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.
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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 #: