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Non-Profit COVID Relief Grant Agreement – HRDC District IX,
Inc. Page 1
NON-PROFIT COVID RELIEF GRANT AGREEMENT
HRDC District IX, Inc.
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 HRDC District IX, Inc., a non-profit business
located at 32 S Tracy Ave, 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, HRDC District IX, Inc. submitted an application for a Non-profit COVID Relief Grant
and was awarded a grant of $269,167 to assist in providing housing 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 Two hundred and
sixty-nine thousand, one hundred and sixty-seven dollars ($269,167) from its General
Fund (the “Grant”) pursuant to the payment terms in Section 4.
2. Use of Grant Funds. Grant funds in the amount of up to Two hundred and sixty-nine
thousand, one hundred and sixty-seven dollars ($269,167) will be used by GRANTEE for
responding to homelessness within our community. This response may exist in many
forms and will include, but is not limited to: diversion services, landlord negotiations
and repayment plan services, housing search and placement, rental, deposit and utility
assistance, housing stabilization services, shelter services and voucher components for
alternative housing solutions as needed. This breadth of services will allow the Grantee
to respond to the increased number of people experiencing homelessness, living in
campers or RVs or other places not meant for human habitation, the number of families
that will face eviction at the end of the eviction moratorium, and the case management
to connect individuals and families to services that will support them on their path to
stabilization.
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Non-Profit COVID Relief Grant Agreement – HRDC District IX,
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This breadth of services will also allow the Grantee to provide a continued and
anticipated increasing response to those at risk of becoming homeless in our community
as well as meet the needs of those members of our community already experiencing
homelessness. These funds will support additional staff members designated to help
community members navigate these new challenging waters, to conduct street
outreach, to provide direct support and to create and implement unique and innovative
housing solutions for the new increase in persons residing in campers, cars, RVs, etc, 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
March 31, 2022.
4. Payment of Grant Funds. The City agrees to disburse to GRANTEE Two hundred and
sixty-nine thousand, one hundred and sixty-seven dollars ($269,167) as follows:
a. $69,167 upon execution of contract, to be applied to retiring bridge financing
debt, and
b. $50,000 paid each quarter, on March 31, 2021, June 30, 2021, September 30,
2021, and December 31, 2021.
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
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Non-Profit COVID Relief Grant Agreement – HRDC District IX,
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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 Housing 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 April 15, 2022, 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
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.
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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,
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;
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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 Heather Grenier, President and CEO 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.
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.
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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
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
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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,
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
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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
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.
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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.
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: __________
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Non-Profit COVID Relief Grant Agreement – HRDC District IX,
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Heather Grenier, President and CEO
GRANTEE
CEO@thehrdc.org
Approved as to form:
_______________________ Date: __________
Greg Sullivan, City Attorney
City of Bozeman
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Non-Profit COVID Relief Grant Agreement –HRDC District IX,
Inc. Exhibit A
Exhibit A
Grant Proposal
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COVID Non‐Profit Grant Applications
Applicant Name: HRDC District IX, Inc.
Amount Requested: $ 200,000 + bridge loan debt funding
Funding Recommendation: $ 269,167
General Category: Housing
Detailed Description Submitted: HRDC’s COVID‐19 response has included, but has not been limited
to: leasing a hotel to provide shelter in place space for the duration of the stay at home order;
meeting food needs for our community both through the distribution of a week’s supply of food
through our Gallatin Valley Food Bank (which experienced a 70% increase at the onset of the
pandemic) and through administering the Summer Food Service Program for the School Districts to
access state reimbursement for meals provided; creating a shop for a senior program where we
connected donors and volunteers to area seniors with food; medication and other essential supply
needs; transitioning our transitional housing for youth home into a supportive learning environment
to ensure our youth could meet their graduation goals; maintaining all public and para transit services
to ensure our frontline workers could get to work and our community members could get to
necessary medical treatments; and providing virtual preschool to ensure our vulnerable children
begin school prepared for success.HRDC’s funding request includes funding for our continued COVID‐
19 pandemic response, in particular, our food and shelter response.
At present, HRDC has incurred $2,572,956.59 in COVID‐19 specific expenses. These are offset by
revenues generated of $2,297,695.04 from private grant, state grant, federal grant, and payroll
protection program funding. This leaves a balance of $275,261.55 in expenses to cover, which have
generously been covered by donors in our community. These costs do not include the acquisition of
a local hotel facility that has provided and continues to provide shelter in place space for our high risk
community members without housing (over age 65 and/or with underlying health conditions),
medically necessary hotel stays for persons being discharged from care facilities, as well as quarantine
and isolation space for Gallatin County residents who do not have sufficient space at home to safely
quarantine or isolate, and temporary housing for families without homes. This community facility
was acquired at $1,950,000. Long‐term financing has been secured for 75% of this acquisition cost,
however 25% of the financing in place provides only temporary bridge financing. This facility is
serving multiple critical needs in our community now and we hope can provide supportive housing
options for our community in the future. At present, only a handful of supportive housing units exist
in the Bozeman community.
As most are aware, our community’s housing supply was behind and at risk prior to COVID‐19 and
with the surge of people relocating to less populated areas, has been completely exhausted. Median
home prices have soared to record levels and many have been displaced.
HRDC seeks funding to continue to respond to both community challenges of homeless prevention
and rapid rehousing. This response will exist in many forms and will include, but is not limited to:
diversion services, landlord negotiations and repayment plan services, housing search and placement,
rental, deposit and utility assistance, housing stabilization services, shelter services and voucher
components for alternative housing solutions as needed. This breadth of services will allow us to
respond to the increased number of people experiencing homelessness, living in campers or RVs or
other places not meant for human habitation, the number of families that will face eviction at the end
of January 2021 at the sunset of the eviction moratorium, and the case management to connect
individuals and families to services that will support them on their path to stabilization. The provision
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COVID Non‐Profit Grant Applications
of these services is critical to our community in both preventing further increases in our homeless
population as well as instilling long term solutions. HRDC has seen an increase in requests for
assistance of this type for more than 900 new households. Once the eviction moratorium is sunset,
we anticipate this number to double if not triple.
When the state was able to administer their short term housing support, they looked to HRDC to be
the on the ground partner to connect families in need to available supports, this is one of the roles we
can continue to play for our community as new resources are rolled out. At the federal level, there
are an estimated 30‐70 million households behind on their rent, and $25 billion in funding is pending.
For the state of Montana, more than 10,000 households are behind on their rent.
HRDC is requesting $200,000 in funding to provide a continued and anticipated increasing response to
those at risk of becoming homeless in our community as well as meet the needs of those members of
our community already experiencing homelessness. These funds will support additional staff
members designated to help community members navigate these new challenging waters, to conduct
street outreach, to provide direct support and to create and implement unique and innovative
housing solutions for the new increase in persons residing in campers, cars, RVs, etc. Personnel costs
(two full time employees) are estimated to equal $100,000. Direct support (i.e. vouchers for hotel or
camping space, payment of relocation costs, utility deposits, etc.) are estimated to equal $100,000.
Financial support for rental assistance will be provided by a combination of existing resources (CARES
ACT) and anticipated resources from new COVID‐19 relief funding.
HRDC also kindly requests consideration of any funding to help offset the temporary bridge financing
in place for the acquisition of the new facility. Additional information for any items referenced herein
will be provided upon request.
Attachment: True
Contact Info: Heather Grenier 4065874486ext.4891 hgrenier@thehrdc.org
Entity Address: 32 S Tracy Avenue n/a Bozeman MT 59715
Other Entities Funding has been Requested From: Private Foundation Support State CARES Grant
Support Federal CARES Grant Funding Payroll Protection Program/SBA $160,033.50 $343,000
$1,387,661.54 $407,000
Date Submitted: 12/29/2020 1:47:00 PM
Financial Information Submitted? True
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