Transcript Document

Heritage Trust Fund
Grant Orientation Session
HTF Staff and Contact Information
Katrina Ringler
Grants Manager
785-272-8681 ext. 215
[email protected]
Ken Price
Grant Reviewer
785-272-8681 ext. 212
[email protected]
Marsha Longofono
Grants Assistant
785-272-8681 ext. 240
[email protected]
Contents of your Binder
• 2014 HTF Grants Manual
•Checklist for documents to be returned ASAP:
 Project Agreement
Contractual provisions attachment
W-9
DA 130 – electronic deposit form
• Monthly progress report blank form
• Reimbursement blank form
• Project completion report blank form
Project Agreement
Please review and return a signed copy ASAP.
No work may begin until the Project Agreement is signed by both
the property owner and the SHPO. Work must begin within 60
days of signed contract unless okayed by Grants Manager.
The document includes:
•Scope of work
•Schedule
•Reimbursement criteria
*These items are taken
from the grant application
and may need to be revised
slightly before signing*
•Budget Line Items
•Reimbursement & procurement procedures
•Responsibilities of grant recipients
Contractual Provisions Attachment
Please read and fill in where indicated. This is a State of Kansas
requirement and must be returned with your Project Agreement.
W-9 - Federal Identification Number
A federal EIN (for organizations or companies) or an SSN (for
individuals) is needed for us to process a reimbursement.
DA130 – Electronic Deposit Form
Reimbursements will be done by direct deposit. Please be
sure to include a voided check or deposit slip with this form.
Just fill out the top two sections. The “vendor number” is the
EIN or SSN you reported on the W-9 form. Make sure
everything matches.
If the project administrator information
changed/changes from what was provided in the grant
application, please provide updated information to the
Grants Manager.
Grants Manual
Your step-by-step tutorial
•Project Agreement
•Architect/Engineer (a.k.a. Consultant) Selection
•Project Planning Documents
•Selection of Contractor(s)
•Reimbursement Requests and Reporting
• Special Terms and Conditions
•Appendix
Project Agreement
• Make sure all the bold information is correct
• Ask if there is anything you don’t understand
• Sign and return to SHPO staff as soon as possible
• A photocopy of the signed agreement will be sent
back to you.
• Be sure to keep a copy on file with your grant
materials
Section A
•Verifies who has authority to enter into this agreement.
•Includes the property’s legal description.
Section B
• Outlines the project description
• Notes the project schedule (milestones)
• Regular contact with SHPO staff
• Formal scope of work amendment if plans change
• Meet the Standards
Section C
• States the beginning and ending dates for the grant
• Should match the dates in Section B
• Requests for extensions need to be submitted before
final 30 days of the project
Section D
• Statement of grant award and breakdown of the
reimbursable line items
• Make sure the math is correct and the items are stated
correctly
Section E
• “Must haves” for reimbursement
• Grantee must pay all bills and then seek reimbursement
• Documentation of the bill and the payment are required
• HTF will withhold 10% from each reimbursement
• Work must meet the Standards (documented with photos)
• Work done must be part of the approved scope of work
• Work must be covered by a written contract between the
Grantee and the contractor
REIMBURSEMENT REQUESTS AND REPORTING
The HTF grant program is a reimbursement grant.
The grantee shall pay, in full, all costs of the project as they
become due and payable.
HTF staff reviews reimbursement requests and determines if work
done is agreeable with all terms set forth in the project agreement
and approved construction documents. HTF staff reserves the
right to withhold payment if the grantee falls behind schedule or if
the project exhibits substandard work.
**Please Note**
Mobilization fees, travel, set-up, material
purchase, etc. are not considered line
items for reimbursement purposes and
should be incorporated into applicable
work items when a reimbursement
request is submitted.
Mobilization is 100% complete and
Materials are 90% complete.
HTF cannot reimburse for these until
physical line items from your Project
Agreement are complete!
Section F
•Changes to this agreement will be in writing
• Deadline extensions
• Budget adjustments
• Additional work or changes to the scope of work
•Termination and repayment
Section G
• Contracting
• Changes from years past
• No longer require bidding
• Recommend at least getting several prices
• Hire whomever you want / work has to meet the Standards
• Must have a written contract (see Grant Manual)
• Must have a “lump sum” or “not to exceed” cost
• Keep contracts on file for 5 years
• SHPO will not pay contractors directly
Consultant Contracts
Contract styles will vary but all contracts with consultants must
contain the following:
•An estimated start date and completion date for consultant services
•Fee for consultant services
•Description of services (i.e. production of construction documents,
administration or bidding phase, supervision of construction work…)
•Acknowledgement that property is listed in the National /State
Register of Historic Places
•The phrase “All work must be in compliance with the Secretary of
Interior’s Standards for the Treatment of Historic Properties”
•Notification that all changes to the contract must be agreed to in
writing.
PROJECT PLANNING DOCUMENTS
Construction / Planning Documents are typically:
•drawings and specifications, or
•applicant-generated project descriptions
Work funded by the Heritage Trust Fund may not proceed until
the planning documents related to the project have been
approved, in writing, by the HTF staff.
Planning documents take precedence over the scope of
work description in the project agreement.
Projects without architectural and/or engineering services
Grantees who plan to implement their projects without the benefit of
an architect/engineer will develop a detailed Scope of Work, in
consultation with the HTF staff, to serve as their planning document.
The Scope of Work document may not be used to hire a contractor
until HTF staff has approved it.
See Grant Manual Appendix for an example.
Projects utilizing architectural and/or engineering services
Written approval of the final planning documents is required before
any project work is advertised for bid, contracts are let, or work is
undertaken on the historic property.
All Projects
Work that is being done during the grant period, but not being
reimbursed by HTF grant funds still must be in accordance with the
Standards. HTF staff will advise the grantee when proposed work
does not meet the Standards and will offer advice for alterations to
the proposals to achieve conformance.
While we may also point out discrepancies, concerns, or a need for
additional detail, we are not reviewing plans for compliance with any
life safety codes or accessibility requirements. All HTF grant
projects must meet all applicable state and local codes and
regulations.
Contractor Contracts
Submit a draft contract to the HTF grants manager for review
and written approval prior to execution (signing), to determine
any conflicts with HTF policies and procedures.
Contract styles will vary but all contracts must contain the
following:
•A start date and completion date
•Fee for services (compensation must to be a lump sum or unit
price)
•Acknowledgement that the property is listed in the
State/National Register of Historic Places
•The phrase “All work must be in compliance with the Secretary
of Interior’s Standards for the Treatment of Historic Properties”
•Notification that all changes must be agreed to in writing
Section G – cont.
• Civil rights & discrimination
• No conflict of interest
• Open records and records retention ( 5 years)
• Immigration reform and control act
• KSHS held harmless
• Comply will all state and local laws, codes, regulations, etc
Section H
MAINTENANCE AGREEMENT
• Grantee agrees to own and maintain the property for 5 years (after
completion report)
• Maintain all portions of the property (not just the grant-funded parts)
• Seek approval from SHPO for any activities that might cause harm
• Continue to comply with the state preservation law
• Severe weather, fires, etc.
• SHPO liens
• SHPO inspection
• Non-compliance & Rights not waived
• Amendments to the contract will always be in
writing
Section I
• SHPO agrees to…
• Funds available
• Retaining property ( 5 years)
• Public acknowledgement of funding source
• Project signs
• Proof of ownership (submitted with applications)
• DA-146a form is part of this contract
• Rehab tax credits
REHABILITATION TAX CREDITS
The HTF grant program is separate from the Kansas state tax
credit program. To utilize both programs you must submit
separate applications, documentation, etc.
To help facilitate quicker reviews, HTF grant staff review tax
credit applications for grantees, but applications must be
submitted BEFORE work begins .
• Ideally, apply for tax credits after your scope of work has
been approved and you are ready to hire a contractor.
• Allow our staff at least 30 days to review tax credit
applications so they can be approved BEFORE physical work
begins on the property.
• HTF grantees qualify for State tax credits as long as
• you are doing physical work on a building
• your out-of-pocket costs will exceed $5,000 (does not
include grant funds)
• your application is reviewed and approved BEFORE work
begins.
• Some projects may also qualify for federal credits (ask
staff)
Section J
• Miscellaneous
• Signatures
Review your project agreement carefully!
• property owner and property name correct?
• grant amount correct?
• project description correct (section B)?
• project schedule reasonable (section B)?
• project line items and costs correct (section D)?
Make sure you understand Sections E-J before
signing.
Return one hard copy to my attention after signed by
the property owner. Send along with the other
documents at the front of your binder.
So What is the Next Step?
HTF staff needs these items immediately:
 Project Agreement - signed
Contractual Provisions Attachment with date
W9 Form
Electronic Deposit Authorization
In the interim:

Please read your Grants Manual

Contact us with any questions
For additional information, please refer to the
Project Agreement/Grants Manual or contact:
HTF Grants Manager
Heritage Trust Fund Grant Program
Kansas State Historical Society
Historic Preservation Office
6425 SW 6th Avenue
Topeka, KS 66615-1099
785.272.8681 ext. 215
Fax 785.272.8682
[email protected]/ or www.kshs.org