HomeMy WebLinkAbout2024-12-23 25-041 OrderCITY COUNCIL ACTION
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25-041
DECEMBER 23, 2024
INTER-AGENCY AGREEMENT
BETWEEN
THE City of Ban�or, Maine
AND
The Department of Water Qualitv
THIS INTER-AGENCY AGREEMENT ("Agreement") is made between two
agencies: The City of Bangor, Maine and the Department of Water Quality.
WHEREAS, the 2021 American Rescue Plan Act("ARPA")provided $20.48 million to
the City from the Coronavirus State and Local Recovery Fund ("SLFRF"), which consists of the
Coronavirus State Fiscal Recovery Fund ("CSFRF") and Coronavirus Local Fiscal Recovery
Fund ("CLFRF") (hereinafter, collectively, called "ARPA funding");
WHEREAS, the U.S. Department of Treasury is the federal agency that administers the
ARPA funding and has provided the City with the ARPA funding conditional on the City
complying with its rules and regulations;
WHEREAS, the City has established a process for City agencies and organizations
external to the City to apply for ARPA funding;
WHEREAS, the City has administered the process for ARPA funding and recommends
the Department of Water Quality receive ARPA funding for its program as described in this
Agreement;
WHEREAS, the City of Bangor and the Department of Water Quality wish to enter into
this Agreement to memorialize each other's responsibilities in regard to the ARPA funding for
the program; and
NOW, THEREFORE, THIS AGREEMENT WITNESSETH that in consideration of
the mutual promises contained herein and for other good and valuable consideration, the receipt
and sufficiency of which is hereby acknowledged, the parties hereto agree as follows:
A. PURPOSE
The City of Bangor hereby agrees to provide ARPA funding, in the amount set forth
herein, to the Department of Water Quality to facilitate the implementation of the program.
B. SCOPE OF PROGRAM
The Department of Water Quality shall implement the program, including any
milestones and deliverables, as described in Exhibit 1, which is appended hereto and made a part
of this Agreement.
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DECEMBER 23, 2024
C. TERM
The term of this Agreement shall begin on December 24, 2024 and end on December 31,
2026, unless terminated earlier in accordance with this Agreement.
D. FINANCIAL AND PERFORMANCE REQUIREMENTS
1. Funding. Subject to the availability of ARPA funding, the City of Bangor shall
provide funds to the Department of Water Quality for the program, in an amount not to exceed
$ 1,856,092.45 for the term. Any expenses/costs incurred by the Department of Water Quality in
excess of this amount shall be the sole responsibility of the Department of Water Quality.
2. Budget. The Department of Water Qualit� agrees that all expenditures are to be in
accordance with the approved budget for the term of this Agreement. The approved budget is
part of the proposal at Exhibit 1.
3. Payment. The City of Bangor shall make ARPA funding as specified in this
Agreement available for use. The ARPA funding sha11 be used to provide the services described
in this Agreement and in Exhibit 1. The Departmen�of Water Quality shall comply with the
ARPA funding requirements listed at Exhibits 2 and 3. Any ARPA funding advanced to the
Department of Water Quality prior to the execution of this Agreement which is related to this
Agreement is subject to the terms and conditions of this Agreement.
4. Reporting. The Department of Water Quali�y agrees to provide supporting documents
and corresponding reports as requested by the U.S. Department of the Treasury and The City of
Bangor to meet any reporting deadlines. The Department shall adhere to the instructions and
format, including specific forms required by the City and the U.S Department of Treasury for the
ARPA funding. Reporting terms and conditions are provided in Exhibit 4.
5. Audits. The Department of Water Quali�y shall comply with all applicable provisions
of the federal Uniform Guidance (2 CFR 200), including the Cost Principles and Single Audit
Act requirements. At any time during husiness hours and as often as the City, State, or Federal
agencies may deem necessary, there shalt be made available to the government agency for
examination, the Department's records with respect to matters covered by this Agreement. The
Department shall permit the City, State, or Federal agencies to audit, examine, and make
excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials,
records of personnel, conditions of employment and other data relating to matters covered by this
Agreement.
6. Records. The Department of Water Quality shall retain records related to this
Agreement for a period of five (5) years after all funds have been expended or returned to the
U.S. Department of Treasury, whichever is later.
7. Performance Management. The Department of Water Quality shall collect
performance data from subrecipients and grantees, as applicable, to measure progress towards
achieving each grant's specific goals and objectives. The Department is required to establish
25-041
DECEMBER 23, 2024
performance reporting deadlines for subrecipients and grantees, as applicable, that match the
reporting deadlines established in this Agreement(Exhibit 4). For example, if the Department
reports to the City monthly, then the Department is expected to collect performance data on a
monthly basis. The Department should document the methodology for collecting and calculating
performance data and use performance reports from subrecipients and grantees, as applicable, as
the basis for monitoring, corrective action, and overall grant management.
8. Subrecipient and Grantee Monitoring. The Department of Water Quality shall
conduct regular, consistent, and documented monitoring and oversight activities with
subrecipients and grantees, as applicable, to ensure compliance with standards and progress
towards each grant's specific goals and objectives. The results of those activities should be used
to correct deficiencies and provide technical assistance to subrecipients and grantees, as
necessary and applicable. Monitoring activities may include on-sight visits, staff interviews,
review of program documentation, review of interna� controls, including financial systems, risk
assessments, and other related activities. The type and frequency of monitoring activities must be
based on a documented risk assessment and modi�ed, as necessary, over each grant's
performance period based on documented performance and compliance.
E. CORRECTIVE ACTION AND TERMINATION
1. Corrective Action. Upon written notice, the City of Bangor may require the
Department to take corrective action so the Department is in compliance with federal, state, or
local laws, regulations, or rules related to the ARPA funding for the program. Corrective action
may be required for but is not limited to instances in which the Department: (a) fails to file a
report, (b) fails to meet performance standards, (c}faits to meet milestones or timelines, or(d)
misuses funds. The City may require corrective ac�ion of the Department, including but not be
limited to: (a) a written warning, (h) additional technical assistance, (c) additional monitoring,
(d) program suspension, and (e) reduction/repayment of funding.
2. Termination. Either party may terminate this Agreement by giving to the other party
written notification prior to termination. Upon termination, the parties hereto agree that all
reports and supporting documentation required for services rendered pursuant to this Agreement
shall be provided to the City forthwith. Any funds advanced to the Department for services not
yet rendered shatl be returned to the City immediately.
F. MODIFICATIONS AND AMENDMENTS
The Department may submit a written request to the City asking for (i) an extension to
the term of this Agreement; and/or (ii) a budget reallocation not to exceed twenty-five (25)
percent of the ARPA funding. The request should include an explanation for why an extension
and/or program budget reallocation is needed and be provided to the City at least sixty (60) days
prior to the expiration date of this Agreement. The request must include all required
documentation to justify the need for an extension and/or reallocation; the City will approve or
deny the request in writing. The Department may not expend the ARPA funding under a
reallocated program budget until such time they have received written approval from the City.
25-041
DECEMBER 23, 2024
Any additional funds or other modifications may be added to this Agreement by written
Amendment setting forth the modifications/ amendments signed by the parties and approved by
Bangor City Council.
G. GENERAL PROVISIONS AND CONDITIONS
l. Compliance with Laws. The parties shall comply with all federal, state, and local
laws, ordinances, rules, regulations, interim expenditure and annual report requirements, and
applicable codes of ethics, pertaining to or regulating the services to be performed pursuant to
this Agreement, including those now in effect and hereafter adopted. Any violation of such laws,
ordinances, rules, regulations, or applicable codes of ethics by the Department shall constitute a
material breach of this Agreement and shall entitle The City of Bangor to terminate this
Agreement immediately upon delivery of written notice of termination to the Department.
2. Nondiscrimination. The parties shall operate under this Agreement so that no person,
otherwise qualified, is denied employment or other benefits on the grounds of race, color, sex,
religion, national origin, ancestry, age, physical or mental disability or sexual orientation except
where a particular occupation or position reasonably requires consideration of these attributes as
an essential qualification for the position. The Department shalt post in conspicuous places,
available to employees and applicants for employment, notices setting forth the provisions of this
non-discrimination clause.
3. No Duplication ofFunding. The Department shall no�use different sources of federal
funding to pay for the same services. The Department shall not use ARPA funding to pay for the
same work that was reimbursed or paid by other sources of funding (e.g., FEMA or CARES
funding).
4. Gove�rning Law and Venue. This Agreement shall be construed by and governed
under the Iaws of�he State of Maine and subject to the jurisdiction of a court of competent
jurisdiction in Penobscot County.
5. Na Assignment. This Agreement shall not be assigned by the Department to another
parry without the prior written approval of�he City of Bangor. This Agreement shall be binding
upon the parties hereto and their successors and assigns.
6. Notice. Any notice required or permitted under this Agreement shall be in writing, be
delivered by a reasonable and verifiable means (e.g., in person, mail, or e-mail) and be
considered delivered upon receipt of the other party.
7. Headings. Any heading of the paragraphs in this Agreement is inserted for
convenience and reference only and shall be disregarded in construing and/or interpreting this
Agreement.
8. Incorporation. The recitals and exhibits are hereby incorporated as part of this
Agreement.
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DECEMBER 23, 2024
9. Final Agreement. This Agreement constitutes the entire, full, and final understanding
between the parties hereto and neither party shall be bound by any representations, statements,
promises or agreements not expressly set forth herein.
[SIGNATURE PAGE FOLLOWS]
25-041
DECEMBER 23, 2024
IN WITNESS WHEREOF, the parties hereby evidence their agreement to the above
terms and conditions by having caused this Agreement to be executed below.
By:
WITNESS Deborah Laurie, City Manager
By:
WITNES S
Amanda Smith, Water Quality Department
Direc�or
25-041
DECEMBER 23, 2024
EXHIBIT 1
SCOPE OF SERVICES AND BUDGET
1. The Department will implement the program in as approved by Council Order XX-XXX,
which is attached hereto and incorporated herein.
2. The Department's implementation of the program may include but not be limited to
contracting with subrecipients, grantees, or contractors, providing programmatic
monitoring and oversight of subrecipients or grantees, as applicable, providing budget
oversight, drafting reports, and overseeing program evaluation all in accordance with the
City of Bangor's Uniform Guidance Policies for Cash Management, Cost Principles and
Subaward Monitoring.
3. The Department supported by the City wilt provide grant management, fiscal, and
programmatic oversight for the subrecipients or grantees, as applicable.
4. The Department will work with subrecipients, grantees, and contractors to track program
outcomes and will provide draft program reports to the City as requested. Information
from the reports will be collected and reported as appropriate.
5. The Department will receive invoices from subrecipients, grantees, and contractors, track
expenditures, and complete draft fiscal reports for submission to the City.
6. The Department supported by the City will provide technical assistance and operational
support to subrecipients or grantees, as needed.
7. The Department shall fotlow the instructions of the City related to compliance with
ARPA funding requirements.
25-041
DECEMBER 23, 2024
EXHIBIT 2
FUNDING SOURCE IDENTIFICATION
Source of Funding: Federal
Name of Awardin A enc : U.S. De artment of Treasur
Award Title: American Rescue Plan Act("ARPA") —Coronavirus State
and Local Fiscal Recover Funds
Assistance Listing Number: 21.027
Council Order Number: XX-XXX
Term of Award: 12/24/2024— 12/31/2026
Award Amount: $ 1,856,092.45
Cost Center: De artment of Water Qualit
1. Department acknowledges that the funding of this Agreement is from federal, state,
and/or City funds. The identification of the source of funding is indicated above. As applicable,
Department shall comply with the requirements of the funding source, including but not limited
to the terms and conditions of the notice of grant award, statutes and regulations, and manuals.
Specific requirements of the funding source are incorporated herein, which include but are not
limited to the following:
� Sections 602 and 603 of the Social Security Act, as added by Section 9901 of ARPA;
� Coronavirus State and Local Fiscal Recovery Funds Guidance on Recipient Compliance
and Reporting Responsibilities, the most current version;
• "Treasury's Portal for Recipient Reporting State and Local Fiscal Recovery Funds, the
most current version;
� Coronavirus State and Local Fiscal Recovery Funds Final Rule, codified at 31 CFR Part
35 and effective April l, 2022;
� Coronavirus State and Loca1 Fiscal Recovery Funds Frequently Asked Questions, the
most current version;
• 2 C.F.R. Part 200—Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, other than such provisions as the Treasury may
determine are inapplicable to the ARPA funding and subject to such exceptions as may
be otherwise provided by the Treasury; and
� U.S. Department of the Treasury Coronavirus State and Local Fiscal Recovery Fund
Award Terms and Conditions attached hereto as Exhibit 3. The term "Recipient" in the
foregoing shall mean the Department.
2. With respect to any conflict between the funding source requirements, this Exhibit, the
terms of this Agreement or the provisions of state law, and except as otherwise required under
federal law or regulation, the more stringent requirement shall control and shall amend the
Agreement to the extent, and only to the extent, of the conflict.
3. Department agrees to accept any additional conditions governing the use of funds or
performance of programs as may be required by executive order, federal, state, or local statute,
ordinance, rule, or regulation or by policy announced by the City.
25-041
DECEMBER 23, 2024
EXHIBIT 3
AWARD TERMS AND CONDITIONS
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25-041
DECEMBER 23, 2024
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25-041
DECEMBER 23, 2024
EXHIBIT 4
REPORTING REQUIREMENTS
To demonstrate the community impact of the funding awarded, the following periodic reporting
will occur;
Calendar year reporting will be submitted to the City of Bangor for a period of five years,
beginning with December 31, 2025. Said reporting will be submitted to the City of Bangor
designated representative, no later than 120 days following the calendar year end;
� Copies of receipts for all work paid for with the funds
• An annual statement as to the progress and impact of the project(s).
• To the extent possible, data related to increase in capacity, operating cost impacts, etc.
IN CITY COUNCIL
DECEMER 23, 2024
CO 25-041
Motion made and seconded for Passage
Passed
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CITY CLERK