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HomeMy WebLinkAboutC14-308 Family Learning Center Grant EAGLE COUNTY GRANT AGREEMENT BETWEEN EAGLE COUNTY AND GRANT RECIPIENT Grant Recipient: The Foundation of Trustees for The Family Learning Center Grant Amount: Up to $230,000 Grant Period: June 1St- December 31st, 2014 Whereas, Eagle County works to promote the health, safety, and welfare of Eagle County citizens of all ages; and Whereas, among the services Eagle County provides in order to promote such health, safety, and welfare are grants-in-aid to local organizations whose work assists the County in accomplishment of the goal to create and sustain a safe, healthy, environmentally and economically vital and socially diverse community; and Whereas, The Foundation of Trustees for The Family Learning Center (hereinafter referred to as "Grant Recipient") provides services that create and sustain a healthy environmentally and economically vital and socially diverse community in Eagle County; and Whereas, Grant Recipient has demonstrated a need for the grant assistance through Eagle County's Community Grant Program and shown that such grant assistance will further support Grant Recipient's ability to provide essential services to the community. Now, therefore, in consideration of the foregoing premises and the following promises, Eagle County and Grant Recipient enter into this Agreement as follows:. A. Grant Recipient is hereby awarded a grant in the form of reimbursements of up to $230,000 for actual expenses directly related to quality child care operations, as specified in its 2014 Community Service Grant Application and Grant Application Budget Section. Grant Recipient understands that said reimbursements will be made at Eagle County's sole discretion and in accordance with the terms of this Grant Agreement. Eagle County makes no representations, nor should Grant Recipient rely on this award as a representation of any future awards for other grant periods. B. For each expenditure for which Grant Recipient seeks reimbursement from Eagle County, Grant Recipient agrees to submit a report discussing how the identified expenditures furthered if=� the goals identified in the Grant Application and the attached Exhibit A, incorporated herein by this reference (e.g., explain how the expenditure creates and/or sustains a healthy environmentally and economically vital and socially diverse community and what practices is Grant Recipient using to improve self-reliance of its program). All requests for grant funds must be accompanied by an associated report and will be due no later than December 31, 2014. Grant Recipient agrees to use the Colorado Common Grant (CCG) Report format which can be downloaded and printed from the following website: http://www.coloradocommongrantforms.org/CGR/default.htm. A hard copy of the CCG Report is also included as Exhibit B with this Grant Agreement. C. Requests for reimbursement may be made up to three times during the grant period during the months of July, October and December. D. If, after payment of the Grant Award, Eagle County reasonably determines that payment was improper because the purposes for which the payment was made were misrepresented, or the terms of this Agreement were breached, then upon written notice of such determination and request for reimbursement from Eagle County, Grant Recipient shall forthwith return such payment to Eagle County. E. Grant Recipient shall comply at all times and in all respects with all applicable federal, state and local laws, resolutions and codes; and specifically, with the requirements of the Civil Rights Act of 1964 and Section 504, Rehabilitation Act of 1973, concerning discrimination on the basis of race, color, sex, age, religion, political beliefs, national origin or handicap. F. Grant Recipient shall not assign any of its rights or duties under this Grant Agreement to a third party without the prior written consent of County. County shall terminate this Grant Agreement in the event of any assignment without its prior written consent, in which case, any unused Grant Funds must be returned to County. G. Grant Recipient agrees that no agent, employee or volunteer of Grant Recipient shall be deemed an agent, employee or volunteer of County. H. Grant Recipient shall maintain, for a minimum of three (3) years, adequate financial and programmatic records for reporting to County on performance of its responsibilities hereunder. Grant Recipient shall be subject to financial audit by federal, state or county auditors or their designees. Grant Recipient authorizes County to perform audits or to make inspections during normal business hours, upon 48 hour notice to Grant Recipient for the purpose of evaluating performance under this Grant Agreement. Grant Recipient shall cooperate fully with authorized Eagle County representatives in the observation and evaluation of the program and records. Grant Recipient shall have the right to dispute any claims of misuse of funds and seek an amicable resolution with County. I. This Agreement shall be governed by the laws of the State of Colorado. Jurisdiction and venue for any suit, right or cause of action arising under, or in connection with this Agreement shall be exclusive in Eagle County, Colorado. 2 J. This Grant Agreement supersedes all previous communications, negotiations, and/or agreements between the respective parties hereto, either verbal, or written, and the same not expressly contained herein are hereby withdrawn and annulled. K. This Grant Agreement does not, and shall not be deemed or construed to confer upon or grant to any third party or parties any right to claim damages or to bring any suit, action or other proceeding against either Grant Recipient or County because of any breach hereof or because of any of the terms, covenants, agreements and conditions contained herein. L. Invalidity or unenforceability of any provision of this Grant Agreement shall not affect the other provisions hereof, and this Grant Agreement shall be construed as if such invalid or unenforceable provision was omitted. M. To the extent required to perform under this Grant Agreement, Grant Recipient represents and warrants that it has the expertise and personnel necessary to properly perform the Grant Agreement and its professional personnel are duly licensed to perform. N. No failure or delay by either party in the exercise of any right hereunder shall constitute a waiver thereof. No waiver of any breach shall be deemed a waiver of any preceding or succeeding breach. 0. The signatories to this Grant Agreement aver to their knowledge, no employee of the County has any personal or beneficial interest whatsoever in the matters described in this Grant Agreement. The Grant Recipient has no beneficial interest, direct or indirect, that would conflict in any manner or degree with the performance of the Grant Agreement and Grant Recipient shall not employ any person having such known interests. P. Grant Recipient shall be responsible for the completeness and accuracy of its performance under the Grant Agreement, including all supporting data or other documents prepared or compiled in performance of the Grant Agreement, and shall correct, at its sole expense, all significant errors and omissions therein. The fact that the County has accepted or approved the work performed shall not relieve Grant Recipient of any of its responsibilities. Grant Recipient shall perform the Grant Agreement in a skillful, professional and competent manner and in accordance with the standard of care, skill and diligence applicable to Grant Recipients performing similar services. This paragraph shall survive termination of this Grant Agreement. R. Grant Recipient shall carry workers compensation insurance as required by law and automobile and commercial general liability insurance as necessary and appropriate during the term of the Grant Agreement. S. The Grant Recipient, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (i) is a citizen or otherwise lawfully 3 present in the United States pursuant to federal law, (ii) to the extent applicable shall comply with C.R.S. 24-76.5-103 prior to the effective date of this Agreement. T. If Grant Recipient (hereinafter "Contractor" for purposes of this Paragraph U) has any employees or subcontractors, Contractor shall comply with C.R.S. § 8-17.5-101, et seq., regarding Illegal Aliens — Public Contracts for Services, and this Contract. By execution of this Contract, Contractor certifies that it does not knowingly employ or contract with an illegal alien who will perform under this Contract and that Contractor will participate in the E-verify Program or other Department of Labor and Employment program ("Department Program") in order to confirm the eligibility of all employees who are newly hired for employment to perform work under this Agreement. (a) Contractor shall not: (i) Knowingly employ or contract with an illegal alien to perform work under this Agreement; or (ii) Enter into a contract with a subcontractor that fails to certify to the Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the public contract for services. (b) Contractor has confirmed the employment eligibility of all employees who are newly hired for employment to perform work under this Contract through participation in the E-verify Program or Department Program, as administered by the United States Department of Homeland Security. Information on applying for the E-verify program can be found at: http://www.dhs.gov/xprevprot/programs/gc 1185221678150.shtm (c) The Contractor shall not use either the E-verify program or other Department Program procedures to undertake pre-employment screening of job applicants while the public contract for services is being performed. (d) If the Contractor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien, the Contractor shall be required to: (i) Notify the subcontractor and the County within three (3) days that the Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and (ii) Terminate the subcontract with the subcontractor if within three (3) days of receiving the notice required pursuant to subparagraph (i) of paragraph (d) the subcontractor does not stop employing or contracting with the illegal alien; except that the Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. (e) The Contractor shall comply with any reasonable request by the Department of Labor and Employment made in the course of an 4 investigation that the department is undertaking pursuant to its authority established in C.R.S. § 8-17.5-102(5). (f) If a Contractor violates these prohibitions, the County may terminate the contract for a breach of the contract. If the contract is so terminated specifically for a breach of this provision of this Contract, the Contractor shall be liable for actual and consequential damages to the County as required by law. (g) The County will notify the office of the Colorado Secretary of State if Contractor violates this provision of this Contract and the County terminates the Contract for such breach. U. The Grant Recipient shall indemnify and hold harmless County, and any of its officers, agents and employees against any losses, claims, damages or liabilities for which County may become subject to insofar as an such losses, claims, damages or liabilities arise out of, directly or indirectly, this Grant Agreement, or are based upon any performance or nonperformance by Grant Recipient or any of its sub-recipients hereunder including claims for bodily injury or personal injury including death, or loss or damage to tangible or intangible property; and Grant Recipient shall reimburse County for reasonable attorney fees and costs, legal and other expenses incurred by County in connection with investigating or defending any such loss, claim, damage, liability or action. This indemnification shall not apply to claims by third parties against the County to the extent that County is liable to such third party for such claims without regard to the involvement of the Grant Recipient. This paragraph shall survive expiration or termination hereof. V. Grant Recipient certifies that it has read the Grant Agreement, understands each and every term and the requirements set forth herein, and agrees to comply with the same. W. This Grant Agreement may be executed in two or more counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. The parties approve the use of electronic signatures for execution of this Grant Agreement. Only the following two forms of electronic signatures shall be permitted to bind the parties to this Agreement: (i) Electronic or facsimile delivery of a fully executed copy of the signature page; (ii) the image of the signature of an authorized signer inserted onto PDF format documents. All documents must be properly notarized, if applicable. All use of electronic signatures shall be governed by the Uniform Electronic Transactions Act, C.R.S. 24-71.3-101 to 121. X. This Agreement may be terminated by either party for any reason, with or without cause and without penalty upon thirty (30) days written notice. In the event the Contractor files for bankruptcy or is declared bankrupt or dissolves, County may declare in writing that this Agreement is immediately terminated. Y. All documents prepared by Grant Recipient in connection with the Agreement shall become property of County. Grant Recipient shall execute written assignments to County of all rights (including common law, statutory, and other rights, including copyrights)to the same as County shall from time to time request. For purposes of this paragraph,the term "documents" 5 shall mean and include all reports, plans, studies, tape or other electronic recordings, drawings, sketches, estimates, data sheets, maps and work sheets produced, or prepared by or for Grant Recipient (including any employee or subcontractor in connection with the performance of the Grant. Funds will not be disbursed without a signed Grant Agreement. Please sign below and return to Toni Rozanski, PO Box 850,Eagle, CO 81631. Insert Entity Name LOVri PO Vut Name Signature ,(A/ .7 itSli Title Date L/ u� hial & Mailing Address tato&rid. 0105 City, State, Zip T EAGLr, COUNTY, COLORADO By and through its Board of County Commissioners B 4112-a, BY: Rl Ryarr;Chai an of the Board or T-t So- 6 EXHIBIT A SCOPE OF SERVICES, PAYMENT & FEE SCHEDULE Description of Services: Provide quality child care services to Eagle County children through quality teaching, interactions, and responsiveness in addition to sustainable operations and improved governance. Additional Provisions: 1. Accomplish action steps outlined in plan towards areas of concern/weakness outlined in the program assessment. 2. Financials must be reported on a monthly basis, including detailed general ledger and trail balance. Large expenditures outside of personnel would need advanced approval. 3. Enhance quality child care services by: a. Revise staffing structure to provide consistent primary caregiving for 5 days a week. b. Participate in onsite monitoring weekly and monthly group supervision with infant and toddler staff to share feedback and develop improvement plans. c. Explore working towards National Association for the Education of Young Children(NAEYC) accreditation by the end of 2014. 4. Governance Structure a. Regular, formalized board meetings including members of St. Clare and Eagle County Government b. Modernize and update bylaws and governance documents 5. Sustainability a. Increase program enrollment for full paying children b. Increase fundraising efforts/net funds of non-restricted funds c. Report monthly to Eagle County Human Services no later than the 15th of the month following the month reported i. Monthly Financial Report consisting of the current Profit and Loss, Balance Sheet and the Cash Flow reports ii.Program snapshot including enrollment by program and demographic data Payment and Fee Schedule: County will compensate Contractor quarterly upon receipt of report through reimbursement of expense shortfall associated specifically with progress towards goals of improved governance, business process and sustainability. 8 . II EXHIBIT B CCG Report 9 4 oik Coio ratio (..diti MOD (_;rant Repoli 4 Instructions: Submit this signed form with the grant report narrative and attachments by the date indicated by the funder. A cover letter is not required.Most foundations will not consider further grant requests from your organization until this report has been submitted. Legal Name of Organization: DBA (if applicable):[----- Mailing Address, City, State, and Zip: r , Phone: Fax: EIN Website CEO/Executive Director: F.-- Phone: Email: 1 Report Contact& Title (if not the CEO/Executive Director): 1,--- ___ __ _____ _ Phone: Email: m Dates Covered by This Grant: Type of Grant: ❑ General Operating ❑ Program ❑ Capital ❑ Other Grant Amount: $ ._.._.o. Grant ID Number (if applicable): Program/Project Name (if applicable): Summary of the Grant Purpose: Have there been any changes to your organization's federal tax exempt status since you were awarded this grant? ❑ No ❑Yes (Please explain in the narrative section) I3 1-i'n 1 I?CJ.)\. / ;i`.T1i1v thai di, intsItni at(:.:tfi.t,f'intaiti'e d tri tim,i{'perm. IN €t"ii§e:and%,'0S°(i,„I i.,1 the I Ni of in I.-nil Ll'dy,i . CEO/Executive Director Date EXH ............... <. No (:01))i s.(,3(Of1trt3a ii(J1 J t:lt,pii t I'a,fx I (4 1 Colorado o n o Grant Report GRANT REPORT NARRATIVE Instructions: The answers to the grant report narrative must relate directly to the funded grant. The answers to these four questions should not exceed three typed pages (12-point font with 1-inch margins). Also, include the HEADING provided for each question. It is not necessary to repeat the text of the questions. The CGR User's Guide is available for download at www.coloradocommongrantforms.org and all organizations completing a CGR are strongly encouraged to consult the User's Guide for reference and additional information about how to complete the CGR. 1. PROGRESS AND RESULTS. (a) Describe the progress made toward the goals and objectives as stated in the funded grant application. (b) Summarize the organization's key evaluation results related to the funded grant. 2. SUCCESSES AND CHALLENGES. Describe the significant successes and challenges the organization experienced related to the funded grant. 3. LESSONS LEARNED. Describe what the organization learned based upon the results, successes, and challenges reported in Questions 1 and 2. Address programmatic, evaluative, or organizational changes that will be made based upon these lessons learned. 4. ADDITIONAL INFORMATION. Share anything else that happened during the grant period that impacted the organization, either positively or negatively. .)E>'? .,o£1et9C it(,e)YI7m,�?n X51'%11.J LIN Page 2 of 3 Colorado o .`ommon Grant ant epor°t ATrFACHMENTS Instructions: Submit the following attachments along with the narrative report. Label each attachment. Please note that you may be providing financial statements for more than one year to cover the funded grant period. It is generally understood that the fiscal year(s) of the funder, nonprofit, and grant period may not be in alignment. For further clarification on any of these items, please refer to the CGR User's Guide or contact the funder directly. 1. FINANCIAL STATEMENTS. (a) For all grants, submit your organization's Statement of Financial Position(Balance Sheet) and Statement of Activities (Income and Expense Statement) for the years(s) in which the grant was used. (b) If reporting on a specific program/capital project, also submit income and expenditure information compared to the approved budget for the program/capital project. (c) If the funder has requested the following information(for example,by indicating in their report guidelines or by checking the boxes below) also submit: ❑ Audit for most recent fiscal year completed ❑ IRS Form 990 for most recent fiscal year completed 2. ACCOMPANYING NARRATIVE (if applicable). (a) Explain any significant changes in the organization's financial position since the grant was awarded. (b) If all funding was not expended during the grant period, explain why. (c) For program and capital grants, explain any major variances between the approved budget and the final a financial statements being submitted with this report. 3. EVALUATION RESULTS. If available, provide the organization's most recent evaluation results or findings, relevant to the funded grant. Note: providing this attachment does not take the place of answering Question 1(b) in the narrative section. (J)) r.1,)r gdi)(ornaiol I"ant arc;?ort Pa ; i u!