SRF+Contract.pdf

CONTRACT

The parties to this contract (Contract) are the state of North Dakota, acting through its State Procurement Office (STATE), and SRF Consulting Group, Inc. having its principal place of business at 3701 Wayzata Boulevard, Suite 100, Minneapolis, MN 55416 (CONTRACTOR);

1. SCOPE OF WORK

CONTRACTOR, in exchange for the compensation paid by STATE under this Contract, shall provide the following services listed in Attachment A.

2. COMPENSATION

a. Contractual Amount STATE shall pay for the accepted services provided by CONTRACTOR as agreed upon in the Task Order.

Task Orders will be developed based on the pricing provided by CONTRACTOR in response to RFP 110.7-22-007, Grant Writer Services Pool.

The Contractual Amount is firm for the duration of the Contract and constitutes the entire compensation due CONTRACTOR for performance of its obligations under this Contract, unless amended, regardless of the difficulty, materials or equipment required, including fees, licenses, overhead, profit and all other direct and indirect costs incurred by CONTRACTOR, except as provided by an amendment to this Contract.

b. Payment

1) Payment made in accordance with this Compensation section shall constitute payment in full for the services and work performed and the deliverables and work(s) provided under this Contract and CONTRACTOR shall not receive any additional compensation hereunder.

2) STATE shall make payment under this Contract within forty-five (45) calendar days after receipt of a correct invoice.

3) Payment of an invoice by STATE will not prejudice STATE’s right to object to or question that or any other invoice or matter in relation thereto. CONTRACTOR's invoice will be subject to reduction for amounts included in any invoice or payment made which are determined by STATE, on the basis of audits conducted in accordance with the terms of this Contract, not to constitute allowable costs. At STATE’s sole discretion, all payments shall be subject to reduction for amounts equal to prior overpayments to CONTRACTOR.

4) For any amounts that are or will become due and payable to STATE by

CONTRACTOR, STATE reserves the right to deduct the amount owed from payments that are or will become due and payable to CONTRACTOR under this Contract.

c. Travel CONTRACTOR acknowledges travel costs are covered by the Contractual Amount and shall not invoice STATE for travel costs.

Payment for any travel expenses that exceed the travel budget as agreed upon by the parties must be approved by STATE’s project manager.

d. Prepayment STATE will not make any advance payments before performance by CONTRACTOR under this Contract.

e. Payment of Taxes by STATE STATE is not responsible for and will not pay local, state, or federal taxes. STATE sales tax exemption number is E 2001. STATE will furnish certificates of exemption upon request by the CONTRACTOR.

f. Taxpayer ID CONTRACTOR’S federal employer ID number is: 41-0847319.

g. Purchasing Card STATE may make a payment using a government credit card. CONTRACTOR will accept a government credit card without passing the processing fees for the government credit card back to STATE.

3. TERM OF CONTRACT

This Contract begins on its effective date, and ends after an initial twelve (12) month period.

a. No Automatic Renewal This Contract will not automatically renew.

b. Extension Option STATE reserves the right to extend the Contract for an additional period of time, not to exceed twelve (12) months, beyond the current termination date of the Contract.

c. Renewal Option STATE may renew this Contract upon satisfactory completion of the initial Contract term.

STATE reserves the right to execute up to four (4) options to renew this Contract under the same terms and conditions for a period of twelve (12) months each.

d. Renegotiation Option In view of the fact that it is unknown how long the products and services will be employed by STATE and that STATE will require ongoing maintenance and support of the products for as long as the system is operational, therefore after completion of the initial term of the Contract including any extensions and renewals, STATE and CONTRACTOR may renegotiate the Contract upon mutual agreement of the parties.

4. TERMINATION

a. Termination by Mutual Agreement

This Contract may be terminated by mutual consent of both parties executed in writing.

b. Early Termination in the Public Interest STATE is entering into this Contract for the purpose of carrying out the public policy of the State of the North Dakota, as determined by its Governor, Legislative Assembly and Courts. If this Contract ceases to further the public policy of the State of North Dakota, STATE, in its sole discretion, by written notice to the CONTRACTOR, may terminate this Contract in whole or in part.

c. Termination for Lack of Funding or Authority STATE by written notice to CONTRACTOR, may terminate the whole or any part of this Contract under any of the following conditions:

1) If funding from federal, state, or other sources is not obtained and continued at levels sufficient to allow for purchase of the services or supplies in the indicated quantities or term.

2) If federal or state laws or rules are modified or interpreted in a way that the services are no longer allowable or appropriate for purchase under this Contract or are no longer eligible for the funding proposed for payments authorized by this Contract.

3) If any license, permit, or certificate required by law or rule, or by the terms of this

Contract, is for any reason denied, revoked, suspended, or not renewed.

Termination of this Contract under this subsection is without prejudice to any obligations or liabilities of either party already accrued prior to termination.

d. Termination for Cause

STATE may terminate this Contract effective upon delivery of written notice to CONTRACTOR, or any later date stated in the notice:

1) If CONTRACTOR fails to provide services required by this Contract within the time specified or any extension agreed to by STATE; or

2) If CONTRACTOR fails to perform any of the other provisions of this Contract, or so fails to pursue the work as to endanger performance of this Contract in accordance with its terms.

The rights and remedies of STATE provided in this subsection are not exclusive and are in addition to any other rights and remedies provided by law or under this Contract.

5. FORCE MAJEURE

Neither party shall be held responsible for delay or default caused by fire, riot, terrorism, acts of God or war if the event is beyond the party’s reasonable control and the affected party gives notice to the other party promptly upon occurrence of the event causing the delay or default or that is reasonably expected to cause a delay or default.

6. INDEMNIFICATION

The State and Contractor each agrees to assume its own liability for any and all claims of any nature including all costs, expenses and attorneys' fees which may in any manner result from or arise out of this agreement.

7. INSURANCE

Insurance Contractor shall secure and keep in force during the term of this agreement, from insurance companies, government self-insurance pools or government self-retention funds, authorized to do business in North Dakota, the following insurance coverages:

1) Commercial general liability, including premises or operations, contractual, and products or completed operations coverages (if applicable), with minimum liability limits of $2,000,000 per occurrence.

2) Workers compensation coverage meeting all statutory requirements. The policy shall provide coverage for all states of operation that apply to the performance of this contract.

3) Employer’s liability or “stop gap” insurance of not less than $2,000,000 as an endorsement on the workers compensation or commercial general liability insurance.

The insurance coverages listed above must meet the following additional requirements:

1) Any deductible or self-insured retention amount or other similar obligation under the policies shall be the sole responsibility of the Contractor.

2) This insurance may be in policy or policies of insurance, primary and excess, including the so-called umbrella or catastrophe form and must be placed with insurers rated “A-” or better by A.M. Best Company, Inc., provided any excess policy follows form for coverage. Less than an “A-” rating must be approved by the State. The policies shall be in form and terms approved by the State.

3) The duty to defend, indemnify, and hold harmless the State under this agreement shall not be limited by the insurance required in this agreement.

4) The state of North Dakota and its agencies, officers, and employees (State) shall be endorsed on the commercial general liability policy on a primary and noncontributory basis, including any excess policies (to the extent applicable), as additional insured. The State shall have all the benefits, rights and coverages of an additional insured under these policies that shall not be limited to the minimum limits of insurance required by this agreement or by the contractual indemnity obligations of the Contractor.

5) A “Waiver of Subrogation” waiving any right to recovery the insurance company may have against the State.

6) The Contractor shall furnish a certificate of insurance to the undersigned State representative prior to commencement of this agreement. All endorsements shall be provided as soon as practicable.

7) Failure to provide insurance as required in this agreement is a material breach of contract entitling the State to terminate this agreement immediately.

8) Contractor shall provide at least 30-day notice of any cancellation or material change to the policies or endorsements. Contractor shall provide on an ongoing basis, current certificates of insurance during the term of the contract. A renewal certificate will be provided 10 days prior to coverage expiration. An updated, current certificate of insurance shall be provided in the event of any change to a policy.

8. WORKS FOR HIRE

CONTRACTOR acknowledges that all work(s) under this Contract is "work(s) for hire" within the meaning of the United States Copyright Act (Title 17 United States Code) and hereby assigns to STATE all rights and interests CONTRACTOR may have in the work(s) it prepares under this Contract, including any right to derivative use of the work(s). All software and related materials developed by CONTRACTOR in performance of this Contract for STATE shall be the sole property of STATE, and CONTRACTOR hereby assigns and transfers all its right, title, and interest therein to STATE. CONTRACTOR shall execute all necessary documents to enable STATE to protect STATE’s intellectual property rights under this section.

9. WORK PRODUCT

All work product, equipment or materials created for STATE or purchased by STATE under this Contract belong to STATE and must be immediately delivered to STATE at STATE'S request upon termination of this Contract.

10. NOTICE

All notices or other communications required under this Contract must be given by registered or certified mail and are complete on the date mailed when addressed to the parties at the following addresses:

STATE CONTRACTOR

Chad Keech Jo Ann Olsen

State Procurement Officer II Transit Planning Lead

600 E Boulevard Ave, Dept 012 3701 Wayzata Boulevard, Suite 100

Bismarck ND, 58505 Minneapolis, MN 55416

Notice provided under this provision does not meet the notice requirements for monetary claims against the State found at N.D.C.C. § 32-12.2-04.

11. CONFIDENTIALITY

CONTRACTOR shall not use or disclose any information it receives from STATE under this Contract that STATE has previously identified as confidential or exempt from mandatory public disclosure except as necessary to carry out the purposes of this Contract or as authorized in advance by STATE. STATE shall not disclose any information it receives from CONTRACTOR that CONTRACTOR has previously identified as confidential and that STATE determines in its sole discretion is protected from mandatory public disclosure under a specific exception to the North Dakota public records law, N.D.C.C. ch. 44-04. The duty of STATE and CONTRACTOR to maintain confidentiality of information under this section continues beyond the term of this Contract.

12. COMPLIANCE WITH PUBLIC RECORDS LAWS

CONTRACTOR understands that, STATE must disclose to the public upon request any records it receives from CONTRACTOR. CONTRACTOR further understands that any records obtained or generated by CONTRACTOR under this Contract, except for records that are confidential under this Contract, may, under certain circumstances, be open to the public upon request under the North Dakota public records law. CONTRACTOR agrees to contact STATE promptly upon receiving a request for information under the public records law and to comply with STATE’s instructions on how to respond to the request.

13. INDEPENDENT ENTITY

CONTRACTOR is an independent entity under this Contract and is not a STATE employee for any purpose, including the application of the Social Security Act, the Fair Labor Standards Act, the Federal Insurance Contribution Act, the North Dakota Unemployment Compensation Law and the North Dakota Workforce Safety and Insurance Act. CONTRACTOR retains sole and absolute discretion in the manner and means of carrying out CONTRACTOR’S activities and responsibilities under this Contract, except to the extent specified in this Contract.

14. ASSIGNMENT AND SUBCONTRACTS

CONTRACTOR may not assign or otherwise transfer or delegate any right or duty without STATE’S express written consent. However, CONTRACTOR may enter into subcontracts provided that any subcontract acknowledges the binding nature of this Contract and incorporates this Contract, including any attachments. CONTRACTOR is solely responsible for the performance of any subcontractor with whom CONTRACTOR contracts. CONTRACTOR does not have authority to contract for or incur obligations on behalf of STATE.

15. SPOLIATION – PRESERVATION OF EVIDENCE

CONTRACTOR shall promptly notify STATE of all potential claims that arise or result from this Contract. CONTRACTOR shall also take all reasonable steps to preserve all physical evidence and information that may be relevant to the circumstances surrounding a potential claim, while maintaining public safety, and grants to STATE the opportunity to review and inspect the evidence, including the scene of an accident.

16. MERGER AND MODIFICATION, CONFLICT IN DOCUMENTS

This Contract, including the following documents, constitutes the entire agreement between the parties. There are no understandings, agreements, or representations, oral or written, not specified within this Contract. This Contract may not be modified, supplemented or amended, in any manner, except by written agreement signed by both parties.

Notwithstanding anything herein to the contrary, in the event of any inconsistency or conflict among the documents making up this Contract, the documents must control in this order of precedence:

a. The terms of this Contract as may be amended;

b. STATE’s Request for Proposal (“RFP”) number 110.7-22-007, dated March 4, 2022;

c. CONTRACTOR’s proposal dated March 29, 2022 in response to RFP number 110.7-22-

007.

d. All terms and conditions contained in any automated end-user agreements (e.g., click-throughs, shrink wrap, or browse wrap) are specifically excluded and null and void, and shall not alter the terms of this Contract.

17. SEVERABILITY

If any term of this Contract is declared by a court having jurisdiction to be illegal or unenforceable, the validity of the remaining terms is unaffected and, if possible, the rights and obligations of the parties are to be construed and enforced as if the Contract did not contain that term.

18. APPLICABLE LAW AND VENUE

This Contract is governed by and construed in accordance with the laws of the State of North Dakota. Any action to enforce this Contract must be adjudicated exclusively in the state District Court of Burleigh County, North Dakota. Each party consents to the exclusive jurisdiction of such court and waives any claim of lack of jurisdiction or forum non conveniens.

19. ALTERNATIVE DISPUTE RESOLUTION – JURY TRIAL

STATE does not agree to any form of binding arbitration, mediation, or other forms of mandatory alternative dispute resolution. The parties have the right to enforce their rights and remedies in judicial proceedings. STATE does not waive any right to a jury trial.

20. ATTORNEY FEES

In the event a lawsuit is instituted by STATE to obtain performance due under this Contract, and STATE is the prevailing party, CONTRACTOR shall, except when prohibited by N.D.C.C. § 28- 26-04, pay STATE’S reasonable attorney fees and costs in connection with the lawsuit.

21. NONDISCRIMINATION AND COMPLIANCE WITH LAWS

CONTRACTOR agrees to comply with all laws, rules, and policies, including those relating to nondiscrimination, accessibility and civil rights. CONTRACTOR agrees to timely file all required reports, make required payroll deductions, and timely pay all taxes and premiums owed, including sales and use taxes, unemployment compensation and workers' compensation premiums. CONTRACTOR shall have and keep current at all times during the term of this Contract all licenses and permits required by law.

22. STATE AUDIT

All records, regardless of physical form, and the accounting practices and procedures of CONTRACTOR relevant to this Contract are subject to examination by the North Dakota State Auditor, the Auditor’s designee, or Federal auditors, if required. CONTRACTOR shall maintain all of these records for at least three (3) years following completion of this Contract and be able to provide them at any reasonable time. STATE, State Auditor, or Auditor’s designee shall provide reasonable notice to CONTRACTOR prior to conducting examination.

23. EFFECTIVENESS OF CONTRACT

This Contract is not effective until fully executed by both parties. If no start date is specified in the Term of Contract, the most recent date of the signatures of the parties shall be deemed the Effective Date.

CONTRACTOR STATE OF NORTH DAKOTA

SRF Consulting Group, Inc. Acting through its State Procurement Office

BY: BY:

Paul Martens Chad Keech CFO Procurement Officer II Date:04.22.2022 Date:

4/25/2022

SCOPE OF WORK

3.1 REQUIREMENTS

DELIVERABLES

The contractors in the awarded pool will be required to provide the following to achieve the objective of any proposed grant project selected for applying to by the Participating Entity:

1. Preplanning and development strategy for the grant proposal response. The strategy includes, but is not limited to:

a. Identifying the objectives of the grant including, but not limited to:

i. Reviewing the grant application guidelines with the Participating Entity.

ii. Determining whether it is a new grant, what the grant intends to achieve or support, and finding out who the grant is available to.

iii. Discussion of issues and participation in meetings to advise on the project and grant application development.

iv. Preparing a list of issues and concerns in relation to the specific grant application to be resolved.

v. Determining how much funding is available for the grant and whether it is a one-time or ongoing grant opportunity.

vi. Whether the Participating Entity has the staff to support the grant and what ongoing maintenance is necessary for the grant.

vii. Requesting any information from the Participating Entity regarding any items requiring action.

viii. Provision of consultation, planning, and strategizing with the Participating Entity throughout the grant process.

ix. Assistance with data gathering, grant application preparation, signature retrieval, and scheduling.

x. Working closely with the Participating Entity regarding components to include in the grant application.

xi. Structuring workflow and executing a work plan for the grant application.

xii. Collaboration with Participating Entity to obtain signatures, data, forms, etc.

xiii. Locating, identifying, researching, collecting, and analyzing data as set forth in the grant application guidelines. Then providing the research to Participating Entity for review.

xiv. Developing language for both the grant application narratives and data including, if necessary, charts, tables, and diagrams to illustrate data.

xv. Preparing supplemental documents required for grant application completion.

xvi. Preparing grant application with all required documents including budget considerations and Participating Entity requirements.

b. Determining the goals the Participating Entity plans to achieve through the grant including, but not limited to:

i. The measurable means by which the Participating Entity determines the grant opportunity a success.

c. Development of a vision for the grant including, but not limited to:

i. Determining how the Participating Entity sees the process working.

ATTACHMENT A

ii. Deciding what processes or requirements are necessary for each phase of the grant opportunity.

iii. Determining who will implement each part of the process.

iv. Deciding whether reports, site visits, close-out requirements, etc. are necessary.

v. Establishing who will be responsible for communication.

vi. Identifying any necessary forms required.

d. Identifying timelines for the grant including, but not limited to:

i. Provide a clear process, develop timelines and a schedule to be followed to ensure timely submission of the application.

ii. Whether there are any performance periods are required.

iii. The dates it will be posted and closed for applications. Time-specific requirements for claims or reporting.

iv. Following grant guidelines precisely, as outlined in the NOFO or grant opportunity notice, and ensure the final approved grant application package is complete and ready for the Authorized Organizational Representative (AOR) to submit prior to the deadline for receipt of grant applications..

e. Establishing ways for monitoring including, but not limited to:

i. What monitoring requirements are necessary for the Participating

Entity to account for in the grant proposal response including, but not limited to: desk audits, site visits, or status reports.

ii. Identifying the audit requirements necessary for the Participating Entity for the grant.

iii. Identifying all of the statutes or rules that will apply to the grant.

iv. Performing a risk evaluation for the grant.

v. Development of an ongoing plan for monitoring requirements including whether claims will be required to be filed at specific intervals and what happens if status reports, or claims are not completed on time.

f. Identifying the details around the funding available including, but not limited to:

i. Approval by the management team.

ii. Any applicable sources.

iii. What the allowable uses are for the funding available.

g. Providing recommendations regarding various aspects of Participating Entity grant acquisition program to help improve the process.

2. Planning and development of a communication plan for the grant including, but not limited to:

a. Establishing a communication strategy with each Participating Entity’s Grant Manager.

b. Training for the field; specifically, how the program team trains grantees on applications, reporting, claiming funds, and program specific requirements.

c. Updates, articles for newsletters or other mediums for public notification, video tutorials.

3. Grant setup and form building including, but not limited to:

a. Grant opportunity details including disclosure of all requirements, allowability, review process, and scoring rubrics.

b. Forms required by determining the assigned project managers in a number adequate to provide coordinated, responsive, and efficient service throughout the life of the task order request.

c. Project managers will meet periodically, as requested, for ongoing grant writing services.

d. Development and setup of a non-searchable grant website for grant applications.

e. Login access to Grants.gov prior to being selected for any work under this contract will be required for NDDOT grant applications. Access may be acquired after contract award.

4. Grant application process. A typical grant application process will follow the schedule below:

a. The timeline to write the grant application will depend upon the deadline dates contained in the NOFO or notice of grant funding opportunity.

b. Due to the narrow window of time between the release of information for the grant application and due date for submission of proposals, the contractor will be required to guarantee completion of the proposal set by the Participating Entity.

c. All narrative drafts must be provided electronically in WORD format.

d. Draft grant applications will be due back to the Participating Entity for review no later than three (3) weeks before deadline for submission to the grant issuing entity.

e. Upon receipt of the draft grant application, Participating Entities will provide comments back to the contractor within one (1) week. The intent is to keep working while the Participating Entity reviews the working-draft and incorporate the comments into the final draft.

f. Contractor will make corrections/changes to the draft grant application per Participating Entity request.

g. Contractor will complete the writing of the final grant application and submit to Participating Entity five (5) days or more before the deadline for submission.

h. Prepare the submittal package (grant application, forms, and other supporting materials) and instructions for the respective Participating Entity to submit the grant application.

i. Often times, the grant submittal process is done through federal systems such as Grants.gov and must be done by an Authorized Organizational Representative (AOR) that has the credentials in place far in advance of application submittal.

j. If a post award debrief is arranged by the Participating Entity with USDOT or other grant issuing entity, the Contractor will be available for attendance and participation. (Whether or not the submitted application received funding.)