HomeMy WebLinkAboutC-8082-2D - Grant Agreement for Special Event Support Program FY 20-21 - Race for the CureGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
ORANGE COUNTY AFFILIATE OF SUSAN G. KOMEN
BREAST CANCER FOUNDATION, INC.
This Grant Agreement ("Agreement") is entered into this 14th day of August, 2020
("Effective Date"), by and between the City of Newport Beach, a California municipal
corporation and Charter City ("City"), and Orange County Affiliate of the Susan G. Komen
Breast Cancer Foundation, Inc., a California nonprofit corporation located at 2817 McGaw
Avenue, Irvine, CA 92614 ("Grantee"). City and Grantee are at times individually referred
to as "Party" and collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non-profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to the residents' quality of life.
B. Grantee requested a grant from the City for Komen Orange County MORE THAN
PINK Walk ("Grant Proposal").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents' quality of life.
D. The City Council approved a grant in the amount of Ten Thousand Dollars and
00/100 ($10,000.00) ("Grant Funds") to Grantee pursuant to certain conditions
regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Ten Thousand Dollars
and 00/100 ($10,000.00) as requested by Grantee in the Grant Proposal attached hereto
as Exhibit A and incorporated herein by reference, or such other amount as authorized
by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows:
® At the time of execution of this Agreement.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until June 30, 2021, unless terminated earlier as provided
herein.
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 1
3. RESTRICTIONS ON USE OF FUNDS AND OTHER REQUIREMENTS RELATED
TO THE RECEIPT OF GRANT FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions ("Approved
Uses"):
3.1.1. The Grant Funds shall be expended solely for the purposes provided
in Exhibit A,
3.1.2. The Grant Funds shall not be used for any activity that would violate
City, state or federal statutory or decisional law such as regulations affecting non-profit or
tax exempt organizations exempt from taxation pursuant to Section 501(c)(3) of the
Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
3.3. Grantee shall conduct background checks for all of its volunteers and
employees who work with minor children in relation to any project described in Grantee's
Grant Proposal. To the extent applicable, Grantee shall provide the City certification that
it has complied with this requirement prior to the receipt of Grant Funds.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant Funds.
Grantee shall maintain the Books and Records in accordance with Generally Accepted
Accounting Principles. Grantee shall make available to City such Books and Records
upon City's request.
4.2. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 2
right to audit Grantee's accounting procedures and internal controls of Grantee's financial
systems as they relate to the Grant Proposal and to examine any cost, revenue, payment,
claim, other records or supporting documentation resulting from any items set forth in this
Agreement. Any such audit(s) shall be undertaken by City or its representative(s) at
mutually agreed upon reasonable times and in conformance with generally accepted
auditing standards. Grantee agrees to fully cooperate with any such audit(s).
4.4. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records/documentation for the entire length of this audit period.
4.5. Grantee shall, upon conclusion of the event, furnish the City with a Balance
Sheet and Income Statement describing the receipt and disbursement activities of
Grantee with respect to the Grant Funds. In its sole and absolute discretion, the City may
also require Grantee to submit: (i) quarterly check registers and descriptions of each
disbursement; (ii) budget -to -actual -results; and (iii) a statement of position describing the
assets and liabilities associated with the Grant event. All reports, including a post -event
evaluation, shall be due to the City no later than forty-five (45) days following the
conclusion of the event. In the event that an independent audit is conducted, Grantee
shall forward a copy of the audited report to the City for review, including any Management
Letter, Report on Internal Controls, or Reportable Conditions letter generated during the
course of the audit.
4.6. Grantee agrees to exercise prudent financial management processes including
proper oversight of all assets, budget preparation, and timely reporting including budget -
to -actual -comparisons.
4.7. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards and with the ordinary degree of skill and care that would be used
by other reasonably competent practitioners of the same discipline under similar
circumstances.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the past
three (3) years, the Grantee shall hire an independent auditor to perform limited, agreed-
upon testwork procedures to provide City assurance that City sponsored event profits did
not subsidize the funding of Political Action Committees (PACs) and event proceeds were
adequately segregated from funds used to support PACs. Agreed upon procedures may
include a review of a detail list of the past three (3) years of PAC contributions and
expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC -related expenses; and
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 3
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available upon
request. City shall approve the agreed-upon testwork procedures prior to the
commencement of fieldwork.
5. USE OF GRANT FUNDS
5.1. The Grant Funds shall be used solely by Grantee for the Approved Uses and
for no other use. In the event that the Grant Funds are not used for the Approved Uses
or are not expended by or before June 30, 2021, Grantee shall notify the City in writing,
and shall be obligated to return the Grant Funds to City within thirty (30) days.
5.2. The City's grant contribution shall only be used for non -secular purposes.
Grantees shall not use the City's grant contribution, or any portion thereof, for any purpose
that violates local, state, or federal law, including, but not limited to, the Establishment
Clause.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold
harmless City, its City Council, boards and commissions, officers, agents, volunteers, and
employees (collectively, the "Indemnified Parties") from and against any and all claims
(including, without limitation, claims for bodily injury, death or damage to property),
demands, obligations, damages, actions, causes of action, suits, losses, judgments,
fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's
fees, disbursements and court costs) of every kind and nature whatsoever (individually,
a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or
indirectly) to this Agreement (including the negligent and/or willful acts, errors and/or
omissions of Grantee, its principals, officers, agents, employees, vendors, suppliers,
consultants, subcontractors, anyone employed directly or indirectly by any of them or for
whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall
be construed as authorizing any award of attorney's fees in any action on or to enforce
the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
7. GRANTEE INDEPENDENCE
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 4
constitute approval for Grantee or any of Grantee's employees or agents, to be the agents
or employees of City. Grantee shall have the responsibility for and control over the means
of performing the Approved Uses, provided that Grantee is in compliance with the terms
of this Agreement. Anything in this Agreement that may appear to give City the right to
direct Grantee as to the details of the performance or to exercise a measure of control
over Grantee shall mean only that Grantee shall follow the desires of City with respect to
the results of the Approved Uses.
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of the
services to be performed under this Agreement, directly or indirectly, by operation of law
or otherwise without prior written consent of City. Any attempt to do so without written
consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States mail,
postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at-
Attn: Recreation and Senior Services Director
Recreation and Senior Services Director
City of Newport Beach
100 Civic Center Drive
P.O. Box 1768
Newport Beach, CA 92658-8915
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Stacey Davis
Orange County Affiliate of Susan G. Komen Breast Cancer
Foundation, Inc.
2817 McGaw Avenue
Irvine, CA 92614
10. TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent with
the terms, conditions and restrictions in this Agreement. In such event, City shall give
Grantee, thirty (30) days written notice to cure, if the default can be cured and City shall
be entitled to terminate this Agreement if Grantee has not cured the default within the
thirty (30) day cure period. City shall be entitled to immediately terminate this Agreement
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 5
if the default cannot be cured through corrective action. If terminated for cause, Grant
Funds shall be returned to the City pursuant to Section 5. This Agreement is made on an
annual basis, and as such is subject to non -renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at any time
with or without cause upon seven (7) days written notice to Grantee, any remaining Grant
Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and all
necessary conditions have been satisfied, to specifically enforce Grantee's obligations
pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
11.2. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter enacted.
11.3. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent breach
of the same or any other term, covenant or condition contained herein, whether of the
same or a different character.
11.4. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged herein.
No verbal agreement or implied covenant shall be held to vary the provisions herein.
11.5. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.6. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction which
might otherwise apply.
11.7. Amendments. This Agreement may be modified or amended only by a written
document executed by both Grantee and City and approved as to form by the City
Attorney.
11.8. Severability. If any term or portion of this Agreement is held to be invalid, illegal,
or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions
of this Agreement shall continue in full force and effect.
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 6
11.9. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
11.10. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age or any other impermissible basis under law.
11.11. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.12. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON NEXT PAGE]
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 7
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: a ay
CITY OF NEWPORT BEACH,
a California municipal corporation
Date: q.Z-��Zc-)
By:
-�VZAaron C. Orp a ra Detweil
City Attor ey ec eation and
ATTEST:
Date: q —3a -2a26
By:
Leilani I. Brown
City Clerk
Attachment: Exhibit A: Grant Proposal
for Services Director
GRANTEE: ORANGE COUNTY
AFFILIATE OF SUSAN G. KOMEN
BREAST CANCER FOUNDATION, INC.,
a California nonprofit corporation
Date:
By: Signed in Counterpart
Scott Sherman
President
Date:
Signed in Counterpart
By:
Jaspreet Kaur
Secretary
[END OF SIGNATURES]
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page 8
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEYS OFFICE
Date
-- ---------
By: t" 'A
,�.LAaron q,'Harp
City Attorney
ATTEST:
Date. -
By:
Leilani 1. Brown
City Clerk
Attachment: Exhibit A- Grant Proposal
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Laura Detweiler
Recreation and Senior Services Director
GRANTEE: ORANGE COUNTY
AFFILIATE OF SUSAN G. KOMEN
BREAST CANCER FOUNDATION, INC.,
a California onprofit corporation
Date: 4_4 (01
.1
By:
Scott Sherman
President
'-2 1Date: 7 1� /Zo
By: / b
—
Jas ee
j
Seclet
[END OF SIGNATURES]
Orange County Affiliate of Susan G. Kamen Breast Cancer Foundation, Inc. Page 8
Exhibit A
Grant Proposal
Orange County Affiliate of Susan G. Komen Breast Cancer Foundation, Inc. Page A-1
Special Event Support Application - Signature Events
Reference #
Status
Login Username
Login Email
Name of Applicant Organization:
First Name
Last Name
Title / Affiliation:
Full Mailing Address of Organization:
Phone Number
Email Address
Type of Nonprofit Entity:
State of California Entity Number (if
applicable):
Part A - Officer Title
Part A - Officer Name
Part B - Officer Title
Part B - Officer Name
Entity Address (if different from applicant)
Name of Event:
Event Date(s):
Is this an annual event?
Event location(s)/venue(s) in Newport Beach
Is at least 51 percent of this event - in its
entirety - within Newport Beach?
9376261
Complete
sdavis@komenoc.org
sdavis@komenoc.org
Susan G. Komen Orange County
Stacy
Davis
Director of Development
2817 McGaw Avenue
7149579158
sdavis@komenoc.org
501 C3
CA
Chair of the Board
Scott Sherman
Chief Financial Officer
Jane Hill
jhill@komenoc.org
Komen Orange County MORE THAN PINK
Walk
9/20/2020
yes
Pacific Life Insurance Co. & Fashion Island,
Newport Beach
Yes
Media Impressions:
Type of event (Check one):
Total Participants
Have you previously received City support for
this or any other event sponsored by your
organization?
If yes, please list the event(s), year(s) and
amount(s):
Approximate impact on Newport Beach
businesses:
Is there a fee to enter the event? If yes, what
is the amount of the fee?
Portion of money raised or made donated:
Website: 20K Monthly Visitors, Press
Mentions: 20+ Million Impressions, Digital Ads
& Social Media: 500,000 Impressions
Recreational
10000
Yes
2019: $10,000 cash
2018: $10,000 cash
2017: $10.000 cash
2016: $10,000 cash
2015 - 2014: $3,500 credit per year
2013, 2012, 2011: $10,000 cash per year
2009-2006: $7,500 cash + in-kind valued at
$7,500 in city services for a total of $15,000
per year.
Businesses with a location in Newport Beach,
indeed the entire county, benefit from the
goodwill generated by the media exposure
gained throughout the many months of the
campaign.
Adult: $25
Survivor or Living with Metastatic Breast
Cancer: $25
Youth (all ages 5-17): $25
Virtual: $25
Day of Event (all categories): $35
The event generates more than 30% of our
total annual fundraising revenue.
Describe what, if any, portion of the event is The event is not free to the public as it is a
FREE to the public, breast cancer awareness 5K fundraising walk
event, however, it is open to the community at
large.
Brief Description of Event (150 -word
maximum, include any anticipated impacts
such as road closures, traffic control, amplified
sound and if any portion of the event will be on
public property such as parks, streets,
sidewalks):
The new reality of COVID-19 presents us all
with a dynamic and unprecedented situation
with immediate and unforeseeable impacts for
our community. As of 5/22/20. Susan G.
Komen Orange County is still planning on
hosting the MORE THAN PINK Walk TM this
fall. We are working very closely with local
and federal public health agencies regarding
planning and safety. As updates become
available, we will keep you informed in a timely
manner.
The 2020 Komen Orange County MORE
THAN PINK WalkTm ensures that participants
have a clear understanding of how their
fundraising makes an impact in the fight
against breast cancer. The physical event will
continue to take place in Newport Beach on
Sunday, September 20th and will utilize the
Pacific Life Insurance Company for day -of -
event registration; expo and survivor
ceremony. The 5K route on Newport Center
Drive and adjacent streets surround Fashion
Island.
In 250 words or less, explain how your event
will meet or exceed any or all of the seven
Signature Event Evaluation Criteria (see
Special Event Support Program Overview):
It is vitally important that our mission does not
pause as we respond to the effects of the
global pandemic upon our community. The
MORE THAN PINK Walk T11 experience
demonstrates how the fundraising efforts of
every participant fuels lifesaving research,
critical patient care, needed community
programs and public policy advocacy in a
personal and powerful way whether we gather
in person or virtually.
Komen OC carefully chooses to partner with,
and fund, local effective organizations and
clinics to bring breast health services into all
the communities that make up our diverse
county. Important collaborative services
include breast exams, mobile mammography,
financial assistance, transportation, culturally
sensitive in -language education, patient
navigation, case management, referrals,
assistance with insurance premiums and
medication costs, health insurance application
assistance, and support groups.
The event showcases Newport Center Dr. and
Fashion Island as one of Newport Beach's
premiere commercial, retail and residential
living areas. The influx of 10,000 participants
on a Sunday morning in September is good for
the spirit of our community. This inspiring
family -friendly walk joins participants of all
ages and abilities, coming together as one,
and supporting those affected by breast
cancer today; while helping to search for
tomorrow's cures.
Businesses with a location in Newport Beach,
indeed the entire county; also benefit from the
goodwill generated by the media exposure
gained throughout the many months of the
campaign as they come to know that Newport
Beach is the home of the walk.
The request for City support must include a list
of other City entities or groups (e.g., City Arts
Commission, a Business Improvement District,
Library support group, etc.) from which the
applicant is seeking financial support. Are you
seeking financial support from other City
entities?
If you answered yes above, please list the
entities or groups and the amount of financial
support requested from each:
As your organization's representative, please
verify the below by checking the
corresponding boxes and then type your name
in the field below.
Name:
Attach a copy of the complete event budget.
Last Update
Start Time
Finish Time
IP
N/A
• I acknowledge that, if awarded funding, my
organization will have to enter into a grant
agreement with the City.
• I have read the updated City of Newport
Beach Special Event Support Program
Overview; including the eligibility,
qualification and evaluation criteria.
• I acknowledge that submission of this
application does not guarantee the event will
receive City support.
• I have attached a complete event budget
showing anticipated revenue and expenses
(attach using link below). Note: Your
application will be deemed incomplete if a
budget is not included with your application.
• Grantee shall conduct background checks for
all of its volunteers and employees who work
with minor children in relation to any project
described in Grantee's Grant Proposal. To
the extent applicable, Grantee shall provide
the City certification that it has complied with
this requirement prior to the receipt of Grant
Funds.
Stacy Davis
2020_Komen_OC_More._Than__Pink_Walk._FY
21_Budget_5._22_20_QD7m.pdf (152k)
2020-05-22 16:01:39
2020-05-22 15:51:31
2020-05-22 16:01:39
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