Important Information and Sample Forms
  • 3 examples of preservation work: masonry repair, the repair of a lighthouse lantern, and baulstraude repair

    State, Tribal, Local, Plans & Grants

    Cultural Resources National Park Service

Important General Information and Sample Forms for Contracting & Procurement

General Information for Managing your Grant

The Historic Preservation Grant Fund Manual contains basic information on the rules for managing your grant. However, additional supplementary information is available from several resources.

Grant Management Regulations

Standards for Development and History Projects

Contacting Government Preservation Offices

More Information on Review and Compliance Processes

Additional information on reporting requirements and compliance requirements for competitive grants may be found on our reporting page.

Contracting and Procurement Information

Procurement under a federal grant award has requirements that may be different from your usual practices. The key guidance for actions related to contracting and procurement is found in 2 CFR 200, particularly 2 CFR 200.317 to 200.326. We have provided sample documentation below to assist you in documenting procurement actions, but the samples are not intended to be a comprehensive list. State governments should follow their own standards and practices; all other grant recipients, including organizations that receive a sub-grant from a state government, need to comply with 2 CFR 200.

Common Mistakes in Procurement

Based on data from the Federal Emergency Management Agency (FEMA), the top 10 procurement mistakes that lead to questioned or disallowed costs under an audit are:
  1. Restricting full and open competition
    • Don't place unreasonable restrictions on firms or specify only a specific, brand name products
    • Don't use geographical preferences in the evaluation of bids or proposals
    • Don't allow contractors to draft contract documents or specifications and then also bid or compete for the same contract
    • Don't award noncompetitive contracts to firms on retainer contracts
    • Do review 2 CFR 200, your grant agreement, and the HPF Grants Manual
    • Do have written standards of conduct covering conflicts of interest and governing the performance of your employees engaged in contract award and administration

    As a reminder, there are five main ways of procurement under Federal grants:
    • Micropurchase ($10,000 and under)
    • Small purchase (above $10,000, below $250,000)
    • Sealed bids
    • Competitive proposals
    • Noncompetitive proposals, also called sole sourcing (not usually allowed; confirm with your grant manager before proceeding)
  2. Not performing a detailed price or cost analysis for procurement actions above $250,000
  3. Improper sole-sourcing (noncompetitive) procurement
  4. Continuing work that was approved to be sole-sourced during a public emergency after the urgent need as ended
  5. Not making and documenting efforts to take all socioeconomic "affirmative" steps, particularly those described in 2 CFR 200.321
  6. Improper awarding of a "time-and-materials" contract. A time-and-materials contract will require significant oversight on your part. See 2 CFR 200.318(j).
  7. Not including the required contract clauses as required by 2 CFR 200.326 and Appendix II to 2 CFR 200.
  8. Awarding "cost-plus-percentage-of-cost" or "percentage-of-construction-cost" contracts
  9. Awarding a contract to contractors that have been suspended or debarred
    • A contractor that has been suspended or disbarred by a federal agency cannot receive a federal award or contract. You can easily check to verify that a potential vendor has not been disbarred by checking the System for Award Management (SAM).
  10. Not documenting all steps of a procurement action
    • You should be able to demonstrate, through documentation, what actions you took, why, and why a choice was reasonable.

Sample Optional Forms for Grantees

Sample Donated Labor Valuation Form and Time Sheet
Sample Donated Equipment Valuation Form
Sample Donated Material Valuation Form
Sample Competitive Negotiation and Small Purchases Documentation Form
Sample Sub-grant/Contract Payment Approval Checklist

Grant Project Publicity, Program Acknowledgment, & Logo Requirements

Sample Press Release and Publicity Statement
Project Sign Guidance

Save America's Treasures Logo Information

Save America's Treasures Logo Specifications (.pdf)
Save America's Treasures Logo (In Adobe Fireworks format)
Save America's Treasures Logo (In TIF file format)

Tips on Using Reporting Data to Help Your Organization

Collecting and using metrics help you and others determine if a project is a success and/or help identify areas where there can be improvement. This can assist an organization in getting additional support for its future projects. Voluntary metrics to consider when reporting on grant-assisted accomplishments:
  • number of volunteers
  • volunteer hours
  • new business(es)
  • new jobs
  • net new jobs
  • value (in dollars) of rehabilitation/construction
  • value (in dollars) of public improvements
  • economic development
    1. measures that can be applied immediately
      • number of attendees
      • number of individuals involved in community problem solving
      • number of issues brought up at community meetings
      • percentage of issues resolved (as measure of community leadership/engagement)
      • number of new economic development activities
    2. measures applied after at least one reporting round that document lessons learned
      • number of communitiy activities
      • number of community accomplishments (recognition activities by the larger community)
      • number of visitors
      • dollars spent to date
      • number of upgraded facilities
    3. measures applied after at least two reporting rounds that document how data from #1 and #2 have been collected, analyzed and used; these are long-term changes
      • number of mentions that highlight the visibility of completed project(s) in social media, print media, or radio/TV; these mentions might also talk about the community or place in direct relation to the grant-assisted work
      • percentage increase or decrease of people who perceive the community as a good place to live
      • number of new development (redevelopment) areas or former industrial spaces repurposed
      • number of new employment opportunities created
      • number of educational programs

The economic development metrics were originally developed by the Arizona Department of Parks and Tourism and have been slightly modified.