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HomeMy WebLinkAbout081913_ca01To: From: Agenda Date: Subject: Jefferson County Board of County Commissioners Agenda Request Board of County Commis: Barbara L. Carr, Juvenile Monday, August 19, 201 Consent Agenda Juvenile Services Interagency Agreement # IAA14044 AOC and Jefferson County — BECCA Funds Statement of Issue: Agreement for receipt of BECCA funding to Juvenile and Family Court Services needs to be executed. Analysis: This Agreement reflects our intent to accept our allocation of statewide BECCA dollars for the State fiscal year July 1, 2013 through June 30, 2014. 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 2014. Recommendation: That the Board approve the agreement and sign 3 originals. A fully executed original will be returned to the BOCCryoffice upon final execution by AOC. Approved, by:` Philip Morley, C untyAdmi INTERAGENCY AGREEMENT IAA14044 between STATE OF WASHINGTON ADMINISTRATIVE OFFICE OF THE COURTS and JEFFERSON COUNTY JUVENILE COURT for Becca Bill Programs and Services THIS CONTRACT is entered into by and between the Administrative 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 (RCW). 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. The required format of the report is attached as Exhibit A and is incorporated herein. Reporting schedule: Period Report Due 07/01/13- 12/31/13 01/12/14 01/01/14 - 06/30/14 07/12/14. PERIOD OF PERFORMANCE The execution of this Agreement shall constitute a ratification of an earlier verbal agreement between the parties that is now set forth in writing. Accordingly, the beginning date of performance under this Agreement is July 1, 2013 regardless of the date of execution and it shall end on June 30, 2014, except for any remaining obligations of the Contractor as may exist. COMPENSATION a. Contractor shall be reimbursed a maximum of $24,533.00 for costs incurred during the period of performance. Payment for satisfactory performance of the work shall not exceed this amount unless the parties mutually agree to a higher amount in writing, except as governed by the REVENUE SHARING section of this agreement. IAA14044 Page 1 b. Contractor shall receive payment for actual costs (within the amount identified) which are associated with the processing of CHINS, ARY and Truancy petitions. Contractor shall use Exhibit C as a guide for determining what costs should be reimbursed. 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 AOC. 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, Administrative Office of the Courts, 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 direct costs expenses under this agreement. i. Allocated administrative court costs must be applied at a rate that is set forth and supported by a documented internal administrative rate plan that has been approved by the designated authority at the Superior Court and is readily accessible for review by AOC or the State Auditor. 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 maximum contract amount. AOC may increase the maximum 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 may or will have regular 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 may or 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; ..:,..,.... IAA14044 Page 2 Contractor shall affirmatively acknowledge that it has met these requirements and submit that acknowledgement to AOC. 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." RECORDS MAINTENANCE The parties to this Agreement shall each maintain books, records, documents and other evidence which sufficiently and properly reflect all direct and indirect costs expended by either 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, other personnel duly authorized by either party, the Office of the State Auditor, and federal officials so authorized by law. All books, records, documents, and other material relevant to this Agreement will be retained for six years after 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 examine any of these materials during this period. Records and other documents, in any medium, furnished by one party to this agreement to the other 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 other party are not erroneously disclosed to third parties. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by AOC. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books magazines, surveys, studies, computer programs, films, tapes, video and /or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS This Agreement 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 A. Termination for Convenience: Except as otherwise provided in this contract, either party may terminate this contract by providing written notice of such termination to the other specifying the effective date thereof, at least five (5) calendar days prior to such IAA14044 Page 3 date. If this contract is so terminated, the AOC shall be liable only for payment for work completed and accepted prior to the effective date of termination. B. Termination for Cause: If either party does not fulfill in a timely and proper manner its obligations under this Agreement, or if either party violates any of these terms and conditions, the aggrieved party will give the other party written notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or failure within 15 working days. If failure or violation is not corrected, this Agreement may be terminated immediately by written notice of the aggrieved party to the other party. 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 determination 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 federal laws. The provisions of this Agreement shall be construed to conform 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 terminate the contract under the "Termination 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 patty 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 (FA--X) 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 IAA14044 Page 4 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. CONTRACT MANAGEMENT The program manager for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement: AOC Program Manager Contractor Pro ram Manager Regina McDougall Barbara Carr, juvenile Court Administrator PO Box 41170 1820 Jefferson St, POB 1220 Olympia, WA 98504 -1170 Port Townsend, WA 98368 -0920 360 705 -5337 360 - 385 -9190 Re ina.Mcl)ou all coLirts.wa. ov bcarr@co.jefferson.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 Dirk Marler, Director Judicial Services Division Date Title JEFFERSON COUNTY JUVENILE COURT Signature Printed Name Date zy roved as to f rm only: k)ad Jefferson County Prosecute Office David Alvarez, Chief Civil DPA IAA14044 Page 5