Rev 04.2018 HOW TO APPLY FOR A SPECIAL CATEGORY GRANT HISTORIC PRESERVATION GRANTS PROGRAM
GRANTS STAFF GRANTS SUPERVISOR: Yasha Rodríguez, FCCM, Ph.D. GRANTS SPECIALISTS: Eric Case, M.A., FCCM Tim Knoepke, M.A. Drew Begley, FCCM
DEPARTMENT OF STATE OFFICE OF CULTURAL, HISTORICAL AND INFORMATION PROGRAMS (OCHIP) DIVISION OF HISTORICAL RESOURCES (DHR) HISTORIC PRESERVATION GRANTS PROGRAM
THE SPECIAL CATEGORY GRANTS PROGRAM IS GOVERNED BY Chapter 267.0617, Florida Statutes Chapter 1A-39, Florida Administrative Code Special Category Grant Guidelines THE SPECIAL CATEGORY GUIDELINES ARE AVAILABLE ON THE GRANTS PROGRAM WEB SITE: http://dos.myflorida.com/media/699170/special-category-grantguidelines.pdf NOTE: Rule and Program Guidelines undergo yearly revision.
RECENT LEGISLATIVE APPROPRIATIONS Special Category Grants FY 2019 $2 Million FY 2018 $6.1 Million FY 2017 $14 Million FY 2016 $8.28 Million FY 2015 $14 Million FY 2014 $1.89 Million
APPLICANT ELIGIBILITY ELIGIBLE APPLICANTS Non-Profit Organizations Public entities such as: Counties or Municipalities School Districts State Colleges or Universities Agencies of State Government INELIGIBLE APPLICANTS For-Profit Organizations Individuals Private Residences NOTE: The project site must be open and regularly accessible to the general public.
GRANTAPPLICATION CYCLE Submission Period opens: April 1, 2018 Submission Period Closes: June 1, 2018, 5:00 p.m. EST FUNDING AVAILABILITY: Applications will be evaluated on a competitive basis and the selected projects will be awarded funds for the following fiscal year (July 1, 2019). Funding for Special Category grants is contingent on an annual appropriation by the Florida Legislature. APPLICATION WEBSITE: The DOS Grants online system can be accessed at www.dosgrants.com.
GRANT REQUEST AND MATCH GRANT REQUEST Special Category grants provide assistance up to $500,000. Your grant amount must be spent within the 24-month grant period. MATCH Applicant Organizations are required to provide a matching share equal to the grant award (i.e. 1:1) that must be expended within the 24-month grant period. A minimum of 25% must be cash-on-hand and must be documented at the time of application. The remaining 75% match may include inkind services, volunteer labor, donated materials, and additional cash. The match requirement may be reduced for projects located in economically distressed areas (i.e. REDI-Qualified). State agencies, state colleges, and state universities are not eligible for match reduction.
RURAL ECONOMIC DEVELOPMENT INITIATIVE REDI designation is available to counties and communities meeting specific economic distress factors. REDI list is reviewed annually and is administered by the Department of Economic Opportunity. Applicant Organizations, other than state agencies, state colleges, and state universities, with a proposed project to be located in a REDI-Qualified area require only a 25% match. For more REDI information visit www.floridajobs.org. CONTACT: Sean J. Lewis 850.717.8428 sean.lewis@deo.myflorida.com
SPECIAL CATEGORY GRANT PROJECT TYPES
ACQUISITION Geared at the acquisition of historical properties or archeological sites of historic significance. HISTORIC PORT THEATER ACQUISITION GREAT OAKS ACQUISITION When proposing to acquire an archaeological site, the single owner restriction is not applicable (please refer to Special Category Guidelines for details and specifications).
DEVELOPMENT Restoration / repairs Rehabilitation Condition assessments Reconstruction Stabilization of historical structures / archaeological sites BISCAYNE PARK LOG CABIN Relocation Preparation of measured drawings and records necessary to record historical and archaeological sites and properties Preservation plans DAYTONA BEACH BANDSHELL CAPE SAN BLAS LIGHTHOUSE RELOCATION
ARCHAEOLOGY RESEARCH Research at Established Institutions Field Investigations (including Ground Penetrating Radar, Side Scan Sonar, etc.) Specialized Testing (including Radiocarbon Dating, Geochemical, etc.) Analysis and Publication of Findings EMANUEL POINT II SHIPWRECK FORT KING EXCAVATION L.A.M.P EXCAVATIONS FORT KING SITE
MUSEUM EXHIBITS Research associated to the exhibit Exhibit design (included specs and renderings) Fabrication and installation FLMNH Discovery Room FLMNH Discovery Room Applicant Organizations must be a governmental or non-profit Florida history museum established permanently in Florida. Exhibits must be permanently affixed to the building
KEY SECTIONS OF THE GRANT APPLICATION
ORGANIZATION INFORMATION The online system (dosgrants.com) will require the user to create an organization profile and a user profile for the individual preparing and submitting the application on behalf of the Applicant Organization. The system will prompt the user as to how to begin an application. Information such as designated Project Contact will be required. This person and their contact email will used by the Division for all communication regarding the application. FEID number and DUNS number for the Application Organization must be provided when completing an application.
ORGANIZATION INFORMATION (CONTINUED)
PROJECT TYPE
SCOPE OF WORK Explain the proposed project by listing the specific items of work. Describe in detail: Major elements of the proposed project How these tasks will be accomplished What the end product will be like The scope of work described should be only that which is projected to be achievable in the 24-month grant period. NOTE: For projects involving individual historic properties or archaeological sites, use the Property Information section to describe the historic significance of the property.
NON-ALLOWABLE ITEMS Applicants are encouraged to pay special attention to non-allowable items as these cannot be listed as part of the proposed project either to be payed for by the grant or to be covered by the match. Some examples of nonallowable items include: Expenses incurred prior to July 1, 2019 (the start date of the grant) Work not consistent with the Secretary of the Interior s Guidelines Operational expenses and Indirect costs Grant administration costs above 5% of the grant award amount request Capital improvements to non-historic buildings Capital improvements to the interior of religious properties Landscaping, Irrigation, and Site Work Furniture and Equipment Travel expenses NOTE: Refer to Special Category Guidelines for details and specifications on allowable and non-allowable items of work.
TENTATIVE PROJECT TIMELINE Identify when major elements will be completed as the project progresses. TENTATIVE PROJECT TIMELINE EXAMPLE Project Element Starting Date Ending Date Request for Proposal July 2019 August 2019 Hire Historic Architect August 2019 September 2019 50% Construction Documents September 2019 October 2019 100% Construction Documents October 2019 November 2019 Restoration Work Commence November 2019 February 2021 Restoration Work Completed February 2021 May 2021 Final Inspection and Report June 2021 June 2021 Submission of Close-out Documentation to the Division June 2021 July 2021
BUDGET Identify whether the items will be paid by the grant, or covered as cash or other type of match by the Applicant Organization. The DOSGrants.com system will calculate and confirm 1:1 match requirement (or applicable REDI-qualified reduction) and 25% cash match requirement based on entries into budget. Time dedicated to grant administration by staff employed by the Applicant Organization is allowable as in-kind match, or an item to be covered by grant fund, and must be thoroughly documented during the grant period. Grant administration cannot exceed 5% of the requested grant amount. Identify the major components of the project. If multiple components will be carried out by the same entity, they can often be consolidated. Most project budgets will not exceed 10 items.
ESTIMATED BUDGET EXAMPLE 1 Budget Item Number Description Grant Funds Cash Match In-Kind Match 1 Roof repair/replacement $38,000 $27,500 $0 $65,500 2 Masonry repair and restoration $0 $20,000 $0 $20,000 3 Architectural engineering and conservation services $12,000 $0 $0 $12,000 4 Grant administration $0 $0 $2,500 $2,500 TOTAL $50,000 $47,500 $2,500 $100,000 Total ESTIMATED BUDGET EXAMPLE 2 Budget Item Number Description Grant Funds Cash Match In-Kind Match Subtotal 1 Field work $9,340 $7,030 $19,800 $36,170 2 Laboratory work $4,080 $3,120 $9,125 $16,325 3 Zooarchaeological analysis $13,000 $0 $0 $13,000 4 Archaeobotanical analysis $10,000 $0 $0 $10,000 5 Radiocarbon dating $12,000 $0 $0 $12,000 6 Grant administration $0 $0 $1,500 $1,500 7 Report preparation $1,600 $2,400 $8,000 $12,000 Total $50,020 $12,550 $38,425 $100,995
BUDGET AND MATCH
PROPERTY INFORMATION Provide a summary of any relevant project-related activities completed at the time of application submittal. Such activities may include architectural studies or plans, preservation planning activities, archaeological research accomplished such as research design or previous excavation or site assessment work, or museum exhibit research and design. Should they have already been completed, architectural project schematics, construction documents, or museum exhibit research and design schematics must be uploaded Work that is completed before the grant period begins is not an eligible grant or match expense. Activity Description Date Completed Cost/Value Plans 8/15/18 $5,000
HISTORICAL DESIGNATION For projects involving individual historic properties or archaeological sites, describe the historical significance of the site. Discuss whether the site is listed on, or may be eligible to be nominated to, the National Register of Historic Places. Provide information on any local designations of the site. NOTE: There is no requirement of National Register listing to apply for our historic preservation grants, but please provide sufficient information to allow for historical significance to be fully evaluated. CONTACT: Florida Master Site File 850.245.6440 SiteFile@dos.myflorida.com Flheritage.com/preservation/master-site-file/
NAMING SUPPORT MATERIALS All supplementary information must be uploaded to the online system as part of the application. Identify each file to reflect its contents: example: U.S.S. Adams Main Photograph example: Bandshell FMSF form 2016 example: Children s Museum brochure When attempting to submit multiple documents for one attachment (for instance, photographs), combine them all into one single document and then upload.
DOCUMENTATION OF NON-PROFIT STATUS NON-PROFIT ORGANIZATIONS ONLY All in-state corporate entities must provide documentation of their current registration as a Florida non-profit corporation with the Division of Corporations, Florida Department of State: SunBiz.org. Out-of-state corporate entities must include documentation from the Internal Revenue Service confirming that they are exempt from federal income tax under section 501(c)(3) or 501(c)(4) of the Internal Revenue Code.
SUBSTITUTE W-9 FORM Applicant Organizations must submit a copy of their Substitute W- 9 Form (SW9) at the time of application. Federal W-9 forms will not be accepted This form can be obtained from the Department of Financial Services (DFS) website https://flvendor.myfloridacfo.com. Applicants will need to either create new log in information or request this information from whoever handles your finances.
DOCUMENTATION OF CONFIRMED MATCH Must contain documentation of all match, including: Cash-on-hand or pledges (at minimum 25%) As documented by a letter or bank statement from the local government manager or assistant manager, the chair of the commission, the financial department, or the executive director of an Non-Profit Organization. Public entities can submit copies of approved resolutions that specify the amount that has been allocated for the project, dated and signed by an authorizing official. Irrevocable pledges from named donors as documented by signed, dated letters. NOTE: Match that is not adequately documented will be disallowed, which will reduce the grant award amount. Applications with inadequate match may be determined ineligible.
DOCUMENTATION OF CONFIRMED MATCH (CONTINUED) Volunteer Labor, In-Kind Services, or Donated Materials (maximum 75% of match): For services or labor, estimate the numbers of work hours being pledged multiplied by the appropriate hourly wage. A detailed statement from the individual or entity making the donation should include a justification of the value or hourly rate. An explanation of how it will be used to fulfill the scope of the project. NOTE: Match that is not adequately documented will be disallowed, which will reduce the grant award amount. Applications with inadequate match may be determined ineligible.
LETTERS OF SUPPORT, ENDORSEMENTS, OR RESOLUTIONS Letters of support are not required, but are recommended. If received after the deadline, these documents will be accepted if received at least one month prior to the Florida Historical Commission Meeting. Please do not send more than 10 letters. Form letters are discouraged. Letters should be addressed to the Division Director. Dr. Timothy Parsons, Director Division of Historical Resources R.A. Gray Building, 4 th Floor 500 South Bronough Street Tallahassee, Florida 32399-0250
LETTERS OF SUPPORT, ENDORSEMENTS, OR RESOLUTION (CONTINUED) Cover sheet for this attachment Provide a cover sheet that includes a list of the letters of support, endorsements, or resolutions included in your application. Please include in the list: Name of sender Type of communication (letter, petition, resolution, etc.) Organization represented (if applicable) Date of the item NOTE: Remember to save the cover sheet and all letters as a single attachment then upload.
Applications must include images showing: Existing conditions General views of the site Any visible archaeological features Artifacts recovered from previous work (as applicable) Images of appropriate Museum Site (if applicable) PHOTOGRAPHS Cover sheet for this Attachment: Either a PDF file or Word document List the following for each photograph: Property name and location Brief description Date of the image For Development Projects, minimum requirements are: Current photographs of all exterior elevations Principal interior spaces Significant architectural features Provide historic photographs of the property (if available) Photograph key plan
DIXIE MAIN HOUSE ANDERSON COTTAGE, FLAGLER COLLEGE HISTORIC MOVIE PALACE LAMP EXCAVATION NOTE: Photographs are important for all types of projects. For photograph submission guidelines: http://dos.myflorida.com/media/696157/ photo-guidelines.pdf MIZNER FOUNTAIN
REPRESENTATIVE IMAGE Designate one of the digital images as the principal view. This image will be used and shown in the public meeting to represent the project. Please identify this image with: Property Name Approximate date of the image VIZCAYA MUSEUM DYER COURTHOUSE NEHRLING GARDENS
ARCHITECTURAL PROJECT SCHEMATICS AND CONSTRUCTION DOCUMENTS DEVELOPMENT PROJECTS ONLY If completed, submit architectural project schematics and construction documents in PDF format.
APPRAISAL AND PURCHASE DOCUMENTS ACQUISITION PROJECTS ONLY Must include: Complete appraisal(s) prepared by a Florida State Certified General Real Estate Appraiser. Two appraisals are required if the value of the first appraisal exceeds $500,000. A title search An executed option or purchase agreement Property survey A copy of a professional archaeological survey if the property is being proposed for purchase as a significant archaeological site.
COPY OF TITLE SEARCH AND CERTIFIED LAND SURVEY ACQUISITION PROJECTS ONLY
COPY OF EXECUTED OPTION OR PURCHASE AGREEMENT ACQUISITION PROJECTS ONLY
ARCHAEOLOGICAL SUPPORTING DOCUMENTS ARCHAEOLOGY RESEARCH PROJECTS ONLY Curriculum vitae for Principal Investigator, and also for key personnel if already selected. Previous archaeological site reports and surveys (if available).
EXHIBIT SUPPORTING DOCUMENTS MUSEUM EXHIBIT PROJECTS ONLY Curriculum vitae for Project Director, and also for key project research and exhibit development personnel if already selected. Letters of confirmation from lending institutions if objects are to be loaned from other institutions or individuals for exhibit. Letters of commitment from participating institutions if the exhibit is designed to travel.
DOCUMENTATION OF THREAT OR ENDANGERMENT Provide meeting minutes, newspaper articles, photographs, and/or public notices showing immediate threats to the property. Threats may include water intrusion, impending demolition, encroaching development, looting, vandalism, natural forces such as beach erosion and/or flooding, termite infestation, structural deficiencies, improper curatorial conditions, and exposure to the elements causing deterioration. NOTE: All projects should have information to provide here that speaks to why there is a need for grant funding assistance.
LOCAL PROTECTION Provide copies of any documents that provide local protection of the project site. This may include: Local Protection Ordinances Preservation or Conservation Agreements Protective or Restrictive Covenants Maintenance Agreements
OWNER CONCURRENCE LETTER SITE-SPECIFIC PROJECTS ONLY Provide a letter documenting that the applicant has authorization from the owner of record (if the property or site owner is not the applicant). This document should evidence that the owner is supportive of this grant application and will allow this work to be conducted on the property if the grant is obtained. The property or site owner must be a Non-Profit Organization, local government, university, or agency of state government, except for acquisition projects or archaeology research projects.
OPTIONAL MATERIALS Applicants may use this attachment to provide information not specifically requested that support the application or better explain the proposed project, such as: Examples of previous work Organization brochures, articles, web pages Newspaper articles
FLORIDA MASTER SITE FILE FORMS SITE SPECIFIC PROJECTS ONLY Site-specific projects are projects for which work will be conducted on a single property, such as renovating an historic resource of conducting fieldwork on an archaeological site. Applicants should complete and submit a Site File form with the application including a photograph and location map. If the property has been previously recorded, the form provided must be an update. Applicants can also choose to specify in the proposed scope and budget that a Site File form will be completed/updated as part of the proposed project. If so, please update a letter to this effect in the Site File Form Support Material attachment and make sure this is also listed in the proposed scope of work and budget. Do not resubmit copies of forms that are already in Site File records.
CONTACT: Florida Master Site File 850.245.6440 SiteFile@dos.myflorida.com Flheritage.com/preservation/master-site-file/ NOTE: If you need help completing the form, please contact the Site File Program. Allow for two (2) weeks to process documentation requests.
SUBMITTING THE APPLICATION The system will allow the user to stop and save at any time. Once the application is complete, and the user is satisfied, the button marked Submit will allow for the actual submission of the application. The online system will identify errors or issues and prompt the user to address them prior to a successful submission.
APPLICATION RESTRICTIONS An Applicant Organization must not have multiple active Special Category projects under contract at one time. Any Applicant Organization on the ranked list that has not completed a previouslyfunded Special Category project by July 1, 2019 will be passed over and the funds will be allocated to the next Applicant Organization on the list without an active Special Category project under contract. A previously funded project is considered complete when it has reached 100% completion as supported by contractor documentation, and the Division has received complete documentation to request a final grant payment. NOTE: Refer to Special Category Guidelines for specifics on application limitations restrictions.
APPLICATION REVIEW PROCESS
DIVISION STAFF REVIEW Determines eligibility of the applicant and the proposed project, as well as compliance with the Historic Preservation Program and the Special Category Guidelines. Reviews Scope of Work and determines conformity to the standards such as the Secretary of the Interior s Standards and Guidelines for Archaeology and Historic Preservation Reviews Budget to confirm eligibility / appropriateness of expenses and Budget correlation to the Scope of Work. Reviews appropriateness of the Tentative Project Timeline. Identifies documented Threats or Endangerment. Prepares an assessment of each eligible application and provides these to the Florida Historical Commission (FHC) for their consideration. NOTE: If clarification is needed, Division staff will contact the Project Contact via the online system. If the Project Contact does not reply within the specified time frame, the assessment will include a note to that effect.
FHC REVIEW AND SCORING The Florida Historical Commission is provided access to all eligible applications via the online system. Commissioners are able to review remotely all eligible applications and staff assessments. Each commissioner completes preliminary scoring remotely. The FHC meets at the public Special Category Scoring and Ranking Meeting. Commissioners can change their evaluations after discussing each application at the meeting, and finalize scores after all application discussions are complete. The scores are averaged per application and those that receive 80 or above move forward for funding consideration. Applications are then be ranked with ties broken by submission order. The final ranked list is read for record at the public meetings and posted in the Grants Program s website. The final ranked list will be submitted to the Secretary of State for approval and then to the Legislature for funding consideration.
EVALUATION CRITERIA (10 TOTAL) The Florida Historical Commission will evaluate eligible applications using 10 criteria. Each criteria can receive a maximum of 10 point each. A. Criteria Related to Project Site or Area Historic significance Endangerment Appropriateness of project proposal B. Criteria Related to the Applicant Administrative capabilities Adequate financial resources Availability of professional and technical resources C. Criteria Related to Public Benefit Compatibility with statewide historic preservation priorities (as per specified in the Solicitation Notice) Educational potential Economic benefit Public use or benefit
FUNDING PROCESS
APPLICATION TIMELINE APPLICATION SUBMISSION AND REVIEW DHR Staff reviews applications for eligibility and completeness. Then conducts technical reviews of eligible applications. PUBLIC MEETING REVIEW AND RANKING Florida Historical Commission reviews and scores projects; recommends them to the Secretary of State. SECRETARY OF STATE The Secretary of State reviews the recommended projects list and submits a total recommended award amount to the Legislature as part of the budget request for the upcoming fiscal year. LEGISLATURE The Legislature negotiates a final budget and submits it to the Governor for signature APPROPRIATION Governor either approves or vetoes line items and then signs the budget. Grantees in the funded list are notified and Grant Award Agreements are prepared for review JULY 1 If funded, grant funds become available
GRANTS MANAGEMENT WEBINAR Once the grant cycle starts, the Division will host HOW TO MANAGE YOUR GRANT webinars to aid Grantees in complying and understanding the responsibilities and requirements related to our grants. Some of the issues discussed include: Grant Award Agreement Deliverables Expectations Deadlines Reporting Requesting payment Closing-out a project
FOR ADDITIONAL INFORMATION Division Contact: 1.800.847.7278 or 850.245.6333 Grants Staff Contact: Yasha Rodríguez, Historic Preservation Supervisor 850.245.6362 yasha.rodriguez@dos.myflorida.com Tim Knoepke, Historic Preservation Grants Specialist 850.245.6393 timothy.knoepke@dos.myflorida.com Eric Case, Historic Preservation Grants Specialist 850.245.6338 eric.case@dos.myflorida.com Drew Begley, Historic Preservation Grants Specialist 850-245-6466 drew.begley@dos.myflorida.com Physical Address: Division of Historical Resources R.A. Gray Building, 4 th Floor 500 S. Bronough St. Tallahassee, Florida 32399 Historic Preservation Grants Program Email: DHRgrants@dos.myflorida.com Department of State Online Application and Grants System: DOSgrants.com