HomeMy WebLinkAboutbocc.con.253.21 - BOCC Contract No. 253.2021
(Attached)
EMERGENCY RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS
("BOCC") OF PITKIN COUNTY, COLORADO, AUTHORIZING SUBMITTAL OF A
GRANT APPLICATION TO THE STATE OF COLORADO DEPARTMENT OF
LOCAL AFFAIRS ("DOLA") RENEWABLE AND CLEAN ENERGY CHALLENGE
FOR A FEASIBILITY ANALYSIS OF AN INTEGRATED CLEAN ENERGY SYSTEM
THROUGHOUT THE ASPEN AIRPORT BUSINESS CENTER ENERGY CORRIDOR
AND IF APPROVED BY DOLA,ACCEPTANCE OF THE GRANT
RESOLUTION NO. 010-2021
RECITALS
WHEREAS, Pursuant to Section 2.8.3 (Actions) of the Pitkin County Home Rule Charter
("HRC") official action by formal resolution shall be required for all actions of the Board of
County Commissioners ("BOCC")not requiring ordinance power on matters of significant
importance affecting citizens, and;
WHEREAS, Pursuant to Section 2.8.5 of the HRC the Board is authorized to approve emergency
resolutions,which shall become effective immediately upon adoption, and;
WHEREAS, Pitkin County is requesting EIAF funds from the Department of Local Affairs
Renewable and Clean Energy Challenge grant program for a Feasibility Analysis of an
Integrated Clean Energy System throughout the Aspen Airport Business Center Energy Corridor.
The purpose of the grant request is to catalyze individual efforts from Pitkin County's Climate
Action Plan, RFTA's 2040 Destination Plan and Holy Cross Energy's Seventy70Thirty plan to
identify how to implement new and emerging technologies to move beyond clean energy
production and look at an integrated clean energy system across multiple facilities balancing
production, storage and distribution across multiple public facilities.
WHEREAS, progress of this project was initially delayed in 2020 due to early impacts of
COVID but the project has continued to move forward and this grant application builds upon
Resolution 061-2019 grant application.
WHEREAS, Pitkin County will apply for $178,737.45 DOLA funds to continue the project and
provide a cash match of 25% ($89,368.73).
WHEREAS, The BOCC finds that approval of this resolution is necessary for the immediate
preservation of the public health, safety and welfare of the citizens of Pitkin County and
therefore declares this resolution to be effective immediately pursuant to the HRC Section 2.8.5.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Pitkin
County, Colorado that it hereby adopts an Resolution of the Board of County Commissioners
("BOCC") of Pitkin County, Colorado, Authorizing Submittal of a Grant Application to the State
of Colorado Department of Local Affairs ("DOLA") Renewable and Clean Energy Challenge for
a Feasibility Analysis of an Integrated Clean Energy System throughout the Aspen Airport
Business Center Energy Corridor and if Approved by DOLA, Acceptance of the Grant, and
authorizes the Chair to sign the Resolution and upon the satisfaction of the County Attorney as to
form, execute any other associated documents necessary to complete this matter.
1
INTRODUCED, READ AND ADOPTED AS AN EMERGENCY RESOLUTION ON THE
10TH DAY OF FEBRUARY, 2021 AND SET FOR CONFIRMATORY PUBLIC HEARING
ON THE 10TH DAY OF MARCH, 2021.
NOTICE OF CONFIRMATORY PUBLIC HEARING AND TITLE AND SHORT SUMMARY
OF THE EMERGENCY RESOLUTION PUBLISHED IN THE ASPEN TIMES WEEKLY ON
THE 25TH DAY OF FEBRUARY, 2021.
NOTICE OF CONFIRMATORY PUBLIC HEARING AND THE FULL TEXT OF THE
EMERGENCY RESOLUTION POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE
www.pitkincounty.com ON THE 25TH DAY OF FEBRUARY, 2021.
CONFIRMED AT A PUBLIC HEARING ON THE 10TH DAY OF MARCH 2O21.
POSTED BY TITLE AND SHORT SUMMARY ON THE OFFICIAL PITKIN COUNTY
WEBSITE www.pitkincounty.com ON THE 11TH DAY OF MARCH 2021.
PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER CONFIRMATORY PUBLIC
HEARING, IN THE ASPEN TIMES WEEKLY ON THE 18TH DAY OF MARCH, 2021.
ATTEST: BOARD OF COUNTY COMMISSIONERS
By ,jUan.t,{{t, ibint,S By:
Jeanette Jones Kelly McNicholas Kury, Chair
Deputy County Clerk
Date: Feb-13-2021
APPROVED AS TO FORM: MANAGER APPROVAL
ow. Eli PLtitis Aufti ,
John Ely, County Attorney Phylis Mattice for Jon Peacock, County Manager
2
CDepaE C O L O R A D O Contract No. 253.2021
1111 r.
rtment of Local Affairs
DOLA
Division of Local Government
February 19, 2021
Kelly McNicholas Kury, Commissioner
Pitkin County
530 E. Main St.
Aspen, CO 81611
RE: EIAF RENW 9357 - Pitkin County Integrated Clean Energy System Feasibility Study
Dear Commissioner McNicholas Kury:
The Department of Local Affairs is in receipt of your application for state Energy and Mineral Impact
Assistance funds. These revenues are derived from oil, gas, carbon dioxide, coal, and metals extracted
in Colorado.
This award is offered due to the unusual situation that led to the expiration of DOLA contract RENW
#8953 on December 31, 2020. Due to the impacts of COVID-19, Pitkin County was not able to extend
that contract prior to its expiration. As the project had been originally reviewed and awarded through
the full Energy and Mineral Impact program process, was underway and moving forward, and the
County has every intent to complete this project in a timely manner, I am excited to offer a grant
award in the amount of $178,735.00 for the Pitkin County Integrated Clean Energy System Feasibility
Study.
These grant funds will be from state severance tax proceeds, which may cause you to go to an election
to receive and spend them. You should confer with your legal and budget advisors to determine if such
an election is necessary.
Please contact your DOLA Regional Manager, Greg Winkler, at 970-744-0760 for information on how to
proceed. Expenditure of State funds prior to the contract being fully executed cannot be included in
the contract budget or reimbursed by the State. Per our program guidelines, this offer is valid for one
year from the date of this letter.
I wish you success with your project. Thank you for helping Colorado build an economy where all
Coloradans can thrive.
Sincerely,
Rick M. Garcia
Executive Director
cc: Kerry Donovan, State Senator
Julie McCluskie, State Representative
Kara Silbernagel, Pitkin County
Greg Winkler, DOLA
COLD
Governor Jared Polis I Rick M. Garcia, Executive Director I Chantal Unfug, Division Director Q4 OF �9
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1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.gov �%�
Strengthening Colorado Communities
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DocuSign Envelope ID:481 D709D-CB43-4026-9FBB-197557C70133
EIAF
CTGG1 NLAA 2021*3163
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS
State Agency DLG Number CMS Number
Department of Local Affairs F21S9357 167576
Grantee Grant Award Amount Retainage Amount
Pitkin County $178,735.00 $8,937.00
Project Number and Name Performance Start Date Grant Expiration Date
EIAF 9357-RENW Pitkin County Integrated Clean Energy The later of the Effective Date December 31,2022
System Feasibility Study or February 19,2021
Project Description Program Name
The Project consists of the development of a feasibility Energy&Mineral Impact Assistance Program(EIAF)
study for the implementation of a locally sustainable and Funding Source
regionally resilient energy corridor throughout the Aspen STATE FUNDS
Airport Business Center. Catalog of Federal Domestic Assistance(CFDA)Number
N/A
DOLA Regional Manager Funding Account Codes
Greg Winkler,(970)668-6160,
reg.winklergstate.co.us
DOLA Regional Assistant VCUST# Address
Katherine Boozell,(970)248-7313, 14283 Code AD007 EFT
(katherine.boozell*state.co.us)
THE SIGNATORIES LISTED BELOW AUTHORIZE THIS GRANT
STATE OF COLORADO
Jared S.Polis,Governor
DEPARTMENT OF LOCAL AFFAIRS DEPARTMENT OF LOCAL AFFAIRS
PROGRAM REVIEWER Rick M. Garcia,Executive Director
DocuSigned by:
DocuSigned by:
ck
1 '� "„"`"' ' sB 96790 ..
—1DOB4F9ADCOA49C... By: Rick M. Garcia,Executive Director
By:Tim Katers,EIAF Program Manager
2/22/2021 1 12:57 PM MST 2/22/2021 1 1:05 PM MST
Date: Date:
In accordance with §24-30-202 C.R.S.,this Grant is not valid until signed and dated below by the State Controller
or an authorized delegate(the"Effective Date").
STATE CONTROLLER
Robert Jaros,CPA,MBA,JD
[_ (IDocuSigned by:
in. c .
9C3D102D59B2427...
By:Yingtse Cha,Controller Delegate
Department of Local Affairs
Effective Date: 2/22/2021 1 3:50 PM MST
DocuSign Envelope ID:481 D709D-CB43-4026-9FBB-197557C70133
EIAF 9357-RENW Pitkin County Integrated Clean Energy System Feasibility Study
TERMS AND CONDITIONS
1. GRANT
As of the Performance Start Date,the State Agency shown on the Summary of Grant Award Terms
and Conditions page of this Grant Award Letter (the "State") hereby obligates and awards to
Grantee shown on the Summary of Grant Award Terms and Conditions page of this Grant Award
Letter (the "Grantee") an award of Grant Funds in the amount shown on the Summary of Grant
Award Terms and Conditions page of this Grant Award Letter. By accepting the Grant Funds
provided under this Grant Award Letter, Grantee agrees to comply with the terms and conditions
of this Grant Award Letter and requirements and provisions of all Exhibits to this Grant Award
Letter.
2. TERM
A. Initial Grant Term and Extension
The Parties' respective performances under this Grant Award Letter shall commence on the
Performance Start Date and shall terminate on the Grant Expiration Date unless sooner
terminated or further extended in accordance with the terms of this Grant Award Letter.Upon
request of Grantee, the State may, in its sole discretion, extend the term of this Grant Award
Letter by providing Grantee with an updated Grant Award Letter or an executed Option Letter
showing the new Grant Expiration Date.
B. Early Termination in the Public Interest
The State is entering into this Grant Award Letter to serve the public interest of the State of
Colorado as determined by its Governor, General Assembly, or Courts. If this Grant Award
Letter ceases to further the public interest of the State or if State, Federal or other funds used
for this Grant Award Letter are not appropriated, or otherwise become unavailable to fund
this Grant Award Letter, the State, in its discretion, may terminate this Grant Award Letter
in whole or in part by providing written notice to Grantee. If the State terminates this Grant
Award Letter in the public interest, the State shall pay Grantee an amount equal to the
percentage of the total reimbursement payable under this Grant Award Letter that
corresponds to the percentage of Work satisfactorily completed, as determined by the State,
less payments previously made. Additionally, the State, in its discretion, may reimburse
Grantee for a portion of actual, out-of-pocket expenses not otherwise reimbursed under this
Grant Award Letter that are incurred by Grantee and are directly attributable to the
uncompleted portion of Grantee's obligations, provided that the sum of any and all
reimbursements shall not exceed the maximum amount payable to Grantee hereunder. This
subsection shall not apply to a termination of this Grant Award Letter by the State for breach
by Grantee.
C. Reserved.
3. AUTHORITY
Authority to enter into this Grant Award Letter exists in the law as follows:
A. State Authority
Authority to enter into this Grant exists in C.R.S. 24-32-106 and 29-3.5-101 and funds have
been budgeted, appropriated and otherwise made available pursuant to C.R.S. 39-29-110
(Local Government Severance Tax Fund) and a sufficient unencumbered balance thereof
remains available for payment. Required approvals, clearance and coordination have been
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EIAF 9357-RENW Pitkin County Integrated Clean Energy System Feasibility Study
accomplished from and with appropriate agencies. This Grant Award Letter is funded, in
whole or in part, with State funds.
B. Reserved.
4. DEFINITIONS
The following terms shall be construed and interpreted as follows:
A. Reserved.
B. Reserved.
C. "CORA"means the Colorado Open Records Act, §§24-72-200.1 et. seq., C.R.S.
D. "Exhibits"means the following exhibits attached to this Grant Award Letter:
i. Exhibit B, Scope of Project
ii. Exhibit G, Form of Option Letter
E. "Extension Term"means the period of time by which the Grant Expiration Date is extended
by the State through delivery of an updated Grant Award Letter, an amendment,or an Option
Letter.
F. Reserved.
G. Reserved.
H. "Goods" means any movable material acquired, produced, or delivered by Grantee as set
forth in this Grant Award Letter and shall include any movable material acquired,produced,
or delivered by Grantee in connection with the Services.
I. "Grant Award Letter" or "Grant" means this letter which offers Grant Funds to Grantee,
including all attached Exhibits, all documents incorporated by reference, all referenced
statutes, rules and cited authorities, and any future updates thereto.
J. "Grant Expiration Date"means the Grant Expiration Date shown on the Summary of Grant
Award Terms and Conditions page of this Grant Award Letter. Work performed after the
Grant Expiration Date is not eligible for reimbursement from Grant Funds.
K. "Grant Funds" or "Grant Award Amount" means the funds that have been appropriated,
designated, encumbered, or otherwise made available for payment by the State under this
Grant Award Letter.
L. "Incident'means any accidental or deliberate event that results in,or constitutes an imminent
threat of, the unauthorized access or disclosure of State Confidential Information or of the
unauthorized modification, disruption, or destruction of any State Records.
M. "Initial Term" means the time period between the Performance Start Date and the initial
Grant Expiration Date.
N. Reserved.
O. "Other Funds" means all funds necessary to complete the Project, excluding Grant Funds.
Grantee is solely responsible for securing all Other Funds.
P. "Party"means the State or Grantee, and"Parties" means both the State and Grantee.
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Q. "Performance Start Date" means the later of the Performance Start Date or the Execution
Date shown on the Summary of Grant Award Terms and Conditions page of this Grant Award
Letter.
R. Reserved.
S. Reserved.
T. Reserved.
U. "Project"means the overall project described in Exhibit B, which includes the Work.
V. "Project Budget"means the amounts detailed in §6.2 of Exhibit B.
W. Reserved.
X. Reserved.
Y. "Services"means the services performed by Grantee as set forth in this Grant Award Letter,
and shall include any services rendered by Grantee in connection with the Goods.
Z. "State Confidential Information"means any and all State Records not subject to disclosure
under CORA. State Confidential Information shall include, but is not limited to State
personnel records not subject to disclosure under CORA.
AA. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State Controller
pursuant to §24-30-202(13)(a) C.R.S.
BB. "State Fiscal Year"means a 12 month period beginning on July 1 of each calendar year and
ending on June 30 of the following calendar year. If a single calendar year follows the term,
then it means the State Fiscal Year ending in that calendar year.
CC. "State Records" means any and all State data, information, and records, regardless of
physical form, including, but not limited to, information subject to disclosure under CORA.
DD. Reserved.
EE. "Subcontractor" means third-parties, if any, engaged by Grantee to aid in performance of
the Work. "Subcontractor" also includes sub-grantees.
FF. Reserved.
GG. Reserved.
HH. Reserved.
II. "Work" means the delivery of the Goods and performance of the Services described in this
Grant Award Letter.
JJ. "Work Product"means the tangible and intangible results of the Work,whether finished or
unfinished, including drafts. Work Product includes, but is not limited to, documents, text,
software (including source code), research, reports, proposals, specifications, plans, notes,
studies, data, images, photographs, negatives, pictures, drawings, designs, models, surveys,
maps, materials, ideas, concepts, know-how, and any other results of the Work. "Work
Product" does not include any material that was developed prior to the Performance Start
Date that is used, without modification, in the performance of the Work.
Any other term used in this Grant Award Letter that is defined in an Exhibit shall be construed and
interpreted as defined in that Exhibit.
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5. PURPOSE
The purpose of the Energy and Mineral Impact Assistance Program is to assist political
subdivisions that are socially and/or economically impacted by the development, processing, or
energy conversion of minerals and mineral fuels. The purpose of this Grant is described in Exhibit
B.
6. SCOPE OF PROJECT
Grantee shall complete the Work as described in this Grant Award Letter and in accordance with
the provisions of Exhibit B. The State shall have no liability to compensate or reimburse Grantee
for the delivery of any goods or the performance of any services that are not specifically set forth
in this Grant Award Letter.
7. PAYMENTS TO GRANTEE
A. Maximum Amount
Payments to Grantee are limited to the unpaid, obligated balance of the Grant Funds. The
State shall not pay Grantee any amount under this Grant that exceeds the Grant Award
Amount shown on the Summary of Grant Award Terms and Conditions page of this Grant
Award Letter.
i. The State may increase or decrease the Grant Award Amount by providing Grantee
with an updated Grant Award Letter or an executed Option Letter showing the new
Grant Award Amount.
ii. The State shall not be liable to pay or reimburse Grantee for any Work performed or
expense incurred before the Performance Start Date or after the Grant Expiration Date.
iii. Financial obligations of the State payable after the current State Fiscal Year are
contingent upon funds for that purpose being appropriated, budgeted, and otherwise
made available.
B. Erroneous Payments
The State may recover, at the State's discretion, payments made to Grantee in error for any
reason, including, but not limited to, overpayments or improper payments, and unexpended
or excess funds received by Grantee. The State may recover such payments by deduction
from subsequent payments under this Grant Award Letter, deduction from any payment due
under any other contracts, grants or agreements between the State and Grantee, or by any
other appropriate method for collecting debts owed to the State.
C. Matching Funds.
Grantee shall provide the Other Funds amount shown on the Project Budget in Exhibit B(the
"Local Match Amount"). Grantee shall appropriate and allocate all Local Match Amounts to
the purpose of this Grant Award Letter each fiscal year prior to accepting any Grant Funds
for that fiscal year. Grantee does not by accepting this Grant Award Letter irrevocably pledge
present cash reserves for payments in future fiscal years, and this Grant Award Letter is not
intended to create a multiple-fiscal year debt of Grantee. Grantee shall not pay or be liable
for any claimed interest,late charges, fees,taxes or penalties of any nature, except as required
by Grantee's laws or policies.
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D. Reimbursement of Grantee Costs
The State shall reimburse Grantee's allowable costs, not exceeding the maximum total
amount described in this Grant Award Letter for all allowable costs described in this Grant
Award Letter and shown in the Project Budget in Exhibit B.
i. Upon request of the Grantee, the State may, without changing the maximum total
amount of Grant Funds, adjust or otherwise reallocate Grant Funds among or between
each line of the Project Budget by providing Grantee with an executed Option Letter or
formal amendment.
E. Close-Out and De-obligation of Grant Funds
Grantee shall close out this Grant no later than 90 days after the Grant Expiration Date. To
complete close out, Grantee shall submit to the State all deliverables (including
documentation) as defined in this Grant Award Letter and Grantee's final reimbursement
request or invoice. Any Grant Funds remaining after submission and payment of Grantee's
final reimbursement request are subject to de-obligation by the State.
S. REPORTING—NOTIFICATION
A. Performance and Final Status
Grantee shall submit all financial,performance and other reports to the State no later than the
end of the close out period described in§7.E.
B. Violations Reporting
Grantee shall disclose, in a timely manner, in writing to the State, all violations of federal or
State criminal law involving fraud, bribery, or gratuity violations potentially affecting this
Award.
9. GRANTEE RECORDS
A. Maintenance and Inspection
Grantee shall make, keep, and maintain, all records, documents, communications, notes and
other written materials,electronic media files,and communications,pertaining in any manner
to this Grant for a period of three years following the completion of the close out of this
Grant. Grantee shall permit the State to audit, inspect, examine, excerpt, copy and transcribe
all such records during normal business hours at Grantee's office or place of business,unless
the State determines that an audit or inspection is required without notice at a different time
to protect the interests of the State.
B. Monitoring
The State will monitor Grantee's performance of its obligations under this Grant Award
Letter using procedures as determined by the State. The State shall monitor Grantee's
performance in a manner that does not unduly interfere with Grantee's performance of the
Work.
C. Audits
Grantee shall comply with all State and federal audit requirements.
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10. CONFIDENTIAL INFORMATION-STATE RECORDS
A. Confidentiality
Grantee shall hold and maintain, and cause all Subcontractors to hold and maintain, any and
all State Records that the State provides or makes available to Grantee for the sole and
exclusive benefit of the State, unless those State Records are otherwise publically available
at the time of disclosure or are subject to disclosure by Grantee under CORA. Grantee shall
not,without prior written approval of the State,use for Grantee's own benefit,publish, copy,
or otherwise disclose to any third party, or permit the use by any third party for its benefit or
to the detriment of the State, any State Records, except as otherwise stated in this Grant
Award Letter. Grantee shall provide for the security of all State Confidential Information in
accordance with all policies promulgated by the Colorado Office of Information Security
(http://oit.state.co.us/ois)and all applicable laws,rules,policies,publications,and guidelines.
Grantee shall immediately forward any request or demand for State Records to the State's
principal representative.
B. Other Entity Access and Nondisclosure Agreements
Grantee may provide State Records to its agents, employees, assigns and Subcontractors as
necessary to perform the Work, but shall restrict access to State Confidential Information to
those agents, employees, assigns and Subcontractors who require access to perform their
obligations under this Grant Award Letter. Grantee shall ensure all such agents, employees,
assigns, and Subcontractors sign nondisclosure agreements with provisions at least as
protective as those in this Grant, and that the nondisclosure agreements are in force at all
times the agent, employee, assign or Subcontractor has access to any State Confidential
Information. Grantee shall provide copies of those signed nondisclosure restrictions to the
State upon request.
C. Use, Security, and Retention
Grantee shall use, hold and maintain State Confidential Information in compliance with any
and all applicable laws and regulations in facilities located within the United States, and shall
maintain a secure environment that ensures confidentiality of all State Confidential
Information wherever located. Grantee shall provide the State with access, subject to
Grantee's reasonable security requirements,for purposes of inspecting and monitoring access
and use of State Confidential Information and evaluating security control effectiveness.Upon
the expiration or termination of this Grant, Grantee shall return State Records provided to
Grantee or destroy such State Records and certify to the State that it has done so, as directed
by the State. If Grantee is prevented by law or regulation from returning or destroying State
Confidential Information, Grantee warrants it will guarantee the confidentiality of, and cease
to use, such State Confidential Information.
D. Incident Notice and Remediation
If Grantee becomes aware of any Incident,it shall notify the State immediately and cooperate
with the State regarding recovery,remediation, and the necessity to involve law enforcement,
as determined by the State. After an Incident, Grantee shall take steps to reduce the risk of
incurring a similar type of Incident in the future as directed by the State, which may include,
but is not limited to, developing and implementing a remediation plan that is approved by the
State at no additional cost to the State.
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11. CONFLICTS OF INTEREST
Grantee shall not engage in any business or activities, or maintain any relationships that conflict in
any way with the full performance of the obligations of Grantee under this Grant. Grantee
acknowledges that,with respect to this Grant, even the appearance of a conflict of interest shall be
harmful to the State's interests and absent the State's prior written approval, Grantee shall refrain
from any practices, activities or relationships that reasonably appear to be in conflict with the full
performance of Grantee's obligations under this Grant. If a conflict or the appearance of a conflict
arises, or if Grantee is uncertain whether a conflict or the appearance of a conflict has arisen,
Grantee shall submit to the State a disclosure statement setting forth the relevant details for the
State's consideration.
12. INSURANCE
Grantee shall maintain at all times during the term of this Grant such liability insurance, by
commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado
Governmental Immunity Act, §24-10-101, et seq., C.R.S. (the "GIA"). Grantee shall ensure that
any Subcontractors maintain all insurance customary for the completion of the Work done by that
Subcontractor and as required by the State or the GIA.
13. REMEDIES
In addition to any remedies available under any Exhibit to this Grant Award Letter,if Grantee fails
to comply with any term or condition of this Grant,the State may terminate some or all of this
Grant and require Grantee to repay any or all Grant Funds to the State in the State's sole discretion.
The State may also terminate this Grant Award Letter at any time if the State has determined, in
its sole discretion, that Grantee has ceased performing the Work without intent to resume
performance,prior to the completion of the Work.
14. DISPUTE RESOLUTION
Except as herein specifically provided otherwise, disputes concerning the performance of this
Grant that cannot be resolved by the designated Party representatives shall be referred in writing
to a senior departmental management staff member designated by the State and a senior manager
or official designated by Grantee for resolution.
15. NOTICES AND REPRESENTATIVES
Each Party shall identify an individual to be the principal representative of the designating Party
and shall provide this information to the other Party. All notices required or permitted to be given
under this Grant Award Letter shall be in writing, and shall be delivered either in hard copy or by
email to the representative of the other Party. Either Party may change its principal representative
or principal representative contact information by notice submitted in accordance with this §15.
16. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION
Grantee hereby grants to the State a perpetual,irrevocable,non-exclusive,royalty free license,with
the right to sublicense, to make, use, reproduce, distribute, perform, display, create derivatives of
and otherwise exploit all intellectual property created by Grantee or any Subcontractors or
Subgrantees and paid for with Grant Funds provided by the State pursuant to this Grant.
17. GOVERNMENTAL IMMUNITY
Liability for claims for injuries to persons or property arising from the negligence of the Parties,
their departments, boards, commissions, committees, bureaus, offices, employees and officials
shall be controlled and limited by the provisions of the GIA;the Federal Tort Claims Act,28 U.S.C.
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Pt. VI, Ch. 171 and 28 U.S.C. 1346(b), and the State's risk management statutes, §§24-30-1501,
et seq. C.R.S.No term or condition of this Grant Award Letter shall be construed or interpreted as
a waiver, express or implied, of any of the immunities, rights, benefits, or protections of any of
these provisions.
18. GENERAL PROVISIONS
A. Assignment
Grantee's rights and obligations under this Grant are personal and may not be transferred or
assigned without the prior,written consent of the State.Any attempt at assignment or transfer
without such consent shall be void. Any assignment or transfer of Grantee's rights and
obligations approved by the State shall be subject to the provisions of this Grant Award
Letter.
B. Captions and References
The captions and headings in this Grant Award Letter are for convenience of reference only,
and shall not be used to interpret, define, or limit its provisions. All references in this Grant
Award Letter to sections (whether spelled out or using the § symbol), subsections, exhibits
or other attachments, are references to sections, subsections, exhibits or other attachments
contained herein or incorporated as a part hereof, unless otherwise noted.
C. Entire Understanding
This Grant Award Letter represents the complete integration of all understandings between
the Parties related to the Work, and all prior representations and understandings related to the
Work, oral or written, are merged into this Grant Award Letter.
D. Modification
The State may modify the terms and conditions of this Grant by issuance of an updated Grant
Award Letter, which shall be effective if Grantee accepts Grant Funds following receipt of
the updated letter. The Parties may also agree to modification of the terms and conditions of
the Grant in either an option letter or a formal amendment to this Grant, properly executed
and approved in accordance with applicable Colorado State law and State Fiscal Rules.
E. Statutes, Regulations, Fiscal Rules, and Other Authority
Any reference in this Grant Award Letter to a statute, regulation, State Fiscal Rule, fiscal
policy or other authority shall be interpreted to refer to such authority then current, as may
have been changed or amended since the Performance Start Date. Grantee shall strictly
comply with all applicable Federal and State laws,rules, and regulations in effect or hereafter
established, including, without limitation, laws applicable to discrimination and unfair
employment practices.
F. Order of Precedence
In the event of a conflict or inconsistency between this Grant Award Letter and any Exhibits
or attachment, such conflict or inconsistency shall be resolved by reference to the documents
in the following order of priority:
i. Any executed Option Letter
ii. The provisions of this Grant Award Letter.
iii. The provisions of any exhibits to this Grant Award Letter.
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G. Severability
The invalidity or unenforceability of any provision of this Grant Award Letter shall not affect
the validity or enforceability of any other provision of this Grant Award Letter, which shall
remain in full force and effect, provided that the Parties can continue to perform their
obligations under the Grant in accordance with the intent of the Grant.
H. Survival of Certain Grant Award Letter Terms
Any provision of this Grant Award Letter that imposes an obligation on a Party after
termination or expiration of the Grant shall survive the termination or expiration of the Grant
and shall be enforceable by the other Party.
I. Third Party Beneficiaries
Except for the Parties' respective successors and assigns described above, this Grant Award
Letter does not and is not intended to confer any rights or remedies upon any person or entity
other than the Parties. Any services or benefits which third parties receive as a result of this
Grant are incidental to the Grant, and do not create any rights for such third parties.
J. Waiver
A Party's failure or delay in exercising any right,power, or privilege under this Grant Award
Letter,whether explicit or by lack of enforcement, shall not operate as a waiver,nor shall any
single or partial exercise of any right, power, or privilege preclude any other or further
exercise of such right, power, or privilege.
K. Reserved.
L. Digital Signatures
If any signatory signs this Grant using a digital signature in accordance with the Colorado
State Controller Contract, Grant, and Purchase Order Policies regarding the use of digital
signatures issued under the State Fiscal Rules, then any agreement or consent to use digital
signatures within the electronic system through which that signatory signed shall be
incorporated into this Grant by reference.
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EXHIBIT B—SCOPE OF PROJECT(SOP)
1. PURPOSE
1.1. Energy Impact. The purpose of the Energy and Mineral Impact Assistance Program is to assist
political subdivisions that are socially and/or economically impacted by the development,processing,
or energy conversion of minerals and mineral fuels.
2. DESCRIPTION OF THE PROJECT(S)AND WORK
2.1. Project Description. The Project consists of the development of a feasibility study for the
implementation of a locally sustainable and regionally resilient energy corridor throughout the Aspen
Airport Business Center.
2.2. Work Description. Pitkin County(Grantee)will work with a previously engaged consultant to work
with the Roaring Fork Transportation Authority and Holy Cross Energy to prepare a feasibility study
for the implementation of a locally sustainable and regionally resilient energy corridor throughout the
Aspen Airport Business Center. Grantee will own the resulting study.
2.3. Responsibilities. Grantee shall be responsible for the completion of the Work and to provide required
documentation to DOLA as specified herein.
2.3.1. Grantee shall notify DOLA at least 30 days in advance of Project Completion.
2.4. Recapture of Advanced Funds. To maximize the use of Grant Funds,the State shall evaluate
Grantee's expenditure of the Grant Funds for timeliness and compliance with the terms of this Grant.
DOLA reserves the right to recapture advanced Grant Funds when Grantee has not or is not complying
with the terms of this Grant.
2.5. Eligible Expenses. Eligible expenses shall include: consultant fees and attorney's fees
3. DEFINITIONS
3.1. Project Budget Lines.
3.1.1. "Consultant Services"means consultant fees,RFP/bid advertisements,and attorney's fees.
3.2. "Substantial Completion"means the Work is sufficiently complete in accordance with the Grant so it
can be utilized for its intended purpose without undue interference.
4. DELIVERABLES
4.1. Outcome.The final outcome of this Grant is completion of a feasibility study to design an integrated
clean energy system for four public facilities,the Aspen Pitkin County Airport,RFTA Aspen
Maintenance Facility,Pitkin County Public Works, and the Holy Cross Energy Electric System
Operations,that supports the creation of a sustainable and resilient energy corridor in the Aspen Airport
Business Center.
4.2. Service Area.The performance of the Work described within this Grant shall be located in Aspen,
Colorado.
4.3. Performance Measures. Grantee shall comply with the following performance measures:
Milestone/Performance Measure:
Provide DOLA with Project Timeline. Within 60 days after the
Effective Date of this
Grant Award Letter.
Submit Quarterly Pay Requests See§4.5.2 below
Submit Quarterly Status Reports See§4.5.2 below
Submit Project Final Report March 31, 2023
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4.4. Budget Line Adjustments.
4.4.1. Grant Funds. Grantee may request in writing that DOLA move Grant Funds between and
among budget lines, so long as the total amount of Grant Funds remains unchanged. To make
such budget line changes,DOLA will use an Option Letter(Exhibit G).
4.4.2. Other Funds. Grantee may increase or decrease the amount of Other Funds in any one or any
combination of budget lines as described in§6.2,or move Other Funds between and among
budget lines, so long as the total amount of such"Other Funds"is not less than the amount set
forth in§6.2 below. Grantee may increase the Total Project Cost with"Other Funds"and such
change does not require an amendment or option letter. DOLA will verify the Grantee's
contribution of"Other Funds"and compliance with this section at Project Closeout.
4.5. Quarterly Pay Request and Status Reports. Beginning 30 days after the end of the first quarter
following execution of this Grant and for each quarter thereafter until termination of this Grant,
Grantee shall submit Pay Requests and Status Reports using a form provided by the State. The State
shall pay the Grantee for actual expenditures made in the performance of this Grant based on the
submission of statements in the format prescribed by the State. The Grantee shall submit Pay Requests
setting forth a detailed description and provide documentation of the amounts and types of
reimbursable expenses. Pay Requests and Status Reports are due within 30 days of the end of the
quarter but may be submitted more frequently at the discretion of the Grantee.
4.5.1. For quarters in which there are no expenditures to reimburse, Grantee shall indicate zero(0)
requested in the Pay Request and describe the status of the Work in the Status Report. The
report will contain an update of expenditure of funds by budget line as per§6.2 of this Exhibit
B Scope of Project as well as a projection of all Work expected to be accomplished in the
following quarter,including an estimate of Grant Funds to be expended.
4.5.2. Specific submittal dates.
Quarter Year Due Date Pay Request Due Status Report Due
1st(Jan-Mar) 2021 April 30,2021 Yes Yes
2"d (Apr-Jun) 2021 July 30,2021 Yes Yes
3rd(Jul-Sep) 2021 October 30,2021 Yes Yes
4th(Oct-Dec) 2021 January 30,2022 Yes Yes
1st(Jan-Mar) 2022 April 30, 2022 Yes Yes
2"d(Apr-Jun) 2022 July 30,2022 Yes Yes
3rd(Jul-Sep) 2022 October 30, 2022 Yes Yes
4th(Oct-Dec) 2022 January 30,2023 Yes Yes
4.6. DOLA Acknowledgment. The Grantee agrees to acknowledge the Colorado Department of Local
Affairs in any and all materials or events designed to promote or educate the public about the Work and
the Project, including but not limited to: press releases,newspaper articles, op-ed pieces,press
conferences,presentations and brochures/pamphlets.
5. PERSONNEL
5.1. Responsible Administrator. Grantee's performance hereunder shall be under the direct supervision of
Kara Silbernagel,Policy and Projects Manager,(kara.silbernagel(&,pitkincounty.com),who is an
employee or agent of Grantee, and is hereby designated as the responsible administrator of this Project
and a key person under this§5. Such administrator shall be updated through the process in§5.3. If this
person is an agent of the Grantee, such person must have signature authority to bind the Grantee and
must provide evidence of such authority.
5.2. Other Key Personnel. NONE. Such key personnel shall be updated through the process in§5.3.
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5.3. Replacement. Grantee shall immediately notify the State if any key personnel specified in§5 of this
Exhibit B cease to serve.All notices sent under this subsection shall be sent in accordance with§15 of
the Grant.
5.4. DLG Regional Manager: Greg Winkler, (970) 668-6160,(greg.winklerAstate.co.us)
5.5. DLG Regional Assistant: Katherine Boozell, (970)248-7313, (katherine.boozellAstate.co.us)
6. FUNDING
The State provided funds shall be limited to the amount specified under the"Grant Funds"column of§6.2,
Budget,below.
6.1. Matching/Other Funds.Grantee shall provide at least 30% of the Total Project Cost as documented
by Grantee and verified by DOLA at Project Closeout. Initial estimates of Grantee's contribution are
noted in the"Other Funds"column of§6.2 below. Increases to Grantee's contribution to Total Project
Cost do not require modification of this Grant Award Letter and/or Exhibit B.
6.2. Budget
Budget Line(s) Total Project Grant Other Other
Line Cost Category Cost Funds Funds Funds
Source
Consultant Services $268,106 $178,735 $89,371 Grantee
Total $268,106 $178,735 $89,371
7. PAYMENT
Payments shall be made in accordance with this section and the provisions set forth in§7 of the Grant.
7.1. Payment Schedule.If Work is subcontracted or subgranted and such Subcontractors and/or
Subgrantees are not previously paid, Grantee shall disburse Grant Funds received from the State to
such Subcontractor or Subgrantee within fifteen days of receipt. Excess funds shall be returned to
DOLA.
Payment Amount
Interim Payment(s) $169,798 Paid upon receipt of actual expense documentation and
written Pay Requests from the Grantee for
reimbursement of eligible approved expenses.
Final Payment $8,937 Paid upon Substantial Completion of the Project(as
determined by the State in its sole discretion),provided
that the Grantee has submitted, and DOLA has
accepted, all required reports.
Total $178,735
7.2. Interest. Grantee or Subgrantee may keep interest earned from Grant Funds up to $100 per year for
administrative expenses.
8. ADMINISTRATIVE REQUIREMENTS
8.1. Reporting. Grantee shall submit the following reports to DOLA using the State-provided forms.
DOLA may withhold payment(s)if such reports are not submitted timely.
8.1.1.Quarterly Pay Request and Status Reports. Quarterly Pay Requests shall be submitted to
DOLA in accordance with§4.5 of this Exhibit B.
8.1.2.Final Reports.Within 90 days after the completion of the Project,Grantee shall submit the final
Pay Request and Status Report to DOLA.
8.2. Monitoring. DOLA shall monitor this Work on an as-needed basis. DOLA may choose to audit the
records for activities performed under this Grant. Grantee shall maintain a complete file of all records,
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documents, communications,notes and other written materials or electronic media, files or
communications,which pertain in any manner to the operation of activities undertaken pursuant to an
executed Grant. Such books and records shall contain documentation of the Grantee's pertinent activity
under this Grant in accordance with Generally Accepted Accounting Principles.
8.2.1. Subgrantee/Subcontractor. Grantee shall monitor its Subgrantees and/or Subcontractors, if
any, during the term of this Grant. Results of such monitoring shall be documented by Grantee
and maintained on file.
8.3. Bonds.If Project includes construction or facility improvements, Grantee and/or its contractor(or
subcontractors)performing such work shall secure the bonds hereunder from companies holding
certificates of authority as acceptable sureties pursuant to 31 CFR Part 223 and are authorized to do
business in Colorado.
8.3.1.Bid Bond.A bid guarantee from each bidder equivalent to 5 percent of the bid price. The"bid
guarantee" shall consist of a firm commitment such as a bid bond, certified check, or other
negotiable instrument accompanying a bid as assurance that the bidder shall,upon acceptance of
his bid, execute such contractual documents as may be required within the time specified.
8.3.2.Performance Bond.A performance bond on the part of the contractor for 100 percent of the
contract price.A"performance bond"is one executed in connection with a contract to secure
fulfillment of all the contractor's obligations under such contract.
8.3.3.Payment Bond.A payment bond on the part of the contractor for 100 percent of the contract
price. A"payment bond"is one executed in connection with a contract to assure payment as
required by statute of all persons supplying labor and material in the execution of the work
provided for in the contract.
8.3.4.Substitution.The bonding requirements in this §8.3 may be waived in lieu of an irrevocable letter
of credit if the price is less than$50,000.
9. CONSTRUCTION/RENOVATION. The following subsections shall apply to construction and/or
renovation related projects/activities:
9.1. Plans & Specifications. Construction plans and specifications shall be drawn up by a qualified
engineer or architect licensed in the State of Colorado,or pre-engineered in accordance with Colorado
law, and hired by the Grantee through a competitive selection process.
9.2. Procurement. A construction contract shall be awarded to a qualified construction firm through a
formal selection process with the Grantee being obligated to award the construction contract to the
lowest responsive,responsible bidder meeting the Grantee's specifications.
9.3. Subcontracts. Copies of any and all contracts entered into by the Grantee in order to accomplish this
Project shall be submitted to DOLA upon request, and any and all contracts entered into by the Grantee
or any of its Subcontractors shall comply with all applicable federal and state laws and shall be
governed by the laws of the State of Colorado.
9.4. Standards. Grantee, Subgrantees and Subcontractors shall comply with all applicable statutory design
and construction standards and procedures that may be required,including the standards required by
Colorado Department of Public Health and Environment, and shall provide the State with
documentation of such compliance.
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OPTION LETTER#Insert # Here
SIGNATURE AND COVER PAGE
State Agency DLG Number Option Letter CMS
Department of Local Affairs Insert DLG encumbrance Number
number for this Project Insert CMS number for this
Amendment
Grantee Previous CMS#(s)
Insert Grantee's Full Legal Name Insert CMS number for orig Agreement,and any prior chg
docs
Project Number and Name Grant Amount
Insert DOLA's project number and name Initial Award: $Insert orig award amt
Option Letter##and date effective/spendable: $0.00
Option Letter##and date effective/spendable: $0.00
Total Grant Amount: $Insert total award to date
DOLA Regional Manager Prior Grant Agreement Current Grant Agreement
Choose an item. Expiration Date Expiration Date
DOLA Regional Assistant Month Day,Year Month Day,Year
Choose an item.
THE PARTIES HERETO HAVE EXECUTED THIS OPTION LETTER
Each person signing this Option Letter represents and warrants that he or she is duly authorized to execute this
Option Letter and to bind the Party authorizing his or her signature.
STATE OF COLORADO
Jared S.Polis GOVERNOR
Colorado Department of Local Affairs
By:
Rick M. Garcia,Executive Director
Date:
ALL CONTRACTS REQUIRE APPROVAL BY THE STATE CONTROLLER
CRS§24-30-202 requires the State Controller to approve all State contracts.This Option Letter is not valid until signed and
dated below by the State Controller or delegate.
STATE CONTROLLER
Robert Jaros,CPA,MBA,JD
By:
Yingtse Cha, Controller Delegate
Effective Date:
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1) OPTIONS: Choose all applicable options listed in§1 and in§2
❑ a. Option to extend(use this option for Extension of Time)
❑ b. Change in the Grant Award Amount within the current term(use this option for an Increase or
Decrease in Grant Funds, including Supplemental funding awards)
❑ c. Budget Line Adjustment(s)—reallocation of awarded Grant Funds to Budget Line(s) (use this
Option to redistribute existing Grant Funds between budget lines)
2) REQUIRED PROVISIONS.All Option Letters shall contain the appropriate provisions set forth below:
a. For use with Option 1(a):In accordance with Section 2(A)of the original Grant Award Letter between the
State of Colorado,acting by and through the Colorado Department of Local Affairs,and Grantee's Name,the
State hereby exercises its option for an additional term beginning Insert start date and ending on Insert ending
date. Tables in Sections 4.3 and 4.5.2 of Exhibit B are deleted and replaced with the following:
Milestone/Performance Measure
Put Project out to bid. Within_days of the Effective Date of this Grant Award
Letter.
Award and finalize subcontract(s)and/or sub- [give target date]
grant(s).
Provide DOLA with Project Timeline Within days of the Effective Date of the subcontract(s).
Contractor mobilization/begin Work. Within days of the Effective Date of the subcontract(s).
Submit Quarterly Pay Requests See§4.5.2 below
Submit Quarterly Status Reports See§4.5.2 below
Submit Project Final Report [give date certain]
Quarter Year Due Date Pay Request Status Report
1st(Jan-Mar) 2021 April 30,2021 Yes Yes
2"d(Apr-Jun) 2021 July 30,2021 Yes Yes
3rd(Jul-Sep) 2021 October 30,2021 Yes Yes
4th(Oct-Dec) 2021 January 30,2022 Yes Yes
1st(Jan-Mar) 2022 April 30,2022 Yes Yes
2"d(Apr-Jun) 2022 July 30,2022 Yes Yes
3rd(Jul-Sep) 2022 October 30,2022 Yes Yes
4th(Oct-Dec) 2022 January 30,2023 Yes Yes
1"(Jan-Mar) 2023 April 30,2023 Yes Yes
2"d(Apr-Jun) 2023 July 30,2023 Yes Yes
3rd(Jul-Sep) 2023 October 30,2023 Yes Yes
4th(Oct-Dec) 2023 January 30,2024 Yes Yes
b.For use with Option 1(b):In accordance with Section 7(A)(i)of the original Grant Award Letter between the
State of Colorado,acting by and through the Colorado Department of Local Affairs,and Grantee's Name,the
State hereby exercises its option to increase/decrease Grant Funds awarded for this Project in an amount equal to
amt of increase or(decrease),from beginning dollar amt to ending dollar amt. The Grant Award Amount
shown on the Summary of Grant Award Terms and Conditions page of this Grant Award Letter is hereby changed
to ending dollar amt.The Budget table in Section 6.2 and the Payment Schedule in Section 7.1,both of Exhibit
B,are deleted and replaced with the following:
Budget Line(s) Total Project Grant Other Other
Cost Funds Funds Funds
Line Cost Category Source
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Architectural/Engineering Services $ 0.00 Grantee
Construction/Improvement of Grantee
Public Roadways
Total $ 0.00 $ 0.00 $ 0.00
Payment Amount
Interim Payment(s) Paid upon receipt of actual expense documentation and
written Pay Requests from the Grantee for reimbursement
of eligible approved expenses.
Final Payment Paid upon Substantial Completion of the Project(as
determined by the State in its sole discretion),provided that
the Grantee has submitted,and DOLA has accepted,all
required reports.
Total
c. For use with Option 1(c):In accordance with Section 7(D)(i)of the original Grant Award Letter between the
State of Colorado,acting by and through the Colorado Department of Local Affairs,and Grantee's Name,the
State hereby exercises its option to re-allocate awarded Grant Funds within the Project Budget. The Budget table
in Section 6.2 of Exhibit B is deleted and replaced with the following:
Budget Line(s) Total Project Grant Other Other
Cost Funds Funds Funds
Line Cost Category Source
Architectural/Engineering Services $ 0.00 Grantee
Construction/Improvement of Grantee
Public Roadways
Total $ 0.00 $ 0.00 $ 0.00
3) Effective Date.The effective date of this Option Letter is upon approval of the State Controller or ,whichever
is later.
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