HomeMy WebLinkAbout2015-373 Grant - Ashland Independent Film Festival
CITY OF ASHLAND
FINANCIAL ASSISTANCE AWARD CONTRACT
CITY; CITY OF ASHLAND GRANTEE: Ashland Independent Film Festival
20 E Main Street Address: P.O. Box 218
Ashland OR 97520 Ashland, OR, 97520
(541) 488-5300
FAX; (541 } 552-2059 Telephone: (802) 279-3660
Term of this agreement: July 1, 2015 to June 30, 2016
Category amounts of grant; Total: $25,000 with a minimum of $14,834 to be spent on Tourism as per the state'
definition.
Budget subcommittee: Economic and Cultural Development
Contract made the date specified above between the City of Ashland and Grantee named above.
RECITALS: City grants the identified amount for the stated purpose above. Pursuant to ORS 279A.025(2}(d},
this Grant agreement [ORS 279A.010 (k} (A} (ii}] is not a public contract for purposes of ORS 279 A-C.
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 shat( 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 this contract and per
Resolution 2012-05 with modifications, if any, made by the budget subcommittee designated above or City
Council.
Grantee shall acknowledge the City as a funding source in all printed and electronic notices and
advertisements relating to the use of these grant funds (example "This program is partially funded through
Ashland lodging tax revenues").
Grantee agrees to report on the use of grant funds following the event or prior to October 1St following the end
of the grant award period (July 1-June 30), whichever occurs first.
Reporting requirements set forth in Resolution 2012-31 (see attached). Transient OccupancylLodging Tax
allocations are set forth in Resolution 2015-04 (see attached).
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 $20,142 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°I° 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. 1f 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 orappropriate for award under this
contract or are na 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 beheld 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 ar observe any of the covenants or agreements contained in this
contract or fails to expend the grant funds ar 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 ar withhold any Grant funds in City's possession from
Grantee and Grantee shall immediately return all unexpended and unencumbered grant funds. In addition,
City shall be entitled to recover any administrative costs, including attorney fees ar 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, casts, 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 ar 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 far 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. The liability under each policy shall be a minimum of
$1,000,000 per occurrence (combined single limit for bodily injury and property damage claims) or
$1,000,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability
coverage shall be provided an an '"occurrence" basis. The City of Ashland, including its officers,
employees and agents shall be named as an additional insured. Certificates of insurance acceptable to
the City shat! be filed with the City's Risk Manager ar Finance Director prior to the expenditure of any
grant funds. Grantee shall at its own expense provide Worker's Compensation insurance in compliance
with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage
far all their subject workers.
12. Assignment and Subcontracts. Grantee shall not assign this contract ar 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 far the acts or omissions of any assigns
or subcontractors and of all persons employed by them, and the approval by City of any assignment ar
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 (andlor 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 personal 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 Gity 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. Nan-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.
GRANTEE CITY OF ASHLAND
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