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Grant Number: 03-UCF-8 MEMORANDUM OF UNDERSTANDING Between 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 the 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 $4,000.00. Funds are provided by the Idaho Department of Lands in cooperation with the United States Department of Agriculture Forest Service (USDA-FS) as part of the Urban and Community Forestry Act contained in the Stewardship Act under the 1996 Farm Bill (CFDA No. 10.664). 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 (OMB) Circular A-102 (revised 8/97) Code of Federal Regulations 7CFR Part 3016 Cost Principles OMB Circular A-87 (revised 8/97) Auditing Principles OMB Circular A-133 (revised 6/97) NOTE: If you would like a copy of these Circulars, please contact the IDL Community Forestry Coordinator's office, or visit www2.state.id.us/lands (click on community forestry and then grants). The grant guidelines and conditions as set forth by the USDA-FS and IDL include the following: 1. The GRANTEE will adhere to the proposal and budget submitted to JDL and/or as revised by agreement (see enclosed copy of application for potential revisions). Should you desire to make any changes to the project (whether grant funded or part of GRANTEE'S match) you must ask for prior approval, in writing, from this office. Memorandum of Understanding Between IDL and City of Moscow Page 1 of3 2003-44 ---PAGE BREAK--- 2. The agreement period begins on December 1, 2003 and ends on September 30, 2004. The terms of the grant are enforceable until September 30, 2007. 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. 3. The project period begins on December 1, 2003 and ends on September 30, 2004. All reimbursable expenditures and 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 and financial documentation submitted to IDL by the GRANTEE. These reports may be submitted quarterly, or at the end of the project period. Additionally, GRANTEE reimbursement of the project is contingent upon IDL approval of the project. a. Project costs must be summarized on a reimbursement request form. Documentation supporting all project costs submitted for reimbursement must accompany reimbursement request. These include copies of paid receipts, invoices, checks, etc. A format such as the included (Grant Expenditure Documentation Form) may be submitted in lieu of receipts, invoices and checks. b. Please note: Any GRANTEE claiming reimbursement for employees (interns or apprentices) 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 a list of the species of plant materials planted, the number of each species 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 and perennials) are planted as part of the project, the GRANTEE is required to ensure plant materials are maintained in a healthy condition for 3 years after the project period ends. The IDL may periodically inspect grant projects within this time period for compliance. 6. Final grant reimbursement request should be received by October 30, 2004. Any funds not claimed by the GRANTEE by December 31, 2004 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 bid request are to be evaluated on criteria other than price alone, GRANTEE must have written bid specifications detailing evaluation criteria. If accepted bid is not the lowest cost, GRANTEE must maintain in file justification for chosen bid. Memorandum of Understanding Between IDL and City of Moscow Page 2 of 3 ---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 (enclosed). Additional copies are available by contacting the IDL Community Forestry Coordinator. 10. Tree pruning must be done or supervised by an !SA 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 and the USDA-FS, 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 USDA Forest Service." 13. Any brochures, videos, or other educational materials shall state: "This document was funded in part by a grant from the Idaho Department of Lands Community Forestry Program in cooperation with the USDA Forest Service. The United States Department of Agriculture prohibits discrimination in all its programs and activities on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status. To file a complaint, call (202) 720-5964." 14. 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, Idaho 83815 15. Failure to comply with the proposal or to meet the above requirements may result in grant cancellation or the retention of grant funds by I DL 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. 16. 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: /Title /bat AGREED: ldaj;u:rt)eparlment of Lands / r) d- Date Original signed version due at the Department of Lands by November 17, 2003. Memorandum of Understanding Between IDL and City of Moscow Page 3 of3