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Regrant Program

Grants to New Mexico Nonprofits, Schools, IHEs,
and Agencies to Preserve Historical Resources

Agency Type:


Funding Source:

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New Mexico Historical Records Advisory Board (NMHRAB)

Conf. Date:


Deadline Date:

02/13/18 4:00 PM


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Grants of up to $8,500 to New Mexico nonprofit organizations, government agencies, schools, and IHEs to improve access to and preservation of state historical resources. Funding is available for preservation projects, access projects, training programs, research projects, promotional programs, and program development activities.

The grant program is for the purpose of strengthening and supporting records programs in New Mexico. Grants are awarded annually to applicants who demonstrate need, financially and programmatically, and show commitment to solving problems associated with the preservation of and access to their historical records.

Types of Projects Funded:

Preference will be given to those projects that directly address funding priorities. Examples of projects that could be funded include:

-Preservation projects that mitigate unstable or deteriorating historical records through conservation treatment, or reformatting of the records through microfilming.

-Access projects that promote the availability of historical records. Examples include: processing collections through arrangement and description; indexing; creating electronic catalog records; automating finding aids; digitizing historical records; placing copies in other repositories that have agreed to accept them.

-Training programs that focus on developing best practices that can be used to train staff in more than one repository or in a repository experiencing high turnover.

-Research projects that provide original scholarly exposition or interpretation of documentary evidence of New Mexico history based on original records for general usage. Since these projects are a lower funding priority, proposals must be very well developed if funding is to be obtained.

-Promotional programs that promote the preservation or access to historical documents such as conferences, workshops, symposia, audio/visual presentations, etc.

-Program development projects that establish or elevate standards of archival or records management practice in the application repository. This approach involves surveys of collections, assessment of environmental controls and establishment of records management programs

The NMHRAB highest priorities ranked in order:
1. Preservation
2. Access and Training

Secondary priorities:
1. Documentary Research
2. Programs that promote New Mexico history, such as exhibits, conferences, and documentaries
3. Development of records and archival management programs

Priority is also given to first time applicants and tribal and underserved communities.

-The applicant must demonstrate financial need and that it is prepared to carry out the objective of the proposal within the grant period.
-The applicant must describe the records covered by the proposal and their importance in documenting New Mexico's history.
-The applicant must have custody of, or consult with organizations that have custody of, historically significant original records.
-Records treated in the proposed project must be made available for public research unless specific exemption is granted by the NMHRAB. Proposals submitted by tribal governments, for example, may be excluded from this criterion.
-A person qualified by credentials or training to carry out the objectives of the proposed project must supervise the project. Organizations must have a mechanism for evaluating the impact of the project on their historical records' environment.
-All digitization projects shall follow the scanning guidelines specified by the State Records Center and Archives for creating master copies.

Grant funds may be used to supplement organizational staff or hire temporary staff, but cannot be used to supplant the organization’s staffing budget. Grant funds may also be used to pay indirect costs and to purchase hardware, software or equipment specifically for the project and costing less than $1,000 per unit. However, staff committed by the organization to the project and equipment and software purchased specifically for the project and costing more than $1,000 per unit can be used as in-kind match.

Consultant fees funded by the grant may not exceed $50.00/hour. Related travel expenses must be within State of New Mexico allowable rates. (See Per Diem and Mileage Act)

Proposals for digitization projects are acceptable only if they take into consideration the issue of migration to newer technologies. Microfilming projects must be justified on the basis of the volume of original records, the demand for usage, or the risk of loss of their content.

GrantWatch ID#:

GrantWatch ID#: 176524

Estimated Size of Grant:

The maximum award is $8,500 per applicant.

Term of Contract:

Notices to proceed will be issued to grantees in September, 2018. No work can begin until a Notice to Proceed is issued.

All work must be completed June 15, 2019.

Additional Eligibility Criteria:

Eligible entities include:

Government organizations:
a. State agencies as prescribed in the Public Records Act; except the state records center and archives;
b. Public schools;
c. District courts;
d. Public colleges and universities and all associated programs;
e. County offices;
f. Municipal offices;
g. Political subdivisions; or
h. Tribal government offices.

Nonprofit organizations, verified as such by:
a. A copy of its tax-exempt or 501(c)(3), or equivalent, status and
b. Evidence that it has made provisions for the transfer of its holdings to a like organization or an appropriate repository upon dissolution.

The applicant must note their organization's DUNS Number on the application form.

Previous grant recipients shall be in compliance with the stipulations of all previous awards in order to continue to be eligible.

Pre-proposal Conference:

Applicants are invited to attend the grant workshops to learn more about the NMHRAB Regrant program, including eligible organizations and projects, changes to the FY19 application and tips to make your application stronger.

Contact Thomas Shumaker (contact details below) RSVP.

Workshops are scheduled for:

October 14, 2017, 11:00 AM
Border Archives Bazaar and Informational Table
Branigan Cultural Center, Las Cruces

October 27, 2017, 11:00 AM
1205 Camino Carlos Rey
Santa Fe

November 3, 2017, 10:00 AM
Branigan Cultural Center
Las Cruces

One-on-one technical assistance is available at the CPR offices in Santa Fe If the grant workshops do not fit with your schedule, you are welcome to schedule a one-on-one meeting with the Grants Administrator to discuss the grant program and your project. Call Thomas Shumaker to schedule.

Pre-Application Information:

Applicants must provide a minimum match valued at 25% of the total cost of the grant award in either cash or in-kind services and/or materials. The in-kind must be rendered during the project period.

Project period is based on the State's fiscal year July 1 through June 30. Generally, Notices to Proceed are issued on or around August 15 for successful applicants.

A Second Call for proposals may be issued in any given fiscal year based on availability of funds.

Completed applications (original and ten copies) must be received on or before February 13, 2015. All applicants are strongly encouraged to submit a draft application by December 1, 2014. Please refer to NMHRAB Grant Program Calendar for established deadlines.

-October 2017: FY19 Grant Application Available

-October 27 and November 3, 2017: Grant Workshop.

-February 13, 2018 by 4:00 PM: Final Application Deadline.

-March, 2018: Request for additional information from applicants. After CPR staff has conducted technical reviews of each application, applicants will be contacted regarding any additional information needed. Applicants will have one week to respond.

-May, 2018: NMHRAB Meeting to evaluate applications and award FY19 grants. The meeting is open to the public and all applicants are encouraged to attend to give a brief presentation on their project and answer questions from Board members.

-June, 2018: Grant award notification letters sent to applicants.

-July - August, 2018: Grant Administrator will contact all successful applicants to finalize scope of work and performance measures, budget and work plan.

-July - August, 2018: Grant agreements/contracts sent to FY19 grantees for signature

-September, 2018: Grant agreements/contracts executed; Purchase Orders completed; Notices to Proceed issued to grantees; No work can begin until a Notice to Proceed is issued.

-January 31, 2019: Interim Grant Reports due.

-June 15, 2019: All work must be completed.

-June 15, 2019: Final Grant Report and Reimbursement Requests due.

Grant Application Checklist:

Grant Program Calendar:


Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Thomas Shumaker, Grants Administrator

URL for Full Text (RFP):

Geographic Focus:

USA: New Mexico