Commonwealth of Pennsylvania
Department of Environmental Protection
Mine Map Grant
MMG
MMG Agreement
Formal Amendment Proposal
TableofContents
Guidance ............................................................................................................................................. 1 Objectives of the MMG Application ......................................................................................................... 1 Benefits of Mine Maps, Images and Data in Electronic Form ................................................................... 1 Proposing Amendments to MMGs ........................................................................................................... 1 Informal and Formal Amendment Proposal Requirements ...................................................................... 2 Budgets and Cost Reimbursements .......................................................................................................... 2 Amendment Application Timeline ............................................................................................................ 3 Contact Information .................................................................................................................................. 3 Amendment Evaluation Criteria – Grantee Qualifications, Requirements and Preferences by Project Categories ................................................................................................... 3 Other Preferences ..................................................................................................................................... 5 Administrative Expenses ........................................................................................................................... 5 Subcontracting .......................................................................................................................................... 5 Funds Use Limitations ............................................................................................................................... 5 Data Management .................................................................................................................................... 6 Travel......................................................................................................................................................... 6 Grantee Requirements .............................................................................................................................. 6 Formal Amendment Proposal .............................................................................................................. 7 Amendment Proposal Form ...................................................................................................................... 7 Detailed Budget ................................................................................................................................. 10 Information About the Detailed Budget ................................................................................................. 10 Detailed Budget Form Instructions ......................................................................................................... 11 Certification ............................................................................................................................................. 12 Detailed Budget Forms with Summary .................................................................................. Attachment I Attachments I Detailed Budget Forms with Summary (Provided at www.pamsi.org/MMG.html) II Mine Map Processing Standards (Provided at www.pamsi.org/MMG.html) III Data Management Guidance (Provided at www.pamsi.org/MMG.html) IV Mine Map and Data Examples (Provided at www.pamsi.org/MMG.html) V Commonwealth Travel Manual (Provided at www.pamsi.org/MMG.html) VI Commonwealth Investment Criteria (Provided at www.pamsi.org/MMG.html) GUIDANCE
OBJECTIVES OF THE MMG
The MMG Program offers competitive grants for the efficient and economical processing of
mine maps (indexing, restoring/preserving, scanning, georeferencing and vectorizing) and mine
related data and images into electronic forms that can be stored and used in computer systems.
To promote the technical training opportunities that are available through this work and to enjoy
the benefits to the Commonwealth of Pennsylvania that are derived from a work force trained in
these technical skills, preferences are given to proposed MMG projects that provide the greatest
opportunities for students to learn to use the technologies associated with map and data
processing, and grants are limited to institutions of higher learning and to incorporated nonprofit
organizations located in Pennsylvania.
BENEFITS OF MINE MAPS, IMAGES AND DATA IN ELECTRONIC FORM
Electronic maps can be provided and shared over computer networks including the internet. As a
result, mining information in electronic form provides open and direct access to the mining
images and data to those who use the information, including mine operators, government
agencies, builders/developers, learning institutions and property owners. Of particular value are
maps that have been geospatially related through the georeferencing process because those maps
have been processed into coordinate systems that allow the maps to be viewed in spatial relation
to each other. In addition to the map images, mine map data that has been processed into
electronic databases and geodatabases can be extracted into reports and exported into various
formats including spreadsheets, which allows the data to be further stored, sorted and analyzed
through the use of computer applications.
PROPOSING AMENDMENTS TO MMGs
Amendments to existing MMGs that are proposed by grantees will be considered by DEP if the
amendments will benefit the objectives of the MMG Program. Examples of beneficial proposals
include the: processing of additional maps; the addition of map processing work not previously
performed by a grantee, such as georeferencing and vectorizing when a grant previously included
only map scanning; the purchase of a scanner that improves the quality or quantity of work; the
addition of employees to increase the quantity or the scope of work, or additional employees or
equipment to facilitate the conveyance of map processing technologies and skills to students
pursuing an education in the spatial data processing fields.
MMG agreements may be amended during the period of time in which a grant is in effect subject
to the provisions of the MMG agreement, most specifically provided in Attachment C.3 of the
agreement, and applicable administrative law, and with the mutual consent of the grantor, the
Department of Environmental Protection (DEP), and the grantees. There are two amendment
processes, the informal, which requires only the mutual consent of the MMG managers, and the
formal that requires not only the agreement of the parties but also legal and fiscal review and
approval.
1 INFORMAL AND FORMAL AMENDMENT PROPOSAL REQUIREMENTS
Minor changes to the grant agreement, as further described in this section, are made through the
informal amendment process and require only the written mutual consent of both parties, which
must be established by the MMG grantor and grantee managers in an email submitted through
the MMG email resource account at [email protected]. The informal process is used to make
minor changes to a grant agreement that do not add money or scope of work to a grant. (Note:
The scope of work in a grant is defined by and restricted to the processing categories; indexing,
restoring/preserving, scanning, georeferencing and vectorizing, that are established in the grant
agreement. Adding a work category, say, georeferrencing, to a grant that authorizes only
scanning constitutes a major change and requires a formal amendment.) Informal amendments
include: (1) Changes to the duration of the grant, usually the addition of time to extend the
performance period of a grant agreement that does not add money; (2) Changes to the inventory
of items being processed, usually the addition of maps, images or data that does not add money
or change the scope of work: (3) Moving money from one processing category to another
processing or expense category, which includes funding shifts for the purchase of equipment,
supplies and maintenance.
Major changes to grants either add money, scope of work (index, restore/preserve, scan,
georeference and vectorize) or add both to a grant, and are made through the formal amendment
process. It requires a written proposal by the grantee that includes the submission of a completed
Formal Amendment Proposal Form, including a budget if additional funds are requested. The
form is provided on the MMG grantee’s web site at http://www.pamsi.org/mmg.html. The
formal process first requires that the parties successfully negotiate the terms of the amendment.
Then, legal and fiscal approvals are solicited, which normally take about 30 to 60 days.
BUDGETS AND COST REIMBURSEMENTS
Proposals for formal amendments to a MMG contain budget templates similar to those you
provided in the MMG solicitation. Budgets must be submitted if additional funds are requested.
As in the grant solicitations, budgets do not establish the amount of the payments that will be
made under a grant, they establish unit costs. Grantees are reimbursed for the actual costs they
incur under the grant on the basis of the unit costs established in the detailed budgets. The
detailed budgets in the amendment proposal template provided by DEP contain average
processing times, which are based on the map and data processing experiences that DEP has
measured. Grantees may use those estimates or provide their own in their detailed budgets in
their amendment proposal. Again, although time and costs will be negotiated based upon the
grantees proposal and the DEP’s experience, the actual payments made to grantees under a grant
are reimbursements for the actual work performed and expenses incurred. MMGs do not provide
fixed payments for periodic service. Payments are made to reimburse grantees for the time and
other expenses incurred in the performance of the work authorized under their grant. Any
ambiguities that DEP experiences in the invoicing of costs submitted by grantees are subject to
audits by DEP and the offices of the Comptroller, Auditor General and Attorney General.
2 AMENDMENT APPLICATION TIMELINE
Informal amendments may be made at any time within the term of the grant. However, formal
amendments must be requested at least 90 days prior to the expiration date of an existing MMG
agreement to allow enough time to process the formal amendment before the grant agreement
expires. The Formal Amendment Proposal package must be submitted to the MMG resource
account at [email protected].
CONTACT INFORMATION
Grantees are encouraged to discuss all proposed changes to their grant with the DEP manager
assigned to their grant. Questions can be submitted in writing to the MMG resource email
account, [email protected].
AMENDMENT EVALUATION CRITERIA – GRANTEE QUALIFICATIONS,
REQUIREMENTS AND PREFERENCES BY PROJECT CATEGORIES
Just as with the original solicitation of grant proposals, proposals to amend existing grants are
evaluated to assure that economy, efficiency and learning opportunities for students and
employees are provided. Although informal amendments do not compete for additional funding,
DEP still scrutinizes the ability of the grantees to economically accomplish the processing tasks
proposed and may deem it in the best interest of the MMG Project. In addition to the cost
aspects, this section contains essential information about the criteria that will be used to evaluate
amendment proposals. Refer to this information as you complete your proposal form and fully
describe your skills, abilities and other resources in your application.
Mine Map, Data and Image Restoration and Preservation
Grantees must have the ability to perform professional restoration preservation work on mine
maps and related materials provided by or approved for processing by the DEP in accordance
with standards established by the American Institute for Conservation of Historic and Artistic
Works (AIC). Work may include mending and re-lining, cleaning (including dry cleaning),
humidification and flattening, tape removal and adhesive reduction.
Preference will be given to grantees: (1) with staff that have demonstrated experience in
professional preservation work on large-sized documents or maps composed of paper, linen,
canvas, or vellum; (2) that employ or contract with a professional conservator who has achieved
at least an undergraduate university degree (or the international equivalent) and completed at
least two years of basic conservation training and three years of experience in his/her special
field beyond the training period (third/fourth year degree program internships are considered
training), as established by AIC; and (3) that have, or that have demonstrated the ability within
their grant application to obtain, or to obtain the use of, equipment and facilities that are
sufficient to enable the staff to carry out conservation activities such as examination,
documentation, treatment, preventative care, and temporary storage of the mine maps. Grantees
seeking preference must select the “Complex” level for this project category in the proposal.
3 Mine Map, Data and Image Scanning
Grantees must have the ability to perform professional scanning work of mine maps and other
related materials provided by or approved for processing by DEP in accordance with standards
established in the Mine Map Processing Standards (Attachment I) and DEP’s Guidance for Data
Management (Attachment II), and produce electronic Tagged Image File Format (TIFF) files at a
resolution of 400 dpi and processed as RGB true color 24 bit uncompressed TIFF images, unless
the original map, image or data size is so large as to require scanning using a large format
scanner, such as a Cruse Camera Scanner, in which case the highest obtainable resolution dpi up
to 400 dpi shall be acceptable. Any deviations from the prescribed maps standards must be
authorized by DEP.
Grantees must also have the ability to evaluate maps and precisely follow map identification
procedures to name individual maps and enter the appropriate data associated with a map into
databases and spreadsheets especially into the Pennsylvania Historical Underground Mine Map
Information System (PHUMMIS), as prescribed by DEP.
Preference will be given to grantees that have demonstrated experience in scanning documents
especially those with experience with large format documents, maps and bound materials and
who own, lease or have access to use a large format scanner, such as a Cruse Camera Scanner,
and other types of specialty scanners that are designed to process bound materials, which they
agree to use for the MMG.
Mine Map Georeferencing
Grantees must have the ability to perform professional georeferencing (a process that relates a
feature on a map to a point in space) work on electronic TIFF files and MrSID compressed
images of scanned mine maps provided by or approved for processing by DEP and to do so in
accordance with the georeferencing standards established in the Mine Map Processing Standards
(Attachment I) and DEP’s Guidance for Data Management (Attachment II) or as otherwise
authorized by DEP as part of the grant agreement. This work may require the grantee to utilize
hardcopy maps and data, various computer software applications and data sources. The most
difficult assignments may require field survey work, as approved by DEP.
Preference will be given to grantees that have demonstrated experience in georeferencing map
images and that, when directed by DEP, are able to conduct field work to gather map control
points required for georeferencing. See Attachment IV at www.pamsi.org/MMG.html for the
Commonwealth Travel Policy that will apply to all travel conducted under the MMG. Travel
will be reimbursed in accordance with Commonwealth Travel requirements. Additional
consideration will be given to learning institutions and nonprofit organizations that, as deemed
by DEP, have sufficient experience and staff trained in map georeferencing to provide project
supervision, quality control and quality assurance services.
4 Mine Map Vectorizing
Grantees must have the ability to perform professional vectorizing work on georeferenced
electronic MrSID files of scanned mine maps. Vectorizing project work shall be completed to
levels of accuracy and precision in accordance with the standards established in the Mine Map
Processing Standards (Attachment I) and DEP’s Guidance for Data Management (Attachment II)
or as otherwise authorized by DEP as part of the grant agreement.
Preference will be given to grantees that have demonstrated experience in vectorizing map
images. Additional consideration will be given to learning institutions and nonprofit
organizations that, as deemed by DEP, have sufficient experience and staff trained in map
vectorizing to provide project supervision, quality control and quality assurance services.
OTHER PREFERENCES
Preferences will be given to amendment proposals that (1) propose projects that address the
Commonwealth Investment Criteria that increases job opportunities and fosters sustainable
businesses; (2) employ or engage mine engineering staff or other technical mining staff who can
interpret complex mine maps and identify map features, which requires mining expertise; (3) are
learning institutions; and (4) have the ability to process complex and difficult inventories or
maps and data, which may include travel.
ADMINISTRATIVE EXPENSES
Administrative expenses may include, but are not limited to: salaries and benefits or contractual
costs of employees not directly working on an MMG, such as human resources staff, legal
counsel, accountants, secretaries, clerks, and general business managers. Other administrative
expenses for items not fully dedicated to the MMG may include the following but only in
proportion to the utility they provide to the MMG when related to the overall utility they provide
to the applicant’s/grantee’s operations: equipment, materials and supplies; fees, insurance costs;
audit fees; printing; office cleaning; professional fees; rents; utilities; communications charges;
computing costs and other incidental items, as will be stipulated in an MMG agreement.
SUBCONTRACTING
All subcontractors must be preapproved by DEP. Any changes to subcontractors during the
grant period must be approved by DEP. Failure to comply may result in the immediate
termination of a grant. Institutions and organizations partnering on projects must identify a
single entity as the applicant. All others must be identified as subcontractors.
FUNDS USE LIMITATIONS
The combined costs of equipment, materials and supplies may not exceed 20 percent of the total
amount of the grant request. Subject to approval, administrative costs may not exceed 10 percent
of the total amount of a grant request. Subcontractor costs may not exceed 20 percent of the total
amount of a grant request.
5 DATA MANAGEMENT
All work products developed under the MMG including data and any programing and
uncompiled source code that is required for reproduction or reprocessing of the work products
becomes the property of DEP. All work products must be submitted in accordance with the
specifications provided in the Mine Map Processing Standards and DEP’s Guidance for Data
Management (see attachments) or as otherwise specified by DEP.
TRAVEL
Travel expenses incurred under the MMG are reimbursed according to the provisions of the
Commonwealth Travel Manual. For budgetary purposes, incidental travel, such as the
transportation of mine maps and data from one facility to another, is established/imputed at
5 percent of a grant award. It is required to be calculated for each Project Category in the Budget
Summary of the Application Form, for which an applicants is seeking funds. (Note: After a
grant is awarded, travel that is beyond incidental travel, such as extended overnight travel
required for field work associated with the georeferencing mine maps, must be preauthorized by
DEP and will be limited to 25 percent of the amount of a grant award.)
GRANTEE REQUIREMENTS
Those awarded grants must do the following:
1. Enter into a formal grant agreement with DEP that will include a budget and terms,
general conditions, and special conditions.
2. Submit all proposals, informal and formal, via the MMG email resource account at
[email protected], and follow all the prescribed procedures, as established by DEP, to
informally or formally amend a grant.
3. Complete and deliver all project work that is eligible for payment, including associated
reports and invoices, as specified in the MMG Agreement.
4. Conduct all work and incur all costs that are invoiced within the grant period.
5. Provide “Work Progress Reports” and reimbursement “Invoices” for each Grant Project
on a quarterly basis or more frequently if required by DEP. (Electronic forms for the
“Work Progress Reports” and “Invoices” will be provided to the grantees by DEP.
6. Upon the request of DEP, surrender all work materials including notes and computer
programing including uncompiled source codes that are related to the MMG and any
equipment as specified in the MMG Agreement.
7. Add all mine maps and materials provided by DEP to the grantee’s property and casualty
insurance policy at a rate of $100 per map and $1 per page or sheet of documents other
than maps.
6 MINE MAP GRANT
MMG
For DEP use only
FORMAL AMENDMENT
PROPOSAL FORM
2013 Grant Awards
NOTE: Before completing this form, please review the qualifications, standards and specifications provided in the Guidance
Section of this document. Add pages to the proposal if more space is needed to answer any question. You may submit any other
information with this proposal that you consider to be relevant.
1. GRANTEE INFORMATION:
Organization Name:
Address:
Zip+4:
Contact Name (Grantee MMG Manager):
Telephone:
Fax:
E-Mail:
Federal Employer ID #/SAP Vendor #:
2. TYPES OF ELIGIBILE ORGANIZATIONS: (Select one) Learning Institution
3. MMG PROJECT(S):
Incorporated Nonprofit
Select one or more category. Examples of mine maps and data with descriptions of processing
difficulties are provided at http://www.pamsi.org/MMG.html.
CATEGORY
Select One or More
Restore/Preserve
Scan
Georeference
Vectorize
4. Briefly describe the organization and staff who will work on your project(s), including those
of any subcontractors, by project category. (For example: Georeferencing: The staff conducting the
georeferencing will consist of a fulltime project manager, two full time technicians, three college graduate assistants, two
undergraduate…). If the staff is unchanged from your original grant, state “SAME”.
7 5. Describe the facilities and equipment that will be used for the proposed MMG, by project
category. (For example: SCANNING: The scanning facility is located on the Main Campus in a 500 square foot room in
the Main Hall. There is a computer work station (describe) two 52 inch roll scanners (describe) and a very large format
scanner (describe). Other equipment includes…). If the staff is unchanged from your original grant, state
“SAME”.
6. Describe the background and experience of the staff who will work on your project(s), including
subcontractors.
(For example: Restoration and Preservation: The restoration efforts will be lead by a conservator who is a Professional Member in
good standing of AIC with over 10 years of experience in the restoration of printed materials. Technical staff includes two graduate
levels…). If the staff is unchanged from your original grant, state “SAME”.
7. Describe maps of Pennsylvania coal mines that you own and that will be offered for processing
and incorporation into DEP’s map collection. NOTES: After processing, all maps will be returned to the
owners, unless they request in writing they be retained by DEP. Attach to your application a scan image (TIFF format
@ 400 dpi) that is representative of the kind, quality and condition of the maps.
(For example: A collection of maps to which The Conservancy has legal title, is being offered to DEP to be legally incorporated into
its inventory, under which DEP has full control. The maps are of the Excelsior Mine #4, located in the North Side of Pittsburgh, PA,
which mined approximately 40 acres of Pittsburgh coal. The collection consists of 440 map sheets…. A sample map is attached.).
If none, state “NONE”.
8. Describe how your proposal addresses the Commonwealth Investment Criteria, which increases
job opportunities and fosters sustainable businesses. NOTE: See Commonwealth Investment Criteria
(Attachment V). If not addressed, state “N/A”.
8 9. Will your proposed amendments require travel, including overnight travel and require field
NO
exploration work to remote and mountainous locations?
YES
NOTE: All transportation is reimbursed at rates and costs established in the Commonwealth Travel Manual.
10. Will your proposal employ or will you engage mine engineering staff that will be assigned to the
NO
NOTE: If yes, make sure to describe in item 6 of this application.
MMG?
YES
11. Provide only the names, addresses and Federal Employer ID #/SAP Vendor # for all
subcontractors that would be newly added by the proposed amendments. If none, state “NONE”.
12. Describe any conferences you propose to attend and if you will be making presentations at the
conferences or state N/A if not applicable. Note: Students or interns must assist in the
conference. Consult you DEP MMG manager for further details.
13. Complete and attach as part of this proposal a Detailed Budget Form for each Project Category and
Subcategory, for which you are requesting funding.
14. Complete and attach as part of this proposal a Budget Summary Form.
15. Attach any other information that is relevant to and supports your proposal.
9 DETAILED BUDGETS WITH BUDGET SUMMARY
INFORMATION ABOUT THE BUDGET
PURPOSE: Detailed Budgets and the Budget Summary in the grant amendment proposals are used by
grantees to define the efforts and costs they propose and by DEP to evaluate the efforts and costs and then
determine and establish limits of funding that will be provided to achieve the goals that are established in the
grant amendment. Although hourly rates and spending limits for equipment, materials and supplies are
established in the budgets that finally become part of a grant amendment, grantees are only reimbursed for
the actual costs they incur pursuant to the work they provide under a grant amendment. As a result, the
actual cost to process any particular work item may cost more or less than the cost demonstrated in a budget.
METHODOLOGY: MMG Detailed Budgets rely on a method of average processing times to develop costs.
That method is used because the thousands of mine maps and other items that are to be processed under
the MMG have been produced over a time period spanning more than a century and they can vary widely in
size, quality, condition and complexity. (See www.pamsi.org/MMG.html for examples of mine maps and
materials.) To assist the grantees with the budgetary complexity associated with the disparate map
inventories and processing requirements, DEP suggests average processing times that may be used by the
grantees in their grant amendment proposal form. Grantees may also use processing times that they have
developed. Proposals that demonstrate the greatest economy, efficiency and quality in the processing of
maps, images and data will have preference to the limited MMG funds.
The Detailed Budget establishes the expenses on a line item basis, the unit costs for the line items, and the
amount of work a grantee proposes to conduct for a particular Project Category. The costs provided by the
grantee will be evaluated by DEP to determine the appropriateness of the employee types and costs.
Total costs for each Project Category/Subcategory in the Detailed Budget are then reflected in the Budget
Summary. The Budget Summary tallies the Project Category amounts as well as the Administrative and
Equipment, Materials & Supplies expenses and establishes the total amount of a grant request. The actual
amount of a grant awarded and the extent of the work to be assigned under a grant are established in a grant
agreement.
In this methodology, DEP provides the Total Processing Time per Item for a typical work item (e.g. scanning
or georeferencing a typical mine map) in a Project Category or Subcategory. An applicant then apportions
that time among employees and, if applicable, subcontractors and provides Hourly Cost data.
A quantity factor (Number of Maps or Items) is chosen by the applicant and applied to every individual
working in the Project Category.
Time must be apportioned to every individual working on a Project
Category. The shortest amount of time that can be apportioned is one half minute. Unit and Extended Costs
must be calculated for each individual. The Extended Costs are tallied and the Project Category costs
(Subcategories within a Category are combined), are entered into the Budget Summary, which establishes
the amount of a grant request.
REQUIREMENTS: Applicants must use the Total Processing Time per Item that is provided by DEP and
apportion work effort among its employees and subcontractors, if applicable, so that the total time for
processing an item is equal to the overall Processing Time per Item that is allotted. Failure to use the exact
time provided for a Project Category or Subcategory will result in the elimination of that Project Category or
Subcategory from an application.
FUNDING LIMITATIONS: As a percentage of the total funds requested, funds are limited as follows:
Subcontractor costs are limited to 20 percent; Subject to approval, administrative costs are limited to 10
percent, Equipment, Materials and Supplies combined costs are limited to 20 percent. Funds awarded will be
subject to the same limitations.
10 DETAILED BUDGET FORM WITH BUDGET SUMMARY INSTRUCTIONS
INTRODUCTION: Detailed Budgets with their Budget Summary for MMG amendments must reflect
the estimated time and numbers of items that each employee type or subcontractor will actually be
processing under the amendment.
1. Complete and attach to this proposal a Detail Budget Form for each Grant Project Category
or Subcategory for which you are making a funding request and complete and attach a
Budget Summary Form. Complete only one form for all Administrative and the Equipment,
Supplies & Materials Expenses. However, use multiple sheets per category, if needed.
2. Print/type the grantee name on each Detailed Budget Form, and on any attachments to the
Detailed Budget Forms, as the name appears on the Amendment Proposal Form.
3. Subcontractor costs are capped at 20 percent of the amount of the total grant request.
4. Round all cost to the nearest dollar.
5. Round all time to the nearest minute.
6. For each line item you select or develop, enter the cost, time and quantity data and calculate
the Unit and Extended Costs.
7. Enter a lump sum for the total Administrative Costs, which, subject to approval, are capped
at 10 percent of the amount of the total grant request.
8. Specify Other Employee Types.
9. Enter a brief description of Equipment, Materials and Supplies and attach documentation for
each item.
10. Tally the Equipment, Materials and Supplies Costs, which are capped at 20 percent of the
amount of the total grant request.
11. Project Category and other totals except for Indirect Costs are automatically entered into the
corresponding amount in the Budget Summary. Grantees must enter the Total Indirect
Cost, which are limited to 45 percent of the total amount of the grant amendment, directly
into the Budget Summary form.
12. Use the Employee Types provided on the forms or specify the type if using others.
13. List each Subcontractor and the Employee Types the subcontractors provide.
14. Conference attendance must include the participation of students/interns that are employees
of the grantee.
11 CERTIFICATION AND SIGNATURE OF GRANTEE (REQUIRED)
APPLICANT: I certify that the information in this proposal is true and correct to the best of
my knowledge.
Grantee Organization
Date
Grantee Manager Signature
Title
___________________________________________________
Print Name
12