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State Historic Preservation Office Grant in Aid of the Reconnaissance of the Meridian Speedway Complex CLG-2020-010 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 RECONNAISSANCE OF THE MERIDIAN SPEEDWAY COMPLEX ("Project") for FY20. 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 30 September 2021. 3. Publications. An initial or partial draft of any publication prepared by Grantee as part of this Project shall be submitted to SHPO at no later than the 31 January 2021 for review and comment. A completed second draft of any publication must be submitted to SHPO no later than 31 May 2021 for review and comment. All draft publications must be submitted to SHPO in Word or similar editable format; formats such as PDFs will not be accepted. The final version of the publication must be submitted to SHPO no later than 1 September 2021. No publication may be submitted to final printing until a proof of the publication has received approval from SHPO. All publications and public information materials, including audio visual and workshop materials, when applicable, must contain acknowledgment of National Park Service support and the nondiscrimination statement as identified in NPS-49, and the CLG Grants Handbook, available at: http://history.idaho.ciov/sites/default/files/uploads/CLG Grant Manual 2018.pdf. In accordance with —1— Meridian City Council Meeting Agenda July 7,2020— Page 442 of 814 CLG-2020-010 the guidance from the National Park Service, all publications, reports, and documents shall be considered property of the Idaho State Historic Preservation Office. The Idaho State Historic Preservation reserves the right to edit any publication as necessary; in the case such edits are necessary, the Idaho SHPO will provide appropriate credit to the publication's preparer. 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; C. 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.81.12 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. S. Project Payment. Grantee agrees to contribute cash or donated services to the Project in the minimum total of$2,700, 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 $2,700 in 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 —2— Meridian City Council Meeting Agenda July 7,2020— Page 443 of 814 CLG-2020-010 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 five (5) 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 I. 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 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 —3— Meridian City Council Meeting Agenda July 7,2020— Page 444 of 814 CLG-2020-010 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 Attachment A and B, to all appropriate guidance documents from the Idaho State Historic Preservation Office, and to the Secretary of the Interior's Standards and Guidelines for Archeology and Historic Preservation, located at.http://www.cr.nps.gov/local-law/arch stnds O.htm. S. 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 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. 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 suits 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. 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: httg://history.idaho.ciov/sites/default/files/uploads/CLG Grant Manual 2018.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. —4— Meridian City Council Meeting Agenda July 7,2020— Page 445 of 814 CLG-2020-010 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 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. 13. Special Conditions. The Idaho State Historical Society reserves the right to include any additional special conditions on this agreement as outline below: a. The City of Meridian shall provide to the Idaho State Historic Preservation Office a copy of an executed contractor for the reconnaissance survey of the Meridian Speedway complex, demonstrating that the consultant meets the Secretary of the Interior's Professional Qualification Standards in at least one (1) of the following fields: Architectural History, Historic Architecture, and/or Historic Preservation; and b. The City of Meridian shall use the CLG Grant funds to send one (1) member of the City of Meridian Historic Preservation Commission to the NAPC FORUM Conference. IDAHO STATE HISTORICAL SOCIETY: Janet Gallimore, Executive Director Date Idaho State Historical Society Idaho State Historic Preservation Officer GRANTEE: City of Meridian 7-7-2020 Robert E. Simison Name: Date Title: City of Meridian, Mayor —5— Meridian City Council Meeting Agenda July 7,2020— Page 446 of 814 CLG-2020-010 ATTACHMENT A: PROJECT DESCRIPTION(S) Meridian City Council Meeting Agenda July 7,2020— Page 447 of 814 i Project; Meridian Speedway Intensive Survey Applicant; City of Meridian HPC 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. The City of Meridian Historic Preservation Commission would like to start the process to have the Meridian Speedway listed on the National List of Historic Places.In order to complete this task the commission will be seeking a grant to have an Intensive Survey done of the Meridian Speedway.The Meridian Historic Preservation Commission desires this survey to help determine both its level of integrity and whether it is eligible for listing.If a grant is approved,the commission will start in the spring of 2020 requesting proposals from firms to do this work.Our desire is to have this survey completed by the end of 2020,if this site is deemed eligible for listing,the Meridian HPC would then start that phase of the project. i I i 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. After having the Intensive Survey of this property,and if the survey does determine the eligibility of this property,the commission would continue the process to have this property listed onto the National List of Historic Places. FY2020 CLG Subgrant Application: Part A Meridian City Council Meeting Agenda July 7,2020— Page 448 of 814 Project: Meridian Speedway Intensive Survey Applicant: City of Meridian HPC 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. An Intensive Survey would be completed during the year of 2020. Spring of 2020,hire consultant to perform intensive survey. Key Staff/Personnel Provide a list of the key staff or personnel who will be involved in the proposed project,including a brief description of 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). City of Meridian Clerks office to help with the coordination of the documentation and payment to the consultant. An independent consultant would be hired to complete the intensive survey. Meridian Historic Preservation Commission will meet with the consultants to determine the scope of work for the project,and then work with the consultant to coordinate this phase of the project. 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 the project? Yes No FY2020 CLG Subgrant Application: Part A Meridian City Council Meeting Agenda July 7,2020— Page 449 of 814 CLG-2020-010 ATTACHMENT B: PROJECT BUDGET(S) Meridian City Council Meeting Agenda July 7,2020— Page 450 of 814 Project; Meridian Speedway Intensive Survey Applicant; City of Meridian HPC Part B: Project Budget Applicant• City of Meridian HPC Project• Meridian Speedway Intensive 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 State of Idaho SHPO $ 5,000.00 $ 5,000.00 City of Meridian HPC $ 2,500.00 $ 2,500.00 $ 5,000.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Subtotals $ 2,500.00 $ 2,500.00 Totals $ 5,000.001 $ 5,000.00 is 10,000.0, FY2020 CLG Subgrant Application: Part B Meridian City Council Meeting Agenda July 7,2020— Page 451 of 814 l I i FW FY2O Historic Preservation Commission Volunteer Hours From: Chris Johnson <cjohnson@meridiancity.org> Sent: Monday, December 30, 2019 9:29 AM To: Blaine Johnston Subject: FW: FY2O Historic Preservation Commission Volunteer Hours a I Blaine, Below are the reported volunteer hours for 2019. Let me know if this should be a discussion item at your January meeting. Chris Volunteer hours for HPC for 2019: January 15 February 31 March 9 April 13 May 14.5 June 22.5 July 31 August 25 September 29 October 7 November8.5 205.5 Chris Johnson City Clerk I City of Meridian 33 E. Broadway Ave., Meridian, Idaho 83642 Phone: 2O8.888.4433JEmail: cjohnson@meridiancity.org Built for Business, Designed for Living All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law. Page 1 Meridian City Council Meeting Agenda July 7,2020— Page 452 of 814 i Hillary Blackstone, Commissions and Committees Coordinator 1/1/19—9/7/19 33.5%of time dedicated to supporting Historic Preservation Commission 36 weeks at 13.4 hours per week=482.4 hours Rate of Pay(w/o benefits calculated) _$19.28 482.4 hours @ $19.28= $9,300.67 Chris Johnson,City Clerk 42 hours estimated supporting HPC 9/8/19—12/31/19 at Rate of Pay$24.80=$1041.60 Total In-Kind Staff Contribution (not fully-loaded) _ $10,342.27 Meridian City Council Meeting Agenda July 7,2020— Page 453 of 814