HomeMy WebLinkAboutPW17-363 - Original - WA State Dept of Commerce - 228th Bikeway Grant 14-93220-018 - 07/01/2013 M/,
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CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to the City Clerk's Office. All portions are to be completed.
If you have questions, please contact the City Clerk's Office at 253 856 5725.
Vendor Name: Washington State Department of Commerce
Vendor Number:
JD Edwards Dumber
Contract Number: PW17-363
This is assigned by City Clerk's Office
Project Name: 228th Bikeway
Description: ❑ Interlocal Agreement ❑' Change Order ❑ Amendment El Contract
❑ Other: Grant Agreement
Contract Effective Date: 7/1/2913 Termination mate: 6/30/2019
Contract Renewal Notice (Days).
Number of days required notice for termination or renewal or amendment
Contract Manager: M. Madfai (Department: Public Works
Contract Amount: $727,500.00
Approval Authority: ❑ Director ❑ Mayor N City Council 1/21/2014 Meeting date
Detail: (i.e. address, location, parcel number, tax id, etc.):
Construction of a 1,800 lineal bicycle lane
_ _.._.... _._.. _.... . .._ ._. .
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Department of Commerce
Grant to . •
City of Kent cw
through
The Projects that Strengthen Communities Program
r
Construction of a 1,80�O lineal foot bicycle lane.
Start date: 07/01/2013
Washington State department of Commerce
www.commerce.wa.gov
TABLE OF CONTENTS
FaceSheet..................................................................................................................... 1
Special Terms and Conditions........................................................................................ 2
1. Grant Management.................................................................................. 2
2. Compensation ......................................................................................... 2
3. Certification of Funds Performance Measures.........................................2
4. Prevailing Wage Law...............................................................................3
5. Documentation and Security.................................................................... 3
6. Basis for Establishing Real Property Values for Acquisitions of Real Property....4
7. Expenditures Eligible for Reimbursement................................................4
8. Billing Procedures and Payment..............................................................4
9. Insurance................................................................................................. 5
10. Order of Precedence ...............................................................................6
11. Reduction in Funds..................................................................................6
12: Ownership of Project/Capital Facilities..................................................... 7
13. Change of Ownership or Use for GRANTEE-Owned Property................. 7
14. Change of Use for Leased Property Performance Measure..................... 7
15. Modification to the Project Budget............................................................7
16. Signage, Markers and Publications..........................................................8
17. Historical and Cultural Artifacts................................................................ 8
18. Reappropriation...............................................................•....................... 8
19. Recapture................................................................................................8
20. Termination for Fraud or Misrepresentation............................................. 8
General Terms and Conditions....................................................................................... 1
1. Definitions................................................................................................ 1
2. Access to Data ........................................................................................ 1
3. Advance Payments Prohibited................................................................. 1
4. All Writings Contained Herein.................................................................. 1
5. Amendments ........................................................................................... 1
6. Americans with Disabilities Act (ADA).................... ......2
............................
7. Assignment.............................................................................................. 2
8. Attorney's Fees........................................................................................ 2
9. Audit........................................................................................................2
10. Confidentiality/Safeguarding of Information..............................................3
11. Conflict of Interest....................................................................................4
12. Copyright Provision..................................................................................4
13. Disputes ..................................................................................................4
14. Duplicate Payment...................................................................................5
15. Governing Law and Venue ......................................................................5
16. Indemnification ........................................................................................5
17. Independent Capacity of the Grantee ...................................................... 5
18. Industrial Insurance Coverage................................................................. 5
19. Laws........................................................................................................6
20. Licensing, Accreditation and Registration ................................................6
21. Limitation of Authority.............................................................................. 6
22. Noncompliance with Nondiscrimination Laws .......................................... 6
23. Political Activities..................................................................................... 6
24. Publicity...................................................................................................7
25. Recapture................................................................................................ 7
26. Records Maintenance.............................................................................. 7
27. Registration with Department of Revenue................................................ 7
28. Right of Inspection........................................................................7
29. Savings.................................................................................................... 7
30. Severability.............................................................................................. 8
31. Site Security ............................................................................................8
32. Subcontracting.........................................................................................8
33. Survival.................................................................................................... 8
34. Taxes....................................................................................................... 8
35. Termination for Cause .............................................................................8
36. Termination for Convenience................................................................... 9
37. Termination Procedures........................................................................... 9
38. Treatment of Assets............................................................................... 10
39. Waiver................................................................................................... 10
Attachment A, Scope of Work; Attachment B, Budget; Attachment C, Availability of Funds;
Attachment D Certification of Prevailing Wages; Attachment E, Certification of LEED.
FACE SHEET
Grant Number: 14-93220-018
Washington State Department ot'Commerce
CommunRy Services& Housing Division
Community Capital Facilities Unit
1.GRANTEE 2. GRANTEE Doing Btisiness As(optional)
City of Kent
400 West Gowe Street
Kent, Washington 98032
3. Grantee Representative 4. COMMERCE Representative
Mark Howlett Bill Cole
Design Eingineer Manager Managing Director P.O. Box 42525
253-856-5523 360-725-3005 1011 Plum Street SE
360-586-5880 Olympia,WA 98504-2525
mhowletI(�i,)kcntwa,gov
...............
5.Currant Amount 6. Funditig Source 7. Start Date S. End Date
$727,500,00 Federal: El State: 0 Other: El N/A: R 7/1/2013 6/30/2017
............. --------- ...............
9. Federal Funds(as applicable) Federal Apency CFDA Number
N/A N/A N/A
10. Tax ID 9 11.SwV M 12. IJBI 11
91-6001254 0000552-00 N/A
13, DU NS 4
14. Grant Purpose
Ll i"i Ulm
]'Ile OUIC0111C,o,f this performance-based contract is to constructa 1,800,aqua rb Coot bicycle bane allowing far the Kent Interurban
Trail Connector as referenced in Attachment A Scope of'Work.
COMMER.Cli,defined as(lie Department of Commerce,and the,GRANTIA.�'.,as defined above,acknowledge and accept(lie ternis
ofthis Grant and attachments and have executed this Grant on. the(late below to start as oftlic datcand year referenced above. Hie
rights and obligations of both parties to this Grant are governed by this Grant and the UlowingI other documents incorporated by
reference: GrantTernis and onditiOlIS ilICILILlino Attachment"A" Scop —e ofWork,Attachment "B" Budget, Attachment
C'ertifitcauon of Availability of Funds((:)Complete the Project, Attachnicnt"D- Certification of the Payment and Izeporting ol'
fli,evailit)gW,,tges, Att,wliniciit"P,,"- Cei-tific,,itiojioflriteii[ toEriterl..17si..-,'I)process.
FOR G 11 ANT E E FO R CO M M ERC E
----------- —
Suzette Cooke, W, Diane Kkmi 7, Assistant MDirector
Date I)�i I It,
APPROV1,A)ASTO FORM ONLY
b,
z
Date
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
THIS CONTRACT, entered into by and between City of Kent(a unit of local government) hereinafter
referred to as the GRANTEE), and the Washington State Department of Commerce(hereinafter referred
to as COMMERCE), WITNESSES THAT:
WHEREAS, COMMERCE has the statutory authority under RCW 43,330.050(5)to cooperate
with and provide assistance to local governments, businesses, and community-based
organizations;and
WHEREAS, COMMERCE is also given the responsibility to administer state funds and programs
which are assigned to COMMERCE by the Governor or the Washington State Legislature; and
WHEREAS, the Washington State Legislature has, in Laws of 2013, 2nd Special Session,
Chapter 19, Section 1078, made an appropriation to support the Projects that Strengthen
Communities Program, and directed COMMERCE to administer those funds; and
WHEREAS, the enabling legislation also stipulates that the GRANTEE is eligible to receive
funding for acquisition, construction, or rehabilitation (a venture hereinafter referred to as the
"Project").
NOW,THEREFORE, in consideration of covenants, conditions, performances, and promises hereinafter
contained, the parties hereto agree as follows:
1. GRANT MANAGEMENT
The Representative for each of the parties shall be responsible for and shall be the contact person for
all communications and billings regarding the performance of this Grant.
The Representative for COMMERCE and their contact information are identified on the Face
Sheet of this Grant.
The Representative for the GRANTEE and their contact information are identified on the Face
Sheet of this Grant.
2. COMPENSATION
COMMERCE shall pay an amount not to exceed$727,500.00 for the capital costs necessary for or _
incidental to the performance of work as set forth in the Scope of Work.
3. CERTIFICATION OF FUNDS PERFORMANCE MEASURES
A. The release of state funds under this contract is contingent upon the GRANTEE certifying that it
has expended or has access to funds from non-state sources as set forth in ATTACHMENT C
(CERTIFICATION OF THE AVAILABILITY OF FUNDS TO COMPLETE THE PROJECT), hereof.
Such non-state sources may consist of a combination of any of the following..
i) Eligible Project expenditures prior to the execution of this contract.
ii) Cash dedicated to the Project.
iii) Funds available through a letter of credit or other binding loan commitment(s).
iv) Pledges from foundations or corporations.
v) Pledges from individual donors.
2
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
vi) The value of real property when acquired solely for the purposes of this Project, as
established and evidenced by a current market value appraisal performed by a licensed,
professional real estate appraiser, or a current property tax statement. COMMERCE will
not consider appraisals for prospective values of such property for the purposes of
calculating the amount of non-state matching fund credit.
vii) In-kind contributions, subject to COMMERCE'S approval.
B. The GRANTEE shall maintain records sufficient to evidence that it has access to or has
expended funds from such non-state sources, and shall make such records available for
COMMERCE'S review upon reasonable request.
4. PREVAILING WAGE LAW
The Project funded under this Grant may be subject to state prevailing wage law(Chapter 39.12
RCW). The GRANTEE is advised to consult the Industrial Statistician at the Washington Department
of Labor and Industries to determine whether prevailing wages must be paid. COMMERCE is not
responsible for determining whether prevailing wage applies to this Project or for any prevailing wage
payments that may be required by law.
5. DOCUMENTATION AND SECURITY
The provisions of this section shall apply to capital projects performed by nonprofit organizations that
involve the expenditure of$250,000 or more in state funds. Projects for which the grant award or
legislative intent documents specify that the state funding is to be used for design only are exempt
from this section.
A. Deed of Trust. This Grant shall be evidenced by a promissory note and secured by a deed of
trust or other appropriate security instrument in favor of COMMERCE(the"Deed of Trust"). The
Deed of Trust shall be recorded in the County where the Project is located, and the original
returned to COMMERCE after recordation within ninety(90)days of contract execution. The
Deed of Trust must be recorded before COMMERCE will reimburse the GRANTEE for any
Project costs. The amount secured by the Deed of Trust shall be the amount of the grant as set
forth in Section 2, hereof.
B. Term of Deed of Trust. The Deed of Trust shall remain in full force and effect for a period of ten
(10)years following the final payment of state funds to the GRANTEE under this grant. Upon
satisfaction of the ten-year term requirement and all other grant terms and conditions,
COMMERCE shall, upon written request of the GRANTEE, take appropriate action to reconvey
the Deed of Trust.
C. Title Insurance. The GRANTEE shall purchase an extended coverage lender's policy of title
insurance insuring the lien position of the Deed of Trust in an amount not less than the amount of
the grant.
D. Subordination. COMMERCE may agree to subordinate its deed of trust upon request from a
private or public lender. Any such request shall be submitted to COMMERCE in writing, and
COMMERCE shall respond to the request in writing within thirty (30) days of receiving the
request.
3
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
6. BASIS FOR ESTABLISHING REAL PROPERTY VALUES FOR ACQUISITIONS OF REAL
PROPERTY PERFORMANCE MEASURES
When the grant is used to fund the acquisition of real property, the value of the real property
eligible for reimbursement under this grant shall be established as follows:
a. GRANTEE purchases of real property from an independent third-party seller shall be
evidenced by a current appraisal prepared by a licensed Washington State commercial
real estate appraiser, or a current property tax statement.
b. GRANTEE purchases of real property from a subsidiary organization, such as an
affiliated LLC, shall be evidenced by a current appraisal prepared by a licensed
Washington State commercial real estate appraiser or the prior purchase price of the
property plus holding costs, whichever is less.
7. EXPENDITURES ELIGIBLE FOR REIMBURSEMENT
The GRANTEE may be reimbursed, at the rate set forth elsewhere in this contract, for Project
expenditures in the following cost categories:
A. Real property, and costs directly associated with such purchase, when purchased or acquired
solely for the purposes of the Project;
B. Design, engineering, architectural, and planning;
C. Construction management and observation (from external sources only);
D. Construction costs including, but not limited to, the following:
Site preparation and improvements;
Permits and fees;
Labor and materials;
Taxes on Project goods and services;
Capitalized equipment;
Information technology infrastructure; and
Landscaping.
8. BILLING PROCEDURES AND PAYMENT
COMMERCE shall reimburse the GRANTEE for one-hundred percent(100%)of eligible Project
expenditures, up to the maximum payable under this contract. When requesting reimbursement for
expenditures made, the GRANTEE shall submit to COMMERCE a signed and completed Invoice
Voucher(Form A-19), that documents capitalized Project activity performed—by budget line item—
for the billing period.
The GRANTEE shall evidence the costs claimed on each voucher by including copies of each invoice
received from vendors providing Project goods or services covered by the contract. The GRANTEE
shall also provide COMMERCE with a copy of the cancelled check or electronic funds transfer, as
applicable, that confirms that they have paid each expenditure being claimed. The cancelled checks
or electronic funds transfers may be submitted to COMMERCE at the time the voucher is initially
submitted, or within thirty(30)days thereafter.
The voucher must be certified (signed) by an official of the GRANTEE with authority to bind the
GRANTEE. The final voucher shall be submitted to COMMERCE within sixty(60)days following the
completion of work or other termination of this contract, or within fifteen (15)days following the end of
the state biennium unless contract funds are reappropriated by the Legislature in accordance with
Section 18, hereof.
4
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
Each request for payment must be accompanied by a Project Status Report,which describes, in
narrative form, the progress made on the Project since the last invoice was submitted, as well as a
report of Project status to date. COMMERCE will not release payment for any reimbursement
request received unless and until the Project Status Report is received. After approving the Invoice
Voucher and Project Status Report, COMMERCE shall promptly remit a warrant to the GRANTEE.
COMMERCE will pay GRANTEE upon acceptance of services provided and receipt of properly
completed invoices, which shall be submitted to the Representative for COMMERCE not more often
than monthly.
Payment shall be considered timely if made by COMMERCE within thirty(30)calendar days after
receipt of properly completed invoices. Payment shall be sent to the address designated by the
GRANTEE.
COMMERCE may, in its sole discretion, terminate the Grant or withhold payments claimed by the
GRANTEE for services rendered if the GRANTEE fails to satisfactorily comply with any term or
condition of this Grant.
No payments in advance or in anticipation of services or supplies to be provided under this
Agreement shall be made by COMMERCE.
Duplication of Billed Costs
The GRANTEE shall not bill COMMERCE for services performed under this Agreement, and
COMMERCE shall not pay the GRANTEE, if the GRANTEE is entitled to payment or has been or will
be paid by any other source, including grants,for that service.
Disallowed Costs
The GRANTEE is responsible for any audit exceptions or disallowed costs incurred by its own
organization or that of its subgrantees.
9. INSURANCE
The GRANTEE shall provide insurance coverage as set out in this section. The intent of the required
insurance is to protect the state of Washington should there be any claims, suits, actions, costs,
damages or expenses arising from any loss, or negligent or intentional act or omission of the
GRANTEE, or Subgrantee, or agents of either,while performing under the terms of this Grant.
The insurance required shall be issued by an insurance company authorized to do business within
the state of Washington. The insurance shall name the state of Washington, its agents, officers, and
employees as additional insureds under the insurance policy. All policies shall be primary to any other
valid and collectable insurance. The GRANTEE shall instruct the insurers to give COMMERCE thirty
(30)calendar days advance notice of any insurance cancellation or modification.
The GRANTEE shall submit to COMMERCE within fifteen (15)calendar days of the Grant start date,
a certificate of insurance which outlines the coverage and limits defined in this insurance section.
During the term of the Grant, the GRANTEE shall submit renewal certificates not less than thirty(30)
calendar days prior to expiration of each policy required under this section.
The GRANTEE shall provide insurance coverage that shall be maintained in full force and effect
during the term of this Grant, as follows:
Commercial General Liability Insurance Policy. Provide a Commercial General Liability
Insurance Policy, including contractual liability,written on an occurrence basis, in adequate
quantity to protect against legal liability arising out of Grant activity but no less than $1,000,000
per occurrence. Additionally, the GRANTEE is responsible for ensuring that any Subgrantees
provide adequate insurance coverage for the activities arising out of subgrants. .
Fidelity Insurance. Every officer, director, employee, or agent who is authorized to act on behalf
of the GRANTEE for the purpose of receiving or depositing funds into program accounts or
5
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
issuing financial documents, checks, or other instruments of payment for program costs shall be
insured to provide protection against loss:
A. The amount of fidelity coverage secured pursuant to this Grant shall be$2,000,000 or the
highest of planned reimbursement for the Grant period, whichever is lowest. Fidelity
insurance secured pursuant to this paragraph shall name the Grantor as beneficiary.
B. Subgrantees that receive$10,000 or more per year in funding through this Grant shall secure
fidelity insurance as noted above. Fidelity insurance secured by Subgrantees pursuant to
this paragraph shall name the GRANTEE and the GRANTEE's fiscal agent as beneficiary.
C. The GRANTEE shall provide, at COMMERCE's request, copies of insurance instruments or
certifications from the insurance issuing agency. The copies or certifications shall show the
insurance coverage, the designated beneficiary, who is covered, the amounts,the period of
coverage, and that COMMERCE will be provided thirty (30) days advance written notice of
cancellation.
GRANTEES and Local Governments that Participate in a Self-Insurance Program.
Self-Insured/Liability Pool or Self-Insured Risk Management Program—With prior approval from
COMMERCE,the GRANTEE may provide the coverage above under a self-insured/liability pool
or self-insured risk management program. In order to obtain permission from COMMERCE, the
GRANTEE shall provide: (1)a description of its self-insurance program, and (2)a certificate
and/or letter of coverage that outlines coverage limits and deductibles. All self-insured risk
management programs or self-insured/liability pool financial reports must comply with Generally
Accepted Accounting Principles(GAAP) and adhere to accounting standards promulgated by: 1)
Governmental Accounting Standards Board (GASB), 2) Financial Accounting Standards Board
(FASB), and 3)the Washington State Auditor's annual instructions for financial reporting.
GRANTEE'S participating in joint risk pools shall maintain sufficient documentation to support the
aggregate claim liability information reported on the balance sheet. The state of Washington, its
agents, and employees need not be named as additional insured under a self-insured
property/liability pool, if the pool is prohibited from naming third parties as additional insured.
GRANTEE shall provide annually to COMMERCE a summary of coverages and a letter of self
insurance,evidencing continued coverage under GRANTEE's self-insured/liability pool or self-
insured risk management program. Such annual summary of coverage and letter of self
insurance will be provided on the anniversary of the start date of this Agreement.
10. ORDER OF PRECEDENCE
In the event of an inconsistency in this Grant, the inconsistency shall be resolved by giving
precedence in the following order.-
Applicable federal and state of Washington statutes and regulations
• Special Terms and Conditions
• General Terms and Conditions
• Attachment A—Scope of Work
• Attachment B— Budget
• Attachment C—Certification of the Availability of Funds to Complete the Project
• Attachment D—Certification of the Payment and Reporting of Prevailing Wages
• Attachment E—Certification of Intent to Enter the Leadership in Energy and Environmental
Design (LEED)Certification Process
11. REDUCTION IN FUNDS
In the event state funds appropriated for the work contemplated under this contract are withdrawn,
reduced, or limited in any way by the Governor or the Washington State Legislature during the
contract period, the parties hereto shall be bound by any such revised funding limitations as
6
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
implemented at the discretion of COMMERCE, and shall meet and renegotiate the contract
accordingly.
12. OWNERSHIP OF PROJECT/CAPITAL FACILITIES
COMMERCE makes no claim to any real property improved or constructed with funds awarded under
this contract and does not assert and will not acquire any ownership interest in or title to the capital
facilities and/or equipment constructed or purchased with state funds under this contract; provided,
however, that COMMERCE may be granted a security interest in real property, to secure funds
awarded under this contract. This provision does not extend to claims that COMMERCE may bring
against the GRANTEE in recapturing funds expended in violation of this contract.
13. CHANGE OF OWNERSHIP OR USE FOR GRANTEE-OWNED PROPERTY
A. The GRANTEE understands and agrees that any and all real property or facilities owned by the
GRANTEE that are acquired, constructed, or otherwise improved by the GRANTEE using state
funds under this contract shall be held and used by the GRANTEE for the purpose or purposes
stated elsewhere in this contract for a period of at least ten (10)years from the date the final
payment is made hereunder.
B. This provision shall not be construed to prohibit the GRANTEE from selling any property or
properties described in this section; Provided, that any such sale shall be subject to prior review
and approval by COMMERCE, and that all proceeds from such sale shall be applied to the
purchase price of a different facility or facilities of equal or greater value than the original facility
and that any such new facility or facilities will be used for the purpose or purposes stated
elsewhere in this contract.
C. In the event the GRANTEE is found to be out of compliance with this section, the GRANTEE shall
repay to the state general fund the principal amount of the grant as stated in Section 1, hereof,
plus interest calculated at the rate of interest on state of Washington general obligation bonds
issued most closely to the effective date of the legislation in which the subject facility was
authorized. Repayment shall be made pursuant to Section 19 (Recapture provision).
14. CHANGE OF USE FOR LEASED PROPERTY PERFORMANCE MEASURE
A. The GRANTEE understands and agrees that any facility leased by the GRANTEE that is
constructed, renovated, or otherwise improved using state funds under this contract shall be used
by the GRANTEE for the purpose or purposes stated elsewhere in this contract for a period of at
least ten(10)years from the date the final payment is made hereunder.
B. In the event the GRANTEE is found to be out of compliance with this section, the GRANTEE shall
repay to the state general fund the principal amount of the grant as stated in Section 1, hereof,
plus interest calculated at the rate of interest on state of Washington general obligation bonds
issued most closely to the effective date of the legislation in which the subject facility was
authorized. Repayment shall be made pursuant to Section 19 (Recapture Provision).
15. MODIFICATION TO THE PROJECT BUDGET
A. Notwithstanding any other provision of this contract, the GRANTEE may, at its discretion, make
modifications to line items in the Project Budget(Attachment B), hereof, that will not increase the
line item by more than fifteen percent(15%).
B. The GRANTEE shall notify COMMERCE in writing (by email or regular mail)when proposing any
budget modification or modifications to a line item in the Project Budget(Attachment B,)hereof,
that would increase the line item by more than fifteen percent(15%). Conversely, COMMERCE
may initiate the budget modification approval process if presented with a request for payment
7
SPECIAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
under this contract that would cause one or more budget line items to exceed the 15 percent
(15%)threshold increase described above.
C. Any such budget modification or modifications as described above shall require the written
approval of COMMERCE (by email or regular mail), and such written approval shall amend the
Project Budget. Each party to this contract will retain and make any and all documents related to
such budget modifications a part of their respective contract file.
D. Nothing in this section shall be construed to permit an increase in the amount of funds available
for the Project, as set forth in Section 2 of this contract.
16. SIGNAGE, MARKERS AND PUBLICATIONS
If, during the period covered by this contract, the GRANTEE displays or circulates any
communication, publication, or donor recognition identifying the financial participants in the Project,
any such communication or publication must identify"The Taxpayers of Washington State"as a
participant.
17. HISTORICAL AND CULTURAL ARTIFACTS
In the event that historical or cultural artifacts are discovered at the Project site during construction,
the GRANTEE shall immediately stop construction and notify the local historical preservation officer
and the state historical preservation officer at the Washington State Department of Archaeology and
Historic Preservation.
18. REAPPROPRIATION
A. The parties hereto understand and agree that any state funds not expended by June 30, 2015 will
lapse on that date unless specifically reappropriated by the Washington State Legislature. If
funds are so reappropriated, the state's obligation under the terms of this contract shall be
contingent upon the terms of such reappropriation.
B. In the event any funds awarded under this contract are reappropriated for use in a future
biennium, COMMERCE reserves the right to assign a reasonable share of any such
reappropriation for administrative costs.
19. RECAPTURE
In the event that the GRANTEE fails to perform this Grant in accordance with state laws, federal
laws, and/or the provisions of this Grant, COMMERCE reserves the right to recapture all funds
disbursed under the Grant, in addition to any other remedies available at law or in equity. This
provision supersedes the Recapture provision in Section 25 of the General Terms and
Conditions.
20. TERMINATION FOR FRAUD OR MISREPRESENTATION
In the event the GRANTEE commits fraud or makes any misrepresentation in connection with the
Grant application or during the performance of this contract, COMMERCE reserves the right to
terminate or amend this contract accordingly, including the right to recapture all funds disbursed
to the GRANTEE under the Grant.
8
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
1. DEFINITIONS
As used throughout this Grant, the following terms shall have the meaning set forth below:
A. "Authorized Representative" shall mean the Director and/or the designee authorized in writing to
act orr the Director's behalf.
B. "COMMERCE"shall mean the Department of Commerce.
C. "GRANTEE"shall mean the entity identified on the face sheet performing service(s)under this
Grant, and shall include all employees and agents of the GRANTEE.
D. "Personal Information"shall mean information identifiable to any person, including, but not limited
to, information that relates to a person's name, health, finances, education, business, use or
receipt of governmental services or other activities, addresses, telephone numbers, social
security numbers, driver license numbers,other identifying numbers, and any financial identifiers.
E. "State"shall mean the state of Washington.
F. "S ubgrantee/su bcontractor"shall mean one not in the employment of the GRANTEE, who is
performing all or part of those services under this Grant under a separate Grant with the
GRANTEE. The terms"subgrantee/subcontractor"refers to any tier.
G. "Subrecipient"shall mean a non-federal entity that expends federal awards received from a pass-
through entity to carry out a federal program, but does not include an individual that is a
beneficiary of such a program. It also excludes vendors that receive federal funds in exchange for
goods and/or services in the course of normal trade or commerce.
H. "Vendor" is an entity that agrees to provide the amount and kind of services requested by
COMMERCE; provides services under the grant only to those beneficiaries individually
determined to be eligible by COMMERCE and, provides services on a fee-for-service or per-unit
basis with contractual penalties if the entity fails to meet program performance standards.
2. ACCESS TO DATA
In compliance with RCW 39.26.180, the GRANTEE shall provide access to data generated under this
Grant to COMMERCE, the Joint Legislative Audit and Review Committee, and the Office of the State
Auditor at no additional cost. This includes access to all information that supports the findings,
conclusions, and recommendations of the GRANTEE's reports, including computer models and the
methodology for those models.
3. ADVANCE PAYMENTS PROHIBITED
No payments in advance of or in anticipation of goods or services to be provided under this Grant
shall be made by COMMERCE.
4. ALL WRITINGS CONTAINED HEREIN
This Grant contains all the terms and conditions agreed upon by the parties. No other
understandings, oral or otherwise, regarding the subject matter of this Grant shall be deemed to exist
or to bind any of the parties hereto.
5. AMENDMENTS
This Grant may be amended by mutual agreement of the parties. Such amendments shall not be
binding unless they are in writing and signed by personnel authorized to bind each of the parties.
1
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
6. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to
as the"ADA" 28 CFR Part 35
The GRANTEE must comply with the ADA, which provides comprehensive civil rights protection to
individuals with disabilities in the areas of employment, public accommodations, state and local
government services, and telecommunications.
7. ASSIGNMENT
Neither this Grant, nor any claim arising under this Grant, shall be transferred or assigned by the
GRANTEE without prior written consent of COMMERCE.
8. ATTORNEYS' FEES
Unless expressly permitted under another provision of the Grant, in the event of litigation or other
action brought to enforce Grant terms, each party agrees to bear its own attorneys fees and costs.
9. AUDIT
A. General Requirements
GRANTEE's are to procure audit services based on the following guidelines.
The GRANTEE shall maintain its records and accounts so as to facilitate audits and shall ensure
that subgrantees also maintain auditable records.
The GRANTEE is responsible for any audit exceptions incurred by its own organization or that of
its subgrantees.
COMMERCE reserves the right to recover from the GRANTEE all disallowed costs resulting from
the audit.
Responses to any unresolved management findings and disallowed or questioned costs shall be
included with the audit report. The GRANTEE must respond to COMMERCE requests for
information or corrective action concerning audit issues within thirty (30) days of the date of
request.
B. State Funds Requirements
In the event an audit is required, if the GRANTEE is a state or local government entity, the Office
of the State Auditor shall conduct the audit. Audits of non-profit organizations are to be
conducted by a certified public accountant selected by the GRANTEE.
The GRANTEE shall include the above audit requirements in any subcontracts.
In any case, the GRANTEE's records must be available for review by COMMERCE.
C. Documentation Requirements
The GRANTEE must send a copy of the audit report described above no later than nine(9)
months after the end of the GRANTEE's fiscal year(s) by sending a scanned copy to
auditreview o)commerce.wa.00v or a hard copy to:
Department of Commerce
ATTN: Audit Review and Resolution Office
1011 Plum Street SE
PO Box 42525
Olympia WA 98504-2525
In addition to sending a copy of the audit, when applicable, the GRANTEE must include:
Corrective action plan for audit findings within three(3) months of the audit being
received by COMMERCE.
2
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
• Copy of the Management Letter.
If the GRANTEE is required to obtain a Single Audit consistent with Circular A-133 requirements,
a copy must be provided to COMMERCE; no other report is required.
10. CONFIDENTIALITY/SAFEGUARDING OF INFORMATION
A. "Confidential Information"as used in this section includes:
1. All material provided to the GRANTEE by COMMERCE that is designated as"confidential"
by COMMERCE;
2. All material produced by the GRANTEE that is designated as"confidential' by COMMERCE;
and
3. All personal information in the possession of the GRANTEE that may not be disclosed under
state or federal law. "Personal information"includes but is not limited to information related to
a person's name, health, finances, education, business, use of government services,
addresses, telephone numbers, social security number, driver's license number and other
identifying numbers, and"Protected Health Information" under the federal Health Insurance
Portability and Accountability Act of 1996 (HIPAA).
B. The GRANTEE shall comply with all state and federal laws related to the use, sharing, transfer,
sale, or disclosure of Confidential Information. The GRANTEE shall use Confidential Information
solely for the purposes of this Grant and shall not use, share, transfer, sell or disclose any
Confidential Information to any third party except with the prior written consent of COMMERCE or
as may be required by law. The GRANTEE shall take all necessary steps to assure that
Confidential Information is safeguarded to prevent unauthorized use, sharing, transfer, sale or
disclosure of Confidential Information or violation of any state or federal laws related thereto.
Upon request, the GRANTEE shall provide COMMERCE with its policies and procedures on
confidentiality. COMMERCE may require changes to such policies and procedures as they apply
to this Grant whenever COMMERCE reasonably determines that changes are necessary to
prevent unauthorized disclosures. The GRANTEE shall make the changes within the time period
specified by COMMERCE. Upon request, the GRANTEE shall immediately return to
COMMERCE any Confidential Information that COMMERCE reasonably determines has not
been adequately protected by the GRANTEE against unauthorized disclosure.
C. Unauthorized Use or Disclosure. The GRANTEE shall notify COMMERCE within five(5)working
days of any unauthorized use or disclosure of any confidential information, and shall take
necessary steps to mitigate the harmful effects of such use or disclosure.
11. CONFLICT OF INTEREST
Notwithstanding any determination by the Executive Ethics Board or other tribunal, COMMERCE
may, in its sole discretion, by written notice to the GRANTEE terminate this Grant if it is found after
due notice and examination by COMMERCE that there is a violation of the Ethics in Public Service
Act, Chapter 42.52 RCW; or any similar statute involving the GRANTEE in the procurement of, or
performance under this Grant.
In the event this Grant is terminated as provided above, COMMERCE shall be entitled to pursue the
same remedies against the GRANTEE as it could pursue in the event of a breach of the Grant by the
GRANTEE. The rights and remedies of COMMERCE provided for in this clause shall not be
exclusive and are in addition to any other rights and remedies provided by law. The existence of
facts upon which COMMERCE makes any determination under this clause shall be an issue and may
be reviewed as provided in the"Disputes"clause of this Grant.
3
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
12. COPYRIGHT PROVISIONS
Unless otherwise provided, all Materials produced under this Grant shall be considered "works for
hire"as defined by the U.S. Copyright Act and shall be owned by COMMERCE. COMMERCE shall
be considered the author of such Materials. In the event the Materials are not considered"works for
hire" under the U.S. Copyright laws, the GRANTEE hereby irrevocably assigns all right, title, and
interest in all Materials, including all intellectual property rights, moral rights, and rights of publicity to
COMMERCE effective from the moment of creation of such Materials.
"Materials"means all items in any format and includes, but is not limited to, data, reports, documents,
pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes,
and/or sound reproductions. "Ownership" includes the right to copyright, patent, register and the
ability to transfer these rights.
For Materials that are delivered under the Grant, but that incorporate pre-existing materials not
produced under the Grant, the GRANTEE hereby grants to COMMERCE a nonexclusive, royalty-free,
irrevocable license(with rights to sublicense to others)in such Materials to translate, reproduce,
distribute, prepare derivative works, publicly perform, and publicly display. The GRANTEE warrants
and represents that the GRANTEE has all rights and permissions, including intellectual property
rights, moral rights and rights of publicity, necessary to grant such a license to COMMERCE.
The GRANTEE shall exert all reasonable effort to advise COMMERCE, at the time of delivery of
Materials furnished under this Grant, of all known or potential invasions of privacy contained therein
and of any portion of such document which was not produced in the performance of this Grant. The
GRANTEE shall provide COMMERCE with prompt written notice of each notice or claim of
infringement received by the GRANTEE with respect to any Materials delivered under this Grant.
COMMERCE shall have the right to modify or remove any restrictive markings placed upon the
Materials by the GRANTEE.
13. DISPUTES
Except as otherwise provided in this Grant, when a dispute arises between the parties and it cannot
be resolved by direct negotiation, either party may request a dispute hearing with the Director of
COMMERCE,who may designate a neutral person to decide the dispute.
The request for a dispute hearing must:
• be in writing;
• state the disputed issues;
• state the relative positions of the parties;
• state the GRANTEE's name, address, and Contract number; and
• be mailed to the Director and the other party's (respondent's)Grant Representative within
three(3)working days after the parties agree that they cannot resolve the dispute.
The respondent shall send a written answer to the requestor's statement to both the Director or the
Director's designee and the requestor within five(5) working days.
The Director or designee shall review the written statements and reply in writing to both parties within
ten (10)working days. The Director or designee may extend this period if necessary by notifying the
parties.
The decision shall not be admissible in any succeeding judicial or quasi-judicial proceeding.
The parties agree that this dispute process shall precede any action in a judicial or quasi-judicial
tribunal.
Nothing in this Grant shall be construed to limit the parties'choice of a mutually acceptable alternate
dispute resolution(ADR) method in addition to the dispute hearing procedure outlined above.
4
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
14. DUPLICATE PAYMENT
The COMMERCE shall not pay the GRANTEE, if the GRANTEE has charged or will charge the State
of Washington or any other party under any other Grant, subgrant/subcontract, or agreement,for the
same services or expenses.
15. GOVERNING LAW AND VENUE
This Grant shall be construed and interpreted in accordance with the laws of the state of Washington,
and the venue of any action brought hereunder shall be in the Superior Court for Thurston County.
16. INDEMNIFICATION
To the fullest extent permitted by law, the GRANTEE shall indemnify, defend, and hold harmless the
state of Washington, COMMERCE, agencies of the state and all officials, agents and employees of
the state, from and against all claims for injuries or death arising out of or resulting from the
performance of the contract. "Claim"as used in this contract, means any financial loss, claim, suit,
action,damage, or expense, including but not limited to attorneys fees, attributable for bodily injury,
sickness, disease, or death, or injury to or the destruction of tangible property including loss of use
resulting therefrom.
The GRANTEE's obligation to indemnify, defend, and hold harmless includes any claim by
GRANTEE's agents, employees, representatives, or any subgrantee/subcontractor or its employees.
GRANTEE expressly agrees to indemnify, defend,and hold harmless the State for any claim arising
out of or incident to GRANTEE'S or any subgrantee's/subcontractor's performance or failure to
perform the Grant. GRANTEE'S obligation to indemnify, defend, and hold harmless the State shall
not be eliminated or reduced by any actual or alleged concurrent negligence of State or its agents,
agencies, employees and officials.
The GRANTEE waives its immunity under Title 51 RCW to the extent it is required to indemnify,
defend and hold harmless the state and its agencies, officers, agents or employees.
17. INDEPENDENT CAPACITY OF THE GRANTEE
The parties intend that an independent contractor relationship will be created by this Grant. The
GRANTEE and its employees or agents performing under this Contract are not employees or agents
of the state of Washington or COMMERCE. The GRANTEE will not hold itself out as or claim to be
an officer or employee of COMMERCE or of the state of Washington by reason hereof, nor will the
GRANTEE make any claim of right, privilege or benefit which would accrue to such officer or
employee under law. Conduct and control of the work will be solely with the GRANTEE.
18. INDUSTRIAL INSURANCE COVERAGE
The GRANTEE shall comply with all applicable provisions of Title 51 RCW, Industrial Insurance. If
the GRANTEE fails to provide industrial insurance coverage or fails to pay premiums or penalties on
behalf of its employees as may be required by law, COMMERCE may collect from the GRANTEE the
full amount payable to the Industrial Insurance Accident Fund. COMMERCE may deduct the amount
owed by the GRANTEE to the accident fund from the amount payable to the GRANTEE by
COMMERCE under this Contract, and transmit the deducted amount to the Department of Labor and
Industries, (L&I) Division of Insurance Services. This provision does not waive any of L&I's rights to
collect from the GRANTEE.
19. LAWS
The GRANTEE shall comply with all applicable laws, ordinances, codes, regulations and policies of
local and state and federal governments, as now or hereafter amended including, but not limited to:
Washington State Laws and Regulations
5
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
A. Affirmative action, RCW 41.06.020(1).
B. Boards of directors or officers of non-profit corporations—Liability-Limitations, RCW 4.24.264,
C. Disclosure-campaign finances-lobbying, Chapter 42.17a RCW.
D. Discrimination-human rights commission, Chapter 49.60 RCW,
E. Ethics in public service, Chapter 42.52 RCW.
F. Office of minority and women's business enterprises, Chapter 39.19 RCW and Chapter 326-02
WAC.
G. Open public meetings act, Chapter 42.30 RCW.
H. Public records act, Chapter 42.56 RCW.
I. State budgeting, accounting, and reporting system, Chapter 43.88 RCW.
20. LICENSING, ACCREDITATION AND REGISTRATION
The GRANTEE shall comply with all applicable local, state, and federal licensing, accreditation and
registration requirements or standards necessary for the performance of this Contract.
21. LIMITATION OF AUTHORITY
Only the Authorized Representative or Authorized Representative's delegate by writing(delegation to
be made prior to action) shall have the express, implied, or apparent authority to alter, amend,
modify,or waive any clause or condition of this Contract. Furthermore, any alteration, amendment,
modification, or waiver or any clause or condition of this contract is not effective or binding unless
made in writing and signed by the Authorized Representative.
22. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS
During the performance of this Grant, the GRANTEE shall comply with all federal, state, and local
nondiscrimination laws, regulations and policies. In the event of the GRANTEE's non-compliance or
refusal to comply with any nondiscrimination law, regulation or policy,this Grant may be rescinded,
canceled or terminated in whole or in part, and the GRANTEE may be declared ineligible for further
Grants with COMMERCE. The GRANTEE shall, however, be given a reasonable time in which to
cure this noncompliance. Any dispute may be resolved in accordance with the"Disputes"procedure
set forth herein.
23. POLITICAL ACTIVITIES
Political activity of GRANTEE employees and officers are limited by the State Campaign Finances
and Lobbying provisions of Chapter 42.17a RCW and the Federal Hatch Act, 5 USC 1501 - 1508.
No funds may be used for working for or against ballot measures or for or against the candidacy of
any person for public office.
6
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
24. PUBLICITY
The GRANTEE agrees not to publish or use any advertising or publicity materials in which the state of
Washington or COMMERCE's name is mentioned, or language used from which the connection with
the state of Washington's or COMMERCE's name may reasonably be inferred or implied, without the
prior written consent of COMMERCE.
25. RECAPTURE
In the event that the GRANTEE fails to perform this Grant in accordance with state laws, federal laws,
and/or the provisions of this Grant, COMMERCE reserves the right to recapture funds in an amount
to compensate COMMERCE for the noncompliance in addition to any other remedies available at law
or in equity.
Repayment by the GRANTEE of funds under this recapture provision shall occur within the time
period specified by COMMERCE. In the alternative, COMMERCE may recapture such funds from
payments due under this Grant.
26. RECORDS MAINTENANCE
The GRANTEE shall maintain books, records, documents, data and other evidence relating to this
Grant and performance of the services described herein, including but not limited to accounting
procedures and practices that sufficiently and properly reflect all direct and indirect costs of any
nature expended in the performance of this Grant.
GRANTEE shall retain such records for a period of six years following the date of final payment. At
no additional cost, these records, including materials generated under the Grant, shall be subject at
all reasonable times to inspection, review or audit by COMMERCE, personnel duly authorized by
COMMERCE, the Office of the State Auditor, and federal and state officials so authorized by law,
regulation or agreement.
If any litigation, claim or audit is started before the expiration of the six(6)year period, the records
shall be retained until all litigation, claims,or audit findings involving the records have been resolved.
27. REGISTRATION WITH DEPARTMENT OF REVENUE
If required by law,the GRANTEE shall complete registration with the Washington State Department
of Revenue.
28. RIGHT OF INSPECTION
The GRANTEE shall provide right of access to its facilities to COMMERCE, or any of its officers, or to
any other authorized agent or official of the state of Washington or the federal government, at all
reasonable times, in order to monitor and evaluate performance, compliance, and/or quality
assurance under this Grant.
29. SAVINGS
In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way
after the effective date of this Grant and prior to normal completion, COMMERCE may terminate the
Grant under the"Termination for Convenience"clause, without the ten calendar day notice
requirement. In lieu of termination, the Grant may be amended to reflect the new funding limitations
and conditions.
7
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
30. SEVERABILITY
The provisions of this Grant are intended to be severable. If any term or provision is illegal or invalid
for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of
the Grant.
31. SITE SECURITY
While on COMMERCE premises, GRANTEE, its agents, employees, or subcontractors shall conform
in all respects with physical,fire or other security policies or regulations.
32. SUBGRANTING/SUBCONTRACTING
Neither the GRANTEE nor any subgrantee/subcontractor shall enter into subgrants/subcontracts for
any of the work contemplated under this contract without obtaining prior written approval of
COMMERCE. In no event shall the existence of the subgrant/subcontract operate to release or
reduce the liability of the GRANTEE to COMMERCE for any breach in the performance of the
GRANTEE's duties. This clause does not include Grants of employment between the GRANTEE and
personnel assigned to work under this Grant.
Additionally, the GRANTEE is responsible for ensuring that all terms, conditions, assurances and
certifications set forth in this agreement are carried forward to any subgrants/subcontracts.
GRANTEE and its subgrantees/subcontractors agree not to release, divulge, publish, transfer, sell or
otherwise make known to unauthorized persons personal information without the express written
consent of COMMERCE or as provided by law.
33. SURVIVAL
The terms,conditions, and warranties contained in this Grant that by their sense and context are
intended to survive the completion of the performance, cancellation or termination of this Grant shall
so survive.
34. TAXES
All payments accrued on account of payroll taxes, unemployment contributions,the GRANTEE's
income or gross receipts, any other taxes, insurance or expenses for the GRANTEE or its staff shall
be the sole responsibility of the GRANTEE.
35. TERMINATION FOR CAUSE
In the event COMMERCE determines the GRANTEE has failed to comply with the conditions of this
Grant in a timely manner, COMMERCE has the right to suspend or terminate this Grant. Before
suspending or terminating the Grant, COMMERCE shall notify the GRANTEE in writing of the need to
take corrective action. If corrective action is not taken within 30 calendar days, the Grant may be
terminated or suspended.
In the event of termination or suspension, the GRANTEE shall be liable for damages as authorized by
law including, but not limited to, any cost difference between the original Grant and the replacement
or cover Grant and all administrative costs directly related to the replacement Grant, e.g., cost of the
competitive bidding, mailing, advertising and staff time.
COMMERCE reserves the right to suspend all or part of the Grant, withhold further payments,or
prohibit the GRANTEE from incurring additional obligations of funds during investigation of the
alleged compliance breach and pending corrective action by the GRANTEE or a decision by
COMMERCE to terminate the Grant. A termination shall be deemed a"Termination for Convenience"
8
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
if it is determined that the GRANTEE: (1)was not in default; or(2)failure to perform was outside of
his or her control, fault or negligence.
The rights and remedies of COMMERCE provided in this Grant are not exclusive and are, in addition
to any other rights and remedies, provided by law.
36. TERMINATION FOR CONVENIENCE
Except as otherwise provided in this Grant, COMMERCE may, by ten (10) business days written
notice, beginning on the second day after the mailing, terminate this Grant, in whole or in part. If this
Grant is so terminated, COMMERCE shall be liable only for payment required under the terms of this
Grant for services rendered or goods delivered prior to the effective date of termination.
37. TERMINATION PROCEDURES
Upon termination of this Grant, COMMERCE, in addition to any other rights provided in this Grant,
may require the GRANTEE to deliver to COMMERCE any property specifically produced or acquired
for the performance of such part of this Grant as has been terminated. The provisions of the
"Treatment of Assets"clause shall apply in such property transfer.
COMMERCE shall pay to the GRANTEE the agreed upon price, if separately stated, for completed
work and services accepted by COMMERCE, and the amount agreed upon by the GRANTEE and
COMMERCE for(i)completed work and services for which no separate price is stated, (ii) partially
completed work and services, (iii)other property or services that are accepted by COMMERCE, and
(iv)the protection and preservation of property, unless the termination is for default, in which case the
AGENT shall determine the extent of the liability of COMMERCE. Failure to agree with such
determination shall be a dispute within the meaning of the"Disputes"clause of this Grant.
COMMERCE may withhold from any amounts due the GRANTEE such sum as the AUTHORIZED
REPRESENTATIVE determines to be necessary to protect COMMERCE against potential loss or
liability.
The rights and remedies of COMMERCE provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
After receipt of a notice of termination, and except as otherwise directed by the AUTHORIZED
REPRESENTATIVE, the GRANTEE shall:
1. Stop work under the Grant on the date, and to the extent specified, in the notice;
2. Place no further orders or subgrants/subcontracts for materials, services, or facilities except as
may be necessary for completion of such portion of the work under the Grant that is not
terminated;
3. Assign to COMMERCE, in the manner, at the times, and to the extent directed by the
AUTHORIZED REPRESENTATIVE, all of the rights, title, and interest of the GRANTEE under the
orders and subgrants/subcontracts so terminated, in which case COMMERCE has the right, at its
discretion, to settle or pay any or all claims arising out of the termination of such orders and
su bgrants/subcontracts;
4. Settle all outstanding liabilities and all claims arising out of such termination of orders and
subcontracts, with the approval or ratification of the AUTHORIZED REPRESENTATIVE to the
extent AUTHORIZED REPRESENTATIVE may require, which approval or ratification shall be
final for all the purposes of this clause;
5. Transfer title to COMMERCE and deliver in the manner, at the times, and to the extent directed
by the AUTHORIZED REPRESENTATIVE any property which, if the Grant had been completed,
would have been required to be furnished to COMMERCE;
6. Complete performance of such part of the work as shall not have been terminated by the
AUTHORIZED REPRESENTATIVE; and
9
GENERAL TERMS AND CONDITIONS
GENERAL GRANT
STATE FUNDS
7. Take such action as may be necessary, or as the AUTHORIZED REPRESENTATIVE may direct,
for the protection and preservation of the property related to this Grant, which is in the possession
of the GRANTEE and in which COMMERCE has or may acquire an interest.
38. TREATMENT OF ASSETS
Title to all property furnished by COMMERCE shall remain in COMMERCE. Title to all property
furnished by the GRANTEE, for the cost of which the GRANTEE is entitled to be reimbursed as a
direct item of cost under this Grant, shall pass to and vest in COMMERCE upon delivery of such
property by the GRANTEE. Title to other property, the cost of which is reimbursable to the
GRANTEE under this Grant, shall pass to and vest in COMMERCE upon (i) issuance for use of such
property in the performance of this Grant, or (ii) commencement of use of such property in the
performance of this Grant, or (iii) reimbursement of the cost thereof by COMMERCE in whole or in
part,whichever first occurs.
A. Any property of COMMERCE furnished to the GRANTEE shall, unless otherwise provided herein
or approved by COMMERCE, be used only for the performance of this Grant.
B. The GRANTEE shall be responsible for any loss or damage to property of COMMERCE that
results from the negligence of the GRANTEE or which results from the failure on the part of the
GRANTEE to maintain and administer that property in accordance with sound management
practices.
C. If any COMMERCE property is lost, destroyed or damaged, the GRANTEE shall immediately
notify COMMERCE and shall take all reasonable steps to protect the property from further
damage.
D. The GRANTEE shall surrender to COMMERCE all property of COMMERCE prior to settlement
upon completion, termination or cancellation of this Grant
All reference to the GRANTEE under this clause shall also include GRANTEE'S employees,
agents or subgrantees/subcontractors.
39. WAIVER
Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or
breach. Any waiver shall not be construed to be a modification of the terms of this Grant unless
stated to be such in writing and signed by Authorized Representative of COMMERCE.
10
Attachment A
Scope of Work
Funds awarded under this grant shall be used for design and construction of the Kent Interurban Trail
Connector project located in Kent.
Construction will include but not be limited to, asphalting a shared use travel path approximately 1,800
feet long.
This trail will provide a fink between residential areas and adjoining commercial areas in Kent.
Design is expected to be completed August 31, 2014. Construction is scheduled to begin April 1, 2014
and is anticipated to be completed by September 30, 2015.
All project work completed with prior legislative approval. The"Copyright Provisions", Section 12 of the
General Terms and Conditions, are not intended to apply to any architectural and engineering design
work funded by this grant,
CERTIFICATION PERFORMANCE MEASURE
The GRAN-FEE, by its signature, certifies that the declaration set forth above has been reviewed and
approved by the GRANTEE's governing body as of the date and year written below,
I-A
GRANTEE,,
TITLE
DATE
Attachment B
Budget
Line Item Amount
Architecture & Engineering ___.....m _ ....._.._ 61 25a tag
Construction $605,000.00
Construction M......anagernent $61 250.00
_
Total' Contracted Amount;
_ 727 + 0
CERTIFICATION PERFORMANCE MEASURE
The GRANTEE, by its signature, certifies that the Project Budget set forth above has been reviewed and
approved by the GRANTEE's governing body or board of directors, as appficable, as of the date and year
written below.
GRANTEE/
TITLE
DATE
Attachment C
Certification of the Availability of Funds to Complete the Project
Non-State Funds Amount Total
Total Non-State Funds --------- __$OO_O _sm__ $0.00
State Funds
State Capital Budget
$727,500.00 $727,500.00
$727,500.00
Total Non-State and State Sources
CERTIFICATION PERFORMANCE MEASURE
The GRANTEE, by its signature, certifies that project funding from sources other than those provided by
this contract and identified above has been reviewed and approved by the GRANTEE's governing body
or board of directors, as applicable, and has either been expended for eligible Project expenses, or is
committed in writing and available and will remain committed and available solely and specifically for
carrying out the purposes of this Project as described in elsewhere in this contract, as of the date and
year written below. The GRANTEE shall maintain records sufficient to evidence that it has expended or
has access to the funds needed to complete the Project, and shall make such records available for
COMMERCE'S review upon reasonable request.
GRANTEE,
X-
TITLE
f �7Z
DATE
Attachment D
Certification of the Payment and Reporting of Prevailing Wages
CERTIFICATION PERFORMANCE MEASURE
The GRANTEE, by its signature, certifies that ail contractors and subcontractors performing work on the
Project shall comply with prevailing wage laws set forth in Chapter 39.12 RCW, as of July 1, 2013,
including but not limited to the filing of the"Statement of Intent to Pay Prevailing Wages'and "Affidavit of
Wages Paid" as required' by RCW 39.12.040. The GRANTEE shall rnauntain records sufficient to
evidence compliance with Chapter 39,12 RCW, and shall make such records available for COMMERCE'S
review upon request.
If any state funds are used by the GRANTEE for the purpose of construction, applicable State Prevailing
Wages must be paid.
The GRANTEE, by its signature, certifies that the declaration set forth above has been reviewed and
approved by the GRANTEE's governing body as of the date and year written below.
GRANTEE
TITLE
[SATE
Attachment E
Certification of Intent to Enter the
Leadership in Energy and Environmental Design (LEER) Certification Process
CERTIFICATION PERFORMANCE MEASURE
The GRANTEE, by its signature, certifies that it will enter into the Leadership in Energy and
Environmental Design certification process, as stipulated in RCW 39.35D, as applicable to the Project
funded by this contract. The GRANTEE shall, upon receipt of LEED certification by the United States
Green Building Council, provide documentation of such certification to COMMERCE,
The GRANTEE, by its signature, certifies that the declaration set forth above has been reviewed and
approved by the GRANTEE's governing body or board of directors, as applicable, as of the date and year
written below,
GRANTEE
TITLE
U/A 1"t
Preparing Community Capital Facilities Reimbursement Requests
You can speed the processing of your reimbursement requests by following these guidelines
7 : 1. Materials needed:
A. An A 19-1A form prepared and sent to you for your project by program staff.
B. A Project Status Report form prepared and sent to you for your project by program staff.
C. Photocopies of invoices for all requested reimbursable costs.You must also include copies of
cancelled checks indicating that payment has already been made,as our contracts are
reimbursement only.
D. An adding machine or spreadsheet to create a hard-copy rollup of your itemized expenditures.
2. Preparing an A19 reimbursement form:
A. Enter the total for all invoices in this billing period next to the appropriate line item in the column
"Amount this Invoice."
B. Enter the total dollar value that the state will reimburse you in the column "State Share This Invoice."
(This will be less than the"Amount This Invoice" if your grant has a match requirement or the
"Amount This Invoice"exceeds the amount available under your contract.)
C. Enter the total amount reimbursed by line item for this and all prior A 19s in the column "Cumulative
State Amount Reimbursed"
D. Sign and date the form (in the upper right corner).
E. All of our competitive grants have matching requirements. That means we can reimburse for up to 20
cents on the dollar for the Building for the Arts and up to 25 cents on the dollar for the Building
Communities Fund and the Youth Recreational Facilities. If you are cashing out your grant,you only
need to submit up to the match requirement in documented expenses.Other programs such as Energy
Efficiency and Direct Appropriations may have no matching requirements.
3. Documenting your expenses:
A. Highlight or circle the total on each invoice that you are requesting reimbursement for.
B. Separate your invoices by the budget line items listed in the contract and paper clip each line item
separately.
C. Supply a copy of cancelled checks indicating that payment has already been made. Place it directly
behind the corresponding invoice.
4. Things to remember:
A. Please use the net grant amount,which is your appropriation minus an administration fee.
B. Be sure to sign and date your A 19 form,and send us the original rather than a photo copy. Commerce can
also accept a signed PDF A-19 form only, but not back-up documentation of your expenses.
C. Documenting your expenses in a clear and organized manner will speed the processing of your
reimbursement request.
D. Be sure to include a completed Project Status Report, payment cannot be made unless this form
accompanies each A-19.
E. You may only submit reimbursement requests once per month.
F. Mail your reimbursement materials to:
Department of Commerce
Community Capital Facilities
PO Box 42525
Olympia,WA 98504-2525
Attn:Beth Prihoda
Updated 1214112
STATE OF WASHINGTON AGENCY USE ONLY
FORM A19-I A AGENCY Location CrCNTRACT NO.OR SHORT
NO. Code GA AFJTH, NC CODE
INVOICE VOUCHER 1030 1 1 14-93220-018 S1418
Agency Name [�TRUCTIONS TO VENDOR OR CLAIMANT,
Dept. of Commerce Submit this forin to clairn pay menu Jim-materials,merchandise or services.
10,11 Plum Street SE Show cornpIctc detail for each items.
PO Box 42525 Vendor's Certificate: Claimant's Ce'lrfiC"n"W I herclTy ccrrjAl under penalty
&ympia,VVA 98504-2525 of perI ,ury that the items and totals listed herein are proper charges for materials,
.
ATTN: Beth Robinson merchandise,or services furnished'under the SUbjCCt Wrl"Ilvt,an(I Drat the
vendors pro6ding these nuacrialS,,luerCllalldi.Se,or services have been paid fainVendor or Claimant sauie, I also celrify that all materials,rucrchamike,rand service~*have been
Cfty of Kent pro%ided wigiout discrimination because ofage,sex,marital status,ranee,creed,
400 West Gowe Street color,national origin,handicap,religiou,or Vicinain era or disabled veteran
Kent, WA, 98032
ATTN: Mark Howlett
Project: Kent Interurban Trail Connector (&gn in ink)
(Title) (Date)
...................Brae
e Item Total Project Amount State Share Cumulative
Budget This Invoice This Invoice State Amount
Reimbursed
I Architecture&Engineernng $61,250.00
2 Site Acquisition KOO
3 Construction $605,000.00
4 Construction Management $61,250.00
5 Contingency $0,00
6, Other $0,00
7
8
9
Total Amounts: $727,5001,00
TOTAL CONTRACTED AMOUNT: $7,'
CUMUlatiVe afnOtlflt Should include this invoice payment. Double rhock your figures to erasure that you haven't exceeded the cootracted amount listed above.
FED TAX I'D 4 PROGRAM APPROVAL DATE
91-6001254
DOC INPUT DATE CURRENT DOC,NO, REFERENCE DOC NO. VENDOR NUMBER SUFFIX
0000552-00
ACCOUNT NO. ASD NUMBER VENDORMESSAGE
CODE D
M SUB
TRANS 0 MASTER APPN PROGRAM SUB SUB SUB GL SUBSID UNIVOME
INDEX FUND INDEX INDEX OBJ OBJ PROJECT PROD ACCT ACCOUNT AMOUNT NUMBER
93BI0250 057 S22 93220 NZ 93B1-02
SIGNATURE OF ACCOUNTING PREPARER FOR PAYMENT DATE .............INVOICE DATE......
ACCOUNTING APPROVAL FOR PAYMENT DATE
5.3-AI9-061003,doc
Contract Number: 14-93220-018
Project Title: Kent Interurban Trail Connector
Grantee: City of Kent
PROJECT STATUS REPORT
This form should be completed each time you submit a reimbursement request. The Department
of Commerce will not release payment for any reimbursement request until this report has been
received.
1. If this is your initial billing, please describe the progress you have made to date on your
project's scope of work. Or, if you have already submitted one or more reimbursement
requests, describe the progress as of the date of the current billing that you have made since
the last billing.
2. What is your project's percentage of completion?
3. What is your current projection of when you will fully spend your grant award?
4. When do you expect your project to be completed?
5. Describe any factors that could significantly change either when you will fully spend your
grant and/or the estimated date of project completion.
6. Mark with an"X"which photographs you have submitted:
Before project start Project at 50%completion Project completion
7. Do you have a ribbon cutting ceremony planned? If so, what is the date?
Report completed by:
Name: Title:
Date: Signature: