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Consent Agenda
Juvenile Services
From:
Jefferson County
Board of County Commissioners
Agenda Request
To:
Date:
Week of August 1, 201~ \
Interagency Agreeme~~j
AOC and Jefferson County - BECCA Funds ($46,462.00)
Subject:
Statement of Issue:
Agreement for receipt ofBECCA funding to Juvenile and Family Court Services
needs to be executed.
Analyele:
This Agreement reflects our intent to accept our allocation ohtatewlde BECCA
dollars for the State fiscal yeatJuly 1, 2011 through June 30,2012. These funds
support BECCA matters, to-wit: Truancy, At Risk Youth and Child in Need of
Services. BECCA dollars offset court processing, services and detention for non-
offenders. .
Alternatives:
None
Fiscal Impact:
This revenue will be included in my budget for 2012.
Recommendation:
That the Board approve the agreement and sign 3 originals. A fully executed
original will be returned to the BOCC office upon final execution by AOC.
Reviewed by:
Philip Morley, County Admi . rator
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INTERAGENCY AGREEMENT IAA12034
between
STATE OF WASHINGTON
ADMINISTRATIVE OFFICE OF THE COURTS
and
JEFFERSON COUNTY JUVENILE COURT
THIS CONTRACT is entered into by and between the Arlmini.trative Office of the Courts
("AOC") and Jefferson County' Juvenile Court ("Contractor").
PURPOSE
The purpose of this contract is to engage the services of the Contractor to process Becca Bill
programs and services within its jurisdiction.
DESCRIPTION OF SERVICES TO BE PROVIDED
The Contractor will handle Truancy, At Risk Youth (ARY) and Child in Need of Services
(CHINS) programs within the Contractor's jurisdiction pursuant to Chapter 13.32A, Revised
Code of Washington (Rew).
The Contractor shall submit summary reports to AOC documenting Becca Bill activities. These
reports shall provide both the number of petitions and the actual cost of processing such
petitions, broken down as follows:
1. CHINS petitions;
2. ARY petitions; and.,
3. Truancy petitions.
4. The required format of the report is attached as Exhibit A and is incorporated herein.
Reporting schedule:
Period
07/01/11 -12/31/11
01/01/12 - 06/30/12
Report Due
01/12/12
07/12/12
PERIOD OF PERFORMANCE
The period of performance under this Contract shall be from July 1,2011 through June 30,
2012, except for any remaining obligations of the Contractor as may exist.
COMPENSATION
a. Contractor shall be reimbursed a m~Yimum of $46,46200 for costs incurred during the
period of performance. Payment for satisfactory performance of the work shall not exceed
these amounts unless the patties mutually agree to a higher amount in writing, except as
governed by the REVENUE SHARING section of this agreement.
b. Contractor shall receive payment for its actual costs associated with the processing of
CHINS, ARY and Truancy petitions.
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c. Contractor shall not be reimbursed until properly-completed monthly A-19 invoices and
Becca Reimbursement Detail reports (see Exhibit B) are received and approved by AOe.
d. If this agreement is terminated, Contractor shall only receive payment for performance
rendered or costs incurred in accordance with the terms of this agreement prior to the
effective date of termination.
e. Contractor shall submit invoices to AOC monthly.
f. Payment will be made by the AOC upon receipt of a properly-completed invoice
detailing reimbursable expenses. Invoices are to be sent to Financial Services,
Ac1mini.trative Office of the Coutts, P.O. Box 41170, Olympia, WA 98504. AOC will
remit payment to the Contractor in a total amount not to exceed the value of this
contract.
g. Payments will be considered timely if made by the AOC within 30 days of receipt of a
properly prepared invoice by the AOC or receipt of satisfactory services, whichever is
later.
h. Contractor shall maintain sufficient backup documentation of expenses under this
agreement.
REVENUE SHARING
AOC, in its sole discretion and upon notice, may reallocate funding among county Becca Bill
programs. If it appears Contractor may not expend the maximum contract amount, AOC may
reduce the m~,nmum contract amount. AOC may increase the maxitnum contract amount if
additional funds become available through this revenue sharing program.
OTHER PROVISIONS FOR SERVICES
a. Background Check/Criminal History. In accordance with Chapters 388-700 WAC, 7205
RCW, and 43.20A RCW, the Contractor is required to conduct background
check/criminal history clearance for all employees, subcontractors and/or volunteers
who mayor will have regnlat access to any client/juvenile, prior to any access under this
agreement.
In addition, Contractor may be required to conduct background check/criminal history
clearance for employees, subcontractors and/or volunteers who mayor will have limited
access to any client/juvenile, prior to any access under this agreement.
The Contractor shall, based on the, results from the criminal background check, determine
whether each employee, volunteer, and subcontractor is suitable for access to
clients/juveniles;
Contractor shall affirmatively acknowledge that it has met these requirements and submit
that ackuowledgement to AOe. Contractor shall also document the background
check/criminal history clearance process it employs.
b. Sexual Misconduct. Contractor shall ensure that all employees, subcontractors and/or
volunteers are knowledgeable about the requirements of RCW 13.40.570 and of the
crimes set forth in Chapter 9A.44 RCW, "Sexual Offenses."
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RECORDS MAINTENANCE
The parties to this Agreement shall each maintain books, records, documents and othet evidence
which sufficiently and properly reflect all direct and indirect costs expended by eithet party in the
performance of the service(s) described herein. These records shall be subject to inspection, review
or audit by personnel of both parties, othet personnel duly authorized by eithet party, the Office of
the State Auditor, and federal officials so authorized by law. All books, records, documents, and
othet material relevant to this Agreement will be retained for six years aftet expiration of this
agreement and the Office of the State Auditor, federal auditors, and any persons duly authorized by
the parties shall have full access and the right to .."~mi" e any of these materials during this period
Records and othet documents, in any medium, furnished by one party to this agreement to the
othet party, will remain the property of the furnishing party, unless otherwise agreed The receiving
party will not disclose or make available this material to any third parties without first giving notice
to the furnishing party and giving it a reasonable opportUnity to respond Each party will utilize
reasonable security procedures and protections to assure that records and documents provided by
the othet party are not etroneously disclosed to third parties.
RIGHTS IN DATA
Unless othetwise provided, data which origi,,~tes from this Agteement shall be ''works for hire" as
defined by the U.S. CopyrightActof1976 and shall be owned by AOe. Data shall include, but not
be limited to, reports, documents, pamphlets, advertisements, books magazines, surveys, studies,
computet programs, films, tapes, video and/or sound reproductions. Ownetship includes the right
to copyright, patent, registet, and the ability to transfet these rights.
INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this Agteement shall
continue to be employees or agents of that party and shall not be consideted for any purpose to be
employees or agents of the othet party.
AGREEMENT ALTERATIONS AND AMENDMENTS
This Agteement may be amended by mutual agreement of the parties. Such amendments shall not
be binding unless they are in writing and signed by personnel authorized to bind each of the parties.
This clause does not apply to the provisions of the REVENUE SHARING section in this
agreement
TERMINATION
Eithet party may terminate this Agteement upon 30 days' prior written notification to the othet
party. If this Agteement is so tetminated, the parties shall be liable only for performance rendeted
or costs incurred in accordance with the terms of this Agreement prior to the effective date of
tetmination.
TERMINATION FOR CAUSE
If for any cause, eithet party does not fulfill in a timely and propet mannet its obligations undet this
Agreement, or if eithet party violates any of these tetmS and conditions, the aggrieved party will
give the othet party written notice of such failure or violation. The respousible party will be given
the opportUnity to correct the violation or failure within 15 working days. If failure or violation is
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not corrected, this Agreement may be tetminated immediately by written notice of the aggrieved
party to the other.
DISPUTES
In the event that a dispute arises under this Agreement, it shall be determined by a Dispute
Board in the following manner: Each party to this Agreement shall appoint one member to the
Dispute Board. The members so appointed shall jointly appoint an additional member to the
Dispute Board. The Dispute Board shall review the facts, agreement terms and applicable
statutes and rules and make a detf'1'm;ngtion of the dispute. The determination of the Dispute
Board shall be final and binding on the parties hereto.
GOVERNANCE
This Agreement is entered into pursuant to and under the authority granted by the laws of the state
of Washington and any applicable fedetallaws. The provisions of this Agreement shall be
consttued to conf= to those laws.
In the event of an inconsistency in the terms of this Agreement, or between its terms and any
applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following
order:
a. Applicable state and federal statutes and rules;
b. This Agreement
ASSIGNMENT
The work to be provided under this Agreement, and any claim arising thereunder, is not assignable
or delegable by either party in whole or in part, without the express prior written consent of the
other party, which consent shall not be unreasonably withheld.
SAVINGS
In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any
way after the effective date of this contract and prior to normal completion, the AOC may
tetminate the contract under the "Tetmination for Convenience" clause, without the five day notice
requirement, subject to renegotiation under those new funding limitations and conditions. AOC, at
its discretion, may also elect to amend the agreement to reflect a budget reduction without
terminating the contract as long as AOC gives notice of the budget reduction to the other party and
the other party agrees to the amendment The other party understands that refusing to agree to a
budget reduction amendment will necessitate termination of this agreement
COUNTERPARTS
Each party agrees that a facsimile (FAX) or scanned transmission of any original document shall
have the same effect as the original. Any signature required on an original shall be completed and
sent to the other party, as applicable, when a facsimile copy has been signed. The parties agree that
signed facsimile or scanned copies of documents shall be given full effect as if an original.
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CONTRACT MANAGEMENT
The program m.n~ for each of the parties shall be respoo.51ble for and shall be the contact
person for all communications and billings regarding the performance of this Agreement:
AOC Pro am Man Contractor Pro am M
R . a McDo Barbara Carr, uv Court Admin
PO Box 41170 1820 efferson St, POB 1220
or ia, WA 98504-1170 Port Townsend, WA 98368-0920
360705-5337 360-385-9190
. a.McDo courts.wa. v bcarr@co:efferson.wa.us
ENTIRE AGREEMENT
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
considered to exist or to bind any of the parties to this agreement unless otherwise stated in this
contract.
AGREED:
THE ADMINISTRATIVE OFFICE
OF THE COURTS
CONTRACfOR
Dirk Marler, Director
Judicial Services Division
Signature
Printed Name
Date
Title
Date
Approved as 10 form. only:
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1AA12034
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INSTRUCTIONS TO VENDOR OR CLAIMANT: Submn this loon to cIalm
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FEDERAL 1.0. NO. ~. RECEIVED BY DATE RECEIVED
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DATE 1IIIIIiiJlIilfli PRICE ., USE
PRa'AREO BY TELEPHONe NUMBER DATE AGENCY APPROVAL DATE
DOC DATE PMT DUE DATE CURRENT DOC NO. REF. DOC. NO. VENDOR NUMlIER VENOOR MESSAGE USE TAX IUBI NUMBER
REF M MASTER N SUB WORKClASS COUNTY ClTYITOWN
DOC TRANS 0 FUND APPN PROGRAM suo suo ORG AlLOO SUOOET MOO PROJE'" suo PROJ AMOUNT INVOICE
SUP CODE D (NOEl( INDEX ow OSJEC'T INDEX UNIT PROJ ?HAS NUMlIER
ACCOUNTINQ APPROVAl. FOR PAYMENT DATE WARRANTTOTAL WARRANT NUMBER
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EXHIBIT A
BECCA BI-ANNUAL REPORT TO AOC
Court:
Reporting Period:
Person Reporting:
Email: Phone: I
CHINS ARY TRUANCY TOTAL Fiscal Year to Date
TOTAL
1. Number
of
Petitions
2. Actual
Cost per
Petition
. Actual costs will be reimbursed until entire allotment is expended.
I
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EXHIBIT B
BECCA MONTHLY DETAIL FORM
Administrative Office of the Courts
(submit monthly with A-19 invoice)
COURT:
MONTHNEAR:
ADMINISTRATIVE
Total
STAFF/FTE
Total
CONTRACTSI
SERVICE DELIVERY
Total
GOODSISERVICES
. Supplies
. Communication
. other
Total
TRAVEL
. Mileage
. Per Diem
. other
Total
GRAND TOTAL
$