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HomeMy WebLinkAbout30 Adventure Scientists - Final Agreement Non-Profit COVID Relief Grant Agreement – Adventure Scientists Page 1 NON-PROFIT COVID RELIEF GRANT AGREEMENT Adventure Scientists 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 Adventure Scientists, a non-profit business located at 407 W Main St, Bozeman, MT 59715 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, Adventure Scientists submitted an application for a Non-profit COVID Relief Grant and was awarded a grant of $20,000 to assist in providing Environmental 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 operational support to continue scientific data collection efforts to support research and projects, 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. Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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 Environmental 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 Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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, Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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 Gregg Treinish, Founder/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. Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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 Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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, Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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 Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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. Non-Profit COVID Relief Grant Agreement – Adventure Scientists 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: __________ Gregg Treinish, Founder/Executive Director GRANTEE gregg@adventurescientists.org Approved as to form: _______________________ Date: __________ Greg Sullivan, City Attorney City of Bozeman Non-Profit COVID Relief Grant Agreement –Adventure Scientists Exhibit A Exhibit A Grant Proposal COVID Non‐Profit Grant Applications  Applicant Name: Adventure Scientists  Amount Requested: $ 20,000  Funding Awarded:  $ 20,000  General Category:  Environmental  Detailed Description Submitted:  Adventure Scientists is a Bozeman‐based 501(c)(3) nonprofit  organization dedicated to equipping scientific leaders with project planning and data collection  services to accelerate their ability to combat environmental and human health issues. In addition to  project design and infrastructure development, Adventure Scientists recruits skilled, carefully  screened volunteers from the outdoor community, who can collect data anywhere, at any scale.   In March, we hit pause on all field operations due to COVID‐19. We built and added safety modules to  all of our trainings as well as our field and shipping protocols. We transitioned our team of 14 to  home offices, adapted our  office for limited use, and held team‐wide scenario planning and strategic  sessions to ensure we remain viable for years to come. From these sessions, we increased visibility of  our project design and build services, which don’t require field data collection. We also temporarily  revamped our service model to help scientists whose field seasons were affected. And, we dialed back  our 2020 projections for existing projects.In July, we began carefully reopening field operations. Now,  with risk management protocols in place and our organizational systems adjusted accordingly,  volunteers remain active in select locations. The safety of our volunteers and community remains our  first priority, and we are continually monitoring and responding to federal, state, and local  guidance.In Montana, volunteers were active on two projects this year, which we plan to continue in  2021:  ‐ Our long‐distance road cyclists collected GPS‐tagged data on roadkill along state and federal  highways. The information––including photos, species ID, location, road conditions, nearby  infrastructure, and other key data points––informs the planning, permitting, and design of new and  upgraded wildlife‐vehicle collision mitigation structures. This year, 179 cyclists collected more than  3,000 wildlife and roadkill observations to inform mitigation efforts and save lives by reducing  collisions.  ‐ Our Wild and Scenic Rivers (WSR) volunteers (runners, hikers, bikers, and more) surpassed our water  quality sampling goal for the year. The vast majority of rivers within the WSR system have an  unassessed, unknown, or impaired water quality status––and the good water quality status of other  rivers may be based on assumptions or outdated data.   Filling these data gaps empowers managers in charge of these rivers to preserve water resources that  support wildlife, recreation, fishing, and safe drinking water. Critical research has been severely and  unavoidably impacted this year and yet, we were able to continue operations, albeit on a limited  basis. We are proud to be able to remain resilient, adaptable, and able to serve the scientific  community and support our team and community in Bozeman.   Now, we are seeking support from the City of Bozeman to invest in team resilience and development.  Creativity, optimism, and persistence are a few of our organizational values we lean on every day. Our  values help us draw strength to tackle the often daunting environmental and human health  challenges we focus on at Adventure Scientists. We are working to ensure that we will emerge from  this shared experience with a resilient organization and an even stronger appreciation of the critical  COVID Non‐Profit Grant Applications  importance of science and the scientists who are working to tackle all of the major challenges we  face, every day.     Attachment:  False  Contact Info:  Merrill Hallett 4066243320ext.705 merrill@adventurescientists.org  Entity Address:  407 West Main Street 8 Bozeman MT 59715  Other Entities Funding has been Requested From: The Tecovas Foundation Outdoor Research  Tomchin Family Foundation CLIF Bar Family Foundation   $50,000 $50,000 $10,000 $5,000  Date Submitted:  12/18/2020 12:12:00 PM  Financial Information Submitted?  True