NTDF Contractor Requirements

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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. Please see the requirements listed below and use the Contractor Workshop powerpoint as a guide.

Pre-Contract Requirements

In order for the City to enter into an agreement, the following pre-contract materials are required:

Vendor Registration

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) 513-0850.

Vendor ACH Application

A Vendor ACH Application must be completed if an organization wishes to have reimbursements directly deposited into its bank account.

Certificate of Insurance

Contractors are required to provide a Certificate of Insurance that meets the City’s required limits of liability due at the time of contract signing and throughout the duration of the contract. Insurance costs are an allowable budgetary expense if awarded funding. All certificates of insurance must contain the following:

  • Insurance companies must have an AM Best rating of “A-V” or better and be licensed or approved by the State of Missouri to do business in Missouri.
  • The City of Kansas City, Missouri must be named as an additional insured.
  • The statement of cancellation notice (located in the lower right-hand corner of the certificate must provide for notification to the City of Kansas City, Missouri in the event of policy cancellation.

Commercial General Liability Coverage

  • The City of Kansas City, Missouri must be named as an additional insured.
  • There must be an annual aggregate of $2 million.
  • There must be a minimum limit of $1 million per occurrence.

Commercial Auto Liability Coverage

  • For applicant entities that own motor vehicles, the entity should also have auto liability coverage with a per occurrence limit of liability of not less than $1 million under an “any autos” coverage basis. If the entity will be leasing, hiring or otherwise temporarily using motor vehicles it does not own to conduct the activities for which funding support is being sought, the “non-owned” and “hired” autos coverage basis will suffice.
  • The dollar limit of liability under this coverage should also be a minimum of $1 million.
  • If “any auto” is not checked, request assessment and approval for waiver of auto insurance.

Workers’ Compensation Coverage (Applies Only to Contractors With 5 or More Full-Time Employees)

Any employer with five (5) or more employees is subject to the State of Missouri Workers’ Compensation statute and must show proof of coverage. If an employer has state-approved self-insurance in place, documentation of that state approval is required and subject to City approval. Coverage must include Employers Liability with limits of $100,000 accident, with a $500,000 disease policy limit and $100,000 disease-each employee.

Employee Affidavit

If your contract is greater than $5,000, you must submit the following forms:

An E-Verify Memorandum of Understanding (MOU) From Homeland Security

E-Verify allows enrolled employers to confirm the eligibility of their employees to work in the United States.  E-Verify employers verify the identity and employment eligibility of newly hired employees by electronically matching information provided by employees on the Form I-9, Employment Eligibility Verification, against records available to the Social Security Administration (SSA) and the Department of Homeland Security (DHS).  Only one person from your organization needs access to the system, and be the person that plans to administer the enrollment process and the verification of new employees.  If there are no actual employees for your organization, and you can indicate that during the enrollment process.  Enrollment and the MOU can be accessed on the Department of Homeland Security website.

A Notarized Employee Eligibility Verification Affidavit Form

An Employee Eligibility Verification 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, is required.

Contract Requirements

Marketing

Contractors are 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”.

Final Report

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.

Neighborhood Tourist Development Fund (NTDF) Links

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