Loading...
Mou/Moa - 2024 - Idaho State Historic Preservation Office - Downtown Eagle Survey - 1/2/2024 CLG-2023-03 IDAHO CERTIFIED LOCAL GOVERNMENT GRANT MEMORANDUM OF AGREEMENT THIS MEMORANDUM OF AGREEMENT ("Agreement") is entered Into by the Idaho State Historic Preservation Office ("SHPO"), a division of the Idaho State Historical Society, and City of Eagle jCLG UEI#054 LH FZzjt A_E 3 1) ("Grantee"), effective as of the date of final signature ("Effective Date") and relates to a project to be undertaken by the Grantee, with financial assistance from a National Park Service ("NPS") matching grant in aid program (Assistance Listing No. 15.904 -- Historic Preservation Fund Grants-In-Aid; Federal Award Identification Number: P23AF00170) supporting the Certified Local Government("CLG") and National Register of Historic Places programs in Idaho, administered by SHPO. The National Register of Historic Places program was established by the National Historic Preservation Act of 1966, as amended, and is administered by the National Park Service, U.S. Department of the Interior. The SHPO and the Grantee agree as follows: 1. Application, Project Description and Budget. Grantee submitted an Application (Attachment A) for Downtown Eagle Survev("Project") for FY23. SHPO has reviewed the Application and has determined that SHPO will provide a matching grant in aid from the National Park Service to assist Grantee with a portion of costs related to the Project as described in Attachment B("Project Description"). Grantee hereby agrees to carry out the Project work as described in Attachment B within the budget set forth in Attachment C ("Project Budget"). All funds provided by SHPO for this Project shall be federal funds from the National Park Service. No state funds shall be used under this Agreement. 2. Period of Performance. The Idaho Certified Local Government Grant program period shall begin 1 October 2022 and end 30 September 2025. Work under this Project shall commence after the Effective Date and shall be completed no later than 30 September 2025. Prior to the Certified Local Government incurring expenses on this Memorandum of Agreement, a fully executed copy of the MOA must be in place. 3. Allowable Costs. Allowable Project costs are for items described in Attachment B and are included within the Project Budget set forth on Attachment C. Allowable Project costs must be documented to the satisfaction of SHPO and determined by SHPO to: a. Meet federal requirements as set forth in the Office of Management and Budget Guidance Property Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards Rules, 2 C.F.R. Part 200, and any amendments thereto; b. Be allowable under the U.S. Department of the Interior, National Park Service, State, -1- CLG-2023-03 Tribal, Local Plans&Grants Division, Historic Preservation Fund Grants Manual (June 2007), httos://www.nos.00v/orgs/1623/hof-grant-manual.htm; c. Be necessary and reasonable for the completion of the Project; d. Have been incurred for the Project during the Period of Performance as described in Section 2 of this agreement; and e. Meet the Project description outlined in Attachment B. 4. Project Payment. Upon successful completion of the Project as described in Attachment B, Grantee is awarded $3,000 in CLG Grant funds. Grantee agrees to contribute cash or donated services to the Project In the minimum total of$3,000 or 50% of eligible Project costs, whichever Is less. Upon SHPO's verification of successful completion of the Project by Grantee, Grantee may submit a request for reimbursement by SHPO. With prior approval from SHPO, Grantee may request partial reimbursement from SHPO after the completion and acceptance by SHPO of each completed milestone activity for the Project, as agreed to by SHPO and Grantee. All bills submitted must include supporting fiscal documentation detailing the federal and non-federal share of Project costs. Reimbursements will be made by SHPO for expended funds only. Grantee's final request for reimbursement shall include a comparison of completed activities and budget to those in the approved Project Budget. Grantee agrees to maintain all financial and administrative documents and records pertaining to the full Period of Performance of this grant as described in Section 2 of this agreement for a period of not less than five (5) years after completion of the Project. 5. Procurement of Personnel and Services. a. Grantee shall comply with the United States Office of Management and Budget Guidance Property Standards Rules, 2 C.F.R. §§ 200.310 through 200.327, and any amendments thereto, for soliciting supplies, equipment and other services. At a minimum, all procurement transactions, regardless of whether by sealed bids or by negotiation, and without regard to dollar value, shall be consistent with the requirements of 2 C.F.R. §§ 200.310 through 200.327, and any amendments thereto. Procurement procedures shall not restrict or eliminate competition. Written selection procedures shall include, at a minimum, the following procedural requirements: i. Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description shall not, in competitive procurements, contain features which unduly restrict competition.The description may include a statement of the qualitative nature of the material, product, or service to be procured. When necessary, descriptions shall set forth those minimum essential characteristics and standards necessary to satisfy its intended use. Detailed product specifications should be avoided, if possible. When a clear and accurate description of the technical requirements is impractical or uneconomical, a"brand name or equal"description may be used as a means to -2- CLG-2023-03 define the performance or other salient requirements of a procurement.The specific features of the named brand which must be met shall be clearly stated. ii. Clearly set forth all requirements which must be fulfilled and all other factors to be used in evaluating bids or proposals, such as a deadline for completion of the Project. iii. Contract awards shall be made only to responsible contractors that possess the potential ability to perform successfully under the terms and conditions of the proposed procurement. Consideration shall be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources. iv. Contract awards shall not normally be made to a contractor or professional who has developed or has drafted bid specifications, requirements, a statement of work, an invitation for bids, and/or a request for proposals for a particular procurement. If formal advertising does not result in any acceptable bids, Grantee or subgrantee may negotiate with any available contractor, Including the contractor who produced the bid requirements. b. Procurement shall be made by one of the following methods: (1) small purchase procedures; (2) competitive sealed bids (formal advertising); (3) competitive negotiation; or(4) noncompetitive negotiation. Evidence of competitive negotiation for professional services and/or formal advertising must be forwarded to SHPO to evidence compliance with federal procurement requirements prior to disbursement of funds; c. Grantee shall include all of the of the terms and conditions of Attachment D ("Required Conditions for CLG Subagreements") of this agreement in any and all agreements between Grantee and any consult or contractor. 6. Project Supervision. Grantee agrees to ensure that work performed related to the Project conforms to Attachments B and C, to all appropriate guidance documents from SHPO, and to the Secretary of the Interior's Standards and Guidelines for Archeology and Historic Preservation, 48 Fed. Reg. 44,716 (Sept. 29, 1983), available at httos://www.nps.Qov/subiects/historicoreservation/standards.htm. 7. Interim Reports and Requests for Reimbursement. Grantee shall submit to SHPO interim fiscal and programmatic reports in compliance with the schedule set forth in the SHPO, Idaho State Historical Society, Idaho Certified Local Government Grant Manual, available at: https://historv.idaho.00v/cici/. Reimbursement requests can be made for federal funds at the completion of the Project. Within thirty (30) days after the completion of the Project, 100% of the federal grant award must be requested. Grantee shall contact SHPO immediately In writing if any situation arises that will affect the -3- CLG-2023-03 timely or successful completion of this Project. 8. Indemnification. To the extent not prohibited by Idaho law, Grantee shall indemnify, defend, and save harmless the State of Idaho, SHPO, and the Idaho State Historical Society, its officers, agents, and employees from and against all liability, claims, damages, losses, expenses, actions, and sults whatsoever, including injury or death of others or any employee of the contractor or subcontractor caused by or arising out of the negligent acts or omissions of Grantee in the performance, act or omission of any term of this Agreement. 9. Amendment. This Agreement shall not be amended without the parties'prior written agreement. Any major alterations, increases, or decreases in the Project or any changes to the Project Budget must be submitted in writing for review and approval to SHPO at least 30 days in advance of the proposed Project commencement date and in accordance with the requirements detailed in the SHPO, Idaho State Historical Society, Idaho Certified Local Government Grant Manual, available at: https://historv.idaho.ciov/clo/. SHPO will endeavor to respond to requests for review and approval in writing within 15 days of receipt. 10.Attachments. All attachments referenced herein and attached hereto are incorporated into the terms of this Agreement. 11.Termination. This Agreement may be terminated by either party upon fifteen (15) days'prior written notice. Should this Agreement be terminated by SHPO, except for reasons of non-compliance by Grantee, SHPO will reimburse Grantee for up to 100%of the eligible costs incurred up to the termination date. Should this Agreement be terminated by Grantee, SHPO, at its sole and absolute discretion, may reimburse Grantee for up to 100% of the eligible costs incurred prior to the termination date, or may require Grantee to return any or all federal funds transferred to Grantee prior to the termination date, depending upon the circumstances of the termination. -4- CLG-2023-03 12.Special Conditions. The Idaho State Historical Society reserves the right to include any additional special conditions on this Agreement as outlined below: a. The City of Eagle shall work with the Idaho State Historic Preservation Office to develop a preliminary survey boundary map, with anticipated property count, before survey work • begins; b. The City of Eagle shall provide a copy of any Request for Proposal or other solicitation for • consultant services for review and approval by the Idaho State Historic Preservation Office; c. The City of Eagle shall include the Consulting with Idaho SHPO guidance document to any Request for Proposal; d. The City of Eagle shall provide the Idaho State Historic Preservation Office a copy of an executed contract with a contractor for completion the Reconnaissance Survey of Downtown Eagle prior to any work being done, said contractor meeting the Secretary of the Interior's Professional Qualification Standards: Federal Register Vol. 62, No. 119, p. 33719, 1997 (36 CFR part 61) in at least one (1) of the following fields: Architectural History; Historic Architecture; Historic Preservation; or History; e, The City of Eagle shall Include a requirement in their contract with the selected consultant that the survey documentation shall comply with the"Consulting with Idaho SHPO"; f. The City of Eagle shall provide notice of the reconnaissance survey to the property owners and residents of the survey area, informing them of the purpose and process of the survey; g. On or before 1 May 2025, The City of Eagle shall provide the Idaho State Historic Preservation Office a sample of completed inventory forms for review and comment; the minimum number of sample forms to be submitted shall be five percent (5%) of the total number of properties to be surveyed, and the consultant shall incorporate the SHPO's comments in completing all of the Inventory forms; —5— CLG-2023_Q IDAHO STD STORICAL SOCIETY: I AL ._ter ►lc r 2J - — Janet . Imo ecutive Di '41117 Date Id, = e Historical Society Idaho State Historic Preservation Officer GRANTEE: The City of Eagle r - Name Date Print: jQ ,YI PIc1CQ, Title: Maly Authorized Representative for Grantee -6- CLG-2023-03 ATTACHMENT A: APPLICATION // i5�4 Sinn ++ Idaho State Historic Preservation Office PRESERVATION Certified Local Government Subgrant Application OFFICE "� `-..a /t oni�1i,.., FY2023 Application Coversheet Applicant/Local Government Name: City of Eagle Historic Preservation Commission Address: 660 E. Civic Lane Address: Eagle, Idaho 83616 Telephone: 208-939-6813 DUNS No.: 024950599 City/County Staff Contact Name: Alana Dunn Address: 660 E. Civic Lane _._. Address: Eagle, Idaho 83616 Telephone: 208-489-8834 E-mail: adunn@cityofeagle.org _ Grant Coordinator(if different from City/County Staff Contact) Name: Address: Address: Telephone: E-mail: Budget Summary Total CLG Grant request: 3000 Total Matching share: 3000 Total cost of all project(s): 6000 Source(s) of match: Eagle Historic Preservation Commission Budget, in-kind match Please provide a more detailed budget breakdown on the attached budget form. Authorization The undersigned certifies that he/she is authorized to apply for this subgrant on behalf of the local government, to commit local matching funds to the project, and to enter into a contract if the subgrant Is awarded. Signature: Date: 12)2 7/Z Z- y/Count Chle t cted Official's signature Print: Jason Pierce Title: Mayor FY2023 CLG Subgrant Application: Cover Sheet Project: Eagle Historic Downtown Survey Applicant: Eagle Historic Pres.Commission Part A: Proposed Project Project Description Complete a separate Part A: Project Description for ugh proposed project.Please state the objectives,the work to be performed, how the project relates to the goals set forth In the Idaho State Historic Preservation Plan,how the project relates to any local goals or objectives,and how the project will meet the Secretary of the Interior's Standards. n FY2020,a pre-survey of historic downtown Eagle was completed by consultant Michelle Thompson.This survey was completed with the Intent of a more Intensive survey to be done at a later time.This pre-survey was done In accordance within the standards of the Idaho State Historic Sites Inventory Manual.The Eagle Historic Preservation Commission would like to conduct the complete windshield survey of downtown sites that were built 50 years ago or older and located within the downtown corridor of Eagle. This project relates directly to Goal 1 of the Idaho State Historic Preservation Plan.As the City of Eagle continues to survey different areas and within various parameters,we utilize this information as a foundation of information to complete reports for city council,public lectures on historic homes in Eagle,and as a basis to update the Eagle Historic Site Registry.The historic site registry that the city maintains is currently on-line for the use of the general public. Furthermore,the Secretary of Interior's Standards are four distinct keystones that when working with any aspect of historic preservation can help guide Historic Preservation Commissions to understand when preservation,rehabilitalion,resloration,and/or reconstruction Is needed.An Intensive historic survey of downtown Eagle will lay the groundwork to apply these Standards to specific homes or buildings and bring an understanding to the commission and the city of what work lay ahead of them to preserve these structures. Final Products CLG grant projects should result in a tangible product. Provide a detailed and specific list of the expected final products. Typical products include but are not limited to survey reports and forms;published documents(e.g.walking tour guide);a National Register nomination; or similar.In some cases,the product may be an activity like a lecture or workshop.A short narrative describing the event must be submitted to the SHPO at the completion of the project.The narrative will describe the number of people attending, who composed the audience,and whether the project was carried out according to the proposal. Survey Reports: 1)New windshield survey findings for sites of downtown Eagle built 50 years ago or older. 2)Public announcement of new survey findings through the City of Eagle and Commission web pages and social media. 3)Updated City of Eagle Local Historic Site Registry FY2023 CLG Subgrant Application: Part A Eagle Historic Downtown Survey Applicant: Eagle Historic Pres. Commission Project: pp --.... Timetable Provide an anticipated timetable for carrying out the proposed project. Include significant milestones such as project commencement,Issuing of Ws,public engagement events,any necessary approvals,and projected completion. Project Timetable' June 1,2023 Project Start Date' September 30,2023 Interim Report 01 Due January 16,2024 Complete drafts of National Register Nominations Due February 1,2024 Interim Report#J2 Due February 1,2025 Interim Report if3 Due May 31,2025 Project Completion and Publication Drafts Due June-August 2025 Review and Revision Period September 1,2025 Final Products and Reimbursement Request Due Key Staff/Personnel Provide a list of the key staff or personnel who will be involved in the proposed project,including a brief description or the roles and responsibilities for each member.Any anticipated subcontractors to be hired can simply be identified as such(e.g.-"consultant," "architect,""building contractor,"et cetera). Contract with Consultant to conduct new windshield survey. Alana Dunn-Museum Curator/Historic Preservation Officer:Alana will be the contact for the consultant,as well as handling the pursuant paperwork that comes with bidding and retaining a historic consultant.She will also coordinate with the HPC to keep them Informed of final survey results.She will also be keeping track of the deadline of the final product produced and reported to SHPO. Sheri Horton-Senior Deputy City Clerk:Sheri will be handling the administration and handling of the grant monies,as well as budget and clerk duties. Attachments (Surveys, A&D, reprinting) Attach any additional documents In support of this project application.Note:some project types have required attachments; please refer to Chapter VII of the Idaho Cl.G Grants Manual for details on these requirements. Have you Included any/all attachments for the project? Yes No 1_ FY2023 CLG Subgrant Application: Part A Eagle Historic Downtown Survey Eagle Historic Pres.Commission Project: Applicant: Part B: Project Budget Applicant: Eagle Historic Pres. Commission Project: Eagle Historic Downtown Survey Provide a breakdown of the budget Items for this specific project, Include hourly or daily rates for professional fees, costs for specific project items, and any associated travel costs. For any cash matches from the Applicant,please Include the source of the matching money(e.g.-CDBG,Idaho Heritage Trust,private donation,et cetera). Item Federal Local Match Total Share Cash In-Kind Contractor Windshield Survey $3,000.00 $ 3,000.00 $0,00 Curator Alana Dunn in-kind,4 hours @ $28.37 $ 113.48 $ 113.48 Sen.Dept.Clerk Sheri Horton, 2 hours@ $43.79 $ 43.79 $43.79 $0.00 Eagle Historic Preservation Commission Budget $0.00 $0.00 $0,00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $ 2,842.73 $ 2,842,73 Subtotals - $ 2,842,73 $ 157.27 ram. Totals $3,000.00 $3,000.00 $6,000.00 FY2023 CLG Subgrant Application: Part B CLG-2023-03 ATTACHMENT B: PROJECT DESCRIPTION The following Projects have been approved for Idaho Certified Local Government Grant funding for FY23: Project#1: Downtown Eagle Survey CLG-2023-03 ATTACHMENT C: PROJECT BUDGET(S) Project #1: Downtown Eagle Survey ITEM FEDERAL$ LOCAL$ TOTAL Consultant fees $3000 0 $3000 In Kind Match 0 $3000 $3000 TOTAL $3000 $3000 $6000 CLG-2023-03 ATTACHMENT D: REQUIRED CONDITIONS FOR CLG SUBAGREEMENTS The following conditions must be included in any subagreement between the Certified Local Government and any consultant or contractor: 1. Consultant shall complete all work related to this project in accordance with the most recent version(s) of all applicable United States Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation; 2. All billable costs from the Consultant for reimbursement to the Certified Local Government shall be allowable under the most recent version of the United States National Park Service Historic Preservation Grants Manual; 3. Consultant shall complete all work related to this project in accordance with the most recent version(s) of all applicable guidance documents from the Idaho State Historic Preservation Office, including, but not limited to: Consulting with the Idaho SHPO; IHSI Manual of Instruction for Data Entry; ASI Manual of Instruction for Data Entry; the Idaho Certified Local Government Grants Manual; and any other appropriate guidance documents as identified by the Idaho State Historic Preservation Office; 4. Consultant shall complete all work related to the project in accordance with the Grant Agreement between the Certified Local Government and the Idaho State Historic Preservation Office; 5. Consultant shall make all revisions or modifications to submitted project materials as required by the Idaho State Historic Preservation Office.