HomeMy WebLinkAbout2009 Ordinance No. 018•
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ORDINAN CE NO . Jf.__
SERIES OF 2009
BY AUTHORIT Y
COUNC IL BILL NO . 19
lNTRODU CE D BY COUNC IL
MEMBER WILSON
AN ORDINAN CE AUTHORIZING THE ACCEPTANCE OF Al , INTERGOVERNMENTAL
GRANT "STATE OF COLO RADO DEPARTMENT OF LOCAL AFFAIRS EMERG ENCY
MANAGEMENT PERFORMAN CE GRANT (EMPG ) AGREEMENT WITH THE CITY OF
ENGLEWOOD".
WHEREAS, the City of Engle wood received a grant from the 2008 Emergency Management
Grant Program (EMPG) to supplement the development of the emergency management office; and
WHEREAS , the EMPG is desi gned to provide su pplement al funds for the strengthening of local
government emergency management offices in preparin g their co mmunities for disas ter pl annin g,
mitigation, re sponse and reco very, while conserving loca l reso urces ; and
WHEREAS, the City of Engl ewood app li ed for the 2009 Emergency Management Gram and
has been awarded $26 ,200 ; and
WHEREAS, the Justice Ass istance Grant is a soft-match gra nt , so th ere are no direct costs to
the City in accepting and the required matching fund s are accounted for through the existing
sa laries of the Emergency Management Personnel; and
WHEREAS , the passage of this Ordinanc e authorizes th e accep tan ce of the State o f Colorado
Department of Local Affairs Emergen cy Management Performance Grant for 2009;
NOW, THEREFORE , BE IT ORDAINED BY THE CITY COUNC IL OF THE CITY ')F
ENGLEWOOD , COLORADO, AS FOL LOWS :
Sec ti on I. The City Co uncil of the City of Eng lewood, Co lora do hereby authorizes th e
acceptance of th e State of Colorado Department of Local Affairs Emergency Management
F-er fo rmance Grant (E MPG) to th e City of Englewood, attached hereto as Exhibit A.
Section 2. The Mayo r is authorized 10 execute sa id agreement fo r and acceptance o f the Grant
for and on behalf of the City of Englewood.
Sect ion 3. Pursuant to Arti cle V, Section 40, of th e Englewood Home Rule Charter, the City
Council has detennined that Exhibit A, auached 10 thi s Ordinance , shall not be publi shed
because of its size. A copy is avai lab le in the Office of the Eng lewood Ci ty Clerk .
Int roduced , read in full , and passed on first reading on the 4th day of May, 2009.
Publi shed as a Bill fo r an Ordinance in th e Ci ty's offi cia l newspaper on th e s• day of May , 2009 .
Publi shed as a Bill lor an Ordinan ce on th e City's offici al website beginning on the 6th day of
May, 2009 fo r thirt y (30) days.
Read by titl e and pa ssed on final reading on the 18~ day of Ma y, 2009.
Publi sh ed by title in the Ci ty 's officia l new spaper as Ordin ance No .£ Series of 2009, on
the 22 nd day of May, 2009 .
I, Loucrishia A. Ellis , City Clerk of the City ofEuglewood, Colorado, hereby certify that the
above and foregoing is ,)'JI • co py of the Ordinance psssed on fin reading and published by
title as Ordinance No . .D£ Seti es of 2009 . t
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STATE OF COLORADO
March 30, 2009
Mr. Steve Green,
Coordinator
City of Englewood Emergency Management
3615 S. Elati
Eng le wood, CO 8011 0
Dear Mr . Green :
DEPARTMENT OF LOCAi. .l\r FA[RS
DIVISION OF EMERGF NCV MANAGEMENT
Hans Kallam, Director
Slit Ritter, Jr.
Govemor
Susa n E. Klr1cpatr1ck
Executive Director
Congratulations . The City of Englewood's 2009 Emergency Management Performance Grant (EMPG )
grant application has been approved by the Colorado Department of Local Affairs , Division of Emergency
Management (CDEM) to receive $26 ,200 .00 in federal EMPG funds . The EMPG Is a 50% federal share
grant, so the required non-federal match to the grant Is $26,200.00. The non-federal match may be any
combination of cash or in-kind con tributions toward the proj ect.
Exec ution of the attached contract will make EMPG reimbursement availabl e to the City of Englewood for
completion of the emergency management activities as app roved and described within the contract and
the annual program papers. This contract will reimburse up to 50% of your costs incurred and reported
back to October 1, 2008.
To execute the contract , please print three (31 originals of the contract number 9EM09L98 and your
sig ned grant application attached to this email. Please review and have the City of Englewood's chief
elected or executive official sign (if the chief elected or ex ec uti ve official has de legated the signature
authority , please include a copy of the signed delegation authorizing on alternate to sign) an rl send all
three signed contracts to :
Bill Archamb ault
Colorado Department of Local Affairs
Division of Emergency Management
9195 E. Mineral Ave ., Ste 200
Cente nni al, CO 80112
We will return one fu lly executed original to you for your records. We will make every effort to complete
the execution of the grant as expedi tiously as possible. If you need I1s to fa x or email th e co mpleted
signature pa~e to you as soon as we have it execu ted in order to start lne project wi thout waiting for the
mall, pl ease Include a note to that effect, and the emai l add ress, if different then th e one we use d to send
this con tract , or the fax number to which we sho uld fax it, with the contract when you send it to me . Please
do not hesitate to con tact me at (720) 852-6601 , or bill.arch@state .co .us if you have any quest ions or
need any further inf o'TTlation.
Sincerely,
_&,,, dJM¼k,;{L
Bill Archambault
Fina nce & Administration Chief
En c.
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A
2009 EMPG/LEMS -Projccl/Award Nu mbe r : 9EM09L98
P hase I Wa iver#: 206
Calalog of Fe dera l Domesti c Ass ista nce (CFDA) #: EMPG -97 .042
Controcl Ro utin g# ill! NAA __ _
Encumbra nce#~
Acco unt Code(s): s noon 09/FL09/3709/5 I I 0/$26,200.00
STATE OF COLORADO
DEPARTMENT OF LOCAL AFFA IRS
EMER GENC Y MANAGEMENT PERFORMAN CE GRANT (EMPG)
GRAN 'i' AGREEMENT
with the
CITY OF ENGLE WOOD
TA BL E OF CONT ENTS
I . PARTIES .................................. , . 2
2. EFFECT IVE DATE AND NOTICE OF NONLIAB ILITY ...... . 2
3. RECffALS .......... 2
4. DEFINITIONS .............................. 2
5. TERM nnd EARLY TERM INAT ION .... , .. 3
6. STATEMENT of PROJECT .... .. .... 3
7. MAT.::HING FUNDS 4
8. GRANTEE FINANC IAL MANAGEM ENT ..... ....................... .. 4
9. PAYMENTS TO GRANTEE .... ... 4
10. REPORT ING AND NOT IFICAT ION .............. 5
11. GRA NTEE RECO RDS .............. .. .... 5
12. CONFIDENTIAL INFORMA TION -STATE RECORDS .................... 6
13. CON FLICT OF INTEREST ................. .. ... 7
14 . REPRESENTAT IONS AND WARR AN TIES ............................ 7
15. INSIIRANCE ..................... 8
16. DEFAULT-BREACH .......... 9
17. REMED IES .... .. ...... 10
18. NOT ICES and REPRESENTATIVES ...... .. ...................... 11
19. GOVERNMENT AL IMMUN ITY .... .. ...... 12
20. LEGAL RESIDENT............. .. .... 12
2 1. SOLE SOURCE GOVERNMENT CONTr. .CTS, AS DEFINED IN COLORADO CONSTITUTION ART ICLE
XXYII!. .. .. 12
22. GENERAL PROV ISIONS .... ....... ....................... .. .. 13
23. CO LORADO SPEC IAL PROVIS IONS ......... 15
24. SIGNATURE PA GE ......... ................. ......... .... . ........... .................... ... 17
EXHIBIT A -APPLI CA BLE LAWS...... .. ..... 1
EX HIBIT B -STATtMENT OF PROJEC r (SO P)... .. .. I
EXHIBIT C -GRANT APPLI CAT ION PACKAGES ..... .. ................ I
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Form Re\•ised: 0 1/2009 .. _____ ,_, ___________________________ _
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I. PARTIES
THJ S GRANT AGREEMENT ("G rant") is entered in to by und between th e CITY OF ENGLEWOOD
("G rant ee"), and th e STATE OF COLOR ADO (th e "Sta te") ac tin g by and through th e Co lorado Depanment
of Local Affairs (th e "Dc panment") for the be nefit of the Divi sion of Eme rgency Man age ment ("CDEM").
2. EFFECTIVE DATE AND NOTICE OF l'iONLUBILITY
Thi s Grant shall not be effec tiv e or enfo rceable until approved und signed by th e Co lorado Stat e Controll er or
authorized de leg ate ("Effec tive Date"), but shall be effective and enforcea ble thereafter in acco rdan ce with its
provisions . The Depanment shaU not be obli ga ted to pay or reimb urse Grantee for any performa nce
hereunder, in clu din g, but not limit ed to costs or expe nses in curred , or be bound by an y provis ion of this Gran t
prior to { se lect one of th e follow in g options A·B by checking tJ-.e box next to selected oprion]
A. Option
0 The Effecti ve Date.
B. Option
~ The Effecti ve Date ; prov ided , howe ve r, th at [ch eck app/ical,/e s11b•op1 ion(s)}
i. Sub-Opti on
~ all Project costs, if spec ific ally au th ori ;.ed by the funding autho rit y, incurred on or after Octoher
!Jl!!!l!, may be submitt ed fo r reimbursemen t as if in curred after the Effecti ve Date ; or
ii. Sub-O ption
0 nil Project costs, if spec ifica ll y auth ori ze d by the funding au th ority, incurred on or aft er in se n
fed eral grant's effective date and pre-award costs fo r in se rt purpose, if any, incurred on or after in se rt
startin g date allowed under the fed eral award for pre-award cos ts such cos ts, ma y be submitted for
reimburse ment as if incurred after th e Effective Date.
iii .Sub -O pt ion
~ all or some of the cost s or ex pen ses incuired by Grantee pri or to th e Effective Date which have
been or will be paid with non-federa l fund s may be included as a pan of Gran tee's non-federal match
requi remen t, set fo nh herein and in Exhibit B. Statement of Project, attached hereto and
inc orpora ted by re fere nce herei n, if such com or ex pen ses are prope rly documented as eligibl e
expen ses in accordance with Exhibit B §5.2 .
3. RECITALS
A. Authorit y, Appropriation, And Approval
Aut horit y for thi s Grant arises fr om C.R.S . §24-32-2101 ct seq. Auth ority ex ists in the law and funds
i,ave bee n bud get ed , appropriated and otherw ise made avail ab le and a sufficie nt un encumbered balance
tilereo f remai ns ava il ab le for payment and the required ar _>roval , clearance and coo rdin ation have been
acc omp li shed from and with appropriate agencies.
B. Grantee
Gran tee is an eligible recipie nt of Gran t Funds made avai labl e by the Program , as defined below , and
awa rded by thi s Grant. Gr,ntce is aware of, wi lling and ab le to compl y wi th all provi sions specific to the
Prog ram , as set fo nh in Exhibit A and to co mplet e the Project de sc ribed in Exhibit B.
C. Purpose and Department 's Role
The De panm ent ad mini sters fund s mad e avai lab le to th e Dcpanm en t for the purpose of enhan cin g all ·
ha1.nrds emergency mana geme nt pl ann in g/preparedne ss, miti gation, re sponse and recovery capabiliti es
and programs in th e State of Colorado by distributing Emerge ncy Managem ent Perforrnanc, Grant fund s
to pa rt icipatin g local governme nts and oth er eli gibl e Grantel ~-The purpose of th is agreement is detnil cd
in Exhibit B.
4. DEFINITION S
The fo ll owing tenns a" usccl herei n shall be co nstrued, int erpret ed. and or referenced as foll ows:
A. Effective Date
Effect ive Dale mea ns th e date thi s Gran t is effective and enforceab le in acco rdance with §2 above .
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II. Ex hibhs and Other Attuch menls
Ex hibit menn s the foll owi ng :in.• att ac h~d here10 nnd in c;orpurated by rcrc rcn cc herei ,1: Ex hi bit A
(Aprli cab le La w), Ex hi bit 8 (St ate ment or Proj ec t), and Ex hi bit C (An nu al Program Paper and Staffin g
Patt ern ).
C. Gooo s
Good s mean s any ph ysica l it em produce d or manu fac tured and ac quired by Grantee either se parat ely or in
conjun ct ion wil h th e Services rend ered hereunder that are required by th e pro visions hereof.
D. Grant Funds
Grant Fund s mean s the fund s av ailable fo r di st rib uti on by the Depart ment to Grantee for use in
connecti on with the Project, ns se t fonh in th e Rec it als nnd Stat eme nt or Proj ec t sec ti ons hereo f.
E. Party or Parties
Party or Pan ics mean s one or both of 1he Department and Gran tee .
F. Program
Program means the federal or Slate funding for thi s Gran t.
G. ProjL'Ct
Proj ec t means th e Project de sc ribed in the Recit als and Exhibit B.
H. Pr oject Budget
Project Budget means th e Project Budget de scribed in Exhibit B.
I. Services
Servi ces mean s se rvi ces performed or tangibl e material produ ced or delivered in co mpl er ing th e Project
and in performan ce of Grantee's other obligati ons hereund er.
J ,Termlnatlon Date
Te!"m inati on Date means the date thi s Gran t terminate s as described in §S{A ) be low.
K. Work Product
Work Product mean s software, res earch, reports, studi es, da ta, photographs, n~ga tiv es or other fini shed or
unfini shed doc uments, dra win gs, model s, sur ve ys, maps. materi als. or work product of any type.
in cluding drafts. prepared by Gra nt ee in comp leting th e Proj ect and in performance of Gran tee's ot her
ob lig ati ons hereunder.
5. TERM and EARLY TERMINATION
A. lnltiol Term -Work Co mm cncc mcnl
The term of thi s Grant shall co mmence on the lmcr of 1hc Effec ti ve Date or April IS, 2009, and terminate
on June 30, 2010, unl ess termin ated earlier as provid ed be low. Gra n1 ee 's obligation s und er thi s Grant
shall be undertak en and performed in the sequ ence and manner set fort h in Exhibit 8 . Perfom1ancc of thi s
Grant shall co mmence as soon as prn cticabl e aft er th e Effec tiv e Date .
B. Department 's Option to Ex tend
The Department , in it s so le di sc re tion and upon written not ice to Grant ee , mn y unilaterally ex tend th e
te rm of thi s Grant for a period of up 10 three months und er the same provi sions as th e origin al Grant if thi.!
Part ies arc negoti ating a repl aceme nt co ntract (and not merely seeking a tem1 ex ten sion) Dl or near th e end
of an y init ial term or an exten sio n th ereof. Th is ex tension shall terminate at the earlier of eith er th e end of
the Lhree month period or whe n a replacement Grant is signed by the Parti es and approved by the State
Co nt ro l lcr or auth orized de signee . An y oth er ex tension of the term of thi s Grant requ ires nn amendmen t
mad e in accordan ce with 1hc Mod ificati on subscc 1i on of the Ge nera l Provi sion s bel ow .
C. Early Termination
Thi s Grant is subj ec t to early terminati on in acco rdan ce with th e ge nern l remed ic..-; provis ion s of §17
be low an d as spec ifi call y oth erw ise provided for here in .
<,, STATEMENT of PROJECT
Gruntee shall comp lete th e Projec1 nnd perform its other obligati ons us desc ribed herei n and in Ex hibit B.
Gra ntee shall prosecut e it s ob li g,nions hereunder and in Exhibit D with due diligence to comp letion . The
Depart ment, in its so le di sc retio n, but in accordance with limit ut ions impo sed by th e Offi ce of the St ate
Con tro ll er, may change budgetary line s in th e Projec t Bud get sect ion or Ex hibit B. Th e Depanment shall
se nd notice of such changes wit hin 60 diiys in accordance wi th §18 below.
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7. MATCHING FUN DS
A. Amount
Grantee shall pro vide ma tch in g runds as provided in Exhibit 8 . Grantee shall rai se the full amount of
ma tching fu nds during the 1ern1 or thi s Grant and shall repon 10 the Depan menc regarding the status of
such funds as required in Exhibit 8 .
B. Breach
Grantee's failure to raise ma tch in g fu nds, to keep records, and/or to report ma y affect its contin ued
parti cipat ion in the Program und er whi ch this Grant ope rates. In add iti on, the Department may term inate
chis Grant unde r the Termination for Ca use subsec tion of §17 below, if the Depanm en l has reaso nable
ev id ence th at Gran tee will be unabl e tCJ ra ise suc h matchin g fund s during th e term hereof.
8. GRANTEE FINAl':CIAL MANAGEMENT
A. Accounts
Grantee shall maintain properly seg regated acco un ts of Grant fund s, matching fund s, and other fund s
assoc iated wi th the Project and make those records avail ab le to the Depanm en t on requ es t. All receipts
and e:<.pcnd itures associated with the Project shall be doc umented in a detn.i led and spec ifi c manner, in
accordance with the Project Budge t sec fon h in Exhibit B.
B. Project Budge t Li ne Item Adjustme nts
Regardin g budget lines ,v ithin th e Projec t lludge t, Grnncee ma y:
i, D not adjust ind ividu al bud get line amo un ts with out approval or the Depanment. Such approval
shall be in the form of:
a) a notice iss ued by the Depanmenl in accordance wi th §18 bel ow; or
b) an amendm ent in accordance with the Modifi cation subsection of the General Provi sions
below .
ii. 181 adju st individual bud get line amoun ts without the Depanment's approval if:
a) there are no tran sfers to or between ad mini stration budget lin es; and
b) the cumulative budget ary line it em chan ges do not exceed !£1! percent of the coca !
budgeted unount.
9. PAYMENTS TO GRANTEE
Grantee shal l be paid in the following amounts and manner,, subj ect 10 return of any unexpe nd ed Grant
Fund s:
A. Maximum Amount
Th e maximum amount payab le under thi s Grant to Grantee by the Depanmenl shall be $26.200.00, as
determined by the Department from ava il able funds . The Depan menl shall rei mbu rse Grantee for coses
approved in th e Grant budget, se c forth in Exhibit B. Satisfactory performance under the terms of thi s
Grant shall be a condition precede nt to the Department 's obliga ti on to reimburse Grantee. Th e maximum
amount of Grant Fund s payabl e as reimbursement und er thi s Gran t, and any exte nsion hereof. shall
includ e all Grantee's fees , costs and expenses.
B. Pa yment
All pa yment s are subj ec t 10 th e §17 below .
i. Method and Tim e
Gra nt ee periodi cnlly shall submit invoi ces to th e Department in th e for m and man ner se t fort h in
Exhibit B, and aua ch 1imeshee1s, receipts and och er reque sted doc umentation in the form .nd
manne r approved by th e Depa rtment. Grantee shall submit request for reimbursements/invoices
with in 30 days afte r the end of th e pe ri od for which payment is requ es ted, and final billing s unde r
th i Grant shall be received by th e Department within 45 days after tem1ination hereof. Umimely
requ ests fo r pa ymen t may be accepted at the sole discretion of the Department.
ii. Electronic Funds Transfer
Pa yment s shall be made by one of the following methods :
a) by mutually agreeab le method in cludin g in-person pickup.
t-) electro ni c fund s tran sfer (EFT) if Grante e provides written EFT in st ru cti ons to th e
Depa rtm ent on a fonn acce ptable to the Depanm ent , or
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c) via the U.S. Po stal Se r\'ice or other deli very scr \l icc to the address speci fi ed by Gran tee in
the remiuan ce address section of Exhibit 8 . ~ t
iii. Erroneous Paym ents , Unexpended and Excess Funds
Gran 1ee sha ll refund pa yments m de by lh e State in erro r for any rea son, including , but not limit ed 10
overpayment s or improper payments . within 15 days of discove rin g or receiv in g nntice of such error .
Any funds paid to Grantee hereu nder not ex pe nde d in connection wi th thi s Grant by th e termination
date sha ll be refunded by Grantee wi thin 15 day s of such date. Any funds not req uired to co mplete
Gra ntee 's ob li ga ti ons here und er shall be de-o bli gated by the Sta te. If Grant ee rece ives fund s
hereund er during nny fi scal year in exce ss of its spe ndin g limit for such fiscal year. Gran tee shall
refund all excess funds to the St ate withi n 15 days of the later of or di scovering or receiving notice of
such excess . Erroneous, unexpend ed, and exce ss fun ds received by Grantee unde r this Grant shall
not be refunded or paid 10 any pan y ot her th an the State.
is. A vallable Funds-C:ontingency-Termlnatlon
Th e Depanment is prohibi ted by law from in oki ng fisca l commi tments beyond th e term of the State 's
current fi scal year . Therefore , Grantee 's co .. ,}>C nsation is continge nt upon the continu ing availability
of State appro priati ons as prov ided in §2 of the Colorado Special Provisions, se t ionh bel ow . If
fe deral funds are used with thi s Grant in whole or in pan , tl.e Departm ent 's performance hereunder is
co nt ingent upon the co ntinuing av ailability of such funds. Payments pursua nt to thi s Grant shall be
made only from available fund s encum bered fo r this Grant and the Depanment's liability for such
payment s shall be limited to the amount remaining of such encum bere d fund s.
C. Additional Funds
Grantee shall provide any additional or matching fund s nece ssary to perform it s oblig ation s in accordance
with the budget in Exhibit R.
D. Remedies
lf State or federa l fl nds ~ ·c not ap pro priated, or otherwi se become un ava ilable to fund thi s Grant , the
Depanment may in ,mediately terminate thi s Grant in whole or in part without funher liabilit y in
accordance wi th §17(B) below . If addi ti ona l fund s und er §9(C) are un available in wh ole or part, Lhe State j ~
may, in its sole di screti on, red uce its total funding co mmitment here under in proponi on to the reduction
:n add iti onal fund s. If Grantee fails to refu nd payment s as set fo nh in §9(8){111) above , the St ale may
offset the amount not returned aga in st any ot her unpaid funds th e State owes Grant ee under any other
grant , agreement , or obli gati on hr.tween the Parties .
10. REPORTING AND NOTU'ICATION
Reports and anal yses required under thi s sec ti on shall be mad e in accordance wi th procedures and in such
form as pre sc ribed by the Department.
A. Perfomtance, Progress, Personnel, and Funds
Grantee sh all comply with all reporting requi re men LS set fo rth in Exhibit B.
B. Litigation
Within IO days aft er being served with any pleadin g related to this Grant or the Proj ect, in a legal act ion
filed with a cou rt or administrative age ncy, Grantee shall notify th e Depanment of such acti on and deliver
copies of such pl eadin gs to the Depart1mmt's prin cipal represe ntati ve in accordance with §18 below . If n
Depanmcnt principal represe ntaii ve is not then se rvin g. suc h noti ce and cop ie s shall be delivered to the
Exec uti ve Director of the Department.
C. Noncompliance
Grantee's failure to provide reports and not ify th e Depa rtm ent in a timely man ner in accordance with thi s
secti on may resuh in th e delay of pay ment of funds and/or tcmlinnti on under §17 below.
II. GRANTEE RECORDS
Grante e shall mnk e, keep, maintain and allow inspectio n and monitoring of the followin g record s:
A. Maintenance
Grantee shall maint ai n a complete file of all records, docu ment s, communi ca ti ons, note s and other writlen
ma terials, electronic medi a files, and communicati ons, pertaining in any mann er to th e Project or the
delivery of Services {i nclud in g, but noL limited to the opemtion of programs) or Goods hereunder.
Grnntee shall mainiai n such records (th e Record Relention Period ) until th e last to occ ur of the foll owi ng :
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i. a pe riod of three (3) years aft c, th e dat e thi s Grant i co mpleted or t ,nninated . or
ii . fin al payment is made hereund er, whi chever is lat er, or
iii. for such funher period as may be necessary to resolve any pen,Jin g maue rs, or
iv. if an audit is occ urrin g, or Grantee has received noti ce Lhn 1 an audi t is pending , th en until such audi1
ha s been complet ed and its fi ndi ngs hove be en reso lved
8 . Inspection
Grantee shall permit th e State, the federa l government or any other dul y authorized age nt or a
go vernmental agency to audit, in spec t, examine , exce rpt , copy and/or tran sc ribe Grantee's reco rds related
to this Grant during the Records Retenti on Period 10 ass ure comp liance with the tenns hereof or to
evaluate Grantee's perfonnance . The Depanment reserves the right to in spect the Project at all reasonable
times and places during the tenn of thi s Grant, including any ex tension. The provisions §14(E), §16 ,
and/o r § 17 below shall apply if project perfonnan ce doe s not co nform to Grant requirements .
C. Monitoring
Grantee also shall permit the State, th e federal government or any other d y authorized age nt of a
gove rnmental agency, in the so le di sc retion of such gove rnmental agen cy, to moni tor all activitie s
co nducted by Grantee pursuant to thi s Grant , using any reaso nab le procedure, at the di sc retion of such
governme ntal agency, including , but not limi ted to: internal evaluation procedures , examination of
program da1a , special analyses, on -site checking, and formal audit examinations . All such monitoring
shall be performed in a manner which will not unduly interfere with Grantee 's performance hereund er.
D. Final Audit Report
If an audit is performed on Grantee 's records for any fi sc al year covering a ponion of the term of thi s
Grant, Grantee shall submit one copy of the final audit repon to th e Depanment's principal repre sentative
at the address spec ified in §18 below.
12. CONFIDENTIAL INFORMATION-STATE RECORDS
Grantee acknowledges that it may become privy to confid enti al information in con nection with its
performance hereunder, including but not limited to State record s, person nel records , and infonnati on
concerning individuals ("Confidential Informati on"), The following applies if Grantee recei ves confidential
inform ation:
A. Conndentiallty
Grantee shal l keep all Confidential lnfonnation confidential at all times and comply with all laws and
regulations concerning co nfidentiality of infonnation to the same exte nt applic abl e to the Department.
Any request or demand for information in the possession of Grantee made by a third pany shall be
forwarded immediately to the Depanment's principal representative for resolution .
8 . Notincatlon
Grantee shall notify each of its agents, employees, sub-grantees, subcontractors and assign s (each a
"Related Pnny ") who may come int o co nta ct with Confidential lnfonnation that such pany is subject to
the co nfid entiality requirements sc i forth herein, and shall provide each Related Party with a writte n
exp lanati on of such requirement s before penn.itting such pany to access any information of th e
Depanment.
C. Use, Security, and Retention
No Co nfi dential Informat ion of any kind shall be di stri buted or sold to any third pany or used by Grantee
or a Relat ed Pany in an y way , except as authorized by thi s Gra nt and as approved by the De panment.
Grantee shall provide and maintain a secure environment that ensures confidentialit y of all State records
and other Confidenti al In formation wherever loc ated . Confidential lnfomtation shall not be retained in
any files or oth erwi se by Gra ntee or a Related Pa~y . except as set fon h in thi s Grant and approved by th e
Depanment.
D. Disclosure-Liability
Di sc los ure of Stnte records or othe r Confidential Information by Gra ntee or a Re lated Part y for any reason
ma y be cause for le gal action again st Grantee or such Rel ated Pnn y by the State or third panics and
defense of an y such ac ti on shall be Grantee 's so le responsibility .
Page 6 of 17
E. Health Ins uran ce Portabllit)' & Acco unt nhlllt y Act or 1996 ("IUl'AA'')
This HIP AA sec tion {check o,,rf D applies to or does not app ly lg) to thi s Grant. Fcdcrul law and j •
reg ulation s governing th e privacy of ce rtain health in fo nmnion requires a "Bu si ne ss As!-ocit uc Co mrn ct" •
be tween the Dcpa nm cnt and Gra ntee. 45 C.F.R. Secti on 164 .504(e). Attached and incorporn tcd here in by
reference and 11greed to by the Pani cs is 'a HlPAA Bu sines s As soc hue Addendum for HTPAA co mplian ce.
Tcnns of the Addendum shall be conside red bindi ng upon exec ution of 1his Gram nnd shall rcmnin in
effect during th e 1erm of thi s Gr.int , in cluding any ex tension.
13 . CONFLICI' OF INTE REST
A. Definition and Appearance
Grant ee shall not engage in nn y bu si ne ss or pcrsonu l activitie s or pra cti ce s or maint ai n any relati onships
whi ch confli ct in any wny wit h th e full pcrfonna nce of Grantee's obli gati ons hereu nd er. Grantee
ac kn owledges 1hat with respcc l to thi s Gran t, even the appearance of a co nfli ct of int erest is ham1fu l to
the Department 's interests. Abse nt th e Departm en t's prior wriuen app rova l, Grante e shall refrain from
any prac1 ices, activities or relatio nship s whi ch reasonab ly appe ar 10 be in co nfli c1 with th e full
performa nce or Gran tee's obli gati ons to the Department here under . Grantee shall comply with the
provisions ofCRS §18-8-308 and §24 -18-10 1-109.
H. Specific ProWbltlons
Gra ntee's and sub -grant ee's respective offi cers , employees, or agents shall nei ther solicit nor accept
grnt uiti es, favors. or anything of monetary ,1alue from Grantee's potential subg ran tees , or pa rti es to su b-
co ntra cts. Grantee's empl oyees , officers, agen ts or any permi tted sub -g rant ees shall not participate in the
se lecti on, award . or ad mini strati on of thi s Grant or any sub~g rant or sub-contra ct, if an actua l or ap parent
conni ct of inrerest wou ld occ ur. Such a co nni ct wou ld ari se when any of the f('lllowing has a financia l or
other int erest in th e firm se lected for award :
I. nn emp loyee , office r, agen t or board member:
ii. any 1t1embcr of th e employee's immcdia1c fami ly;
iii. an empl oyee's partner; or
iv . an organ izati on, whi ch employ s, or is abo ut to emp loy, any of the afore mentio ned .
C. Determination by Departm ent -Dcfoult
If Gran tee is un cenai n as to th e ex istence of a connic 1 of imerc st, Gra n1 ee shall submit 10 th e Department
n disc los ure stateme nt seni ng fort h th e re leva nt details for th e Departm ent's co nsidernt ion. Fa ilure to
promp tl y s ubmit a disclosure s1:11ement or to fo llow the Depanmc n!'s direc 1i on in rega rd to th e apparent
co ntli ct shull be co nsi dered a materia l defa ult of thi s Gra nt and gro und s fo r temlinati on under th e
T!!nnination fo r Cause subsec ti on of §17 be low.
D. Cod e of Performance
Gra nt ee , and sub-gra nt ees and subcon1ractors, if any, shall maintain a wri ncn code of standard s govern in g
1hc performance of their respective emp loyees, agents, anJ contract ors engaged in the award :md
:i d mini stration of thi s Grant, or subcontract or sub gra nt , if an y. Grantee shall pro vide :1 co py of such code
10 th e Department within 10 dll)'S of the Dcpanme11 1's written rr.:qu est th erefore.
14. REl'KESEN TATIONS AND WARRANTIES
The P:ini cs make the foll ow in g speci fic represe ntati ons and warran ties to each other , upo n whi ch ea ch is
relyi ng in emcri ng into thi s Grant.
A. S1und ur d und Manner or Perrormnn cc
Grantee shall perfor m it s obli ga 1ions here under, includin g in uccordance with th e hi ghest profe ss ional
slll nd ard of care , skil l and dili ge nce. Gra nt ee shall perform its ob li gati ons hereunde r in the -;e qu cnce an d
man ner se t fo rth in Ex hibit n.
ll. lns1>cdion and Verificati on
The Departmen t rese rves Lh e ri ght to in spect nnd mo nit or Grn ntce's pcrfommncc hereund er nt nil
rcusonub lc time s and places to "erify 1hat th ey confonn IO 1hc require men ts of Exhibll ll . The provi sions
§14(E), §16, and/or §17 be low shall app ly ir Gra nt ee's performa nce doc s not confo rm to Gran t
rcquire 1ne11 1s.
Pngc 7 or 17
C. Lega l Authority-Grantee and Grantees Signatory
Grantee wnrrant s that it possesses th e leg al authorit y to ent er int o thi s Grant and has tak en all acti ons
required by it s procedures, by -l aws, an cVor appli cable laws 10 ex erci se that aulh orit y, and 10 lawfully
authori ze it s und ersigned signa tory to execute thi s Grant and 10 bind Grantee 10 it s term s. The person
signin g and ex ecuting thi s Gran t on beh alf of Gra nt ee hereb y re prese nts and warrants and guaran tee s that
they have fuil nuthori za ti on to do so. If requesied by th e Depanm ent, Grantee shall provide the
Department the bas is for Grantee 's auth ority to enter int o thi s Grant within 15 da ys of receiving such
reque st.
D. Licenses, Permits, Etc
Gran tee represent s and warrants th at as of the Effective Date it has, and tha t at all times during th e term
hereof it will have, at its sole expense, all li censes, certifi catio ns, approval, in surance , pennit s, and other
auth orizati on required by law to perform its obligations hereunder. Additionally, all emp loyee s of Grantee
perfonni ng services under thi s Grant shall hold the req uired licen ses or certifi cations , if any, to perform
their dutie s, Gran 1ec, if a foreig n corporation or othe r en til y transacti ng busine ss in 1he State of Colo rad o,
further certifie s that it currentl y has obtained and shall maintain any applicab le certificate of auth ority to
transa ct bu siness in the Stat e of Colorado and has designated a regi stered agent in Colorado to accept
service of process. Any revocation, wi thdrawal or non-renewal of licen ses , ce nifications, approvals,
in surance , perm its or any suc h simi lar requirements nece ssary fo r Grantee to properly perfonn this Grant,
shall be deemed to be a default by Grantee and grounds for termination under Grant §17(A) below .
E. Breach
If :he Grantee breac hes any of it s repre sentations or warranties , the Department may require Grantee to
promptly perfonn its obligat ions again in conformity with Grant requirements . at no addi ti onal cost to the
Depanment. If such breaches can not be , or are not cured , the Depanment may , in add iti on to any other
remedie s provided for in this Grant , require Grantee to take necessary action to ensure th at futu re
perfonnance conform s to the provi sions of th is Grant; and equitably reduce the payment due to Grantee to
reflect the reduced value of the Project. Any reduction, delay or denial of payment under this provision
shall not con stitute a breach of Grant or defau lt by the Depanment.
15. INSURANCE
Grantee and its sub-grantees and !i ubcontractors shall obtain and mai ntain insurnnr:,; as specified in this
section at all times during the tenn of this Grant: All po li cies evide ncing the in s1~ran ce coverage s required
hereunder shall be issued by insurance companies satisfacto ry to Gra ntee and the State .
A. Grantee
I. Public Entities
If Grantee is a "public entity " within the meaning of the Co lorad o Governmental Immu nity Ac t, CRS
§24 -10-10 1, et seq ., as amended (the Governmental Immunity Act"), then Grantee shall maintain at
all times during the tenn of thi s Grant such liabili ty in surance , by commercial poli cy or self.
insura nce , as is necessary to meet its liabilities un der such Act. Grantee shall show proo f of such
in suram.e sati sfac tory to the Depanment , if req uested by th e Depanm cnt. Grant ee shall require each
grant or contract wilh a sub-g rante e or subcontractor which is a pub li c entit y, providing Good s or
Services in connection with thi s Grant . to include th e in surance requirement s necessary to meet sub-
gra ntees li abili ties unde r the Ac l.
ii. Non-Public Entiti es
If Grante e is not a "public enti ty" wi th in the meanin g of th e Govemmentnl Immun ity Act, Grantee
shall obtain and maintain during th e tenn of thi s Grant in suran ce co verag e and polic ies me eting th e
same requirements set forth in subsection B of thi s sec tion with re spect 10 sub-gran1ces and sub-
contra ctors whi ch are n0t "publ ic entitie s".
B. Sub-gra nte es and Subcontractors
Grantee shall require each contract with a sub-grantee or subcontractor, other than th ose that are pu !Jli c
entities, providing Goods or Sen1ices in co nn ecti on with th is Grant to in clud e in surance requirem ent s
subsianti all y similar to th e fo ll owin g:
Page 8of 17
i. Worker's Com pensation
Worker 's Compen sation ln surance as required by State statute , and Emp loye r's Liability In su ran ce 4 -
covering all of sub -gra n1 ee or subcontractor employees ac ting within th e co urse and sco pe of th eir
empl oymen t.
ii. General Liability
Commercial General Liabilit y Insuran ce wriuen on ISO occ urrence fonn CG 00 01 10/93 or
equi\'al ent, coveri ng premises operations, fire dam age . ind ependent contrac tors, products and
completed operation s, blanket contractual li ability, persona l injury, and adve ni si ng liability with
minimum limits as follows :
a) SI ,000 ,000 each occurrence ;
b) Sl,000,000gcneral aggregate ;
c) S 1,000,000 products nnd completed operati ons aggregate ; and
d) $50,000 any one fire.
If any aggregate limit is <'educed below S 1,000,000 because of claim s made or paid, sub-grantee or
subcontractor shall immediately obtain add iti onal insurance to re sto re the full aggregate limit and
furnish to Grantee a certificate or other document satisfactory to Grantee showing compliance with
this provision.
iii. A utomoblle Liability
Automobile Liability Insurance covering any auto (including owned, hired and non-owned autos)
with a minimum limit of $1,000,000 each accident combined si ngle limit.
iv. Additional Insured
Grantee and the State shall be named as add itio nal in sured on the Commercial General Liability and
Automobile Liability Insurance policies (leases and construction contracts require additional in sured
coverage for completed ope rations on endorsements CG 20IO 11/85, CG 2037, or equivalent),
v. Primacy of Co,•erage
Coverage required of the sub -g rantee or subcontractor shall be primary over any insurance or se lf-
insurance program carried by Grantee or 1he State. ~ t
vi. Cancellation
Th e above insuran ce polici es shall include provi sions preventing cancellation or non-renewal
with out at lea st 45 days pri or noti ce to th e Grantee and th e State by ce nified mail.
vii. Subrogatio n Waiver
All in surance policies in any way related to the Gra nt and sec ured and maint2 incd by Grantee's sub-
grantees or subc ont rac tors as required herein shall include clau ses stating that each carrier shall
waive all rig ht s of recovery, under subroga tion or otherwise, against Grantee or the State, itii
age ncies, institutions, organizati ons, officers, ngents, em ployee s, and volunteers.
C. Ccrtlncates
Each of Grantee's subcontractors and subgrantee s shall provide certificates showing insurance coverage
required hereunder to Grantee within seve n bu sines s day s of the Effective Date, but in no event Inter than
the co mmencement of the Services or delivery of the Good s under the subcontrac t or subgrant. No la1er
than I 5 days prior to the expiration date of any such coverage, each subcontractor or subgrantee shall
de li ve r to Grante e ce rtifi cates of in suran ce ev id encin g ren ewal s thereof upon request by the Department
or at any ot her time durin g the term of a subcontra ct or subgrantee , Grantee may reque st in writin g. and
the subcon tractor or subgrantce shall th ereupon within IO da ys supp ly to Grantee, eviden ce satisfactory to
Grantee and the Dcpnnm cat of compliance with the pro visio ns of thi s section.
16 . DEFAULT-BREACH
A, Defined
In addition to any breach es or default s spec ified in oth er section s of thi s Grant, includin g, but not limited
to the Colorado Special Prov isions below, the failure of ei th er Party to perfonn any of its material
ob li gat ions hereunder in whole or in pan or in a timdy or sati sfactory mann er, constitutes a default or
breach. The institution of proceeding s under any bankruptcy, in so lvency , reorganization or similar
leg islation , by or again st Grantee. or the appointment of a receiver or si mil ar officer for Grantee or any of
its propeny, wh ic h is not vacated or fully stayed within 20 day s after the inst ir uti on or occurren ce thereof;
shall nlso constitute a default .
Pug, 9 of 17
B. No tice and Cure Peri od
ln th e-C\'ent of a default or brea ch, notice of such shall be given in writin g r ✓ th e agg ri eved Pany to 1he
ot her Pany in 1he ma nn er provided in §18 below . If suc h defaul1 o'r breach is not cured within 30 days of
receipt of wriuen not ice or, if a cure cannot be co mpl eted within 30 days, cure of th e default or breach has
not begun wi 1hin sn id period and pursued wit h due diligenc e, th e aggrieved Party may tem1inate this
Grant by providing writt en notice the reof, as provided for in §18 below, speci fying 1he effec ti ve dare of
the tem1ina1 ion. Notwiths tandi ng anythi ng to the co ntrary herein, the Department, in it s so le di sc reti on,
need not provide ad vance notice or a cu re period and ma y immediately termin ate thi s Grant in whole or in
part if reaso nably necessary to preserve pub li c safet y or 10 prev ent immediate public cri sis.
17, REMEDIES
If Grantee is in defau lt or breach und er any provisio n of th is Grant, th e Department shall have all of th e
remed ies li sted in thi s sec ti on in additi on to all oth er remedie s sci fo nh in mher sec tions of thi s Gra nt. The
Department may P-xe rcise. any or all of th e rem ed ies avai labl e to it, in its sole di sc reti on, concurrentl y or
consecutive ly.
A. Termination for Cause and/or Default
If Grant ee fa il s to perfonn any of its ob li gaiions hereun der wiLh such di li ge nce ns is req uired to ensure its
co mpletion in accordan ce with th e provisions of 1his Grant and in a timely manner, the Department may
notify Grantee of such non-pe rforman ce in ac.ordance with the §16 above and §18 below . If Grantee
there after fails to promptl y cure such non -performance with in th e cu re period, th e Department, at it s
option, may tenninate thi s entire Grant or such pan of thi s Grant as to which there has been delay or a
failure to proper ly perform. Exe rcise by th e Department of thi s ri ght shall not be de emed a breach of its
obli gat ions hereunder. Grantee shaJI continu e perfom1ance of thi s Gran 1 to the extent not tennin ated, if
any .
I. Obligations and Righls
To the extent specified in th e terminati on notice , Grantee shall not in cur further obligation s or render
further performance hereunder past th e effecti ve dat e of such noti ce, and sha.11 al so termin ate
outstanding orders and subco ntrac ts with third parties . Howeve r, Grantee shall co mplete and deliver
to the Department all Se rvices and Goods not cance ll ed by the termination notic e and may incJr
ob ligation s as are necessary to do so within the Grant terms. lo the so le di sc reti on o f th e Departm ent ,
Grant ee shall ass ign to the Department nil of Grantee's right , title, and in terest und er such terminat ed
ord ers or subcontracts. Upon tem1in a1i on. Grame e shall lake timely. re asonable and ne cessary action
10 protect and pre serve propert y in the possess ion of Gran tee in whi... 'i th e Department ha s an
imerest. All material s owned by th e Departm ent in the possess ion of Grant ee shall be immediatel y
returned to the Department. All Work Produ ct. at th e op ti on of th e Department, shall be delivered by
Grantee 10 the De partm ent and shall beco me th e Depnnment 's prope rt y.
ii. Payments
The Departm ent shall pay Gran 1ec onl y fo r accepted perfonnance rece ived up to 1he date of
1em1ina1ion. if, after tem1ination by th e Departme nt , it is dete rmin ed th at Grantee was nol in default
or that Grant ee's ac ti on or inaction was excusable, such tennination shall be treated as a tcnnina ti on
in the pu bli c int erest and th e ri ghts and obli gati ons of th e Parti es shall be the same as if thi s Gra nt
had bee n termina ted in the pub lic int eres t, as described in §17(8) be low .
iii. Damages and Withholding
Notw ith sta ndin g any oth er remedia l 11cti on by th e Depanm cnt, Gra nt ee also sh11 l1 remain li able tu th e
Dcpart1 11en t fc,,· ar,y damage s susta in ed by th e De partm ent by vi nu e of an y default und er thi s section
by Grantee anr! the Department ma y withhold any payment to Gra nt ee for th e purpose of mitiga ting
the Departm!m ' s dama ges. unlil such time as th e exuc t amount of dam nges due to th e Department
from Granu e is de 1enni ned . Funhcr, th e Departmen1 ma y wi 1hhold amount s due to Grantee as th e
Department Jce ms necess ary to protec l 1hc Department agai nst loss because of out standing li ens or
claims of fo rmer li en holders and to reimburse th e Department fo r th e excess costs incu rred in
procurin g sim il ar goods or se rvices. Grant ee shall be li abl e fo r excess cos ts incurred by th e
Department in procurin g fr om 1hird pn rti es repl ace ment Services or sub st itut e Goods as cove r.
Page 10 of 17
8 . Early Termination for the Public lnlcrcs t
Th e Dcpnrtmen1 is en 1erin g into thi s Grant for 1he purpo se of ca rryin g out th e publ ic poli cy of 1he State of
Co lorado, as determined by its Gove rn or, General As sembly, and Court s. If th is Grant ceases to furth er
th e public policy of the Stal e, Lh e Oepanment, in it s sole di screti on, may 1ermi nate th is Grant in whole or
in part . Exercise by lhe Department of this ri ght shall not be deemed a breac h of 1he Depnrtm enl's
obligations hereund er. Thi s subsec tio n shall not apply to a tenn in ation of thi s Grant by th e De partme nt
for ca use or defa ult by Grantee, whi ch shall be governed by § I 7(A) above .
i. Melhod and Conleut
Th e Departmenl shall notify Grn nl ee of the lerm innti on in accordance wi th §16 above and §18 below
specifying th e effec1ive date of the 1ermina1io n nnd whe1h er ii affects all or n portion of thi s Granl.
ii. Oblicatlons and Rights
Upon recei pl of a 1ermina1i on notice, Grantee shal l be subjecl to and comp ly wilh § I 7(A)(I) above.
iii.Payments
If thi s Grant is termin ' by the Department in furthe rance of the public interest of the State of
Co lorado, Grant ee shall be pai d for sa1 isfactory performance up 10 1he da le of terminalion less
payments previously made.
C. Remedies Not Involving Termination
Th e Department, its sole di sc retion , may exercise one or more of th e following remedies in add iti on 10
oth er remedies available to the Depanment:
I. Suspend Perfonnance
Su spend Grantee's performance wi1h respec 1 10 all or any portion of 1his Granl pending necessary
correc tive action as specified by the Dep mment without entitli ng Grantee to an adjustment in
price/coSI or performance sc hedul e. Granlee shall prornplly cease performance and incurring costs in
accord ance wilh the Department 's direc 1ive and the Depanm ent shall not be li able for coslS incurred
by Grantee after the suspe nsio n of performa nce und er thi s prov ision .
ii. Wilhhold Payment
Withh old payment to Grantee until correct ions in services are sat isfactoril y co mpleted and /or
accepiab le goods are pro vided .
iii . Deny Payment
Deny payn :enl for !h ose Servi ces nol pe rformed and/or Goods nm provided and which due 10
circ umsta nces caused by the Grantee can not be performed or provided or, if perfonned or prov ided,
would be of no va lu e to lhe O.partrnent ; provided, that any denial of payment mu st be reasonably
related 10 th o va lu e of work, perfonnance or Goods loSI 10 th e Depnrtmenl.
iv. Removal
Demand removal of any of Grantee 's emp loyees, agents, or subc ontractors whom the Depart ment
deem s inco mpet ent, careless , in subordina1e , un suitable, or oth erwise unacceptabl e, or wh ose
co ntinu ed relat ion to this Grant is deemed to be co ntrary to the publh.: interest or not in th e
Depanme nt 's best interest. Repla ceme nt of any key pe rso nnel hereu nder shall be done in acco rda nce
wit h 1he relevant pro vis ions of Exhibit 8 .
18 . NOTICES and REl'RFSENTATIVES
E.1ch individ ual iden tit ~cd be lO' 1 is th e prin cipa l represe ntatives of the desig nati ng Party . All noti ces required
to be given hereund er shall be hand delivered wi th receipt required or se nt by ce rtified or regis tered mail to
such Party's prin cipal represe nt at ive at 1he addre ss sc i forth below . In addition 10, but nm in li eu of, hard-co py
notice, notice also may be se nt by e-mail to th e e-mai l addresses , if any, set fon h below . Ei th er Party may
from lime to lime designate by wri tt en noti ce sub stitute addres ses or pe rsons to whom such no tices shall be
se nt. Unless otherwi se provided herein, all notices shall be effective upon receipt.
A. Department:
Han s Knll om, Director
Col orado Deportmenl of Local Affai rs
Di vision of Emergency Manugemcnt
9 195 E. Mineral Ave., Ste 200
Centennial, CO 80 11 2
Email : bans .kn ll am @stmc .c9.us
Pnge II of 17
B. Gra n1cc:
Steve Gree n, Coo rdina tor
Ci1y of Englell'ood Er.icrgency Management
36 15 S. Elali
Englewood, CO 80110
Email :
19 . GOVERNMENTAL lMMUNITY
No twi th standi ng any oth er prov ision to th e co ntrary, nothin g herei n shall constitut e a waive r, ex press or
implied , of any of lh c immuni1 ies, ri gh1 s, ben efi1 s, pro1ec1ion, or 01her prov isions of lh e Co lorado
Gov em me null lm muni 1y Ac l, §CR S 24 -10 -101 , e1 seq., as amended. Lia bi li1 y fo r claims fo r injuri es 10
perso ns or prope rt y aris in g from lh e neg li ge nce of 1he S1a1e of Colorado, ilS departmenl s, in stiluti ons,
age nci es , board s, offi cials, and empl oyees is co ntro lled and limited by th e i:rovis ions of th e Govern mental
lmmun i1y Ac1 an d lhe ri sk manage ment s1a1u1es, CRS §24-3 0-1501 , cl seq., as amend ed .
20. LEGAL RESIDENT
Thi s leg,.! re si denl secti on /check one / D appli es 10, or does no1 apply 18] 10 1his Grant Gramee muSI
co nfim, lh a1 any indi vidual narural perso n eighleen years of age or old er is lawfull y presenl in 1he Uni 1ed
S1a1es o•irsuant 10 CR S §24-76 .5-IOI el seq. when such indi vidual applies fo r publi c bene fi1 s prov ided und er
1his Gran1 by requirin g 1he fo ll owi ng:
A. ldentlliCJttlon :
The appli can1 shall prod uce one .f lh c foll ow ing personal ide n1ifi ca1ions:
i. A va li d Colorado dri ve r's li ce nse or a Colorado ide nti fica tion card, issued pursuan t to an icl e 2 of
till c 42, C.R.S.; or
ii. A Uni1cd S1a1es mililllry card or a mili1 ary depe nd en1 's iden1 ifi ca 1ion card ; or
Iii, A Uni led S1a1 es Coasl Guard Merchanl Marin er card; or
iv. A Natjve Ameri can triba1 document.
B. Affid avit
Th e appli canl shal l exec u1e an affid avil herei n auac hed as Form I, Affid avil of Legal Resid ency, s1a1ing:
i. Th at Lh ey are United States ci ti zen or legal perm anent resi dent : or
ii. Th al lh ey are olherw ise lawfull y prese nl in 1he Uni1 ed S1a 1es pursuani 10 fe deral law .
21. SOLE SOURCE GOVERNMENT CONTRACTS , AS DEFINED IN COLORADO CONSTITUTION
ARTICLE xxvm,
/T11 is provisio n applies only ro sole sou rce govemm enr contracts and does not app ly to contracts between
gove rnmental entities or any cont ract which used a public and competiti ve biddi,i g process in wh ich th e State
agency or institutio n of hig li tr education soli cited at i !!,'lSf three bids prior to awa rdi ng the contract/.
Co ntractor certifi es, warrants, and agrees that it has co mpli ed and will compl y with Colorado Consti tution
Arti cle XXVUJ, in cludin g bul n01 necess aril y limi1 ed 10 1he fo ll owin g prohibiti ons and oblig a1ions:
A. If du ri ng the tem1 of th e contrac t, co ntrac tor hold s sole so urce gove rnment co ntracts with th e State of
Colorado and any of il s poli 1ica l su bdivisions cumul ati ve ly 101alin g more 1h an $100.000 in a calen dar
year, then fo r th e dura 1io n of thi s conl raet and fo r two years nfle r, contra cto r will not make, co use to be
made , or ind uce by any mean s a co nt rib ut ion, d~rcc tl y or indirectly, on be half of contracto r or
co mraclor's imm ed ia1e fam il y member(s) fo r lh e bcnc:i l of nny poli1ical pa rt y or fo r 1he bcnefi 1 of any
can dida te any elec ted office of th e State or any of its p(l liti ca l subdi visions ; and
B. Contractor represe nts th a1 contractor has not prev iously made or cau sed to be made, and will nof in the
future mak e or ca use to be mad e, any co ntributi on in ten ded to promote or influ ence 1h c: res ult of a
ba l1 01 issue elec ti on re lated 10 1h e subj ect matter of this co nt ract; and
C. Co n1rac1or will sa,,sfy con1rac 1or's obligation s 10 pro mp1 Iy report 10 lh e Colorado De partmenl of
Personn el & Admin is trati o :nfo nnati on includ ed in the Gove rnment Contract Summ ary an d th e
Co nt rac t Holder lnforn1 atit . regardin g 1hi s comract and any oth er sole source governn. :nt contrac ts
to wh ic h contrac tor is a pan y; and
D. Co nt rnc lor und ers tands 1h at any breai.:h of thi s sect ion or of Coruraclor's res ponsibilit ies under
Co lorado Constitu tion Anic le XXVlli may result in ei ther con1rac 1ua l or co nstit utiona ll y ma nda ted
pe nalt ies and remedies: and
Page 12of 17
E. A Contractor that int enti onally violat es Colorado Constitution Article xxvrn, Section I 5 or 17(2).
shall be i11eli gib le to hold any sO1e so urce governme nt co ntract, or public employmen t with the state or ~ ~
any of it s polit ica l subdi visions for three years; and ,_
F. By execu tion of this contract, Contractor hereby confirms it is qualified and eligib le und er such
provis ions to enter into this contract.
Fo r purposes of this clause, the tenn "contrac tor" shall inc lude perso ns th at control ten percent or more shares
or interest in con 1ractor, as well as co ntractor's office rs, di rec tors , and trustees. The tenn "i mmedi ate family
membe r" shall incl ude a spouse, child , spo use's child , son-i n-law, daughter-in-law, pare nt, sib ling ,
grand pare11 t, grandchild , stepbrother, stepsis ter, stepparent, parent-in -law, brother-in -law, siste r-in-law, aunt,
niece , nephew, guardian, or domestic pann er.
22 , GENERAL PROVISIONS
A. Assignment
Exce pt as otherwise specifically provided in Exhibit B, Grantee's rights and obligations hereueaer are
personal and may not be tran sferred , assigned or subcontra cted , wit hout the prior, writte n consen 1 of the
State. Any attempt at assignmen t, transfer, subcontracting with out such conse nt shall be void. Al!
as signments, subcontracts/subcontractors approved by Grantee or the State shall be subject to the
provisions hereof. Grantee shall be so lel y responsib le for all aspects of subcon tracting arrangements and
performance .
B, Binding Effect
Unless otherw ise provided he rein , all provisions herein co nt ainecf., incl uding the benefits and burden s,
sha ll extend to an d be binding upon the Parties' respective heirs, legal rep resent atives, successors, and
ass igns.
C. Captions
Th e capti ons an d headings in thi s Agreement are for co nve nience of refe rence only, and shall not t. Ul><!d
to interpret, defi ne , or limit it s prov isinns.
D. Co unterparts 4 •
This Agreement may be execu ted in multiple identical orig in JI co unterparts, all of which shall constit ut e ,
one agree men t.
E. Entire Understanding
Thi s Agreement .represe nt s th e comp let e integratiori of 1111 understa ndings betwee n th e Panies and all prior
represen tatio ns and un ders tandin gs, ora l or wri tten, arc merged herein . Prior or co ntemporaneous
addition, deletion , or other amendment her.:10 shall not have any fo rce or affect whatsoever, unless
embodied herein .
F. Federa l Funding-List of Selected Applicable Laws
Co ntractor at all times durin g the performan ce of thi s Contract sha ll comply with all applicable Federa l
and State laws and their impl ementing regulations , currentl y in existe nce and as hereafter amended,
including wit hout lim itation those set fotth on Exhibit A, Applicable Laws, att ac hed hereto, wh ich laws
and regul ations are incorporated herein and made part hereof. Contractor also shall require complinnce
wi th s uch laws and regulation s by sub-contractors under sub-contracts permitted by this Contract.
G. Indemnification
i. Intergo vernmental Grants
If this is an inter govern menial Gra nt , the prov isions he reof shall 110t be construed .Jr interpre1ed ns a
waiver , ex.pre~s or im pli ed, of any of th e i ;nmunities , right s, bene fit s, pro1ectio11, or other provi sions,
o~ the Colorado Govern menta l Immunit y Ac t, CRS §24-1O-IOI et seq., or the Federa l ,ort Claims
Ac t, 28 U.S .C. 267 1 et seq .. as app li cable, ns now or hereafter amend ed .
ii. Non-Intergovernmental Grants
Gra nt ee shall ind emnify, save, and hold hannle ss the State, its empl oyees and agents, againsl any
and nil claims, da mages, liability and court awards includin g cOSlS, expe nses , and attorney fees and
related costs, incurred as a result of any ac t or omi!lsion by Grnn 1ee, or it s employees, agents,
s ubco nt rnc 1ors, or assig nees pursuan t to 1hc terms of this Gra nt
Page 13 of 17
H. Jurisd iction a nd Venue
All ~Jit s, acti ons, or proceedin gs relat ed to thi s Agre eme nt shall be he ld in th e St111 e of Co lora do and th e
Parti es herb y agre e thm ve nu e shall be prope r in th e Cit y and Co unt y of Denv er.
I.Modification
i. By the Partl c.s
Except as specifica ll y provid ed in thi s Agreem ent . modifi cation s of 1h is Agreement shall nm be
effectiv e unle ss agreed to in writ ir ~ by both partie s in an amendment to thi s Agre ement, proper ly
executed and approved in acr:or(ia nce with Colornd o State Jaw and State Fi sc al Rule s.
ii. By Operation of Law
This Agree ment is subje ct 10 such modification s as may be required by change s in Federa l or
Colorado State law, or their impl cm en 1ing regulati ons. Any such required modifi ca tir,n aut omati call y
shall be in corporat ed into and be part of 1hi s Agre ement on th e effective daie of such chan ge, as if
fully set fo rth herein .
J.Order of Precedence
The provisions of thi s Agreement shaJ I gove rn the relatio nship of th e State and Grantee . In the event of
confli cts or inconsistenci es between this Agreement and i1 s ex hib its and auachments, such co nfli cts or
inconsisten cies shall be resolved by referen ce to the doc uments in the fo ll owi ng order of priorit y:
i. §23. Colorad o Special Prov isions
ii. §§1-22 of thi s Grant Agreement
ill. Exhibit A, Applicab le Law s
iv. Exhibit B. S1a1cmcn1 of Project,
v. Exhibit C, Annual Program Paper and Staffing Pane rn
K. Scvc,·o billly
P.,·ovided thi s Agreeme nt can be ex ecuted and performance of the obli ga ti ons of the Partie s accomplished
within it s inte nt . the provi sions hereof are severab le and any provision that is declared invalid or be comes
inoperable for any reaso n sha ll not affect the ,,aJidity of any oth er provi sio n hereof.
L. Survival of Certain Agreement Terms
Notwith standin g anythin g he rein to the contrary, provi sions of thi s Agreemc111 requiring continued
pcrfomwncc . compliance, or effect after tem1ination hereof, shall survive such terminati on and sha ll be
enforceab le by th e Sta te if Grantee fail s 10 pcrfonn or co mpl y as required.
M. Third Party Beneficiaries
Enforcement of th is Agreement and all rights and ob li gations hereunder are reserved solely 10 the Parties,
and not to any third part y. Any services or benefits which third pani cs receive as a result of th is
Agreement are incidental to the Agreement, and do not create any rigl11s for such th ird parties.
N. Waiver
Wni vcr of any breach of a term, provisi on, or req uirement of thi s Agreem ent or any right or remedy
hereund er, whether explicit ly or by lack of enforcement, shall not be construed or dccn 1cd ai-a waive r of
any sub sequent brei.lch of such te1m, provi sion or requi remen t, or of an y ot her tcnn. provi sion. or
requirement.
THE RE.MA IND ER OF TH IS PAG E INTENTIONALLY LEn ULAN K
Page 11 of 17
23. COLORADO SPECIAL PROVISIONS
The se Special Provisions apply to all S1a1e contracts except where nmed in italics.
A. I. CONTROLLER'S APPROVAL. CRS §24-30-202 (I).
Thi s On1n 1 shall no1 be deemed valid un1il ii ha s been approved by the Co lorndo Stal e Con 1ro llcr or
designee.
B. 2. FUND AVAILABILITY. CRS §24-30-202(5.S).
Financial obligati ons of the State payable afte r th e current fi scal year are contingent upon fund s for that
purpose being appropriated, budgeted, and ot herwi se made a,1ail ab le.
C. 3. GOVE!l"IMRNTAL IMMUNITY .
No term or condition of thi s Grant shall be construed or interpreted us u waiver, expre ss or impli ed, of any
of the immunities, rights, benefits, protection s, or other provisions, of the Colorado Governmental
Immuni1y Ac!, CRS §24-10-101 el seq., or 1he Federal Ton Claims Ac!, 28 U.S.C. §§ 1346(b) end 267 1 cl
seq .• as applicable now or hereafter amended.
D. 4. INDEPENDENT CONTRACTOR.
Orun1ee shall perform i1s du1ies hereunder as an independent co ntrac1or and noi an employee. Nei1her
Grantee nor any agent or employee of Grantee shall be or shall be deemed 10 be an agent or empl yec of
the sta!e. Grantee shall pay when due alt required employment ta xes and income taxes and loca l head
taxes on any monies paid by the state pursuant to thi s Grant. Grantee acknowled ges that Grantee and i1s
employees are not entitled to unemployment insurance benefits unless Grantee or a third party provid es
such coverage and that 1hc Slate does no! pay for or otherwise provide such coverage. Oran1ee shall hav e
no authorization, express or implied, to bind th e state to any agreement, liability or understanding, except
as expressly set fonh herein . Grantee shall provide and keep in fon:c workers' compensation (and ;,rov ide
proof of s uch in surance when requ ested by th e state) and unemployment compensation ins1:;ance in the
amounts required by law and shall be sole ly responsible for ilS aclS and those of ilS employees an d agcnlS .
E. S. COMPLIANCE WITH LAW.
Grantee shall strictly comply with all applicable federal and State laws, rul es, nnd regulations in effect or
hereafter established, including, without limitation , laws applicable to discrimination and unfair
empl oyment practices.
F. 6. CHOICEOFLAW.
Colorado law, and rules and reg ulati ons issued pursuant thereto, shall be applied in the interpretation,
execution, and enforce men t of thi s Grant. Any provision incl uded or incorpor:n cd herein by reference
which conflicts with said law s, rules, and regulations shall be null and void . Any provision incorporated
herein by reference which purports to nega te thi s or any other Special Provisi on in whole or in part shall
not be valid or enforceable or available in any action nt law , whether by way of co mplaint, defense, or
otherwise . Any provision rendered null and void by th e operation of this provi sio n shall not invalidate th e
remainder of this Grant, to the extent capable of execution.
G. 7. BINDING ARBITRATION PROHIBITED .
The Stale of Colorado docs not agree to binding urbi1ra1ion by any extra-judicial body or person. Any
provision to the contrary in this Grant or incorporated herein by reference shall be null and void .
H. 8. SOFTWARE PIRACY PROHIBITION. Governor's Execudve Order D 002 00 .
S1a1e or Ol her public funds payable under 1his Grant shall no! be used for 1hc acq ui si 1ion, opera1ion, or
maintenance of co mpul cr so ftware in viola ti on of federnl copyright laws or upplicablc licensing
re stri cti ons. Gnmtee hereby cc nifi es and warnmts that, during the term of this Gra nt a11d any ex ten sions,
Grantee has mid shall maintain in pince appropriate sys tems and con trol s to prevent such improper use of
public funds . lf the State detennines 1hnt Grantee is in violation of thi s rrovision, the State may exercise
any remedy a'Jailable at law or in equ ity or under this Grant, in cluding, without limitation, immediate
termination of thi s Grant and any rem edy consisten t with federal co pyrig .,t lnws or applicable licen sin g
restrictions .
Page 15 of 17
__________ ,,..,,,,. ____________________ ..
I. 9. EMPLOYEE FlNAN Ll.\L I1'TERE!'>7"/CONFLICT OF INTEREST. CRS §§24-18-201 and 24-
50-507 .
The sig natories a\'cr th at 10 th tr knowledge , no employee of the Sta ie ha s any persona l or benefi cia l
interest what soever in th e service or propeny desc ribed in thi s Grant. Grantee ha s no int erest and shall
not ac quire any interest, direc t or indirect, that would co nni ct in any manner or deg ree with the
performance of Grant ee's services and Gran tee shall not employ any person having such known int erests.
J. 10. VENDOR OFFSET. CRS §§24-30-202 (I) and 24-30-202.4. [Not Applicable to Intergovernmental
Grants]
Subject to CRS §24-30-202.4 (3.5), the State Controller may withhold payment under the Stat e's ve ndor
offse t intercept sy stem for debts owed to Sime age ncies for: (a) unpaid child support debts or child
supp ort arrearages: (b) unpaid balances of tax , accrued interest , or other charges specified in CRS §39-2 1 •
IOI , et seq .: (c) unpaid loans due to th e Student Loan Divi sion of the Departm ent of Hi gher Education :
(d) amounts required to be paid to the Unemployment Compe nsation Fund : and (e) other unpaid debts
ow ing to the State as a res ult of final agency de termination or judicial action.
K. 11.PUBLIC CONTRACTS FOR SERVI CES. CRS §8-17.5-101 . [Not Applicable to agreements
relating to the offer, issuance, or sale of securities, investment advisory services or fund managemenl
services, sponsored projects, intergovernmental agreements, or infonnation technology services or
products and sen•ices]
Grantee ce rtifi es, warran ts, and agrees th at it does not knowingly emp loy or contrac t with an illegal alien
who will perform work under this Gran and will confirm the emp loyment eligibility of all empl oyees
who are newly hired for employment in the United State s to perfo rm work under this Grant . through
participation in the E-Verify Program or the Department program established pursuant to CRS §8 -17 .5-
102(5)(c). Grantee shall not knowingly employ or contract with an illegal alien 10 perform work under
1hil....Qmru or enter into a contrac t with n subcontractor that fails to certify to Grnntee that the
subcontrnclOr shall not knowingly employ or contract with an illegal alien to perfonn work under this
Qrruu. Grantee (a) shall not use E-Verify Program or Department program procedures to und ertake pre-
employment sc reening of job applicants while this Grant is being performed. (b) shall notify the
subcontractor and the contracting Stat e agency within three day s if Grantee has actual knowledge that a
subc ontra ctor is employi ng or contracting with an illegal alien for wo rk under this Grant , (c) shall
terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien
within three day s of receiving the noti ce, wid ld) shall comply with reasonab le reque sts made in th e
course of an inve stigation , undertaken pursuant to CRS §8-17.5-102(5), by the Co lorado Department of
Labor and Employme nt. If Grantee parti cipate s in the Departme nt program. Grantee shall deliver 10 the
contracting State age nc y, in stitution of high er ed ucati on or political subdivi sion a written, notarized
affirmation, affirming that Grantee has examined the legal work status of such employee , and comply
with all of th e other requireme nts of the Department program. If Grantee fails to comply wi th nny
requireme nt of this provi sion or CRS §8-17.5-101 ct seq., th e contracti ng State agen cy, instituti on of
hi gher education or political subdi vision ma y tenninate this Grant fo r breach and , if so tem1ina1cd,
Grantee shall be li ab le for damages.
L. 12.PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24 -76.5 -101.
Grantee, if a nn 1ural person eighteen ( 18) years of age or older, hereby swears and affim1s under pena lty
of perjury that he or she (a) is a citi ze n or ot herwi se la wfu ll y pre se nt in the United State s pursuant 10
fed era l law, (b) shall co mpl y with th o 1•·,w isions ofCRS §2 4-76.5-101 e l seq., and (c) has produced one
fo rm of identificati on required by CRS , !4 76.5-103 pri or to the effective date of thi s Grant.
Rev ise d 1/1/09
Tim REST OF THIS PAGE INTENTIONALLY LEFT IILANK
Pngc 16of 17
24 . SIGNA TUR£ PAGE
THE PARTIBS HERETO HAVE EXECUTED THIS GRANT
!. Persons signing for Grantee hereby swear and affirm that they are authorized to act on Grantee's
behalf and acknowledge that the State Is relying on their representations to that effect.
GRANTEE STATE OF COLORADO
CITY OF ENGLEWOOD Bill Ritter, Jr., GOVERNOR
DEPARTMENT OF LOCAL AFFAIRS
By: __ ··-· -----
James K, Woodward By:
Su san E. Ki rkpatrick, Exec utiv e Direct or
Title ---Mayor I
uatc: -
PRE-APPROVED FORM CONTRACT REVIEWER
.. Signature
Date: By :
William F. Archamba ult. Jr.
Dute :
ALL GRANTS REQUIRE APPROVAL by the STATE CONTROLLER
CRS §24-30-202 requires the ~,ate Controller to approve all State Grants. Thi s Grant Is not ,•alld until
signed and dated below by the State Controller or del egate. Grantee Is not authorized to begin
performance until such time. Ir Grantee begins performing prior thereto , the State of Colorado Is not
obligated to pay Grantee for such performa~ce or for nny goods and/or services provided hereunder.
STATE CONTROLLER
David I . McDcnnon, CPA
By : _____________ _
Rose Marie Auten, Controller De legate
Date : ______ _
Page 17 or 17
4 I
2009 EMPG/LE MS -l'rojccl/Awurd umber : 9EM09L98
EX HlllIT A -APPLICABLE LA IVS
Federal laws and regulation s in co rporated into this Gnu11 incl ud e, witho u1 limita tion:
I. Age Di sc riminati on Act of I 975, 42 U.S.C. Sect ions 610 1. et seq .
2. Age Di sc rimination ir Emp loy ment Act of 1967, 29 U.S.C. 62 1-634
3. Ameri cans with Di sabili ti es Act of 1990 (ADA ), 42 U.S.C. 12101 , et seq.
4. Eq ual Pay Act of 1963, 29 U.S.C. 206(d)
5. Imm igratio n Reform and Cont rol Ac t of 1986, 8 U.S.C. 1324b
6. Sec ti on 504 of the Rehabili tatio n Act of 1973, 29 U.S.C. 794
7. Ti tle VI of the Civil Rights Act of 1964, 42 U.S.C. 2000d
8. Tit le Vll of th e Civi l Ri ghts Ac t of 1964 , 42 U.S.C. 2000e
9. Title IX of th e Edu cation Amendme nt of 1972, 20 U.S.C. 168 I. ct seq.
10. Section 24-3 4-30 1, el seq., Co lorado Revi sed Statutes 1997, as amended
11. The applicabl e of the fo ll owing :
11.1. Cost Prin cipals for State, Local and In dian Tribal Governmen ts, 2 C.F.R. 225 , (0MB Circular A-
87);
11.2 . Cost Principa ls for Education Instituti ons, 2 C.F.R. 220, (0MB Ci ular A-2 1);
11 .3. Cos t Principal s for Non-Profit Organization s, 2 C.F .R. 230. (O1,,IB Circu!ir A-122), and
11 .4 . Audits of St at es , Local Gove rnmen ts, and Non-Profit Organizati ons (OM A Circular A-133); and/or
the Colorado Loca l Government Audit Law, 29-1-60 1. ct seq, C.R.S., ands,,.., imp lemen ting rul es
and regul at ions.
I 1.5. Immigrati on Status -Coope ration with Federal Official s, CRS 29 -29 -101, ct seq.
11 .6. Davi s-Bacon Ac t, 40 U.S.C. SS 276a to 276a-7 .
11 .7. Copeland Ac t, 40 U.S .C. S 276c ,.nd 18 U.S.C. SS 874.
11 .8. Contra ct Wo rk Hours and Safety Standards Act, 40 U.S.C. SS 327-333 , regarding labo r sta nd ards
for federally ass isted constructi on sub --a ward s.
11.9. Wild and Scenic Rive rs Act of 1968 , 16 U.S.C . SS 127 1 et. seq .. related to protecting component s
or potentin1 co mpo nents of th e nati on a1 wilrl and sce nic ri ve rs sys tem.
11.1 0. Na ti onal Hi tor .. Pre serv at ion Act of 1966 , as amen ded , 16 U.S.C. 470. Exec ut ive Order No.
11 593 (identifi cation ;;i:~ r,rn tec ti on of histori c propenie s). and th e Arc haeological and His toric
Prese rvation Act of 1974, 16 U.S.C. 469a-l et. seq.
11.11. Robc n T. Sta fford Di saster Assistance and Emergen cy Reli ef Act (Staffo rd Ac t), 42 U.S.C. 5 12 1 ct
seq .. as amended .
11.12. Nationa l Fl ood Ins uran ce Act of 1968, 42 U.S.C. 400 I el. seq.
11.1 3. Com prehen sive Env iron mental Respon se, Compe nsati on, and Liab ility Ac t of 1980 (CER LA }, 42
u.s.c. 104 .
11.14 . De panm cnt of Defen se Authori za tion Ac t of 1986, Titl e 14, Pnn B, Section 1412, Public Law 99 -
14 5. 50 u.s .c. 152 1.
11 .15. US A PATRIOT Ac! of 200 1. (Pub. L. 107 -56).
11.1 6. Digita l Tebision Tran sition and Pub li c Safet y Act of 2005, (Pu b L. 109-17 1)
12. Federa l Eme rge ncy Man age men t Ag ency, Dcpan mcnt of l-l omcland Secu rit y Reg ul atio ns: All App licab le
Ponion s of 44 CFR Chnptc r I, with th e foll ow in g Pans specia ll y noted and app li cab le to all gra nts of
FE MNDHS fund s:
I 2.1. Uniform Admi nistrati\'C Rcqui rc mcn1 s for Grants and Cooperati"e Agreements to Staie and Loc al
Gove rnment s, 44 C.F .R. I 3.
12 .2. Gove mmcntwi de Dcbanncnt and Suspe nsion (No nproc urcmcnt) and Requirement s for Drug •Frcc
Wor kpla ce. 44 C.F.R . 17.
12.3 . New Restriction s on Lobbying. 44 C.F .R. 18.
13. Privacy Act of 1974. 5 U.S.C. S 5529 and Regulati ons adopted there und er (44 C.F.R. 6).
14. Pro hi biti on against use of Fed eral Fund s fo r Lobbying. 3 I U.S.C. 135 2
Page I of 2 -Ex hi bi t A -App li ca bl e Laws
15. None of the funds made ava ilnbl e through this agree ment shall be used in co nl',vention of the Federal
buildings performance and rcponing requirement s of Executive Order No. 13 123 , pan 3 of title V of the j Ill,
National Energy Conservation Pol icy Act , 42 U.S.C. 825 1 et. Seq ., or subti tl e A of title I of the Energy ,
Policy Act of 2005 (including th e amendments made thereby).
16. None of the fund s made available shall be used in contravention of secti on 303 of the Energy Policy Act of
1992, 42 u.s .c. 13212.
17 . Buy American Act, 41 U.S.C. I0a et seq .
18 . 2009 EMPG Federal Grant Guidance
THE REST OF THIS PAGE INTENTIO NALLY LEFT BLANK
Page 2 or 2 -Ex hibit A -App licn ble U.1ws
2009 EMJ'G/LEMS · Project/Award Number: 9EM09L98
EXHIBIT B -STATEMENT OF PROJECT (SOP)
E~IERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG)
I. GENERAL DESCRIPTION OF THE PROJECT(S).
Grantee will carry-ou t the annua l work plans in the Annual Program Paper and Staffing Pl an (Ex hibit C) for
each of the Eme rgency Management Functions (EMF). Grantee mu st participate in NIMS CAST by enteri ng
or updating the Grantee's data as pan of meeting th e NIMS compliance requirement s.
I.I. Eligible/approved expenses. Eligible expenses inc lud e up to one-half (50%) of the costs for sa laries
and benefits for Grantee 's emergency manager and emergency management staff, travel, emergency
management office opera ti onal costs, and the costs associated with, eme rgency management exercises,
training and planning. The required 50% non-federal match need not be provided by the Grantee on a
line-item by line-item ba sis, but must be 50% of the total overall expenditures. Reimbursement will
not exceed the federal share awarded herein unless an amendment to this contract is executed to
increase th e amount of the award. No more than 3% of this Grant may be used for Management and
Administration (M&A) costs. It should be noted that salaries of local emergency managers are not
typically categorized as M&A, unless the local Emergency Management Agency (EMA) chooses to
assign personne l to specific M&A activ itie s. Additional specific eligihle and ineligible cost
information is listed in the 2009 EMPG program guidance at
http ://www .fema .gov/pdf/govemment/grant/empg /fy09 cmpg guidance .pd[
1.2. ldenUncatlon of Subgran~ NONE.
1.3. Match . Grantee's required non-federal match contribut ion, if any. is detailed in §6 belo·.v. The match
{che ck one/ 181 may, or may not O include in-kind match . Documentation of expenditures for the non-
federa l match contributi on is required .
2. DEFINITIONS:
2.1 . List specialized terms used in the SOP. NONE.
2.2. Li st abbreviations used in the SOP. Local Emergency Management Support (LEMS); Emergency
Management Function (EMF); Eme rgency Operating Center (EOC); Management and Administration
(M&A ); Emergency Management Agen cy (EMA); National Incident Management System (NIMS),
NIMS Compliance Assistance Support Tool (NIMSCAST).
3. PERSONNEL:
3.1. Responsible Administrator. Grantee's performan ce hereunder shall be under the direct supervi sion of
Steve Green. Coordlnalor, an employee or age nt of Grantee . who is hereby designated as the
responsible administrator of this project.
3.2. Other Key Personnel. NONE.
3.3. Replacement. Grantee shall immediate ly notify the Department if any key personne l cease to serve .
Provided th ere is a good-faith reason for the change, if Grantee wi she s to replace its key personnel, it
shall notify the Department and seek it s approval, which shall be at the Department's sole di sc retion. as
th e Depanment is sued thi s Gra nt in part re lian ce on Grantee's repre sentation s regarding Key Personnel .
Such noti ce shall specify why th e change is nece ssa ry . who th e proposed replacement is, what hi s/her
qualificatio ns arc , and when th e change will take effect. Anytime key personnel cease to serve, the
Department, in its so le discreti on, may direc t Grantee to suspe nd work on the Project until such tim e as
repl ace ment s are approved . All notices se nt under thi s sub sec ti on shall be sent in accordance with §18
of the Grnnt.
4. PAYMENT:
4.1. Payment Schedule . Grantr :.: shall submit requests for rcimburse men1 using the Department prnvided
fonn at least quarterly. Two ori ginal signed copies of the reimbursement requests are due on th e sa me
dat es as the required financial reports . All reque sts shall be for elig ible actual expen ses in curred by
Pngc 1 of 4-fahib it B -S1n1emcn1 of Proj ect
Gran tee, as de sc ribed in de1ai l in §J above. Requ ests will be ac co mpanied by sup portin g doc umeniati on
totaling at least th e amount reques ted for reimb urse ment and any requi red non-fed era l matc h
contributi on. Docum cni atio n requiremems are desc ri bed in §5.2 below. If any fin ancial or progress
report s are delinquent at th e tim e of a payment request, the Department may wit hh old suc h
reimburse ment until th e required report s have bee n submiued.
Up to one quarter of th e tota l gra nt will be reimburse d wi th each qua rt erly payment. No more th an 50 %
of the reported expen ses will be re imbursed at any tim e. If one quarter's repo rt ed expenses do not
warran t reimbursement of a fu ll quarter's pay ment , any remain ing fund s from th at quarter will be
avai lable for sub sequent quarters so 1ha1 addi1iona l expe nses incu rred in 1he la1er qu11r1ers may be
reimburs ed. Likewi se, if excess expe nses for one quarter are reported , tho se unreimbursed expe nses
wi ll be added to the followin g quarters' ex pense s as necessary to maxi mi ze each quarter's
reimbursement. lf th e total rei mbursab le ex pen ses repo rt ed for the year's grant exceed the am ount of
th e award, th e excess expenses may be eli gi bl e for consideration for any r..:allocation additions made at
1he end of lh e federal granl period. If any granl end reall ocation fund ing is avai lable, eli gibilit y for
1hese funds will require timely report submiua l, and strong performance demonstra1ed through 1he
qu arterly progre ss reports and through ongoi ng con1acl/moni1oring.
4.2 . Payment Am ount, When non -federal ma1ch is required, such march mu sl be documented wi1h every
payment reques t. Excess match docum ented and submitted with one re imburse me.i t req uest will be
applied to subsequent requests ns necess ary to maximi ze th e allowable rei mburse ment .
4.3 , Remittance Address . If mailed, payment s shall be remiu ed to 1he fo llowing add ress unl ess ch enged in
accordance wilh §18 of the Grant
Ci1y of Eng lewood Emerge ncy Managemenl
36 15 S. Elali
En lewood , CO 801 10
5. ADMINISTRA TfVE REQUIREMENTS:
5.1. Reporting.
5.1 .1. Quarterly Fi nancial Statu s and Progress Reports . Th e project(s) approved in 1hi s Grant are
lo be comp le1ed on or before lhe lerminati on dale staled in §5(A) of th e Gra nl Agree ment Gran tee
shnll submit qu art er ly finan cial statu s and programmati c prog ress reports for eac h proje ct
id entifi ed in thi s agree ment usi ng the form s prov ided by the Department. Two copi es wi th original
sign atu res shall be su bmiued in acco rd ance wi th the schedu le below:
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5.1.2 . Final Reports . Grantee shall submit a final fi nancia l stat us and progre ss repo rt 1hat provid es
fina l financia l reco nci liati on and a fi nal cumul ativ e grant/project acco mpli shm ent s report wit hin
45 days of 1he end of th e projecl/grant period . No ob li ga tions of fund s ca n rema in on th e final
repo rt . The final report s ma y substilut e fo r th e quarte rl y report s for th e final quarte r of th e grant
per iod. If all projeCIS are co mpl e1ed befo re 1he end of th e gra nl period, 1he final repo rt ma y be
submitt ed at any time before its final due date. No further report s will be du e after the Departmen t
has received , and sent notice of acceptance of th e fin al grant report .
Pag e 2 of 4-Ex hibit B -Statement of Projec t
5.2 . Required Documentation . Sufficie nt detail shall be prov ided with re imbursement requests 10
dem onstrat e 1ha1 ex pe nses are all ow ab le and appro pri ate ,,s detailed in the subsec ti ons be low herein .
Grantees mu st ret ai n all proc urement and payment doc um entati on on site fo r in specti on. Thi s shall
include. but not be limit ed to, pu rc hase ord er s, recei vin g doc um ents, invo ices, vouchers,
eq uipment/servic es ide ntifi c.ui on. and tim e and effon report s.
5.2. I. Equipmcnl or langible goods . Rcque s,s fo r reimburscmen1 fo r tan gi bl e personal prope rt y with
a purchase pri ce of les s th wi S5 ,000 per it em hould incl ud e th e in voice num ber, desc ript ion of
item purchased (e.g. radi os), and the locatio n and number of items. For eq uipment item s with a
purchase pri ce of or exceedin g $5 .000 . and a use ful life of more than one year, lhe Grani ee mu s!
provide a co py of th e invo ice and in cl ude a uniqu e id entifyin g number. Thi s num ber ca n be 1he
man ufa cturer's se ria l num ber or, if th e Gran tee has its own existing inve nt ory num berin g system,
that num ber ma y be used . The locati on of th e eq uipme nt mu st also be provided. In additi on to
ong oing tracking requ irements, Gran tee shall en sure that tangible goods with per item cost of $500
or more and equip ment with per unit cost of $5 ,000 or more are prominently ma rked as foll ows:
"Purchased witli/11nds provided by th e FEMA ."
5,2.2. Services . Grantees shall inclu de contrac•/purcha se order number (s) or employee names, the
dat e(s) the serv ices were pro vided and the na 1ure of the service s.
5.3. Proc urement. Gran 1ee shall ensure its proc urement policies meet or ex ceed local , sta le , and federal
requ ireme nt s .. Grantee sho ul d refer to local , stat e, and federal gui dance prior to maki ng deci sions
regarding compet it ive bit.l s, so le source or other procurement issu es. In add ition:
5.3.1. Sole Source . Any sole source tran sacti on in ex cess of $100,000 mu st be appro ved in ad vance
by the Department.
5.3 .2. Co nduct. Gran tee s sha ll ensure that: (o) All procurem ent tran sac tion s, whether negotiated or
competitively bid . and without regard to dollar value , are cond ucted in a man ner that provides
maximum ope n and free compe titi on; (b) Grantee must be alert to organizational connic ts of
in1erest and/or no n.competi tive practices among con trac tors that may re strict or elimin ate
competition or oth erwise re strain trade; (,:) Contrac tors who devr lop or draft specifications,
requiremenl s. statemc nls of wo rk , and/or Requests for Proposals (RFPs) fo r a proposed
proc urement mu st be excluded fr om bidding or submittin g a propos a: to co mpete fo r the award of
such proc urement ; and (d) Any requ es t for exe mpti on of item a-c withi n this subsec tion mu s1 be
submitted in writing to, and be approved by the auth orized Grnn1 ce offi ci al.
5.3.3. Debar ment Grantee shall verify thai th e Cont rac1or is not debarred fro m participat ion in stat e
and federal progra ms. Sub-gran tees should review co ntractor debarment in formaii on on
http ://www .cp ls.gov.
5.3 .4. Fu nding Disc losure. When iss uin g reque sts fo r propos als, bid so li cit ati ons, and other published
doc uments describi ng projects or program s fu nded in whole or in pan with th ese gr:tnt fund .
Gra ntee and Sub gra n1 ces shall : (a) stal e th e pcrccniagc of the 101al cost of the program or project
which will be fin anced with grant money; (b) stat e 1he dollar amount of slat e or federal fund s fo r
th e projec1 or program; and (c) use the phra se "This proj ect WtLI' s11 ppor1cd by gram # 9EM091.98
iJ.rn ed by th e C(}forado Di,1i.rion of Em ergency Mana gemem."
5.3.5. App roved Purch uses . Grantee shall verify 1hat all purchases arc list ed in §1.1 above.
Eq uipm cnl purch ases, if an y, shall be fo r it ems li s1ed in th e Approved Equipm cnl Li si (A.E.L) fo r
1he gra nt pe ri od on the Res ponder Kn owl edge Base (R KB ), 01 hllp ://www .rkb .mip1.org.
5.3.6. Assig nm en l of Rl ghls/Dulies/Equipm cn l. Grantee shall ensure thal no ri ghlS or du1 ics
exerc ised und er thi s Gran1 . or eq uiprr.en1 purc hased wit h Granl Funds ha ving a purchase value of
$5.000 or more arc ass igned wi 1hou1 1he pri or wri tt en consent of the Department.
5.3.7. Grant ee shall en sure that all fund s are needed to suppl emenl and not to suppl an1 1hc Grant ee's
own fu nd s.
5.4, Revi ew und Monitori ng. The Depanmcnt shall eva luat e 1hc Projec l(s) throu gh the review of Gra nt ee
sub mitted fi nancia l and progress repon s. The Depanm cnt ma y also co ndu ct on -s i1e monit orin g to
Pai,:c 3 of Ex hibl1 B -S11uemcnt o f Project
detennine whether the Grantee is n,eeting/met the performance goals, administrative standards,
financial management and other requirerrx,e:s of this Grant .
S.S. Additional Admlnlstradve Requirements. NONE.
6. PROJECT BUDGET:
. ,,,•1;,,·,
I
<.. ' I
Remalnln 20(;., A .,,i ;.i ;,llllds*
'"'20011==-=p=-ederal-=---=-Sbare=---=Remal,-""',-nl.,-111-A.,.•-,""°~' t,,;<iirf~ -~--------t
Rolmblll'IIClllent Durio& the FFY 09 f.lnmt I
Pertoc1.•
•For Information p~ only. Not part of this 2009 award. Any remalnlna balance Is f!'om the
2008 award and remains part of !bat IP'Ut :md Is reimbursable dnrln& tbe 2009 award period
because or tbe overlapplnc performance urnr;. If all four quancrs' reimbursements for the 200~ •w.rd
have been suamitted and paid, the 2008 Federal Sham Remaining shown above is available for
reimbursement during the first three quarters ot;the 2009 p,.JeraJ Fiscal Year (FFY). Remaining 2008 funds
will be paid for the 2009 firs~ second and third qu•~~: ,'Oimbursement requests u necessary to utilize the
full 2008 award . Payments will be identified u fifth, sixth and seventh quarter 2008 payments as
appropriate on !ho reimbursements, and the required SO% non-federal match will be counted toward the
2008 grant to properly match the reimbursed amounts . If any 2008 first-fourth quarter reimbursements have
not yet been •ubmitted or paid, the 2008 amount remaining available will be reduced by any payments made
when submitted and approved. If the 2008 Federal Share Remaining Available amount shown is $0, the full
2008 award amount has been reimbursed, and has no effect on the funds available during FFY 2009 .
Project Budget Line Item Acijultments:
Any changes to this bt•dget, if authori7.ed in §8(8)(11) of this Grant Agreement, must be submitterl to the
Department prior to the next reimbursement request so the Department can properly monitor grant
expenditures and ensure reimbursements fall within the budgeted amounts. Any change in the scope of a
projec~ including the purchase of equipment not shown in this Exhibit B, 1,1 any change equal to or greater
than 10.., (cumulative) to the budget shown in this Emlblt B, requires '.. formal amendment to this Grant.
Page 4 of 4-Exhibit B -Statement of Project
I
2009 EMPG/LE MS -Project/Award Num ber: 9EM09L9K
EXHIBITC
Annual Pro Rram Paper and Staffing Pattern
City of Englewood
EMPG2009
9EM09L98
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COUNCIL COMMUNICATION
Dal e: Agenda llem : Subjecl :
May 4, 2009 11 a i, 2009 Em erge ncy Managem ent
Perfor mance Grant
lniliated By : Staff Source :
Englewood Office of Emergency Manage ment St eve Gree n, Emerg ency Manage m ent
Crio rdina to r
COUNCIL GOAL AND PREVIOUS COUNCIL ACTION
This grant supp o rts th e ioll owing Counc il Goa ls:
I ) Eng lewood as a ci ty th at is safe, clea n, hea lthy and attractive .
::!) Engl ewoo d as a progressi ve ci ty that pr ov id es res ponsive and cos t efficie nt services .
Cou ncil has appro ve d se veral pr ev ious grants fr om th is prog ram .
RECOMMENDED ACTION
Staff see ks Council's support for a bill for an ordinance authorizing th e acceptance of a 2009
Emer ge ncy Management Perfo rm ance Grant (EMPG ) awa rd ed to th e City of Engle wood b y th e
State o f Colo rad o in th e amount of 526,200.
BACKGROUND , ANALYSIS , AND ALTERNATIVES IDENTIFIED
The Emergen cy ~ anagem ent Performance Grants program is designe d to provide supplem ental
fund s fo r th e str nglhening of loca l gove rnm ent emerge ncy mana gem ent offices in preparin g th eir
co mmun ities for d1 dSter plannin g. mitiga tion, respo nse and recovery, whil e co nse rvin g loca l
reso urces.
Th e City of Engl ewood received a grant from th e 2007 supplemental and 2000 EM PG program to
supplem ent t, ,e deve lo pment o f th e em ergency manageme nt office. Th e Colora do Divisi o n of
Emerg ency Managem ent has stated th at this EMPG p rograir. is ex p ec ted to continue for th e
fo rese ea ble future and th at th ey plan to continu e to provide so me leve l of fi nan cia l support to th e
City of Englewood fo r th e em erge ncy manag ement program, th rough th e annual appli ca ti o n
pro cess .
This current awa rd is from th e 2009 Eme rge ncy M anagem ent Perfo rman ce Grant Prograrn and will
all ,:,w th e em ergency manage m ent office to ex pand its capabili ti es to serve th e emergency
prepa redness needs of th e city .
Examp les o i the us e of these funds m ay include:
Continued funding fo r o n e tempo rary , part-lime staff member to ass ist w ith day-l o-d ay
emerge nc • management duties.
D evelop a Lo ng-Term Recovery Pl an fo r the City of Englewood.
D evelop and implement w o rkshops , drills, and func tio nal exercises of th e Ci ty's Emerge ncy
Operations Plan .
Training of emergenq• manag em ent perso nn el and o ther ci ty staff members as necessary.
A dditional upgrades to th e faci lity being use d fo r th e Cit y's emergency operations Pnter.
FINANCIAL IMPACT
Th e awa rd is a soft-m atch grant so there are no d irect costs to th e City in accepting it. Req uired
matchin g funds are accounted for th rough th e exis tin g sala ry of th e Emergency M anage ment
C oord inator.
LIST OF ATTACHMENTS
Pr oposed Bill ior an Ordinance
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