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HomeMy WebLinkAboutWashington Dept of Archaeology & Historic Preservation - DAHP Contract #FY16-61016-011STATE 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 • www.dahp.wa.gov DAHP Contract #FY16-61016-011 Grant Agreement Between Washington State Department of Archaeology and Historic Preservation And City of Yakima Grant No.: Historic Inventory 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, 2015 Expiration Date: August 31, 2016 Historic Preservation Element of the Comprehensive Plan 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 DAHP Contract #FYI6-61016-011 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, September 2005. (4) "Grants in Aid Manual." Department of Community Trade and Economic Development, Office of Archaeology and Historic Preservation. (5) "Fiscal Year 2013 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." "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. (7) 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 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 #FY16-61016-011 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: Jeff Peters (509) 575-6163 129 North Second Street Yakima, WA 98901 jpeters@ci.yakima.wa.us 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 #FY16-61016-011 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. 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. L 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. x. 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.) 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 #FY16-61016-011 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. o. 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 #FY16-61016-011 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 — Latest Revision September 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 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 100 / 00 match of funds. On hundred percent (100%) being the full amount of the grant. The GRANTEE agrees that any match specifically identified to this grant agreement by the GRANTEE, the GRANTEE will not claim such 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 Grant awarded to the DEPARTMENT. DEPARTMENT: Grant Amount: $10,500.00. GRANTEE: Minimum Grant Match Amount: $0.00. Note: GRANTEE has proposed a non -required match of $8,012.41. DAHP Contract # FYI6-61016-011 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 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. Section 3. Attachments 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 # FY16-61016-010 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: 14/ Allyson Brooks, Director 7/('t ll 1 Date GRANTEE: Date Fed ID No. CITY CONTRAC r NO RESOLUTION NO: //bfr ATTACHMENT 1 PROJECT BUDGET ELEMENT/OBJECT Salaries (include each position- volunteer or staff - and attach hourly wage justification if needed) Federal Dollars (CLG grant requested) Hard Match* (Local government cash match = Staff Hours) Soft Match* (Donated goods and services = volunteer hours) Total Supervising Planner $10500 $34.35/hr 50 hrs _ . $1717.50 Senior Planner $27.22/hr 100 hrs _ $2722 Assistant Planner $21.21/hr 100 hrs $2121 Department Assistant $14.18/hr 25 hrs $354.50 Preservation Commissioners $20.25/hr 50 hrs $1012.50 Indirect 0/0 (*Include justification for indirect %) Total Element/Object: $6914.50 $1012.50 $7927 GOODS & SERVICES Contract Services Federal Dollars Hard Match Soft Match Total HP Planning Consultant $10500 1500 @ _` $.01585 _; _ . $10500 Materials/Supplies/Equipment Federal Dollars _ _ _,_ Soft Match Total Project Cost Black and white copies $10500 1500 @ _` $.01585 _; _ . $23.77 Color copies 200@ .$.0582. $11.64 Large posters/maps 5 @ $10/ea $50.00 Travel Other Total Goods & Services: Federal Dollars Hard Match Soft Match Total Project Cost Total Funding Request $10500 $6999.91 $1012.50 $18512.41 Contract # FY16-61016-011 ATTACHMENT 2 Scope of Work I. WORK TO BE ACCOMPLISHED: The GRANTEE shall conduct the following activities: A. THE CITY OF YAKIMA HISTORIC PRESERVATION ELEMENT of the COMPREHENSIVE PLAN: The GRANTEE shall create a historic preservation element the purpose of which shall serve to guide the City and interested members of the public in directing the future of cultural and historic resources in Yakima. The Element shall include, but not be limited to, the following: 1. Description of the process for involving the public in the Element's development. 2. Identification of issues, events, circumstances, threats and/or opportunities that may affect cultural and historic resources in Yakima during the plan timeframe. 3. Identification of the planning context in which the Historic Preservation Element will be developed; to include identifying and discussing related land use and environmental statutes and procedures; related planning documents and processes; and growth management regulations and requirements that may affect cultural and historic resources 4. Identification of historic preservation policies, goals, objectives, and action items. 5. Identification of implementation of element's goals and objectives. 6. Identification of the process for the plan's adoption and integration with related planning documents and processes. 7. Other sections addressing issues or topics related to the future of cultural and historic properties in Yakima. B. HISTORIC PRESERVATION PLAN PROJECT MANAGER: The GRANTEE shall ensure that the personnel directing the Yakima Historic Preservation planning activities meet the professional qualifications in 36 CFR 61, Appendix A. The personnel must be procured..using a -competitive process as outlined in the Historic Preservation Fund Grants Manual, October 1997, see Attachment #7. Before final selection, the GRANTEE shall afford the DEPARTMENT an opportunity to review and approve candidates for the historic preservation consultant writing the plan. C. The document shall include in their entirety the following acknowledgement, disclaimer, and non-discrimination statements: This plan 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 City of Yakima. However, the contents and opinions do not necessarily reflect the views or policies of the Department 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. 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 Page 1 Contract # FY16-61016-011 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. D. The GRANTEE shall submit to the DEPARTMENT a draft copy of the Yakima Historic Preservation Plan. Drafts of the project are due on May 2, 2016 for the first draft and July 15, 2016 for the second draft. Final projects must be turned in by August 31, 2016. 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. E. INCOMPLETE OR UNACCEPTABLE MATERIALS: Any required materials submitted which are not considered acceptable or complete—which do not meet the DEPARTMENT's Historic Preservation Planning editorial standards and/or do not contain the required level of information—will be returned to the GRANTEE for completion within the grant period. F. REIMBURSEMENT: The GRANTEE will only be reimbursed for preparing an acceptable and complete Historic Preservation Element of the Comprehensive Plan during the grant period. II. REPORTING ACTIVITIES A. 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 products listed on the SCHDEULE III. PRODUCTS: The GRANTEE shall at a minimum submit the following products to the DEPARTMENT: A. THE CITY OF YAKIMA'S HISTORIC PRESERVATION ELEMENT of the COMPREHENSNE PLAN N = Page 2 ATTACHMENT , 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 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 AUTHO iZED CERTIFYING OFFICIAL TITLE re- Y Cain, gkia/iii at/ kia APPI INT/ORGANIZATION 2 DATE SUBMITTED APPLICANT/ORGANIZATION MAILING ADDRESS (a g N.- aKd sir ya.CC )tAk W4 ' P O 1 BUREAU OR OFFICE EXTENDING ASSISTANCE Previous Edition Usable Authorized for Local Reproduction DI -1350 (REV 6/91) Standard Form 424D (Rev.7-97) Prescribed by OMB Circular A-102 ATTACHMENT 38 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 1 % /( A! SIGNS URE OF APPLICANT TITLE DATE A-1 ATTACHMENT 3C9 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 NEXT PAGE) (1) The prospective lower 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. j Oa/A �(?:ti�nAl s.2vchY art rn r�vt4r y G'e%d/�'r�. Name and Title of Authorized `Representative Signature /J / Date 1L --/5—'/s^ FORM A19 -1A STATE OF WASHINGTON INVOICE VOUCHER AGENCY NAME Department of Archaeology and Historic Preservation PO Box 48343 1063 South Capital Way Suite Olympia, Wa 98504-8343 ATTN: VENDOR OR CLAIMANT (warrant is to be payable to) City of Yakima 129 North Second Street Yakima, WA 98901 Attachement Four AGENCY USE ONLY AGENCY NO. CONTRACT NO. OR GA AUTH. NO. 103 FY16-61016-011 INSTRUCTIONS TO VENDOR OR CLAIMANT: In the absence of a detailed invoice, submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. Vendor's Certificate: 1 hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise or services furnished to the State of Washington, and that all goods furnished and/or services rendered have been provided without discrimination because of age, sex, marital status, race, creed, color, national origin, handicap, religion, or Vietnam era or disabled veteran status. By: (Sign in ink) (Title) (Date) FEDERAL I.D. NO. OR SOCIAL SECURITY NO. RECEIVED BY DATE RECEIVED DATE DESCRIPTION QUANTITY UNIT PRICE AMOUNT PREPARED BY (Fiscal) DATE DIVISION APPROVAL DATE DOC DATE CURRENT DOC NO REF DOC NO VENDOR NUMBER VENDOR MESSAGE SUF TRANS CODE M 0 D FUND APPN INDEX PROGRAM INDEX SUB OBJ SUB SUB OBJ CNTY CITY PROJECT AMOUNT INVOICE NUMBER GENERAL LEDGER APPROVED FOR PAYMENT BY FISCAL DATE WARRANT TOTAL Approved CTED Form A19 -1A (10/15/95) Name of Project: Year: Name of Person Performing Services: Monday Address: Wednesday Telephone: Labor value appraisal on reverse side of this form. Other, explain: Did you receive any compensation for the time you devoted to this project? Yes 0 No 0 If yes, who paid you? How much were you paid? Attachment 5 REPORT OF SERVICES Month: Year: Sunday Monday Describe the services you performed. (If you supervised others, include their names and positions.) Wednesday How was the hourly rate shown below determined? Labor value appraisal on reverse side of this form. Other, explain: Saturday Total number of hours worked each day duriiLlthis month: Beginning Sunday Monday Tuesday Wednesday Thursday Friday Saturday Totals I hereby swear that I devoted the time reported above, performing the work described on the project named. This time has not been reported for any other Federal or State project. Date I supervised or coordinated this person's work and verify that it was performed as indicated above. Date Washington State Office of Archaeology and Historic Preserva 1063 S. Capitol Way, Suite 106 PO Box 48343 Olympia, WA 98504-8343 2003 Reprint Total hours this month: 4 of hours Hourly rate: $ Per hour Amount charged to project: $ INSTRUCTIONS: on Use this form to document all labor, whether paid or voluntary, which is claimed against a grant or used for the matching share of a grant. Complete it on a timely basis, i.e., fill it out immediately after the service is provided. ATTACHMENT 6 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 2, 2016 for the first draft and July 15, 2016 for the second draft. Final projects must be submitted by August 31, 2016. WORK TO BE ACCOMPLISHED Estimated Starting Date Estimated Completion Date Solicit/identify and select qualified Consultant and develop Scope of Work 1 Oct 2015 30 Oct 2015 Sign Contract with Consultant 13 Nov 2015 Initial Meeting with Board/Consultant Nov 2015 Dec 2015 Background Research Dec 2015 Feb 2016 Prepare for and conduct public outreach Jan 2016 Feb 2016 Consultant Preparation of Plan Draft Feb 2016 April 2016 Submit Plan Draft to DAHP 2 May 2016 2 May 2016 Coordination and review of Plan Draft April 2016 May 2016 Review Meeting with Historic Preservation Board/consultant May 2016 July 2016 Submit 2nd Draft Nomination to DAHP 2 July 2016 30 July 2016 Public Hearing and recommendation of plan August 2016 August 2016 ;Submit Final Plan to DAHP __� x.;31 August '2016 31 August 2016 .- City Council Meeting to adopt Plan _ _; August 2016 August 2016 Submit Reimbursement to DAHP _ September 2016 September 2016 fl 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 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 DAHP Contract No: FY16-61016-011 Amendment A The Department of Archaeology and Historic Preservation, the DEPARTMENT, and City of Yakima, the GRANTEE, hereby mutually agree to amend Grant FY16-61016-011 to increase the total grant amount from $10,500.00 to $12,100.00. Per this Amendment A, the total grant amount shall be increased by $1,600.00. The DEPARTMENT acknowledges and approves the requested changes by the GRANTEE for the above change to the total grant amount. All other terms or conditions of the contract remain as set forth in the body of the contract and amended herein by Amendment A. Department: Grantee: /,1I� 1v By Allyson :rooks' Director Title Date: IREVo2. / aRrx,J ASS nczATE P AW&R. Title Date: (LAY 2.S, 2 01 6 rItlfuevby •K' CITU CONTRACT NO: .1 4/'^(97 1407041/0Id'r RESOLUTION P40: 11/4' ��9 DEPARTMENT OF ARCHAEOLOGY & HISTORIC PRESERVATION � Protect the Post, Shope the Future I9kItt 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 Contract No: FY16-61016-011 Amendment B The Department of Archaeology and Historic Preservation, the DEPARTMENT, and City of Yakima, the GRANTEE, hereby mutually agree to amend Grant FY16-61016-011 to decrease the amount of the contract from $12,100.00 back to the original amount of $10,500.00. Contract amount currently reads: $12,100.00 Per this Amendment B Contract amount shall now read: $10,500.00. The DEPARTMENT acknowledges and approves the requested changes by the GRANTEE for the above change to the total grant amount. All other terms or conditions of the contract remain set forth in the body of the contract and amended herein by Amendment B. Department: By: Allyson os Grantee: Director Ctrs( MANA be Title Title Date: (t/ Date: &'o" ,20) aup CITY CONTRACT NO C219 / ^ / 17 RESOLUTION NO: ANA 'DEPARTMENT OF ARCHAEOLOGY & HISTORIC PRESERVATION Pro•`ect the Post. Shopthe future RECEIVED OCT 132016 CITY OF YAKIMA MAMMA DIY.