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Most of the information provided on this page can be found in your HPF Grants Manual, provided to you with your grant award. The HPF Grants Manual (Word format), (PDF format) can also be found on-line on the DHPA website and at the
Indiana Archives and Records Administration website.
Grant Project Checklist: This checklist (also found in your HPF Grants Manual) is a step-by-step guide for completing your grant project. The checklist references sections of the HPF Grants Manual for guidance and more detailed instructions.
Roles of Project Personnel: Make sure you understand the responsibilities of the Project Coordinator and the Principal Investigator. This explanation will help clarify the roles and responsibilities of the project personnel.
Procurement: Bidding and Contracts
Procurement Guidelines and Requirements: What kinds of services must be bid out? What do bid documents need to include? How are we required to advertise or invite bidders? The Appendix in your HPF Grants Manual will answer all those questions and others. Here it is again to guide you in bidding and contracts.
Info on Contracts Exceeding $100,000: If a contract that includes HPF funds will be over $100,000, it must be publicly advertised in area newspapers. The requirements for those contracts and advertisements are provided here (and can also be found in the HPF Grants Manual, Appendix B).
Required Federal Language for Bids and Contracts: This boilerplate language MUST be included in all bid documents AND contracts. This is the “Full Version” that must be used for all bid documents, project manuals, and contracts. There is an “Abbreviated Version” which is ONLY allowed for newspaper advertisements, and you can find it in the document called, “Info on Contracts Exceeding $100,000.”
If you have any questions regarding bidding or contracts, contact the DHPA Grants Staff! Do not jeopardize your grant funding with improper procurement!
Other Forms and Requirements
Acknowledgment Requirements: Grants that will produce technical reports, publications, printed materials should review the required acknowledgment language for these products. All grant recipients doing press releases to promote their projects are also required to include a statement of acknowledgment. This information can be found in your HPF Grants Manual, but is also provided here for your convenience.
HPF Subgrantee Progress Report (Word format), (PDF format): Quarterly reports are due to the DHPA Grants Staff by July 10th, October 10th, January 10th and April 10th for the duration of your project. Use this form and attach separate pages, if necessary. Reports can be emailed, faxed, or sent by post mail.
HPF Reimbursement Request Form (Word format), (PDF format): Use this cover form to claim reimbursement from your grant funds. This form should be accompanied by appropriate and complete documentation of the 100% of the costs for your project (your funding ratio will be applied to that 100% documentation). For further explanation of the reimbursement process, review your HPF Grants Manual.
Time Work Record: If project sponsor staff or volunteers are being paid or providing match to the project, use the Time Work Record form to keep track of time worked on the project. Note the date, hours, and activity. On the top of the form, note whether the time is donated or paid. Paid time must be documented with a rate of pay (using a pay stub or other mechanism to determine an hourly rate).
Congressional Letters: At some point during your grant project, you must send letters to Indiana’s two U.S. Senators and the U.S. Representative for the district in which the project is located. The information that should be included in your letter is provided here. Since HPF funds are appropriated by Congress, the DHPA instituted this requirement as a way to inform Indiana’s Congressional delegation about how HPF funds are working in Indiana and in their districts. Note that letters to the Indiana General Assembly are not required, but you may choose to inform your state senator and representative, as well.