HomeMy Public PortalAbout14-8884 State of Florida Division of Cultural Affairs in the Amount of $50,000 for Historic City Hall RestorationSponsored by: City Manager
RESOLUTION NO. 14 -8884
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
OPA- LOCKA, FLORIDA, AUTHORIZING THE CITY MANAGER
EXECUTE AND ACCEPT FUNDING FROM THE STATE OF
FLORIDA DIVISION OF CULTURAL AFFAIRS IN THE
AMOUNT OF FIFTY THOUSAND DOLLARS ($50,000), TO BE
USED EXCLUSIVELY FOR HISTORIC CITY HALL
RESTORATION PROJECT; PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN
EFFECTIVE DATE
WHEREAS; the City has received confirmation of the 2014- 2015 Small Matching Historic
Preservation Grant from the Florida Department of State, Division of Historic Resources; and
WHEREAS, the City is to receive State Historic Preservation Grant assistance funds
administered by the State of Florida, Department of State, Division of Historical Resources for the
Historic City Hall Project; and
WHEREAS, the City Commission of the City of Opa -locka desires the City Manager to
execute and accept grant funding from the State of Florida Division of Cultural Affairs in the amount
of Fifty Thousand Dollars ($50,000).
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION
OF THE CITY OF OPA- LOCKA, FLORIDA:
Section 1. The recitals to the preamble herein are incorporated by reference.
Section 2. The City Commission of the City of Opa- locks, Florida, hereby authorizes the
City Manager to execute and accept grant funding from the State of Florida Division of Cultural
Resolution No. 14 -8884
Affairs in the amount of Fifty Thousand Dollars ($50,000), to be used exclusively for restoration of
Historic City Hall project.
Section 3. The City Manager is authorized to execute the accompanying Grant
documents, in substantial form, accompanying this Resolution.
Section 4. This Resolution shall take effect immediately upon adoption.
PASSED AND ADOPTED this 15th day of December, 2014.
Attest to:
Approved as to form and legal sufficiency:
QQa2�Ak
(. )
J na Flores Joseph S. Geller / ion Dellagloria
ty Clerk GREENSPOON MARDER, PA
City Attorney
Moved by:
Seconded by:
Commission Vote:
Commissioner Kelley:
Commissioner Pinder:
Commissioner Santiago:
Vice -Mayor Holmes:
Mayor Taylor:
VICE MAYOR HOLMES
COMMISSIONER SANTIAGO
4 -0
YES
RECUSED
YES
YES
YES
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City of Opa-Locka
Commission Meeting
Dec,10, 2014
Item Type:
Resolution
Ordinance
Other
Date:
X
(Enter X in
box)
Fiscal Impact:
Ordinance Reading:
1 Reading
2 Id Reading
(Enter X in box)
Yes
No
(Enter X in box)
X
Public Hearing:
Yes
No
Yes
No
(Enter X in box)
X
X
Funding Source:
(Enter Fund)
Advertising Requirement:
Yes
No
(Enter Acct No.)
Historic City Hall
(Enter X in box)
X
Restoration
Contract/P.O. Required:
Yes
No
RFP/RFQBid #:
(Enter X in box)
Strategic Plan Related
Yes
No
Strategic Plan Priority
Strategic Plan Obj. /Strategy:
X
(EnterX in box)
Area:
(list the specific objective /strategy
this item will address)
Enhance Organizational
Bus. & Economic Dev 0
Public Safety l
Quality of Education w
Qual. of Life & City ImARe
Communcation l
Sponsor Name
City Manager
Department: Grant
Capital Improvement Projects
Administration
Short Title:
A resolution of the City Commisioners to accept funding, sign, contract agreement # S1527 for the Hisotric City Hall
Restoration Project in the amount of $50,000 Small Matching Grant appropriated by the Division of Hitorical Affairs
Staff Summary:
Staff is recommending acceptance of this grant funding and execute agreement upon receipt.
Proposed Action:
Staff recommends the adoption of the Resolution to authorize the City Manager to accept and execute contract agreement
Prepared by: Delia Rosa Kennedy, City of Opa -locka Grant Administrator
TO:
FROM
DATE:
Mayor
Vice -Mayor
Commissioner
Commissioner
Commissioner
Kelvin L. Baker, Sr., City
December 10, 2014
Myra L. Taylor
TAaA Holmes
J. Kelley
Lantiago
T Pinder
RE: Autho rization to Accept Funding Recommendation from The State of Florida Division
of Cultural Affairs in the amount of $50,000.00 Small Matching Category Grant
Request: A resolution from the Commissioners of the City of Opa -locka to authorize the City Manager to accept
funding, sign and execute grant funding in the amount of $50,000
Grant Purpose. This grant shall be used exclusively for the "Historic City Hall Restoration Project," the public purpose
for which these funds were appropriated. The Grantee shall perform the following
Scope of Work:
The restoration project includes the main observation tower stabilization/set -up, tower concrete and masonry repair,
metal/structure steel for tower stairs, wood for exterior tower restoration (rafters), moisture /thermal protection for tower
roof, exterior stucco repair of tower, and sealing and painting of main observation tower. All tasks associated with the
restoration, as outlined in the Project Description (See Attachment A), will be performed by June 30, 2015. All project
work will be completed under the supervision of a licensed architect or licensed contractor. b) The Grantee agrees to
provide the following Deliverables and Performance Measures related to the Scope of Work for payments to be
awarded.
Description: The City of Opa -locka will continue to accept all available funding from all eligible and available funding
services in order to meet the needs and any gaps in funding for all infrastructure projects
Financial Impact: Positive Fiscal Impact
Implementation Timeline: Upon execution of contract
Legislative History:
Recommendation(s):
Attachment(s):
Original Contract
Staff recommends approval.
Contract Agreement
Prepared BY: Delia Rosa Kennedy, Grant Administrator
END OF MEMORANDUM
Delia Rosa Kennedy
From: Bertram, Robyn L. [ Robyn .Bertram @dos.myflorida.com]
Sent: Friday, November 14, 2014 11:04 AM
To: Delia Rosa Kennedy
Cc: Lourdes Solera
Subject: S1527 Grant Award Agreement and Instructions
Attachments: S1527 GAA.pdf; SM Preservation Agreement.pdf; Sample w- 9.pdf; W -9 Instructions. pdf
To Delia Rosa Kennedy:
The Grant Award Agreement for your organization's 2014 -2015 Small Matching Historic Preservation Grant from the
Florida Department of State, Division of Historical Resources is attached. Please print and execute two (2) copies of the
Grant Award Agreement (GAA) and two (2) copies of the Preservation Agreement. All of these documents must have
original signatures.
Additionally, please provide us with a printed copy of your Substitute Form W -9 with your executed GAAs and
Preservation Agreements. If you already have a current active Substitute Form W9, you can print out a copy of the form
by going to the Department of Financial Services (DFS) page at: https : / /flvendor.myfloridacfo.com /. You can also apply
for the Electronic Form W -9 at that site if your city does not already have the form filed. I have attached an example of
what the Substitute Form W -9 should look like. If you are unsure if your organization has this form, please contact the
Florida Department of Financial Services at 850.413.5519.
Please send all documents back to the Division, to my attention.
Florida Department of State
Attn: Robyn Bertram
Division of Historical Resources
500 South Bronough Street
Tallahassee, FL 32399
We will then have the agreement executed on behalf of the Division and return a fully- executed original to you.
If you have questions regarding your grant, please contact me.
Best,
Robyn
Robyn Bertram
Historic Preservation (,rant Specialist I Bureau of Historic Preservation
Division of Historical Resources I Florida Department of State 1 500 South Bronough Street I Tallahassee,
Florida 32399 1 850.245.6333 1 1.800.847.7278 1 Fax: 850.245.6439
I Robyn. Bertram @dos.myflorida.com I www.flheritage.com
FLOiiI On DEPARTMEWT 8F STATE
RESTRICTIVE COVENANTS
THESE COVENANTS are entered into this day of
by , hereinafter referred to as the
I of 4
20 ,
Owner, and
hereinafter referred to as the Grant Recipient, and shall be effective for a period of ten years from
the date of recordation by the Clerk of the Circuit Court of County, Florida.
WHEREAS, the Owner is the fee simple titleholder of the Property located at
County, Florida, as described in Exhibit A, attached to and made a part hereof and
WHEREAS, the Grant Recipient is to receive State Historic Preservation Grant assistance
funds administered by the State of Florida, Department of State, Division of Historical
Resources, R.A. Gray Building, 500 South Bronough Street, Tallahassee, Florida 32399 -0250,
hereinafter referred to as the Department, in the amount of $ , to be used
for the restoration and preservation of the property of the Owner as described in Exhibit A, and
WHEREAS, said State funds have been or will be expended for the purpose of preserving
the historic qualities of the property or contributing to the historic character of the district in
which the property is located,
Now THEREFORE, as part of the consideration for the State grant, the Owner and the
Grant Recipient hereby make and declare the following restrictive covenants which shall run
with the title to said Property and be binding on the Owner and its successors in interest, if any,
for a period stated in the preamble above:
1. The Owner and the Grant Recipient agree to maintain the property in accordance with
good preservation practices and the Secretary of the Interior's Standards for Rehabilitation.
2. The Owner and the Grant Recipient agree that no modifications will be made to the
Property, other than routine repairs and maintenance, without advance review and approval of
the plans and specifications by the Department's Bureau of Historic Preservation.
3. The Owner and the Grant Recipient agree that every effort will be made to design any
modifications to the Property in a manner consistent with the Secretary of the Interior's
Standards for Rehabilitation.
2 of 4
4. The Owner and the Grant Recipient agree that the Department, its agents and its
designees shall have the right to inspect the Property at all reasonable times in order to ascertain
whether the conditions of the Grant Award Agreement and these covenants are being observed.
5. The Owner and the Grant Recipient agree that these restrictions shall encumber the
property for a period of ten years from the date of recordation, and that if the restrictions are
violated within the ten year period, the Department shall be entitled to liquidated damages
pursuant to the following schedule:
a. If the violation occurs within the first five years of the effective date of these
covenants, the Department shall be entitled to return of the entire grant amount.
b. If the violation occurs after the first five years, the Department shall be entitled to
return of the entire grant amount, less 10% for each year past the first five. For instance, if the
violation occurs after the sixth anniversary of the effective date of these covenants, but prior to
the seventh anniversary, the Department shall be entitled to return of 80% of the original grant
amount.
6. The Owner agrees to file these covenants with the Clerk of the Circuit Court of (Name of
County) County, Florida, and shall pay any and all expenses associated with their filing and
recording.
7. The Owner and Grant Recipient agree that the Department shall incur no tax liability as a
result of these restrictive covenants.
3 of 4
IN WITNESS WHEREOF, the Owner and Grant Recipient have read these Restrictive
Covenants and have hereto affixed their signatures.
WITNESSES:
Witness Signature
Witness Name Typed/Printed
itness Signature
Witness Name Typed/Printed
The State of Florida
County of
Art. /►1�IN
Owner's Address
City State Zip
I certify that on this date before me, an officer duly authorized in the state and county named
above to take acknowledgments, that personally
(Name)
appeared as
for
(Officer) (Name of Corporation/Partnership)
known to me to be or who proved to my satisfaction that he /she is the person described in and
who executed the foregoing instrument.
Type of Identification Produced
Executed and sealed by me at , Florida on , 200
Notary Public in and for
The State of
My commission expires:
[SEAL]
Witness Signature
Witness Name Typed/Printed
Witness Signature
Witness Name Typed/Printed
The State of Florida
County of
GRANT RECIPIENT
Grant Recipient's Address
City State Zip
4 of 4
I certify that on this date before me, an officer duly authorized in the state and county named
above to take acknowledgments, that personally
(Name)
appeared as
for
(Officer) (Name of Corporation/Partnership)
known to me to be or who proved to my satisfaction that he /she is the person described in and
who executed the foregoing instrument.
Type of Identification Produced
Executed and sealed by me at , Florida on , 200—.
Notary Public in and for
The State of
My commission expires:
[SEAL]
AGREEMENT BETWEEN
THE STATE OF FLORIDA, DEPARTMENT OF STATE
AND
CITY OF OPA -LOCKA
This Agreement is by and between the State of Florida, Department of State, Division of Historical
Resources hereinafter referred to as the "Division," and the City of Opa -Locks hereinafter referred to as
the "Grantee."
The Grantee has been awarded a Historic Preservation Small- Matching Grant (CSFA 45.031) by the
Division, grant number S1527 for the project "Historic City Hall Restoration Project," in the amount of
$50,000. Funds for this grant have been appropriated in the FY 2014 -2015 General Appropriations Act
on line 3107. The Division has the authority to administer this grant in accordance with Section 267.0617,
Florida Statutes.
In consideration of the mutual covenants and promises contained herein, the parties agree as follows:
1. Grant Purpose. This grant shall be used exclusively for the "Historic City Hall Restoration Project,"
the public purpose for which these funds were appropriated.
a) The Grantee shall perform the following Scope of Work:
The restoration project includes the main observation tower stabilization/set -up, tower concrete
and masonry repair, metal /structure steel for tower stairs, wood for exterior tower restoration
(rafters), moisture /thermal protection for tower roof, exterior stucco repair of tower, and sealing
and painting of main observation tower. All tasks associated with the restoration, as outlined in
the Project Description (See Attachment A), will be performed by June 30, 2015. All project work
will be completed under the supervision of a licensed architect or licensed contractor.
b) The Grantee agrees to provide the following Deliverables and Performance Measures related to
the Scope of Work for payments to be awarded.
Payment 1:
■ The first payment will be a fixed price advance in the amount of 25% of the grant award.
Payment 2, Deliverable/ Task 1:
■ Payment 2 will be cost reimbursement. The Grantee will have completed at least 30 percent of
the project prior to this payment. The performance measure documenting satisfactory
completion of Deliverables will be a completed Application and Certificate for Payment (AIA
Document G702) and Schedule of Contract Values (AIA Document G703), or its equivalent
(See Appendix 1), showing at least 30 percent of the project completed.
Payment 3, Deliverable/ Task 2:
■ Payment 3 will be cost reimbursement. The Grantee will have completed at least 60 percent of
the project prior to this payment. The performance measure documenting satisfactory
completion of Deliverables will be a completed Application and Certificate for Payment (AIA
Document G702) and Schedule of Contract Values (AIA Document G703), or its equivalent
(See Appendix 1), showing at least 60 percent of the project completed.
Payment 4, Deliverable/ Task 3:
■ Payment 4 will be cost reimbursement. The Grantee will have completed 100 percent of the
project prior to this payment. The performance measure documenting satisfactory completion
of Deliverables will be a completed Application and Certificate for Payment (AIA Document
G702), Schedule of Contract Values (AIA Document G703), and a Certificate of Substantial
Completion (AIA Document G704), or its equivalent (See Appendix 1), showing 100 percent
of the project completed, including all retainage amounts paid. The performance measure
documenting satisfactory completion of Deliverables will also be submission and acceptance
of a Final Project Progress Report form (See Section 13) that certifies that all project funds
have been expended and the project has been closed out.
c) The Grantee has provided an Estimated Project Budget (which is incorporated as part of this
Agreement and entitled Attachment B). All expenditures for this agreement shall be in accordance
with this budget (Attachment B).
d) Change Orders. Should grant expenditures exceed the budgeted grant amount for any work item
by more than 20 %, the Grantee shall be required to submit a proposal for revision of the Project
Budget with a written explanation for the reason(s) for deviation(s) from the original Project
Budget to the Division for review and written approval.
2. Length of Agreement. This Agreement shall begin on July 1, 2014, and shall end June 30, 2015,
unless terminated in accordance with the provisions of Section 34 of this Agreement. Contract extensions
will not be granted unless Grantee is able to provide substantial written justification and the Division
approves such extension. The Grantee's written request for such extension must be submitted to the
Division no later than thirty (30) days prior to the termination date of this Agreement.
3. Contract Administration. The parties are legally bound by the requirements of this agreement. Each
party's contract manager, named below, will be responsible for monitoring its performance under this
Agreement, and will be the official contact for each party. Any notice(s) or other communications in
regard to this agreement shall be directed to or delivered to the other party's contract manager by
utilizing the information below. Any change in the contact information below should be submitted in
writing to the contract manager within 10 days of the change.
For the Division of Historical Resources:
Robyn Bertram
Florida Department of State
R.A. Gray Building
500 South Bronough Street
Tallahassee, FL 32399
Phone: 850.245.6333
Email: robyn.bertram @dos.myflorida.com
2
For the Grantee:
Contact: Delia Rosa Kennedy
Address: 3400 NW 135`" St., Building B, Opa- Locka, FL 33054
Phone: 305.953.2868
Email: dkennedy @opalockafl.gov
4. Grant Payments. All grant payments are requested by submitting Application and Certificate for
Payment (AIA Document G702) and Schedule of Contract Values (AIA Document G703), or its
equivalent (See Appendix 1). The total grant award shall not exceed $50,000 which shall be paid by
the Division in consideration for the Grantee's minimum performance as set forth by the terms and
conditions of this Agreement. The grant payment schedule is outlined below:
a) The first payment will be 25% advance of the grant award.
b) The second payment will be cost reimbursement. Payment will be made in accordance with the
completion of Deliverable 1.
c) The third payment will be cost reimbursement. Payment will be made in accordance with the
completion of Deliverable 2.
d) The fourth payment will be cost reimbursement. Payment will be made in accordance with the
completion of the Deliverable 3.
5. Electronic Payments. The Grantee can choose to use electronic funds transfer (EFT) to receive grant
payments. All grantees wishing to receive their award through electronic funds transfer must submit a
Direct Deposit Authorization form to the Florida Department of Financial Services. If EFT has already
been set up for your organization, you do not need to submit another authorization form unless you
have changed bank accounts. To download this form visit
www.myfloridacfo.com/ Division /AA/Forms/DFS- A1- 26E.pdf. This page also includes tools and
information that allow you to check on payments.
6. Florida Substitute Form W -9. A completed Substitute Form W -9 is required from any entity that
receives a payment from the State of Florida that may be subject to 1099 reporting. The Department
of Financial Services (DFS) must have the correct Taxpayer Identification Number (TIN) and other
related information in order to report accurate tax information to the Internal Revenue Service (IRS).
To register or access a Florida Substitute Form W -9 visit flvendor.myfloridacfo.com /. A copy of the
Grantee's Florida Substitute Form W -9 must be submitted with the executed Agreement.
7. Amendment to Contract. Either party may request modification of the provisions of this Agreement
by fling a Contract Details Amendment Request form with the Division. Changes which are agreed
upon shall be valid only when in writing, signed by each of the parties, and attached to the original of
this Agreement. If changes are implemented without the Division's written approval, the organization
is subject to noncompliance, and the grant award is subject to reduction, partial, or complete refund to
3
the State of Florida and termination of this agreement. The Contract Details Amendment Request form
is available on the Division's website at www.flheritaize.com/g-rants/ categories /smallmatching.cfm
8. Financial Consequences. The Department shall apply the following financial consequences for
failure to perform the minimum level of services required by this Agreement in accordance with
Sections 215.971 and 287.058, Florida Statutes.
a) The full amount of the first payment (fixed price advance in the amount of 25% of the grant award)
will be returned to the State of Florida if Deliverable 1 is not satisfactorily completed.
b) Second payment will be withheld if Deliverable 1 is not satisfactorily completed.
c) Third payment will be withheld if Deliverable 2 is not satisfactorily completed.
d) Fourth payment will be withheld if Deliverable 3 is not satisfactorily completed.
The Division shall reduce total grant funding for the Project in direct proportion to match
contributions not met by the end of the Grant Period. This reduction shall be calculated by dividing
the actual match amount by the required match amount indicated in the Historic Grant Award
Agreement and multiplying the product by the grant award amount indicated in the Historic Grant
Award Agreement. Pursuant to Section 19, Grantee shall refund to the Division any excess funds
paid out prior to a reduction of total grant funding.
9. Development Projects.
a) All project work must be in compliance with the Secretary of the Interior's Standards and
Guidelines available online at www.nps.gov /tps /standards.htm.
b) The Grantee shall provide photographic documentation of the restoration activity. Guidelines
regarding the photographic documentation is available online at
www.flheritaize.com/grants/categories/smallmatching.cfm.
c) Architectural Services
1. All projects shall require contracting for architectural /engineering services.
2. The Grantee may request a waiver of this requirement from the Division if they believe that
the architectural /engineering services are not needed for the project. The Division shall make
a recommendation to the Grantee after review of the proposed project.
d) Architectural Documents and Construction Contracts
The Grantee shall submit the architectural services contract to the Department for review and
approval prior to final execution. In addition, pursuant to Section 267.031(5)(i), Florida Statutes,
the Grantee shall submit architectural planning documents to the Department for review and
approval at the following stages of development:
4
1. Upon completion of schematic design;
2. Upon completion of design development and outline specifications; and
3. Upon completion of 100% construction documents and project manual, prior to execution
of the construction contract.
e) For the construction phase of a project, in addition to the review submissions indicated above, a
copy of the construction contract must be submitted to the Department for review and approval
prior to final execution. Department review and approval of said contracts shall not be construed
as acceptance by or imposition upon the Department of any financial liability in connection with
said contracts.
f) For projects involving ground disturbance (examples include: historic building or structure
relocation, grading and site work, installation of sewer and water lines, subgrade foundation
repairs or damp proofing, construction of new foundations and installation of landscape
materials), the Grantee shall ensure that the following requirements are included in all contracts
for architectural and engineering services:
1. Ground disturbance around historic buildings or elsewhere on the site shall be minimized, thus
reducing the possibility of damage to or destruction of significant archaeological resources.
2. If an archaeological investigation of the Project site has not been completed, the architect or
engineer shall contact the Department for assistance in determining the actions necessary to
evaluate the potential for adverse effects of Project ground disturbing activities on significant
archaeological resources.
Significant archaeological resources shall be protected and preserved in place whenever
possible. Heavy machinery shall not be allowed in areas where significant archaeological
resources may be disturbed or damaged.
4. When preservation of significant archaeological resources in place is not feasible, a mitigation
plan shall be developed in consultation with and approved by the Department's Compliance
Review Section (contact information available online at www.flherita ems). The mitigation
plan shall be implemented under the direction of an archaeologist meeting the Secretary of the
Interiors' Professional Qualification Standards for Archeology.
5. Documentation of archaeological investigation and required mitigation actions shall be
submitted to the Compliance Review Section for review and approval. This documentation
shall conform to the Secretary of the Interior's Standards for Archaeological Documentation,
and the reporting standards of the Compliance Review Section set forth in Chapter 1A -46,
Florida Administrative Code.
10. Credit Line(s) to Acknowledge Grant Funding. Pursuant to Section 286.25, Florida Statutes, all
construction projects shall display a project identification sign in a prominent location at the Project
site and shall maintain said sign while work is in progress. The sign must be a minimum of eight (8)
square feet in area, be constructed of plywood or other durable material, and shall contain the following
acknowledgment of grant assistance:
a) "This project is sponsored in part by the Department of State, Division of Historical Resources
and the State of Florida."
b) Any variation in the above specifications must receive prior approval in writing by the Department.
The cost of preparation and erection of the project identification sign are allowable project costs.
Routine maintenance costs of project signs are not allowable project costs.
11. Historic Preservation Agreement. The Grantee shall provide the Division receipt of an executed and
notarized Preservation Agreement form. The Preservation Agreement form is available on the
Division's website at www.flherita eg} com/grants /categories /smallmatching cfm. A copy of the
original signed and notarized copy of the Historic Preservation Agreement will need to be
attached and submitted with the executed Agreement. Through this Preservation Agreement, the
grantee and the property owner(s) shall commit to the following for a term of five (5) years for Small
Matching Acquisition and Development projects:
a) To assume the cost of the continued maintenance and repair of the property so as to preserve
the architectural or historical integrity of the same.
b) That no visual or structural alterations will be made to the property without prior written
permission of the Division.
c) That the Division, its agents and designees shall have the right to inspect the property at all
reasonable times in order to ascertain whether or not the conditions of this agreement are being
observed.
d) The Preservation Agreement shall also contain an amortization schedule for the repayment of grant
funds, should the grantee or owners or their successors in interest violate the Preservation
Agreement.
e) Other provisions as agreed upon by the Division and the grantee.
12. Encumbrance of Funds. The Grantee shall execute a binding contract for at least a part of the
approved Scope of Work by December 1, 2014. All grant funds must be encumbered under the terms
of a binding contractual agreement by February 28, 2015, except as allowed below.
a) Extension of Encumbrance Deadline: The encumbrance deadline indicated above may be extended
by written approval of the Division. To be eligible for this extension, the Grantee must
demonstrate to the Division that full encumbrance of grant funding and the required match by
binding contract(s) is achievable by the end of the requested extended encumbrance period. The
Grantee's written request for extension of the encumbrance deadline must be submitted to the
Department no later than fifteen (15) days prior to the encumbrance deadline indicated above. The
maximum extension of the encumbrance period shall be thirty (30) days.
b) Encumbrance Deadline Exception: For projects not involving contract services the Grantee and
the Department shall consult on a case -by -case basis to develop an acceptable encumbrance
schedule.
13. Grant Reporting Requirements. The Grantee must submit the following reports to the Division,
using the Project Progress Report form. The Project Progress Report form is available on the
Division's website at www.flheritage.com/grants/categories/smalhnatching.cfm.
a) First Project Progress Report is due by January 31, 2015, for the period ending December 31,
2015.
b) Second Project Progress Report is due by April 30, 2015, for the period ending March 31, 2015.
c) Final Report. The Grantee must submit a Final Report to the Division by June 30, 2015.
14. Matching Funds. The grantee is required to provide a matching share equal to the grant award; a
minimum of 25% of this match must be cash. The remaining match may include in -kind services,
volunteer labor, donated materials, and additional cash. Both award and match must be expended within
the one -year grant period. Applicants for projects located in Rural Economic Development Initiative
(REDI) counties or communities that have been designated in accordance with Sections 288.0656 and
288.0656 1, Florida Statutes, may request a waiver for the match amount. Additionally, Certified Local
Government (CLG) projects, Main Street Start-Up Projects and Special Statewide Solicitation Projects
do not require a match.
15. Grant Completion Deadline. The grant completion deadline is June 30, 2015. The Grant Completion
Deadline is the date when all grant and matching funds have been paid out in accordance with the work
described in the Scope of Work, detailed in the Estimated Project Budget. If the Grantee finds it
necessary to request an extension of the Grant Completion Deadline, the extension may not exceed
thirty (30) days, unless the Grantee can demonstrate extenuating circumstances as described in Section
16 of this Agreement.
16. Extension of the Grant Completion Deadline. An extension of the completion date must be
requested at least thirty (30) days prior to the end of the grant period and may not exceed thirty (30)
days, unless the Grantee can clearly demonstrate extenuating circumstances. An extenuating
circumstance is one that is beyond the control of the Grantee, and one that prevents timely completion
of the project such as a natural disaster, death or serious illness of the individual responsible for the
completion of the project, litigation related to the project, or failure of the contractor or architect to
provide the services for which they were contracted to provide. An extenuating circumstance does
not include failure to read or understand the administrative requirements of a grant or failure to raise
sufficient matching funds. Prior written approval is required for extensions.
17. Non - allowable Grant Expenditures. The Grantee agrees to expend all grant funds received under this
agreement solely for the purposes for which they were authorized and appropriated. Expenditures shall
be in compliance with the state guidelines for allowable project costs as outlined in the Department of
Financial Services' Reference Guide for State Expenditures, which are incorporated by reference and
are available online at www.myfloridacfo.com/aadir /reference guide /. In addition, the following are
not allowed as grant or matching expenditures:
a) Expenditures for work not included in the Approved Scope of Work;
b) Costs of goods and services not procured in accordance with procurement procedures set forth
in the Historic Preservation Grant Award Agreement;
c) Expenses incurred or obligated prior to or after the grant period;
d) Expenditures for work not consistent with the applicable preservation standards (see
subsection 1A- 39.002(31), F.A.C.);
e) Expenditures for Furniture and Equipment, unless specifically authorized as a part of a grant
project;
f) Expenses associated with lobbying or attempting to influence federal, state, or local legislation,
the judicial branch, or any state agency;
g) Private entertainment, food, beverages, plaques, awards, or gifts;
h) Costs or value of donations or in -kind contributions not documented in accordance with the
provisions of the Historic Preservation Grant Award Agreement;
i) Indirect costs, except indirect costs for Statewide Special Projects and grants providing
technical assistance to the statewide Florida Main Street Program, which shall be considered
on a case -by -case basis but shall not exceed 20% of the grant award amount;
j) Project Administrative Expenditures, whether grant expenditures or match contributions,
which in aggregate exceed 10% of the grant award amount;
k) Costs for projects having as their primary purpose the fulfillment of federal or state historic
preservation regulatory requirements, specifically, costs of consultation and mitigation
measures required under Section 106 of the National Historic Preservation Act of 1966, as
amended through 2006, or under Section 267.031, F.S.;
1) Projects which are restricted to private or exclusive participation, which shall include
restricting access on the basis of sex, race, color, religion, national origin, disability, age,
handicap, or marital status;
m) Grantee operational support (i.e., organization salaries, travel, supplies) (Note: project - specific
travel costs shall be allowed if requested in the application, included in the Project Budget and
clearly demonstrated by the applicant to be essential to completion of the proposed project);
n) Vehicular circulation and parking (Exception: provision of code - required handicapped parking
pad);
o) Sidewalks, landscape features, planting, irrigation systems and site lighting (Exception:
sidewalk required to link code - required handicapped parking pad to the accessible entry,
planting required to halt erosion, and limited site lighting required for security, if included in
the Approved Scope of Work);
p) Capital improvements to non - historic properties (except as approved for Museum Exhibit
projects);
q) Capital improvements to the interior of religious properties (Exception: repairs to primary
elements of the structural system. Examples include: foundation repairs, repairs to columns,
load bearing wall framing, roof framing, masonry repairs, and window and exterior door
repairs);
r) Code - required accessibility improvements for religious properties;
s) Insurance costs (Exception: costs for builder's risk, workers compensation and contractor's
liability insurance); and
t) Purchase of equipment (other than equipment incorporated as capital improvements into a
historic building during restoration or rehabilitation, and equipment required for a museum
exhibit). If special equipment is required for completion of the Project and said equipment is
included in the Approved Scope of Work for the Project as an eligible grant expense, it shall
be rented for the grant term. If the value of special equipment is to be used as a match
contribution, the value of the match contribution shall be limited to the cost of rental for the
grant period at the market rate for such rental in the region.
18. Unobligated and Unearned Funds and Allowable Costs. In accordance with Section 215.971,
Florida Statutes, the Grantee shall refund to the State of Florida any balance of unobligated funds
which has been advanced or paid to the Grantee. In addition, funds paid in excess of the amount to
which the recipient is entitled under the terms and conditions of the agreement must be refunded to
the state agency. Further, the recipient may expend funds only for allowable costs resulting from
obligations incurred during the specified agreement period. Expenditures of state financial assistance
must be in compliance with the laws, rules, and regulations applicable to expenditures of State funds,
including, but not limited to, the Reference Guide for State Expenditures.
19. Repayment. All refunds or repayments to be made to the Department under this agreement are to be
made payable to the order of the "Department of State" and mailed directly to the following address:
Florida Department of State, Attention: Robyn Bertram, Division of Historical Resources, 500 South
Bronough Street Tallahassee, FL 32399. In accordance with Section 215.34(2), Florida Statutes, if a
check or other draft is returned to the Department for collection, Recipient shall pay to the Department
a service fee of $15.00 or five percent (5 %) of the face amount of the returned check or draft,
whichever is greater.
20. Single Audit Act. Each grantee, other than a grantee that is a State agency, shall submit to an audit
pursuant to Section 215.97, Florida Statutes. See Attachment C for additional information regarding
this requirement.
21. Retention of Accounting Records. Financial records, supporting documents, statistical records, and
all other records including electronic storage media pertinent to the Project shall be retained for a
period of five (5) years after the close out of the grant. If any litigation or audit is initiated, or claim
made, before the expiration of the five -year period, the records shall be retained until the litigation,
audit, or claim has been resolved.
22. Obligation to Provide State Access to Grant Records. The Grantee must make all grant records of
expenditures, copies of reports, books, and related documentation available to the Division or a duly
authorized representative of the State of Florida for inspection at reasonable times for the purpose of
making audits, examinations, excerpts, and transcripts.
23. Obligation to Provide Public Access to Grant Records. The Division reserves the right to
unilaterally cancel this Agreement in the event that the Grantee refuses public access to all documents
or other materials made or received by the Grantee that are subject to the provisions of Chapter 119,
Florida Statutes, known as the Florida Public Records Act. The Grantee must immediately contact
the Division's Contract Manager for assistance if it receives a public records request related to this
Agreement.
24. Investment of Funds Received But Not Paid Out. The Grantee may temporarily invest any or all
grant funds received but not expended, in an interest bearing account pursuant to Section
216.181(16)(b), Florida Statutes. Interest earned on such investments should be returned to the
G�
Division quarterly, except that interest accrued less than $100 within any quarter may be held until the
next quarter when the accrued interest totals more than $100. All interest accrued and not paid to the
Division, regardless of amount, must be submitted with the Grantee's Final Project Progress Report at
the end of the Grant Period.
25. Noncompliance with Grant Requirements. Any applicant that has not submitted required reports
or satisfied other administrative requirements for other Division of Historical Resources grants or
grants from any other Office of Cultural, Historical, and Information Programs ( OCHIP) Division will
be in noncompliance status and subject to the OCHIP Grants Compliance Procedure. ( OCHIP)
Divisions include the Division of Cultural Affairs, the Division of Historical Resources, and the
Division of Library and Information Services.) Grant compliance issues must be resolved before a
grant award agreement may be executed, and before grant payments for any OCHIP grant may be
released.
26. Accounting Requirements. The Grantee must maintain an accounting system that provides a
complete record of the use of all grant funds as follows:
a) The accounting system must be able to specifically identify and provide audit trails that trace the
receipt, maintenance, and expenditure of state funds;
b) Accounting records must adequately identify the sources and application of funds for all grant
activities and must classify and identify grant funds by using the same budget categories that were
approved in the grant application. If Grantee's accounting system accumulates data in a different
format than the one in the grant application, subsidiary records must document and reconcile the
amounts shown in the Grantee's accounting records to those amounts reported to the Division.
c) An interest - bearing checking account or accounts in a state or federally chartered institution may
be used for revenues and expenses described in the Scope of Work and detailed in the Estimated
Project Budget.
d) The name of the account(s) must include the grant award number;
e) The Grantee's accounting records must have effective control over and accountability for all funds,
property, and other assets; and
f) Accounting records must be supported by source documentation and be in sufficient detail to allow
for a proper pre -audit and post -audit (such as invoices, bills, and canceled checks).
27. Availability of State Funds. The State of Florida's performance and obligation to pay under this
Agreement are contingent upon an annual appropriation by the Florida Legislature. In the event that
the state funds upon which this Agreement is dependent are withdrawn, this Agreement will be
automatically terminated and the Division shall have no further liability to the Grantee, beyond those
amounts already expended prior to the termination date. Such termination will not affect the
responsibility of the Grantee under this Agreement as to those funds previously distributed. In the
event of a state revenue shortfall, the total grant may be reduced accordingly.
10
28. Independent Contractor Status of Grantee. The Grantee, if not a state agency, agrees that its
officers, agents and employees, in performance of this Agreement, shall act in the capacity of
independent contractors and not as officers, agents, or employees of the state. The Grantee is not
entitled to accrue any benefits of state employment, including retirement benefits and any other rights
or privileges connected with employment by the State of Florida.
29. Grantee's Subcontractors. The Grantee shall be responsible for all work performed and all expenses
incurred in connection with this Agreement. The Grantee may subcontract, as necessary, to perform
the services and to provide commodities required by this Agreement. The Division shall not be liable
to any subcontractor(s) for any expenses or liabilities incurred under the Grantee's subcontract(s), and
the Grantee shall be solely liable to its subcontractor(s) for all expenses and liabilities incurred under
its subcontract(s). The Grantee must take the necessary steps to ensure that each of its subcontractors
will be deemed to be "independent contractors" and will not be considered or permitted to be an agents,
servants, joint venturers, or partners of the Division.
30. Liability. The Division will not assume any liability for the acts, omissions to act, or negligence of,
the Grantee, its agents, servants, or employees; nor may the Grantee exclude liability for its own acts,
omissions to act, or negligence, to the Division.
a) The Grantee shall be responsible for claims of any nature, including but not limited to injury, death,
and property damage arising out of activities related to this Agreement by the Grantee, its agents,
servants, employees, and subcontractors. The Grantee shall indemnify and hold the Division
harmless from any and all claims of any nature and shall investigate all such claims at its own
expense. If the Grantee is governed by Section 768.28, Florida Statutes, it shall only be obligated
in accordance with this Section.
b) Neither the state nor any agency or subdivision of the state waives any defense of sovereign
immunity, or increases the limits of its liability, by entering into this Agreement.
c) The Division shall not be liable for attorney fees, interest, late charges or service fees, or cost of
collection related to this Agreement.
d) The Grantee shall be responsible for all work performed and all expenses incurred in connection
with the project. The Grantee may subcontract as necessary to perform the services set forth in this
Agreement, including entering into subcontracts with vendors for services and commodities; and
provided that it is understood by the Grantee that the Department shall not be liable to the
subcontractor for any expenses or liabilities incurred under the subcontract and that the Grantee
shall be solely liable to the subcontractor for all expenses and liabilities incurred under the
subcontract.
31. Strict Compliance with Laws. The Grantee shall perform all acts required by this Agreement in
strict conformity with all applicable laws and regulations of the local, state and federal law.
32. No Discrimination. The Grantee may not discriminate against any employee employed under this
Agreement, or against any applicant for employment because of race, color, religion, gender, national
11
origin, age, handicap or marital status. The Grantee shall insert a similar provision in all of its
subcontracts for services under this Agreement.
33. Breach of Agreement. The Division will demand the return of grant funds already received, will
withhold subsequent payments, and /or will terminate this agreement if the Grantee improperly
expends and manages grant funds, fails to prepare, preserve or surrender records required by this
Agreement, or otherwise violates this Agreement.
34. Termination of Agreement. The Division will terminate or end this Agreement if the Grantee fails
to fulfill its obligations herein. In such event, the Division will provide the Grantee a notice of its
violation by letter, and shall give the Grantee fifteen (15) calendar days from the date of receipt to cure
its violation. If the violation is not cured within the stated period, the Division will terminate this
Agreement. The notice of violation letter shall be delivered to the Grantee's Contract Manager,
personally, or mailed to his /her specified address by a method that provides proof of receipt. In the
event that the Division terminates this Agreement, the Grantee will be compensated for any work
completed in accordance with this Agreement, prior to the notification of termination, if the Division
deems this reasonable under the circumstances. Grant funds previously advanced and not expended
on work completed in accordance with this Agreement shall be returned to the Division, with interest,
within thirty (30) days after termination of this Agreement. The Division does not waive any of its
rights to additional damages, if grant funds are returned under this Section.
35. Preservation of Remedies. No delay or omission to exercise any right, power, or remedy accruing
to either party upon breach or violation by either party under this Agreement, shall impair any such
right, power or remedy of either party; nor shall such delay or omission be construed as a waiver of
any such breach or default, or any similar breach or default.
36. Non - Assignment of Agreement. The Grantee may not assign, sublicense nor otherwise transfer its
rights, duties or obligations under this Agreement without the prior written consent of the Division,
which consent shall not unreasonably be withheld. The agreement transferee must demonstrate
compliance with the requirements of the project. If the Division approves a transfer of the Grantee's
obligations, the Grantee shall remain liable for all work performed and all expenses incurred in
connection with this Agreement. In the event the Legislature transfers the rights, duties, and
obligations of the Division to another governmental entity pursuant to Section 20.06, Florida Statutes,
or otherwise, the rights, duties, and obligations under this Agreement shall be transferred to the
successor governmental agency as if it was the original party to this Agreement.
37. Required Procurement Procedures for Obtaining Goods and Services. The Grantee shall provide
maximum open competition when procuring goods and services related to the grant- assisted project
in accordance with Section 287.057, Florida Statutes.
38. Conflicts of Interest. The Grantee hereby certifies that it is cognizant of the prohibition of conflicts
of interest described in Sections 112.311 through 112.326, Florida Statutes, and affirms that it will
not enter into or maintain a business or other relationship with any employee of the Department of
State that would violate those provisions. The Grantee further agrees to seek authorization from the
General Counsel for the Department of State prior to entering into any business or other relationship
with a Department of State Employee to avoid a potential violation of those statutes.
12
39. Binding of Successors. This Agreement shall bind the successors, assigns and legal representatives
of the Grantee and of any legal entity that succeeds to the obligations of the Division of Historical
Resources.
40. No Employment of Unauthorized Aliens. The employment of unauthorized aliens by the Grantee
is considered a violation of Section 274A (a) of the Immigration and Nationality Act. If the Grantee
knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of
this Agreement.
41. Severability. If any term or provision of the Agreement is found to be illegal and unenforceable, the
remainder will remain in full force and effect, and such term or provision shall be deemed stricken.
42. Americans with Disabilities Act. All programs and facilities related to this Agreement must meet
the standards of Sections 553.501 - 553.513, Florida Statutes, and the Americans with Disabilities Act
of 1990.
43. Governing Law. This Agreement shall be construed, performed, and enforced in all respects in
accordance with the laws and rules of Florida. Venue or location for any legal action arising under
this Agreement will be in Leon County, Florida.
44. Entire Agreement. The entire Agreement of the parties consists of the following documents:
a) This Agreement
b) Project Description (Attachment A)
c) Estimated Project Budget (Attachment B)
d) Single Audit Act Requirements and Exhibit I (Attachment C)
e) Schedule of Contract Values form (Appendix 1)
13
In acknowledgment of Grant Number 51527 provided for from funds appropriated in the FY 2014-
2015 General Appropriation Act in the amount of $50,000, I hereby certify that I have read this
entire Agreement, and will comply with all of its requirements.
Department of State:
By:
Robert F. Bendus, Division Director
Typed name and title
Grantee:
By:
Authorizing Official for the Grantee*
Typed name and title
Witness Witness
Date Date
*If the authorizing official signing above on behalf of the grantee organization is not the chief
executive officer or equivalent, then another authorized official must sign below.
On behalf of the governing body of the Grantee organization, I hereby acknowledge awareness of, and
agree to comply with all of the requirements of this Grant Agreement.
Signature Typed name and title
Witness Date
14
ATTACHMENT A
Project Description
(The project description below was provided by the Grantee and approved by the Division after
notification of award.)
Moorish Revival structure built in 1926 as the Opa -Locks Company Administration Building owned by
aviation pioneer Glen Curtiss and designed by architect M. Berhardt Muller. The community was a
multi- themed planned development based on Ebenezer Howards Garden Cities movement. The building
was sold to the City in 1939 and was used for City Hall and is one of the oldest "government" buildings
in south Florida. Work will include restoration of the main observation tower.
15
ATTACHMENT B
Estimated Project Budget
Budget
Grant
Cash
In-
Item
Description
Funds
Match
Kind
Total
Number
Match
Tower
1
stabilization / set-
$7,500
$7,500
$0
$15,000
up
Concrete /masonry
2
repair: main
$2,500
$2,288
$0
$4,788
observation tower
Metal: structure
3
steel, stair for
$7,500
$7,500
$0
$15,000
main tower
4
Metal: tower
$15,000
$15,000
$0
$30,000
stairs
Wood: exterior
5
tower restoration
$10,000
$10,000
$0
$20,000
(rafters)
Moisture /thermal
6
protection: tower
$7,500
$7,500
$0
$15,000
roof
Finishes: exterior
7
stucco repair, seal
$0
$3,300
$0
$3,300
and paint main
observation tower
TOTAL
$50,000
$53,088
$0
$103,088
16
ATTACHMENT C
FLORIDA SINGLE AUDIT ACT REQUIREMENTS
AUDIT REQUIREMENTS
The administration of resources awarded by the Department of State to the Grantee may be subject to
audits and /or monitoring by the Department of State as described in this Addendum to the Grant
Award Agreement.
MONITORING
In addition to reviews of audits conducted in accordance with 2 CFR 2 Subpart F -- Audit
Requirements, and Section 215.97, Florida Statutes, monitoring procedures may include, but not be
limited to, on -site visits by Department of State staff, limited scope audits as defined by 2 CFR 2
§200.328, and /or other procedures. By entering into this agreement, the recipient agrees to comply
and cooperate with any monitoring procedures /processes deemed appropriate by the Department of
State. In the event the Department of State determines that a limited scope audit of the recipient is
appropriate, the recipient agrees to comply with any additional instructions provided by the
Department of State staff to the recipient regarding such audit. The recipient further agrees to comply
and cooperate with any inspections, reviews, investigations, or audits deemed necessary by the Chief
Financial Officer or Auditor General.
AUDITS
PART I: FEDERALLY FUNDED
This part is applicable if the recipient is a State or local government or a non - profit organization that
has received federal funds awarded through the Department of State. EXHIBIT 1 to this attachment
indicates whether federal resources have been awarded through the Department of State by this
agreement.
2 CFR 2 §200.501 Audit Requirements
(a) Audit required. A non - Federal entity that expends $750,000 or more during the non - Federal entity's
fiscal year in Federal awards must have a single or program - specific audit conducted for that year in
accordance with the provisions of this part.
(b) Single audit. A non - Federal entity that expends $750,000 or more during the non - Federal entity's fiscal
year in Federal awards must have a single audit conducted in accordance with 2 CFR §200.514 Scope of
audit except when it elects to have a program - specific audit conducted in accordance with paragraph (c)
of this section.
(c) Program - specific audit election. When an auditee expends Federal awards under only one Federal
program (excluding R &D) and the Federal program's statutes, regulations, or the terms and conditions of
17
the Federal award do not require a financial statement audit of the auditee, the auditee may elect to have
a program - specific audit conducted in accordance with 2 CFR §200.507 Program - specific audits. A
program - specific audit may not be elected for R &D unless all of the Federal awards expended were
received from the same Federal agency, or the same Federal agency and the same pass- through entity, and
that Federal agency, or pass- through entity in the case of a subrecipient, approves in advance a program -
specific audit.
(d) Exemption when Federal awards expended are less than $750,000. A non - Federal entity that expends
less than $750,000 during the non - Federal entity's fiscal year in Federal awards is exempt from Federal
audit requirements for that year, except as noted in 2 CFR §200.503 Relation to other audit requirements,
but records must be available for review or audit by appropriate officials of the Federal agency, pass -
through entity, and Government Accountability Office (GAO).
(e) Federally Funded Research and Development Centers ( FFRDQ. Management of an auditee that owns
or operates a FFRDC may elect to treat the FFRDC as a separate entity for purposes of this part.
(f) Subrecipients and Contractors. An auditee may simultaneously be a recipient, a subrecipient, and a
contractor. Federal awards expended as a recipient or a subrecipient are subject to audit under this part.
The payments received for goods or services provided as a contractor are not Federal awards. Section
§200.330 Subrecipient and contractor determinations should be considered in determining whether
payments constitute a Federal award or a payment for goods or services provided as a contractor.
(g) Compliance responsibility for contractors. In most cases, the auditee's compliance responsibility for
contractors is only to ensure that the procurement, receipt, and payment for goods and services comply
with Federal statutes, regulations, and the terms and conditions of Federal awards. Federal award
compliance requirements normally do not pass through to contractors. However, the auditee is responsible
for ensuring compliance for procurement transactions which are structured such that the contractor is
responsible for program compliance or the contractor's records must be reviewed to determine program
compliance. Also, when these procurement transactions relate to a major program, the scope of the audit
must include determining whether these transactions are in compliance with Federal statutes, regulations,
and the terms and conditions of Federal awards.
(h) For-profit subrecipient. Since this part does not apply to for - profit subrecipients, the pass- through
entity is responsible for establishing requirements, as necessary, to ensure compliance by for - profit
subrecipients. The agreement with the for - profit subrecipient should describe applicable compliance
requirements and the for - profit subrecipient's compliance responsibility. Methods to ensure compliance
for Federal awards made to for - profit subrecipients may include pre -award audits, monitoring during the
agreement, and post -award audits. See also §200.331 Requirements for pass- through entities.
The Internet web address listed below will assist recipients in locating documents referenced in the
text of this agreement and the interpretation of compliance issues.
U.S. Government Printing Office
www.ecfr.gov
18
PART II: STATE FUNDED
This part is applicable if the recipient is a nonstate entity as defined by Section 215.97(2)(1), Florida
Statutes and had received state funds awarded by the Department of State. EXHIBIT 1 to this
attachment indicates whether state resources have been awarded by the Department of State by this
agreement.
Section 215.97 Florida Statutes Single Audit Requirements
1. In the event that the recipient expends a total amount of state financial assistance equal to or in excess
of $500,000 in any fiscal year of such recipient, the recipient must have a State single or project -
specific audit for such fiscal year in accordance with Section 215.97, Florida Statutes; applicable rules
of the Executive Office of the Governor and the Chief Financial Officer; and Chapters 10.550 (local
governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor
General. EXHIBIT 1 to this agreement indicates state financial assistance awarded through the
Department of State by this agreement. In determining the state financial assistance expended in its
fiscal year, the recipient shall consider all sources of state financial assistance, including state financial
assistance received from the Department of State, other state agencies, and other nonstate
entities. State financial assistance does not include Federal direct or pass- through awards and
resources received by a nonstate entity for Federal program matching requirements.
2. In connection with the audit requirements addressed in Part II, paragraph 1, the recipient shall ensure
that the audit complies with the requirements of Section 215.97(7), Florida Statutes. This includes
submission of a financial reporting package as defined by Section 215.97(2)(d), Florida Statutes, and
Chapters 10.550 (local governmental entities) or 10.650 (nonprofit and for - profit organizations), Rules
of the Auditor General.
If the recipient expends less than $500,000 in state financial assistance in its fiscal year, an audit
conducted in accordance with the provisions of Section 215.97, Florida Statutes, is not required. In
the event that the recipient expends less than $500,000 in state financial assistance in its fiscal year
and elects to have an audit conducted in accordance with the provisions of Section 215.97, Florida
Statutes, the cost of the audit must be paid from the nonstate entity's resources (i.e., the cost of such
an audit must be paid from the recipient's resources obtained from other than State entities).
The Internet web addresses listed below will assist recipients in locating documents referenced in the
text of this agreement and the interpretation of compliance issues.
State of Florida Department Financial Services (Chief Financial Officer)
www.fldfs.com/
State of Florida Legislature (Statutes, Legislation relating to the Florida Single Audit Act)
www.leg.state.fl.us/
19
PART III: REPORT SUBMISSION
1. Copies of reporting packages for audits conducted in accordance with 2 CFR 2 §200.512, and required
by PART I of this agreement shall be submitted, when required by 2 CFR 2 §200.512, by or on behalf
of the recipient directly to each of the following:
A. The Department of State at the following address:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
Tallahassee, FL 32399 -0250
B. The Federal Audit Clearinghouse electronically at harvester.census. ovg /sac/ as designated in 2
CFR 2 §200.512
C. Other Federal agencies and pass- through entities in accordance with 2 CFR 2 §200.513
2. In the event that a copy of the reporting package for an audit required by PART I of this agreement
and conducted in accordance 2 CFR 2 §200.501 Audit Requirements, is not required to be submitted
to the Department of State for the reasons pursuant to 2 CFR 2 §200.501, the recipient shall submit
the required written notification pursuant to 2 CFR 2 §200.501 (d) and a copy of the recipient's audited
schedule of expenditures of Federal awards directly to the following:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
Tallahassee, FL 32399 -0250
3. Copies of financial reporting packages required by PART II of this agreement shall be submitted by
or on behalf of the recipient directly to the following:
A. The Department of State at the following address:
Office of Inspector General
Florida Department of State
R. A. Gray Building, Room 114A
500 South Bronough St.
Tallahassee, FL 32399 -0250
20
B. The Auditor General's Office at the following address:
Auditor General's Office
Room 401, Pepper Building
111 West Madison Street
Tallahassee, Florida 32399 -1450
4. Any reports, management letter, or other information required to be submitted to the Department of
State pursuant to this agreement shall be submitted timely in accordance with 2 CFR 2 Subpart F—
Audit Requirements, Section 215.97, Florida Statutes, and Chapters 10.550 (local governmental
entities) or 10.650 (nonprofit and for - profit organizations), Rules of the Auditor General, as
applicable.
5. Recipients, when submitting financial reporting packages to the Department of State for audits done
in accordance with 2 CFR 2 Subpart F or Chapters 10.550 (local governmental entities) or 10.650
(nonprofit and for - profit organizations), Rules of the Auditor General, should indicate the date that
the reporting package was delivered to the recipient in correspondence accompanying the reporting
package.
PART IV: RECORD RETENTION
1. The recipient shall retain sufficient records demonstrating its compliance with the terms of this
agreement for a period of five years from the date the audit report is issued, and shall allow the
Department of State, or its designee, Chief Financial Officer, or Auditor General access to such
records upon request. The recipient shall ensure that audit working papers are made available to the
Department of State, or its designee, Chief Financial Officer, or Auditor General upon request for a
period of three years from the date the audit report is issued, unless extended in writing by the
Department of State.
21
EXHIBIT 1
FEDERAL RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
Not Applicable.
COMPLIANCE REQUIREMENTS APPLICABLE TO THE FEDERAL RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
Not Applicable.
STATE RESOURCES AWARDED TO THE RECIPIENT PURSUANT TO THIS AGREEMENT
CONSIST OF THE FOLLOWING:
MATCHING RESOURCES FOR FEDERAL PROGRAMS:
Not Applicable.
SUBJECT TO SECTION 215.97, FLORIDA STATUTES:
Florida Department of State Historic Preservation Small- Matching Grant, CSFA Number 45.031.
Award Amount: $50,000
COMPLIANCE REQUIREMENTS APPLICABLE TO STATE RESOURCES AWARDED
PURSUANT TO THIS AGREEMENT ARE AS FOLLOWS:
As contained in the Compliance Supplement to CSFA Number 45.031.
22
APPENDIX 1
Schedule of Contract Values
This form must be completed by the Contractor for the Project.
PROJECT NAME: APPLICATION NO:
PROJECT #: APPLICATION DATE:
CONTRACTOR: PERIOD TO:
PERCENT COMPLETE
TO DATE:
A
B
C
D E
F
G
H
I
J
ITEM
DESCRIPTION OF WORK
SCHEDULED
WORK COMPLETED
MATERIALS
TOTAL
%
BALANCE
RETAINAGE
NO.
VALUE
FROM
PREVIOUS
THIS
PERIOD
PRESENTLY
COMPLETED
G =C
TO FINISH
(IF
VARIABLE
APPLICATION
STORED
ANDSTORED
C - G
RATE
(D+ E)
OT IN
TO DATE
D ORE
+E +F
(Fill in & break down
contract values
(Add any change order(s)
descriptions)
GRAND TOTALS
$0.00
$0.00
$0.00
$0.00
$0.00
0%
$0.00
$0.00
COOtract . Minimum eucwefu0 l-d -d Dete: I I
23
Small Matching Grant
PRESERVATION AGREEMENT
Grant Number:
This agreement is made the day of , 20_, by
(hereafter referred to as the "Owner") and in favor of the Florida
Department of State, Division of Historical Resources (hereinafter referred to as the "Division ") for the
purpose of the preservation of a certain property known as
(hereinafter referred to as the Property "),
located at , and
which is owned in fee - simple by the Owner and has been determined by the Division to be a historic
property pursuant to Section 267.021, Florida Statutes.
In consideration of the sum of received in grant -in -aid assistance from the Division,
the Owner hereby agrees to the following for a period of five (5) years:
1. The Owner agrees to assume the cost of the continued maintenance and repair of the Property so as to
preserve the architectural or historical integrity of the same.
2. The Owner agrees that no visual or structural alterations will be made to the Property without prior
written permission of the Division and that every effort will be made to design any modifications to the
Property in a manner consistent with the Secretary of the Interior's Standards for Rehabilitation.
3. The Owner agrees that the Division, its agents and designees shall have the right to inspect the property
at all reasonable times in order to ascertain whether or not the conditions of this agreement are being
observed.
4. This agreement shall be enforceable in specific performance by a court of competent jurisdiction.
5. It is understood and agreed by the parties hereto that if any part, term, or provision of this agreement is
held to be illegal by the courts, the validity of the remaining portions or provisions shall not be affected,
and the rights and obligations of the parties shall be construed and enforced as if the contract did not
contain the particular part, term, or provision held to be invalid.
Owner Division of Historical Resources
Name of Organization
Signature of Authorized Representative
Print Name and Title of Authorized
Representative
Date
Robert Bendus, Director
Date
Witnessed of Owner signature
by Notary Public required
Instructions and Information for completing a Florida Substitute Form W -9
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