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All work will conform to the Secretary of the Interio'r's Standards as outlined in <br />the approved Scope of Work Form. Any change to the Scope of Work Form after <br />it is approved must be requested in writing and approved by the Grants Office. <br />No grant funds may be used to pay indirect costs, commonly referred to as <br />overhead. <br />4. PROCEDURES FOR CONTRACTING SERVICES AND MATERIALS <br />Any services and/or materials that are expected to cost $20,000 or more must <br />undergo a formal notice and bidding process. <br />b. Any services and/or materials that are expected to cost between $10,000 and <br />$19,999 must be scoped out in writing and offered to a minimum of three (3) <br />bidders. <br />c. Any services and/or materials that are expected to cost between $5,000 and <br />$9,999 must be competitively based on a minimum of three (3) verbal quotes. <br />d. Support documentation of the procurement process utilized to contract services <br />and/or materials must be maintained by the grantee and are subject to <br />examination by Minnesota Historical Society, its designated representatives, or <br />any applicable agency of the State of Minnesota for a minimum of six (6) years <br />from approval date of the Final Report. <br />5. MAINTAINING GRANT RECORDS FOR AUDIT <br />a. The Grantee must maintain records and accounts consistent with generally <br />accepted accounting principles, and to provide for such fiscal control as is <br />necessary to assure the proper disbursing of and accounting for grant funds. The <br />Grantee must maintain records and accounts (including documentation of the <br />procurement process) for this project on file for a minimum of six (6) years after <br />approval of the Final Report. <br />b. The Grantee agrees to maintain records to document any matching funds <br />claimed as part of the project. The Grantee further agrees to secure reasonable <br />written proof of the value of Staff or Volunteer Labor, and for Donated <br />Materials contributed to the project. <br />The Grantee agrees that accounts and supporting documents relating to project <br />expenditures will be adequate to permit an accurate and expeditious audit. An <br />audit may be made at any time by the Society, its designated representatives, or <br />any applicable agency of the State of Minnesota. <br />44 <br />