HomeMy WebLinkAbout10/18/2011 09 Washington State Department of Archaeology and Historic Preservation Contract BUSINESS OF THE CITY COUNCIL
0 YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.'
For the meeting of: 10/18/11
ITEM TITLE: A Resolution ratifying the City Manager's execution of a contract between
the City of Yakima and the Washington State Department of Archaeology
and Historic Preservation to research, design, and produce a full -color
brochure identifying historic properties in the Greater - Downtown area of
Yakima.
SUBMITTED BY: Michael A. Morales, Assistant City Manager
CONTACT PERSON/TELEPHONE: Vaughn McBride, Associate Planner (575 -6315)
SUMMARY EXPLANATION:
The City Historic Preservation Commission proposes to produce a full -color brochure that
will include a walking /driving tour and map of significant historic resources in Yakima's
downtown area including prominent mid - century resources; and information on the Yakima
Register of Historic Places. An electronic version of the brochure will be published on
various web sites including the City of Yakima's web site and others as deemed
appropriate. Grant Amount: $2,500 Grant Match Amount: $2,222.35 (In -kind staff
& volunteer hours) Total Project Cost: $4,722.85.
Resolution X Ordinance _ Other (Specify)
Contract X Mail to (name and address): Loren Doolittle, Department of Archaeology and
Historic Preservation, 1063 S. Capitol Way, Suite 106, P. O. Box 48343, Olympia, WA
98504 -8343
Funding Source:
APPROVED FOR SUBMITTAL: , &4t'i� 6,c_
y Manager
STAFF RECOMMENDATION: Adopt Resolution
BOARD /COMMISSION RECOMMENDATION: Adopt Resolution
COUNCIL ACTION:
Legal /BD 1
Agenda JH
0 RESOLUTION NO. R -2011-
A RESOLUTION ratifying and approving Acting City Manager's execution of a contract
between the City of Yakima and the Washington State Department of
Archaeology and Historic Preservation (DAHP) accepting the terms and
conditions for the receipt of a FY2012 Certified Local Government (CLG)
Grant.
WHEREAS, local governments that establish a historic preservation program meeting
federal and state standards are eligible to apply to the State Historic Preservation Officer for
certification. A local government that receives such certification is known as a "Certified Local
Government" or "CLG."
WHEREAS, the City of Yakima is a State Certified Local Government (CLG); and
eligible to compete for Department of Archaeology and Historic Preservation (DAHP) Historic
Preservation fund annual allocation to Certified Local Governments;
WHEREAS, the City of Yakima applied to DAHP for a FY2012 Certified Local
Government (CLG) Grant in the sum of $2,500 to research, design, and produce a full -color
brochure identifying historic properties in the Greater — Downtown area of the City of Yakima;
and
41) WHEREAS the City of Yakima applied for and was approved to receive this grant; and
WHEREAS, the City Council deems it to be in the best interest of the City to approve the
contract with DAHP for the receipt of these grant monies, and to ratify execution of such
contract by the Acting City Manager, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: •
The Acting City Manager's execution of the attached and incorporated "Grant Contract"
is hereby ratified, and such Grant Contract is hereby approved as and from such date of
execution.
ADOPTED BY THE CITY COUNCIL this 18th day of October, 2011. •
Micah Cawley, Mayor
•
ATTEST:
City Clerk
410
STATE
N I
:6 "L 1889 °'
0 STATE OF WASHINGTON
Department of Archaeology and Historic Preservation
1063 S. Capitol Way, Suite 106 • PO Box 48343 • Olympia, Washington 98504 -8343
(360) 586 -3065 • Fax Number (360) 586 -3067
RECEIVED
September 8, 2011
SEP 1 4 2011
CPLANNING 0IV�
Subject: Enclosed CLG Grant
Kindly find enclosed three copies of your CLG Grant for your review, signature and return.
Upon signing return all three copies to our office to my attention. Our office will sign, and a fully
executed grant agreement shall be returned to you for project completion.
IMPORTANT: Sign all documents where signature is requested. (Signature Page).
4111 BE SURE to complete signatures and date on all three grant copies, including providing your Federal
Identification Number or Social Security Number.
Should you have any questions please contact me at 360 -586 -3072.
Thank You,
7
7
Loren Doolittle
Grants Manager
enc:
110
„,..75,0t9 DEPARTMENT OF ARCHAEOLOGY & HISTORIC PRESERVATION
'' Protect the Past, Shape the Future
� STATg
1889 a O
STATE OF WASHINGTON . 41/
Department of Archaeology and Historic Preservation
1063 S. Capitol Way, Suite 106 • PO Box 48343 • Olympia, Washington 98504 -8343
(360) 586 -3065 • Fax Number (360) 586 -3067 • www.dahp.wa.gov
DAHP Contract #FY12 -61012 -014
Grant Agreement
Between
Washington State
Department of Archaeology and Historic Preservation
And
City of Yakima
Grant No.: FY08 -61018 -009
Contact Person: Loren Doolittle (360) 586 -3072
Federal Grant No.: N/A
CFDA No.: 15 -904
Grant Title: City of Yakima
Effective Date: October 1, 2011
Expiration Date: August 31, 2012
City of Yakima Brochure
This agreement is made between The Department of Archaeology and Historic
Preservation hereinafter referred to as the DEPARTMENT, and City of Yakima,
hereinafter referred to as the GRANTEE.
Section 1. Responsibilities of the Grantee
A. The GRANTEE will perform or cause others to perform the work described in the
"Scope of Work" (Attachment 2). Additional special conditions or specifics about
the work required by this agreement, if any, are in attachments as enumerated and
described in Section 3. The GRANTEE agrees to perform the work in accordance
with any such special conditions or specifics. •
B. The GRANTEE understands that the work called for under this agreement must
conform to federal administrative requirements as they relate to the
DEPARTMENT, and the GRANTEE agrees to comply with all such
4110 DAHP Contract #FY12- 61012 -014
requirements. The following documents summarize some of these requirements
and are incorporated herein and made a part hereof as though set forth in full:
(1) The requirements of OMB Circular A -133 for States, Local Governments,
and Non -profit organizations.
(2) The "Secretary of Interior Standards and Guidelines for Archaeology and
Historic Preservation." All products under this contract must be in
compliance with the relevant Secretary's Standards and Guidelines e.g.
Preservation Planning, Identification, Evaluation, Registration, Historic
Research and Documentation, Architectural and Engineering
Documentation, Archeological Investigation, Historic Preservation
Projects, and Preservation Terminology.
(3) The "Historic Preservation Fund Grants Manual." - Latest Revision,
February 2003.
(4) "Grants in Aid Manual." Department of Community Trade and Economic
Development, Office of Archaeology and Historic Preservation.
411 (5) "Fiscal Year 2007 Historic Preservation Fund Annual Grant Application
and Budget Changes / Special Conditions."
(6) "43 CFR 17 Civil Rights, Subpart A, Implementing Title VI of the Civil.
Rights Act of 1964; and Subpart B, Implementing Section 504 of the
Rehabilitation Act of 1973; and Subpart C, Implementing the Age
Discrimination Act of 1975; and subpart E, Enforcement of
Nondiscrimination on the Basis of Handicap in Programs or Activities
Conducted by the Department of the Interior."
(7) "Americans with Disabilities Act of 1990," 42 U.S.C. 1201 et seg. (ADA)
provides comprehensive civil rights to individuals with disabilities in the
areas of employment, public accommodations, state and local government
services, and telecommunications.
c. The GRANTEE agrees to comply with the restrictions of 18 U.S.C. 1913
concerning lobbying with appropriated funds: "No part of the money appropriated
by any enactment of Congress shall, in the absence of express authorization by
Congress, be used directly or indirectly to pay for any personal service,
advertisement, telegram, telephone, letter, printed or written matter, or other
device, intended or designed to influence in any manner a Member of Congress, to
S favor or oppose, by vote or otherwise, any legislation or appropriation by
Congress, whether before or after the introduction of any bill or resolution
DAHP Contract #FY12- 61012 -014
proposing such legislation or appropriation; but this shall not prevent officers or
employees of the United States or its departments or agencies from
communicating to Members of Congress at the request of any Member, or to
Congress through the proper official channels, requests for legislation or
appropriations which they deem necessary for the efficient conduct of the public
business."
D. The GRANTEE agrees to maintain records in a manner which will provide an
audit trail to all expenditures reported to the DEPARTMENT. The GRANTEE
agrees to keep these records for at least four years following the ending date of the
grant. In the event that an audit of the GRANTEE or of the DEPARTMENT
should take exception to any expenditures by the GRANTEE, the GRANTEE
agrees to refund to the DEPARTMENT on demand the amount determined by the
audit as due. In the event that the DEPARTMENT is required to institute legal
proceedings to enforce this repayment provision, the DEPARTMENT shall be
entitled to its costs thereof, including reasonable attorney's fees. When arranging
for an audit, the DEPARTMENT should contact:
Vaughn McBride Tel: (509) 575 -6101
Community Development 129 North Second Street, 2 Floor
Yakima, WA 98901
•
E. The GRANTEE agrees to pay all the costs involved in carrying out the terms of
this agreement prior to seeking reimbursement as provided for in Section 2. a.
When seeking reimbursement, the GRANTEE will submit a completed
reimbursement form in writing to the DEPARTMENT and provide such
documents as an affidavit of publication for newspaper advertising soliciting bids,
contracts, photocopies of canceled checks and invoices, and other documents as
may be requested by the DEPARTMENT. The DEPARTMENT will provide the
GRANTEE with the reimbursement form and guidelines for financial reporting
procedures. The GRANTEE agrees to submit its request for reimbursement within
thirty (30) days following completion of the work.
F. The GRANTEE agrees to provide the DEPARTMENT with a completion report
following a form provided by the DEPARTMENT. The GRANTEE will submit
this report on or before the end date. The GRANTEE agrees that the
DEPARTMENT shall have the right to withhold all or part of the payment
required in Section 2.a. pending receipt of this completion report.
G. The GRANTEE agrees that the "Budget" (Attachment 1) shall be a financial guide
for the work called for by this agreement. The GRANTEE may exceed the
budgeted amounts, but this shall in no way obligate the DEPARTMENT for a
DAHP Contract #FY12 -610
12-
014
greater amount than that stipulated as DEPARTMENT share. In the event that the
GRANTEE should spend less than the budgeted amount on an object or element in
the budget, the DEPARTMENT may either reduce its obligation proportionately or
it may terminate this agreement. The GRANTEE agrees to maintain records which
will render an accurate accounting by the elements or objects in the budget. The
actual expenditures for the amounts reflected in the budget may vary by 15 percent
without requiring an amendment to this grant agreement.
H. The GRANTEE agrees that the DEPARTMENT shall have the right to terminate
this agreement if the GRANTEE shall fail to fulfill in a timely and proper manner
its obligations under this agreement or if the GRANTEE shall violate any of the
covenants, conditions, or stipulations of the agreement. In case of such
termination by the DEPARTMENT, the GRANTEE agrees to return to the
DEPARTMENT within thirty (30) days of the effective date of termination, any
payments made by the DEPARTMENT to the GRANTEE under the terms of this
agreement or any portion of such payments as may be directed by the
DEPARTMENT.
41) The GRANTEE agrees to submit the products identified in the Scope of Work on
or before the grant end date. GRANTEE acknowledges and understands that final
products which do not conform to the terms and conditions of this agreement or
which do not meet the applicable Secretary of the Interior's Standards will not be
reimbursed.
The GRANTEE agrees to submit a "Schedule for Project Completion"
(Attachment 6) before beginning work under this agreement. Said schedule form
shall list each element described in the "Scope of Work" and shall indicate the
approximate date when completion of each can be expected.
J. The GRANTEE will maintain regular contact with the DEPARTMENT regarding
the progress of the grant project. The GRANTEE agrees that the DEPARTMENT
shall have the right to monitor the work called for by this agreement.
K. The GRANTEE agrees to use competitive negotiation procedures (or small
purchase procedures for under $25,000) for procurement of professional services
and subcontracts. GRANTEE agrees to maintain records sufficient to detail the
significant history of a procurement and to forward evidence of competitive
procurement to the DEPARTMENT prior to reimbursement of funds under this
agreement. (See Section 3, Attachment 7.)
411/ L. • The GRANTEE agrees that it, its agents and employees, and any other person or
entity performing any work under this agreement, are independent contractors and
not employees of the State of Washington.
DAHP Contract #FY12- 61012 -014
M. Federal funds are the basis for this contract. The GRANTEE certifies that neither
it nor its principals are presently debarred, declared ineligible, or voluntarily
excluded from participation in transactions by any federal department or agency.
Should for any reason the Federal funds which are the basis for this agreement
become withdrawn, the agreement may be terminated without penalty to the
DEPARTMENT.
N. To the fullest extent permitted by law, Contractor shall indemnify, defend and
hold harmless State, agencies of State and all officials, agents and employees of
State, from and against all claims for injuries or death arising out of or resulting
from the performance of the Contract. Contractor's obligation to indemnify,
defend, and hold harmless includes any claim by Contractors' agents, employees,
representatives, or any subcontractor or its employees.
Contractor expressly agrees to indemnify, defend, and hold harmless the State for
any claim arising out of or incident to Contractor's or any subcontractor's
performance or failure to perform the Contract. Contractor's obligation to
indemnify, defend, and hold harmless the State shall not be eliminated or reduced
by any actual or alleged concurrent negligence of State or its agents, agencies,
employees and officials.
Consistent with RCW 43.17.320.340, the parties shall make every effort to
resolve disputes arising out of, or relating to, this contract through discussion and
negotiation.
Should discussion and negotiation fail to resolve a dispute arising under this
contract, the parties shall select a dispute resolution team to resolve the dispute.
The team shall consist of a representative appointed by the director of each party
and a third party mutually agreed upon by the director of each party. The team
shall attempt, by majority vote, to resolve the dispute. If the dispute cannot be
resolved in this fashion, either party may request assistance from the Governor
pursuant to RCW 43.17.330.
0. The GRANTEE agrees to provide or purchase industrial insurance coverage, as
applicable, prior to performing work under this agreement. The DEPARTMENT
will not be responsible for payment of industrial insurance premiums or for any
other claim or benefit for this GRANTEE, or any sub - grantee or employee of the
GRANTEE, which might arise under the industrial insurance laws during
performance of duties and services under this agreement. If the Department of
Labor and Industries, upon audit, determines that industrial insurance payments
are due and owing as a result to work performed under this agreement, those
payments shall be made by the GRANTEE; the GRANTEE shall indemnify the
DEPARTMENT and guarantee payment of such amounts.
DAHP Contract #FY12- 61012 -014
P. The GRANTEE agrees to include written acknowledgment of National Park
Service, Department of Community Trade and Economic Development, and
Office of Archaeology and Historic Preservation support for all grant- related
publications and public information materials including audio - visual and
workshop materials. The GRANTEE further agrees that the written
acknowledgment shall comply with the form and content stipulated in the
"Historic Preservation Fund Grants Manual — 2005."
Q. The GRANTEE agrees to any additional conditions identified in section 3 and
attached to this agreement.
R. There shall be no discrimination against any person employed by the GRANTEE
in connection with work covered by or related to this agreement, or against any
applicant for such employment, because of race, creed, color, sex, age, martial
status, national origin, or the presence of any sensory, mental, or physical
handicap in accordance with Chapter 49.60RCW. This provision shall include, but
not be limited to, the following: employment, upgrading, demotion, or transfer;
recruitment or advertising; layoff or termination; rates of pay or other forms of
4110 compensation and selection for training. The GRANTEE shall insert a similar
provision in all subcontracts for services covered by this agreement.
During the performance of this Contract, the Contractor shall comply with all
federal and state nondiscrimination laws, regulations and policies.
S. In accordance with legislative findings and policies set forth in Chapter 39.19
RCW the GRANTEE is encouraged in the participation and use of Minority and
Women's Business Enterprise firms certified by OMWB.
T. The GRANTEE agrees to a zero 0 match of funds. 100% being the full amount of
the let grant amount, 0.00% being the match amount by the GRANTEE. Further,
the GRANTEE agrees that any match specifically identified to this grant
agreement by the GRANTEE the GRANTEE will not claim match directly
earmarked or identified for this agreement as match for any other grant, agreement
or contract. The DEPARTMENT has first and exclusive claim to match provided
by the GRANTEE to this agreement as indirect eligible match to the National
Park Service, Historic Preservation Fund award to the DEPARTMENT.
DEPARTMENT: Grant Amount: $2,500.00. GRANTEE: Minimum Grant Match
Amount: $1,666.67.
DAHP Contract # FY12- 61012 -014
Section 2. Responsibilities of the DEPARTMENT
A. The DEPARTMENT agrees to reimburse the GRANTEE one hundred (100)
percent of its actual authorized expenditures for the purpose of this agreement,
provided:
(1) The total paid by the DEPARTMENT shall not exceed the amount
stipulated in the "Budget" (Attachment 1) as DEPARTMENT share.
(2) All expenditures were incurred between the beginning and ending dates of
the grant.
(3) No expenditures have been previously claimed in any other grant from any
agency of the state or federal government.
(4) The DEPARTMENT has authority to expend the funds required to meet
the obligations contained herein.
(5) The GRANTEE has met all requirements contained in this agreement.
B. The DEPARTMENT agrees to consider requests from the GRANTEE for
�' re q
progress payments if, in the DEPARTMENT'S judgment, the public interest will
be served by doing so and if such payments are administratively practical.
c. The DEPARTMENT may unilaterally terminate all or part of this contract, or may
reduce its scope of work and budget, if there is a reduction in funds by the source
of those funds, and if such funds are the basis for this contract.
The following attachments are hereby incorporated into and made a part of this agreement.
Attachment #1. "Budget," consisting of one page.
Attachment #2 "Scope of Work consisting of two pages.
Attachment #3A. "Civil Rights Assurance ", consisting of one page.
Attachment #3B, "Understanding Grant Requirements ", consisting of one page.
Attachment #3C. "Certification Regarding Debarment," consisting of one page.
Attachment #4. "State Form A19 -1 Invoice Voucher" to be used as basis for
billing, consisting of one page.
Attachment #5 "Report of Services/ Labor Value Appraisal" form to be used by
GRANTEE to document labor costs, consisting of one page.
Attachment #6 "Schedule for Project Completion" form, consisting of one page
DAHP Contract # FY12- 61012 -014
Attachment #7 "Competitive Negotiation and Small Purchases Contracting
Documentation," consisting of one page, for a'total of ten (10) pages.
Section 4. Amendments
This grant agreement may only be amended if such amendment is in writing (with the
exception of the 15% variance for actual expenditures identified in Section 1.g), agreed to
and signed by all the parties, and attached hereto.
DEPARTMENT: GRANTEE:
Allyson Brooks, Director City of Yakima
Date Date
Fed ID No.
•
41)
ATTACHMENT 1 I .
VI. PROJECT BUDGET
ELEMENT /OBJECT
•
Salaries iA µ.. 'f , ,,, ! F
Federal Dollars c fi k �" s r t�f
(include each position- volunteer or staff Total
ff - and (CLG grant > t E s , „ :4 1 ,, � , { , y i , l t s
attach hourly wage justification if needed) requested) -i Y a r t rxR " tl, « " s F p,� , 3i; „,
Vaughn McBride, Associate Planner N# ^ ' Lr ° k ' � ,, , i , , f e-r - "p +, 7 ` $
City of Yakima 400.35
/ ` 11 / , t� Yf f Y d 5 Y . 6 M1
+,` s : 1 t } - I r ; 3 I,, til;
r � ,. � y �x � � , , i � ��Ph�� ����
Nancy Kenmotsu, volunteer HPC ,! .: TY � ` �" f' =xr ? o i �� °` ,. ),,�, $607.50
Yvonne Wilbur, volunteer Hist. Society ., ` , , t d ,„ .i t V4 4 [.;, L ` $405
$ 1 z 9, e
` m , 7 ;i ; { ,
]enifer Wilde, volunteer HPC ti $607.50
Volunteer, HPC ^ dam *4r ”'
Joe Mann, r z ry (fW, > of ,, f tf $, I iioili` folvIa x.?.r' $ 202. 50
Indirect °to Etb ^hfiY y r? i f iexi `S E' , , ` 7 - . -
(* Include justification for indirect %) z ri' z,,` a ,iy t k p , .,'"; Y , 0 - k,,
Total Element/Object: a 4, � A:3 f ij 4, ,I ", t -, e -- $2, 222.35
GOODS & SERVICES
Contract Services Federal Dollars �`_ • r •
a � F ; t � Total
(CLG gr h .01• Iy [ na r { a f 7 a � s 1'^ - ' xa
Printing Services $2,500 - 2
Materials/Supplies/Equipment Fq _ � T` i7 .
1 , - ,n s 1 A',^,,, r �
0
3 �`'.� 3•r ��}'Sr�u�,'::N � la r f5 Sc P'ra a
ti , dY J @44'd v1 G ! WkxF ". y. W'. "' x, .�
Travel j fir, - 4AAlt, ; e , ,
eaiR at J tl ' t t04. �,(�
�i� �; �`.�uSi � L3J3 41.�'si
w n t�i'"T'3°
t'k{ � r�l'„viGl}'[, r "'� d "l A 'i �'� t��y?t r °' �.
Other fi � t - i F
yf'S'�`"'''zii,l'�`*�. ar , , �A +rL``'. 4 i f s' y°i"" ,�-' '
c , '� We fag AI
k� z, �� � C �P r T � "�S h �N4` F E� '�A� T t2�
E'er ,'4'[, -' 34..uw � bA iti � +lltAII41
Total Goods & Services: $2,500.00 y � } �� 7 , ,' $2,500.00
Federal Dollars { y ,�
�,. � �,� � �,� ,e- a ��.y�,�st. Total Project Cost
Total Funding Request $2,500 3 A �- MP, $4.722.85
*The local government share must equal at least 40% of the total project cost. The 40% can be made up of
combination of hard and soft match.
•
Contract # FY12- 61012 -014
410
•
Attachment #2
Scope of Work
WORK TO BE ACCOMPLISHED: The GRANTEE shall conduct the following activities:
A. PUBLIC EDUCATION ACTIVITY
1. Research, design, and produce a full -color brochure identifying historic properties
in the Greater - Downtown area of Yakima. Said brochure shall include a
walking/driving tour and map of significant historic resources in Yakima's
downtown area (including prominent mid - century resources)
a) The City of Yakima Historic Preservation Commission shall research and
write the content of the brochure.
b) The brochure shall include information on the Yakima Register of Historic
Places.
c In their entirety th e following acknowledgement, 'disclaimer,
tJ' g g and non -
discrimination statements shall be included in the brochure:
This (insert type of publication) has been financed in part with Federal funds from the
National Park Service, Department of the Interior administered by the Department of
Archaeology and Historic Preservation (DAHP) and the (insert local government credit).
However, the contents and opinions do not necessarily reflect the views or policies of the
Depaituient of the Interior, DAHP, ( *) nor does the mention of trade names or
commercial products constitute endorsement or recommendation by the Department of
the Interior or DAHP. [ *If there are no commercial products, omit that part of the
statement.]
This program received Federal funds from the National Park Service. Regulations of the
U.S. Department of Interior strictly prohibit unlawful discrimination in departmental
Federally Assisted Programs on the basis of race, color, national origin, age, or handicap.
Any person who believes he or she has been discriminated against in any program,
activity, or facility operated by a recipient of Federal assistance should write to: Director,
Equal Opportunity Program, U.S. Department of the Interior, National Park Service, 1849
C Street, NW, Washington, D.C. 20240.
e) Print a quantity of 7500 brochures for distribution.
2. Publish an electronic version of the brochure on various web sites including the
• City of Yakima's web site and others as deemed appropriate.
B. DRAFT SUBMITTALS
Contract # FY 12- 61012 -014
1. The DEPARTMENT shall be given a draft of the walking/driving tour brochure 41)
for review. First draft materials shall be submitted to the DEPARTMENT no
later than May 17, 2012. A second submittal of draft materials shall be submitted
no later than July 19, 2012. Final product is due on Thursday, August 30, 2012.
The DEPARTMENT shall respond to the GRANTEE within thirty days of each
draft submittal with comments. If the DEPARTMENT has not responded within
thirty days, the GRANTEE shall assume that the DEPARTMENT has no
comment on the draft submittals.
C. REPORTING ACTIVITIES
1. GRANT ADMINISTRATION: The GRANTEE shall establish and maintain
contact with the DEPARTMENT throughout the grant period as to the status of all
grant activities by preparing and submitting the following reports to the
DEPARTMENT at the times indicated:
a) SCHEDULE FOR PROJECT COMPLETION: Already submitted with the
grant application
b) SUMMARY REPORTS: The GRANTEE shall prepare the following
report which summarizes specific activities in the Scope of Work:
(1) COMPLETION REPORT: At the conclusion of the grant
activities, prepare a completion report detailing compliance with
each aspect of the Scope of Work, including all minimum products
not already provided to the DEPARTMENT. Submit to the
DEPARTMENT on or before the end of the grant period.
c) DEPARTMENT RESPONSIBILITIES: The DEPARTMENT shall
provide the GRANTEE with all the necessary forms, examples, or
guidelines for preparing and submitting the reports.
II. PRODUCTS: The GRANTEE shall at a minimum submit the following products to the
DEPARTMENT:
A. PUBLIC EDUCATION
1. Five copies of the brochure.
2. Documentation of all web sites that house the electronic version of the brochure.
3. A report of all locations where the brochure is available.
B. REPORTS
1. A schedule for project completion,
2. A completion report.
ATTACHMENT .3A
1111 U. S. DEPARTMENT OF THE INTERIOR
CIVIL RIGHTS ASSURANCE
As the authorized representative of the applicant, I certify that the applicant agrees that, as a
condition to receiving any Federal financial assistance from the Department of the Interior, it will
comply with all Federal laws relating to nondiscrimination. These laws include, but are not limited
to: (a) Title VI of Civil Rights Act of 1964 (42 U.S.C. 2000d -1), which prohibits discrimination on the
basis of race, color, or national origin; (b) Section 504 of the Rehabilitation Act of 1973, as amended
(29 U.S.C. 794), which prohibits discrimination on the basis of handicap; (c) the Age Discrimination
Act of 1975, as amended (42 U.S.C. 6101 et. seq.), which prohibits discrimination on the basis of
age; and applicable regulatory requirements to the end that no person in the United States shall, on
the grounds of race, color, national origin, handicap or age, be excluded from participation in, be
denied the benefits of, or be otherwise subjected to discrimination under any program or activity
conducted by the applicant. THE APPLICANT HEREBY GIVES ASSURANCE THAT it will immediately
take any measures necessary to effectuate this agreement.
THIS ASSURANCE shall apply to all aspects of the applicant's operations including those parts that
have not received or benefited from Federal financial assistance.
If any real property or structure thereon is provided or improved with the aid of Federal financial
assistance extended to the Applicant by the Department, this assurance shall obligate the Applicant,
or in the case of any transfer of such property, any transferee, for the period during which the real
property or structure is sued for a purpose for which the Federal financial assistance is extended or
for another purpose involving the provision of similar services or benefits. If any personal property
is so provided, this assurance shall obligate the Applicant for the period during which it retains
411) ownership or possession of the property. In all other cases, this assurance shall obligate the
Applicant for the period during which the Federal financial assistance is extended to it by the
Department.
THIS ASSURANCE is given in consideration of and for the purpose of obtaining any and all Federal
grants, loans, contracts, property, discounts or other Federal financial assistance extended after the
date hereof to the Applicant by the Department, including installment payments after such date on
account of applicants for Federal financial assistance which were approved before such date:
The Applicant recognizes and agrees that such Federal financial assistance will be extended in
reliance on the representations and agreements made in this assurance, and that the United States
shall have the right to seek judicial enforcement of the assurance. This assurance is binding on the
Applicant, its successors, transferees, assignees, and subrecipients and the person whose signature
appears below who is authorized to sign this assurance on behalf of the Applicant.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
CITY MANAGER
APPLICANT /ORGANIZATION DATE SUBMITTED
CITY OF YAKIMA, CERTIFIED LOCAL GOVERNMENT ( / /
APPLICANT /ORGANIZATION MAILING ADDRESS BUREAU OR OFFICE EXTENDING ASSISTANCE
129 NORTH 2N° STREET
YAKIMA, WASHINGTON 98901
• DI -1350
(REV 6/91)
Standard Form 424D (Rev.7 -97)
Previous Edition Usable Authorized for Local Reproduction Prescribed by OMB Circular A -102
•
ATTACHMENT 3B
•
STATEMENT OF UNDERSTANDING FOR GRANT MANAGEMENT REQUIREMENTS
• CLGs receiving HPF grant assistance must fulfill the terms of their grant agreement
with the state and adhere to all requirements of the National Register Programs
Manual. This requirement includes compliance with Title VI of the Civil Rights Act of
1964, 78 Stat. 241, as amended, which provides that no person on the grounds of
age, race, color, or national origin shall be excluded from participation in, be denied
the benefits of, or be subject to discrimination under any activity receiving Federal
financial assistance.
• Local financial management systems shall be in accordance with the standards
specified in OMB Circular A -128, "Standards for Grantee Financial Management
Systems."
• Indirect costs may be charged as part of the CLG grant only if the CLG subgrantee
meets the requirements of the manual. Unless the CLG has a current indirect cost
rate approved by the cognizant federal agency, only direct costs may be charged.
• Grant recipients must maintain auditable financial records in accordance with the
General Accounting Office's Standards for Audit of Governmental Organizations,
Programs, Activities, and Functions.
• The CLG subgrantee will provide, with request for reimbursement, documentation to
support billings (time sheets, front and back canceled checks, etc.) for federal and
non - federal share claimed.
• Repayment will be made to the SHPO organization if terms and conditions of the
subgrant agreement are not followed or costs claimed are disallowed following audit.
CLG: City of Yakima, Washington
SIGNATURE OF APPLICANT:
TITLE: City Manager -
DATE: 3/--./5 Z d j
A -1
•
0 ATTACHMENT 3C
U.S. Department of the Interior
Certification Regarding
Debarment, Suspension, Ineligibility and
•
Voluntary Exclusion
Lower Tier Covered Transactions
This certification is required by the regulations implementing Executive Order
12549, Debarment and Suspension, 43 CFR Part 12, Section 12.510,
Participants' responsibilities. The regulations were published as Part VII of the
May 26, 1988 Federal Register (pages 19160 - 19211). Copies of the
regulations are included in the proposal package. For further assistance in
obtaining a copy of the regulations, contact the U.S. Department of the
Interior, Acquisition and Assistance Division, Office of Acquisition and Property
Management, 18th and C Streets, N.W., Washington, D.C. 20240.
• (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective Tower tier participant certifies, by submission of this
proposal that neither it nor its principals is presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participation in this transaction by any Federal department
or agency.
(2) Where the prospective lower tier participant is unable to certify to any of
the statements in this certification, such prospective participant shall
attach an explanation to this proposal.
Richard A. Zais, City Manager
Name and Title of Authorized Representative
�� ✓� 74,v6 yr l'/74
Signature Date
FORM STATE OF WASHINGTON AGENCY USE ONLY,
A19-1A • AGENCY NO. CONTRACT NO. OR GA AUTH. NO.
.
INVOICE VOUCHER 103 FY12 -61012 -014
AGENCY NAME I INSTRUCTIONS TO VENDOR OR CLAIMANT :,,
Department of Archaeology and Historic Preservation In the absence of a detailed invoice, submit this form to claim payment for
PO Box 48343 materials, merchandise or services. Show complete detail for each item.
1063 South Capital Way Suite
Olympia, Wa 98504 -8343 - Vendor's Certificate: •
I hereby certify under penalty of perjury that the items and totals listed herein
ATTN: are proper charges for materials, merchandise or services furnished to the
VENDOR OR CLAIMANT (warrant is to be payable to) . State of Washington, and that all goods furnished and/or services rendered have
City of Yakima been provided without discrimination because of age, sex, marital status, race,
Community Development creed, color, national origin, handicap, religion, or Vietnam era or disabled
veteran status.
129 North Second Street, 2 Floor
City of Yakima, WA 98901
By:
(Sign in ink)
Attachement Four
(Title) (Date)
FEDERAL I . NO. OR SOCIAL SECURITY NO. RECEIVED BY DATE RECEIVED
.
: DATE ; � DESCRIPTION ',;:. ..:: QUANTITY UNIT .PRICE AM ^ OUNT - .:
•
PREPARED BY (Fiscal) DATE DIVISION APPROVAL DATE
DOC DATE CURRENT DOC NO REF DOC NO VENDOR NUMBER VENDOR MESSAGE
M SUB
TRANS 0 APPN PROGRAM SUB SUB INVOICE GENERAL
SUF CODE D FUND INDEX INDEX OBJ OBJ CNTY CITY PROJECT AMOUNT NUMBER LEDGER
APPROVED FOR PAYMENT BY FISCAL DATE WARRANT TOTAL
Approved CTED Form A19 -1A (10/15/95)
Attachment 5
REPORT OF SERVICES
•Name of Project: Month: Year:
Name of Person Performing Services: Describe the services you performed. (If you supervised others, include their names
and positions.)
Address:
•
Telephone:
O O How was the hourly rate shown below determined?
0 Labor value appraisal on reverse side of this form.
Did you receive any compensation for the time you Other, explain:
devoted to this project? '
Yes No
If yes, who paid you?
•
How much were you paid?
Total number of hours worked each day during this month:
0 Beginning Sunday Monday Tuesday Wednesday Thursday Friday Saturday Totals
I hereby swear that I devoted the time reported above, performing the Total hours this # of hours
work described on the project named. This time has not been reported month:
for any other Federal or State project.
Hourly rate: $ Per hour
Date
Amount charged to $
I supervised or coordinated this person's work and verify that it was project:
performed as indicated above.
Date
INSTRUCTIONS:
Washington State Office of Archaeology and Historic Preservation Use this form to document all labor, whether paid or
1063 S. Capitol Way, Suite 106 voluntary, which is claimed against a grant or used
PO Box 48343 for the matching share of a grant. Complete it on a
001ympia, WA 98504 -8343 timely basis, i.e., fill it out immediately after the
service is provided.
2003 Reprint
ATTACHMENT 6
V. SCHEDULE FOR PROJECT COMPLETION
List each proposed grant activity separately estimating the start and
completion dates. This should be a complete listing of all potential activities
associated with the grant including the two draft submittal dates of May 17,
2012 for the first draft and July 19, 2012 for the second draft. Final projects
must be turned in by Thursday, August 30, 2012. A start date and
completion date are not sufficient for the Schedule of Project Completion.
Estimated Estimated
WORK TO BE ACCOMPLISHED Starting Date Completion Date
Identify properties to be in the map October 1, December 30,
2011 2011
Prepare text for each property October 10, January 15, 2012
2011
Contract for formatting and printing November 2, February 15, 2012
2011
Produce internal draft for Commission & March 1, 2012 March 10, 2012
City
Seek comments from local partners March 15, March 30, 2012
2012.
Produce first draft for DAHP review; due at April 30, 2012 May 17, 2012
fib
DAHP on May 17, 2012
Produce final draft for DAHP review; due at June 15, 2012 July 19, 2012
DAHP on July 19, 2012
Produce final map; copy to DAHP no later July 30, 2012 August 15, 2012
than August 30, 2012
Distribute published maps August 15, August 30, 2012
2012
0 •
ATTACHMENT 7
COMPETITIVE NEGOTIATION AND SMALL
PURCHASES CONTRACTING DOCUMENTATION
THIS FORMAT SHOULD BE USED FOR CONTRACTS FOR PROFESSIONAL
SERVICES AND OTHER PROCUREMENT TO DOCUMENT COMPLIANCE
WITH FEDERAL PROCUREMENT STANDARDS.
1. Grant Number:
2. Type of Contract: Professional Services
Printing
Equipment /Supplies
Other
3. Addresses of Contractors Contacted:
Name of Person/Business:
Street or PO Box:
City /State /Zip Code:
Work Telephone Number:
Quote/Bid given:
• Name of Person/Business:
Street or PO Box:
City /State /Zip Code:
Work Telephone Number:
Quote/Bid given:
Name of Person /Business:
Street or PO Box:
City /State /Zip Code:
Work Telephone Number:
Quote/Bid given:
Contractor Selected:
Basis for Selection: Lowest Price Other
If the basis for selection was not the lowest price, explain the basis used:
• Signature of Grantee Official Date