Once City Council authorizes a funding award, the City will enter into a contract with the organization to establish procedures and responsibilities for both the City and the contractor. No contract will be executed prior to City Council adoption of the ordinance approving a contract.
In order for the City to enter into an agreement, the following pre-contract materials will be required:
Budget modification form (if applicable)
If the NTDF award was less than the requested amount as shown in the application budget, a budget modification form must be submitted to demonstrate the redistribution of the NTDF award among the eligible expenditures. Only those expenses outlined and approved as part of the original application may be used in the budget modification. The modified budget is subject to approval by city staff. The Budget Modification form may be obtained from staff or online.
Certificate of Insurance
Contractors will be required to provide a Certificate of Insurance that meets the City’s required limits of liability due at the time of contract signing. The certificate must also show the City of Kansas City, Missouri as an additional insured. Insurance costs are an allowable budgetary expense if awarded funding.
If the organization is approved for an NTDF award in the amount of $5,000 or more, an employee affidavit consisting of a signed notarized document verifying the employer’s compliance and affirming that said employer has registered with and utilizes the federal work program known as E-verify will be required. The electronic programs employers use form I-9 (Employment Eligibility Verification) to confirm eligibility to work in the United States. The Memorandum of Understanding (MOU) explains certain features of the E-verify program and describes specific responsibilities of the Employer, the Social Security Administration (SSA), and DHS (Department of Homeland Security).
In order for the City to issue payments, the organization must be registered as a vendor with the City of Kansas City, Missouri. A W9 must be completed and submitted in order to be assigned a vendor code. The W9 will be due prior to contract execution. For more information, call the General Services Department at 816-513-1598.
Contractors will be required to acknowledge the City’s support in all appropriate materials and media. The organization must include the Neighborhood Tourist Development Fund logo and/or credit the Neighborhood Tourist Development Fund in all marketing and advertising as follows: “This project is supported in part by the City of Kansas City, Missouri Neighborhood Tourist Development Fund”.
Following the activity/project, a Final 90-day Report Form must be submitted for final reimbursement process. The final report must be submitted no later than 90 days after completion of the activity/project. For contracts that are $20,000 and over, the Financial Affidavit must be submitted with the 90-Day Report Form. The organization must transmit the request for reimbursement on the required form and provide front and back copies of the canceled check with an invoice for every expense. A Vendor ACH Application must be completed if an organization wishes to have reimbursements directly deposited into its bank account.