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HomeMy WebLinkAboutC20-162 Electronic Recording Technology BoardGRANTAWARDLETTERSUMMARYOFGRANT AWARDTERMSANDCONDITIONSStateAgencyGrantAmountElectronic RecordingTechnologyBoard,StatefiscalYear2019-2020:$3,720.00ColoradoDepartmentofStateTotalGrantAmountforallStatefiscalYears:$3,720.00GranteeBoardofCountyCommissionersofEagleCountyTotalGrantAmountwillbedisburseduponfullexecutionofthisGrantAwardLetter.GrantIssuanceDateThelaterofApril15,2020orthedatetheStateControlleroranauthorized delegatesignsthisGrantLetterGrantExpirationDateOctober15,2020GrantAuthority§24-21-401etseq., C.R.S.,particularly§24-21-404,C.R.S.GrantPurposeBystatute, GrantFunds areawardedtoestablish, maintain, improve,orreplaceaCounty’selectronicfiling system.Thepurposeofthisgrantisdescribedmore fullyintheCounty’s grantapplication(ExhibitA,StatementofWork).Exhibits andOrderofPrecedenceThefollowing ExhibitsandattachmentsareincludedwiththisGrant:I.ExhibitA,StatementofWork.IntheeventofaconflictorinconsistencybetweenthisGrantand anyExhibitorattachment,suchconflictorinconsistencyshallberesolvedbyreferencetothedocumentsinthefollowingorderofpriority:1.Theprovisionsoftheothersectionsofthemainbodyofthis Grant.2.ExhibitA,StatementofWork.Page1of10Version1018C20-162 SIGNATUREPAGETHESIGNATORIESLISTEDBELOWAUTHORIZETHISGRANTEAGLECOUNTYSTATEOFCOLORADOBoardofCountyCommissionersofEagleCountyJaredPolls,GovernorJenaGriswold,SecretaryofStateElectronicRecordingTechnologyBoard(ERTB)______________%4tI/By:GaryZimmerman,Treasurer,y:ftDate:_______________Date:_______________inaccordancewith§24-30-202C.R.S.,thisGrantisnotvaliduntilsignedanddatedbelowbytheStateControlleroranauthorizeddelegate.STATECONTROLLERRobertJaros,CPA,MBA,JDBy:_____________________________________Date:_____________________________Page2of10Version101$ GRANTAsoftheGrantIssuanceDate,theStateAgencyshownonthefirstpageofthisGrantAwardLetter(the“State”)herebyobligatesandawardstoGranteeshownonthefirstpageofthisGrantAwardLetter(the“Grantee”)anawardofGrantFundsintheamountsshownonthefirstpageofthisGrantAwardLetter.ByacceptingtheGrantFundsprovidedunderthisGrantAwardLetter,GranteeagreestocomplywiththetermsandconditionsofthisGrantAwardLetterandrequirementsandprovisionsofallExhibitstothisGrantAwardLetter.2.TERMA.InitialGrantTermandExtensionTheParties’respectiveperformancesunderthisGrantAwardLettershallcommenceontheGrantIssuanceDateandshallterminateontheGrantExpirationDateunlesssoonerterminatedorfurtherextendedinaccordancewiththetermsofthisGrantAwardLetter.UponrequestofGrantee,theStatemay,initssolediscretion,extendthetermofthisGrantAwardLetterbyprovidingGranteewithanupdatedGrantAwardLettershowingthenewGrantExpirationDate.B.EarlyTerminationinthePublicInterestTheStateisenteringintothisGrantAwardLettertoservethepublicinterestoftheStateofColoradoasdeterminedbyitsGovernor,GeneralAssembly,orCourts.IfthisGrantAwardLetterceasestofurtherthepublicinterestoftheStateorifState,FederalorotherfundsusedforthisGrantAwardLetterarenotappropriated,orotherwisebecomeunavailabletofundthisGrantAwardLetter,theState,initsdiscretion,mayterminatethisGrantAwardLetterinwholeorinpartbyprovidingwrittennoticetoGranteethatincludes,totheextentpracticable,thepublicinterestjustificationforthetermination.IftheStateterminatesthisGrantAwardLetterinthepublicinterest,theStateshallpayGranteeanamountequaltothepercentageofthetotalreimbursementpayableunderthisGrantAwardLetterthatcorrespondstothepercentageofWorksatisfactorilycompleted,asdeterminedbytheState,lesspaymentspreviouslymade.Additionally,theState,initsdiscretion,mayreimburseGranteeforaportionofactual,out-of-pocketexpensesnototherwisereimbursedunderthisGrantAwardLetterthatareincurredbyGranteeandaredirectlyattributabletotheuncompletedportionofGrantee’sobligations,providedthatthesumofanyandallreimbursementsshallnotexceedthemaximumamountpayabletoGranteehereunder.ThissubsectionshallnotapplytoaterminationofthisGrantAwardLetterbytheStateforbreachbyGrantee.3.DEFINITIONSThefollowingtermsshallbeconstruedandinterpretedasfollows:A.“BusinessDay”meansanydayinwhichtheStateisopenandconductingbusiness,butshallnotincludeSaturday,SundayoranydayonwhichtheStateobservesoneoftheholidayslistedin§24-11-101(1)C.R.S.B.“CORk”meanstheColoradoOpenRecordsAct,§24-72-200.let.seq.,C.R.S.C.“GrantAwardLetter”meansthisletterwhichoffersGrantFundstoGrantee,includingallattachedExhibits,alldocumentsincorporatedbyreference,allreferencedstatutes,rulesandcitedauthorities,andanyfutureupdatesthereto.Page3of10Version1018 D.“GrantFunds”meanstheftmdsthathavebeenappropriated,designated,encumbered.orotherwisemadeavailableforpaymentbytheStateunderthisGrantAwardLetter.E.“GrantExpirationDate”meanstheGrantExpirationDateshownonthefirstpageofthisGrantAwardLetter.F.“GrantIssuanceDate”meanstheGrantIssuanceDateshownonthefirstpageofthisGrantAwardLetter.G.“Exhibits”exhibitsandattachmentsincludedwiththisGrantasshownonthefirstpageofthisGrantH.“ExtensionTerm”meanstheperiodoftimebywhichtheGrantExpirationDateisextendedbytheStatethroughdeliveryofanupdatedGrantAwardLetterI.“Goods”meansanymovablematerialacquired,produced,ordeliveredbyGranteeassetforthinthisGrantAwardLetterandshallincludeanymovablematerialacquired,produced,ordeliveredbyGranteeinconnectionwiththeServices.J.“Incident”meansanyaccidentalordeliberateeventthatresultsinorconstitutesanimminentthreatoftheunauthorizedaccessordisclosureofStateConfidentialInformationoroftheunauthorizedmodification,disruption,ordestructionofanyStateRecords.K.“InitialTerm”meansthetimeperiodbetweentheGrantIssuanceDateandtheGrantExpirationDate.L.“Party”meanstheStateorGrantee,and“Parties”meansboththeStateandGrantee.M.“P11”meanspersonallyidentifiableinformationincluding,withoutlimitation,anyinformationmaintainedbytheStateaboutanindividualthatcanbeusedtodistinguishortraceanindividual’sidentity,suchasname,socialsecuritynumber,dateandplaceofbirth,mother’smaidenname,orbiometricrecords;andanyotherinformationthatislinkedorlinkabletoanindividual,suchasmedical,educational,financial,andemploymentinformation.PITincludes,butisnotlimitedto,allinfonnationdefinedaspersonallyidentifiableinfonnationin§24-72-50land24-73-101C.R.S.N.“Services”meanstheservicestobeperformedbyGranteeassetforthinthisGrantAwardLetter,andshallincludeanyservicestoberenderedbyGranteeinconnectionwiththeGoods.0.“StateConfidentialInformation”meansanyandallStateRecordsnotsubjecttodisclosureunderCORA.StateConfidentialInformationshallinclude,butisnotlimitedto,P11andStatepersonnelrecordsnotsubjecttodisclosureunderCORA.StateConfidentialInformationshallnotincludeinformationordataconcerningindividualsthatisnotdeemedconfidentialbutneverthelessbelongstotheState,whichhasbeencommunicated,furnished,ordisclosedbytheStatetoContractorwhich(1)issubjecttodisclosurepursuanttoCORA;(ii)isalreadyknowntoContractorwithoutrestrictionsatthetimeofitsdisclosuretoContractor;(iii)isorsubsequentlybecomespubliclyavailablewithoutbreachofanyobligationowedbyContractortotheState;(iv)isdisclosedtoContractor,withoutconfidentialityobligations,byathirdpartywhohastherighttodisclosesuchinformation;or(v)wasindependentlydevelopedwithoutrelianceonanyStateConfidentialInformation.P.“StateFiscalRules”meansthefiscalrulespromulgatedbytheColoradoStateControllerpursuantto§24-30-202(13)(a)C.R.S.Page4of10Version1018 Q.“StateFiscalYear”meansa12monthperiodbeginningonJuly1ofeachcalendaryearandendingonJune30ofthefollowingcalendaryear.Ifasinglecalendaryearfollowstheterm,thenitmeanstheStatefiscalYearendinginthatcalendaryear.R.“StateRecords”meansanyandallStatedata,information,andrecords,regardlessofphysicalform,including,butnotlimitedto,informationsubjecttodisclosureunderCORA.S.“Subcontractor”meansthird-parties,ifany,engagedbyGranteetoaidinperformanceoftheWork.“Subcontractor”alsoincludessub-grantees.T.“Work”meansthedeliveryoftheGoodsandperformanceoftheServicesdescribedinthisGrantAwardLetter.U.“WorkProduct”meansthetangibleandintangibleresultsoftheWork,whetherfinishedorunfinished,includingdrafts.WorkProductincludes,butisnotlimitedto,documents,text,software(includingsourcecode),research,reports,proposals,specifications,plans,notes,studies,data,images,photographs,negatives,pictures,drawings,designs,models,surveys,maps,materials,ideas,concepts,know-how,andanyotherresultsoftheWork.“WorkProduct”doesnotincludeanymaterialthatwasdevelopedpriortotheGrantIssuanceDatethatisused,withoutmodification,intheperformanceoftheWork.AnyothertermusedinthisGrantAwardLetterthatisdefinedinanExhibitshallbeconstruedandinterpretedasdefinedinthatExhibit.4.STATEMENTOFWORKGranteeshallcompletetheWorkasdescribedinthisGrantAwardLetterandinaccordancewiththeprovisionsofExhibitA.TheStateshallhavenoliabilitytocompensateorreimburseGranteeforthedeliveryofanygoodsortheperformanceofanyservicesthatarenotspecificallysetforthinthisGrantAwardLetter.5.PAYMENTSTOGRANTEEA.MaximumAmountPaymentstoGranteearelimitedtotheunpaid,obligatedbalanceoftheGrantfunds.TheStateshallnotpayGranteeanyamountunderthisGrantthatexceedstheGrantAmountforeachStatefiscalYearshownonthefirstpageofthisGrantAwardLetter.FinancialobligationsoftheStatepayableafterthecurrentStateFiscalYeararecontingentuponfundsforthatpurposebeingappropriated,budgeted,andotherwisemadeavailable.TheStateshallnotbeliabletopayorreimburseGranteeforanyWorkperformedorexpenseincurredaftertheGrantExpirationDate.B.Close-Out.GranteeshallcloseoutthisGrantwithin45daysaftertheGrantExpirationDate.Tocompletecloseout,GranteeshallsubmittotheStatealldeliverables(includingdocumentation)asdefinedinthisGrantAwardLetter.6.REPORTING-NOTIFICATIONA.PerformanceandFinalStatusGranteeshallsubmitallfinancial,performanceandotherreportstotheStatenolaterthantheendofthecloseoutdescribedin§5B,containinganevaluationandreviewofGrantee’sperformanceandthefinalstatusofGrantee’sobligationshereunder.Page5ofJOVersion1018 B.ViolationsReportingGranteeshalldisclose,inatimelymanner,inwritingtotheState,allviolationsoffederalorStatecriminallawinvolvingfraud,bribeiy,orgratuityviolationspotentiallyaffectingtheaward.7.GRANTEERECORDSA.MaintenanceandInspectionGranteeshallmaintainrecordsthatprovideacompleteaudittrailoffundsreceivedandexpended,andGranteeshallcooperateandparticipateinanyauditsconductedunderauthorityoftheElectronicRecordingTechnologyBoardortheColoradoStateAuditor.GranteeshallmaintainanaccountingsystemandfinancialrecordsthataccuratelyaccountforthereceiptanddisbursementofGrantfunds.Forthispurpose,GranteemayuseeithergeneralledgerfundaccountingthattracksGrantfundsseparatelyfromothercountyfundsoruseatrackingspreadsheet.Allpaymentsandexpendituresmustbetracked.Eachexpendituremustbeclassifiedbybudgetcategory,suchasPersonnel,SuppliesandOperating,Travel,Equipment,andProfessionalServices.Allfinancialrecordsmustbesupportedbysourcedocumentation(suchasinvoices,timesheets,etc.).Inaddition.Granteeshallprovideproofofpurchasebyasignedcontractforanynewpurchase.ContractsmaybeemailedtoERTB.Grants@sos.state.co.us.Granteeshallmake,keep,andmaintain,allrecords,documents,communications,notesandotherwrittenmaterials,electronicmediafiles,andcommunications,pertaininginanymannertothisGrantforaperiodofthreeyearsfollowingthecompletionofthecloseoutofthisGrant.GranteeshallpermittheStatetoaudit,inspect,examine,excerpt,copyandtranscribeallsuchrecordsduringnonnalbusinesshoursatGrantee’sofficeorplaceofbusiness,unlesstheStatedeterminesthatanauditorinspectionisrequiredwithoutnoticeatadifferenttimetoprotecttheinterestsoftheState.B.MonitoringTheStatewillmonitorGrantee’sperformanceofitsobligationsunderthisGrantAwardLetterusingproceduresasdeterminedbytheState.TheStateshallhavetheright,initssolediscretion,tochangeitsmonitoringproceduresandrequirementsatanytimeduringthetermofthisAgreement.TheStateshallmonitorGrantee’sperformanceinamannerthatdoesnotundulyinterferewithGrantee’sperformanceoftheWork.C.finalAuditReportGranteeshallpromptlysubmittotheStateacopyofanyfinalauditreportofanauditperformedonGrantee’srecordsthatrelatestooraffectsthisGrantortheWork,whethertheauditisconductedbyGranteeorathirdparty.$.CONFIDENTIALINFORMATION-STATERECORDSA.ConfidentialityGranteeshallholdandmaintain,andcauseallSubcontractorstoholdandmaintain,anyandallStateRecordsthattheStateprovidesormakesavailabletoGranteeforthesoleandexclusivebenefitoftheState,unlessthoseStateRecordsareotherwisepublicallyavailableatthetimeofdisclosureoraresubjecttodisclosurebyGranteeunderCORA.Granteeshallnot,withoutpriorwrittenapprovaloftheState,useforGrantee’sownbenefit,publish,Page6of10Version1018 copy,orotherwisedisclosetoanythirdparty,orpermittheusebyanythirdpartyforitsbenefitortothedetrimentoftheState,anyStateRecords,exceptasotherwisestatedinthisGrantAwardLetter.GranteeshallprovideforthesecurityofallStateConfidentialInformationinaccordancewithallpoliciespromulgatedbytheColoradoOfficeofInformationSecurityandallapplicablelaws,rules,policies,publications,andguidelines.IfGranteeoranyofitsSubcontractorswillormayreceivethefollowingtypesofdata,GranteeoritsSubcontractorsshallprovideforthesecurityofsuchdataaccordingtothefollowing:(1)themostrecentlypromulgatedIRSPublication1075forallTaxInformationandinaccordancewiththeSafeguardingRequirementsforfederalTaxInformationattachedtothisGrantasanExhibit,ifapplicable,(ii)themostrecentlyupdatedPCIDataSecurityStandardfromthePCISecurityStandardsCouncilforallPCI,(iii)themostrecentlyissuedversionoftheU.S.DepartmentofJustice,federalBureauofInvestigation,CriminalJusticeInformationServicesSecurityPolicyforallCM,and(iv)thefederalHealthInsurancePortabilityandAccountabilityActforallPHIandtheHIPAABusinessAssociateAgreementattachedtothisGrant,ifapplicable.GranteeshallimmediatelyforwardanyrequestordemandforStateRecordstotheState’sprincipalrepresentative.B.OtherEntityAccessandNondisclosureAgreementsGranteemayprovideStateRecordstoitsagents,employees,assignsandSubcontractorsasnecessarytoperformtheWork,butshallrestrictaccesstoStateConfidentialInformationtothoseagents,employees,assignsandSubcontractorswhorequireaccesstoperformtheirobligationsunderthisGrantAwardLetter.Granteeshallensureallsuchagents,employees,assigns,andSubcontractorssignnondisclosureagreementswithprovisionsatleastasprotectiveasthoseinthisGrant,andthatthenondisclosureagreementsareinforceatalltimestheagent,employee,assignorSubcontractorhasaccesstoanyStateConfidentialInformation.GranteeshallprovidecopiesofthosesignednondisclosurerestrictionstotheStateuponrequest.C.Use,Security,andRetentionGranteeshalluse,holdandmaintainStateConfidentialInformationincompliancewithanyandallapplicablelawsandregulationsinfacilitieslocatedwithintheUnitedStates,andshallmaintainasecureenvironmentthatensuresconfidentialityofallStateConfidentialInformationwhereverlocated.GranteeshallprovidetheStatewithaccess,subjecttoGrantee’sreasonablesecurityrequirements,forpurposesofinspectingandmonitoringaccessanduseofStateConfidentialInformationandevaluatingsecuritycontroleffectiveness.UpontheexpirationorterminationofthisGrant,GranteeshallreturnStateRecordsprovidedtoGranteeordestroysuchStateRecordsandcertifytotheStatethatithasdoneso,asdirectedbytheState.IfGranteeispreventedbylaworregulationfromreturningordestroyingStateConfidentialInformation,Granteewarrantsitwillguaranteetheconfidentialityof,andceasetouse,suchStateConfidentialInformation.D.IncidentNoticeandRemediationIfGranteebecomesawareofanyIncident,itshallnotifytheStateimmediatelyandcooperatewiththeStateregardingrecovery,remediation,andthenecessitytoinvolvelawenforcement,asdeterminedbytheState.AfteranIncident,GranteeshalltakestepstoreducetheriskofincurringasimilartypeofIncidentinthefutureasdirectedbytheState,whichmayinclude,butisnotlimitedto,developingandimplementingaremediationplanthatisapprovedbytheStateatnoadditionalcosttotheState.Page7of10Version1018 E.SafeguardingP11IfGranteeoranyofitsSubcontractorswillormayreceiveP11underthisAgreement,GranteeshallprovideforthesecurityofsuchP11,inamaimerandformacceptabletotheState,including,withoutlimitation,Statenon-disclosurerequirements,useofappropriatetechnology,securitypractices,computeraccesssecurity,dataaccesssecurity,datastorageencryption,datatransmissionencryption,securityinspections,andaudits.GranteeanditsSubcontractorsshallmaintainsecurityproceduresandpracticesconsistentwith§24-73-101etseq.,C.R$.9.CONFLICTSOFINTERESTGranteeshallnotengageinanybusinessoractivities,ormaintainanyrelationships,thatconflictinanywaywiththefullperformanceoftheobligationsofGranteeunderthisGrant.Granteeacknowledgesthat,withrespecttothisGrant,eventheappearanceofaconflictofinterestshallbeharmfultotheState’sinterestsandabsenttheState’spriorwrittenapproval,Granteeshallrefrainfromanypractices,activitiesorrelationshipsthatreasonablyappeartobeinconflictwiththefullperformanceofGrantee’sobligationsunderthisGrant.Ifaconflictortheappearanceofaconflictarises,orifGranteeisuncertainwhetheraconflictortheappearanceofaconflicthasarisen,GranteeshallsubmittotheStateadisclosurestatementsettingforththerelevantdetailsfortheState’sconsideration.10.INSURANCEGranteeshallmaintainatalltimesduringthetermofthisGrantsuchliabilityinsurance,bycommercialpolicyorself-insurance,asisnecessarytomeetitsliabilitiesundertheColoradoGovernmentalImmunityAct,§24-10-101,etseq.,C.R.S.(the“GIA”).GranteeshallensurethatanySubcontractorsmaintainallinsurancecustomaryforthecompletionoftheWorkdonebythatSubcontractorandasrequiredbytheStateortheGIA.11.REMEDIESInadditiontoanyremediesavailableunderanyexhibittothisGrantAwardLetter,ifGranteefailstocomplywithanytermorconditionofthisGrant,theStatemayterminatesomeorallofthisGrantandrequireGranteetorepayanyorallGrantfundstotheStateintheState’ssolediscretion.TheStatemayalsoterminatethisGrantAwardLetteratanytimeiftheStatehasdetermined,initssolediscretion,thatGranteehasceasedperformingtheWorkwithoutintenttoresumeperformance,priortothecompletionoftheWork.12.DISPUTERESOLUTIONExceptashereinspecificallyprovidedotherwise,disputesconcerningtheperformanceofthisGrantthatcannotberesolvedbythedesignatedPartyrepresentativesshallbereferredInwritingtoaseniordepartmentalmanagementstaffmemberdesignatedbytheStateandaseniormanagerorofficialdesignatedbyGranteeforresolution.13.NOTICESANDREPRESENTATIVESEachPartyshallidentifyanindividualtobetheprincipalrepresentativeofthedesignatingPartyandshallprovidethisinformationtotheotherParty.AllnoticesrequiredorpermittedtobegivenunderthisGrantAwardLettershallbeinwriting,andshallbedeliveredeitherinhardcopyorbyemailtotherepresentativeoftheotherParty.EitherPartymaychangeitsprincipalrepresentativeorprincipalrepresentativecontactinformationbynoticesubmittedinaccordancewiththis§13.Page8of10Version1018 14.GOVE1NMENTALIMMUNITYLiabilityforclaimsforinjuriestopersonsorpropertyarisingfromthenegligenceoftheParties,theirdepartments,boards,commissionscommittees,bureaus,offices,employeesandofficialsshallbecontrolledandlimitedbytheprovisionsoftheColoradoGovernmentalImmunityAct,§24-10-101,etseq.,C.R.$.;thefederalTortClaimsAct,28U.S.C.Pt.VI,Ch.171and28U.S.C.1346(b),andtheState’sriskmanagementstatutes,§24-30-1501,etseq.C.R.S.NotermorconditionofthisContractshallbeconstruedorinterpretedasawaiver,expressorimplied,ofanyoftheimmunities,rights,benefits,protections,orotherprovisions,containedinthesestatutes.15.GENERALPROVISIONSA.AssignmentGrantee’srightsandobligationsunderthisGrantarepersonalandmaynotbetransferredorassignedwithouttheprior,writtenconsentoftheState.Anyattemptatassignmentortransferwithoutsuchconsentshallbevoid.AnyassignmentortransferofGrantee’srightsandobligationsapprovedbytheStateshallbesubjecttotheprovisionsofthisGrantAwardLetter.B.CaptionsandReferencesThecaptionsandheadingsinthisGrantAwardLetterareforconvenienceofreferenceonly,andshallnotbeusedtointerpret,defme,orlimititsprovisions.AllreferencesinthisGrantAwardLettertosections(whetherspelledoutorusingthe§symbol),subsections,exhibitsorotherattachments,arereferencestosections,subsections,exhibitsorotherattachmentscontainedhereinorincorporatedasaparthereof,unlessotherwisenoted.C.EntireUnderstandingThisGrantAwardLetterrepresentsthecompleteintegrationofallunderstandingsbetweenthePartiesrelatedtotheWork,andallpriorrepresentationsandunderstandingsrelatedtotheWork,oralorwritten,aremergedintothisGrantAwardLetter.D.ModificationTheStatemaymodifithetermsandconditionsofthisGrantbyissuanceofanupdatedGrantAwardLetter,whichshallbeeffectiveifGranteeacceptsGrantfundsfollowingreceiptoftheupdatedletter.ThePartiesmayalsoagreetomodificationofthetermsandconditionsoftheGrantinaformalamendmenttothisGrant,properlyexecutedandapprovedinaccordancewithapplicableColoradoStatelawandStatefiscalRules.E.Statutes,Regulations,fiscalRules,andOtherAuthority.AnyreferenceinthisGrantAwardLettertoastatute,regulation,StatefiscalRule,fiscalpolicyorotherauthorityshallbeinterpretedtorefertosuchauthoritythencurrent,asmayhavebeenchangedoramendedsincetheGrantIssuanceDate.GranteeshallstrictlycomplywithallapplicableFederalandStatelaws,rules,andregulationsineffectorhereafterestablished,including,withoutlimitation,lawsapplicabletodiscriminationandunfairemploymentpractices.F.DigitalSignaturesIfanysignatorysignsthisagreementusingadigitalsignatureinaccordancewiththeColoradoStateControllerContract.GrantandPurchaseOrderPoliciesregardingtheuseofPage9of10Version1018 digitalsignaturesissuedundertheStateFiscalRules,thenanyagreementorconsenttousedigitalsignatureswithintheelectronicsystemthroughwhichthatsignatorysignedshallbeincorporatedintothisContractbyreference.G.SeverabilityTheinvalidityorunenforceabilityofanyprovisionofthisGrantAwardLettershallnotaffectthevalidityorenforceabilityofanyotherprovisionofthisGrantAwardLetter,whichshallremaininfullforceandeffect,providedthatthePartiescancontinuetoperformtheirobligationsundertheGrantinaccordancewiththeintentoftheGrant.H.SurvivalofCertainGrantAwardLetterTermsAnyprovisionofthisGrantAwardLetterthatimposesanobligationonaPartyafierterminationorexpirationoftheGrantshallsurvivetheterminationorexpirationoftheGrantandshallbeenforceablebytheotherParty.ThirdPartyBeneficiariesExceptfortheParties’respectivesuccessorsandassignsdescribedabove,thisGrantAwardLetterdoesnotandisnotintendedtoconferanyrightsorremediesuponanypersonorentityotherthantheParties.AnyservicesorbenefitswhichthirdpartiesreceiveasaresultofthisGrantareincidentaltotheGrant,anddonotcreateanyrightsforsuchthirdparties.J.WaiverAParty’sfailureordelayinexercisinganyright,power,orprivilegeunderthisGrantAwardLetter,whetherexplicitorbylackofenforcement,shallnotoperateasawaiver,norshallanysingleorpartialexerciseofanyright,power,orprivilegeprecludeanyotherorfurtherexerciseofsuchright,power,orprivilege.Page10of10Version1018 EXHIBITA,STATEMENTOFWORK(GRANTAPPLICATION)ExhibitAPage1of1 GrantApplication2TECHNOLOGYBOARDWhatprojectsareavailableforgrants?Anyprojectthatestablishes,maintains,improvesorreplacesaCountyElectronicFilingSystemasdefinedin24-21-404(2).TheBoardhasallocated$200,000inemergencygrantslotcountiestopurchasenomorethanthreelaptopspercountyduringtheCOVID-19crisis.LaptopsmustbeusedtoprovidecontinuityofserviceinrecordingduringtheCOVID-19crisis.DeadlineandImportantApplicationProcessRemindersTheChairandExecutiveDirectoroftheElectronicRecordingTechnologyBoardwillconsidergrantapptications.Inordertobeconsideredforagrant,submityourcompletedapplicaUontoERTB.Grants@sos.state.co.us.Countieswillbenotifiedviaemailandwillbeaskedtosignagrantagreement.Pieasedirectanyquestionsabouttheapplicationtoertbexecutivedirector@gmail.com.Grantfundsmaybeusedtopurchaselaptopsandnecessarysattwareortoreimbursearecentpurchaseoflaptopsandnecessarysoftware.Ifpossible(butnotrequired),pleaseincludeanyreceipts,quotesorbidsthatsupportthegrant-fundingamountbeingrequested.Similardetailregardingpastexpendituresmustbeprovidedifreimbursementisbeingrequested.Ifsuchdocumentationisnotimmediatelyavailable,pleasesuhm.ttheapplicationwithoutthedocuments,includeanexplanationofhowtheamountrequestedwasestimated,andthenprovidedocumentationlaterwhenitbecomesavailable.ConditionsforReceivingGrantsBeforeapplyingforanygrantlunds,pleasereadthefollowingconditionsthatwillbeincluded(hutnotlimitedto)aspartofyourgrantagreement:•CountieswillcooperatewiththeElectronicRecordingTechnologyExecutiveDirectorandBoardandinitsstatutoryreportingrequirements.•Countiesagreetoparticipateinrecordingbestpractices,asdefinedin24-21-403(3)(d).•Ifgrantfundsarenotused,theymustbereturnedtotheElectronicRecordingTechnologyFund.•Countieswillberequiredtoprovideproofofpurchasebyasignedcontractorpaidinvoiceforanynewpurchasealongwithacompletedauditformtobeprovided.Auditformsmustbecompletedwith30daysofreceipt.ThesecanbeemailedtoERTB.Grants@sos.state.co.us.•TheCountyagreestomaintainrecordkeepingthatprovidesacompleteaudittraitoffundsreceivedandexpended,andtheCountyagreestocooperateandparticipateinanyauditsconductedunderauthorityoftheElectronicRecordingTechnologyBoardortheColoradoStateAuditor.TheCountymustmaintainanaccountingsystemandfinancialrecordsthataccuratelyaccountforthereceiptanddisbursementofGrantFunds.Forthispurpose,thecountymayuseeithergeneralledgerfundaccountingthattracksGrantFundsseparatelyfromotherCountyfunds,oruseatrackingspreadsheet.Allpaymentsandexpendituresmustbetracked.Eachexpendituremustbeclassifiedbybudgetcategory,suchasPersonnel,SuppliesandOperating,Travel,EquipmentandProfessionalServices.Allfinancialrecordsmustbesupportedbysourcedocumentation(suchasinvoices,timesheets,etc.).•Countiesmayapplyforreimbursementoffundsthathavealreadybeenrecentlyexpendedforuptothreelaptopsiftheexpenditureestablishes,maintains,improvesorreplacesaCountyElectronicFilingSystemasdefinedin24-21-404(2)duringtheCOVID-19crisis.Anyapplicationsthatarenotcompletelyfilledoutwillbereturnedtothecountyandcanberesubmittedoncecompleted.•TheElectronicRecordingTechnologyBoardreservesthetighttopartiallyfundagrantrequest.•••:“•lectronicRecordingTechnotogyFund-COVIDEriergenoyGr?ntpphcaoFormGeneralInformation__________—CountyNameEagle_______________ GrantApplication3ITECiN0t0GCountyClerk&RecorderNameReginaO’BrienPhone970-328-Emailregina.obrieneaglecouncusAlternantcontactKaren‘Jal-asPhone970-328-3707orremote970-471-JEmailkaren.valas@eaglecounty.us—-__LMailingAddressP0Box537--—---—-----CityEagleStateCOZip81631CountyTier4_____—______________Amountograntrequest$3720.00Whatspecificlaptopsdoyouwanttopurchase?HPElitebook8400614”NotebookHPUltraSlimDock2013forNotebookHowmanyaptopsdoyouwanttopurchase?3aptops3dockingnsMycountyisabletopurchasetheaptopsandwaitforreimbursement.YesMycountyneedsthefundsordertomakethelaptoppurchasHowdoyouplantosegregategrantfundsfromcountyfunds?Wewillcreateaseparateaccountforthesefundsthatwillprovideacompleteaudittrailoffundsexpendedandreceived.Thiswillbeageneralledgerfundaccountingthattracksgrantfundsseparatelyfromothercountyfunds.Withmysignaturebelow.IdoherebycertifythatIhaveread.understand,andsupporttheaboveapplicationforgrantfundsthroughtheElectronicRct;d;ngTechnologyRoard./1‘—--L--/LySignetureofhtyUerk&Record.r.