Idaho State Historical Society - Walking Tour UpdatesCLG-2017-013
MEMORANDUM OF AGREEMENT
THIS MEMORANDUM OF AGREEMENT ("Agreement") is entered into by the State
Historic Preservation Office ("SHPO"), a division of the Idaho State Historical Society,
and CITY OF MERIDIAN ("Grantee"), effective as of the date of final signature ("Effective
Date") and relates to a project to be undertaken by the Grantee, with financial assistance from a
National Park Service matching grant in aid program supporting the National Register of
Historic Places program in Idaho, administered in Idaho by SHPO. The National Register of
Historic Places program was established by the National Historic Preservation Act of 1966, as
amended, and is administered by the National Park Service, U.S. Department of the Interior.
The SHPO and the Grantee agree as follows:
1. Application, Project Description and Budget
Grantee submitted an application for Meridian Walldne Tour Updates ("Project") for
FY17. SHPO will provide a matching grant in aid from the National Park Service to assist
Grantee with a portion of costs related to the Project. Grantee hereby agrees to carry out the
Project work as described in Attachment A ("Project Description") within the budget set forth in
Attachment B ("Budget"). All funds provided by SHPO for this Project shall be federal funds
from the National Park Service. No state funds shall be used under this Agreement.
2. Period of Performance
Work under this Project shall commence after the Effective Date and be completed no
later than 31 May 2018.
3. Publications.
A draft of any publication prepared by Grantee as part of this Project shall be submitted
to SHPO at least 30 days before the Project completion date for review and approval. All
publications and public information materials, including audio visual and workshop materials,
when applicable, must contain acknowledgment of National Park Service support and the
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nondiscrimination statement as identified in NPS -49, and the CLG Grants Handbook, available
at: http://www.history.idaho.gov/sites/default/files/uploads/clggrantsmanual.pdf.
4. Allowable Costs
Allowable Project costs are for items described in Attachment A and are included within
the Budget set forth on Attachment B. Allowable Project costs must be documented to the
satisfaction of SHPO and determined by SHPO to:
a. meet federal requirements for the Project;
b. be necessary and reasonable for the completion of Project;
have been incurred for Project during the period of the grant; and
d. meet the obligations outlined in Attachment A.
If the Project involves the acquisition or development of a National Register listed
property:
a. A Preservation Agreement or Covenant shall be executed prior to or concurrent
with disbursement of grant funds. The active period for the Agreement is based on the amount of
federal funds involved and is defined in Chapter 5, Section B.12 and Chapter 6, Section E.B.£ 12
of NPS -49.
b. A Project sign acknowledging National Park Service assistance shall be erected at
the Project site during the Project's term, or Grantee shall obtain, and provide SHPO with a
written National Park Service waiver of this requirement.
C. For a development Project, the architectural plans and specifications must be
approved by SHPO as being in conformance with the "Secretary of the Interior's Standards for
the Treatment of Historic Properties."
d. A current appraisal by an appraiser meeting the professional qualifications in
Chapter 6 of NPS -49 shall be obtained prior to the acquisition of real property.
e. A statement of Just Compensation shall be obtained from the seller of the
property prior to the acquisition of real property with National Park Service grant assistance or
matching share.
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5. Project Payment.
Grantee agrees to contribute cash or donated services to the Project in the minimum total
of $4,000, or to pay for 50% of eligible Project costs, whichever is less. Upon SHPO's
verification of successful completion of the Project by Grantee, SHPO shall pay Grantee $3,500
in matching federal funds, as outlined in the Budget, subject to SHPO's receipt of the funds from
the National Park Service. Grantee may bill SHPO after the completion and acceptance by SHPO
of each completed activity described in Attachment A. All bills submitted must include
supporting fiscal documentation detailing the federal and non-federal share of Project costs.
Grantee shall submit three copies of all reimbursement requests. Reimbursements will be made
by SHPO for expended funds only. Grantee's final bill shall include a comparison of completed
activities and budget to those in the approved Budget. Grantee agrees to maintain all financial
and administrative documents and records pertaining to the full life -cycle of the grant for a
period of not less than three (3) years after completion of the Project.
6. Procurement of Personnel and Services
Grantee shall comply with Title 2 of the Code of Federal Regulations, Section A, Subtitle
I, "Standards for Financial and Program Management," (formerly OMB Circular A-102) for
soliciting supplies, equipment and other services. At a minimum, all procurement transactions,
regardless of whether by sealed bids or by negotiation, and without regard to dollar value, shall
be consistent with the requirements of this Subsection 1. Procurement procedures shall not
restrict or eliminate competition. Written selection procedures shall provide, at a minimum, the
following procedural requirements:
a. Incorporate a clear and accurate description of the technical requirements for the
material, product, or service to be procured. Such description shall not, in competitive
procurements, contain features which unduly restrict competition. The description may include a
statement of the qualitative nature of the material, product, or service to be procured. When
necessary, descriptions shall set forth those minimum essential characteristics and standards
necessary to satisfy its intended use. Detailed product specifications should be avoided, if
possible. When a clear and accurate description of the technical requirements is impractical or
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uneconomical, a "brand name or equal" description may be used as a means to define the
performance or other salient requirements of a procurement. The specific features of the named
brand which must be met shall be clearly stated.
b. Clearly set forth all requirements which must be fulfilled and all other factors to
be used in evaluating bids or proposals, such as a deadline for completion of the Project.
C. Contract awards shall be made only to responsible contractors that possess the
potential ability to perform successfully under the terms and conditions of the proposed
procurement. Consideration shall be given to such matters as contractor integrity, compliance
with public policy, record of past performance, and financial and technical resources.
d. Contract awards shall not normally be made to a contractor or professional who
has developed or has drafted bid specifications, requirements, a statement of work, an invitation
for bids, and/or a request for proposals for a particular procurement. If formal advertising does
not result in any acceptable bids, Grantee or subgrantee may negotiate with any available
contractor, including the contractor who produced the bid requirements.
Procurement shall be made by one of the following methods: (1) small purchase
procedures; (2) competitive sealed bids (formal advertising); (3) competitive negotiation; (4)
noncompetitive negotiation. Evidence of competitive negotiation for professional services and/or
formal advertising must be forwarded to SHPO to evidence compliance with federal procurement
requirements prior to disbursement of funds.
7. Project Supervision
Grantee agrees to ensure that work performed related to the Project conforms to the
Attachment A, and to the Secretary of the Interior's Standards and Guidelines for Archeology
and Historic Preservation, located at http:Hwww.cr.Us.gov/local-law/arch_ studs_O.htm.
8. Interim Reports and Requests for Reimbursement
Grantee shall submit to SHPO interim fiscal and programmatic reports in compliance
with the schedule set forth in the Idaho Certified Local Government Handbook. Reimbursement
requests can be made for federal funds at the completion of the Project. Fifteen days after the
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completion of the Project, 100% of the federal grant award must be requested. Grantee shall
contact SHPO immediately in writing if any situation arises that will affect the timely or
successful completion of this Project.
9. Indemnification
Grantee shall indemnify, defend and save harmless the State of Idaho, SHPO, and the
Idaho State Historical Society, its officers, agents and employees from and against all liability,
claims, damages, losses, expenses, actions and suits whatsoever, including injury or death of
others or any employee of the contractor or subcontractor caused by or arising out of
performance, act or omission of any term of this Agreement.
10. Amendment.
This Agreement shall not be amended without the parties' prior written agreement. Any
major alteration, increases, or decreases in the Project or any changes to the Budget must be
submitted in writing for review and approval to SHPO at least 30 days in advance of the
proposed Project commencement date and in accordance with the requirements detailed in the
Idaho Certified Local Government Grants Manual, available
at: www.histoiy.idaho.gov/sites/default/files/uploads/clggrantsmanual.pdf. SHPO will endeavor
to respond to requests for review and approval in writing within 15 days of receipt.
11. Attachments.
All attachments referenced herein and attached hereto are incorporated into the terms of
this Agreement.
12. Termination.
This Agreement may be terminated by either party upon fifteen (15) days prior written
notice. 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
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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.
IDAHO STATE HISTORICAL SOCIETY:
Janet Gallimore, Executive Director
Idaho State Historical Society
Idaho State Historic Preservation Officer
GRANTEE: CITY OF MERIDIAN
Name: I CLMM \l e WeLo 'd
Title: A 41/ b t%
IMe
Date
3/ ao17
Date
CLG-2017-013
ATTACHMENT A: PROJECT DESCRIPTIONS)
Project: Historic Walking Tour Brochure Update Applicant: Meridian Historic Preservation Commissio
Part A: Proposed Project
Project Description
Complete a separate Part A: Project Description for each proposed project. Please state the objectives, the work to be
performed, how the project relates to the goals set forth in the Idaho State Historic Preservation Plan, how the project
relates to any local goals or objectives, and how the project will meet the Secretary of the Interior's Standards.
In April of 2013 Meridian Mayor Tammy De Weerd assembled a subcommittee of interested business owners, Historic
Preservation Commissioners (HPC), MDC members, and City staff to discuss ways to update the Walking Tour and to
increase public awareness of Meridian's history. It is through the partnerships and joint efforts of these committee
members that the Meridian Historic Walking Tour was updated and re -launched in May of 2014. The second phase of
the tour, documenting eleven new sites, launched in May of 2015. In 2015, HPC won the Cultural Heritage
Preservation Orchid Award for this program.
Based on the success of these two phases, HPC is interested in updating and combining the separate brochures into
one cohesive booklet. These updates will reflect community suggestions and feedback that HPC has received since its
launch. This project will also leverage existing technology initiatives being made by HPC highlighting assets on the
Meridian Historic Walking Tour.
Final Products
CLG grant projects should result in a tangible product. Provide a detailed and specific list of the expected final products.
Typical products include but are not limited to survey reports and forms; published document (e.g. walking tour guide); a
National Register nomination; or similar. In some cases, the product may be an activity like a lecture or workshop. A
short narrative describing the event must be submitted to the SHPO at the completion of the project. The narrative will
describe the number of people attending, who composed the audience, and whether the project was carried out
according to the proposal.
HPC's final product is a 45-50 page, bound, historic walking tour booklet. This booklet will include:
Historic photos, present day photos, cultural narratives, QR codes, and map location of twenty-three (23) historic
downtown properties. This booklet is free to the public and donated to local elementary students to support local
education initiatives.
FY2017 CLG Subgrant Application: Part A
Project: Historic Walking Tour Brochure Update Applicant: I'vleridian Historic Preservation Commissio
Timetable
Provide an anticipated timetable for carrying out the proposed project. Include significant milestones such as project
commencement, issuing of RFPs, public engagement events, any necessary approvals, and projected completion.
January 27, 2017 - Consultants Selected
February 24, 2017 - Design Work Completed
March 10, 2017 - Initial Proof Returned from Printer
April 13, 2017 - Historic Preservation Commission Approves Final Proof
May 26, 2017 - Final Proof Submitted to ISHS
June 1, 2017 - Final Printing Started
June 16, 2017 - Final Printing Delivered to City
Key Staff/Petsonnel
Provide a list of the key staff or personnel who be involved in the proposed project, including a brief description of the
roles and responsibilities for each mernber. Any anticipated subcontractors to be hired can simply be identified as such
e.g. — "consultant," "architect," "building contractor," et cetera).
Meridian Historic Preservation Walking Tour Subcommittee: Project Lead
Meridian Historical Society: Project Content Lead
City of Meridian Commissions and Committees Specialist: Project Coordination
Hill Photography: Photographer
Modern Printers: Printer
Andrew Design: Graphic Designer
Attachments (Surveys, A&D, reprinting)
Attach any additional documents in support of this project application. Note: some project types have required
attachments; please refer to Chapter VII of the Idaho CLG Grants Manual for details on these requirements.
Have you included any/all attachments for this proposed project? Yes No
FY2017 CLG Subgrant Application: Part A
CLG-2017-013
ATTACHMENT B: PROJECT BUDGET(S)
Idaho State Historic Preservation Office
Hlstrorlcal Certified Local Government Subgrant Application
S o C t E T Y FY2017
Part B: Project Budget
Applicant: Meridian Historic Preservation Commission
Project: Historic Walling Tour Brochure Update
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
Share
Local Match Total
Cash In -Kind
Setup and Design of Combined Walking Tour Brochures 2,000.00 2,000.00 4,000.00
Printing/Binding Walking Tour Brochures (quantity: 2,500) 1,500.00 1,500.00 3,000.00
Local Photographer Services (In-kind by photographer) 500.00 500.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Subtotals 3,500.00 500.00
Y
Totals 3,500.00 1 4,000.00 7,500.00
F Y2017 CLG Subgrant Application: Part B