HomeMy WebLinkAboutCONSENT ILA with JCSO and PAO JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Josh Peters, County Administrator
FROM: Sheriff Andy Pernsteiner
DATE: 6/ Celia
67 .
SUBJECT: Warrant and record clerk contract with Pencom911
STATEMENT OF ISSUE: JCSO has had a MOU with Jeffcom911 for several years which will expire in
June of 2026. JCSO wants to sign a contract with Pencom911 for this function.
ANALYSIS: JCSO needs a record clerk to enter warrants and orders, since Jefcom911 is no longer capable
of providing this service, we need to contract with Pencom911. JCSO will pay Pencom911 for the entry of
orders and warrants for both JCSO and PTPD and in turn Jefferson County will invoice PTPD as part of the
public services contract already in existence.
FISCAL IMPACT:
Partnering with Pencom911 will be a cost savings of$28,000 for the service that they will provide to JCSO
and PTPD.
RECOMMENDATION: Recommend to approve the contract.
REVIEWED BY:
( 1- ( ( (,
Josh Peters, County Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: City of Port Angeles Contract No: Pencom911
Contract For: Warrant Clerk Term: 5 years
COUNTY DEPARTMENT: Jefferson County Sheriff
Contact Person: Andy Pernsteiner
Contact Phone: (360)344-9760
Contact email: apemsteiner@co.jefferson.wa.us
AMOUNT: $100,000 PROCESS: _ Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: too,000($40,000 billed to PTPD _ Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds — Vendor List Bid
Fund# _ RFPorRFQ
Munis Org/Obj i/ Other: ILA
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE W H JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: p N/A:0 ea.(
Ignature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: n N/A: J �!_
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 5/15/2026.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 5/14/2026.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
INTERLOCAL AGREEMENT
BY AND BETWEEN
JEFFERSON COUNTY AND THE CITY OF PORT ANGELES
THIS INTERLOCAL AGREEEMENT("ILA") is by and between Jefferson County, a
Washington political subdivision of the State of Washington (the "County"), on behalf of the
Jefferson County Sheriff's Office ("JCSO") and the City of Port Angeles, a Washington
municipality ("COPA") for the provision of certain services by COPA to JCSO through Pencom
911, a department of COPA. The County and COPA are each referred to as a "Party" and
together as "the Parties."
WHEREAS, the County Board of Commissioners wishes to approve an agreement
between JSCO and the COPA establishing the terms and conditions whereby Pencom 911 will
provide the County with warrant and protection order data entry and data management
services as described further below (the "Services");
WHEREAS, the Services include provision of services to the County on behalf of the City
of Port Townsend, which the County shall separately charge the City of Port Townsend via an
amendment to the County's existing Law and Justice ILA with the City of Port Townsend or
another agreement;
WHEREAS, the COPA City Council wishes to approve an agreement between JSCO and
the County establishing the terms and conditions whereby Pencom 911 will provide the County
with the Services;
WHEREAS, the Parties are authorized to enter into this MOU in accordance with the
Interlocal Cooperation Act as codified at Chapter 39.34 RCW, as this arrangement will allow
local governmental units to make the most efficient use of their powers by enabling them to
cooperate with other localities on a basis of mutual advantage and thereby to providing
services and facilities in a manner and pursuant to forms of governmental organization that will
accord best with geographic, economic, population and other factors influencing the needs and
development of local communities;
WHEREAS, Pencom 911 already has the power and authority to, and provides similar
services to other agencies within Clallam County, and the provision of these services is within
its law enforcement functions and purposes;
NOW, THEREFORE, In consideration of the mutual covenants herein contained, and
good and adequate consideration, the Parties agree as follows:
1. Data Entry Services. Pencom 911 will provide JCSO warrant and protection order data
entry services in a timely fashion, including but not limited to entering, clearing,
canceling and modifying computer records in regional, state and national law
Page 1 of 5
ILA between JCSO and COPA for Warrant Entry Services
enforcement databases; filing and verifying for accuracy of such records of the criminal
justice agencies of the City of Port Townsend and JCSO; and maintaining confidentiality
of all information. Examples of work performed include, and are not limited to:
• Enter arrest warrants in the state database and the in-house records management
system and quash warrants in both systems;
• Enter, modify, and cancel protection orders;
• Enter data into the computer from source documents using a computer terminal
(source documents include arrest warrants, protection orders, and other similar
law enforcement records);
• Maintain orderly and accurate files of source documents;
• Validate entry records monthly and quarterly for accuracy and currency of
information;
• Ensure adequate training and supervision of all Pencom 911 staff performing data
entry services; and
• Maintain working contacts within the courts and law enforcement agencies.
2. Financial Consideration. The annual rate for these services shall be $100,000, with the year
2026 prorated for the months during which Pencom 911 provides these services. The Parties
agree that this charge shall increase 3% per year starting in 2027. Pencom 911 shall invoice
JCSO quarterly, with payment to be remitted no later than thirty (30) days from date of
invoice. If this ILA is terminated early, the final invoice and payment will cover the last
quarter of service and shall be prorated for any period less than a full quarter.
3. Services related to criminal justice agencies of the City of Port Townsend. The City of
Port Townsend shall not be billed for services related to its warrant and protection order
data entry being provided to JCSO under this ILA. The County enters into this ILA having
received a representation from the City of Port Townsend that it will compensate the
County by a separate agreement for the services provided by Pencom 911 related to the
City of Port Townsend's warrant and protection order data entry. For the avoidance of
doubt, the Parties agree that failure of the City of Port Townsend to compensate the
County pursuant to its representation or otherwise for the City of Port Townsend's
warrant and protection order data entry services provided by Pencom 911 shall not
affect the validity of this ILA. However, COPA agrees it will not enter into any agreement
with the City of Port Townsend to provide warrant and protection order data entry
services directly to the City of Port Townsend during the term of this ILA. The Parties
agree that COPA and its Pencom 911 department shall have no obligation to provide
warrant and protection order data entry services directly to the City of Port Townsend
Page 2 of 5
ILA between JCSO and COPA for Warrant Entry Services
during the term of this ILA.
4. Term. This ILA shall be effective from the date of the last Party's signature through
December 31, 2031. Pencom 911 will begin providing the Services under this agreement
on July 1, 2026. Either Party to this ILA may request termination of this ILA for any reason
upon not less than one-hundred-and-eighty (180) days written notice to the other Party.
If neither Party invokes their right to terminate this ILA as set forth herein prior to the
end of each term, then this ILA shall automatically renew annually on January 1st. There
is no limit to the number of automatic renewals.
5. Contract Administrators. This ILA shall be administered for the County by the
Jefferson County Sheriff, and for Pencom 911 by the Deputy Director of the Port
Angeles Police Department.
6. No real or personal property. The Parties do not intend to and shall not utilize this ILA
for the purchase or sale of any personal or real property.
7. Liabilities. Except for liability that is subject to immunity as provided in Chapter 38.52
RCW, each Party shall indemnify, defend and hold harmless the other Party, their
officers, agents, employees, and volunteers, from and against any and all claims,
demands, damages, judgments, losses, liability and expense (including attorney's fees
and costs) including but not limited to those for personal injury, death or property
damage suffered or incurred by any person, by reason of or in the course of performing
this agreement which is or alleged to be caused by or may directly or indirectly arise out
of any act or omission of the Party, its officers, employees, agents and volunteers.
Except as provided above, in the event more than one Party is responsible or negligent,
each Party shall be responsible in proportion to its negligence. It is understood and
agreed that nothing contained in this ILA shall be considered as in any way constituting
or creating a partnership, joint venture or principal and agent relationship between the
County and the COPA or Pencom 911.
8. Amendments. This ILA and its terms may be amended at any time by mutual written
agreement duly executed by both Parties.
9. Severability. If any provision of this ILA is found to be void or invalid, the remaining
provisions shall remain in full force and effect.
Page 3 of 5
ILA between JCSO and COPA for Warrant Entry Services
IN WITNESS WHEREOF, the Parties execute this
Agreement.
JEFFERSON COUNTY,WASHINGTON
BOARD OF COUNTY COMMISSIONERS
Approved as to form only:
gBthert0nreg ro , DATE
hair ] C < '`"'"
VV May 14,2026
Philip C. Hunsucker DATE
Heidi Eisenhour, DATE Chief Civil Deputy Prosecuting Attorney
Commissioner
Heather Dudley-Nollette, DATE
SHERIFF
An ernsteiner, DATE
Jefferson County Sheriff
SEAL:
ATTEST:
Carolyn Galloway, CMC DATE
Clerk of the Board
Page 4 of 5
ILA between JCSO and COPA for Warrant Entry Services
THE CITY OF PORT ANGELES:
Name:
Title:
Date:
APPROVED AS TO FORM:
Sheida Sahandy, City Attorney
Page 5 of 5