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Home My WebLink About2008-097 Grant - SO Film Society/AIFF CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: Southern Oregon Film Society/AIFF 20 E Main Street Ashland OR 97520 Address: PO Box 218 (541) 488-5300 Ashland, OR 97520 FAX: (541) 552-2059 Telephone: (541 )488-3823 Term of this agreement: July 1, 2008 to June 30, 2009 Amount of grant: $19,566 Budget subcommittee: Economic and Cultural Development Contract made the date specified above between the City of Ashland and Grantee named above. RECITALS: City has reviewed Grantee's application for a grant and has determined that the request merits funding and the purpose for which the grant is awarded serves a public purpose. This Grant agreement (ORS 279A.010 (i) (A) (ii)) is not a public contract for purposes of ORS 279 A-C. ORS 279A.010 (x). City and Grantee agree: 1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon Grantee's approved application, the City agrees to provide funds in the amount specified above. Grant funds shall be utilized or contractually committed in the fiscal year for what they are awarded. 2. Qualified Work. Grantee has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Grantee must also maintain a current City business license. 3. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant application with modifications, if any, made by the budget subcommittee designated above. Grantee will report in writing on the use and effect of granted monies compared to the original request (as modified) per the following: a. Within 90 days of the event completion (Single event applications) b. As part of a subsequent application for grant funds from the City c. Within 90 days of the end of the current budget fiscal year, whichever is earlier 4. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this contract is terminated shall be returned to the City within 30 days of completion or termination. 5. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant was awarded in accordance with generally accepted accounting principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers or documents relating to the use of grant funds. 6. Living Wage Requirements. If the amount of this contract is $18,088 or more, and if the Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their time within a month performing work under this contract. Grantees required to pay a living wage are also required to post the attached notice predominantly in areas where it will be seen by all employees. 7. Termination. a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Grantee, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county or other sources is not obtained and continued at levels sufficient to allow for the grant; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the grant purposes are no longer allowable or appropriate for award under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Grantee to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. 8. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this contract or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this contract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this contract and may pursue any remedies available at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. In the event of termination, City may stop payment or withhold any Grant funds in City's possession from Grantee and Grantee shall immediately r~turn all unexpended and unencumbered grant funds. In addition, City shall be entitled to recover any administrative costs, including attorney fees or collection costs if encumbered as a result of Grantee's failure to return Grant funds. In the event of termination, if Grant funds are not returned or it is found that Grant funds were misappropriated, Grantee shall be ineligible and disbarred from receipt of future grant funds until such matters are finally adjudicated and settled. The rights and remedies of this section are not exclusive and are in addition to any other rights and remedies available to the City under the law. 9. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 10. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses, judgments, subrogation's, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be held responsible for damages caused by the negligence of City. 11. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability , products and completed operations, and owner's and contractor's protective insurance. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with the City's Risk Manager or Finance Director prior to the expenditure of any grant funds. Grantee shall at its own expense provide the following insurance: Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. 12. Assignment and Subcontracts. Grantee shall not assign this contract or subcontract any portion of the work without the written consent of City. Any attempted assignment or subcontract without written consent of City shall be void. Grantee shall be fully responsible for the acts or omissions of any assigns or subcontractors and of all persons employed by them, and the approval by City of any assignment or subcontract shall not create any contractual relation between the assignee or subcontractor and City. 13. Merger. This contract constitutes the entire agreement between the parties. There are no understandings, agreements or representations, oral or written, not specified in this contract regarding this contract. Grantee, by the signature below of its authorized representative, acknowledges that it has read this contract, understands it, and agrees to be bound by its terms and conditions. 14. Governing Law; Jurisdiction; Venue. This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Grantee that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. 15. Nonappropriations Clause. Funds Available and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Grantee understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Grantee, with no further liability to Grantee. 16. Non-Discrimination. Grantee shall comply with all applicable federal, state and local laws, rules, and regulations on nondiscrimination because of race, color, ancestry, national origin, religion, sex, marital status, sexual orientation, age, medical condition, or disability. :~ Title €.-)(f' tA..r ZJ::1.;~ P.M.? (:-rat?.. Date ?,/?1/lJg CITY OF ASHLAND By ~~ ~~ Finance Director "7J()ftr Date VI/VL.IL.VVO I".'" rn/\ ~"I"OO""..Jo ACORD7lIf CERTIFICATE OF LIABILITY INSURANCE 1 C)AT@ (MMlDDI'NVY) 07/0212008 PRODUCER Phone: (541)482-1921 THIS CERnflCATE IS ISSUED AS A MATTER Of INfORMATION Relnholdt & O' Harra Insuta"ee ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOlDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 518 Washington St ALTER THE COVERAGE AFfORDED BY TH! POLICIES B!LOW. Ashland, OR 9r52O INSLJAERS AFFORDING COVERAGE NAIC " INSURe!) INSURER A: Assurance ComDanv of America Southern Society INSURER 8; DBA: Ashland Independent Film . INSURER c: POBox 218 INSURER D: ~shlandt OR 97520 INSURER Ii: THE POLICIES OF INSURANCE LISTED ElEl.OW HAVE SEEN ISSUED TO THE INSUReD NAMEC ABOVE FOflt THE Ji'OLICY PERIOD INDICATEO. MOT'MTHSTAND\NG ANY t\EaUIREMENT. TERM OR CONDI110N OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CEFmFICATE MAY BE ISSUED OR MAV PERTAIN. THE INSURANCE AfFORCED BY 1'HE POLICIES DESCRIBED HEReiN IS SU8JECT TO ALL THE TERMS. E!XCLUSlONS AND CONDITIONS OF SUC~ POLICIES. AGGREOA TII.IMITS SHOWN 'MAy HAVE aEEN REDUCED BY PAID WINS. ~!!' ~'!~ -.. POLICY NUMBER POlo.'CY EFF~GTlVE P~.f~ ElIPlAA 'nON Uflll'T1J A ..!!"iRAI. UA8111rt PPS042329442 0710112008 07101/2009 fl\CH OCCURReNCE S 1.000.000 A- D"'.RC'A\, GENERAL LIABILITY :;~;Es lEa ~~\ S 1.000.000 ,'.. ~ CLAIMS ""'DE 0 OCCUR. MfD eJCP (My 011. D,,"n\ S 10.000 ~ 'E~ONAI,. .. ArH INJUR't' $ 1.000.000 GeNERAL AGGREGATl: s 2 000.000 ---, I ., n"" ""0 fi!i AGG~n I..IMtT AMs PeR.: I'RODUCTS - COMP/C)P I\GG X POlICY ~:R; LOC ~TOMOIILI! lIABILITY COMlINEO SINGLE UMIT $ ANV AUTO (Ea accident' I - - ALL OWNfD AUTOS BODilY INJulW (",r person) . -- SCHIiDUl.fD AUTOS .-- HIRIiD AUTOS BODILY INJURV (pe, aCClOtnll S .-- NONoOWNED AVTO~ ~ -- PROPERTY OAMAGE S (PIl' aCGide"l) R.L....."" AUTO ONL V . &A ACCIDENT I ANV "UTO OTHER TtlAN EA I\CC , AI,"YO ON\. v; AGG S DE'SlUMBRELLA LIABILITY EACH OCCURRENCE I OCCU~ 0 ClAIMS MADE AGGMGATE S I R OEDUCTI8l.E , RETENTION S , ~KiRSGOMPiNSAnoNAND I we 5TI\ru-\ IOltt'- EMP\.OYERS'lIABILITY A/IN PRQPRII!TOMIPARTNiRlEXECU'TlVE E.1.. EACH ACCIDENT I OFFICERI..EMBER EXCLUDED? U.. tll$"'$& . '" EMP\.OY&I S ~JEtl~tSP:oJiS1o,.,s btl0.0 --..- E.L DISEASe - POLICV LINtT S O'TMEA OEIC:"'Jl"nOM 0' OpERA"ONIi I LOCATIO'" I 'lEI4ICLEII lXCLUSlOMI AODED IV INDORseMENT I SPECIAL flRO'iI810NI CertifiGate holder is named as an edditio".' in5~red per endo""ment to thepolicy. CERTIFICATE HOLDER COVERAGES City Of Ashland, its officers. directors and employees 20 E. M.in Ashland" OR 97520 CANCELLA nON SHOULD ANY OF ll4E AIOYE DiSCAIBiD POLlClU II CANCIl.L1!l) II' ORE TMl EXPtAA l'ION DATE TttEREOF. lME ISSUING INJURER WILL ENDEAVOR TO MAIL..1L.. DAYS WRmEN MontE; TO THE CiRT'FICATf HOLDER )tAMED TO THE LEFT. BUT FAILUM TO DO SO SHALL IMPOU NO OBLIGATION OR '-1a\t1VTT OF ANY 1<11'10 UP0II1l4E INSURER, rr8 AceNTS OR RiPRESfNTA nvES. AUTH ~ PRI~ATN& t<ss ACORD CORPORATION 1988 Printed by KSS on July 02. 2008 al02:27PM ACORD 25 (2001/08)