HomeMy WebLinkAbout2008 Ordinance No. 035•
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ORDINANCE NO .JS"
SERI E5 OF 200 8 --
CON'! RACT NU, -,I I -~6 "i 9 b iii
BY AU TH ORITY
CO UN CIL BILL NO . '• 1
INTRODU ED BY ru· NC.IL
MEMBER MOO RE
AN ORDINANCE AUTHORJZ ING THE ACCEPTANCE OF A GRANT ENT ITL ED "STATE
OF COLORADO DEPARTMENT OF LO CAL AFFAJRS EMERGEN CY MANAGEMENT
PERFORMANCE GRANT AGREEMENT (EMPG) WITH THE CITY OF ENGLEWOOD ".
WHEREAS, in 2007 an approp ri ation was made by Congress aimed at impro,mg prepa redness
through support fo r emergency manage ment programs ; nnd
WHEREAS, the Emergen cy Managem en t Performance Grants program is designed to provide
supp lemental funds for the strengt hening of local government eme rgency mana grn1 r.nt offices ,
while cons erving loca l reso urces , to help prepare th ei r communi ties for disaster JMnning,
mitigation, response and recovery ; and
WHEREAS, the City of Englewood Office of Emergency Management requested the
Emergency management Performan ce Grant (EMPG), and the Stat e has awarded the City a !,'Ttlnt in
th e amount of $21,000; and
WHEREAS, the Grant funds wi ll be used to address th e following needs :
• Functional equipment such as comp ute rs and unint crruptib le power supplies arc needed to
bring the EOC to a higher leve l of capability;
• The room where the EOC is located is not currently on emergen cy generator power, and an
engineering study needs to be performed to detcnninc how to correc t that deficiency ;
• The pan-ti me intern will provide mu ch needed staff assista nce to the emergency
management office to help complete th e writing of the City's Emergency Operations Plan.
NOW, THEREFORE, BE IT ORDA INED BY THE CITY COUNCIL OF THE CITY OF
ENGLEWOOD , COLORADO, AS FOLLOWS :
"ection I. The Ci ty Counci l of the City of Englewood, Co lorado hereb y au th orizes the
acceptance of the "S tate of Co lorado Department of Local Affairs Emergen cy Management
Performance Grant (EMPG)" to the City of Englewood, att ached hereto as Attachment I.
Section 2. Pursuant to Arti cle V, Section 40 , of the Engl ewood Home Ruic Charter, th e Ci ty
Council ha s dctcnnincd that Attachment I, attached to this Ordinance , shall not be published
because of its ,;"c. A copy is avai lab le in the Office of th e Englcwo<><' Ci ty Clerk .
Section 3. The Ci ty Manager is aulhorizeo to execute said Int ergovernment al Grant
Agreement for and on behalf of the City of Englewood .
lntroduced, read in full , and pa ssed on first reading on th e 7'' day of July , 200 8.
Pu blished as a Bill for an Ordi nance on th e 11 "' da y of Jul y, 2008 .
Read by titl e and passed on final readi ng on th e 2 1st day of Jul y, 2008.
Publi shed by tit le as Ordi nance No .~ Series of 2008, on th e 25 th da y of Jul y, 2008 .
I, Loucrishi a A. Elli s, City Clerk of the Ci ty of Eng lewood , Co lorado, hereby certi fy that th e
above and fo rego ing is a true copy of the Ordinance pass ed on final r g and publi shed by
title as Ordinance Nn~, Series of 2008 .
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EM PG 2007 Supplemen ta l Grant: Project/ Award #8EM7 S98
Phase I Waiver#: __
I.PARTIES
Routlng # ~ NAA __
Encombrance # ~
CFDA # EMPG -97 .042
Account Code(s): JL0/SB00n7GIF7LG/377G/5110
STATE OF COLORADO
DEPARTMENT OF LOCAL AFFAIRS
GRANT AGREEMENT
With the
City of Englewood
TIIIS GRANT AGREEMENT ("Grant'') is entered into by and between the Cit;, of Englewood ("Grantee"),
and the ST A TE OF COLORADO (the "State") acting by and through the Color.do Department of Local
Affairs (the ''Department'') for the benefit of the Di vision of Emergency Managllment (CDEM).
l, EFFECTIVE DA TE AND NOTICE OF NONLIABILITY.
This Grant shall not be effective or enforceable until approved and signed by the Colorado State Controller or
authorized delegate ("Effective Date"), but shall be effective and enforceable thereafter in accordance with its
provisions . The Department shall not be obligated to pay or reimburse Grantee for any perfonnance
hereunder, including, but nu limited to costs or expensea incurred, or be bound by any provision of this Grant
prior to [select on• of the following options A-C by checking th e box next to selected option}
A. Option
1:81 The Effective Date.
B. Option 0 The later to occur of the Effective Date or the date of a separr,te Jetter issued by the Department
("Release ofFunds Letter") notifying Grantee of the completion of a satisfactory environmental review
and authorizing Grantee to obligate or use Grant Funds .
C. Option 0 The Effective Date; provided, however, that [check applicable sub-option(s)]
I. Sub-Option
0 all Project costs , if spt<:ifically authorized by the funding authority, incurred on or after insert
federal grant's effective da•!e, may be submitted fat roimbun.ement ns if incurred after the Effective
Date; or
II, Sub-Option
0 all Project costs, if specifically authorized by the funding authorit;, incurred on or after insert
federal grent's effective date and pre-award costs for insert purpose, if any, incurred on or after insert
starting date allowed under the federal award for pre-award costs such costs, may be submitted for
reimbursement as if incurred after the Effective Date,
Ul. Sub-Option
0 all or some of the costs or expenses incurred by Grantee prior to the Effective Date which have
been or will be paid with non-fed eral funds may be included as a part of Grantee's non -federal match
requirement, set forth herein and in Exhibit B, Statement of Work, attached hereto and incorporated
by reference here in, if such costs or expenaea are properly documented as eligible expenses in
accordance with insert refenence to proper documer. 'on.
J.RECITALS
A. Authority , Appropriation, And Approval
P•s : ofl6
A
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Au th ority for thi s Gra nt an ses fr om C.R.S. §24 -32-21 01 et seq . Aut hor ity exis ts m th e law and fun ds
have bee n budgel cd, appropri ated an d othc1w 1se made available and a su ffi c ient unencumbere d balan ce
th ercof rcmams av ailab le for pa yment and th e requir ed approval , clca nm cc an d coo rdin ation ha ve been
acc omph shcd fr om an d with appro rJ:-1ate ag en cie s.
B. Gra ntee
Gra nt ee is an eli gible rec ipi ent of Gran t Fu nd s ma de av ail ab le by th e Progra m, as defi ned below, an d
awa rd ed by Lh is Grant. Grant ee is aware of, will ing and ab le t.o co mply wi th all pro vi sion :: spec ifi c to the
Prog ram , as set fo rth in Exhibit A, Applicab le La ws, attac hed hereto and in corp orated by re fe rence
herei n, and to comp let e th e Proj ec t, described in Ex hibit B.
C. Purpose and Department 's Role
TI1 e Deparlm ent ad ministers fund s mad e available lo th e De part ment for th e purpo se of assisting State
and Loc al governments to sus tain and en~ance all ~hu za rds emer gency managem ent cap abilities. Th e
purpo se of thi s agree men t is deta iled in Ex hibit B.
4. DEFINITIONS
The following term s as used herei n shall be con strued and interpreted as fo llo ws :
A. Effective Date
Effective Dat e mean s the dat e thi s Gra nt is effective and enfo rceable in accordance with §2, above herein .
B. Goods
Goods means any physica l item produced or man ufactured and acquired by Grantee either separa tel y or in
conJ un ctio n with the Services rendered hereu nd e: that are required by the provisions hereo f.
C. Grant Fund s
Grant Funds means the funds available fo r distribution by the Department to Grantee for use in
connection with the Project, as se t forth in th e Recitals and Statement of Work sections hereof.
0. Party or Parties
Party or Parties mean s one or bo th of lt!. !)cpartmenl and Grantee .
E. Program
Program means th e federal or slate fund 1 •• g for this Grant.
F. Project
Project mean s the Project described in th e Recitals and Statement of Work secti ons hereof.
G. Projec t Budget
Project Bud get means th e Project Budget described in th e Statement of Work .
H. Services
Services mea ns serv ic es perfor med or tangible ma terial produced or delivered in comp leting the Projec t
and in performance of Gra nt ee's other obligntions hereunder.
J. Termi natio n Dntc
Termination Dale means tl1 e dale tl1is Grant terminates as describ ed in §S(A), below herei n.
J. Work Prod uct
Work Product means software, research, reports, stu dies , data , photograp hs1 negatives or oth er finished or
unfinished documents , drawings, models, surveys, maps, materials, or work product of any type ,
including drafts, prepared by Gra ntee in co mpl et in g th e Prnjcct and in pe rforman ce of Grnntee's oth er
oblir~!:ons hereunder .
5. TERM :rnd EARLY T E RMI NAT ION
A. Initia l Tenn-Wo r k Com mence men t
171e tenn oflhis Grant shall commen ce on the lakr of the Effec ti ve Date or June 9 2008, and lcnnin ale
on June 30, 2009 , unless tenminat ed earl ier as provid ed below . Grant ee's ob liga ti ons und er th is Grn nl
shall be und ertaken and perfonned in the seqt once and manner set fo rth in the Sta tement of Work.
Pcrfom1a ncc of thi s Gra nt shall com mence ns soon as prac ti cable nficr [sel ect one ofth e following options
by checking th e box nr.xt to sele cted option]:
I. ~ the Effective Da le ; or
ii. D tl1e later to occur of the Effe ctiv e Date and the dole set forth in a Rel ease of Fu nds Lener.
B. Oepsrtmc nt 's O ptio n to Exte nd
The Depurtm cnt , in its so le di screti on and upon written noti ce to Grantee, may unilaterally extend the
tenn of th is Grant for a peri od of up to th ree mon ths und er th e same pro vi sio ns as th e ori gin al Grant. This
Pa ge2ofl 6
exten sion shall tcnninat c at the carilcr of either the end of the three mon th penod or when a rep lnccmcnt
Gran t 1s signe d by the Parties and approved by th e Stale Co ntroller or authorized de signee . Any oth er
exte nsion of the term ofth1s Grant requires an amendment made m nccordnnce wi th §21(8), be low
he rei n.
C. E:1 rl y Tcrminatif\n
Th is Gra nt is subJect ,o ea rl y ter minati on in acc ordan ce with § I 7(B), §9(B)(iii),a nd §22(2), all set forth
belo w herein .
6. TATEMENT of WORK
Gran tee shall complete th e Project and perform its other ob lig at ions as desc ribed herein and in th e Statement
of Work, Exhibit B. Grante e shall pro sec ut e its obligations hereunder and m the Statement of Work with due
diligen ce to co mpl etion . 111c Department, in its so le discretion , but in accordan ce with lim itation s imposed by
th e Office of the Stale Co ntroller, ma y change budgetary lines in the Project Budget section of Ex hibit B. The
Departmen t shall se nd noti ce of suc h change s within 60 days in acco rd ance witl1 § 18, bel ow herein_.
7. MATCIHNG FUNDS
A. Amount
Grantee sha ll provide matchin ~ funds as provided in th e Statement of Work. Grantee shall 1111Se the full
amount of matching funds during the term of thi s Grant and shall report lo the Department re:,.,rding the
status of such funds as required in Exhibit B.
B. Breach
Grantee's failure to raise matching funds, to keep records, and/o r to report may affect its continued
participation in the Program under whi ch this Grant operates . In addition, the Department may terminate
this Grant under the Termination for Cau se subsection of§ 17, below herein , if the Department has
reasonable evidence that Grantee will be unable to raise such matching funds during the term hereof.
8. GRANTEE FINANCIAL MANAGEMENT
A. Accounts
Grantee shall maintain properly segre gated accounts of Grant fund s, match ir.g fund s, and oth er funds
as soc iated with th e Project and make those records avai lable to the Department on request. All receip ts
and expend iture s associated with the Project shall be documenti:d in a detailed and specifi c manner, in
ac co rdance with the Project Bud get.
B. P r oject Budget Linc Item Adjustments
Regarding budget line s within th e Project Budget, Grantee may : [check one]
i. 0 not adj ust individual budget line amount s without approval of the Department. Such approva l
sha ll be in the fom1 of-
•) a notice issueo by th e Departmen t in accordance witl1 § 18 , below herein ; or
b) an amendme nt in accordance with §21(8), bel ow herein .
ii. 181 adju st individ ual bud get line amo unts without the Department 's app rova l if (a) there are no
h·ansfers lo or between administration bud get lines; and if(b) the cumulative budgetary li ne item
changes do nut exceed ten percent of the tota l budgeted amount.
9. PAYMENTS TO GRANTEE
Gran tee shall be paid 111 the following amounts and manners, subject to return of any unexpend ed Gran t
Funds:
A. Mnxlmu m A~nount
1110 maxi,num amount payabl e und er thi s Grant to Grantee by the Department sha ll be S2 1.000.00, a,
determioed by the Department from ava ilable fund s. The Department shall reimburse Grantee for cos•s
approved in tl1e Grant budget, set forth in the Statement of Work, for Servi ces per formed, reviewed, and
accepted or Goods de li vered, inspected nnd accepted, pursuant to th e provisions of this Grnn t, including
without limitation, performance, quality, milestones and comp let ion requirements for payment set forth in
the Statement of Work , nnd th e Departme nt 's ins pecti on nnd accep tance rights in the In spection and
Ve rification s ubsection or§ 14 . below herein . Satisfactory performan ce •mdcr the lem,s of this Gran t shall
be a cn n 1ition pre cedent to the Department's obligation to reimburse Gran tee . 171c maxi mum amount of
Gra nt Fun ds payable as rei mburseme nt under thi s Grunt, and any exten sion hereof, shall include all
Gn11t .. e 's fee s, costs and expenses .
Page 3 of 16
B. l':-i yme 111
All paym ents nre su bJ ect to the § 17 orth1s Gra nt.
i. Method. tJ d T im e •
Grantee penodically shall su mil invoices to the Dcpartmcnl in the form and manner set forth in the •
Statement ofWor!,, and altach ti mcshccts, receipt s and other re<JLICS ted documentation in th e form
and manner approved by the Department. Grantee shall submit req uest for reimbursement s/i nvoi ces
within 30 da ys after th e end of th e period for which payment i~ requested, and final billing s under
th1s Grant shall be received by th e Department wi thin 45 days after tc 1111ination hereof. Unt11nely
req ues ts for pa yment may be accepted at th e so le disc retion of th e Department.
ii. Elec tro ni c Fund s Transfer
Payme nts sha ll be made by one or th e foll owing me th ods:
a) by mutually agreeable method inc lu ding in-person pickup ,
b) clec~·onic fund s tran sfer (EFT) irGrantee provide s writt en EFT in struction s to the
Department on a for .11 acceptable lo the Department, or
c) via the U.S. Po sml Servi ce or other delivery serv ice with a properly addressed sta mped
cnvei~'.)C to the addr,.:ss spec ified by Grantee in th e remittance add ress sec tion of Ex hibit B.
iii. Av:.i il ub le Fund s-Co ntin ge ncy-Te rmination
Th e Department is prohibited by law from makin g fiscal commitments b eyond the term or the Sta te's
current fiscal year. The refore , Gra nt ee 's compe nsat ion is co ntin gent upon th e continu in g availability
of Sta te appropriati ons as provided in §2 or U,e Colorado Spec ia l Provisions, se t fort h be low . Ir
federal appropriations or grants fund this Grant in whole or in part, th e Depart ment's performance
hereund er is contingent upon the continuing avai lability or such fu nd s. Payments pur.unnt to ihi s
Grant shall be made only fr om available funds enc um bered for this Grant and the Department's
liab ility for such payments shall be limited to the amount remaining or such encumbered funds. Ir
Stale or fe deral fund s are not approp riated, or otherw ise beco me unavai lable to fund this Grant, the
Department may immed iately terminate this Grant in whole or in part without further liability in
acc ordance wit h § I 7{B), below herein .
iv. Erroneo us Pa yments t I
Payments made to Grantee in en-or for any reason, including , but not li 1nited to overpayments or
imp roper payments , at th e Dep artment's so le discretion , may be recovered from Gran tee by
dedu ct ion from subseq uent pay ment under this Gran t or other grants or contracts between the
Department and Grantee or by other appropriate method s or collected as a debt due to the
Depa11menl.
C. Unexpended Funds
Return
Ar.y Grant Fund s paid to Grantee and not e>pended in connection with this Grant shall be refu nded
by Gra ntee lo the Dcpa11mcnt within 15 day s or tcnnin ation or this Grant. If Grantee receives Gra nt
Funds hereund er during any fi scal yea r in excc:ss of its spend ing limit for suc h fisca l year, Grantee
shall refund all excess Grant Fun ds to the Department within 15 da ys of the Inter or (n) th e recei pt or
such Grant Fund s or (b) the de termination of such excess. Und er no circums tan ces sha ll unexp ended
or excess Gra nt Funds rece ived by Gra nt ee under thi s Grant be refunded or paid to any party other
than the Department.
ii. Dc-Ob li gn ti on
Any Gra nt Fund s not required to co mplete Gra nt ee's obligat ions hereu nd er shall be de -obligated by
th e Depart mcn l. The Depa rtm ent sha ll send noti ce of such de-obligation within 60 day s in
acevrdance wi th § 18, bel ow herein .
iii . Offset
If Gra ntee foil s to return un expend ed fund s the Depm1ment muy offset the amo1111! !,ot return ed
agai ns t nny other unpaid funds th e Department owes Gnmtee under any ot her gra nt , cont r.:1ct, or
obliga ti on between the Parti es.
10. REPOR1TNG AND NOTIFICATION
Repor ts and ana lyses required under thi s section shall be mad e in accordance wi th procedures 1.111d in such
for,n as pre scn bcd by the Department.
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A. Pcrfo nn.111 cc, Pr i)g r css , Pcrso 1111 cl, 11 11<1 F unds
Grantee sh r.1 1 comply with all reporting requiremen ts set fo1th tn the Sta temen t of Work. Ex hibi t n.
B. Litig:a 1.io11
W11 hm I J dnys 1. ftcr bcmg served \Vith any pleading rela ted to thi s Grant or th e ProJcc t, in a legal ac.t,on
filed wit n a co urt or admin istrative agency , Grantee shnll notify the Department of such acti on and deliver
co pies 1Jf s uch pleadings to the De pan men t 's princ ipal representative in accordan ce with § 18, bel ow
hereir, ff a Department prin cipa l represe ntative is not the n serving, such no tic e and co pies shall be
de livere d to the Execut ive Di rec tor of th e Departmen t.
C. 7foncomp li ance
Gr ,111tcc1 s failure to prov id e report s and notify th e De partment in a time ly mann er in accordan ce with thi s
s x tion may res ult in th e del ay of pay me nt of fun ds and/or term inati on under§ I 7 of th is Grunt.
I I. C'RANTE E RECO RDS
Gran tee shall make , kee p, mai ntain and allow in spe ction and monitorin g of th e fo ll owing re cord s:
A. Maintenance
Gran tee sha ll maintain a comple te file of all records, do cuments, commu ni cat ion s, notes and other written
materia ls, electronic media files, and com mu nicat ions , pertaini ng in any manner to the Proj ect or the
deliv ery of Services (in cluding , but not limi ted lo the operation of progra ms) or Goods here under .
Gra ntee shall maintai n suc h records (th e Record Retention Pe rio d) until th e last to occ ur of th e followi ng:
I. a period of three years after the dale thi s Grant is co mpleted or terminated , or
ii. fi nal payment is made he re un der, whichever is later , or
iii. for such further period as may be necess ary to reso lve any pending matters , or
Iv. if an audit is occurring, or Grantee has received notice th at an audit is pending, then until such audi t
has been completed and its findings have been roso lved
B. In spec tion
Gra nt ee shall penr;• •h e Sta le, the federal government or any oth er dul y authorized agent ofa
governmental age . J aud it, inspec t, examine, excerpt, copy an d/or tran scr ibe Gran tee's reco rd s rel ated
lo thi s Gra nt duri ng th e Records Retention Period lo ass ure co mpliance wi th the terms he reof or lo
evaluate Grentee1s performance. The Department reserve s the rig ht to in spect the Projec t at all reasonab le
times and places during th e tenn of this Grant, including any exte nsion. If the Project does not eonfonn to
Gran t requirement s, the Departme nt may require Grantee prom ptly to bri ng th e Project into co nformi ty
with Grant requirements , at Gra nt ee's so le ex pens. I~the Project cann ot be brought into confo nnan ce by
rc•performAnce or other corrective measures, U1e l.Je partment may requ ire Gran tee to take necessary
actio n to ens ure that future perforn rn nce conforms to Gran t req uirements and ex ercise th e rcir ... dies
ava ilable under thi s Grant , at law or inequity in lie u of or in conjunction with th e preceding measure .
C. Monit oring
Grant ee als o shall perm it the Stale, the fed eral govern men t or any ol her dul y authori zed agen t of a
go vcmm en tal age ncy, in th e so le di scre tio n of such governmen tal age ncy, to monit or all ac ti vi ties
conducted by Grantee pu rs uant to thi s Gran t, usin g any reaso nable procedure , at th e di scretion of such
gu vcmmenlnl age ncy , in clud ing, but not lim ited to : in te rn al evaluation pro cedures, cx nminnti on of
program da ta, special analyses, on•sit e checking, nnd formal audit exam inations . All such mon it oring
shall be p er fo rmed in a manner wh ich will not unduly int er fer e with Gra ntee 's perfonnnnc e hereun der.
D. Finul Audit Report
If an audi t is perfo rm ed 011 Grn ntcc ·s records for any fi sc al yenr coverin g a port io n of th e term or thi s
Grant, Grantee shall submi t one copy of the fina l aud it re port to th e Dcpmtm ent 's prin c ipa l rcpresi.:ntntiv e
nl th e add ress s pecified in § 18, be low herei n.
12. CuNF IDEN TlA L INFORMATION -STATE REC ORD S
Grantee oc know ledges thnt it may become privy to confid entia l infonm1tio n in connec ti on wit h its
performa nce hereu nd er, inc luding but not li mited to State records , pers onn el record s, and in fonnn ti on
conce rning individua ls ("Confidential Infor ma tion ,,). The fo llowin g ap plies if Gran tee rece ives co nfi dent ia l
informa tio n:
A. Confid cnlinlity
Gran tee sha ll keep all Con fid ent ial h1 fonna ti on confidentia l al all ti me s and co mpl y w1lh all laws and
regula tions concemm g confi de ntiality of mfom,ati on to the same ex tent appl icab le to the Depar tm ent.
Page 5 of 16
Any req ue st or demand for mformalion m the possession of Gran lee made by a third party shall be
forwn rd ed 1mmcdrntcly to the Dcpanme nt's pnnc1pol representative f0r rcso\u uon .
8 . oi ifi cat ion
Grantee shall nollfy ea ch of it s age nts, employees, i;ub-gro nt CLS, subcon tractors and assign s (each a
·'Re lated Party") who ma y come mto co nta ct wah Co nfiden tia l lnfo1111atmn t!iat such party 1s subJcct to
th e confiden tiali ty requirem ent s set forth herem, and shall pr1,·,,1d t eac h Rela ted Party w1th a written
expl an auon of such rcqu irc mc,,ts before pennittmg such parry to access any infonnat1on of the
Departmen t.
C. Use, ~ccuri ty , and Rclcnti on
No Confidentia l Information of nny kmd shall be distribu ted or so ld to any third party or used by Gran tee
or a Rela ted Party in any wny , exce pt as authori zed by thi s Grant and as app rov ed by th e Depa rtmen t.
Gran tee sha ll prov id e and maintain a sec ure en vironm en t tha t en sures con fidentiality of all State record s
and oth er Confidentia l Information whe rever loc at ed . Confid ent ial Informati on shall not be retain ed in
uny files or oth e1wis e by Gra ntee or a Rel ated Party , exce pt DS set forth in thi Grant and approved by the
Department.
D. Di sclo sure-Linb;Iil y
Dis closure of State record s or other Confid ent ial ln fomiation by Grantee or a Related Party for any rea son
may be cause for legal ac tion again st Gra ntee or such Related Party by th e State or thi rd parti es and
defense of any such oction shall be Gra nt ee 's sole respons ibility .
E. Health Insurance Portability & Acco unt nbilit y Act of 1996 ("HIPA A '")
This H[PAA sect ion {check one} 0 app li es to or does not apply [81 to thi s Gran t. Fed eral law and
reg ulati ons govern ing th e pr iv11 cy of ce rtain hea lth informati on requ ires a "B usine ss Associate Co ntract"
between the Dep artment and Grantee. 45 C.F.R . Sectio n l 64.504(e). Attached and incorporated here in by
re ference and agreed to by the Pa.ties is a HIPAA Bu si ness Associate Addendum for HIP AA compliance.
Terms of th e Adden du m shall be considered binding upon execution of th is Grant and shall remain in
effect during the term of thi s Grant, incl udi ng nny ex tension .
13. CONFLICT OF' INTEREST
A. Definiti on and Appearn nce
Gran tee shall not engage in any business or persona l acti vities or practices or maintain any relationship s
which co nflict in an y way with the full perfom1a ncc of Grantee's ob ligations hereunder . Grantee
acknow l,:dges that with respect to thi s Grant, ev en the appearance of a conflict of interest is harmful to
th e Depa rtment's int erests. Ab sent the Depa rtment 's prior written ap proval, Grantee sha ll refrain fro m
any practices, activ ities or relation ship s whi ch reasonably appear to be in co nflict with th e fu ll
performan ce of Gra ntee 's ob ligatio ns to th e Depa rtm ent hereun der. Grantee shall co mpl y with th e
provi sion s of CRS §18-8-308 and §§2•-18-101-109 .
8. Specifi c Prohibit ions
Gra nt ce1s and sub-grantec1s rcsp<·c ti ve officers, empl oyees, or agents shall ne ith er so licit nor accep t
gra tuitie s, favor s, or an~1t hi ng of monetary va lue from Grantee's potential subgrantees, or part ies to sub-
contracts . Grn nt cc's emp loy ees, offi cers , agent s or an y perm itt ed sub -gran tee s shall nol pa 11icipa lc in the
se lection, award, or ndmini slrnt1 on of thi s Grant or any sub -gran t or sub -c ont rac t, if an actua l or apparent
co nnict of in teres t woul d occur. Such a conflict wou ld ari se when any of th e fo ll ow ing has a fin ancial or
other interes t in th e fi rm se lec ted fo r award :
L an employ ee, offi cer , agent or board memb er;
ii. any member of th e emp loyee's imm ed iate famil y;
iii. an emplo yee's partner ; or
iv . an organi za tio n, whi ch employ s, or is about to employ , any of the afore menti oned.
C. Determination IJ y Department -Default
lf Gnm tee is un ce rtain ns to the ex istence of a connict of int erest, Gra nt ee shall submit to ·.J1 • Departm ent
a disclos ur'! sta tement settin g fo 11h the relevan t det ail s for th e Dep a1tmcnt 's consid eration . ,.-a ilurt: to
promptl y submit u di sc los ure sta tement or to fo ll ow th e Dcpm1111 c11t 's direction in rega rd to the apparent
co nflict shal l be con sid ered a materi al defau lt of thi s Gra nt and grounds for terminati on under the
Te,.mination for Cau se subsec ti on of§ 17, below herei n.
-Pnge6ofl6
D. od,1 of' Pcrfornrnn cc
Gran tee, and sub •g ran tees and subcon traclOrs, 1f any, sha ll mamta in a wntlen code of standard s govemmg
th e performan ce of th eir respecti ve employees, agents, and co ntrac tors engaged in th e award nnd
ndm111 1strat1 on of th is Grant, or subcon tra ct or subgrant, if any Grn nt ee shn ll prov id e a copy of such code
to the Dc parlm en t within 10 day s of the Depart ment's written req uest therefore.
14 . REPRESENTATIONS AND WARRANTCES
The Pa111es make the fo ll owin g spec ific re presen tation ?; and warranties to each ot her, up on whi ch r.,ac h 1s
re lyi ng in e-i tcring int o thi s Gran t.
A. St nucla n l and Manner Orl'crform:rncc
Gra ntee sha ll perfom1 its obligation s hereunder, including in accordan ce wit h th e hi ghes t professi onal
standard of ca re, skill and dilige nce. Grantee shall per:orm it s obligati m1s hereunder in th e seq uence and
manner se t fort h in Exhibit B.
n. In spection and Verilicntion
TI1e Department res erves th e right to inspect and monit or Grant ee 's per formance hereunder at all
rcaso11able times and places to verify that th ey conform to the requ irements of Ex hibit B. IfG rnntee's
pcr ru nnanc e does not conform to Grant requirements, the Department may require Grantee promptly to
b; mg its performance into conform ity with Grant requi rements , at Grantee's sole expense . If the Project
can not be brought into conform ance by corrective mea sures, the Depar i.,,:.:n t may require Grant ee to take
necessary action to en sure that future perfo nnance confom1s to Grant requirements and exercise the
remed ies ava il ab le under thi s Grant , at Jaw or in equity in lieu of or in conjunction with the preceding
measure.
C. Legstl Authority-Gran tee and Gra nt ees Signatory
Grantee warrants that it possesses the legal authority to enk'r into this Grant and ha s taken all actions
required by its procedures , by-l sws, and/or app licab le laws to exerci se that auth ority, and to lawfully
auth orize its undersigned si gnal ,>ry to execute this Grant and to bi nd Grantee to its tcnns. The person
signing and executing this Grnn ' on behalf of Gran tee hereb y rep resents and warrants and guarantees that
th ey have full auth oriza tion tc J.a so. If req uested by the Departmen t, Grantee shall pro vid e the
Department the b:.1 sis for Gn: 11 ~ 's authority to enter in to this Grant within 15 da ys of receivin~ suco
request
D. Licenses, Permits, Etc
Gran tee represents and warrants that as of the Effect ive Date it has , and that at all times during th e term
hereof it will have, ut its sole expense, all lic enses, certificat ions, approval, in surance , permits , and other
authorization required by law to perfo'1T1 it s obligations hereunder. Additionally , all ,·mployecs of Grantee
performing serv ices under thi s Gra nt shall hold the req uired licen ses or certifications, if any, to pcrfonn
th eir duties, Grantee, if a foreign c01µoration or other entity tran sactin g bu sin ess in th e Stat e of Co lorado,
furth er certifi es tlrnt it cutTcntly has obtained and shall ma in!ain any app licable ce rtificate of authori ty to
transact busine ss in tl,e Sta te of Co lora do and has des ignated a registered ag ent in Co lorado to acc ept
servi ce of proces s. An y revocat i.:.11, wi th draw:i.l or non -renc:wal of lic en ses, cer tification s, approva ls,
in surn nce, pcm1 its or any such si milar requ irements necessary for Gra ntee to prop er ly perform thi s Gra nt,
shall be deemed to be• default by Grantee and grou nds for te rmination under Grant § I ?(A ).
E. Sma ll , Minority nnd Woma n Owned Bus in esses
Gran tee wmrnn ts th at it will tak e nil necessary affirma tive steps, as required by Co lorado Executive
Ord ern, and Stat e Proc ur ement Rul es to ass ure that small 11nd minorit y bu sin esses 11nd wo men's bu siness
ent erprises are used, when po:is ibl c, ns sources of supp lies , equipment, c-.on slru ction, and services
purchased ur.d cr thi s Grant.
F. Non•discrimi natiou
Gran tee wan-ants it will comply with any and all law s and regulations prohibitin g di scr im ina ti on in th e
pcrformnn ce of Grantee's obl iga ti ons un de r thi s Gro nt. In consi derati on of nnd for th e purpose of
obtaining any and nil Federal rmd/or Sta te finan cial ass istance:
I. Discrimi nation Prohlbl Ion
Gran tee shall not di scr imi:iate against nny perso n on the basis of race, color , nat io nal origin, age, sex,
relig ion and handi ca p, i11c lu di ng Acquired lm m,111 c Deficien cy Synd rome (A ID S) or AID S-re la ted
cond ition s, in performance of work under th is Gra nt.
Page 7 or 16
ii . Di sab ilit y Excl usion f•ro hi bi1io 11
Gran lce shall not exclude from part1c1pauon in , or deny be nefi ts of the Serv ice, program s, or
uctJvi tie s pl!rformed by Grantee pursuant to this Grant , or d1sc ri mmate against any qualified •
md1v 1d ual wnh a d1sab 1h ty sha ll , by reason of such di sab ilny . •
G. Br cnc h
If the Gran tee breaches any of its rcprcscnta 1ions or wamm tic s, the Depart ment may require Granlt:e to
promptl y pcrfonn !ls obliga t1 ons again m conformity with Grant rcq u1rcmcnts, at no add it ional cos t to th e
Depa rtme nt. If such breaches cannot be , or are not cured, th e Department may , in addi tion to an y other
remedies provided for in thi s Gra nt, requ ire Grantee to take necess ary action to en sure that future
pcrfonnance confom1 s to the provisions of th is Gra nt , and equitably reduce th e paym ent due :o Grantee to
re fl ect the red uced va lu e of th e Project. Any reduction, delay or deni al of pa yment und er th is i1rovisi on
shall not const itute a breach of Gra nt or default by the Depa rtm ent.
IS . INSURANCE
Grantee and its sub-gran tees and subcontractors shall obtain and maintain in suranc e as spe cifi ed in thi s
section at all ti mes during the tern, of thi s Gra nt: 1\11 polici es evide nci ng the insur ance coverages required
here under shall be issued by in surnncc compa ni•:s sati sfa ctory to Gran tee and the Sta te.
A. Gra nte e
Public En titi es
IfGrdn tr.e is a 11publ ic en tity 11 with in th e meaning of th e Colorado Governm ental Immunity Act, CRS
§24-10-1 0 1, et seq ., as ame nded (th e Governmental Im munity Ac t"), then Grantee shall mai ntain at
all times during the lenn of this Grant suc h liability insurance, by commercia l poli cy or self-
in suran c;;e, as is necessary to meet its li abiliti es und er such Act. Grantee shall show proof of such
inSt :ran ce satisfac tory to the Department , if re.quested by the Department. Grantee shall req uire each
gra n, <ir cont rac t with a sub -gra nte e or subcontrac tor which is a pub li c en tity , providing Good s or
Services in con nection with thi s Grant, to includ e the in surance req ui rements necessary to meet sub-
grantees liabilities under th e Act.
ii. Non-P ublic Entitl es
lf Gran tee is not a "publi c ent ity" with in the mea ning of the Governmen ta l Immun ity Act, Grantee
sha ll obtain and maintain during the tenn of this Grant in sura nce cov erage and policies meeting the
sa me requirements se t forth in sub sec ti on B of thi s sec tion with respect to sub-gra ntees and sub-
contrac tors wh ich ·are not "publi c entiti es".
B. Sub-gra nt ees and Subcontractors
Grantee shall requi re ea ch con tract wi th a sub-grante e or subcontractor, ot her tha n th ose that are publi c
entities, providing Good s or Serv ices in connection with thi s Grant to inc lu de in surance req uire ments
sub stant ia:Jy simi lar to the following :
Worl<e r1s Co mp ensa ti on
Work er's Co mpe nsati on Insurance ns requi red by State sta tute, and Em pl oy er 's Liab ility In sura nce
coverin g nil ofsub -brrantee or subcontractor em pl oyees acting within the co urse and sco pe of th eir
employme nt.
ii. Ge nera l Linbilit y
Co mmercia l General Liab ili ty lnsurn ncc writte n on ISO occu rrenc e form CG 00 0 I I 0/93 or
equivalent, co verin g premi ses opera tion s, fire damage , indepcnd rnt contractors , produ cts and
comp leted opera tio ns, bla nket contractual liab il ity, personal inj ury . and advert isi ng liability wit h
minimum limi ts us follow s:
:o ) $1,000,0 00 cnch occ urrence;
b) $1,000,000 gen eral agg regat e;
c) $1 ,000,000 products an d co mpleted operati ons aggregate ; and
d) $50,000 nny one fir e.
If any aggrega te limit is redu ced be low $1,000,000 bec aus e of cla ims ma de or paid, sub-gran tee or
subco nt rnc tor shall immediate ly ob ta in additional insurn nce to restore th e full aggrega te lim it and
ru mish to Gran tee a certific ate or th er documen t satisfac tory to Grantee sho wing com plian ce with
th is provis ion .
Pagc8of 16
t
iii. Au lomobil c Liability
Automobile L1a bl11t y In sur ance co ve rmg any auto (mcludmg owned, hired and non-owned auto s)
with a mm 1mu m limn of $1 ,000,000 each ac cident combined smgle limit .
iv. Additi o11 al In su red
Gra nt e, and the State sha ll be named as add1l!onal in su red on the Commerc ia l Genera l L1ab 1hry and
Au tomob ile Lia bil ity In surance poli cies (leases and construction contracts requ ire additional insured
coverage for com pleted operations on end orseme nts CG 2010 11 /85, CG 2037, or equivalent),
v. Primacy nf Covcrugc
Coverage required of th e sub -brran tce or subcontractor shall be pri mary over any insurance or se lf-
insura nce program carried by Grante e or the State .
vi. Cance lla tion
The above insurance poli cies shall include prov isio ns preventing cancellation or non-re newal
without al leas t 45 days prior noti ce to th e Grantee and th e State by ccrti fied mail.
vii.Subrogatio n Waiver
All insu ran ce policies in any way related to Lhe Grant and secured and ma intained by Grantee's sub-
grantees or subcontractors as required herein shal l inc lu de clauses stating that each carrier shall
waive all rights of recovery , under subrogation or otherwise, against Grantee or the State , its
agencies, institution s, organizations, officers, agents, emp loyees, and volunteers .
C. Certificates
Each of Grantee's subc ontract ors and subgrantees shall provide certificates .&h awing insurance coverage
required hereunder to Grantee within seven busin ess days of the Effective Date, but in no event later than
the commencement of the Se rvices or delivery of the Goods under the subcontract or subgran l No later
than 15 days prior to the expiration date of any such coverage, each subcontractor or subgrantee shall
deliver to Grantee certifi cates of insurance evidencing renewals thereof upon reque st by the Department
or al any other time duri ng the term of a su bcontract or subgrantee , Grantee may request in writing, and
the subcontractor or subgrantee shall thereupon within IO days supply to Grantee, evidence satisfactory to
Grantee and the Department of compliance with the provis ion s of this section.
16, DEFAULT-BRE ACH
A Defi ned
In addition to any breac hes or defau lts specified in other section s of this Grant, including, but not limited
to the §22 below here in , the failure of either Party to perform any of its material obligations hereunder in
whole or in pa rt or in a tim ely or satisfactory manner, constitute s a defa ult or breach, The in sti tution of
proceedings under any bankruptcy, insolven cy , reorganization or simi lar leg islation, by or against
Gm ntee, or the appoi ntment of a receiver or si milar officer for Grantee or any of its property , which is not
vacated or full y stuye<l within 20 days afier th e institutio n or occurrence thereof; shall also constitute a
defau lt.
B, Notice and Cure Period
In the event of a defau lt or breach, notice of such shall be given in writing by th e aggr ieved Pm1 y to the
oth er Pa rt y in the mann er pro vided in § 18, below herr.in . If such default or breach is not cured within 30
day s of receipt of written noti ce or, if a cure cannot be comp let ed within 30 days, cure of the default or
breach has not begun within sa id period and pursued with due di li gence, the aggrieved Party may
terminat e thi s Grani by providing written notice thereof, as provided for in§ I 8, below herein, speci fying
th e effecti \le dale of lh e ler minali on. Notwith slancling an ylhi ng to th e contrary herein, lhe Department, in
it s sole di scretion , need not provide advance notice or n cure per iod and may immediately tenninate this
Grant in whole or in part ifrcasonnbly necessary to preserve public sa fety or to prevent immediate publi c
crisis.
17, REMEDIES
If Gmntee is in default or brea ch unoer nny provi sio n of this Grnnl, th e Department shall have all of th e
remedies li sted in thi s section in addition to all other re medies se t forth in other sections of thi s Grant. 171 c
Department ma y exercise any or all of the remedies availab le to it , in its sole di sc ret ion, co ncurren tl y or
consec utivel y.
Page 9 of 16
A. Ter111 i11 11 1io11 for Cn use 11 11 tl /o r Dcfo ull
If Grantee foil s to perfrmn any of ns obligation s hcicunder with such d1ligcncc us 1s required to ensure us
co mplct 1on in acco rdan ce with the prov1s1ons of this Grant and 111 n timely manner, the Department may •
no11fy Grantee: of !.uch non-performance m accordance with the § 16, nb ovc und § 18 , hc low hcrc:m . If •
Gramc.:c the rea fl cr fails to promptly cu re suc h non-performan ce w1thm the cure period, th e Department, at
11s option, may tcm1matc this entire Grant or such part of this Grant as to which th ere has been delay or a
fai lure 10 properly perform . Exercise by 1hc Departmenl of lhi s righl shall nol be deemed u breach of its
obllga uon s nc r.: nd cr. Grantee sha ll contmuc performa nc..e of th1 s Gra nt to the extent not termi na ted, if
any .
i. O bli gnti o ns nnd Ri ght s
To 1he cxicnt spcciried in the termination notice, Gran lcc shall nol incur further obligations or render
further per forman ce hereunder pnsl the effectiv e date of such not ice, and .;ha ll also tem1inatc
outstanding orders and subcontract s with Lhird parties. However, Grantee shall comp lete and deliver
to the Department all Services and Goods not cancelled by the termination notice and may incur
ob ligation s as arc nec essary to do .so within the Grant terms . In the sole discret ion of the Depa rtment,
Grantee sha ll assign to the Departme nt all of Grantee's rig ht, title, and in terest under such te1minatcd
orders or subcontracts . Upon termination, Gran tee shall take timely, reaso nab le and necess ary ac ti on
to protect and preserve property in th e possess ion of Gra ntee in whic h the Departmen t has an
in terest. All maler ials owned by th e Depa rtment in the possessio n of Grantee shall be im media tely
re tu rned 10 th e Departme nt. In the so le discret ion of the Depart mcnl, Gra n•e.c shall assign to th e
De part ment all ofGranl ee's right, titl e, and inlerest under suc h lerm inated ord ers or subcontract.s. All
Work Producl, al the op 1i on of the Departm ent, shall be del ivered by Gra ntee to the Department and
sh all become the Depa rtm ent 's property.
ii. Payments
The Departmenl shall reimburse Grantee onl y foe accepted Serv icrs and Good s recei ved up 10 lhe
da te of termination. If, after tennination by the Dep artm en t, it 1s determined that Grantee was not in
default or that Grant ee's action or inaction was exc usab le, such term in ation shall be trea ted as a
tcnmn:uion in th e pu bli c inte rest and th e right s and obligat ions of I.h t! Parties sha ll be th e sa me as if •
this Gra nt had been term ina ted in lhe pu bli c interest, as descri bed in §I 7(8), be low herei n. 'II
iii. Da mages a nd Withh oldin g
Notwit hstan ding any oth er remed ial ac ti on by 1he Department, Gran lec also shall remain liable to the
Dcpartmenl for any damages sustained by the Departmcnl by virtue of any defau lt under this section
by Gra ntee and the Dc pai1mcnt may wilhho'' any pay menl 10 Gra nl ec fo r th e purpose of mi tigali ng
the Department 's damages , unt il s uch fr . .::. the exact amount of damages due to the De partme nt
from Grantee is determ ined . Fu1thcr, the Departme nt may wit hho ld amo unts du e to Gran tee as the
Dc partnn:n t deems necessary to pro tec t the Departmen t agai nst loss because of ou tstandin g li en s or
claims of for mer li en holders and to rc:mbu rse the Department for the excess costs incu1Tcd in
pro curi ng sim ilar goods or serv ices. Grantee shall be liab le for excess costs incun-ed by the
Department in procuring from third part ies rcp lnccm cnt Serv ices or subs litut e Goods as cover.
U. Ea rl y Tcrmin:1fi u11 for th e Publi c In ter es t
'fllc Dc,;artment 1s entering int o th is Gran t for the puq>o sc of cmrying out the p ub li c poli cy of the Stntc of
Co lorado, as de te rmined by its Govemor, Gen era l Asse mbly, and Co urt s. I f th is Gra nt ceases to furt her
th e public policy of the Sta te, th e Departmen t, in it s so le di sc retion. may termin at e tin s Gra nt in who le or
in part. Ex ercise by th e Dcpa r1111 ent of this ri ght shnll not be dee med a breac h o f th e De pm1111 cnt's
obligation s hcreundcr. Thi s subsec tion sha ll not apply lo a termination of th is Gra nt by the Dc pn rtnwnt
for cause or dcfo uh by Gran lcc , which shall be governed by§ I 7(A), above herein .
Mctho(I a nd Conl c ul
'l1 1c Department shall notify Gra ntee of the te rmination in accordance with § 16, nbove and § 18,
be low herein , spcc ifymg th e effec tive dat e of the termination and whether it affec ts all or u portion of
thi s Gra nt.
ii. O blig:1 ti o ns nnd Ri ghl s
U pon rece1p l of a termi nnlion nolice, Grantee sha ll be subj ecl 10 and comply wilh § 17(A)(i), abo ve •
hcrcm . ,.
l'rt gc 10 of 16
iii. r ny ment s
If this Grant 1s tcnmnated by the Depa11mcnt in furthera nce of the pub lic int erest of the Sta te of
Co lorado, Gran te e shall be paid an amount which bears th e same ratio to the total reimburseme nt
under th is Gra nt as th e Services sntisfoctorily perfo m1 cd or th e Goods sa tisfactorily delivered or
insta ll ed bear to the total Serv ices and Goods covered by th is Grant, less paym ents pre viously made .
Add it iona lly , if the Gra nt is Jess than 60% comp leted, the Department may reimburse Grantee for a
portion of ac tu al out -o f-po cket expenses (not oth erw ise reimbursed under thi s Grant) incurred by
Gra ntee whi ch are direc tl y attributab le to th e un co mple ted porti on of Gra nt ee 's ob ligations
hereunde r; provided that rei mburse ment shall not exceed th e in aximun, amount pay ab le to Gra nt ee
hereu nder.
C. Remedi es Not Involving Termination
Th e Department, its so le disc retion , may exercise one or more of th e fo ll ow in g remedi es in addition to
other remedies ava il ab le to th e Department:
I. Snspend Performance
Susp en d Grantee 's performance with respect to all or any portion of this Gra nt pending nece ssary
con·cctive actio n as specified by th e Department without entitling Grantee to an adjustment in
price/cost or perfo1manc e schedul e. Grar tee shall promptly cease perfo 1manee and in r.umng co sts in
accordan ce with th e De pa rtm ent's dircct.ve and the Departm en t shall not be liable for costs inc u1rod
by Grantee after the suspension of performance und er this provi sio n.
Ii . Withhold Payment
Withhold pa ymen t to Grantee until correc ti ons in services arc sati sfactori ly co mpleted and /or
acceptable goods arc pro·,ided .
Iii . Deny Payment
Deny payment for those Services not performed and/or Goods no t pro vided and which du e to
circ umstan ces cau sed by th e Gra ntee cannot be performed or prov ided or, if performed or provi ded,
would be ofno valu e o the Department; provided , that any den ial of payment mu st be reasonabl y
related to th e va lu e of wor k, performance or Goods los t to th e Department.
iv. Removal
Demand remova l of any of Grantee's empl oyee::. agents, or subc ontracto rs whom the Department
deems in compe te nt, care less, insubordi nate, unsuitable , or otherwise unaccept::i bl:.1 or whose
cont inu ed relation to th is Grant is deemed to be contrary to the public interest or not in the
Department's best interest. Rep lace ment of any key personnel hereunder sha ll !J c do ne in accordanc e
with the rel evant provisions of Ex hibit B.
18. NOTICES and REPRESENTATIVES
Each individual iden tified below is th e princip al represcn tRtive of the designati ng Party . All notices required
to be given hereund er shall be hand delivered with rece ipt requ ired or sen t by .ertified or regis tere d mail to
such Party 's pri nci pa l re presentativ e at the address set fort h below. In additi on to, but no t in li eu of, hard-copy
notice, noti ce also ma y be senl by e-ma il tu the e-mail addresses, if any, set fo rth below . Either Party may
from time to time de signate by written notice subs titute ad dresses or perso ns to ,~·horn such not ic e,; shall be
sent Unless otherwi se provided herein , all noti ces sha ll be effective upon recei pt.
A. Dcpmrlm cnt :
8. Grnntec :
iiord1nator
Eng lewo od , CO ·S0 I I 0
Emrii l:"s gre cn@eri'gJew'oodgov.org
Pngc 11 of 16
19 . GOVE RN IENTAL IMMUN ITY
Notw1ths tandmg any other prOVISJOn 10 th e con trary, nothmg herein shall cons mutc a waiver , exp ress or
1mpll ed1 of an y of the 1111111unllies, right s, benefits, prot ect ion , or oth er prov1 s1ons of the Colorad o •
Gove rnm enta l lmmuni ry Act, §CRS 24-10-101, cl seq., as amended . Lmbil1 1y for claim s fa, mJur ics tu
persons or property ari sing from the negligen ce of the Stat e of Colorad o, I1 s departments, ms tI tut Ions,
agencies, boards, officials, and employees is contro ll ed and limi ted by the provi sions of the 'Jovcrnmcn tal
Immunity Act and the ris k management sta tute s, CRS §24-3 0-150 I, ct seq., as amended .
20. LEGAL RESID ENT
Thi s lega l resident sec tion {check 011ej O applies to or docs not apply [81 to th is Gra nt. Gran lee mus ! con ri rm
that any indi vidua l natura l person eightee n years of age or olde r ts lawfu lly prese nt in th e Uni led Sta tes
pursuant to CRS §2 4-76 .5-10 I el seq. when such in div idual app lies for pu bl ic benefi ts provid ed un der th is
Gra nt by requi rm g the following :
A. Identification:
Th e ap pli ca nt shall produce one of th e foll ow ing person al identification s:
i. A valid Col orado driver's Ji .. cnse or a Co lorado id entifi ca tion ca rd, issued pu rs uant to artic le 2 of
title 4 2, C.R.S.; or
ii . A Un ited States mili tary card or n military dcpcnd ene;:; identifi cation card; or
iii. A Uni ted States Coast Guard Merch ant Mari ner card; or
iv. A N ativ e: American tribal docum enL
B. Affidavit
The appli cant shall ex ecute an affid avit herein attach ed as Form I , Affidavit of Legal Re sid ency , stat ing :
i. That th ey are United St ates citizen or legal pennanent resident; or
ii. That they arc otherwi se la wfully present in the United States pursu ant to fede ra l law .
21. GENERAL PROVISIONS
A. Binding Effect
Except as otherwise provid ed herem , a}) provi sion s herein contained , inclu di ng th e benefits and burd ens,
shal l extend to and be bindin g upon the Parti es' re spec tiv e hei rs, lega l rep resentativ es, suc cess ors, and
assi gns .
B. Modification and Amendment
Thi s Gmnt is subject to such modifi ca tion s or amendments as ma y be required b) changes in Federa l or
State law , or their implement ing regulation s. An y such requ ir ed modifi cation or a.nendment s shall
automati cally be in corporated in to and be made part of thi s Grant on the effectiv • date of such change, as
if fully set fo rth herein . Ex ce pt as specifi call y pro vided el sewh ere herein , no modi fic ati on or amendments
of thi s Gra nt shall be effec tiv e unl ess agreed by bo th Parties in a wri tt en amendment to thi s Gran~
properly ex ecuted and appro ved, th e fonn and content of whi ch arc in accordan ce wi th Stole Law , Fi sc al
Rules and Poli cies .
C. E ntire Un dersta ndin g
Thi s Gra nt re pres ents th e co mplete inlcgration of nll understa ndin gs betw een th e Par ti es and all prior
representations and un ders tandi ngs , oral or written , arc merged here in . No prio r or con tcmpo roneou s
add ili on, de leti on, or other amendment hereto shall ha ve any force or a ff ee l whatsoe ver, unl ess embo,ti cd
here in or as prov ided in the Modifi cation sub secti on of thi s sec tion .
D. Scvcrnb ili ty
Prov ided thi s Gra nt can be execu ted and pei for med in acco rda nce with its int cnt 1 the provi sions hereo f are
se verab le mid any provi sion declared in va lid or inopC"rab le for any reas on sha ll not uffec t th e va lidity of
any oth er pro vision hereo f.
E. Co unt erp arts
Thi s Gra nt may be exec uted in mu lt ip le iden tical or igina l cou nt erpai1s, nil of whi ch shall co nstitu te one
agree ment.
F. \''aivcr
Waiver of any brea ch of a ter m, provision, or requireme nt of or any right or re n~edy un der th is Gra nt,
whethe r expl icitl y or by lnc k of enforcemen t, shall no t be cons tm ed or deemed as a waive r of an y • ,
subse quent breach of such term, pro vision or requirement, or of an y other ter m, provision, or requiremen t. •
Pa ge 12ofl6
---------------------------------·-
G. Assig 11 111 cn1 -No,•111i 1,11
Excep t as otherwise spcc1fically prov ided m the Sta tement of Work , Exhib it B, Gra ntee's ngh ts and
obhg auons here under are personal and may not be transfen...:d, assigned or subcontracte d, and novation s
sh all not occur, without the pnor. wnnen conse nt of the State . Any attempt at :i ss ,gnment, 1,ansfer,
subcon trnctmg, or novou ons w1thou : such con sent shall be void . All sub-grants/s uh-grar "t:.S and
subcontracts/subcontra ctors approved by Gra ntee or the Sta te shall be subJ cct to the prnv 1s1on s hereof.
Gra ntee shall be solely respon sible for all aspects of subco ntra cting nmmgemcnts end performance.
Grantee sh all be solely rcspon s1b\c for all sub-gra nt and subcontract ing arra ngem ents, dircc!•un5, and
performance, mcludm g, but not ln mted to, delivery of Goods and performa nce of Services . Gran tee s~a ll
require and ensure that eac h sub-brrantec and subcontractor ass ents m writmg to all of th e provi si on s
hereof, including indc mm f)'ing th e Sta te as req uired under the Co lorado Spec ial Prov isions, bc lo\·1 here in .
fl. Third Pa rty Be nefi ciaries
Enforcement of thi s Grant and all rights of action hereunder arc reserved so lel y to the Parti es . Ant
serv ices or benefits received by a thi rd par ty as a resu lt of this Grant are in cidental to the Grant , and do
not create any rights in or for such third pa11y .
I. urviva l of Cer tain Gran t Ter ms
Notw1thstn.nding anyth ing herei n to the contrary, prc ·:is;.:,.,s of this Grant, including without limitation
Exhibits a11d attachments hereto , req uiring continued perfo:mance, co rnpli.in ce, or effect after termination
hereof, sha ll survive such term ination and shall be enforr..:able by th e Department if Grantee fails to
perfonn or comply as required .
J.Ju risdicti on s nd Ve nu e
All suits , actions, or proceedings related to this Grant shall be held in the Sta te of Colorado and the
Part1<s herby agree that venue shall be proper in the City and County of Denver.
K. Ca pti ons
The captions and headings in this Grant are for convenience of reference only, and shall not be used to
in terpre~ define , or limit its provisions .
L . Fe deral Fu nding-Lis t of Se lec ted Applicabl e Laws
Grantee at all times during the performa nce of th is Grant shall comply with all applicable Federal and
State laws and th eir imp lementing regulations, curren tly in exi stence and as herca fi cr amended , inc ludi ng
without lim itati on th ose set forth on Exhibit A , Applicab le Laws , attached hereto , which laws and
regulation s are incorpora ted herein and made part hereof. Grantee also shall req uire comp li ance with sur..h
law s and regu lation s by subgrantecs and subcontractors un der subgrants and subcontracts pe rmitted by
this Grant
M. Order of Precedence
The provision s of thi s Grant shall govern the relation ship of the Department and Grantee , In tl te even t of
co nflicts or incon sistenc ies between thi s Grant and ili exhibi ts and attachments, such conflicts or
incon sistencies shall be resolved by reference to the docu men ts in the following order of priori ty:
i. s~tion 22 , Colorado Special Provi si ons
ii. Sections I throu gh 2 1 of Grant Agreement
iii. Exhibit A, Applic ab le Law s
iv. Exhibit B, Statement of Work
v. Grant Guidance Package
2l. CO LORAD O SPEC IAL PR OVI IONS
TI1c sc Specia l Provi sions app 1y t-:, all Stat e contracts except where noted m :1allcs .
I . CON TR OLL ER' Al 'l 'ROV AL. CRS 24-30-202 (1). Th ir Grant shall not be deemed valid until it
ha s been approved by the Colorad o State Con tro ller or designee .
2. FUN D AVAILABILITY . RS 24-30-202 (5.5). Finan cial ob ligations of th e Stat e payabl e aP.cr the
cut Tc nt fi sca l ye ar arc conti nge nt upon fo nd s for that purµosc being appropr iated , b1Jdgeleci, and otherwi se mad e
avail abl e.
3. INDEMNIF ICATION . To the extent provided hy law, Grantee sha ll indemn ify, save, an d ho ld
harm less •he State, its emp loyees and agents, aga in st any and all clai ms, damages , lbbility and court awards
includ ing co'i tS, ex penses, and attorney fees and re lated costs, incurred as a rcsu ll of any ac t or omission by
Grantct:, ,,r its employees, age nts, subcontracto rs, or assi gn •;cs pursua nt to t1'e terms of thi s Grant.
{Applicable 011/J' to l11tergover11m e11flll Contra cts} No term or cond it ion of thi s Grant shall be co nstrued or
interp reted as a waive r, express or impli ed, of an y of th e immuni ti es, ri ghts , bene fi ts, pro tecti on, or oth er
provis ions , of th e Co lorado Governmen tal Im mu nity Act, CRS 24-I 0-10 I ct seq., or th e Federa l Tort Claim s
Ac~ 28 U.S.C . 267 1 et seq., as appli cable, as now or hereafter ,.mended.
4. INDEPENDENT CONTACfOR. 4 CCR 801-2 . Gra ntee shall perfonn its duti es hereund er as an
ind epend ent co ntractor and not as an empl oyee. Ne ith er Grantee nor any agent or employee of Grantee shall be
or sha ll be deemed to be an agent or empl oy ee of th e St ate . Grantee sha ll pay when du e all required empl oyment
taxes and inco me taxes and loc al head taxes on 1ny moni es pa id by the St ate pursuant to thi s Grant. Grantee
ack now ledges that Grante e and its emplo yees are not entitled to un employment in s uran ce benefits unl ess
G1antee or a third par ty pro vides such coverage and th at th e State does not puy for or oth erwi se pro vid e such
coverage. Grantee shall hav e no auth ori zatio n, ex pre ss or impli ed, to bin d the Sta te to any agreement , liabili ty or
un ders tandi ng, except as express ly se t forth here in. Grantee shall provide and keep in forc e workers'
co:npensat ion (and pro vi de proo f of such in sura nce when requested by th e State) and une mpl oymen t
compt .,sa ti on insurance in the amounts required b)' law and shall be so lely res ponsil: · for its acts and those of
it s emp loy ees and agents.
5. NON-DISCRIMINATION . Graatee a;:rees to co mply with th e letter d th e spitit of all ap plic ab le
Stat e an d federal la ws res pec tin g di sc rim inati on and un fa ir emplo yme nt practi ces .
6. CHOI CE OF LAW . The laws of t!,e State of C0 lora do , an d rul es and re gul atio,,s iss ued pursuant
thereto, sha ll be appli ed in the interp retation, executi on, and enforcem c.,t of thi s Grant. Any provis ion of this
Gmnt, whethe r or not incorpora ted herein by reference, whi ch pro vid es !Or arb itrat ion by any ex tra-jud icial body
or person or whi ch is ot!]erw ise in conflic t wilh said laws, ru les , and regulations sha H be considered null and
void . Nothing rontai ner. in any provi sion incorpora ted herei n by re ference whi ch purports to nega te lhis or any
other specia l provisi on m whole or in part sh all be valid or enforceabl e or avai labl e in any action at Jaw, whether
by way of compl amt, defen se, or oth erwi se. Any prov is ion rend ered null and voi d by the op erati on of this
provisio n will not in vali date the rem ai nd er of thi s GrJn t, to the ex ten t th at this Grant is capabl e of exccl1li on. At
al l ti mes durin u th e perfo nnancc of th is Grant, Gra ntee shall stric tl y ad here to all ap pli cable fe dera l and State
laws, ru les, and regul ati ons that have been or may hereafter be es tab lished.
7. [Not Applicable ttJ /tJtergtJPem111 c11tal Cot11l'tlcts] VENDOR OFFSET. CRS 24-30-202 (I) and 24 -
30 -2 02.4 . TI,e State Controller may wit hh old payment of certain deb ts owed to Sta te age ncies under the ve ndor
offse t in terce pt sys tem fo r: (a) unpa id chil d support debt or child sup port an-earugcs; (b) un pa id balances of tax,
acc rued interest, or ot her charges specified in Art icle 21, Titl e 39, CRS; (c) unpa id loa ns due to th e Stu den t
Loa n Division of the DCJ ·ar tm cnt of Hi gher Edu ca tio n; (d ) amounts req uired to be paid to th e Unempl oy ment
Compensatio n Fund ; and (e) other unp aid deb ts ow ing to th e Stal.e or its agencies, as a result of fina l agency
determination or reduced to judg111cnt, as certified by the State Controll er.
8. SOFTWARE PIRA CY PROHIBITION. Governor's Exccnlivc Order D 002 00 . Nu Sta te or
other public funds payab le under thi s Grant shall be use d fo r the ac quisi tion, opera tio n, or main tenance of
computer softwa re in violati on of federa l copyr ight law s or npp li cob lc li censi ng res trictions . Gra ntee he reby
certifies that, for the tenn of this 1....ra nt and any ex tensions, Grant.cc has in place appropriate systems and
controls to prcvcm suc h imp ro per use of public fu nds . If the State de tcnnm es that Grantee is in vioh1ti on of thi s
paragraph, the tnt e may exc;c ise nny re medy avai lable at law or equity or under this Gra nt, in cluding , withou t
Pn gc 14ofl6
hmuau on. 1mni cdiat c termmat1 on of th1 s Grant and any remedy co nsistent wnh fede ral copyrig ht la ws or
app l1cublc licensin g restnctions .
9. EMPLOYEE FIN ANC IAL INTEREST . CRS 24-18-201 and 24 -50 -507 . The signatories av er that
to their k1,,,,.,,ledge, no c::mp loyce of th e State has any personal or be nefic ial int crc£t what soever in the se rvice or
property described in thi s Grant.
JO . !Nol Applicabl e to Intergovernm ental Con tracts!, ILLEGAL ALIENS -PUBLIC
CONTRACTS FOR SERVJCES AND RESTWCTIONS ON PUBLIC BENEFITS. CRS 8-17 .5-101 and
24 -76.5-101. Grantee certifies thot it shall comp ly with the provi sion s of CRS 8-17.5-10 I ct seq . Gran tee shall
not lmowingly employ or contra ct with an illegal ali en to pcrfo,m work und er thi s Grant or enter in to a
subcontract or subgrant with a su bcontra ctor or subgr antce that fails to certify to Grantee that such subbrrantec or
sub co ntra ctor shall not knowingly emp loy or co ntract with an illegal nlien to perform work under thi s Gra nt.
Grantee represents, warrant s, and agrees th at it (i) has veri fi ed that it does not employ any illeg al ali ens , through
participation in th e Ba sic Pilot Employment Verificati,, 1 Program admi nistered by the Socia l Security
Admini strati on and Department of Homeland Secu rity, and (ii ) otherwi se shall comply with th e req ui remen ts of
CRS 6-17 .5-t 02(2)(b). Gra ntee shall co mpl y with all reasonab le requ ests made in the course of an investigation
under CRS 8-17 .5-102 by th e Colorado Department of Labor and Employme nt. Fai lure to comp ly wi th any
requirement of !his provision or CRS 8-17.5-101 ct seq., shall be cause for termination for breach and Grantee
shall be liable for actual and co nseq uential damages.
Grantee, if a natural person eighteen (18) years of age or older, hereby swears or affirms under penalty of
perj ury that he or she (i) is a citi zen or otherwise lawfully present in the United States pursuant to federal law,
(ii) shall comply with the provisions of CRS 24-76 .5-10 I et seq ., and (iii) sh all produ ce one form of
identification required by CRS 24-76.5-103 prior to the effective date of thi s Grant.
Revised October 25 , 2006 Effective Date of Spec ial Provi sions : August 7, 2006
THE REST OFTIDS PAG TENTIONALLY LEFT BLANK
i ugc 15 of 16
Tl-IE l'Al!TIE H E l!ETO l·IAVE EXECIITE O TH I ,RA!'.IT
"l'crso us signing for C ran1ec hereby swcnr and affirm that they ore authorized 10 ac1 on Gr:1 n1 cc1s behalf and
:1clmowlcdgc that th e S tat e is relying on their representations 10 thnt effect.
GilJ\NH:E
CITY OF ENG Lie WOOD
STATE OF COLORADO
Bill Ritter, ,Jr., GOVERNO n
DEPARTMEN; OF LOCAL AFFAIRS
By: __ G_a~r~y~L~-_S_e_a_r_s _______ _
Title : ~ity Manager
•Signarure By:_--=--=-==--,-,--cc--..,..---=-,,----
Susa n E. Xirkpatrick, Executive Director
Date : ___________ _ Date : _____________ _
PRE-APPROVED FORM CONTRACT REVIEWER
By: ____ =,,....~-,--------
Witliam F. Archambault, Jr.
Date : ____________ _
ALL GRANTS REOUfRE AP PROVAL by th e STATE CONTROLLER
C RS §24-30-202 requires th e State Controller to a p prove a ll S late Grants. Thi s Grant is not vali d until s ign ed :md
dated below by th e State Controll er or dclegntc. Grantee ls no l auth orized to beg in performance until s uch time. If
Grantee begins performing prior thereto, th e State of Colorado is not obliga ted to pay Grantee for such
performance or fo r any goods and/or se rvices provid ed hereund er.
STATE CONTROLLER
David .J. McDermott , Cl' A
ll y: __ ~~~--~~~~----
Rosc Marie Au ten, Control ler Dclcgal c
Dale: _______ _
Page 16 of 16
I
•
2007 EM l'G· upp lcmcnrnl : EM7S98
EX HIBI T A
APPLI CA BLE LAW
Fede ral law s and reg l'lations incorporat ed int o this contract in clu de, with out li mi tation:
I. Age Discrimination Act '>f 1975, 42 U.S.C. Sec tions 6101 , et se q.
2. Age Di sc riminati on in Employment Ac t of 196 7, 29 U.S.C. 62 1-63 4
3. Ame ri can s with Di sab iliti es Act of 1990 (ADA), 42 U.S.C. 12 10 1, et se q .
4. Equa l Pay A~t of 1963, 29 U.S .C. 206(d)
S. Immigra ti on Reform and Control Act of \ 9S 6, 8 U.S.C . 1324b
6. Sectio n 504 of the Rehabilitati on Act of 1973, 29 U.S .C. 794
7. Title VI of th e Civi l Ri ghts Act of 19 64, 42 U.S .C. 2000d
8. Title VII of th e Civ il Ri ghts Act of I 964, 42 U.S .C. 2000e
9. Titl e IX of th e Ed uca tio n Ame ndment of 1972, 20 U.S.C . 168 1, el seq.
I 0. Section 24-34 -302, et se q., Co lorado Revised Sta tut es 1997 , as amended
11 . Th e app lica ble of the following :
11. I. Cos t Prin cipa ls fo r State, Loca l and Indian Tribal Governmen ts, 2 C.F.R. 225, (0MB
Circula r A-87);
11.2 . Cos t Principals for Edu catio n Institutions, 2 C.F.R. 22 0, (0MB Circular A-2 1);
11 .3. Cos t Principal s for Non-Profit Orga ni zat ions, Z C.F .R. 230, (0MB Ci rcular A-122), and
11.4 . Audits of St ates, Local Governm ents , and Non -Profit Org an iz ation s (0MB Circ ul ar A-
l 33 ); and/o r the Colorado Loca l Gov ernment Audi t Law , 29-1-60 I , et seq, C.R.S., and State
im ple mentin g rul es and regu lations.
11.5 . Im mi gration Status -Coo peration with Federal Officia ls, CRS 29 -29-10 1, et seq.
11 .6. Davi s-Bacon Act, 40 U.S.C. SS 276a to 276a-7.
11.7. Co peland Act, 40 U.S.C. S 276c and 18 U.S.C. SS 874 .
11.8. Contract V.o,k Hours and Safety Stand ards Act, 40 U.S.C. SS 327-333 , regarding labor
standa rds for federa ll y assi sted construc ti on sub-award s.
11.9. Wild and Scenic River s Act of I 968 , 16 U.S .C. SS I 27 1 el. seq., related to protecting
co mpon en ts or potent ial components of th e nation al wi ld and sce ni c r:vers system .
I 1.10 .Na tional Hi storic Preservat ion Act of 1966 , as amend ed, 16 U.S .C . 470 , Executive Order
No. 11 593 (id ent ifi cat ion an d prote ction of histori c pro perties), and the Archaeolog ica l and
Historic Pr eservati on Act of 197 4, 16 U.S .C. 469a-1 el. seq.
\ I.! I.Rob er t T. Stafford Di sas ter Ass istan ce and Emerge ncy Reli e f Ac t (S tafford Ac t), 42
U.S.C. 5 12 1 et seq., a .11nend ed .
11.12. Nat iona l Flood Ins ura nce Act of 1968 , 42 U.S.C. 400 I el. seq.
11.13 .Co mpreh ensive Env iron mental Respo nse , Co mp ensation, and Liability Act of 1980
(CERC LA), 42 U.S.C. 104 .
11.14 .Depar tm ent of Defen se Auth or i. ati on Act of 1986, T itle 14, Part B, Sec ti on 14 12, Publi c
Law 99-145 , 50 U.S.C. 1521.
I I.I S.U SA PATRIOT Act of 2001, (Pub . L. 107-56).
11 . 16 .D;gita l Televi s ion Transi ti on an d Publi c Safety Act of 20v5 , (Pub L. I 09-17 1)
12. Federa l Emergency Ma nage ment Agency, Dcpa11 menl of Homclana Security Regu lat ions: All
Appli cable Porti ons of 44 C.F.R Chap ter I , wi th th e fo ll ow in g Part s spec ially noted and app licab le
to all grnn ts of FEMA/DHS fu nds:
12.1 U111fom1 Admini strati ve Req uirements for Gran ts and Cooperative Agree ment s to State
and Loca l Govenm1cnt s , 44 C.F .R. 13.
Pa ge I of 2 -Ex hib i! A -Ap 1>hcab lc Laws
12.2 Govemmentw id e Debaiment and Suspen sion (No np rocurement) and Requirem ent s for
Drug-Free Workplace , 44 C.F.R. 17 .
12 .3 New Restr ic ti ons on Lo bb yi ng, 44 C.F.R. 18 . .Ill I
13 . Priva cy Act of 1974, 5 U.S .C. S 5529 and Reg ulation s adop ted th ereunder (44 C.F.R. 6). 111
14 . Prohib iti on agai nst use of Fed era l Funds for Lobbying, 31 U.S.C. 1352
I 5. No ne of the fu nd s mad e available through this agree ment shall be used in co ntravent ion of the
Federal building s performance and reporting requirements of Executive Order No . 13123, part 3 of
title V of th e Nati onal Energy Conservation Policy Act, 42 U.S .C. 825 I et. Seq ., or sub title A of
title I of the Energy Policy Act of2005 (includ ing the amendme nts made thereby}.
16 . None of the funds made avai lable shall be used in contravention of section 303 of the Energy
Poli cy Act of 1992, 42 U.S .C. 13212.
I 7. Buy Am eri can Act, 41 U.S.C. !0a et seq.
Page 2 of2 -~x hibit A -Appli ca ble Laws ----------------------·-··· ____________ _.
2007 EMPG-SupplcmcntDI : 8E M7S98
EXHIBIT B -STATEMENT OF WORK
200 7 Supplementa, Emergency M•nag ement Performance Grant
I. GENERAL D' ;SCRIPTION OF THE PROJECT(S).
The two-part rojec t involved is I) The development and impl eme,·,tation or tl,e City's Emergen cy
Operations 1 ,nter (EOC) and 2) TI1e devel opment and imp lementation of the City's Emerge ncy Operation s
Pion (EOP).
I.I. Eligible/approved expen ses. (!) EOC Improvements (computers, software peripherals, radios ,
telephones, displays), (2) engineering stody lo determine back-up generator capability, (3) part-
Ume employee to update EOP and provide associated trlnlng/exerclses,
1.2. ldenUflcatlon of Subgrant. NONE
2. DEFINITIONS :
2.1. List specialized terms used in the SOW, if any: NONE
2.2. List abbreviations used in the SOW, ifaoy : Emergen cy Operatinns Center (BOC), Emergency
Operation Plan (BOP)
3. DELIVERABLES:
3.1. Quarterly Financial Status and Progress Reports . The project(s) approved in this Grant are to be
completed on or before the termination date 1ialed in §S(A) of the Grant Agreement. Grantee shall
submit quarterly financial status and progrananatic progress reports for each project identified in this
agreement using the forms provided by the Department Two copies with original signatures shall be
submit!ed in accordance with the schedule below :
3.2. Final Reports . Grantee shall submit a final finaocial status and progress report that provides final
financial reconciliation and a final cumulative grant/project accomplishments report within 45 days of
the end of the project/grant period . No obligations of funds can remain on the final report. The final
reports may substitute for the quarterly reports for the final quarter of the grant period . If all projects
are complete.! before the end of the grant period, the final report may be submitted at any time before
its final due date . No further reports will be due after the Department has received, and sent notice of
acceptance of the final grant report.
gjNon-Federal Match : This non-federal match section [check one) [8:1 applies to or does not apply [J lo
this Grant !fit applies, this Grant requires n non-federal match contribution of~ of the total
Grant budget. Documentation of expenditures for the non -federal match contribution is required. The
match {check one} l8l may or may not O include in-kind match ..
Mother Deliverables : NONE
4. PERSONNEL:
4.1. Key Personnel
4.1.1.Responslble Administrator. Grantee's perfonmance hereunder shall be under the direct
supervision of Stephen Green, Emergency Management Coordinator, an employee or agent of
Grantee, who is hereby designated as the responsible administrator of this project
4.1.2 .0lher Key Personnel : NONE .
4.1.3 .Replacement. Grantee shall immediately notify the Department if any key personnel cease lo
serve . Provided there is a good -faith reason for the change, if Grantee wishes to replace its key
Page I of l -Exhibit B -Statement of Work
person nel, ll sha ll notify the Dcpa11 ment and seek ll s app roval, which sholl be at th e Dep1111mcn1 's
so le disc retio n, as th e Dcpa111ne 11 1 issued thi s Grant in part reliance on Grant ee's rcprcscmations
regarding Key Personnel. Such notice shall specify ~hy the ch ang e 1s necessary, who the
proposed replacement 1s, what hi s/he r quailf1cat10ns ar c, and when the cha nge will rnkc effect.
Anyume key per sonnel cease to serve , the Depa11ment 1 in us so le di scretion , may direct Gran tee 10
susptmd wor k on the ProJe ct unul such li me as rep lace ments arc approved. All notices se nt und er
thi s subsec ti on sha ll be se nt in accorda nce with § 18 of the Gra nt.
4.2. Level ur Experll se : Not Api:,hcable .
5. TESTING AN D ACCE PTAN CE CRI TE RI A:
5, I , The Departm ent shall eval uat e this Project(s) throu gh th e rev iew of Gra ntee submitl ed fi nancial and
progress reports . The Department may al so co nduct on-s it e mo ni tor in g to deter mine wheth er the
Grantee is meeting/met th e pcrfo m,ance goa ls, admini strati ve stan da rd s, finan ci al manag ement and
other req ui re ments of thi s gra nt. The Department will notify Gra ntee in ad vance of such on -si te
monitoring .
5.2. Additi onal Accep ta nce Cr it er ia: NONE .
6. PAYMENT :
6.1. Pay ment Sch edule : Grantee shall submit req uests fo r rei mbursemen t using the Department provi ded
fonn at lea st quane rly. Two origina l signed copies of th e reimbu rs ement requ ests arc due on th e same
da tes as th e req uired fi nancia l reports . All requ ests shall be fo r eli gib le actua l expenses inc urred t y
Grantee , as desc ribed in detail in § I of th is Exhibit. Requests will be ,cco'Tlp an ied by suppo rti ng
doc umentation totaling at least th e amoun t requ es ted for rei mbursement and an y r=quired non-fe deral
match contr ibut io n. Docum entation req uirements are descr ibed in §7.1 of this Exh ibit. If any fi nan cial
or progres s reports are deli nquent al th e tim e of a pay ment request, th e Department may withh old such
reimbu rsement unti l th e req ui red reports have been sub mitted.
6.2. Pa yment Amount : When non-federal match is requi red, such match mus t be docum ented wi th every
pay me nt request. Exc ess match documen ted and subm itted with one reimbursemen t req uest will be
ap plied to subsequent req ues ts as necessary to max im ize the all owable rei mbursemen t. Up to 90% of
the total grant amo unt may be re im bursed pri or to project ac ce ptan ce and grant clo seout. If suffi ci ent
do cumen ta tion of actual costs has been incurred and sub mitted, th e fin al 10% wi ll be rel eas ed after all
Accepta nce Cri teri a or De livera bl es have been met, and acce pted by th e Dep artme nt.
6.3 . R emittance Add ress . If mailed, paymen ts shall be remi tted lo the fo ll owi ng add ress unless changed in
accordan ce wi th § 18 of th e Gra nt:
City ofEnglcwo od
361 5 So uth Elati Street
Englewood, CO 80 I I 0
7. ADMINI STRATIVE REQU [REMEN TS:
7.1. Requir ed Doc um entation : Sufficient detail must be provi ded with reimburse ment req uests to
demo nstr ate th at ex pen ses are allow ab le and ap propria te as deta iled below
7.1.1.E quipm cnt or tangibl e go od s. Requ ests fo r reimbursement for ta ngible personal prupc(,y wi th a
purchase price of less lh nn $5,000 per item shoul d include the invoi ce num ber, desc ription of item
pu rc hased (e .g. radios), nnd the loca ti on and numbe r of ite ms For equ ip men t it ems wi th a
purc has e pri ce of or exc eedin g $5,000 , nnd a use ful life of more than one year, the Gra ntee must
pro vid e a copy of the inv oice and inc lude a un ique ide ntifying number. Thi s numb er cnn be th e
manufa cturer's se rial num be r or, if the Gra nt ee has its own ex isting in ventory nu mbering sys tem,
th at num ber may be used. 171 e loca tio n of th e equipment must also be prov ided . In add iti on to
ongoi ng tra cki ng requiremen ts, Grante e shall en sure that tan gible goo ds with per it em cost of SS00
or mo re and equip ment with per un it cos t of $5,000 or more are pro mine ntly mark ed as foll ows:
"Purc hased wi th funds prov ided by FEMA."
7.1.2.Sc rviccs . Grantees mus t include con tra ct/pur chase ord er number(s) or '!mployee nn mcs, the
da te(s) the services were provided an d the nt!.turc of the services.
Page 2 of 3-Ex hi bit B -Stulcmcn t of Work
rantees mus! rctn m all pro curement nnd puymcnl documcn tau on on sue for mspcct 1on . Thi s shoul d
include, bu l not be lim ned to, purchase orders , rccc1vmg docume nts, invoi ces, vouchers,
eqmpmcnt/scrv1ces 1dcntdi cat1on, and time an d effort reports.
7.2. Procur ement : A Gra ntee shou ld ensu re 1ts procureme nt po li cies mee t or exceed loc al , state, and
fe deral requ ire ment s .. Grantee s should re f t r to local , state, and fe deral guldan cc prior to mak in g
decis ion s regard ing competitive bid s, so le source or other pr cu rement iss ues. 1n additi on :
7.2.1.Any sol e source tran sacti on in excess of $100 ,000 mu st be approv ed in advan ce by th e
Dc11a11m cnt.
7.2.2.Grantccs shall ensure that : (a ) All pro curement tran sac ti ons, whether ne goti ated or competiti ve ly
bid , an d wi th out regard to dollar value, arc conducted in a manner that pro vid es maximum op en
and free comp etition . (b) Gra ntee must be alert to orga niza ti onal eon nict.s of interest nnd /o r non -
compet itive practices among co ntractors that may res trict or el im inate comp etition or otherwise
re strai n trade . (c) Con tractors who develop or drafl specifica tion s, re quirements, statements of
work, and/or Requ ests for Proposals (RFPs) for a proposed procurement mu st be excluded from
bi dd ing or submitting a proposal to compete fo r the awa rd of suc h procurement. (d) Any request
for exemption of item a-c within thi s subsection must be subm itted in writin g to , and be approved
by the authorized Grantee official.
7.2.3 .Gran tee shall verify th at the Contra ctor is not debarred from pa rticipa:ion in state and federal
programs. Sub-grantees should review contractor debannent information o~ http ://www .epjs .gov .
7.2.4.When issuing requests for proposal s, bid soli citati ons , and other published documents describing
projects or programs funded in whole or in part with these grant funds, Grantee and Subgrantecs
must : (a) stat e the percentage of th e total cos'. of the program or proj eel whi ch will be financed
with grant money; (b) state the doll ar amo un t of state or federal fund s for the project or program ;
and (c) use the phrase -"This project was supported by grant# 8EM7S98, issu ed by the Colorado
Division of Emergen cy Man age ment."
7.2.5.Grnntee mu st verify that all purchases are listed in §I.I of this Exh ibit. Eq uipment purchases, if
any, shall he for item s li sted in the Approved Equipment Li st (A.E.L) for the grant period on the
Responder Knowledge Base (RKB), Jt http ://www .rkb .mi pt.org.
7.2.6.Grnn tee mu st ensure that no rights or duti es exercised un der th is grant, or equipment purcha sed
with Grant Funds having a purchase va lu e of$5,000 or more are assigned without the prior written
consent of the Dep artmen t.
7.2.7 .Gran tee must ensure th at all funds are needed to su ppl emen t nnd not t0 su ppl ant the Gra nte e's own
funds .
7.3. Additional Administrative Requirements: i:j~
8. PROJECT BUDGET:
So lutioii Area EOC Requir ed Non-· ' To tal
PIOnnin g, Federal March
Eq uipmen t
Project
Federal Share
Plann ing $12 000 $12,000 $24,000
Equipmont $9 000 $9 ,000 $18,000
Tralnlna
E,mrclsa
M3nagumont & Admin
rOtal Budciot • $21 000 $21 ,000 $42 000
Any cha ngos lo this budget as authori zed in §8(B)(ii) of the main contra ct must be submi tt ed t~ the
Depart ment prior to th e nex t rei mburseme nt request so th e Departm ent can prope rly moni tor gran t
expenditures and ensure reimbursements fa ll within the budgeted ar,iount:. Nole, the cha nge s al lowed
by §8 (B)(ii) are for budget change invul ••ng less tha n 10% (cumu lativ e) of U1e total award . TI1i s docs
not auth orize changes that invo lve adding proj ects or items not inc lu ded in the approved projects as
tho se are changes in the sc ope of work and requ ire an am endm ent to the Grant.
•
•
•
2007 EMPG Supplemental Grant Application
Applicant Information
Applicant Nam e (Trib e/County/City): City of Englewood , Colorado
Contact (Name): Stephen Green
Title : Emergency Management Coordinator
Address: 3615 South Elati Street, Englewood, Colorado 80110
Phone : 303 -762-2476
Email : sgreen@englewoodgov.org
Proposed Use of Funds
_Operational (EMPG-eligible costs within the performance period)
_lLProject Completion (EMPG-eligible costs within the performance period) •
_Both (award to be used for a combination of costs)'
• If the funds will be us ed to complete a special project or projects , please
provide a brief description below:
'fhe two-part project Involved is 1) The development and implementation of
the City's Emergency Operations Center {EOC) and 2) The development
and Implementation of the City's Emergency Operations Plan (EOP) .
1) The development of the EOC would be accomplished through the
purchase of necessary equipment such as computers and associated
computer software and peripherals, communications equipment including
telephones and radios and visual aids including a flat panel television
monitor.
Up to this point, the Ci,. of Englewood has not had an l:OC tha t meets
minimum acceptable st ... ,,dards of capability . This dedicated equipment
would enable the Cl ,y to develop an EOC with basic operational capability
consistent with a Type IV EOC as described by the NCR/UASI EOC
Operations and Readiness Sub-committee.
Improving the capabilities of the EOC will allow the City to work in a more
collaborative style with all City departments in effective proximity during a
major event. It will also provide a more efficient method of communication
and coordination of operations with other jurisdictions during an area-wide
event.
2) The Emergency Operations Plan revision, training, and exercising will be
accomplished through a part-time paid internship position. The intern will
be responsible for completing the revision of the City's EOP. The position
will also deliver a significant portion of the orientation and training to City
employees in the activation and use of the EOP .
Personnel would be oriented, trained and exercised on the use of the EOC
equipment and capabilities . Timellne for expected completion of both parts
of the project Is the end of the grant performance period (June 30, 2009).
Matching funds In the form of salary for the Emergency Management
Coordinator and the Assistant Emergency Management Coordinator would
provide the required soft-match for both parts of the project.
3) The Englewood Emergency Operations Center Is not currently
connected to a back-up generator power supply. According to our facility
services and maintenance supervisor, an engineering study needs to be
completed to determine if the current generator Is capable of carrying the
additional electrical load, or If a new generator will have to be purchased.
The amount requested In the design and planning section of this request Is
to help fund that engineering study. Soft match funds will come from the
salaries of Public Works employees working on this phase of the project.
Budget
Normal Operating Costs
Salary
Rent/Lease/Ulililles•
Phone•
Office Supplies•
Copying/Printing•
Travel•
Training
Equipment
Total
Special Project Costs
Salary/Staffing
Design/Planning
Equipment
Materials/Supplies•
Copying/Printing•
Travel'
Training
Administrat:on•
Total
Federal Share
Reimbursed (up to 50%)
$
$
$
$
$
$
$
$
$
Reimbursed (up to 50%)
$10,000
$ 2,000
$ 9,000
$
$
$
$
$
$21,000
Non-Federal
Match ( 50% or greater)
$
$
$
$
$
$
$
$
$
Match ( 50 % -,r greater)
$ 10,000
$ 2,000
$ 9,000
$
$
$
$
$
$21,000
•
•
• Note: Please see the EMPG 20-07 federal guidance regarding class/llcatlon of Management and
Administration (M&A) costs. The federal share (to be reimbursed) M&A costs may not exceed 3¾
ofthe federal share ofthe budget. M&A costs beyond 3% ofthe federal share may be approved •
and documented as part of the non-federal match requirement.
•
•
•
Note : Ple ase ensure that any equipment proposed Is lis ted as EMPG ellglble on the D.'IS Approved
Equipment List {AEL). Due to the limited statewide funding, no equipment In excess of $5,000/unlt
w/11 be ap~•roved for the EMPG supplemental grants.
Authorization (Signature of Authorized Local Government Representative)
Th e undersigned does hereby warrant and guarantee that he/she Is authorized to
sign and submit grant applications on behalf of the named local government.
The undersigned dc-0 s hereby submit this application for financial assistance in
accordance with the Emnrgency Management Performance Grant program
administered by the Colorado Division of Emergency Management and certifies
that the applicant will fulfill all requirements of the program and that all
information contained herein 13 true and correct to the of his/her knowledge .
Signature : ~~-Date : _04-02-08 __ _
Organization: City of Englewood. Office of Emergency Management
For DEM Use:
DEMRegionalFlel~
Signature:-~--'~------'"---'"---ate : _..,--~I •_"1~{_08 __ _
Budget:
Planning
01'!lanlzation
Trainin
Exercise
Equipment
M&A
•
•
•
COUNCIL COMMUNICATION
Date: I Agenda Item : I Subject:
Jul y 7, 2008 9aiii Emergency Managemen t Performa nce Grant
Initiated By: Staff Source :
Engle wood Office of Em ergency Manage m ent Steve Green
Eme rge ncy Managemen t Coordinator
COUNCIL GOAL AND PREVIOUS COUNCIL ACTION
No previous Council actio n has been ta ke n.
RECOMMENDED ACTION
Staff seeks for C o uncil ap prova l o f a Bill fo r an Ordinance acce pting an Emergency Management
Perfo rman ce Grant for th e amo unt 0f $2 1,000 awa rd ed to th e City of Englewood by th e State of
Col o rad o.
BACl :GROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED
In October 2007, an appropriation was 111ade by Congress aim ed at improvi ng peparedness
th rough support for emerge ncy managem en t p rograms. The Em erge ncy M ana ge ment Perform anc ,,
Grants program is des ign ed to prov id e supplement al funds for the strengthening of loca l govern •
ment emerg en cy management offices, ,..,il e cons ervin g loca l reso urces, to help p repa re th ei r
communities for disaster planning, mitigatic,n, respo ns e and recovery. Fund s were request ed by th ,,
City of Engle wood Office n! Eme rge ncy Management and were recently awa rd ed to th e Ci ty.
Th e funds w ill be us ed to address th e foll owing needs.
Functi o nal eq uipment such as co mputers and uninterruptibl e power supplies are needed to
brin g the EOC to a higher leve l of ca pabili ty.
Th e room w here th e EOC is loca ted is not currently o n em ergency ge nerato r power, and an
engin eering study n ee ds to be performed to d etermin e how to correct th at d eficiency .
The part-time int ern will provide much needed staff assista nce to the eme rgency
manage ment office 10 help co mplete th e writing o f th e City's Emerge ncy Operati ons Plan .
FINANCIAL IMPAO'
Th e gran t is a so ft-m atc h grant, so th ere are no direc t costs to th e City in accepting it. Req uired
matching funds are accounted fo r thro ugh th e exis tin g sa laries of th e Eme rgency Man agemen t
Coordinato r a nd th e Assistant Eme rge ncy M anagem ent Coordinato r. Th e employm e nt contrac t
with th e temporary intern sp eci fica ll y ex pires w hen th e gra nt m o ney targe ted fo r th at p osi ti on is
spe nt.
LIST OF ATTACHMENTS
Gra nt awa rd letter
Bill fo r an O rd in ance
•
•
STATE OF COLORADO
June 2, 2008
Mr . Stephen Green,
Emergency Management Coordinator
3615 South Elati Slreet
Englewood, CO 80110
Dear Mr . Green :
DEPARTMENT OF LOCAL AFFAIRS
DIVISION OF EMERGENCY MANAGEMENT
Hans kallam, Dlrec.tor
BIii Ritter, Jr .
Governor
Susa n E. Kirkpatrick
EKecutlve Director
Congratulations . The City of Englewood's 2007 Emergency Management Performance Grant (EMPG)-
Supplemental grant application has been approved bi• the Colorado Department of Local Affairs, Division
of Emergency Management (CDEM) to receive $21 ,000 in federal EMPG funds . The EMPG is a 50%
federal share grant, so the required non-federal match to the grant is $21,000 . The non-federal match
may be any c-0mbination of cash or in-kind contributions toward the project.
Execution of the enclosed contract will allow you to complete the project as approved and described within
the contract. Please do not make any purchases or complete any work toward the project, or if the grant
funds only a portion of a larger project, the grant funded part of the project , until the contract has been fully
executed and you have received your completed copy .
Three originals of the contract number 8EM7S98 are enclosed . Please review and have the county 's
authorized official sign and return all three contracts to :
Bill Archambault
Colorado Department of Local Affairs
Division of Emergency Management
9195 E. Mineral Ave., Ste 200
Centennial , CO 80112
We will return one fully executed original to you for your records . We will make every effort to complete
the execution of the grant as expeditiously as possible . If you need us to fax it to you as soon as we have
•! executed in order to start the project without waiting for the mail, please include a note to that effect , and
the fax number to which we should fax it with the contract when you return it to me . Please do not hesitate
to contact me at (720) 852-6601, or bill.arch@state .co .us if you have any questions or need any further
information .
Sincerely ,
~\1 ~~
~ill Archambault
Finance/Admin Section Chief
• Enc .
9195 Eal! Mineral Ave ., Suite 200 , Centennial, Colorado 80112 -3549 (720) 852 -6600 FAX (720) 852-6750 TDD (303) 273-1794