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Home My WebLink About2016-07-06 PACKET 07.F. Cottage J Grove ��er� Pride and Qro�P�rity Me�t Clt�/ COUI'1CII CONSENTAGENDA Acfion Request Form �'F' Meeting Date 7/6/2016 Department Administration Title of Request SHIP Grant for Health in Comprehensive Planning Staff Recommendation Execute the contract with Washington County for the SH I P Living Healthy in Washington County for the Health in Comprehensive Planning Grant, award totaling $15,000. ATTACH MENTS: Description Type Upload Date Cover Memo Cover Memo 6/29/2016 SHIP Grant Contract and Workplan Backup Material 6/29/2016 Cottage � Grove �here Pride andPcOSPerity Meet To: Honorable Mayor and City Council From: Becky Ahlvin, Management Assistant-Administration Date: June 29, 2016 Subject: SHIP Grant for Health in Comprehensive Planning I ntroduction/Background In May, staff applied to SHIP Living Healthy in Washington County for the Health in Comprehensive Planning Grant. The grant is comprised of three areas: Community Engagement, Healthy Food Access, and Active Living. Each section has a maximum award of$5,000. The City of Cottage Grove has been awarded the maximum amount in each section for a total of$15,000. Attached to this memo is the contract and workplan, which have been approved by the Washington County Attorney's office and the Minnesota Department of Health. The workplan includes surveying businesses and the 60+ population, as well as administering the survey at various community events. The feedback received from the survey results, as well as Stantec's analysis on healthy food access and active living, will be incorporated into the final Comprehensive Plan. Recommendation Execute the contract with Washington County for the SHIP Living Healthy in Washington County for the Health in Comprehensive Planning Grant, award totaling$15,000. • Was gton CONTRACTNO. �v�un� oEPT. Public Health & Environment SERVICE CONTRACT Date June 14.2016 Vendor Name: Citv of Cottaqe Grove Cost $15.000 Address 12800 Ravine Parkwav South Cottaqe Grove, MN 55016 Scope of Service Vendor shall address Active Living and Healthy Food strategies for city comprehensive plans that are covered under the Statewide Health Improvement Program(SHIP)grant for Washington County by the Minnesota Department of Health (MDH)funding as well as perform the duties set forth in this agreement and in Attachment A and at a cost set forth in Attachment A_ 1.T@�Ill Of Aq�2@�1@Ilt The term of this agreement shall be from date of final siqnature through 10/31/16 with the ootion to renew for one additional vear. 2.Ifldefllfl lf CBtlOf1 Notwithstanding any other provision to the contrary,the contractor agrees to indemnify,defend and hold harmless the County,its officers, employees and agents for any and all claims arising out of the contractor's activities related to the services provided under this agreement. 3. II1SUf8f1C@ R2QUIf2f11@�tS The Contractor/Consultant agrees that in order to protect itself,under the indemnity provisions set forth above,it will at all times during the term of this agreement keep in force policies of insurance providing the following checked-off liabilities,in an amount equal to the Count�ls liability limits set foRh in Minnesota Statute Chapter 466 and the workers compensation requirements in Minn.Stat.Chapter 176. The Contractor/Consultant agrees as a condition subsequent to increase the required insurance coverage as the liability limits in section 466.04 increase. Nothing in this Agreement shall constitute a waiver by the County of any statutory limits upon liability. Prior to the effective date of this Agreement,the ContractorNendor/Consultant will furnish the County with a current and valid proof of insurance certificate indicating insurance coverage in the amounts required by this agreement. This certificate of insurance shall be on file with the County throughout the term of the agreement.As a condition subsequent to this agreement,ContractodVendodConsultant shall insure that the certificate of insurance provided to the County will at all times be current. The parties agree that failure by the ContractorNendor/Consultant to maintain a current certificate of insurance with the County shall be a substantial breach of the contract and payments on the contract shall be withheld by the County until a certificate of insurance showing current insurance coverage in amounts required by the contract is provided to the County.Any policy obtained and maintained under this clause shall provide that it shall not be cancelled,materially changed,or not renewed without thirty days notice thereof to the County. �General Liability ❑ Professional Liability ❑Automobile Liability � Worker's Compensation(if applicable) ❑ Hired/Non-Owned Liability ❑ Insurance Requirements Waived,except for Workers Compensation 4. D8t8 P�IVBCV All data collected,created,received,maintained or disseminated for any purpose by the activities of the contractor,because of this agreement shall be govemed by the Minnesota Government Data Practices Act,Minnesota Statues Chapter 13(Ad),as amended and the Rules implementing the Act now in force or as amended. The contractor is subject to the requirements of the Act and Rules and must comply with those requirements as if it is a govemmental entity. The remedies cor�tained in sedion 13.08 of the Act shall apply to the contrador. 5..Record Disclosures/Monitorinq Pursuantto Minn.statute�sc.os,Subd.5,the books,records,documents and accounting procedures and practices of the contractor relevant to the contrad are subject to examination by ihe County,and eitherthe legislative auditor or the state auditor,as appropriate. The contractor agrees to maintain and make available these records for a period of six years from the date of termination of this agreement. 6.NOfidISC�lllllflBtlOf1 The provisions of Minn.Stat.181.59 and of any applicable ordinance relating to civil rights and discrimination shall be considered part of this Agreement as if fully set forth herein,and shall be part of anyAgreement entered into by the parties with any contractor,subcontractor,or material suppliers. 7.COtT1p118f1C@ With L8W The contractorshall abide byall federal,state orlocal laws,statutes,ordinances,rules and regulations nowin effect orhereinafter adopted insofar as they relate to the contractor's performance of the provisions of this agreement. 8.FI�@8�I11S P�Oh Iblt2d Unless specifically required bythe terms of this contract,no provider of services pursuant to this contract,including but not limited to employees,agents or subcontractors of the Vendor or Contractor(depending upon which term is used)shall carry or possess a firearm on County premises orwhile acting on behalf of Washington County pursuant to the terms of this agreement. Violation of this provision shall be considered a substantial breach of the agreement; and,in addition to any other remedy available to the County under law or equity. Violation of this provision is grounds for immediate suspension or termination of this agreement. 9. Ifld@p@Ild@Ilt C011t�aCtO�Parties agree that the vendor is acting as an independent contractor under this agreement. 10.COndltlon SUbsequent-This Agreement may be cancelled by the Vendor or the County at any time,with or without cause,upon thirty(30) days written notice to the other party. In the event of such a cancellation,the Vendor shall be entitled to payment,determined on a pro rata basis,for work or services satisfactorily performed. a. It is understood and agreed to by the parties that payments by the County to the Vendor under this Agreement are dependent upon reimbursements to the County from state or federal sources. The parties agree, therefore, that reimbursement to the County from the state and/or federal government for this program is a condition subsequent of this agreement; and, if state and/or federal reimbursement is not obtained or continued or is decreased by any amount,the County may terminate this Agreement by giving the Vendor thirty(30)day notice of termination. b. If the Agreement is terminated because of the occurrence of the aforementioned condition subsequent,the Vendor shall only be entitled to the actual cost of the services rendered up to the date of termination. c. In instances where state and/or federal reimbursements are decreased for this program, the parties may negotiate a decrease in the amount of services provided in the Agreement. The parties agree that the County's decision not to terminate shall be sufficient consideration for any modification of the Agreement. 11.The Countv's Duties 1. Provide technical assistance and grant over site. 2. Work with MDM to finalize a yearly work plan and budget. 3. Perform the activities approved in the work plan for the selected strategies. 4. Participate in site visits and grant reconciliation processes with MDH. 5. Participate in regularly scheduled calls and meetings with community specialists. 6. Participate in MDH sponsored technical assistance calls,webinars and trainings. 7. Attend MDH sponsored conferences,meetings and in-person trainings. 8. Comply with MDH product approval outlined in the Communications Guidance and Materials document. 9. Allow MDH and others to use any products or materials produced with SHIP funds. 10. Participate in all required evaluation activities as outlined in the SHIP Application. 11. Complete progress and evaluation reports on a quarterly basis. 12. Adhere to the financial and lobbying requirements provided in the MDH agreement with the Department. 13. Orientate vendor organizations to SHIP grant requirements. 14. Demonstrate the ability to address health equity in the work plan according to the standards and guidelines provided by MDH. 15.The Vendor's Duties 1. Submit monthly invoices to the County for payment of services rendered. 2. Act in a fiscally-responsible manner,including following standard accounting procedures,charging the SHIP grant only for the activities stated in the grant agreement,spending grant funds responsibly,properly accounting for how the grant funds are spent,maintaining financial records to support expenditures billed to the grant and meeting audit requirements. 3. Participate in MDH-sponsored technical assistance calls,webinars and trainings when appropriate for specific contracted services. 4. Comply with the MDH product approval outlined in the communications guidance and materials document. 5. Allow MDH and others to use any products or materials produced with SHIP funds. 6. Assist the County with data collection in order to complete and submit monthly and quarterly reports. 7. Assist the County by providing grant summary or other information requested by MDH for incorporation into state level reports. 8. Work with Department on approval for any work plan or budget changes. 9. At appropriate times meet with the Community Leadership Team or local partnership groups in order to gather information or report out progress. 13.SUbCOflt�eCtl�q 8�d ASSlqflfil@Ilt The contractor shall not enter into any subcontract for performance of any services contemplated under this agreement nor novate or assign any interest in the agreement without the prior written approval ofthe county. Any assignment or novation may be made subject to such conditions and provisions as the county may impose. The contractor is responsible for the performance of all subcontractors. 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