HomeMy WebLinkAbout2019-262-E County Mgr - Shana Overdorf OCPEH grantwriter DocuSign Envelope ID:A63A046B-84E8-41B3-90FC-8ABCBB921201
[Departmental Use Only]
TITLE OCPEH Grantwriter
FY 2018-2019
NORTH CAROLINA
SERVICES AGREEMENT UNDER $90,000.00
NO RFP/RFQ
ORANGE COUNTY
This Services Agreement (hereinafter "Agreement"), made and entered into this first day of
May, 2019, ("Effective Date") by and between Orange County, North Carolina a political
subdivision of the State of North Carolina (hereinafter, the "County") and Shana Overdorf,
(hereinafter, the "Provider").
WITNESSETH:
That the County and Provider, for the consideration herein named, do hereby agree as
follows:
1. Services
a. Scope of Work.
i) This Agreement is for services to be rendered by Provider to County with respect
to (insert type of project): Grantwriting for the 2019 Continuum of Care (CoQ
and 2019 Emergency Solutions Grant (ESG) submissions for Orange County. See
Appendix A. Scope of Work for full details.
ii) By executing this Agreement, the Provider represents and agrees that Provider is
qualified to perform and fully capable of performing and providing the services
required or necessary under this Agreement in a fully competent, professional and
timely manner.
iii) Time is of the essence with respect to this Agreement.
iv) The services to be performed under this Agreement consist of Basic Services, as
described and designated in Section 3 hereof. Compensation to the Provider for
Basic Services under this Agreement shall be as set forth herein.
2. Responsibilities of the Provider
a. Services to be provided. The Provider shall provide the County with all services
required in Section 3 to satisfactorily complete the Project within the time limitations set
forth herein and in accordance with the highest professional standards.
b. Standard of Care.
i) The Provider shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards
of this type of Provider practice throughout the United States and in accordance
with applicable federal, state and local laws and regulations applicable to the
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performance of these services. Provider is solely responsible for the professional
quality, accuracy and timely completion and/or submission of all work related to
the Basic Services.
ii) Provider shall be responsible for all errors or omissions of its agents, contractors,
employees, or assigns in the performance of the Agreement. Provider shall
correct any and all errors, omissions, discrepancies, ambiguities, mistakes or
conflicts at no additional cost to the County.
iii) The Provider shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior
written permission of the County. No permission for subcontracting shall create,
between the County and the subcontractor, any contract or any other relationship.
iv) Provider is an independent contractor of County. Any and all employees of the
Provider engaged by the Provider in the performance of any work or services
required of the Provider under this Agreement, shall be considered employees or
agents of the Provider only and not of the County, and any and all claims that may
or might arise under any workers compensation or other law or contract on behalf
of said employees while so engaged shall be the sole obligation and responsibility
of the Provider.
v) If activities related to the performance of this Agreement require specific licenses,
certifications, or related credentials Provider represents that it and/or its
employees, agents and subcontractors engaged in such activities possess such
licenses, certifications, or credentials and that such licenses certifications, or
credentials are current, active, and not in a state of suspension or revocation.
vi) In determining the basic services to be provided, should any documents be
referenced in this Agreement, the terms of this Agreement shall have priority in
any conflict between the terms of referenced documents and the terms of this
Agreement. Should a request for proposals and a proposal be referenced the
terms of the request for proposals shall have priority over the terms of any
proposal.
3. Basic Services
a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows
(fully describe services to be provided): See Appendix A. Scope of Work.
4. Duration of Services
a. Term. The term of this Agreement shall be from May 1, 2019 to November 30, 2019.
b. Scheduling of Services.
i) The Provider shall schedule and perform its activities in a timely manner.
ii) Should the County determine that the Provider is behind schedule, it may require
the Provider to expedite and accelerate its efforts, including providing additional
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resources and working overtime, as necessary, to perform its services in
accordance with the approved project schedule at no additional cost to the
County.
iii) The Commencement Date for the Provider's Basic Services shall be May 1, 2019.
5. Compensation
a. Compensation for Basic Services. Compensation for Basic Services shall include all
compensation due the Provider from the County for all services under this Agreement.
The maximum amount payable for Basic Services shall not exceed fifteen thousand
Dollars ($15,000.00). Payment for Basic Services shall become due and payable within
thirty (30) days of Provider properly invoicing County. Payment shall be subject to
provisions of Section 5(b).
b. Disputes. In the event the amount stated on an invoice is disputed by the County, the
County may withhold payment of all or a portion of the amount stated on an invoice
until the parties resolve the dispute. Should Provider fail to perform its duties under the
terms of this Agreement, County may, without fault or penalty, withhold any payment
associated with the work to be performed until such time as said work is completed.
c. Additional Services. County shall not be responsible for costs related to any services in
addition to the Basic Services performed by Provider unless County requests such
additional services in writing and such additional services are evidenced by a written
amendment to this Agreement.
6. Responsibilities of the County
a. Cooperation and Coordination. The County has designated (Corey Root) to act as the
County's representative with respect to the Project and shall have the authority to render
decisions within guidelines established by the County Manager and/or the County Board
of Commissioners and shall be available during working hours as often as may be
reasonably required to render decisions and to furnish information.
7. Insurance
a. General Requirements. Provider shall obtain, at its sole expense, Commercial General
Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any
additional insurance as may be required by County's Risk Manager as such insurance
requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated
herein by reference and may be viewed at
http://www.orangecountync.gov/departments/purchasing division/contracts.php). If
County's Risk Manager determines additional insurance coverage is required such
additional insurance shall consist of N/A(if no additional insurance required mark N/A
as being not applicable). Provider shall not commence work until such insurance is in
effect and certification thereof has been received by the County's Risk Manager.
8. Indemnity
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a. Indemnity. The Provider agrees, without limitation, to defend, indemnify and hold
harmless the County from all loss, liability, claims or expense, including attorney's fees,
arising out of or related to the Project and arising from property damage or bodily injury
including death to any person or persons caused in whole or in part by the negligence or
misconduct of the Provider except to the extent same are caused by the negligence or
willful misconduct of the County. It is the intent of this provision to require the Provider
to indemnify the County to the fullest extent permitted under North Carolina law.
9. Amendments to the Agreement
a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional
compensation or a change in duration of this Agreement shall be made by a written
Amendment to this Agreement executed by the County and the Provider. The Provider
shall proceed to perform the Services required by the Amendment only after receiving a
fully executed Amendment from the County.
10. Termination
a. Termination for Convenience of the County. This Agreement may be terminated without
cause by the County and for its convenience upon seven (7) days' prior written notice to
the Provider.
b. Other Termination. The Provider may terminate this Agreement based upon the County's
material breach of this Agreement; provided, the County has not taken all reasonable
actions to remedy the breach. The Provider shall give the County seven (7) days' prior
written notice of its intent to terminate this Agreement for cause.
c. Compensation After Termination.
i) In the event of termination, the Provider shall be paid that portion of the fees and
expenses that it has earned to the date of termination, less any costs or expenses
incurred or anticipated to be incurred by the County due to errors or omissions of
the Provider.
ii) Should this Agreement be terminated, the Provider shall deliver to the County
within seven (7) days, at no additional cost, all deliverables including any
electronic data or files relating to the Project.
d. Waiver. The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Provider with any provisions of this Agreement
or the waiver by the County of any breach of this Agreement shall not constitute a
waiver of any claim for damages by the County for any breach of this Agreement or a
waiver of any other required compliance with this Agreement.
e. Suspension. County may suspend the Basic Services and this Agreement at any time for
County's convenience and without penalty to County upon three (3) days' notice to
Provider. Upon any suspension by County, Provider shall discontinue work on the Basic
Services and shall not resume the Basic Services until notified to proceed by County.
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11. Additional Provisions
a. Limitation and Assignment. The County and the Provider each bind themselves, their
successors, assigns and legal representatives to the terms of this Agreement. Neither the
County nor the Provider shall assign or transfer its interest in this Agreement without the
written consent of the other.
b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights
of respective parties hereunder shall be governed by the laws of the State of North
Carolina. By executing this Agreement Provider affirms that Provider and any
subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter
64 of the North Carolina General Statutes. By executing this Agreement Provider
certifies that Provider has not been identified, and has not utilized the services of any
agent or subcontractor identified, on the list created by the State Treasurer pursuant to
G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not
been identified, and has not utilized the services of any agent or subcontractor identified,
on the list created by the State Treasurer pursuant to G.S. 147-86.81.
c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable
local, state, and federal laws, rules, and regulations including but not limited to all state
and federal non-discrimination laws, policies, rules, and regulations and the Orange
County Non-Discrimination Policy and Orange County Living Wage Policy(each policy
is incorporated herein by reference and may be viewed at
http://www.oran ecoggtync. og v/departments/purchasing division/contracts.php.) Any
violation of the Orange County Non-Discrimination Policy is a breach of this Agreement
and County may immediately terminate this Agreement without further obligation on the
part of the County. This paragraph is not intended to limit and does not limit the
definition of breach to discrimination.
d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages
with respect to any provision of, or the performance or non-performance of, this
Agreement shall be brought in the General Court of Justice of North Carolina sitting in
Orange County, North Carolina. It is agreed by the parties that no other court shall have
jurisdiction or venue with respect to such suits or actions. Binding arbitration may not
be initiated by either Party, however, the Parties may agree to nonbinding mediation of
any dispute prior to the bringing of such suit or action.
e. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and the Provider and supersedes all prior negotiations,
representations or agreements, either written or oral. This Agreement may be amended
only by written instrument signed by both parties. Modifications may be evidenced by
facsimile signatures.
f. Severability. If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the
Parties.
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g. Ownership of Work Product. Should Provider's performance of this Agreement generate
documents, items or things that are specific to this Project such documents, items or
things shall become the property of the County and may be used on any other project
without additional compensation to the Provider. The use of the documents, items or
things by the County or by any person or entity for any purpose other than the Project as
set forth in this Agreement shall be at the full risk of the County.
h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and
the validity of this Agreement is based upon the availability of public funding under the
authority of its statutory mandate.
In the event that public funds are unavailable and not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically
expire without penalty to County immediately upon written notice to Provider of the
unavailability and non-appropriation of public funds. It is expressly agreed that County
shall not activate this non-appropriation provision for its convenience or to circumvent
the requirements of this Agreement, but only as an emergency fiscal measure during a
substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and/or mandated
functions, by state and/or federal legislative or regulatory action, which adversely affects
County's authority to continue its obligations under this Agreement, then this Agreement
shall automatically terminate without penalty to County upon written notice to Provider
of such limitation or change in County's legal authority.
i. Signatures. This Agreement together with any amendments or modifications may be
executed electronically. All electronic signatures affixed hereto evidence the consent of
the Parties to utilize electronic signatures and the intent of the Parties to comply with
Article 11A and Article 40 of North Carolina General Statute Chapter 66.
j. Notices. Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Provider's Name
Attention:Corey Root Shana Overdorf
P.O. Box 8181 939 St Mary's St
Hillsborough,NC 27278 Raleigh,NC 27605
[SIGNATURE PAGE TO FOLLOW]
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have
hereunder set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
DocuSigned by: DocuSigned by: "
By: J76WnX RA*AAYSC By: S�cadnu ran
County M, 0637994B755E477.. C64526AF149E46A
Shana Overdorf, Grantwriter
Printed Name and Title
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DocuSign Envelope ID:A63A046B-84E8-41B3-90FC-8ABCBB921201
APPENDIX A. Scope of Work
Overview:
300 number of hours, $50 per hour, not to exceed $15,000 from April 15, 2019— November 30,
2019.
Work collectively and independently to develop CoC Application and ESG proposals and Orange
County Partnership to End Homelessness (OCPEH)'s internal and external grant making
process.
Duties include:
• Work with Staff and leadership to determine the 2019 process for the CoC and
ESG Applications
• Review 2018 CoC Collaborative and ESG Application Materials including HUD and
State ESG office comments/scoring to strengthen application
• Review all HUD materials for the 2019 CoC Application Process to assist in
determining the 2019 internal/external local grant making process
• Assist in preparing grant materials i.e. letter of interest, timeline etc.
• Assist in preparing training materials and conducting training sessions for the
Project Review Committee
• Participate in webinar and conference calls as needed around the CoC and ESG
application with HUD
• Attend and assist internal grant meetings with Leadership, Key Stakeholders and
Project Review Committee
• Attend and facilitate community meetings as determined by Staff and leadership
• Assist in preparing and presenting grant recommendations to OCPEH Leadership
Team
• Ensure compliance with HUD and State ESG Office for submitted grant materials
and ensure there are no misrepresentations within the grant application
• Assist in preparing grant proposals as well as proofreading and final edits
• Provide analysis to maximize potential scoring on CoC collaborative application
and ESG Community Application
• Assist in staff scoring for submitted project applications, and preparing scoring
materials for Project Review Committee
• Assist creating and administering internal CoC and ESG application documents
• Assist in entering CoC grant information into a-snaps
• Update local scoring tools for CoC and ESG 2019 competitions
DocuSign Envelope ID:A63A046B-84E8-41B3-90FC-8ABCBB921201
Timeline and hours
Month start and Month finish are approximate and dependent on timeline set by HUD
(for CoC competition) and the State ESG Office (for ESG competition).
Category Approx. Month start Month finish
hours
Process preparation —CoC 15 May October
Process preparation — ESG 15 June October
Project application 20 May July
coordination and technical
assistance - CoC
Project application 20 June September
coordination and technical
assistance - ESG
Project Review Committee 50 May November
orientation, review, ranking
ESG Community application 40 September October
CoC Collaborative application 50 July August
—writing and coordinating
community input
Project application scoring— 30 July August
CoC
Project application scoring - 30 September October
ESG
Update of CoC scoring tool 15 May June
Update of ESG scoring tool 15 July August
DocuSign Envelope ID:A63A046B-84E8-41B3-90FC-8ABCBB921201
Melissa Allison
From: Corey Root
Sent: Monday,April 29, 2019 2:29 PM
To: Melissa Allison
Subject; FW:Waive insurance requirement far grant writer
Follow Up Flag: Follow up
Flag Status: Flagged
For grantwriter contract.
Corey Root [ Homeless Programs Coordinator I Orange County Partnership to End Homelessness
Pronouns:ShelHer (more about Pronouns)
2005.Cameron St.,PO Box 8181,Hillsborough,INC 272.78 1 (91.9)2.45-2496 1 croot@oransecountvnc.gov
From:Alisa Cornetto
Sent:Wednesday,April 17,2019 12:26 PM
To:Travis Myren; Corey Root
Cc: Melissa Allison
Subject: RE: Waive insurance requirement for grant writer
Will do. 1 am sure it goes without saying that we just need to make sure that we are reviewing an representations made
or stipulations agreed to prior to signing.
Thanks,
Alisa
Alisa Cornetto, RN,CORN-S, CCM, MSCC, CI.CP
Risk Manager
Orange County, NC
P❑ Box 8181
Hillborough, NC
919-245-2155
336-380-0041(cell)
From: Travis Myren
Sent: Friday, April 12, 2019 8:38 AM
To: Alisa Cornetto; Corey Root
Cc: Melissa Allison
Subject: RE: Waive insurance requirement for grant writer
Please waive the insurance requirement for this contract. Corey has assured me that the risk of misrepresentation is
very low, if not impossible.
Thanks,
Travis
From: Alisa Cornetto
Sent: Tuesday, April 09, 2019 9:41 AM
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DocuSign Envelope ID:A63A046B-84E8-41B3-90FC-8ABCBB921201
To: Corey Root
Cc: Travis Myren; Melissa Allison
Subject: Re: Waive insurance requirement for grant writer
Typically we would request professional liability or E&O insurance. If Travis authorizes we can waive.What will he the
process to insure there are no misrepresentations within the grant application?
AI isa
Sent from my Phone
On Apr 9, 2019, at 8:26 AM,Corey Root Ecroot@orangecountync.goy>wrote:
Hi Travis—
I am starting the process for the contract for our grant writer for the CoC and ESG grants during my
maternity leave,This is someone working out of her home. OK for you to waive the insurance
requirement in contract?
Best regards,
-co rey
Corey Root I Homeless Programs Coordinator I Orange County Partnership to End Homelessness
Pronouns:She/Fier (more about pronouns)
200 S.Cameron St.,PO Box 8181,Hillsborough, NC 27278 1 (919)245-2496 1 croot@orangecountync.gov
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