City Council — 2025-12-15
Attendance
Cal Finocchiaro ; Mark Garipay ; Ward Hamilton ; Maya Jamaleddine ; Manjula Karamcheti ; Leila Migliorelli ; John Obremski ; Devin Romanul ; Robb Stewart ; Kimberly Vandiver ; Ryan Williams
Agenda
- CALL TO ORDER
- Attendees
- MINUTES APPROVAL
- City Council Regular Meeting December 1, 2025 7:45 PM
- PUBLIC COMMENT
- COMMUNICATIONS FROM THE HONORABLE MAYOR & OTHER CITY OFFICIALS
- NEW BUSINESS
- Filings by the Honorable Mayor
- Grants
- Acceptance of Fiscal 2026 Local Cultural Council Allocation
- Acceptance of Municipal ADA Improvement Grant
- Filings by members of the Honorable City Council
- Resolutions
- A Resolution Recognizing and Honoring President Leila Migliorelli, Councilor Mark Garipay, Councilor Robert Stewart and Councilor Ward Hamilton for their Exemplary Service to the Melrose City Council.
- Licenses
- New Common Victualler License for "Table Four"
- Motor Vehicle Class I and II Renewals for 2026 (Second Round)
- Common Victualler Renewals for 2026 ( Second Round )
- UNFINISHED BUSINESS
- Appropriations
- Appropriation from the Peg Access Fund in the amount of $282,640.36 to MMTV and Melrose Public Schools.
- Grants
- FY26 Earmark for Playing Fields
- Field Demonstration Grant- Senior Center Modernization for the amount of $9500 to replace aging toilets at the Milano Center with chair height models for accessibility. Replace worn countertops in 2 restrooms. Installation of grab bars in restrooms. Purchase and installation of a digital media board on the Milano Center lobby used to advertise programming, schedule changes and as a means of wayfinding within the building.
- Field Demonstration Grant - Memory Cafe for the amount of $4860. Funds will be used to provide a monthly Memory Cafe which would provide respite programming for those living with dementia and their caregivers.
- Title III B FY26 Grant for $5000. The funds will be used for funding Milano Center social programming.
- State 911 EMD Grant - MPD has been awarded $25,000.00 to defray the cost of 1 year of emergency service from the Armstrong Ambulance Services.
- State 911 Support & Incentive Grant - MPD has been awarded $90,505.00 to defray the cost of the dispatch specific equipment (new and existing) and the straight-time cost of dispatch personnel.
- State 911 Training Grant - MPD has been awarded $82,903.80 for 16 hours of dispatch specific continuing education as well as the training class fees for all certified dispatch personnel.
- FFY26 Municipal Road Safety Program - MPD has been awarded $19,290.00 to enable additional traffic enforcement and equipment. This includes extra officers for motor vehicle and pedestrian crosswalk enforcement. Equipment includes portable hand-held radars or traffic data recorders.
- Acceptance of Massachusetts Department of Environmental Protection RDP Grant plus Additional Award for Organics Collection Carts
- Police_State Earmark 25K Equipment
- Police_State Earmark 50K Police Cruiser
- Acceptance of FEMA/MEMA Grant for Lebanon/Sylvan Drainage Design
- Orders
- Intermunicipal Agreement for Regional Emergency Planning Services with the Mystic Regional Emergency Planning Committee
- Ordinance
- Revise the existing Animal Leash Law to REMOVE this language : The Animal Control Officer may, at his/her discretion, waive the provisions of Subsection A if a determination is made that the owner or keeper has a valid reason to have the dog unleashed or untethered for training, exhibition or show purposes. [Amended 8-21-2017 by Ord. No. 2018-4]
- REPORTS FROM COMMITTEES
- EXPIRIES
- RULE 36 REPORTS
- ADJOURNMENT
Minutes
City Council Regular Meeting Monday, December 15, 2025, 7:45 PM City Council Chamber, 1st Floor 562 Main Street, Melrose, MA 02176 MINUTES I. CALL TO ORDER Cal Finocchiaro Mark Garipay Ward Hamilton Maya Jamaleddine Manjula Karamcheti John Obremski Devin Romanul Robb Stewart Kimberly Vandiver Ryan Williams Leila Migliorelli, President Meeting was called to order by President Migliorelli at 7:50 PM Attendee Name Title Status Arrived Cal Finocchiaro Ward 6 Present Mark Garipay Ward 4 Present Ward Hamilton At-Large Present Maya Jamaleddine At-Large Absent Manjula Karamcheti Ward 1 Present John Obremski Ward 2 Present Devin Romanul Ward 7 Present Robb Stewart Ward 3 Present Kimberly Vandiver Ward 5 Present Ryan Williams At-Large Present Leila Migliorelli At-Large Present II. MINUTES APPROVAL 1 A. City Council Regular Meeting December 1, 2025 7:45 PM Motion to Approve the minutes by unanimous consent without reading made by President Migliorelli RESULT: ACCEPTED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine III. PUBLIC COMMENT When: Dec 15, 2025 07:45 PM Eastern Time (US and Canada) Topic: City Council Meeting Join from PC, Mac, iPad, or Android: https://cityofmelrose- org.zoom.us/j/99566436793?pwd=aKx1EmKqfcddXDyCE1HSJNDbUDPhAF.1 Passcode:840702 Webinar ID: 995 6643 6793 Motion to Open public comment made by President Migliorelli at 7:53 PM Comments on the floor: Brian Johnson of 25 Adams St spoke about the outdated condition of the Melrose public kiosk and requested permission to display a poster for the Martin Luther King Jr. Day of Service event, which was denied. He expressed concern about the city's support for MLK Day in light of recent federal changes and emphasized the importance of local institutions upholding Dr. King's legacy. Johnson suggested placing a small poster in the kiosk as a symbolic gesture of support and proposed a cost- effective solution. There were no comments via Zoom Motion to Close public comment made by President Migliorelli at 7:58 PM IV. COMMUNICATIONS FROM THE HONORABLE MAYOR & OTHER CITY OFFICIALS V. NEW BUSINESS A. Filings by the Honorable Mayor i. Grants
1. (ID # 2025-867): Acceptance of Fiscal 2026 Local Cultural Council Allocation Motion to Refer to Appropriations & Oversight made by President Migliorelli RESULTS: ASSIGN TO COMMITTEE TO: Appropriations & Oversight
2. (ID # 2025-868): Acceptance of Municipal ADA Improvement Grant Motion to Refer to Appropriations & Oversight made by President Migliorelli RESULT: ASSIGN TO COMMITTEE 2 TO: Appropriations & Oversight B. Filings by members of the Honorable City Council i. Resolutions
1. (ID # 2025-870): A Resolution Recognizing and Honoring President Leila Migliorelli, Councilor Mark Garipay, Councilor Robert Stewart and Councilor Ward Hamilton for their Exemplary Service to the Melrose City Council. This item was taken out of order and discussed at the end of the meeting. Motion for Immediate Consideration made by Councilor Karamcheti Seconded by Councilor Finocchiaro All were in favor and motion passed Comments about the resolution: Councilors Karamcheti, Finocchiaro and Vandiver presented the resolution. They expressed gratitude and best wishes to outgoing councilors for their contributions over the past six years, particularly during challenging times like the pandemic. Council members reflected on their collective achievements and camaraderie, expressing appreciation for each other's leadership and service. The conversation ended with a sentiment of respect and admiration for the outgoing councilors, who will be missed. President Migliorelli said it's been wonderful, challenging and interesting these last 6 years, especially through the pandemic. We've done and accomplished so much together. This has been a really valuable experience for her and she thanked the council for all that they did. Councilor Finocchiaro thanked them for great leadership and camaraderie, stating that they all served well on this council together. They will be greatly missed. Councilor Vandiver said this is bittersweet and we are lucky to have served together. Councilor Karamcheti said it has been an honor to serve with you. We have learned a lot from you, and we hope to carry on the legacy of what you've done. We really appreciate you. RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine C. Licenses
i. (ID # 2025-840): New Common Victualler License for "Table Four" Motion to Refer to Protection & License made by President Migliorelli RESULT: ASSIGN TO COMMITTEE TO: Protection & License
ii. (ID # 2025-842): Motor Vehicle Class I and II Renewals for 2026 (Second Round) Motion to Refer to Protection & License made by President Migliorelli RESULT: ASSIGN TO COMMITTEE TO: Protection & License 3
iii. (ID # 2025-843): Common Victualler Renewals for 2026 ( Second Round ) Motion to Refer to Protection & License made by President Migliorelli RESULT: ASSIGN TO COMMITTEE TO: Protection & License VI. UNFINISHED BUSINESS A. Appropriations
i. (ID # 2025-779): Appropriation from the Peg Access Fund in the amount of $282,640.36 to MMTV and Melrose Public Schools. Motion for Passage made by Councilor Garipay Seconded by Councilor Romanul All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine B. Grants
i. (ID # 2025-749): FY26 Earmark for Playing Fields Motion for Passage made by Councilor Garipay All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
ii. (ID # 2025-766): Field Demonstration Grant- Senior Center Modernization for the amount of $9500 to replace aging toilets at the Milano Center with chair height models for accessibility. Replace worn countertops in 2 restrooms. Installation of grab bars in restrooms. Purchase and installation of a digital media board on the Milano Center lobby used to advertise programming, schedule changes and as a means of wayfinding within the building. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed 4 RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
iii. (ID # 2025-767): Field Demonstration Grant - Memory Cafe for the amount of $4860. Funds will be used to provide a monthly Memory Cafe which would provide respite programming for those living with dementia and their caregivers. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
iv. (ID # 2025-768): Title III B FY26 Grant for $5000. The funds will be used for funding Milano Center social programming. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
v. (ID # 2025-769): State 911 EMD Grant - MPD has been awarded $25,000.00 to defray the cost of 1 year of emergency service from the Armstrong Ambulance Services. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine 5
vi. (ID # 2025-770): State 911 Support & Incentive Grant - MPD has been awarded $90,505.00 to defray the cost of the dispatch specific equipment (new and existing) and the straight-time cost of dispatch personnel. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
vii. (ID # 2025-771): State 911 Training Grant - MPD has been awarded $82,903.80 for 16 hours of dispatch specific continuing education as well as the training class fees for all certified dispatch personnel. Motion for Passage made by Councilor Garipay Seconded by Councilor Finocchiaro All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
viii. (ID # 2025-772): FFY26 Municipal Road Safety Program - MPD has been awarded $19,290.00 to enable additional traffic enforcement and equipment. This includes extra officers for motor vehicle and pedestrian crosswalk enforcement. Equipment includes portable hand-held radars or traffic data recorders. Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
ix. (ID # 2025-784): Acceptance of Massachusetts Department of Environmental Protection RDP Grant plus Additional Award for Organics Collection Carts 6 Motion for Passage made by Councilor Garipay Seconded by Councilor Stewart All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
x. (ID # 2025-775): Police_State Earmark 25K Equipment Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
xi. (ID # 2025-776): Police_State Earmark 50K Police Cruiser Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine
xii. (ID # 2025-778): Acceptance of FEMA/MEMA Grant for Lebanon/Sylvan Drainage Design Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine 7 C. Orders
i. (ID # 2025-746): Intermunicipal Agreement for Regional Emergency Planning Services with the Mystic Regional Emergency Planning Committee Motion for Passage made by Councilor Garipay Seconded by Councilor Karamcheti All were in favor and motion passed RESULT: PASSED [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine D. Ordinance
i. (ID # 2025-613): Revise the existing Animal Leash Law to REMOVE this language : The Animal Control Officer may, at his/her discretion, waive the provisions of Subsection A if a determination is made that the owner or keeper has a valid reason to have the dog unleashed or untethered for training, exhibition or show purposes. [Amended 8-21-2017 by Ord. No. 2018-4] This Ordinance will expire so President Migliorelli requested to send it back to committee Motion to Send Back to Committee made by Councilor Romanul Seconded by Councilor Vandiver All were in favor and motion passed RESULT: RE-ASSIGNED TO COMMITTEE [UNANIMOUS] AYES: Cal Finocchiaro, Manjula Karamcheti, John Obremski, Devin Romanul, Kim Vandiver, Ryan Williams, Ward Hamilton, Leila Migliorelli, Mark Garipay, Robb Stewart NAYS: None ABSENT: Maya Jamaleddine VII. REPORTS FROM COMMITTEES VIII. EXPIRIES IX. RULE 36 REPORTS X. ADJOURNMENT Motion to Adjourn made by President Migliorelli at 8:15 PM Meeting was adjourned. 8 Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 FY26-LC-LCC-2463_Melrose Cultural Council_Contract December 03, 2025 Dear Jennifer Grigoraitis, Thank you for your participation in the Mass Cultural Council’s Local Cultural Council Program. We are pleased to inform you that City of Melrose for Melrose Cultural Council has been approved for a Local Cultural Council Allocation grant of $16,800 (FY26-LC-LCC-2463) from the Mass Cultural Council. Thanks to vigorous advocacy from the cultural sector, both the Healey-Driscoll Administration and the State Legislature showed strong, bipartisan support for the Mass Cultural Council, and its programs and services in the FY26 state budget. This allows us to continue to support Massachusetts’ dynamic artists and creative individuals, communities, cultural organizations, schools, and creative youth development across the Commonwealth. Below you will find your grant contract package, which includes award instructions, required attachments, and reporting obligations. Please review all materials carefully and sign the contract electronically within 14 calendar days of the date of this letter. Prompt execution will help us process your award as efficiently as possible. For questions about the contract, please contact the financial operations team at finance.helpdesk@mass.gov. For questions about the program please contact Lisa Simmons, Program Manager, Community Initiative at 617-858-2707 or lisa.simmons@mass.gov. Culture is ultimately about you. You play an integral role in creating and supporting a cultural life in Massachusetts that is vital, accessible, and thriving. Thank you for all that you do to elevate our rich cultural life in Massachusetts. Marc Carroll Michael. J. Bobbitt Chair Executive Director Page 1 of 6Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 Contract Package Instructions Instructions for Completing this Standard Contract Document In this e signature document, you will complete the following: 1. Standard Contract: Review this document and sign and date it. In order to read the content that is hyperlinked in this document, save this document as a pdf to review it, then return here to sign. 2. Attachment A: Defines how the funds are to be expended following Mass Cultural Council regulations. Review this document and initial it to acknowledge that you have read and understand. If you have any questions about this document, contact Marc Sulmonte at 617-858-2823 or marc.sulmonte@mass.gov. Page 2 of 6Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 COMMONWEALTH OF MASSACHUSETTS ~ STANDARD CONTRACT FORM This form is jointly issued and published by the Office of the Comptroller (CTR), the Executive Office for Administration and Finance (ANF), and the Operational Services Division (OSD) as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications , the Commonwealth Terms and Conditions for Human and Social Services or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access published forms at CTR Forms: https://www.macomptroller.org/forms . Forms are also posted at OSD Forms: https://www.mass.gov/lists/osd-forms . CONTRACTOR LEGAL NAME: City of Melrose for Melrose Cultural Council COMMONWEALTH DEPARTMENT NAME: Massachusetts Cultural Council (and d/b/a): MMARS Department Code: ART Legal Address: (W-9, W-4): 562 Main St City Hall Melrose MA 02176-3142 Business Mailing Address: 10 Saint James Ave., 3rd Fl., Boston, MA 02116 Contract Manager: Jennifer Grigoraitis Phone: 781-979-4440 Billing Address (if different): E-Mail: mayorsoffice@cityofmelrose.org Fax: Contract Manager: Marc Sulmonte Phone: 617-858-2823 Contractor Vendor Code: VC6000192116 E-Mail: marc.sulmonte@mass.gov Fax: Vendor Code Address ID (e.g. “AD001”): AD001. MMARS Doc ID(s): RFR/Procurement or Other ID Number: FY26-LC-LCC-2463 (Note: The Address ID must be set up for EFT payments.) _X_ NEW CONTRACT ___ CONTRACT AMENDMENT PROCUREMENT OR EXCEPTION TYPE: (Check one option only) Enter Current Contract End Date Prior to Amendment: _______, 20____. __ Statewide Contract (OSD or an OSD-designated Department) Enter Amendment Amount: $___________. (or “no change”) __ Collective Purchase (Attach OSD approval, scope, budget) AMENDMENT TYPE: (Check one option only. Attach details of amendment changes.) _X_ Department Procurement (includes all Grants - 815 CMR 2.00 ) (Solicitation Notice or RFR, and Response or other procurement supporting __ Amendment to Date, Scope or Budget (Attach updated scope and budget) documentation) __ Interim Contract (Attach justification for Interim Contract and updated __ Emergency Contract (Attach justification for emergency, scope, budget) scope/budget) __ Contract Employee (Attach Employment Status Form, scope, budget) __ Contract Employee (Attach any updates to scope or budget) __ Interim Contract with new Contractor (Attach justification for Interim __ Other Procurement Exception (Attach authorizing language/justification and Contract and updated scope/budget.) updated scope and budget) __ Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope and budget) The Standard Contract Form Instructions and Contractor Certifications and the following Commonwealth Terms and Conditions document are incorporated by reference into this Contract and are legally binding: (Check ONE option):_X_ Commonwealth Terms and Conditions __ Commonwealth Terms and Conditions For Human and Social Services __ Commonwealth IT Terms and Conditions COMPENSATION: (Check ONE option): The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00 . __ Rate Contract. (No Maximum Obligation) Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.) _X_ Maximum Obligation Contract. Enter total maximum obligation for total duration of this contract (or new total if Contract is being amended). $16,800 PROMPT PAYMENT DISCOUNTS (PPD): Commonwealth payments are issued through EFT 45 days from invoice receipt. Contractors requesting accelerated pay ments must identify a PPD as follows: Payment issued within 10 days __% PPD; Payment issued within 15 days __ % PPD; Payment issued within 20 days __ % PPD; Payment issued within 30 days __% PPD. If PPD percentages are left blank, identify reason: _X_agree to standard 45 day cycle __ statutory/legal or Ready Payments ( M.G.L. c. 29, § 23A ); __ only initial payment (subsequent payments scheduled to support standard EFT 45 day payment cycle. See Prompt Pay Discounts Policy.) BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT: (Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications.) This is a grant of financial assistance to the Melrose Cultural Council to participate in the Local Cultural Council Program. Page 3 of 6Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Does the Supplier Diversity Program apply? __ If YES, the Contractor’s annual SDP commitment for this Contract is _X_ If NO, and the department is an Executive Department, enter the appropriate exemption: ANTICIPATED START DATE: (Complete ONE option only) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations: __ 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date. __ 2. may be incurred as _______, 20__ , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date. _X_ 3. were incurred as of July 01, 2025 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations. CONTRACT END DATE : Contract performance shall terminate as of June 30, 2026, with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments. CERTIFICATIONS : Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certifications, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable, and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07 , incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. AUTHORIZING SIGNATURE FOR THE CONTRACTOR: AUTHORIZING SIGNATURE FOR THE COMMONWEALTH: X: X: Signature1 Signature3 _______________________. _______________________. Date: Date: DateSigned1 DateSigned3 _________________. _________________. Print Name: fieldSignerName1 __________________________________. Print Title: fieldSignerTitle1 Print Name: _____Catherine Cheng-Anderson__________________. ___________________________________. Print Title: _ Senior Director of Business Operations and Chief Financial Officer _. ------------------------------------------------------------------------------------------------------------------------------------------------------------- For Internal Use Mass Cultural Council Fiscal Department: Fiscal Review Completed: Signature2 ________________________________ Page 4 of 6Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 Page 5 of 6Docusign Envelope ID: E0517824-4EE6-43A8-83BF-DDBDA4E9C646 Attachment A: Scope of Services The allocated amount or maximum obligation for the contracted city or town will be deposited in the local account for the local or regional cultural council, provided that the city or town: Maintain a revolving account for the local or regional cultural council as required by Massachusetts General Law, Chapter 10, Section 58 Report on said fund annually by completing the Massachusetts Cultural Council’s Local Cultural Council Account Form RESTRICTIONS: This grant to City of Melrose is restricted for use by Melrose Cultural Council. The local or regional cultural council will expend the funds following the procedures outlined in the Local Cultural Council Program Guidelines I have read and understood Attachment A: Initial fieldInitials1 ____ Page 6 of 6Publication Date: Tuesday, August 26, 2025 Contact: Jim Bracciale, Melrose Cultural Council Co-Chair Sarah Bolha, Melrose Cultural Council Co-Chair Email: melrosecultural@gmail.com Melrose Cultural Council Accepting Grant Proposals September 2 through October 16 for 2026 Calendar Year Melrose, MA: The Melrose Cultural Council (MCC) is seeking proposals for community- oriented arts, cultural, and interpretive sciences events and programming with broad public benefit and impact. The Local Cultural Council (LCC) annual grant application cycle opens Tuesday, September 2, and closes Thursday, October 16. The MCC’s goal is to provide financial support on a direct-granting basis to a variety of projects that appeal to the diverse population and cultures within our community — reaching adults of all ages, youth, children, families, and seniors. Information about the online application, eligibility guidelines, local priorities, and past grants can be found on our website: melroseculture.org/apply. Grant Eligibility Requirements: Applicants must present their events and programming during the upcoming calendar year (January 1-December 31, 2026) at a local ADA- compliant venue. Applicants are urged to closely read and follow the LCC Program eligibility guidelines and local priorities available on the Massachusetts Cultural Council website. As in our most recent grant cycle, the MCC may now fully fund approved projects, eliminating the need for applicants to seek additional sources of funding. We do not accept requests for capital expenditures, individual scholarships, or multi-year repeating programs. First- time applicants are encouraged to submit a proposal. Prospective applicants are welcome to contact the MCC to ask questions or to receive feedback on proposals before submitting. Grants are competitive, and not all requests are awarded or fully funded. In 2025, 32 grants were awarded, ranging from $300 to $3,000. In total, nearly $38,000 was disbursed to 2025 grant recipients. Priorities: Our 2026 priorities are informed by a recent community outreach survey. We are actively encouraging applications that address inclusion, diversity, and equity. Preference will be given to projects that build community through social connections and dialogue. We hope to elevate the voices and experiences of historically underrepresented groups by authentically reflecting and highlighting the current and historic diversity of Melrose residents through arts and culture. Projects that speak to the experience of Massachusetts artists and audiences who identify as BIPOC, Latinx, LGBTQIA, immigrant, or live with disabilities are encouraged to apply. Proposals for innovative ideas, collaborations, and new initiatives that produce free public events and activities in outdoor spaces are most favorably welcomed. About the Council: The MCC is the local affiliate of the Massachusetts Cultural Council. Part of a statewide network in cities and towns funded by the legislature, MCC is committed to supporting programs that promote excellence, education, cultural diversity, inclusion, and equity to foster a rich and vibrant cultural life in Melrose. Additional funding for the 2026 funding cycle is provided by the City of Melrose through a free cash appropriation approved by the City Council. Grants are given to Melrose organizations, individuals, and Massachusetts artists/presenters in partnership with local organizations. We encourage and support programs across all arts disciplines — visual arts, music, theater, dance, writing, projects in the humanities, history, local culture, and interpretive sciences. ### 12/8/25, 11:20 AM Melrose – Mass Cultural Council Home / Find Your LCC / Melrose Melrose Cultural Council The Melrose Cultural Council is committed to supporting programs with public benefit that promote excellence, education, cultural diversity, inclusion, and racial equity to foster a rich and vibrant cultural life in Melrose. Priority is given to applications from Melrose organizations, individuals, and organizers. We encourage and wish to support programs across all arts disciplines, including the visual arts, music, humanities, drama, public art, murals, installations, and interpretive sciences. We encourage first time applicants. Requests for feedback are welcome before applying. Melrose Cultural Council will also entertain funding proposals from schools and youth groups. Our goal is to provide financial support to a variety of projects that collectively appeal to the diverse population and cultures of our community reaching adults of all ages, youth, children, families and seniors. The Melrose Cultural Council welcomes applications from a variety of identities inclusive of race, gender expression, gender identity, sexual identity, ability, religion, age, education, national origin, citizenship, and ethnicity. Contact Sarah Bolha melrosecultural@gmail.com 781-979-4440 https://melroseculture.org/ Address 562 Main Street Melrose, MA 02176-3113 Connect on Social Facebook Instagram Application Information https://massculturalcouncil.org/local-council/melrose/ 1/212/8/25, 11:20 AM Melrose – Mass Cultural Council FY26 Allocation $16,800 FY26 Local Priorities Applicants must present their events and programming during the upcoming calendar year (January 1-December 31, 2026) at a local ADA-compliant venue. Applicants are urged to closely read and follow the LCC Program eligibility guidelines and local priorities available on the Massachusetts Cultural Council website. As in our most recent grant cycle, the MCC may now fully fund approved projects, eliminating the need for applicants to seek additional sources of funding. We do not accept requests for capital expenditures, individual scholarships, or multi- year repeating programs. First-time applicants are encouraged to submit a proposal. Prospective applicants are welcome to contact the MCC to ask questions or to receive feedback on proposals before submitting. Grants are competitive, and not all requests are awarded or fully funded. In 2025, 32 grants were awarded, ranging from $300 to $3,000. In total, nearly $38,000 was disbursed to 2025 grant recipients. FY26 Local Guidelines Our 2026 priorities are informed by a recent community outreach survey. We are actively encouraging applications that address inclusion, diversity, and equity. Priority will be given to projects that build community through social connections and dialogue. We hope to elevate the voices and experiences of historically underrepresented groups that reflect and highlight the current and historic diversity of Melrose residents in an authentic way, through arts and culture. Projects that speak to the experience of Massachusetts artists and audiences who identify as BIPOC, Latinx, LGBTQIA, immigrant, or live with disabilities are encouraged to apply. Proposals for innovative ideas, collaborations, and new initiatives that produce free public events and activities in outdoor spaces are favorably welcomed. How Grant Recipients Are Paid Direct Grants FY26 Funding List A grant list will be published here after January 17, 2026 and once the Local Cultural Council has finalized their decisions. Mass Cultural Council publishes updates daily. Last update was made on December 8, 2025 at 03:46 PM UTC https://massculturalcouncil.org/local-council/melrose/ 2/2 GRANT AGREEMENT This Grant Agreement (“Agreement”) is made by and between the Commonwealth of Massachusetts, acting by and through the Executive Director of the Massachusetts Office on Disability (MOD) on behalf of the Secretary of the Executive Office for Administration and Finance (EOAF), and the City of Melrose through Mayor Jennifer Grigoraitis. PRELIMINARY STATEMENT The Grantee desires to obtain funding from EOAF in the amount specified in paragraph 1.2, as authorized under the Commonwealth of Massachusetts Five-Year Capital Investment Plan – FY2023–FY2027 and Chapter 140 of the Acts of 2022, Section 2, Item 1100-2515 for a Municipal ADA Improvement Grant to fund capital improvements or planning (the “Project”) as described herein. EOAF agrees to make the funds (“EOAF Grant”) available to the Grantee for the Project, subject to the terms and conditions set forth in this Agreement and in compliance with all applicable state laws and regulations governing the disbursement and expenditure of state funds. The Grantee shall exercise complete management and oversight responsibility of the Project and agrees that the Commonwealth’s provision of state funding under this Agreement shall not in any way be construed as the Commonwealth assuming responsibility or liability for the completed Project. SECTION 1. PROJECT SCOPE 1.1 The scope of the Project to be funded under the EOAF Grant will include: Removing architectural barriers and making accessibility improvements to the Hoover, Winthrop, and Horace Mann Elementary Schools by installing accessible doors at each location. The Horace Mann school will also install an accessible lift, ramp, and railing. The Hoover School will also install accessible door handles at several locations. 1.2 The maximum EOAF Grant amount authorized to Grantee is $171,800. Disbursement of funds to Grantee is contingent upon MOD’s receipt of detailed, itemized invoices showing incurred expenses between the date of contract execution and June 30, 2026, as described in Section 2. SECTION 2. DISBURSEMENT OF EOAF GRANT 2.1 Disbursement of the EOAF Grant under this Agreement shall be made pursuant to the FY2023- FY2027 Capital Investment Plan; the information provided in the grant application; and any other information EOAF or MOD may require. The grant award will be disbursed upon MOD’s receipt of Grantee’s request for reimbursement as set forth in paragraphs 2.2 through 2.6. Grantees should submitPage all 1 of 4 invoices together to request reimbursement; Grantees should not submit invoices individually throughout the grant cycle. 2.2 It is understood and agreed that the grant provided under this Agreement shall be used solely to pay for capital expenses associated with the Project. Expenses relating to project administration and management shall be assumed by the Grantee, including without limitation: (i) salaries and wages of Grantee staff; (ii) legal fees; (iii) travel, meal and entertainment expenses; (iv) overhead and supplies; (v) project costs incurred prior to the execution and subsequent to termination of this Agreement; and (vi) costs of any other service or activity not related to the Project. 2.3 The Grantee shall keep detailed records of all activities associated with the Project, including, without limitation, all disbursements made pursuant to this Agreement, any modifications of the Project, and any additional funding from sources other than the EOAF Grant. EOAF and MOD shall have the right to examine all records kept by the Grantee related to the Project. 2.4 The Grantee shall be responsible for any cost overruns that occur during implementation of the Project. 2.5 All approved expenses must be incurred by June 30, 2026. Grantee will forfeit reimbursement for any remaining award unused by June 30, 2026. The Executive Office for Administration and Finance shall give due consideration to any extenuating circumstances presented in writing by the applicant and may waive this restriction at its discretion. 2.6 The Grantee shall submit a request for reimbursement that includes a cover letter and itemized invoices of all reimbursable costs incurred for the Project no later than July 17, 2026. The cover letter should include (i) the total amount of reimbursement sought by the Grantee; (ii) an explanation of each invoiced expense; and (iii) an explanation of any funding for the Project from sources other than the EOAF Grant. The itemized invoices shall not include costs excluded from reimbursement in paragraph 2.2. The Commonwealth may reject any requests for reimbursement received after July 17, 2026 and any request to reimburse expenses outside the scope of the EOAF Grant. SECTION 3. REPORTING 3.1 Upon completion of the Project, the Grantee shall furnish to MOD (i) photo documentation of the project in its before, during, and after phases and (ii) a statement from the Grantee describing how the project improved accessibility in their community. 3.2 Grantees should be prepared to furnish the following on MOD’s request: (i) copies of all permits and approvals issued in connection with the Project; (ii) any outstanding Page 2 of 4 vendors’ invoices, certified payment vouchers, cancelled checks or other documentation verifying actual expenditures in connection with the Project; (iii) documentation evidencing commitment of funds to the Project from sources other than EOAF, including documentation associated with the issuance of bonds or notes to finance the cost of the Project; (iv) a certificate of occupancy of the Project or portions of the Project as applicable by law. SECTION 4. COMPLIANCE WITH ALL APPLICABLE LAWS/REGULATIONS 4.1 The Grantee and its consultants and contractors shall comply with any and all federal, state and local laws, rules and regulations, orders or requirements that apply to the Project, including but not limited to: (i) Executive Order 592 relating to nondiscrimination, diversity, equal opportunity and affirmative action in hiring and employment practices; (ii) the State Prevailing Wage Law (M.G.L. Ch.149, Sections 26 to 27H); (iii) Title VI of the Civil Rights Acts of 1964, as amended; (iv) Environmental Impact Requirements (M.G.L. Ch. 30, Sections 61 to 62I); (v) Historic Preservation Requirements (M.G.L. Ch. 9, Sections 26 to 28) and applicable regulations; (vi) Title II of the Americans with Disabilities Act (42 USC 12132) and applicable regulations and guidance, including the 2010 ADA Design Standards; (vii) Architectural Access Board Requirements (M.G.L. Ch. 22, Section 13A) and applicable regulations; (viii) the MBTA Communities Act (M.G.L. Ch. 40A, Section 3A); and (ix) legal requirements relating to municipal or state-assisted construction and design projects, including those under M.G.L. c. 30B, c. 7C, c. 7,and c. 149, as applicable. Specifically, the Grantee agrees that any work completed under the project will conform with either 521 CMR or the 2010 ADA Design Standards, whichever is more stringent. 4.2 This Agreement shall in no way relieve the Grantee from the full force and application of any laws, rules, regulations and orders or requirements. SECTION 5. INTEREST OF MEMBERS OR EMPLOYEES OF THE GRANTEE 5.1 No officer, servant, agent, or employee of the Grantee has participated or will participate in any decision relating to the development and implementation of the Project that affects directly or indirectly their personal interest or the interest of any corporation, partnership, or proprietorship with which they are directly or indirectly affiliated. Furthermore, no officer, servant, agent, or employee of the Grantee shall have any direct or indirect interest in any contract made in connection with the Project nor shall in any way violate M.G.L. Chapter 268A. SECTION 6. AMENDMENTS Page 3 of 4 6.1 No amendment to this Agreement nor any material change to the scope of the Project funded under this Agreement shall be made by the Grantee without the prior written approval of MOD. SECTION 7. SEVERABILITY OF PROVISIONS 7.1 If any provision of this Agreement is held invalid by any court of competent jurisdiction, the remaining provisions shall not be affected thereby, and all other parts of the Agreement shall remain in full force and effect. For the Grantee: _____________________________________________ ____________________________________ Name Title _____________________________________________ ____________________________________ Signature Date For the Massachusetts Office on Disability, on behalf of the Commonwealth of Massachusetts: _____________________________________________ ____________________________________ Name Title _____________________________________________ ____________________________________ Signature Date Page 4 of 4 COMMONWEALTH OF MASSACHUSETTS | STANDARD CONTRACT FORM This form is jointly issued and published by the Office of the Comptroller, the Executive Office for Administration and Finance, and the Operational Services Division as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications, the Commonwealth Terms and Conditions, the Commonwealth Terms and Conditions for Human and Social Services, or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access forms at macomptroller.org/forms or mass.gov/lists/osd-forms. CONTRACTOR INFORMATION COMMONWEALTH INFORMATION Contractor Legal Name Department MMARS Code d/b/a Contract Manager Name Legal Address Business Mailing Address As entered on Form W-9 or Form W-4 Contract Manager Name Billing Address If Different Phone Fax Phone Fax Email Email Vendor Code MMARS Doc ID(s) VC Vendor Code Address ID RFR/Procurement or Other ID Number e.g. “AD001”. AD Note: The Address ID must be set up for Electronic Funds Transfer (EFT) payments. NEW CONTRACT CONTRACT AMENDMENT Procurement or Exception Type (Check one option only) Current Contract End Date Amendment Amount PRIOR to Amendment Or Enter “No Change” Statewide Contract (OSD or an OSD-designated department.) Amendment Type Collective Purchase Check one option only. Attach details of amendment changes. (Attach OSD approval, scope, and budget.) Amendment to Date, Scope, or Budget Department Procurement - Includes all Grants 815 CMR 2.00. (Attach updated scope and budget.) (Attach Solicitation Notice or RFR, and Response or other procurement supporting documentation.) Interim Contract with Current Contractor (Attach justification for Interim Contract and updated scope/budget.) Emergency Contract (Attach justification for emergency, scope, and budget.) Contract Employee (Attach any updates to scope or budget.) Contract Employee (Attach Employee Status Form, scope, and budget.) Other Procurement Exception (Attach authorizing language/justification and updated scope/budget.) Interim Contract with new Contractor (Attach justification for Interim Contract and updated scope/budget.) Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope, and budget.) TERMS AND CONDITIONS The Standard Contract Form Instructions and Contractor Certifications and the following document are incorporated by reference into this Contract and are legally binding. Check ONE option: Commonwealth Terms and Conditions Commonwealth Terms and Conditions for Human and Social Services Commonwealth IT Terms and Conditions COMPENSATION Check ONE option. The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00. Rate Contract (No Maximum Obligation). (Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.) Maximum Obligation Contract. Total maximum obligation for total duration of this contract (or new total if contract is being amended): Page 1 of 2 Updated 07/01/2025 MMARS Doc ID(s) PROMPT PAYMENT DISCOUNTS (PPD) Commonwealth payments are issued through Electronic Funds Transfer (EFT) 45 days from invoice receipt. See Prompt Pay Discounts Policy. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within: 10 days % PPD. 15 days % PPD. 20 days % PPD. 30 days % PPD. If PPD percentages are left blank, identify reason: Statutory/legal Ready Payments (M.G.L. c. 29, § 23A) Agree to standard 45-day cycle Only initial payment BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications. SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Does the Supplier Diversity Program apply? YES If YES, the Contractor’s annual SDP commitment for this Contract is NO If NO, and the department is an Executive Department, enter the appropriate exemption: ANTICIPATED START DATE (Complete ONE option only.) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations: 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date. 2. may be incurred as of , 20 , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date. 3. were incurred as of , 20 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations. CONTRACT END DATE Contract performance shall terminate as of , 20 , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments. CERTIFICATIONS Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certificatio ns, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable), and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. AUTHORIZING SIGNATURE FOR THE CONTRACTOR AUTHORIZING SIGNATURE FOR THE DEPARTMENT Signature and date must be captured at time of signature. Signature and date must be captured at time of signature. Signature Date Signature Date Print Name Print Title Print Name Print Title Page 2 of 2 Updated 07/01/2025 DEPARTMENT OF PUBLIC WORKS Administration–Engineering–Water–Sewer–Facilities Parks–Forestry–Highway–Sanitation–Cemetery–Fleet CITY OF MELROSE Elena Proakis Ellis, P.E., BCEE City Yard, 72 Tremont Street Director of Public Works Melrose, Massachusetts 02176 Telephone – (781) 665-0142 E-mail: eproakis@cityofmelrose.org MEMORANDUM To: Mayor Jennifer Grigoraitis Melrose City Council From: Elena Proakis Ellis, P.E., Director of Public Works cc: Kerriann Golden, CFO/Auditor Lauren Grymek, Chief of Staff Polina Latta, Human Resources Director Cari Berman, Superintendent of Schools James Troup, Deputy DPW Director – Administration & Finance Date: December 12, 2025 Re: Massachusetts Office on Disability (MOD) Grant Acceptance – Melrose Schools The City has been awarded a grant in the amount of $171,800 for accessibility improvements at the Melrose Public Schools. Following on the successful completion of a MOD grant last year to install automatic door openers at Melrose High School and repair openers at the Horace Mann School interior, along with braille signage at the MHS/MVMMS campus, the City applied for and was awarded a new MOD grant for implementation this year. The scope of work includes the following items: • Automatic door openers at Hoover, Horace Mann, and Winthrop Elementary Schools, including mechanical, electrical, and security infrastructure to install pushbutton openers at the entrances to these three elementary schools. These door openers must be tied into existing security systems for fob access and access from the school offices. • Stage lift and ramp at Horace Mann Elementary School All Purpose Room, including electrical and mechanical equipment, as well as structural reinforcement of the floor beneath the lift. • Exterior railing on the ADA ramp at Horace Mann Elementary School, including materials and labor. • Door handle replacement at select interior doors at the Hoover Elementary School to facilitate opening interior doors for students with specific needs. We hereby request the City Council’s acceptance of the grant from the Commonwealth of Massachusetts Office on Disability in the amount of $171,800. The grant agreement document is attached for your reference. The funds will be expended from a dedicated project account set up by the CFO/Auditor and reimbursed by the Commonwealth as funds are expended. Thank you for your consideration of this request. City of Melrose 2025 A Resolution Honoring President Migliorelli, Councilor Garipay, Councilor Stewart and Councilor Hamilton Offered by City Council A RESOLUTION RECOGNIZING AND HONORING PRESIDENT LEILA MIGLIORELLI, COUNCILOR MARK GARIPAY, COUNCILOR ROBB STEWART and COUNCILOR WARD HAMILTON FOR THEIR EXEMPLARY SERVICE TO THE MELROSE CITY COUNCIL WHEREAS, President Leila Migliorelli, Councilor Mark Garipay, and Councilor Robb Stewart have each faithfully served three terms and six years on the Melrose City Council; and WHEREAS, Councilor Ward Hamilton has faithfully served one term and 2 years on the Melrose City Council; and WHEREAS, President Leila Migliorelli, Councilor Mark Garipay, and Councilor Robb Stewart began their first term during the COVID-19 pandemic, which brought significant challenges and uncertainty, yet these councilors rose to the occasion, ensuring that Melrose continued to move forward, protected its residents, and navigated an unprecedented crisis without a playbook. WHEREAS, over the course of the 6 years of service, President Leila Migliorelli, Councilor Mark Garipay, and Councilor Robb Stewart have sponsored ordinances and resolutions, facilitated countless meetings, and worked tirelessly to uphold the mission and responsibilities of the City Council. They have been invaluable colleagues, mentors, and friends to many—offering guidance, sharing diverse perspectives, and providing support and tough love when needed; and WHEREAS, throughout their tenure, they have demonstrated unwavering reliability, dependability, and steadfast leadership, consistently placing the needs of the City of Melrose and its residents above all else; and WHEREAS, President Leila Migliorelli has distinguished herself through her exemplary service as Chair of the Appropriations and Oversight Committee and, for the past two years, as President of the City Council, where her exceptional organization, attention to detail, and integrity-driven leadership enabled the Council to achieve significant progress and accomplish critical goals; WHEREAS, Councilor Mark Garipay—this year’s Chair of Appropriations and Oversight as well a member the Mayor’s Financial Task Force—has used his lifelong connection to Melrose to champion the needs of all residents, including veterans, older adults, local businesses, children, and families, serving as a thoughtful and passionate advocate for the community he has always called home. Councilor Mark Garipay has shown exemplary commitment to our community; and WHEREAS, Councilor Robb Stewart has served as Chair of the Finance Committee and Vice Chair of numerous other committees, bringing a deep understanding of Robert’s Rules of Order, asking consistently thoughtful and informed questions, and providing steady, principled leadership at every turn. Councilor Robb Stewart has been an impactful member of the council, bringing much knowledge and resolve. WHEREAS, Councilor Ward Hamilton has demonstrated his commitment to our community through his involvement in numerous committees that directly impact the lives of our residents. Councilor Ward Hamilton served as the City Council’s appointed representative to the Public Safety Facilities Committee and as the representative to the Water and Sewer Committee. Councilor Ward Hamilton will continue serving on other important committees that serve our community. WHEREAS, the Melrose City Council recognizes and honors President Leila Migliorelli, Councilor Mark Garipay, Councilor Robb Stewart and Councilor Ward Hamilton for their service, leadership, and commitment to the people of Melrose; and WHEREAS, their dedication and passion for Melrose have left a lasting impact that will not soon be forgotten, and their contributions will continue to benefit the community for years to come; NOW, THEREFORE, BE IT RESOLVED, that the Council extends its heartfelt appreciation to them—and to their families—for the time, energy, and unwavering support that made their service possible; and BE IT FURTHER RESOLVED, that the City of Melrose offers its warmest best wishes to each of them in all future endeavors, with gratitude for their lasting contributions to the Melrose community. Adopted by the Melrose City Council on this 15th day of December 2025. Attest: Members of the City Council City of Melrose Parks Department 100 Slayton Rd. Melrose, MA 02176 MEMORANDUM To: Mayor Jen Grigoraitis & Melrose City Council From: Rob Carrillo – Superintendent of Parks and Open Spaces Date: 11/24/25 Subject: Request for Approval of State Earmark for Playing Fields Purpose The purpose of this memorandum is to request City Council approval to accept and expend a state earmark in the amount of $75,000 dedicated to improving athletic field infrastructure throughout the City of Melrose. Background The City of Melrose maintains a network of athletic fields that support school programs, youth sports, adult recreation leagues, and community events. Over time, increased usage, aging infrastructure, and weather impacts have created a significant need for upgrades to ensure safe, reliable, and high-quality playing surfaces. This earmark provides an opportunity to address critical maintenance and improvement needs across multiple field locations, with a primary focus on irrigation upgrades and the purchase of materials and equipment required for ongoing field upkeep. Scope of Work The earmark funds will be used to support improvements to the overall surface conditions, durability, safety, and playability of athletic fields across the city. Specific uses include but are not limited to: 1. Irrigation Improvements – East and West Knoll Fields • Installation or upgrade of irrigation systems • Site preparation, trenching, and plumbing work • Controller and sensor upgrades • Estimated cost: $75,000 These irrigation improvements are essential for maintaining turf quality and reducing long-term maintenance costs, especially during periods of drought or heavy athletic use. 2. Citywide Field Improvements Funds may also be used for the purchase of materials, tools, and equipment necessary to maintain and improve playing conditions at: • Melrose High School (MHS) Athletic Complex • Common Park • Conant Park • Lewis-Monk Field Eligible expenditures include: • Soil, seed, sod, and turf repair materials • Infield mix and grading supplies • Turf maintenance equipment (drag mats, aerators, line stripers, etc.) • Drainage repair components • Safety and accessibility enhancements • Playing field equipment (nets, padded mats, fence repairs, etc.) Justification and Community Impact Improved field conditions will support a wide range of community benefits, including: • Enhanced safety for student athletes and youth programs • Higher-quality playing surfaces, reducing cancellations and field closures • Extended field lifespan through proactive care and irrigation efficiency • Improved accessibility for all residents who utilize recreational facilities • Support for recreation programming growth, including school and city athletics This investment aligns with the City’s commitment to maintaining high-quality public facilities and expanding recreational opportunities for residents of all ages. Action Requested The City Council is respectfully requested to: 1. Approve acceptance and expenditure of the $75,000 state earmark, and 2. Authorize the Department of Public Works / Parks Department to proceed with the planned improvements described above. Thank you, Rob Carrillo Superintendent of Parks and Open Spaces Commonwealth of Massachusetts CONTRACTOR AUTHORIZED SIGNATORY LISTING This form is jointly issued and published by the Office of the Comptroller (CTR) and the Operational Services Division (OSD) as the default form for all Commonwealth Departments when another form is not prescribed by regulation or policy. Signature for Corporation (C or S), Partnership, Trust/Estate, Limited Liability Company (must match Form W-9 tax classification) Contractor Legal Name Contractor Vendor/Customer Code (if available, not the Taxpayer Identification Number or Social Security Number) INSTRUCTIONS: Any Contractor (other than a sole-proprietor or an individual contractor) must provide a listing of individuals who are authorized as legal representatives of the Contractor who can sign contracts and other legally binding documents related to the contract on the Contractor’s behalf. In addition to this listing, any state department may require additional proof of authority to sign contracts on behalf of the Contractor, or proof of authenticity of signature (a notarized signature that the Department can use to verify that the signature and date that appear on the Contract or other legal document was actually made by the Contractor’s authorized signatory, and not by a representative, designee or other individual.) For privacy purposes DO NOT ATTACH any documentation containing personal information, such as bank account numbers, social security numbers, driver’s licenses, home addresses, social security cards or any other personally identifiable information that you do not want released as part of a public record. The Commonwealth reserves the right to publish the names and titles of authorized signatories of contractors. There are three types of electronic signatures that will be accepted on this form: 1) Traditional “wet signature” (ink on paper); 2) Electronic signature that is either: a. hand drawn using a mouse or finger if working from a touch screen device; or b. An upload picture of the signatory’s hand drawn signature; 3) Electronic signature affixed using a digital tool such as Adobe Sign or DocuSign. Typed text of a name not generated by a digital tool, computer generated cursive, or an electronic symbol are not acceptable forms of electronic signature. Authorized Signature (Signature Title Phone Email Address Signatory Name as it will appear on contract Number or other documents) Acceptance of any payment under a Contract or Grant shall operate as a waiver of any defense by the Contractor challenging the existence of a valid Contract due to an alleged lack of actual authority to execute the document by the signatory. I certify that I am a responsible authorized officer of the Contractor and as an authorized officer of the Contractor I certify that the names of the individuals identified on this listing are current as of the date of execution and that these individuals are authorized to sign contracts and other legally binding documents related to contracts with the Commonwealth of Massachusetts on behalf of the Contractor. I understand and agree that the Contractor has a duty to ensure that this listing is immediately updated and communicated to any state department with which the Contractor does business whenever the authorized signatories above retire, are otherwise terminated from the Contractor’s employ, have their responsibilities changed resulting in their no longer being authorized to sign contracts with the Commonwealth or whenever new signatories are designated. Please note you cannot self-certify your own signature as a single signer listed above. Signature Date Print Name Phone Number Title Email Address A copy of this listing must be attached to the “record copy” of a contract filed with the department. Page 1 of 1 COMMONWEALTH OF MASSACHUSETTS | STANDARD CONTRACT FORM This form is jointly issued and published by the Office of the Comptroller, the Executive Office for Administration and Finance, and the Operational Services Division as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications, the Commonwealth Terms and Conditions, the Commonwealth Terms and Conditions for Human and Social Services, or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access forms at macomptroller.org/forms or mass.gov/lists/osd-forms. CONTRACTOR INFORMATION COMMONWEALTH INFORMATION Contractor Legal Name Department MMARS Code d/b/a Contract Manager Name Legal Address Business Mailing Address As entered on Form W-9 or Form W-4 Contract Manager Name Billing Address If Different Phone Fax Phone Fax Email Email Vendor Code MMARS Doc ID(s) VC Vendor Code Address ID RFR/Procurement or Other ID Number e.g. “AD001”. AD Note: The Address ID must be set up for Electronic Funds Transfer (EFT) payments. NEW CONTRACT CONTRACT AMENDMENT Procurement or Exception Type (Check one option only) Current Contract End Date Amendment Amount PRIOR to Amendment Or Enter “No Change” Statewide Contract (OSD or an OSD-designated department.) Amendment Type Collective Purchase Check one option only. Attach details of amendment changes. (Attach OSD approval, scope, and budget.) Amendment to Date, Scope, or Budget Department Procurement - Includes all Grants 815 CMR 2.00. (Attach updated scope and budget.) (Attach Solicitation Notice or RFR, and Response or other procurement supporting documentation.) Interim Contract with Current Contractor (Attach justification for Interim Contract and updated scope/budget.) Emergency Contract (Attach justification for emergency, scope, and budget.) Contract Employee (Attach any updates to scope or budget.) Contract Employee (Attach Employee Status Form, scope, and budget.) Other Procurement Exception (Attach authorizing language/justification and updated scope/budget.) Interim Contract with new Contractor (Attach justification for Interim Contract and updated scope/budget.) Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope, and budget.) TERMS AND CONDITIONS The Standard Contract Form Instructions and Contractor Certifications and the following document are incorporated by reference into this Contract and are legally binding. Check ONE option: Commonwealth Terms and Conditions Commonwealth Terms and Conditions for Human and Social Services Commonwealth IT Terms and Conditions COMPENSATION Check ONE option. The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00. Rate Contract (No Maximum Obligation). (Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.) Maximum Obligation Contract. Total maximum obligation for total duration of this contract (or new total if contract is being amended): Page 1 of 2 Updated 07/01/2025 MMARS Doc ID(s) PROMPT PAYMENT DISCOUNTS (PPD) Commonwealth payments are issued through Electronic Funds Transfer (EFT) 45 days from invoice receipt. See Prompt Pay Discounts Policy. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within: 10 days % PPD. 15 days % PPD. 20 days % PPD. 30 days % PPD. If PPD percentages are left blank, identify reason: Statutory/legal Ready Payments (M.G.L. c. 29, § 23A) Agree to standard 45-day cycle Only initial payment BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications. SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Does the Supplier Diversity Program apply? YES If YES, the Contractor’s annual SDP commitment for this Contract is NO If NO, and the department is an Executive Department, enter the appropriate exemption: ANTICIPATED START DATE (Complete ONE option only.) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations: 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date. 2. may be incurred as of , 20 , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date. 3. were incurred as of , 20 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations. CONTRACT END DATE Contract performance shall terminate as of , 20 , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments. CERTIFICATIONS Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certificatio ns, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable), and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. AUTHORIZING SIGNATURE FOR THE CONTRACTOR AUTHORIZING SIGNATURE FOR THE DEPARTMENT Signature and date must be captured at time of signature. Signature and date must be captured at time of signature. Signature Date Signature Date Print Name Print Title Print Name Print Title Page 2 of 2 Updated 07/01/2025 To: Melrose City Council From: Erica Brown Re: Acceptance of Field Demonstration Project Area Grant Date: September 23rd, 2025 ______________________________________________________________________________ I am pleased to present the Honorable City Council with a request to accept funding from the Massachusetts Councils on Aging in the amount of $9,500. The grant is being awarded for the Council on Aging’s goal of Senior Center Modernization. 100% of the funds will be disbursed to the City upon receipt of reimbursement receipts and invoices. There is no match required, and funds are required to be spent by June 30, 2026. This funding will allow for digital wayfinding signage in the Milano Center lobby and updated fixtures in Milano Center restrooms About Senior Center Modernization: The Council on Aging and Milano Center have seen increased daily traffic since reopening after the COVID-19 pandemic. After reopening, daily attendance averaged 50 people. Today, the Milano Center averages 90 people per day. Issues have been reported by staff as a result of this increase in daily attendance: room locations often change for activities depending on the number of reservations and members submit complaints on a weekly basis that the 1st floor women’s restroom has accessibility issues with toilets situated low to the ground. Goal 1: Install digital signage in the Milano Center lobby that can be easily changed daily to assist with wayfinding in the building. This signage can also be used to advertise programming. Goal 2: Increase building accessibility by replacing existing toilets in the 1st floor women’s restroom with chair height models. Install grab bars. Replace worn/aging countertops in all restrooms. I respectfully request acceptance of these funds so that this work may move forward and build better accessible space for older adults in our community. Thank you for your consideration. To: Melrose City Council From: Erica Brown Re: Acceptance of Field Demonstration Project Area Grant Date: September 23rd, 2025 ______________________________________________________________________________ I am pleased to present the Honorable City Council with a request to accept funding from the Massachusetts Councils on Aging in the amount of $4,860. The grant is being awarded for the Council on Aging’s goal of hosting a monthly Memory Cafe. 100% of the funds will be disbursed to the City upon receipt of reimbursement receipts and invoices. There is no match required, and funds are required to be spent by June 30, 2026. This funding will allow the Milano Center to host a monthly Memory Café for residents living with dementia and their caregivers. About Memory Cafés: A Memory Cafe is a regular gathering in a social, informal setting where people with Alzheimer's disease or related dementias and their caregivers can meet others facing similar challenges to connect, engage in fun activities, and find a supportive community. These free-to- attend gatherings provide a safe, non-judgmental environment where participants can enjoy activities like music, art, and storytelling, fostering friendship and reducing isolation for both the individuals with memory loss and their care partners. I respectfully request acceptance of these funds so that these events can support some of Melrose’s most vulnerable residents. Thank you for your consideration. CITY OF MELROSE POLICE DEPARTMENT 56 West Foster Street KIM UPTON . Melrose, Massachusetts 02176 Executive Office Manager Telephone - (781) 979-4457 Facsimile - (781) 979-4488 September 26, 2025 State 911 Department 151 Campanelli Drive, Suite A Middleborough, MA 02346 Please accept receipt of the following grant applications on behalf of the Melrose Police Department. 1. Emergency Medical Dispatch Grant Application including the following: a. UNPAID Invoice for FY26 EMD Services to Armstrong Ambulance Service b. Contract between Melrose Police Department and Armstrong Ambulance Service c. Certification of Compliance Form – Armstrong Ambulance Service d. Certification of Compliance Form – Melrose Police Department 2. PSAP Support and Incentive Grant Application including the following: a. UNPAID Invoice for Northeast MDT – Category “C” b. MassGIS Compliance 9/12/2025 c. COOP emailed to shahri.moin@mass.gov 3. Training Grant Application a. COOP emailed to shahri.moin@mass.gov b. Personnel Costs Worksheet reflecting OT rate without hazard pay. c. Quote from Commonwealth Police Legacy of cost per 4 hours per person – Category “A” Kind Regards, Kim Upton Executive Office Manager Melrose Police Department 56 West Foster St. Melrose, MA 02176 kupton@cityofmelrose.org 781.979.4457 Quality Policing Through Teamwork www.melrosepolice.com KEVIN FALLER Office of the Chief of Police 56 West Foster Street Melrose, Massachusetts 02176 Telephone - (781) 979-4468 Facsimile - (781) 662-8051 Department Memorandum To: City Council From: Kevin Faller – Chief of Police Date: December 3, 2025 Re: State 911 EMD Grant clarification ID#2025-769 Please take this memo to serve as a clarification regarding State 911 EMD Grant ID# 2025-769 that will be before the council on December 04, 2025. When the item was entered into Civic Plus and put on the agenda for the first initial reading, we made a clerical error and entered the amount of $18,0000. The actual amount is $25,0000 and all the corresponding paperwork/contract from all parties does in fact indicate the true amount of $25,000. I did not notice this clerical error until December 2nd when preparing for the meeting on December 4th. I apologize for the initial error and hope that this can be ultimately approved on December 4th with no delay. Sincerely, /S/ Chief Kevin M. Faller CITY OF MELROSE POLICE DEPARTMENT 56 West Foster Street KIM UPTON . Melrose, Massachusetts 02176 Executive Office Manager Telephone - (781) 979-4457 Facsimile - (781) 979-4488 September 26, 2025 State 911 Department 151 Campanelli Drive, Suite A Middleborough, MA 02346 Please accept receipt of the following grant applications on behalf of the Melrose Police Department. 1. Emergency Medical Dispatch Grant Application including the following: a. UNPAID Invoice for FY26 EMD Services to Armstrong Ambulance Service b. Contract between Melrose Police Department and Armstrong Ambulance Service c. Certification of Compliance Form – Armstrong Ambulance Service d. Certification of Compliance Form – Melrose Police Department 2. PSAP Support and Incentive Grant Application including the following: a. UNPAID Invoice for Northeast MDT – Category “C” b. MassGIS Compliance 9/12/2025 c. COOP emailed to shahri.moin@mass.gov 3. Training Grant Application a. COOP emailed to shahri.moin@mass.gov b. Personnel Costs Worksheet reflecting OT rate without hazard pay. c. Quote from Commonwealth Police Legacy of cost per 4 hours per person – Category “A” Kind Regards, Kim Upton Executive Office Manager Melrose Police Department 56 West Foster St. Melrose, MA 02176 kupton@cityofmelrose.org 781.979.4457 Quality Policing Through Teamwork www.melrosepolice.com CITY OF MELROSE POLICE DEPARTMENT 56 West Foster Street KIM UPTON . Melrose, Massachusetts 02176 Executive Office Manager Telephone - (781) 979-4457 Facsimile - (781) 979-4488 September 26, 2025 State 911 Department 151 Campanelli Drive, Suite A Middleborough, MA 02346 Please accept receipt of the following grant applications on behalf of the Melrose Police Department. 1. Emergency Medical Dispatch Grant Application including the following: a. UNPAID Invoice for FY26 EMD Services to Armstrong Ambulance Service b. Contract between Melrose Police Department and Armstrong Ambulance Service c. Certification of Compliance Form – Armstrong Ambulance Service d. Certification of Compliance Form – Melrose Police Department 2. PSAP Support and Incentive Grant Application including the following: a. UNPAID Invoice for Northeast MDT – Category “C” b. MassGIS Compliance 9/12/2025 c. COOP emailed to shahri.moin@mass.gov 3. Training Grant Application a. COOP emailed to shahri.moin@mass.gov b. Personnel Costs Worksheet reflecting OT rate without hazard pay. c. Quote from Commonwealth Police Legacy of cost per 4 hours per person – Category “A” Kind Regards, Kim Upton Executive Office Manager Melrose Police Department 56 West Foster St. Melrose, MA 02176 kupton@cityofmelrose.org 781.979.4457 Quality Policing Through Teamwork www.melrosepolice.com OFFICE OF THE GOVERNOR COMMONWEALTH OF MASSACHUSETTS STATE HOUSE BOSTON, MA 02133 (617) 725-4000 MAURA T. HEALEY KIMBERLEY DRISCOLL GOVERNOR LIEUTENANT GOVERNOR October 6, 2025 Kevin Faller Chief of Police Melrose Police Department 562 Main St Melrose, MA 02176-3142 Dear Chief Faller, Congratulations! We are pleased to inform you that the Melrose Police Department has been awarded $19,290.00 in National Highway Traffic Safety Administration funds from the Office of Grants and Research (OGR) to support the FFY26 Municipal Road Safety Program. Additional correspondence, including all the documents necessary to execute this grant award will be forthcoming. In the meantime, if you or your staff have any questions, please feel free to contact Jennifer Slonina, Program Coordinator at Jennifer.Slonina@mass.gov or 781-535-0061. Once again congratulations and thank you for the work your department does to improve traffic safety in Massachusetts. Sincerely, GOVERNOR MAURA T. HEALEY LT. GOVERNOR KIMBERLEY DRISCOLL SIGN AND RETURN THIS DOCUMENT TO MASSDEP VIA EMAIL GRANT SCOPE OF WORK BETWEEN THE COMMONWEALTH OF MASSACHUSETTS DEPARTMENT OF ENVIRONMENTAL PROTECTION (“MassDEP”) AND THE City of Melrose (“Grantee”) Pursuant to the Green Communities Act, relevant provisions of which are codified at M.G.L. c. 25A, Section 11F(d) and the regulations promulgated thereunder at 310 CMR 19.300 and in support of the Massachusetts Solid Waste Master Plan developed pursuant to M.G.L. c. 16, Section 21, MassDEP has awarded the Municipality a Sustainable Materials Recovery Program Grant (“Grant”) under the Recycling Dividends Program (“RDP”). The Municipality has earned a payment of $15,600. MassDEP and Grantee shall collectively be referred to as the Parties. The RDP provides payments to municipalities that have implemented specific programs and policies proven to maximize reuse, recycling, and waste reduction. Municipalities receive payments according to the number of points their program earns based on the 2025 Details: Recycling Dividends Program and number of residential households served as described below. The RDP provides an incentive for municipalities to improve their recycling programs by implementing best practices and reward communities with model recycling and waste reduction programs. Duration of the Grant: The term of this Scope of Work shall be in effect until the municipality has expended all RDP funds and reported to MassDEP on use of funds. RESPONSIBILITIES OF THE MUNICIPALITY 1. Authority: The signatory of this Grant Scope of Work is authorized by the governing body of the Grantee to enter into this Grant Scope of Work on behalf of the Grantee and accept and utilize this Grant. 2. Commonwealth Terms and Conditions: The Grantee shall comply with the Commonwealth Terms and Conditions and other requirements set forth in the Grantee’s executed Master Agreement. 3. Failure to Comply: If, in the judgment of MassDEP, the Grantee fails to comply with any of its responsibilities as identified in the Grant Scope of Work, then, at the election of MassDEP, (a) the Grantee may be deemed ineligible to participate for what time remains of the Grant period; and/or (b) title to all Grant materials purchased with these Grant funds immediately and without any further steps shall be transferred to MassDEP; and/or (c) MassDEP may find the Grantee not eligible to seek another Sustainable Materials Recovery Program Grant for up to three years; and/or (d) the Grantee shall repay the Grant funds to MassDEP within 90 days. MassDEP may provide written notice to the Grantee of any such failure to comply. Such notice may provide a time period and manner for the Grantee to cease or remedy the failure. Such notice from MassDEP of any such failure by the Grantee is not a precondition to MassDEP’s right to select options (a), (b), (c), and/or (d) above. The Grantee shall follow the instructions of MassDEP regarding possession of the Grant materials (e.g., collection container). The Parties hereby agree to execute any and all documents necessary to accomplish said transfer. Furthermore, the Grantee shall transfer or arrange to transfer actual possession of said materials to an authorized representative of the Commonwealth of Massachusetts or its designee. 4. Recycling in Practice: The Grantee has established paper, bottle, and can recycling in all municipal buildings, offices and meeting spaces, including schools. The Grantee shall continue such paper, bottle and can recycling during the term of the Grant. 5. Notification of Buy Recycled Policy: The Grantee has established a written policy which promotes a preference for the purchase of recycled products in lieu of non-recycled products and distributes an annual notification of the Buy Recycled Policy, ordinance or by-law to all staff, department heads and employees with purchasing authority. This notice shall be sent from the Mayor, Board of Selectmen, Town Manager, Town Administrator or Chief Purchasing Officer and highlights specific opportunities to buy recycled products, the benefits of buying recycled products, and encourages the purchase of these products. The Grantee shall continue to send an annual notification during the term of the Grant. 6. RDP Payment Calculation: MassDEP has calculated the RDP Payment using the table below which shows payment brackets based on the number of households served by the municipal solid waste program and the point value for each bracket. See 2025 Details: Recycling Dividends Program guidance document for additional information on point value. Page 1 of 3 RDP Payment Brackets: # of Households that Receive Trash Service Point Value - Basic Level Point Value - Advanced Level Provided by the Municipality 1-9 pts. ≥ 10 pts. & RDP EJ Populations 0 - 4,999 $420 $600 5,000 - 7,499 $770 $1,100 7,500 - 9,499 $910 $1,300 9,500 - 12,499 $1,260 $1,800 12,500 - 16,999 $2,100 $3,000 17,000 - 24,999 $2,450 $3,500 25,000 - 31,999 $2,800 $4,000 32,000 - 99,999 $4,550 $6,500 100,000 + $7,000 $10,000 1. Program Criteria: The Municipality, through its RDP application, certifies that all points earned are for programs that were in place between July 1, 2025 and June 30, 2026 and that these programs fully meet the performance standard set forth in the 2025 Details: Recycling Dividends Program guidance document. 2. Use of Funds: RDP Payments shall be expended on activities and programs listed on the Approved Spending Categories for the Recycling Dividends Program and Regional Small Scale Initiative Funds, to enhance the performance of the Municipality’s waste reduction programs. Use of a dedicated account is required. Funds may be carried over to future years and accumulated to fund a larger eligible expense or project. Planned use of funds shall be noted on the Annual RDP Spending Report. However, MassDEP may delay future RDP payments if municipality is not expending funds. 3. Record Keeping: The Municipality shall be responsible for keeping documentation (i.e., proof of purchase in the form of an invoice which lists the vendor name and address, item purchased, item price, number of items purchased and shipping costs if any) by calendar year, of how RDP funds were expended and the remaining balance of RDP funds. MassDEP may conduct record audits to ensure compliance with this Contract. 4. Reporting: The Grantee shall file an annual Recycling and Solid Waste survey and the RDP Spending Report by February 15, via ReTRAC, for the duration of this Grant. Failure to comply with these reporting requirements may jeopardize future grant awards. 5. Environmental Compliance: The Grantee understands receipt of a grant from MassDEP does not in any way imply that the Grantee is in compliance with applicable environmental regulations. This Grant Scope of Work shall not be construed as, nor operate as, relieving the Grantee or any other person of the necessity of complying with all applicable federal, state, and local laws, regulations and approvals. The Grantee’s facility(ies) are subject to inspection at any time by MassDEP and noncompliance with applicable environmental regulations may result in formal enforcement actions, including penalties. 6. Addendums: Should MassDEP award additional Grant funds, an addendum to the Grant Scope of Work shall be provided to the Grantee. The same terms and conditions apply to the addendum. Page 2 of 3 1. RDP Payment Calculation: The Municipality’s payment has been calculated as follows: (NET RDP POINTS EARNED) x (VALUE OF EACH POINT) a. Bulky Items 1 b. Center for Hard to Recycle Materials 1 c. Curbside Recycling Regulation 3 d. Diversity, Equity, and Inclusion 1 e. Household Hazardous Waste 2 f. Organics 1 g. Recycling Center Access 1 h. Reuse Programs 1 i. Solid Waste Reduction 0 j. Waste Prevention Outreach and Education 1 TOTAL RDP POINTS EARNED 12 POINT DEDUCTED DUE TO LATE SUBMISSION N/A NET RDP POINTS EARNED 12 VALUE OF EACH POINT $1,300 RDP PAYMENT AMOUNT $15,600 IN WITNESS WHEREOF, MassDEP and the Grantee hereby execute this Grant Scope of Work. COMMONWEALTH OF MASSACHUSETTS By: John Fischer, Deputy Division Director, Solid Waste (Date) Department of Environmental Protection City of Melrose Municipal Official(s) Authorized to sign: Mayor, Director DPW, Assist DPW Director, Admin Finance VC6000192115 By: (Signature) (Date) (Print Name) (Title) Page 3 of 3 The Commonwealth of Massachusetts Department of Environmental Protection Address: 100 Cambridge Street, Suite 900, Boston, MA 02114 Phone: 617-292-5500 Maura T. Healey Kim Driscoll Rebecca Tepper Bonnie Heiple Governor Lieutenant Governor Secretary Commissioner November 12, 2025 Jennifer Grigoraitis Mayor City of Melrose 562 Main Street Melrose, MA 02176 Dear Mayor Grigoraitis: Congratulations! It is my pleasure to inform you that the Massachusetts Department of Environmental Protection (MassDEP) has awarded the City of Melrose Recycling Dividends Program funds under the Sustainable Materials Recovery Program. The City of Melrose has earned 12 points and will receive $15,600. Your municipality has also been awarded $10,000 in funding for Food Waste Collection Carts. The Sustainable Materials Recovery Program (SMRP) was created under 310 CMR 19.300-303 and the Green Communities Act, which directs a portion of the proceeds from the sale of Waste Energy Certificates to recycling programs approved by MassDEP. This year, we are awarding more than $4.2 million in SMRP funding to 291 municipalities and regional groups. Recycling programs play a vital role in limiting our dependence on landfills and incinerators, reducing greenhouse gas emissions, and supporting economic activity in the Commonwealth. Recycling Dividend Program funds foster investment in local programs including recycling equipment, organics diversion, outreach and education, pilot programs, school recycling, toxics reduction, and more. Please refer to the RDP Approved Expenses List for more information. MassDEP has invested in developing nationally recognized tools to assist municipalities with reducing recycling contamination and improving public awareness of smart recycling practices. We encourage you to utilize the Recycling IQ Kit and Recycle Smart MA website and to consult with your MassDEP Municipal Assistance Coordinator for assistance in implementing these best practices. To accept your grant award, please sign and return the attached RDP Contract via email to Cathy Doodnauth at Cathy.Doodnauth@mass.gov before January 15, 2026. After we receive your signed RDP contract, funds will be sent to your community. Also see the enclosed Checklist for instructions related to the Food Waste Collection Carts grant. The receipt of grant funds is contingent upon the grantee being able to certify that it will comply with the Massachusetts General Laws, including G.L. c. 40A, § 3A, the MBTA Communities Act. Compliance with the MBTA Communities Act is determined by the Executive Office of Housing and Livable Communities. Should you have any questions, please email Rachel Smith at Rachel.Smith@mass.gov. Thank you for your continued commitment to recycling and waste reduction in Massachusetts. Sincerely, Bonnie Heiple, Commissioner DEPARTMENT OF PUBLIC WORKS Administration–Engineering–Water–Sewer–Facilities Parks–Forestry–Highway–Sanitation–Cemetery–Fleet CITY OF MELROSE James Troup City Yard, 72 Tremont Street Assistant Director – Administration & Finance Melrose, Massachusetts 02176 Telephone – (781) 665-0142 E-mail: jtroup@cityofmelrose.org To: Mayor Jen Grigoritis Melrose City Council From: James Troup, DPW Deputy Director of Public Works Administration and Finance cc: Kerriann Golden, CFO/Auditor Lauren Grymek, Chief of Staff Elena Proakis Ellis, DPW Director Zack Laflamme, Environmental Outreach Coordinator Date: November 14, 2025 Re: Mass DEP Recycling Dividends Program Grant As a result of our annual application to the Massachusetts Department of Environmental Protection, the City of Melrose Department of Public Works Solid Waste and Recycling team is proud to report that we have qualified for and received an award of $15,600 plus an additional $10,000 in grant funding, which is specifically for Food Waste Collection Carts. Due to the efforts of our Environmental Outreach Coordinator, this is an increase of $1,300 over last year’s RDP award and an $11,300 total increase. Congratulations and thank you go to Zack Laflamme. As part of the application process, the City of Melrose identifies all the recycling initiatives that are part of our operation and available to the residents. These practices qualify us for points that are the criteria to determine the amount of the award available to the City. The maximum available RDP award is $28,600. Every effort is being made to achieve that goal. The City achieved points for our efforts toward bulk item collection, recycling and reuse at our CHARM (Center for Hard to Recycle Materials), Curbside Recycling Regulations, Diversity, Equity, and Inclusion in Recycling Programs, Household Hazardous Waste Collections, Food Waste Curbside Collection, Recycling Center Access, Reuse Programs, and Waste Prevention Outreach and Education. Each point was worth $1,300. This award goes a long way to supplement our operating budget and is 100% dedicated to our recycling effort. The money is used to purchase needed supplies and educational materials, and to fund the services that drive recyclable materials out of the trash stream. The desired goal includes reduced costs on our curbside trash collection, less contamination in our recycling materials, and increased sustainability. The additional $10,000 award is for the City to purchase wheeled carts to support the implementation of curbside organics collection in partnership with Garbage to Garden, the City's preferred vendor. Over the past year, the City negotiated with Garbage to Garden to offer curbside collection of organics at a reduced rate to our residents. Those who subscribe are offered a discount in their annual trash fee. We formally request acceptance of this grant award of $15,600 from the Mass DEP for our Recycling Dividends Program plus the additional award of $10,000 for wheeled carts to support organics collection. Funds will be deposited into a Solid Waste and Recycling account to be set up by the City Auditor. There is no cost or encumbrance required to enter into this agreement and there will be no effect on the Department of Public Works Operating Budget. COMMONWEALTH OF MASSACHUSETTS | STANDARD CONTRACT FORM This form is jointly issued and published by the Office of the Comptroller, the Executive Office for Administration and Finance, and the Operational Services Division as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications, the Commonwealth Terms and Conditions, the Commonwealth Terms and Conditions for Human and Social Services, or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access forms at macomptroller.org/forms or mass.gov/lists/osd-forms. CONTRACTOR INFORMATION COMMONWEALTH INFORMATION Contractor Legal Name Department MMARS Code d/b/a Contract Manager Name Legal Address Business Mailing Address As entered on Form W-9 or Form W-4 Contract Manager Name Billing Address If Different Phone Fax Phone Fax Email Email Vendor Code MMARS Doc ID(s) VC Vendor Code Address ID RFR/Procurement or Other ID Number e.g. “AD001”. AD Note: The Address ID must be set up for Electronic Funds Transfer (EFT) payments. NEW CONTRACT CONTRACT AMENDMENT Procurement or Exception Type (Check one option only) Current Contract End Date Amendment Amount PRIOR to Amendment Or Enter “No Change” Statewide Contract (OSD or an OSD-designated department.) Amendment Type Collective Purchase Check one option only. Attach details of amendment changes. (Attach OSD approval, scope, and budget.) Amendment to Date, Scope, or Budget Department Procurement - Includes all Grants 815 CMR 2.00. (Attach updated scope and budget.) (Attach Solicitation Notice or RFR, and Response or other procurement supporting documentation.) Interim Contract with Current Contractor (Attach justification for Interim Contract and updated scope/budget.) Emergency Contract (Attach justification for emergency, scope, and budget.) Contract Employee (Attach any updates to scope or budget.) Contract Employee (Attach Employee Status Form, scope, and budget.) Other Procurement Exception (Attach authorizing language/justification and updated scope/budget.) Interim Contract with new Contractor (Attach justification for Interim Contract and updated scope/budget.) Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope, and budget.) TERMS AND CONDITIONS The Standard Contract Form Instructions and Contractor Certifications and the following document are incorporated by reference into this Contract and are legally binding. Check ONE option: Commonwealth Terms and Conditions Commonwealth Terms and Conditions for Human and Social Services Commonwealth IT Terms and Conditions COMPENSATION Check ONE option. The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00. Rate Contract (No Maximum Obligation). (Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.) Maximum Obligation Contract. Total maximum obligation for total duration of this contract (or new total if contract is being amended): Page 1 of 2 Updated 07/01/2025 MMARS Doc ID(s) PROMPT PAYMENT DISCOUNTS (PPD) Commonwealth payments are issued through Electronic Funds Transfer (EFT) 45 days from invoice receipt. See Prompt Pay Discounts Policy. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within: 10 days % PPD. 15 days % PPD. 20 days % PPD. 30 days % PPD. If PPD percentages are left blank, identify reason: Statutory/legal Ready Payments (M.G.L. c. 29, § 23A) Agree to standard 45-day cycle Only initial payment BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications. SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Does the Supplier Diversity Program apply? YES If YES, the Contractor’s annual SDP commitment for this Contract is NO If NO, and the department is an Executive Department, enter the appropriate exemption: ANTICIPATED START DATE (Complete ONE option only.) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations: 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date. 2. may be incurred as of , 20 , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date. 3. were incurred as of , 20 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations. CONTRACT END DATE Contract performance shall terminate as of , 20 , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments. CERTIFICATIONS Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certificatio ns, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable), and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. AUTHORIZING SIGNATURE FOR THE CONTRACTOR AUTHORIZING SIGNATURE FOR THE DEPARTMENT Signature and date must be captured at time of signature. Signature and date must be captured at time of signature. Signature Date Signature Date Print Name Print Title Print Name Print Title Page 2 of 2 Updated 07/01/2025 City of Melrose ANF ANF Debora Collins 562 Main St, Melrose, Ma 02176 State House Room 373 Boston, MA 02133 Kevin M. Faller 781-979-4468 617-413-1301 kfaller@cityofmelrose.org debora.collins3@mass.gov 6000192115 FY26CITYOFMELROSEPOL 001 1599-0026 Earmark $50,000This contract supports the earmark on line-item 1599-0026 which states that not less than $50,000 shall be expended for a police cruiser for the city of Melrose. earmarked grant June 30 26 Jennifer Grigoraitis Mayor Dana Sullivan Chief of Strategy and Operations From: Faller, Kevin To: Upton, Kim Subject: Fwd: State Earmark for City of Melrose Date: Thursday, November 20, 2025 10:47:03 AM Attachments: image004.png image005.png image006.png image007.png image008.png image009.png image010.png Fyi Chief Kevin M. Faller Melrose Police Department 56 W Foster St. Melrose, MA 02176 781-979-4468 Begin forwarded message: From: "Little, Jacob (A&F)" <Jacob.Little@mass.gov> Date: November 20, 2025 at 10:04:01 AM EST To: Mayor Grigoraitis <jgrigoraitis@cityofmelrose.org> Cc: "Collins, Debora (A&F)" <Debora.Collins3@mass.gov>, "ANF Accounts Payable (A&F)" <anfaccountspayable@mass.gov>, "Faller, Kevin" <kfaller@cityofmelrose.org> Subject: RE: State Earmark for City of Melrose Good morning. My name is Jake Little. I work in the Finance office at EOAF with Debora (Cced). We will be sending the standard contract form (SCF) package to you for your signature this week. You will receive an email from Adobe Sign. Please click on the link in the emails to electronically sign the standard contract form so that we can execute the contract. To sign the contract, click on the link provided in your Adobe Sign email. Once you have opened the document, please click “Click on the Sign Here” box and the click on the icon which says “Mobile” to sign the document. You will be asked to provide a mobile number. Type in your mobile number. A text will then be sent to you with a link that allows you to create your signature with your finger. This will create an image of your signature that will be added to the standard contract form when you select Apply in the lower right corner. Please do not type your name in the Enter Your Name box or the Click here to Sign box as that isn’t an acceptable signature. See Image below: <!--[if !vml]--><!--[endif]--><!--[if !vml]--><!--[endif]--> Once the contract is signed by both parties, we will send you a copy of the signed contracts as well as invoicing instructions. Thank you, Jake Little Compliance Director, Federal Funds Executive Office for Administration and Finance Commonwealth of Massachusetts 857-301-1849 (cell) Jacob.little@mass.gov https://www.mass.gov/orgs/executive-office-for-administration-and-finance CONFIDENTIALITY NOTICE: Please be advised that this email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Law. The contents of this transmission are intended only for use by the original addressee(s) and may contain confidential information that is intended for governmental-policy development and deliberation or is otherwise exempted from public disclosure under Massachusetts law. If you are not the intended recipient of this transmittal, or received this transmittal in error, please immediately notify the original sender and completely and permanently eliminate the original and all electronic and printed copies. Please consider the environment before printing this email. From: Faller, Kevin <kfaller@cityofmelrose.org> Sent: Thursday, November 13, 2025 10:17 AM To: Collins, Debora (A&F) <Debora.Collins3@mass.gov> Cc: Sullivan, Dana C. (A&F) <Dana.C.Sullivan2@mass.gov> Subject: RE: State Earmark for City of Melrose CAUTION: This email originated from a sender outside of the Commonwealth of Massachusetts mail system. Do not click on links or open attachments unless you recognize the sender and know the content is safe. Good morning, Debora: Please see attached form as requested. I am not 100 percent sure on the state vendor code I provided. This code was listed on an EOPS earmark I just completed so I used this same number. Hopefully, that would be the same number. Regarding your additional questions contained within your email: I will be the contract manager for this contract: 781-979-4468, kfaller@cityofmelrose.org Mayor Jennifer Grigoraitis is the signatory for the city, jgrigoraitis@cityofmelrose.org No costs have been incurred for this fiscal year in relation to this project Thank you in advance and please let me know if you need any additional information as I await an email with the contract forms. Best, Chief Kevin M. Faller Melrose Police Department 56 West Foster St Melrose, Ma 02176 781-979-4468 From: Collins, Debora (A&F) <Debora.Collins3@mass.gov> Sent: Tuesday, November 11, 2025 9:54 AM To: Faller, Kevin <kfaller@cityofmelrose.org> Cc: Sullivan, Dana C. (A&F) <Dana.C.Sullivan2@mass.gov> Subject: FW: State Earmark for City of Melrose Chief Faller, My name is Debora Collins. I work in the Finance unit here at ANF. I received the attached contact sheet for the following earmarked language. provided further, that not less than $50,000 shall be expended for a police cruiser for the city of Melrose In addition to completing the attached contact sheet, I have some additional questions. I need to know the name of the contract manager for this contract. I will also need that person’s telephone number, and email address. I also need the name, title, and email address of the authorized signatory for the City. Can you also tell me if you have already incurred any costs during this fiscal year (7/1/25 – today) that you will be charging to this contract? If so, please let me know the first date it was incurred, the cost incurred and a brief description of what the cost related to. Once I have all the requested information, I will create the contract forms and send them to you electronically via Adobe Sign. When everything is signed, I will send out billing instructions for you use when you invoice us for reimbursement. Thank you. Debora Collins Senior Financial Advisor Executive Office for Administration and Finance Commonwealth of Massachusetts State House, Room 373 24 Beacon Street Boston, MA 02133 617-413-1301 (Cell) Availability: Tuesdays, Wednesday mornings, and Thursdays Debora.Collins3@mass.gov https://www.mass.gov/orgs/executive-office-for-administration-and-finance CONFIDENTIALITY NOTICE: Please be advised that this email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Law. The contents of this transmission are intended only for use by the original addressee(s) and may contain confidential information that is intended for governmental-policy development and deliberation or is otherwise exempted from public disclosure under Massachusetts law. If you are not the intended recipient of this transmittal, or received this transmittal in error, please immediately notify the original sender and completely and permanently eliminate the original and all electronic and printed copies. Please consider the environment before printing this email. From: Faller, Kevin <kfaller@cityofmelrose.org> Sent: Friday, November 7, 2025 11:55 AM To: ContactANF (A&F) <contactanf@mass.gov> Subject: State Earmark for City of Melrose CAUTION: This email originated from a sender outside of the Commonwealth of Massachusetts mail system. Do not click on links or open attachments unless you recognize the sender and know the content is safe. Good morning: The city of Melrose was approved for 50K towards the purchase of a new police cruiser as listed in the State budget , #1599-0026 (Reserves). “…..provided further, that not less than $50,000 shall be expended for a police cruiser for the city of Melrose;” Would it be your office in which I would send a letter to requesting funds for a contract to be signed? Thank you for your help on this and please let me know to whom I would send the letter to (email, etc) so we can start the process of signing a contract. Chief Kevin M. Faller Melrose Police Department 56 West Foster St Melrose, Ma 02176 781-979-4468 ****CITY OF MELROSE PUBLIC RECORDS NOTICE: Please be advised that the Massachusetts Attorney General has determined that email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Laws.**** ****CITY OF MELROSE PUBLIC RECORDS NOTICE: Please be advised that the Massachusetts Attorney General has determined that email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Laws.**** ****CITY OF MELROSE PUBLIC RECORDS NOTICE: Please be advised that the Massachusetts Attorney General has determined that email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Laws.**** ****CITY OF MELROSE PUBLIC RECORDS NOTICE: Please be advised that the Massachusetts Attorney General has determined that email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Laws.**** ****CITY OF MELROSE PUBLIC RECORDS NOTICE: Please be advised that the Massachusetts Attorney General has determined that email is a public record unless the content of the email falls within one of the stated exemptions under the Massachusetts Public Records Laws.****COMMONWEALTH OF MASSACHUSETTS | STANDARD CONTRACT FORM This form is jointly issued and published by the Office of the Comptroller, the Executive Office for Administration and Finance, and the Operational Services Division as the default contract for all Commonwealth Departments when another form is not prescribed by regulation or policy. The Commonwealth deems void any changes made on or by attachment (in the form of addendum, engagement letters, contract forms or invoice terms) to the terms in this published form or to the Standard Contract Form Instructions and Contractor Certifications, the Commonwealth Terms and Conditions, the Commonwealth Terms and Conditions for Human and Social Services, or the Commonwealth IT Terms and Conditions which are incorporated by reference herein. Additional non-conflicting terms may be added by Attachment. Contractors are required to access forms at macomptroller.org/forms or mass.gov/lists/osd-forms. CONTRACTOR INFORMATION COMMONWEALTH INFORMATION Contractor Legal Name Department MMARS Code d/b/a Contract Manager Name Legal Address Business Mailing Address As entered on Form W-9 or Form W-4 Contract Manager Name Billing Address If Different Phone Fax Phone Fax Email Email Vendor Code MMARS Doc ID(s) VC Vendor Code Address ID RFR/Procurement or Other ID Number e.g. “AD001”. AD Note: The Address ID must be set up for Electronic Funds Transfer (EFT) payments. NEW CONTRACT CONTRACT AMENDMENT Procurement or Exception Type (Check one option only) Current Contract End Date Amendment Amount PRIOR to Amendment Or Enter “No Change” Statewide Contract (OSD or an OSD-designated department.) Amendment Type Collective Purchase Check one option only. Attach details of amendment changes. (Attach OSD approval, scope, and budget.) Amendment to Date, Scope, or Budget Department Procurement - Includes all Grants 815 CMR 2.00. (Attach updated scope and budget.) (Attach Solicitation Notice or RFR, and Response or other procurement supporting documentation.) Interim Contract with Current Contractor (Attach justification for Interim Contract and updated scope/budget.) Emergency Contract (Attach justification for emergency, scope, and budget.) Contract Employee (Attach any updates to scope or budget.) Contract Employee (Attach Employee Status Form, scope, and budget.) Other Procurement Exception (Attach authorizing language/justification and updated scope/budget.) Interim Contract with new Contractor (Attach justification for Interim Contract and updated scope/budget.) Other Procurement Exception (Attach authorizing language, legislation with specific exemption or earmark, and exception justification, scope, and budget.) TERMS AND CONDITIONS The Standard Contract Form Instructions and Contractor Certifications and the following document are incorporated by reference into this Contract and are legally binding. Check ONE option: Commonwealth Terms and Conditions Commonwealth Terms and Conditions for Human and Social Services Commonwealth IT Terms and Conditions COMPENSATION Check ONE option. The Department certifies that payments for authorized performance accepted in accordance with the terms of this Contract will be supported in the state accounting system by sufficient appropriations or other non-appropriated funds, subject to intercept for Commonwealth owed debts under 815 CMR 9.00. Rate Contract (No Maximum Obligation). (Attach details of all rates, units, calculations, conditions or terms and any changes if rates or terms are being amended.) Maximum Obligation Contract. Total maximum obligation for total duration of this contract (or new total if contract is being amended): Page 1 of 2 Updated 07/01/2025 MMARS Doc ID(s) PROMPT PAYMENT DISCOUNTS (PPD) Commonwealth payments are issued through Electronic Funds Transfer (EFT) 45 days from invoice receipt. See Prompt Pay Discounts Policy. Contractors requesting accelerated payments must identify a PPD as follows: Payment issued within: 10 days % PPD. 15 days % PPD. 20 days % PPD. 30 days % PPD. If PPD percentages are left blank, identify reason: Statutory/legal Ready Payments (M.G.L. c. 29, § 23A) Agree to standard 45-day cycle Only initial payment BRIEF DESCRIPTION OF CONTRACT PERFORMANCE or REASON FOR AMENDMENT Enter the Contract title, purpose, fiscal year(s) and a detailed description of the scope of performance or what is being amended for a Contract Amendment. Attach all supporting documentation and justifications. SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Does the Supplier Diversity Program apply? YES If YES, the Contractor’s annual SDP commitment for this Contract is NO If NO, and the department is an Executive Department, enter the appropriate exemption: ANTICIPATED START DATE (Complete ONE option only.) The Department and Contractor certify for this Contract, or Contract Amendment, that Contract obligations: 1. may be incurred as of the Effective Date (latest signature date below) and no obligations have been incurred prior to the Effective Date. 2. may be incurred as of , 20 , a date LATER than the Effective Date below and no obligations have been incurred prior to the Effective Date. 3. were incurred as of , 20 , a date PRIOR to the Effective Date below, and the parties agree that payments for any obligations incurred prior to the Effective Date are authorized to be made either as settlement payments or as authorized reimbursement payments, and that the details and circumstances of all obligations under this Contract are attached and incorporated into this Contract. Acceptance of payments forever releases the Commonwealth from further claims related to these obligations. CONTRACT END DATE Contract performance shall terminate as of , 20 , with no new obligations being incurred after this date unless the Contract is properly amended, provided that the terms of this Contract and performance expectations and obligations shall survive its termination for the purpose of resolving any claim or dispute, for completing any negotiated terms and warranties, to allow any close out or transition performance, reporting, invoicing or final payments, or during any lapse between amendments. CERTIFICATIONS Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified above, subject to any required approvals. The Contractor certifies that they have accessed and reviewed all documents incorporated by reference as electronically published and the Contractor makes all certifications required under the Standard Contract Form Instructions and Contractor Certifications under the pains and penalties of perjury, and further agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein according to the following hierarchy of document precedence, the applicable Commonwealth Terms and Conditions, this Standard Contract Form, the Standard Contract Form Instructions and Contractor Certificatio ns, the Request for Response (RFR) or other solicitation, the Contractor’s Response (excluding any language stricken by a Department as unacceptable), and additional negotiated terms, provided that additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. AUTHORIZING SIGNATURE FOR THE CONTRACTOR AUTHORIZING SIGNATURE FOR THE DEPARTMENT Signature and date must be captured at time of signature. Signature and date must be captured at time of signature. Signature Date Signature Date Print Name Print Title Print Name Print Title Page 2 of 2 Updated 07/01/2025 COMMONWEALTH OF MASSACHUSETTS STANDARD CONTRACT FORM INSTRUCTIONS AND CONTRACTOR CERTIFICATIONS INSTRUCTIONS The following Instructions, Contractor Certifications and the applicable Commonwealth Terms and Conditions are incorporated by reference into an executed Standard Contract Form. Instructions are provided to assist with completion of the Standard Contract Form. Additional terms are incorporated by reference. Links to legal citations are to unofficial versions and Departments and Contractors should consult with their legal counsel to ensure compliance with all legal requirements. Please note that not all applicable laws have been cited. Contractor Legal Name (and D/B/A) Enter the Full Legal Name of the Contractor's business as it appears on the Contractor’s Form W-9 or Form W-4 (Contract Employees only) and the applicable Commonwealth Terms and Conditions. If Contractor also has a “doing business as” (d/b/a) name, BOTH the legal name and the “d/b/a” name must appear in this section. Contractor Legal Address Enter the Legal Address of the Contractor as it appears on the Contractor’s Form W-9 or Form W-4 (Contract Employees only) which must match the legal address on the 1099I table in MMARS (or the Legal Address in HR/CMS for a Contract Employee). Contractor Contract Manager Enter the authorized Contract Manager who will be responsible for managing the Contract. The Contract Manager should be an Authorized Signatory, or, at a minimum, a person designated by the Contractor to represent the Contractor, receive legal notices and negotiate ongoing Contract issues. The Contract Manager is considered “Key Personnel” and may not be changed without the prior written approval of the Department. If the Contract is posted on COMMBUYS, the name of the Contract Manager must be included in the Contract on COMMBUYS. Contractor Email Address/Phone/Fax Enter the email address, phone and fax number of the Contractor Contract Manager. This information must be kept current by the Contractor to ensure that the Department can contact the Contractor and provide any required legal notices. Notice received by the Contract Manager (with confirmation of actual receipt) through the listed address, fax number(s) or email address will meet any written legal notice requirements. Contractor Vendor Code The Department must enter the MMARS Vendor Code assigned by the Commonwealth. If a Vendor Code has not yet been assigned, leave this space blank and the Department will complete this section when a Vendor Code has been assigned. The Department is responsible under the Vendor File and Form W-9s Policy for verifying with authorized signatories of the Contractor, as part of contract execution, that the legal name, address and Federal Tax Identification Number (TIN) in the Contract documents match the state accounting system. Vendor Code Address ID (e.g., “AD001”) The Department must enter the MMARS Vendor Code Address ID identifying the payment remittance address for Contract payments, which MUST be set up for Electronic Funds Transfer (EFT) payments PRIOR to the first payment under the Contract in accordance with the Bill Payments and Vendor/Customer File and Form W-9 Policies. Commonwealth Department Name Enter the full Department name with the authority to obligate funds encumbered for the Contract. Commonwealth MMARS Alpha Department Code Enter the three (3) letter MMARS Code assigned to this Commonwealth Department in the state accounting system. Department Business Mailing Address Enter the address where all formal correspondence to the Department must be sent. Unless otherwise specified in the Contract, legal notice sent or received by the Department’s Contract Manager (with confirmation of actual receipt) through the listed address, fax number(s) or email address for the Contract Manager will meet any requirements for legal notice. Department Billing Address Enter the Billing Address or email address if invoices must be sent to a different location. Billing, confirmation of delivery or performance issues should be resolved through the listed Contract Managers. Department Contract Manager Updated 11/01/2024 Identify the authorized Contract Manager who will be responsible for managing the Contract, who should be an authorized signatory, or an employee designated by the Department to represent the Department to receive legal notices and negotiate ongoing Contract issues. Department Email Address/Phone/Fax Enter the email address, phone and fax number of the Department Contract Manager. Unless otherwise specified in the Contract, legal notice sent or received by the Contract Manager (with confirmation of actual receipt) through the listed address, fax number(s) or e- mail address will meet any requirements for written notice under the Contract. MMARS Document ID(s) Enter the MMARS 20-character encumbrance transaction number associated with this Contract, which must remain the same for the life of the Contract. If multiple numbers exist for this Contract, identify all Document IDs. RFR/Procurement or Other ID Number or Name Enter the Request for Response (RFR) or other Procurement Reference number, Contract ID Number or other reference or tracking number for this Contract or Amendment which will be entered into the Board Award Field in the MMARS encumbrance transaction for this Contract. NEW CONTRACTS (Left Side of Form) Complete this section ONLY if this Contract is brand new, or to enter into an Interim Contract with a new Contractor when a current Contractor is unable to complete full performance under a Contract. (Complete the CONTRACT AMENDMENT section for any material changes to an existing or an expired Contract, to enter into an Interim Contract with a current Contractor, and for exercising options to renew or annual contracts under a multi-year procurement or grant program.) Procurement or Exception Type Check the appropriate type of procurement or exception for this Contract. Only one option can be selected. See the Office of the Comptroller Guidance for Vendors Policies (State Finance Law and General Requirements, Acquisition Policy and Fixed Assets) and the Operational Services Division Conducting Best Value Procurements Handbook for details. Statewide Contract (OSD or an OSD-designated Department) Check this option for a Statewide Contract under the Operational Services Division (OSD), or by an OSD-designated Department. Collective Purchase approved by OSD Check this option for Contracts approved by the Operational Services Division (OSD) for collective purchases through federal, state, or local government or other entities. Department Procurement Check this option for a Department contract procurement including state grants and federal sub-grants under 815 CMR 2.00 and State Grants and Federal Subgrants Policy, Departmental Master Agreements (MA). If this is a multi-Department user Contract, state that multi-Department use is allowable in the section labeled “Brief Description.” Emergency Contract Check this option when the Department has determined that an unforeseen crisis or incident has arisen which requires or mandates immediate purchases to avoid substantial harm to the functioning of government, the provision of necessary or mandated services, or where the health, welfare or safety of clients or other persons or serious damage to property is threatened. Contract Employee Check this option when the Department requires the performance of an Individual Contractor, and when the planned Contract performance with an Individual has been classified using the Employment Status Form (prior to the Contractor's selection) as work of a Contract Employee and not that of an Independent Contractor. Interim Contracts Page 2 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 Check this option for an Interim Contract with a new Contractor whenever an existing Contract has been or will be terminated or suspended for any reason or whenever a current Contractor is unable to complete full performance under a Contract. An Interim Contract may be offered to the bidder that offered the next Best Value response under the original procurement and under the same terms and prices offered in that bidder’s original response. The duration of an Interim Contract shall be limited to the remaining time available under the duration stated in the original RFR, including any options to renew. If the Department is unable to negotiate a Contract with any of the original bidders who submitted responses, in their original rank order according to Best Value, and under the same terms as offered in their original response, the Department will be required to conduct a new competitive procurement. Other Procurement Exception Check this option when another procurement exception exists, such as legislation with specific language naming the Contractor as a recipient of a grant or contract, an existing legal obligation, a prohibition or other circumstance that exempts or prohibits a Contract from being competitively procured, or identify any other procurement exception not already listed. Legislative “earmarks” exempt the Contract solely from procurement requirements; all other Contract and state finance laws and policies apply. Supporting documentation must be attached to explain and justify the exemption. CONTRACT AMENDMENT (Right Side of Form) Complete this section for any Contract being renewed or amended or to enter into an Interim Contract with a current Contractor when a new procurement will not be completed prior to the expiration of the current Contract. All Contracts with available options to renew must be amended referencing the original procurement and Contract Document IDs, since all continuing contracts must be maintained in the same Contract file (even if the underlying appropriation changes each fiscal year). See “Amendments, Suspensions, and Termination Policy.” Enter Current Contract End Date Enter the termination date of the Current Contract being amended, even if this date has already passed. (Note: Current Start Date is not requested since this date does not change and is already recorded in MMARS.) Enter Amendment Amount Enter the amount of the Amendment increase or decrease to a Maximum Obligation Contract. Enter “no change” for Rate Contracts or if there is no change. Amendment Type Identify the type of Amendment being made. Documentation supporting the updates to performance and budget must be attached. Amendment to Date, Scope or Budget Check this option when renewing a Contract or executing an Amendment (“material change” in Contract terms) even if the Contract has lapsed. The parties may negotiate a change in any element of Contract performance or cost identified in the RFR or the Contractor’s response which results in lower costs, or a more cost-effective or better value performance than was presented in the original selected response, provided the negotiation results in a better value within the scope of the RFR than what was proposed by the Contractor in the original selected response. Any “material change” in the Contract terms must be memorialized in a formal Amendment even if a corresponding MMARS transaction is not needed to support the change. Additional negotiated terms will take precedence over the relevant terms in the RFR and the Contractor’s Response only if made using the process outlined in 801 CMR 21.07, incorporated herein, provided that any amended RFR or Response terms result in best value, lower costs, or a more cost effective Contract. Interim Contracts Check this option for an Interim Contract with a current Contractor when a new competitive procurement has been commenced, but due to an unanticipated delay, has not been completed prior to the end of the duration available under the current Contract, as specified in that Contract's original RFR. An Interim Contract may be used to extend the current Contract under the same terms and conditions only for the period necessary to complete the competitive procurement, including the execution of new Contracts. Contract Employee Page 3 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 Check this option when the Department requires a renewal or other amendment to the performance of a Contract Employee. Other Procurement Exception Check this option when another procurement exception exists, such as legislation with specific language naming the Contractor as a recipient of a grant or contract; an existing legal obligation; a prohibition or other circumstance that exempts or prohibits a Contract from being competitively procured, or identify any other procurement exception not already listed. Legislative “earmarks” exempt the Contract solely from procurement requirements, and all other Contract and state finance laws and policies apply. Attach Supporting documentation to explain and justify the exemption and whether Contractor selection has been publicly posted. COMMONWEALTH TERMS AND CONDITIONS Identify which version of the Commonwealth Terms and Conditions is incorporated by reference into this Contract: the Commonwealth Terms and Conditions, the Commonwealth IT Terms and Conditions, or the Commonwealth Terms and Conditions for Human and Social Services. The Expenditure Classification Handbook identifies the applicable Commonwealth Terms and Conditions based upon the object code for the contract. COMPENSATION Identify if the Contract is a Rate Contract (with no stated Maximum Obligation) or a Maximum Obligation Contract (with a stated Maximum Obligation) and identify the Maximum Obligation. If the Contract is being amended, enter the new Maximum Obligation based upon the increase or decrease to the Maximum Obligation. The Total Maximum Obligation must reflect the total funding for the dates of service under the contract, including the Amendment amount if the Contract is being amended. The Maximum Obligation must match the MMARS encumbrance. Funding and allotments must be verified as available and encumbered prior to incurring obligations. If a Contract includes both a Maximum Obligation component and Rate Contract component, check off both. Specific Maximum Obligation amounts or amended amounts and Attachments must clearly outline the Contract breakdown to match the encumbrance. PROMPT PAY DISCOUNTS Payments are processed within a 45-day payment cycle through Electronic Funds Transfer (EFT), in accordance with the Commonwealth Bill Payments Policy for investment and cash flow purposes. Departments may NOT negotiate accelerated payments and Payees are NOT entitled to accelerated payments UNLESS a Prompt Payment Discount (PPD) is provided to support the Commonwealth’s loss of investment earnings for this earlier payment, or unless a payment is legally mandated to be made in less than 45 days (e.g., construction contracts, Ready Payments under M.G.L. c. 29, § 23A). See Prompt Pay Discounts Policy . PPD are identified as a percentage discount which will be automatically deducted when an accelerated payment is made. Reduced contracts rates may not be negotiated to replace a PPD. If PPD fields are left blank, please identify that the Contractor agrees to the standard 45 day cycle, a statutory/legal exemption such as Ready Payments (M.G.L. c. 29, § 23A), or only an initial accelerated payment for reimbursements or startup costs for a grant, with subsequent payments scheduled to support standard EFT 45 day payment cycle. Financial hardship is not a sufficient justification to accelerate cash flow for all payments under a Contract. Initial grant or contract payments may be accelerated for the first invoice or initial grant installment, but subsequent periodic installments or invoice payments should be scheduled to support the Payee cash flow needs and the standard 45-day EFT payment cycle, in accordance with the Bill Payments Policy. Any accelerated payment that does not provide for a PPD must have a legal justification in the Contract file for audit purposes explaining why accelerated payments were allowable without a PPD. BRIEF DESCRIPTION OF CONTRACT PERFORMANCE Enter a brief description of the Contract performance, project name or other identifying information for the Contract to specifically identify the Contract performance, match the Contract with attachments, determine the appropriate expenditure code (as listed in the Expenditure Classification Handbook) or to identify or clarify important information related to the Contract such as the Fiscal Year(s) of performance (ex. “FY2025” or “FY2025-27”). Identify settlements or other exceptions and attach more detailed justification and supporting documents. Enter “Multi-Department Use” if other Departments can access the procurement. For Amendments, identify the purpose and what items are being amended. Merely stating “see attached” or referencing attachments without a narrative description of performance is insufficient. Page 4 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 SUPPLIER DIVERSITY PROGRAM (SDP) PLAN Check “YES” if the contract is subject to the requirements of the Supplier Diversity Program (SDP) as described in the Diverse and Small Business Program Policies for Goods and Services Procurements (and, as applicable, the SDP Policy for Purchase of Service (POS) Procurements and Contracts Policy Overview). Also check “YES” if the contracting department has voluntarily included SDP terms in the procurement. Generally, goods and services contracts with an estimated annual value of $250,000 or more, averaged over the life of the contract, executed by Executive Departments as defined by M.G.L. c. 6A, § 2, are subject to these policies. Check “NO” if the contract is not subject to these policies and no SDP terms were included voluntarily. If YES, enter the Contractor’s annual SDP commitment. This commitment is a percentage of sales from the resulting contract to be spent with Certified Partner(s), which must be at least 1%. If the contract will be for the purchase of human and social services (referred to as Purchase of Service or POS) covering a variety of client health care, medical, and non-health care services, then enter the dollar amount commitment for the organization. If NO, and the Department is an Executive Department, enter the appropriate exemption from the “Procurements and Contracts Exempt from this Policy” section of the Diverse and Small Business Program Policies for Goods and Services Procurements to explain why the SDP is not applicable to this contract. ANTICIPATED START DATE The Department and Contractor must certify when obligations under this Contract/Amendment may be incurred. Option 1 is the default option when performance may begin as of the Effective Date (latest signature date and any required approvals). If the parties want a new Contract or renewal to begin as of the upcoming fiscal year, then list the fiscal year(s) (ex. “FY2025” or “FY2025-27”) in the Brief Description section. Performance starts and encumbrances reflect the default Effective Date (if no Fiscal Year is listed) or the later Fiscal Year start date (if a Fiscal Year is listed). Use Option 2 only when the Contract will be signed well in advance of the start date and identify a specific future start date. Do not use Option 2 for a fiscal year start unless it is certain that the Contract will be signed prior to the fiscal year. Option 3 is used in lieu of the Settlement and Release Form when the Contract/Amendment is signed late, and obligations are incurred by the Contractor prior to the Effective Date, which the Department has either requested, accepted, or deemed legally eligible for reimbursement, and the Contract includes supporting documents justifying the performance or proof of eligibility and approximate costs. Any obligations incurred outside the scope of the Effective Date under any Option listed, even if the incorrect Option is selected, shall be automatically deemed a settlement included under the terms of the Contract and upon payment to the Contractor will release the Commonwealth from further obligations for the identified performance. All settlement payments require justification and must be under the same encumbrance and object codes as the Contract payments. Performance dates are subject to M.G.L. c. 4, § 9. CONTRACT END DATE The Department must enter the date that Contract performance will terminate. If the Contract is being amended and the Contract End Date is not changing, this date must be entered again here. A Contract must be signed for at least the initial duration but not longer than the period of procurement listed in the RFR, or other solicitation document (if applicable). No new performance is allowable beyond the end date without an amendment, but the Department may allow a Contractor to complete minimal close out performance obligations if substantial performance has been made prior to the termination date of the Contract and prior to the end of the fiscal year in which payments are appropriated, provided that close out performance is subject to appropriation and funding limits under state finance law, and the Office of the Comptroller may adjust encumbrances and payments in the state accounting system to enable final close out payments. Performance dates are subject to M.G.L. c. 4, § 9. CONTRACTOR AUTHORIZED SIGNATORIES FOR EXECUTION See the Office of the Comptroller Department Head Signature Authorization and Contractor Authorized Signatory Listing Policies for guidance. Authorizing Signature for Contractor/Date The Authorized Contractor Signatory must sign and enter the date the Contract is signed. See section above under “Anticipated Contract Start Date.” Rubber stamps are not acceptable. Acceptance of payment by the Contractor shall waive any right of the Contractor to claim the Contract/Amendment is not valid and the Contractor may not void the Contract. Proof of signature authorization on a Contractor Authorized Signatory Listing may be required by the Department if not already on file. See Contract and ISA Execution after the COVID-19 State of Emergency. Page 5 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 Contractor Name/Title The Contractor Authorized Signatory’s name and title must appear legibly as it appears on the Contractor Authorized Signatory Listing. Authorizing Signature For Commonwealth/Date The Authorized Department Signatory must sign and enter the date the Contract is signed. See section above under “Anticipated Start Date.” Rubber stamps are not acceptable. The Authorized Signatory must be an employee within the Department legally responsible for the Contract. See Department Head Signature Authorization. The Department must have the legislative funding appropriated for all the costs of this Contract or funding allocated under an approved Interdepartmental Service Agreement (ISA). A Department may not contract for performance to be delivered to or by another state department without specific legislative authorization (unless this Contract is a Statewide Contract). For Contracts requiring Secretariat signoff, evidence of Secretariat signoff must be included in the Contract file. Department Name/Title Legibly enter Authorized Signatory’s name and title. CONTRACTOR CERTIFICATIONS AND LEGAL REFERENCES Notwithstanding verbal or other representations by the parties, the “Effective Date” of this Contract or Amendment shall be the latest date that this Contract or Amendment has been executed by an authorized signatory of the Contractor, the Department, or a later Contract or Amendment Start Date specified, subject to any required approvals. The Contractor makes all certifications required under this Contract under the pains and penalties of perjury and agrees to provide any required documentation upon request to support compliance, and agrees that all terms governing performance of this Contract and doing business in Massachusetts are attached or incorporated by reference herein. Commonwealth and Contractor Ownership Rights The Contractor certifies and agrees that the Commonwealth is entitled to ownership and possession of all “deliverables” purchased or developed with Contract funds. A Department may not relinquish Commonwealth rights to deliverables nor may Contractors sell products developed with Commonwealth resources without just compensation. The Contract should detail all Commonwealth deliverables and ownership rights and any Contractor proprietary rights. Qualifications The Contractor certifies that it is qualified and shall at all times remain qualified to perform this Contract, and that performance shall be timely and meet or exceed industry standards for the performance required, which includes obtaining requisite licenses, registrations, permits, resources for performance, and sufficient professional, liability, and other appropriate insurance to cover the performance. If the Contractor is a business, the Contractor certifies that it is listed under the Secretary of State’s website as licensed to do business in Massachusetts, as required by law. Laws and Regulations Prohibiting Discrimination and Human Trafficking Contractors acknowledge and certify as a condition of this Contract that they are responsible for complying fully with all state and federal laws prohibiting discrimination, human trafficking, and forced labor, including but not limited to M.G.L. c. 265 §§ 49-57. Business Ethics and Fraud, Waste and Abuse Prevention The Contractor certifies that performance under this Contract, in addition to meeting the terms of the Contract, will be made using ethical business standards and good stewardship of taxpayer and other public funding and resources to prevent fraud, waste and abuse. Collusion The Contractor certifies that this Contract has been offered in good faith and without collusion, fraud, or unfair trade practices with any other person, and that any actions to avoid or frustrate fair and open competition are prohibited by law and shall be grounds for rejection or disqualification of a Response or termination of this Contract. Public Records and Access The Contractor shall provide full access to records related to performance and compliance to the Department and officials listed under Executive Order 195 and M.G.L. c. 11, §12 for six (6) years beginning on the first day after the final payment Page 6 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 under this Contract or such longer period as necessary for the resolution of any litigation, claim, negotiation, audit or other inquiry involving this Contract. Access to view Contractor records related to any breach or allegation of fraud, waste and/or abuse may not be denied and Contractor cannot claim confidentiality or trade secret protections solely for viewing but not retaining documents. Routine Contract performance compliance reports or documents related to any alleged breach or allegation of non- compliance, fraud, waste, abuse or collusion may be provided electronically and shall be provided at Contractor’s own expense. Reasonable costs for copies of non-routine Contract related records shall not exceed the rates for public records under 950 CMR 32.00. Debarment The Contractor certifies that neither it nor any of its subcontractors are currently debarred or suspended by the federal or state government under any law or regulation including Executive Order 147; M.G.L. c. 29, § 29F; M.G.L. c. 30, § 39R; M.G.L. c. 149 §§ 27C, 44C and 148B; and M.G.L. c. 152, § 25C. Applicable Laws The Contractor shall comply with all applicable state laws and regulations including, but not limited to, the Massachusetts General Laws; the Official Code of Massachusetts Regulations; Code of Massachusetts Regulations (unofficial); 801 CMR 21.00 (Procurement of Commodity and Service Procurements, Including Human and Social Services); 815 CMR 2.00 (Grants and Subsidies); 808 CMR 1.00 (Compliance, Reporting and Auditing for Human And Social Services); AICPA Standards; confidentiality of Department records under M.G.L. c. 66A; and the Massachusetts Constitution Article XVIII, if applicable. Invoices The Contractor must submit invoices in accordance with the terms of the Contract and the Commonwealth Bill Payments Policy. Contractors must be able to reconcile and properly attribute concurrent payments from multiple Departments. Final invoices in any fiscal year must be submitted no later than August 15 for performance made and received (goods delivered, services completed) prior to June 30, in order to make payment for that performance prior to the close of the fiscal year to prevent reversion of appropriated funds. Failure to submit timely invoices by August 15 or other date listed in the Contract shall authorize the Department to issue an estimated payment based upon the Department’s determination of performance delivered and accepted. The Contractor’s acceptance of an estimated payment releases the Commonwealth from further claims for these invoices. If budgetary funds revert due to the Contractor’s failure to submit timely final invoices, or for disputing an estimated payment, the Department may deduct a penalty of up to 10% from any final payment in the next fiscal year for failure to submit timely invoices. Payments Subject To Appropriation Pursuant to M.G.L. c. 29 §§ 26, 27 and 29, Departments are required to expend funds only for the purposes set forth by the Legislature and within the funding limits established through appropriation, allotment and subsidiary, including mandated allotment reductions triggered by M.G.L. c. 29, § 9C. A Department cannot authorize or accept performance in excess of an existing appropriation and allotment, or sufficient non-appropriated available funds. Any oral or written representations, commitments, or assurances made by the Department or any other Commonwealth representative are not binding. The Commonwealth has no legal obligation to compensate a Contractor for performance that is not requested and is intentionally delivered by a Contractor outside the scope of a Contract. Contractors should verify funding prior to beginning performance. Intercept Contractors may be registered as Customers in the Vendor file if the Contractor owes a Commonwealth debt. Unresolved and undisputed debts, and overpayments of Contract payments that are not reimbursed timely shall be subject to intercept pursuant to M.G.L. c. 7A, § 3 and 815 CMR 9.00. Contract overpayments will be subject to immediate intercept or payment offset. The Contractor may not penalize any state Department or assess late fees, cancel a Contract or other services if amounts are intercepted or offset due to recoupment of an overpayment, outstanding taxes, child support, other overdue debts or Contract overpayments. Tax Law Compliance The Contractor certifies under the pains and penalties of perjury: (1) tax compliance with federal tax laws; (2) tax compliance with state tax laws including, but not limited to, M.G.L. c. 62C, § 49A, reporting of employees and contractors, withholding and remitting of tax withholdings and child support; and (3) Contractor is in good standing with respect to all state taxes and returns due, reporting of employees and contractors under M.G.L. c. 62E, withholding and remitting child support including M.G.L. c. 119A, § 12, TIR 05-11, New Independent Contractor Provisions, and applicable TIRs. Page 7 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 Bankruptcy, Judgments, Potential Structural Changes, Pending Legal Matters and Conflicts The Contractor certifies it has not been in bankruptcy or receivership within the last three calendar years which would negatively impact Contractor’s ability to fulfill the terms of this Contract or Amendment. Contractor certifies that it will immediately notify the Department, in writing, of any filing for bankruptcy and/or receivership, any potential structural change in its organization, or if there is any risk to the solvency of the Contractor that may impact the Contractor’s ability to timely fulfill the terms of this Contract or Amendment. The Commonwealth reserves the right to request additional information regarding the financial viability of the Contractor and its ability to perform. The Contractor certifies that at any time during the period of the Contract the Contractor is required to affirmatively disclose in writing to the Department Contract Manager the details of any judgment, criminal conviction, investigation or litigation pending against the Contractor or any of its officers, directors, employees, agents, or subcontractors, including any potential conflicts of interest of which the Contractor has knowledge, or learns of during the Contract term. Law firms or Attorneys providing legal services are required to identify any potential conflict with representation of any Department client in accordance with Massachusetts Board of Bar Overseers (BBO) rules. Federal Anti-Lobbying and Other Federal Requirements If receiving federal funds, the Contractor certifies compliance with federal anti-lobbying requirements including 31 USC § 1352; other federal requirements; Federal Executive Order 11246; Air Pollution Act; Federal Water Pollution Control Act and Federal Employment Laws. Protection of Commonwealth Data, Personal Data and Information The Contractor certifies that all steps will be taken to ensure the security and confidentiality of all Commonwealth data for which the Contractor becomes a holder, either as part of performance or inadvertently during performance, with special attention to restricting access, use and disbursement of personal data and information under M.G.L. c. 93H and c. 66A and other applicable state and federal privacy requirements. The Contractor shall comply with M.G.L. c. 93I for the proper disposal of all paper and electronic media, backups or systems containing personal data and information. The Contractor shall also ensure that any personal data or information transmitted electronically or through a portable device is properly encrypted using (at a minimum) the Commonwealth’s “Cryptographic Management Standard” set forth in the Enterprise Information Security Policies and Standards published by the Executive Office for Technology, Services and Security (EOTSS), or a comparable Standard prescribed by the Department. Contractors with access to credit card or banking information of Commonwealth customers certify that the Contractor is PCI compliant in accordance with the Payment Card Industry Council Standards and shall provide confirmation of compliance during the Contract. The Contractor shall immediately notify the Department in the event of any security breach, including the unauthorized access, disbursement, use or disposal of personal data or information and, in the event of a security breach, the Contractor shall cooperate fully with the Commonwealth and provide access to any information necessary for the Commonwealth to respond to the security breach and shall be fully responsible for any damages associated with the Contractor’s breach including, but not limited to, damages under M.G.L. c. 214, § 3B. For all Contracts involving the Contractor’s access to personal information, as defined in M.G.L. c. 93H, and personal data, as defined in M.G.L. c. 66A, or access to Department systems containing such information or data, Contractor certifies under the pains and penalties of perjury that the Contractor: (1) has read M.G.L. c. 93H and c. 66A and agrees to protect any and all personal information and personal data; and (2) has reviewed all of the Enterprise Information Security Policies and Standards published by the Executive Office for Technology, Services and Security (EOTSS), or stricter standards prescribed by the Department. Notwithstanding any contractual provision to the contrary, in connection with the Contractor’s performance under this Contract, for all Departments, including all offices, boards, commissions, agencies, departments, divisions, councils, bureaus, and offices, now existing and hereafter established, the Contractor shall: (1) obtain a copy, review, and comply with any pertinent security guidelines, standards, and policies; (2) comply with the Enterprise Information Security Policies and Standards published by the Executive Office for Technology Services and Security (EOTSS), or a comparable set of policies and standards (“Information Security Policy”) as prescribed by the Department; (3) communicate and enforce such security guidelines, standards, policies and the applicable Information Security Policy among all employees (whether such employees are direct or contracted) and subcontractors; (4) implement and maintain any other reasonable appropriate security procedures and practices necessary to protect personal information and data to which the Contractor is given access by the contracting Department from the unauthorized access, destruction, use, modification, disclosure or loss; (5) be responsible for the full or partial breach of any of these terms by its employees (whether such employees are direct or contracted) or subcontractors during or after the term of this Contract, and any breach of these terms Page 8 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 may be regarded as a material breach of this Contract; (6) in the event of any unauthorized access, destruction, use, modification, disclosure or loss of the personal information or personal data (collectively referred to as the “unauthorized use”): (a) immediately notify the contracting Department if the Contractor becomes aware of the unauthorized use; (b) provide full cooperation and access to information necessary for the contracting Department to determine the scope of the unauthorized use; and (c) provide full cooperation and access to information necessary for the contracting Department and the Contractor to fulfill any notification requirements. Breach of these terms may be regarded as a material breach of this Contract, such that the Commonwealth may exercise any and all contractual rights and remedies, including, without limitation, indemnification, withholding of payments, Contract suspension, or termination, pursuant to the Commonwealth’s Terms and Conditions, the Commonwealth IT Terms and Conditions, or the Commonwealth Terms and Conditions for Human and Social Services. In addition, the Contractor may be subject to applicable statutory or regulatory penalties, including, and without limitation, those imposed pursuant to M.G.L. c. 93H and under M.G.L. c. 214, § 3B for violations under M.G.L c. 66A. Corporate and Business Filings and Reports The Contractor certifies compliance with all certification, filing, reporting and service of process requirements of the Secretary of the Commonwealth, the Office of the Attorney General or other Departments related to its conduct of business in the Commonwealth, and with relevant requirements of its incorporating state (or foreign entity). Employer Requirements Contractors that are employers certify compliance with applicable state and federal employment laws and regulations, including but not limited to prevailing wage laws at M.G.L. c. 149, §§ 26-27D (public construction work); M.G.L. c. 149, § 27F (use of trucks, vehicles and other equipment to perform public works functions); M.G.L. c. 149, § 27G (moving office furniture and fixtures); M.G.L. c. 149, § 27H (cleaning state office buildings or buildings leased by the state); M.G.L. c. 6C, § 44 (MassDOT relocation of utilities or utility facility; M.G.L. c. 7, § 22 (contracts for meat products and clothing and apparel); M.G.L. c. 71, § 7A (transportation of students to public schools); Chapter 195 of the Acts of 2014 (MA Convention Center Authority security guard services); minimum wage and overtime law and regulations (M.G.L. c. 151 and 454 CMR 27.00); child labor laws (M.G.L. c. 149, §§ 56-105); all payment of wages, payroll and timekeeping records, earned sick time, meal breaks, domestic violence leave, temporary worker rights, domestic worker rights and anti-retaliation laws at M.G.L. c. 149 (Labor and Industries); M.G.L. c. 151A (unemployment insurance and contributions); M.G.L. c. 152 (workers compensation and insurance); M.G.L. c. 150A (Labor Relations); M.G.L. c. 153 (liability for injuries); 29 U.S.C. c. 8 (Federal Fair Labor Standards); 29 U.S.C. c. 28 (Federal Family and Medical Leave Act); M.G.L. c. 6, § 171A (applicant criminal record information); M.G.L. c. 149, § 105A (MA Equal Pay Act); and M.G.L. c. 175M (Paid Family Medical Leave Act). Federal And State Laws And Regulations Prohibiting Discrimination Contractors certify compliance with applicable state and federal anti- discrimination laws, including but not limited to the Federal Equal Employment (EEO) Laws; the Americans with Disabilities Act; 42 U.S.C § 12101, et seq., the Rehabilitation Act, 29 U.S.C. § 794; 29 U.S.C. § 701; 29 U.S.C. § 623; 42 U.S.C. c. 45; (Federal Fair Housing Act); M.G. L. c. 151B (Unlawful Discrimination); M.G.L. c. 151E (Business Discrimination); the Public Accommodations Law M.G.L. c. 272, § 92A; M.G.L. c. 272, §§ 98 and 98A, Massachusetts Constitution Article CXIV and M.G.L. c. 93, § 103; 47 USC § 255 (Telecommunication Act; M.G.L. c. 149, § 105D, M.G.L. c. 151C, M.G.L. c. 272, §§ 92A, 98 and 98A, and M.G.L. c. 111, § 199A, and Massachusetts Disability-Based Non-Discrimination Standards For Executive Branch Entities, and related Standards and Guidance, authorized under Massachusetts Executive Order or any disability-based protection arising from state or federal law or precedent. See also Massachusetts Commission Against Discrimination (MCAD) and MCAD links and resources. Small Business Purchasing Program (SBPP) A Contractor may be eligible to participate in the SBPP, pursuant to Executive Order 599, and M.G.L. c. 7 § 58 if so qualified. Limitation of Liability Contracts may not use the following limitation of liability language unless approved by legal staff at the Office of the Comptroller or Operational Services Division, and it may not be used if a Department is utilizing the Commonwealth IT Terms and Conditions. The term “other damages” in Section 11 of the Commonwealth Terms and Conditions, “Indemnification,” shall include, but shall not be limited to, the reasonable costs the Commonwealth incurs to repair, return, replace or seek cover (purchase comparable substitute commodities and services) under a Contract. “Other damages” shall not include damages to the Commonwealth as a result of third-party claims, provided, that this in no way limits the Commonwealth’s right of recovery for personal injury or property damages or patent and copyright infringement under Section 11 or the Commonwealth’s ability Page 9 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 to join the contractor as a third-party defendant. Further, the term “other damages” shall not include, and in no event shall the contractor be liable for, damages for the Commonwealth’s use of contractor provided products or services, loss of Commonwealth records, or data (or other intangible property), loss of use of equipment, lost revenue, lost savings or lost profits of the Commonwealth. In no event shall “other damages” exceed the greater of $100,000, or two times the value of the product or service (as defined in the Contract scope of work) that is the subject of the claim. Section 11 sets forth the Contractor’s entire liability under a Contract. Nothing in this section shall limit the Commonwealth’s ability to negotiate higher limitations of liability in a particular Contract, provided that any such limitation must specifically reference Section 11 of the Commonwealth Terms and Conditions. In the event the limitation of liability conflicts with auditing standards which mandate that there can be no cap of damages, the limitation shall be considered waived for that audit engagement. The terms in this Clarification may not be modified. Northern Ireland Certification Pursuant to M.G.L. c. 7, § 22C, for state agencies, state authorities, the state House of Representatives or the state Senate, by signing this Contract the Contractor certifies that it does not employ ten or more employees in an office or other facility in Northern Ireland or if the Contractor employs ten or more employees in an office or other facility located in Northern Ireland the Contractor certifies that it does not discriminate in employment, compensation, or the terms, conditions and privileges of employment on account of religious or political belief, and certifies that it promotes religious tolerance within the work place, and the eradication of any manifestations of religious and other illegal discrimination; and the Contractor is not engaged in the manufacture, distribution or sale of firearms, munitions, including rubber or plastic bullets, tear gas, armored vehicles or military aircraft for use or deployment in any activity in Northern Ireland. Pandemic, Disaster or Emergency Performance In the event of a serious emergency, pandemic or disaster outside the control of the Department, the Department may negotiate emergency performance from the Contractor to address the immediate needs of the Commonwealth even if not contemplated under the original Contract or procurement. Payments are subject to appropriation and other payment terms. Attorneys Attorneys or firms providing legal services or representing Commonwealth Departments may be subject to M.G.L. c. 30, § 65, and if providing litigation services must be approved by the Office of the Attorney General to appear on behalf of a Department, and shall have a continuing obligation to notify the Commonwealth of any conflicts of interest arising under the Contract. Subcontractor Performance The Contractor certifies full responsibility for Contract performance, including subcontractors, and that comparable Contract terms will be included in subcontracts, and that the Department will not be required to directly or indirectly manage subcontractors or have any payment obligations to subcontractors. EXECUTIVE ORDERS For covered Executive Departments, the Contractor certifies compliance with applicable Massachusetts Executive Orders including, but not limited to, the specific orders listed below. A breach during the period of a Contract may be considered a material breach and subject Contractor to appropriate monetary or Contract sanctions. Executive Order 481. Prohibiting the Use of Undocumented Workers on State Contracts For all state agencies in the Executive Branch, including all executive offices, boards, commissions, agencies, Departments, divisions, councils, bureaus, and offices, now existing and hereafter established, by signing this Contract the Contractor certifies under the pains and penalties of perjury that they shall not knowingly use undocumented workers in connection with the performance of this Contract; that, pursuant to federal requirements, they shall verify the immigration status of workers assigned to a Contract without engaging in unlawful discrimination; and shall not knowingly or recklessly alter, falsify, or accept altered or falsified documents from any such worker. Executive Order 130. Anti-Boycott The Contractor warrants, represents and agrees that during the time this Contract is in effect, neither it nor any affiliated company, as hereafter defined, participates in or cooperates with an international boycott (See IRC § 999(b)(3)-(4), and IRS Audit Guidelines Boycotts) or engages in conduct declared to be unlawful by M.G.L. c. 151E, § 2. If there is a breach in the warranty, representation, and agreement contained in this paragraph, without limiting such other rights as it may have, the Page 10 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 Commonwealth may rescind this Contract. As used herein, an affiliated company shall be a business entity of which at least 51% of the ownership interests are directly or indirectly owned by the Contractor or by a person or persons or business entity or entities directly or indirectly owning at least 51% of the ownership interests of the Contractor, or which directly or indirectly owns at least 51% of the ownership interests of the Contractor. Executive Order 346. Hiring of State Employees By State Contractors Contractor certifies compliance with both the conflict of interest law, including M.G.L. c. 268A, § 5(f) and this Order, which includes limitations regarding the hiring of state employees by private companies contracting with the Commonwealth. A privatization contract shall be deemed to include a specific prohibition against the hiring at any time during the term of Contract, and for any position in the Contractor’s company, of a state management employee who is, was, or will be involved in the preparation of the RFP, the negotiations leading to the awarding of the Contract, the decision to award the Contract, and/or the supervision or oversight of performance under the Contract. Executive Order 444. Disclosure of Family Relationships With Other State Employees Each person applying for employment (including Contract work) within the Executive Branch under the Governor must disclose in writing the names of all immediate family as well as persons related to immediate family by marriage who serve as employees or elected officials of the Commonwealth. All disclosures made by applicants hired by the Executive Branch under the Governor shall be made available for public inspection to the extent permissible by law by the official with whom such disclosure has been filed. Executive Orders 592 and 599. Executive Order 592 (Advancing Workforce Diversity, Inclusion, Equal Opportunity, Non- Discrimination, and Affirmative Action). Executive Order 599 (Reaffirming Programs to Ensure Diversity, Equity, and Inclusion for Diverse and Small Massachusetts Businesses in State Procurement and Contracting. All programs, activities, and services provided, performed, licensed, chartered, funded, regulated, or contracted for by the state shall be conducted without unlawful discrimination based on race, color, age, gender, ethnicity, sexual orientation, gender identity or expression, religion, creed, ancestry, national origin, disability, veteran’s status (including Vietnam-era veterans), or background. The Contractor and any subcontractors may not engage in discriminatory employment practices. The Contractor certifies compliance with applicable federal and state laws, rules, and regulations governing fair labor and employment practices. The Contractor also commits to purchase supplies and services from certified minority, women, veteran, service- disabled veteran, LGBT or disability-owned businesses, small businesses, or businesses owned by socially or economically disadvantaged persons; and Contractor commits to comply with any Applicable Department contractual requirements pertaining to the employment of persons with disabilities pursuant to M.G.L. c. 7 § 61(u). These provisions shall be enforced through the contracting Department, the Operational Services Division, and/or the Massachusetts Commission Against Discrimination. Any breach shall be regarded as a material breach of the contract that may subject the contractor to appropriate sanction. Page 11 of 11 Standard Contract Form Instructions and Contractor Certifications – Updated 11/01/2024 12/18/2024 FEDERAL EMERGENCY MANAGEMENT AGENCY REC-01 16:45:11 RECORD OF ENVIRONMENTAL CONSIDERATION (REC) Project ID: LPDM-PJ-01-MA-2024-003 (1) Title: Lebanon and Sylvan Street Stormwater Management System NEPA DETERMINATION Non Compliant Flag: No EA Draft Date: EA Final Date: EA Public Notice Date: EA Fonsi Date: Level: CATEX EIS Notice of Intent Date: EIS ROD Date: Comments: Project Location/Lat, Long: Intersection of Lebanon St & Sylvan St, Melrose, MA (42.447755, - 71.058137) Project Scope of Work: The City of Melrose would use Legislative Pre-Disaster Mitigation (LPDM) funds to develop plans and designs to mitigate flooding effects from storms at the intersection of Lebanon and Sylvan Streets. The project would include records research, development of a hydraulic and hydrologic (H&H) model, and public outreach. Field work would include soils boring, test pits, and wetland delineation. Two to three (2-3) soil borings would be performed at each of the following locations with maximum depths of 20 FT: Outfall (42.443354, -71.062255), Softball Field (42.446726, - 71.056933), Cemetery Field (42.445713, -71.060539), and the Dog Park Parking Lot (42.444826, - 71.065196); see attached map for details. Soil boring would be conducted from truck-mounted geo- probe units or using hand augers. Staging of equipment would occur on the paved parking lot at the Dog Park location, if needed. Access to boring sites would be from existing roads. Erosion control measures, such as coir logs and plywood/wetland matting, would be used, if necessary. The proposed scope of work is for project scoping activities only and does not include any construction/implementation other than geotechnical investigations. FEMA has no further EHP review requirements unless there is a change to the scope of work. If at a later date, FEMA funding is pursued for implementation or construction of the scoped project, a full review of the construction application package will be required. NEPA Comment: This project is Categorically Excluded from the need to prepare either an Environmental Impact Statement or Environmental Assessment in accordance with the FEMA Instruction 108-1-1 and DHS Instruction 023-01-001-01. - vhanley - 12/18/2024 16:31:08 GMT CATEX CATEGORIES Catex Category Code Description Selected a7 (a7) The commitment of resources, personnel, and funding to conduct audits, Yes surveys, and data collection of a minimally intrusive nature. If any of these commitments result in proposals for further action, those proposals must be covered by an appropriate CATEX. Examples include, but are not limited to: (a) Activities designed to support the improvement or upgrade management of natural resources, such as surveys for threatened and endangered species, wildlife and wildlife habitat, historic properties, and archeological sites; wetland delineations; timber stand examination; minimal water, air, waste, material and soil sampling; audits, photography, and interpretation. (b) Minimally-intrusive geological, geophysical, and geo-technical activities, including mapping and engineering surveys. (c) Conducting Facility Audits, Environmental Site Assessments and Environmental Baseline Surveys, and (d) Vulnerability, risk, and structural integrity assessments of infrastructure. EXTRAORDINARY CIRCUMSTANCES Extraordinary Circumstance Code Description Selected ? No Extraordinary Circumstances were selected ENVIRONMENTAL LAW / EXECUTIVE ORDER Environmental Law/ Executive Order Status Description Comments NOTE: All times are GMT using a 24-hour clock. Page 1 of 5 12/18/2024 FEDERAL EMERGENCY MANAGEMENT AGENCY REC-01 16:45:11 RECORD OF ENVIRONMENTAL CONSIDERATION (REC) Project ID: LPDM-PJ-01-MA-2024-003 (1) Title: Lebanon and Sylvan Street Stormwater Management System Environmental Law/ Executive Order Status Description Comments Clean Air Act (CAA) Completed Project will not result in permanent air emissions - Review concluded Coastal Barrier Resources Act Completed Project is not on or connected to CBRA Unit (CBRA) or otherwise protected area - Review concluded Clean Water Act (CWA) Completed Project would not affect any water of the U.S. - Review concluded Coastal Zone Management Act Completed Project is not located in a coastal zone area (CZMA) and does not affect a coastal zone area - Review concluded Executive Order 11988 - Completed No effect on floodplain/flood levels and EO11988: Per 44 C.F.R. Part 9.5(a)(1-2), the Floodplains project outside floodplain - Review concluded project is not the type of activity with the potential to adversely affect the floodplain; the regulations set forth in 44 C.F.R. Part 9 are not applicable. - vhanley - 12/18/2024 16:37:42 GMT Executive Order 11990 - Completed Located in wetlands or effects on wetlands EO11990: Determination based on review of Wetlands U.S. Fish and Wildlife National Wetlands Inventory, Wetlands Mapper, located at http://www.fws.gov/wetlands/Data/Mapper.html, accessed on 08/16/2024. Borings may take place within wetlands. As required by 44 C.F.R. Part 9, the 8-Step process is required. See Attached 8-Step Documentation. - vhanley - 12/18/2024 16:38:19 GMT Completed Possible adverse effect associated with constructing in or near wetland Completed 8 Step Process Complete - documentation attached - Review concluded Executive Order 12898 - Completed No Low income or minority population in, EO12898: This project has been determined to Environmental Justice for Low near or affected by the project - Review have limited or no potential to affect minority or Income and Minority Populations concluded low-income populations according to VI.f and g in Step 1 of the EO12898 Interim Guidance. FEMA has no further EO 12898 responsibilities with regards to these activities. - vhanley - 12/18/2024 16:39:37 GMT Endangered Species Act (ESA) Completed Listed species and/or designated critical ESA: Determination based on 08/16/2024 review habitat present in areas affected directly or of USFWS site at: https://ecos.fws.gov/ipac/ this indirectly by the federal action project as described will not affect ESA-listed species or designated critical habitat. This HMA award is for Project Scoping activities only and does not allow for any construction/implementation or ground-disturbing activities other than soil borings. - vhanley - 12/18/2024 16:35:21 GMT Completed No effect to species or designated critical habitat (See comments for justification) - Review concluded NOTE: All times are GMT using a 24-hour clock. Page 2 of 5 12/18/2024 FEDERAL EMERGENCY MANAGEMENT AGENCY REC-01 16:45:11 RECORD OF ENVIRONMENTAL CONSIDERATION (REC) Project ID: LPDM-PJ-01-MA-2024-003 (1) Title: Lebanon and Sylvan Street Stormwater Management System Environmental Law/ Executive Order Status Description Comments Farmland Protection Policy Act Completed Project does not affect designated prime or FPPA: Per NRCS Web Soil Survey Mapper (FPPA) unique farmland - Review concluded located at https://websoilsurvey.nrcs.usda.gov/app/, the project as described is not located within designated farmland as defined by 7 C.F.R. Part 658.2(a). - vhanley - 12/18/2024 16:36:06 GMT Migratory Bird Treaty Act (MBTA) Completed Project located within a flyway zone Completed Project does not have potential to take migratory birds - Review concluded Magnuson-Stevens Fishery Completed Project not located in or near Essential Fish Conservation and Management Habitat - Review concluded Act (MSA) National Historic Preservation Act Completed Standard Section 106 review NHPA: Under the terms of the Massachusetts (NHPA) Section 106 Programmatic Agreement, FEMA made a finding of "No Adverse Effect" and sent this finding, along with supporting Section 106 documentation, to the State Historic Preservation Officer (SHPO) and the Tribal Historic Preservation Officers (THPOs) of the Mashpee Wampanoag Tribe, the Narragansett Indian Tribe, and the Wampanoag Tribe of Gay Head (Aquinnah) on 10.16.2024. In compliance with 36 C.F.R. Section 800.3(c)(4) and under the terms of the Massachusetts Programmatic Agreement executed 12.13.2018, the SHPO and THPOs were invited to participate in the consultation regarding this undertaking. However, FEMA received no response from the SHPO or THPOs within 30 days of receipt of FEMAs consultation, and as such, FEMA is moving forward as per, as per 36 C.F.R. Section 800.3(c)(4). See attached consultation documentation. No further consultation is required unless there is a change to the scope of work. - vhanley - 12/18/2024 16:32:50 GMT Completed No properties in the project area are 50 years or older or listed on the National Register - Review concluded Completed Project affects undisturbed ground Completed Project area has potential for presence of archeological resources Completed Determination of historic properties affected Completed NR eligible resources present in project area. (FEMA finding/ SHPO/THPO concurrence attached) NOTE: All times are GMT using a 24-hour clock. Page 3 of 5 12/18/2024 FEDERAL EMERGENCY MANAGEMENT AGENCY REC-01 16:45:11 RECORD OF ENVIRONMENTAL CONSIDERATION (REC) Project ID: LPDM-PJ-01-MA-2024-003 (1) Title: Lebanon and Sylvan Street Stormwater Management System Environmental Law/ Executive Order Status Description Comments Completed No Adverse Effect Determination. (FEMA finding/ SHPO/THPO concurrence attached) - Review concluded State Water and Soil Laws Completed Review concluded MA Wetlands Protection Act: The project as described may require permitting or coordination from the Massachusetts Department of Environmental Protection (MassDEP). See condition(s). - vhanley - 12/18/2024 16:37:16 GMT Wild and Scenic Rivers Act Completed Project is not along and does not affect Wild (WSR) and Scenic River - Review concluded CONDITIONS Special Conditions required on implementation of Projects: EO11990: See condition under State Water and Soil Law for MA Wetlands Protection Act. Source of condition: Executive Order 11990 - Wetlands Monitoring Required: No NHPA CONDITION #1 (human remains): Stop work if human remains are discovered. The project proponent and their contractor must immediately stop all work in the vicinity of the discovery and take reasonable measures to avoid or minimize harm to the remains, project all human remains discoveries, and restrict access to discovery sites. The project proponents and their contractor must follow all state laws associated with the discovery of human remains, including immediately notifying the proper authorities. Violation of state law will jeopardize FEMA funding for this project. The project proponent will inform the Office of the Chief Medical Examiner, the State Archaeologist, the State Emergency Management Agency, and the FEMA Regional Environmental Officer Mary Shanks, 617-901-2204. FEMA will consult with the SHPO and Tribes, if remains are of tribal origin. Work in the vicinity of the discovery(s) may not resume until consultation is completed and appropriate measures have been taken to ensure that the project is compliant with the National Historic Preservation Act and the Native American Graves Protection and Repatriation Act. Source of condition: National Historic Preservation Act (NHPA) Monitoring Required: No National Historic Preservation Act Condition #2 (Inadvertent Effects to Structures): Stop work if any unanticipated damage, alteration, collapse, or demolition (complete or partial) occurs to any structure over 45 years of age during construction. The project proponent and their contractor shall immediately stop all work in the vicinity of the damage and take reasonable measures to avoid or minimize additional harm to the structure and make it safe and secure. For Example, structures include, but are not limited to culverts, bridges, stone walls [including those along water channels], and buildings) that are over 45 years of age within or adjacent to the project area. As soon as possible the project proponent shall report the unanticipated impact to structures to the State Emergency Management Agency and the FEMA Regional Environmental Officer Mary Shanks, 617-901-2204; FEMA will determine the next steps. Source of condition: National Historic Preservation Act (NHPA) Monitoring Required: No National Historic Preservation Act Condition #3 (staging and access): Staging of equipment and materials and temporary access routes including, but not limited to, routes between staging and work areas shall take place on existing hardened surfaces such as paved or gravel roadways or parking lots. If additional staging areas or access routes are to be established on non-hardened surfaces, the Subrecipient must notify FEMA prior to construction or use. FEMA must review the staging area(s) and/or access route(s) for compliance with all applicable federal environmental planning and historic preservation laws and executive orders. Non-compliance with this requirement may jeopardize receipt of federal funding. Documentation in the form of photographs showing the staging and temporary and permanent access areas in use and shortly after construction is complete is required at closeout. Source of condition: National Historic Preservation Act (NHPA) Monitoring Required: No NOTE: All times are GMT using a 24-hour clock. Page 4 of 5 12/18/2024 FEDERAL EMERGENCY MANAGEMENT AGENCY REC-01 16:45:12 RECORD OF ENVIRONMENTAL CONSIDERATION (REC) Project ID: LPDM-PJ-01-MA-2024-003 (1) Title: Lebanon and Sylvan Street Stormwater Management System National Historic Preservation Act Condition #4 (use of hand augers): Geotechnical investigations within the boundaries of the Wyoming Cemetery will be completed only by the use of hand augers to avoid ground disturbance from heavy machinery. Source of condition: National Historic Preservation Act (NHPA) Monitoring Required: No MA Wetlands Protection Act Condition: Before field work (soil borings) begins, the Applicant must obtain a permit/authorization from the Massachusetts Department of Environmental Protection (MassDEP). A copy of the approval/permit, or documentation from the permitting official that an approval/permit is not required, must be forwarded to the State and FEMA for inclusion in the administrative record. Source of condition: State Water and Soil Laws Monitoring Required: No Standard Conditions: Any change to the approved scope of work will require re-evaluation for compliance with NEPA and other Laws and Executive Orders. This review does not address all federal, state and local requirements. Acceptance of federal funding requires recipient to comply with all federal, state and local laws. Failure to obtain all appropriate federal, state and local environmental permits and clearances may jeopardize federal funding. If ground disturbing activities occur during construction, applicant will monitor ground disturbance and if any potential archeological resources are discovered, will immediately cease construction in that area and notify the State and FEMA. NOTE: All times are GMT using a 24-hour clock. Page 5 of 5 Budget Information- Hazard Mitigation Programs Subrecipient Name / Project Name Project Identifier (Grant Program#-Project#) City of Melrose LPDM24-003 Assistance Listings Federal Tax Identification Number: Number Budget (Check One) Budget Period SFM/Phased Project 97.143 04-6001401 New X Revised From: 10/15/25 To : 9/24/27 Yes No X FEMA Eligible and Approved Total Cost Approved Local Share Approved Federal Share Ob# Task Activity/Cost Classification (100%) (25 %) (75%) 1 1 Project Management / City Staff $ 50,000.00 $ 12,500.00 $ 37,500.00 2 Preliminary Field Investigations $ 231,015.00 $ 57,753.75 $ 173,261.25 Drainage System Study and Data 3 Collection $ 150,000.00 $ 37,500.00 $ 112,500.00 Hydraulic and Hydrologic Model for 4 Melrose $ 175,000.00 $ 43,750.00 $ 131,250.00 5 Alternatives Analysis and Impacts $ 200,000.00 $ 50,000.00 $ 150,000.00 6 Identify Permits $ 75,000.00 $ 18,750.00 $ 56,250.00 7 Benefit Cost Analysis $ 75,000.00 $ 18,750.00 $ 56,250.00 8 Design of Construction Documents $300,000.00 $ 75,000.00 $ 225,000.00 9 Existing Conditions Survey $ 53,985.00 $ 13,496.25 $ 40,488.75 SUBTOTAL $ 1,310,000.00 $ 327,500.00 $ 982,500.00 Unavailable Obligated Funds $ 17,500.00 Subtotal $ 1,310,000.00 $ 327,500.00 $ 1,000,000.00 Project (Program ) income Total $ 1,310,000.00 $ 327,500.00 $ 1,000,000.00 Approved Cost Share Source: Please provide a dollar amount that you anticipate spending in each fiscal year listed below for the federal funds only. Please allocate project costs and management costs (if applicable) separately: PROJECT COSTS - FEDERAL SHARE SUB-RECIPIENT MGMT COSTS - FEDERAL SHARE COMBINED PROJECT & MGMT FY26 $ 400,000.00 FY26 $ - FY26 $ 400,000.00 FY27 $ 582,500.00 FY27 $ - FY27 $ 582,500.00 FY28 $ 17,500.00 FY28 $ - FY28 $ 17,500.00 TOTAL $ 1,000,000.00 TOTAL $ - TOTAL $ 1,000,000.00 For Phased/SFM Projects, the Federal Funds obligations will be broken down by tasks and duration of the tasks. Mitigation Project Milestone Work Schedule Ob# FEMA Amendment # Duration (Months) Federal Share Amount Date of obligation 1 N/A $ - _Budget Rev 11_2019 MITIGATION PROJECT WORK SCHEDULE Applicant: City of Melrose Grant: LPDM24-003 Taski Estimated Task Task Duration Estimated Task Start Date 2 (in months) End Date Existing Conditions Survey (Pre-Award) Project Management Aug 1, 2025 25 Sept 24, 2027 Preliminary Field Investigations Aug 1, 2025 8 April 1, 2026 Drainage System Study and Data Collection Dec 1, 2025 12 Dec 1, 2026 Hydraulic and Hydrologic Model for Melrose Apr 1, 2026 15 Jul 1, 2027 Alternatives Analysis and Impacts Apr 1, 2026 15 Jul 1, 2027 Identify Permits Apr 1, 2026 15 Jul 1, 2027 Benefit Cost Analysis Jun 1, 2026 12 Jun 1, 2027 Public Outreach May 1, 2026 14 Jul 1, 2027 Design of Construction Documents Apr 1, 2026 15 Jul 1, 2027 Closeout with MEMA Jul 1, 2027 2 Sep 24, 2027 Total Estimated Time for Project 25 Months Completion 1. Enter tasks in the first column. These should be major milestones as detail does not have to be budgeted at the micro level. Tasks could include planning, engineering/design, construction, project management, etc. 2. Estimate first task start date 90 days from receipt of contract package. DESIGNATION OF PROJECT MANAGER FORM ________________________________________ ___________________________________________ (Name of Project Manager) (Official Title) is responsible for the administration, work monitoring, and the coordination of MEMA Mitigation Programs f or the City of Melrose (Applicant) Project Manager: Typed Name and Official Title Signature Street Address City/Town Zip Code Telephone Number Fax Number _______________________________________________________________________________ e-mail AUTHORIZING OFFICIAL: Typed Name and Official Title Signature Street Address City/Town Zip Code Telephone Number Fax Number _______________________________________________________________________________ e-mail Please return this completed form as soon as possible to: Massachusetts Emergency Management Agency Hazard Mitigation Department 400 Worcester Road Framingham, MA 01702-5399 MEMA Form DRD-03 Rev. 10/00 Federal Funding Accountability and Transparency Act Compliance Form Please complete and return this form with contracts. Part 1. In order to comply with the Federal Funding Accountability and Transparency Act (FFATA), the Massachusetts Emergency Management Agency may only award grants and contracts to entities with the Unique Entity Identifier (UEID). Effective April 4, 2022, the UEID has replaced your entity’s DUNS number. UEID numbers are used as identifiers for tracking purposes and to validate address and point of contact information for federal assistance applicants, recipients, and sub-recipients. The UEID number will be used throughout a grant’s life cycle. Please consult your accounting department to obtain your organization’s UEID. To request a UEID or to review the one already assigned to you, please visit www.SAM.gov. Table 1. Award Information Name of Entity Receiving Award City of Melrose Street Address 562 Main Street City, State, Zip Melrose, MA 02176 Contact Name Jennifer Grigoraitis, Mayor Contact Phone Number (781) 979-4440 Congressional District 5th Amount of Award $1,000,000.00 Unique Entity Identifier (UEID) GC1NNMCL4Y88 Transaction Type Reimbursement Assistance Listing# 97.143 Program Source Pre-Disaster Mitigation Grant Program Award Title Lebanon and Sylvan Street Stormwater Management System Part 2. FFATA requires information be collected regarding executive compensation. If the gross revenue of your organization exceeds $25,000,000, more than 80% of the gross revenue is from federal sources, and the public does not have access to this information through other government reports the names, titles, and salaries of the executives with the five highest salaries must be provided. If your organization meets these criteria, please complete Table 2. If your organization does not meet these criteria, please check the statement above the table. _____ The gross revenue of my organization does not exceed $25,000,000 and more than 80% of the gross revenue of my organization is not from federal sources and or compensation information is available to the general public. OR Table 2 Executive Compensation (by Salary) First and Last Name Title Annual Salary __________________________________________________ __________________________________ Signature of authorized official (signed in blue ink) Date _______________________________________ __________________________________ Printed name of Authorized Official Title MEMA Subrecipient Pre-Award Risk Assessment Questionnaire Subrecipient (Applicant) Name:_City of Melrose LPDM24-003____ (Includes all departments, divisions, or units within the Municipality or Not-for-Profit receiving federal grant funds) Per 2 CFR 200.331 section (b), MEMA is required to “evaluate each subrecipient’s risk of non-compliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring.” Please provide the information requested below with your application. MEMA grant program and fiscal staff will review past performance of subrecipient and information below to determine the extent to which, if any, monitoring or other measures may be taken to support subrecipient compliance. (1): Has Subrecipient been the direct recipient or a subrecipient of MEMA-issued federal funds within the last two fiscal years: Yes No (if no, please complete corresponding section on next page) (2): Was Subrecipient required (OMB A-133 or 2 CFR 200 Subpart F) to have an audit of Federal Funds performed in the two most recently closed fiscal years? Yes No Does Subrecipient have any findings or questioned costs related to MEMA federal grants administration in the last two most recently closed fiscal year Audits? Yes No (if yes, please complete corresponding section on next page) (3): Has Subrecipient employed new personnel or implemented new or substantially changed systems related to Federal Grant Management in the last calendar year? Yes No (if yes, please complete corresponding section on next page) (4): Has Subrecipient been monitored by any Federal Agency as a direct recipient of Federal Funding in the last two fiscal years. Yes No (if yes, please complete corresponding section on next page) (5): Does subrecipient conduct federally funded activities under an approved Internal Control Plan that meets federal guidelines and provides for sound financial management of grant activities, including: • Detection and Prevention of Fraud, Waste, and Abuse; • Accounting system identification of the receipt and expenditure of program funds separately for each grant/contract; • Distribution records maintained for an employee when his/her effort are used as a direct cost or match; • Procurements conducted in compliance with federal procurement requirements. Yes No (if there are internal control plan concerns, please complete corresponding section on next page) Continued on Back MEMA Sub-recipient Pre-Award Risk Assessment Questionnaire Response Form (1): If you have not received a grant from MEMA in the last two years, please indicate last grant received from MEMA: Federal Award Name Purpose Amount Start Date End Date (2): Please list below (or attach) the results of any A-133 or Subpart F audits for the last two fiscal years of subrecipient: Grant Audited Finding Date Finding Description MEMA will send a letter to subrecipient seeking additional details on the above finding(s), requesting subrecipient response and Corrective Action Plan, and setting a schedule for MEMA to issue a Management Decision. (3): Please describe any new systems or staffing that may impact federal grant award administration: (4): Please describe (or attach) the results of federal monitoring received within the last two fiscal years: (5): Please describe any Internal Control-related concerns: My signature below indicates that I have reviewed the relevant accounting, internal control, and program staffing and management systems of my organization, that the above information is complete and correct, and that all efforts to minimize the risk of noncompliance have and will be taken by my organization. Signature ______________________________________ Date ____________________________ Printed Name __________________________________ Title ____________________________ Massachusetts Emergency Management Agency Terms and Conditions for Hazard Mitigation Assistance (HMA) Grant Programs 1. GRANT MODIFICATIONS: The Scope of Work, Budget and Work Schedule that was approved by FEMA and is included in this State Contract, is the only work that is eligible for reimbursement. Any potential modifications must be requested and approved, in advance of any changes being implemented. a. Period of Performance Time Extensions: Requests for time extensions to the performance period/ contract end date will be considered but will not be granted automatically. The request must be submitted to MEMA in writing using the MEMA Grant Modification Request form a minimum of 90 days prior to the contract end date. The request must include a written explanation of the reason(s) for the delay, an accounting of the funds spent and remaining funds available to support the extended performance period /contract end date, and a description of the performance measures necessary to complete the mitigation activity. The grant must be in compliance with all program requirements including current financial and quarterly progress reports, in order for a time extension to be considered. Please confer with mitigation staff on any request. b. Budget Amendments: In order to modify the approved budget line items delineated in this State Contract, the sub-recipient shall request a Budget Amendment using the Grant Modification Request form, which will be provided by MEMA. Requests for budget amendments must include a budget reallocation form delineating the proposed budget change(s), as well as a narrative justification for the proposed change(s). The request shall be reviewed by MEMA in accordance with 2 CFR 200.308 and FEMA HMA Guidance. FEMA review and approval may be required in certain circumstances. If approved, the budget amendment will be incorporated into the State Contract by letter or contract amendment, as appropriate. Amendments to fiscal year projections must be requested no later than May 1, to ensure a revised contract is executed prior to the end of the state fiscal year. b.1. Contingency Cost: A contingency cost is an allowance in the total cost estimate to cover situations that cannot be fully defined at the time the cost estimate is prepared, but that will likely result in additional eligible costs. Contingency funds, if included in the FEMA-approved budget, are not automatically available for use. Prior to their release, contingency funds must be re-budgeted to another direct cost category. Any changes to access contingency funds and re-budget to another direct cost category must be requested in writing to MEMA. If approved by MEMA, the request will be submitted to FEMA for approval. The written request should demonstrate what unforeseen condition related to the project arose that required the use of contingency funds. c. Scope of Work Modifications: The Scope of Work included in this State Contract, as approved by FEMA, is the only work that is eligible. Scope of Work modifications must be approved prior to the implementation of the requested change. There is no guarantee that a scope of work modification will be approved. In order to modify the approved accomplishments delineated in the scope of work of this Agreement, the sub-recipient shall request a scope of work modification on the Grant Modification Request form, which will be provided by MEMA. Each request for a scope of work modification shall delineate the proposed change(s) in scope, and a new budget and work schedule if necessary. If the modification results in additional costs, a new Benefit Cost Analysis (BCA) is required and must be submitted to FEMA for approval along with the request to modify the scope of work. The request shall be reviewed by MEMA, and, if approved, sent to FEMA for review. If the change is approved by FEMA, it will be incorporated into this State Contract by letter or contract amendment, as appropriate. All approvals will be at FEMA’s discretion, and in accordance with all regulations. Please confer with mitigation staff on any requests. 2. DESIGNATION OF PROJECT MANAGER: The name of the sub-recipient’s Project Manager and the duties of the named individual under this Agreement are provided through the Designation of Project Manager Form. If the sub-recipient’s Project Manager should change during the course of this Agreement, the sub- recipient shall notify MEMA within ten (10) business days by providing an updated Designation of Project Manager form to MEMA. The Project Manager does not have to be an Authorized Signatory for the sub- recipient. Page 1 of 4 REV. 11/16/2022 Massachusetts Emergency Management Agency Terms and Conditions for Hazard Mitigation Assistance (HMA) Grant Programs 3. QUARTERLY REPORTS: All sub-recipients are required to submit a quarterly report on the form provided by MEMA, as evidence of project progress and any project issues that materialize. The report is due on October 1st, January 1st, April 1st and July 1st of each year. The information on these reports is expected to reflect the current status of the project. Quarterly reports do not substitute a grant modification request as outlined above. Data from these reports is transmitted to FEMA in accordance with FEMA program requirements. Failure to submit quarterly reports in a timely manner may jeopardize federal reimbursement. 4. REQUEST FOR FUNDS: Only the costs delineated in the Budget of this agreement as approved expenditures, and defined as allowable costs in 2 CFR Part 200, are eligible for reimbursement. Only those costs incurred during the time periods specified in the State Contract are eligible for reimbursement. Funds under this Agreement shall be released by MEMA to the sub-recipient on a reimbursement basis or in special instances, on a short-term advance basis as authorized by Federal law and negotiated with MEMA, consistent with Federal and State regulations. Funds shall be requested from MEMA on the Request for Funds form provided by MEMA. The grant represents the federal share of the project. The federal share is typically up to 75% of the total eligible project costs. FEMA will notify MEMA when the federal share is increased/decreased, and to which HMA grant programs the modified federal share will apply; MEMA will update and issue a revision of the applicable Notice of Funding Opportunity detailing the new cost share. Should project costs increase, the local share must increase as the federal share is fixed once it is awarded. Final requests for funds must be submitted no later than thirty (30) days after the contract end date, or thirty (30) days after the project completion, whichever occurs first (project completion is defined as a final site visit for construction projects; issuance of final deliverables for planning projects). 5. DOCUMENTATION REQUIRED FOR RELEASE OF FUNDS: The sub-recipient shall provide the following documentation to MEMA concurrent with each Request for Funds form: a. Documentation which demonstrates that the work for which funding is requested is completed in accordance with applicable Federal, State, and local codes and standards. This includes permits, inspection reports, photos, description of the work performed in sufficient detail, etc. b. Documentation which demonstrates that the goods and/or services for which reimbursement is requested were procured in a manner consistent with local and state policies and in accordance with Federal procurement regulations in 2 CFR Part 200. This includes bids, notifications, contracts, etc. c. Vendor/supplier invoices that provide detail for date(s) of service, tasks completed, and detail by line item. For construction projects, Certified Payroll is required. d. Documentation that demonstrates that payment was made by the sub-recipient to vendors/suppliers (“Proof of Payment”). This may include, but is not limited to, cancelled checks and General Ledger reports. Documentation which demonstrates the expenditure of the required local cost-share. Where “in-kind” services are provided by the sub-recipient, timecards, payroll reports and appropriate reports that show detail of the work completed will be required. e. For elevation and retrofit (i.e. utility) projects, a Homeowner Elevation Summary Sheet must be completed for each property, with all required documentation attached. 6. COST OVERRUN: Cost overruns can only be requested by sub-recipients of the Hazard Mitigation Grant Program; cost overrun funding is not available for any other HMA grant program. MEMA must be notified immediately at the time the sub-recipient is aware of the cost overrun. This could be when bids or change orders are received for the project. The sub-recipient must cover the cost overrun with local funds. When submitting their cost overrun request to MEMA, the sub-recipient must also include a new cost estimate along with an updated BCA, with all appropriate back-up documentation. Cost overruns may be considered if there are available funds remaining in the overall grant program. MEMA will review the request, and if approved, will forward to FEMA for their review and approval. If FEMA approval is obtained, a new obligation will be incurred for the federal share of total eligible overrun costs. There is no guarantee that cost overruns will be approved. Please confer with mitigation staff on any requests. (See overruns caused by scope of work modifications above). If a cost overrun is approved, a new state contract will be prepared for signature by the sub-recipient and the State, after which the funds will be reimbursed to the sub-recipient. Page 2 of 4 REV. 11/16/2022 Massachusetts Emergency Management Agency Terms and Conditions for Hazard Mitigation Assistance (HMA) Grant Programs 7. PERMITS, BID SPECIFICATION, DESIGN DRAWINGS, PLANS: a. The sub-recipient shall provide electronic copies of all permits and approvals required in support of the project prior to construction. Failure to obtain all appropriate federal, state, and local environmental permits may jeopardize federal funding. Please note that any changes made in the review, consultation or permitting process must be reviewed by MEMA and may need FEMA approval before construction proceeds. b. The sub-recipient shall provide an electronic set of all preliminary and final bid specifications, design drawings, and/or plans for this project prior to the start of construction. 8. CLOSEOUT: The sub-recipient must notify MEMA upon completion of the project so that final site visits (if required) can be scheduled. Within thirty (30) days of project completion, the sub-recipient shall provide to MEMA the following: - Final request for funds with all appropriate backup documentation. - For construction projects: all signed and recorded completion certificates, including but not limited to, MA Department of Environmental Protection Order of Conditions (WPA Form 5), Certificate of Compliance (WPA Form 8B), US Army Corps of Engineers permits, and others as required. - For construction projects: an electronic set of final “as-built” plans/drawings. - For non-construction projects: deliverables in accordance with the Scope of Work. Final payment will not be made until MEMA is in receipt of all final deliverables. For Acquisition and Structure Elevation projects, refer to the 2015 Hazard Mitigation Guidance Addendum Section A and Section E for additional close-out documentation requirements such as, but not limited to, recorded deed, statement of voluntary participation, FEMA Form AW-501, NFIP Repetitive Loss Update Worksheet, and final elevation certificate. 9. RECORD KEEPING AND RETENTION, INSPECTION OF RECORDS: The sub-recipient shall maintain records, books, files and other data as specified in a contract and in such detail as shall properly substantiate claims for payment under a contract, for a minimum retention period of seven (7) years beginning on the first day after the final payment under a contract, or such longer period as is necessary for the resolution of any litigation, claim, negotiation, audit, or other inquiry involving a contract. MEMA shall have access, as well as any parties identified under Executive Order 195, during the sub-recipient’s regular business hours and upon reasonable prior notice, to such records, including on-site reviews and reproduction of such records at a reasonable expense. 10. PROJECT SIGN: For physical construction projects with total costs over $500,000.00 and located within a contiguous site, the sub-recipient shall erect a sign, at a suitable location near the project site. This sign shall be at least eight (8) feet long by four (4) feet high and meet the specifications delineated by MEMA. Please confer with the mitigation staff on this requirement. 11. COPYRIGHT: FEMA and MEMA reserve a royalty free, non-exclusive, and irrevocable right to reproduce, publish, or otherwise use, and to authorize others to use the work for government purposes. Any publication resulting from work performed under this agreement shall include an acknowledgement of Massachusetts Emergency Management Agency. Prior to acceptance of these terms and conditions, sub-recipient must evaluate its policies, procedures, and management systems for risk of non-compliance with any of the above terms and conditions, inclusive of all requirements of FEMA and 2 CFR Part 200. Any identified areas of risk must be brought to the attention of MEMA prior to the execution of this contract in order to determine and implement the appropriate remedy. Sub-recipient should reference all other documents made part of this contract, including the FEMA HMGP Terms and Conditions (if applicable), and the Department of Homeland Security Standard Terms and Conditions. Failure to comply with all Terms and Conditions of this State Contract could jeopardize the sub-recipients Federal Funding. Page 3 of 4 REV. 11/16/2022 Massachusetts Emergency Management Agency Terms and Conditions for Hazard Mitigation Assistance (HMA) Grant Programs By signing below, the sub-recipient certifies that it understands all obligations and has in place or will implement policies and procedures that meet or exceed the standards and requirements above. Acceptance of payment for the activities under this State Contract indicates that all actions taken by the sub-recipient for the purposes of this grant program were done so in compliance with all grant requirements and all applicable terms, laws, and regulations, including the certification statement above. _________________________________________________ ________________________ Signature of Authorized Signatory Date ______________________________________ __________________________________________ Printed Name Title Page 4 of 4 REV. 11/16/2022 FY 2024 DHS STANDARD TERMS AND CONDITIONS The Fiscal Year (FY) 2024 Department of Homeland Security (DHS) Standard Terms and Conditions apply to all new federal awards of federal financial assistance (federal awards) for which the federal award date occurs in FY 2024 and flow down to subrecipients unless a term or condition specifically indicates otherwise. For federal awards that may involve continuation awards made in subsequent FYs, these FY 2024 DHS Standard Terms and Conditions will apply to the continuation award unless otherwise specified in the terms and conditions of the continuation award. The United States has the right to seek judicial enforcement of these terms and conditions. All legislation and digital resources are referenced with no digital links. These FY 2024 DHS Standard Terms and Conditions are maintained on the DHS website at https://www.dhs.gov/publication/fy15-dhs- standard-terms-and-conditions. A. Assurances, Administrative Requirements, Cost Principles, Representations, and Certifications I. Recipients must complete either the Office of Management and Budget (OMB) Standard Form 424B Assurances – Non- Construction Programs, or OMB Standard Form 424D Assurances – Construction Programs, as applicable. Certain assurances in these documents may not be applicable to your program and the DHS financial assistance office (DHS FAO) may require applicants to certify additional assurances. Applicants are required to fill out the assurances as instructed by the federal awarding agency. B. General Acknowledgements and Assurances Recipients are required to follow the applicable provisions of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in effect as of the federal award date and located at 2 C.F.R. Part 200 and adopted by DHS at 2 C.F.R. § 3002.10. All recipients and subrecipients must acknowledge and agree to provide DHS access to records, accounts, documents, information, facilities, and staff pursuant to 2 C.F.R. § 200.337. I. Recipients must cooperate with any DHS compliance reviews or compliance investigations. II. Recipients must give DHS access to examine and copy records, accounts, and other documents and sources of information related to the federal financial assistance award and permit access to facilities and personnel. III. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to support the reports. IV. Recipients must comply with all other special reporting, data collection, and evaluation requirements required by law, federal regulation, Notice of Funding Opportunity, federal award specific terms and conditions, and/or federal awarding agency program guidance. V. Recipients must complete the DHS Civil Rights Evaluation Tool within thirty (30) days of receiving the Notice of Award for the first award under which this term applies. Recipients of multiple federal awards from DHS should only submit one completed tool for their organization, not per federal award. After the initial submission, recipients are required to complete the tool once every two (2) years if they have an active federal award, not every time a federal award is made. Recipients must submit the completed tool, including supporting materials, to CivilRightsEvaluation@hq.dhs.gov. This tool clarifies the civil rights obligations and related reporting requirements contained in these DHS Standard Terms and DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS Conditions. Subrecipients are not required to complete and submit this tool to DHS. The evaluation tool can be found at https://www.dhs.gov/publication/dhs- civil-rights-evaluation-tool. DHS Civil Rights Evaluation Tool | Homeland Security The DHS Office for Civil Rights and Civil Liberties will consider, in its discretion, granting an extension to the 30-day deadline if the recipient identifies steps and a timeline for completing the tool. Recipients must request extensions by emailing the request to CivilRightsEvaluation@hq.dhs.gov prior to expiration of the 30-day deadline. C. Standard Terms & Conditions I. Acknowledgement of Federal Funding from DHS Recipients must acknowledge their use of federal award funding when issuing statements, press releases, requests for proposal, bid invitations, and other documents describing projects or programs funded in whole or in part with federal award funds. II. Activities Conducted Abroad Recipients must coordinate with appropriate government authorities when performing project activities outside the United States obtain all appropriate licenses, permits, or approvals. III. Age Discrimination Act of 1975 Recipients must comply with the requirements of the Age Discrimination Act of 1975, Pub. L. No. 94-135 (codified as amended at 42 U.S.C. § 6101 et seq.), which prohibits discrimination on the basis of age in any program or activity receiving federal financial assistance. IV. Americans with Disabilities Act of 1990 Recipients must comply with the requirements of Titles I, II, and III of the Americans with Disabilities Act, Pub. L. No. 101-336 (1990) (codified as amended at 42 U.S.C. §§ 12101– 12213), which prohibits recipients from discriminating on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities. V. Best Practices for Collection and Use of Personally Identifiable Information Recipients who collect personally identifiable information (PII) as part of carrying out the scope of work under a federal award are required to have a publicly available privacy policy that describes standards on the usage and maintenance of the PII they collect. DHS defines PII as any information that permits the identity of an individual to be directly or indirectly inferred, including any information that is linked or linkable to that individual. Recipients may also find the DHS Privacy Impact Assessments: Privacy Guidance and Privacy Template as useful resources respectively. VI. Civil Rights Act of 1964 – Title VI Recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964, Pub. L. No. 88-352 (codified as amended at 42 U.S.C. § 2000d et seq.), which provides that no person in the United States will, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. DHS implementing regulations for the Act are found at 6 C.F.R. Part 21. Recipients of an award from the Federal Emergency Management Agency (FEMA) must also comply with FEMA’s implementing regulations at 44 C.F.R. Part 7. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS VII. Civil Rights Act of 1968 Recipients must comply with Title VIII of the Civil Rights Act of 1968, Pub. L. No. 90-284 (codified as amended at 42 U.S.C. § 3601 et seq.) which prohibits recipients from discriminating in the sale, rental, financing, and advertising of dwellings, or in the provision of services in connection. therewith, on the basis of race, color, national origin, religion, disability, familial status, and sex, as implemented by the U.S. Department of Housing and Urban Development at 24 C.F.R. Part 100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units— i.e., the public and common use areas and individual apartment units (all units in buildings with elevators and ground-floor units in buildings without elevators)—be designed and constructed with certain accessible features. (See 24 C.F.R. Part 100, Subpart D.) VIII. Copyright Recipients must affix the applicable copyright notices of 17 U.S.C. §§ 401 or 402 to any work first produced under federal awards and also include an acknowledgement that the work was produced under a federal award (including the federal award number and federal awarding agency). As detailed in 2 C.F.R. § 200.315, a federal awarding agency reserves a royalty-free, nonexclusive, and irrevocable right to reproduce, publish, or otherwise use the work for federal purposes and to authorize others to do so. IX. Debarment and Suspension Recipients must comply with the non-procurement debarment and suspension regulations implementing Executive Orders (E.O.) 12549 and 12689 set forth at 2 C.F.R. Part 180 as implemented by DHS at 2 C.F.R. Part 3000. These regulations prohibit recipients from entering into covered transactions (such as subawards and contracts) with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in federal assistance programs or activities. X. Drug-Free Workplace Regulations Recipients must comply with drug-free workplace requirements in Subpart B (or Subpart C, if the recipient is an individual) of 2 C.F.R. Part 3001, which adopts the Government- wide implementation (2 C.F.R. Part 182) of the Drug-Free Workplace Act of 1988 (41 U.S.C. §§ 8101-8106). XI. Duplicative Costs Recipients are prohibited from charging any cost to this federal award that will be included as a cost or used to meet cost sharing or matching requirements of any other federal award in either the current or a prior budget period. (See 2 C.F.R. § 200.403(f)). However, recipients may shift costs that are allowable under two or more federal awards where otherwise permitted by federal statutes, regulations, or the federal financial assistance award terms and conditions. XII. Education Amendments of 1972 (Equal Opportunity in Education Act) – Title IX Recipients must comply with the requirements of Title IX of the Education Amendments of 1972, Pub. L. No. 92-318 (codified as amended at 20 U.S.C. § 1681 et seq.), which provide that no person in the United States will, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational program or activity receiving federal financial assistance. DHS implementing regulations are codified at 6 C.F.R. Part 17. Recipients of an award from the Federal Emergency Management Agency (FEMA) must also comply with FEMA’s implementing regulations at 44 C.F.R. Part 19. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS XIII. E.O. 14074 – Advancing Effective, Accountable Policing and Criminal Justice Practices to Enhance Public Trust and Public Safety Recipient State, Tribal, local, or territorial law enforcement agencies must comply with the requirements of section 12(c) of E.O. 14074. Recipient State, Tribal, local, or territorial law enforcement agencies are also encouraged to adopt and enforce policies consistent with E.O. 14074 to support safe and effective policing. XIV. Energy Policy and Conservation Act Recipients must comply with the requirements of the Energy Policy and Conservation Act, Pub. L. No. 94-163 (1975) (codified as amended at 42 U.S.C. § 6201 et seq.), which contain policies relating to energy efficiency that are defined in the state energy conservation plan issued in compliance with this Act. XV. False Claims Act and Program Fraud Civil Remedies Recipients must comply with the requirements of the False Claims Act, 31 U.S.C. §§ 3729- 3733, which prohibit the submission of false or fraudulent claims for payment to the Federal Government. (See 31 U.S.C. §§ 3801-3812, which details the administrative remedies for false claims and statements made.) XVI. Federal Debt Status All recipients are required to be non-delinquent in their repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. (See OMB Circular A-129.) XVII. Federal Leadership on Reducing Text Messaging while Driving Recipients are encouraged to adopt and enforce policies that ban text messaging while driving recipient-owned, recipient-rented, or privately owned vehicles when on official government business or when performing any work for or on behalf of the Federal Government. Recipients are also encouraged to conduct the initiatives of the type described in Section 3(a) of E.O. 13513. XVIII. Fly America Act of 1974 Recipients must comply with Preference for U.S. Flag Air Carriers (a list of certified air carriers can be found at: Certificated Air Carriers List | US Department of Transportation, https://www.transportation.gov/policy/aviation-policy/certificated-air-carriers-list)for international air transportation of people and property to the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974, 49 U.S.C. § 40118, and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision B-138942. XIX. Hotel and Motel Fire Safety Act of 1990 Recipients must ensure that all conference, meeting, convention, or training space funded entirely or in part by federal award funds complies with the fire prevention and control guidelines of Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. § 2225a. XX. John S. McCain National Defense Authorization Act of Fiscal Year 2019 Recipients, subrecipients, and their contractors and subcontractors are subject to the prohibitions described in section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019, Pub. L. No. 115-232 (2018) and 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. The statute – as it applies to DHS recipients, subrecipients, and their contractors and subcontractors – prohibits obligating or expending federal award funds on certain telecommunications and video surveillance products and contracting with certain entities for national security reasons. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS XXI. Limited English Proficiency (Civil Rights Act of 1964, Title VI) Recipients must comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.) prohibition against discrimination on the basis of national origin, which requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services. For additional assistance and information regarding language access obligations, please refer to the DHS Recipient Guidance: https://www.dhs.gov/guidance-published-help- department-supported-organizations-provide-meaningful-access-people-limited and additional resources on http://www.lep.gov. XXII. Lobbying Prohibitions Recipients must comply with 31 U.S.C. § 1352 and 6 C.F.R. Part 9, which provide that none of the funds provided under a federal award may be expended by the recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action related to a federal award or contract, including any extension, continuation, renewal, amendment, or modification. Per 6 C.F.R. Part 9, recipients must file a lobbying certification form as described in Appendix A to 6 C.F.R. Part 9 or available on Grants.gov as the Grants.gov Lobbying Form and file a lobbying disclosure form as described in Appendix B to 6 C.F.R. Part 9 or available on Grants.gov as the Disclosure of Lobbying Activities (SF-LLL). XXIII. National Environmental Policy Act Recipients must comply with the requirements of the National Environmental Policy Act of 1969, Pub. L. No. 91-190 (1970) (codified as amended at 42 U.S.C. § 4321 et seq.) (NEPA) and the Council on Environmental Quality (CEQ) Regulations for Implementing the Procedural Provisions of NEPA, which require recipients to use all practicable means within their authority, and consistent with other essential considerations of national policy, to create and maintain conditions under which people and nature can exist in productive harmony and fulfill the social, economic, and other needs of present and future generations of Americans. XXIV. Nondiscrimination in Matters Pertaining to Faith-Based Organizations It is DHS policy to ensure the equal treatment of faith-based organizations in social service programs administered or supported by DHS or its component agencies, enabling those organizations to participate in providing important social services to beneficiaries. Recipients must comply with the equal treatment policies and requirements contained in 6 C.F.R. Part 19 and other applicable statues, regulations, and guidance governing the participations of faith- based organizations in individual DHS programs. XXV. Non-Supplanting Requirement Recipients of federal awards under programs that prohibit supplanting by law must ensure that federal funds supplement but do not supplant non-federal funds that, in the absence of such federal funds, would otherwise have been made available for the same purpose. XXVI. Notice of Funding Opportunity Requirements All the instructions, guidance, limitations, scope of work, and other conditions set forth in the Notice of Funding Opportunity (NOFO) for this federal award are incorporated by reference. All recipients must comply with any such requirements set forth in the NOFO. If a condition of the NOFO is inconsistent with these terms and conditions and any such terms of the Award, the condition in the NOFO shall be invalid to the extent of the inconsistency. The remainder of that condition and all other conditions set forth in the NOFO shall remain in effect. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS XXVII. Patents and Intellectual Property Rights Recipients are subject to the Bayh-Dole Act, 35 U.S.C. § 200 et seq. and applicable regulations governing inventions and patents, including the regulations issued by the Department of Commerce at 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms under Government Awards, Contracts, and Cooperative Agreements) and the standard patent rights clause set forth at 37 C.F.R. § 401.14. XXVIII. Procurement of Recovered Materials States, political subdivisions of states, and their contractors must comply with Section 6002 of the Solid Waste Disposal Act, Pub. L. No. 89-272 (1965) (codified as amended by the Resource Conservation and Recovery Act at 42 U.S.C. § 6962) and 2 C.F.R. § 200.323. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. Part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition. XXIX. Rehabilitation Act of 1973 Recipients must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, Pub. L. No. 93-112 (codified as amended at 29 U.S.C. § 794), which provides that no otherwise qualified handicapped individuals in the United States will, solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance. XXX. Reporting of Matters Related to Recipient Integrity and Performance If the total value of any currently active grants, cooperative agreements, and procurement contracts from all federal awarding agencies exceeds $10,000,000 for any period of time during the period of performance of the federal award, then the recipient must comply with the requirements set forth in the government-wide Award Term and Condition for Recipient Integrity and Performance Matters located at 2 C.F.R. Part 200, Appendix XII, the full text of which is incorporated by reference. XXXI. Reporting Subawards and Executive Compensation For federal awards that equal or exceed $30,000, recipients are required to comply with the requirements set forth in the government-wide award term on Reporting Subawards and Executive Compensation set forth at 2 C.F.R. Part 170, Appendix A, the full text of which is incorporated by reference. XXXII. Required Use of American Iron, Steel, Manufactured Products, and Construction Materials Recipients of an award of Federal financial assistance from a program for infrastructure are hereby notified that none of the funds provided under this award may be used for a project for infrastructure unless: (1) all iron and steel used in the project are produced in the United States—this means all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States; (2) all manufactured products used in the project are produced in the United States—this means the manufactured product was manufactured in the United States; and the cost of the components of the manufactured product that are mined, produced, or manufactured in the United States is greater than 55 percent of the total cost of all components of the manufactured product, unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation; and DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS (3) all construction materials are manufactured in the United States—this means that all manufacturing processes for the construction material occurred in the United States. The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project. Waivers When necessary, recipients may apply for, and the agency may grant, a waiver from these requirements. The agency should notify the recipient for information on the process for requesting a waiver from these requirements. (a) When the Federal agency has determined that one of the following exceptions applies, the awarding official may waive the application of the domestic content procurement preference in any case in which the agency determines that: (1) applying the domestic content procurement preference would be inconsistent with the public interest; (2) the types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality; or (3) the inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25 percent. A request to waive the application of the domestic content procurement preference must be in writing. The agency will provide instructions on the format, contents, and supporting materials required for any waiver request. Waiver requests are subject to public comment periods of no less than 15 days and must be reviewed by the Made in America Office. There may be instances where an award qualifies, in whole or in part, for an existing waiver described at "Buy America" Preference in FEMA Financial Assistance Programs for Infrastructure | FEMA.gov. Definitions The definitions applicable to this term are set forth at 2 C.F.R. § 184.3, the full text of which is incorporated by reference. XXXIII. SAFECOM Recipients receiving federal financial assistance awards made under programs that provide emergency communication equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. The SAFECOM Guidance is updated annually and can be found at Funding and Sustainment | CISA. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 DHS STANDARD TERMS AND CONDITIONS XXXIV. Terrorist Financing Recipients must comply with E.O. 13224 and applicable statutory prohibitions on transactions with, and the provisions of resources and support to, individuals and organizations associated with terrorism. Recipients are legally responsible for ensuring compliance with the E.O. and laws. XXXV. Trafficking Victims Protection Act of 2000 (TVPA) Recipients must comply with the requirements of the government-wide financial assistance award term which implements Trafficking Victims Protection Act of 2000, Pub. L. No. 106- 386, § 106 (codified as amended at 22 U.S.C. § 7104). The award term is located at 2 C.F.R. § 175.15, the full text of which is incorporated by reference. XXXVI. Universal Identifier and System of Award Management Recipients are required to comply with the requirements set forth in the government-wide financial assistance award term regarding the System for Award Management and Universal Identifier Requirements located at 2 C.F.R. Part 25, Appendix A, the full text of which is incorporated reference. XXXVII. USA PATRIOT Act of 2001 Recipients must comply with requirements of Section 817 of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act of 2001 (USA PATRIOT Act), which amends 18 U.S.C. §§ 175–175c. XXXVIII. Use of DHS Seal, Logo and Flags Recipients must obtain written permission from DHS prior to using the DHS seals, logos, crests, or reproductions of flags, or likenesses of DHS agency officials. This includes use of DHS component (e.g., FEMA, CISA, etc.) seals, logos, crests, or reproductions of flags, or likenesses of component officials. XXXIX. Whistleblower Protection Act Recipients must comply with the statutory requirements for whistleblower protections at 10 U.S.C § 470141 U.S.C. § 4712. DHS Standard Terms & Conditions: FY 2024 Version 3 April 4, 2024 FY 2024 PRE-DISASTER MITIGATION PROGRAM GRANT AGREEMENT ARTICLES AL #97.143 RECIPIENT: Commonwealth of Massachusetts AGREEMENT NUMBER: EMB-2024-PD-0004 AMENDMENT NUMBER: 1 Massachusetts Emergency Management DESIGNATED AGENCY: Agency PERIOD OF PERFORMANCE: September 25, 2024 to September 24, 2027 GENERAL INFORMATION The Pre-Disaster Mitigation (PDM) grant program makes federal funds available to state, local, tribal, and territorial governments to plan for and implement sustainable, cost-effective measures designed to reduce the risk to individuals and property from future natural hazards while also reducing reliance on federal funding from future disasters. The following Articles I-IX are FEMA’s Grant Award Terms and Conditions. DHS Grant Award Standard Terms and Conditions follow those Articles. The recipient agrees to abide by all the Grant Award Terms and Conditions in this document, FEMA’s Hazard Mitigation Assistance (HMA) Program and Policy Guide (2023), and the FY2024 PDM Notice of Funding Opportunity (NOFO). ARTICLE I. FEMA AUTHORITY FEMA agrees to grant to the state, local, tribal, or territorial government identified above, hereinafter referred to as "the recipient," through its designated agency named above, the funds in the amount specified in the obligating document, to support the PDM Grant Program, authorized under Section 203 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act), Public Law 93-288, as amended (42 U.S.C. § 5133). Funding for PDM grants for Fiscal Year (FY) 2024 was appropriated by the Department of Homeland Security Appropriations Act (Act), 2024, Public Law No. 118-47. The Act appropriated specific funding amounts for grants under Section 203 of the Stafford Act for 110 specified pre-disaster mitigation projects through the Act’s Joint Explanatory Statement, in the table entitled Community Project Funding/Congressionally Directed Spending, which was incorporated into the Act by reference. ARTICLE II. PROJECT DESCRIPTION The recipient shall perform the work described in the application package and made part of these Grant Agreement Articles. Project#: LPDM-PJ-01-MA-2024-001 Description: Island End River Flood Resilience Project Total Project Cost: $175,000.00 Federal Share: $123,413.00 Non-Federal Share: $51,587.00 Subapplicant: City of Everett Brief Description: Complete a scoping grant, which includes finalizing the design of a storm surge barrier along the Island of End River to prevent coastal flooding to the City of Everett infrastructure. Project#: LPDM-PJ-01-MA-2024-003 Description: Lebanon and Sylvan Street Stormwater Management System Total Project Cost: $1,333,333.34 Federal Share: $1,000,000.00 Non-Federal Share: $333,333.34 Subapplicant: City of Melrose Brief Description: Develop planning and design to mitigate flooding effects from storms at the intersection of Lebanon and Sylvan Streets. Project#: LPDM-PJ-01-MA-2024-004 Description: Mill Creek Resilience Project Total Project Cost: $1,333,333.00 Federal Share: $999,999.75 Non-Federal Share: $333,333.25 Subapplicant: City of Chelsea Brief Description: Complete a flood resilience feasibility study and designs for minimizing critical infrastructure damage from coastal surge/extreme precipitation events at three Housing Authority locations along Mill Creek. Special Condition #1: This project budget includes contingency costs. Contingency assistance is not automatically available for use. Prior to the release of those funds, contingency costs must be re-budgeted to another direct cost category. The budget revision to access contingency assistance requires prior written approval from FEMA. The budget modification written request should demonstrate what unforeseen conditions related to the project arose that required the use of contingency assistance. Project#: LPDM-PJ-01-MA-2024-005 Description: Climate Resilience & Equity in Downtown Boston Total Project Cost: $1,536,600.00 Federal Share: $1,150,000.00 Non-Federal Share: $386,600.00 Subapplicant: City of Boston Brief Description: Complete a site assessment, collect, and synthesize data, prepare conceptual designs, and engage the local community for three proposed designs to increase flood resiliency at Christoper Columbus Park and Long Wharf in Boston. Project#: LPDM-PJ-01-MA-2024-006 Description: Cambridge Community Center Resilience Hub Total Project Cost: $1,329,000.00 Federal Share: $993,132.00 Non-Federal Share: $335,868.00 Subapplicant: City of Cambridge Brief Description: Purchase and install a resilient clean energy system at the Cambridge Community Center including system upgrades, installation of solar panels on the gym roof, a battery storage system, and the installation of a biodiesel generator on the northwest corner of the building and system controls. Special Condition #1: FEMA is making this award on September 25, 2024, under the conditions of extraordinary circumstances to the Mitigation Planning Requirements. FEMA must approve the City of Cambridge’s local mitigation plan within 12 months of the date of the Federal award. If FEMA does not approve the local mitigation plan by September 25, 2025, FEMA will terminate the Federal award for failing to comply with the terms and conditions of the Federal award as detailed in 2 C.F.R. § 200.340, 44 C.F.R. § 201.6, and the Notice of Funding Opportunity for the FY 2024 PDM Grant Program and impose remedies for noncompliance under 2 C.F.R. § 200.339. Special Condition #2: This project budget includes contingency costs. Contingency assistance is not automatically available for use. Prior to the release of those funds, contingency costs must be re-budgeted to another direct cost category. The budget revision to access contingency assistance requires prior written approval from FEMA. The budget modification written request should demonstrate what unforeseen conditions related to the project arose that required the use of contingency assistance. Project#: LPDM-PJ-01-MA-2024-007 Description: Watershed Lane Culvert Replacement Project (Funding Hold – Refer to Article VI below) Total Project Cost: $1,700,000.00 Federal Share: $1,275,000.00 Non-Federal Share: $425,000.00 Subapplicant: Chelmsford Water District Brief Description: Construction of a new culvert system on Watershed Lane to reduce flooding of the surrounding roadway. The stormwater collection improvements include a new rectangular concrete arch culvert and an upsized concrete pipe culvert. This project aims to prevent flooding of Watershed Lane, which is the sole access road to the Chelmsford Water District offices and facilities. The project also includes a gravel access road to these buildings to account for residual flooding risk outside the proposed level of protection. Special Condition #1: FEMA is making this award on September 25, 2024, under the conditions of extraordinary circumstances to the Mitigation Planning Requirements. FEMA must approve the Chelmsford Water District’s local mitigation plan within 12 months of the date of the Federal award. If FEMA does not approve the local mitigation plan by September 25, 2025, FEMA will terminate the Federal award for failing to comply with the terms and conditions of the Federal award as detailed in 2 C.F.R. § 200.340, 44 C.F.R. § 201.6, and the Notice of Funding Opportunity for the FY 2024 PDM Grant Program and impose remedies for noncompliance under 2 C.F.R. § 200.339. Special Condition #2: This project budget includes contingency costs. Contingency assistance is not automatically available for use. Prior to the release of those funds, contingency costs must be re-budgeted to another direct cost category. The budget revision to access contingency assistance requires prior written approval from FEMA. The budget modification written request should demonstrate what unforeseen conditions related to the project arose that required the use of contingency assistance. Project#: LPDM-PJ-01-MA-2024-008 Description: Scituate Harbor Seawall (Funding Hold – Refer to Article VI below) Total Project Cost: $7,626,963.75 Federal Share: $5,500,000.00 Non-Federal Share: $2,126,963.75 Subapplicant: Massachusetts Emergency Management Agency Brief Description: Replacing approximately 800 linear feet of existing seawall with a new enhanced structure. The proposed structure is identified to have a top-of-wall elevation of 19.0 feet (NAVD88), which is approximately 5 feet higher than the current infrastructure. The proposed design also includes a more significant seawall foundation and scour stones. The project is presented to reduce flooding impacts in Scituate, MA. Special Condition #1: This project budget includes contingency costs. Contingency assistance is not automatically available for use. Prior to the release of those funds, contingency costs must be re-budgeted to another direct cost category. The budget revision to access contingency assistance requires prior written approval from FEMA. The budget modification written request should demonstrate what unforeseen conditions related to the project arose that required the use of contingency assistance. Special Condition #2: Following construction of the Proposed Action, the Town must apply with FEMA for a Letter of Map Revision (“LOMR”) in accordance with 44 C.F.R. Part 65.6. Instruction on both of these map revision processes can be found at the following link: Letters of Map Revision and Conditional Letters of Map Revision | FEMA.gov. Project#: LPDM-PJ-01-MA-2024-009 Description: Sea Wall along Manet Ave in Houghs Neck (Funding Hold – Refer to Article VI below) Total Project Cost: $1,374,300.83 Federal Share: $450,000.00 Non-Federal Share: $924,300.83 Subapplicant: City of Quincy Brief Description: Restore approximately 1,500 feet of the seawall, including the installation of new steel sheet piles and precast concrete caps. The existing seawall will be removed, and new piles driven to form a robust foundation. The seawall will then be reconstructed using precast concrete caps, providing a durable and long-lasting barrier against wave action and coastal hazards. The project will also involve the installation of new drainage systems to ensure proper water management, reducing the risk of flooding and erosion. Special Condition #1: FEMA is making this award on September 25, 2024, under the conditions of extraordinary circumstances to the Mitigation Planning Requirements. FEMA must approve the City of Quincy’s local mitigation plan within 12 months of the date of the Federal award. If FEMA does not approve the local mitigation plan by September 25, 2025, FEMA will terminate the Federal award for failing to comply with the terms and conditions of the Federal award as detailed in 2 C.F.R. § 200.340, 44 C.F.R. § 201.6, and the Notice of Funding Opportunity for the FY 2024 PDM Grant Program and impose remedies for noncompliance under 2 C.F.R. § 200.339. Special Condition #2: This project budget includes contingency costs. Contingency assistance is not automatically available for use. Prior to its release of those funds, contingency costs must be re- budgeted to another direct cost category. The budget revision to access contingency assistance requires prior written approval from FEMA. The budget modification written request should demonstrate what unforeseen condition related to the project arose that required the use of contingency assistance. Special Condition #3: Following construction of the Proposed Action, the Town must apply with FEMA for a Letter of Map Revision (“LOMR”) in accordance with 44 C.F.R. Part 65.6. Instruction on both of these map revision processes can be found at the following link: Letters of Map Revision and Conditional Letters of Map Revision | FEMA.gov. ARTICLE III. PERIOD OF PERFORMANCE The Period of Performance shall be 36 months from the date of the award unless otherwise approved by FEMA. All awards must be made by September 30, 2024. ARTICLE IV. AMOUNT AWARDED This Grant Award is for the administration and completion of an approved PDM project. Funds approved under this Grant Agreement may not be used for other purposes. If the costs exceed the amount of FEMA funding approved, then the recipient shall pay the costs that exceed the approved budget. The FY 2024 PDM Grant Program will provide $11,491,544.75 in funding for eligible costs associated with this award. Nevertheless, in accordance with Agreement Article VI, FEMA has placed a funding hold on this award. All costs charged to awards covered in the FY 2024 PDM NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200 unless otherwise indicated in the NOFO or the terms and conditions of the award. This includes, among other requirements, that costs must be incurred, and products and services must be delivered within the period of performance of the award. See 2 C.F.R. § 200.403(h) (referring to budget periods, which for FEMA awards is the same as the period of performance). ARTICLE V. COST SHARE The cost share requirement for this award is 75% federal and 25% non-federal. The cost share for PDM is governed by Section 203(h) of the Stafford Act (42 U.S.C. § 5133(h)): a. Small, impoverished communities may receive a federal cost-share of up to 90% of the total cost to implement eligible PDM activities. b. The PDM program offers up to 75% federal cost share to all other applicants and subapplicants for mitigation activities. ARTICLE VI. FUNDING HOLD Funding Hold: Additional Information Required FEMA has placed a funding hold on this award, and $7,225,000.00 is on hold in the FEMA financial systems. The recipient is prohibited from obligating, expending, or drawing down the funds associated with the following projects/investments. Project # LPDM-PJ-01-MA-2024-008 Scituate Harbor Seawall Federal Share: $5,500,000.00 Subapplicant: Massachusetts Emergency Management Agency Project # LPDM-PJ-01-MA-2024-009 Sea Wall along Manet Ave in Houghs Neck Federal Share: $450,000.00 Subapplicant: City of Quincy Project # LPDM-PJ-01-MA-2024-007 Watershed Lane Culvert Replacement Project Federal Share: $1,275,000.00 Subapplicant: City of Chelmsford To release the funding hold, the recipient must provide a detailed cost breakdown and justification for the projects/investments listed above. FEMA will rescind the funding hold upon its review and approval of the detailed cost breakdown and justification. If you believe this funding hold was placed in error, please contact the relevant Grants Management Specialist. Funding Hold: Environmental Planning and Historic Preservation (EHP) Compliance – This award includes work that requires an Environmental Planning and Historic Preservation (EHP) compliance review. A funding hold is placed on the following investments/projects, and the recipient is prohibited from obligating, expending, or drawing down funds under this award in the amount of $7,225,000.00 in support of the following investments/projects, with a limited exception for any approved costs associated with the preparation, conduct, and completion of required EHP reviews. Please refer to the applicable NOFO for further information on EHP requirements and other applicable program guidance, including Environmental & Historic Preservation Guidance for FEMA Grant Applications | FEMA.gov and FEMA Information Bulletin No. 404. Project # LPDM-PJ-01-MA-2024-008 Scituate Harbor Seawall Federal Share: $5,500,000.00 Subapplicant: Massachusetts Emergency Management Agency Project # LPDM-PJ-01-MA-2024-009 Sea Wall along Manet Ave in Houghs Neck Federal Share: $450,000.00 Subapplicant: City of Quincy Project # LPDM-PJ-01-MA-2024-007 Watershed Lane Culvert Replacement Project Federal Share: $1,275,000.00 Subapplicant: City of Chelmsford To release this hold, the recipient is required to obtain the required FEMA EHP compliance approval for this project pursuant to the FY 2024 PDM NOFO. Failure to comply with this condition may jeopardize your ability to access and expend federal funds for the investments/projects listed above. Please contact your Regional Environmental Officer (REO) to receive specific guidance regarding EHP compliance. If you have questions about this funding hold or believe it was placed in error, please contact the Regional Environmental Officer (REO). Rescission of Funding Hold: EHP Compliance A funding hold was placed on the award under the Agreement Article titled “Funding Hold: Environmental Planning and Historic Preservation (EHP) Compliance,” and $10,368,132.00 was on hold in the FEMA financial systems. The recipient has met the EHP requirements outlined in that Agreement Article, FEMA has provided EHP compliance approval for the following investments/projects, so FEMA rescinds the hold and releases funds in the amount of $3,143,132.00 covering these investments/projects: Project # LPDM-PJ-01-MA-2024-006 Cambridge Community Center Resilience Hub Federal Share: $993,132.00 Subapplicant: City of Cambridge Project # LPDM-PJ-01-MA-2024-005 Climate Resilience & Equity in Downtown Boston Federal Share: $1,150,000.00 Subapplicant: City of Boston Project # LPDM-PJ-01-MA-2024-003 Lebanon and Sylvan Street Stormwater Management System Federal Share: $1,000,000.00 Subapplicant: City of Melrose The recipient may obligate, expend, or draw down funds for these investments/projects consistent with the terms and conditions of this award. Any change to the approved scope of work will require re-evaluation for compliance with National Environmental Policy Act (NEPA) and other laws and Executive Orders. This review did not address all federal, state and local requirements. Acceptance of federal funding requires recipient to comply with all federal, state, and local laws. Failure to obtain all appropriate federal, state, and local environmental permits and clearance may jeopardize federal funding. If ground disturbing activities occur during construction, the recipient will monitor ground disturbance, and if any potential archeological resources are discovered, will immediately cease construction in that area and notify the pass-through entity, if applicable, and FEMA. ARTICLE VII. ADDITIONAL PDM TERMS AND CONDITIONS The specific terms and conditions of this agreement are as follows: Performance Measures Based on the statutory requirements of Section 203 and the HMA Program and Policy Guide (2023). FEMA has specified minimum project criteria, including that applicants must demonstrate mitigation projects are cost-effective. Benefit-Cost Analysis (BCA) is the method by which the future benefits of a hazard mitigation project are determined and compared to its costs. The result is a Benefit-Cost Ratio (BCR), which is calculated by a project’s total of discounted benefits divided by its total of discounted costs. The BCR is a numerical expression of the "cost-effectiveness" of a project. A project is considered cost-effective when the BCR is 1.0 or greater, indicating the benefits of a prospective hazard mitigation project are sufficient to justify the costs. Any methods used to demonstrate cost-effectiveness must comply with all applicable requirements in the FY24 PDM NOFO. Projects that are not cost-effective will not be eligible. PDM aims to implement projects that reduce risks posed by natural hazards and reduce future losses, by funding priority projects and activities. Priorities include risk reduction of both acute events and chronic stressors, which are either observed or expected. To achieve these goals, for FY24 PDM, the 110 identified Congressional Community Projects prioritize the following types of activities: infrastructure projects, those that mitigate risk to lifelines, and projects proposed by applicants that reduce reliance on federal disaster funding. FEMA will measure the percent of dollars invested in these priorities, which will indicate that PDM projects expect to meet the goal of reducing both risks posed by natural hazards and future losses. Closeout Reporting Period: Pursuant to 2 C.F.R. § 200.344(a), the recipient has 120 calendar days after the end of the period of performance to submit all final financial, performance, and other reports required by the terms and conditions of this award, including: (1) the final request for payment, if applicable; (2) the final Federal Financial Report (FFR) (SF-425); (3) the final Performance Progress Report (PPR); (4) a qualitative narrative summary of the impact of those accomplishments throughout the entire period of performance; and (5) other documents specified by program regulations. The closeout reporting deadline for this award is 1/22/2028. Liquidation Period: Pursuant to 2 C.F.R. § 200.344(b), the recipient has 120 calendar days after the end of the period of performance to liquidate all obligations incurred under this award. The liquidation deadline for this award is 1/22/2028. Construction Project Requirements: Acceptance of federal funding requires FEMA, the recipient, and any subrecipients to comply with all federal, state, and local laws and regulations prior to the start of any construction activity. Failure to obtain all appropriate federal, state, and local environmental permits and clearances may jeopardize federal funding. Also: a. Any change to the approved scope of work will require re-evaluation by FEMA for recipient and subrecipient compliance with the National Environmental Policy Act (NEPA) and other laws and executive orders. b. If ground-disturbing activities occur during construction, the recipient and any subrecipients must ensure monitoring of ground disturbance, and if any potential archaeological resources are discovered, the subrecipient will immediately cease construction in that area and notify the recipient and FEMA. c. In accordance with 42 U.S.C. § 4012a(a) and FEMA policy, when financial assistance is approved for acquisition or construction purposes within a Special Flood Hazard Area (SFHA), for structures in the SFHA at the time of project completion, flood insurance shall be maintained for the life of the property regardless of transfer of ownership for any properties. Copyright and Data Rights: The recipient is free to copyright any original work developed during or under this Grant Agreement. The recipient acknowledges that DHS/FEMA reserves a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authority others to use, for federal government purposes: 1. The copyright in any work developed under an award or subaward; and 2. Any rights of copyright to which a recipient or subrecipient purchases ownership with federal support in a manner consistent with 2 C.F.R. § 200.315. The recipient acknowledges that DHS/FEMA has the right to obtain, reproduce, publish, or otherwise use the data produced under a federal award and authorize others to do so for federal government purposes in a manner consistent with 2 C.F.R. § 200.315. Enforcement: FEMA remedies for noncompliance will be processed as specified in 2 C.F.R. §§ 200.339- 200.343, and, for acquisitions under this award for open space, FEMA enforcement remedies shall be processed as specified in 44 C.F.R. § 80.19(e), when the Grant Award Terms and Conditions of this Grant Agreement are not met. Payment: Recipient shall be paid using the FEMA Payment and Reporting System (PARS), provided the recipient maintains and complies with procedures for minimizing the time between the transfer of funds from the US Treasury and disbursement by the recipient and subrecipients. The recipient commits itself to 1) initiating cash drawdowns only when actually needed for its disbursement; 2) timely financial reporting per FEMA requirements, using the SF-425; and 3) imposing the same standards of timing and amount upon any subrecipient. Subrecipients must comply with the same payment requirement as the recipient and must comply with the requirements specified in the recipient’s subaward Agreement. HMA Duplication of Benefits: HMA funds cannot duplicate or be duplicated by funds received by or available to applicants, subapplicants, or project or planning participants from other sources for the same cost or activity already paid for by another source of funding, such as benefits received from insurance claims, other assistance programs (including previous project or planning grants and subawards from HMA programs), legal awards, or other benefits associated with properties or damage that are or could be the subject of litigation. Because the availability of other sources of mitigation grant or loan assistance is subject to available information and the means of each individual applicant, HMA does not require proof that other assistance (not including insurance) has been sought. However, it is the responsibility of the property owner to report other benefits received, any applications for other assistance, the availability of insurance proceeds, or the potential for other compensation, such as from pending legal claims for damages, relating to the property. Where the property owner has an insurance policy covering any loss to the property which relates to the proposed HMA project, the means are available for receiving compensation for a loss or, in the case of increased cost of compliance (ICC), assistance toward certain mitigation projects. FEMA will generally require that the property owner file a claim prior to the receipt of HMA funds. Additional Non-Discrimination Requirements: Applicants and subapplicants will ensure that no discrimination occurs. Subrecipients must ensure fairness, equity and equal access when consulting and making offers of mitigation to property owners that benefit from mitigation activities. Changes in Scope of Work: Requests for changes to the scope of work (SOW) after award are permissible as long as they do not change the nature or total project cost of the activity, properties identified in the subapplication, the feasibility and effectiveness of the project, or the benefit cost ratio. Requests must be supported by adequate justification from the applicant in order to be processed. The justification includes a description of the proposed change, a written explanation of the reason or reasons for the change, an outline of remaining funds available to support the change, and a full description of the work necessary to complete the activity. All approvals will be at FEMA’s discretion, and there is no guarantee that SOW changes will be approved. All changes to the scope of work must be reviewed and approved by EHP prior to the work being completed. Recoupment of Funds: FEMA will recoup mitigation planning grant funds for grants that do not meet the deliverable criteria of an adopted, FEMA-approved mitigation plan by the end of the performance period. Recovery of Funds: The recipient will process the recovery of assistance paid to subrecipients processed through error, misrepresentation, or fraud or if funds are spent inappropriately. Recovered funds shall be submitted to FEMA as soon as the funds are collected, but no later than 90 days from the expiration date of the appropriate grant award agreement. Additionally, all costs charged to awards must comply with the grant program’s applicable statutes, policies, and requirements, as well as with the terms and conditions of the award. If FEMA staff identify costs that are inconsistent with any of these requirements, these costs may be disallowed, and FEMA may recover funds as appropriate, consistent with applicable laws, regulations, and policies. Reporting of Fraud: All fraud identifications will be reported to the Department of Homeland Security Office of Inspector General (OIG). The recipient agrees to cooperate with investigation conducted by the DHS OIG. Federal Financial Reports (SF-425): The recipient shall submit the FFR (SF-425) within 30 days of the end of the first federal quarter following execution of this Grant Agreement. The recipient shall submit quarterly FFRs thereafter until the grant ends. Reports are due on January 30, April 30, July 30, and October 30. A report must be submitted for every quarter of the period of performance, including partial calendar quarters, as well as for periods where no grant activity occurs. Future awards and fund drawdowns may be withheld if these reports are delinquent. ARTICLE VIII. FEMA STANDARD TERMS AND CONDITIONS Environmental Planning and Historic Preservation (EHP) Review DHS/FEMA-funded activities that could have an impact on the environment are subject to the FEMA EHP review process. This review does not address all federal, state, and local requirements. Acceptance of federal funding requires the recipient to comply with all federal, state, and local laws. DHS/FEMA is required to consider the potential impacts on natural and cultural resources of all projects funded by DHS/FEMA grant funds, through its EHP review process, as mandated by the National Environmental Policy Act; Endangered Species Act; National Historic Preservation Act of 1966, as amended; National Flood Insurance Program regulations; and any other applicable laws, regulations and executive orders. General guidance for FEMA’s EHP process is available on the DHS/FEMA Website. Specific applicant guidance on how to submit information for EHP review depends on the individual grant program. Applicants should contact their grant Program Officer to be put into contact with EHP staff responsible for assisting their specific grant program. The FEMA EHP review process must be completed before funds are released to carry out the proposed project; otherwise, DHS/FEMA may not be able to fund the project due to noncompliance with EHP laws, executive orders, regulations, and policies. If ground-disturbing activities occur during construction, the applicant will monitor ground disturbance, and if any potential archaeological resources are discovered, the applicant will immediately cease work in that area and notify the pass-through entity, if applicable, and DHS/FEMA. Applicability of DHS Standard Terms and Conditions to Tribes The DHS Standard Terms and Conditions are a restatement of general requirements imposed upon recipients and flow down to sub-recipients as a matter of law, regulation, or executive order. If the requirement does not apply to Indian tribes or there is a federal law or regulation exempting its application to Indian tribes, then the acceptance by Tribes of, or acquiescence to, DHS Standard Terms and Conditions does not change or alter its inapplicability to an Indian tribe. The execution of grant documents is not intended to change, alter, amend, or impose additional liability or responsibility upon the Tribe where it does not already exist. Acceptance of Post-Award Changes In the event that FEMA determines that an error in the award package has been made or if an administrative change must be made to the award package, recipients will be notified of the change in writing. Once the notification has been made, any subsequent requests for funds will indicate the recipient's acceptance of the changes to the award. Please call FEMA Grant Management Operations at (866) 927-5646 or via e-mail to: ASK-GMD@fema.dhs.gov if you have any questions. Disposition of Equipment Acquired Under the Federal Award For purposes of original or replacement equipment acquired under this award by a non-state recipient or non-state sub-recipients, when that equipment is no longer needed for the original project or program or for other activities currently or previously supported by a federal awarding agency, you must request instructions from FEMA to make proper disposition of the equipment pursuant to 2 C.F.R. section 200.313. State recipients and state sub-recipients must follow the disposition requirements in accordance with state laws and procedures. Prior Approval for Modification of Approved Budget Before making any change to the FEMA-approved budget for this award, you must request prior written approval from FEMA where required by 2 C.F.R. section 200.308. For purposes of non-construction projects, FEMA is utilizing its discretion to impose an additional restriction under 2 C.F.R. section 200.308(f) regarding the transfer of funds among direct cost categories, programs, functions, or activities. Therefore, for awards with an approved budget where the federal share is greater than the simplified acquisition threshold (currently $250,000), you may not transfer funds among direct cost categories, programs, functions, or activities without prior written approval from FEMA where the cumulative amount of such transfers exceeds or is expected to exceed ten percent (10%) of the total budget FEMA last approved. For purposes of awards that support both construction and non-construction work, FEMA is utilizing its discretion under 2 C.F.R. section 200.308(h)(5) to require the recipient to obtain prior written approval from FEMA before making any fund or budget transfers between the two types of work. You must report any deviations from your FEMA approved budget in the first Federal Financial Report (SF-425) you submit following any budget deviation, regardless of whether the budget deviation requires prior written approval. Indirect Cost Rate 2 C.F.R. section 200.211(b)(15) requires the terms of the award to include the indirect cost rate for the federal award. If applicable, the indirect cost rate for the award is stated in the budget documents or other materials approved by FEMA and included in the award file. Build America, Buy America Act (BABAA) Required Contract Provision & Self- Certification In addition to the DHS Standard Terms & Conditions regarding the Required Use of American Iron, Steel, Manufactured Products, and Construction Materials, recipients and subrecipients of FEMA financial assistance for programs that are subject to the Build America, Buy America Act (BABAA) must include a Buy America preference contract provision as noted in 2 C.F.R. § 184.4 and a and self-certification as required by the FEMA Buy America Preference in FEMA Financial Assistance Programs for Infrastructure (FEMA Interim Policy #207-22-0001). This requirement applies to all subawards, contracts, and purchase orders for work performed or products supplied under the FEMA award subject to BABAA. ARTICLE IX. GOVERNING PROVISIONS The recipient and any subrecipients shall comply with all applicable laws, regulations, and policies. A non-exclusive list of laws and regulations applicable to PDM grants is attached hereto for reference only. The recipient and any subrecipients shall also be bound by the 2023 HMA Program and Policy Guide and the FY 2024 PDM NOFO. Applicable Statutes and Regulations Section 203 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended, 42 U.S.C. § 5133 44 CFR Part 80-Property Acquisition and Relocation for Open Space 44 CFR Part 9-Floodplain Management and Protection of Wetlands (as amended, effective September 9, 2024). 2 CFR Part 200-Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards 44 CFR Part 201-Mitigation Planning 31 CFR Part 205-Rules and Procedures for Efficient Federal-State Funds Transfers 2 CFR Part 170-Reporting Subaward and Executive Compensation – Appendix A to Part 170 – Award Term THE COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE OF PUBLIC SAFETY AND SECURITY _____________________________ MASSACHUSETTS EMERGENCY MANAGEMENT AGENCY 400 Worcester Road Framingham, MA 01702-5399 Tel: 508-820-2000 Fax: 508-820-2030 Website: www.mass.gov/mema Maura T. Healey Dawn Brantley Governor Director Kimberley Driscoll Lt. Governor Gina K. Kwon Secretary November 13, 2025 Jennifer Grigoraitis, Mayor City of Melrose 562 Main Street Melrose, MA 02176 Re: Pre-Disaster Mitigation Grant Program LPDM24-003 Lebanon and Sylvan Street Stormwater Management System Dear Mayor Grigoraitis, The Federal Emergency Management Agency (FEMA) has approved Pre-Disaster Mitigation (LPDM) funding for the City of Melrose Lebanon and Sylvan Street Stormwater Management System project. The City of Melrose has received a FEMA award of $1,000,000.00 and will be reimbursed up to 75% of approved, allowable, and eligible costs, up to the Federal Award, as stipulated by the grant agreement and 2 CFR Part 200. This is a reimbursable grant program and expenses must be incurred and paid, prior to being reimbursed. Please note that any project revisions, changes or deviations from the FEMA-approved grant application must be approved in writing by both MEMA and FEMA in order to be eligible for grant reimbursement. The scope of work for this project does not include R&D. Please Note: work cannot begin on this project until the contract is executed by all parties and a Notice to Proceed is issued. In order to execute this agreement, the following forms relative to the attached grant agreement must be reviewed, completed and signed. 1) Contractor Authorized Signatory Listing: A copy of the previously signed CASL is enclosed for your reference. Only those individuals who are named in the Authorized Signatory box may sign Contract documents. If none of the named individuals are able to sign documents at this time, please let me know and a blank CASL form will be sent to you so that the Chief Executive Officer for the Town can re-authorize signatories. 2) Standard Contract Form and Commonwealth Terms and Conditions: The Authorized Signatory must complete, sign and hand date the form as the Contractor, on page 1 of this document. 3) Record of Environmental Consideration and Scope of Work: The FEMA REC, including the approved Scope of Work is included for reference. ________________________________________________________________________________________________________________________ Region I Region II Region III / IV P.O. Box 116 20 Forge Parkway 1002 Suffield Street 365 East Street Franklin, MA 02038 Agawam, MA 01001 Tewksbury, MA 01876 Tel: 774-613-5400 Tel: 413-750-1400 Fax: 413-821-1599 Tel: 978-328-1500 Fax: 978-851-8218 4) Budget Information: The budget has been completed according to the approved budget included in your application, with the funds allocated through the appropriate fiscal years. 5) Work Schedule: The work schedule has been prepared to coincide with the contract start and end dates. 6) Designation of Project Manager Form: The Authorized Signatory must appoint a local Project Manager for this Agreement; please complete and sign the form provided. 7) Federal Funding Accountability and Transparency Act (FFATA): This form must be completed and signed in blue ink. 8) MEMA Sub-recipient Pre-Award Risk Assessment Questionnaire: This form must be completed and signed by either the Authorized Signatory or CFO. 9) MEMA Terms and Conditions: These are conditions set forth by MEMA. Please review and sign this document. These conditions/requirements must be satisfied to be eligible for reimbursement. 10) 2024 DHS Standard Terms and Conditions: Please review this document; these conditions/requirements must be satisfied to be eligible for funding. 11) FEMA Award Letter: A copy of the FEMA Award Letter is enclosed for your reference. Documents requiring signature must be returned utilizing one of the following methods: - Utilize Adobe signature to place your electronic signature on each form requiring signature and return by email (this method must show the signatory’s name, title and signature date); - Print the documents, sign the hard copy, scan and return the signed documents by email; - Print the documents, sign the hard copy and return the original wet ink signed documents by mail. (Please note that typed text of a name in computer generated cursive script, that is not generated by a digital tool such as Adobe Sign, is not an acceptable form of signature.) Please return this fully executed contract package within 30 days by email to: patrick.limerick @mass.gov, or by mail to: Massachusetts Emergency Management Agency Attn: Patrick Limerick Mitigation and Recovery Grants Support Coordinator 400 Worcester Road Framingham, MA 01702 Once the Authorized Signatory has signed all required forms, MEMA will approve the contract and return a countersigned copy to you with the Notice to Proceed. Please carefully review all provisions of the attached grant agreement prior to executing the documents. Please do not hesitate to contact Patrick Limerick at (508)404-4369, or by email at Patrick.limerick@mass.gov, with any questions or concerns regarding these documents. Sincerely, Michelle O’Toole Hazard Mitigation Unit Supervisor State Hazard Mitigation Officer Enclosures Cc: File ________________________________________________________________________________________________________________________ Region I Region II Region III / IV P.O. Box 116 20 Forge Parkway 1002 Suffield Street 365 East Street Franklin, MA 02038 Agawam, MA 01001 Tewksbury, MA 01876 Tel: 774-613-5400 Tel: 413-750-1400 Fax: 413-821-1599 Tel: 978-328-1500 Fax: 978-851-8218 ________________________________________________________________________________________________________________________ Region I Region II Region III / IV P.O. Box 116 20 Forge Parkway 1002 Suffield Street 365 East Street Franklin, MA 02038 Agawam, MA 01001 Tewksbury, MA 01876 Tel: 774-613-5400 Tel: 413-750-1400 Fax: 413-821-1599 Tel: 978-328-1500 Fax: 978-851-8218 DEPARTMENT OF PUBLIC WORKS Administration–Engineering–Water–Sewer–Facilities Parks–Forestry–Highway–Sanitation–Cemetery–Fleet CITY OF MELROSE City Yard, 72 Tremont Street Elena Proakis Ellis, P.E., BCEE Director of Public Works Melrose, Massachusetts 02176 Telephone – (781) 665-0142 E-mail: eproakis@cityofmelrose.org MEMORANDUM To: Mayor Jennifer Grigoraitis Melrose City Council From: Elena Proakis Ellis, P.E., Director of Public Works cc: Kerriann Golden, CFO/Auditor Lauren Grymek, Chief of Staff Jay Coy, Acting City Engineer James Troup, Deputy DPW Director – Administration & Finance Date: November 21, 2025 Re: Lebanon and Sylvan Street Stormwater Management Sysytem – FEMA/MEMA Grant Acceptance The City has been awarded $1M of Congressionally Directed Spending (CDS) federal funding to advance stormwater improvements in the vicinity of Lebanon and Sylvan Streets and Wyoming Cemetery. This is an area of chronic flooding in Melrose, and the City has been working with the Massachusetts Emergency Management Agency (MEMA) for nearly a decade to secure funding to make improvements to this area. The grant is funded by the Federal Emergency Management Agency (FEMA) and passes through MEMA to the City. The grant is to be used for design and permitting of a recommended plan, which we then intend to submit for additional FEMA funding for construction. The City is required to provide matching funds for this project. Those funds have already been allocated using prior years’ free cash in the amount of $300,000. An additional $33,000 of in-kind services are proposed to complete the City’s match component, thus no new City funds are required to move forward with this grant. We hereby request the City Council’s acceptance of the grant from FEMA/MEMA in the amount of $1,000,000. The grant agreement document is attached for your reference. The funds will be expended from a dedicated project account set up by the CFO/Auditor and reimbursed by FEMA/MEMA as funds are expended. Thank you for your consideration of this request. Joint Proclamation for Mystic Regional Emergency Planning Committee among Town of Arlington Town of Lynnfield City of Saugus Town of Bedford City of Malden City of Somerville Town of Belmont City of Medford Town of Stoneham Town of Burlington City of Melrose Town of Wakefield City of Chelsea Town of North Reading City of Watertown Town of Concord City of Peabody Town of Wilmington City of Everett Town of Reading Town of Winchester Town of Lexington City of Revere Town of Winthrop City of Lynn City of Salem City of Woburn KNOW ALL PERSONS BY THESE PRESENTS that; WHEREAS, the provision of local emergency planning is mandated by the Federal Emergency Planning and Community Right to Know Act of 1986 (EPCRA), thereby creating the Massachusetts State Emergency Response Commission (SERC), and WHEREAS, said Advisory Council has designated each municipality as the local emergency planning committee, and WHEREAS, municipalities are authorized pursuant to M.G.L. Chapter 40, Section 4A to enter into inter-municipal agreements, and WHEREAS, the parties to this Agreement wish to coordinate and meet to investigate the parameters of an agreement that may be entered into pursuant to said M.G.L. Chapter 40, Section 4A for the provision of joint local emergency planning services, and WHEREAS, the parties to this Agreement desire to work cooperatively and enter into a mutually acceptable inter-municipal agreement for the provision of such services under Section 4A of Chapter 40 of the General Laws of Massachusetts. NOW THEREFORE, the undersigned communities, acting through their respective executive officers, do hereby proclaim, as follows: 1. This agreement is intended for the twenty-seven (27) undersigned communities to accept local plans and to share resources; 2. The parties hereto agree to designate individuals to meet regularly to plan for regional emergency planning services, subject to the approval as required by Section 4A of Chapter 40 of the General Laws of Massachusetts; 3. The parties hereto agree that such representatives shall use their best efforts to complete a suitable regional plan subject to necessary approval by the local executive authorities; 4. Such plan shall clearly state (1) its maximum term and duration not to exceed twenty-five years; (2) the maximum financial liability of the parties thereto as determined by authorizing votes in their respective municipalities; (3) the authorization of the necessary authority to enter into such agreement; (4) the method of keeping records of services performed, cost incurred, and reimbursement and contributions received; (5) the keeping of financial accounts and issuance of financial statements to the parties; (6) the method of payment of bills and invoices; (7) the method of withdrawal of a party from such agreement; (8) the method of appointing officers to serve in such committee; and (9) all other necessary and relevant provisions incidental to the operation and effectiveness of municipal contracts and finance; (10) a resource list comprised of personnel and equipment from, but not limited to, public works, fire, police, emergency management, school, housing, health, and the executive department of each community. IN WITNESS WHEREOF I have herewith set my hand and seal of the City/Town of Chief Elected Official Date City of Melrose, MA § 93-6. Leashing requirements. [Amended 5-20-2002 by Ord. No. 02-324] A. No person shall own or keep in the City, outside the confines of the owner's or keeper's property, any dog that is not held firmly on a leash. B. REMOVE this language : The Animal Control Officer may, at his/her discretion, waive the provisions of Subsection A if a determination is made that the owner or keeper has a valid reason to have the dog unleashed or untethered for training, exhibition or show purposes. [Amended 8-21-2017 by Ord. No. 2018-4] C. Violation of this section shall be punishable as follows: (1) First offense, unaltered or altered: fine of $50. (2) Second offense, unaltered or altered: fine of $100. (3) Third offense: $150. 1 (4)Apprehension: $10. (5) Confinement: $10 per day. (6) Kennels: $100. (7) Seeing eye dogs: no fees. D. Exemptions. Dogs will be permitted to go without leashes only within areas designated as "off-leash dog areas" as determined by the Board of Park Commissioners in accordance with § 173-17, provided that: [Added 6-4-2012 by Ord. No. 2012-180] (1) All dogs are leashed prior to entering and upon leaving the off-leash dog area. (2) All dogs must be accompanied by a guardian who must remain with his/her dog(s) at all times while using the off-leash dog area. (3) Guardians are legally responsible for their dog(s) and any injuries caused by their dog(s). (4) Guardians may bring no more than three dogs to the off-leash dog area at one time. (5) Guardians must dispose of their dog's fecal matter in accordance with § 93-8. (6) The following dogs are forbidden from entry into the off-leash dog areas: (a) Dogs in heat. (b) Dogs less than six months of age. (c) Dogs without municipal licenses and up-to-date vaccinations. Downloaded from https://ecode360.com/ME1773 on 2025-11-12City of Melrose, MA (d) Aggressive dogs. Any dog that engages in fighting or that does not respond to voice 1. Editor's Note: The line "Adoption: all fees and expenses" which immediately followed this subsection in Ord. No. 02-324 was deleted per instructions from the City as superseded by Ord. No. 02-102. See § 93-11. Downloaded from https://ecode360.com/ME1773 on 2025-11-12City of Melrose, MA § 93-6 § 93-6 command. Downloaded from https://ecode360.com/ME1773 on 2025-11-12
Transcript
▶ 0:01 Leila Migliorelli: Good evening. The time is seven 50. Um, today is Monday, December 15th. This meeting of the Melrose City Council is called to order. I am President Elli presiding in accordance with the Massachusetts Open Meeting Law. This meeting is being broadcast and recorded by Melrose Cable Access tv, and will be available for viewing in its entirety on MMTV and through the city website Link. Madame Clerk, will you please call the role Councilor Pinocchio? Here. Councilor Garipay. Here. Councilor Hamilton. Here. Councilor Jamal Ledine. Counselor Karen Chetty. Here. Councilor Abramsky? Here. Councilor Romanul. Here. Councilor Stewart? Here. Councilor Vandiver? Here. Councilor Williams. Here. President Elli.
▶ 0:51 Leila Migliorelli: Here we have a quorum. Okay. This time please rise if you're able to join in the Pledge of Allegiance. Now. A So what Pledge of Allegiance To to the flag of the United States of America. And to the republic for which it stands. One Nation under God, indivisible, with liberty and justice. Justice sprawl. And now onto the minutes approval. At this time, I will motion by unanimous consent to approve without reading the minutes from the city council meeting on December 1st, 2025. Seeing no objections, these minutes are now approved. Uh, moving on to public comment, I will motion by unanimous consent to open the floor for public comment. Seeing no objections, we are now open for public comment per rule 33 A of the Melrose City Council Rules.
▶ 1:53 Leila Migliorelli: This is a portion of the meeting where the public may speak on any item on tonight's agenda. Comments expressing any viewpoint on other matters are all also welcome. Just a reminder, the public comment period is an opportunity for the public to share comments. Counselors will not respond. The public has up to five minutes for comments. Is there anyone here tonight wishing to speak in public comment? Yes. Please approach the table and state your name for the record. Okay. Hi, how you, uh, my name is Brian Johnson. Um, I live at 25 Adams Street, but my office is in Stoneham and right next to the offices, they're a public kiosk and I regularly see it updated with current information, uh, powered mostly by the Chamber of Commerce there.
▶ 2:39 Then I come home to Melrose and pass our kiosk, and you can guarantee at least one side is gonna be outdated. The other side's hard to read. Uh, today there is a large QR code that's, uh, promoting a survey for Memorial Hall. So there, that's a step in the right direction. Um, I'm prepared. I'm helping organize the Martin Luther King Jr. Day of Service, and I've, um, asked in advance through the proper channels to, um, have permission to put up a poster inside this kiosk. And I was denied. So I'm here tonight to talk about that. Um, I, I, I was told that MLK day is no longer a city event, and I just find that impossible to believe in this day and age. It used to be, and I believe it still is.
▶ 3:25 Um, and it might sound small to be talking about a kiosk, but it's happening in a larger context. At the federal level, MLK Day and Juneteenth we're just removed as free admission days to our national parks. Head Start. Applicants are now warned away from using hundreds of ordinary words and grant requests, words like women, black and accessible. Even a very legible typeface has been banned simply because it is accessible. These small things are like pebbles on a scale. One pebble doesn't tip too much, but keep adding them always on the same side. And eventually the balance shifts. Dr. King reminded us that the arc of the moral universe is long, but it bends towards justice. That arc does not bend on its own.
▶ 4:13 It bends because institutions, especially local ones, choose to hold it. So while our federal government chips away at the meaning of MLK Day, our local government has an opportunity to stand firm. What I'm asking for is simple. A few weeks in the public kiosk for community, Martin Luther King, J Junior, um, Martin Luther King Day of service poster. The city has a long history of leading this effort. It's one of the reasons I moved to Melrose was the, the very vibrant community. I found that the potluck over there, um, ordinary citizens like me have stepped up to help fill the gaps, but that doesn't remove the city's responsibility to support it. The event originated with and belongs to the city.
▶ 4:57 Perhaps we could spend $695 to buy a banner plus overtime to have DPW workers hang that banner across on Main Street. But the coalition has a very limited budget and a kiosk poster costs a 10th of that while still signaling to the community that our local government supports Dr. King's vision. And we don't know if a street banner would not face the same objections as the kiosk poster. Must we wait for finally crafted policy and the words of Dr. King for years? Now, I've heard the word wait, and that's from the letter from Birmingham Jail. Admittedly, he's talking about a vastly more serious issue, but our federal government is not waiting at all to erase MLK day. Will you please let us put up a poster
▶ 5:49 and to make this concrete, I brought in a rough layout to show you how it would look. So it's a small space for small time and it honors a big legacy so you can make this happen. Thank you. Thank you. Thanks. Is there anyone else, uh, wanting to speak in public comment? Is there anyone online? No one online. Okay. I will motion by unanimous consent to close the floor for public comment. Um, moving on to new business, um, filings by the Honorable Mayor. Grants ID number 2025 dash 8 67. Acceptance of fiscal 2026 Local cultural counsel allocation. This will go to appropriations and oversight ID number 2025 dash 8 68. Acceptance of municipal A DA improvement grant. This will also go to appropriations and Oversight.
▶ 7:00 Um, next up are filings by the members of the Honorable City Council. Um, per the request of Councillor Kara Chaney, we are going to move the resolutions to the bottom of the agenda. So I will continue on with licenses ID number 2025 dash 8 4 0 VIC license for table four. This will go to protection and license ID number 2025 dash 8 42. Motor Vehicle Class one and two renewals for 2026 second round. This Will go to protection License ID 2025 dash 8 43 Common Vic Renewals for 2026 second round. This Will also go to protection License, um, moving to unfinished Business Appropriations ID 2025 dash 7 79 appropriation from the PEG Access Fund in the amount of $282,640 and 36 cents to MMTV and Melrose Public Schools.
▶ 7:58 Madam President, this comes from, uh, appropriation oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second, Motion for passage made by Councilor Repe, seconded by councilor on discussion. Scene none. Madam Clerk, will you please call the rule Councilor Occhio? Yes. Counselor Garey. Yes. Councilor Hamilton? Yes. Counselor Karen Chetty. Yes. Counselor Mki. Yes. Counselor Romano. Yes. Councilor Stewart? Yes. Councillor Vandiver. Yes. Councillor Williams? Yes. President Elli? Yes. Moving on to Grants ID 2025 dash 7 49 FY 26 earmark for playing fields. Um, Councillor Garbe, A Madam President. This comes from appropriation oversight with the recommendation for passage.
▶ 8:47 At this time, I'll make a pass. Motion for passage. Okay. All in favor the grant? Aye. Aye. Aye. Opposed? Okay. That motion passes ID 2025 dash 7 66. Field demonstration Grant, senior Center modernization for the amount of $9,500 to replace aging toilets at the Milano Center with chair height models for accessibility. Replace worn countertops in two restrooms. Installation of grab bars and restrooms. Purchase an installation of a digital media board on the Milano Center lobby. Used to advertise programming schedule changes and as a means of way finding within the building And in present. This comes from appropriation oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second.
▶ 9:38 Leila Migliorelli: Motion for passage made by Councillor Repe. Seconded by Councillor Kara Shady on discussion. Seeing none. All in favor? Aye. Any opposed? A grant passes ID. 2025 dash 7 67 Field demonstration Grant, memory Cafe for the amount of $4,860 funds will be used to provide a monthly memory cafe, which would provide respite programming for those living with dementia and their caregivers. Madam President, this comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second, A motion for passage made by Councilor Repe, seconded by Councilor Carm Chaney. On discussion. Seeing none. All in favor? Aye. Any opposed? That passes ID. 2025 dash 7 68. Title three B.
▶ 10:27 Fiscal year 26, grant for $5,000, the funds will be used for funding Milano Center Social Programming. Madam President, this comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Repe, seconded by Councillor Caram. Chay On discussion. Seeing none. All in favor? Aye. Any opposed? That passes. Um, just point of order. I think for the, since this, the reason why there's so much text is on here is because of the new software. I'm comfortable with you just reading the first sentence of each order And then we can Go on. Thank You. Sounds good to me. All right. I, ID 2025 dash 7 69 State,
▶ 11:08 9 1 1 EMD Grant, Madam present, this comes from appropriation, an oversight with a recommendation to passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Garipay Pay, seconded by Councillor Car Shady. On discussion. Seeing none. All in favor? Aye. Any opposed? That passes ID. 2025 dash seven 70 State 9 1 1 Support and incentive Grant Madam Present. This also comes from appropriation and oversight, whether recommendation for passage At this time, I'll make a motion for passage. Second. Motion for passage made by Councilor Repe, seconded by Councillor Karam Chaney, on discussion. Seeing none. All in favor? Aye. Any opposed? That passes ID. 2025 dash 7 71 State, 9 1 1 training grant
▶ 11:59 And I'm present. This comes from Appropriation and oversight with a motion for passage. At this time, I'll make that motion for passage. Second. Motion for passage made by Councillor Repe, seconded by Councillor Firo. On discussion. Seeing none. All in favor? Aye. Any opposed? That passes ID Number 2025 dash 7 72. Fiscal year 26 Municipal Road Safety Program, Madam President, this comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Garbe, seconded by Councillor Carrum Shady on discussion. Seeing none. All in favor? Aye. Aye. Any opposed? That passes ID number 2025 dash 7 84. Acceptance of Massachusetts Department
▶ 12:48 of Environmental Protection RDP Grant, plus additional award for organics collection cards. Madam Present, this comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second. Second, Motion for passage made by Councillor Repe, seconded by Councillor Stewart. On discussion. Seeing none. All in favor? Aye. Aye. Aye. Any opposed? That passes ID Number 2025 dash 7 75 State Police State earmark 20 5K Equipment. Madam Present, this comes from appropriation and oversight, whether recommendation for passage at this time, I'll make that motion for passage. Second. Motion for passage made by Councilor Car, uh, made by Councilor Repe. Second by Councilor Car Chen on discussion. Seeing none.
▶ 13:38 All in favor? Aye. Aye. Any opposed? That passes ID Number 2025 dash 7 76 Police state earmark, 50 K Police Cruiser, Madam President, this comes from appropriation and oversight with the recommendation for passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Repe, seconded by Councillor Caram Chay On discussion. Seeing none. All in favor? Aye. Aye. Any opposed? That passes ID Number 2025 dash 7 78 Acceptance of FEMA slash MEMA grant for Lebanon, Sylvan Drainage Design. Madam President, this is the last grant that comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Repay,
▶ 14:29 Leila Migliorelli: seconded by Councillor Crime Shady. On discussion. Seeing none. All in favor? Aye. Any opposed? At passes onto orders ID. Number 2025 dash 7 46. Inter municipal agreement for Regional Emergency Planning Services. Madam President, this comes from appropriation and oversight with a recommendation for passage. At this time, I'll make a motion for passage. Second. Motion for passage made by Councillor Repe, seconded by Councillor Kem Shady on discussion. Seeing none. All in favor? Aye. Aye. Any opposed? That passes. Next up are ordinances and this ordinance has, um, expired, so it's being gonna be sent back to committee. So I will entertain a motion to send ordinance ID 20 25 6 1 3 revising the existing animal leash law
▶ 15:22 Leila Migliorelli: to remove certain language. So I'll entertain a motion to, um, send to committee. So moved. Second motion to, uh, move back to committee. Uh, ordinance 2025 dash six 13 Made by Councilor Ryan, seconded by Councilor Vandiver on discussion. None. All in favor? Aye. Any opposed? That's back to committee. Um, okay. We'll go back up. Well, no reports from committees. No expiries nothing under Rule 36. So we will go back to the, uh, filings by honorable members of the city Council resolutions. Um, Madam Clerk, we please leave order ID number 2025 dash eight 70 a resolution, recognizing and honoring President Lila Elli. Counselor Mark Garey. Counselor Robert Stewart and Counselor Ward Hamilton for their exemplary service
▶ 16:19 Manjula Karamcheti: to the Melrose City Council. Uh, president Elli, I'd like to make a motion for immediate consideration. Second, Motion for immediate consideration made and granted and seconded. Thank you. And might a couple of us approach the bench? Sure. If you wouldn't mind taking my seat for a moment. Okay. I'll The table, The table. Why don't I say that? Because it's a non court court of law. Sorry. It it's a ROS room. Actually Approach the bench. It's a she's used to it. Oh, a ros. Just so throat. So, so, okay. Okay. A resolution honoring President Melli, counselor Repe, counselor Stewart and Counselor Hamilton. A resolution, oh, I don't have to read that again, sorry. Whereas President Lila Elli counselor, mark Repe
▶ 17:24 Manjula Karamcheti: and Councilor Rob Stewart have each faithfully served three terms and six years on the Melrose City Council. And whereas Councilor Ward Hamilton has faithfully served one term and two years on the Melrose City Council. And whereas President Lila Elli counselor Mark Repe and councilor Rob Stewart began their first term during the COVID-19 pandemic, which brought significant challenges and uncertainty. Yet these counselors rose to the occasion ensuring that Melrose continued to move forward, protected its residents, and navigated an unprecedented crisis without a playbook. Whereas over the course of six years of service President Lila Melli, councilor Mark Repe and Councilor Rob Stewart have sponsored ordinances
▶ 18:14 Manjula Karamcheti: and resolutions, facilitated countless meetings, and have worked tirelessly to uphold the mission and responsibilities of the city council. They have been invaluable colleagues, mem mentors and friends to many offering guidance, sharing diverse perspectives, and providing support and tough love when needed. And whereas throughout their tenure, they have demonstrated unwavering reliability, dependability, and steadfast leadership, consistently placing the needs of the, the city of Melrose and its residents above all and everything else. And My Turn. Your turn. Okay. We've rehearse this, but I'm gonna sit. Whereas President Lala er has distinguished herself through her exemplary service as chair
▶ 19:11 Cal Finocchiaro: of the Appropriations and Oversight Committee. And for the past two years as president of the City Council, where her exceptional organization attention to detail and integrity. Integrity driven leadership enabled the council to achieve significant progress and accomplish, accomplish critical goals. Whereas Councilor Mark Ape this year's chair of appropriations and oversight, as well as member of the Mayor's financial task force, has used his lifelong connection to Melrose to champion the needs of all residents, including veterans, older adults, local businesses, children and families. Serving as a thoughtful and passionate advocate for the community has always called home councilor. Mark Ape has shown exemplary commitment to our community.
▶ 19:57 Cal Finocchiaro: And whereas Councilor Rob Stewart has served as chair of the finance committee and vice chair of numerous other committees, bringing a deep understanding of Robert's Rules of Order, asking consistently thoughtful and informed questions and providing steady principled leadership at every turn. Councilor Rob Stewart has been an impactful member of the council bringing much knowledge and resolve. Whereas Councilor Ward Hamilton has demonstrated his commitment to our community through his involvement in numerous communities, committees that directly impact the lives of our residents. Councilor Ward Hamilton served as the city council's appointed representative to the Public Safety Facilities Committee.
▶ 20:37 Kimberly Vandiver: And as a representative to the Water and Sewer Committee, councilor Ward Hamilton will continue serving on other important committees that serve our community. Whereas the Melrose City Council recognizes and honors President Lila Elli, counselor Mark Repe, counselor Rob Stewart and Counselor Ward Hamilton, for their service, leadership and commitment to the people of Melrose. And whereas their dedication and pass and passion for Melrose have left a lasting impact that will not soon be forgotten and their contributions will continue to benefit the community for years to come. Now therefore be it resolved that the council extends its heartfelt appreciation to them and to their families for the time, energy,
▶ 21:22 Leila Migliorelli: and unwavering support that made their service possible. And be it further resolved that the city of Melrose offers its warmest best, best wishes to each of them in all future endeavors with gratitude for their lasting contributions to the Melrose community adopted by the Melrose City Council on this 15th day of December, 2025. Thank you all. Thank you for their kind words. And, um, with no other comments. Um, I well, I I cannot make a comment. It's, it's been, um, it's been wonderful, challenging, um, interesting over these last six years on the city council. And I think, you know, when you touch upon the pandemic, I, you know, think of my colleagues, uh, Councillor Gepe and Stewart and being there on those first virtual
▶ 22:29 Leila Migliorelli: meetings for quite a while. Really like none, totally unexpected. Um, and thinking about what we've done and accomplished since then, what we've been through, um, together as a group, as we've welcomed on new counselors. And, um, I feel like this has been an invaluable experience for me, um, serving a community in which I spent my early childhood and, uh, came back 10 years ago to raise a family. Um, so just wanted to say thank you. Um, and with no other comments, I will, um, conclude the meeting unless any other counselors have anything to say. No discussion. Alright. Uh, Actually I'll just ask. Yes. I just wanna say thank you, um, all four of you, um, for various reasons, but, uh, great leadership comradery
▶ 23:23 Kimberly Vandiver: and I think we all served on this council really well together. Um, so just wanna say thank you and you will be greatly missed If I could as well. I mean, looking around the room today during this meeting was really bittersweet. We've had a great group of people. I think we've, we knew counselors this past term have been really lucky and really fortunate to serve with all of you, and especially with the four of you going out. So really appreciate that chance. Thank you. Well fine. Now I'm gonna go, even though I was already up there, just, it really has been an honor to serve with all of you. Um, we've learned a lot from you and really hope to carry on sort of the legacy of what you've done here.
▶ 24:03 Um, just really appreciate you. Thank you. All right. With that, we are now adjourned. Thank you.