HomeMy WebLinkAboutCooperative Project Agreement between Louden Tribal Council and the City of GalenaCooperative Project "Agreement
Between
Louden Tribal Council
& City of Galena
For The
GALENA BASE WOOD
HEAT PROJECT
COOPERATIVE PROJECT AGREEMENT
GALENA BASE WOOD HEAT PROJECT
GALENA, ALASKA
AEA 13-006 RENEWABLE ENERGY FUND ROUND 6
To complete this project, the CITY OF GALENA and the LOUDEN TRIBAL COUNCIL
mutually agree to the terms and conditions contained in this Agreement.
PREPARED BY:
Date March Runner
Tribal Administrator
LOUDEN TRIBAL COUNCIL
IN COORDINATION WITH:
Date Greg Moyer
City Manager
CITY OF GALENA
APPROVED BY:
Date Tribal Council President
LOUDEN TRIBAL COUNCIL
APPROVED BY:
Date City Manager
CITY OF GALENA
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COOPERATIVE PROJECT AGREEMENT
GALENA BASE WOOD HEAT PROJECT
GALENA, ALASKA
AEA 13-006 RENEWABLE ENERGY FUND ROUND 6 ---------
DATE OF AGREEMENT:
(Month/Year)
A. INTRODUCTION
Throughout this Cooperative Project Agreement (CPA) the following entities are referred to
as follows:
Louden Tribal Council
City of Galena
Alaska Energy Authority
Galena Base Wood Heat Project
CITY
CITY
AEA
PROJECT
This CPA contains information about the project scope of work, funding, costs, and
administration, and is being performed under the provisions of the following:
• Louden Tribal Council Resolution #XXXXX, which authorizes the Tribe to enter into a
joint grant application to the AEA for the Project.
• Executive between the City of Galena and Louden Tribal Council for the joint
implementation of the Project, if awarded by AEA.
• Letter of commitment from the Galena School District for the purchase of heat proposed
in the AEA Round 6 grant application.
B. SCOPE OF PROJECT
The scope of this project includes design, construction, and operation of the biomass system
proposed in the AEA 13-006 grant application.
C. PROJECT COST
COOPERATIVE PROJECT AGREEMENT
GALENA BASE WOOD HEAT PROJECT
GALENA, ALASKA
AEA 13-006 RENEWABLE ENERGY FUND ROUND 6
C 1. Cost Estimate Table
AEA stipulates that each project include an in-kind cost share contribution. For this project, the
match contribution constitutes approximately % of the funding and the in--kind cost
share contribution constitutes approximately % of the funding. Therefore, this CPA
identifies cash and in-kind contribution from the City of Galena in the amount of {list cost
share amount) and from Louden Tribal Council in the amount of $ This
funding will be added to the AEA project cost amount of (list Total Project Cost amount),
bringing the total project cost amount to (list Total Project Cost amount).
It is understood that funding transfers will be made to the CITY from AEA. Project activities
should not proceed until funding for each increment of work is available to the CITY.
By signing this CPA, the CITY assures that funding from AEA shall be made available to the
project. If in-kind or other funding sources are unavailable, transfers to the CITY will be
curtailed.
The CITY will make payments for eligible, incurred expenses only, and will not exceed actual
cash requirements. Payments will be made against the line items specified in the approved
budget. The TRIBE shall maintain financial records, bid documents, and all other records
sufficient to reflect direct and indirect costs incurred to perform the work assigned.
D. PROJECT ADMINISTRATION
In conformance with the AEA grant award, dated (cite date), the Project Management shall be
accomplished by the TRIBE, who will coordinate project oversight, technical assistance, and
management of the construction process. The TRIBE will coordinate with the CITY to select
contractors for the design and complete construction of the system.
The following table provides the anticipated project schedule:
Project Activity Date
Design Start Month/ Year
Design Complete Month/ Year
Construction Start Month I Year
Construction Complete Month/ Year
Final Inspection Month/ Year
Final Report Date Month/ Year
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COOPERATIVE PROJECT AGREEMENT
GALENA BASE WOOD HEAT PROJECT
GALENA, ALASKA
AEA 13-006 RENEWABLE ENERGY FUND ROUND 6
E. GRANT AGREEMENT REQUIREMENTS
The CITY OF GALENA, recipient of AEA Round 6 Grant Number#-##-##-##, authorizes
LOUDEN TRIBAL COUNCIL, as the joint-recipient entity for its implementation for the
term of this agreement; provisions shall be extended to cover any additional time period
during whieh CITY OF GALENA remains in control of the AEA fund or other assets,
including program income.
CITY OF GALENA is responsible for the successful implementation of the specific
AEA PROJECT Number #-##-##-##-#### activities as described in this CPA.
The CITY will comply with all grant requirements stated in the Grant Agreement.
The TRIBE shall supervise and monitor the day-to-day performance of its staff and any
contractors and shall report to the CITY regarding their findings on a quarterly basis. It will
also prepare quarterly progress and financial reports to AEA with copies to the CITY, revised
documentation or schedules, and alert the CITY of any problems which could delay or alter
the agreed-upon terms of the CPA.
The TRIBE shall maintain reports, and establish and maintain all backup data necessary to
support those reports. The TRIBE is responsible for maintaining all other records and reports
as required by law, including but not limited to those required by the regulations for
implementing the Project.
The TRIBE shall preserve and make available for review and inspection by AEA all critical
project-specific records and reports related to the scope of this project. These shall be
maintained for three years after the project closeout. Project closeout shall be the point at
which an Affidavit of Project Completion, or a Benefieial Use Agreement, is signed by all
parties.
CITY OF GALENA and LOUDEN TRIBAL COUNCIL shall jointly advocate, solicit,
coordinate, procure, manage, develop and maintain the program as stated in this CPA. This
includes entering into agreements, arbitrating, compromising, negotiating, and settling
disputes, and securing, obtaining, managing, transferring, and holding funds from any
source.
E 2.Recipient Requirements
The Louden Tribal Council shall adhere to applicable laws, regulations, and guidance in the
administration of this CPA.
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COOPERATIVE PROJECT AGREEMENT
GALENA BASE WOOD HEAT PROJECT
GALENA, ALASKA
AEA 13-006 RENEWABLE ENERGY FUND ROUND 6
F. SUSTAINED OPERATIONS CONSIDERATIONS
Following completion of the biomass system construction, the CITY shall have full
responsibility for operating, and maintaining the facility, including maintaining property and
liability insurance. The CITY shall conform to the operations and maintenance plan
submitted with the application for funds.
G. AMENDMENTS
This agreement may be amended by the TRIBE or the CITY at any time, provided the
amendment makes specific reference to this agreement, is executed in writing, is signed by
authorized representatives of both organizations, and is approved by the Tribal Council and
the City Council. Such amendments shall not invalidate this CPA, or relieve or release either
party from its obligations.
The CITY may, at its discretion, amend this agreement to conform with federal, state or local
governmental guidelines, policies and available funding amounts, or for other reasons .. If such
amendments result in a change in the funding, the scope of service or schedule, or the activities
to be undertaken as part of this agreement, such modification will be incorporated only by
written amendment signed by both the TRIBE and the CITY.
H. SUSPENSION AND TERMINATION
The CITY retains the right to suspend or terminate this CPA should LOUDEN TRIBAL
COUNCIL in any way materially fail to comply with any term of the award.
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