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R-50-05 Approving Grant Agreement With Illinois Historic Preservation Agency For Intensive Architectural Survey Of Historic District #1RESOLUTION R -57) o6 RESOLUTION APPROVING GRANT AGREEMENT WITH ILLINOIS HISTORIC PRESERVATION AGENCY FOR INTENSIVE ARCHITECTURAL SURVEY OF HISTORIC DISTRICT #1 WHEREAS, the Village of Lemont seeks to conduct an architectural survey of the buildings and structures within Historic District #1 in order to identify and preserve the historic structures of the community; and WHEREAS, the Village of Lemont has applied to the Illinois Historic Preservation Agency for grant funding to conduct an intensive architectural survey of Historic District #1; and WHEREAS, the Illinois Historic Preservation Agency has provided grant funding in the amount of $7,260.00 for the Village to undertake this effort. NOW THEREFORE, BE IT RESOLVED that the Village President is authorized to execute the attached grant agreement, designated as award CL- 2005 -0106. PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND DU PAGE, ILLINOIS, on this 22nd day of August , 2005. Debby Blatzer Peter Coules Clifford Miklos Brian Reaves Ronald Stapleton Jeanette Virgilio Attest: ARLENE SMOLLEN, Village Clerk AYES NAYS PASSED ABSENT V v v JOHN F. IAZZA, Villag Illinois Historic . — _ _ : Preservation Agency 1 PI11 Old State Capitol Plaza • Springfield, IL 62701 -1507 • (217) 782 -4836 • TTY (217) 524 -7128 GRANT AGREEMENT Grantee /Sponsor: Lemont Historic Preservation Commission 418 Main Street Lemont IL 60439- Grant Number: CL20050106 Project Name: Lemont Historic District Intensive Survey Grant Term: October 1, 2004 to September 30, 2006 Cook County General Description of Proiect/Scope of Work: To conduct an intensive architectural of the Lemont Historic District. This locally designated district includes 236 buildings. It contains the traditional central business district, as well as structures dating from the Illinois and Michigan Canal era. Financial Breakdown Total Project Cost: $12,100.00 State Grant: $7,260.00 Local Match: $4,840.00 (Maximum amount reimbursable under this agreement.) Incorporations The following items are hereby incorporated into this Grant Agreement: ATTACHMENTS: General Provisions, Special Conditions APPLICATION MATERIALS: Grant Manual: Certified Local Government Grant Program FFY20050 ON FILE SEPARATELY: IRS W -9 form, Assurances, US Dept of Interior Certifications Disclosure Certification Under penalties of perjury, I certify that 366 -00 -5968 is my correct Federal Taxpayer Identification Number (FEIN). I am doing business as a: ['Not For Profit Corporation Government Entity DOther Village of Lemont agency name as shown on W -9 Signatures STATE OF ILLINOIS GRANTEE /SPONSOR signature signet William L. Wheeler printed name State Historic Preservation Officer, IHPA title and agency name _J. , F p' printe. name Vil age President Village of Lemont title and agency name STATE OF ILLINOIS HISTORIC PRESERVATION AGENCY GRANT AGREEMENT General Provisions DEFINITIONS Agreement: Grant Agreement Grantee: Entity which has applied for and been selected to receive a grant paid by the State of Illinois. Sponsor: Entity to which grant payments are made. Usually the same as the grantee. Contractor: A vendor, working under the supervision of the grantee, whose work is either paid with state grant funds, paid by grantee matching funds, or donated and allocated to the grant project. IHPA: Illinois Historic Preservation Agency Grantor: Illinois Historic Preservation Agency GMS: The Grants Management Section of the Preservation Services Division of the Illinois Historic Preservation Agency SHPO: State Historic Preservation Officer NPS: National Park Service, Department of the Interior Grant Term: The period of time for grant activity and payment. Timeline: An approved project timeline with beginning and ending dates, dated milestones, and planned due dates for events, draft products, final products, and the completion report. Products: Surveys, Brochures, Photographs of building preservation, etc. — but NOT the completion report. Completion Report: A two part report (narrative and financial spreadsheet) reviewing the project plans, activity, and outcome which conforms to a specific format criteria. LAWS LAWS OF ILLINOIS: This Agreement shall be construed in accordance with the laws of the State of Illinois including but not limited to: (a) The Illinois Grant Fund Recovery Act (30 ILCS 705 et. seq.) (b) The Illinois State Agency Historic Resources Preservation Act (20 ILCS 3420) (c) Public Officer Prohibited Activities Act (50 ILCS 105) (d) Illinois Governmental Ethics Act (5 ILCS 420) TERMINATION FOR CAUSE: The Illinois Historic Preservation Agency has the absolute right, at its discretion, but with cause, to terminate this Agreement and not to render payment for any or all services provided for in this Agreement upon giving five days prior written notice. The Illinois Historic Preservation Agency has the absolute right to require repayment subject to the provisions of the Illinois Grant Fund Recovery Act. CERTIFICATIONS: By signing this Agreement, the grantee certifies compliance with each of the laws and contractual requirements listed below. Additional information for each requirement is available from the GMS. A letter of explanation for any area of non - compliance should be submitted prior to IHPA fully executing the Agreement. (e) The Americans with Disabilities Act (42 U.S.C. 12101 et esq.) and the regulations thereunder (28 CFR 35.130) (t) Default on Repayment of Educational Loan (5 ILCS 105/15a) (g) Illinois Purchasing Act (30 ILCS 505/10.1, 505/10.3) especially debarment under Section 10.1 or 10.3. (h) Non - Bribery (30 ILCS 500/50 -5) (i) Drug Free Workplace Act (30 ILCS 580/1) 0) International Anti - Boycott (30 ILCS 582) (k) Equal Employment Opportunities — Affirmative Action /Sexual Harassment (775 ILCS 5/2 -105) STATE OF ILLINOIS HISTORIC PRESERVATION AGENCY GRANT AGREEMENT (I) The Illinois Human Rights Act, the U.S. Civil Rights Act, Section 504 of the Federal Rehabilitation Act, The Public Works Employment Discrimination Act, and the Business Enterprise of Minorities, Females and Persons with Disabilities Act. (m) Section 33 -E3 or 33 -E4 of the Criminal Code of 1961 (720 ILCS 5/33E -3, 720 ILCS 5/33E (n) Discriminatory Club Dues (775 ILCS 25/1) (o) The Prevailing Wage Act (820 ILCS 130/0.01 et seq.) and The Interagency Wetlands Policy Act (20 ILCS 830/1 et seq.) (p) Historic Preservation Fund grants must conform to the provisions of 18 U.S.C. 1913. (q) Single Audit Act of 1984. GRANT PROJECT WORK RULES: All work to be performed pursuant to this Agreement will be completed in accordance with: the "Secretary of the Interior's Standards and Guidelines for Rehabilitation" or the "Secretary of the Interior's Standards and Guidelines for Archaeology and Historic Preservation" (copy available from the GMS); the grant proposal as approved by IHPA; and any plans and specifications which were submitted to and approved by the Illinois Historic Preservation Agency. DESIGNATED ADMINISTRATOR: Grantee shall notify Grantor in writing of the person(s) designated by the Grantee to administer the grant on behalf of the Grantee, sign required reports, submit billings, and shall provide written notice of any changes in that designation. APPROVAL OF WORK: The Grantor shall approve all work undertaken with grant funds. Changes in the scope of work, timeline, products, or budget must have prior written approval of the Grantor. The execution of this Agreement is not authorization to begin work. Once specific work plans have been reviewed and approved, a "Begin" letter from IHPA will authorize commencement of the work. AMENDMENTS: Except for minor changes to work timeline, budget allocations, or scope of work, this agreement may be amended only by a written amendment signed by both parties. GRANT TERM: All costs charged to the grant must be incurred within the grant term. The grantee must have prior written approval from the Illinois Historic Preservation Agency for any deviation from the grant term requirements. TIMELINE: An approved timeline must be on file with the Illinois Historic Preservation Agency within 30 days of the date of this Agreement. The grantee must meet the performance milestones and other due dates in the timeline regardless of the term of the contract. DURATION: This Agreement shall become effective on the date of signature by the Illinois Historic Preservation Agency. It shall remain in force until 1) the grant term expires, 2) full completion of work and final payment, or 3) termination of the grant. PROGRESS REPORTING: Acceptable Progress Reports (IHPA Form 7) must be submitted to the GMS Office on or before the 10th of every month for the previous review period (month or quarter). PRODUCTS: Both interim (draft) and final products must be approved by the Grantor. Those which do not conform to the terms and conditions of this grant agreement or which do not meet the Secretary of the Interior's Standards must be corrected within the grant term or the Grantee will not be reimbursed. COPYRIGHT, PATENTS, TRADEMARKS: No work produced under this Agreement shall become in whole or in part the subject of any application for copyright, patent, or trademark. Products and reports produced under this Agreement shall become the property of the State of Illinois, including any rights that STATE OF ILLINOIS HISTORIC PRESERVATION AGENCY GRANT AGREEMENT otherwise might be available to the Grantee under copyright, patent, and trademark laws. Grantee specifically agrees that the compensation provided for hereunder also includes such rights to the State. COMPLETION: A completion report is due 30 days from the end of the project. The required content and format of completion reports is described in specific detail in the Grants Manual. All completion reports must contain a narrative (a. through f.) and a spreadsheet (g.) as shown below, but certain grant types have additional narrative requirements or products required: a. A complete description of the project components. For construction projects, include clear, labeled photographs of the completed project. b. An assessment of the degree of success achieved by the project. c. A description of all promotional and publicity activities involved in the project. This should include copies of all newspaper articles, handouts, news releases, etc. d. Resumes relating relevant experience for the principal individuals or firms engaged in the project. e. At least two copies of any publications including brochures, guidebooks, newsletters, planning documents, videotapes, or any other items prepared for distribution or implementation as local policy. f. A discussion of the problems that were encountered in the implementation of the project. g. A Fiscal report formatted as follows: Final work -cost breakdown (Actual vs. Planned l. Item Budgeted Amount Actual Cost Difference TOTAL Donor (individual, government, etc.), Source (private funds, state funds, etc.), Kind (volunteer time, cash, etc.), and amount of other federal or non - federal funds applied during the project period. Donor Source Kind Budgeted Amount Actual Cost Difference TOTAL STATE OF ILLINOIS HISTORIC PRESERVATION AGENCY GRANT AGREEMENT FINANCIAL FUNDING: Obligations of the State shall cease immediately if, in any fiscal year, the State of Illinois Legislature, the President, or the U.S. Congress fails to appropriate or otherwise make available funds for this contract. The State will use its best efforts to secure sufficient appropriations to cover this contract. The grantee acknowledges that this is a one -time grant which obligates neither the grantor nor the State of Illinois to provide further funding for completion or continuation of projects or ongoing costs of any future undertakings incurred by the grantee. FINANCIAL RECORDS: The Grantee shall maintain an adequate accounting system and auditing procedures to provide effective accountability and control of property, funds, and assets sufficient to meet grantee needs. If the grantee receives federal funds as a result of this Agreement, they shall comply with the Single Audit Act of 1984 and, if required under the Act, will forward the most recent audit performed under the Single Audit Act of 1984 to the Historic Preservation Agency with this signed agreement. CONTRACTING: The Grantee shall provide the Grantor with copies of Requests for Proposals, Requests for Bids, or other requests for goods or services exceeding $25,000 or for professional services exceeding $20,000. A copy of the resulting agreement shall be retained as part of the permanent grant record. Selected professional contractors must meet the minimum qualifications in 36 CFR Part 61. COMPENSATION: This Agreement will be paid on a reimbursement basis only upon receipt of acceptable proof of expenditure, except that the last 20% of the grant will be disbursed after Grantor's acceptance of final completion report in accordance with the applicable program manual. RETENTION OF RECORDS: The Grantee shall maintain and preserve for a period of five years after date of final payment to Grantee and during that period shall produce, upon request of the agency, all books, accounts, reports, files, data, electronic records, and other evidence pertaining to costs incurred by Grantee in connection with this agreement for the purposes of audit. The five year period begins after all payments, litigation, audits, and claims are closed. Records of durable property will be kept for five years beyond the final disposition date. AUDIT: IHPA reserves the right to require or conduct a Financial /Compliance Audit if it deems such action to be in the best interest of the State of Illinois. STATE OF ILLINOIS HISTORIC PRESERVATION AGENCY GRANT AGREEMENT Special Conditions — Heritage Grants Program COVENANT: By signing this Agreement, the Grantee agrees that for a period of five years from the date of completion of the project, any and all improvements to the property must conform to the "Secretary of the Interior's Standards and Guidelines for Rehabilitation" or the "Secretary of the Interior's Standards for Archaeology and Historic Preservation ", regardless of the funding source for the improvement. If the grant exceeds $25,000, the period is ten years. CONTINUED MAINTENANCE AND REPAIR: The Grantee shall assume the cost of continued maintenance and repair of the property which is the subject of this agreement so as to preserve the architectural, historical or archaeological integrity of the same, and that no visual or structural changes will be made to the property without prior written permission of the Grantor for a period of five years commencing at the completion of the project. ACKNOWLEDGMENT: The Grantee will provide proof that the IHPA project sign (provided by grantor) was publicly displayed during the grant term. Any and all publications of any type produced through this grant, including audio - visual materials, must bear the Illinois Historic Preservation Agency logo and acknowledgment. PROGRESS REPORTING: Reports are due quarterly by: October 10th for July, August, and September January 10th for October, November, and December April 10th for January, February, and March July 10th for April, May, and June Special Conditions — Certified Local Government Grants Program LAWS: This Agreement shall be construed in accordance with the National Register Programs Guidelines (NPS -49) issued by the National Park Service, Department of the Interior. CERTIFIED LOCAL GOVERNMENTS: Applicants must be eligible for grant funds under the Department of the Interior rules for certified local governments, and must have maintained good standing as a certified local government for the duration of the grant to receive final payment. COMPLETION: Certified Local Government Grantees must provide six copies of publications or other products to allow for distribution at the federal level. Certain products do not easily lend themselves to this requirement. See the manual or contact the GMS for specific exceptions. BILLING: The IHPA Billing Form #6 may be submitted monthly, but at a minimum must be completed each September 30 that falls within the project timeline and at the end of the project. PUBLICATIONS: All publications must have prior written approval by the Illinois Historic Preservation Agency before publication. If written approval by the IHPA is not given, all costs pertinent to the publication may be disallowed. ACKNOWLEDGEMENT: Any and all publications of any type produced through this grant, including audio - visual materials, must bear the Illinois Historic Preservation Agency logo and acknowledgment. All meetings, publications, and products must acknowledge the NPS and include required Civil Rights, ADA, and Equal Rights language or bulletins per the instructions in the Grant Manual. PROGRESS REPORTING: Reports are due monthly by the 10th of the next month: June 10th for May, July 10th for June, and so on for all 12 months.