R14-034KA
'14 $28,552 to ftind a heritage education program comprised of several elements which will
21 that it is in the best interests of the residents of the City to approve Amendment I to the
22 Historic Preservation Grant Award Agreement between the City Of Boynton Beach and State
23 Of Florida, Department Of State, Division Of Historical Resources.
24 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
25 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
• Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed a
\\appslcity. cbb\auto\Data\21 0\1tems\20 1 \2969\3 772\Resp__-_Approve doc
1 hereby approve Amendment 1 to the Historic Preservation Grant Award Agreement and all
2 associated documentation between the City Of Boynton Beach and State Of Florida,
3 Department Of State, Division Of Historical Resources.
4 Section 3. The City Manager, Lori LaVerriere, is hereby authorized to execute
5 Amendment 1 to the Historic Preservation Grant Award Agreement, a copy of which is
6 attached hereto as Exhibit "A ".
7 Section 4. This Resolution shall become effective immediately upon passage.
3
3 PASSED AND ADOPTED thi
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27 ATTEST:
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32 J t M. Prainito, MMC
33 Clerk.
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35 <;A
9 36 (CO orate :'$e
s 16 day of April, 2014.
Commissioner — Michael M.
\\apps3.city.cbb\ auto\ Data \210\items\201\2969\3772\Resc_ = Approve_Amendment_1_to_ Historical _Preservation_Grant_(2013).doc
HISTORIC PRESERVATION GRANT AWARD AGREEMENT
AMENDMENT NUMBER ONE
Grant No.: F1303
This AMENDMENT to the Grant Award Agreement dated December 11, 2013, hereinafter
referred to as the Agreement, between the State of Florida, Department of State, Division
of Historical Resources, hereinafter referred to as the Department, and City of Boynton
Beach, Development Department, hereinafter referred to as the Grantee, relative to the
Boynton Beach Heritage Education Program, hereinafter referred to as the Project, shall
be effective when properly executed by the parties hereto, and shall be made a part of the
original Agreement.
The Grantee has requested an extension of the encumbrance deadline for this grant.
Section III, Subsection C, of the Agreement allows for this one -time extension. This request
requires corresponding extensions to the submission deadlines for draft deliverables in the
Approved Scope of Work and Project Schedule. The requested revisions have been
reviewed by the Department and found to be in accordance with current regulations. In
addition, the Department has made adjustments to other portions of the Agreement in
order to comply with Department of Financial Services requirements.
Section I of the Agreement, Approved Scope of Work, is amended as follows:
Delete:
I. The Project shall include the following Approved Scope of Work:
In order to establish a multi- faceted Heritage Education Program for the City of
Boynton Beach, the Project shall include the following Approved Scope of Work:
A. The Grantee shall develop a Downtown Heritage Trail, a Cemetery Heritage
Trail, and supporting media with the following components:
a. Research for the trails, accompanying brochures, and online
components to be conducted by the City's Library Archivist and City
staff;
b. Production and installation of twelve (12) outdoor free - standing
information boards. Sign manufacturing services (and installation
services, if applicable) will be procured in accordance with Section
V.A.2. of this Grant Award Agreement;
C. Production and printing of brochures indicating the routes of the
heritage trails. Brochures will be available free of charge and will
include QR codes which will link to the online educational system. A
total of 15,000 brochures will be produced during this grant period:
i. 10,00011 "x17" full color tri -fold Downtown Heritage Trail
brochures;
ii. 5,000 8.5 "x11" full color tri -fold Cemetery Heritage Trail
brochures;
iii. Printing services will be procured in accordance with Section
V.A.2. of this Grant Award Agreement;
d. Production and implementation of a free online educational system
accessible via both computer and smartphone;
B. Draft versions of signage and brochures and proposed signage locations and
installation specs will be submitted to the Division no later than January 31,
2014, for review and comment;
C. Proof of concept for the online educational system will be submitted to the
Division no later than April 30, 2014. This must include documentation of
compatibility with iPhone, Android, and Windows smartphones;
D. Production proofs of the signage will be submitted to the Division no later
than April 30,2014;
E. Photographs of the installed signage will be submitted to the Division no
later than July 31, 2014, as final products;
F. Two copies of each brochure will be submitted to the Division no later than
July 31, 2014, as final products;
G. The online educational system will be fully functional and active, and
notification of such will be submitted to the Division no later than May 31,
2014;
H. Progress and Expenditure Reports will be submitted to the Division on a
quarterly basis and all proposals and contracts for consultant services shall
be submitted by the Grantee to the Division for review and approval, prior
to the execution of the contract, as specified in this agreement; final Progress
and Expenditure Report is due no later than July 31, 2014; and
I. Any grant product deadlines indicated in this section (excluding Project
Progress and Expenditure Report deadlines) must be incorporated into the
applicable contract(s) for goods and services. Unless otherwise specified, all
drafts and final products must be submitted in hard copy.
Replace with:
I. The Project shall include the following Approved Scope of Work:
In order to establish a multi- faceted Heritage Education Program for the City of
Boynton Beach, the Project shall include the following Approved Scope of Work:
A. The Grantee shall develop a Downtown Heritage Trail, a Cemetery Heritage
Trail, and supporting media with the following components:
a. Research for the trails, accompanying brochures, and online
components to be conducted by the City's Library Archivist and City
staff;
b. Production and installation of twelve (12) outdoor free - standing
information boards. Sign manufacturing services and installation
services will be procured in accordance with Section V.A.2. of this
Grant Award Agreement;
C. Production and printing of brochures indicating the routes of the
heritage trails. Brochures will be available free of charge and will
include QR codes which will link to the online educational system. A
total of 15,000 brochures will be produced during this grant period:
i. 10,00011 "x17" full color tri -fold Downtown Heritage Trail
brochures;
ii. 5,000 8.5 "x11" full color tri -fold Cemetery Heritage Trail
brochures;
iii. Printing services will be procured in accordance with Section
V.A.2. of this Grant Award Agreement;
d. Production and implementation of a free online educational system
accessible via both computer and smartphone;
B. Draft versions of signage and proposed signage locations and installation
specs will be submitted to the Department no later than January 31, 2014, for
review. Unless otherwise specified, all drafts and final products must be
submitted in hard copy;
C. Draft versions of the brochures will be submitted to the Department no later
than March 31, 2014, for review. Unless otherwise specified, all drafts and
final products must be submitted in hard copy;
D. Proof of concept for the online educational system will be submitted to the
Department for review no later than April 30, 2014. This must include
documentation of compatibility with iPhone, Android, and Windows
smartphones. Unless otherwise specified, all drafts and final products must
be submitted in hard copy;
D. Production proofs of the signage will be submitted to the Department no
later than April 30, 2014. Unless otherwise specified, all drafts and final
products must be submitted in hard copy;
E. Photographs of the installed signage will be submitted to the Department no
later than July 31, 2014, as final products. Unless otherwise specified, all
drafts and final products must be submitted in hard copy;
F. Two copies of each brochure will be submitted to the Department no later
than July 31, 2014, as final products. Unless otherwise specified, all drafts
and final products must be submitted in hard copy;
G. The online educational system will be fully functional and active, and
notification of such will be submitted to the Department no later than June
30, 2014. Unless otherwise specified, all drafts and final products must be
submitted in hard copy.
Section II of the Agreement, Approved Project Budget, is amended as follows:
Delete:
I1. Approved Project Budget.
A. In carrying out individual work items within the Approved Scope of Work,
expenditures of grant funds and contributions of match resources shall be
consistent with the following Approved Project Budget:.
Budget Description Grant Funds
Item
Number
Information technology - development of online educational $13,110
system
2 Sign production and installation $13,600
3 Brochure Printing $1,842
Total $28,552
Replace with:
II. Approved Project Budget.
A. In carrying out individual work items within the Approved Scope of Work,
expenditures of grant funds and contributions of match resources shall be
consistent with the following Approved Project Budget:.
udget Description Grant Funds
Rem
umber
1 Information technology - development of online $13,876
educational system
2 Sign production and installation $13,032
1 Brochure Printing $1,644
!Total $28,552
Section III, Subsection A of the Agreement is amended as follows:
Delete:
A. This grant becomes effective on July 1, 2013 and ends on June 30, 2014. This
agreement must be signed by the grantee and received in Department offices by
November 30, 2013to avoid forfeiture of award. Project initiation (encumbrance
of funds), as evidenced by grantee execution of a binding contract for all or part
of the Approved Scope of Work in Section I above, shall occur by December 31,
2013, except as allowed in C. and D. below. All grant funds and match shall be
expended and all project work shall be completed by June 30, 2014, except as
allowed in E. below.
Replace with:
A. This grant becomes effective on July 1, 2013 and ends on July 31, 2014. This
agreement must be signed by the grantee and received in Department offices by
November 30, 2013, to avoid forfeiture of award. Project initiation
(encumbrance of funds), as evidenced by grantee execution of a binding contract
for all or part of the Approved Scope of Work in Section I above, shall occur by
March 7, 2014, except as allowed in C. and D. below. All grant funds and match
shall be expended and all project work shall be completed by July 31, 2014,
except as allowed in E. below.
Section III, Subsection I of the Agreement is amended as follows:
Delete:
1.
First Payment
Project Initiation:
July 1, 2013 to October 31, 2013
Grantee will sign and return to the Department:
a. Two (2) copies of this Agreement,
b. Two (2) copies of Attachment A (Single Audit Act), and
c. Documentation of online application for the Florida Substitute Form
W -9 (instructions and form available from the Florida Department of
Financial Services website at https:/ /flvendor.myfloridacfo.com /).
Second Payment
Project Development:
November 1, 2013 to January 31, 2014
a. Grantee will initiate research for the trails, brochures, and online
components. A project status report will be submitted by the City's
Library Archivist which indicates the research conducted during the
first quarter of the grant;
b. Grantee will have initiated procurement processes (see section V.A.3.a
of this Agreement) for the production and printing of the brochures
and the design, production, and installation of the signs;
i. Quotes received by this date will be submitted to the Division for
approval;
ii. Following Division approval, the grantee will execute contracts for
items above and submit copies of the executed contracts to the
Division;
c. Final contracts (signs and installation) signed and copies submitted to
Division staff;
d. Draft versions of signs and brochures and proposed sign locations
and installation specs submitted to the Division for review and
approval. Production of signs and brochures cannot proceed until
drafts have been approved.
Third Payment
Continued Project Development
February 1, 2014 to April 30, 2014
a. Proof of concept for the online educational system submitted to the
Division for review and approval. Online educational system cannot be
released /made active until approved;
b. Production proofs of signage submitted to the Division for review and
approval. Final signage cannot be produced or installed until proofs are
approved.
Final Payment
Project Completion
May 1, 2014 to July 31, 2014
a. Submit three (3) final copies of each brochure to the Division;
b. Online educational system fully functional and active (website address
to be submitted to Division for linking /viewing);
c. All press releases and other promotional materials associated with
project to be submitted to the Division;
d. Submit photographs of installed signage to the Division.
Replace with:
if
First Reporting Period
July 1, 2013 to October 31, 2013
Grantee will sign and return to the Department:
a. Two (2) copies of this Agreement,
b. Two (2) copies of Attachment A (Single Audit Act), and
c. Documentation of online application for the Florida Substitute Form
W -9 (instructions and form available from the Florida Department of
Financial Services website at https : / /flvendor.myfloiidacfo.com /).
Second Reporting Period
November 1, 2013 to January 31, 2014
a. Grantee will have initiated procurement processes (see Section V.A.3.a
of this Agreement) for the production and printing of the brochures
and the production and installation of the signs;
i. Quotes and draft contracts received by this date will be submitted
to the Department for approval;
ii. Following Department approval, the grantee will execute contracts
for items above and submit any copies of the contracts executed by
the end of this reporting period to the Department;
b. Draft versions of signs and proposed sign locations and installation
specs submitted to the Department for review and approval.
Production of signs cannot proceed until drafts have been approved.
Third Reporting Period
February 1, 2014 to April 30, 2014
a. Grantee will initiate research for the brochures, and online components.
A project status report will be prepared by the City's Library Archivist
which documents the research conducted during the first quarter of the
grant; a copy of this report will be submitted to the Department;
b. Draft versions of brochures submitted to the Department for review
and approval. Production of brochures cannot proceed until drafts
have been approved;
c. Proof of concept for the online educational system submitted to the
Department for review and approval. Online educational system
cannot be released/ made active until approved;
d. Production proofs of signage submitted to the Department for review
and approval. Final signage cannot be produced or installed until
proofs are approved.
Final Reporting Period
May 1, 2014 to July 31, 2014
a. Submit three (3) final copies of each brochure to the Department;
b. Online educational system fully functional and active (website address
to be submitted to Department);
c. All press releases and other promotional materials associated with
project to be submitted to the Department;
I Submit photographs of installed signage to the Department.
Section V, Subsection B of the Agreement is amended as follows:
Delete:
B. Project Progress and Expenditure Reports. The Grantee shall submit a Project
Progress & Expenditure Report (incorporated herein by reference and available
online at httn:/ /www.flheritage.com /grants /1 to the Department at the end of
each grant payment period except for the final payment period in which the
Grantee shall instead submit a Final Project Progress and Expenditure Report.
Project Progress and Expenditure Reports must be submitted quarterly for the
duration of the project, or whether funds have been expended.
Replace with:
B. Project Progress and Expenditure Reports. The Grantee shall submit a Project
Progress & Expenditure Report (incorporated herein by reference and available
online at htta:/ /www.flheritage.com /grants /) to the Department at the end of
each grant reporting period except for the final reporting period in which the
Grantee shall instead submit a Final Project Progress and Expenditure Report
Project Progress and Expenditure Reports must be submitted on this schedule
for the duration of the project, or whether funds have been expended.
Section V, Subsection B of the Agreement is amended as follows:
Delete:
2. Documentation of Expenditures. Each quarterly Project Progress and
Expenditure Report and the Final Project Progress and Expenditure
Report must include documentation of payment for each cash
expenditure claimed during the reporting period.
Replace with:
2. Documentation of Expenditures. Each Project Progress and
Expenditure Report and the Final Project Progress and Expenditure
Report must include documentation of payment for each cash
expenditure claimed during the reporting period.
Section V, Subsection B of the Agreement is amended as follows:
Delete:
4. Additional Documentation to be Included in Project Progress and
Expenditure Reports. In addition to the documentation indicated in B.2.
and B.3. above, each quarterly Project Progress and Expenditure Report
shall include:
a. A brief description of work accomplished in the previous three months;
Replace with:
4. Additional Documentation to be Included in Project Progress and
Expenditure Reports. In addition to the documentation indicated in B.2.
and B.3. above, each Project Progress and Expenditure Report shall include:
a. A brief description of work accomplished during the reporting period
set forth in Section III, Subsection I of this Agreement;
Section VII, Subsection C of the Agreement is amended as follows:
Delete:
C. The Grantee shall complete the Florida Single Audit Act Certification included
in the Quarterly Project Progress and Expenditure Report. Completion of this
certification is required for each reporting period for the duration of the Project.
All other terms, conditions and provisions of the Agreement remain in full force and effect.
This Amendment is entered into and executed on 1 11e� lk 201 <
DEPARTMENT OF STATE
Robert F. Bendus, Director,
Division of Historical Resources
Date Signed
City of Boynton Beach, Development Department
Signature of Authorized Official
Name and Title of Authorized Official
Date Signed