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3. Accepting Energy Efficiency & Conservation Block Grant - Public Safety BuildingCity of Kalispell Post Office Box 1997 - Kalispell, Montana 59903 Telephone: (406) 758-7701 Fax: (406) 758-7758 TO: Mayor Fisher and Members of Council FROM: Mike Baker, Parks & Recreation Director Jane Howington, City Manager SUBJECT: MT DEQ Federal Stimulus Grant — Energy Upgrades to Public Safety Building MEETING DATE: June 28, 2010 BACKGROUND: The City of Kalispell applied for and received $103,300 from the MT DEQ under the EECBG program for energy upgrades to the Public Safety Building. This is additional grant funding to the previously awarded $96,700 for the new roof on the Public Safety Building. This project will include purchasing and installation of (2) new heat recovery ventilators (HRV) in the existing HVAC system, and updating the (HVAC) controls. Some ductwork will require modification to accommodate new floor -plan and zoning requirements. Additionally, a small portion of the EECBG funding will pay for an engineering firm to perform an energy audit and assist with the design services and implement the energy efficiency and conservation strategy focus. This upgrade will significantly reduce heating and cooling costs. RECOMMENDATION: It recommended that the City Council accept and authorize the City Manager to sign the DEQ contract documents for grant funding in the amount of $103,300. FISCAL IMPACTS: Matching in -kind funding of $200 for grant administration. i Q � Michael B er Parks and Recreation Director Jane Howington City Manager Mo ntana Department ofBrian Schweitzer, Governor QUALITY Richard H. Opper, Director P.O. Box 200901 • Helena, MT 59620-0901 • (406) 444-2544 • www.deq.mt.gov June 11, 2010 City of Kalispell Jane Howington 201 4`i' Avenue South Kalispell, MT 59901 Dear Ms. Howington: Enclosed for signature is DEQ Contract 210135, between the Montana Department of Environmental Quality and City of Kalispell. If all conditions of the contract meet with your approval, please sign, date, and return the DEQ Original to the Department of Environmental Quality, Financial Services, P.O. Box 200901, Helena, MT 59620-0901. The "Contractor Copy" is for your records. Because fiscal year end is fast approaching, DEQ requests that Contractor make every attempt to return the signed DEQ Original to DEQ by Monday, June 28, 2010. If it is not possible to meet this deadline, DEQ requests that Contractor fax a copy of the signed signature pate to DEQ at (406) 444-1804, and follow-up by mailing the hard copy DEQ Original to the address noted above. Thank you for your interest in assisting the State of Montana in regards to this matter. Sincer ly, Denise Kelly, Financial Operations Supervisor Financial Services Enclosures cc: Angie Carter File Enforcement Division • Permitting & Compliance Division • Planning, Prevention & Assistance Division • Remediation Division it -, ORIGINAL _ A CONTRACT 1. PARTIES 210135 ederaz rant : DE-EEQQ g764 Federal Catalogue € o.. 31.12 THIS CONTRACT, is entered into by and between the State of Montana Department of Environmental Quality (DEQ), and City of Kalispell (Contractor). This Contract is entered into in accordance with Title 18, Montana Code Annotated (MCA), the Administrative Rules of Montana (ARM), Title 2, Chapter 5, and the provisions of the American Recovery and Reinvestment Act of 2009 (ARRA), for the purpose of creating or sustaining jobs in Montana, reducing energy consumption, and increasing the use of renewable energy resources. THE PARTIES AGREE AS FOLLOWS: 2. EFFECTIVE DATE, DURATION, AND RENEWAL 3. 4. 2.1. This Contract shall take effect upon signature of both parties, with the effective date being the later of the two signatures, and terminate on December 31, 2010, unless terminated earlier in accordance with the terms of this Contract. (§ 18-4-313 MCA.) SERVICES AND/OR SUPPLIES 3.1. Contractor agrees to provide to DEQ the products and services, which are more fully described in the scope of work attached hereto as Attachment A and incorporated herein by reference. 3.2. One or more tasks under Attachment A may require environmental review under the National Environmental Policy Act and/or the Montana Environmental Policy Act or by the State Historical Preservation Office. Upon receipt by the Contractor of written notice from the State or the U.S. Department of Energy (DOE) that one or more of these reviews is required, the Contractor may not commence work on any such tasks before, and DEQ will not pay the Contractor for any work on such tasks commenced before, completion of any such reviews. If any such review results in a recommendation by the State or DOE to revise the scope of work, the Contractor and the State shall modify the scope of work to meet the recommendation. REPORTING REQUIREMENTS 4.1. As a recipient of American Recovery and Reinvestment Act (Recovery Act) funds, DEQ must report to the Department of Energy (DOE) on the use of the funds no later than 10 days after the end of each calendar quarter. This report is posted to www.Recovery.gov. As part of this reporting requirement, Contractor and any subcontractors must have a DUN and Bradstreet Universal Number System (DUNS) number (www.dnb.com) and must maintain active and current profiles in the Central Contractor Registration (www.ccr.gov) for the duration of this Contract. Contractor and any subcontractors must comply with any guidance from the Office of Management and Budget (OMB) related to the reporting requirement of section 1512 of the Recovery Act issued by the OMB or DOE. 4.2. Contractor shall submit a written Monthly Report no later than the 5th day of each month that includes: 4.2.1. Summarization of reimbursements and expenditures of project funds for the preceding month. 4.2.2. The total number of jobs saved or created during the preceding month; and Page 1 of 13 2 013 Federal Gran' No.: CE-EE 00007 4 Federal Catal e l .: 3 .t2$ 5.7. This Contract is funded in whole or in part by a federal grant from the United States Department of Energy (DOE) in the amount of $9,593,500 (Federal Grant number: DE- EE0000764; Federal Catalog number: 81.128). 6. ACCOUNTING, AUDITING, RECORD RETENTION, COST PRINCIPLES, AND ACCESS TO RECORDS [10 CFR 600.21, and 600.242] 6.1. In addition to the access to records provisions of 10 CFR 600.21 and 600.242, and in accordance with the provisions of Section 1515 of the Recovery Act, Contractor shall maintain books, records, documents, other evidence directly pertinent to performance of work under this Contract and current accounting for all funds received and expended pursuant to this Contract in accordance with generally accepted accounting principles and to comply with the cost principles contained in OBM Circular 87 to determine allowable costs. Contractor shall comply with all requirements in 10 CFR 600.242 relating to recordkeeping. Contractor's accounting system must be able to allocate costs associated with this Contract in a manner that keeps these costs separate from the costs of other Contracts. 6.2. DEQ, the Legislative Auditor, the DOE, the Comptroller General of the United States, or any of their authorized representatives, shall have the right of access to accounting records of Contractor for purposes of making an inspection, audit, excerpts, or transcripts of funds received and expended by Contractor pursuant to this Contract. Notwithstanding the provisions of the Termination Section of this Contract, this Contract may be terminated upon any refusal of Contractor to allow access to records necessary to carry out the audit and analysis referred to above (ref. 18-1-118, MCA). Authorized representatives shall have access to records at any reasonable time for as long as Contractor maintains the records. Audits conducted under this provision shall be in accordance with generally accepted auditing standards as established by the American Institute of Certified Public Accountants and with established procedures and guidelines of the reviewing or auditing company or agency. 6.3. Contractor agrees to disclose all information and reports resulting from access to the records maintained in paragraph 6.1 of this clause to any of the agencies referred to in paragraph 6.2. 6.4. Contractor agrees to retain all financial records for three years as required by the United States government. Contractor agrees this period meets the requirements of state and federal law with respect to funding utilized. In addition, Contractor agrees to maintain any records relating to any litigation, claim, negotiation, audit, cost recovery, or other action involving the records, until completion of the action and resolution of all issues, or until the end of the three-year period, whichever is longer. Contractor may not destroy any records without first offering the records to DEQ. 6.5. In the event that an audit shows that Contractor has not complied with federal or state laws and rules concerning the handling and expenditure of the funds received under this Contract, Contractor agrees to correct the areas of non-compliance within six months after Contractor receives the audit report. 6.6. If Contractor receives a total of $500,000 or more in federal funds from any and all sources of federal funding sources during any fiscal year during which this Contract is performed, it must comply with the accounting and audit requirements of the most current version of the Federal Office of Management and Budget (OMB) Circular A-133, "Audits of States, Local Governments, and Non -Profit Organizations" and OMB Circular A-87 "Cost Principles for State and Local Governments and Indian Tribal Governments" Page 3 of 13 21135 Federal Grant o.: t-EE0000754 edera Catairue .. 31.12 American Recovery and Reinvestment Act (M-09-10) issued in February 18, 2009 and available on www.recovery.gov. 9. DISPLAY OF ARRA LOGO 9.1. Because this project receives funding under the American Recovery and Reinvestment Act of 2009 (Recovery Act) Contractor shall display the Recovery Act Logo in a manner that informs the public that the project is a Recovery Act investment. DEQ will work with Contractor to determine in what manner Contractor is able to comply with this provision and will ensure that Contractor receives the appropriate ARRA logo dependent upon which of the two following logos is used: 9.1.1. The Recovery Act Primary Emblem, which is required to be displayed at the project location. 9.1.2. The Recovery Act Horizontal Logomark, which is required to be used for any press releases or other online or offline communications. 10. ASSIGNMENT, TRANSFER AND SUBCONTRACTING 10.1. Contractor may subcontract for performance of any of its tasks under this contract, and any language in a statement of work that requires Contractor to perform a task is not intended to limit Contractor's ability to subcontract for that work. Contractor shall ensure that any solicitations for services are conducted in accordance with Montana law. Contractor is responsible to DEQ for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such contractors, and for the acts and omissions of persons employed directly by Contractor. No contractual relationships exist between any subcontractor and DEQ. 11. HOLD HARMLESS/INDEMNIFICATION 11.1. Contractor agrees to protect, defend, and save DEQ, its elected and appointed officials, agents, and employees, and while acting within the scope of their duties as such, harmless from and against all claims, demands, causes of action of any kind or character, including the cost of defense thereof, arising in favor of Contractor's employees or third parties on account of bodily or personal injuries, death, or damage to property arising out of services performed or omissions of services or in any way resulting from the acts or omissions of Contractor and/or its agents, employees, representatives, assigns, or subcontractors, except for the sole negligence of DEQ, under this Contract. 12. REQUIRED INSURANCE 12.1. General Requirements. The Contractor shall maintain for the duration of the Contract, at its cost and expense, insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work by the Contractor, and/or its agents, employees, representatives, assigns, or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission by Contractor, and/or its agents, employees, assigns, or subcontractors. 12.2. Specific Requirements for Commercial General Liability. The Contractor shall purchase and maintain for bodily injury, personal injury, and property damage of $750,000 per claim and $1,500,000 per occurrence to cover such claims as may be caused by any act, omission, or negligence of the Contractor and/or its officers, agents, representatives, assigns or subcontractors. Page 5 of 13 210135 Federal Grant No.: DE-EE000 37 4 Federal Catalca e a.: 31.123 16. PATENT AND COPYRIGHT PROTECTION (10 CFR 600.234) 16.1. Third Party Claim. In the event of any claim by any third party against DEQ that the products furnished under this Contract infringe upon or violate any patent or copyright, DEQ shall promptly notify Contractor. Contractor shall defend such claim, in DEQ's name or its own name, as appropriate, but at Contractor's expense. Contractor will indemnify DEQ against all costs, damages and attorney's fees that accrue as a result of such claim. If DEQ reasonably concludes that its interests are not being properly protected, or if principles of governmental or public law are involved, it may enter any action. 16.2. Product Subject of Claim. If any product furnished is likely to or does become the subject of a claim of infringement of a patent or copyright, then Contractor may, at its option, procure for DEQ the right to continue using the alleged infringing product, or modify the product so -that it becomes non -infringing. If none of the above options can be accomplished, or if the use of such product by DEQ shall be prevented by injunction, DEQ will determine if the Contract has been breached. 17. FEDERAL REQUIREMENTS The following provisions are incorporated into this Contract and shall be included by Contractor in each subcontract or sub -tiered agreement under any subcontract it enters into in connection with this Contract: 17.1. Buy American Use Of American Iron , Steel, And Manufactured Goods. DOE considers projects for the construction, alteration, maintenance, or repair of Truck Stop Electrification (TSE) facilities to be a project for the construction, alteration, maintenance, or repair of a public work. Recipients that conduct TSE projects must comply with this term and condition: None of the funds provided by the grant may be used for a project for the construction, alteration, maintenance, or repair of a public building or public work unless all of the iron, steel, and manufactured goods used in the project are produced in the United States. DOE will apply this provision in a manner consistent with United States obligations under international agreements. Recipient agrees to comply with any further guidance from OMB applicable to this provision. This term and condition shall not apply in any case or category of cases in which the Administrator of DOE or a designated Agency official finds that (1) applying the term and condition would be inconsistent with the public interest; (2) iron, steel, and the relevant manufactured goods are not produced in the United States in sufficient and reasonably available quantities and of a satisfactory quality ; or (3) inclusion of iron, steel, and manufactured goods produced in the United States will increase the cost of the overall project by more than 25 percent. If the grantee believes that this term and condition does not apply to a transaction financed with funds from this grant either (1) because a waiver is appropriate or (2) the requirement is inapplicable to the transaction, the grantee must submit, in writing, a detailed explanation for its position to DOE's project officer prior to entering into the transaction. The grantee may not proceed with the transaction until it receives written approval from the Administrator or other designated Agency official. 17.2. Limit on Funds. Contractor and any subcontractor shall not use these funds for particular activities for any casino or other gambling establishment, aquarium, zoo, golf course, or swimming pool 17.3. Trafficking Victim Protection Act of 2000. Contractor and any subcontractor must not engage in severe forms of trafficking in persons during the period of time that the award Page 7 of 13 2101,35 Federal Grant No.: DE-EE0000764 Federal Catalg ae Jo_ 1 123 receiving stolen property; or otherwise criminally or civilly charged by a governmental entity (federal, state, or local) with commission of any of the offenses enumerated in (2) above; and, (3) have not within a 3-year period preceding this Contract, had one or more contracts terminated for cause or default by any federal or state agency. 17.10. Procurement of Recycled Goods (42 U.S.0 6962). In accordance with Section 6002 of the Resource Conservation and Recovery Act, when the purchase of an item exceeds $10,000 or where the quantity of such items acquired in the course of the preceding fiscal year was $10,000 or more, Contractor and subcontractors shall give preference to the purchase of specific products containing recycled materials. 17.11. Use of Recycled Paper (Executive Order 13423 (January 24 2007). Contractor certifies that recycled paper will be used for all reports, documents, or other submittals prepared by Contractor under the terms of this Contract. 17.12. Copyright And Right To Use (10 CFR 600). Any discovery or invention made, or data or text developed, or under development, as a result of work conducted under this Contract, is subject to DOE requirements and regulations pertaining to reporting and patent rights, and copyrights and rights in data. In any event, DEQ and DOE shall have a royalty -free, nonexclusive, and irrevocable right to reproduce, publish or otherwise use and authorize others to use, any patented or copyrightable property developed under this Contract. 17.13. Equipment, Supplies and Materials (10 CFR 600.232). 17.13.1. Any purchase of equipment required under this Contract must be approved in advance and in writing by DEQ prior to purchase by Contractor. 17.13.2. In accordance with 10 CFR 600.232, title of equipment, defined as having a purchase price of over $5,000 and a useful life of more than one year, acquired under this Contract, shall vest with Contractor. Contractor agrees to maintain the equipment in good working condition and provide accountability of the equipment per state law and rule concerning Asset Management. 17.14. Subcontracting Under Disadvantaged Business Enterprise (DBE) Program (10 CFR 600.7 and 600.236) 17.14.1. Contractor shall take all necessary affirmative steps to assure that minority firms, women's business enterprises, and labor surplus area firms are used when possible. 17.14.2. Affirmative steps shall include: 17.14.2.1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists. 17.14.2.2. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources. 17.14.2.3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises. Page 9 of 13 210135 Federal Grant No.: E-EEo oo7 4 Federal Catalogue o.: 31.12 20. CONTRACT TERMINATION 20.1. Termination for Cause. DEQ may, by written notice to Contractor, terminate this Contract in whole or in part at any time Contractor fails to perform this Contract. 20.2. Contract Contingent on Funding. This Contract is automatically canceled if federal funds under the American Recovery and Reinvestment Act of 2009, Public Law 111-5, are not appropriated or otherwise made available to support the Contract's commencement or continuation of performance. Contractor further understands and agrees that this contract is automatically canceled if federal funds under the United States Department of Energy's Energy Efficient Conservation Block Grant are not appropriated or otherwise made available to support the contract's commencement or continuation of performance. 20.3. This Contract is automatically cancelled if the federal awarding agency unilaterally terminates the award due to a violation of the Trafficking Victim Protection Act of 2000. 20.4. Any termination of this Contract is subject to the exception that paragraph (2) of Section 6, relating to retention of and access to records, will remain in effect. 21. LIAISON AND SERVICE OF NOTICES 21.1. All project management and coordination on behalf of DEQ shall be through a single point of contact designated as DEQ's liaison. Contractor shall designate a liaison that will provide the single point of contact for management and coordination of Contractor's work. All work performed pursuant to this Contract shall be coordinated between DEQ's liaison and Contractor's liaison. James Sverdrup, or his designee will be the liaison for DEQ. PO Box 200901 Helena, MT 59620-0901 Telephone: 406-841-5216 Fax: 406-841-5091 E-mail: isverdrupRmt.gov Mike Baker will be the liaison for Contractor. 201 1st Avenue East Kalispell, MT 59901 21.2. DEQ's liaison and Contractor's liaison may be changed by written notice to the other party. Written notices, requests, or complaints will first be directed to the liaison. 22. MEETINGS 22.1. Contractor is required to meet with DEQ's personnel, or designated representatives, to resolve technical or Contractual problems that may occur during the term of the Contract or to discuss the progress made by Contractor and DEQ in the performance of their respective obligations, at no additional cost to DEQ. Meetings will occur as problems arise and will be coordinated by DEQ. Contractor will be given a minimum of three full working days notice of meeting date, time, and location. 23. TRANSITION ASSISTANCE 23.1. If this Contract is terminated prior to the completion of a project, or if the work on a project is terminated, for any reason, Contractor must provide for a reasonable period of time after the expiration or termination of this project or Contract, all reasonable Page 11 of 13 210135 Lederai Grant No.,:,,-. -,ed.eralCatal2gwj- 81,128 DATE I / Approved as to Legal Content: TE MONTANA DEPARTMENT OF ENVIRONMENTAL QUALITY VICKI J. WOCWROW, Contracts Officer Financial Services Metcalf Building, Room 003 1520 E. Sixth Avenue Helena, MT 59620-0901 Attorney Page 13 of 13 DEQ CONTRACT #210135 ATTACHMENT A Project Description: Public Safety Building Energy Efficiency Retrofit Contractor: City of Kalispell 201 1 st Avenue East Kalispell, MT 59901 mbaker kalispell.com 406-758-7715 DEQ Project Manager: James Sverdrup EECBG Funds Requested: $103,300.00 Matching Funds: $ 200.00 Utility Incentive/Rebate Funding: $ 0.00 Total Project Costs: $103,500.00 Project completion/deadline date: December 31, 2010 Project main deliverable: Contractor shall purchase new, and install (2) new heat recovery ventilators (HRV) in the existing HVAC system, and the contractor shall update the (HVAC) controls in the Kalispell Public Safety Building. Task 1: Engineering HRV Task Description: Contractor shall subcontract with an engineering firm to design and produce construction documents and specifications for the addition of (2) new heat recovery ventilators (HRV), including a materials list, final budget, and a final schedule plan. Funding/Costs: EECBG: $10,000.00 Estimated Utility Incentive: $ 0.00 Leveraged Funds: $ 0.00 Timeline: To be completed by July 31, 2010 Outputs/Deliverables: Construction documents and specifications for the addition of (2) new heat recovery ventilators; including a materials list, final budget, and a final schedule plan for the Kalispell Public Safety Building efficiency retrofit project. Task 1 B: Engineering Controls Task Description: Contractor shall subcontract with an engineering firm to design and produce construction documents and specifications for the addition and integration of new heating system controls to the current HVAC system; including a materials list, final budget, final schedule plan and sequencing of operation documents. Funding/Costs: EECBG: $ 1,500.00 Estimated Utility Incentive: $ 0.00 Leveraged Funds: $ 0.00 Timeline: To be completed by August 31, 2010 Page 1 of 4 Task 4: Installation HRVs Task Description: Contractor shall hire an HVAC contractor to install (2) new heat recovery ventilators (HRV) and related components as called out by the engineering HRV specifications for the Kalispell Public Safety Building. Funding/Costs: EECBG: $ 82,000.00 Estimated Utility Incentive: $ 0.00 Leveraged Funds: $ 0.00 Timeline: To be completed by November 30, 2010 Outputs/Deliverables: The installation and integration of (2) new Heat Recovery Ventilators (HRV)s and new controls to the current HVAC system in the Kalispell Public Safety Building. Task 5: Installation Controls Task Description: Contractor shall hire an HVAC contractor to install new thermostat controls and related components as called out by the engineering controls specifications for the Kalispell Public Safety Building. The contractor shall have the HVAC contractor start program and commission the new system and provide system education for the appropriate building personnel. Funding/Costs: EECBG: $9,800.00 Estimated Utility Incentive: $ 0.00 Leveraged Funds: $ 200.00, Timeline: To be completed by November 30, 2010 Outputs/Deliverables: The upgrade of thermostat controls for the building HVAC system. Controls vendor will providing system startup, programming, commissioning, and system education to appropriate facility personnel in the Kalispell Public Safety Building. Task 6: Final Report Task description: Contractor shall provide to DEQ a written project final report and supporting documentation. Funding/Costs: Consideration for this task consists of DEQ's payment for other tasks under this SOW; A minimum of $2,500.00 will be with held from the last invoice until a final report is received and accepted as providing all of the information needed in the deliverable. Timeline: Within 30 days after completion of all other tasks under this SOW, or by December 31, 2010, whichever is earlier. Deliverable: Contractor shall submit to the DEQ a written Final Summary Report and documentation of the project including: 1. Project Digital photos, Pre, During and Post work (maximum resolution 300x300 pixels) 2. The total amount of recovery funds received from DEQ under this SOW; Page 3 of 4 BILLING STATEMENT ATTACHMENT B PROJECT: PUBLIC SAFETY BUILDING ENERGY EFFICIENCY RETROFIT _11DEQ AGREEMENT NUMBER: 210135 Period: Statement Date: Goal/Objective/Task CONTRACTED CURRENT TO -DATE BALANCE has listed in Attachment A) AMOUNT BILLING EXPENDED REMAINING TASK 1: ENGINEERING HRV $10,000.00 $0.00 $0.00 $10,000.00 TASK 113: ENGINEERING CONTROLS $1,500.00 $0.00 $0.00 $1,500.00 TASK 2: DISPLAY $0.00 $0.00 $0.00 $0.00 TASK 3: REPORTING $0.00 $0.00 $0.00 $0.00 TASK 4: INSTALLATION HRVS $82,000.00 $0.00 $0.00 $82,000.00 TASK 5: INSTALLATION CONTROLS $9,800.00 $0.00 $0.00 $9,800.00 TASK 6: FINAL REPORT $0.00 $0.00 $0.00 $0.00 TOTALS $103,300.00 $0.00 $0.00 $103,300.00 TOTALS THIS BILLING CYCLE $0.00 COMMENTS SECTION: I certify that the above costs are actual, necessary, and allowable for the performance of the agreement. There are no duplicate costs, and the statement is mathematically correct. All progress reports required under this agreement are current. Date Signed If you need a copy of this revised billing statement emailed to you, please call Angie Carter at 406.444.1842. ATTACHMENT B INSTRUCTIONS: BILLING STATEMENT TAB: 1. BILLING PERIOD: List the period that work has been completed. (Examples: Quarterly - 4/1/09-6/30/09 or Monthly - 4/1/09-4/30/09.) 2. STATEMENT DATE: List the date the billing statement was submitted to DEQ. 3. CONTRACTED AMOUNT: This is the total contract amount broken out by task. 4. CURRENT BILLING: List your current billing amount for the time period for each task. The total of this column is formula driven. 5. YR-TO-DATE EXPENDED: this column is an accumulation of monies spent on your contract. You will need to calculate this accumulation by adding the amount from your previous billing statement YR-TO-DATE column to the current billing statement's current billing. 6. BALANCE REMAINING: This column is a running balance of funds remaining in your contract. This column is formula driven. 7. ADVANCE: This row is to record any advance of funds sent to you. You will need to account for your advance as you actually expend the funds. THE COMMENTS LINE AT THE BOTTOM OF YOUR BILLING STATEMENT IS USED TO EXPLAIN HOW TO APPLY THE FUNDS THAT WERE EXPENSED OUT THE ADVANCE. 8. COMMENTS SECTION: Note here any information pertaining to the billing statement. 9. DOUBLE CHECK: The totals on all your columns are formula driven. Please double check all information that you entered is correct, and it balances across and down on the statement. MATCH TAB: 1. WHEN REPORTING MATCH, THE MATCH TAB MUST BE USED 2. NON FEDERAL MATCH includes salaries or funds from state, local, private or in -kind sources (see below). the recipient's records. Some examples are as follows: -VOLUNTEER SERVICES: Time provided by non-federal funds by qualified person(s) and valued consistently with those paid for similar work. -FACILITIES: Office space, classrooms, warehouses, land (value to be established). -MATERIALS: Office, maintenance, workshop, classroom supplies (must not exceed fair market value at time it is donated to the project.) -EQUIPMENT: Office machines -PERSONAL SERVICES: Furnished by professional and technical personnel, consultants, labor other than staff of recipient. -NON-CASH DONATIONS: Cannot claim equipment and real property if property was donated to recipient by Federal Government or purchased with federal funds. 3. FEDERAL MATCH includes funding from any federal sources. It would include federal salaries or matching funds from other federal grants or programs. *The easiest way to keep the two straight is to trace the source of money. 4. SOURCE OF FEDERAL MATCH: Name of federal agency providing federal match listed in the prior column. PLEASE REMEMBER: JUST AS ON THE FRONT PAGE, PLEASE KEEP TRACK OF YOUR CUMULATIVE NON- FEDERAL MATCH REPORTED IN THE "CUMULATIVE NON-FEDERAL MATCH TO DATE" TAB. THIS WILL CORRECTLY CALCULATE THE BALANCE OF MATCH YET TO BE REPORTED. 4. SOURCE OF FEDERAL MATCH: Name of federal agency providing federal match listed in the prior column. PLEASE REMEMBER: JUST AS ON THE FRONT PAGE, PLEASE KEEP TRACK OF YOUR CUMULATIVE NOW FEDERAL MATCH REPORTED IN THE "CUMULATIVE NON-FEDERAL MATCH TO DATE" TAB. THIS WILL CORRECTLY CALCULATE THE BALANCE OF MATCH YET TO BE REPORTED.