HomeMy WebLinkAboutbocc.res.026.20221
RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS (“BOCC”) OF
PITKIN COUNTY, COLORADO, AUTHORIZING ACCEPTANCE OF THE
STATE OF COLORADO DEPARTMENT OF LOCAL AFFAIRS RENEWABLE
AND CLEAN ENERGY INITIATIVE FOR PHASE 1(A) OF THE AABC
INTEGRATED CLEAN ENERGY MICROGRID PROJECT
RESOLUTION NO. 026-2022
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
not requiring ordinance power on matters of significant importance affecting citizens, and;
WHEREAS, Pitkin County requested $2,500,000 in funds from the Department of Local
Affairs Renewable and Clean Energy Initiative grant program for Phase 1(A) of the AABC
Integrated Clean Energy Microgrid Project in partnership with Holy Cross Energy and
Roaring Fork Transportation Authority (RFTA), and;
WHEREAS, Pitkin County will was awarded $1,700,000 from the Renewable and Clean
Energy Initiative to fund Phase 1(a) and has committed to providing a cash match of
$855,000, in partnership with the Aspen Pitkin County Airport, Holy Cross Energy and
RFTA, with additional match being considered in the Q1 Budget Supplemental and;
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") Authorizing Acceptance of the Department of Local Affairs
Renewable and Clean Energy Initiative for Phase 1(a) of the AABC Integrated Clean
Energy Microgrid Project 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.
Contract No. 123-2022
Attached
2
INTRODUCED AND FIRST READ ON THE 9TH DAY OF MARCH, 2022 AND SET
FOR SECOND READING AND PUBLIC HEARING ON THE 23RD DAY OF MARCH
2022.
NOTICE OF PUBLIC HEARING AND TITLE AND SHORT SUMMARY OF THE
RESOLUTION PUBLISHED IN THE ASPEN TIMES WEEKLY ON THE 10TH DAY
OF MARCH, 2022.
NOTICE OF PUBLIC HEARING AND THE FULL TEXT OF THE RESOLUTION
POSTED ON THE OFFICIAL PITKIN COUNTY WEBSITE (www.pitkincounty.com )
ON THE 10TH DAY OF MARCH 2022.
ADOPTED AFTER FINAL READING AND PUBLIC HEARING ON THE 23RD DAY
OF MARCH 2022.
POSTED BY TITLE AND SHORT SUMMARY ON THE OFFICIAL PITKIN COUNTY
WEBSITE (www.pitkincounty.com ) ON THE 24TH DAY OF MARCH 2022.
PUBLISHED BY TITLE AND SHORT SUMMARY, AFTER ADOPTION, IN THE
ASPEN TIMES WEEKLY ON THE 31ST DAY OF MARCH, 2022.
ATTEST:BOARD OF COUNTY COMMISSIONERS
By _________________________ By: _____________________________
Julia Ely Patti Clapper, Chair
Deputy County Clerk
Date: ______________
APPROVED AS TO FORM:MANAGER APPROVAL
___________________________
John Ely, County Attorney
_________________________________ Phylis Mattice for Jon Peacock, County
Manager
Mar-23-2022
Governor Jared Polis | Rick M. Garcia, Executive Director | Chantal Unfug, Division Director
1313 Sherman Street, Room 521, Denver, CO 80203 P 303.864.7720 TDD/TTY 303.864.7758 www.dola.colorado.gov
Strengthening Colorado Communities
February 24, 2022
Patti Clapper, BOCC Chair
Pitkin County
530 E. Main St Aspen, CO 81611
RE: RNSS-009 – Pitkin County Microgrid Phase 1(a) Implementation
Dear Commissioner Clapper:
Congratulations! After thorough review of your application, I am excited to offer a grant award in the
amount of $1,700,000 for the Pitkin County Microgrid Phase 1(a) Implementation project. This is a grant under HB21-1253 and we are excited to see this work begin.
Your project was reviewed based on a variety of factors such as degree of need, status of renewable
infrastructure, geographical diversity, project readiness, community priority, project resiliency and
local match. Competition for these limited funds is intense and we are seeing great demand.
Receipt of these State grant funds 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
Patrick Rondinelli, DOLA
Contract No. 123-2022
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS
State Agency Department of Local Affairs (DOLA) DLG Portal Number RNSS-22-009 CMS Number 174515
Grantee Pitkin County Grant Award Amount $1,700,000.00 Retainage Amount $85,000.00
Project Number and Name RNSS-009 – Pitkin County Microgrid Phase 1(a)
Implementation
Performance Start Date The later of the Effective Date
or March 14, 2022
Grant Expiration Date October 31, 2023
Project Description The Project consists design and engineering of a microgrid system, including energy production, storage and integration
with the existing energy grid at the Aspen Airport Business Center.
Program Name Renewable and Clean Energy Initiative (HB 21-1253) (RNSS)
Funding Source STATE FUNDS
Catalog of Federal Domestic Assistance (CFDA) Number N/A
DOLA Regional Manager Greg Winkler, (970) 668-6160, (greg.winkler@state.co.us)
Funding Account Codes
DOLA Regional Assistant Katherine Boozell, (970) 473-4947, (katherine.boozell@state.co.us)
VCUST# 14283 Address Code CN003 EFT
THE SIGNATORIES LISTED BELOW AUTHORIZE THIS GRANT
DEPARTMENT OF LOCAL AFFAIRS
PROGRAM REVIEWER
_______________________________________________
By: Tim Katers, RNSS Program Manager
Date: __________________________________
STATE OF COLORADO Jared S. Polis, Governor DEPARTMENT OF LOCAL AFFAIRS Rick M. Garcia, Executive Director
______________________________________________ By: Rick M. Garcia, Executive Director 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 ___________________________________________ By: Beulah Messick, Controller Delegate Department of Local Affairs Effective Date:_____________________
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RNSS
3/21/2022 | 7:32 AM MDT 3/21/2022 | 9:28 PM MDT
CTGG1 NLAA 2022*3156
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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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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 Renewable and Clean Energy Initiative (HB21-1253) Program is to assist political subdivisions by providing funding for infrastructure implementation projects in the renewable and clean energy field. 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.
8. 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. Prior or contemporaneous additions, deletions, or other changes to this Agreement shall not have any force or effect whatsoever, unless embodied herein.
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. Digital Signatures
If any signatory signs this agreement 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
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digital signatures within the electronic system through which that signatory signed shall be incorporated into this Agreement by reference.
G. 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.
H. 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.
I. 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.
J. 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. Enforcement of this Agreement and all rights and obligations hereunder are reserved solely to 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.
K. 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.
L. Accessibility
Grantee shall comply with and adhere to Section 508 of the U.S. Rehabilitation Act of 1973, as amended, and §§24-85-101, et seq., C.R.S. Grantee shall comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the
most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in
the State of Colorado technology standards and available at https://www.w3.org/TR/WCAG21/.
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EXHIBIT B – SCOPE OF PROJECT (SOP) 1. PURPOSE 1.1. Energy Impact. The purpose of the Renewable and Clean Energy Initiative (HB21-1253) Program is to assist political subdivisions by providing funding for infrastructure implementation projects in the renewable and clean energy field.
2. DESCRIPTION OF THE PROJECT(S) AND WORK
2.1. Project Description. The Project consists design and engineering of a microgrid system, including energy production, storage and integration with the existing energy grid at the Aspen Airport Business Center.
2.2. Work Description. Pitkin County (Grantee) will hire qualified firms to design, engineer, and implement the core systems of a microgrid system, including energy production, storage, and integration with the existing energy grid at the Aspen Airport Business Center. Work includes engineering and land-use design of up to 6 megawatts (MW) of battery and thermal energy storage
systems, centrally located with energy resources distributed among the facilities. Grantee will own and maintain all improvements and, in accordance with §9 below, a contractor will be hired to complete the Work.
2.2.1. A contract for consultant services shall be awarded by Grantee to a qualified firm through a formal Request For Proposals or competitive selection process.
2.2.2. A contract for the purchase or acquisition of materials, equipment, or vehicles shall be awarded
by Grantee to a qualified vendor or firm through a competitive selection process with the Grantee being obligated to award the contract to the lowest responsive, responsible bidder meeting the Grantee's specifications.
2.2.3. During a period of ten (10) years following the date of closeout of the Project by the State, the Grantee may not change the ownership of the equipment. If the Grantee decides to change the ownership of the equipment to an entity which the State determines does not qualify in meeting the original intent of the Project, the Grantee must reimburse to the State an amount equal to the current fair market value of the equipment, less any portion of the value attributable to expenditures of non Energy Impact grant funds for acquisition of and improvements to, the equipment. At the end of the ten (10) year period following the date of completion and thereafter, no State restrictions on ownership of the equipment shall be in effect.
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: professional engineering fees, RFP/bid advertisements, survey work, electrical inspection and testing fees, equipment and materials costs,
freight costs, hardware, software and training costs, installation costs, and attorney’s fees.
3. DEFINITIONS 3.1. Project Budget Lines.
3.1.1. “Architectural/Engineering Services” means professional architectural/engineering fees, RFP/bid advertisements, survey work, water/sewer testing fees, electrical inspection and testing fees, CDPHE permit fees, and attorney’s fees.
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3.1.2. “Equipment, Vehicles or Materials Acquisition” means vehicles, equipment and materials costs, freight costs, RFP/Bid advertisement costs, hardware, software and training costs, installation costs, and attorney’s fees.
3.1.3. “Other: Software” means software and training costs, hardware, and installation costs.
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 completed design, engineering, and implementation of the centrally located microgrid system including energy production, storage, and integration with the existing energy grid at 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/Grantee will: By:
Award and finalize subcontract(s). Within 30 days after the Effective Date of this Grant Award Letter.
Provide DOLA with Project Timeline. Within 45 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 January 29, 2024
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.
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4.5.2. Specific submittal dates.
Quarter Year Due Date Pay Request Due Status Report Due
1st (Jan-Mar) 2022 April 30, 2022 Yes Yes
2nd (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
1st (Jan-Mar) 2023 April 30, 2023 Yes Yes
2nd (Apr-Jun) 2023 July 30, 2023 Yes Yes
3rd (Jul-Sep) 2023 October 30, 2023 Yes Yes
4th (Oct-Dec) 2023 January 29, 2024 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 Sibernagel, Assistant to the County 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.
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.winkler@state.co.us)
5.5. DLG Regional Assistant: Katherine Boozell, (970) 473-4947, (katherine.boozell@state.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 43% 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
Cost
Grant
Funds
Other
Funds
Other
Funds Source Line # Cost Category
1 Architectural/Engineering Services $700,000 $399,000 $301,000 Grantee
2 Equipment, Vehicles or Materials Acquisition $1,470,000 $845,000 $625,000 Grantee
3 Other: Software $800,000 $456,000 $344,000 Grantee
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Total $2,970,000 $1,700,000 $1,270,000
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) $1,615,000 Paid upon receipt of actual expense documentation and written Pay Requests from the Grantee for reimbursement of eligible approved expenses.
Final Payment $85,000 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 $1,700,000
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, 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
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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 Department of Local Affairs DLG Number Insert DLG encumbrance number for this Project
Option Letter CMS Number Insert CMS number for this Amendment
Grantee Insert Grantee's Full Legal Name Previous CMS #(s) Insert CMS number for orig Agreement, and any prior chg
docs
Project Number and Name Insert DOLA's project number and name Grant Amount 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 Choose an item. DOLA Regional Assistant Choose an item.
Prior Grant Agreement Expiration Date Month Day, Year
Current Grant Agreement Expiration Date Month Day, Year
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: ____________________________________ Beulah Messick, 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 By:
Put Project out to bid. Within __ days of the Effective Date of this Grant Award Letter.
Award and finalize subcontract(s) and/or sub-grant(s). [give target date]
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
2nd (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
2nd (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
1st (Jan-Mar) 2023 April 30, 2023 Yes Yes
2nd (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
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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 Cost Grant Funds Other Funds Other Funds Source Line # Cost Category
Architectural/Engineering Services $ 0.00 Grantee
Construction/Improvement of Public Roadways Grantee
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 Cost Grant Funds Other Funds Other Funds Source Line # Cost Category
Architectural/Engineering Services $ 0.00 Grantee
Construction/Improvement of Public Roadways Grantee
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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RNSS PORTAL Reimbursement Form FINAL REQUEST/REPORT ("X" if Yes)
Grantee & Project Name:Pitkin County Microgrid Phase 1(a) Implementation
RNSS#9 Reimbursement Request #1
Payee (Contractor/Firm/Staff Position, etc.)
To / For Which Payment Was Made
Invoice
Number Invoice Date
Grantee Check
Number
Date of
Grantee
Check
1
2
3
4
5
6
7
8
9
10
11
12
PROJECT EXPENSE SUMMARY (Total to Date)
A B C D E
RNSS Contract Expense Line
Item Description
(FROM State Contract EXHIBIT
B - Scope of Project - 6.2
Project Budget)
TOTAL Budget
Line Item
Amount (FROM
State Contract -
Exhibit B - 6.2
Project Budget)
Total RNSS
Funds
Expended To
Date,
including this
Request
Total Grantee
Funds
Expended To
Date,
including this
Request
Total In-Kind
Funds
Expended To
Date, including
this Request
Total Funds
Expended
(B plus C
plus D)
1
Architectural/Engineering
Services $700,000.00 ($- ) ($- ) ($- )
2
Equipment, Vehicles or
Materials Acquisition $1,470,000.00 ($- ) ($- ) ($- )
3 Other: Software $800,000.00 ($- ) ($- ) ($- )
TOTALS:$2,970,000.00 ($- ) ($- ) $0.00 ($- )
By signing below, I certify to the best of my knowledge the data in this report is correct and all expenditures were made in accordance with the grant contract agreements.
________________________________________________________________________________
(Contract Responsible Administrator or Chief Elected Official Signature)DATE
Typed Name of Signator Title
Total
Invoice
Amount
Payment
made for
(Budget
Line Item #
Below)
Amount to be
Paid with
State RNSS
Grant Funds
Amount to be
Paid with
Grantee
Matching
Funds
1 ($- ) ($- )
1 ($- ) ($- )
1 ($- ) ($- )
1 ($- ) ($- )
2 ($- ) ($- )
2 ($- ) ($- )
2 ($- ) ($- )
2 ($- ) ($- )
3 ($- ) ($- )
3 ($- ) ($- )
3 ($- ) ($- )
3 ($- ) ($- )
($- ) TOTALS:($- ) ($- )
F
Budgeted
Funds
Remaining (A
minus E)
($700,000.00)
($1,470,000.00)
($2,970,000.00)$0.00
By signing below, I certify to the best of my knowledge the data in this report is correct and all expenditures were made in accordance with the grant contract agreements.
DATE
Title