction of
SHPO and determined by SHPO to :
a . meet federal requirements for the Project ;
b . be necessary and reasonable for the completion of Project ;
c . have been incurred for Project during the period of the grant ; and
d . meet the obligations outlined in Attachment A .
If the Project involves the acquisition or development of a National Register listed property :
a . A Preservation Agreement or Covenant shall be executed prior to or concurrent with
disbursement of grant funds . The active period for the Agreement is based on the amount of federal
funds involved and is defined in Chapter 5 , Section B . 12 and Chapter 6 , Section E . 8 . f . 12 of NPS - 49 .
b . A Project sign acknowledging National Park Service assistance shall be erected at the
Project site during the Project 's term , or Grantee shall obtain , and provide SHPO with a written
National Park Service waiver of this requirement .
c . For a development Project , the architectural plans and specifications must be
approved by SHPO as being in conformance with the " Secretary of the Interior ' s Standards for the
Treatment of Historic Properties . "
d . A current appraisal by an appraiser meeting the professional qualifications in Chapter
6 of NPS - 49 shall be obtained prior to the acquisition of real property .
e . A statement of Just Compensation shall be obtained from the seller of the property
prior to the acquisition of real property with National Park Service grant assistance or matching share .
5 . Project Payment .
Grantee agrees to contribute cash or donated services to the Project in the minimum total of $ 4 , 307 ,
or to pay for 50 % of eligible Project costs , whichever is less . Upon SHPO 's verification of successful
completion of the Project by Grantee , SHPO shall pay Grantee $ 2 , 915 in federal funds , as outlined in
the Budget , subject to SHPO 's receipt of the funds from the National Park Service . Grantee may bill
SHPO after the completion and acceptance by SHPO of each completed activity described in
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Attachment A . All bills submitted must include supporting fiscal documentation detailing the federal
and non - federal share of Project costs . Grantee shall submit three copies of all reimbursement
requests . Reimbursements will be made by SHPO for expended funds only . Grantee ' s final bill shall
include a comparison of completed activities and budget to those in the approved Budget . Grantee
agrees to maintain all financial and administrative documents and records pertaining to the full life -
cycle of the grant for a period of not less than five ( 5 ) years after completion of the Project .
6 . Procurement of Personnel and Services .
Grantee shall comply with Title 2 of the Code of Federal Regulations , Section A , Subtitle I ,
" Standards for Financial and Program Management , " ( formerly OMB Circular A - 102 ) for soliciting
supplies , equipment and other services . At a minimum , all procurement transactions , regardless of
whether by sealed bids or by negotiation , and without regard to dollar value , shall be consistent with
the requirements of this Subsection I . Procurement procedures shall not restrict or eliminate
competition . Written selection procedures shall provide , at a minimum , the following procedural
requirements :
a . Incorporate a clear and accurate description of the technical requirements for the
material , product , or service to be procured . Such description shall not , in competitive procurements ,
contain features which unduly restrict competition . The description may include a statement of the
qualitative nature of the material , product , or service to be procured . When necessary , descriptions
shall set forth those minimum essential characteristics and standards necessary to satisfy its intended
use . Detailed product specifications should be avoided , if possible . When a clear and accurate
description of the technical requirements is impractical or uneconomical , a " brand name or equal "
description may be used as a means to define the performance or other salient requirements of a
procurement . The specific features of the named brand which must be met shall be clearly stated .
b . Clearly set forth all requirements which must be fulfilled and all other factors to be
used in evaluating bids or proposals , such as a deadline for completion of the Project .
c . Contract awards shall be made only to responsible contractors that possess the
potential ability to perform successfully under the terms and conditions of the proposed procurement .
Consideration shall be given to such matters as contractor integrity , compliance with public policy ,
record of past performance , and financial and technical resources .
d . Contract awards shall not normally be made to a contractor or professional who has
developed or has drafted bid specifications , requirements , a statement of work , an invitation for bids ,
and/ or a request for proposals for a particular procurement . If formal advertising does not result in
any acceptable bids , Grantee or subgrantee may negotiate with any available contractor, including the
contractor who produced the bid requirements .
Procurement shall be made by one of the following methods : ( 1 ) small purchase procedures ;
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( 2 ) competitive sealed bids ( formal advertising ) ; ( 3 ) competitive negotiation ; ( 4 ) noncompetitive
negotiation . Evidence of competitive negotiation for professional services and / or formal advertising
must be forwarded to SHPO to evidence compliance with federal procurement requirements prior to
disbursement of funds .
7 . Project Supervision .
Grantee agrees to ensure that work performed related to the Project conforms to Attachment
A and B , to all appropriate guidance documents from the Idaho State Historic Preservation Office , and
to the Secretary of the Interior ' s Standards and Guidelines for Archeology and Historic Preservation ,
located at http : // www . cr . nps . gov/ local - law/ arch stnds 0 . htm .
8 . Interim Reports and Requests for Reimbursement .
Grantee shall submit to SHPO interim fiscal and programmatic reports in compliance with the
schedule set forth in the Idaho Certified Local Government Handbook . Reimbursement requests can be
made for federal funds at the completion of the Project . Fifteen days after the completion of the
Project , 100 % of the federal grant award must be requested . Grantee shall contact SHPO immediately
in writing if any situation arises that will affect the timely or successful completion of this Project .
9 . Indemnification .
To the extent not prohibited by Idaho law , Grantee shall indemnify , defend and save harmless
the State of Idaho , SHPO , and the Idaho State Historical Society , its officers , agents and employees
from and against all liability , claims , damages , losses , expenses , actions and suits whatsoever,
including injury or death of others or any employee of the contractor or subcontractor caused by or
arising out of the negligent acts or omissions of Grantee in the performance , act or omission of any
term of this Agreement .
10 . Amendment .
This Agreement shall not be amended without the parties ' prior written agreement . Any major
alteration , increases , or decreases in the Project or any changes to the Budget must be submitted in
writing for review and approval to SHPO at least 30 days in advance of the proposed Project
commencement date and in accordance with the requirements detailed in the Idaho Certified Local
Government Grants Manual , available at :
http : / / history . idaho . gov/ sites/ default/ files/ uploads/ CLG Grant Manual 2018 . pdf . SHPO will endeavor
to respond to requests for review and approval in writing within 15 days of receipt .
11 . Attachments .
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All attachments referenced herein and attached hereto are incorporated into the terms of this
Agreement .
12 . Termination .
This Agreement may be terminated by either party upon fifteen ( 15 ) days prior written notice .
S hould this Agreement be terminated by SHPO , except for reasons of non - compliance by Grantee ,
S HPO will reimburse Grantee for up to 100 % of the eligible costs incurred up to the termination date .
S hould this Agreement be terminated by Grantee , SHPO , at its sole and absolute discretion , may
reimburse Grantee for up to 100 % of the eligible costs incurred prior to the termination date , or may
require Grantee to return any or all federal funds transferred to Grantee prior to the termination date ,
depending upon the circumstances of the termination .
13 . Special Conditions .
The Idaho State Historical Society reserves the right to include any additional special
conditions on this agreement as outline below :
a . The City of McCALL shall use the CLG Grant funds to send members of the City of .
NAMPA Historic Preservation Commission to the Idaho 's Heritage Conference ; and
b . The City of McCALL shall use the CLG Grant funds to send one ( 1 ) member of the City
of NAMPA Historic Preservation Commission to the NAPC FORUM Conference .
IDAHO STATE H • tRICAL SOCIETY :
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Janet allimore, Executive Director Dte
Idaho State Historical Society
Idaho State Historic Preservation Officer
GRANTEE : City of McCall
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ATTACHMENT A : PROJECT DESCRIPTION ( S )
Project :
McCall HPC Education - 2020 Applicant : City of McCall , Idaho
Part A : Proposed Project
Project Description
Complete a separate Part A : Project Description for each proposed project . Please state the objectives, the work to be performed,
how the project relates to the goals set forth In the Idaho State Historic Preservation Plan , how the project relates to any local goals
or objectives , and how the project will meet the Secretary of the Interior's Standards .
The City of McCall ("City" ) has was designated as a Certified Local Government (CLG) in 2002 , and has an active Historic
Preservation Commission (HPC) , consisting of five members. Four of the members are newly (2018 or 2019) appointed
commissioners , and one member has served on the commission since 2016 . The City has received ten CLG grants since 2005 for
projects ranging from a "windshield survey" of historic buildings to the recent National Register of Historic Places nomination of the
Johnson (aka Pioneer) Hangar at the McCall Municipal Airport. CLG funding has also been used for training at the National
Alliance of Preservation Commissions Forum as well as the Idaho Heritage Conference ( IHT) in 2015 and 2017 but with a majority
of members new to the commission , training continues to be important to the success of McCall's HPC . Information gathered at
each of these training opportunities is shared with City staff, City Council and general public. Past trainings have given the
Commission a solid basis of knowledge about historic preservation , a substantial amount of resource material , as well as provided
a source of inspiration and enthusiasm , further encouraging them in their work .
The proposed project involves attendance of two McCall HPC members to the 2020 National Association of Preservation
Commission's Forum in Tacoma , Washington (July 22-26, 2020) , and attendance of two McCall HPC members to the Idaho
Heritage Conference in Pocatello , Idaho, September 15- 17 , 2020 . This project is consistent with the Idaho State Historic Plan Goal
1 : "Ensure that decision makers , at all levels , and the general public are informed and knowledgeable about historic
preservation . . . . . and take an active role in historic preservation efforts." Secretary of Interior Standards do not specifically apply.
Final Products
CLG grant projects should result in a tangible product. Provide a detailed and specific list of the expected final products . Typical
products include but are not limited to survey reports and forms ; published document (e . g . walking tour guide ) ; a National Register
nomination ; or similar. In some cases, the product may be an activity like a lecture or workshop . A short narrative describing the
event must be submitted to the SHPO at the completion of the project. The narrative will describe the number of people attending ,
who composed the audience , and whether the project was carried out according to the proposal .
The final product of the proposed project is attendance by McCall Historic Preservation Commission members to the 2020 National
Association of Preservation Commissions Forum in Tacoma , Washington , and 2020 Idaho Heritage Conference in Pocatello ,
Idaho . Members will be required to write a summary of the workshops attended , as well as how the knowledge gained can be
directly applied to historic preservation projects in McCall . The Commission members will be required to present this information to
the McCall City Council , and a final report will be submitted to the State Historic Preservation Office .
FY2020 CLG Subgrant Application : Part A
McCall HPC Education - 2020 City of McCall , Idaho
Project : Applicant :
Timetable
Provide an anticipated timetable for carrying out the proposed project. Include significant milestones such as project
commencement, issuing of RFPs, public engagement events , any necessary approvals, and projected completion .
December 31 , 2019 CLG application due
February , 2020 Awards announced
March , 2020 Contracts mailed to CLGs for signatures
June 1 , 2020 Project start date ; register Commission members for NAPC forum ; make travel and lodging arrangements
July 22-26 , 2020 NAPC Forum attendance
July 1 , 2020 Register Commission members for Idaho Heritage Conference ; make travel and lodging arrangements
September 15- 17 , 2020 Idaho Heritage Conference attendance
September 30, 2020 Interim report #1 due
October, 2020 Conference attendance summary due from each Commissioner; process travel and meals reimbursement requests
from each Commissioner (reimbursed from City funds)
December, 2020 Commission presentation to Council
January, 2021 Final product and reimbursement request submission to SHPO
Key Staff/ Personnel
Provide a list of the key staff or personnel who will be involved in the proposed project, Including a brief description of the roles and
responsibilities for each member. Any anticipated subcontractors to be hired can simply be identified as such ( e . g . — " consultant, "
"architect," " building contractor, " et cetera) .
McCall Historic Preservation Commission Members (could change based on term expiration / appointment):
1 . Walt Sledzieski - Chairperson (member since 2016)
2 . Morgan Zedalis (member since 2019)
3 . John Farmer (member since 2018)
4 . Don Bailey (member since 2018)
5 . Terri Smith (member since 2018)
City staff:
Delta James , Economic Development Planner and Grant Coordinator (provides staff support to McCall HPC ; writes and
administrates federal , state and local grants ; has worked for City for 8 years )
The Economic Development Planner will be responsible for making conference attendance arrangements , administration of grant
funding , and submittal of all required grant documentation and reports .
Attachments ( Surveys, A&D, reprinting )
Attach any additional documents in support of this project application . Note : some project types have required attachments;
please refer to Chapter VII of the Idaho CLG Grants Manual for details on these requirements .
Have you included any/ all attachments for the project? Yes No ✓
FY2020 CLG Subgrant Application : Part A
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ATTACHMENT B : PROJECT BUDGET ( S )
Project ; McCall HPC Education - 2020 Applicant : City of McCall , Idaho
Part B : Project Budget
Applicant : City of McCall , Idaho
Project : McCall HPC Education - 2020
Provide a breakdown of the budget items for this specific project . Include hourly or daily rates for professional fees, costs for
specific project items, and any associated travel costs . For any cash matches from the Applicant, please Include the source of the
matching money ( e . g . - CDBG , Idaho Heritage Trust, private donation , et cetera ) .
Item Federal Local Match Total
Share Cash In -Kind
NAPC Forum registration - 2 members @ $ 220 ea . $ 440 . 00 $ 440 . 00
N APC Lodging - 2 members@4 nights@ $ 129 $ 1 , 032 . 00 $ 1 , 032 . 00
N APC travel ( 1 member) - 968 RT@ $ . 58 $ 561 . 00 $ 561 . 00
N APC travel to airport ( 1 member) - 216 RT@ $ . 58 $ 125 . 00 $ 125 . 00
N APC travel airfare ( 1 member) $ 320 . 00 $ 320 . 00
N APC travel - car rental - 4 days @ $ 70/day $ 280 . 00 $ 280 . 00
Conference attendance - 2 members@30 hrs x $ 22 $ 1 , 320 , 00 $ 1 , 320 . 00
Travel time - 2 members @ 10 hrs x $ 22 $ 440 . 00 $ 440 . 00
Meals - 2 members@4days@ $ 71 $ 568 . 00 $ 568 . 00
IHC registration - 2 members @ $ 80 ea . $ 160 . 00 $ 160 . 00
IHC lodging - 2 members@3 nights@ $ 96 $ 576 . 00 $ 576 . 00
IHC travel - 2 members@690 RT@ $ . 58 $ 800 . 00 $ 800 . 00
Conference attendance - 2 members@2Ohrsx$ 22 $ 880 . 00 $ 880 . 00
Travel time - 2 members@5 . 5hrs x $ 22 $ 242 . 00 $ 242 . 00
Meals - 2 members@3 days@ $ 49 $ 294 . 00 $ 294 . 00
$ 0 , 00
Report to Council/ SHPO - 4 members@4hrs x $ 22 $ 352 . 00 $ 352 . 00
Grant/ project admin - 8hrs@ $ 26 . 40 ( City paid time ) $ 211 . 00 $ 211 , 00
Subtotals $ 211 . 00 $ 4 , 096 , 00 ti
Totals $ 4, 294 . 00 $ 4, 307 . 00 $ 8, 601 . 00
FY2020 CLG Subgrant Application : Part B