HomeMy Public PortalAboutORD12164 BILL NO. 94-101
SPONSOR Councilman Haake
' ORDINANCE NO. 12164
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AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR ANI) CITY CLERK TO EXECUTE A CONTRACT WITH THE URBANA GROUP,
INC. TO PERFORM A SURVEY OF HISTORIC STRUCTURES
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON MISSOURI, AS
k FOLLOWS:
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:r Section 1. The Mayor and City Clerk are hereby authorized and directed to
execute a contract with The Urbana Group, Inc. to perform a survey of historic structures
�_. located in the Historic Southside Commercial Area.
_. Section 2. The contract shall be substantially the same in form and content as
a that contract attached hereto as Exhibit A.
Section 3. This Ordinance shall be in full force and effect from and after the date
of its passage and approval.
35
Passed: �� �D, /�y'� Approved:
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Pre tiding Offic Ma or
ATTEST:
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City Clerk
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THIS AGREEMENT, made and entered into this ay of
1995,by and between the City of Jefferson, Missouri,(herein called the C ty )and
` Urbana Group, Inc., (herein called "Contractor"):
WITNESSETH, THAT:
WHEREAS the City has entered into a contract with the Missouri Department
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of Natural Resources, Division of Parks, Recreation and Historic Preservation, Historic
Preservation Program (also commonly known as the Missouri State Historic
Preservation Office) for a Historic Preservation Fund grant to perform a survey of Y
A historic structures located in the Historic Southside Commercial Area, the boundaries
being:
On the North, Rex Whitton Expressway (U. S. Highway 50/63); East, Monroe
Street to Atchison Street then West to Poplar Street; South, Franklin Street;
.` West, Jefferson Street to Atchison Street then West to first alley then North.to
' alley between Ashley and Dunklin Streets then West to Broadway Street then
{ North to Rex Whitton Expressway.
WHEREAS, the City desires to engage Contractor to render certain services in =k
3. connection therewith; :7
'? NOW, THEREFORE, the aforementioned parties agree to the following terms
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and conditions:
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1. SCOPE OF SERVICES
'y Contractor shall in a satisfactory and proper manner as determined by the City
` .1; and the Missouri Department of Natural Resources perform an architectural and
historic survey of Jefferson City's Historic Southside Commercial Area to consist of the p
following:
The Contractor shall perform an architecturalUstoric survey of the
above-described area. It will encompass approximately 75 acres and
identify and evaluate a minimum of 189 properties.
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The Contractor shall maintain close contact with the City's Historic
Preservation Commission through progress reports and shall attend and
r participate in a minimum of four(4) Commission meetings and/or neighborhood
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meetings during the course of the survey. One of the meetings shall be a final
public presentation of the results of the survey.
A minimum of two news releases shall be prepared by the contractor for
distribution by the City.
The project will begin with a research design and will end with a final
survey report summarizing and documenting the findings of the project.
The Contractor will provide the City with the following products:
(a) An architectural/historic survey form with at least two 5"x 7" black and white
photographs for each identified resource.
(b) A reproducible map of the area, showing the location of all principal structures,
j by building footprint. This map is to be at a suitable scale and may be drawn
in pencil on vellum. More than one map sheet may be used if necessary. Each
identified resource shall be keyed to the appropriate survey form by number on
the footprint map.
(c) A computerized building address list shall be provided.
' ! (d) The boundaries of any potential local historic district(s) also will be
delineated on a map of the area. Written justification for any
recommended district(s) shall be provided.
This commentary shall include the number of the contributing and non-
, contributing structures in the proposed district(s). Similar information
shall be provided for any potential local landmark or National Register
properties.
Project work will be submitted and all payments made per the
milestone/payment schedule and project budget which follows.
2. gRELI ,ABLE STANDARDS
Contractor shall prepare the nomination in accordance with instructions
contained in National R .gister BUIletin 16o Guidelines for Completing_Nat;nnAl
Register of Hista 'c Places Forms and National Register Bulletin 16: Supplement. In
addition, the nomination. form will meet the Missouri State Historic Preservation
Office and Advisory Council on Historic Preservation Supplemental National Register
Requirements.
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3. TIME OF E!ERFOBMAME
The services of contractor shall commence as soon as practicable after the
execution of this contract or at a time acceptable to both contractor and the city, and
shall be undertaken and completed in such sequence as to assure their expeditious
completion in light of the purposes of this contract; but in any event, all of the services
required hereunder shall be completed by July 15, 1995.
Project work will be submitted and all payments made per the
milestone/payment schedule which follows. Failure to meet any milestone shall be
considered cause, at the discretion of the city, for the termination of this contract in
accordance with Section 9.
Payment
Afi1pat.4II8 a oduct S c h e d u l e
1 Executed contract 10/15/94 -0-
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2 Research design 01106/95 2,151
3 100 inventories with 04/07/95 2,151
5"x7" photographs
4 89 inventories with 05/12/95 2,151
photographs
5 Survey report, including 06/15/95 2,151
narrative, description of the
context, research design, results,
and National Register evaluation
maps
6 Final report, fiscal report 07/15/95 956
TOTAL $9,560
4. COMPENSATIONMRTFICATION AND METHOD OF PAYMENT
The city agrees to pay contractor the sum of$9,560. Funds shall be disbursed
upon successful completion of the above stated milestone/payment°schedule.
In every case, payment shall be subject to receipt of a requisition for payment
from the. contractor specifying that he has performed work under the contract in
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conformance with the contract and that he is entitled to receive the amount
R requisitioned under the terms of the contract. Satisfactory performance required under
the contract shall be determined by the city and the Missouri Department of Natural
Resources.
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5. OTHER, OBLIGATI.ONS
The Contractor shall be obligated, within this Contract, to pick up, beginning
with the starting date of this contract, all costs of photography, travel, copying, typing,
wordprocessing, mailing, phone calls and any expendable supplies that are needed to
complete this Contract. The City shall pick up all the costs of bookkeeping,
administration, payment processing, record retention, and any other operational costs
Y not specified above.
6. PROJECT ADMINISTRATION
The Contractor shall arrange conferences periodically between himself and a
duly appointed representative(s) of the Missouri Department of Natural Resources
and/or the City to ensure work progress in accordance with the approved project.
The Contractor, at such times and in such form as the Missouri Department of
Natural . Resources and/or the City may require, shall furnish
Y Y q periodic reports
pertaining to the services undertaken pursuant to this Contract, the costs and
'r obligations incurred or to be incurred in connection therewith, and any other matters
covered by this Contract. Materials gathered pursuant to this agreement shall be
available for inspection by either the Missouri Department of Natural Resources and/or
f the City upon a!twenty-four (24)hour request.
7. OWNERSHIP OE DOCUMENTS
All documents, forms, plans, maps, research notes, photographs and negatives,
and any other materials accumulated or produced by the Contractor as a part of this
contract shall become the property of the City, however, all such documents and
materials shall remain available for use by the Contractor.
8. AMENDMENTS
No substantial changes in this Contract may occur without prior written
approval from both the City and the Department of Natural Resources (hereinafter
called "the Department). Approved changes in the scope of work or budget shall be
F incorporated in written amendment to the agreement. If additional grants are
awarded to the City for the same type of work in other areas of the City it is agreed by
the parties that such additional work is contemplated to be performed by mutual
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agreement after submittal of a bid by Contractor and its acceptance by the City with
the approval of the Department of Natural Resources.
9. TFRIVITNATTOR. (!ATT.4F k
IT,The City and the Department, acting in conjunction, may suspend or terminate
this Contract in whole, or in part, at any time before the date of completion, whenever
it is determined that the Contractor has failed to comply with the provisions of the
Contract. The City and the Department shall promptly notify the Contractor in
writing of such a determination and the reasons for the suspension or termination,
together with the effective date. On such event, all draft and finished project work,
maps, photographs, reports, etc, prepared under this contract shall, at the discretion
of the City, become its property and the Contractor shall be entitled to receive just and
equitable compensation for any work satisfactorily completed hereunder.
10. TERMINATION F0I?.LDJLyEhUZ&ME
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The City or the Consultant may terminate this Contract 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 Contractor
may terminate the agreement at any time prior to the commencement of the project. {
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PART TT 7 .NFR.AT, TFR.MS AND ('!f1NDITIONS
This Agreement is subject to and incorporates the following provisions as Party
d II - General Terms and Conditions:
1. INTEREST OF ME CONGRESS
{ No member of or delegate to the Congress of the United States of America or a
Resident Commissioner shall be admitted to any share or part of this Contract or to
any benefit to arise therefrom; but this provision shall not be considered to extend to
this Contract if r*ade with a corporation for its general benefit. a
2. INTEREST OF PRESENT AND FORMER MEMBERS-
EMPLOYERS FFTd''T+;R OR
LOYERS
No member, officer or employee of the Contractor or the governing body of the
locality in which the activity is situated, and no other public official of such locality or
localities who exercises any functions or responsibilities with respect to the activity
shall, during his or her tenure, or for one year thereafter, have any interest, direct or
indirect, in this Contract or the proceeds thereof.
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a 3. RECORD ANT) Ai DTTq
The Contractor shall maintain accounts and records, including
Property and financial records, adequate to identify and account for all costs pertaining
to the Contract and such other records as may be deemed necessary by the Department
of Natural Resources, to assure proper accounting for all activity funds, both federal
and non-federal shares. These records will be made available for audit
purposes
Department of Natural Resources or any authorized representativee,, and will tbe
retained for three (3)years after the expiration of this Contract unless permission to
ti destroy them is granted by the Department of Natural Resources.
4. QOMMT ,'HT
No report, maps, or other documents produced in whole or in part under this
Contract shall be the subject of an application for copyright by or on behalf of the
Contractor.
5. G011MPT,TANCE WITH LOCAL TAWS
The Contractor shall comply with all applicable laws, ordinances, and codes of
the state and local governments.
9 ,
6. INDEMNIFICATION
The Contractor shall indemnify and hold harmless the City d its agents Y g is and
employees from and against all claims, damages, losses and expenses, including
attorneys'fees arising out of or resulting from the performance of the work, provided
that any such claim, damage, loss or expense (a) is attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of tangible property(other than
work itself)including the loss of use resulting therefrom, and (b) is caused in whole or
in part by any negligent act or omission of the Contractor, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them
may be liable.
. In any and all claims against the City or any of its agents or employees by any
employee of the Contractor, any subcontractor, anyone directly or indirectly employed
by any of them or anyone for whose acts any of them may be liable,the indemnification
obligation under this paragraph shall not be limited in any way by any limitation on
the amount or type of damage, compensation or benefit payable b
k P Y y or for the
Contractor or any subcontractor under worker's compensation acts, disability benefit
acts or other employee benefit acts.
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7.
TNATjM
The Contractor shall comply with the terms and intent of Title VI of the Civil
Rights Act of 1964, 42 USC 2000(e), et seq., and with the regulations promulgated
pursuant to such art by the Secretary of the Interior and contained iri 43 CFR 17
(1964).
8. TVTT. RIGHTS
The Contractor must administer this contract in conformance with the Civil
Rights Act of 1964 (P.L. 88-352, as amended), 43 CFR 17, issued by the NPS; and
Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits
discrimination against the handicapped.
9. POLITICAL ,TTVTTIES
The Contractor may not expend grant funds for the use of equipment or premises
for political purposes; sponsoring or conducting candidate meetings; engaging in voter
registration activity, voter transportation activity or other partisan activities.
10. LOBBYING WTTH APPROPRTeTED FUNDS
Historic Preservation Fund grants must conform to provisions of 18 USC 1913:
"No part of this grant assistance appropriated by any enactment of Congress shall, in
the absence of express authorization b P y Congress, be used directly or indirectly, to pay
for any personal service, advertisement, telegram, telephone, letter,printed or written
matter, or other device intended or designed to influence in any manner a member of
Congress; to favor or oppose, by vote or otherwise, any legislation or appropriation by
Congress, whether before or after the introduction of any bill or resolution proposing
such legislation or appropriation; but this shall not prevent officers or employees of the
United States or its Department or agencies from communicating to members of
Congress on the request of any member or to Congress, through the proper official
channels, requests for legislation or appropriations which they deem necessary for the
efficient conduct of the public business", as presented in 18 USC 1913.
11. ASSTGNA ILITV
The Contractor shall not assign any interest in this Contract, and shall not
transfer"any interest in the same (whether by assignment or novation) without the
prior written consent of the City.
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��_` Contractors may not use their position for the actual or apparent
,, private gain other than the payment for services rendered for themselves o moose of
Person, particularly one with whom they have family, business, or financial �$filer
Contractors shall not convey inside information that has not become
body of public information and not become available upon public request, dia ectl the
any person for private gain for themselves or another arson Y to
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whom they have family, business or financial ties. P ' Particularly one with
Contractors shall not either for or without compensation, engage in teachin
lecturing or writing that is dependent on information obtained as a result � g�
employment in a � of their
grant action except when that information has been made available
to the general public or will be made available upon public re uest or
Missouri Department of Natural Resources q � when the
non-public information on the basis that the nse is for the uublicZ otion for the use of
P god.
IN WITNESS WHEREOF, the City and Contractor have executed this Contract
as of the date first above written.
CITY OF JEFFERSON, MISSOURI
THE URBANA GROUP, INC.
G� • /� �
Mayor
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Title: �'��'����-
.ATTEST' ATTEST:
City C ark 'r�
APPR le�V"" ,
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_ SCOM PURPOOR AND DBBCRIPTION
t OF GRANT ACTIVITIES
I• SCOPE •AND PURPOSE:
� . The
purpose of this survey is to identify and evaluate the cultural
resources present in a portion of Jefferson City known as the 3outhside
Commercial Area. The boundaries of the area are:
Expressway (U.S. Hwy 50/63) ; east, Monroe-St. to Atchison St. then westtto
Poplar St. ; south, Franklin St. ; west, Jefferson St. . then
west to first alley then north to alley between and Atchison
then west to Broadway St. then north to Rex Whitton Expressway, an area of
approximately 75 acres.
II. ACTIVITIES AND FUNCTIONS:
The Grant Recipient will perform an architectural/historic survey f
Southside Commercial Area identifying and evaluating approximately y
' significant structures not g ri Historic li9
Property Inventory Form with at least one n5ex7u black and white photograph
will be prepared for each identified resource, The location and
orientation of each resource will be shown on a a
area. This map will be only appropriate map of the
either pencil or y PP.roximately to scale and may be
Pen. The project will begin with a Research PDes Design and
will end with a Final Survey Report summarizing the
findings of the project. ng and documenting
Project work will be submitted and a
schedule and project budget which follows. made per the milestone/payment
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HILESTONE/PAYMM SCHEDULB
City of Jefferson City
Project No. 29-94-90058-356
Starting Dates 09/01/94
Ending Dates 09/30/95
M1Lq1tone Product Date Due V2d6ral Lgoal
Share Share
#1 Executed DNR 10/15/94 $ 0 $ 0
Contract &
Consultant
Contract.
#2 Research 11/15/94 $1,423 $ .949
Design.
#3 100 Inventories 02/15/95 $1,423 $ 949
with "5x7u
Black & White
Photographs.
#4 89 Inventories 04/30/95 $1,423 $ 948
with "5x70
Black & White
Photographs.
#5 Survey Report 06/30/95 $1,422 $ 948
which contains
National Register
level evaluations.
" #6 Final Products 07/31/95 632 422
Retainage, plus
the following:
Submission of all
'r Fiscal & Audit Data,
& Final Project
Report.
TOTALS $6,323 $4,216
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Project Number: 29-94-90058-356
HX6TORIC PROOERVATION FM CON'T'RACT AND GRANT AGRIIWWT
rt" Grantor: State of Missouri, Department of Natural Resources, Division
of State Parks, Historic Preservation Program, P.O. Box 176,
' P Jefferson City, Missouri 65102, as the authorized
representative of the United States Department of the
Interior, National Park Service.
Grant Recipient: City of Jefferson City
w ' Scope, Purpose_and Description of Grant:
The Grant Recipient shall perform those activities and functions
more fully set forth in Attachment A to this Contract and Grant
Agreement, the provisions of which are expressly incorporated
herein.
j Term of Contract Cost Share_
and Grant Agreement
Beginning Date:09 01 94 Fe 6 2
Federal: ,3 3.00
Closing Date: 09/30/95 Local: 4,216.00
Total: $10,539.00
' dy
4
' Attachments: The following Attachments are expressly incorporated .
into this Contract and Grant Agreement and the
Recipient agrees ,to be bound by the contents thereof.
Attachment A - Scope, Purpose and Description of Grant Activities
_. Attachment B - Terms and Conditions
Attachment C - Excerpt from 36 CFR Part 61
Attachment D - Standards for Determining Eligibility
Attachment E - Listing of Eligible and Non-Eligible Expenditures
Attachment F - Examples of Non-allowable Cos
Attachment G - Procurement Standards
la
Execution: Approval as to form:
DNR al Counsel
r
FOR THE GRANTOR FOR THE GRANT RECIPIENT
Director, Historic Preservation Program & M
Deputy Sta a Historic Preservation Officer A EST:
3
Date City ty Clerk
er
Director M:rsd6 uri Department of Natural OkyCounselor
Resources & State Historic Preservation Officer
NOV November 28 y 1994
Date Date
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DEPARTMENT OF NATURAL RESOURCES
General Terms and Conditions
' I. Statutory Requirements
The Missouri Department of Natural Resources (MDNR) and any recipient
(subgrantes/contractor) employed under this agreement shall comply with
all applicable Federal, State, and local laws and, in particular, any
and all applicable Federal laws and regulations cited in this agreement.
4
` Any recipient, in connection with its application for financial a;
assistance, shall include a certification that the recipient is in
' compliance with the specific federal and state laws set forth below.
Further, the recipient shall report to the MDNR any instance in which
the recipient is determined by any administrative agency or by any court
in connection with any judicial proceeding to be in noncompliance with
any of the specific federal or state laws set forth below. Such report
shall be submitted within ten (10) working days following such
determination. Failure' to comply with the reporting requirement may be
grounds for termination of this agreement or suspension or debarment of
the recipient in accordance with paragraphs II (H) and (S) of these
'r Terms and Conditions.
A. Statutes related to nondiscrimination.
t�
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2. Title VI of the Civil Rights Act of 1964 (P.L. .88-352) which
prohibits discrimination on the basis of race, color or
national origin;
+ , 2. Title VII of the Civil Rights Act of 1964 found at 42 U.S.C. '
S2000(e) et.seq. which prohibits discrimination on the basis
of race, color, religion, national origin, or sex:
3. Title IX of the Education Amendments of 1972, as amended
(U.S.C. SS 3681-1683 and 1685-1686) which prohibits
discrimination on the basis of sex;
4. Section 504 of the Rehabilitation Act of 1973, as amended
(29 U.S.C. S 794), which prohibits discrimination on the
basis of disability;
5. Age Discrimination Act of 1975, as amended (42 U.S.C. SS
621-634), which prohibits discrimination on the basis of
age;
6. Drug Abuse Office and Treatment Act of 1972 (P.L. 92 7255),
as amended, relating to nondiscrimination on the basis of
`r drug abuse;
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Page 2 of 13
7. Comprehensive Alcohol Abuae and Alcoholism Prevention,
Treatment and Rehabilitation Act of 1970 (P.L. 91-616), as
amended, relating to nondiscrimination on the basis of
alcohol abuse or alcoholism;
S. Sections 523 and 527 of the Public Health Service Act of
1912 (42 U.S.C. $§ 290 dd-3 and 290 ee•-3), as amended,
relating to confidentiality of alcohol and drug abuse
patient records;
9. Title VIII of the Civil Rights Act of 1968 (42 U.S.C. $ 3601
et seq.)', as amended, relating to nondiscrimination in the
sale, rental or financing of housing;
30. Chapter 213 of the Missouri Revised Statutes which prohibits
discrimination on the basis of race, color, religion,
s national origin, sex, age, and disability.
11. The Americans with Disabilities Act (P. L. 101-336), 42 U.
S. C. 512101 et seq. , relating to nondiscrimination with
respect to employment, public services, public
accommodations and telecommunications.
12. Any other nondiscrimination provisions in the specific
statute(s) under which application for federal assistance is
being made.
13. The requirements of any other nondiscrimination statute(s)
which may apply to the application.
B. Will comply with environmental standards which may be prescribed
pursuant to the following:
. 1. The Federal Clean Air Act, 42 U.S.C. § 7606, as amended,
F prohibiting award of assistance by way of grant, loan, or
contract to noncomplying facilities.
2. The Federal Water Pollution Control Act, 33 U.S.C. S 1368, .
as amended, prohibiting award of assistance by way of grant,
loan, or' contract to noncomplying facilities.
3. The National Environmental Policy Act of 1969, 42 U.S.C.
4321 et seq., as amended, particularly as it relates to the
assessment of the environmental impact of federally assisted
projects.
4. The National Historic Preservation Act of 1966, ;16 U.S.C. 5 ,
470 et seq., as amended, relating to the preservation of
historic landmarks.
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f '�S.`�:` rtt _�1.. � �ce�n1 'kr.�;r�'�l��,xN'�'t"'� }a���.stt o"� 3}�a,�'�t��i •:f�+�f � �u�'•""�i .���--��• a-
Page 3 of 13
S. Earthquakes - Seismic Building and Construction Ordinances,
$$, 319.200 - 319.207, RSHo (Cum. Supp. 1990), relating to
the adoption of seismic design and construction• ordinances
f by certain cities, towns, villages and counties.
C. Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, 42 U.S.C. $$ 4601 and 4651 et seq. , relating
to acquisition of interest in real property or any displacement of
persons, businesses, or farm operations.
D. The Hatch Act, 5 U.S.C. $ 1501 et seq., as amended, relating to
certain political activities of certain State and local employees.
.•,,. E. The Archeological. and Historic Preservation Act of 1974 (Public
Law 93-291) relating to potential loss 'or destruction of
significant scientific, historical, or archeological data in
connection with federally assisted activities.
v
F. The Wild and Scenic Rivers Act of 1968 (16 U.S.C. $ 1271 et seq.)
related to protecting components or potential components of. the
national wild and scenic rivers system.
G. The flood insurance purchase r 3 irements of 102(a) of the Flood
` Disaster Protection Act of 1973 (Public Law 93-234) which requires
Recipients in a special flood hazard area to participate in the
program and to purchase flood insurance if the total cost of .
insurable construction and acquisition is $10,000 or more.
E
H. The Privacy Act of 1974, P.L. 93-579, as amended prohibiting the
maintenance of information about any individual in a manner which
would violate the provision of the Act.
Z. Public L•aw 93-348 regarding the protection of human subjects
F involved in research, development and related activities supported
by this award of assistance.
J. The Laboratory Animal Welfare Act of 1966 (P. L.• 89-544), 7 U.S.C.
$ 2131 at seq., pertaining to the care, handling, and treatment of
warm blooded animals held for research, teaching, or other
activities supported by this award of assistance.
K. The following additional, requirements apply to projects that
involve construction:
1. The Davis-Bacon Act, as amended, 40 U.S.C. $ 276a et-.seq., ,
respecting wage rates for federally assisted construction
contracts in excess of $2000.
2. The Copeland (Anti-Kickback) Act, 18 U.S.C. $ 874, 40 U.S.C.
S 276c.
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Page 4 of 13
lards Act, 40 U.S.C.
3. The Contract Work Hours and Safety Stanc
S 327 et seq-
Convict labor shall not be used on construction projects
4. unless by convicts who are on work release, parole, or
probation.
- 4801
L. The Lead-Based Paint Poisoning Prevention Act (42 U. S. C. 5
int in construction or
et seq.) which prohibits the use of lead pa
rehabilitation of residence structures
Administrative Requirements
al Resources (MM) shall apply the
The Missouri Department of Natur
n Rule
and the federal, Conmo
standards contained in state statutes
(Adopted by 29 federal agencies and contained In specif ic Codes of
for each federal agency, under the title, "Uniform
Federal Regulations, A reemints to
.4-4-Astrative Requirements For Grants and g2Mgrat1yA__9
state and al Governments") in the administration of this agreement
n and in particular those
(subgrant/contract/cooperative agreement
standards paraphrased as follows:
The recipient (subgrantee/contractor) will be
A. Method of Payment ad in 1�erforming the
reimbursed for all allowable expenses incurr
expenses
scope of services. The recipient sball,report project
and submit standard invoices,. attached to the agreement, for
-payment. ' The form must be completed with the HDNR invoiced amount
ed for the recipient to be reimbursed.
and local share detail
of project expenses by the
Invoices-must provide a breakdown
nt budget. Monthly or
object class detail contained in the agreeme
t be' received by the 10th Of the month
quarterly invoices mus
nts will be made for
the invoice period. No reimburseme
following
expenditures incurred after the closing budget date unless a
sion has been granted by the MDNR.
budget time period exten
tion grants will be based on the
Payments under nonconstruc
lied to the total project cost for
grant sharing ratio as app
specif ically.
each invoice submitted unless the agreement
provides for advance*payments. Advance payments may be
monthly basis-to cover estimated
authorized ,on a ocess
for a 30 day period. HDNR programs may pr
requests ten working days prior to requested
advance payment
due dates.
2. All reimbursement requests, including those for advance
payment, will show expenditures by object class categories
and the following certification by the authorized recipient
I certify that to the best of my knowledge and
official, 1.3. Outl ays-were
belief the' dita. above are correct and that a
made in accordance with the agreement and that payment is'
Jously requested. Advance payments
dueanahas not been prev
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Page 5 of 13
will include the same expenditure itemization and
certification for the previous advance
P period. ,f
3. Requests for advance pafinents will be made prior an advance
payment being requested. The advance payment request will
include the same expenditure itemization
B. Retention and Custodial Requirements For Records. Financial•
records, supporting r Plortin9 documents, and other pertinent agreement
records shall be retained for a period of three years starting
t
from the date of submission of the final financial status report.
Authorized representatives of Federal Awarding Agencies, the
Comptroller General of the United States, and the MDNR shall have r
access to any pertinent books, documents, and records of
E recipients to make audits or examinations. The recipient will
further agree to permit monitoring by the ASDNR and/or authorized
representative.
a
If any litigation, claim, negotiation, audit or other action x
involving the records has been started before the expiration of
the 3-year period, the records crust be retained until completion
of the action and resolution of all issues which arise from it, or until the end of the regular 3-year, period, whichever is later. s
C. Program Income. Defined as gross income earned from agreement
activities including income from fees for services
the use or rental of real or ed with from
personal property acquired with
agreement funds, from the sale of commodities or items fabricated `
under a agreement, and from
payments of principal and interest on r!"
loans made with agreement funds. Program income shall be deducted
from outlays which may be both federal and nonfederal, unless the
MDNR, as negotiated with the recipient, or federal awarding agency
specifies an alternative method in the agreement, described in the
'!Uniform Administrative Requirements For Grants and Cooperative
Agreements to State and Local Governments " When anticipated and
authorized, Program income is added to the funds committed to the y
agreement it must be credited back to the original fund or project
from which it was earned. A recipient, having earned program
income, may then invoice the MDNR for costs incurred against `
program income if given Permission by the federal awarding agency, r
through the HDNR, as negotiated with the recipient..
D. Match or cost Share n ,
9. general, match or cost sharing
represents that portion of project costs not borne by state
appropriations. The matching share will usually be prescribed as
a minimum percentage. If stated in dollars only, the MDNR sharing
" ratio will be total project costs divided into the recipient match
or cost share funding amount. In kind i(noncash) contributions are.
allowable project costs when they directly benefit and are
specifically identifiable to the project or program.
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rr "G y, �W �` fi�i�. �i "!�*?:,�'#'`"�in4�-`�.s;�t� s�z�t#'4wYy��y:'P4sd•it��"3�`.°'.�'���'-»`�y� ta,���.��1`�"s' �"-r:t.rn, y§,srf"+r}y�' to
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Match or cost snare funding will be established by the MDNR,
x„
through negotiation with the recipient. Signature by both
the MDNR and recipient, on the agreement signature form,
firmly affixes the match or cast sharing ratios. Full
expenditure of recipient match or cost share funding is
required over the life of the agreement. Recipient must
invoice the MDNR, as required by the particular agreement,
and provide financial records for total -expenditure of -state
and match or cast share funding. The MDNR will reimburse
the recipient for its percentage portion agreed to by
signature less any negotiated withholding.
2. Failure to provide 100 percent of the match or cost share
ratio of total expenditures as identified on the agreement
'¢ signature form may cause that recipient to become ineligible
to receive additional financial assistance from the MDNR for
.; a period of five (5) years.
E. Financial Management Systems. The financial management systems of
# - recipients must meet the following standards:
•ti', 1. Financial Reporting. Accurate, current, and complete
disclosure of financial results of financially assisted
activities must be made. in accordance with the financial
reporting requirements of the agreement;
2. Accounting Records. Maintain records which adequately
F<; identify the source and application of funds provided for
financially assisted activities. These records must contain
information pertaining to agreement awards and
authorizations, obligations, unobligated balances, assets,
liabilities, outlays or expenditures, and income;
3. Internal Control. Effective control and accountability must
be maintained for all recipient cash, .real and personal
' property, and other assets. Recipients must adequately
'.r safeguard all such property and must assure that it is used
solely for authorized purposes;
4. Budget Control. Actual expenditures or outlays must be
compared with budgeted amounts for each agreement;
5. Allowable. Costs. Applicable OMB cost principles, federal
agency program regulations, and the agreement scope of work '
will be followed in determining the reasonableness,
allowability, and allocability of costs;
6. Source Documentation. Accounting records must be supported
by such source documentation as cancelled checks, paid
bills, payrolls, time and attendance records, contract, and
agreement award documents;
j
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Page 7 of 13
7. Cash Management. Procedures for minimizing the time
elapsing between the transfer of funds from the U.S.
z Treasury and disbursement by the MDNR must be followed
whenever advance payment procedures are used.
F. Reporting of Program Performance. A performance report for each
program, function, or activity shall be submitted at least
annually and/or after completion of the project, as specified by
the agreement scopa of work. Performance report requirements, if
not expressly stated in the scope of work, should include, as a
minimum, a comparison of actual accomplishments to the goals
established, reasons why goals were not met, and other pertinent
information.
` G. Budget and Scope of Mork Revisions. For non-construction grants,
Y recipients must request and receive prior written approval to
transfer funds from a direct cost budget category(ies) when the
j' cumulative amount of such transfers exceed or are expected to
exceed ten percent of that budget category. The revision must
'L meet requirements applicable to OMB cost principles. Official
notification is to be transmitted to the KDNR whenever a recipient
.'� makes a revision for less than ten percent.
1. Prior notification is also required by recipients to add
F ` budget items requiring approval, for allowabi.lity of costs,
is
<` in accordance with O-MB Circular A-87, A-122, or A-21, as
applicable.
2. Changes to the scope of services described in the agreement
must receive prior approval from the HDNR. Approved changes
in the scope of work or budget shall be incorporated in
written amendment to the agreement.
3. For construction grants, prior approval is required to
?'• revise any budget resulting from changes in the scope or
..r objective of the project.
;.5 H. Termination for Cause. The MDNR may terminate any agreement in
whole, or in part, at-any time before the date of completion,
whenever it is determined that the recipient has failed to comply
with the terms and conditions of the agreement. The HDNR shall.
promptly notify the recipient in writing of such a determination
and the reasons for the termination, together with .the effective
' date. MDNR payments to or recoveries from recipients under,
agreements terminated for cause shall be in accord with the legal
rights and liabilities o£. the parties.
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�f M' S 1-.v ... .. .l ___��....... .. I... ♦ .... .. .... .. . ...: ::i:Y.... \ • .,. .... �..... .:M 1L e,•i.... ..F1. .... . ..4Fibr._t3e.0t•S
-. ,..•..,--n.-.�� ..''•� '".�u'i±`+.�° � `� '»�r'��"c{��;�3ri�nY�4'�yac,'t1� sG��•F�'''��+t }.t�f �,s
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Page 8 of 13
I. Termination for Convenience. Both the MDNR or recipient may
terminate the agreement 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.
J. Equipment Management. The following standards shall govern the
utilization and disposition of equipment acquired with agreement
funds:
i
1. Title to equipment acquired under this agreement will vest
with MDNR.
2. Procedures for managing equipment whether acquired in whole
or in part with agreement funds will, as a minimum, meet the
following requirements until disposition takes place.
a. Property records must be maintained that include a
description of the equipment, a serial number or other
identification number, the source of property, the
acquisition date, and cost of the property, percentage
of federal participation in the cost of the property,
the location, use andcondition of the property.
b. A physical inventory of the property must be taken and
the results reconciled with the property records at
least once every two years.
C. A control system must be developed to ensure adequate
safeguards to prevent loss, damage, or theft of the
f property. Any loss, damage, or theft shall be
investigated.
3. When original or replacement equipment acquired under this
agreement is no longer needed for the original project or
program, disposition will be made as follows:
a. For items with a per unit fair market value of less
than $1,000.00, MDNR will transfer title to the
recipient who may use the property for other
activities without reimbursement to MDNR.
b. For items having a per unit fair market value of
$1,000.00 or more, MDHR reserves the right to transfer
title. However, the recipient may retain the property ..
for other uses provided that compensation is made to
MDNR. The amount of compensation shall be computed by
applying the percentage of MDNR participation in the
cost of the original project to the current per unit
fair market value of the property. If the recipient
has no need for the property and the property has
11 %11111
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� ,""i �1������.��i� v �9.�a� �'�xr�a�X+'ihikd�uTSa;�^�. 1wrd��'tNPS`t`�atj�fif�'�tK'J�'..` J. ?.Gd+;.rr�kc�c?N`f�. yi'.
2!.. � ; '�4 '� .t'� u...,y n�~ Y � S. i..�,:. 'M�'�,�_ is
1. ���`' m,t°d G 7,:'�.1� .`. .Fj'� t: '�
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sr .yj{.;.
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_,,
"t�'� further use value, the recipient shall request
+ :;�
r,;1,., disposition instructions from MDNR..
: d
` c. MLTINR shall issue disposition instructions within 120
calendar days after the recipient's request. I�NR may
pick up the property ar instruct the recipient to ship ,
the property elsewher®. Shipping costs shall be paid
� by MDNR. •
t;q.
' ��� d. Title is transferred.ta the recipient if disposition
instructions are not issued by MDNR within 120
�`�a calendar days after the recipient's request or if so
r�s instructed.
ty i
s�� K. Inventions and Patent►. If any recipient produces subject matter
� ��. which is or maybe patentable in the course of work sponsored by
, nom this agreement, such subject matter shall be promptly and fully
` '`� � disclosed to the MDY�iR. In the event that the recipient fails or '
��; declines to file Letters of Patent or to recognize patentable "
�.:, � subject matter, the I�DNR reserves the right to file same. The
MDNR grants to the recipient an option to acquire� an exclusive
;x license including the right to sublicense with a royalty
�'�� '' consideration to the MDNR.
��.
"k
L. Copyrights. except as otherwise provided in the terms and
. � conditions of this agreement, the author or the recipient is free
to copyright any books, publications, or other copyrightable
��,� ., material developed in the course of this agreement, however, the
,�: " MDNR and federal awarding agency reserves a royalty free '
"` �, nonexclusive cad irrevocable right to reproduces, publish, or
�1, otherwise use, and to authorize others to use, the work for State -
�h
government purposes.
' :tY M. Prior Approval For Publications. It is the policy of the 1�IDNR to
review and approve draft copies of all publications and other
; � printed materials which are intender] for distribution. The
;�.,, , recipient shall submit two draft copies of each publication and
other printed materials to the Ni1DNR which axe intended for
''� distribution and are financed, wholly or in part, by agreement
funds. Printing and distribution may follow receipt oa written
approval of the AIDNR.
N. . . Procurement Standards. Recipients shall use their own procurement
procedures provided'that procurements conform to standards set
forth in th® "Uniform Administrative Rec;uirements For Grants and
., � � Cooperative Agreeaaents to State and Local Governments10.
1. No work or services, .paid for wholly or in part with state
or federal funds, will ,be contracted without the written
w'K � ccpsent of the I�NR.
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Page 10 of 13
ks.
2. Recipient agrees that any contract, interagency agreement
•, subagreement, 'and/or equipment to be procured under this
award which was not included in the approved workplan mufst
receive formal MDNR project officer approval prior to
expenditure of funds associated with that contract,
agreement, subagreement, or equipment purchase.
O. Audit Requirements. Recipients shall arrange for independent
k: audits as prescribed in OMB Circular A-128, Single Audit Act of
F 1984. When the recipient had its yearly audit conducted by a
governmental agency or private auditing firm, the relevant
portion(s) of the audit report will be submitted to the MDNR, and
Al not, an audit is to be arranged for independent audit as
prescribed In ol+mB Circular A-128 or A-133, as applicable.
p. Allowability of Costs. Allowability of costs shall be determined
in accordance with cost principles contained in OMB Circular A-87
(Revised) for State and local governments, Circular No. A-122 for
nonprofit organizations and Circular No, A-21 for educational
institutions.
Q. Conflict of Interest. No party to this agreement and no officer,
r`- agent, or employee of either party to this agreement who exercises
any functions or responsibilities. in the review or approval of the
"r performance of this agreement shall participate in any decision
relating to this agreement which would affect their personal or
pecuniary interest, directly or indirectly.
No state employee shall perform any service for consideration paid
by the recipient during one year after termination of the
employee's state employment in which the former state employee
rte attempts to influence a decision of the MDNR or in the relation to
r " any case, decision, proceeding or application with respect to
which the former employee personally participated during the
period of state employment.
R. State Appropriated Flooding. The recipient agrees that funds
expended for the purposes of this agreement must be appropriated
by the General Assembly of the State of Missouri for each fiscal
s ' year included within the agreement period, as well as being
awarded by the federal or state agency supporting the project.
t Therefore, the agreement shall automatically terminate without
penalty or termination costs if such funds are not appropriated
a and/or granted. In the event that funds are not appropriated
and/or granted for the agreement, the recipient shall not prohibit.
or otherwise limit the MDNR's right to pursue. alternate solutions `
and remedies as deemed necessary for the conduct of state .
government affairs. The requirements stated in this paragraph
shall apply to any amendment or the execution of any option to
extend the agreement.
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Page 11 of 13
S. Debarment and Suspension. Recipients must not make any award at
any time to any party which is debarred or suspended or is
otherwise excluded from or ineligible for participation in federal .
assistance under Executive Order 12549, "Debarment and
Suspension." A Debarment/Suspension form is to be completed by
!
recipients and be attached to the recipient application and be
attached to the agreement document prior to signature by the HDNR
official. Furthermore, recipients are also responsible for
written debarment/suspension certification of all subcontractors
^ . receiving funding through a federally funded grant.
KDNR's administrative policy on the debarment and suspension of
I recipients for certain activities, DNR Policy No. 6030 is
`,. expressly incorporated herein by reference. A copy of this policy
v. is available to recipients upon request.
T. Anti Lobbying. No portion of this award may be used for lobbying
? or propaganda purposes as prohibited by 18 J.S.C. Section 1913 or
f` Section 607(a) of Public Law 96-74.
°£ 1. Recipient agrees to comply with the Anti-Lobbying Act,
Section 319 of Public Law 101-121, 'effective December 23,
1989. Recipient further acknowledges that failure to file
or amend the disclosure form, if required, shall. be subject
to a civil penalty of not 'less than $10,000 and not more
than $100,000 for each such failure.
u�s
s : 2. Recipient also agrees to include in all solicitation
P
documents the following:
a. Subreci Tents who p request or receive„ from the grant ,.•
ti;• recipient, an agreement, or subagreement exceeding
$100,000, at any tier under a federal grant shall
.,. comply with the Anti-Lobbying Act, Section 319 of
Public Law 101-121, and file an Anti-Lobbying
Certification form, and the Disclosure of Lobbying
Activities form, if required, to the next tier above.
b. Recipient acknowledges that if any expenditure is made
as prohibited by the Act, that he shall be subject to
a civil penalty of not less than $10,000 and not more
than $100,000 for each such expenditure.
U. Press Releases. Recipient .agrees that all statements, press
releases r proposals,
requests for bid solicitations, and other
documents describing the program/project for which funds are now
being awarded, will include a statement of the percentage of the
total cost of the program/project which is financed with Federal
money, and the dollar amount of Federal funds for the
program/project.
1 �, �`� t f r� 333 ¢• •� k 1 t i ��� •.n•
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Page 12 of 13
V. Recycled Paper. The grantee must use recycled paper consisting of
at least fifty percent waste paper, with ton percent or greater
reports which are prepared as a
being post consumer waste, for all
part of this grant award and delivered to the Department of
Natural Resources. The grantee must use recycled paper for any
materials that it produces and makes available to any and all
parties other than the Department of Natural Resources. The
chasing arrows symbol representing the recycled content of the
paper will be clearly displayed on at least one page of any
materials provided to any and all parties other than the
Department of Natural Resources. This requirement does not apply
to reports which are prepared on forms supplied by the grantee
agency. This requirement applies even if the cost of recycled
paper is higher than that of virgin paper.
W. Disadvantaged Business Enterprise Utilization. In accordance'wiih
federal administrative provisions, special efforts must be made,
for those agreements using federal Environmental Protection Agency
(EPA) funding, to assure that a Fair Share Objective of 8% be made
available to minority, women's and small disadvantaged business
enterprise firms, including historically black colleges and
universities, when utilizing agreement funds to purchase supplies, .
equipment, construction and services related to this award
agreement.
to 1. The recipient agrees to take all necessary affirmative steps
required to assure that wall and minority firms, women's
business enterprises and labor surplus area firms are used
when possible as sources when procuring supplies, equipment,
construction and services related to this award agreement.
The recipient agre�s to include information about these
requirements in solicitation documents. Affirmative steps
shall include:
a. ied small and minority'businesses and
Placing qualif
women's business enterprises on solicitation lists;
b. Ensuring that small and minority and women's business
enterprises are solicited whenever they are potential
sources;
C. Dividing total requiremeits, when economically
feasibly, into small tasks or quantities ,to permit
small and minority and
maxim= participation by
n's busindss enterprises;
d. Establishing delivery schedules, where the
r-equirements of work will permit which would encourage
parti6ipation by small and minority an4women's
business enterprises;
_ r. .Y$� k„y,,,a �°�i«�G<n ��'� +���,y y'•�(,Yr�`'Ktr� ¢!atrpr��ty .;`",y �+•kt'y�`t
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Page 13 of 13
e. Using the services of the small Business
Administration and the Minority Business Development
Agency o£ the U.S. Department of Commerce, and;
f. Requiring any prime contractor or other recipient, if
subagreements are to be let, to take the affirmative
steps in subparagraphs a. through e. of this section.
2. The recipient agrees to submit, to the HDNR's project
officer, a completed Standard Form 334, MBE/WBE Utilization
” Report, within 30 days after the end of each federal/state
` fiscal quarter.
X. Disputes. Program staff should attempt to resolve disagreements
** concerning the administration or performance of the underlying
agreement. If an agreement cannot be reached, the cognizant
division director will provide a written decision. Such decision
s'y of the division director shall be final unless a•request for
review is submitted to the department director within ten (10)
business days after the division director's decision. Such
request shall include: (1) a copy of the division director's
final decision; (2) a statement of the, amount in dispute; (3) a
brief description of the issue(s) involved; and (4) a concise
statement of the objections to the fina1C9ecision. A decision by
the'department director shall constitute`Xinal department action.
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HISTORIC PRESERVATION
' HISTORIC PRESERVATION FUND
ADDITIONAL ADMINISTRATIVE REQUIREMENTS
SURVEY AND PLANNING GRANTS-IN-AID �
tII. Additional Administrative Requirements
The grant recipient shall apply the standards contained in State etatute9, the ,
National Register Program Guidelines (NPS-49) , and the federal Common Rulo '.
(Adopted by 29 federal agencies and contained in the specific Codes of Federal
Regulations, for each federal agency, under the title, "Uniform Administrative r
Requirements for Grants and Cooperative Agreements to State and Local 5;
Governments" or OMB Circular A-110 for Institutions of Higher Education,
Hospitals, and other Nonprofit Organizations) in the administration of this grant
,• and in particular those standards paraphrased as follows: j
A. Commencement of Rork. The grant recipient shall commence work on the
?s' 3
pro ect within sixty (60) calendar days from the contract obligation date.
..,
,r Failure to meet the sixty-day work commencement requirement may result in ,
t the termination of the grant in accordance with subsection II-H. 4
,a•;;:? B. Applicable Preservation Standards. All project work, if applicable,
must meet the Secretary of the Interior's "Standards and Guidelines for
:d Archeology and Historic Preservation."
C. professional Standards for HPF Work. All persons employed or retained
by the grant recipient to perform or supervise project work that must 14
conform with the Secretary of the Interior's "Standards and (guidelines for d
%r Archeology and Historic Preservation", shall meet federal 36 CPR Part 61N
� • qualifications for preservation professionals, which appears as Attachment C S
to the Contract and Grant Agreement.
r? D. Hiring of Project Consultant Time Line. If applicable, within thirty
days of the date of this Contract and Grant Agreement, the grant recipient 47
shall have hired a project consultant or contractor meeting the requirements
of 36 CFA 61.
B. Failure to Most Milestones. Failure to meet any milestone shall be 4`
considered cause, at the discretion of MDNR, for the termination of the
grant in accordance with subsection II-H of the Department of Natural
Resources General Terms and Conditions which by mention are herby
°. : incorporated into the " Historic Preservation Program, Historic Preservation
Fund, Additional Administrative Requirements, Development Grants-in-Aid".
Furthermore, if a project is behind a milestone by 30 calendar days, MDNR
can, at it's discretion, unilaterally terminate a grant contract unless the '
required "notification of problems" procedures have been followed.
r •
`>R F. Required Notification of Problems. The grant recipient, as an
+#: obligation of thie. Contract and Grant Agreement, must immediately inform the
..rt; MDNR of any problems which may lead to amendment of this grant action to 3.M�
s include a 10% overall budget change, change in personnel, change in scope of y
Y•:A+
work and any actions that may cause the grant recipient to fail to meet any 'a
milestone. Not informing MDNR of problems shall be considered cause, at the
xb. discretion of the MDNR, for the termination of the grant in accordance with
sectsion E. above.
G. Required Conferences. Upon one week's notice, a representative(s) of
the grant recipient shall be available to confer with a representative(s) of
the Missouri Department of Natural Resources regarding project work and/or
'.`. contract administration so as to ensure work progress in accordance with
Y` this Contract and Grant Agreement.
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i ' � 5 `�v 4 jt.SF .M1Cr,.."�e+f'�, s ..J�' '"Y+'\:� a��SI�,•a.f t Y)NI�:E 7Flt�f'.��5 .t.r "r �, 4�` in'Rt yY y� .1?yf .r'"t s. X91�{}�'..xr,.y). .r
A.+r't? � rte+" ",•t �.�..s x ,•�.� , .rs r,� ,d" .�, :;� +�
`'' rs4+�..iL'xt.5.:+`.YS•A}h.. fit, 4 .�' R������F.x is
R. Acknowledgments. Any publication based on. activities supported by this
"r grant assistance must contain the following acknowledgment or a portion of
this statement, as appropriate, depending upon the content of the
,f$ i
publication:
^t (1) Publications
This activity that is the subject of this (type of publication) �.
° y.. has been financed (in part/entirely) with federal funds
administered by the Historic Preservation Program, Division of
State Parks, Missouri Department of Natural Resources, and the
Federal Awarding Agency. However, the contents and opinions do not
necessarily reflect the views or policies of the Federal Awarding
Agency or the Missouri Department of Natural Resources, nor does
the mention of trade names or commercial products constitute an
endorsement or recommendation.
(2) Other statements
When issuing statements, press releases, requests for proposals,
bid solicitations, and other documents describing projects or
,.. programs funded in whole or in part with this grant assistance,
5 all grant recipients, shall clearly state (1) the percentage of <.
the total cost of the program or project which will be financed
with Historic Preservation Fund monies, and (2) the dollar mmcsunt
of Federal funds for the project or program. ;
, F I. Reporting of Program Performance. A Final Froject Report, which • "`!'
appears as Exhibit 2 to Attachment B, shall be submitted at the end of the
grant period. This report should include a comparison of actual x..
$"
r` accomplishments to the goals established, reasons why goals were not met,
;.;:.,..� and other pertinent information.
. J. Ownership of Project Materials. Unless stated elsewhere in this
- { Contract and Grant Agreement, all products identified in Attachment A shall
be the property of MDNR with the exception of photographic negatives, which
may be retained by the grant recipient. Negatives retained must either be
placed in public repositories or be maintained in such a way that the public
4 will have access. Upon 24 hours notice, materials gathered pursuant to this
agreement shall be available for inspection by MDNR.
K. Political Activities. Grant recipients shall not allow the use of
grant funds, equipment, or premises for political purposes; sponsor or
r.k conduct candidate meetings; or engage in voter registration, transportation
activity, or other partisan political activities.
L. Contingent Fees. No person, agency or organization may be employed or
x retained to solicit or secure a grant or contract upon agreement or
understanding for a commission, percentage, brokerage, or contingent fee.
n The MDNR may withdraw the grant or deduct the contingent fee in full from
any grant with respect to a grant recipient determined to be in violation of
this section. 4
'M. Dual Compensation. In the event the grant recipient, .its employees,
contractors, or agents are involved in multiple projects involving federal
funding, and compensation is based upon the percentage of time allocated to
the federal project, MDNR will not compensate the grant recipient for more
than one hundred percent 100$ of such time.
P ( ) .�
M. succession. By executing the Contract and Grant Agreement, the .grant
recipient expressly binds himself, his partners, successors, assign®,
executors, and administrators.
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k 01 Form 1350 y'
U.S. DEPARTMENT OF THE INTERIOR
ASSURANCE OF COMPLIANCE
(TITLE VI, CIVIL RIGHTS ACT OF 1964) A
a�
(hereinafter called "Applicant-Recipient") f
(Nam of Applicant-Recipient)
' y HEREBy AGREES TsAT IT will c=VLy with Title VT of the Civil Rights Act of 1964
(P.L. 85-353) apd all requirements imposed by or pursuant to the Department of
the Interior Regulation (43 CYR 17) issued pursuant to that title, to the and
that, in accordance with Titles VT of that Act and the Regulation, no person in :i
# the United States shall, on the ground of race, color, or national origin be
*xeluded from participation in, be denied the benefits of, or be otherwise ;
subjected to discrimination under any program or activity for which the
'tr° 3 Applicant-Recipient receives financial assistant® from the Missouri Department
of Natural Resources and hereby gives assurance that it will immediately take
any measures to effectuate this agreement.
If an real property or structure thereon is provided or improved with the aid t
Y
of Federal financial assistance extended to the Applicant-Recipient by the
n ; Missouri Department of Natural Resources, this assurance obligates the
� o licant-Recipient. or is
App the case of any transfer of such property, any ik'?
transferee for the period during which the real property or structure is used
for a purpose involving the provision of similar services or benefits. If any ,r
ersonal property is so provided, this assurance obligates the
applicant-Recipient for the period during which it retains ownership or
possession of the property. In all other cases, this assurance obligates the
Applicant-Recipient for the period during which the Federal financial
APp
assistance is extended to it by the Missouri Department of Natural Resources.
' THIS ASSURANCE is given in consideration -of and for the purpose of obtaining
., any and all Federal grants, loans, contracts, property discounts or other
Federal financial assistance extended after the date hereof to the
Applicant-Recipient by the Missouri Department of Natural Resources, including
installment payments after such date on account of arrangements for Federal
sy' financial assistance which were approved before such date. The
! r Applicant-Recipient recognizes and agrees that such Federal financial Y
assistance will be extended in rsliamce on the representations and agreements
made in this assurance, and that the United States shall reserve the right to
seek judicial enforcement of this assurance. This assurance is binding on the
`.''. Applicant-Recipient, its successors, transferees, and assignees, and the person
or persons whose signature appear below are authorized to sign this assurance
on behalf of the Applicant-Recipient:
�.3
DATED f APPLICANT- PIENT
( esident, of Hbard or
Comparable Au prized Official)
a APPU CIPI iT t s
ADDPMS
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EXCERPT FROM 36 CFR PART 61
(QUALIFICATIONS FOR PRESERVATION PROFESSIONALS)
in the following definitions, a year of full-time professional experience need
not consist of a continuous.year of fUll-time work but may be made up of .
discontinuous periods of full-time or part-time work adding up to the equivalent of
a year of full-time experience.
(a) HISTORY. The minim= professional qualifications in history are a graduate
degree in history or closely related field; or-a bachelor's degree in history. or
closely related field plus one of the following: (1) At least two years of
full-time experience in r4aearch, writing, teaching, interpretation or other
demonstrable professional activity with an academic institUtion; or (2) Substantial
contribution through research and publication to the body of Scholarly knowledge in
the field of history.
ARCHEOLOGY. A�
(b) V
The minimum professional qu
alification3 in archeology are a
graduate degree in archeology, anthropoloW, or closely related field plus: (1) At
least one year of full-time professional experience or equivalent specialized
training in archeological research, administration, or management; (2) At least four 41
months of supervised field and analytic experience in general North American
Archeology; and (3) Demonstrated ability to carry research to completion. In
addition to these minimum qualifications, a, professional In prehistoric archeology
shall have at least one year of full-time professional experience at a s4erviscry
level in the study of archeological resources of the prehistoric period. A
professional in historic archooloW shall have at least one year of full-time
professional experience at a supervisory level in the study of azvhealogical
10
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resources of the historic period.
(c) ARCHITECTURAL HISTORY. The minimum Professional qualifications in
architectural history are a graduate degree in architectural history, *art history,
historic preservation, or closely related field, with coursework in American
architectural history; or a bachelor's degree in architectural history, art history,
historic preservation, or closely related field plus one of' the following: (3.) At
least two years of full-time experience in research, writing, or teaching in
American architectural history or restoration architecture with an academic
institution, historical organizatiom or agency, museum, or other professional
institution; or (2) Substantial contribution through research and publication to the
body of scholarly knowledge in the field of American architectural history.
(d) ARC241TECTMM. The miniolm professional qualifications in architecture are
a professional degree in architecture plus at least two years of full-time
professional experience in architecture; or a State license to practice
architmcture.
V
HISTORIC ARCHITECTURE. The miaim= Professional qualifications in historic'
architecture are it Professional degree in ar UnUtecture or a State license to
practice architecture, plus one of the following: (1) At least one year of graduate
study in architectural preservation, American architectural history, preservation
planning, or closely related field; or (2) At least an* year of full-time
Professional experience an historic preservation pro-
jects. Such graduate.study or
wMetience s4all include detailed investigations of historic structures, preparation
of historic structures research reports, and preparation of plans and specifications
for preservation projects.
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+` STANDARDS FOR DETERMINING ELIGIBILITY
CONCEPT OF LOCAL HATCHING SHARE
Historic Preservation Fund grant awards are federal monies that are made available1
through the Missouri historic Preservation-Program in support of a wide range of 'a
administrative, direct and indirect costs incurred in conducting eligible historic
preservation survey and planning activities.
A fundamental principle of these grants is that they are only partially funded with
federal money and must be matched by the Grant Recipient with a local cost share.
In general the matching ratio must be 50/50, that is, one half the project cost must
be provided by the Grant Recipient. However, at the discretion of the Grantor, 1
,t certain survey/inventory activities may be matched at a 70/30. ratio wherein the
local share constitutes 30% of the cost of that activity.
" GENERAL RULES FOR MATCHING SHARES
The local matching share of an Historic Preservation Fund project may include: '
charges incurred by the Grant Recipient as project costs during the a`
period; project
project costs financed with cash contributions or donations to the i..
Grant Recipient by other non-Historic Preservation Fund sources, including
public agencies, institutions, and private organizations and individuals;
project costs represented by services or real and personal property (or the use
t' of these) contributed or donated by non-federal third parties during the project
period. Where such in-kind contributions are made by the Federal government,
they' may be included in the Grant Recipient's matching share only if Federal
legislation authorizes such inclusion.
i
All coats, whether cash or in-kind, will be accepted as contributing art of
g to •P the
Grant. Recipiert's matching share only when such contributions most all of the
following criteria:- '
#.� 1) are verifiable from the Grant Recipient's records;
2) are not included as matching contributions for any other federally assisted
program or any federal contract;
3) are necessary and reasonable for proper and efficient accomplishment of
approved project objeetiveg; 3
4) are contributed within the project poiriod;
5) are types of costs which are allowable under the applicable Federal and
state regulations;
Page 1 of 5
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6) are not derived from the federal government directly or indirectly
_~ under another assistance agreement unless authorized under the other
agreement and the laws and regulations to which the other agreement is a
subject;
y
7) are provided for in the approved grant agreement;
and conform to all other provisions listed in this guide.
,> GENERAL LULES FOR DETERMINING ALLOWAHII,.IT3t'
General guidelines for establishing the allowability of a matching share
' contribution Are outlined below: ,
1) Although the Missouri Department of Natural Resources
• Y} prefers and
-`• encourages Grant Recipients to make required contributions in cash,
a, either cash or' in-kind contributions can qualify.
2) In-kind contributions must be fairly valued and must be of such nature ip..
that if the federal share had been used to pay for the contribution, fA.
}, the Grant Recipient would have incurred an allowable cost. In-kind '=
contributions are eligible only to the extent that they represents
' actual costs for which Historic Preservation Funds could be appliedf '
for project-Objectives. Any grant funds applied in excess'of actual
cost would constitute an unallowable profit to the Grant Recipient.
'ft,-
' 3) • Following 9 Project approval and signing of the Grant Recipient's
,xr contract, nqn-federal share expenditures of cash will be recorded as '
! 4� they occur. All in-kind contributions must be recorded in the ledger
accounts as grant costs when the in-kind services or goods are
received. Records including r ';
9 squired supporting documentation, of
In-kind services porformed or goods received must be maintained on a
current basis.
4) Non-federal share contributions need not be made in exact time
concurrence and proportion with withdrawal and expenditure of Historic
{ Preservation Funds. During the first months of project operation, '
' Grant Recipients are authorized to expand a greater proportion of
matching Historic Preservation Funds to meet project expenses than is
required by the applicable matching ratio. However, the full matching x,
share mast be contributed by the end of the project period. This
'
applies to all survey and planning activities.
` S) The local matching share is subject to audit, are is the federal share.
"
f
6) Documentation• of the basis for applying allowable indirect cost rates
as matching shay® must be readily available.
7) The basis for determining the matching share charges arges for personal
E; services, materials, equipment, buildings, and land must be
documented.
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h ��`'�n �y. i:t x'�> y�e �,>2.r Fr1i1 sXn 5i {s.fl}'f �•��.�r �� t�4 bSr� a�!..3(� C t�.� •S �`
'• d c�ri'�� 7,F1�.ee^r, 4�•y.�"i€v��✓M1" ��''Y"txx r>ir N ks '�+ ',,'.k_>w f r �`,r
t.. �.. -y �i�.r,"'r '' c�r .�', �`� a+,� .�"J�,r t{t y .��r 3,�� bS"d7d� •' v�.s a
S,yt1t ,ai.f• i.Y>,h'� cL', ts`'•4 CMyYY.f't ., t.
'�`. b z3 '� .,ty `td"{,arl .,5�k<'}�� �+ 'T. '�l trf y3 ,y �hh�rts"�'•. �r,�
r 1 .s `'C-r+ jrt K c •,`ti 3t"Gth .:.t ?4ti rl. e �5 I e.yt a At 4+ r t 7'��, t '}!� � �i9'• r. ,��. ... t
�� } sllf v r) ' .. -fL�t .:i., 5. � 'tt.i `�z' 3;,- <�?•r.,$�v .s r j
8) Hatching share costs will not be allowable if incurred prior to the
affective date of the project grant award, whether or not the Cos
"T would have been allowable if incurred ,after such date, with one t
' exception:
It is recognized that some costs must be incurred before a proposed
f,.
. project can be submitted to the Grantor with required descriptive and cost data. Therefore, such casts that are directly related to
development of survey and planning projects may be considered eligible
with the Grantor's concurrence.
1
GIIWAL RULES FOR VAZ.URTION OF IN-KIND GN'i'RIBUMONs
r. General rules for establishing the value of in-kind contributions as an element
Of the local snatching share are outlined below:
Donated Services
1) Volunteer services may be furnished by professional; and technical.
't personnel, consultants, and other skilled and unskilled labor.
Volunteered services- may be counted as matching share if they are
integral and a necessary. Part of the approved grant project.
Z) Rates for volunteer services must be consistent with those regular
rates paid for similar work in other activities of state government.
In instances where the skills required for the Historic Preservation
".' Fund assisted project are not found in the states
g
used must be consistent with those rates paid for similar workainsthe
labor market in which the grantor competes for the type of services
involved.
3) If a volunteer
Performs services outside his profession or trade, this
volunteer time must be valued at the federal minJ== wage rate.
Unless a higher rate can be documented, all rates are subject to the
Grantor's approval, .
Volunteers employed by other organizations are treated as follows:
when an employer, other than the Grant Recipient or a university,
furnishes the services of- an
services will be valued at .��loyee to the grant project, those
`Yr OMPloye®'s regular rate of pay
_ (OXCI asive of fringe benefits and overhead- cost), provided the
services volunteered are in the same skill range for which the
employee 12 normally paid.
5)• Review board contributions are treated as follows: only to the extent
that• itemmts of cost would be allowable under state and local•.laws,
regulations, and Practices 1 p applicable to persons performing coatparable
duties and services, can such contributions be applied as matching
share.
•
Page 3 of 5
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., .r?� ,!.j �� .• 4...iL r,t„,� J ` cu' 3•�4�J,, �'Y!t+�f,1t..t�K, ,t:E f'.}y r; 5 7 ,�. �hi „r� :Y ;:im :.u•`:,, .Ik
+ ' 6�'/�' +.�...;i�. .i''c.�. i• •l... - ,...:�4'9..,� .. w. F:'�..� ,t. ..:u..w,..krt.. •.� ..aA,xra41� ['.
r
Time spent a by review board or any other advisory body member which
` is directly related to the development, conduct or administration of a
etw: K ;
Grant Recipient's project is allowable as matching share contribution
to the extent that the contributed time is spent solely in the
member's capacity as a member of the board. Time spent in meetings {ti
directly relating to approved program objectives which is chargeable
as matching share must be documented by agenda, minutes of the =;
' maeting, and a separate time record, for each member. Travel time
must be reasonable and meetings must be held In as easily accessible
place. Unreasonable or undocumented donations of time will be subje►et
uh;«: to audit review and possible adjustment or disallowance.
�� 6) All volunteer services claimed as non-federal share must be
A3 substantiated by time cards or records that are signed by both the
volunteer and his supervisor, just as are required for all salaried x
essployees. Such records must show the actual hours worked and the �
qs specific duties performed. The records .should also show the basis for
determining the rate of the volunteer's contribution r ution and such •'�
documentation must be available for audit.
° Donated :
Property
Valuation of Donated Expendable Personal Property; `
L 'F1r�:at
•}y5j•'�t.3 Expendable personal expendable '•`� .,}�:,::�
P Property includes such items as 1'�• •,�''
}y equipment, office supplies, or workshop supplies'. Values assessed to
;:;i' . donated or contributed personal.property included as matching share must
`I be reasonable and must not exceed
ed the fair market value at the titan of
• .,£, donation. The basis for determining the valuation must be documented and
available for audit. Y:
Valuation of Donated Non-expendable xpendable Personal Property and Buildings and
Lend, or Use of These Types of Property:
r.
Generally, '
y, as stipulated in the Federal Office of Management and
Budget, Circular A-122, the rules used for charging matching share for • "::,
';. donated non-expendable property, buildings and land are as follows. ({y`'
If the
Purpose of the grant is to furnish equipment, buildings, or
land to the Grant Recipient or otherwise to provide a facility, the
Y
r total value of the donated
P�Perti' �Y be claimed as matching share.
'�sr`•�,� Z) If the .:,,.
Purpose of the grant is to support activities that require the
use of equipment, buildings, or land on a temporary f"
•�' basis, depreciation or use charges °�° � °r part-time
-,4 arges for equipment and buildings may be :r
made. The full value of equipment or other capital assets and fair is
rental c ac
barges for spe may be made provided the Grantor has approved
the
charges.
Page 4 of 5
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,4 3) The valuation of donated non-expendable personal property shall not
exceed fair market value of equipment and property of the same age and
f• condition at the time of donation.
` '" 4) If the donee transfers title to the property, the amount allowable as
matching share is determined as if the Grant Recipient had purchased
the property and paid the fair market value of the property at-the
time the property was transferred,
5) if the use of property is donated an a loan, the amount allowable as
matching share shall be determined as if the Grant Recipient had
rented the proper-ty and paid the fair rental value at the time of the
donation.
6) The value of donated land and buildings may not exceed its fair market
-� ' value at the time of donation to the Grant Recipient as established by
an independent certified real property appraiser.
7) The value of donated space shall not exceed the fair rental value of
space as bstablished by an independent appraiser of comparable space
and facilities in a privately owned building in the same locality.
kt •
Page 5 of S
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LISTING OF ELIGIBLE AND
NONELIGIBLE EXPENDITURES
Standards for determining the allowebility of individual items of cost are
! `3 based on federal management circulars; rules and regulations; and the National
Park Service grant manual for this program. Listed below are examples of costs
which are typically allowable, but the abgance of a particular type of cost in
the list is not intended to imply that it is either allowable or unallowable.
4
F . Accounting: the cost of establishing and maintaining accountinq aaid'other
k information systems required for the management of the grant project.
Advertising: advertising media including newspapers, magazines, radio and
y: television programs, direct mail, trade papers, and the like.. These
advertising costs are allowable when they ars solely for recruitment of project;personnel necessary for the grant assisted for solicitation of
�. bids for procurement of good's and services required for the performance of
'l the Historic Preservation Fund assisted project; notices required by the
f� federal government, state, or local agencies pertaining to the Historic
Preservation Fund program, .and other purposes specifically provided for in
J the grant agreement.
;sad Audit services: the cost of audits necessary for the administration and
management of functions related to the grant project.
Banding: costs of premiums on bonds covering employees who handle Historic
rk Preservation Fund grant monies.
Budgeting: costs incurred for the development and preparation of budgets,
` if such actions occur after as
applicant has been selected for funding.
Building Lease: the administrative costs for lads* management of Grant
Recipient office space.
Communications: communication costs incurred for telephone calls 1 : p 1 or
r special phone systems directly related to grant program operations.
Comensation for Personal Services: compensation includes all current or
' r. accrued payment for services rendered during the period of
performance •
under the Contract, including, but not limited to, wages, salaries, and
MPP �ntary compensation and benefits. The costs of such compensation ,
ompensation
'.° ays allowable to the extent that total compensation for individual
=vLoyees is:
Z) reasonable fat the services rendered;
Z) supported by payroll and distribution of time and distribution .
records. Note: amounts charged to Grant Recipient projects for
persona].
11.
Page 1 of 7
x
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2 iMS X ? i a ;
s ,
w
services, regardless of whether treated as direct or indirect cost,
z {,y will be based on payrolls documented and approved in accordance with
4. generally accepted practices of state or local government. Payrolls
must be supported by time and attendance records or equivalent }
records for individual employees. Time distribution records are
not required for full- or part-time employees whose entire time
is charged to one grant project or activity. The method used
should produce a clear record of distribution of time and effort,
federal and matching shares assigned to personnel. A system that only
tracks effort is not acceptable. Time should be accounted for in
units of work days. and include a brief description linking work •
perforated to a specific approved project.
r,..
Depreciation and Use Allowances: Grant Recipients may be compensated for
the use of buildings or equipment as capital improvements. The computation
used will exclude any portion of the cost of the building or equipment
donated or barns directly or indirectly by the federal, government. Before fY ,
any grantor may utilize Use Allowance, a formal request must be made to the
Grantor to .insure its eligibility.
;Mlo eat Fringe Benefits: Costs identified under 1 and 2 below are
allowable to the extent that total compensation for Grant Recipient
employees is reasonable.
compensation aid to ,#Y'
employee benefits in the form of regular comp P
employees during periods of authorized absence from the job such as
-r.,. annual leave, sick leave, court leave, military leave, and the like if
they are: F>
Yf 3
a) provided pursuant to an approved leave system; and
b) the cost thereof is equitably allocated to all related activities
including grant progrms. .
'f 2) employee benefits in the force of employers' contributions or expenses
t' for social security, employee's life and health insurance plans,
unemployment insurance coverage, and workman's compensation, provided
.• :. 1,
t` +} granted under approved plans and are distributed
.,: such benefits are � •.�
equitably to grant programs and all other activities. ,
Employee Morale, Health and Welfare Costs_: costs of health or first-aid F
clinics and/or infirmaries, recreational facilities, and employees'
counxeling services, incurred in accordance with general state or local xfi:
government policies.
Eauinment and Other_Ca ital MMenses: An article of non-expendable
tangible property that has a useful life of more than one year- and an
' acquisition cost of $300 or less is allowable without prior approval of the {�
Grantor when deemod necessary for grant project operation.
' Page 2• of 7
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�4
V
_h�its: costs of exhibits relating specifically to grant program
processaso accomplishments, or results. (cf: unallowable costs for
ineligible exhibit purposes under "Museums") .
Furnishings: Costs of project furnishings are allowable when such are
original pieces of furniture or are permanently attached items that are
Integral to the building.
indirect Costs: indirect costs when specifically authorized by the
Grantor.
Legal .&Menses: costs of legal expenses required In the administration of
the grant, if directly relaLed to program activities.
Maintenance d Repair: costs Incurred for necessary maintenance, repair,
and upkeep of Grant Recipient administrative offices and non-expmndable
property in support of grant assisted activities which 'neither add to the
permanent value of the property nor appreciably prolong Itsa umsful life,
but do keep it in an efficient condition.
Materials and Supplies: coiti-of materials and supplies necessary to cim
out the grant project. Purchases made specifical1y for the grant project
should be charged at their actual price after deducting all discounts, '
trade discounts, cash discounts, rebates, and allowances received by the
grantee.
Meetinas and Conferences: costs are all6wable when the primary purpose,
of the meeting is disaiiination of information relating to grant
activities.
MembershIps, Subscriptions, and Professional Activities: The cost of
memberships In civic, business, technical, and professional organizations
is allowable, provided:
1) the benefit from the membership is directly related to achieving grant
program objectives;
2) the expenditure is for agency membership;
3) tht cost of the membership is reasonably' related to the value of
samices or benefits received;
4) the expenditure is not for mmborship in organizations which devote a
substantial amount of time in lobbying either the Congress of the
United States or the General Ass=bly of Missouri.
Motor Peals: costs of service organizations which provide autcatobiles -to
user GrantRecipient agencies at mileage or fixed rate and/or provide,
vehicle maintenance, inspection, and repair service.
Page 3 of 7
• -�T `S� ^" •1,�•tr"' ii .b Y.,t.: n 3 wz�. f�;t•.t{•r°., r q.� ��.1 .4''�` ��T}3 3}F.3t..{,RD/'`r;<-t:d�r yx,Si.. st.. T '_` .3"
'TJ• .,{ '•C :'L�t t.�-^•r'.�T�, iYfA br fts�i ,� f �, �� �p; t$Yd}. � .it ,,.
r ,
,;Tf Parol�l Preparation: costs of preparing payrolls and maintaining necessary }
related wage records.
S?ta
Personnel Administration: costs for recruitment, examination,
certification, class if ation, training, establishment of pay standards,
f ' ✓ and
related activities for grant program.
Printing And'RaPM4.Uc�, tion: costs of printing and reproduction services
necessary for ant administration,
:•,. � including, but not limited to, for=,
trN reports, manuals, and informational literature. Publication costs of
t reports or other matarials relating to grant program accagplishmonts•or
` results are allowable when provided for in the Grant Agreement.
Procurement Service: •the costs of procurement of services including
solicitation of bids, preparation and award of contracts, and all phases of
contract administration. r'
Publications: Publication charges are eligible if the papers report work
;? supported by the Historic Preservation Fused grant and acknowledge the
'. source of the grant. * The publication must not be for profit or the r r
P amt
income from the publication must be shown to further extend grant
activities. It must be proved that there will be a significant and direct
benefit to the achievement of grant program objectives.
Ut
Public Information Service Costs: Public information service costs include
the costs associated with newsletters, pamphlets, news releases, and other
..}{ forms of
Priam related informational services.
1) Allowable costs are those normally incurred• to:
�r
f; > a) inform or instruct individuals, groups, or the general' g public
y about statewide and local historic preservation accomplishments,
problems and issues directly related to Historic Preservation
k: Fund grant supported activities;
b) interest individuals and organizations in participating in
Historic Preservation Fund i!
grant supported programs with special
: z emphasis on Missouri Department of Natural. Resources objectives;
C) Provide necessary stewgirdffihip reports to state and local
'1
government ag'encies. contributing to the project;
d) disseminate the results of
' grant-sponsored activities to °Y
Preservation professionals, interested organizations and the 3
^ general public.
r- a) Publication service costs necessary to comply with grant project x
rt requirements, such as completion reports,
the written direction of the Granto or other undertaken at
publications necessary •<
for program administration, are allowable.
f Page 4 of 7
• r i
i•. ��r M�.,1 r � '�
�i•,y. 't• ,x} a ttt+?e .+r��py ,d' ;A.,.qq� "Y'�y;(,.�'�3fe�y!µ�. ry��rt�aj r•,,}�•�y� � '.E2 j '\
.f i y.. ,.Y.,^? '�I qtr,.;� ��•r,. !r .�. `� �{{S�L:x,7f.t y•..�•3 �Jx.,a*' i,1,.ni:,.r�`?s . �' {�'�rel �r ,
t.`'t fir: ��+ t?J <z':y.' ` a tie r�. ..�ctse ? . tt `n2k. t' r,•,p `r t +.. �n �( !
r .N'. •<. ..r
v
����) i4d^ '+�f,� 3;tj�'r^?r �'@ p a,�'tk �•��.��ti9 Pay{`iSrl; sept»�,:!u.. �`d asti,,,Ati y t"�tt��?^t.� I�t �.34•r '����rttxv?:+x1�s�kaRU;V y '?4Mtr.<. hw�t �{
.s n � NS ' a���pv y �NS��I .!,,+�. } .�: 1�,+r s'•t`1�. yg15„ iiy ,}, . y 4p •av rM,
'�2 i F '�f. 'tt �jh`'r L7'�+��q t, -+ '+�`�j f t x °t�^��f��S""�°s'le`�`f.y` `k�'�,�,�U`�,,i''�'��§`�•�� y l7h�y tik`}t1�,, K.rk s r
,t i �',`y`�� � °$,a,r;�.47ktt�t� ¢�+.5,� .h ,?' yx F+.� ti ? sty ,a T • �
`• a ... �
Reference Materials: costs of books and .su•bscriptions to civic, business,
professional and technical periodicals when such materials are necessary
to accomplish grant program objectives. Nd
Research: costs of historical, architectural, and archaeological research
a necessary for project accomplishments. Note: purely archival research is
ineligible. "
1
Review Commissions: costs incurred by local review boards or ct%mmissions
created to carry out grant objectives. Members of the comniaxion may
tf ; receive subsistence, travel allowances, and compensation while sierviag the
commission, in accordance with state Law, regulations, and practices
applicable to persons performing comparable duties and services.
Supolies and Services: the cost of maintaining and operating a central '
slots for supplies, equipment and materials used either directly or ,
indirectly for the purpose of a specific project activity.
Taxes: In general, taxes or payments in lieu of taxes which the Grant
=rs
Recipient is Legally required to pay are allowable, subject to adjustments
#' for applicable credits. ft
' Training and Education: costs of in-service training customarily provided
j? for employee development when directly or indirectly benefiting grant
objectives.
Transportation: Costs incurred for freight, cartage, express postage, and
other transportation costs =elating to goods either purchased, delivered,
or moved from one location to another are allowable when necessary nd
r { directly related to the grant project. �Y
i .`r• C�:
Try: Travel costs are allowable for expenses for transportation,'
I
`V
lodging, subsistence, and related items incurred b
• y employees who are in . �
travel status an official business incident to a grant project. Such costs
i , may be charged on an actual basis, or on a ear diem or mileage basis in
lieu of actual costs incurred, or on a combination of the two, provided the
method•used is applied to an entire trip and results in charges consistent T,
?( with those normally allowed in Like circumstances in state sponsored
activities.. The difference between coach and first class air fare is not
allowable unless coach accommodations are not reasonably available. '
The following types of costs may be allowable, but prior approval of the
'a Grantor will be required:
Automatic Data Processing: costs of automatic data processing services to
grant projects. These costs may include rental of equipment; the ?x
' acgnisitios of equipment by out-right purchase; rental-purchase agreement;
or other methods of purchase, but purchase cost is allowable onlX upon
• prior Grantor approval.
Page 5 of 7
r t t
5-11
�� 1��+Y iw`�4�i�} Pt•t�.d,4• ,i�s.,.'i ; a � ,1
:,� ` �4. C• .;st.� '�r u'. �.��. �, s�j .,t1. tr�. �'?ed �.�r�'�,
_" t Kt x �' •f tt ' 11r �.
`.Ll't�x}sr.
...... ,. rT ,i�1 �} 3 t ss x�.•,
� `. � �`AF*��c�7{" +�• {.t � +"ti a .
s fah )r ,n X47 trfX�r i J�UA4��� *+y
;Mf 3uildinct Space and Related Facilities: The cost of space in
r, '. .....;* P privately
r '.; = l
bli
d owne or publicly owned buildings used for the benefit of the
grant project
is allowable, subject to the conditions stated below. (Note: the total
'-' cost of space, whether in a privately or publicly owned Facility, may not
comparable space and facilities in the
exceed the rental cost of. co p private
sector in the same locality) .
!� 1) Maintenance and Repair: The cost of utilities, insurance, security,
janitorial services, normal repairs. acid alterations, and the like are
allowable to the extent they are not otherwise included in rental or
other charges for space.
t Y
{aY 2) Rearrangements and Alterations: Costs incurred for extraordinary
rearrangements and alteration of facilities required specifically for
the grant project are allowable with prior approval by `the Grantor.
t7� 3) Occupancy of Space Under Rental-Purchase
Agreement or a Lease with
Option-to-Purchase: The cost of space procured under such
arrangements. is allowable with prior approval by the Grantor.
i
trz. 4) [don-Occupancy*an
p cy: The cost of space procured for the grant project may •'�", • ,�;
not be charged to the project for periods of non-ocaupanc'y without'
„ = prior. Grantor 'authorization.
F y�4fi1.�.,1#u
Zkh Cayital &Menditures: The coat of facilities, equipment, other capital
.y
assets, and repairs which materially increase the value or useful life of
", capital assets,
is
-allowable when such procurement is specifically
�� ,
ifi
justed in writing and specifically
g approved by the Grantor in advance. •;;
When assets acquired with federal grant funds are sold, no longer available
for use in the federally sponsored Program, or used for
purposes not
authorized by the Grantor, federal equity in the assets will be refunded in (r
,r the same participation y
proportion as the fedoras artici ation in its cost. In case an
assets are traded on now items, only the net cost of the newly acquired .. A
assets is allowable.
A Eaui_nt: Articles with a unit cost of more than $300 and useful life of
more than one year are allowable when specifically :
` p Y a pproved by the Grantor
in advance as a direct cost.
Insurance and Indemnification: costs of hazard and liability insurance to <;
cover persona.,property directly connected with federally assisted projects
and maintained pursuant to the Grant Agreement, during the grant project
period.
Costs of other insurance in connection with the general conduct of
activities are allowable subject to the following limitations:
`` 1) Type, extent and '.cost .of coverage must be in accordance with .general
state government policies and sound business practices.
Page 6 of 7
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..� �. �� tv.4 1<.S.a`r t'�t �.../. 4. u E 3 S'h ? ;r 3. t• -f f F}T( 1 i� T?, �.('..'�� � y3,
i,
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�' ..'.itf`.:�.'.r H Y a fa. ^ax r ti F:y'y .,.!fA.�1M�4,/rj'.+r'A',..0,",'`.a;.4Jss.,,.;��r.i.f 1te l pa}��.'t e4 Sk'{��ir'rF}x t�i'°t;{it„t v?"iir�+i'u�i ax�Q4��C,S fGt d 4,.t�'F`i�,��%t+t t t?�a u�,R�1 bWt���t.l}�fi"t?i���Y{l,.�t r l•�fi}r#xC[°Y�ia f'{^t'7 5 t t.411 5}7 trt4i>r y r+?"'t n1 rF,?r t i�f s;t•'��ir�"t 7.tt r r!t�x�.cy.:,s,y r�r�is 4i t t�a�!.k�'z?a 7,}.7.t v i'F1�.1�f,?4 s.J l.`Fs f d t 1A 6 y?t tt°riirtiy r{�4fii,",d.y`J..r 7`,a7('l+.�r r\t i,r t t h a nix is`s,S i 9v,A}:a S�t(�;'t+ii''M he�!b.yi.3Gt{"ryf3�„{t r4}"s q 1 ai L yt fi.�4:fi,�iY'7vr rt t{�e`f,f"�'rCy�Fi,•.�,A,5y''tF+r ti,.+�dy x 1 y�So.�.�y£�A r',F�r!AN
IN�,
rA31+ 3
w i �i'Ss�N'3.>�:ro I{{4 ui ti{'J t(§P�*�f h i!'t)4�'rS�J t i'j:k�t 4�'F•�7
3 3 Af=r+s
•r
r�
�, ;rtn,4..t i tit.,.` � 1' t ..,.r tt ,, it '` r{`�� �t�r�w •�� i .
W°$is .�'•�VN+e�,t1� d�µ^��}r�75tbd .'tYV.t `'.
�J� j .Ei, IS�I t k i :�+�.! d � y: sl+ • t' t �?,at w. R }t fi - Y �
2) Coats of insurance or of contributions to any reserve covering the
risk of loss of, or damago to, • federal government property are not
allowable except when written approval is granted by the Grantor.
3) Contributions to a reserve for a self-insurance program approved by
the Grantor are allowable to the extent that the type of coverage, and
:.y the risk and premiums would have been allowed had insurance been
purchased to cover the risks. -
Professional. and Con�g,�e costs: Costs of professional and
F consultant services are allowable subject to the general conditions ruling.
federal grants, state and local laws, and the following.
1) the nature and scope of the service rendered in relation to the
zE
service required;
2) the necessity of contracting for the service considering the Grant
Recipient organization`s capability in a particular area;
3) the impact of government grants on the Grant Recipient organization; '
4) the qualifications of- the individual or concern rendering th® service
^ , and the customary fee chargad, especially on non-government contracts
and grants; and
5) the adequacy of the contractual agreement for the service
' description of the service, estimate of time required, rate of
compensation, and termination provisions).
However, it should be noted that:
6) Retainer fees to be allowed must be reasonably supported by evidence
of services actually rendered;
7) Costs of legal, accounting, and consulting services, and related costs
, u incurred in the prosecution of claims against the government are
unallowable; and
r d) No person employed as a consultant, orb firma
y providing consultant
; r services, shall receive mare than a reasonable rate of compensation
t. '. for Oersanal services paid with historic Preservation lhmds. Where
audit and monitoring reviews indicate that the rates of Compensation
were got reasonable or exceeded the max4alm daily rate, the Grantor
may determine such costs to be unallowable.
Proposal Costs: Proposal costs are allowable when the cost of preparing.
Proposals for potential federal government grants are specifically provided
for. in the Grant Agreement.
Page 7 of 7
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±fit
EXAMPLES OF NONALLOWAHLE COSTS q!
Standards for determining the allowability of individual, cost items
of the local matching share are based on federal management circulars rules
t
and regulations; and the National Park Service
Listed below are grant manual for this program
examples of costa which are typically not allowable, but the
• absence of a particular type of coat is the list ahoul(l sot be takes to
that it necessarily is allowable. mean
grantees should request a Grantor d�®� questions of eligibility are involved, ,
r expenditures. ration prior to Making such
h
Archival Reseascfh: costs of purely archival research.
&Lehaeoloaical Salvaae:
costs of salvage archaeology ;
increasing and understanding knowledge of &•National Regi3tsr p to
(There are special circumatances that may Psal rte.
applicants that propose such actions must, loseologicual salvage, and
Of thou g, inform the Grantor
Proposed methods and any special circumstances. Allowability will �
be decided on a case by case basis. )
Bad ..Debts* ' any losses arising from uncollectabla
and accounts and other claims
related collection coats.re
Bonus Payments: °
bonus payments of any kind. ,
Conditional Donations: any donation or contribution containing a
' reversion
aje Provision to the donor which can be exercised during the terra
Of the project.
Cont3naencies: contributions to a contingency reserve or an s
PrOvision for unforeseen events. Y +,
Contributions and Donations: Ch
'unallowable as follows: writable contributions sad donations
I
1) charitable contributions and donations of
grant funds;
2) the value of services donated by wVl �t
grant ids; and oysea or other Person Paid with '
' 3) Donated
goods (i.e., expendablePersaonal property, supplies, and
k d0nated use of space) may be furnished to a
supported contractor. Hues, or grant `
reimbursable as The value of such goods and space is not
di>:ectc or indirect cost
donations may be used to meet matching Share ever, the value of the ,X
EiPIP reviser to deterffiine eligibility on a case by c�batastis)lloaring
Curation: coats of cuate.n or exhibition of artifacts or other materials Project
Page 1 of 3
Y'. Y
T '
k
"I WI
C .�G.• '
n
. t..
Damage Judgements: damage judgements arising out of acquisition,
construction, or equipping of a grant assisted program or project site,
whether determined by° judicial decision or arbitration or otherwise.
' Entertainment: costs of amusements, social activities, and related
�
aced
incidental costs such as meals, beverages, lodging, rentals, transportation
and gratuities.
�Ement: Equipment and other capital -expenditures are unallowable an
indirect costs. (Although they may be allowable under the rules regarding
Use Allowances or Depreciation, the Grantor must decide allowaabilityon a
case by case basis).
Fines and Penalties: costs resulting from violations of, or failure to
comply with, federal, state, and local laws and regulations. +
Fund raising: expenses and costs of organized fund raising, including
financial campaigns, endowment drives, solicitations of gifts and bequests,
and similar expenses incurred solely to raise capital or obtain '}
contributions.
• Indirect Cost to Individuals; indirect costs to individuals under Grant _0
Recipient contracts.
r
1,{A
Interest and Other Financial Costs: Interest on borrowing, however "
represented, is unallowable. .
F,'
" °"` InterPretive Expenses: interpretive
rpretive expenses, such as staff salaries or
maintenance of interpretive devices, with the exception of purchase and
installation costs for such devices.
L-gis ative Expenses: salaries and other e 5
xpenses of local governmental
units such as county supervisors, city councils, school boards, etc. , t
whether or not. incurred for purposes of legislation or of executive
direction. ¢
`r.
.0
Lob_ b_ y_ing: costs associated with activities or any communication designed
to influence in any manner a member of Congress to favor or oppose any
legislation• or appropriation.
•�a
Me—als: Costs of meals for Grant Recipient p employees or Review Board
members, including any oversight or advisory boards, are unallowable except {
when such
Persons are on travel status in conjunction with activities
eligible for Historic Preservation Fund assistance.
Maintenance and Ac3ffiinistration: costs of ongoing maintenance and
administration of properties following an Historic Preservation Fund •"
assisted project.
Page .2 of 3
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PROCUREAUM STANDARDS
The types of procurement contracts which area allowable under the fund are
,f cost reimbursement firm fixed-price contracts, fixed-price incentive contracts,
or cost-plus-a-fixed-fas contracts. Other types of contracts may be acceptable
depending upon individual circumstances. However, cost-plus-a-percentage-of-
cost-contracts may not be used under any circumstances.
All procurement transactions, regardless of whether by sealed bid or by
negotiation, and without regard to dollar valuo, shall be conducted in e 'manner
that provides maximum open and free competition. The Recipient shall have
written selection procedures which shall provide, at a minimum, the procedural
requirements; incorporate a clear and accurate description of• the technical
R requirements for the material, product, or service to be procured; clearly sat
forth all requirements which offerors must fulfill and other factors to be used y.
".+ in evaluating bids or proposals. 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
$:x technical resources. Contracting procedures are as follows:
A. Formal bidding: The*Grant Recipient must formally advertise, with
adequate purchase description, sealed bids and public openings unless
negotiation is necessary to accomplish sound procurements. -However,
procurements under $25,000.00 need not be formally advertised. Formal
advertisements should be placed in a major newspaper that-covers the area
affected by the project. Notice should be published at least three times in
this publication or once in three different publications. Use of pro-selected
bid lists, posting in public places, and publication in trade journals, and
magazines are deemed legitimate steps to ensure free and open competition.mpetitian. The
••
Grant Recipient must, at a minimum, submit the following documentation to the
Grantor if this method is chosen; A copy of the actual advertisement and an
invoice showing the dates published. The advertisement must state that federal
funds are involved, and that compliance with all applicable federal, state, and
local laws, rules, and regulations is required. After bids are received, 'they
:r should be tabulated and summarized in a manner that will facilitate
comparison. In award contracts that include additive and deductive bid items,
the award procedures should include a disclosure of the selection priority for
"• those items. The bid tabulation must be signed and dated. ' If no-bid or no
n acceptable bids are received, a contract can be negotiated for the same scope
of work if each bidder is given notice of this intent and reasonable
;R opportunity to negotiate.
B. Competitivs Negotiation: If conditions do not lend themselves to
formal advertising, the Grant Recipient may use competitive negotiation. In
this type of procurement, the Grant Recipient must solicit an adequate number
to be determined by the Grantor, of qualified sources to -permit reasonable
competition consistent with nature and requirements of the procurement. The
t Page 1 of 3
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t,•a]i41 r�*..y*y+rtr:-t F`1• .�r�"�'� T 5�v� t tj4. zf'`L it . 'tµis v .v� j s 1 .f t r r:'` 5.. ..+i / .;{ S'{1.'s� jS i.+��`,x�.��4� .M a � �
p3).{ex�T7 .yk5�' 'r:}"L.S.1,' 1�� }( ..{�:�.k � 4 ( i Yi .}} 3 L .d .4 '' -�L 41�tY"'�i'7,f45•.. Fact
k,iii.`ii gy��' n`yy c3 e. C + t Jr f�l i,t r Jrl ,4 {' r r t S .F• a- tt?"}�
.Vde.� Y'ti'�� •;zT}S,�i t (� t Y.�at, c �{`� ',�. y" t } } i., P t !4 T r + �a �'i'
}� ti -•t ..�+ 4n �i `je"; � y-33SJ Fq;z."S ���+';t .>> S } at{ ,(. .f, } .
'Ld` .,t..,....i:.ai«iwa..}•rdx'{rWrir►kfte+talG�6tdA .'u .. n.1 ..
k � request for bids need not be however, have to be publicized
,'a�';,.<. q published; it does,
normally, proposals are distributed to several prospective contractors. The
Grant Recipient must honor reasonable requests by outside contractors to the
maximum extent possible. The Recipient must identify all significant
e�vRluative factors, including price or cost where required and their relative
' importance.
The Grant Recipient must provide mechanisms for technical evaluation of the
proposals received, determinations of responsible offerors for the purpose of
'x
written or oral discussion, and selection for contract award. The Grant 4
Recipient may award to the most responsible offeror whose proposal will be most ,
x
advantageous. Unsuccessful offerors must be notified promptly. _ =µa
C. The Grant Recipient must utilize competitive negotiation or small F•' 1.
purchase procedures for procurement of
p professional services valued under
$25,000.00. The Recipient should consider the competitors' qualifications and r ':t .
p/.
select the most qualified; taking cost and timing into consideration. The .4-1 Grant Recipient should evaluate•resumes, past experience, and references at
tiC1. •
minimum to determines qualifications. �;�f. ,��
•• L,1'}F V�y!fY1'11 1
D. Record keeping for proeurements: The Grant Recipient must maintain ;zrukVyt'. ;
t records sufficient• to detail the significant icant histo
,. gn history of the procurement. These ;_;1.,, Wt.
records must include the rationale for the method of procurement, selection of
-•t, contract type, contractor selection or rejection, and the basis for cost or 'x'''=" '''�
price. xr4
.t y .H:tr
E. Minimum federal provisions needed in Grant Recipient subcontracts: They +°
Grant Recipient must include, at a minimum, the following items: wt-.
,>�G2vx Y
Provisions or conditions which will allow for administrative, Sgt} s '
contractual, or legal remedies in the instances where subcontractors
violate or breach the contract arrangement;
«, Provision for a method of termination to include both default and
A circumstances beyond the control of the subcontractor; and �•`
" aiahn N
Provision(s) which access the right of the National Park Service and
*'• the Grantor to contractor records, demand the contractor maintain • ' '`i;
records for a minimum of three years or more if there are audit
concerns.
F. The written agreement should contain the following provisions: t,
(1) A contractor should not use his/her position for the actual or
apparent purpose of private gain other than payment for services :'"
rendered for himself/herself or another person, particularly one with
whom he/she has family, business, or financial ties.
t
(2) A contractor shall not convey inside information that has not
become part of the body of public information and not become available T
;4 upon public request, directly to any parson for private gain for "
himsalf/herself or another person, particularly one with whom he/she
family,has
y, b usinass, or family ties.
fit• ��Y�t^ ,
r
. Page 2 of 3•
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