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HomeMy WebLinkAbout02 Childrens Museum - Final Agreement Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 1 NON-PROFIT COVID RELIEF GRANT AGREEMENT Children's Museum of Bozeman, Inc. dba Montana Science Center THIS AGREEMENT is made and entered into this ____ day of __________, 2021 by and between the City of Bozeman, Montana, a self-governing municipal corporation located at 121 N. Rouse Ave., Bozeman MT 59771 (“City”) as GRANTOR and Children's Museum of Bozeman, Inc. dba Montana Science Center, a non-profit business located at 2744 W Main St, Bozeman, MT 59718 as GRANTEE. WHEREAS, on November 22, 2020 the City Commission did adopt Resolution No. 5230 amending the City’s General Fund budget to appropriate the necessary funds to make grants to non-profit entities for COVID pandemic relief, and WHEREAS, on February 2, 2021 the City Commission did approve Non-profit COVID Relief Grants, grantees, and amounts, and authorized the City Manager to enter into the necessary grant agreements, and WHEREAS, Children's Museum of Bozeman, Inc. dba Montana Science Center submitted an application for a Non-profit COVID Relief Grant and was awarded a grant of $20,000 to assist in providing education related services (the “Project”/the “Services”) that would benefit the residents of the City of Bozeman. THE PARTIES AGREE: 1. The Grant. The City will grant and release to GRANTEE a sum of up to Twenty thousand dollars ($20,000) from its General Fund (the “Grant”) pursuant to the payment terms in Section 3. 2. Use of Grant Funds. Grant funds in the amount of up to Twenty thousand dollars ($20,000) will be used by GRANTEE for the sole purpose of continued reduced and free camps/classes/program spots for families in need of financial assistance, operational support for effects of pandemic-related cost increases and decreased admissions and memberships, as described in the proposal submitted by Grantee to the City Commission, attached hereto as Exhibit A and by this reference incorporated herein. 3. Spending Deadline. It is agreed that all grant funds will be utilized by no later than December 31, 2021. DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 2/17/2021 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 2 4. Payment of Grant Funds. The City agrees to disburse to GRANTEE Twenty thousand dollars ($20,000) upon execution of this contract. 5. Grantee Representations a. GRANTEE has familiarized itself with the nature and extent of this Agreement and with all local conditions and federal, state and local laws, ordinances, rules, and regulations that in any manner may affect Grantee’s performance under this Agreement. b. GRANTEE represents and warrants to City that it has the experience and ability to perform its obligations under this Agreement; that it will perform said obligations in a professional, competent and timely manner and with diligence and skill; that it has the power to enter into and perform this Agreement and grant the rights granted in it; and that its performance of this Agreement shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark, privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal, state and municipal laws. The City will not determine or exercise control as to general procedures or formats necessary for GRANTEE to meet this warranty. c. GRANTEE represents and warrants to City that the Grant funds are necessary to accomplish the financial requirements of the Education projects and services described in Exhibit A. 6. Compliance with Public Health Regulations. GRANTEE agrees to comply with all Federal, State and Local COVID-19 pandemic-related public health orders when in effect during the term of this grant. GRANTEE agrees all programs subject to and benefited by this grant award will adopt protocols and procedures to ensure compliance with Federal, State, and Local COVID-19 Pandemic Orders by its employees and patrons. GRANTEE agrees violations of this provision are grounds for termination pursuant to Default and Termination Section of this Agreement. 7. Reports/Accountability/Public Information. By no later than December 31, 2021, GRANTEE will provide to the City a formal written report that includes, at a minimum a. grant spending, in compliance with Exhibit A, indicting spending amounts by calendar months, and DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 3 b. an impact statement report describing the grant’s impact on program operations and the benefits of the grant to the citizens of Bozeman, including number of residents or clients impacted during the grant spending period, and c. the entity’s annual financial report for the fiscal year the grant was received, and d. GRANTEE agrees to develop and/or provide such other documentation as requested by the City demonstrating GRANTEE’s compliance with the requirements of this Agreement. GRANTEE must allow the City, its auditors, and other persons authorized by the City to inspect and copy its books and records for the purpose of verifying that monies provided to GRANTEE pursuant to this Agreement were used in compliance with this Agreement and all applicable provisions of federal, state, and local law. GRANTEE will retain such records for seven years after receipt of final payment under this Agreement unless permission to destroy them is granted by the City. GRANTEE shall not issue any statements, releases or information for public dissemination without prior approval of the City. 8. Independent Contractor Status. The parties agree that GRANTEE, its agents, employees, contractors, or subcontractors, are independent contractors for purposes of this Agreement and are not to be considered employees or agents of the City for any purpose. GRANTEE and its agents, employees, contractors, or subcontractors, are not subject to the terms and provisions of the City’s personnel policies handbook and may not be considered a City employee for workers’ compensation or any other purpose. GRANTEE, its agents, employees, contractors, or subcontractors, are not authorized to represent the City or otherwise bind the City in any way. 9. Default and Termination. If GRANTEE fails to comply with any condition of this Agreement at the time or in the manner provided for, the City may terminate this Agreement if the default is not cured within fifteen (15) days after written notice is provided to GRANTEE. The notice will set forth the items to be cured. If this Agreement is terminated pursuant to this Section, GRANTEE will repay to the City any Grant funds already delivered to GRANTEE under Section 3 of this agreement. 10. Limitation on GRANTEE’s Damages; Time for Asserting Claim a. In the event of a claim for damages by GRANTEE under this Agreement, GRANTEE’s damages shall be limited to contract damages and GRANTEE hereby expressly waives any right to claim or recover consequential, special, punitive, DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 4 lost business opportunity, lost productivity, field office overhead, general conditions costs, or lost profits damages of any nature or kind. b. In the event GRANTEE wants to assert a claim for damages of any kind or nature, GRANTEE must first provide City with written notice of its claim, the facts and circumstances surrounding and giving rise to the claim, and the total amount of damages sought by the claim, within ninety (90) days of the facts and circumstances giving rise to the claim. In the event GRANTEE fails to provide such notice, GRANTEE shall waive all rights to assert such claim. 11. Representatives a. City’s Representative. The City’s Representative for the purpose of this Agreement shall be Anna Rosenberry, Assistant City Manager, or such other individual as City shall designate in writing. Whenever approval or authorization from or communication or submission to City is required by this Agreement, such communication or submission shall be directed to the City’s Representative and approvals or authorizations shall be issued only by such Representative; provided, however, that in exigent circumstances when City’s Representative is not available, GRANTEE may direct its communication or submission to other designated City personnel or agents and may receive approvals or authorization from such persons. b. GRANTEE’s Representative. GRANTEE’s Representative for the purpose of this Agreement shall Abby Turner, Executive Director or such other individual as GRANTEE shall designate in writing. Whenever direction to or communication with GRANTEE is required by this Agreement, such direction or communication shall be directed to GRANTEE’s Representative; provided, however, that in exigent circumstances when GRANTEE’s Representative is not available, City may direct its direction or communication to other designated GRANTEE personnel or agents. 12. Indemnity/Waiver of Claims/Insurance. To the fullest extent permitted by law, GRANTEE agrees to defend, indemnify and hold the City and its agents, representatives, employees, and officers (collectively referred to for purposes of this Section as the City) harmless against all third party claims, demands, suits, damages, losses, and expenses, including reasonable defense attorney fees, which arise out of, relate to or result from GRANTEE’s (i) negligence, or (ii) willful or reckless misconduct. DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 5 Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations of indemnity that would otherwise exist. The indemnification obligations of this Section must not be construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s) which would otherwise exist as to such indemnitee(s). GRANTEE’s indemnification obligations under this Section shall be without regard to and without any right to contribution from any insurance maintained by City. Should any indemnitee described herein be required to bring an action against GRANTEE to assert its right to defense or indemnification under this Agreement or under GRANTEE’s applicable insurance policies required below the indemnitee shall be entitled to recover reasonable costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court of competent jurisdiction determines GRANTEE was obligated to defend the claim(s) or was obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof. In the event of an action filed against City resulting from the City’s performance under this Agreement, the City may elect to represent itself and incur all costs and expenses of suit. GRANTEE also waives any and all claims and recourse against the City or its officers, agents or employees, including the right of contribution for loss or damage to person or property arising from, growing out of, or in any way connected with or incident to the performance of this Agreement except “responsibility for his own fraud, for willful injury to the person or property of another, or for violation of law, whether willful or negligent” as per 28-2-702, MCA. These obligations shall survive termination of this Agreement. In addition to and independent from the above, GRANTEE shall at GRANTEE’s expense secure insurance coverage through an insurance company or companies duly licensed and authorized to conduct insurance business in Montana which insures the liabilities and obligations specifically assumed by GRANTEE in this Section. The insurance coverage shall not contain any exclusion for liabilities specifically assumed by GRANTEE in this Section unless and to the extent coverage for such liability is not reasonably available. The insurance shall cover and apply to all claims, demands, suits, damages, losses, and expenses that may be asserted or claimed against, recovered from, or suffered by the City without limit and without regard to the cause therefore and which is acceptable to DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 6 the City and GRANTEE shall furnish to the City an accompanying certificate of insurance and accompanying endorsements in amounts not less than as follows: • Workers’ Compensation – statutory; • Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate; • Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate The City of Bozeman, its officers, agents, and employees, shall be endorsed as an additional or named insured on a primary non-contributory basis on the Commercial General Liability policy. The insurance and required endorsements must be in a form suitable to City and shall include no less than a thirty (30) day notice of cancellation or non-renewal. The City must approve all insurance coverage and endorsements prior to delivery of Grant funds to GRANTEE. GRANTEE shall notify City within two (2) business days of GRANTEE’s receipt of notice that any required insurance coverage will be terminated or GRANTEE’s decision to terminate any required insurance coverage for any reason. 13. Nondiscrimination and Equal Pay. GRANTEE agrees that all hiring by Grantee of persons performing this Grant Agreement shall be on the basis of merit and qualifications. GRANTEE will have a policy to provide equal employment opportunity in accordance with all applicable state and federal anti-discrimination laws, regulations, and contracts. GRANTEE will not refuse employment to a person, bar a person from employment, or discriminate against a person in compensation or in a term, condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability, except when the reasonable demands of the position require an age, physical or mental disability, marital status or sex distinction. GRANTEE represents it is, and for the term of this Agreement will be, in compliance with the requirements of the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act). GRANTEE must report to the City any violations of the Montana Equal Pay Act that Contractor has been found guilty of within 60 days of such finding for violations occurring during the term of this Agreement. GRANTEE represents that it shall not engage in discriminatory practices. A discriminatory practice occurs anytime a recipient of or applicant for services is denied services or has some other negative action taken toward that recipient or applicant because of race, DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 7 color, religion, creed, political ideas, sex, age, marital status, national origin, actual or perceived sexual orientation, gender identity, physical or mental disability. GRANTEE shall require these nondiscrimination terms of its subcontractors providing services under this Grant Agreement. 14. Public Meetings and Access to Public Records a. Meetings of GRANTEE that pertain to the receipt or expenditure of Grant funds from the City are subject to the open meeting requirements of Montana law, including those set forth in Title 7, Chapter 1, Part 41, MCA and Title 2, Chapter 3, MCA. To ensure compliance, GRANTEE will provide agendas for meetings that pertain to the receipt or expenditure of Grant funds covered by this Agreement to the City Clerk’s office no later than 72 working hours prior to meeting for notice on the City’s official posting board and any other sites deemed reasonable by the Clerk’s office. In addition, meeting minutes will be kept by GRANTEE and provided to the City Clerk’s office no later than 90 days after the meeting. These minutes shall be posted and made available to the public by the City Clerk’s office except for those minutes taken during a closed meeting in accordance with 2-3-203, MCA. Minutes taken during a closed meeting shall also be provided to the City Clerk’s office but shall be handled in accordance with the City Clerk’s regular executive session protocol and kept private in a secured cabinet. b. In accordance with 7-1-4144, MCA and subject to any applicable legal obligation to protect and preserve individual confidential or private information, upon reasonable request and at reasonable times during normal business hours, GRANTEE shall make such records available for inspection and copying by members of the public. GRANTEE may charge for such copying in accordance with the policies of the City, which GRANTEE hereby adopts for such purposes. c. To determine whether a meeting or part of a meeting may be closed to the public and to determine whether information contained in GRANTEE documents is protected by law from disclosure, GRANTEE may seek a determination of the City Attorney at no cost to GRANTEE. Such request and determination shall not create an attorney-client relationship between GRANTEE and the City. 15. Attorney’s Fees and Costs. In the event it becomes necessary for a party to this Agreement to retain an attorney to enforce any of the terms or conditions of this Agreement or to give any notice required herein, then the prevailing party shall be DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 8 entitled to reasonable attorney’s fees and costs, including fees, salary, and costs of in- house counsel to include City Attorney. 16. Integration and Modification. This document contains the entire agreement between the parties and no statements, promises or inducements made by either party or agents of either party not contained in this written Agreement may be considered valid or binding. This Agreement may not be modified except by written agreement signed by both parties. 17. Dispute Resolution a. Any claim, controversy, or dispute between the parties, their agents, employees, or representatives shall be resolved first by negotiation between senior-level personnel from each party duly authorized to execute settlement agreements. Upon mutual agreement of the parties, the parties may invite an independent, disinterested mediator to assist in the negotiated settlement discussions. b. If the parties are unable to resolve the dispute within thirty (30) days from the date the dispute was first raised, then such dispute may only be resolved in a court of competent jurisdiction in compliance with the Applicable Law provisions of this Agreement. 18. No Assignment. GRANTEE may not subcontract or assign GRANTEE’s rights, including the right to Grant payments, or any other rights or duties arising hereunder, without the prior written consent of City. 19. No Third Party Beneficiary. The terms and provisions of this Agreement are intended solely for the benefit of each party and their respective successors and assigns. It is not the parties’ intent to confer third party beneficiary rights upon any other person or entity. 20. Choice of Law. This Agreement shall be governed and construed in accordance with the laws of the State of Montana without regard to conflict of law provisions. The Parties agree to submit to the personal and exclusive jurisdiction of the courts located within Gallatin County, Montana. 21. Non-Waiver. A waiver by either party of any default or breach by the other party of any terms or conditions of this Agreement does not limit the other party’s right to enforce such term or conditions or to pursue any available legal or equitable rights in the event of any subsequent default or breach. DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Non-Profit COVID Relief Grant Agreement – Children's Museum of Bozeman, Inc. dba Montana Science Center Page 9 22. Severability. If any portion of this Agreement is held to be void or unenforceable, the balance of the Agreement shall continue in effect. 23. Counterparts. This Agreement may be executed in counterparts, which together constitute one instrument. IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year indicated below. _______________________ Date: __________ Jeff Mihelich, City Manager City of Bozeman _______________________ Date: __________ Abby Turner, Executive Director GRANTEE aturner@montanasciencecenter.org Approved as to form: _______________________ Date: __________ Greg Sullivan, City Attorney City of Bozeman DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 2/17/2021 2/17/2021 2/17/2021 Non-Profit COVID Relief Grant Agreement –Children's Museum of Bozeman, Inc. dba Montana Science Center Exhibit A Exhibit A Grant Proposal DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 COVID Non‐Profit Grant Applications  Applicant Name: Children's Museum of Bozeman, Inc. dba Montana Science Center  Amount Requested: $ 20,000  Funding Awarded:  $ 20,000  General Category:  Education  Detailed Description Submitted:  Montana Science Center (MSC) is requesting funds for adaptations  made to programs offered by the Science Center due to COVID‐19. Programs, including childcare  options, were adapted to meet the needs of the community while families navigated the need for  extensive childcare as school options flexed. Additionally, other programs were adapted for at‐home  learning during stay‐at‐home orders. These programs were adapted to encourage families to have  meaningful learning experiences while promoting staying at home when they could. Programs  adapted for home include Camp‐at‐Home videos, kits and instruction; take‐home STEAMkits; and  virtual programming on our YouTube channel. Programs adapted for childcare needs include  additional day camps, such as during Winter Break, and a weekly Science Class. Montana Science  Center also offered a free Study Hall in our computer lab as access to the internet and computer  needs increased for school aged children. All of these programs had opportunities for reduced or free  assistance in order to meet the needs of all families. Though these are all examples of ways that  Montana Science Center adapted and continue to adapt due to the pandemic, they are also ongoing  ways that MSC will continue to meet the needs of the community in the coming months. MSC will  continue to offer Science Class & Science Club, will host  Day Camps for out‐of‐school days and Spring  Break, will continue to offer the at‐home options listed above. Montana Science Center has plans to  continue all of these programs, as needed by the community, throughout 2021, and potentially  beyond that. It is MSC’s goal to develop programs that have a lasting impact on this community while  meeting the immediate needs arising from the pandemic. Science enrichment programs are critical to  school children as teachers and schools navigate new instruction platforms. Each program is designed  to meet the educational needs of families in order to support them during this time. Grant funding of  this type will also allow programs to be cost effective for families by subsidizing the income generated  by program fees.   With funding from the City, MSC will be able to offer reduced and free camp/class/program spots and  kits to families in need of financial assistance for childcare and child enrichment opportunities. A  budget of the grant request is attached and will cover costs associated with personnel (75%) ‐ the  education team; Facility costs (10%) ‐ utilities; and supplies for programs (15%) ‐ PPE, materials for  activities, printing, etc. Due to a significant closure period during COVID‐19, and the “interactive”  nature of MSC, the organization has sustained significant financial loss in 2020. Half of MSC’s annual  operating budget is provided by admissions, membership and program revenue. Recovery of this part  of the budget is at 18% of anticipated net revenue, currently.   There will be lasting implications for MSC due to a year of lost revenue, lack of access for families to  our facility, and the inability to fully contribute to our community due to the hands‐on nature of the  mission. However, this grant funding will allow us to continue the adaptations that we have made in a  meaningful way to continue our mission with the avenues available to us. For example, as classrooms  do not have access to our in‐person field trips, virtual field trips will be developed for classrooms to  tune in to, which support teachers, students and meet science standards. By pivoting our programs  throughout our closure, MSC continued the mission for STEAM enrichment programs and STEAMkits  in order to meet families needs, financial assistance for these programs is needed to continue them. A  DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 COVID Non‐Profit Grant Applications  well‐funded Science Center adds significant value to our community for local families, tourists and the  education system.   MSC’s mission to promote life‐long learning through STEAM topics lowers barriers to access to  science and technology through our programs, exhibits and at‐home activities. Students who are  given opportunities to engage in STEAM topics develop life long skills such as creativity, critical  thinking and problem solving that are critical to success as adults whether it is innovation, business  ownership, technical careers or any other career.   A community Science Center is not just a place to attract tourists and bring money to Bozeman, but it  is a gathering center for families with small children, a learning facility for families with elementary  aged children and a fun, safe haven for older children with unique interests in technology and  engineering. All of these opportunities reenforce the idea that lifelong learning and trust in science  lead to strong, vibrant communities with innovative business opportunities because of youth with  developed skills in solving real world problems through critical thinking.   This grant will allow us to continue these programs through the beginning of 2021 until we are able to  fully open our facility when the community is ready to return to our space. At that time, admissions  and memberships will begin to contribute into our operating budget. MSC is also developing a new  funding model with other small, tactile museums in our state in order to change our sustainability  model.    Attachment:  True  Contact Info:  Abby Turner 4065399004 aturner@montanasciencecenter.org  Entity Address:  2744 W. Main St. none Bozeman MT 59718  Other Entities Funding has been Requested From: Bozeman Health ‐ STEAMkits ‐ November 2020  Dennis & Phyllis Washington Foundation ‐ STEAM Field Trips ‐ April 2020 Gilhousen Foundation ‐  STEAMlab ‐ July 2020   $5,000 $20,000 $10,000  Date Submitted:  12/15/2020 9:19:00 AM  Financial Information Submitted?  True  DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25 Project Financial Summary Date:12/15/2020 Organization Name:Children's Museum of Bozeman, Inc dba Montana Science Center Prepared By:Abby Turner, Exec. Director Project/Program Title:STEAM enrichment programs - City of Bozeman CARES Act Grant Funding Total Project/Program Budget:$20,000 Grant Amount:$20,000) Grant Period:Report Due at completion of project Project Budget Total % of Total Total Notes/Description Project Expenses: * 20 Program Salaries and Wages (12,000)60%MSC staff Program coordinator, STEAMlab Coordinator and Graphic Design/Exhibit staff, no CEO salary included 21 Tech Salaries and Wages (3,000)15%MSC staff Tech (STEAMlab Coordinator) will be responsible for local video production and editing 23 Administrative Salaries and Wages (-  )0%Not included 24 Travel (-  )0%No travel anticipated due to COVID-19 restrictions 25 Supplies and Materials (500)3%General office supplies such as paper needed for running programs 26 Day Camp supplies & materials (500)3%Supplies & materials specifically for school's out Day Camps - ChildCare 27 STEAMkit supplies & materials (1,600)7%STEAMkits (150 total) with 50 kits each to provide low income families 28 Rent/Utilities/Insurance (2,000)10%Electric, phone, internet costs 29 Printing (200)1%Includes video backgrounds, flyers for schools 31 Marketing (100)0.05%Marketing includes social media, email, free DBA eblasts, etc. 32 Fund Raising (-  )0%No funds will be used for fundraising 33 Capital Expenses - 0%No capital expenses will be included 34 Prof development training (100)0.05%Child care training, First Aid renewals, etc. will be accounted for as needed 35 In-Kind (-  )0%Unsure, but volunteer time, added supplies and materials will be accessed depending on situation. Total Project Expenses (20,000)100% DocuSign Envelope ID: 3DF7476A-F7B4-414B-8413-389D3D6F1D25