Managing Your Grant

1. Heritage Trust Fund Managing Your Grant

2. Should your application be funded, there will be several things expected of you as the grantee. • Review the Assurances at the end of your application carefully. • No work may begin until: 1) you have been notified of the award 2) a project agreement is signed and 3) your project administrator attends an orientation session.

3. Grant awards will be announced at the February 2015 meeting of the Historic Sites Board of Review – exact date to be announced. Letters will be mailed to all applicants the week following the meeting. We will also send out a general press release announcing all the grantees and post the awards at kshs.org.

4. Send back a letter accepting the grant • Choose an orientation session to attend • At orientation you’ll receive a Project Agreement tailored to your project and we’ll go over all project requirements • Read and sign the agreement, return it to KSHS

5. Project Agreements must be signed by the property owner and the Executive Director of the Kansas Historical Society before work begins to solicit an architect/engineer or a contractor. Project Agreements include specific information gathered from your application. It is important that you be as detailed as possible in your application so that we can accurately describe and represent your project in the project agreement. The document will include: • Scope of work • Schedule • Reimbursement criteria • Budget Line Items • Reimbursement & procurement procedures • Responsibilities of grant recipients *These items are taken from Section N of the grant application.*

6. One piece of the Project Agreement is a Maintenance Agreement. The grantee agrees: • to hold ownership of the property for a period of 5 years following completion of the project. The grant can be recaptured if the property ownership changes during that period. • to maintain the property for 5 years from the completion date • to have all work related to the property reviewed by the SHPO during the course of the grant and during the 5 year maintenance agreement • this includes any repairs, alterations, or additions to the property

7. Maintenance Plans Each grantee is required to submit a Maintenance Plan with their final completion report. This plan should cover at least the 5 years of the maintenance agreement period. Maintenance Plans should outline specific activities to be done on a cyclical basis: • gutter cleaning • paint touch-up • clean HVAC system / check filters • inspect roof / foundation • keep an accurate inventory of building components and equipment • site drainage • masonry joints • window glazing • plumbing / electrical

8. Step 1 - Consultant Selection(Architects, Engineers, etc.) • Making an “investment” in the proper consultant will help guide the project through planning and implementation. • Consultants can: • Create project plans and specifications for bidding • Supervise contractors, coordinate and oversee their work • Coordinate with and answer HTF staff questions • HTF staff recommend consultant services for projects with grant awards over $10,000. However, not all projects require a consultant. Check with HTF staff.

9. How do I select a consultant? • There are no formal bidding or hiring requirements. You may hire any consultant of your choosing. • Consultants should be familiar with the Sec of the Interior’s Standards and have experience with rehabilitation projects. • SHPO must review your proposed contract before you sign it. If you have an existing contract with a consultant, we’ll need a copy for the grant file. • SHPO keeps a list of contractors, craftspeople, architects, and engineers that have demonstrated their experience on past projects. You are welcome to start with that list. • See http://www.kshs.org/14649

10. Project Planning Documents • Typically produced by your consultant (architect or engineer). • They reflect the scope of work outlined in your HTF application, but with more detail and specification. • All work must comply with the Standards for the Treatment of Historic Properties When projects do not require a consultant the applicant will be expected to develop a scope of work in consultation with HTF staff.

11. Don’t forget to apply for state tax credits once your construction documents are ready! All projects that qualify for HTF also qualify for the Kansas Rehabilitation Tax Credit program as long as your out-of-pocket expenses will exceed $5,000. =

12. Step 2 - Solicitation for Bids and Selection of Contractor(s) • There are no formal bidding or hiring requirements. You may hire the contractor(s) of your choosing. • Contractors should be familiar with the Sec of the Interior’s Standards and have experience with rehabilitation projects. • SHPO must approve your scope of work or construction documents BEFORE you go out to bid or seek proposals. • SHPO must review your proposed contract before you sign it. SHPO keeps a list of contractors, craftspeople, architects, and engineers that have demonstrated their experience on past projects. You are welcome to start with that list. • See http://www.kshs.org/14649

13. Best Practices for Hiring a Contractor • Contracts exceeding $25,000 should be formally advertised for sealed bids in addition to contacting a minimum of three bidders directly. These steps are recommended in an effort to get at least three competitive bids from which you can choose. • Contracts exceeding $25,000 should also require a bid bond, certificates of insurance, labor and material payment bonds, and a performance bond to protect both the contractor and the property owner. • Certificates of insurance should always be provided by the contractor, not matter the size of the project.

14. NOTE: Construction contracts may not be awarded to those who have developed/assisted in development of the bid specifications, requirements, a statement of work, an invitation for bids, and /or a request for proposals.

15. And a reminder… This is a reimbursement program • You are expected to maintain cash flow and pay consultants/contractors per your contracts with them. • Documentation of payment is required when you request reimbursement. • Reimbursement requests are processed as quickly as possible.

16. Reimbursement Requests – “the important part” To receive a reimbursement: • a line item(s) must be 100% complete • only work identified in the project agreement (or amendment) • work must be during the grant period • work must conform to Secretary of the Interior’s Standards. Photos showing completed work must be submitted. • document with purchase orders, requisitions, bills, or other evidence of liability, as well as copied checks or other evidence of expenditure. • mobilization fees, travel, set-up, material purchase, etc. are not considered line items for reimbursement purposes and should be incorporated into applicable work items.

17. **Please Note** HTF will withhold 10% (retainage) from each reimbursement satisfactory completion of all work. The amount remaining will be reimbursed upon receipt of the project completion report and supporting documentation.

18. Progress Reports and Site Visits • Progress reports are due each month even if no work is done. • HTF staff may make site visits at the beginning, during, and at the end of your grant project. • The site visits will allow staff to monitor the progress of the project and the quality of the work performed. • Grant recipients may also request site visits if needed.

19. For additional information contact:  HTF Grants Manager Heritage Trust Fund Grant Program Kansas State Historical Society Historic Preservation Office 6425 SW 6th Avenue Topeka, KS 66615-1099 785-272-8681 ext. 215 Fax 785-272-8682 cultural_resources@kshs.org/ or www.kshs.org