SECTION 320:15-2-3. Application process

(a)   Requests for project proposals. Requests for project proposals shall be distributed at such times as determined by the OHS in the manner provided below.

(b)   Notification, solicitation, and deadlines. Notification of availability of funds, solicitation of proposals, and deadlines for the receipt of application shall be provided, but not limited to, the following organizations or via the following methods:

(1)   Oklahoma Museums Association

(2)   Oklahoma Department of Libraries

(3)   Oklahoma Historical Society website

(4)   Press Release

(c)   Funding. The total amount of funds to be granted, as well as specific grants awarded, will be based on appropriations, unless a revenue shortfall reduces appropriations to the OHS. If this occurs, funds granted will be deducted by the proportionate percentage of the shortfall to the Oklahoma Historical Society's appropriations.

(d)   Typical projects. The following serve as examples of projects that would be eligible for funding. Some of these projects may be accomplished by a grant recipient's staff and/or volunteers, with payments available every quarter or month based on completed work. Some may be accomplished through OHS project teams that work as consultants to the grant recipients. Still other projects may be completed through third-party consultants who are paid quarterly or monthly based on work completed.

(1)   Storage, management, and/or care of collections

(2)   Conducting, transcribing, or cataloging oral histories

(3)   Digital conversion of historical collections

(4)   Preservation assessments

(5)   Emergency Preparedness Efforts

(6)   Environmental assessments and monitoring systems

(7)   Exhibit research, writing, graphic design, fabricating, mounting, and installation

(8)   Production or installation of audio/visual components of exhibits

(9)   Governance capacity building, including board development, constitution and bylaws, or policies and procedures

(10)   Strategic plan/succession planning

(11)   Board, staff, and volunteer training

(12)   Public programs, such as guided tours, classes, or lectures

(13)   Publications

(14)   Historical markers

(15)   Website development

(16)   Regional workshops

(17)   Acquisition of collections

(e)   Application requirements. Application forms will be available online through the Oklahoma Historical Society's website following the announcement of solicitation of proposals. This form must be submitted online following the instructions on the website. Applicants with questions regarding the application may contact the OHS Grants office. Any staff member(s) responding directly to questions regarding the grants process will not be part of the evaluation or award decision process.

(1)   The following information will be requested in the application:

(A)   Project name

(B)   Organization with name and contact information of authorizing official

(C)   Organization status (non-profit, governmental entity, tribal)

(D)   Filing number with the Oklahoma Secretary of State, if applicant organization is a domestic not-for-profit.

(E)   Organization type (museum, historic site, historical society, library with special collection, or archive, etc.)

(F)   Organization description (including, if applicable, existing programs, scope and approximate number of collections, visitation, sources of financial support, participation of board members, and total membership)

(G)   Accessibility to the public (this may include hours of operation, website, social media, workshops, or regularly scheduled meetings)

(H)   Key staff/volunteers (if applicable) and board members

(I)   Project summary

(J)   Plan for project and organizational sustainability

(K)   Project cost

(L)   Amount requested

(M)   Source of ten (10) percent cash match

(N)   Strategic plan (not applicable if grant request is for strategic plan development)

(O)   Organization's annual budget

(P)   Timeline of project

(Q)   Date board of directors approved submitting a project proposal

(R)   Proposed project budget which shall account for items outlined in project narrative, account for applicant organization's cash match, and include quotes from vendors or use of market research to formulate budget

(S)   Any other information as may be requested

(2)   OHS staff will evaluate all project proposals and certify whether each meets the minimum eligibility requirements. Incomplete applications or applications received after the application deadline will not be considered.

(3)   Only one completed application will be considered per organization each grant selection cycle.

(f)   Draft application. Applicant organizations may voluntarily send a draft application to the Grants Administrator for feedback. This draft application must be sent following the guidelines and due date found on the OHS website. Participation in the draft application feedback will not guarantee funding nor will non participation negatively affect an organization's ability to receive funding. The applicant organization is able to accept or disregard in whole or part the recommendations offered by the Grants Administrator. It is important to remember that the Grants Administrator does not have grant decision making authority.

(g)   Application evaluation and awards.

(1)   The OHS staff review committee appointed by the OHS Executive Director, shall rank the proposed projects using the weighted criteria. The OHS staff member(s) designated to facilitate the program and grant application process will be excluded from appointment to this committee.

(2)   Using the established weighted criteria (320:15-2-2[1-6]), a rating of one (1) to five (5) will be applied to each criteria, with one (1) signifying minimum value and five (5) signifying maximum value. The rating then will be multiplied by the weight assigned to each criteria to determine a total value. In making the list for recommendation the OHS staff review committee shall evaluate based on the weighted criteria and adherence to statutory and regulatory program requirements. These requirements are geographic balance, cash match, the existence of a strategic plan for the applicant organization, tribal division, or governmental department, as well as, consideration of failure to meet requirements from past Heritage Grant awards.

(3)   The OHS Executive Director shall submit the staff evaluations and accompanying recommendations to the Oklahoma Heritage Preservation Grant Review Committee for review and recommendation to the full Board.

(4)   The OHS Board of Directors will make the final decision of which projects will be funded, the amount of each grant, and the number of organizations to receive a grant. In awarding grants the Board will, in accordance with statutory requirements, give preference to projects affecting collections, educational programs, and exhibits (53 O.S. Section 415). Because the grant application procedure(s) are not individual proceedings, the awarding of grants by the Board is not subject to appeal under the Administrative Procedures Act.

(5)   The OHS will initiate a contract with each grant recipient.

(6)   The Grants Administrator may contact the applicant organization for clarification or for additional information regarding an application.

(7)   No employee of the OHS shall act as an individually paid third-party vendor for a project with an applicant organization that receives grant funds.

(h)   Payment procedures. Where applicable, payments for projects, programs, services, or activities for the Heritage Preservation Grant Program will be made according to the Central Purchasing Act (74 O.S. Section 85.1 et seq.) and Central Purchasing Rules as established by the Oklahoma Office of Management and Enterprise Services Administrative rules OAC 260:115. Grant recipients must submit documentation for completed work and invoices to receive reimbursement as the project moves forward. All reimbursements will be made after proof that work has been completed.

(i)   Audit.

(1)   The grantee shall retain all books, documents, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form. In accepting any contract with the State, the successful grant recipient agrees any pertinent State or Federal agency will have the right to examine and audit all records relevant to execution and performance of the resultant contract.

(2)   The successful grant recipient is required to retain records relative to the contract for the duration of the contract and for a period of seven (7) years following completion and/or termination of the contract. If an audit, litigation, or other action involving such records is started before the end of the seven (7) year period, the records are required to be maintained for two (2) years from the date that all issues arising out of the action are resolved, or until the end of the seven (7) year retention period, whichever is later.

[Source: Added at 36 Ok Reg 1124, eff 8-12-19; Amended at 37 Ok Reg 1672, eff 9-11-20]