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City of Orono <br />Big Island Archaeological Survey <br />1807-22478 <br />4. PROCEDURES FOR CONTRACTING SERVICES AND MATERIALS <br />a. Any services and/or materials that are expected to cost $20,000 or more must undergo <br />a formal notice and bidding process. <br />b. Any services and/or materials that are expected to cost between $10,000 and $19,999 <br />must be scoped out in writing and offered to a minimum of three (3) bidders. <br />c. Any services and/or materials that are expected to cost between $5,000 and $9,999 <br />must be competitively based on a minimum of three (3) verbal quotes. <br />d. Support documentation of the procurement process utilized to contract services and/or <br />materials must be maintained by the grantee and are subject to examination by <br />Minnesota Historical Society, its designated representatives, or any applicable agency of <br />the State of Minnesota for a minimum of six (6) years from approval date of the Final <br />Report. <br />MAINTAINING GRANT RECORDS FOR AUDIT <br />a. The Grantee must maintain records and accounts consistent with generally accepted <br />accounting principles, and to provide for such fiscal control as is necessary to assure the <br />proper disbursing of and accounting for grant funds. The Grantee must maintain records <br />and accounts (including documentation of the procurement process) for this project on <br />file for a minimum of six (6) years after approval of the Final Report. <br />b. The Grantee agrees to maintain records to document any matching funds claimed as <br />part of the project. The Grantee further agrees to secure reasonable written proof of <br />the value of Staff or Volunteer Labor, and for Donated Materials contributed to the <br />project. <br />c. The Grantee agrees that accounts and supporting documents relating to project <br />expenditures will be adequate to permit an accurate and expeditious audit. An audit <br />may be made at any time by the Society, its designated representatives, or any <br />applicable agency of the State of Minnesota. <br />ACKNOWLEDGEMENT OF SUPPORT <br />a. For restoration/preservation grant projects, the Grantee agrees to post a sign during <br />project work stating: This project has been financed in part with funds provided by the <br />State of Minnesota from the Arts and Cultural Heritage Fund through the Minnesota <br />Historical Society. <br />3 <br />