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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO:
Board of Commissioners
Philip Morley, County Administrator
FROM:
Janet Silvus, Director
Jeff Com 911
DATE:
01105/2011
RE:
State Military Department E911 Grant for FY 2011, Grant El1-191
f"t'/h:",-,/, ~.l
STATEMENT OF ISSUE: Mid-year ~ of Jeff Com FY 2011 Wireline and Wireless
Operations Contract #Ell-0191 with the Washington State E911 Program.
ANALYSIS: The Washington State E911 program provides iinancial assistance to Jeff Com
solely for expenses necessary to answer 911 calls originating in Jcflerson County. This
includes performing certain tasks and maintaining certain equipment necessary to operate
Wireline and Wireless Enhanced 911. Reimbursement shall be solely for eligible items
included in Chapter 118-66 WAC. L"'-"h,T" c.>"",...r.- '\-t..u......... t, b/~o/-/ --....J
g or"~ ":jr-e-,.........,.e~.{...7 C.tO>, vi.:r ;-'~~.... '1.'-0 91/S//1 l'-.'~Q'~' ~i:"ti" r~t"1i:...,~~..e-~.,,:::- l~"
FISCAL IMP ACT: Jeff Com will be reimbursed for necessary expenses incurred by f'r...,~..,.>.,
providing E9l1 service to Jefferson County. /;0-",
RECOMMENDATION: Please sign both original contracts. One completed contract w~i€"
be returned to BOCC when received back from State 911.
DEPARTMENT CONTACT: Janet Silvus ext. 788 or Kathy Young ext. 756.
REVIEWED BY:
"'"1
2~
/ ./or',
._N1rlip Morley';'" ounty Adrr\.inistrator
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-----'
! /;. c; Ire:
Date
1. Contractor Name and Address: 2. Contract Amount: 3. Contract Number
Jefferson County
Post Office Box 1220 $212,843 E11-191
Port Townsend, Washington 98368
4. Contractor's Contact Person, phone number: 5. Contract Start Date 6 Contract End Date
Janet Silvus / 360.344.9788 January 1, 2011 September 15, 2011
jsilvus@jcpsn.us
7. MD Program Manager/phone number: 8 Data Universal Numbering System 9 UBI # (state revenue):
Lorri Gifford/253.512.7013 (DUNS #)
I.gifford@emd.wa.gov 179278197 161-001-169
10. Funding Authority:
Washington State Military Department and State Enhanced 911 Funds
11. Funding Source Agreement #: 12. Program IndeX# & Obj/SubObj: 13. CFDA # & Title: 14. TIN or SSN:
RCW 38.52.510, .540, .545 71281;71282 NZ NA 91-6001322
Chapter 118-66 WAC
15. Service Districts: 16. Service Area by County(ies): 17. Women/Minority-Owned, State
(BY LEGISLATIVE DIST) 24 Jefferson County Certified?: I8J N/A D NO
(BY CONGRESSIONAL DIST) 6 D YES, OMWBE #
18. Contract Classification: 19. Contract Type (check all that apply):
o Personal Services D Client Services I8J Public/Local Gov't I8J Contract D Grant D Agreement
D Collaborative Research D A/E D Other D Intergovernmental (RCW 39.34) D Interagency
20. Contractor Selection Process: 21. Contractor Type (check all that apply)
I8J "To all who apply & qualify" D Competitive Bidding D Private Organizationllndividual D For-Profit
D Sole Source D AlE RCW o N/A I8J Public Organization/Jurisdiction I8J Non-Profit
D Advertised? DYES DNO D VENDOR D SUBRECIPIENT I8J OTHER
22. BRIEF DESCRIPTION:
To the extent of available funds, provide reimbursement to the Contractor (County) for certain approved incurred
eligible Coordinator Professional Development, Operational, and Year End Supplemental expenses as described in
WAC 118-66-050 and E911 policies incorporated herein by reference in the amounts described in the Budget
attached as Exhibit C.
IN WITNESS WHEREOF, the Department and Contractor acknowledge and accept the terms of this contract and
attachments hereto and have executed this contract as of the date and year written below. This Contract Face Sheet,
Special Terms and Conditions, General Terms and Conditions (Exhibit A), Statement of Work (Exhibit B) and Budget
(Exhibit C) govern the rights and obligations of both parties to this contract.
In the event of an inconsistency in this contract, unless otherwise provided herein, the inconsistency shall be resolved by
giving precedence in the fOllowing order:
(a) Applicable Federal and State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions, if attached, and
(e) any other provisions of the contract incorporated by reference.
This contract contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise,
regarding the subject matter of this contract shall be deemed to exist or to bind any of the parties hereto.
WHEREAS, the parties hereto have executed this contract on the day and year last specified below.
FOR THE DEPARTMENT: FOR THE CONTRACTOR:
Signature Date Signature Date
James M. Mullen, Director John Austin, Chairman
Emergency Management Division Board of County Commissioners
Washington State Military Department for
I
APPROVED AS TO FORM / I ' C
Chad C. Standifer (signature on file) 11/22/10 Jefferson County 1 _.
Assistant Attorney General " /, '~ ___.::I'_'/'-"'L~ _
.
, ,
Washington State Military Department
CONTRACT FACE SHEET
Form 10/27/00 kdb
E911 County Contract
Page 1 of 11
Jefferson County
E11-191
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
CAMP MURRAY, WASHINGTON 98430-5122
NEW FORM WILL REPLACE PREVIOUS FORMS
NAME OF ORGANIZATION
Jefferson County
PROJECT DESCRIPTION
FY10 E911 County Contract
11. AUTHORIZING AUTHORITY
SIGNATURE
PRINT OR TYPE NAME
John Austin
Uk
';'11:;
H
12 AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS
SIGNATURE PRINT OR TYPE NAME
John Austin
:(iT'
DATE SUBMITTED
1/31/2011
CONTRACT NUMBER
E11-191
TITLE/TERM OF OFFICE
Chairman, Board of County
Commissioners 12/31/14
TITLE/TERM OF OFFICE
Chairman, Board of County
Commissioners 12/31/14
13 AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT (A-19)
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Janet Silvus Director. Jeff Com 911
Please cornp!ete form \Vith any neIN:.::untrac: or any tWl1e personne: changes
Submit one on'~inal to State [:911 CYflce
Office Mana er, Jeff Com 911
SPECIAL TERMS AND CONDITIONS
ARTICLE I -- COMPENSATION SCHEDULE:
This is a reimbursement contract. Within the total contract amount, travel, goods, services and other listed
budget categories will be reimbursed on an actual cost basis.
Payment Provisions
a. Not more often than monthly, the Contractor shall submit to the Department invoice vouchers (Form A-
19) requesting reimbursement for incurred eligible expenses listed in WAC 118-66-050. In the
"Description" column of the Form A-19 invoice vouchers, the Contractor shall list each vendor name,
each incurred eligible expense for which reimbursement is being sought, the check or warrant
number(s) used by the Contractor to pay each listed eligible expense, and the date of the check or
warrant for which the Contractor is requesting reimbursement.
b. Within 30 days of receiving and approving the invoice voucher, the Department shall remit to the
Contractor a warrant for reimbursement as described herein.
c Payment by the Department to the Contractor shall only be made as reimbursement for eligible
expenses approved by the Department and incurred between January 1, 2011 and June 30, 2011.
The Contractor shall not request payment in anticipation of expenditures not yet incurred.
d. If a question arises about the requested reimbursement, the Contractor will be notified via e-mail and/or
telephone call and will have five (5) working days to provide the requested information. If information
satisfactory to the Department has not been provided within that time, the expense in question will be
subtracted and the balance of approved eligible incurred expenses will be processed for
reimbursement.
e. The Contractor agrees to use forms and/or system provided by the Department for necessary reports.
f The Contractor agrees to abide by all applicable Enhanced 911 statutes, regulations and Policies.
ARTICLE II -- REPORTS:
I n addition to any reports as may be required elsewhere in this contract, the Contractor shall prepare and
submit the following reports to the Department's Key Personnel:
Financial Reports #/Copies Completion Date
Monthly Expense Report (includes salary
report, training report, call volume, and
local revenue report)
Local Travel Policy/Procedures
Annual PSAP Equipment Report (required for
each primary PSAP with in County) 1 February 28, 2011
Final Reimbursement Request 1 July 31, 2011
All contract work must end on June 30, 2011; although certain reports may be submitted by July 31, 2011 as
described above Final billing not received by July 31, 2011 may not be processed. The contract remains
open through September 15, 2011 only to allow for final contract reconciliation.
ARTICLE III -- KEY PERSONNEL:
The individuals listed below shall be considered Key Personnel; however, either party may designate a
substitute by advance written notification to the other party.
CONTRACTOR: MILITARY DEPARTMENT:
Name Janet Silvus I Name Teresa Lewis
Title E911 Coordinator Title E911 Financial Coordinator
E-Mail jsilvus@jcpsn.us I E-Mail t.Iewis@emdwa.qov
Phone 360.344.9788 I Phone 253.512.7481
1
No later than 30 days following the
end of the month
1
February 28, 2011
E911 County Contract
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Jefferson County
E11-191
ARTICLE IV -- ADMINISTRATIVE REQUIREMENTS:
The Contractor shall use the following to determine allowable cost principles: State Office of Financial
Management (OFM) Regulations-State Administrative and Accounting Manual (SAAM) and the Local
Government Budget and Accounting Reporting System (BARS).
ARTICLE V -- ADDITIONAL SPECIAL CONDITIONS AND MODIFICATION TO GENERAL CONDITIONS:
1. USE OF FUNDS
The funds provided by the Department as described in the Budget attached as Exhibit C, shall be used
by the Contractor solely for reimbursement of those approved incurred eligible expenses as described
in WAC 118-66-050 and the E911 pOlicies incorporated herein that are necessary to operate Enhanced
911 countywide. Reimbursement shall be made consistent with E911 policies for approved expenses
described in WAC 118-66 that are incurred between January 1, 2011 and June 30, 2011.
2. LOCAL FUNDING
The Contractor affirms that it has authorized collection of the local E911 excise tax authorized under
RCW 8214B.030(1). RCW 8214B.030(2) and/or RCW 82.14B.030(3) and that these funds are being
used for wireline, and/or wireless eligible expenses listed in WAC 118-66 to operate the Enhanced 911
system in the county. Consistent with RCW 38.52.540(2), the Contractor will not request, receive or
expend funds under this contract for wireline and wireless eligible expenses if it has not imposed the
maximum county E911 tax allowed under RCW 8214B.030(1) for switched access lines, and will not
request, receive or expend funds under this contract for wireless eligible expenses if it has not imposed
the maximum county E911 tax allowed under RCW 82.14B.030(2) for radio access lines
3. CONSOLIDATION
If the Contractor receives funds under this contract in support of a consolidated Primary Public Safety
Answering Point (PSAP), the Contractor agrees to maintain and operate the consolidated PSAP for
three (3) years from the date of the consolidation and thereafter for the life of this contract. Failure to
comply with this requirement will result in a recapture of funds as provided in the General Terms and
Conditions. For purposes of this contract, a consolidated PSAP is one operated by or on behalf of a
county as the primary PSAP for all operations of enhanced 911 call-taking and call transfer activities in
that county. The consolidated PSAP may also be engaged in, pursuant to interlocal agreement, the
dispatching of public safety resources serving several jurisdictions. A primary PSAP is one that initially
answers all 911 calls within the county.
4. ENHANCED 911 POLICIES
The Contractor agrees to abide by all of the following Enhanced 911 Policies, as amended, available at
htipilwliVwemdwaqov!e91jie911 jJ.Qi~cjesshtml and incorporated herein by reference:
E911 County Contract Policy, E911 County Regionalization Contract Policy, Advisory Committee
Attendance Policy, E911 Coordinator Forum Attendance Policy, E911 Training Policy, E911 Year End
Supplemental Funding Policy, E911 Public Safety Answering Point (PSAP) Support Mapping Policy,
E911 Customer Premises Equipment Support Policy, E911 Auxiliary Generator Support Policy, E911
Call Detail Recorder Support Policy, E911 LoggingNoice Recorder Support Policy, E911 Clock
Synchronizer Support Policy, E911 Computer Aided Dispatch (CAD) Support Policy, E911
Uninterruptible Power Supply Support Policy, E911 10-Digit Telephone Line Support Policy, E911
Salaries and Benefits, and the E911 Public Education Policy
5 ATTENDANCE OBLIGATIONS
The Contractor agrees to send the designated County Enhanced 911 personnel to the following events:
a. Advisory Committee Meetings: County agrees to send the Enhanced 911 Coordinator to as
many of the Advisory Committee meetings as possible, but no less than five (5) of the nine (9)
Advisory Committee meetings between July 1, 2010 and June 30, 2011 in accordance with the
E911 Advisory Committee Attendance Policy; and
b. Coordinator Forums: County agrees to send the Enhanced 911 Coordinator and an additional
appropriate E911 representative to the March 2011 Spring Training Coordinator Forum, and to
the June 2011 Summer Training Forum/Conference, in accordance with the E911 Coordinator
Forum Attendance Policy.
E911 County Contract
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Jefferson County
E11-191
Exhibit A
General Terms and Conditions
Emergency Management - Enhanced 911
1. DEFINITIONS
As used throughout this contract the following terms shall have the meanings set forth below:
a "Department" shall mean the Washington State Military Department (WMD), or any of the
officers or other officers lawfully representing that Department
b "Contractor" shall mean the named county performing services under this contract or grant It
shall include any subcontractor retained by the Contractor as permitted under the terms of this
contract
c. "Subcontractor" shall mean one, not in the employment of the Contractor, who is performing all
or part of those services under this contract under a separate contract with the Contractor The
terms "subcontractor" and "subcontractors" mean subcontractor(s) in any tier
d. "PSAP" means Public Safety Answering Point as defined in WAC 118-66.
e. "WAC" is defined and used herein to mean the Washington Administrative Code.
f. "RCW" is defined and used herein to mean the Revised Code of Washington.
2 EVALUATION AND MONITORING
a. The Contractor shall cooperate with and freely participate in any monitoring or evaluation
activities conducted by the Department or the State Auditor that are pertinent to this contract
b. The Department and the State Auditor or any of their representatives shall have full access to
and the right to examine, inspect, audit and copy, at all reasonable times, Contractor's records
with respect to all matters covered in this contract Such rights last for six (6) years from the
date final payment is made hereunder
3. RECORDS MAINTENANCE AND RETENTION
a The Contractor shall maintain books, records, documents, and other evidence using accounting
procedures and practices that sufficiently and properly reflect all direct and indirect costs of any
nature expended in the performance of this contract
b. The Contractor will retain all books, records, documents, and other material relevant to this
contract for six (6) years after the date of grant closure or contract final expiration date,
whichever applies to this document
4. ADVANCE PAYMENTS PROHIBITED -- No payments in advance or in anticipation of services or
supplies to be provided under this contract shall be made by the Department
5. TRAVEL AND SUBSISTENCE REIMBURSEMENT -- Unless the contract specifically provides for
different rates, any travel or subsistence reimbursement allowed under the contract shall be paid in
accordance with rates set pursuant to RCW 43.03.050 and RCW 43.03.060 as now existing or
amended.
6. SUBCONTRACTS -- All subcontracting agreements entered into pursuant to this contract shall
incorporate this contract by reference.
7. NONASSIGNABILlTY -- Neither this contract, nor any claim arising under this contract, shall be
transferred or assigned by the Contractor
8. DISCLOSURE -- The use or disclosure by any party of any information concerning the Department for
any purpose not directly connected with the administration of the Department's or the Contractor's
responsibilities with respect to services provided under this contract is prohibited except by prior written
consent of the Department or as required to comply with the Public Records Act or court order.
9. ATTORNEY'S FEES - Except as provided for in the section entitled "Recapture Provisions", in the
event of litigation or other action brought to enforce contract terms, each party agrees to bear its own
attorney's fees and costs.
E911 County Contract
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10. RECAPTURE PROVISIONS -- In the event that the Contractor fails to expend funds under this contract
in accordance with state laws or the provisions of this contract, the Department reserves the right to
recapture state funds in an amount equivalent to the extent of the noncompliance. Such right of
recapture shall exist for a period not to exceed six years following contract termination or audit
resolution, whichever is later. Repayment by the Contractor of funds under this recapture provision
shall occur within thirty (30) days of demand. In the event that the Department is required to institute
legal proceedings to collect such funds, the Department shall be entitled to its costs thereof, including
reasonable attorney's fees.
If funds are provided for a consolidated PSAP under this contract the Department reserves the right to
recapture any such funds in the event the County fails to maintain a consolidated PSAP for the period
specified herein.
11. NONDISCRIMINATION -- During the performance of this contract, the Contractor shall comply with all
federal and state nondiscrimination statutes and regulations. These requirements include, but are not
limited to:
a. Nondiscrimination in Employment: The Contractor shall not discriminate against any employee
or applicant for employment because of race, color, sex, sexual orientation, religion, national
origin, creed, marital status, age, Vietnam era or disabled veterans status, or the presence of
any sensory, mental, or physical handicap. This requirement does not apply, however, to a
religious corporation, association, educational institution or society with respect to the
employment of individuals of a particular religion to perform work connected with the carrying on
by such corporation, association, educational institution or society of its activities.
b. The Contractor shall take action to ensure that employees are employed and treated during
employment without discrimination because of their race, color, sex, sexual orientation, religion,
national origin, creed, marital status, age, Vietnam era or disabled veterans status, or the
presence of any sensory, mental, or physical handicap. Such action shall include, but not be
limited to, the following: Employment, upgrading, demotion, or transfer, recruitment or
recruitment selection for training, including apprenticeships and volunteers.
12 AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, 42 U.S.C. 12101 et
seq. and its implementing regulations also referred to as the "ADA" 28 CFR Part 35. The Contractor
must comply with the ADA, which provides comprehensive civil rights protection to individuals with
disabilities in the areas of employment, public accommodations, state and local government services,
and telecommunication
13. COMPLIANCE WITH APPLICABLE LAW -- The Contractor and all subcontractors shall comply with,
and the Department is not responsible for determining compliance with, any and all applicable federal,
state, and local laws, regulations, and/or policies. This obligation includes, but is not limited to,
nondiscrimination laws and/or policies; the Americans with Disabilities Act (ADA); Ethics in Public
Service (RCW 42.52); Covenant Against Contingent Fees (e.g, Federal Acquisition Regulation 48 CFR
Sec. 52.203-5); Public Disclosure (RCW 42.56); and safety and health regulations.
I n the event of the Contractor's or a subcontractor's noncompliance or refusal to comply with any law or
policy, the Department may rescind, cancel, or terminate this contract in whole or in part. The
Contractor is responsible for any and all costs or liability arising from the Contractor's failure to so
comply with applicable law.
14. CONTRACTOR NOT EMPLOYEE OF DEPARTMENT -- The Contractor, and/or employees or agents
performing under this contract are not employees or agents of the Department in any manner
whatsoever. The Contractor will not be presented as nor claim to be an officer or employee of the
Department or of the State of Washington by reason hereof, nor will the Contractor make any claim,
demand, or application to or for any right or privilege applicable to an officer or employee of the
Department or of the State of Washington, including, but not limited to, Workers' Compensation
coverage, unemployment insurance benefits, social security benefits, retirement membership or credit,
or privilege or benefit which would accrue to a civil service employee under Chapter 41.06 RCW.
E911 County Contract
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Jefferson County
E11-191
15. LIMITATION OF AUTHORITY -- "Authorized Signature" Only the assigned Authorized Signature for
the Department or the assigned delegate by writing (delegation to be made prior to action) shall have
the express, implied, or apparent authority to alter, amend, modify, or waive any clause or condition of
this contract. Furthermore, any alteration, amendment, modification, or waiver of any clause or
condition of this contract is not effective or binding unless made in writing and signed by the authorized
person.
16. TREATMENT OF ASSETS -- Upon successful completion of the terms of this contract, all assets,
including equipment, purchased through this contract will be owned by the Contractor unless otherwise
specified by the funding source. The Contractor shall be responsible for any and all operation and
maintenance expenses and for the safe operation of said equipment including all questions of liability.
17. WAIVER OF DEFAULT -- Waiver of any default shall not be deemed to be a waiver of any subsequent
default. Waiver of breach of any provision of the contract shall not be deemed to be a waiver of any
other or subsequent breach and shall not be construed to be a modification of the terms of the contract.
18 LEGAL RELATIONS -- To the extent permitted by applicable law, each party to this contract shall be
responsible for injury or death to persons and damage to property resulting from negligence on the part
of itself, its employees, agents, officers, or subcontractors Neither party assumes any responsibility to
the other party for the consequences of any act or omission of any third party.
19. CONTRACT MODIFICATIONS -- The Department and the Contractor may, from time to time, request
changes in services to be performed with funds subject to this contract. Any such changes that are
mutually agreed upon by the Department and the Contractor shall be incorporated herein by written
amendment to this contract. It is mutually agreed and understood that no alteration or variation of the
terms of this contract shall be valid unless made in writing and signed by the parties hereto, and that
any oral understanding or agreements not incorporated herein, unless made in writing and signed by
the parties hereto, shall not be binding.
20. TERMINATION OF CONTRACT
a. If, through any cause, the Contractor shall fail to fulfill in a timely or proper manner its
obligations under this contract or if the Contractor shall violate any of its covenants,
agreements, or stipulations of this contract, the Department has the right to terminate this
contract and withhold the remaining allocation if such default or violation is not corrected within
thirty (30) days after submitting written notice to the Contractor describing such default or
violation
b. Notwithstanding any provisions of this contract, either party may terminate this contract by
providing written notice of such termination, specifying the effective date thereof, at least thirty
(30) days prior to such date.
c. Reimbursement for eligible expenses incurred by the Contractor prior to the effective date of
such termination shall be as the Department reasonably determines.
d. The Department may unilaterally terminate all or part of this contract, or may reduce its scope of
work and budget, if there is a reduction in funds by the source of those funds, and if such funds
are the basis for this contract.
21. DISPUTES -- The parties shall make every effort to resolve disputes arising out of or relating to this
contract through discussion and negotiation. Should discussion and negotiation fail to resolve such
dispute, the parties shall select a dispute resolution panel to resolve the dispute. The panel shall
consist of a representative appointed by each party and a third representative mutually agreed upon by
both parties. The panel shall attempt, by majority vote, to resolve the dispute. The parties agree that
this dispute process shall precede any action in a judicial or quasi-judicial tribunal.
22. GOVERNING LAW AND VENUE -- This contract shall be construed and enforced in accordance with,
and the validity and performance hereof shall be governed by, the laws of the State of Washington.
Venue of any suit between the parties arising out of this contract shall be the Superior Court of
Thurston County, Washington.
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23 SEVERABILITY -- If any provision of this contract or application thereof to any person or circumstance
is held invalid, such invalidity shall not affect other provisions or application of this contract which can
be given effect without the invalid provision or application, and to this end, the provisions of this
contract are declared severable.
24. INDUSTRIAL INSURANCE COVERAGE -- Prior to performing work under this contract, the Contractor
shall provide industrial insurance coverage for the Contractor's employees, as may be required by Title
51 RCW. The Department will not be responsible for payment of industrial insurance premiums or for
any other claim or benefit for a consultant or any subcontractor or employee of the Contractor, which
may arise during the performance of services under this contract. Before the start of any work required
by this Contract, the Contractor shall deliver to the Department certificates of insurance reflecting that
the Contractor has obtained all the insurance coverage required by this section
25 GENERAL INSURANCE -- The Department and its officers, employees, and agents, while acting in
good faith within the scope of their official duties, are covered by the State of Washington Self-
Insurance Program and the Tort Claims Act (RCW 4.92.060 et seq.), and successful claims against the
Department and their employees, officers, and agents in the performance of their official duties in good
faith under this Agreement will be paid from the tort claims liability account as provided in RCW
4.92.130. Contractor hereby notifies the Department that as a County Government of the State of
Washington and in accordance with Washington law, Contractor has full loss coverage for itself, its
officers, employees and agents, through self insurance and/or the purchase of insurance. Upon the
Department's request, Contractor will provide the Department with details of its self insured retention,
proof of its additional insurance, and all loss coverage. This program of self insurance and/or
purchased insurance includes general liability, automobile liability, workers compensation and
employers' liability.
End Approved 8/31/2009
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Exhibit B
STATEMENT OF WORK
ENHANCED 911 COUNTY CONTRACT - FY2011
January 1, 2011 - June 30, 2011
I. INTRODUCTION:
The Washington Military Department Emergency Management Division has statutory authority under
RCW 38.52.510 to assist and facilitate Enhanced 911 (E911) operation throughout the state, and under
RCW 38.52.540. RCW 38.52.545, and Chapter 118-66 WAC to provide funds from the State Enhanced
911 account to assist the Contractor to establish and operate an Enhanced 911 program. Under this
contract, to the extent of available funds, the Military Department will provide reimbursement to the
Contractor (County) in the amounts described in the Budget attached as Exhibit C for those incurred
eligible Coordinator Professional Development and Operational Expenses approved by the Department
as described below and consistent with WAC 118-66-050 and the E911 policies incorporated by
reference into this contract by Special Terms and Conditions, Article VA.
II. ELIGIBLE EXPENSES AND PRIORITIES ESTABLISHED BY THE LEGISLATURE:
Priorities for expenditure of state E911 funds have been established by both the state legislature and
the Military Department:
A. RCW 38.52.540(1) provides that funds from the state E911 account should be "used only to
support the statewide coordination and management of the enhanced 911 system, for the
implementation of wireless enhanced 911 statewide, and to help supplement, within available
funds, the operational costs of the system, including adequate funding of counties to enable
implementation of wireless enhanced 911 service and reimbursement of radio communications
service companies for costs incurred in providing wireless enhanced 911 service pursuant to
negotiated contracts between the counties or their agents and the radio communications service
companies";
B. RCW 38.52.540(3) provides that the State E911 Coordinator is "authorized to enter into
statewide agreements to improve the efficiency of enhanced 911 services for all counties and
shall specify by rule the additional purposes for which moneys, if available, may be expended
from this account";
C. RCW 38.52.545 provides that "[i]n specifying rules defining the purposes for which available
moneys may be expended, the state enhanced 911 coordinator, with the advice and assistance
of the enhanced 911 advisory committee, shall consider base needs of individual counties for
specific assistance. Priorities for available enhanced 911 funding are as follows: (1) To assure
that 911 dialing is operational statewide; (2) to assist counties as necessary to assure that they
can achieve a basic service level for 911 operations; and (3) to assist counties as practicable to
acquire items of a capital nature appropriate to increasing 911 effectiveness";
D. WAC 118-66-020 reiterates the E911 funding purposes and priorities established by the
legislature;
E. WAC 118-66-040 describes County eligibility for funding; and
F. WAC 118-66-050 lists expenses that "may be eligible for reimbursement..based on a
reasonable prioritization by the state E911 coordinator" and "in accordance with the purposes
and priorities established by the statute and regulation"
III. ELIGIBLE EXPENSES AND PRIORITIES ESTABLISHED IN CONTRACT:
A. Consistent with statutes and regulations cited herein, this contract provides reimbursement
solely for certain approved eligible expenses described in WAC 118-66-050 incurred by the
Contractor from January 1, 2011 - June 30, 2011, in support of E911 calls originating in the
county, including eligible expenses in the following prioritization: (1) E911 statewide dialing, (2)
E911 basic service, and (3) capital items.
E911 County Contract
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E11-191
County contracts contain two categories of eligible expenses available for reimbursement as
described below: Statewide Services, and Operations.
1. Statewide services benefit all counties and do not require local revenue to be expended
prior to state direct payment or reimbursement through county contracts Statewide
services are broken into two categories: those directly paid by Department outside this
contract on behalf of Counties and those Coordinator Professional Development
expenses which are reimbursed through this contract.
a. Direct paid items include, but are not limited to: network, database, state
contracted training for call receivers; mapping data software; coordination and
facility expense for state sponsored training; coordinator forums; advisory
committee meetings and advisory committee subcommittee meetings. These
expenses are paid by the Department outside this contract.
b. Coordinator Professional Development reimbursement through County Contracts
include travel expenses for attending: Advisory Committee meetings; Advisory
Committee Subcommittee meetings; Coordinator Forums; State Supported
training; National Conference attendance; Public Education; 911 Salaries,
Benefits and Training; and 911 Call Receiver Training.
2. Operations funding benefits only those counties that have expended their local revenue
on eligible E911 expenses and need additional reimbursement assistance to meet their
eligible operational expenses. Operations expenses are only reimbursed to counties
through their County Contracts.
a. A county in the state of Washington may be eligible to received available funds
from the enhanced 9-1-1 account (state) for certain eligible enhanced 9-1-1
expenses as described in WAC 118-66-040 only if the county has imposed the
maximum county enhanced 9-1-1 tax allowed under RCW 82.14B.030(1) and
RCW 82.14B.030(2).
b. State reimbursement for eligible expenses for operations is available only if the
county 911 system is completely enhanced for wireline, and wireless E911
services.
c Operations expenses consist of statewide dialing, basic service, and capital
items listed in WAC 118-66 and defined in the E911 Policies
B. Expenses.
1. General Reimbursement Requirements for Countv Contractors
a. Reimbursement will be made, contingent upon funding availability, only for
eligible approved expenses identified in RCW 38.52.545 and WAC 118-66-050;
b. Subject to available funding and approval by the Department, eligible expenses
will be funded at 100 percent of requested amount, subject to reimbursement
limits set in policy or WAC;
c. In the event available funding will not cover all contract eligible amounts, items
will be funded in full or not at all;
d. Funding is for primary Public Safety Answering Point (PSAP) only, unless
otherwise specified in applicable Department policy;
e. All line items are common elements and will be split 40 percent wireline and 60
percent wireless, consistent with State E911 revenues received;
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2. Ineliqible Items:
Expenses not listed in WAC 118-66-050 (1), (2) and/or (3), and not directly associated
with the operation of the E911 system are not eligible for state financial assistance for
E911 operations. These ineligible expenses include, but are not limited to:
a. Expenses associated with the deconsolidation/de-regionalization of a PSAP
and/or public safety dispatch functions;
b. Purchase, maintenance, or replacement of radio systems;
c. Facility remodeling costs;
d. Insurance (except for eligible employee benefits: medical, dental, Labor and
Industries insurance premiums);
e. Supplies or incidentals (e.g., tapes, batteries except for call takers headsets);
f. Building maintenance and utilities;
g. Security system and key costs;
h. Weather station or information costs;
I. Americans with Disabilities Act facility upgrade costs; and
J. Administrative phone lines/Non-emergency phone lines (10-digit numbers).
3. Expense Documentation and Approval:
a. Contractor must submit documentation of eligible expenses to the Department;
including identification of vendor, warrant number, date, and applicable E911
eligible expense categorization on forms supplied by the Department;
b. Contractor must submit eligible Expense Reports and/or requests for
reimbursement so they are received by the Department by the 30th day following
the month in which payment was made; and counties with "Action Plans" due to
audit findings must submit additional hard copy documentation, as required, so it
is received by the Department by the 30th day following the month in which
payment was made;
c. Expenses contained in Expense Reports not submitted by the 30th day following
payment, including additional hard copy documentation as required by "Action
Plans", may not be reimbursed. However, revenues reported in such Expense
Reports will be counted as part of the County's local revenue;
d. Expense Reports will be processed in the order received by the Department;
e. The Department may request additional documentation and/or information from
Contractor pertaining to reimbursement requests, and any delay in providing the
requested information may result in delay in reimbursement or reduced
reimbursement;
f. All approved training expenses must be submitted as a whole after the event with
the exception of conference registration fee
g. Training expenses are exempt from the 30 day submittal requirement, but must
be submitted for reimbursement within 60 days of the actual event.
h. Prior to purchasing or leasing any equipment or software, Contractor must submit
a written quote to the Department for review and approval: Without prior written
approval the purchase or lease may not be eligible for reimbursement by the
Department.
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Exhibit C
BUDGET
WIRELlNE (71281) WIRELESS (71282)
Coordinator Professional Development
Operational
Totals for Wireline and Wireless
CONTRACT TOTAL NOT TO EXCEED
$13,480
$43,767
$57,247
$ 20,220
$135376
$155,596
$212,843
Funding Source: RCW 38.52510, .540, .545/Chapter 118-66 WACPI# 71281 Wireline and 71282 Wireless
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