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HomeMy WebLinkAboutResolution-2004-0015 RESOLunON NO. 15 SERIES OF 2004 TITLE: A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH GOCO (GREAT OUTDOORS COLORADO) TO ACCEPT A GRANT FOR THE RECONSTRUCTION OF CLEAR CREEK TRAIL WHEREAS, the City of Wheat Ridge was awarded a grant from Great Outdoors Colorado (GOCO) for $44, 100 for the reconstructIOn of the Clear Creek Trail. WHEREAS, the acceptance of the grant III the amount of $44, 100 is subject to the condItIOn of execution of the attached agreement. NOW THEREFORE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE THAT' SectIOn I: The CIty of Wheat Ridge hereby authonzes the Mayor and City Clerk to sign the grant agreement with Great Outdoors Colorado. SectIOn 2: The City of Wheat Ridge will appropriate the applicant match of $130,000 for construction. SectIon 3. ProJect must be completed by December 31. 2004 SectIon 4. Grant reimbursement WIll occur III the quarter October to December 2004 Section 5. ThIS resolution to be in full force and effect from and after ItS passage and approval. INTRODUCED, READ AND ADOPTED at a meeting of the CIty Council of the City of Wheat Ridge, Colorado on the 28th day of June, 2004 ATTEST etchen Cerven). Mayor -..__j R \ i l) I t I~)!' Ii' , July 2, 2004 Joyce Manwanng Director of Parks and RecreatIOn CIty of Wheat RIdge 7500 W. 29th Avenue Wheat Ridge, CO 80215-6797 Re' Grant Agreement for Clear Creek TraIl Replacement, GOCO log # 04496 Dear Joyce. Enclosed IS one executed grant agreement between CIty of Wheat Ridge and Great Outdoors Colorado (GOCO) for the Clear Creek Trail Replacement project. DIsbursement of funds, as Illdlcated by the grantee, has been outlllled III the grant agreement. If chosen, the optIOnal progress payment wIll be aVaIlable at the proJect's mId-completIOn pOIllt. The final payment WIll occur upon proJect completIOn, fulfillment of all terms and condItIOns of the grant agreement, and a successful desk audIt of the project documentation. See the Final Report Form (attached) for reportIng reqUIrements. Please remember grant awards are based on the IllformatlOn provlded m the applIcatIon. To ensure complIance wIth the character of the grant, grantees are reqUIred to request and submIt a ProJect ModIficatIOns Form if any matenal changes to the proJect are necessary Great Outdoors Colorado IS pleased to be a partner wIth you on thIs project, and we look forward to workIng wIth you to cOnIplete your goals. If you have any questIons about GOCO's grant adminIstratIOn process, do not hesItate to contact me at (303) 226-4522. Slllcerely, LJ~ y~ Wally Piccone Senior Program Manager Enclosure ], : I I i ~ Ii ~ \ I () I I [ \, '" I:, \. I I I "I, I' i I!, i I I I Great Outdoors Jrado Trails Grant Agreement GRANT AGREEMENT Project Title: Contract Number: Completion Date: Clear Creek Trail Replacement 04496 Prior to December 31, 2004 PARTIES TO AGREEMENT: Telephone: Facsimile: The State Board of the Great Outdoors Colorado Trust Fund 1600 Broadway, Suite 1650 Denver, CO 80202 (303) 863-7522 (303) 863-7517 Board: Address: Contact Name: Contact Title: Telephone: Facsimile: City of Wheat Ridge 7500 W. 29th Avenue Wheat Ridge, CO 80215-6797 Joyce Manwaring Director of Parks and Recreation (303) 231-1308 (303) 231-1350 Grantee: Address: Date: May 24, 2004 CONTEXT OF AGREEMENT: A. The Board is a political subdIvision of the State of Colorado, created by Artlcle XXVII of the Colorado ConstitutIOn, adopted at the November, 1992 General Election. The ConstItutIon appropriates a portion of the net proceeds of the Colorado Lottery to the Board and directs the Board to invest those proceeds in the State's parks, wildlIfe, open space and recreational resources. B In 1994, the Board created a statewlde grant program, pursuant to which elIgible entities could apply for grants from the State Trails Program, to whIch Grantee responded with a detailed apphcation (the "Project Application"). C. Grantee submitted a ProJect ApplIcatIOn whIch contemplates the execution of the Project named above (the "Project"), a copy of which is incorporated by reference and attached as Appendix A. May 25, 2004 Page 1 of 12 Great Outdoors Colorado Trails Grant Agreement D. The Board approved Grantee's ProJect ApplicatIon on March 26, 2004, subject to the executIOn of a detaIled Grant Agreement, subject to the condItIOns set forth herelll. E. Grantee anticIpates that the ProJect described III the Project Application WIll be substantIally completed no later than December 31, 2004 F Grantee has undertaken responsibIlity for obtaimng the match (funds and Ill- kmd contributIOns) described III the ProJect ApplIcatIon. G. The partIes Illtend this document to be the detaIled Grant Agreement reqUIred by the Board. The Grantee shall carry out the ProJect m accordance wIth tills agreement to be approved by the Executive DIrector of the Board ("ExecutIve Director") pursuant to thIS agreement. AGREEMENT The partIes agree as follows. 1 Grant and Project. The Board hereby grants to Grantee the sum not to exceed $44,100.00, subject to the terms of thIs Agreement. These funds shall be used by Grantee solely to complete the proJect described in Grantee's ProJect ApplIcatIOn as approved by the Board. Grantee hereby agrees to use its best efforts to complete the proJect. 2. Prolect scope. The ProJect, Clear Creek TraIl Replacement, as described m the ProJect ApphcatlOn, WIll not be matenally modIfied by the Grantee without the wntten approval of the Executive DIrector of the Board. In multI-phase proJects thIS Agreement only pertains to the identified phase of the project, and not the project as a whole. 3 InformatIon to be provided upon executIOn of this Agreement. NO FUNDS WILL BE DISBURSED BY THE BOARD UNLESS AND UNTIL THE GRANTEE FURNISHES THE BOARD WITH THE INFORMATION REQUIRED BY THIS AGREEMENT Pnor to executIOn of thIs Agreement, Grantee will submit the following mformatIon to the Board's staff: a. A resolutIOn adopted by the governlllg body of the Grantee authonzmg the executIOn of thIS agreement and approvlllg its terms and condItIOns (whIch will be attached to the Agreement as AppendIx B); b A detailed Budget and Tlmelllle for thIS ProJect (which wIll be attached to the Agreement as AppendIxes C and D, respectively). Grantee hereby agrees to promptly submit all material revisions to their Budget and Tlmeline. As proVIded further below, the Board reserves the nght at any stage of the ProJect to WIthhold fundlllg If (i) modIficatIOns to the ProJect are so substantIal as to make It, III the Board's reasonable Judgment, substantially dIfferent m qualIty or kllld from that approved by the Board, or (ii) there have been delays m the ImplementatIon of the Project whIch, III the Board's reasonable judgment, make the ProJect impractIcable; May 25,2004 Page 2 of 12 Great Outdoors Colorado Trails Grant Agreement c. Wntten eVIdence that all permIts and approvals necessary to the completion of the proJect under applIcable local, state and federal laws and regulatIons have been obtained, and d. Plans for the erectlOn of SIgnS and placards for the Project, as proVIded III SectlOn 1 O( d) below 4. DIsbursement of Funds. Pnor to the payment by the Board at the completIOn of the Project, a. The Grantee must provide the Board. (1) Written assurance the ProJect has been substantIally completed according to the budget and tIme line, along WIth Flllal Report ProJect Expenditure DocumentatIOn detaIled III AppendIx E (the "Flllal Report ProJect ExpendIture DocumentatIOn"), and reports as noted above to support this claIm, (2) Wntten assurance that no matenal modIficatIons or delays have been made or expenenced (or the Board has been advised of the modIficatlOns or delays and has elected to contlllue to partIcIpate III the fundlllg of the ProJect); (3) Wntten assurance that matchlllg fundlllg has been receIved as outlllled III the ProJect ExpendIture Documentation (or the status of efforts to secure matching fundlllg has been dIsclosed to Board staff and it has been found to be satIsfactory); and (4) Written assurance that the representatIOns made to the Board III the Project ApplicatIOn contlllue to be true (or, If there have been any matena1 changes, the Board has been adVIsed of such changes and has assented to them). b The Board will release fundlllg subJect to the followlllg conditIOns (I) Fundlllg may only be used for construction of non-motonzed recreatlOnal traIls, reconstructIon of, or enhancements to, an eXlstlllg trail or traIl system, trailhead facilities, and support for volunteers or youth employment programs on traIl work. Funding !!illY not be used to pay for mallltenance costs, non-essential engllleering or profeSSIOnal deSIgn costs, adminIstratIve costs (such as salanes assOCIated with admllllstenng the grant, office supplIes, telephone, or travel expenses), or any other costs deemed to be lllelIgible by the Board. (2) DIsbursement shall be made on the baSIS of costs lllcurred. A reduction III total project cost or grantee's matchlllg funding may cause a proportIOnal reductIon III the grant award. May 25, 2004 Page 3 of 12 Great Outdoors Colorado Trails Grant Agreement (3) Payment of the contract amount subJect to the provisions of this agreement will be made upon substantIal completlOn of the Project, and submIssion and approval of the ProJect ExpendIture Documentation and the mformatlon reqUIred by paragraphs 3 (Information to be provided upon execution of thIs Agreement) and 4 (Disbursement of Funds) The Board shall dIsburse the funds for the Grant as follows. $ 44,100 00 dunng $e quarter from ~ October to December 200'b This relmbursement schedule IS a reflectIon of the scenano chosen by CIty of Wheat fudge for payment on the Clear Creek Trail Replacement, #04490 (4) Grantee shall submIt a wntten request for reimbursement as outlllled III the Project Expenditure DocumentatIOn pnor to December 31, 2004. Projects are conSIdered completed when all facIlIties and/or trails are built. FaIlure to submIt the request for reimbursement WIthin the speCIfied time penod may result in reductIOn or loss of grant dollars even if there are undIsbursed amounts remallling III the grant. 5 Waiver. The ExecutIve Director may waive one or more ofthe oblIgatIons in paragraphs 3 and 4 of the Agreement, or may require performance of one or more ofthese obhgations subsequent to disbursement. 6. Project operatIon and mallltenance. Grantee agrees. a. Grantee or Its successor will operate and mallltalll the ProJect facilIties in a reasonable state of repaIr for the purposes speCIfied III the Project ApphcatIon for not less than 25 years, in accordance WIth generally accepted standards III the parks/recreatIOn/wIldlife communIty The parties understand and agree that the Board shall not be lIable for any cost of such mallltenance, management or operatIOn. b. Grantee will, upon request, prOVIde the Board WIth the operating and mallltenance costs of the ProJect, and gIve the Board appropriate mformation concerning the use of the Project by the publIc and the lmpact of the ProJect. 7. ComplIance WIth regulatorv reqUIrements and federal and state mandates. The Grantee hereby assumes responsibilIty for complIance WIth all regulatory reqUIrements in all applIcable areas, Illcluding but not lImited to nondIscnmlllation, worker safety, local labor preferences, preferred vendor programs, equal employment OppOrtunlty, use of competitive biddmg, and other SImIlar requirements. To the extent permItted by law, the Grantee Wlll Illdemmfy the Board from any hability for any failure to comply WIth any such apphcable reqUIrements. 8. PublIc access. Grantee agrees, for ltself and Its successors m mterest, to allow reasonable access to the members of the publIc to the ProJect. May 25, 2004 Page 4 of 12 Great Outdoors Colorado Trails Grant Agreement 9. Nondlscrimlllation. During the performance oftlus agreement, the Grantee and its contractors shall not unlawfully dlscrimmate agalllst any employee or applIcant for employment because ofrace, relIgion, color, natIOnal origm, ancestry, physIcal handIcap, medIcal condItIOn, mantal status, age or sex. The Grantee and Its contractors shall ensure that the evaluatIOn and treatment of their employees and applicants for employment are free of such discnminatlOn. 10 PublicIty and Proiect InformatIon. Grantee agrees. a. Grantee shall acknowledge Board fundlllg m all publICIty Issued by it concemlllg the ProJect; b Grantee shall cooperate WIth the Board III prepanng publIc IllformatIon pICces, c Grantee shall gIve the Board the right and opportunity to use mformatlOn gallled from the ProJect; d. Grantee shall erect a SIgn at a VIsible location on the ProJect sIte acknowledglllg the assIstance of Great Outdoors Colorado and the Colorado Lottery Such SIgnS can be obtallled through Great Outdoors Colorado, or the Board WIll proVIde reproducible samples of its logo to the Grantee for custom SIgnS. If a custom SIgn IS deSIred, plans describmg the number, deSIgn, placement, and wording of signs and placards shall be submItted to the Board for review and approval pnor to completIon of the Project. Final payment may be WIthheld by the Board pendlllg placement of slgnage III the manner approved by the Board; e Grantee shall gIve the Board 30-day notIce of and opporturnty to partICIpate III Project dedIcatIons; f. Grantee shall give tImely notIce of the Project, ItS lllauguratlOn, SIgnIficance, and completIon to the local members of the Colorado General Assembly, members ofthe board of county commISSIOners of the county or counties m whIch the ProJect IS located, as well as to other appropriate public offiCIals; and g. Grantee shall proVIde qualIty photographs or slIdes of the proJect upon completion If requested by Great Outdoors Colorado 11. AudIts and Accounting. Grantee shall mallltalll standard financIal accounts, documents, and records relatmg to the use, management, and operatIon of the ProJect. The accounts, documents, and records related to the ProJect shall be retallled by the Grantee for five (5) years followlllg the date of dIsbursement of funds under thIS Agreement. The Board, or ItS deSIgnated agent, shall have the right, upon reasonable notIce to the Grantee, to audIt the books and records of Grantee whIch pertalll to the ProJect and to the use and dIspOSItIOn of Board funds. The Grantee may use any accountIng system whIch follows the gmdelllles of "Generally Accepted Accountlllg PractIces" publIshed by the Amencan InstItute of CertIfied Public Accountants. May 25,2004 Page 5 of 12 Great Outdoors Colorado Trails Grant Agreement 12. Withdrawal of Board fundlllg. The Board may wIthdraw its approval of fundlllg to the Grantee and cease funding of the Project If, in its sole dIscretIOn, It determmes condItIOns have occurred whIch fundamentally change the expectations of the parties or whIch make the grant Illfeasible or Impractical. 13. Grantee's inabIlIty to complete Project. rfthe Grantee determllles WIth reasonable probabilIty that the Project will not or cannot be completed as reflected in the ProJect ApplIcation the Grantee WIll promptly so adVIse the Board, and cooperate III good faith with respect to alternatIve solutIOns to the problem before any further funds are advanced. 14. Inspection. Throughout the term of this Agreement, the Board shall have the right to Illspect the ProJect area to ascertain complIance WIth thIS Agreement. 15 Governmental Immunity. The following provISIon applIes to the Board. ThIS prOVISIon may apply to the grantee If the grantee qualifies for protectIon under the Colorado Governmental ImmUnIty Act, C.R.S 924-10-101 et seq The PartIes by entenng Illto the Illstant agreement, do not waIve or Illtend to waive by any proviSIOn of thIs agreement, the monetary lImItatIOns (presently $150,000 per person and $600,000 per occurrence) or any other rights, ImmunItIes, and protections provided by the Colorado Governmental ImmunIty Act, C.R.S. 924- 10-101 et seq., as It IS from tIme to tIme amended, or otherwise available to the Grantee, its successor, employees, officers or agents. 16 LIabIlIty To the extent permItted by law, the Grantee shall be responsible for, Illdemmfy and hold harmless the Board, ItS officers, agents and employees from any and all lIabilitIes, claims, demands, dll1llages or costs resulting from, growlllg out of, or m any way connected WIth or inCIdent to thIS Agreement, except for the gross neglIgence or willful and wanton conduct of the Board ItS officers, agents, or employees. Grantee hereby waives any and all nghts to any type of express or ImplIed Illdemmty or nght of contributIon from the State of Colorado, the Board, ItS officers, agents or employees, for any lIabilIty resultlllg from, growmg out of, or III any way connected WIth or Illcident to thIS Agreement. 17 ASSIgnment. Grantee may not assIgn ItS nghts under this Agreement without the consent of the Board. 18 Good faIth. There IS an oblIgatIOn of good faIth on the part of both parties, Illcludlllg the oblIgation to make timely communicatIon of information whIch may reasonably be belIeved to be of Illterest to the other party 19 ApplIcable Law Colorado law applies to the interpretatIOn and enforcement of thIs Agreement. 20 Independent Contractor Grantee IS an Illdependent contractor actmg in ItS separate capacIty and not as an officer, employee or agent of the Board. May 25,2004 Page 6 of 12 RESOLUTION NO. 15 SERIES OF 2004 TITLE: A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH GOCO (GREAT OUTDOORS COLORADO) TO ACCEPT A GRANT FOR THE RECONSTRUCTION OF CLEAR CREEK TRAIL WHEREAS, the City of Wheat Ridge was awarded a grant from Great Outdoors Colorado (GOCO) for $44,100 for the reconstruction of the Clear Creek Trail. WHEREAS, the acceptance of the grant in the amount of $44,100 is subject to the condition of execution of the attached agreement. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF WHEAT RIDGE THAT: Section 1: The City of Wheat Ridge hereby authorizes the Mayor and City Clerk to sign the grant agreement with Great Outdoors Colorado. Section 2: The City of Wheat Ridge will appropriate the applicant match of$130,000 for construction. Section 3: Project must be completed by December 31, 2004. Section 4: Grant reimbursement will occur in the quarter October to December 2004. Section 5: This resolution to be in full force and effect from and after Its passage and approval. INTRODUCED, READ AND ADOPTED at a meeting of the City Council of the City of Wheat Ridge, Colorado on the 28th day of June, 2004. ATTEST' Great Outdoors Colorado Trails Grant Agreement 21 Subiect to Annual AppropnatlOn. Any provision of this agreement or Its attachments whIch impose upon Grantee, dIrectly or indIrectly, any financial oblIgation whatsoever to be performed or whIch may be performed III any fiscal year subsequent to the year of executIOn of thIS agreement lS expressly made contmgent upon and subject to funds for such financIal oblIgatIOn be appropnated, budgeted and otherwise made available. 22. SeverabilIty. If any provIsIon of the Grant Agreement, or the applicatlOn there of is found to be Illvalid, the remainder of the provisions of this Grant Agreement, or the applicatIOn of such provision other than those as to which It is found to be mvalId, shall remalll III full force and effect. 23 Entire Agreement. Except as expressly provided herelll, thIs Agreement constltutes the entlre agreement of the partIes. No oral understanding or agreement not Illcorporated in thIS Agreement shall be bmdmg upon the partIes. No changes III thIS Agreement shall be valid unless made as an amendment to thIS contract, approved by the Board, and SIgned by the parties III thIS Agreement. Dated: ~kyD\ THE GREAT OUTDOORS COLORADO TRUST FUND '/ Dated. \ P/,{.ii.!L/ GRANTEl City of Steambollt Spriogs UJ iy-;c + ( I J Ij t.... I ('/-/ l By' ley', ~ r' , U-<-I \..J<--L1:L~~J /J^ .?\D jc;{';/y Title' ./ )l? C{ ,J' c\ (' May 25, 2004 Page 7 of 12 Great Outdoors Colorado Trails Grant Agreement APPENDIX A PROJECT APPLICA nON Clear Creek TraIl Replacement May 25, 2004 Page 8 of 12 Colorado State Parks Trails Program Grant ApplicatIOn on file @ GOCO Great Outdoors Colorado Trails Grant Agreement APPENDIX B RESOLUTION Clear Creek TraIl Replacement May 25,2004 Page 9 of 12 Great Outdoors Colorado Trails Grant Agreement APPENDIX C BUDGET Clear Creek Trail Replacement May 25, 2004 Page 10 of 12 e .. o ~ ...... QJ ell "0 = ~ (l) bIl "0 PZ 0 0 0 \C r-- ..:i 0 lI'J l/') t-- ..:i II) 0 0 0 .... ...,. Iri ",. 0'1 ~ 0 ..... ~ ~ ...,. 0 II) 0 CO E- ..... 0\ l/') E- " " ~ 0 CO " ..; q \0 ~ M .... " t"'l 0 ~ 0 0 0 " ...,. E- ",. N N N N II) \,0 0 "" \0 0\ E- .... 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E-< ~ (l) (l) ..... u 8 ~ U Construction Budget Clear Creek Trail Improvements Date: 5/5/2004 DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL Base Proiect (Main Trail) Mobilization / Demobilization 1 LS $ 9,600.00 $ 9,600 00 Demo / Mill Existing Trail 4336 SY $ 1.20 $ 5,203.20 Removal & Disposal of Concrete Slabs 79 SY $ 8.20 $ 647 80 Removal & Disposal of Concrete Apron 15 SY $ 10 00 $ 150 00 Embankment Material 380 CY $ 1550 $ 5,890 00 Subqrade Reconditioning & Preparation 5248 SY $ 1 50 $ 7,872 00 Clearinq & Grubbing 2124 SY $ 2.00 $ 4,248 00 Concrete Trail Paving - 6" Depth 5182 SY $ 1900 $ 98,458.00 Concrete Trail Paving - 8" Depth 67 SY $ 38.00 $ 2,546.00 3'-0" Toe wall @ side of trail 418 LF $ 1050 $ 4,389 00 Slope Pavinq @ Pedestrian Bridqe 6 SY $ 2700 $ 162 00 Silt Fence 1015 LF $ 1 40 $ 1,421 00 Type C Inlet 1 EA $ 1,79500 $ 1,79500 18" RCP Culvert 25 LF $ 25.00 $ 625.00 Concrete Headwall 1 LS $ 380 00 $ 380.00 18" Grouted Riprap 10 T $ 4900 $ 490 00 30" Boulders 12 EA $ 41 00 $ 492 00 36" Boulders 5 EA $ 51 00 $ 255.00 Detour Siqns 47 EA $ 80.00 $ 3,760.00 Temporary Gravel Trail 878 SY $ 3.75 $ 3,292.50 Disposal of Existing Asphalt 383 SY $ 5.00 $ 1,915.00 Construction Fencing 4481 LF $ 1.00 $ 4,481 00 Tree Root Bridqes 5 EA $ 850.00 $ 4,250.00 Utility Locating 1 LS $ 575 00 $ 575 00 Materials TestinQ 1 LS $ 6,500.00 $ 6,500 00 Construction StakinQ 1 LS $ 5,500 00 $ 5,50000 BTOTAL $ 174,897.50 Mile Hi Youth Corp $5,000 00 ReseedinQ $2,25000 Base Proiect Construction Manaqement $21,70000 SUBTOTAL $28,950.00 I TOTAL $203,847.50 Great Outdoors Colorado Trails Grant Agreement APPENDIX D TIMELINE Clear Creek Trail Replacement May 25, 2004 Page 11 of 12 s ,... ~ ~ ~ e .... - ~ s .... t-' \--- Ij) co ~ 61, ~ ~ ~ 4-< o ~ G \ B Ij) ~ u ro .- g- et. 8 ... f-' .:t, Ij) ... u 'ia ~ u ---- \Ol ~ c:> ~ o -;;;r c: o ~ u tP ._ :E. 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'3 et'$e~~ "2- "'G DO 0 "" "<:l~ '" So u ~ "" -..."...~-'> o~"'C,~'C p.~t'$o_ ~?<O)~~ t'$ ~ ~ C "'~ ~ed~~ 5,-%~~'Cl ~..otn~~ =: o'd .;:: '::' '0' ~~~~'s..\ e.;:: l\.l ';:'_ ..... 0 00 ;::. -a to-' "-B. ~ ~ -- Great Outdoors Colorado Trails Grant Agreement APPENDIX E FINAL REPORT PROJECT EXPENDITURE DOCUMENTATION Clear Creek Trail Replacement May 25,2004 Page 12 of 12 R Local Government Final GREAT OUTDOORS COLORADO Report Form Project Title: Grant Agreement No: Contact Name and Phone No Grantee (Sponsormg EntIty). Grantee Contact and Address. Amount of Payment Requested. GRANT AMOUNT CASH MATCH. IN-KIND MATCH. TOTAL PROJECT COST REIMBURSEMENT OF GRANT IS MADE UPON PROJECT COMPLETION AND SUBMISSION OF THE FOLLOWING ITEMS: 1) Approved Project Budget; 2) Actual Project Budget; 3) Expense Worksheet; 4) Copies of invOlces for all cash expendItures over $1,000; 5) Authorized accounting statement verifymg all expenditures, signed by finance department 6) Statements detailmg the value of donated services/materials/equipment (In-Kmd); 7) PIcture of the completed project, WIth installed Lottery signage. FURTHER INSTRUCTIONS LOCATED ON PAGE 2. Please read the following statement, sign and date below to verify its accuracy. 1 The grantee IS in compliance with the terms and condItions of the GOCO Grant Agreement. 2. All project documentation is true and accurate reflecting only those eligible costs mcurred and paid to date as described m the project application approved by the Board. The grantee certIfies that it has on file inVOIces, receipts, contracts, and/or proof of payment for the costs incurred and will mamtam those records for mspection by GOCO or GOCO's auditors for a period of five years, in accordance WIth the GOCO Grant Agreement. By' Date' Pnnted Name' Title Page 1 A TT ACHMENT INSTRUCTIONS Local Government Grant Final Report APPROVED PROJECT BUDGET (#1 ). SubmIt a copy of the budget that was mcluded WIth the signed grant agreement. ACTUAL PROJECT BUDGET (#2). The budget should Identify the actual costs of the project versus what was approved. Use the same budget categories as in the approved budget. We do not expect the actual budget to be the same as what was budgeted, as the total cost is often higher than expected. Include onlv ELIGIBLE prolect expenses as stated in the GOCO Local Government appltcation. Some inelIgible Items include: administratIve or travel expenses, non-fixed assets (purchase of tools or equipment), and design, architectural and engineering fees (50% of the total design/engmeering cost IS allowed) Any items omitted from the approved budget should have been preVIOusly approved by GOCO staff, however please provide a written explanation of why these items were removed and include it with this report. EXPENSE WORKSHEET (#3). The expense worksheet IS a finanCIal breakdown of your actual budget and assists GOCO staff in locating corresponding finanCIal documentation. Include columns for budget category, vendor/description, check number(s}. GOCO amount, applicant/partner cash amount, in-kind amount, and total. Each Ime should be labeled to so that the correspondmg financIal attachments (inVOIces, in.kind statements, and the accounting statement) can be located (I.e. A, B, C) INVOICES AND VERIFICATION OF PAYMENT (#4 and #5). Enclose mvoices or purchase orders for all cash expenditures. It IS very Important that all inVOIces are labeled to correspond with the expense category on your Expense Worksheet. Enclose a certIfied accounting statement, signed by the finance department. Label the expenses and mdicate how each ties dIrectly to the invoices or purchase orders to demonstrate that the Item has been paid. Please mclude project-related expenses only If necessary, identIfy project expenses from non-project expenses when an mvoice or payment incorporates both. IN-KIND DOCUMENTATION (#6). To demonstrate m-kind contributions oflabor, matenals and/or eqUipment: 1) attach mVOlces or letters from a vendors identifymg the value of the donated Items, and/or 2) mclude a wntten summary of the m-kind contributIOns. For staff labor, mclude a summary how the value was obtamed (number of hours, number of workers, rate per hour, etc.) Please label the m-kmd breakdown(s) to correspond with an expense category on the Expense Worksheet. PICTURES (#7 and #8). ProVIde picture(sl of the completed project and of GOCO signage If you have not yet ordered or received your sign, please indicate the expected completIOn date. To order a free sign from GOCO, please contact Nate Forst at (303) 226-4531 to request a Slgnage Order Form Page 2 OVER DUE GRANTS POLICY In December 2001, the GOCO Board adopted a new polIcy for overdue grants with the obJectlve ofreducing the balance of over due grants and preventlllg thIS balance from Illcreaslllg m the future. This pol1cy was developed in part because of concern expressed from the LegIslative Audit Committee about GOCO's cash balance. ProJects that are awarded GOCO funds were selected based on the applicant's representation that the proJects were urgent and or/ready to go GOCO applIcatIOns and contracts state that the appl1cant IS to complete proJects wlthlll a 24-month tIme frame. As part of our fidUCiary responsibilIties, GOCO staff routlllely evaluates proJect status on all approved grants and will be dIlIgent III enforcmg thiS polIcy. The following are procedures that Impact the Local Government Grant Program: 1. Grant Agreement The grant agreement will be sent out wlthm 60 days after grant award. 2 Current Grant The grant WIll remain current for 24 months after the grant award date. The grantee has 24 months to complete the project and submIt the Flllal report. The "due" date IS the date the Final Report IS due 3. Over Due Grant A grant IS conSIdered overdue ifthe Final Report IS not receIved by the "due" date. A de-authonzatlOn-warnlllg letter Will be sent to grantee no later than 60 days after the Original Due Date. 4. Extension Request Grantee may request a staff extensIOn of up to 90 days. The extensIOn must be receIved III wntmg, stating the reasons for the request, 30 days before the due date. 5. Board Extension Grantee may request a Board extensIOn after the 90-day staff extensIOn. ThIS request must be III wntlllg, statmg the reasons for the request, 30 days before expIratIon of the staff extensIOn. Please contact Wally PIccone at 303-226-4522 or Aimee Wesley at 303-226-4522 If you anticIpate that the proJect WIll not be completed on the scheduled due date or if you have questIons.