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E.B. Lyons Interpretive Area LWCF Grant ApplicationMasterpiece on the Mississippi Dubuque band AI- America City 1 2007 • 2012 • 2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Land and Water Conservation Fund Grant Agreement for E.B. Lyons Interpretive Area Expansion DATE: October 8, 2013 Planning Services Manager Laura Carstens recommends City Council approval of the $175,000 Land and Water Conservation Fund Grant Agreement with the Iowa Department of Natural Resources to assist with land acquisition and development of the E.B. Lyons Interpretive Area Expansion at the Mines of Spain Recreation Area. The $175,000 match will be met with Resource Enhancement and Protection (REAP) grants, Iowa Department of Natural Resources state park funds and private donations to the project. No City funds are part of the match. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Laura Carstens, Planning Services Manager THE CITY OF Dubuque DUB MEMORANDUM Masterpiece on the Mississippi ,1011,20,3 TO: Michael C. Van Milligen, City Manager FROM: Laura Carstens, Planning Services Manager LWCF Grant Agreement for E.B. Lyons Interpretive Area Expansion DATE: October 10, 2013 INTRODUCTION This memo transmits the grant agreement with the Iowa Department of Natural Resources (IDNR) for the City's Land and Water Conservation Fund (LWCF) Project # 19- 01291. The $175,000 LWCF grant will assist with land acquisition and development of the E.B. Lyons Interpretive Area Expansion at the Mines of Spain Recreation Area. A resolution is attached. BACKGROUND The City is working in partnership with the Iowa Natural Heritage Foundation, the Friends of the Mines of Spain, and the IDNR on acquisition and development of a 52 -acre parcel, the Bottoms Farm, for the planned E.B. Lyons Interpretive Area Expansion. LWCF is a federal pass -thru grant from the National Park Services (NPS) to the IDNR. LWCF requires a 1:1 non - federal match for the $175,000 grant. The City of Dubuque was awarded $200,000 in FY2012 for land acquisition and $200,000 in FY2013 for project development from the IDNR Resource Enhancement and Protection (REAP) program. The local match for the City's LWCF grant will be met with the REAP grants, IDNR state park funds, and private donations to the project. No City funds are part of the match. The LWCF grant and the two REAP grants meet obligations that the City of Dubuque made as part of a purchase agreement with the Iowa Natural Heritage Foundation for the 52 -acre Bottoms Farm. RECOMMENDATION I recommend that the City Council approve the grant agreement with the Iowa Department of Natural Resources for the City's Land and Water Conservation Fund Project # 19 -01291 to assist with and acquisition and development of the E.B. Lyons Interpretive Area Expansion at the Mines of Spain Recreation Area. Attachments cc: Jenny Larson, Budget Director Marie Ware, Leisure Services Director Jon Dienst, Civil Engineer F: \USERS \LCARSTEN \WP \Mines of Spain \LWCF 2012 \2012 LWCF grant agreement memo.doc DEPARTMENT OF NATURAL RESOURCES CHUCK GIPP, DIRECTOR Fields of Opportunities RECEIVED 22 &5 -/3 cis i� /0L449,;y STATE OF IOWA TERRY E. BRANSTAD, GOVERNOR KIM REYNOLDS, L.T. GOVERNOR 13 NOV 20 AM I I; 41 November 15, 2013 CITY 'OF DUBUQUE 50 W. 13TH STREET DUBUQUE, IA 52001 City Clerk's Office Dubuque, IA Re: Project #19- 01291, E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT Dear Grantee: Enclosed please find your fully executed copy of your Land & Water Conservation Fund Grant Agreement between the CITY OF DUBUQUE, and the Iowa Department of Natural Resources for the E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT project. You must obtain clearance from the State Historic Preservation Office before beginning work on the project. Once clearance is obtained, please keep your concurrence letter with your project file. Please start a file to keep your grant agreement and all expense documentation for your final reimbursement request. If you have any questions, please call 515- 281 -3013. Sincerely, Rates Viaex Kathleen Moench Budget and Finance Bureau Enclosure WALLACE STATE OFFICE BUILDING / 502 EAST 9th STREET / DES MOINES, IOWA 50319 515 - 281 -5918 FAX 515 - 281 -6794 www.iowadnr.gov IOWA DEPARTMENT OF NATURAL RESOURCES LAND AND WATER CONSERVATION FUND PROGRAM COUNTY: DUBUQUE PROJECT NO.: 19 -01291 PROJECT AGREEMENT NAME OF PARTICIPATING AGENCY: CITY OF DUBUQUE ADDRESS: 50 W. 13TH STREET DUBUQUE, IA 5200177 PROJECT TITLE: E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT PROJECT PERIOD: December 12, 2012 — December 31, 2016 PROJECT SCOPE: (Description of Project) ACQ OF 52 ACRES AS AN ADDITION TO THE E.B. LYONS INTERPRETIVE CNTR, INCLUDING HISTORIC EVAL, REMOVAL OF BUILDINGS, DEVELOPMENT OF OVERLOOK, SHERLTER & RESTROOM, LOCATED ON NW EDGE OF THE MINES OF SPAIN, CITY OF DUBUQUE, DUBUQUE COUNTY, IA. PROJECT SEGMENT COVERED BY THIS AGREEMENT: PROJECT COST: ATTACHMENTS: Total Cost $ 350,000.00 1. General Provisions Fund (LWCF) amount not to exceed 50% (Dated:) October 2008 Fund (LWCF) Amount $ 175000.00(50 %) Cost of this Segment $ 350,000.00 Assistance this Segment $ 175000.00 The State of Iowa, represented by the Director, Department of Natural Resources, and the local agency named on the reverse side, mutually agree to perform this agreement in accordance with the Land and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964) as amended, with the general provisions attached hereto and made a part hereof, and with the approved project proposal including attachments and any amendment thereto which have been or will be submitted for this project. The State hereby promises, in consideration of the promises made by the local agency herein, to take the necessary steps and action and to attempt to enter an agreement and any necessary amendments to obtain federal cost - sharing for that portion of the project cost referred to on the reverse side as "Fund Amount," to accept such funds from the United States and disburse the same to reimburse the local agency that portion of the total project cost that is the United States' share. It is understood by the parties hereto that this agreement shall not obligate State of Iowa funds for the project costs described herein, to execute the project or project segment described on the reverse side in accordance with the terms of the agreement. It is further understood that incurred costs will not be reimbursed without written approval that such federal funds have been encumbered. The following special project terms and conditions were added to this agreement before the parties signed it hereto: A final billing for reimbursement shall be submitted to the State not later than 90 days following the . expiration of the project period. Failure to do so shall, at the discretion of the State, be cause for termination of the project with no further reimbursement of funds. The grantee shall comply with 43 CFR Part 12, Subpart B -Audit Requirements for State and Local Governments. STATE OF IOWA LOCAL AGEN CS2 By: - (� y By: Chuck Gipp, Director `—v Signature Iowa Department of Natural Resources 9/13/2013 Date Roy D. Buol , Mayor Name & Title: DEPARTMENT OF NATURAL RESOURCES LAND & WATER CONSERVATION FUND DEVELOPMENT PROJECTS - PERFORMANCE & ADMINISTRATION Arrangements with Participant. It is the responsibility of the State to make arrangements with other public agencies suitable and adequate to insure successful performance of projects and to enable the continued operation and maintenance of aided facilities and properties for public outdoor recreational use. States shall assure that Participants comply with the terms of the project agreement, the provisions of the NPS, and all relevant laws, rules and regulations. States shall be responsible for the actions of Participants relating to the execution of projects. PROJECT PERFORMANCE 1. Performance of Construction by Contract. When the total value of construction work to be performed by a contract exceeds $25,000, the following requirements shall apply with respect to performance of the work: A. Bids and Awards. Competitive open bidding shall be required, unless the National Park Service (NPS) waives the requirement. When the Participant considers the lowest bidder unqualified, incapable or not responsible, the next lowest bidder may be approved. Justification for acceptance of a no -bid contract or awarding of contracts to other than the lowest bidder shall be subject to the approval of the NPS. B. Change Orders. The organization involved shall issue written change orders to the contract for all necessary changes to the facility. Any change which alters the nature or purpose of the facility must be approved by the Director, NPS. Such change orders shall be filed and preserved for a period of three years after the completion of the project. Change orders should be made part of the project file and kept for audits. C. Information to be Given Bidders Concerning Federal Funds. The Participant or State shall infonn bidders that federal funds are being used to assist in construction. It is preferable to include this information in notices released prior to the issuance of bid invitations. D. Acceptance of the Contract Work. The Participant or State has full responsibility for determining that the recreation facility is complete and ready for acceptance. 2. Compliance With State and Local Laws. Construction must comply with those State and Local laws, the violation of which may endanger the completion or utilization of the facilities. Any penalties assessed for noncompliance cannot be matched with federal funds. 3. Compliance With Federal Laws. The organization involved, and contractors shall comply with all Federal laws pertaining directly and indirectly to the proposed construction, including Executive Order 10925, as amended by the Executive Order 11114, which prohibits discrimination in employment. ACCOUNTS & RECORDS 1. Financial Responsibility. The State shall be responsible for the financial management of accepted projects. Appropriate internal controls must, therefore, be adopted and installed to insure that the project is accomplished in the most efficient and economical manner 2. Accounting For Funds Received. The State shall provide such fund accounting procedures as may be necessary to assure proper disbursement and accounting for Fund monies paid to the State pursuant to the Act. The accounting procedure should be based on generally- accepted accounting standards and principles and generally meet the following minimum requirements, unless the Director, NPS agrees to exceptions: A. Establishment of separate accounts and supporting documents for each project. Each project account should be identified by the number assigned to the property by the NPS (i.e. 19- 00600). B. Identification of all receipts in sufficient detail to show the source of such receipts. C. Itemization of all supporting records to project expenditures in sufficient detail to show the exact nature of each expenditure. D. Cross- referencing to each expenditure with the supporting purchase order, contract, voucher, bill, etc. These supporting documents should contain the signature of the official authorized to approve such expenditures. E. Maintenance of adequate records, approved by he appropriate official, to show that all salaries and wages charged against projects are authorized. F. Maintenance of detailed payroll vouchers (naives /gross amounts) for salaries /wages. G. Identification of invoices /vouchers charged to project number, account number date, and expense classification. H. When payment is by check, the canceled check should be identified and filed, when by cash, they must be supported by receipts. I. Establislunent of adequate internal systems of financial control following generally- accepted accounting and auditing principles. The State shall require political subdivisions of public agencies, to which federal funds have been transferred, to provide similar accounting procedures as are required of the State by the NPS. 3. Record Retention. The financial records, including all documents to support entries on the accounting records and to substantiate charges for each project, must be kept readily available for examination by duly- authorized representatives of the NPS, the Department of Interior, and the General Accounting Office. All such records shall be retained and available for inspection for a period of three years after final payment. PROJECT BILLING & DOCUMENTATION Project billings shall be submitted to the State on the following basis: 1. Up to $10,000 total project cost - one billing. 2. Up to $50,000 total project cost - no more than two billings. 3. Up to $150,000 total project cost - no more than three billings. 4. Over $150,000 total project cost - no more than four billings. 5. Contract land purchases - one billing. In addition the following information is required for reimbursement: 1. Each development project billing shall include all expenditures for items with a cost of $25,000 or less (i.e. - 100 percent item completion). 2. Submit one copy of all supporting documentation. a. The exact nature of each expenditure. b. The date the expense was incurred. c. Evidence that the expense is chargeable to the project, copy of advertisement for bids and bid spread sheet or minutes of bid letting meeting. d. Evidence that the expense has been paid, photocopies of cancelled checks. e. Statement that there will be no request for sales tax refund made. Deduct any sales tax paid from total expenses. 3. Submit the attached claim voucher; signed, dated, include your federal ID number and the amount to be reimbursed. 4. Submit photos of the completed project and a legal description of the park property. Realizing that accounting procedures and methods of paying claims varies from agency to agency, the Department realizes that photocopies may be sent in instead of original bills, invoices and /or estimates. Any State sales tax refund received under the provisions of Chapter 422.45(7) of the Code of Iowa must be deducted from the total project costs. Income that accrues to a fund - assisted area during the project period from sources other than the intended recreational use must also be deducted from the total project cost. Examples include sale or rental of buildings, sale of timber, gravel, etc., rental of land, and agricultural income to participant. After project period, all income should be used to further the development of the project. FAILURE TO SUBMIT THE NECESSARY DOCUMENTATION WILL UNNECESSARILY DELAY THE ISSUANCE OF A REIMBURSEMENT WARRANT. NOTICE It is essential that the project be developed in conformance with the project proposal submitted and the project agreement. This is particularly true regarding the number of facilities to be constructed or installed. The Department and the NPS must approve any significant change in location or number of facilities before work can begin. ANY DEVIATION FROM THESE INSTRUCTIONS MAY JEOPARDIZE YOUR FEDERAL ASSISTANCE ON SOME PORTION OF YOUR PROJECTS. DEPARTMENT OF NATURAL RESOURCES LAND & WATER CONSERVATION FUND ACQUISITION PROJECTS - PERFORMANCE & ADMINISTRATION Arrangements with Participant. It is the responsibility of the State to make arrangements with other public agencies suitable and adequate to insure successful performance of projects and to enable the continued operation and maintenance of aided facilities and properties for public outdoor recreational use. States shall assure that Participants comply with the terms of the project agreement, the provisions of the NPS, and all relevant laws, rules and regulations. States shall be responsible for the actions of Participants relating to the execution of projects. ACCOUNTS & RECORDS 1. The participating agency will establish a separate account for each land acquisition project which will be identified by the number assigned to the project by the NPS. Supporting documents such as claims for land costs should also be referenced with the NPS project number. 2. All financial records pertaining to the project must be kept readily available for examination by Federal auditors. All such records shall be retained for inspection for a period of three years after the project is completed or terminated and a final audit on the project conducted. PROJECT BILLING & DOCUMENTATION A project billing may be submitted at any time after the appraisals have been approved and payment for the land has been made. Please submit four (4) copies of the attached claim voucher, to include signature, date, federal ID number and requested reimbursement amount. 1. Statement of Just Compensation for each tract of land. 2. Written Offer to Buy. 3. Statement of Differences in Value for each tract (when necessary). 4a. Application for Reimbursement of Expenses Incurred in Selling Real Property with attached documentation - each tract, or; 4b. Application for Relocation Assistance with attached documentation - each tract plus written notice to vacate. 5. Certificate of Title for each tract of land prepared by the participating agency's official legal officer indicating title to be in the name of the participating agency. 6. Photocopies of the deeds. 7. Photocopies of cancelled checks /warrants issued in payment for land costs, incidental expenses and relocation expenses. FAILURE TO SUBMIT SATISFACTORY DOCUMENTATION WITH THE PROJECT BILLING WILL UNNECESSARILY DELAY THE ISSUANCE OF A REIMBURSEMENT WARRANT. L CINA It IM iE 13W. , ;t X01 'Meg leterf fra ogopp tJ 1 so e ;ih io fir. (OM? (GAT i P071.3 Y, AV, fl 3ILIK6 ]fl���l[;t[' d UAo000 4,ll 901 ,jafi\lI1JlID At DEPARTMENT OF NATURAL RESOURCES PROJECT BILLING - LAND & WATER CONSERVATION FUND Project billings must be accompanied by all required documentation (invoices, canceled checks, deeds, etc.) covering expenditures included in the billing. If you have questions, please contact the Budget & Grants Bureau at 515- 281 -3013. Make additional copies as needed. Grant Recipient: CITY OF DUBUQUE Project #: 19 -01291 Project Title: E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT Final Billing: Y or N Dates Covered by this Billing: From: To: Use the table below to list your budget items and the expenditures for each item. You should follow the budget items provided with your grant proposal as closely as possible. Budget Item Budget Expenditures This "To Date" Item Amount Billing Expenditures Totals Less Expenditures In Excess of Total Authorized Project Budget: Total "To Date" Expenditures: CLAIM REQUEST (__% OF "TO DATE" EXPENDITURES): LESS PREVIOUS PAYMENTS OF: TOTAL CLAIM TO BE PAID: Land Acquisition - List each parcel separately by parcel #. Use purchase price or appraised value, whichever is the lesser. I certify that this billing is correct and just based upon actual payment(s) of record by the grant recipient, and that the work and services are in accord with the approved grant. Signature: Print Name: Title: Date: Phone #: Prepared by: Laura Carstens, City Planner Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4210 Return to: Kevin Firnstahl, City Clerk Address: City Hall, 50 W. 13th St, Dubuque, IA 52001 Telephone: 589 -4121 RESOLUTION NO. 302 -13 RESOLUTION AUTHORIZING LAND AND WATER CONSERVATION FUND GRANT AGREEMENT WITH IOWA DEPARTMENT OF NATURAL RESOURCES FOR ACQUISITION AND DEVELOPMENT OF E.B. LYONS INTERPRETIVE AREA EXPANSION AT THE MINES OF SPAIN STATE RECREATION AREA Whereas, the Iowa Department of Natural Resources has allocated grant funds in the Land and Water Conservation Fund for the acquisition and development of recreational areas; and Whereas, the City of Dubuque has adopted the 2008 Comprehensive Plan which includes objectives for enhanced accessibility for parks, trails, and open space, protection of scenic and cultural resources, and development of additional recreational areas. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. The Mayor hereby is authorized to sign the grant agreement with the Iowa Department of Natural Resources for the Land and Water Conservation Fund Project # 19- 01291 for the acquisition and development of the planned E.B. Lyons Interpretive Area Expansion at the Mines of Spain State Recreation Area. Section 2. That the City Council hereby provides its written assurance that the completed project will be adequately maintained for its intended use in accordance with state requirements. Passed, approved and adopted this 21st day of October, 2013. Attest: Ke 'n S. Firnstahl, City Jerk Roy D. uol, Mayor F: \USERS \LCARSTEN\WP \Mines of Spain \LWCF 2012 \LWCF 2012 Grant Agreement Resolution.doc Fields of Opportunities STATE OF IOWA TERRY E. BRANSTAD, GOVERNOR RIM REYNOLDS, LT. GOVERNOR September 24, 2013 CITY OF DUBUQUE 50 W. 13T11 STREET DUBUQUE, IA 52001 DEPARTMENT OF NATURAL RESOURCES CHUCKGIPP, DIRECTOR Re: Project #19- 01291, E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT This letter is to inform you that the National Park Service has approved federal assistance from the Land & Water Conservation Fund for the project identified above. Enclosed are two copies of Project Agreement #19- 01291, E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT, between the Iowa Department of Natural Resources, Land and Water Conservation Fund and the CITY OF DUBUQUE. Please have the appropriate official sign both copies and return to them to my attention. A fully executed copy will be returned to your office. The beginning date of the project agreement is the date the project is officially approved by the National Park Service, or the date a waiver of retroactively had been granted. SHPO /106 approval must be received by the State Historic Preservation Office prior to commencement of the project. No costs will be reimbursed for items purchased prior to the beginning date of the project agreement (except preliminary construction costs for items such as site planning, construction design, feasibility studies, etc., or unless a waiver of retroactively has been granted). Development costs are first incurred at the start of actual physical work on the project site (such as clearing of ground, the beginning of construction of a building, or the delivery of material to the site). Acquisition costs are incurred when the participant takes the signed deed, lease, or other appropriate conveyance. Please read the enclosed agreement and general conditions from your application to be aware of your obligations. All acquisition and /or development work must be completed by the expiration date. If you have any questions, please contact me at 515- 281 -3013. Sincerely, ^aQ(ee# 7,10¢KCd Kathleen Moench Budget and Finance Bureau Enclosures WALLACE STATE OFFICE BUILDING / 502 EAST 9th STREET / DES MOINES, IOWA 50319 515 - 281 -5918 FAX 515-281-6794 www.iowadnr.gov IOWA DEPARTMENT OF NATURAL RESOURCES LAND AND WATER CONSERVATION FUND PROGRAM COUNTY: DUBUQUE PROJECT NO.: 19 -01291 PROJECT AGREEMENT NAME OF PARTICIPATING AGENCY: CITY OF DUBUQUE ADDRESS: 50 W. 13TH STREET DUBUQUE, IA 5200177 PROJECT TITLE: E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT PROJECT PERIOD: December 12, 2012 — December 31, 2016 PROJECT SCOPE: (Description of Project) ACQ OF 52 ACRES AS AN ADDITION TO THE E.B. LYONS INTERPRETIVE CNTR, INCLUDING HISTORIC EVAL, REMOVAL OF BUILDINGS, DEVELOPMENT OF OVERLOOK, SHERLTER & RESTROOM, LOCATED ON NW EDGE OF THE MINES OF SPAIN, CITY OF DUBUQUE, DUBUQUE COUNTY, IA. PROJECT SEGMENT COVERED BY THIS AGREEMENT: PROJECT COST: ATTACHMENTS: Total Cost $ 350,000.00 Fund (LWCF) amount not to exceed 50% Fund (LWCF) Amount $ 175000.00(50 %) Cost of this Segment $ 350,000.00 Assistance this Segment $ 175000.00 1. General Provisions (Dated:) October 2008 The State of Iowa, represented by the Director, Department of Natural Resources, and the local agency named on the reverse side, mutually agree to perform this agreement in accordance with the Land and Water Conservation Fund Act of 1965, 78 Stat. 897 (1964) as amended, with the general provisions attached hereto and made a part hereof, and with the approved project proposal including attachments and any amendment thereto which have been or will be submitted for this project. The State hereby promises, in consideration of the promises made by the local agency herein, to take the necessary steps and action and to attempt to enter an agreement and any necessary amendments to obtain federal cost - sharing for that portion of the project cost referred to on the reverse side as "Fund Amount," to accept such funds from the United States and disburse the same to reimburse the local agency that portion of the total project cost that is the United States' share. It is understood by the parties hereto that this agreement shall not obligate State of Iowa funds for the project costs described herein, to execute the project or project segment described on the reverse side in accordance with the terms of the agreement. It is further understood that incurred costs will not be reimbursed without written approval that such federal funds have been encumbered. The following special project terms and conditions were added to this agreement before the parties signed it hereto: A final billing for reimbursement shall be submitted to the State not later than 90 days following the expiration of the project period. Failure to do so shall, at the discretion of the State, be cause for termination of the project with no further reimbursement of funds. The grantee shall comply with 43 CFR Part 12, Subpart B -Audit Requirements for State and Local Governments. STATE OF IOWA LOCAL AGENCY By: Chuck Gipp, Director Iowa Department of Natural Resources 9/13/2013 Date By: Signature Roy D. Buol , Mayor Name & Title: DEPARTMENT OF NATURAL RESOURCES LAND & WATER CONSERVATION FUND DEVELOPMENT PROJECTS - PERFORMANCE & ADMINISTRATION Arrangements with Participant. It is the responsibility of the State to make arrangements with other public agencies suitable and adequate to insure successful performance of projects and to enable the continued operation and maintenance of aided facilities and properties for public outdoor recreational use. States shall assure that Participants comply with the terms of the project agreement, the provisions of the NPS, and all relevant laws, rules and regulations. States shall be responsible for the actions of Participants relating to the execution of projects. PROJECT PERFORMANCE 1. Performance of Construction by Contract. When the total value of construction work to be performed by a contract exceeds $25,000, the following requirements shall apply with respect to performance of the work: A. Bids and Awards. Competitive open bidding shall be required, unless the National Park Service (NPS) waives the requirement. When the Participant considers the lowest bidder unqualified, incapable or not responsible, the next lowest bidder may be approved. Justification for acceptance of a no -bid contract or awarding of contracts to other than the lowest bidder shall be subject to the approval of the NPS. B. Change Orders. The organization involved shall issue written change orders to the contract for all necessary changes to the facility. Any change which alters the nature or purpose of the facility must be approved by the Director, NPS. Such change orders shall be filed and preserved for a period of three years after the completion of the project. Change orders should be made part of the project file and kept for audits. C. Information to be Given Bidders Concerning Federal Funds. The Participant or State shall inform bidders that federal funds are being used to assist in construction. It is preferable to include this information in notices released prior to the issuance of bid invitations. D. Acceptance of the Contract Work. The Participant or State has full responsibility for determining that the recreation facility is complete and ready for acceptance. 2. Compliance With State and Local Laws. Construction must comply with those State and Local laws, the violation of which may endanger the completion or utilization of the facilities. Any penalties assessed for noncompliance cannot be matched with federal funds. 3. Compliance With Federal Laws. The organization involved, and contractors shall comply with all Federal laws pertaining directly and indirectly to the proposed construction, including Executive Order 10925, as amended by the Executive Order 11114, which prohibits discrimination in employment. ACCOUNTS & RECORDS I. Financial Responsibility. The State shall be responsible for the financial management of accepted projects. Appropriate internal controls must, therefore, be adopted and installed to insure that the project is accomplished in the most efficient and economical manner. 2. Accounting For Funds Received. The State shall provide such fiord accounting procedures as may be necessary to assure proper disbursement and accounting for Fund monies paid to the State pursuant to the Act. The accounting procedure should be based on generally- accepted accounting standards and principles and generally meet the following minimum requirements, unless the Director, NPS agrees to exceptions: A. Establishment of separate accounts and supporting documents for each project. Each project account should be identified by the number assigned to the property by the NPS (i.e. 19- 00600). B. Identification of all receipts in sufficient detail to show the source of such receipts. C. Itemization of all supporting records to project expenditures in sufficient detail to show the exact nature of each expenditure. D. Cross-referencing to each expenditure with the supporting purchase order, contract, voucher, bill, etc. These supporting documents should contain the signature of the official authorized to approve such expenditures. E. Maintenance of adequate records, approved by he appropriate official, to show that all salaries and wages charged against projects are authorized. F. Maintenance of detailed payroll vouchers (names /gross amounts) for salaries /wages. G. Identification of invoices /vouchers charged to project number, account number date, and expense classification. I -1. When payment is by check, the canceled check should be identified and filed, when by cash, they must be supported by receipts. I. Establishment of adequate internal systems of financial control following generally- accepted accounting and auditing principles. The State shall require political subdivisions of public agencies, to which federal funds have been transferred, to provide similar accounting procedures as are required of the State by the NPS. 3. Record Retention. The financial records, including all documents to support entries on the accounting records and to substantiate charges for each project, must be kept readily available for examination by duly - authorized representatives of the NPS, the Department of Interior, and the General Accounting Office. All such records shall be retained and available for inspection for a period of three years after final payment. PROJECT BILLING & DOCUMENTATION Project billings shall be submitted to the State on the following basis: 1. Up to $10,000 total project cost - one billing. 2. Up to $50,000 total project cost - no more than two billings. 3. Up to $150,000 total project cost - no more than three billings. 4. Over $150,000 total project cost - no more than four billings. 5. Contract land purchases - one billing. In addition the following information is required for reimbursement: 1. Each development project billing shall include all expenditures for items with a cost of $25,000 or less (i.e. -100 percent item completion). 2. Submit one copy of all supporting documentation. a. The exact nature of each expenditure. b. The date the expense was incurred. c. Evidence that the expense is chargeable to the project, copy of advertisement for bids and bid spread sheet or minutes of bid letting meeting. d. Evidence that the expense has been paid, photocopies of cancelled checks. e. Statement that there will be no request for sales tax refund made. Deduct any sales tax paid from total expenses. 3. Submit the attached claim voucher; signed, dated, include your federal ID number and the amount to be reimbursed. 4. Submit photos of the completed project and a legal description of the park property. Realizing that accounting procedures and methods of paying claims varies from agency to agency, the Department realizes that photocopies may be sent in instead of original bills, invoices and /or estimates. Any State sales tax refund received under the provisions of Chapter 422.45(7) of the Code of Iowa must be deducted from the total project costs. Income that accrues to a fund-assisted area during the project period from sources other than the intended recreational use must also be deducted from the total project cost. Examples include sale or rental of buildings, sale of timber, gravel, etc., rental of land, and agricultural income to participant. After project period, all income should be used to further the development of the project. FAILURE TO SUBMIT THE NECESSARY DOCUMENTATION WILL UNNECESSARILY DELAY THE ISSUANCE OF A REIMBURSEMENT WARRANT. NOTICE It is essential that the project be developed in conformance with the project proposal submitted and the project agreement. This is particularly true regarding the number of facilities to be constructed or installed. The Department and the NPS must approve any significant change in location or number of facilities before work can begin. ANY DEVIATION FROM THESE INSTRUCTIONS MAY JEOPARDIZE YOUR FEDERAL ASSISTANCE ON SOME PORTION OF YOUR PROJECTS. DEPARTMENT OF NATURAL RESOURCES LAND & WATER CONSERVATION FUND ACQUISITION PROJECTS - PERFORMANCE & ADMINISTRATION Arrangements with Participant. It is the responsibility of the State to make arrangements with other public agencies suitable and adequate to insure successful performance of projects and to enable the continued operation and maintenance of aided facilities and properties for public outdoor recreational use. States shall assure that Participants comply with the terms of the project agreement, the provisions of the NPS, and all relevant laws, rules and regulations. States shall be responsible for the actions of Participants relating to the execution of projects. ACCOUNTS & RECORDS 1. The participating agency will establish a separate account for each land acquisition project which will be identified by the number assigned to the project by the NPS. Supporting documents such as claims for land costs should also be referenced with the NPS project number. 2. All financial records pertaining to the project must be kept readily available for examination by Federal auditors. All such records shall be retained for inspection for a period of three years after the project is completed or terminated and a final audit on the project conducted. PROJECT BILLING & DOCUMENTATION A project billing may be submitted at any time after the appraisals have been approved and payment for the land has been made. Please submit four (4) copies of the attached claim voucher, to include signature, date, federal ID number and requested reimbursement amount. 1. Statement of Just Compensation for each tract of land. 2. Written Offer to Buy. 3. Statement of Differences in Value for each tract (when necessary). 4a. Application for Reimbursement of Expenses Incurred in Selling Real Property with attached documentation - each tract, or; 4b. Application for Relocation Assistance with attached documentation - each tract plus written notice to vacate. 5. Certificate of Title for each tract of land prepared by the participating agency's official legal officer indicating title to be in the name of the participating agency. 6. Photocopies of the deeds. 7. Photocopies of cancelled checks /warrants issued in payment for land costs, incidental expenses and relocation expenses. FAILURE TO SUBMIT SATISFACTORY DOCUMENTATION WITH TILE PROJECT BILLING WILL UNNECESSARILY DELAY THE ISSUANCE OF A REIMBURSEMENT WARRANT. SHADED AREA FOR DNRUSP;ONL,Y ACCOUNTING DEPT, RETURN ONE COPY T C11'Y OF DUBUQUE 50 W - 13TH STRT DUBUQUE; JA 520 STATL:ID #: UNDIDEPT /ORG /$ DEPARTMENT OF NATURAL RESOURCES PROJECT BILLING - LAND & WATER CONSERVATION FUND Project billings must be accompanied by all required documentation (invoices, canceled checks, deeds, etc.) covering expenditures included in the billing. If you have questions, please contact the Budget & Grants Bureau at 515 -281 -3013. Make additional copies as needed. Grant Recipient: CITY OF DUBUQUE Project #: 19 -01291 Project Title: E.B. LYONS INTERPRETIVE AREA ADDITION & DEVELOPMENT Final Billing: Y or N Dates Covered by this Billing: From: To: Use the table below to list your budget items and the expenditures for each item. You should follow the budget items provided with your grant proposal as closely as possible. Budget Item Budget Amount Expenditures This "To Date" Item Billing Expenditures Totals Less Expenditures In Excess of Total Authorized Project Budget: Total "To Date" Expenditures: CLAIM REQUEST (_ OF "TO DATE" EXPENDITURES): LESS PREVIOUS PAYMENTS OF: '- TOTAL CLAIM TO BE PAID: Land Acquisition - List each parcel separately by parcel #. Use purchase price or appraised value, whichever is the lesser. 1 certify that this billing is correct and just based upon actual payment(s) of record by the grant recipient, and that the work and services are in accord with the approved grant. Signature: Print Name: Title: Date: Phone #: