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9.d) SHIP (Statewide Health Improvement Program) Grant Meeting Date: 02/15/2011 Agenda Item: � �� City Council Agenda Report City of Scandia 14727 209�' St. North Scandia, MN 55073 (651) 433-2274 Action Requested: Approve the following items for acceptance of a SHIP (Statewide Health Improvement Program) Grant: 1) a Service Contract with Washington County for a grant in the amount of$4,000; and 2) authorization for TKDA to provide professional services in an amount not to exceed $3,920 to prepare the Trails Master Plan. Deadline/ Timeline: Grant funds must be spent by June 30, 2011. Background: • In October of 2010, the city applied for Community Partner Project grant funds as part of the Statewide Health Improvement Program (SHIP) administered by the Washington County Department of Public Health and Environment. Grants up to $4,000 were awarded for projects that increase opportunities for non-motorized transportation and/or increase access to community recreation activities. No city cash contribution is required. • The 2006 Parks Plan and the adopted 2009 Comprehensive Plan include a goal to "develop a trail and bicycle route master plan, including identifying a search area for a trail connection between William O'Brien State Park and Big Marine Regional Park Reserve." (See Goal 1, page 4-8 of Parks Plan adopted July 18, 2006 and Parks and Trails Goal 6, page 144 of Comprehensive Plan adopted March 17, 2009.) • The Park and Recreation Committee recommended that the City apply for grant funds to prepare the Trails Master Plan, with the intent that the funds would be used to hire the city's consulting planner/landscape architect to work with the Park and Recreation Committee and the Friends of Scandia Park and Trails to develop a Master Plan and Trails Maps, and a brochure for residents and visitors. • The City was officially notified of the grant award in January, 2011. • The contract requires County approval of subcontractors. They have authorized the use of TKDA for the project. Page 1 of 2 02/07/11 . • The City attorney has reviewed the contract. Recommendation: I recommend that the Council approve the service contract with Washington County and the authorization for professional services from TKDA. Attachments/ • Service Contract with Washington County, with Attachments Materials provided: . Authorization for Professional Services, Trail Master Plan (TKDA) Contact(s): Prepared by: Anne Hurlburt, Administrator (SHIP grant agreement) Page 2 of 2 02/07/11 SERVICE CONTRACT WASHINGTON COUNTY Contract# De t. PHE Vendor Name City of Scandia Fed ID# 41-0904438 Address 14727 209 St No Phone# 651-433-3374 Scandia MN 55073 Date January 7,2011 Term of Agreement Jan 3, 2011 to June 30,2011 Cost $4,000 Scope of Service G�ant award and agreement with the City of Scandia for a physical activity partner project as part of the"Living Healthy in Washington County"a 2009-2011 Statewide Health Improvement Program Grant from the Minnesota Department of Health approved for Washington County Department of Public Health and Environment.A list of deliverables and budget are provided in Attachment A. I�def11f11�IC8tl0�—Notwithstanding any other provision to the contrary,the contractor agrees to indemnify,defend and hold harmless the County,its officers,employees and agents for any and all claims arising out of the contractor's activities related to the services provided under this agreement. I�SU�811C@ ReqUi�efT1e11tS The contractor agrees that in order to pratect itself,as well as the County,from claims arising out of the contractor's adivities under this agreement,it will at all times during the term of this agreement keep in force policies of insurance providing the following checked-off liabilities,in an amount equal to the County's liability limits set forth in Minnesota Statute Chapter 466 and the workers compensation requirements in Minn.Stat.Chapter 176. The Contractor agrees as a condition subsequent to increase the required insurance coverage as the liability limits in section 466.04 increase. Nothing in this Agreement shall constitute a waiver by the County of any statutory limits upon liability. CeAificates of insurance showing the coverage listed above shall be provided to the County prior to the effective date of this Agreement. All such policies shall provide that they shall not be canceled,materially changed,or not renewed without thirty days prior notice thereof to the County. � General Liability ❑ Professional Liability � Automobile Liability � Worker's Compensation(ff applicable) ❑ Hired/Non-Owned Liability ❑ Insurance Requirements Waived,except for Warker's Compensation D8t3 P�IVBCV - All data collected, created, received, maintained or used for any purposes in the course of the contractor's performance of this agreement is govemed by Minn. Statutes, Sec. 13.01 et seq., or any other applicable state statutes and federal regulations on data privacy. The contractor agrees to abide by these Statutes,rules and regulations as they may be amended. Record Disclosures/Monitorinq - Pursuant co nninn.statute�sC.os,Subd. 5,the books,records,documents and accounting procedures and practices of the contrador relevant to the contract are subject to examination by the County, and either the legislative auditor or the state auditor, as appropriate. The contractor agrees to maintain these records for a period of six years from the date of tertnination of this agreement. NOI1dISC�1t111M8t1Of1 -During the performance of this agreement, the contractor agrees to the following: No person shall, on the grounds of race, color,religion,age,sex,disability,marital status,public assistance status,criminal record,creed to national origin be exGuded from fulf employment rights in, participation in, be denied the benefits of or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. COR1DI18�C@ Wlth LaW -The contractor shail abide by all federal,state or local laws, statutes, ordinances, rules and regulations now in effect or hereinaRer adopted insofar as they relate to the contractor's perFormance of the provisions of this agreement. FI�@8�t11S P�Ohlbit@d—Unless specifically required by the terms of this contract,no provider of services pursuant to this contrad,including but not limited to employees, agents or subcontradors of the Vendor or Contractor(depending upon which term is used) shall carry or possess a firearm on County premises or while acting on behalf of Washington County pursuant to the terms of this agreement. Violation of this provision shall be considered a substantial breach of the agreement; and, in addition to any other remedy available to the County under law or equity. Violation of this provision is grounds for immediate suspension or termination of this agreement. I�d@p@�d@�t COf1t�aCtO�—Parties agree that the vendor is acting as an independent contrador under this agreement. C011ditiOn Subsepue�t-This Agreement may be cancelled by the Vendor or the County at any time,with or wRhout cause,upon thirty(30) days written notice to the other party. In the event of such a canceflation,the Vendor shall be entitled to payment,detertnined on a pro rata basis,for work or services satisfactorily performed. a. It is understood and agreed to by the parties that payments by the County to the Vendor under this Agreement are dependent upon reimbursements to the County from state or federal sources. The parties agree, therefore, that reimbursement to the County from the state and/or federal government for this program is a condition subsequent of this agreement; and, if state and/or federal reimbursement is not obtained or continued or is decreased by any amount, the County may terminate this Agreement by giving the Vendor thiRy(30)days notice of termination. b. If the Agreement is terminated because of the occurrence of the aforementioned condition subsequent, the Vendor shall only be entitled to the actual cost of the services rendered up to the date of termination. c. In instances where state and/or federal reimbursements are decreased for this program, the parties may negotiate a decrease in the amount of services provided in the Agreement. The parties agree that the County's decision not to terminate shall be sufficient consideration for any modification of the Agreement. Revised 2/28/08 SUbCOf1t�8Ctlflq 817d ASSIQfIme►lt— The contractor shali not enter into any subcontract for performance of any services contemplated under this agreement nor novate or assign any interest in the agreement without the prior written approval of the county. Any assignment or novation may be made subject to such conditions and provisions as the county may impose. The contractor is responsible for the performance of all subcontractors. Washington County Vendor / / Title Date Title Date Approved as to form: � , � � Asst. ounty Attorney �.�� Revised 2/28/08 A1 I�'�l:`,<>7�,'�'S ,���►J�� �O� 1J��l�i' SIi1Y g �Cotxnty Attachment A Washington County Statewide Health Improvement Program Grant Physical Activity Partner Project January 7, 2011 Statewide Health Improvement Pro�ram (SHIP) Grant Description SHIP is an integral part of Minnesota's nation-leading 2008 health reform law. The program strives to help Minnesotans lead longer, healthier lives by preventing the chronic disease risk factors of tobacco use and exposure, poor nutrition and physical inactivity. SHIP seeks to create sustainable, systemic changes in schools, worksites, communities and health care organizations that make it easier for Minnesotans to incorporate healthy behaviors into their daily lives. The City of Scandia will develop a Trails Master Plan for the community. The plan will identify trail corridors for bicycles and pedestrians, linking key destinations in the community. It will include identifying a conceptual route for a trail connection between William O'Brien State Park and Big Marine Park Reserve, as well as identifying existing and proposed trails connecting other destinations in the City. A GIS map and brochure will also be developed as part of the master plan. This project will align with the selected SHIP intervention for Community Physical Activity as described below: Implement policies and practices that create active communities by increasing opportunities for non-motorized transportation(walking and biking) and access to community recreation facilities. Active communities provide safe and convenient opportunities for physical activity; commonly refened to as opportunities for active living. The County's Duties The County will provide ongoing technical assistance to the Physical Activity Partner Projects by an assigned staff Coordinator from the Department of Public Health and Environment (PHE). The SHIP Coordinator will be responsible for providing overall guidance to the project and will approve any changes to the work plan and evaluation plan once they are submitted. Specific duties of the County include: 1. Perform the activities approved in the County work plan for the selected intervention. 2. Complete and submit an interim and annual report for FY2010 and FY2011. 3. Participate in site visits from Minnesota Department of Health(MDH) and all MDH- sponsored conference calls. 1 t+1.11�Nl:tiC)'1.,�� �%�1ash�in tion l s��`1 V �HIY � �COuntiy 4. Participate in MDH-sponsored technical assistance calls and trainings. 5. Provide grant summary or other requested information to MDH upon request for incorporation into state level reports. 6. Allow MDH and others to use any products produced with SHIP funds. 7. Convene a diverse representative Community Leadership Team. Convene Local Partnership groups as appropriate. Invite additional contractors or communiTy resources as needed. 8. Develop, implement and submit an evaluation plan for each intervention using standardized tools provided by MDH where appropriate. 9. Ensure that communication plans funded by SHIP conform to the uniform communications standards provided by MDH. 10. Comply with lobbying requirement provided by MDH. 11. Work collaboratively with the grantee to: a. Schedule mutually agreed upon meetings when appropriate with grantee. b. Assist grantee with the logistics of implementing the Physical Activity Partner Proj ect. c. Work collaboratively with grantee to determine a regular communication schedule for questions and progress reports. Grantee Resnonsibilities 1. Provide a partner project coordinator and appropriate supervision. 2. Communicate effectively with SHIP staff, stakeholders and the community to convey steps and progress toward work plans and evaluation goals. 3. Attend planning meetings and appropriate trainings with SHIP staff. 4. Be able to carry out organized business practices such as contracting, budgeting, accounting practices, completing reports and evaluation forms. 5. Reference the SHIP funding source as required by MDH for all material and events. 2 r����rs<r����'ti ���� �O� 1J1�1V SI�IP � . ��otu�►t� 6. Reference Washington County and "Living Healthy in Washington County" for all materials and sponsored events. 7. Comply with lobbying requirement provided by MDH. S. Gather community feedback on plan development and include results in evaluation report. Deliverables By June 24, 2011 the grantee will complete the following: 1. Develop a Trail Master Plan and GIS Map to identify key trail connections for bicyclists and pedestrians in the City of Scandia. 2. Identify and make connections to existing and proposed regional trails. 3. Provide an opportunity for community input for the proposed plan and document feedback. 4. Develop a brochure for visitors and residents to promote the use of existing trails. 5. Complete the Trail Master Plan that will allow the City to seek grant funds and develop partnerships to create the trail system beyond the SHIP grant period. 6. Prepare and submit a SHIP evaluation report to the PHE. The reports shall cover the time period from January 3 to June 24, 2011. Budget The total SHIP funding amount for this grantee will not exceed $4,000. The first half of the funds will be released when a signed contract and invoice are returned. The second half of the funds will be released when the list of deliverables is completed and the evaluation form is returned, no later than June 24, 2011. Any adjustment to budget items will be discussed with the SHIP Coordinator for prior approval. Ci of Scandia Fundin amounts Staffing for trail plan development. $4,000 Community meetings and print materials Total $4,000 3 CITY OF SCANDIA, MINNESOTA AUTHORIZATION FOR PROFESSIONAL SERVICES TO: Toltz, King, Duvall,Anderson and Associates, Incorporated 444 Cedar Street, Suite 1500 St. Paul, Minnesota 55101 Pursuant to our agreement dated March 15, 1988, you are hereby authorized to proceed with the professional services described as follows: TRAILS MASTER PLAN I. PROJECT DESCRIPTION The City of Scandia approved its new Comprehensive Plan in 2009. The plan identified a goal to create a Trails Master Plan for the community. The City was awarded a SHIP Community Partner Project grant in January 2011 to support development of the Master Plan and Trails Map. TKDA will work with the City Administrator and an advisory committee to complete the Trails Master Plan and Map. II. SERVICES TO BE PROVIDED TKDA shall provide the following services: A. Develop a Master Plan and Map that identifies key trail connections for bicyclists and pedestrians in the City of Scandia, using existing base maps from the City's Comprehensive Plan. B. Identify and make connections to existing and proposed regional trails. C. Develop a brochure for visitors and residents that promotes the use of existing trails. D. Facilitate meetings with the City's Park and Recreation Committee and Friends of Scandia Parks and Trails(three meetings)to complete the Master Plan and Map. III. ADDITIONAL SERVICES If authorized in writing by the City, furnish or obtain from others Additional Services of the types listed below which are not considered as basic services under this Authorization. Additional Services shall be billable on an Hourly Time and Materials basis and such billings shall be over and above any maximum amounts set forth in this Authorization. A. Additional meetings with the Park and Recreation Committee or others. -1- B. Completion of additional tasks,maps or graphic materials not specified in SECTION II above. IV. CITY'S RESPONSIBILITIES These responsibilities shall be as set forth in our Agreement and as further described or clarified hereinbelow: A. Designate one individual to act as a representative with respect to the work to be performed, and such person shall have complete authority to transmit instructions, receive information, interpret and define policies, and make decisions with respect to critical elements pertinent to the Project. B. Provide reviews of materials furnished by TKDA in a reasonable and prompt manner so that the Project schedule can be maintained. C. Coordinate all meetings of the Parks and Recreation Committee, and mailings for those meetings. V. PERIOD OF SERVICE TKDA shall begin services upon receipt of the executed Authorization and complete services by June 30, 2011. VI. COMPENSATION Compensation to TKDA for services provided as described in SECTION II of this Authorization shall be on an Hourly Time and Materials basis in an amount not to exceed$3,920. A detailed Project Fee Estimate is attached. Approved at a meeting of the City Council on , 2011. By Attest Consultant Acceptance by , , 2011. Authorized TKDA Representative -2- TKDA Project Fee Estimate Ciisnt: City of Scandia Date: 1/24/2011 ProjeCt: Trails Master Plan Prepared By: Buss Task Estimated Personhours No. Task Description Sr Planner Planner Totals A Develo Master Plan and Ma 8 10 18 B Identi connections to re ional trails Z 2 C Develo trail brochure $ 9 �� D Facilitate Meetings(per meeting fee below - Total Person Hours �8 �9 37 Estimated Billin Rate/Hr x Multi lier $ 111 $ 79 Total Billable for Charged Time $ 1,998 $ 1,501 3,499 Ex nses: Travel&Subsistence(TS) $ 105 Meetings(3�5105 meeting fee) $ 315 Total Project Fees $ 3,919 ROUNDED TO $ 3,920