HomeMy WebLinkAbout32016AGT. # 15-071
1 AGREEMENT
2 THIS AGREEMENT is made this~ day of lciPfLU•.Xu 2015, by and
3 between the COUNTY OF FRESNO, a political subdivision of the State of California,
4 hereinafter referred to as the "County", and the LATON COMMUNITY SERVICES
5 DISTRICT, hereinafter referred to as the "District".
6 WITNESSETH
7 WHEREAS, the County has been designated as the sponsoring agency to
8 administer and implement the program for the Community Development Block Grant
9 (CDBG) Program activities of the County, and its participating cities, in accordance with
10 the provisions of Title I of the Housing and Community Development Act of 1974, as
11 amended, and the laws of the State of California; and
12 WHEREAS, CDBG funding has been made available to the County for housing
13 and community development activities; and
14 WHEREAS, the District has submitted the Laton Wastewater Treatment Plant
15 Pond Addition, Project No. 14411 (the "Project"), for CDBG funding; and
16 WHEREAS, the total cost of the Project is estimated to be $275,000 and the
17 District has requested the sum of $250,000 from the County's allocation of CDBG funds;
18 and
19 WHEREAS, the County Board of Supervisors, at a public hearing conducted on
20 May 6, 2014, approved the Project as a project on the back-up list should funding
21 become available; and
22 WHEREAS, there are now sufficient CDBG funds available to fund the next
23 project on the back-up list; and
24 WHEREAS, the District has committed local funds to the Project in the amount of
25 $25,000; and
26 WHEREAS, the Project is consistent with the objectives of the Fresno County
27 Consolidated Plan, including the annual Action Plan.
28 NOW THEREFORE, in consideration of their mutual promises as hereinafter set
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1 forth, the District and County agree as follows:
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I. PROJECT DESCRIPTION. LOCATION AND BUDGET
A The Project consists of constructing two additional effluent disposal I
4 percolation ponds with compacted soil levees and pipe control structures to connect the
5 ponds, within the existing Laton Wastewater Treatment Plant. The additional ponds will
6 allow the District to rotate pond usage to allow drying for maintenance while complying
7 with regulatory oversight requirements.
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B.
C.
The Project site is owned by Laton Community Services District.
The work to be funded with CDBG funds is as follows:
1.
2.
Obtain all necessary permits.
Perform all necessary design engineering, including, but not
12 limited to, surveying; testing; preparation of plans, specifications, and cost estimates; bid
13 documents and a cost or price analysis; review of bids and recommendation for award.
14 3. Prepare and advertise Project bid notices and award
15 construction contracts including, but not limited to, the printing of bid documents;
16 publishing of notices; and preparation of bid summary.
17 4. Perform all construction engineering including, but not limited
18 to, shop drawing review and approval; contract change order preparation; surveying;
19 staking; inspection; soil testing; materials testing; preparation of "as-built" drawings;
20 labor compliance; and contract administration.
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D.
E.
5. Provide related eligible improvements.
The Project budget is estimated to be as follows:
Construction
Design & Construction Engineering
Contingency, Permits & Misc.
Total
$165,800
45,000
64.200
$275,000
Notwithstanding the estimates described in the above preliminary
27 Project budget, payments for the Project from CDBG funds will be based on the actual
28 costs and shall not exceed the total amount of $250,000.
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1 F. The proposed funding for the Project will be provided from the
2 following sources:
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G.
CDBG
Local Financial Contribution
Total
$250,000
25.000
$275,000
Prior to any changes that may occur which would modify the scope
of the Project, the District shall submit a written request to the County. The District shall
send its written request to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 61h Floor
Fresno, CA 93721
Telephone: (559) 600-4292
If the Director of the County Department of Public Works and Planning determines the
modified Project is still eligible under the Federal CDBG regulations, the Director is
authorized to permit such modifications. The County shall specify in a letter to the
District that any modifications to the scope of the Project are authorized and that the
District may proceed.
II. OBLIGATIONS OF THE COUNTY
A. The County shall provide up to, but not more than, $250,000 from
19 available CDBG funds for the Project. All funds shall be paid in accordance with Section
20 V of this Agreement.
21 B. The County shall review, within thirty (30) calendar days of receipt
22 from the District, the engineer selection process description and summary of the
23 analysis as prepared by the District to verify that a competitive process was conducted in
24 accordance with U.S. Department of Housing and Urban Development (HUD)
25 procurement standards. The County shall specify in a letter to the District that these
26 conditions have been met and that the engineering contract can be awarded.
27 C. The County shall review, within forty-five (45) calendar days of
28 receipt from the District, the design plans and specifications for the Project as prepared
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1 by the District for compliance with Federal regulations, conformance with applicable
2 code requirements sufficient to allow for construction-related permit issuance, and the
3 total Project cost estimate to ensure sufficient funds are available to complete the
4 Project. The County shall specify in a letter to the District that these conditions have
5 been met and that the Project can be advertised.
6 D. The County shall also review, within twenty-one (21) calendar days
7 of receipt from the District, the name of the low bidder and cost or price analysis of the
8 low bid proposal prepared by the District to determine whether the contractor will be
9 reasonably compensated in accordance with Federal requirements, and to verify that the
10 contractor is bonded and has not been disbarred or suspended from participating in
11 Federal projects. The County shall specify in a letter to the District that the conditions of
12 this Section have been met and that the contract can be awarded.
13 E. The County shall attend the pre-construction meeting between the
14 District and the contractor to discuss labor compliance requirements for the Project,
15 Project monitoring, and to inform the District and contractor that the County will conduct
16 field reviews to ensure labor compliance and other conditions of the construction
17 contract are being met.
18 F. The County shall conduct periodic inspections of the Project, as
19 may be required, to ensure that the intended use and group of beneficiaries of the
20 Project have not changed. Upon completion of the Project, but prior to the District's
21 acceptance of the Project, the County shall conduct a final inspection of the Project.
22 The County shall specify in a letter to the District that the conditions of this Section have
23 been met.
24 Ill. OBLIGATIONS OF THE DISTRICT
25 A The District shall provide any and all sums of money in excess of
26 $250,000 that may be necessary to complete the Project. For the purposes of awarding
27 the construction of the Project within the Agreement amount, the bid documents shall
28 include any proposed additive or deduct alternatives.
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1 B. The District shall demonstrate that it has the authority, operational
2 ability, and financial resources for maintaining the improvements constructed with CDBG
3 funds under this Agreement prior to award of construction of the Project.
4 C. The District shall perform, or cause to be performed, all engineering
5 work required for the Project.
6 D. In selecting an engineer to perform any engineering work required
7 for the Project, the District shall go through a competitive process in accordance with
8 County policy and HUD procurement standards. Prior to selection of the engineer, the
9 District shall prepare a written description of the process, perform a cost or price
10 analysis, and submit the process description and summary of the analysis to the County
11 Community Development Division for review. The District shall obtain a letter from the
12 County specifying that the conditions of this Section have been met.
13 E. The District shall specify in agreements with its consultants that all
14 engineering work funded with CDBG funds shall become the property of the District
15 upon payment by the District for the cost of such engineering work.
16 F. The District shall furnish evidence that it has free and clear title to all
17 parcels of land on which Project improvements will be located, with any liens or
18 encumbrances noted, and/or that it has obtained or can obtain all necessary easements,
19 rights-of-way, licenses, permits, and State and local approvals required for the
20 completion of the Project.
21 G. Upon completion of the design engineering, the District shall submit
22 the plans and specifications to the County Community Development Division. The
23 County will ensure Federal CDBG requirements have been adhered to and review cost
24 estimates to ensure sufficient funds are available. The District shall obtain a letter from
25 the County specifying these conditions have been met and that the District is approved
26 to advertise for bids to construct the Project.
27 H. The District shall advertise for bids and shall award the construction
28 contract to the lowest responsible bidder. At least ten (1 0) calendar days prior to the bid
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1 opening, the District shall notify the County of the date, time, and location of the bid
2 opening.
3 I. Within seven (7) calendar days following the bid opening, the
4 District shall furnish the Community Development Division with the name of the low
5 bidder and cost or price analysis of the low bid proposal prepared by the District so that
6 the County can verify with the Labor Relations and Equal Opportunity Division of the
7 HUD Area Office that the low bidder has not been debarred or suspended from
8 participating in Federal projects, and that the contractor will be reasonably compensated
9 in accordance with Federal requirements. The District shall obtain a letter from the
10 County specifying these conditions have been met and that the District is approved to
11 award the Project for construction.
12 J. The District shall conduct a pre-construction meeting with the
13 contractor and shall notify the County Community Development Division at least ten (1 0)
14 calendar days prior to the meeting so a representative of the County can be in
15 attendance to discuss CDBG labor compliance requirements for the Project.
16 K. Prior to the construction start date, the District shall give written
17 notice thereof, to include a copy of the executed contract between the District and the
18 Contractor and the Notice to Proceed to the County Community Development Division.
19 L. Concurrent with the submission of the first construction progress
20 payment request, the District shall provide documentation demonstrating that all
21 construction-related required permits have been issued by the County.
22 M. All proposed construction contract change orders shall not proceed
23 until prior written approval has been given by the County. Request for approval of a
24 change order(s) shall include a narrative description of the work, a cost or price analysis
25 in accordance with HUD requirements, a map depicting the location of the work
26 addressed with the requested change order, and a written certification from the District
27 that the approval of the change order is consistent with the final construction cost
28 estimate approved by the County. In addition, the District shall certify that the change
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1 order is within the scope of the Project and is necessary to complete the Project.
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N. The District shall send its written description of the engineer
selection process, cost or price analyses, design plans, specifications, name of low
bidder and low bid proposal, public notices, and all written correspondence to:
0.
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Telephone: (559) 600-4292
The District shall comply with the mitigation measures, conditions
10 and notes identified in Initial Study No. 6785 and Environmental Assessment No. 6907
11 (the "Assessments"). A copy of the Assessments will be provided to the District.
12 P. Upon completion of the Project, the District shall notify the County
13 Community Development Division thereof so a representative of the Division can
14 perform an inspection of the Project to determine that it was completed in accordance
15 with the scope of work approved and authorized pursuant to this executed Agreement.
16 Q. Upon approval of Project completion by the County, the District shall
17 provide the County Community Development Division with a resolution of acceptance, or
18 similar documentation, demonstrating that the Project was completed in accordance with
19 the scope of work approved and authorized pursuant to this executed Agreement and
20 any approved subsequent amendments and/or change orders, and that the District has
21 accepted the Project. Prior to the final request for payment, the District shall also
22 provide the County with a copy of the recorded Notice of Completion (NOC), a written
23 summary of all Project work completed with CDBG and other funds, and documentation
24 to demonstrate compliance with Section 3 of the Housing and Urban Development Act of
25 1968, as amended.
26 R. During the contract period, the District shall complete and submit
27 annually on June 1, and upon completion of the Project, a Project Outcome
28 Measurement Report (POM) form, a copy of which is attached hereto as Exhibit 1 and
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1 incorporated herein by reference. The POM shall contain the following information for
2 the County's Federal reporting purposes to the U.S. Department of Housing and Urban
3 Development (HUD):
4 1. Total number of households/persons assisted.
5 2. Number of total households/persons assisted that:
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S.
a.
b.
c.
Now have new access to this type of public facility or
infrastructure improvement.
Now have improved access to this type of public
facility or infrastructure improvement.
Now are served by public facility or infrastructure that
is no longer substandard.
The District shall be responsible for maintenance of the
improvements after construction is completed and shall do so from non-CDBG
resources.
T. The District must inform the County in writing of any program
income generated by the expenditure of CDBG funds. Any program income generated
as a result of the Project must be paid to the County. For purposes of this Agreement,
program income is defined as proceeds from the disposition of CDBG-acquired real
property, and principal and interest on CDBG loans. If the District contributed financially
to the improvement Project, the District may retain a share of the program income in
proportion to the District's contribution to the Project, after the District has provided a
written accounting acceptable to the County.
U. The District must obtain prior written approval from the County
whenever there is any modification or change in the use of any real property improved,
in whole or in part, using CDBG funds. If any real property improved with CDBG funds is
sold and/or is utilized by the District for a use which does not qualify under the CDBG
Program, the District shall reimburse the County in an amount equal to the current fair
market value for the property, less any proportional share thereof attributable to
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1 expenditures of non-CDBG funds. These requirements shall continue in effect for the
2 life of the improvements. In the event the CDBG program is closed-out, the
3 requirements of this Section shall remain in effect for activities or property funded with
4 CDBG funds, unless action is taken by the Federal government to relieve the County of
5 these obligations.
6 V. The District acknowledges that the County may periodically inspect
7 the Project to ensure that the property is being used as described in this Agreement.
8 The District agrees to provide any necessary information to the County to carry out such
9 inspections. Furthermore, the District agrees to take corrective action if the County
1 0 determines that modifications to the use and location of the Project have resulted in a
11 violation of the Federal CDBG regulations.
12 IV. CONFORMANCE WITH APPLICABLE LAWS AND REGULATIONS
13 A. The District, its consultants, contractors, and subcontractors shall
14 comply with all applicable State and Federal laws and regulations governing p~ojects
15 that utilize Federal funds.
16 B. Whenever the District uses the services of a contractor, the District
17 shall require that the contractor comply with all Federal, State and local laws,
18 ordinances, regulations and Fresno County Charter provisions applicable in the
19 performance of their work.
20 C. This Project is subject to the requirements of Section 3 of the
21 Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701(u).
22 Accordingly, the District shall require the prime contractor to complete and submit
23 documentation prior to award of the construction contract and upon Project completion
24 that compliance with the Section 3 clause has been met.
25 D. Whenever the District receives at least $100,000 for a project from
26 the County's CDBG Program under this Agreement, the District shall complete and
27 submit to the County Community Development Division a "Certification of Payments to
28 Influence Federal Transactions" form and a "Standard Form LLL -Disclosure of
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1 Lobbying Activities" form. Likewise, before the District awards a contract using at least
2 $100,000 of such CDBG funds, the District shall require the consultant and/or contractor
3 and all their sub-consultants and/or subcontractors to complete and submit these two (2)
4 forms described hereinabove to both the District and the County.
5 V. PAYMENT FOR THE PROJECT
6 A. At monthly intervals, the District shall submit a written request for
7 the County to pay the consultant engineer or general contractor for specified costs
8 incurred in the performance of this Agreement. The request for the County to make
9 such a payment on behalf of the District shall include the name of the party to be paid
10 and the amount of the payment in accordance with the exemplar Project Pay Request
11 Form attached hereto as Exhibit 2 and incorporated herein by reference. The request
12 shall also be accompanied by a written certification from the District that the request for
13 payment is consistent with the amount of work that has been completed, and that said
14 work is in accordance with the construction contract documents and this Agreement.
15 The request for payment shall also be accompanied by documentation acceptable to the
16 County, such as invoices or vouchers for services or materials purchased, contractor's
17 costs or other costs chargeable to the Project. The first construction progress payment
18 request shall also be accompanied by documentation demonstrating that all
19 construction-related required permits have been issued by the County.
20 B. After appropriate review and inspection of all documentation
21 submitted in support of a payment request, the County shalt make payment, on behalf of
22 the District, directly to the approved consultant engineers and general contractors from
23 CDBG funds provided in this Agreement for all eligible costs specified herein and
24 incurred for this Project. Each payment will be issued in the name of both the District
25 and the approved engineer or contractor, and it wilt be required that payments be signed
26 by both parties.
27 C. Any savings realized in the final cost of the Project, due to Project
28 cost and/or scope of work reductions, liquidated damages, or any other reason, shall be
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1 used to reduce the amount of this Project paid for with CDBG funds in the same pro rata
2 share that CDBG funds were used in payment of the Project. If the District is required to
3 provide any additional funds toward the Project other than described in this Agreement,
4 any cost savings shall be first used to reimburse the District for its contribution in excess
5 of the total amount provided by this Agreement.
6 D. Payment for advertising and award shall be based on the actual
7 costs of printing and noticing.
8 E. The County will not be bound by any agreement between the District
· 9 and its agents.
10 F. The County may withhold payment of the final payment request
11 made by the District until evidence is submitted to the County that a maintenance plan
12 has been prepared and adopted for the improvements constructed with CDBG funds.
13 G. Upon the completion of the Project, the District shall submit to the
14 County a written request for final payment to be made by the County on behalf of the
15 District and issued in the name of both the District and the approved consulting
16 engineers and general contractors for all final work and remaining eligible costs incurred
17 for this Project. The final pay request shall include a detailed description of the Project
18 pay items and costs, the name of the party to be paid, and the amount of the payment in
19 accordance with Exhibit 2. The County shall not be obligated to make any payments
20 under this Agreement if the request for payment is submitted by the District more than
21 sixty {60) days after the Notice of Completion has been filed with the County Recorder's
22 Office. An extension to the sixty (60) day period may be granted by the Director of the
23 County Department of Public Works and Planning prior to the deadline if the District can
24 demonstrate just cause for the delay.
25 H. The County may withhold payment of the final payment request
26 made by the District, until a final POM, recorded NOC, written summary of all Project
27 work completed with CDBG and other funds, and evidence of compliance with the
28 Section 3 clause as specified in Sections 111-Q and IV-C, have been submitted to the
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1 County.
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sent to:
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All requests for payment and supporting documentation shall be
Financial Services Manager
County of Fresno
Department of Public Works and Planning
Financial Services Division
2220 Tulare Street, 6th Floor
Fresno, CA 93721
Telephone (559) 600-4298
The District shall establish accounting and bookkeeping procedures
9 in accordance with standard accounting and bookkeeping practices, including, but not
10 limited to, employee timecards; payrolls; and other records of all transactions to be paid
11 with CDBG funds in accordance with the performance of this Agreement. All records
12 and accounts shall be available for inspection by the County, the State of California, if
13 applicable, the Comptroller General of the United States, and HUD or any of their duly
14 authorized representatives; at all reasonable times for a period of at least five (5) years
15 following final payment under this Agreement or the closure of all other pending matters,
16 whichever is later. The District shall certify accounts when required or requested by the
17 County.
18 K. The District, as a subrecipient of Federal financial assistance, is
19 required to comply with the provisions of the Single Audit Act of 1984 (31 U.S.C.
20 Sections 7501 et seq.), as amended. Whenever the District receives CDBG funds from
21 the County for the Project, a copy of any audit performed by the District in accordance
22 with said Act shall be forwarded to the County Community Development Division within
23 nine (9) months of the end of any District fiscal year in which funds were expended
24 and/or received for the Project. Failure to perform the requisite audit functions as
25 required by this paragraph may result in the County performing any necessary audit
26 tasks or, at the County's option, the County contracting with a public accountant to
27 perform the audit. All audit costs related to the District's failure to perform the requisite
28 audit are the sole responsibility of the District and such audit work costs incurred by the
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1 County shall be billed to the District as determined by County's Auditor-
2 Controller/Treasurer-Tax Collector. In the event the District is only required to perform
3 an audit under the provisions of the Act because the District is receiving CDBG funds,
4 the County may perform, or cause to be performed; the required audit to determine
5 whether funds provided through this Agreement have been expended in accordance with
6 applicable laws and regulations. Any audit-related costs incurred by the County under
7 this provision shall be charged to the County CDBG Program. The District agrees to
8 take prompt and appropriate corrective action on any instance of material non-
9 compliance with applicable laws and regulations.
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16 VI.
L. The District shall send a copy of the audit to:
Community Development Grants
County of Fresno
Department of Public Works and Planning
Community Development Division
2220 Tulare Street, 61h Floor
Fresno, CA 93721
Telephone: (559) 600-4292
INDEMNIFICATION
17 The District shall indemnify, defend, and save harmless the County, its
18 officers, agents, and employees from and against any and all claims and losses
19 whatsoever occurring or resulting to persons, firms, or corporations furnishing or
20 supplying work, services, materials, or supplies in connection with the performance of
21 this Agreement, and from any and all claims and losses occurring or resulting to any
22 person, firm, or corporation for damage, injury, or death arising out of or connected with
23 the District's performance of, or failure to perform, its obligations under this Agreement.
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VII. TIME OF PERFORMANCE
A The following schedule shall commence on the date this Agreement
26 is executed by the County.
27 1. Complete Consultant Engineer Selection process -March
28 15, 2015.
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1 2. Complete Design Engineering and Submit to the County for
2 Review-December 15, 2015.
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4 2016.
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Complete County Review and Approval of Plans -March 15,
Begin Advertising for Bids-March 20, 2016.
Award Construction Contract-May 19, 2016.
B. The Project's Notice of Completion shall be filed with the Fresno
8 County Recorder's Office no later than November 4, 2016.
9 C. The final POM Report, written summary of all work completed,
1 o documentation demonstrating compliance with the Section 3 clause, and request for
11 final payment shall be submitted to the County no later than January 4, 2017.
12 D. The District shall give immediate written notification to the County
13 Community Development Division of any events that occur which may affect the above
14 time schedule and completion date and the time schedule specified in the contract
15 documents, or any event that may have significant impact upon the Project or affect the
16 attainment of the Project's objectives. The Director of the County Department of Public
17 Works and Planning is authorized to make adjustments in the above schedule if, in the
18 Director's judgment, any delay is beyond the control of the parties involved.
19 VIII. BREACH OF AGREEMENT
20 In the event the District fails to comply with any of the terms of this
21 Agreement, the County may, at its option, deem the District's failure a material breach of
22 this Agreement and utilize any of the remedies set forth in 24 CFR 85.43 or that it deems
23 appropriate. Should the County deem a breach of this Agreement material, the County
24 shall immediately be relieved of its obligations to make further payment as provided
25 herein. Termination of this Agreement due to breach shall not, in any way whatsoever,
26 limit the rights of the County in seeking any other legal relief in a court of law or equity,
27 including the recovery of damages. In addition to the Agreement being terminated by
28 the County in accord with a material breach of this Agreement by the District, this
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1 Agreement may also be terminated for convenience by the County in accord with 24
2 CFR 85.44.
3 IX. TERMINATION OF PROJECT
4 If the District decides to cancel the Project covered by this Agreement, the
5 District shall submit a request in writing to the County Department of Public Works and
6 Planning, Community Development Division explaining just cause for the request. The
7 Director of the Department is authorized to approve such a request if, in the Director's
8 judgment, there is just cause for the Project's cancellation.
9 X. VENUE; GOVERNING LAW
10 Venue for any action arising out of or relating to this Agreement shall be
11 only in Fresno County, California. The rights and obligations of the parties and all
12 interpretation and performance of this Agreement shall be governed in all respects by
13 the Jaws of the State of California.
14 XI. ENTIRE AGREEMENT
15 This Agreement constitutes the entire agreement between the District and
16 the County, with respect to the subject matter hereof and supersedes all previous
17 negotiations, proposals, commitments, writings, advertisements, publications, and
18 understandings of any nature whatsoever unless expressly included in this Agreement.
19 Ill
20 /II
21 Ill
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24 Ill
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26 /II
27 Ill
28 Ill
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1 IN WITNESS WHEREOF, the parties have executed this Agreement on the
2 date set forth above.
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REVIEWED AND RECOMMENDED
4 FOR APPROVAL
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By: ~(t:/~
Alan Weaver, Director
Department of Public Works
and Planning
9 APPROVED AS TO ACCOUNTING
FORM:
By:~<;?~ viCicrow, cP:A
Auditor-ControllerfTreasurer-Tax
Collector
APPROVED AS TO LEGAL FORM:
DANIEL C. CEDERBORG,
COUNTY COUNSEL
By:~ f.~. uty
FUND NO: 0001
SUBCLASS NO: 10000
ORG NO: 7205
ACCOUNT NO: 7885
PROJECT NO: N14411
ACTIVITY CODE: 7219
AW:JA:jc
COUNTY OF FRESNO
Deborah A. Poochigian, C
Board of Supervisors
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ATTEST: Bernice E. Seidel, Clerk
Board of Supervisors
By: c2.1\o-> ~
Deputy }
LATON COMMUNITY SERVICES
DISTRICT
President/Superintendent/
Chairman/Manager
REMIT TO:
Laton Community Services District
Attention: Daniel Chapa
P.O Box447
Laton, CA 93242
(559) 923-4802
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28 G:I7205ComDevi-Agendas-Agreements\201510224_LatonWWTPPondAdditionCDBG 14411_Agt. doc
December 16, 2014
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