HomeMy WebLinkAbout070714_ca19Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Carl Smith, Community Development Director
DATE: July 7, 2014
SUBJECT: Contract for Growth Management Act Update Grant
ATTACHMENT: Proposed contract between Jefferson County and the Washington State
Department of Commerce for a GMA update grant
STATEMENT OF ISSUE:
The State Department of Commerce, Growth Management Services (Commerce) is offering grants to
assist local communities in doing the work of updating their comprehensive plans and development
regulations by certain due dates. Commerce is offering Jefferson County $48,000. for the period of July 1,
2014 -June 30, 2015.
ANALYSIS:
Commerce has established schedules of when GMA- mandated comp plan updates are due. Jefferson
County's update is due by July 1, 2016. In order to reach this deadline, adoption of the comp plan update
by the BOCC will be needed by December of 2015, to accommodate the County's annual cycle of
amendments. Adoption of development regulations can occur outside of the comp plan annual cycle, so
long as it occurs prior to June 30, 2016. The grant funds will be paid to DCD upon submittal to Commerce
of deliverable work products of the update in accordance with a work plan and schedule in the contract.
Initial work on updating the comp plan is already in progress by staff and the Planning Commission who
have identified items to address in the update and have held local community outreach meetings in Port
Ludlow, West End, and Quilcene to date.
FISCAL IMPACT/COST-BENEFIT ANALYSIS:
The grant funds will be used to support DCD staff in doing the work of updating the comp plan and
regulations. These funds have already been incorporated into DCD's budget for this year and are needed
to support staff work.
RECOMMENDATION:
Approve the contract with Commerce to receive $48,000 to assist with the work of updating Jefferson
County's comprehensive plan and development regulations.
REVIEWED BY:
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Philip Morley, CoLttf Admin' rator Date
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July 1, 2014
Washington State Department of Commerce
www.COMMERCE.wa.gov
TABLE OF CONTENTS
Special Terms and Conditions .......................................................... ..............................1
FaceSheet .............................................................................. ..............................1
1.
Contract Management ............................................... ..............................2
2.
Compensation ............................................................ ..............................2
3.
Billing Procedures and Payment ................................ ..............................2
4.
Insurance .................................................................. ............................... 3
5.
Order of Precedence ................................................. ............................... 5
GeneralTerms and Conditions ......................................................... ..............................6
1.
Definitions .................................................................. ..............................6
2.
Advance Payments Prohibited ................................... ..............................6
3.
All Writings Contained Herein .................................... ..............................6
4.
Amendments ............................................................. ..............................6
5.
Americans With Disabilities Act ( ADA) ...................... ...............................
6
6.
Assignment ................................................................ ..............................6
7.
Attorney's Fees .......................................................... ..............................6
8.
Audit .......................................................................... ..............................6
9.
Confidentiality /Safeguarding of Information ............... ..............................7
10.
Conflict of Interest ...................................................... ..............................8
11.
Copyright Provision .................................................... ..............................8
12.
Disputes ................................................................... ...............................
8
13.
Duplicate Payment ..................................................... ..............................9
14.
Governing Law and Venue ....................................... ...............................
9
15.
Indemnification .......................................................... ..............................9
16.
Independent Capacity of the Contractor .................... ...............................
9
17.
Industrial Insurance Coverage .................................. .............................10
18.
Laws ......................................................................... .............................10
19.
Licensing, Accreditation and Registration ................. .............................10
20.
Limitation of Authority ............................................... .............................10
21.
Noncompliance With Nondiscrimination Laws ......... ...............................
10
22.
Political Activities ...................................................... .............................10
23.
Publicity .................................................................... .............................11
24.
Recapture ................................................................. .............................11
25.
Records Maintenance ............................................. ...............................
11
26.
Right of Inspection ......................................... .............................11
27.
Savings ..................................................................... .............................11
28.
Severability ............................................................... .............................11
29.
Site Security ........................................................... ...............................
11
30.
Subcontracting .......................................................... .............................11
31.
Survival ..................................................................... .............................12
Department of Commerce
Contract #15 -63200 -012
32.
Taxes .....................................................................
............................... 12
33.
Termination for Cause ..............................................
.............................12
34.
Termination for Convenience ....................................
.............................12
35.
Termination Procedures ...........................................
.............................12
36.
Treatment of Assets ..................................................
.............................13
37.
Waiver ......................................................................
.............................14
Attachment A, Statement of Work
Attachment B, Budget
Department of Commerce
Contract #15- 63200 -012
Contract Number: 15- 63200 -012
Washington State Department of Commerce
Local Government & Infrastructure Division
Growth Management Services
Growth Management Act — Update Grant
1. Contractor
2. Contractor Financial Representative
Jefferson County
Judi Morris
Community Development
Treasurer
621 Sheridan Street
Phone: (360) 385 -9154
Port Townsend, WA 98376
imorris@co.iefferson.wa.us
3. Contractor Representative
4. COMMERCE Representative
Carl Smith
Joyce Phillips PO Box 42525
Director, Department of Community Development
Senior Planner 1011 Plum Street SE
Phone: (360) 379 -4493
(360) 725 -3045 Olympia, WA 98504 -2525
csmithkco.iefferson.wa.us
ioyce.phillips(n_commerce.wa.eov
5. Contract Amount
6. Funding Source
7. Start Date
8. End Date
$48,000.00
Federal: ❑ State: ® Other: ❑ N /A: ❑
July 1, 2014
June 30, 2015
9. Federal Funds (as applicable) Federal Agency: CFDA Number
N/A N/A N/A
10. Tax ID #
11. SWV #
12. UBI #
13. DUNS #
N/A
SWV0002430 -15
N/A
N/A
14. Contract Purpose
To update the Jefferson County's comprehensive plan and implementing regulations as necessary to be consistent with the GMA,
per the June 30, 2016 update deadline.
COMMERCE, defined as the Department of Commerce, and the Contractor, as defined above, acknowledge and accept the terms
of this Contract and attachments and have executed this Contract on the date below to start as of the date and year referenced above.
The rights and obligations of both parties to this Contract are governed by this Contract and the following other documents
incorporated by reference: Contractor Terms and Conditions including Attachment "A" — Statement of Work and Attachment `B"
— Budget.
FOR CONTRACTOR
FOR COMMERCE
Kendee Yamaguchi, Assistant Director
John Austin, President
Jefferson County Board of Commissioners
Local Government and Infrastructure Division
Date
Date
APPROVED AS TO FORM ONLY
BY ASSISTANT ATTORNEY GENERAL
Proved as form only
e erson Co. Proses fliee
David Alva Civil DPA
1.
SPECIAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
The Representative 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 Contract.
The Representative for COMMERCE and their contact information are identified on the Face
Sheet of this Contract.
The Representative for the Contractor and their contact information are identified on the Face
Sheet of this Contract.
2. COMPENSATION
COMMERCE shall pay an amount not to exceed forty -eight thousand dollars ($48,000) for the
performance of all things necessary for or incidental to the performance of work as set forth in the
Statement of Work. Contractor's compensation for services rendered shall be based on the following
rates or in accordance with the following terms:
EXPENSES
Contractor shall receive reimbursement for travel and other expenses as identified below or as
authorized in advance by COMMERCE as reimbursable. The maximum amount to be paid to the
Contractor for authorized expenses shall not exceed $48,000, which amount is included in the
Contract total above.
Such expenses may include airfare (economy or coach class only), other transportation expenses,
and lodging and subsistence necessary during periods of required travel. Contractor shall receive
compensation for travel expenses at current state travel reimbursement rates.
3. BILLING PROCEDURES AND PAYMENT
COMMERCE will pay Contractor upon acceptance of services provided and receipt of properly
completed invoices, which shall be submitted to the Representative for COMMERCE quarterly.
Payment will be based upon satisfactory acceptance of each deliverable and status report according
to the schedule in Attachment A (Statement of Work) and the Payment Disbursement Schedule in
Attachment B (Budget). Each status report, and the final closeout report, shall describe and
document, to COMMERCE's satisfaction, a description of the work performed, the progress of the
project, and the expenditures to date. The deliverables, status reports, closeout report, and invoices
shall include the Contract Number 15- 63200 -012.
Payment shall be considered timely if made by COMMERCE within thirty (30) calendar days after
receipt of properly completed invoices. Payment shall be sent to the address designated by the
Contractor.
COMMERCE may, in its sole discretion, terminate the Contract or withhold payments claimed by the
Contractor for services rendered if the Contractor fails to satisfactorily comply with any term or
condition of this Contract.
Section 2, Advance Payments Prohibited, of the General Terms and Conditions attached hereto,
does not apply to this Contract and is hereby deleted in its entirety.
Duplication of Billed Costs
The Contractor shall not bill COMMERCE for services performed under this Agreement, and
COMMERCE shall not pay the Contractor, if the Contractor is entitled to payment or has been or will
be paid by any other source, including grants, for that service.
Department of Commerce
Contract #15 -63200 -012
SPECIAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
Disallowed Costs
The Contractor is responsible for any audit exceptions or disallowed costs incurred by its own
organization or that of its subcontractors.
4. INSURANCE
The Contractor shall provide insurance coverage as set out in this section. The intent of the required
insurance is to protect COMMERCE should there be any claims, suits, actions, costs, damages or
expenses arising from any loss, or negligent or intentional act or omission of the Contractor or
Subcontractor, or agents of either, while performing under the terms of this Agreement.
The insurance required shall be issued by an insurance company authorized to do business within
the state of Washington. Except for Professional Liability or Errors and Omissions Insurance, the
insurance shall name the state of Washington, its agents, officers, and employees as additional
insureds under the insurance policy. All policies shall be primary to any other valid and collectable
insurance. The Contractor shall instruct the insurers to give COMMERCE thirty (30) calendar days
advance notice of any insurance cancellation, non - renewal or modification.
The Contractor shall submit to COMMERCE within fifteen (15) calendar days of the Agreement start
date, a certificate of insurance which outlines the coverage and limits defined in this insurance
section. During the term of the Agreement, the Contractor shall submit renewal certificates not less
than thirty (30) calendar days prior to expiration of each policy required under this section.
The Contractor shall provide insurance coverage that shall be maintained in full force and effect
during the term of this Agreement, as follows:
Commercial General Liability Insurance Policy. Provide a Commercial General Liability
Insurance Policy, including contractual liability, written on an occurrence basis, in adequate
quantity to protect against legal liability arising out of Agreement activity but no less than
$1,000,000 per occurrence. Additionally, the Contractor is responsible for ensuring that any
Subcontractors provide adequate insurance coverage for the activities arising out of subcontracts.
Automobile Liability. In the event that performance pursuant to this Agreement involves the use
of vehicles, owned or operated by the Contractor or its Subcontractor, automobile liability
insurance shall be required. The minimum limit for automobile liability is $1,000,000 per
occurrence, using a Combined Single Limit for bodily injury and property damage.
Professional Liability, Errors and Omissions Insurance. The Contractor shall maintain
Professional Liability or Errors and Omissions Insurance. The Contractor shall maintain minimum
limits of no less than $1,000,000 per occurrence to cover all activities by the Contractor and
licensed staff employed or under contract to the Contractor. The state of Washington, its agents,
officers, and employees need not be named as additional insureds under this policy.
Fidelity Insurance. Every officer, director, employee, or agent who is authorized to act on behalf
of the Contractor for the purpose of receiving or depositing funds into program accounts or
issuing financial documents, checks, or other instruments of payment for program costs shall be
insured to provide protection against loss:
A. The amount of fidelity coverage secured pursuant to this Agreement shall be $100,000 or the
highest of planned reimbursement for the Agreement period, whichever is lowest. Fidelity
insurance secured pursuant to this paragraph shall name COMMERCE as beneficiary.
B. Subcontractors that receive $10,000 or more per year in funding through this Agreement shall
secure fidelity insurance as noted above. Fidelity insurance secured by Subcontractors
pursuant to this paragraph shall name the Contractor as beneficiary.
C. The Contractor shall provide, at COMMERCE's request, copies of insurance instruments or
certifications from the insurance issuing agency. The copies or certifications shall show the
Department of Commerce
Contract #15- 63200 -012
SPECIAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
insurance coverage, the designated beneficiary, who is covered, the amounts, the period of
coverage, and that COMMERCE will be provided thirty (30) days advance written notice of
cancellation.
Additional Provisions:
Above insurance policy shall include the following provisions:
1. Additional Insured. The state of Washington, COMMERCE, its elected and appointed officials,
agents and employees shall be named as an additional insured on all general liability, excess,
umbrella and property insurance policies. All insurance provided in compliance with this
Agreement shall be primary as to any other insurance or self- insurance programs afforded to or
maintained by the State.
2. Identification. The policy must reference COMMERCE's Agreement number and the State
agency name.
3. Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to
do business within the state of Washington and have a rating of A -, Class VII or better in the most
recently published edition of Best's Reports. Any exception shall be reviewed and approved by
COMMERCE's Risk Manager, or the Risk Manager for the state of Washington, before the
Agreement is accepted or work may begin. If an insurer is not admitted, all insurance policies
and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-
15 WAC.
4. Excess Coverage. By requiring insurance herein, COMMERCE does not represent that coverage
and limits will be adequate to protect Contractor and such coverage and limits shall not limit
Contractor's liability under the indemnities and reimbursements granted to COMMERCE in this
Agreement.
Local Government Contractors that Participate in a Self- Insurance Program
Self - Insured /Liability Pool or Self- Insured Risk Management Program — With prior approval from
COMMERCE, the Contractor may provide the coverage above under a self - insured /liability pool or
self- insured risk management program. In order to obtain permission from COMMERCE, the
Contractor shall provide: (1) a description of its self- insurance program, and (2) a certificate an /or
letter of coverage that outlines coverage limits and deductibles. All self- insured risk management
programs or self - insured /liability pool financial reports must comply with Generally Accepted
Accounting Principles (GAAP) and adhere to accounting standards promulgated by: 1) Governmental
Accounting Standards Board (GASB), 2) Financial Accounting Standards Board (FASB), and 3) the
Washington State Auditor's annual instructions for financial reporting. Contractor's participating in
joint risk pools shall maintain sufficient documentation to support the aggregate claim liability
information reported on the balance sheet. The state of Washington, its agents, and employees need
not be named as additional insured under a self- insured property /liability pool, If the pool is prohibited
from naming third parties as additional insured.
Contractor shall provide annually to COMMERCE a summary of coverages and a letter of self -
insurance, evidencing continued coverage under Contractor's self - insured /liability pool or self- insured
risk management program. Such annual summary of coverage and letter of self- insurance will be
provided on the anniversary of the start date of this Agreement.
Department of Commerce
Contract #15-63200-012
SPECIAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
5. ORDER OF PRECEDENCE
In the event of an inconsistency in this Contract, the inconsistency shall be resolved by giving
precedence in the following order:
• Applicable federal and state of Washington statutes and regulations
• Special Terms and Conditions
• General Terms and Conditions
• Attachment A — Statement of Work
• Attachment B — Budget
• add any other attachments incorporated by reference on the Face Sheet
Department of Commerce
Contract #15-63200-012
1.
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
As used throughout this Contract, the following terms shall have the meaning set forth below:
A. "Authorized Representative" shall mean the Director and /or the designee authorized in writing to
act on the Director's behalf.
B. "COMMERCE" shall mean the Department of Commerce.
C. "Contractor" shall mean the entity identified on the face sheet performing service(s) under this
Contract, and shall include all employees and agents of the Contractor.
D. "Personal Information" shall mean information identifiable to any person, including, but not limited
to, information that relates to a person's name, health, finances, education, business, use or
receipt of governmental services or other activities, addresses, telephone numbers, social
security numbers, driver license numbers, other identifying numbers, and any financial identifiers.
E. "State" shall mean the state of Washington.
F. "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.
2. ADVANCE PAYMENTS PROHIBITED
No payments in advance of or in anticipation of goods or services to be provided under this Contract
shall be made by COMMERCE.
3. ALL WRITINGS CONTAINED HEREIN
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.
4. AMENDMENTS
This Contract 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.
5. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101 -336, 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 telecommunications.
6. ASSIGNMENT
7.
Neither this Contract, nor any claim arising under this Contract, shall be transferred or assigned by
the Contractor without prior written consent of COMMERCE.
Unless expressly permitted under another provision of the Contract, 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.
8. AUDIT
A. General Requirements
Contractors are to procure audit services based on the following guidelines.
The Contractor shall maintain its records and accounts so as to facilitate audits and shall ensure
that Subcontractors also maintain auditable records.
The Contractor is responsible for any audit exceptions incurred by its own organization or that of
its Subcontractors.
Department of Commerce
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
COMMERCE reserves the right to recover from the Grantee all disallowed costs resulting from
the audit.
Responses to any unresolved findings and disallowed or questioned costs shall be included with
the audit report. The Contractor must respond to COMMERCE requests for information or
corrective action concerning audit issues within thirty (30) days of the date of request.
B. State Funds Requirements
In the event an audit is required, if the Contractor is a state or local government entity, the Office
of the State Auditor shall conduct the audit. Audits of non - profit organizations are to be
conducted by a certified public accountant selected by the Contractor.
The Contractor shall include the above audit requirements in any subcontracts.
In any case, the Contractor's records must be available for review by COMMERCE.
C. Documentation Requirements
The Contractor must send a copy of any audit report no later than nine (9) months after the end of
the Contractor's fiscal year(s) by sending a scanned copy to auditreview(acommerce.wa.gov or a
hard copy to:
Department of Commerce
ATTN: Audit Review and Resolution Office
1011 Plum Street SE
PO Box 42525
Olympia WA 98504 -2525
In addition to sending a copy of the audit, when applicable, the Grantee must include:
• Corrective action plan for audit findings within three (3) months of the audit being
received by COMMERCE.
• Copy of the Management Letter and Management Decision Letter, where applicable.
If the Contractor is required to obtain a Single Audit consistent with Circular A -133 requirements,
a copy must be provided to Commerce; no other report is required.
9. CONFIDENTIALITY /SAFEGUARDING OF INFORMATION
A. "Confidential Information" as used in this section includes:
1. All material provided to the Contractor by COMMERCE that is designated as "confidential"
by COMMERCE;
2. All material produced by the Contractor that is designated as "confidential" by COMMERCE;
and
3. All personal information in the possession of the Contractor that may not be disclosed under
state or federal law. "Personal information" includes but is not limited to information related to
a person's name, health, finances, education, business, use of government services,
addresses, telephone numbers, social security number, driver's license number and other
identifying numbers, and "Protected Health Information" under the federal Health Insurance
Portability and Accountability Act of 1996 (HIPAA).
B. The Contractor shall comply with all state and federal laws related to the use, sharing, transfer,
sale, or disclosure of Confidential Information. The Contractor shall use Confidential Information
solely for the purposes of this Contract and shall not use, share, transfer, sell or disclose any
Confidential Information to any third party except with the prior written consent of COMMERCE or
as may be required by law. The Contractor shall take all necessary steps to assure that
Confidential Information is safeguarded to prevent unauthorized use, sharing, transfer, sale or
disclosure of Confidential Information or violation of any state or federal laws related thereto.
Upon request, the Contractor shall provide COMMERCE with its policies and procedures on
confidentiality. COMMERCE may require changes to such policies and procedures as they apply
Department of Commerce
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
to this Contract whenever COMMERCE reasonably determines that changes are necessary to
prevent unauthorized disclosures. The Contractor shall make the changes within the time period
specified by COMMERCE. Upon request, the Contractor shall immediately return to
COMMERCE any Confidential Information that COMMERCE reasonably determines has not
been adequately protected by the Contractor against unauthorized disclosure.
C. Unauthorized Use or Disclosure. The Contractor shall notify COMMERCE within five (5) working
days of any unauthorized use or disclosure of any confidential information, and shall take
necessary steps to mitigate the harmful effects of such use or disclosure.
10. CONFLICT OF INTEREST
Notwithstanding any determination by the Executive Ethics Board or other tribunal, COMMERCE
may, in its sole discretion, by written notice to the Contractor terminate this contract if it is found after
due notice and examination by COMMERCE that there is a violation of the Ethics in Public Service
Act, Chapter 42.52 RCW; or any similar statute involving the Contractor in the procurement of, or
performance under this contract.
In the event this contract is terminated as provided above, COMMERCE shall be entitled to pursue
the same remedies against the Contractor as it could pursue in the event of a breach of the contract
by the Contractor. The rights and remedies of COMMERCE provided for in this clause shall not be
exclusive and are in addition to any other rights and remedies provided by law. The existence of
facts upon which COMMERCE makes any determination under this clause shall be an issue and may
be reviewed as provided in the "Disputes" clause of this contract.
11. COPYRIGHT PROVISIONS
Unless otherwise provided, all Materials produced under this Contract shall be considered "works for
hire" as defined by the U.S. Copyright Act and shall be owned by COMMERCE. COMMERCE shall
be considered the author of such Materials. In the event the Materials are not considered "works for
hire" under the U.S. Copyright laws, the Contractor hereby irrevocably assigns all right, title, and
interest in all Materials, including all intellectual property rights, moral rights, and rights of publicity to
COMMERCE effective from the moment of creation of such Materials.
"Materials" means all items in any format and includes, but is not limited to, data, reports, documents,
pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes,
and/or sound reproductions. "Ownership' includes the right to copyright, patent, register and the
ability to transfer these rights.
For Materials that are delivered under the Contract, but that incorporate pre- existing materials not
produced under the Contract, the Contractor hereby grants to COMMERCE a nonexclusive, royalty -
free, irrevocable license (with rights to sublicense to others) in such Materials to translate, reproduce,
distribute, prepare derivative works, publicly perform, and publicly display. The Contractor warrants
and represents that the Contractor has all rights and permissions, including intellectual property
rights, moral rights and rights of publicity, necessary to grant such a license to COMMERCE.
The Contractor shall exert all reasonable effort to advise COMMERCE, at the time of delivery of
Materials furnished under this Contract, of all known or potential invasions of privacy contained
therein and of any portion of such document which was not produced in the performance of this
Contract. The Contractor shall provide COMMERCE with prompt written notice of each notice or
claim of infringement received by the Contractor with respect to any Materials delivered under this
Contract. COMMERCE shall have the right to modify or remove any restrictive markings placed upon
the Materials by the Contractor.
12. DISPUTES
Except as otherwise provided in this Contract, when a dispute arises between the parties and it
cannot be resolved by direct negotiation, either party may request a dispute hearing with the Director
of COMMERCE, who may designate a neutral person to decide the dispute.
The request for a dispute hearing must:
Department of Commerce
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
• be in writing;
• state the disputed issues;
• state the relative positions of the parties;
• state the Contractor's name, address, and Contract number; and
• be mailed to the Director and the other party's (respondent's) Contract Representative within
three (3) working days after the parties agree that they cannot resolve the dispute.
The respondent shall send a written answer to the requestor's statement to both the Director or the
Director's designee and the requestor within five (5) working days.
The Director or designee shall review the written statements and reply in writing to both parties within
ten (10) working days. The Director or designee may extend this period if necessary by notifying the
parties.
The decision shall not be admissible in any succeeding judicial or quasi - judicial proceeding.
The parties agree that this dispute process shall precede any action in a judicial or quasi - judicial
tribunal.
Nothing in this Contract shall be construed to limit the parties' choice of a mutually acceptable
alternate dispute resolution (ADR) method in addition to the dispute hearing procedure outlined
above.
13. DUPLICATE PAYMENT
COMMERCE shall not pay the Contractor, if the Contractor has charged or will charge the State of
Washington or any other party under any other contract or agreement, for the same services or
expenses.
14. GOVERNING LAW AND VENUE
This Contract shall be construed and interpreted in accordance with the laws of the state of
Washington, and the venue of any action brought hereunder shall be in the Superior Court for
Thurston County.
15. INDEMNIFICATION
To the fullest extent permitted by law, the Contractor shall indemnify, defend, and hold harmless the
state of Washington. COMMERCE, agencies of the state and all officials, agents and employees of
the state, from and against, all claims for injuries or death arising out of or resulting from the
performance of the contract. "Claim" as used in this contract, means any financial loss, claim, suit,
action, damage, or expense, including but not limited to attorney's fees, attributable for bodily injury,
sickness, disease, or death, or injury to or the destruction of tangible property including loss of use
resulting therefrom.
The Contractor's obligation to indemnify, defend, and hold harmless includes any claim by
Contractor's agents, employees, representatives, or any subcontractor or Its employees.
The Contractor expressly agrees to indemnify, defend, and hold harmless the State for any claim
arising out of or incident to the Contractor's or any Subcontractor's performance or failure to perform
the contract. The Contractor's obligation to indemnify, defend, and hold harmless the State shall not
be eliminated or reduced by any actual or alleged concurrent negligence of State or its agents,
agencies, employees and officials.
The Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify,
defend and hold harmless the state and its agencies, officers, agents or employees.
16. INDEPENDENT CAPACITY OF THE CONTRACTOR
The parties intend that an independent contractor relationship will be created by this Contract. The
Contractor and its employees or agents performing under this Contract are not employees or agents
of the state of Washington or COMMERCE. The Contractor will not hold itself out as or claim to be
an officer or employee of COMMERCE or of the state of Washington by reason hereof, nor will the
Department of Commerce
Contract #15-63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
Contractor make any claim of right, privilege or benefit which would accrue to such officer or
employee under law. Conduct and control of the work will be solely with the Contractor.
17. INDUSTRIAL INSURANCE COVERAGE
The Contractor shall comply with all applicable provisions of Title 51 RCW, Industrial Insurance. If
the Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on
behalf of its employees as may be required by law, COMMERCE may collect from the Contractor the
full amount payable to the Industrial Insurance Accident Fund. COMMERCE may deduct the amount
owed by the Contractor to the accident fund from the amount payable to the Contractor by
COMMERCE under this Contract, and transmit the deducted amount to the Department of Labor and
Industries, (L &I) Division of Insurance Services. This provision does not waive any of L &I's rights to
collect from the Contractor.
18. LAWS
The Contractor shall comply with all applicable laws, ordinances, codes, regulations and policies of
local and state and federal governments, as now or hereafter amended including, but not limited to:
Washington State Laws and Regulations
A. Affirmative action, RCW 41.06.020 (1).
B. Boards of directors or officers of non - profit corporations — Liability - Limitations, RCW 4.24.264.
C. Disclosure- campaign finances - lobbying, Chapter 42.17A RCW.
D. Discrimination -human rights commission, Chapter 49.60 RCW.
E. Ethics in public service, Chapter 42.52 RCW.
F. Office of minority and women's business enterprises, Chapter 39.19 RCW and Chapter 326 -02
WAC.
G. Open public meetings act, Chapter 42.30 RCW.
H. Public records act, Chapter 42.56 RCW.
I. State budgeting, accounting, and reporting system, Chapter 43.88 RCW.
19. LICENSING, ACCREDITATION AND REGISTRATION
The Contractor shall comply with all applicable local, state, and federal licensing, accreditation and
registration requirements or standards necessary for the performance of this Contract.
20. LIMITATION OF AUTHORITY
Only the Authorized Representative or the Authorized Representative's 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 or any clause or condition of this contract is not effective or
binding unless made in writing and signed by the Agent
21. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS
During the performance of this Contract, the Contractor shall comply with all federal, state, and local
nondiscrimination laws, regulations and policies. In the event of the Contractor's non - compliance or
refusal to comply with any nondiscrimination law, regulation or policy, this Contract may be rescinded,
canceled or terminated in whole or in part, and the Contractor may be declared ineligible for further
contracts with COMMERCE. The Contractor shall, however, be given a reasonable time in which to
cure this noncompliance. Any dispute may be resolved in accordance with the "Disputes" procedure
set forth herein.
22. POLITICAL ACTIVITIES
Political activity of Contractor employees and officers are limited by the State Campaign Finances
and Lobbying provisions of Chapter 42.17A RCW and the Federal Hatch Act, 5 USC 1501 - 1508.
No funds may be used for working for or against ballot measures or for or against the candidacy of
any person for public office.
Department of Commerce 10
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GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
23. PUBLICITY
The Contractor agrees not to publish or use any advertising or publicity materials in which the state of
Washington or COMMERCE's name is mentioned, or language used from which the connection with
the state of Washington's or COMMERCE's name may reasonably be inferred or implied, without the
prior written consent of COMMERCE.
24. RECAPTURE
In the event that the Contractor fails to perform this Contract in accordance with state laws, federal
laws, and/or the provisions of this Contract, COMMERCE reserves the right to recapture funds in an
amount to compensate COMMERCE for the noncompliance in addition to any other remedies
available at law or in equity.
Repayment by the Contractor of funds under this recapture provision shall occur within the time
period specified by COMMERCE. In the alternative, COMMERCE may recapture such funds from
payments due under this Contract.
25. RECORDS MAINTENANCE
The Contractor shall maintain books, records, documents, data and other evidence relating to this
contract and performance of the services described herein, including but not limited to accounting
procedures and practices that sufficiently and properly reflect all direct and indirect costs of any
nature expended in the performance of this contract.
The Contractor shall retain such records for a period of six years following the date of final payment.
At no additional cost, these records, including materials generated under the contract, shall be
subject at all reasonable times to inspection, review or audit by COMMERCE, personnel duly
authorized by COMMERCE, the Office of the State Auditor, and federal and state officials so
authorized by law, regulation or agreement.
If any litigation, claim or audit is started before the expiration of the six (6) year period, the records
shall be retained until all litigation, claims, or audit findings involving the records have been resolved.
26. RIGHT OF INSPECTION
The Contractor shall provide right of access to its facilities to COMMERCE, or any of its officers, or to
any other authorized agent or official of the state of Washington or the federal government, at all
reasonable times, in order to monitor and evaluate performance, compliance, and /or quality
assurance under this contract.
27. 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, COMMERCE may terminate
the Contract under the "Termination for Convenience" clause, without the ten calendar day notice
requirement. In lieu of termination, the Contract may be amended to reflect the new funding
limitations and conditions.
28. SEVERABILITY
The provisions of this contract are intended to be severable. If any term or provision is illegal or
invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the
remainder of the contract.
29. SITE SECURITY
30.
While on COMMERCE premises, the Contractor, its agents, employees, or subcontractors shall
conform in all respects with physical, fire or other security policies or regulations.
The Contractor may only subcontract work contemplated under this Contract if it obtains the prior
written approval of COMMERCE.
Department of Commerce 11
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
If COMMERCE approves subcontracting, the Contractor shall maintain written procedures related to
subcontracting, as well as copies of all subcontracts and records related to subcontracts. For cause,
COMMERCE in writing may: (a) require the Contractor to amend its subcontracting procedures as
they relate to this Contract; (b) prohibit the Contractor from subcontracting with a particular person or
entity; or (c) require the Contractor to rescind or amend a subcontract.
Every subcontract shall bind the Subcontractor to follow all applicable terms of this Contract. The
Contractor is responsible to COMMERCE if the Subcontractor fails to comply with any applicable term
or condition of this Contract. The Contractor shall appropriately monitor the activities of the
Subcontractor to assure fiscal conditions of this Contract. In no event shall the existence of a
subcontract operate to release or reduce the liability of the Contractor to COMMERCE for any breach
in the performance of the Contractor's duties.
Every subcontract shall include a term that COMMERCE and the State of Washington are not liable
for claims or damages arising from a Subcontractor's performance of the subcontract.
31. SURVIVAL
The terms, conditions, and warranties contained in this Contract that by their sense and context are
intended to survive the completion of the performance, cancellation or termination of this Contract
shall so survive.
32. TAXES
All payments accrued on account of payroll taxes, unemployment contributions, the Contractor's
income or gross receipts, any other taxes, insurance or expenses for the Contractor or its staff shall
be the sole responsibility of the Contractor.
33. TERMINATION FOR CAUSE
In the event COMMERCE determines the Contractor has failed to comply with the conditions of this
contract in a timely manner, COMMERCE has the right to suspend or terminate this contract. Before
suspending or terminating the contract, COMMERCE shall notify the Contractor in writing of the need
to take corrective action. If corrective action is not taken within 30 calendar days, the contract may be
terminated or suspended.
In the event of termination or suspension, the Contractor shall be liable for damages as authorized by
law including, but not limited to, any cost difference between the original contract and the
replacement or cover contract and all administrative costs directly related to the replacement contract,
e.g., cost of the competitive bidding, mailing, advertising and staff time.
COMMERCE reserves the right to suspend all or part of the contract, withhold further payments, or
prohibit the Contractor from incurring additional obligations of funds during investigation of the alleged
compliance breach and pending corrective action by the Contractor or a decision by COMMERCE to
terminate the contract. A termination shall be deemed a "Termination for Convenience" if it is
determined that the Contractor: (1) was not in default, or (2) failure to perform was outside of his or
her control, fault or negligence.
The rights and remedies of COMMERCE provided in this contract are not exclusive and are, in
addition to any other rights and remedies, provided by law.
34. TERMINATION FOR CONVENIENCE
35.
Except as otherwise provided in this Contract, COMMERCE may, by ten (10) business days written
notice, beginning on the second day after the mailing, terminate this Contract, in whole or in part. If
this Contract is so terminated, COMMERCE shall be liable only for payment required under the terms
of this Contract for services rendered or goods delivered prior to the effective date of termination.
Upon termination of this contract, COMMERCE, in addition to any other rights provided in this
contract, may require the Contractor to deliver to COMMERCE any property specifically produced or
Department of Commerce 12
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
acquired for the performance of such part of this contract as has been terminated. The provisions of
the 'Treatment of Assets" clause shall apply in such property transfer.
COMMERCE shall pay to the Contractor the agreed upon price, if separately stated, for completed
work and services accepted by COMMERCE, and the amount agreed upon by the Contractor and
COMMERCE for (1) completed work and services for which no separate price is stated, (ii) partially
completed work and services, (iii) other property or services that are accepted by COMMERCE, and
(iv) the protection and preservation of property, unless the termination is for default, in which case the
Authorized Representative shall determine the extent of the liability of COMMERCE. Failure to agree
with such determination shall be a dispute within the meaning of the "Disputes" clause of this
contract. COMMERCE may withhold from any amounts due the Contractor such sum as the
Authorized Representative determines to be necessary to protect COMMERCE against potential loss
or liability.
The rights and remedies of COMMERCE provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this contract.
After receipt of a notice of termination, and except as otherwise directed by the Authorized
Representative, the Contractor shall:
1. Stop work under the contract on the date, and to the extent specified, in the notice;
2. Place no further orders or subcontracts for materials, services, or facilities except as may be
necessary for completion of such portion of the work under the contract that is not terminated;
3. Assign to COMMERCE, in the manner, at the times, and to the extent directed by the Authorized
Representative, all of the rights, title, and interest of the Contractor under the orders and
subcontracts so terminated, in which case COMMERCE has the right, at its discretion, to settle or
pay any or all claims arising out of the termination of such orders and subcontracts;
4. Settle all outstanding liabilities and all claims arising out of such termination of orders and
subcontracts, with the approval or ratification of the Authorized Representative to the extent the
Authorized Representative may require, which approval or ratification shall be final for all the
purposes of this clause;
5. Transfer title to COMMERCE and deliver in the manner, at the times, and to the extent directed
by the Authorized Representative any property which, if the contract had been completed, would
have been required to be furnished to COMMERCE;
6. Complete performance of such part of the work as shall not have been terminated by the
Authorized Representative; and
7. Take such action as may be necessary, or as the Authorized Representative may direct, for the
protection and preservation of the property related to this contract, which is in the possession of
the Contractor and in which the Authorized Representative has or may acquire an interest.
36. TREATMENT OF ASSETS
Title to all property furnished by COMMERCE shall remain in COMMERCE. Title to all property
furnished by the Contractor, for the cost of which the Contractor is entitled to be reimbursed as a
direct item of cost under this contract, shall pass to and vest in COMMERCE upon delivery of such
property by the Contractor. Title to other property, the cost of which is reimbursable to the Contractor
under this contract, shall pass to and vest in COMMERCE upon (i) issuance for use of such property
in the performance of this contract, or (ii) commencement of use of such property in the performance
of this contract, or (iii) reimbursement of the cost thereof by COMMERCE in whole or in part,
whichever first occurs.
A. Any property of COMMERCE furnished to the Contractor shall, unless otherwise provided herein
or approved by COMMERCE, be used only for the performance of this contract.
B. The Contractor shall be responsible for any loss or damage to property of COMMERCE that
results from the negligence of the Contractor or which results from the failure on the part of the
Department of Commerce 13
Contract #15- 63200 -012
GENERAL TERMS AND CONDITIONS
INTERAGENCY AGREEMENT
STATE FUNDS
Contractor to maintain and administer that property in accordance with sound management
practices.
C. If any COMMERCE property is lost, destroyed or damaged, the Contractor shall immediately
notify COMMERCE and shall take all reasonable steps to protect the property from further
damage.
D. The Contractor shall surrender to COMMERCE all property of COMMERCE prior to settlement
upon completion, termination or cancellation of this contract
All reference to the Contractor under this clause shall also include Contractor's employees,
agents or Subcontractors.
37. WAIVER
Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or
breach. Any waiver shall not be construed to be a modification of the terms of this Contract unless
stated to be such in writing and signed by Authorized Representative of COMMERCE.
Department of Commerce 14
Contract #15- 63200 -012
Statement of Work
Contractor: Jefferson County
Attachment A
Summary: To update the Jefferson County's comprehensive plan and implementing
regulations as necessary to be consistent with the GMA, per the June 30, 2016
update deadline.
Goals / Actions
Description
Start Date
End Date
Deliverables
Goal 1.0
Review relevant comprehensive plan and
development regulations, including critical
areas ordinance, to determine if there are
any sections that need revision.
Action 1.1
Review the comprehensive plan and
07/01/14
12131/14
development regulations, including critical
areas, using the Commerce periodic update
checklist for counties.
Action 1.2
Review the outcome of the checklist review
07/01/14
12/31/14
with the list of items being considered for
amendment to ensure items identified in the
checklist as needing additional review or
revision are included in items that will be
included in the docket.
Action 1.3
Continue work with the PC on review of topics.
07/01/14
12/03/14
Action 1.4
Finalize PC periodic assessment proposal for
12/17/14
12/17/14
comprehensive plan and development
regulations.
Deliverable 1.1
First grant status report due.
09/30/14
Deliverable 1.2
Completed Commerce checklists to
12/31/14
Commerce.
Department of Commerce 15
Contract #15- 63200 -012
Attachment A
Goals / Actions
Description
Start Date
End Date
Deliverables
Deliverable 1.3
Second grant status report due.
12/31/14
Performance
Grantee has completed the actions required to
12/31/14
Measure 1.0
complete the review of relevant plans and
regulations.
Goal 2.0
Develop proposal for the amendments of
the comprehensive plan and development
regulations, including the critical areas
regulations.
Action 2.1
Prepare the preliminary amendment proposal
01/01/15
03/03/15
and draft text.
Action 2.2
Final draft list of proposed CPA and UDC
03/01/15
03/15/15
amendments proposed and submitted for
periodic update and the annual docket cycle.
Action 2.3
Prepare Preliminary Docket for public review by
03/13/15
03/13/15
the end of the second full business week of
March.
Action 2.4
DCD Staff Report stating which suggested
04101/15
04/15/15
docket items should be included in the periodic
update to the Comprehensive Plan and
Development Regulations.
Deliverable 2.1
Third grant status report due.
03/31/15
Deliverable 2.2
Staff report for the suggested periodic update
04/30/15
items on the suggested docket.
Performance
Grantee has conducted work to confirm which
04/30/15
Measure 2.0
items will be included in remainder or periodic
update work.
Goal 3.0
Planning Commission Hearing on
Suggested amendments on preliminary
docket.
Department of Commerce 16
Contract #15- 63200 -012
Attachment A
Goals / Actions
Description
Start Date
End Date
Deliverables
Action 3.1
Prepare report based on the Planning
04/01/15
04/15/15
Commission hearing for the BOCC.
Deliverable 3.1
Planning Commission report and
04/15/15
recommendation to BOCC on Suggested
amendments on preliminary docket.
Performance
The public and Planning Commission have
04/15/15
Measure 3.0
reviewed and had input on the amendments
considered in the preliminary docket.
Goal 4.0
BOCC consider preliminary docket by the
second regular BOCC meeting in May.
Action 4.1
BOCC conducts public meeting or schedules
05/01/15
05/15/15
public hearing to review preliminary docket and
provide direction to staff on docket.
Deliverable 4.1
Draft preliminary docket of comprehensive plan
05/05/15
& development regulations amendments.
Deliverable 4.2
Grant close out report due.
06/30/15
Performance
The BOCC has provided direction to the public
06/30/15
Measure 4.0
and staff on the scope and direction of the
items considered in the update and docket.
Department of Commerce 17
Contract #15- 63200 -012
Attachment A
Status Reports Due By:
Is' Status Report
September 30, 2014
2" Status Report
December 31, 2014
3rd Status Report
March 31, 2015
Closeout Report
June 30, 2015
Status Reports Requirements:
A. The Contractor shall submit a brief status report, and a final closeout report, on a form
approved by COMMERCE which describes the progress made on the work program
outlined in Attachment "A." These progress reports will be submitted on a quarterly
calendar cycle.
B. The Contractor shall furnish, along with or prior to submitting the final invoice voucher,
one copy of each final deliverable designated in Attachment "A." and a final closeout
report.
Department of Commerce 18
Contract #15- 63200 -012
Attachment B
Budget
The budget shall consist of the following elements:
1. Category of Expenditures
SFY 2015
Commerce
Other
Funds
Total
Expenses
$48,000
Funds
(Local)
$29,500
Salaries and Benefits
$48,000
$28,000
$76,000
Goods and Supplies
$0
$1,000
$1,000
Professional Services
$0
$0
$0
Other Goods and Services:
$0
$500
$500
Total
$48,000
$29,500
$77,500
2. Budget Summary:
3. Payment Disbursement Schedule:
SFY 2015
Total
Commerce Funds
$48,000
$48,000
Other Funds (Local)
$29,500
$29,500
Total
$77,500
$77,500
3. Payment Disbursement Schedule:
Department of Commerce 19
Contract #15- 63200 -012
Amount
After submission of the first status report and scheduled
deliverables on or before September 30, 2014.
$14,400
After submission of the second status report and scheduled
deliverables on or before December 31, 2014.
$14,400
After submission of the third status report and scheduled
deliverables on or before March 31, 2015.
$14,400
Upon completion of the contract and submission of closeout
report and final deliverables on or before June 30, 2015.
$4,800
Department of Commerce 19
Contract #15- 63200 -012
Attachment B
4. Special Budget Provisions:
A. For Contracts over $30,000, the total amount of transfers of funds between line item
budget categories shall not exceed ten (10) percent of the total budget. If the cumulative
amount of these transfers exceeds or is expected to exceed ten percent, the total budget
shall be subject to justification and negotiation of a Contract amendment by the
Contractor and COMMERCE.
B. For Contracts under $30,000 the total amount of transfers of funds between line item
budget categories shall not exceed twenty (20) percent of the total budget. If the
cumulative amount of these transfers exceeds or is expected to exceed twenty percent,
the total budget shall be subject to justification and negotiation of a Contract amendment
by the Contractor and COMMERCE.
C. A sum of ten (10) percent of funds shall be withheld until all tasks, activities, and final
products defined in Attachment "A" have been successfully completed by the Contractor
and accepted fully by COMMERCE.
5, Reimbursement Provisions
A. Funds will be disbursed per the schedule established in Attachment "B."
Only eligible project- related costs will be reimbursed. Ineligible costs include, but are not
necessarily limited to: capital expenses, such as land acquisition or construction costs;
purchase of machinery, hosting expenses, such as meals, lodging, or transportation
incurred by persons other than staff and volunteers working directly on the project;
lobbying or political influencing; and other costs which are not directly related to the
project.
C. Within twenty (20) days after receiving and approving the voucher, COMMERCE shall
remit to the Contractor a warrant covering COMMERCE's share of the costs incurred for
work performed.
D. The final invoice voucher covering costs incurred for work performed on or before
06130/2015 must be submitted by the Contractor prior 7/10/2015, to allow COMMERCE
sufficient time to process it. Payment of the final voucher shall be contingent upon
COMMERCE's receipt and approval of any status reports and deliverables designated in
Attachment "A."
Department of Commerce 20
Contract #15- 63200 -012