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Home My WebLink About2011-116 Grant - ACCESS Inc CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: ACCESS, Inc. 20 E Main Street Address: P.O. Box 4666 Ashland OR 97520 Medford, OR Phillip (541) 488-5300 Telephone: (541) 774-4320 FAX: (541) 5?2-2059 Term of this agreement: July 1, 2011 to June 30, 2013 Amount of grant: $6,000 which will be disbursed twice: Once at July 1, 2011 and once at Julv 1, 2012 adiusted for inflation. Budget subcommittee: Social Service Grant 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. The grantee agrees to incorporate within any printed or electronic notices or advertisements the following wording whenever possible: "This program is funded, in part, by the taxpayers of Ashland." 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 before June 30, 2013) b. As part of a subsequent application for grant funds from the City, if funding has been completely used by grantee(Spring 2013) c. Within 90 days of the end of the current budget fiscal year, whichever is earlier(October 1,2013) Grant applicants awarded less than $2,500 are encouraged to maintain documentation to this effect but are not required to submit a report unless requested by the City except under 2 b, above. 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 Wa.ge Requirements. If the amount of this contract is $18,890 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 return 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 roc "'dO"~ 'o,,".M pcl:..". d,'m"" "00,000 P''' o=~o~ roc "od', 'oi'" ,,: $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. GRANTEE By:rLi cr:-. Title NU~'-TiUr.J P~6(2AM.s Date fa /d-<6' / I I I I CITY OF ASHLAND By ~ J.---..../? Finance Director d ~ I f2n... 7tJ~ Date ?~~ / I ....--, ACORD"' CERTIFICA TE OF LIABILITY INSURANCE I DATE (MMIDDfYYYY) ~ 6/22/2011 THIS CERTIFICATE tS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFARMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER TIlE COVERAGE AFFORDED BY THE POLICIES BELOW. TIllS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN TIlE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND TIlE CERTIFICATE HOLDER, IMPORTANT: If the certificate holder Is an ADDInONAL INSURED, the pollcy(les) must be endorsed. If SUBROGATlON IS WAIVED, subject to the terms and conditions of the policy, c8rta,~~~OIlCles may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement 5 . PRODUCER I ~~WtCT Sandy Orr Beecher carlson :Insurance Agency LLC I Wg~o Ext': (541) 772-1111 I r~~ No}: (541)772-3785 707 Muxphy Rd ~g~~ss: sandy. orr@beechercarlson.com ~~~~~~~ID,pOOO7999 Medford OR 97504 INSURER(S)AFFORDING COVERAGE NAIC_ INSURED INSURERA ,Phi1ade1Dhia Indemni tv Ins Co 8058 INSURER B : ACCESS; COnifer Gaxdens Limi ted Partnership; INSURER C : Access Development Corporation INSURER D : 3630 Aviation Way INSURER E : Medford OR 97504 INSURER F : COVERAGES CERTIFICATE NUMBER.2011-12 REVISION NUMBER. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELON HAVE BEEN ISSUED TO THE INSUREO NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO V\tiICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFOROED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LlMrrs SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE 'MM/~~ LIMITS LTR POLICY Nl..MBER MM'DDfYYYY GENERAL LIABILITY EACH OCCURRENCE , 1,000,000 - PRE~SEs'i'E~~~t=;~n ,,\ X COMMERCIAl.. GENERAL L~ILlTY , 100/000 A I CLAIMs-M.IlDE 00 OCCUR PHPK136136 1/1/2011 1/1/2012 MED EXP (Any OM person) , 5,000 - PERSONAL & NJV IN..IJRY , 1,000,000 - GENERAL AGGREGATE , 2/000,000 ~'L AGG~EnEILlMIT APnS PER: PRODUCTS - COMP/OP AGG , 2.000,ODD X POLICY ~,9.; LOC , AUTOMOBILE LIABILITY COMBINED St.JGLE LIMIT , 1,000/000 X (Eaaccidenl) ANY AUTO - PHPK136736 1/1/2011 1/1/2012 BODILY INJURY (Per person) , A - ALL OWNED AUTOS BODILY INJURY (Per accident) , - SCHEDULED AUTOS PROPERTY DAMAGE , HIRED AUTOS (Peraccidenl) - $ NON-O'-""'lED AUTOS Underinsuredmotorist - , Uninsured motorist combined X UMBRELLA llAB M ~CCUR EACH OCCURRENCE , 5,000,000 - 5,000,DOD EXCESS L1AB CLAlMSMADE AGGREGATE , X DEDUCTIBLE , A RETENTION , 10 000 PHUB349317 1/1/2011 1/1/2012 , WORKERS COMPENSATION I T'Xiin ~JU; I 10J,\'- AND EMPLOYERS' LIABILITY V.N ,. ANY PROPRIETORIPART!'ER/EXEaJTIVE 0 N/A EL EACH ACCIDENT ,. OFFICER/MEMBER EXCLLDED? (Mandatory In NH) EL DISEASE - EA EMPLOYE , lfyes, describe under E.L. DISEASE - POLICY LIMIT I DESCRIPTION OF OPERATIONS below A Property Coverage PHPK136736 1/1/2011 1/1/2012 BlankelBuildings $14,605,054 $1,000 Deductible BlankelBPP $B27,850 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarkl Sch.dula,lr more Ipac. II raqulr.d) Certificate holder is an additional insured as respects General Liability as required by written contract, This form is subject to policy terms, conditions and exclusions. CERTIACATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRA nON DATE THEREOF, NOTlCE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Ashland its officers, employees & agents Attn: Kristen Bakke AUTHORIZED REPRESENTATIVE 20 E Main Street - Ashland, OR 97520 .:.'\n"-... ....-.~, B Pinkham/SANDOR \..' ,,',~..._,..:;;;?4!------ ACORD 25 (2009/09) INS025 (200909) @ 1988-2009 ACORD CORPORATION, All nght. re.erved, The ACORD name and logo are registerBd marks of ACORD ~;~1 Helping People Help Themselves 3630 Aviation Way P.O. Box 4666 Medford, OR 97501 June 29, 2011 City of Ashland, Finance Director Lee Tuneberg 20 East Main St Ashland, OR 97520 Dear Lee, Thank you so much for funding the ACCESS Nutrition Programs grant through the City of Ashland social services grant process. Many families and children in the AsWand area will be able to get enough nutritional food and not go hungry through because of your support for our emergency food box program, I have included the signed contract and the certificate of insurance indicating liability coverage of $1,000,000, Please let me know if there is anything else you. Thank you again for your support. Sincerely, ~~~ Philip Yates ACCESS Nutrition Programs Director 541-774-4320 Office: (541) 779-6691 . FAX: (541) 779-8886 . CCB #111194 . TAX ID# 93-0665396 www,access-inc,org