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Project 01 CTE-K MEMORANDUM OF UNDERSTANDING BETWEEN The Idaho Department of Lands AND City of Moscow This Memorandum of Understanding (MOU) between the Idaho Department of Lands hereinafter referred to as IDL, and City of Moscow, hereinafter referred to as GRANTEE, provides support for community forestry management. IDL agrees to reimburse appropriate expenditures not to exceed the award amount of $12,780.00. Funds are provided by the Idaho Department of Lands in cooperation with the Idaho Transportation Department. Signature of this MOU by the GRANTEE ensures in the recipient's workplace federal and state requirements such as the following: equal employment opportunities exist, the workplace is drug-free, that no funds will be used to lobby members of Congress, and that no companies debarred from federally-funded contracts will be used. The following standards for federal grants to state agencies, tribes and local governments apply to the monies disbursed pursuant to this MOU: Administrative Principles Office of Management and Budget (OMS) Circular A-102 Cost Principles OMB Circular A-87 (revised 5/95) Auditing Principles OMB Circular A-128 NOTE: If you would like a copy of these Circulars, please contact the IDL Community Forestry Coordinator's office. The grant guidelines and conditions as set forth by the IDL and lTD include the following: 1) The GRANTEE will adhere to the proposal and budget submitted to IDL (Appendix 2) The agreement period begins on the 1 December 2001 and ends on 30 September 2002. The terms of the grant are enforceable until 30 June 2004. Federal and state laws and regulations pertaining to grants, records and auditing may remain enforceable longer. Local laws and regulations, which may be more restrictive, apply. 1 2001-68 ---PAGE BREAK--- 3) The project period begins on 1 December 2001 and ends on 30 September 2002. All reimbursable activities must occur within the project period. 4) IDL shall make payment on a reimbursement basis. IDL will reimburse costs based upon documented expenditures up to the award amount. The amount due shall be based upon budget and performance reports submitted to IDL by the GRANTEE. These reports may be submitted quarterly, or at the end of the project period. A. Budget summary reports shall be submitted on forms provided by IDL (Appendix B) and shall support all reported expenditures with copies of source documentation--paid receipts, canceled checks, time slips, etc. B. Please note: Any GRANTEE claiming reimbursement for employees must follow strict federal time recording regulations. Positive time recording will be necessary as documentation for reimbursement. C. Performance reports shall include a narrative describing the work done to the date of the report. Describe what was done over what period of time and by whom. Planting projects shall also include numbers of trees planted and where the trees are located. A final narrative performance report is required summarizing project accomplishments prior to final reimbursement. This report may be used by IDL to promote grant program accomplishments. 5) If any plant materials (trees, shrubs & perennials) are planted as part of the project, additional reports shall be required to ensure the 3-year maintenance requirement is met. These brief reports shall include a description of the plant material's condition, location, and percent of survival. 6) Final grant reimbursement request should be received by 30 October 2002. Any funds not claimed by the GRANTEE by 31 December 2002 will be forfeited, unless IDL gives written authorization to extend the reimbursement period. 7) All purchases of goods and services of$ 500 or more must be awarded through a competitive bid process. Written documentation must be maintained as to the parties solicited and notified, bid amounts and the justification for selection if the low bid is not accepted. Conducting bids for professional services (contracting with a consultant or other business): If the services listed on the bid request are to be evaluated on criteria other than price alone, grantee must have written bid specifications detailing evaluation criteria, and IDL must approve and coordinate the bidding process. All enhancement projects within an existing Federal-aid highway or linked to a Federal aid facility by proximity or impact must comply with wage requirements of the Davis Bacon Act. Contractors may not use volunteer labor on Davis-Bacon projects but state or local agencies can if the volunteers are under their direct control as a force account effort. 2 ---PAGE BREAK--- 8) The GRANTEE agrees that no vendor or contractor debarred or suspended from being able to work under a federal grant has received any money under this grant project (Idaho Department of Commerce maintains lists secured from the federal government). 9) All tree and shrub planting activity under this grant must comply with IDL Community Forestry Tree Planting Specifications. These specifications were distributed with the grant application packet. Additional copies available by contacting the IDL Community Forestry Coordinator. 1 0) Bids for tree pruning should require that the work be done or supervised by an ISA Certified Arborist. Under no circumstances will these funds be used to top, head or stub any public tree. 11) The GRANTEE agrees to permit audits and post-audits by auditors of the State of Idaho or their representatives, of the project site and of all records pertaining to the project. 12) Any brochures, videos, or other educational materials, and any news media coverage of the project shall include a written or verbal statement, which shall provide credit for "A grant from The Idaho Department of Land's Community Forestry Program in cooperation with the Idaho Transportation Department." 13) Requests to amend the proposal or this MOU shall be made in writing to: Community Forestry Coordinator Idaho Department of Lands 3780 Industrial Avenue South Coeur d'Alene, ID 83815 14) Failure to comply with the proposal or to meet the above requirements may result in grant cancellation or the retention of grant funds by IDL. Misrepresentation of fact in the proposal or an accomplishment report may result in the revocation of the grant. IDL may require grant moneys already dispensed be returned. 15) The sections of this MOU are presumed severable. If any section, or part thereof, or the application of any section to any person or circumstance is declared invalid, that invalidity does not affect the validity of any remaining sections. AGREED: AGR¢EDK::: ldahQ> Depart ent of Lands \ Date Original signed version due at the Department of Lands by 7 December, 2001. 3