GRANT APPLICATION WORKSHOP

Transcription

1 HERITAGE CAPITAL PROJECTS FUND GRANT APPLICATION WORKSHOP MARCH 2014 WASHINGTON STATE HISTORICAL SOCIETY

2 Workshop Sponsors Washington State History Museum, Tacoma Research Center, Tacoma State Capital Museum, Olympia Department of Archaeology and Historic Preservation Office, Olympia

3 Workshop Purpose The Steamer Virginia V Provide knowledge of the HCPF program and its requirements, and skills to navigate the application process.

4 Workshop Agenda 1:30 Welcome and Introductions 1:40 Heritage Capital Projects Fund Overview 2:10 Break 2:20 Archaeology & Historic Preservation 3:20 Break 3:30 Steps to Getting a Grant 4:30 Adjourn Questions are welcome throughout the workshop!

5 Workshop Presenters Washington State Historical Society Janet Rogerson Heritage Capital Projects Manager Department of Archaeology and Historic Preservation Nicholas Vann State Historical Architect and Tax Act Program Director

6

7 Program Overview 1. Understand what the grant program is about: A. What are the funder s goals and expectations B. What does the funder desire to fund? C. What are their requirements and processes? 2. Understand if your proposal is a good fit: A. Is your organization eligible and have capacity? B. How well does your proposed project fit the funder s goals? C. Is it ready to proceed? 3. Strategize about how best to respond: A. What can you do to meet the funder s expectations? B. How can you craft a compelling argument that your project meets the funder s goals?

8 RCW Findings The legislature finds that the state of Washington has a rich heritage in historical sites and artifacts that have the potential to provide lifelong learning opportunities for citizens of the state. Historical Dash Point School Duwamish Hill Cultural Preserve

9 RCW Findings Further, the legislature finds that many of these historical treasures are not readily accessible to citizens, and that there is a need to create an ongoing program to support the capital needs of heritage organizations and facilities. Washington Hall Skansie Netshed

10 Heritage Capital Projects - Statute RCW Heritage Capital Projects WSHS is Given Authority to: Establish a competitive process Adopt Rules governing project eligibility and evaluation criteria Prioritize projects with Advisory Panel Eligibility of Applicants Funding Parameters Contract Requirements Recourse for Non-compliance Legislative findings Tacoma Chinese Reconciliation Park

11 Heritage Capital Projects - Rules Chapter WAC - Capital Projects Fund The purpose of the heritage capital projects fund is to support the capital needs of facilities and organizations that preserve and interpret Washington s history and heritage, so that Washington s rich heritage in historical sites and artifacts can be readily accessible and provide lifelong learning opportunities to citizens.

12 Heritage Capital Projects Fund State Capital Budget Grants are funded entirely through the sale of state bonds and an appropriation in the state Capital Budget. Can only be spent by the designated organization for costs that fit the scope of work in their application. Funds available on a reimbursement basis only. Reimbursable costs : those that a grantee has already incurred and paid. Mabton High School

13 Heritage Capital Projects - Funding Funds are administered within the policies and procedures established by; The Legislature, The Office of Financial Management, The Treasurer, and The Office of the Attorney General Pacific Science Center Yamasaki Courtyard

14 Requirements of HCPF projects Heritage Interpretation and Preservation Demonstrate significant public benefit in the form of heritage interpretation and preservation Public Access Project Purpose, identifies how grantee will meet this contract requirement. Legislative intent: RCW Findings Vashon Maury Island Heritage Museum

15 Who is Eligible? Any nonprofit organization, local government agency, tribal government, public development authority, or other entity as determined by the society. Nonprofit Organization has 501c (3) IRS determination and is incorporated under nonprofits laws of the state of Washington. State and federal agencies are not eligible to apply. Two HCPF contracts may not overlap. HCPF and BFA? An applicant may submit simultaneous proposals to both the state grant programs; but, funding cannot be received from both funding sources during the same biennium. Building for the Arts:

16 Eligible Projects and Costs WAC HCPF grant funds may assist in the following categories: Construction, including such items as materials, labor, permits, legal services, HVAC, utility hook-ups, and lighting; Purchase, restoration, and/or preservation of fixed assets, including historic buildings and structures, historic ships, locomotives, airplanes, and other transportation conveyances; Acquisition of unimproved property for the purpose of construction of a new facility that has a heritage mission; Acquisition, protection, stabilization, and/or development of historic or archaeological sites that are culturally or historically significant; Physical improvement of interior spaces for exhibitions, programs, and/or preservation activities; Construction-related architectural and engineering expenses; Purchase of equipment directly related to and necessary to accomplish the project; and Bridge loans, or financing, but only if the loan is obtained after the application is approved for funding through the Governor s signature of the biennial capital budget.

17 Ineligible Projects and Costs The following costs may not be used in any HCPF budget: Staff or consultants doing general or strategic planning, capital campaign feasibility studies, fund raising, business plans, artifacts collection work, or project publicity and promotion; General facility maintenance repairs, supplies, salaries, or programs; Leasing of equipment or automotive vehicles; Museum collections, generally, and collections management, computerization, or conservation; Computers, servers, and similar technological items; Indirect costs or a standard indirect rate for grant administration; Volunteer hours for board or committee meetings; Hosting and lobbying; Reduction of debts; Earnest money, until such funds become part of a completed property purchase; Out-of-state travel, unless approved by WSHS; Extraordinary legal services; and Pre-payments for items or services not received by June 30, 2017

18 Overview Cost Share Cost share is non-state cash match and in-kind contributions: For eligible project expenditures For proposed project From up to six years prior to biennium of the grant (i.e. July ) Documented Up to half the cost share can be in-kind contributions. Funds from other state sources and related match may not be reimbursed or used as cost share.

19 Overview Cost Share Grantee s share of the total cost cost share = min. 67% State s share of the total cost HCPF grant = up to 33% Total Cost of the Project Grantee s Cost Share HCPF Grant State s Cost Share Cash Match In-Kind

20 Compliance with Applicable Law Applicants must be aware of and comply with all applicable federal, state, and local laws, regulations, policies, including, but not limited to those related to: Hazardous Substances RCW Governor s Executive Order See Historic Preservation Laws Prevailing Wage Law - RCW and WAC Industrial Insurance - RCW 51 Nondiscrimination - RCW Americans with Disabilities Act - 42.U.S.C et.esq. See Municipal Research and Services Center - ADA High-performance Public Buildings (LEED) - RCW 39.35D Greenhouse Gas Emissions - RCW

21 Heritage Capital Projects Funding Appropriations per Biennium Amount Projects $4M $4M $4.2M $4M $4.6M $10M $10M $7.08M $9.83M 26 TOTALS $57.71M 245

22 Heritage Capital Projects Statewide Project locations,

23 How state HCPF investments work INVESTMENT RESULTS State provides seed money of up to $10M per biennium Grantees match state dollars for total budget of $30M+ That investment generates another $30M* Projects generate almost $3M sales tax revenue for state and local governments * Analysis by William Beyers, UW Faculty Emeritus ** Data for Project list Preserves historic buildings Economic Development Jobs! Re-use promotes environmental stewardship Community engagement Promotes heritage tourism Provides community space Supports education Enrichment via arts & culture

24 Kinds of projects funded Since 1997, HCPF grants have supported new construction and rehabilitation of Tribal cultural centers Historic structures & objects Museums Interpretive centers Interpretive landscapes Community centers Ships, trains Maritime heritage projects The Commencement and the Skansie Netshed, Coastal Heritage Alliance

25 Who has received funding? HCPF grant recipients have included Non-profit organizations Local government agencies, including counties, cities, ports and public facilities districts Tribal governments Public development authorities Highline Heritage Museum

26 Recent Projects La Conner Quilt and Textile Museum Blue Mountain Heritage Society Smith Hollow School Restoration Si View Community Center

27 Application Process - Grant Timeline February 2014 Application materials available March 2014 Application workshops May 15, 2014 Applications due (no exceptions) May June, HCPF staff preliminary review and determination of eligibility June July 2014 Advisory Panel review/evaluation/scoring of applications July 2014 Open public meeting for development of prioritized list of HCPF projects August 2014 List totaling not more than $10 million to the WSHS Director for review September 2014 List included in WSHS Capital Budget request sent to the governor December 2014 (estimated) Governor releases proposed state Capital Budget June 2015 (estimated) state Capital Budget signed into law July 1, 2015 (estimated) Announcement of grant awards (if any) Fall 2015 Appropriated funds allocated to the WSHS by Office of Financial Management Contracts executed as soon as possible after award. Reimbursable expenditures may begin June 30, 2017 Expiration of contract / grant funding without additional legislative action

28 Review Process A Heritage Capital Projects Advisory Panel required the by the RCW, is appointed by the WSHS. As leaders in the heritage field, the panel members provide advice to the WSHS on the establishment of a prioritized list of heritage capital projects to submit to the governor and the legislature each biennium. Advisory Panel members include representatives from the Washington Museum Association, the Office of the Secretary of State, the Eastern Washington State Historical Society, the Department of Archaeology and Historic Preservation and the Department of Enterprise Services, and citizens at-large. Members independently review, evaluate and score each application, using established evaluation criteria and scoring values.

29 Threshold Requirements Application Timeliness: A complete application and required copies must be received by 4 PM on May 15, 2014 at the State Capital Museum and Outreach Center or be postmarked by May 15, Applicant Eligibility: The applicant organization must be an eligible entity as defined by RCW : local government; public development authority; non-profit corporation; tribal government; or other entities as determined by WSHS. Eligible Projects: The proposed project must be eligible under WAC Property Control: Applicant must own, lease, or otherwise hold the project property for 13 years from completion of the project and use it for the express purpose described in the application. Public benefit: The proposed project must result in a tangible asset of public benefit.

30 Threshold Requirements Minimum Budget: Must have a total project budget of at least $25,000. Maximum Grant Request: The HCPF request must be for no more than $1,000, % Cost Share: The budget must demonstrate that a 33:67 HCPF/Applicant ratio is proposed, with at least 50% as a cash match. Non-state Cost Share Funds: Washington State funds and any match funds used for other Washington State grants cannot be used as a Cost Share. Minimum Available Funds: Projects must have at least 75% of the match already in hand and/or documented as pledges. Half of the 75% match must be in cash. Credibility of documentation: Consistency of responses and sufficient supporting evidence. Appropriate project start and end dates: Eligible start date and completion by June 30, 2017.

31 Evaluation Criteria and Scoring Values ORGANIZATIONAL CAPACITY - up to 20 points Financial and managerial ability to successfully manage the contract and run the completed facility COMMUNITY NEED - up to 25 points Evidence of a clear community need for the project and ability of the project to meet the need. READINESS TO PROCEED up to 35 points Demonstrated readiness to initiate and complete a well-planned and costeffective project PROJECT RESULTS up to 20 points Clear and appropriate project purpose and a high degree of achievable results

32 Contracting Process The HCPF Contract Contract Attachments: A. General Provisions B. Scope of Work C. Project Purpose D. Project Budget E. Source of Available Funds Coast Salish Institute at Northwest Indian College F. Certification of Agreement to Follow All Laws G. Property Parcel Numbers and Legal Descriptions H. Leases, Contracts and Agreements

33 Contracting Process Consistent with the application Site Control - written evidence Financial Commitment written evidence Reviewed for archaeological and cultural resources Digital photos of conditions prior to project Submittal of any updates Nordic Heritage Museum

34 Contract Management Obligations Grantee Contract Management Role Grantee is: Bound by contract to meet all contract terms and requirements Responsible to maintain clear and accurate project records: Track eligible expenditures by cost category. Retain invoices and cancelled checks. Track Scope of Work progress. Take digital photos throughout. Track compliance requirements. Obligated to have records accessible to WSHS and the State Auditor. WSHS Contract Management Role: WSHS is as bound by the contract as the grantee is. Responsible to maintain clear and accurate contract records. Make those records accessible to the State Auditor as requested., Meet all state contracting and reporting requirements. Conduct one or more site-monitoring visits.

35 Steps to Getting a Grant Center for Wooden Boats

36 Steps to Getting a Grant Assessing your readiness to apply - consider Eligible entity? Eligible project? How well are Threshold Requirements met? How competitive can you be on the Evaluation Criteria organizational capacity; community need; readiness to proceed; project purpose and results Facility, site or asset: Evidence of lease or ownership for 13 years beyond project completion Ability to provide Public Access for Heritage Interpretation and Preservation Is DAHP review applicable? If so, status of any review How solid is your scope, schedule and budget?

37 Completing an Application 1. APPLICANT ORGANIZATION INFORMATION the basics 2. KEY CONTACTS define only those applicable to your organization 3. PROPOSED PROJECT - B. What you are asking HCPF to help fund, where, and why C. D. When? E. J. Status related to other grants, programs and laws 4. FUNDING a snapshot 5. GEOGRAPHIC INFORMATION the basics 6. ARCHAEOLOGICAL AND HISTORIC PRESERVATION INFORMATION 7. PROPERTY OWNERSHIP OR LEASE INTEREST 8. PROPERTY OWNER PERMISSION / ACKNOWLEDGEMENT 9. CERTIFICATION OF INFORMATION

38 Prevailing Wage Law - RCW Construction projects required to pay state prevailing wages as of the date the state s capital budget becomes effective. Department of Labor and Industries implements prevailing wage law. L&I determines applicability and rates Information &workshops are available. Contact Laura Herman Industrial Relations Specialist herq235@lni.wa.gov Port of Chinook School Visit the Labor and Industries website at

39 High-performance Buildings RCW39.35D Major facility projects: A construction project larger than 5000 gross square feet of occupied or conditioned space per state energy code A building renovation project when the project meets the size threshold, and the cost is greater than 50% of the assessed value Major facility projects required to comply where practicable, or obtain exemption. Exemption Declarations Form on HCPF website Declaration Forms received and reviewed by Department of Enterprise Services. DES issue exemptions in certain cases. If not exempt, project must comply with standards. For more information on green building standards: visit

40 Governor s Executive Order HCPF grants are subject to GEO if the project is not undergoing a Section 106 review under the National Historic Preservation Act (NHPA) and disturbs ground or involves structures more than 50 years old. Relevant Secretary of the Interior's Standards for Treatment of Historic Properties will need to be followed if the property or object central to the application is listed or eligible for listing on the National Register of Historic Places or the Washington Heritage Register Contact DAHP

41 Completing an Application 10. ORGANIZATIONAL CAPACITY demonstrate your strength /ability to perform 11. COMMUNITY NEED demonstrate a compelling need 12. READINESS TO PROCEED demonstrate a well-planned project ready to go 13. PROJECT PURPOSE AND RESULTS how well this meets the legislative intent 14. ATTACHMENTS CHECKLIST Evaluation Criteria are specifically scored Questions and forms assist you in providing the essential information Two pages provided for each narrative section.

42 Completing an Application Project Scope of Work - Brief Narrative

43 Completing an Application Division 2 EXISTING CONDITIONS Ex: Demolition, Selective Demolition Division 3 CONCRETE Ex: Foundations, historic concrete work, stairs, cleaning methods Division 4 MASONRY Ex: Foundations, structural bearing walls, masonry veneers, cast stone, mortar joints, cleaning methods Division 5 METALS Ex: Structural retrofits, ornamental metal, railings, stairs, cleaning methods Division 6 WOOD, PLASTICS AND COMPOSITES Ex: Interior millwork, exterior millwork (decorative, siding, etc), rough carpentry, structural retrofits, stairs, cleaning methods Ex: Flashing (waterproofing), weather barriers, roofing, water repellents for wood or masonry, insulation Division 8 OPENINGS Ex: Doors and windows, mechanical louvers Division 9 FINISHES Ex: Interior and exterior flooring, walls and ceilings including plaster, new non load bearing walls, interior and exterior painting Division 10 SPECIALTIES Ex: Signage, interpretive displays

44 Completing an Application CONTINUATION: Division 14 CONVEYING EQUIPMENT Ex: Elevators, dumbwaiters Division 21 FIRE SUPPRESSION Ex: Standpipes, fire sprinklers Division 22 PLUMBING Ex: Pipe locations, plumbing fixtures Division 23 HEATING VENTILATING AND AIR CONDITIONING (HVAC) Ex: Equipment, ducts, louvers, geothermal retrofits, introduction of fresh air, boilers/furnace, heaters, chillers, etc Division 26 ELECTRICAL Ex: Conduit, fixtures, cable trays, telecommunication Division 31 EARTHWORK Ex: Ground disturbance such as foundation excavation, storm sewer, site drainage Note: Please fill out and submit an EZ1 Form ( Division 32 EXTERIOR IMPROVEMENTS Ex: Site work including hardscape (paving) and softscape (vegetation and soils) OTHER PROPOSED WORK IMPROVEMENTS

45 Completing an Application Project Budget Identifies total cost of project by Cost Category Cost Categories shown are those typical for HCPF grants. If a category does not apply to your grant, please enter zero in the field. Contact WSHS staff if you have a category not listed. Establishes how grantee and state will share the cost of the project State can fund up to 33% State retains 3% for administration Reimbursable expenditures from contract execution

46 Project Budget Form COST CATEGORIES 1-8 AND SUBCATEGORIES GRANTEE COST SHARE HCPF TOTALS Cash Match In-kind Grant Funds (1) Construction / Rehabilitation Donated materials / labor Ineligible Building permits / fees Site work Landscaping Staff work directly on project Ineligible Construction management Const. related legal services Travel directly for project (2) Purchase, restoration and/or preservation of fixed assets (3) Acquisition of unimproved property Market value of a lease during the grant contract. Ineligible Ineligible (4) Site acquisition, protection, stabilization, development (5) Physical improvement of interior facility spaces Permanent exhibits Art integral to the project (6) Design, architectural, and engineering. Pre-design Ineligible Ineligible Archaeology / historic work LEED Silver certification Professional consultants (7) Purchase of equipment Collections storage equip. (8) Bridge loans Administration 3% of award Ineligible Ineligible COST SHARE SUBTOTALS GRANTEE/HCPF/TOTALS % OF TOTAL % % 100%

47 Completing an Application Source of Available Funds Form TYPE OF FUNDS AMOUNT Grant Funds HCPF: Other Funds Indicate Cash Match or In-kind and in hand or pledged: TOTAL PROJECT FUNDS

48 Completing an Application Project Purpose Identifies use upon project completion Identifies how grantee will meet contract requirement to provide: Significant Public Benefit in the form the form of heritage interpretation and preservation Public Access White River Valley Museum

49 Submitting an Application Print one one-sided copy of the completed Grant Application Form and all required attachments. This is your original application. Before making required copies of the original, sign it, remove the application cover page, the blank page which follows it and the Scope of Work by Architectural Divisions Form if not used. Make fourteen two-sided and three-hole punched copies of the original application form, but only attachments A and B. Clip each application with its attachments together, without any binders, report covers or staples.

50 Submitting an Application A complete application submittal contains three parts rubberbanded together in one package: A single CD containing the unsigned application form in Word version and copies of all attachments One original signed master copy of the application form and all required attachments Fourteen copies of the original application and the attachments A and B Submit the application package to HCPF Grant Applications Processing State Capital Museum and Outreach Center st Avenue SW Olympia, WA Application package must be postmarked on or before 15, 2014 or received by 4PM May 15, May

51 Heritage Capital Projects Fund Visit the website - Contact Janet Rogerson Heritage Capital Projects Manager janet.rogerson@wshs.wa.gov Western Forest Industries Museum