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HomeMy WebLinkAbout2018-43 Updating IGA with CO Dept. of Public Health and Environment regarding State Nonpoint Sourse Management ProgramRESOLUTION NO. 43 Series of 2018 A RESOLUTION UPDATING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE TOWN OF VAIL AND THE COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT REGARDING STATE NONPOINT SOURCE MANAGEMENT PROGRAM; AND SETTING FORTH DETAILS IN REGARD THERETO WHEREAS, the Town of Vail (the "Town"), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter (the "Charter"); WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, the United States Environmental Protection Agency has awarded federal funds to provide support to the state of Colorado (the " State") to implement its State Nonpoint Source Management program developed under the Clean Water Act; WHEREAS, the Town desires to construct Best Management Practices at the public works facility to reduce nonpoint source pollutant loading to Gore Creek; WHEREAS, the Town and the State would like to update the existing Intergovernmental Agreement (the " Agreement") formalizing the responsibilities of both Parties to receive federal funds for allowable and allocable expenses and extending the end date of the existing contract; and WHEREAS, the Council finds and determines that the Agreement will promote the health, safety, morals, and general welfare of the Town. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council hereby approves the Agreement and authorizes the Town Manager to enter into the Agreement with the State in substantially the same form as attached hereto as Exhibit A and in a form approved by the Town Attorney. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 6th day of November, 2018. ATTEST: UP Pa To —A9 Kenn ;rk `��r�'c'p RATIO uave unapin Town Mayor CONTRACT AMENDMENT #1 SIGNATURE AND COVER PAGE State Agency : STATE OF COLORADO Original Contract # Town of Vail Colorado Department Of Public Health and Environment 18 FEGA 99113 Colorado Department Of Public Health and Environment 4300 Cherry Creek Drive South By: Print Name & Title By: Lisa McGovern, Director Procurement and Contracts Date: Amendment Contract Number Denver, Colorado 80246 In accordance with §24-30-202 C.R.S., this Amendment is 19 FEGA 121509 Contractor or an authorized delegate. CORE Encumbrance # Town of Vail STATE CONTROLLER CT FAAA 201800000172 75 South Frontage Road Date: Vail, Colorado 81657 By: Contract Performance Beginning Date : Current Contract Expiration Date The later of the Effective date or July 1, 2017 January 31, 2021 CONTRACT MAXIMUM AMOUNT TABLE Document CMS Routing # Federal Funding State Funding Other Funding Term (dates) Total Type Amount* Amount Amount Original Contract 18 FEGA 99113 $135,125.00 $0.00 $0.00 7/1/2017-1/31/2021 $135, 25.00 Amendment#1 19FEGA 121509 1 $0.00 $0.00 $0.00 12/15/2018-1/31/2021 $0.00 * Federal Funds attributed to United States Government funding source Current Contract Maximum $135,125.00 Catalog of Federal Domestic Assistance (CFDA) Number 66.460 Amount (Year To Date) THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment and to bind the Party authorizing his or her signature. CONTRACTOR STATE OF COLORADO Town of Vail John W. Hickenlooper, Governor Colorado Department Of Public Health and Environment By: Print Name & Title By: Lisa McGovern, Director Procurement and Contracts Date: Date: PROGRAM APPROVAL In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller By: or an authorized delegate. STATE CONTROLLER Robert Jaros, CPA, MBA, JD Date: By: David Norris Amendment Effective Date: Pagel of 3 PARTIES This Amendment (the "Amendment") to the Original Contract shown on the Signature and Cover Page for this Amendment (the "Contract") is entered into by and between the Contractor, and the State. 2. TERMINOLOGY Except as specifically modified by this Amendment, all terms used in this Amendment that are defined in the Contract shall be construed and interpreted in accordance with the Contract. 3. AMENDMENT EFFECTIVE DATE AND TERM A. Amendment Effective Date This Amendment shall not be valid or enforceable until the Amendment Effective Date shown under the State Controller Signature. The State shall not be bound by any provision of this Amendment before that Amendment Effective Date, and shall have no obligation to pay Contractor for any Work performed or expense incurred under this Amendment either before or after of the Amendment term shown in §3.B of this Amendment. B. Amendment Term The Parties' respective performances under this Amendment and the changes to the Contract contained herein shall commence on the Amendment Effective Date shown under the State Controller Signature or December 15, 2018, whichever is later and shall terminate on the termination of the Contract. a. PURPOSE The Parties entered into the agreement to improve water quality by implementing best management practices to reduce chemical and sediment loading near a public works facility site adjacent to Gore Creek near Vail, Colorado. The Parties now desire to no cost change for the following reason: to extend the contract term due to delays associated with with best management practices implementation. Additionally, provisions to add an option letter have been added. Page 2 of 3 5. MODIFICATIONS The Contract and all prior amendments thereto, if any, are modified as follows: A. The Contract Initial Contract Expiration Date on the Contract's Signature and Cover Page is hereby deleted and replaced with the Current Contract Expiration Date shown on the Signature and Cover Page for this Amendment. B. The Amendment and all prior amendments thereto, if any, are modified as follows: The Parties now agree to modify Exhibit: A, Additional Provisions is deleted and replaced in its entirety with Revised Exhibit A, to add additional provisions # 22 and 23. LIMITS OF EFFECT AND ORDER OF PRECEDENCE This Amendment is incorporated by reference into the Contract, and the Contract and all prior amendments or other modifications to the Contract, if any, remain in full force and effect except as specifically modified in this Amendment. Except for the Special Provisions contained in the Contract, in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this Amendment and any of the provisions of the Contract or any prior modification to the Contract, the provisions of this Amendment shall in all respects supersede, govern, and control. The provisions of this Amendment shall only supersede, govern, and control over the Special Provisions contained in the Contract to the extent that this Amendment specifically modifies those Special Provisions. Page 3 of 3 Revised Exhibit A ADDITIONAL PROVISIONS To Original Contract Dated 04/13/2017- Original Contract Routing Number 18 FEGA 99113 To Contract Amendment #1 Routing Number 19 FEGA 121509 1 hese provisions are to be read and interpreted in conjunction with the provisions of the Contract specified above. This Contract contains federal funds (see Catalog of Federal Domestic Assistance (CFDA) number 66.460). The United States Environmental Protection Agency ("USEPA") has awarded federal funds under Notice of Cooperative Agreement Awards, hereinafter "NCAA" number C9-99818616, to provide support to the state of Colorado to implement its State Nonpoint Source Management program developed under the Clean Water Act Section 319. If the underlying Notice of Cooperative Agreement Award "NCAA" authorizes the State to pay all allowable and allocable expenses of a Contractor as of the Effective Date of that NCAA, then the State shall reimburse the Contractor for any allowable and allocable expenses of the Contractor that have been incurred by the Contractor since the proposed Effective Date of this Contract. If the underlying NCAA does not authorize the State to pay all allowable and allocable expenses of a Contractor as of the Effective Date of that NCAA, then the State shall only reimburse the Contractor for those allowable and allocable expenses of the Contractor that are incurred by the Contractor on or after the Effective Date of this Contract, with such Effective Date being the later of the date specified in this Contract or the date the Contract is signed by the State Controller or delegee. To receive compensation under this Contract, the Contractor shall submit a signed quarterly CDPHE WQCD Nonpoint Source Program Custom Invoice Form. This form is accessible from the CDPHE internet website http://www.colorado.yov/cs/Satellite/CDPHE-Main/CBON/1251622941228 and is incorporated and made part of this Contract by reference. CDPHE will provide technical assistance in accessing and completing the form. The CDPHE WQCD Nonpoint Source Program Custom Invoice Form must be submitted within forty-five (45) calendar days of the end of the billing period for which services were rendered. Expenditures shall be in accordance with the Statement of Work attached hereto as Exhibit B and incorporated herein and the associated Budget attached hereto as Exhibit C and incorporated herein. The Contractor shall provide the following documentation with the completed invoice: progress reports. This supporting documentation shall be submitted with the completed CDPHE Reimbursement Invoice Form and sent to: Nonpoint Source Project Coordinator Water Quality Control Division, Nonpoint Source Program Colorado Department of Public Health and Environment W QCD-R&P-B2 4300 Cherry Creek Drive South Denver, Colorado 80246 Email: cdphe_wgcd_nonpointsource+managers@state.co.us To be considered for payment, billings for payments pursuant to this Contract must be received within a reasonable time after the period for which payment is requested, but in any event no later than forty-five (45) calendar days after the relevant performance period has passed. Final billings under this Contract must be received by the State within a reasonable time after the expiration or termination of this Contract; but in any event no later than forty-five (45) calendar days from the effective expiration or termination date of this Contract. Unless otherwise provided for in this Contract, "Local Match", if any, shall be included on all invoices, as required by funding source. Page 1 of 4 Contract Exhibit -A AdditionalProvisions 040715 Revised Exhibit A The Contractor is required to submit progress reports with each request for reimbursement and semi-annual progress reports. Semi-annual reports are due on March 15th for the period of July 1st through December 3151 of the previous year and on September 15th for the period of January 1st through June 30t1 of that year. Reports are based on templates provided by the CDPHE. 4. Time Limit For Acceptance Of Deliverables. Evaluation Period. The State shall have thirty (30) calendar days from the date a deliverable is delivered to the State by the Contractor to evaluate that deliverable, except for those deliverables that have a different time negotiated by the State and the Contractor. b. Notice of Defect. If the State believes in good faith that a deliverable fails to meet the design specifications for that particular deliverable, or is otherwise deficient, then the State shall notify the Contractor of the failure or deficiencies, in writing, within thirty (30) calendar days of. 1) the date the deliverable is delivered to the State by the Contractor if the State is aware of the failure or deficiency at the time of delivery; or 2) the date the State becomes aware of the failure or deficiency. The above time frame shall apply to all deliverables except for those deliverables that have a different time negotiated by the State and the Contractor in writing pursuant to the State's fiscal rules. C. Time to Correct Defect. Upon receipt of timely written notice of an objection to a completed deliverable, the Contractor shall have a reasonable period of time, not to exceed ten (10) calendar days, to correct the noted deficiencies. 5. Notice of Mobilization/Demobilization for CO NPS Implementation Projects. The Contractor shall provide notification by email to their assigned Nonpoint Source Project Coordinator and the Nonpoint Source Coordinator 7 calendar days prior to the intent to mobilize activities and/or equipment with intent to begin the physical construction activities of an implementation project. The notification shall include: • the name, address and telephone number of the Contractor; • contract routing number; • tasks that will be performed (from Statement of Work); • estimated starting dates of the construction activities; and • geographic location and description of the site where the construction activities are to be performed. b. The Contractor shall provide notification by email to their assigned Nonpoint Source Project Coordinator and the Nonpoint Source Coordinator 7 calendar days prior to the intent to demobilize activities and/or equipment with intent to end the physical construction of an implementation project. The notification shall include: • the name, address and telephone number of the contractor; • contract routing number; • tasks that were performed (Statement of Work); • estimated ending dates of the construction activities; and • geographic location and description of the site where the construction activities were performed. Health Insurance Portability and Accountability Act (HIPAA) Business Associate Determination. The State has determined that this Contract does not constitute a Business Associate relationship under HI PAA. This award does not include funds for Research and Development. Page 2 of 4 Contract Exhibit -A AdditionalProvisions 040715 Revised Exhibit A 8. The Contractor shall not use funds under this Contract to purchase light refreshments and/or meals to be served at meetings, conferences, training workshops and outreach activities (events) unless the purchase of light refreshments has been pre -approved by the NPS program project coordinator during scope of work negotiations. 9. Matching Contributions: The Contractor agrees to provide a matching contribution of at least $90,083. Matching contributions may be provided as cash or in-kind services, and may include contributions from other project partners. Contributions from other federal sources are not considered eligible match. 10. Responsible Project Director: The Contractor's performance of the services required hereunder shall be under the direct supervision of Kristen Bertuglia, who is hereby designated as the Contractor's Project Director for this Contract. If, at any time during the term of this Contract, the Contractor's named Project Director, Kristen Bertuglia is not assigned to this Contract, then the Contractor shall immediately notify the State in writing and all work under this Contract shall be suspended until a new Project Director, acceptable to the State, has been assigned by the Contractor to this Contract. 11. Final Payment: The State shall hold five percent (5%) of the total obligation of the State as the final payment. Final payment will be made upon approval of the final report by the State. 12. Minority Business Enterprises and Women's Business Enterprises: If, at any time during the term of this Contract, or any renewal or extension thereof, the Contractor awards any subcontract(s) under this Contract to a Minority Business Enterprise ("MBE") or a Women's Business Enterprise ("WBE"), then the Contractor shall complete and submit an EPA Form 5700-52A "MBE/WBE Utilization under Federal Grants, Cooperative Agreements, and Interagency Agreements" to the State within thirty (30) calendar days of the date each award is made. The Contractor shall adopt the "fair share" goal associated with the grant identified in 2., which is a minimum six and one-tenth percent (6.1%) fair share goal for the utilization of Minority Business Enterprises (MBEs) and a minimum six and six -tenths percent (6.6%) fair share goal for the utilization of Women's Business Enterprises (WBEs) by contractors and subcontractors for supplies, construction, services or equipment. The Contractor shall demonstrate that, prior to the award of any subcontract(s) for project work under this Contract, affirmative steps have been taken, as identified in 40 CFR 30.44(b). If, at any time during the term of this Contract, or any renewal or extension thereof, the Contractor awards any subcontract(s) under this Contract to a Disadvantaged Business Enterprises (DBEs), then the Contractor shall complete and submit an EPA Form 5700-52A "MBE/WBE Utilization under Federal Grants, Cooperative Agreements, and Interagency Agreements" to the State within thirty (30) calendar days of the date each award is made. 13. Matching Requirements: Match requirements shall be documented in accordance with 2 CFR 225 Cost Principles for State, Local and Indian Tribal Governments, as currently promulgated. 14. Public Information: When issuing statements, press releases, requests for proposals, bid solicitations, or any other documents describing the activities funded under this Contract, the Contractor shall clearly state on those documents the percentage of the total cost of the project which is financed with federal funds. Also, the Contractor shall include the Colorado Department of Public Health and Environment Nonpoint Source Program and Environmental Protection Agency in the credits on all public information and educational products that are developed under this contract. 15. Permits and Surveys: Contractor shall ensure that all necessary permits (such as Clean Water Act Section 404) are received or surveys completed (such an Endangered Species Act or Historic Preservation Act) prior to implementation of any funded activity which may fall under these or other applicable laws. Copies of any biological survey results, where a survey is necessary under Endangered Species Act shall be forwarded to the State. Contractor shall provide copies of all permits upon request of the State. 16. Hotel and Motel Fire Safety Act: The Contractor shall ensure that any conference, meeting, convention, or training space funded in whole or in part with Federal funds comply with the Hotel and Motel Fire Safety Act of 1990. 17. Waste Prevention and Recycled Materials: The Contractor shall use recycled paper and double -sided copies for all reports which are prepared as part of this contract. This requirement does not apply to reports Page 3 of 4 Contract Exhibit -A AdditionalProvisions 040715 Revised Exhibit A prepared on forms supplied to the Environmental Protection Agency of to "Standard Forms" which are available through the General Services Administration. 18. Operation and Maintenance: The Contractor shall assure the continued proper operation and maintenance of all nonpoint source management practices that have been implemented for projects funded under this agreement. Such practices shall be operated and maintained for the expected lifespan of the specific practice and in accordance with commonly accepted standards. 19. Requirement for Data Universal Numbering System (DUNS) numbers. If you are authorized to make sub - awards under this award, you: a. Must notify potential sub -recipients that no entity (see definition in paragraph C of this award term) may receive a sub -award from you unless the entity has provided its DUNS number to you. b. May not make a sub -award to an entity unless the entity has provided its DUNS number to you. 20. TITLE VI — LEP, Public Participation and Affirmative Compliance Obligation As a recipient of EPA financial assistance, you are required by Title VI of the Civil Rights Act to provide meaningful access to LEP individuals. In implementing that requirement, the recipient agrees to use as a guide the Office of Civil Rights (OCR) document entitled "Guidance to Environmental Protection Agency Financial Assistance Recipients Regarding Title VI Prohibition Against National Origin Discrimination Affecting Limited English Proficient Persons. " The guidance can be found at httn:11frweboate. access. Qno.2,ov/c0-bin12etdoc.czi?dbname=2004 regis1er&docid=fr25in04-79.pdf If the recipient is administering permitting programs under this agreement, the recipient agrees to use as a guide OCR's Title VI Public Involvement Guidance for EPA Assistance Recipients Administering Environmental Permitting Programs. The Guidance can be found at http://edocket.access.p,po.gov/2006/pdf/06-2691.pdf. 21. If the Contractor expends federal funds from all sources (direct or from pass-through entities) in an amount of $800,000 or more during its fiscal year, then the Contractor shall have an audit of that fiscal year in accordance with Office of Management and Budget (OMB) Circular 2 C.F.R. 200 Sub -Part F — Audit Requirements. If the Contractor expends federal funds received from CDPHE in an amount of $800,000 or more during its fiscal year, then the Contractor shall furnish one (1) copy of the audit report(s) to CDPHE's Internal Audit Office within thirty (30) calendar days after the Contractor's receipt of the auditor's report(s) or nine (9) months after the end of UWP's audit period, whichever is earlier. If (an) instance(s) of noncompliance with federal laws and regulations occurs, then the Contractor shall take all appropriate corrective action(s) within six (6) months of the issuance of the audit report(s). If the Contractor is required to submit an annual indirect cost proposal to CDPHE for review and approval, then the Contractor's auditor shall audit the proposal in accordance with the requirements of OMB Circular 2 C.F.R. 200 Sub -Part E - Cost Principles. 22. The State, at its discretion, shall have the option to extend the term under this Contract beyond the Initial Term for a period or for successive periods, of 1 year at the same rates and under the same terms specified in the Contract. In order to exercise this option, the State shall provide written notice to Contractor in as form substantially equivalent to Exhibit D. If exercised, the provisions of the Option Letter shall become part of and be incorporated in the original contract. The total duration of this contract shall not exceed 5 years. 23. The State, at its discretion, shall have the option to increase or decrease the statewide quantity of Goods and/or Services based upon the rates established in this Contract, and modify the maximum amount payable accordingly. In order to exercise this option, the State shall provide written notice to Contractor in as form substantially equivalent to Exhibit D. Delivery of Goods and/or performance of Services shall continue at the same rates and terms as described in this Contract. Page 4 of 4 Contract Exhibit -A AdditionalProvisions 040715 Exh bit D OPTION LETTER Date: State Fiscal Year: Option Letter No. Ori final Contract CMS# John W. Hickenlooper, GOVERNOR Option Letter CMS Routing # CORE Encumbrance # DELETE all BLUE text, CUSTOMIZE Red text and CHANGE Red text to Black after customization. 1) OPTIONS: Choose all applicable options listed below a. Option to extend for a renewal or additional term b. Option to change amount of goods c. Option to change amount of services d. Option to change contract rates e. Option to initiate next phase of contract 2) REQUIRED PROVISIONS. All Option Letters shall contain the appropriate provisions set forth below: a. For use with Options a: In accordance with Section(s) enter section the Original Contract referenced above betweei State of Colorado, Colorado Department of Public Health and Environment, and enter Contractor's name the State here exercises its option for an additional term beginning insert start date and ending on insert end date at the rates stated in Original Contract, as amended. b. For use with Option b and c. In accordance with Section(s) enter section of the Original Contract routing number referenced above, between the State of Colorado, Colorado Department of Public Health and Environment, and enter Contractor's name the State hereby exercises its option to Increase/Decrease the quantity of Goods/Services or both at rates stated in the Original Contract, as amended. c. For use with Option d. In accordance with Section(s) enter section of the Original Contract routing number referenc above, the State hereby exercise its option to modify the Contract rates specified in Exhibit/Section Number. The Conti rates attached to this Option letter in Exhibit/Attachment Name replace the rates in the original Contract as of the Optic Effective Date of this Option Letter. d. For use with Option e: In accordance with Section(s) enter section of the Original Contract routing number referenc above, the State hereby exercise its option to initiate Phase indicate which Phase: 2, 3, 4 etc. which shall begin on inner date and ending on insert end date at the cost/price specified in Section enter section the Original Contract referenced a e. For use with Options a, b, c that modify the contract value: The amount of the current Fiscal Year contract value increased/decreased by $ enter amount of change to a new contract value of insert new $ amount as consideration for services/goods ordered under the contract for the current fiscal year Indicate Fiscal Year. The first sentence in Section 1 section of the original contract is hereby modified accordingly. The amended total contract financial obligation includii previous amendments, option letters, etc. is insert new $ amount. 3) Effective Date: The effective date of this Option Letter is upon approval of the State Controller if exact date is required complete the following: enter date, and include the following: whichever is later. the start is all STATE OF COLORADO John W. Hickenlooper, GOVERNOR PROGRAM APPROVAL: Department of Public Health and Environment By: By: Lisa McGovern, Purchasing & Contracts Section Director Date: ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER CRS §24-30-202 requires the State Controller to approve all State Contracts. This Contract is not valid until signed and dated below I by the State Controller or delegate. Contractor is not authorized to begin performance until such time. If Contractor begins performing prior thereto, the State of Colorado is not obligated to pay Contractor for such performance or for any goods and/or services provided hereunder. I J Page � of 2 By: STATE CONTROLLER Robert Jaros, CPA, MBA, JD Date: Ext Page ibit D of 2