HOW TO APPLY FOR A

SPECIAL CATEGORY GRANT

HISTORIC PRESERVATION

GRANTS PROGRAM

Rev 04.2018

GRANTS STAFF

GRANTS SUPERVISOR:

Yasha Rodríguez, FCCM, Ph.D.

GRANTS SPECIALISTS:

Eric Case, M.A., FCCM

Tim Knoepke, M.A.

Drew Begley, FCCM

DEPARTMENT OF STATE

OFFICE OF CULTURAL, HISTORICAL AND INFORMATION

PROGRAMS (OCHIP)

DIVISION OF HISTORICAL RESOURCES (DHR)

HISTORIC PRESERVATION GRANTS PROGRAM

Chapter 267.0617, Florida Statutes

Chapter 1A-39, Florida Administrative Code

Special Category Grant Guidelines

THE SPECIAL CATEGORY GUIDELINES ARE AVAILABLE ON THE GRANTS

PROGRAM WEB SITE:

http://dos.myflorida.com/media/699170/special-category-grant-

guidelines.pdf

THE SPECIAL CATEGORY GRANTS PROGRAM

IS GOVERNED BY

NOTE: Rule and Program Guidelines undergo yearly revision.

RECENT LEGISLATIVE APPROPRIATIONS

FY 2019

FY 2018

FY 2017

FY 2016

FY 2015

FY 2014

Special Category Grants

$2 Million

$6.1 Million

$14 Million

$8.28 Million

$14 Million

$1.89 Million

ELIGIBLE APPLICANTS

• Non-Profit Organizations

• Public entities such as:

• Counties or Municipalities

• School Districts

• State Colleges or Universities

• Agencies of State Government

INELIGIBLE APPLICANTS

• For-Profit Organizations

• Individuals

• Private Residences

NOTE: The project site must be open and regularly accessible to the

general public.

APPLICANT ELIGIBILITY

GRANT APPLICATION CYCLE

FUNDING AVAILABILITY:

• Applications will be evaluated on a competitive basis and the selected

projects will be awarded funds for the following fiscal year (July 1, 2019).

• Funding for Special Category grants is contingent on an annual

appropriation by the Florida Legislature.

Submission Period opens:

April 1, 2018

Submission Period Closes:

June 1, 2018, 5:00 p.m. EST

APPLICATION WEBSITE:

The DOS Grants online system can be accessed at www.DOSgrants.com.

GRANT REQUEST AND MATCH

GRANT REQUEST

• Special Category grants provide assistance up to $500,000.

• Your grant amount must be spent within the 24-month grant period.

MATCH

• Applicant Organizations are required to provide a matching share equal

to the grant award (i.e. 1:1) that must be expended within the 24-month

grant period.

• A minimum of 25% must be cash-on-hand and must be documented

at the time of application. The remaining 75% match may include in-

kind services, volunteer labor, donated materials, and additional cash.

• The match requirement may be reduced for projects located in

economically distressed areas (i.e. REDI-Qualified). State agencies,

state colleges, and state universities are not eligible for match reduction.

RURAL ECONOMIC DEVELOPMENT INITIATIVE

• REDI designation is available to counties and communities meeting specific

economic distress factors.

• REDI list is reviewed annually and is administered by the Department of

Economic Opportunity.

• Applicant Organizations, other than state agencies, state colleges, and state

universities, with a proposed project to be located in a REDI-Qualified area

require only a 25% match.

For more REDI information visit www.floridajobs.org.

CONTACT:

Sean J. Lewis

850.717.8428

sean.lewis@deo.myflorida.com

SPECIAL CATEGORY GRANT

PROJECT TYPES

Geared at the acquisition of historical properties or archeological sites of historic

significance.

ACQUISITION

GREAT OAKS ACQUISITIONHISTORIC PORT THEATER ACQUISITION

When proposing to acquire an archaeological site, the single owner restriction is

not applicable (please refer to Special Category Guidelines for details and

specifications).

Restoration / repairs

Rehabilitation

Condition assessments

Reconstruction

Stabilization of historical

structures / archaeological sites

Relocation

Preparation of measured

drawings and records necessary

to record historical and

archaeological sites and

properties

Preservation plans

DEVELOPMENT

DAYTONA

BEACH

BANDSHELL

CAPE SAN BLAS

LIGHTHOUSE

RELOCATION

BISCAYNE PARK LOG CABIN

EMANUEL POINT II SHIPWRECKResearch at Established Institutions

Field Investigations (including Ground

Penetrating Radar, Side Scan Sonar, etc.)

Specialized Testing (including Radiocarbon

Dating, Geochemical, etc.)

Analysis and Publication of Findings

ARCHAEOLOGY RESEARCH

FORT KING EXCAVATION

FORT KING SITE

L.A.M.P EXCAVATIONS

Research associated to the exhibit

Exhibit design (included specs and renderings)

Fabrication and installation

MUSEUM EXHIBITS

FLMNH Discovery Room

FLMNH Discovery Room

Applicant Organizations must be a governmental or non-profit Florida history museum

established permanently in Florida.

Exhibits must be permanently affixed to the building

KEY SECTIONS

OF THE

GRANT APPLICATION

ORGANIZATION INFORMATION

• The online system (dosgrants.com) will require the user to create an

organization profile and a user profile for the individual preparing and

submitting the application on behalf of the Applicant Organization.

• The system will prompt the user as to how to begin an application.

• Information such as designated Project Contact will be required. This

person and their contact email will used by the Division for all

communication regarding the application.

• FEID number and DUNS number for the Application Organization

must be provided when completing an application.

ORGANIZATION INFORMATION

(CONTINUED)

PROJECT TYPE

SCOPE OF WORK

Explain the proposed project by listing the specific items of work.

Describe in detail:

• Major elements of the proposed project

• How these tasks will be accomplished

• What the end product will be like

The scope of work described should be only that which is projected to be

achievable in the 24-month grant period.

NOTE: For projects involving individual historic properties or

archaeological sites, use the Property Information section to describe

the historic significance of the property.

NON-ALLOWABLE ITEMS

NOTE: Refer to Special Category Guidelines for details and

specifications on allowable and non-allowable items of work.

Applicants are encouraged to pay special attention to non-allowable items

as these cannot be listed as part of the proposed project either to be payed

for by the grant or to be covered by the match. Some examples of non-

allowable items include:

• Expenses incurred prior to July 1, 2019 (the start date of the grant)

• Work not consistent with the Secretary of the Interior’s Guidelines

• Operational expenses and Indirect costs

• Grant administration costs above 5% of the grant award amount request

• Capital improvements to non-historic buildings

• Capital improvements to the interior of religious properties

• Landscaping, Irrigation, and Site Work

• Furniture and Equipment

• Travel expenses

TENTATIVE PROJECT TIMELINE

Project Element Starting Date Ending Date

Request for Proposal July 2019 August 2019

Hire Historic Architect August 2019 September 2019

50% Construction Documents September 2019 October 2019

100% Construction Documents October 2019 November 2019

Restoration Work Commence November 2019 February 2021

Restoration Work Completed February 2021 May 2021

Final Inspection and Report June 2021 June 2021

Submission of Close-out

Documentation to the Division

June 2021 July 2021

TENTATIVE PROJECT TIMELINE EXAMPLE

Identify when major elements will be completed as the project progresses.

BUDGET

• Identify whether the items will be paid by the grant, or covered as cash or

other type of match by the Applicant Organization.

• The DOSGrants.com system will calculate and confirm 1:1 match

requirement (or applicable REDI-qualified reduction) and 25% cash

match requirement based on entries into budget.

• Time dedicated to grant administration by staff employed by the

Applicant Organization is allowable as in-kind match, or an item to be

covered by grant fund, and must be thoroughly documented during the

grant period. Grant administration cannot exceed 5% of the requested

grant amount.

• Identify the major components of the project. If multiple components will

be carried out by the same entity, they can often be consolidated. Most

project budgets will not exceed 10 items.

Budget Item

NumberDescription

Grant

Funds

Cash

Match

In-Kind

MatchTotal

1 Roof repair/replacement $38,000 $27,500 $0 $65,500

2 Masonry repair and restoration $0 $20,000 $0 $20,000

3Architectural engineering and conservation

services$12,000 $0 $0 $12,000

4 Grant administration $0 $0 $2,500 $2,500

TOTAL $50,000 $47,500 $2,500 $100,000

Budget Item

Number

Description Grant

Funds

Cash

Match

In-Kind

Match

Subtotal

1 Field work $9,340 $7,030 $19,800 $36,170

2 Laboratory work $4,080 $3,120 $9,125 $16,325

3 Zooarchaeological analysis $13,000 $0 $0 $13,000

4 Archaeobotanical analysis $10,000 $0 $0 $10,000

5 Radiocarbon dating $12,000 $0 $0 $12,000

6 Grant administration $0 $0 $1,500 $1,500

7 Report preparation $1,600 $2,400 $8,000 $12,000

Total $50,020 $12,550 $38,425 $100,995

ESTIMATED BUDGET EXAMPLE 2

ESTIMATED BUDGET EXAMPLE 1

BUDGET AND MATCH

PROPERTY INFORMATION

Activity Description Date Completed Cost/Value

Plans 8/15/18 $5,000

• Provide a summary of any relevant project-related activities completed at

the time of application submittal.

• Such activities may include architectural studies or plans, preservation

planning activities, archaeological research accomplished such as research

design or previous excavation or site assessment work, or museum exhibit

research and design.

• Should they have already been completed, architectural project

schematics, construction documents, or museum exhibit research and

design schematics must be uploaded

• Work that is completed before the grant period begins is not an eligible

grant or match expense.

HISTORICAL DESIGNATION

NOTE: There is no requirement of National Register listing to apply

for our historic preservation grants, but please provide sufficient

information to allow for historical significance to be fully evaluated.

• For projects involving individual historic properties or archaeological

sites, describe the historical significance of the site.

• Discuss whether the site is listed on, or may be eligible to be

nominated to, the National Register of Historic Places.

• Provide information on any local designations of the site.

CONTACT:

Florida Master Site File

850.245.6440

SiteFile@dos.myflorida.com

Flheritage.com/preservation/master-site-file/

NAMING SUPPORT MATERIALS

• All supplementary information must be uploaded to the online system as

part of the application.

• Identify each file to reflect its contents:

example: U.S.S. Adams Main Photograph

example: Bandshell FMSF form 2016

example: Children’s Museum brochure

• When attempting to submit multiple documents for one attachment (for

instance, photographs), combine them all into one single document and

then upload.

NON-PROFIT ORGANIZATIONS ONLY

• All in-state corporate entities must provide documentation of their

current registration as a Florida non-profit corporation with the

Division of Corporations, Florida Department of State: SunBiz.org.

• Out-of-state corporate entities must include documentation from the

Internal Revenue Service confirming that they are exempt from federal

income tax under section 501(c)(3) or 501(c)(4) of the Internal

Revenue Code.

DOCUMENTATION OF NON-PROFIT STATUS

• Applicant Organizations must

submit a copy of their Substitute W-

9 Form (SW9) at the time of

application. Federal W-9 forms will

not be accepted

• This form can be obtained from the

Department of Financial Services

(DFS) website

https://flvendor.myfloridacfo.com.

• Applicants will need to either create

new log in information or request

this information from whoever

handles your finances.

SUBSTITUTE W-9 FORM

Must contain documentation of all match, including:

Cash-on-hand or pledges (at minimum 25%)

• As documented by a letter or bank statement from the local

government manager or assistant manager, the chair of the

commission, the financial department, or the executive director of

an Non-Profit Organization.

• Public entities can submit copies of approved resolutions that

specify the amount that has been allocated for the project, dated and

signed by an authorizing official.

• Irrevocable pledges from named donors as documented by signed,

dated letters.

DOCUMENTATION OF CONFIRMED MATCH

NOTE: Match that is not adequately documented will be disallowed,

which will reduce the grant award amount. Applications with

inadequate match may be determined ineligible.

DOCUMENTATION OF CONFIRMED MATCH

(CONTINUED)

Volunteer Labor, In-Kind Services, or Donated Materials (maximum 75%

of match):

• For services or labor, estimate the numbers of work hours being

pledged multiplied by the appropriate hourly wage.

• A detailed statement from the individual or entity making the

donation should include a justification of the value or hourly rate.

• An explanation of how it will be used to fulfill the scope of the

project.

NOTE: Match that is not adequately documented will be disallowed,

which will reduce the grant award amount. Applications with

inadequate match may be determined ineligible.

LETTERS OF SUPPORT, ENDORSEMENTS, OR

RESOLUTIONS

• Letters of support are not required, but are recommended.

• If received after the deadline, these documents will be accepted if

received at least one month prior to the Florida Historical Commission

Meeting.

• Please do not send more than 10 letters.

• Form letters are discouraged.

• Letters should be addressed to the Division Director. Dr. Timothy Parsons, Director

Division of Historical Resources

R.A. Gray Building, 4th Floor

500 South Bronough Street

Tallahassee, Florida 32399-0250

LETTERS OF SUPPORT, ENDORSEMENTS, OR

RESOLUTION (CONTINUED)

NOTE: Remember to save the cover sheet and all letters as a single

attachment then upload.

Cover sheet for this attachment

Provide a cover sheet that includes a list of the letters of support,

endorsements, or resolutions included in your application.

Please include in the list:

• Name of sender

• Type of communication (letter, petition, resolution, etc.)

• Organization represented (if applicable)

• Date of the item

PHOTOGRAPHS

Applications must include images

showing:

• Existing conditions

• General views of the site

• Any visible archaeological

features

• Artifacts recovered from

previous work (as applicable)

• Images of appropriate Museum

Site (if applicable)

Cover sheet for this Attachment:

• Either a PDF file or Word document

• List the following for each photograph:

• Property name and location

• Brief description

• Date of the image

For Development Projects,

minimum requirements are:

• Current photographs of all

exterior elevations

• Principal interior spaces

• Significant architectural

features

• Provide historic photographs of

the property (if available)

• Photograph key plan

NOTE: Photographs are important for all

types of projects. For photograph

submission guidelines:

http://dos.myflorida.com/media/696157/

photo-guidelines.pdf

ANDERSON COTTAGE,

FLAGLER COLLEGE

DIXIE MAIN HOUSE

HISTORIC MOVIE PALACE

MIZNER FOUNTAIN

LAMP EXCAVATION

REPRESENTATIVE IMAGE

Designate one of the digital images as the principal view. This image will

be used and shown in the public meeting to represent the project.

Please identify this image with:

• Property Name

• Approximate date of the image

VIZCAYA MUSEUM

NEHRLING GARDENS

DYER COURTHOUSE

ARCHITECTURAL PROJECT SCHEMATICS AND

CONSTRUCTION DOCUMENTS

DEVELOPMENT PROJECTS ONLY

• If completed, submit architectural project schematics and

construction documents in PDF format.

APPRAISAL AND PURCHASE DOCUMENTS

ACQUISITION PROJECTS ONLY

Must include:

• Complete appraisal(s) prepared by a Florida State Certified General

Real Estate Appraiser. Two appraisals are required if the value of the

first appraisal exceeds $500,000.

• A title search

• An executed option or purchase agreement

• Property survey

• A copy of a professional archaeological survey if the property is

being proposed for purchase as a significant archaeological site.

ACQUISITION PROJECTS ONLY

COPY OF TITLE SEARCH AND

CERTIFIED LAND SURVEY

ACQUISITION PROJECTS ONLY

COPY OF EXECUTED OPTION OR

PURCHASE AGREEMENT

ARCHAEOLOGICAL SUPPORTING DOCUMENTS

ARCHAEOLOGY RESEARCH PROJECTS ONLY

• Curriculum vitae for Principal Investigator, and also for key personnel

if already selected.

• Previous archaeological site reports and surveys (if available).

MUSEUM EXHIBIT PROJECTS ONLY

• Curriculum vitae for Project Director, and also for key project research

and exhibit development personnel if already selected.

• Letters of confirmation from lending institutions if objects are to be

loaned from other institutions or individuals for exhibit.

• Letters of commitment from participating institutions if the exhibit is

designed to travel.

EXHIBIT SUPPORTING DOCUMENTS

• Provide meeting minutes, newspaper articles, photographs, and/or public

notices showing immediate threats to the property.

• Threats may include water intrusion, impending demolition, encroaching

development, looting, vandalism, natural forces such as beach erosion

and/or flooding, termite infestation, structural deficiencies, improper

curatorial conditions, and exposure to the elements causing deterioration.

DOCUMENTATION OF THREAT OR ENDANGERMENT

NOTE: All projects

should have

information to

provide here that

speaks to why there

is a need for grant

funding assistance.

LOCAL PROTECTION

• Provide copies of any documents that provide local protection of the

project site.

• This may include:

• Local Protection Ordinances

• Preservation or Conservation Agreements

• Protective or Restrictive Covenants

• Maintenance Agreements

OWNER CONCURRENCE LETTER

SITE-SPECIFIC PROJECTS ONLY

Provide a letter documenting that the applicant has authorization from the

owner of record (if the property or site owner is not the applicant).

• This document should evidence that the owner is supportive of this

grant application and will allow this work to be conducted on the

property if the grant is obtained.

• The property or site owner must be a Non-Profit Organization, local

government, university, or agency of state government, except for

acquisition projects or archaeology research projects.

OPTIONAL MATERIALS

Applicants may use this attachment to provide information not specifically

requested that support the application or better explain the proposed project,

such as:

• Examples of previous work

• Organization brochures, articles, web pages

• Newspaper articles

FLORIDA MASTER SITE FILE FORMS

SITE SPECIFIC PROJECTS ONLY

• Site-specific projects are projects for which work will be conducted

on a single property, such as renovating an historic resource of

conducting fieldwork on an archaeological site.

• Applicants should complete and submit a Site File form with the

application including a photograph and location map. If the property

has been previously recorded, the form provided must be an update.

• Applicants can also choose to specify in the proposed scope and

budget that a Site File form will be completed/updated as part of the

proposed project. If so, please update a letter to this effect in the Site

File Form Support Material attachment and make sure this is also

listed in the proposed scope of work and budget.

• Do not resubmit copies of forms that are already in Site File records.

NOTE: If you need

help completing

the form, please

contact the Site

File Program.

Allow for two (2)

weeks to process

documentation

requests.

CONTACT:

Florida Master Site File

850.245.6440

SiteFile@dos.myflorida.com

Flheritage.com/preservation/master-site-file/

SUBMITTING THE APPLICATION

• The system will allow the user to stop and save at any time.

• Once the application is complete, and the user is satisfied, the button

marked “Submit” will allow for the actual submission of the application.

• The online system will identify errors or issues and prompt the user to

address them prior to a successful submission.

APPLICATION RESTRICTIONS

• An Applicant Organization must not have multiple active Special

Category projects under contract at one time. Any Applicant

Organization on the ranked list that has not completed a previously-

funded Special Category project by July 1, 2019 will be passed over and

the funds will be allocated to the next Applicant Organization on the list

without an active Special Category project under contract. A previously

funded project is considered complete when it has reached 100%

completion as supported by contractor documentation, and the Division

has received complete documentation to request a final grant payment.

NOTE: Refer to Special Category Guidelines for specifics on

application limitations restrictions.

APPLICATION REVIEW

PROCESS

• Determines eligibility of the applicant and the proposed project, as well as

compliance with the Historic Preservation Program and the Special Category

Guidelines.

• Reviews Scope of Work and determines conformity to the standards such as

the Secretary of the Interior’s Standards and Guidelines for Archaeology and

Historic Preservation

• Reviews Budget to confirm eligibility / appropriateness of expenses and

Budget correlation to the Scope of Work.

• Reviews appropriateness of the Tentative Project Timeline.

• Identifies documented Threats or Endangerment.

• Prepares an assessment of each eligible application and provides these to the

Florida Historical Commission (FHC) for their consideration.

NOTE: If clarification is needed, Division staff will contact the Project

Contact via the online system. If the Project Contact does not reply within

the specified time frame, the assessment will include a note to that effect.

DIVISION STAFF REVIEW

FHC REVIEW AND SCORING

• The Florida Historical Commission is provided access to all eligible

applications via the online system.

• Commissioners are able to review remotely all eligible applications and staff

assessments. Each commissioner completes preliminary scoring remotely.

• The FHC meets at the public Special Category Scoring and Ranking

Meeting. Commissioners can change their evaluations after discussing each

application at the meeting, and finalize scores after all application

discussions are complete.

• The scores are averaged per application and those that receive 80 or above

move forward for funding consideration.

• Applications are then be ranked with ties broken by submission order. The

final ranked list is read for record at the public meetings and posted in the

Grants Program’s website.

• The final ranked list will be submitted to the Secretary of State for approval

and then to the Legislature for funding consideration.

EVALUATION CRITERIA (10 TOTAL)

The Florida Historical Commission will evaluate eligible applications using

10 criteria. Each criteria can receive a maximum of 10 point each.

A. Criteria Related to Project Site or Area

• Historic significance

• Endangerment

• Appropriateness of project proposal

B. Criteria Related to the Applicant

• Administrative capabilities

• Adequate financial resources

• Availability of professional and technical resources

C. Criteria Related to Public Benefit

• Compatibility with statewide historic preservation priorities (as

per specified in the Solicitation Notice)

• Educational potential

• Economic benefit

• Public use or benefit

FUNDING PROCESS

APPLICATION

SUBMISSION AND REVIEWDHR Staff reviews applications for eligibility and completeness. Then conducts technical reviews

of eligible applications.

PUBLIC MEETING

REVIEW AND RANKINGFlorida Historical Commission

reviews and scores projects; recommends them to the

Secretary of State.

SECRETARY OF STATE

The Secretary of State reviews the recommended projects list

and submits a total recommended award amount to the Legislature as part of the budget request for

the upcoming fiscal year.

LEGISLATURE

The Legislature negotiates a final budget and submits it to the

Governor for signature

APPROPRIATION

Governor either approves or

vetoes line items and then signs

the budget. Grantees in the

funded list are notified and Grant

Award Agreements are prepared

for review

JULY 1

If funded, grant funds become available

APPLICATION TIMELINE

GRANTS MANAGEMENT WEBINAR

Once the grant cycle starts, the Division will host “HOW TO MANAGE YOUR

GRANT” webinars to aid Grantees in complying and understanding the

responsibilities and requirements related to our grants. Some of the issues

discussed include:

• Grant Award Agreement

• Deliverables

• Expectations

• Deadlines

• Reporting

• Requesting payment

• Closing-out a project

FOR ADDITIONAL INFORMATION

Division Contact:1.800.847.7278 or 850.245.6333

Grants Staff Contact:Yasha Rodríguez, Historic Preservation Supervisor

850.245.6362 yasha.rodriguez@dos.myflorida.com

Tim Knoepke, Historic Preservation Grants Specialist

850.245.6393 timothy.knoepke@dos.myflorida.com

Eric Case, Historic Preservation Grants Specialist

850.245.6338 eric.case@dos.myflorida.com

Drew Begley, Historic Preservation Grants Specialist

850-245-6466 drew.begley@dos.myflorida.com

Physical Address: Division of Historical Resources

R.A. Gray Building, 4th Floor

500 S. Bronough St.

Tallahassee, Florida 32399

Historic Preservation Grants

Program Email:

DHRgrants@dos.myflorida.com

Department of State

Online Application and

Grants System:

DOSgrants.com