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HomeMy WebLinkAboutDept of Commerce EDA - Financial Assistance Award Amendment 07-79-07368March 27, 2018 Mr. Dave Zabell City Manager City of Pasco 525 North 3" Ave. Pasco, WA 99301 U. S. DEPARTMENT OF COMMERCE Economic Development Administration 915 Second Avenue, Room 1890 Seattle, WA 98174 Fax: 206.220.7669 Voice: 206.220.7660 Re: Financial Assistance Award Amendment, Award Number 07-79-07368 "Pasco Process Water Reuse Facility Expansion Feasibility Study" Dear Mr. Zabell: CITE' CiF"RA:S D MAR 2120 CITY MANA6CR% f;* F8S'E In response to a request to extend the period of performance for the above cited financial assistance award, the Economic Development Administration (EDA) agrees to extend the award end date from March 31, 2018 to June 30, 2018 by means of award amendment. This amendment is limited to the extension of the financial assistance award end date. It does not modify the approved scope of work, does not add Federal funds to the award, nor does it reduce the award recipient's matching share requirement. Furthermore, all other terms and conditions of the award, including the requirement for periodic progress and financial reporting, which shall continue in the extension remain unchanged. This letter serves as the notice of an offer of financial assistance award amendment. The Amendment to Financial Assistance Award shall be valid on the date of an authorized official's signature on each of the enclosed forms, these forms must be executed within 30 days of the receipt of this letter and the enclosures. Each financial assistance award amendment form must have an original signature. Please, return two copies of the grant amendment form to: A. Leonard Smith, Regional Director, Seattle Regional Office, Economic Development Administration, 915 Second Avenue, Room 1890, Seattle, Washington 98174-1012. The remaining copy is for the City of Pasco's records. If anyone has questions about the grant amendment or any other matter pertaining to the financial assistance award, please, call Shalini Barisal at (206) 220-7690 or sbansal@eda.gov. Sincerely, W(Z`fi� r /�� A eonard Smith Regional Director Enclosures FORM CD451 U.S. DEPARTMENT OF COMMERCE (REV. 12-14) ® GRANT ❑ COOPERATIVE AGREEMENT AMENDMENTTO FEDERAL AWARD ID NUMBER FINANCIAL ASSISTANCE AWARD 077907368 CFDA NO. AND NAME 11.307 / Economic Adjustment Assistance Program PROJECT TITLE Pasco Process Water Reuse Facility Expansion Feasibility Study RECIPIENT NAME AMENDMENT NUMBER City of Pasco 02 STREET ADDRESS EFFECTIVE DATE 525 North 3rd Ave. April 1, 2018 CITY, STATE, ZIP CODE EXTEND PERIOD OF PERFORMANCE TO Pasco, Washington 99301 (IF APPLICABLE) June 30, 2018 COSTS ARE REVISED PREVIOUS TOTAL AS FOLLOWS: ESTIMATED COST ADD DEDUCT ESTIMATED COST FEDERAL SHARE OF COST $ 65,000.00 $ 0.00 $ 0.00 $ 65,000.00 RECIPIENT SHARE OF COST $ 65,000.00 $ 0.00 $ 0.00 $ 65,000.00 TOTAL ESTIMATED COST $ 130,000.00 $ 0.00 g 0.00 $ 130,000.00 REASON(S) FOR AMENDMENT. To extend the period of performance. This Amendment Document (Form CD -051) signed by the Grants Officer constitutes an Amendment of the above -referenced Award, which may include an obligation of Federal funding. By signing this Form CD -451, the Recipient agrees to comply with the Amendment provisions Checked below and attached, as well as previous provisions incorporated into the Award. If not signed and returned without modification by the Recipient Within 30 days of receipt, the Grants Officer may unilaterally withdraw this Amendment offer and de -obligate any associated funds. 21 SPECIAL AWARD CONDITION(S) ❑ LINE ITEM BUDGET ❑ OTHER(S): SIGNATURE OF DEPARTMENTOF COMMERCE GRANTS OFFICER 1 DATE A. Leonard Smith, Regional Director 4, March 27, 2018 1 or PRINTED NAME, PRINTED TITLE, AND SIG RE OF AUTH ZED RECIEIENT OFFICIAL DATE +�j�'! 49acr�� SPECIAL AWARD CONDITIONS U.S. DEPARTMENT OF COMMERCE Economic Development Administration (EDA) Economic Adjustment Assistance Program under 42 U.S.C. §3149, Section 209 of the Public Works and Economic Development Act of 1965 (Public Law 89-136), as amended by the Economic Development Administration Reauthorization Act of 2004 (Public Law 108-373) Project Title: Pasco Process Water Reuse Facility Expansion Feasibility Study Recipient Name: City of Pasco 2. 3. Project Number: 07 79 07368 This EDA Award supports the work described in the approved final scope of work, which is incorporated by reference into this Award, as the Authorized Scope of Work. All work on this project should be consistent with this Authorized Scope of Work, unless the Grants Officer has authorized a modification of the scope of work in writing through an amendment memorialized through execution of a Form CD -451. The Authorized Scope of Work for this project includes: The Recipient will prepare a feasibility study to determine the requirements for the expansion of the Pasco Water Reuse Facility. The feasibility study will evaluate at least two routes in addition to the "No Action" alternative for the food process water reuse facility's wastewater pipes, to include whether there is any contamination, or culturally and biologically sensitive areas within the proposed paths for the wastewater pipes. A pedestrian survey for cultural and biological resources of the preferred route will be conducted. Property rights and easements will be evaluated and a cost estimate prepared for the force main, lift station, and upgrades to the Process Water Reuse Facility to increase capacity. The Recipient Contact's name, title, address, and telephone number are: Maria Serra, PE City of Pasco Phone: (509) 545-3444 Public Works Department Email: Serram@pasco-wa.gov 525 31 Avenue, 2nd Floor Pasco, Washington 99301 The Grants Officer is authorized to award, amend, suspend, and terminate financial assistance awards. The Grants Officer is: A. Leonard Smith Economic Development Administration Regional Director Seattle Regional Office FAX: (206) 220-7657 915 Second Avenue, Room 1890 Seattle, Washington 98174-1012 4. The Federal Program Officer (Area Director) oversees the programmatic aspects of this Award. The Federal Program Officer is: Kerstin Millius Economic Development Administration Area Director Seattle Regional Office Phone: (206) 220-7700 915 Second Avenue, Room 1890 FAX: (206) 220-7669 Seattle, Washington 98174-1012 Email: KMillius@eda.gov The Project Officer is responsible for day-to-day administration and liaison with the Recipient and receives all reports and payment requests. The Project Officer is: Shalini Bansal Economic Development Administration Phone: (206) 220-7690 Seattle Regional Office FAX: (206) 220-7669 915 Second Avenue, Room 1890 Email: sbansal@eda.gov Seattle, Washington 98174-1012 7. PROJECT DEVELOPMENT TIME SCHEDULE: The Recipient agrees to the following Project development time schedule: Deliverable Return of Executed Financial Assistance Award Authorized Award End Date Submission of Final Narrative Project Report Submission of Final Financial Report on Standard Form 425 Submission Deadline due no later than 30 calendar days after receipt of Form CD -450 June 30, 2018 September 28, 2018 September 28, 2018 The Recipient shall diligently pursue the development and implementation of the Project upon receipt of an EDA Award so as to ensure completion within this time schedule. Moreover, the Recipient shall promptly notify EDA in writing of any event which could substantially delay meeting any of the proscribed time limits for the Project as set forth above. The Recipient further acknowledges that failure to meet the development time schedule may result in EDA's taking action to terminate the Award in accordance with the regulations set forth at 2 C.F.R. § 200.338 through § 200.342. Thq Recipient shall diligently pursue the development of the Project so as to ensure completion within this time schedule. Moreover, the Recipient shall promptly notify EDA in writing of any event that could substantially delay meeting any of the proscribed time limits for the Project as set forth above. The Recipient further acknowledges that failure to meet the development time schedule may result in EDA's taking action to terminate the Award in accordance with the regulations set forth at 2 C.F.R. § 200.338 through § 200.342. Page 2 8. PROJECT REPORTING AND FINANCIAL DISBURSEMENTS INSTRUCTIONS: A. AWARD DISBURSEMENTS: Reimbursement basis only: EDA will make Award payments using the Department of Treasury's Automated Standard Application for Payments (ASAP) system. The Recipient is required to furnish documentation as required by ASAP including but not limited to Recipient and Requestor Identification Numbers. Complete information concerning the ASAP system may be obtained by visiting www.fms.treas.gov/asap. In order to receive payments, Recipients must submit a Standard Form 270, Request for Advance or Reimbursement for the applicable period electronically to the Project Officer, who will review and process the request. Please note that prior to the initial disbursement, Recipients must complete the attached Form SF -3881, ACH Vendor/Miscellaneous Payment Enrollment Form and submit it to NOAA's Accounting Office by FAX to (301) 528-3675 (FAX is required to secure confidentiality ofsensitive information). The form must be completed by the respective parties (EDA, Recipient Bank, and Recipient) at the start of each new award. B. REPORTS: a. Project Progress Reports: The Recipient agrees to provide the Project Officer with Project Progress Reports, which will communicate the important activities and accomplishments of the Project, on a semi- annual basis for the periods ending March 31 and September 30, or any portion thereof. Reports are due no later than 30 days following the end of the period. Performance Progress Reports should be submitted to EDA in an electronic format no later than the dates outlined above in a concise, clear format, which outlines the following information in no more than 3-6 pages in length: i. Provide a clear, concise overview of the activities undertaken during the Project Period; ii. Document accomplishments, benefits, and impacts that the Project and Activities are having. Recipients should note specific outcomes where activities have led to job creation/retention, private investment, increased regional collaboration, engagement with historically excluded groups or regions, enhanced regional capacity, and other positive economic benefits; iii. Highlight any upcoming or potential press events or opportunities for collaborative press events to highlight benefits of the EDA investment; Page 3 iv. Compare progress with the project timeline, explaining any departures from the targeted schedule, identifying how these departures are going to be remedied, and projecting the course of work for the next period; v. Outline challenges that currently impact or could impact progress on the grant over the next reporting period and identify ways to mitigate this risk; and vi. Outline any areas where EDA assistance is needed to support the project or any other key information that would be helpful for your EDA Project Officer to know. Final Project Reports may be posted on EDA's website, used for promotional materials or policy reviews, or may be otherwise shared. Recipients should not include any copyrighted or other sensitive business information in these reports. There is no specific page limit for Final Project Reports; however, such reports should concisely communicate key project information, and should: i. Outline the specific regional need that the project was designed to address and update on progress made during the reporting period that will mitigate need and advance economic development; ii. Provide a high-level overview of the activities undertaken; iii. Detail lessons learned during the project period that may be of assistance to EDA or other communities undertaking similar efforts; iv. Outline the expected and actual economic benefits of the project as the time that the report is written; and V. Any other key information from the relevant project period. b. Financial Reports: The Recipient shall submit a "Federal Financial Report" (Standard Form 425) on a semi-annual basis for the periods ending March 31 and September 30, or any portion thereof. Standard Form 425 (and instructions for completing this form) is available at: www.whitehouse.gov/omb/grants/grants_forms.html. Reports are due no later than 30 days following the end of the period. A Final Financial Report on Standard Form 425 must be submitted no more than 90 calendar days after the expiration date of the Award (e.g., the Award end date specified on the Form CD -450 or Form CD - 451). Final financial reports should follow the guidance outlined by the form instructions for submitting mid-term financial reports, but should ensure that all fields accurately reflect the total outlays for the entire project period, and that all matching and program income (if applicable) is fully reported. Final grant rate and determinations of final balances owed to the government will be determined by the Page 4 information on the final Form SF -425, so it is imperative that this final financial form is submitted in a timely and accurate manner. 9. ALLOWABLE COSTS AND AUTHORIZED BUDGET: Total allowable costs will be determined at the conclusion of the award period in accordance with the administrative authorities applicable pursuant to the Financial Assistance Award (Form CD -450), including 2 C.F.R. Part 200 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, after Final Financial Documents are submitted. Line Item Budget: A. Under the terms of the Award, the total approved/authorized budget is: Federal Share (EDA Funds) $65,000 Non -Federal Matching Share $65,000 Total Project Cost $130,000 B. Under the terms of this Award, the total approved line item budget is: Item Federal Share Non -Federal Share Total 1. Personnel $0 $0 $0 2. Fringe Benefits $0 $0 $0 3. Travel $0 $0 $0 4. Equipment $0 $0 $0 5. Supplies $0 $0 $0 6. Contractual $65,000 $65,000 $130,000 7. Construction $0 $0 $0 8. Other $0 $0 $0 Total Direct Charges $65,000 $65,000 $130,000 9. Indirect Charges $0 $0 $0 Grand Total $65,000 $65,000 $130,000 10. FEDERAL SHARE: The EDA participation in total eligible project costs will be limited to the EDA grant amount or the EDA share of total allowable project costs, based on the area's grant rate eligibility at the time of award, whichever is less. 11. MATCHING SHARE: The Recipient agrees to provide the Recipient's non -Federal Matching Share contribution for eligible project expenses in proportion to the Federal share requested for such project expenses. The Recipient also certifies that, in accepting the Financial Assistance Award, the Recipient's Matching Share of the project costs is committed and unencumbered, from authorized sources, and shall be available as needed for the project. Page 5 12. REFUND CHECKS, INTEREST, OR UNUSED FUNDS: Treasury has given the EDA two options for having payments deposited to EDA's account: The first one is Pay.Gov. This option allows the payee to pay EDA through the Internet. The payee will have the option to make a one-time payment or to set up an account to make regular payments. ii. The second option is Paper Check conversion. All checks must identify on their face the name of the DOC agency funding the award, award number, and no more than a two -word description to identify the reason for the refund or check. A copy of the check should be provided to the EDA Project Officer. This option allows the payee to send a check to NOAA's Accounting Office, who processes EDA's accounting functions at the following address: U.S. Department of Commerce National Oceanic and Atmospheric Administration Finance Office — Accounting Operations Division Attn: EDA Grants 20020 Century Boulevard Germantown, MD 20874 The accounting staff will scan the checks in to an encrypted file and transfer to the Federal Reserve Bank, where the funds will be deposited in EDA's account. While this process will not be an issue with most payees, there are occasionally issues for entities remitting funds to EDA via check. If you are remitting funds to EDA via check, please make note of the following: If a check is sent to EDA, it will be converted into an electronic funds transfer by copying the check and using the account information to electronically debit your account for the amount of the check. The debit from your account will usually occur within 24 hours and will appear on your regular account statement. EDA will not return your original check; the original will be destroyed and a copy will be maintained in our office. If the Electronic Funds Transfer (EFT) cannot be processed for technical reasons, the copy will be processed in place of the original check. If the EFT cannot be completed because of insufficient funds, EDA will charge you a one-time fee of $25.00, which will be collected by EFT. Page 6 13. PLANNING COORDINATION: In keeping with regional economic development principles, Recipients should coordinate economic development planning and implementation projects with other economic development organizations affecting the area, especially EDA -funded recipients such as State and Urban planning grantees, adjoining Economic Development Districts (EDDs) and Indian Tribes, and University Centers (UCs). 14. PROCUREMENT: The Recipient agrees that all procurement transactions shall be in accordance with Department of Commerce Regulations at 2 C.F.R. Part 200 and EDA Regulations. 15. NONRELOCATION: In signing this award of financial assistance, Recipient(s) attests that EDA funding is not intended by the Recipient to assist its efforts to induce the relocation, or the movement of existing jobs from one region to another region in competition with those jobs. In the event that EDA determines that its assistance was used for such purposes, EDA retains the right to pursue appropriate enforcement action in accord with the Standard Terms and Conditions of the Award, including suspension of disbursements and termination of the award for convenience or cause, which may include the establishment of a debt requiring the Recipient to reimburse EDA. 16. PERFORMANCE MEASURES: The Recipient agrees to report on program performance measures and program outcomes in such form and at such intervals as may be prescribed by EDA in compliance with the Government Performance and Results Act (GPRA) of 1993, and the Government Performance and Results Modernization Act of 2010. Recipients are to retain sufficient documentation so that they can submit these required reports. Failure to submit this required report can adversely impact the ability of the Recipient to secure future funding from EDA. Performance measures and reporting requirements that apply to program activities funded by this investment will be provided in a separate GPRA information collection document, if applicable. EDA staff will contact Recipients in writing within a reasonable period prior to the time of submission of the reports with information on how this data should be submitted. Page 7 17. REAFFIRMATION OF APPLICATION: Recipient(s) acknowledges that Recipient's application for this Award may have been submitted to the Government and signed by Recipient(s), or by an authorized representative of Recipient, electronically. Regardless of the means by which Recipient(s) submitted its application to the Government or whether Recipient or an authorized representative of Recipient submitted its application to the Government, the Recipient(s) hereby reaffirms and states that: all data in said application and documents submitted with the application are true and correct as of the date of this Award and were true and correct as of the date of said submission. ii. said application was, as of the date of this Award and as of the date of said application, duly authorized as required by local law by the governing body of the Recipient(s) and iii. Recipient confirms that it will comply with the Assurances and Certifications submitted with or attached to said application. The term "application" includes all documentation and any information provided to the Government as part of, and in furtherance to, the request for funding, including submissions made in response to information requested by the Government after submission of the initial application. Page 8