3.09 3.9
AGREEMENTSMemorandum of Understanding—NYS DOS FUNDED EFFICIENCY STUDY—4-6-15
RESOLUTION AUTHORIZING MEMORANDUM OF UNDERSTANDING
BETWEEN TOWN OF QUEENSBURY, CITY OF GLENS FALLS,
WASHINGTON COUNTY SEWER DISTRICT #2, TOWN OF
KINGSBURY AND TOWN OF MOREAU FOR CONDUCT OF NYS DOS
FUNDED LOCAL GOVERNMENT EFFICIENCY GRANT STUDY
RESOLUTION NO.: ,2015
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Town of Queensbury recognizes the need to share resources, potentially
consolidate some services and address current and future sewer-related issues with a regional
perspective for administration, management, operations, maintenance, collection, conveyance,
treatment and biosolids handling and disposal in a cost-effective manner, and
WHEREAS, the City of Glens Falls, as Lead Agent with participation from the Towns of
Queensbury, Kingsbury and Moreau and the Washington County Sewer District #2 (collectively
the "Partners"), submitted an Upper Hudson River Revitalization Plan for a Local Government
Efficiency Grant to the New York State Department of State (NYS DOS) for: 1) regional
fiscal/administration of wastewater conveyance, treatment and bio solids facilities; and 2)
regional wastewater conveyance, treatment and bio solids handling/disposal improvements on
behalf of certain designated communities, and
WHEREAS, this Study encompasses portions of three (3) Counties: Warren County
(City of Glens Falls, Town of Queensbury); Washington County (Towns of Kingsbury and Fort
Edward, Villages of Fort Edward and Hudson Falls); and Saratoga County (Town of Moreau and
Village of South Glens Falls); and
WHEREAS, the Partners were awarded a NYS DOS Grant totaling $800,000 with a local
share of$145,000 for a total project of$945,000 (local share per Partner being a cash match of
$29,000 - $14,500 in 2015 and $14,500 in 2016), and such Grant requires that the five (5)
Partners enter into a Memorandum of Understanding (MOU) prior to undertaking the study, and
WHEREAS, a proposed Memorandum of Understanding entitled, "Memorandum of
Understanding for the Conduct of a NYS DOS Funded Local Government Efficiency Grant
Study" is presented at this meeting and is in form acceptable to Town Counsel, and
WHEREAS, the Town of Queensbury wishes to accordingly enter into such
Memorandum of Understanding, and
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes the "Memorandum of
Understanding for the Conduct of a NYS DOS Funded Local Government Efficiency Grant
Study" substantially in the form presented at this meeting, and
BE IT FURTHER,
RESOLVED, that the Town Board further approves, authorizes and confirms that it will
provide its local share of a cash match of$29,000 payable to the City of Glens Falls in two (2)
equal installments: $14,500 in 2015 within 60 days of the date the City of Glens Falls signs an
engineering contract and $14,500 by the end of February 2016, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget Officer
to amend the 2015 and 2016 budgets as necessary to allow for payment of the $14,500 each year,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
execute such Memorandum of Understanding and any other needed documentation, and the
Town Supervisor and/or Town Budget Officer to take any other needed actions to effectuate the
terms of this Resolution.
Duly adopted this 6th day of April, 2015, by the following vote:
AYES
NOES
ABSENT:
MEMORANDUM OF UNDERSTANDING
FOR THE
CONDUCT OF A NYSDOS FUNDED LOCAL GOVERNMENT
EFFICIENTY GRANT STUDY
CITY OF GLENS FALLS AND WASHINGTON COUNTY SEWER DISTRICT
#2 ,TOWN OF KINSBURY, TOWN OF QUEENSBURY AND TOWN OF
MOREAU
THIS MEMORANDUM OF UNDERSTANDING BY AND BETWEEN THE CITY
OF GLENS FALLS AND WASHINGTON COUNTY SEWER DISTRICT
#2,TOWN OF KINSBURY, TOWN OF QUEENSBURY AND TOWN OF
MOREAU and
WHEREAS City of Glens Falls as lead agent submitted an UPPER HUDSON RIVER
REVITALIZATION PLAN for a Local Government Efficiency Grant(LGE)to NYS
Department of State for:
(1)Regional Fiscal/Administration of Wastewater Conveyance, Treatment and Bio solids
Facilities and(2)Regional Wastewater Conveyance,Treatment,and Bio solids
Handling/Disposal Improvements on behalf of certain designated communities and
WHEREAS this study encompasses portions of 3 Counties : Warren County : City of
Glens Falls,Towns of Queensbury; Washington County; Towns of Kingsbury&Fort
Edward,Villages of Fort Edward and Hudson Falls,Saratoga County; Town of Moreau
and Village of South Glens Falls and
WHEREAS the City of Glens Falls will be the project lead with participation from 4 other
partners: Washington County Sewer District#2(including Villages of Hudson Falls&Fort
Edward), Town of Kingsbury, Town of Queensbury and Town of Moreau and
WHEREAS the City of Glens Falls and participating partners(increased from four to five
with Town of Kingsbury joining the partnership post grant award) were awarded an NYS
DOS grant totaling $800,000 with local share of$145,000 from each community for total
project of$945,000 (local share per partnering community is$29,000)
WHEREAS,the LGE Grant requires that the five partnering communities enter into
a Memorandum of Understanding(herein after designated as"MOU",prior to undertaking
the study; and,
WHEREAS,this MOU outlines the purpose and intent,roles and responsibilities and
financial obligations to ensure that all partners share a common set of objectives which will keep
the Study efforts focused;
WHEREAS,the five participating partners have each duly authorized this
Memorandum of Understanding upon the terms and provisions set forth herein.
NOW THEREFORE,based on the foregoing premises and in consideration of the
covenants and conditions herein contained,it is hereby understood as follows:
1. The proposed Work Plan as attached and incorporated herein will be undertaken
as approved by all participating communities and NYS Department of State
2. Parties pledge cooperation and agree to conduct or arrange meetings with
appropriate internal staff and/or the public/stakeholders as needed to carry out the scope of work.
3. This work plan involves contractual engineering and other professional services that
will utilize NYS DOS LGE funds to evaluate and implement(as appropriate)the potential
savings/efficiencies for development of a 3 County regional plan (Upper Hudson River)for
(1) regional or shared administration/fiscal services, shared or consolidation of operational
and maintenance activities(2)regionalization of existing and future needs of wastewater
collection, conveyance,treatment and bio solids handling/disposal.
4. To carry out this work plan,an Engineering Consultant will be designated(pursuant to
procurement process)by the City following consensus from the 5 participating communities.
5. The State Assistance Agreement executed by the City of Glens Falls incorporates
provisions for the inclusion of Minority and Women Owned Business participation and Equal
Opportunity Employment.The Engineering Consultant and other consultants retained shall assist in
complying with this aspect of the Stare Assistance Agreement.
6. The Engineering Consultant shall contract with the CITY(following review of the
contract by the 5 participating communities)to conduct services as outlined within the approved
NYS DOS work plan(attached).
7. The 5 partnering communities have agreed to equally share in the cash match required
by the State Assistance Agreement.Thus,the 5 participating partners shall each allocate and pay
$29,000 for their contribution to this LGE grant. Payment shall be paid over the next two years
beginning with a payment of 50%this year and 50%next years.Payment to the City by each
community including the City shall be made within 60 days of the execution of the engineering contract
and said funds shall be deposited in a separate fund established by the Controller of the City of Glens
Falls.Second payment shall be made within 60 days of the commencement of the second year. Funds
from this special account shall not be used for any purpose other than paying Engineering
Consulting costs associated with the conduct of the study. Bill will be reviewed and approved
by Executive Director of the Washington County Sewer District#2 and Glens Falls Water and
Sewer Superintendent prior to payment by the City. If it is required for the City to advance
payment(and necessarily borrow the funds)to the consulting engineer for this project as result
of untimely reimbursement from the Department of State;any interest due and owing on this
borrowing will be paid in equal shares by the 5 participating partners.
8.Each participant agrees to provide a point of contact,who will serve as the responsible person.
9.Each of the 5 participating partners agree to continue in good faith and use their best reasonable
efforts to negotiate,execute and deliver Definitive Agreements with respect to the proposed
recommendations from this study.
Approved by City of Glens Falls
Mayor John A.Diamond
Dated
Approved by Washington County Sewer District#2
Chairman Sewer District#2
Dated
Approved by Town of Kingsbury
Supervisor James Lindsay
Approved by Town of Queensbury
Supervisor John Strough
Dated
Approved by Town of Moreau
Supervisor Preston Jenkins
Dated
PROGRAM WORK PLAN
Contractor: City of Glens Falls
Project Trtle: UPPER HUDSON RIVER REVITAUZA11ON PLAN for Planning and Implementation of Shared Services for
(1) Regional Fiscal/Administration of Wastewater Conveyance, Treatment and Blosolids Facilities and (2) Regional
Wastewater Conveyance,Treatment, and Biosolids Handling/Disposal Improvements
1)Project D ip
a) Project: The City of Glens Falls, Town of Queensbury, Town of Moreau, and Washington County Sewer District #2 will utilize NYS
DOS LGE funds to evaluate and implement (as appropriate) the potential savings/efficiencies for development of a 3 County
regional plan (Upper Hudson River) for (1) regional or shared administration/fiscal services, shared or consolidation of operational
and maintenance activities (2) regionalization of existing and future needs of wastewater collection, conveyance, treatment and
biosolids handling/disposal.
b) Geographic Service : Encompassing portions of 3 Counties : Warren County: City of Glens Falls,Towns of Queensbury;
Washington County;Towns of Kingsbury&Fort Edward, Villages of Fort Edward and Hudson Falls, Saratoga County;Town of Moreau
and Village of South Glens Falls.
c) Partners: The City of Glens Falls will be the project lead with participation from 3 partners: Washington County Sewer District#2
(including Villages of Hudson Fails &Fort Edward), Town of Queensbury and Town of Moreau.
d)Goals and Objectives:The four (4)entities recognize the need to share resources, potentially consolidate some services and address
current and future sewer related issues with a regional perspective for administration, management, operations, maintenance, collection,
conveyance, treatment and biosolids handling and disposal in a cost effective manner. Deliverables for each section of the Planning and
Implementation portions of this project are identified within each Work Plan subsection,
e) Background: Presently there are two wastewater treatment plants,each owned and operated separately, that serve communities within
these 3 adjoining counties. The existing wastewater treatment facilities (in Fort Edward and Glens Falls) are situated on the Hudson River
with permitted discharges flowing into the Hudson River. The Washington County Sewer District#2 (serving Villages of Hudson Falls and
Fort Edward and portions of the Towns of Kingsbury, Fort Edward and Queensbury) owns and operates a wastewater treatment plant
together with operating a regional composting facility for wastewater biosolids.The NYSDEC mandated in 2011 that the WWTP increase
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its future capacity due to the presence of combined sewer overflows(CSOs) in the system, which inundate the WWTP during heavy rain
events. Further, WCSD #2 has had many past issues at the composting facility. WCSD#2 is being asked by its communities to provide
sewer service to an expanded area to support smart, regional growth while needing to meet ever tightening, more stringent federal and
state environmental requirements and regulations.
The City of Glens Falls wastewater treatment facility serves the City of Glens Falls and by service contract the treatment plant serves
portions of the Town of Queensbury, Town of Moreau and Village of South Falls. Similar to the WCSD#2 WWTP, combined sewers
discharge to the plant for treatment. During high flow events, flow above 13.7 million gallons per day (MGD) flow thru CSO 002 at the
Glens Falls WWTP and do not receive full treatment. Additionally Glens Falls has an Incinerator onsite for biosolids handling. The City has
decided to eliminate the incinerator In the first half of year 2016 and handle/dispose of biosolids in an alternative, cost effective manner.
Similar to WCSD#2, the communities are looking to the City for reliable, cost effective sewer treatment and biosolids handling/disposal to
meet the smart, regional growth in the area.
Various daily administrative, operational and maintenance activities are also completed in a variety of ways by each community for the
collection and conveyance systems prior to sewage discharging to the two WWTPs. Some activities are completed by local community
DPW staff, other activities are out-sourced to 'a neighboring community, the County Sewer District or to a private entity. These
collection system administrative, operations and maintenance activities will be evaluated from a regional perspective to determine if
consolidation or sharing of collection system services may be more effective from a schedule, cost and delivery of services perspective.
2) Planning/implementation
a) Objectives: The four partners will utilize funds to complete a regional evaluation and project implementation of the current and future
sewer needs within this described region. This project will examine potential of shared services fiscal/administrative/management
savings and efficiencies Including feasibility to create a regional sewer entity; evaluation of current and expanded service areas
including existing and future needs; evaluation of present and future capacities of the two treatment facilities; evaluation of current
and future needs of collection, conveyance, treatment and biosolids handling/disposal. The objective of implementing this project is to
meet the current/short and long term needs of this 3 county area by improving the overall delivery of services and reducing operating
costs for the communities and rate payers.
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P,InloPt cella/4llla Budget Schedule
Part A. Planning
1 . M e m o r a n d u m of A g r e e m e n t / U n d e r s t a n d i n g M o n t h 1
The partners will develop a Memorandum of AgreementlUnderstanding that outlines roles,responsibilities,overall cost including
individual partner's local share and expectations of the plan and Its process which shall be approved and signed by all participating
municipalities(grant applicant and co-applicants).
2 . Evaluation Shared
Services: FiscaUAdministration/Contracting Purchasing/Emergency $35,000 Months 1-4
Response Mutual Assistance
• Each municipality maintains an administrative and maintenance staff to administer,maintain and operate their sewer treatment,collection&
conveyance and biosolids handling systems.Consolidation or sharing of the operations and/or maintenance will require an evaluation of
existing operations and financial data.Key to the success of the project is an operational/organizational structure that has the confidence of
the participating municipalities.Structure options to include but not be limited to creation of an authority or consolidated district with
intermunicipal agreements will be reviewed.
• Obtain sewer system cost information including all operations and maintenance expenditures, handling and disposal operation
and maintenance expenditures from each municipality.
• Obtain existing debt data from the City of Glens Falls&WCSD#2 for existing facilities.
• Review billing processes, procedures and options to consolidate / streamline these services. Options include using a common
billing proto-col/system for use by each community/entity or to have a single source for all billing regionally.
® Evaluate the options of project financing including outside funding sources.
at Evaluate emergency response and coordination for regional sewer needs. Should each community have emergency maintenance
services or will emergency maintenance services be provided by a single regional entity.
• Review any other necessary data and Information from the four entities.
• Final deliverable will include a summary report that includes all the evaluations noted above,a listing of recommendations if necessary for
more detailed study and develop implementation recommendations.Life cycle cost analysis will be included for a 25 year cycle to review
the various alternatives and to determine the most efficient recommendations.
3. Establish Regional Long Term Sewer Needs $25,000 Month 1-2
Under this task an estimate of current sewer capacities and future sewer needs will be established. This information will provide the basis for
evaluating wastewater collection and treatment. Note that the applicant and co-applicants are currently working cooperatively on a smaller scoped
regional sewer needs study thru the Adirondack Gateway Council(AGC).AGC study to be completed in August 2014.
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1.11.3k 4.
• Obtain current flow, loading and waste production records from each community, biosolids, yard waste, etc.
in Review current capacity available at Glens Falls WWTP & Washington County Sewer District #2 WWTP.
® Evaluate future growth within each munidpallty based upon review of available planning studies and discussions with community planners thereby
establishing an overall future growth and regional sewer service area.This information will be Incorporated into a discussion on establishing a
consolidated district or authority that will serve the entire regional sewer needs.
▪ Smart growth principles to be reviewed and included in the analysis.
▪ Establish projected flows, loadings and waste generated for desired planning term of 25 years.
® Deliverable will be in report form with tables, maps and recommendations for implementation.
4. Evaluate Regional Biosolids Handling Alternatives $40,000 Months 2-6
▪ Determination of long term biosolid needs of region based on the sewer needs as described above in item 3.
e Evaluate potential biosolid treatment alternatives including but not limited to:
•Composting of raw and digested sludge
•Sludge drying
•Anaerobic digestion with Combined Heat and Power (CHP)
•Incineration
e Evaluate potential biosolids disposal alternatives.
e Evaluate potential biosolids handling locations (Glens Falls, WCSD#2, Off Site Location, Combination of Sites)
® Establish project cost estimates and budgets (capital and operating) including project cost apportionment among communities In
comparison to individual communities undertaking their individual operations.
• Deliverable will be in report form with tables, maps and recommendations for implementation.
SUBTOTAL
$100,000 6 months
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.
Part&IMPLEMENTATION-PRELIMINARY ENGINEERING
Service Areas $325,000 Months 1-9
1. Existing sewer conveyance systems and two WWTPs (Glens Falls & Washington Sewer District #2). Preliminary engineering of the regional sewer
conveyance and treatment fadlities improvements and biosolids handling and disposal facilities improvements regarding expansion and or
realignment of the proposed service areas currently served by either Glens Falls Wastewater Treatment Plant or Washington County Sewer District
#2. Service areas include:
• Town of Moreau /Village of South Glens Falls West Queensbury— Corinth Road Corridor Carey Park South Queensbury/Town of Kingsbury
• Village of Hudson Falls North Queensbury Meadowbrook Area Warren/ Washington County Industrial Park Other industrial parks-lands adjoin
County airport, Tech Meadows Town of Fort Edward Service Area Washington County Sewer District #2 WWTP Glens Falls WWTP Tasks to
include (along with expected deliverable):
• Field investigative services including select CCTV inspections,flow monitoring of critical conveyance systems. Deliverable will include electronic
compact disc (CD) of the sewer camera inspections of select, critical existing conveyance systems.The CDs will include inspection video and
summary tables show pipe deficiencies, leaks, cracks, pipe dips etc. Flow monitoring will be presented in summary format in excel
tables/spreadsheets showing time/day, rainfall, flow in select, critical conveyance systems.
• Topographic surveys of critical connectivity infrastructure areas. Deliverable will be survey mapping of specific, identified areas to be used in
preliminary and final design for horizontal and vertical layout of the sewer conveyance systems. Complete select geotechnical evaluations at critical
connectivity areas. Deliverable will be a subsurface investigative report with soil borings detailing the subsurface conditions induding groundwater
level, soil types etc.This information will be used in preliminary and final design of the sewer conveyance systems.
• Prepare preliminary level routing alternatives and WWTP improvements. Deliverable indudes 35 % drawings for conveyance routing alternatives
and needed improvements at the two WWTPs to meet regional needs of the area. These drawings will include the survey areas as well as
incorporate environmental and archeological recommendations.
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•
• Wetland delineation field services and threatened/endangered spedes screenings of routing alternatives and VVWTP improvements. Deliverable
includes field investigative services summarized in a report with photos, maps and recommendations for protecting or avoiding critical
environmental areas.
• Archeological field services of routing alternatives and WWTP alternatives. Deliverable includes a summary report of a Phase 1A
archeological review of the impacted areas in order to protect or avoid any archeological sensitive areas.
• Preparation of capital project cost estimates, operations and maintenance budgets and prepare customer rate structure. This cost
summaries will be delivered in a memo with executive summary, recommendations and summary tables.
• Incorporate all information into an Engineering Report suitable for regulatory review and to seek construction funding. Deliverable will be a full
Preliminary Engineering Report for public, regulatory and funding review and approval.
2. Organizational Structures $160,000 Months 4-12
• Based on the outcome and recommendation of the Planning Study (Part A. Task 2.), prepare an in-depth maintenance and operations plan
for regional personnel and equipment usage. Implement sharing of materials, equipment, personnel for regional structure. Full preparation
and execution of intermuniclpal agreements for items such as procurement and storage of selected materials and equipment, administrative
and billing functions, emergency services, maintenance of systems etc..
• Fiscal impact for each community relative to the advantages and disadvantages of consolidation and sharing including rate impacts of consolidation
versus rate impacts of operating and maintaining separate entities.
a Implement recommended organizational structure/alternative. Prepare MOUs, IMAs as appropriate. This will indude legal assistance to
implement organizational structure.
• Public awareness and participation plan for all communities.
3.Implement Alternative Food Waste Stream Handling/Disposal
$25,000 Months 4-12
a Survey of regional institutional opportunities for organic food waste streams. Summarize in a memo including map, tables and recommenda-
tions.
a Preliminary engineering of organic food waste stream handling facilities
a Preparation of capital cost estimates, operational and maintenance budgets and institutional avoidance costs. Summarize in an engineering report
for regulatory approval and funding agencies.
• Implement legal agreements between Institutions and regional sewer entities. Deliverables would be legal agreements/MOUs.
6
n Public involvement and participation program
• Site potential biosolids handling facility locations including receiving stations) for septage, liquid sludge and cake sludge and
potential for de-watering. Summary Included in the engineering report. Locations include:
• Washington County Sewer District #2 WWTP
• City of Glens Falls WWTP
• Off Site Regional Location
4. Moreau Master Meter $125,000 Month 4-12
• Design, Bidding and Construction of Master Meter Moreau
• A master sewer meter will be required at the incorporation line for the Town of Moreau for the existing sewer system. The purpose of the
master sewer meter is to monitor the quantity of wastewater flow transported to the treatment fadlity from each community. This
information will allow the City of Glens Falls to accurately assess charges of capital, operations and maintenance of treatment facilities. The
size and type of meter would be determined following more detailed calculation of flows and consultation with local public works officials.
5. Regional Biosolids Handling Site Survey/Profile $50,000 Month 4
• Complete a Land Survey of the selected site/s to be used In the final site layout of the facilities.
• Complete a conceptual layout of facility and required utilities
• Complete Site Profiling
• Provide Site appraisal re: land acquisition costs
• Deliverable would be summarized in a Site Profile Package including survey map, conceptual engineering drawings to 35% level, site
appraisal by a certified appraiser.
6. Regional Biosolids Handling Geotechnical Services $25,000 Month 4
• Soil borings to determine depth to ground water and soil characteristics.
7. Regional Biosolids Handling Ecological and Archeological Services $15,000 Month 4
Field archeological services, wetland delineation, threatened/endangered field screenings
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8. SEQR / Environmental Review $55,000 Months 4-8
Assist communities with SEQR review. Assumes no EIS Is required.
9.Regional Septage Receiving Stations—GF WWTP and WCSD#2 WWTP $65,000
Months 6-9
Preliminary engineering of septage receiving stations
Field investigation services as required (field surveys, subsurface investigations
SUBTOTAL $845,000 12 months
TOTAL COSTS$945,000 18 months
Task Deliverable Budget Schedule
SEQRA Review Letter stating findings Beginning of Project ,
RFP Copy to DOS for review& 161 month
a•.royal .rior to release
Draft Shared Services Feasibility Study Copy to DOS for review and Month 5
comment
Final Feasibility Study Copy to DOS Month 6
Surve s/Profile Packa_es Co. to DOS
Project Status Report Co. to DOS Eve 3 months
Fiscal Analysis Copy to DOS End of project
Final Project Summary Report Copy to DOS End of project
c) Procurement: In securing contractual consulting services, City of Glens Falls will comply with Municipal procurement policy and
General Municipal Law section 103. (Appendix Al, Section X and Appendix A-1, Attachment 4).
d) Other:
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•
. . .......... ..
I) Documentation: All documents created as part of grant funds must specify the following"This(document, report, map,etc.)was
prepared with funds provided by the New York State Department of State under the Shared Municipal Services Incentive Grant Program."
(Appendix Al,Section III).
ii)Environmental Review:An environmental review will be completed as required in Section XV of this agreement and transmitted to
the Department of State.This review shall be completed and the appropriate documentation of such shall be submitted to the New
York State Department of State, Division of Local Government prior to receiving any reimbursement for this project.
iii) Deliverables: The City of Glens Falls will develop an approved Memorandum of Agreement/Understanding that outlines roles,
responsibilities, and expectations of the plan and its process signed by al participating municipalities (grant applicant and co-
applicants). See the Work Plan for all other proposed deliverables.
e) Schedule:This project shall begin on or about September 2014.
f) Timetable/Funding: Efforts will be made to expedite this timetable during the development of the RFQ Process, Planning and
implementation portions of the Work Plan for purposes of seeking funding under anticipated Round 6 of the CFA application process.
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ATTACHMENT D
PAYMENT AND REPORTING SCHEDULE
I. PAYMENT PROVISIONS
In full consideration of contract services to be performed the State Agency agrees to pay and the
contractor agrees to accept a sum not to exceed the amount noted on the face page hereof. All payments
shall be in accordance with the budget contained in the applicable Attachment B form (Budget), which is
attached hereto.
A. Advance Payment and Recoupment Language(if applicable):
1. The State agency will make an advance payment to the Contractor,during the initial period, in the
amount of 0.00 percent(0%)the budget as set forth in the most recently approved
applicable Attachment B form(Budget).
2. Recoupment of any advance payment(s) shall be recovered by crediting (-0 %) of subsequent
claims and such claims will be reduced until the advance is fully recovered within the contract
period.
3. Scheduled advance payments shall be due in accordance with an approved payment schedule as
follows:
Period: Amount: Due Date:
Period: Amount: Due Date:
Period: Amount: Due Date:
Period: Amount: Due Date:
B. Interim and/or Final Claims for Reimbursement
Claiming Schedule (select applicable frequency):
El Quarterly Reimbursement
Due date
❑ Monthly Reimbursement
Due date
❑ Biannual Reimbursement
Due date
❑ Fee for Service Reimbursement
Due date
•
Contract Number.#C1000389
Page 1 of 4,Attachment D—Payment and Reporting Schedule
O Rate Based Reimbursement
Due date
O Fifth Quarter Reimbursement
Due date
0 Milestone/Performance Reimbursement
Due date/Freauencv
O Scheduled Reimbursement
Due date/Frequency_
II. REPORTING PROVISIONS
A.Expenditure-Based Reports(select the applicable report type):
O Narrative/Qualitative Report
The Contractor will submit,on a quarterly basis,not later than 60 days from the end of
the quarter,the report described in Section III(GX2)(a)(i)of the Master Contract.
O Statistical/Quantitative Report
The Contractor will submit,on a quarterly basis,not later than days from the end of the
quarter,the report described in Section III(G)(2)(a)(ii) of the Master Contract.
O Expenditure Report
The Contractor will submit, on a quarterly basis,not later than days after the end date
for which reimbursement is being claimed, the report described in Section III(G)(2)(a)(iii) of
the Master Contract.
O Final Report
The Contractor will submit the final report as described in Section III(G)(2)(a)(iv) of the
Master Contract,no later than days after the end of the contract period.
O Consolidated Fiscal Report(CFR)'
The Contractor will submit the CFR on an annual basis, in accordance with the time frames
designated in the CFR manual.For New York City contractors,the due date shall be May I of
each year; for Upstate and Long Island contractors,the due date shall be November 1 of each
year.
'The Consolidated Fiscal Reporting System is a standardized electronic reporting method accepted by Office of Alcoholism&Substance Services,
Office of Mental Health,Office of Persons with Developmental Disabilities and the State Education Department,consisting of schedules which,in
different combinations,capture financial information for budgets,quarterly and/or mid-year Bairns,an annual cost report,and a final claim.The
CFR,which must be submitted annually,is both a year-end cost report and a year-end claiming document.
Contract Number:#C1000389
Page 2 of 4,Attachment D—Payment and Reporting Schedule
B. Progress-Based Reports
L Progress Reports
The Contractor shall provide the report described in section III(G)(2)(b)(i) of the Master
Contract in accordance with the forms and in the format provided by the State Agency,
summarizing the work performed during the contract period (see Table 1 below for the annual
schedule).
2.Final Progress Report
Final scheduled payment will not be due until days after completion of agency's audit of
the final expenditures report/documentation showing total grant expenses submitted by vendor
with its final invoice.Deadline for submission of the final report is The
agency shall complete its audit and notify vendor of the results no later than
_ _ The
Contractor shall submit the report not later than 64 days from the end of the contract.
C.Other Reports
The Contractor shall provide reports in accordance with the form,content and schedule as set
forth in Table 1.
Contract Number:#C1000389
Page 3 of 4,Attachment D—Payment and Reporting Schedule
TABLE I—REPORTING SCHEDULE
PROGRESS REPORT PERIOD COVERED DUE DATE
Progress Report Start of contract through 3/31*
(Project Status Form- current date 6/30*
Quarterly Report) 9/30*
12/31*
1/31 through 3/31 3/31*
MWBE Report 4/1 through 6/30 6/30*
(Form F—Quarterly Report) 7/1 through 9/30 9/30*
12/31*
*Due every year during the
contract period,as amended.
Contract Number:#C10 003 8 9
Page 4 of 4,Attachment D—Payment and Reporting Schedule