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HomeMy WebLinkAboutS Planning - Mattson, Alexander and Associates, Inc. - Project Description and Contract for Orange County Survey Manuscript s 42 -I 9- q5- � - J PROJECT DESCRIPTION AND CONTRACT for ORANGE COUNTY SURVEY MANUSCRIPT Funded by 1995 Survey and Planning Grant and Orange County, North Carolina is Project Description and Contract are herein agreed to this day of 199,5`, by Orange unty, hereinafter known as the Grantee; attson, A ander and Associate , hereinafter known as the Consultant; and the Division of Archives and History, hereinafter known as the Division. The Grantee will identify a Local Coordinator, Donald Belk, who will work with the Consultant and the Division Representative, Catherine Bishir, throughout the project. The project will be conducted according to North Carolina laws and National Register standards and procedures, and will be subject to the review, supervision, advice and final acceptance by the Division. Services and goods provided by the consultant, standards to be followed, and services and goods provided by the Grantee and the Division are specified in the "Attachment to Contracts." A. SCOPE OF WORK: The project is to complete revisions, research, editing, fieldwork and photography to produce a publishable manuscript for the Orange County Architectural Survey, including the introductory essay(s), with footnotes, entries on properties, bibliography, and glossary. The work will be performed according to the Attachment to Contracts for Preparation of Historic Survey Manuscripts, which is hereby incorporated by reference in this contract. In addition, the consultant will evaluate the status of the survey in coordination with the local coordinator and the Division and develop a priority list for additional properties to be surveyed. A small number of these additional properties will be surveyed. B. TIME SCHEDULE: The project is scheduled for 10 months, beginning on or after the date of this contract and terminating no later than August 31, 1996. The Time/Product/Payment schedule for this project will be developed by the consultant, the local coordinator, and the Division based on the consultant's review of the existing materials and survey files. Once developed the Time- Product-Payment Schedule will be attached to this contract and followed throughout the remainder of the project. ' r Orange County Manuscript Page 2 C. PROJECT BUDGET AND ACCOUNTING PROCEDURES: The final budget for the project is as follows: Consultant (all-inclusive) $ 9,585 Project coordinator/ planner staff 2,800 TOTAL $ 12,385 Each time reimbursements are requested from the Division by the Grantee project expenditures should be documented with cancelled (or certified) checks and invoices, and attached to a cover letter addressed to: Ms. Lloyd D. Childers, Grants-in-Aid Administrator, 109 East Jones Street, Raleigh, NC 27601-2807. Further details on reimbursement, administration of grant funds, audit requirements, and financial documentation are found in the Grantee Handbook for Federal Preservation Fund Grant Proigcts, which is incorporated by reference. D. PERSONAL INCOME AND SELF-EMPLOYMENT TAX RESPONSIBILITIES OF THE CONSULTANT: It is understood that this is a contract for the professional services of the Consultant, who is an independent contractor and not an employee of the Grantee or the Division, and that payment for services constitutes a fee which excludes all employment taxes and related benefits. The Grantee will be responsible for filing appropriate IRS income statements (FORM 1099) for the Consultant. E. TERMINATION OF CONTRACT Termination by Grantee of Consultant's Contract for Cause. If the Consultant fails to fulfill in a timely and proper manner his/her obligations under this contract, or if the Consultant violates any of the stipulations of this contract, the Grantee, with the concurrence of the Division, shall have the right to terminate the contract for cause by giving written notice to the Contractor specifying the reasons for and effective date of termination. In such event, the Consultant shall cease work immediately upon receipt of such notice. The Consultant shall be entitled to receive just and equitable compensation for any satisfactory work completed prior to termination. I Orange County Manuscript Page 3 Enforcement Remedies by Division for Contractor Nongerfor am nce. If the Consultant fails to fulfill in a timely and proper manner, his or her obligation under this contract, or violates any of the provisions of this contract, the Division may enforce the remedies for grantee or subgrantee compliance pursuant to section 43 of the Code of Federal Regulations (43 CFR 12.43, 12.44), incorporated by reference in this contract. F. CHANGES IN PROJECT DESCRIPTION/CONTRACT The Grantee should contact grants administrator Lloyd Childers by telephone if any changes are anticipated. If the change is minor, the grants administrator will advise the Grantee to proceed and to describe the change in the final financial report. If the change is major, the Grantee will be required to use the procedure outline in the Grantee Handbook for Federal Historic Preservation Fund Grant Projects. Only minor changes may be made in the scope or budget without the approval of the Division. Minor changes are those changes that involve 5% or less of the project cost and that: do not alter the basic scope of the project; do not substitute unapproved materials or methods; do not add or delete work items. All other changes will be deemed to be major changes. Costs of major changes made without prior Division approval may be disallowed and the entire grant allocation of the project may be canceled. Major changes are to be approved in writing by the Division before changes are made. G. NONDISCRIMINATION ASSURANCES: In consideration of the signing of this Contract for the performance of work and furnishing of labor and materials as set forth herein, the parties hereto for themselves, their agents, officials, and employees or servants agree not to discriminate in any manner on the basis of age, handicap, sex, race, color, creed, sexual orientation, or national origin with reference to the subject matter of this Contract. H. OTHER STIPULATIONS: The attached "Appendix for Subgrant Agreements" is hereby incorporated by reference and contains stipulations regarding procurement; retention of records; changes in scope; prohibition of lobbying; non-federal audit; publications; suspension or termination of subgrant; standards for final products; equal opportunity; and other requirements. Orange County Manuscript Page 4 We the undersigned, having read, understood, and agreed to thej terms of this project description and contract, so affix our signatures this 3— day of �LG�(.•z , 199X r n Consultant: Orange Co5nty Mattson, Alexander and Associates /-7 C Moses Carey, Jr. Chair, Board of C my Commissioners Division of Archives and History G avi rook 1cs95grantssorange ATTACHMENT TO CONTRACTS for Preparation of Historic Survey Manuscripts I. SERVICES AND GOODS PROVIDED BY THE CONSULTANT AND STANDARDS TO BE FOLLOWED: The Consultant will prepare the manuscript according to standards established by the Division and with the guidance and support of the Local Coordinator and the Division Representative. For conventions of grammar, citations, bibliography, and punctuation, all materials should follow the most recent editions of the Chicago Manual of Style and the Division's Guide for Authors and Editors. For the purposes of payment and the satisfaction of the terms of this contract, it is understood that the preparation of the manuscript shall consist of the following items: 1. Expand and edit the overview essay prepared at the conclusion of the comprehensive survey of Orange County, as deemed appropriate and agreed upon through consultation with the Division and the Local Coordinator, to incorporate additional historic research, further synthesize survey findings, and provide further analysis of architectural trends and their relationships to county history and statewide architectural patterns. 2. Select properties to be represented in the publication. The exact number and proportion of the total surveyed will be defined based on several factors, including significance and condition of properties. Selection will include consultation with the local coordinator, local preservation commission and division representative. 3. Determine order of presentation of entries (e.g., by township or other method). 4. Expand and edit entries on properties and conduct additional research for key entries as deemed appropriate and agreed upon through consultation with the Division and the Local Coordinator. 5. Make additional photographs of properties where lighting or other conditions previously prevented good photographs. (Note: Division will provide assistance by assigning staff photographer to the project for key properties.) 6. Order publication size (usually 50) black and white photographs for publication. 7. Locate and obtain prints of selected local documentary photographs of local scenes and properties as permitted within the project budget. 8. Obtain any Historic American Building Survey (NABS) drawings needed as permitted within the project budget. 9. Specify any floor plan, farm complex, or other drawings needed. 10. Assemble illustrations (or photocopies thereof if project budget does not permit acquisition of all desired illustrations), label as needed, and write captions as needed. 11. Prepare bibliography and other desired front and back material such as glossary. NOTE: The essay, entries, and all other written material will be produced both as hard copy on paper and on computer disks in a generally used word processing system, enabling the publisher to set type from a disk rather than re-entering the text. At the end of the project, the Consultant will submit to the Division a copy of the final draft manuscript, including copies of illustrative materials if desired, before final reimbursement is made. The Grantee will receive an original copy of the final draft manuscript on paper as well as on computer disks. All original illustrations (photographs,.drawings, maps) will also be submitted to the Grantee. II. SERVICES AND GOODS PROVIDED BY THE DIVISION: In order to provide support and guidance to the Grantee and the Consultant, the Division will provide the following services and goods as budget and staff permit: 1. Professional assistance in content definition, reviewing drafts, editing for form and content, and making suggestions for assuring the quality of the manuscript. A preservation specialist of the Division will be assigned to work directly with the Consultant to serve as liaison with the Division and to provide assistance and guidance throughout the project. The architectural survey coordinator and a research historian of the Division also will provide professional assistance at appropriate stages of the project. 2. Photographing key properties for inclusion in the publication. The Division will assign a staff photographer for this purpose. 3. Printing of black and white photographs for inclusion in publication at Division cost, if desired by Grantee. A cost list will be provided to the Grantee for various photography items. III. SERVICES AND GOODS PROVIDED BY THE GRANTEE: To ensure that the project will operate efficiently on the local level for the Consultant, the Grantee agrees to do the following: 1. Conduct local administration and accounting of the grant. 2. Provide prompt secretarial assistance (if a part of the project budget) for the project, assuring that deadlines established in the project schedule must be met. 3. Provide adequate office space (if a part of the project budget) for the Consultant, including a telephone and desk. 4. Assist the Consultant by developing local contacts and generating publicity for the project. 5. Through its Historic Preservation Commission, assist the Consultant in developing an outline of the inventory manuscript, determining the order of presentation of entries, selecting properties to be represented in the publication, and editing drafts of the manuscript. 6. Compile and submit completion report and all materials generated by the project. APPENDIX for SUBGRANT AGREEMENTS - The following stipulations apply to all subgrant projects ---- -_---funded in part by federal Historic Preservation Fund (HPF) monies awarded to the North Carolina Department of Cultural Resources, Division of Archives and History, State Historic Preservation Office (HPO) , by the U. S. Department of the Interior, National Park Service. Questions about the application of these conditions to specific projects are available from the HPO project specialists or from Lloyd D. Childers, Grants Administrator, State Historic Preservation Office, 109 East Jones Street , Raleigh, NC 27601-2807--. ---Te-lephone: ( 919 ) 733-4763 , FAX: (919) 733-8653 . --PROCUREKENr.--_S_u_6g­ra n-te e ii- must- forward t o the H P 0 evidence of compliance with Federal competitive procurement requirements for professional services and subcontracts prior to reimbursement, if applicable. 2. RETENTION OF RECORDS: Acceptable federal and nonfederal share supporting documentation must be submitted prior to reimbursement , if applicable. Documentation includes: copies of contract, timesheets, front and back of canceled checks (or computer printouts) , invoices, etc. 3 . CHANGES IN SCOPE: The approved scope of work, products, budget and performance/reporting milestones included in the contract cannot be changed without prior written approval from the HPO. 4. LOBBYING PROHIBITED: Subgrantees must conform. with the following text of 18 U.S.C. 1913, which prohibits the use of the subgrant funds for lobbying: No part of the money appropriated by any enactment of Congress shall , in the absence of express authorization by Congress, be used directly or indirectly to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other device, intended or designated to influence in any manner a member of Congress, to favor or oppose by vote or otherwise, any legislation or appropriation by Congress, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation; but this shall not prevent officers or employees of the United States or its Department or agencies from communication to Members of Congress on the request of any Member or to Congress, through the proper official channels, requests for legislation or appropriations which they deem necessary for the efficient conduct of' the public business. Appendix for Agreement Page 2 5. NONFEDERAL AUDIT: Subgrantees are responsible for obtaining audits in accordance with the Single Audit Act of 1984 for State or local governments, or the audit requirements of OMB Circular A-110 for universities and nonprofit organizations. The audits shall be made by an independent auditor in accordance with generally accepted government auditing standards covering financial and compliance audits. 6. PUBLICATIONS: Acknowledgment of federal grant assistance should be made in connection with the publication of any material based on, or developed under, any activity supported by HPF grant funds, as follows: The activity that is the subject of this (type of publication) has - been financed (in part/entirely) with federal funds from the National Park Service, Department of the Interior. -- — However-,---t-he--con ten t s--and---opi n i ons--d necessarily - -- reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. NOTE: The design and content of any publication produced from a survey of architectural or archaeological resources must be reviewed and approved by the HPO prior to its printing. 7. SUSPENSION OR TERMINATION OF SUBGRANT: Voluntary and involuntary suspension or termination of the subgrant , in whole or in part , by either the State or subgrantee may occur at any time prior to the date of project completion. 8. STANDARDS FOR FINAL PRODUCTS: Final products which do not conform to the terms and conditions of the grant agreement or which do not meet the applicable Secretary of the Interior 's "Standards" will not be reimbursed. 9. EQUAL OPPORTUNITY: Subgrantee must comply with Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973 . 10. OTHER REQUIREMENTS: In addition to the terms detailed in this Subgrant Agreement , all federal requirements governing grants are applicable. (OMB Circulars A-87 or A-121 , A-102 or A-110 , and A-128) Appendix for Agreement Page 2 5. NONFEDERAL AUDIT: Subgrantees are responsible for obtaining audits in accordance with the Single Audit Act of 1984 for State or local governments, or the audit requirements of OMB Circular A-110 for universities and nonprofit organizations. The audits shall be made by an independent auditor in accordance with generally accepted government auditing standards covering financial and compliance audits. 6. PUBLICATIONS: Acknowledgment of federal grant assistance should be made in connection with the publication of any material based on, or developed under, any activity supported by HPF grant funds, as follows: The activity that is the subject of this (type of publication) has -Nein financed (in part/entirely) with federal funds from the National Park Service, Department of the Interior. -Howev-er--,-t-he-c-onterkts--and--.-opin-i-ons--do--niD-t--rt-eces-s-ai-ii-y----- reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. NOTE: The design and content of any publication produced from a survey of architectural or .archaeological resources must be reviewed and approved by the HPO prior to its printing. 7. SUSPENSION OR TERMINATION OF SUBGRANT: Voluntary and involuntary suspension or termination of the subgrant , in whole or in part , by either the State or subgrantee may occur at any time prior to the date of project completion. 8. STANDARDS FOR FINAL PRODUCTS: Final products which do not conform to the terms and conditions of the grant agreement or which do not meet the applicable Secretary of the Interior 's "Standards" will not be reimbursed. 9. EQUAL OPPORTUNITY: Subgrantee must comply with Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973 . 10 . OTHER REQUIREMENTS: In addition to the terms detailed in this Subgrant Agreement, all federal requirements governing grants are applicable. (OMB Circulars A-87 or A-121 , A-102 or A-110, and A-128 ) U.S. Department of the Interior TO BE COMPLETED BY CONTRACTOR(S) Certification Regarding Debarment, Suspension, Ineligibility and voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549,Debarment and Suspension,43 CFR Part 12,Section 12.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Re gister (pages 19160.19211). Copies of the regulations are included in the propoT pac age. For further assistance in obtaining a copy of the regulations,contact the U.S. Department of the Interior,Acquisition and Assistance Division,Office of Acquisition and Property Management, 18th and C Streets, N.W.,Washington, D.C. 20240. (BEFORE COMPLETING CERTIFICATION;READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies,by submission of this proposal, that neither it nor its principals is presently debarred,suspended,proposed for debarment, declared ineligible,or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification,such prospective participant shall attach an explanation to this proposal. : Frances P: Alexander, Prinicipal .Richard L. Mattson, Principal Name and Title of Authorized Representative j Si�A ure (ConsulCan � Date 01.1954 (9BE) Instructions fort Certification •, _ f. 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when-this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue availac le remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms"covered transaction,""debarred,""suspended,""ineligible, "lower tier covered transaction,""participant,""person,""primary covered transaction," "principal,""proposal,"and"voluntarily excluded,"as used in this clause,have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that,should the proposed covered transaction be,entered into,it shall not knowingly enter into any lower tier covered transaction with a person who is debarred,suspended,declared ineligible,or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled"Certification Regarding Debarment,Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," without modification,in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible,or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,check the Nonprocureaient List(Tel.#). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions,if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended,debarred,ineligible,or voluntarily excluded from participation in this transaction,in addition to other remedies available to the Federal Government,the department or agency with which this transaction originated may pursue available remedies,including suspension and/or debarment. Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed whea,this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification,in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies,including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms"covered transaction,""debarred,""suspended," "ineligible," "lower tier covered transaction," "participant,""person,""primary covered transaction," "principal,""proposal." and"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be,entered into,it shall not knowingly enter into -* any lower tier covered transaction with a person who is debarred,suspended,declared ineligible,or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled"Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction," without modification,in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible,'or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to,check the Nonprocurement List(Tel.#). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to reader in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a cuveivd transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred,ineligible, or voluntarily excluded from participation in this transaction,in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies,including suspension and/or debarment. Orange County Manuscript Project TIME/PRODUCT/PAYMENT SCHEDULE PREPARATION OF ARCHITECTURAL HISTORICAL MANUSCRIPT ORANGE COUNTY, NORTH CAROLINA Product Due Date Payment Contract Signing and Work in Progress March 1996 $2,000.00 Submission of Historical Essay Draft May 1, 1996 $2,500.00 Submission of Architectural Essay Draft July 1, 1996 $2,000.00 Submission of Property Entries August 1, 1996 $1,000.00 Project Completed Final Payment September 30, 1996 $2,085.00 TOTAL $9,585.00 Note: Consultants will assume responsibility for all expenses incurred in carrying out Consultants' portion of project. SUBGRANTEE PROCUREMENT STATEMENT North Carolina Division of Archives and History State Historic Preservation Office Use of this form may assist Subgrantees in providing evidence of compliance with Federal competitive procurement requirements for professional services associated with Historic Preservation Fund grants available through the State Historic Preservation Office. Before completing this form, please refer to the accompanying information entitled PROCUREMENT REQUIREMENTS FOR PROFESSIONAL SERVICES. NAME OF PROJECT: ORANGE COUNTY MANUSCRIPT NAME OF CONSULTANT: RICHARD L. MATTSON, Ph.D. AMOUNT OF CONTRACT• $12,385 DATE: JANUARY 3, 1996 METHOD OF PROCUREMENT: (circle one) formal advertising; competitive negotiation; noncompetitive negotiation; other REQUESTS FOR PROPOSALS MAILED TO SHPO-APPROVED (specify) : CONSULTANTS' LIST RATIONALE FOR METHOD OF PROCUREMENT: EXPERIENCE IN COMPILING HISTORICAL ARCHITECTURAL DATA, PROFESSIONAL QUALITY WRITING, SUCCESSFUL PUBLICATION OF MANUSCRIPT RFPs RETURNED BY DANIEL, PEZZONI, NAMES OF POSSIBLE CANDIDATES: BETSY GOHDES-BATEN PROCESS FOR SELECTION OR REJECTION OF CANDIDATES: SUBCOMMITTEE OF HISTORIC PRESERVATION COMMISSION AND COUNTY STAFF REVIEWED RFPS AND AS=D QUALIFICATIONS OF CANDIDATES BASIS FOR COST OF SERVICES: EXPECTED AND REASONABLE PROFESSIONAL FEES OTHER COMMENTS: SIGNATURE OF PERSON PREPARING FORM: A DONALD R. BELK, AICP, ION PLANNER ORANGE COUNTY PLANNING DEPARTMENT