HomeMy WebLinkAbout091415_ca04JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of Commissioners
Philip Morley, County Administrator
FROM: Karl Hatton, JeffCom Director
DATE: 09/08/2015
RE: E911 Contract E16 -021 for 2015/2016
STATEMENT OF ISSUE: Annual renewal of JeffCom FY2016 Wireline and Wireless
Operations Contract #E16 -021 with the Washington State Military Department E911 Program.
ANALYSIS: The Washington State Military Department E911 program provides financial
assistance to JeffCom solely for expenses necessary to answer 911 calls originating in
Jefferson County. This includes performing certain tasks and maintaining certain equipment
necessary to operate Wireline and Wireless Enhanced 911. Reimbursement shall be solely for
eligible items included in WAC Chapter 118 -66.
FISCAL IMPACT: JeffCom will be reimbursed for necessary expenses incurred by
providing E911 service to Jefferson County.
RECOMMENDATION: Please sign both original contracts. One completed contract will
be returned to BOCC when received back from the State 911 office.
DEPARTMENT CONTACT: Karl Hatton 344 -9788 or Kathy Young 344 -9756
REVIEWED BY:
A i rp Morley, (% y ministrator Date
E911 County Basic Service Operations Contract FY 2016
Washington State Military Department (DEPARTMENT) AND
Emergency Management Division
Camp Murray, Building #20, M.S. TA -20
Tacoma, WA 98430 -5000
(253) 512 -7481
Contact Person: Teresa Lewis
E -mail: teresa.lewis @mil.wa.gov
Maximum Amount: $331,607
Brief Description:
Agreement #E16 -021
Jefferson County (COUNTY)
Post Office Box 1220
Port Townsend, WA 98368
(360) 344 -9788
Contact Person: Karl Hatton
E -mail: khatton @jcpsn.us
TIN #: 91- 6001322 / UBW 161 - 001 -169
Beginning Date: July 1, 2015 Expiration Date: August 15, 2016
This is a reimbursement contract. Reimbursement is limited to the maximum contract amount, travel, goods,
services and other listed budget categories on an actual cost basis for certain approved incurred eligible,
approved and incurred Coordinator Professional Development and Operational expenses as described in WAC
118 -66- 050(3) and Enhanced 911 (E911) policies incorporated herein by reference in the amounts described
in the Budget Sheet (Attachment D).
INTRODUCTION:
The DEPARTMENT'S State E911 Coordinators Office (SECO) coordinates and facilitates the
implementation and operation of E911 emergency communications throughout the state. It is responsible
for the reimbursement of expenses by counties for eligible expenses from excise tax revenue retained in
the state E911 account.
Funding: PI# 77281 and 77200 NZ State -03F Enhanced 911
11. KEY PERSONNEL:
The individuals listed below shall be considered Key Personnel; however, either party may designate a
substitute by advance written notification to the other party.
COUNTY:
DEPARTMENT:
Name/Title
Karl Hatton,
Name/Title
Teresa Lewis,
E911 Coordinator
E911 Enterprise County Assistance
Program Manager
E -Mail
khatton@jcpsn.us
E -Mail
teresa.lewis mil.wa. ov
Phone
360.344.9788
Phone
253.512.7481
III. ADMINISTRATIVE REQUIREMENTS:
The COUNTY shall use the following to determine allowable cost principles: State Office of Financial
Management (OFM) Regulations -State Administrative and Accounting Manual (SAAM) and the Local
Government Budget and Accounting Reporting System (BARS).
IV. ELIGIBLE EXPENSES AND PRIORITIES ESTABLISHED BY THE LEGISLATURE:
Priorities for expenditure of state E911 funds have been established by both the state legislature and the
DEPARTMENT:
A. RCW 38.52.540(1) provides that funds from the state E911 account should be "used only to support
the statewide coordination and management of the enhanced 911 system, for the implementation of
wireless enhanced 911 statewide, for the modernization of enhanced 911 emergency
communications systems statewide, and to help supplement, within available funds, the operational
costs of the system, including adequate funding of counties to enable implementation of wireless
enhanced 911 service and reimbursement of radio communications service companies for costs
incurred in providing wireless enhanced 911 service pursuant to negotiated contracts between the
counties or their agents and the radio communications service companies';
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B. RCW 38.52.540(3) provides that the State E911 Coordinator is "authorized to enter into statewide
agreements to improve the efficiency of enhanced 911 services for all counties and shall specify by
rule the additional purposes for which moneys, if available, may be expended from this account';
C. RCW 38.52.545 provides that "In specifying rules defining the purposes for which available state
enhanced 911 may be expended, the state enhanced 911 coordinator, with the advice and
assistance of the enhanced 911 advisory committee, must consider base needs of individual counties
for specific assistance. Priorities for available enhanced 911 funding are as follows: (1) To assure
that 911 dialing is operational statewide; (2) To assist counties as necessary to assure that they can
achieve a basic service level for 911 operations; and (3) To assist counties as practicable to acquire
items of a capital nature appropriate to modernize 911 systems and increase 911 effectiveness'
D. WAC 118 - 66-020 reiterates the E911 funding purposes and priorities established by the legislature;
E. WAC 118 - 66-040 describes County eligibility for funding; and
F. WAC 118-66 -050 lists expenses that "may be eligible for reimbursement ... based on a reasonable
prioritization by the state E911 coordinator" and "in accordance with the purposes and priorities
established by statute and regulation ".
V. THE PARTIES AGREE THAT THE FOLLOWING ELIGIBLE EXPENSES AND PRIORITIES ARE
ESTABLISHED IN CONTRACT:
A. Consistent with the statutes and regulations cited, this contract provides reimbursement solely for
certain approved eligible expenses described in WAC 118 -66 -050 incurred by the COUNTY, in
support of E911 calls originating in the county, including eligible expenses in the following
prioritization: (1) E911 statewide dialing, (2) E911 basic service, and (3) capital items. This contract
contains two categories of eligible expenses: Statewide Services and Operations as described
below:
I. Statewide services benefit all counties and do not require local revenue to be expended prior to
reimbursement through county contracts. Statewide services are those Coordinator
Professional Development expenses which are reimbursed through this contract.
a. Coordinator Professional Development (CPD) reimbursement includes travel expenses for
attending the following: Advisory Committee meetings, Advisory Committee Subcommittee
meetings, Coordinator Forums, State Supported training, and National Conference
attendance. Additionally, CPD includes reimbursement of selected Public Education
expenses, Selected 911 Salaries, Benefits and Training; 911 Call Receiver Training; pre -
approved NG911 modernization expenses and interpretative services.
ii. Operations expenses are only reimbursed pursuant to this contract. Operations expenses
consist of statewide dialing, basic service, and capital items listed in WAC 118 -66 and defined in
the E911 Policies and set out in Section VII D of this contract. Operations funding is only
available when the COUNTY has:
a. Imposed the maximum county enhanced 9 -1 -1 tax allowed under RCW 82.14B.030(1) and
RCW 82.14B.030(2);
b. Expended its local revenue on eligible E911 expenses and needs additional reimbursement
assistance to meet its eligible operational expenses.
c. Eligible enhanced 9 -1 -1 expenses as described in WAC 118 -66 -040.
d. A 911 system that is completely enhanced for wireline and wireless E911 services.
B. Expenses.
General Reimbursement Requirements for COUNTYs:
a. Reimbursement will be made, contingent upon funding availability, only for eligible approved
expenses identified in RCW 38.52.545 and WAC 118 -66 -050;
b. Approved eligible expenses will be reimbursed at amounts not to exceed limits established
in E911 Policy, see Section VII D of this contract;
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c. In the event available funding will not cover all contract eligible amounts, individual line
items will be funded in full or not at all;
d. Funding is for primary Public Safety Answering Points (PSAP) only, unless otherwise
specified in applicable DEPARTMENT policy, see Section VII D of this contract;
ii. Ineligible Items:
Expenses not listed in WAC 118 -66- 050(1), (2) and /or (3), and not directly associated with the
operation of the E911 system are not eligible for state financial assistance or reimbursement
under this contract.
iii. Expense Documentation and Approval:
a. COUNTY must submit documentation of eligible expenses to the DEPARTMENT; including
identification of vendor, warrant number, date, and applicable E911 eligible expense
categorization as set out in Section VII E below;
b. COUNTY must submit eligible Expense Reports and /or requests for reimbursement so they
are received by the DEPARTMENT by the 30th day following the month in which payment
was made, including additional hard copy documentation required by an "Action Plan" due to
audit findings;
c. Expenses contained in Expense Reports not submitted by the 30th day following payment,
including additional hard copy documentation as required by "Action Plans ", will not be
reimbursed. However, revenues reported in such Expense Reports will be counted as part
of the County's local revenue;
d. Expense Reports will be processed in the order received by the DEPARTMENT;
e. The DEPARTMENT may request additional documentation and/or information from
COUNTY pertaining to reimbursement requests, and any delay in providing the requested
information may result in delay in reimbursement or reduced reimbursement;
f. All approved training expenses must be submitted as a whole after the training with the
exception of conference registration fee, which may be submitted for reimbursement in
advance.
g. Training expenses are exempt from the 30 day submittal requirement, but must be
submitted for reimbursement within 90 days of the actual training.
h. Prior to purchasing or leasing any equipment or software, COUNTY must submit a written
quote to the DEPARTMENT for review and approval. Without prior written approval the
purchase or lease will not be eligible for reimbursement by the DEPARTMENT.
VI. PERFORMANCE PERIOD AND PAYMENT:
Payment by the DEPARTMENT to the COUNTY shall only be made as reimbursement for eligible
expenses approved by the DEPARTMENT and incurred between July 1, 2016 and June 30, 2016 which
is also known as the performance period. Work started prior to July 1, 2015 and /or not complete by June
30, 2016 will be considered outside the performance period and therefore not eligible for reimbursement.
The COUNTY shall not request payment in anticipation of expenditures not yet incurred.
VII. THE COUNTY AGREES TO:
A. Local Funding: The COUNTY affirms that it has authorized collection of the local E911 excise tax
authorized under RCW 82.14B.030(1), RCW 82.14B.030(2) and /or RCW 82.148.030(3) and that
these funds are being used for wireline and/or wireless eligible expenses listed in WAC 118 -66 to
operate the E911 system in the county. Consistent with RCW 38.52.540(2), the COUNTY will not
request, receive or expend funds under this contract for wireline and wireless eligible expenses if it
has not imposed the maximum county E911 tax allowed under RCW 82.148.030(1) for switched
access lines, and will not request, receive or expend funds under this contract for wireless eligible
expenses if it has not imposed the maximum county E911 tax allowed under RCW 82.146.030(2) for
radio access lines.
B. Use of Funding: The COUNTY ensures the funds provided by the DEPARTMENT as described in
the Budget attached as Attachment D, shall be used by the COUNTY solely for reimbursement of
those approved incurred eligible expenses as described in WAC 118 -66 -050 and the E911 policies
incorporated herein that are necessary to operate E911 countywide.
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Reimbursement shall be made consistent with E911 policies, as set out in Section VII D of this
contract, for approved expenses described in WAC 118 -66 that are incurred between July 1, 2015
and June 30, 2016.
C. Consolidation: If the COUNTY receives funds under this contract in support of a consolidated
Primary Public Safety Answering Point (PSAP), the COUNTY agrees to maintain and operate the
consolidated PSAP for three (3) years from the date of the consolidation and thereafter for the life of
this contract. Failure to comply with this requirement will result in a recapture of funds as provided in
the General Terms and Conditions. For purposes of this contract, a consolidated PSAP is one
operated by or on behalf of a county as the primary PSAP for all operations of enhanced 911 call -
taking and call transfer activities in that county. The consolidated PSAP may also be engaged in,
pursuant to interlocal agreement, the dispatching of public safety resources serving several
jurisdictions. A primary PSAP is one that initially answers all 911 calls within the county.
D. Enhanced 911 Policies: The COUNTY agrees to abide by all of the following E911 Policies, as
amended, available at FY16 E911 Policies One Drive Link and incorporated by reference:
• E911 Advisory Committee Meeting Attendance Policy (PDF)
• E911 Capital Equipment Support Policy (PDF)
• E911 Coordinator Forum Attendance Policy (PDF)
• E911 County Contract Policy (PDF)
• E911 County Coordinator Professional Development Contract Policy (PDF)
• E911 County Regionalization Contract Policy (PDF)
• E911 County-WSP Equipment Contract Policy (PDF)
• E911 Next Generation 911 Implementation Policy (PDF)
• E911 Public Education Policy (PDF)
• E911 Statewide Services Support Policy (PDF)
• E911 Training Policy (PDF)
• E911 Salaries and Benefits Summary (PDF)
E. Reimbursement Requests and Reporting Requirements: Not more often than monthly, the
COUNTY shall submit invoice vouchers (Form A -19) to the DEPARTMENT requesting reimbursement
for expenses. The COUNTY agrees to use forms and/or systems provided by the DEPARTMENT for
necessary reports.
In addition to any reports as may be required elsewhere in this contract, the COUNTY shall prepare
and submit the following reports to the DEPARTMENT's Key Personnel:
Financial Reports
Monthly Expense Reports
of the month
Local Travel Policy /Procedures
Mid -Year Budget Review
Time Audit Report
Final Reimbursement Request
#/Copies Completion Date
1 No later than 30 days following the end
30 days after signatures on this contract
and then annually.
January 31, of each year
January 31, of each year
July 31, 2016
All contract work must not start prior to July 1, 2015 and must be delivered, installed /completed and
accepted by June 30, 2016; although certain reports may be submitted by July 31, 2016 as described
above. Final billing not received by July 31, 2016, may not be processed.
F. Attendance Obligations: The COUNTY agrees to send the designated County E911 personnel to the
following events:
• Advisory Committee Meetings: COUNTY agrees to send the E911 Coordinator to as many of the
Advisory Committee meetings as possible each year, but no less than half of the six (6) scheduled
Advisory Committee meetings per fiscal year in accordance with the E911 Advisory Committee
Attendance Policy; and
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• Coordinator Forums: The COUNTY agrees to send the E911 Coordinator and an additional
appropriate E911 representative to the October Fall Forum, the March Spring Forum and to the
June Summer Training Forum /Conference of each year, in accordance with the E911
Coordinator Forum Attendance Policy.
G. Reallocation of Funds: The COUNTY is allowed to reallocate funds within the basic service operations
category as needed. Budget categories are as specified or defined on the budget sheet of the contract.
Any changes to budget categories other than in compliance with this paragraph will not be reimbursed.
H. Compliance with State Law: The COUNTY will comply with all state law applicable to counties.
I. Responsibility for Project/Statement of Work/Work Plan: While the DEPARTMENT undertakes to
assist the COUNTY with the project/statement of work/work plan (project) by providing state excise tax
funds pursuant to this Contract, the project itself remains the sole responsibility of the COUNTY. The
DEPARTMENT accepts no responsibility to the COUNTY, or to any third party, other than as is
expressly set out in this Contract.
The responsibility for the design, development, construction, implementation, operation and
maintenance of the project, as these phrases are applicable to this project, is solely that of the
COUNTY, as is responsibility for any claim or suit of any nature by any third party related in any way
to the project.
Prior to the start of any construction activity, the COUNTY shall ensure that all applicable Federal,
State, and local permits and clearances are obtained.
The COUNTY shall defend, at its own cost, any and all claims or suits at law or in equity, which may
be brought against the COUNTY in connection with the project. The COUNTY shall not look to the
DEPARTMENT, or to any state agency, or to any of their employees or agents, for any performance,
assistance, or any payment or indemnity, including but not limited to cost of defense and /or attorneys'
fees, in connection with any claim or lawsuit brought by any third party related to any design,
development, construction, implementation, operation and/or maintenance of a project.
VIII. CONDITIONED UPON COUNTYS FULFILLMENT OF ITS CONTRACT ABOVE THE MILITARY
DEPARTMENT AGREES TO THE FOLLOWING:
A. Within thirty (30) days of receipt and approval of signed, dated invoice vouchers (state form A -19),
satisfactory completion of tasks, and documentation of costs, reimburse the COUNTY up to the
maximum of $331,607, or actual cost, whichever is lower, pursuant to the schedule set out in the
State Reimbursement Schedule (Attachment C) and as authorized by this Contract and WAC 118 -66.
B. If a question arises about the requested reimbursement, the COUNTY will be notified via e-mail
and /or telephone call and will have five (5) working days to provide the requested information. If
information satisfactory to the DEPARTMENT has not been provided within that time, the expense in
question will be subtracted and the balance of approved eligible incurred expenses will be processed
for reimbursement.
This Contract, the General Terms & Conditions (Attachment A), Statement of Work (Attachment B), State
Reimbursement Schedule (Attachment C), Budget Sheet (Attachment D), and Equipment Maintenance
Certification Log (Attachment E) govern the rights and obligations of the parties to this Contract.
IN WITNESS THEREOF, the parties hereto have executed this Contract on the day and year last specified
below.
BY: BY:
Signature Date Signature Date
Richard A. Woodruff, Contracts Administrator David Sullivan, Chairman
Washington State Military DEPARTMENT Jefferson County Board of Commissioners
BOILERPLATE APPROVED AS TO FORM
Dawn C. Cortez (signature on file 7/24/15) A O y
Assistant Attorney General u r Z f (s-
ppppice
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ATTACHMENT A
GENERAL TERMS & CONDITIONS
1) DEFINITIONS: As used throughout this contract the following terms shall have the meanings set forth
below:
a. "DEPARTMENT" shall mean the Washington State Military DEPARTMENT (WMD), or any of the
officers or other officers lawfully representing that DEPARTMENT.
b. "COUNTY" shall mean the named county performing services under this contractor grant. It shall
include any subcontractor retained by the COUNTY as permitted under the terms of this contract.
c. "Subcontractor" shall mean one, not in the employment of the COUNTY, who is performing all or
part of those services under this contract under a separate contract with the COUNTY. The terms
"subcontractor" and "subcontractors" mean subcontractor(s) in any tier.
d. "PSAP" means Public Safety Answering Point as defined in WAC 118 -66.
e. "WAC" is defined and used herein to mean the Washington Administrative Code.
f. "RCW" is defined and used herein to mean the Revised Code of Washington.
2) ACCESS TO PUBLIC RECORDS:
a. The parties acknowledge that the DEPARTMENT is subject to the Public Records Act, Chapter
42.56 RCW, and that records prepared, owned, used or retained by the DEPARTMENT relating
to the conduct of government or the performance of any governmental or proprietary function
are available for public inspection or copying, except as exempt under RCW 42.56 or other
statute which exempts or prohibits disclosure of specific information or records.
b. The COUNTY shall provide access to data generated under this Contract to the DEPARTMENT
and the State Auditor at no additional cost. This includes access to all information that supports
the findings, conclusions, and recommendations of the COUNTY's reports, including computer
models and methodology for those models.
C. Access to Data - State law prohibits state agencies from entering into agreements when the
contractor could charge additional costs to the agency, the Joint Legislative Audit and Review
Committee, or the Office of the State Auditor for access to data generated under the Contract,
thus all such data will be provided at no additional expense. For the purposes of this
requirement, "data" includes all information that supports the findings, conclusions and
recommendations of the contractor's reports, including computer models and methodology for
those models.
3) ADVANCE PAYMENTS PROHIBITED: No payments in advance or in anticipation of services or
supplies to be provided under this Contract shall be made by the DEPARTMENT.
4) AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336,42 U.S.C. 12101 et
seq. (also referred to as the "ADA ") and its' implementing regulations at 28 CFR Part 35. The
COUNTY must comply with the ADA, which provides comprehensive civil rights protection to individuals
with disabilities in the areas of employment, public accommodations, state and local government
services, and telecommunication.
5) ATTORNEY'S FEES: Except as provided in the section entitled "Recapture Provisions ", in the event of
litigation or other action brought to enforce the terms of this Contract or alternate dispute resolution
process, each party agrees to bear its own attorney's fees and costs.
6) CHANGES AND MODIFICATIONS: The DEPARTMENT and the COUNTY may, from time to time,
request changes to the Contract. Any such changes that are mutually agreed upon by the parties to
this Contract shall be incorporated herein by written amendment. It is mutually agreed and understood
that no alteration or variation of the terms of this Contract shall be valid unless made in writing and
signed by the parties hereto, and that any oral understanding or agreements shall not be binding.
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7) COMPLIANCE WITH APPLICABLE STATUTES, RULES AND DEPARTMENT POLICIES: The
COUNTY shall comply with, and the DEPARTMENT is not responsible for determining compliance with,
any and all applicable federal, state, and local laws, regulations, executive orders, and /or policies. This
obligation includes, but is not limited to, nondiscrimination laws and/or policies; the ADA; Ethics in
Public Service (RCW 42.52); Covenant Against Contingent Fees (e.g., Federal Acquisition Regulation
48 CFR Sec. 52.203 -5); Public Disclosure (RCW 42.56); and safety and health regulations. In the
event of the COUNTY's noncompliance or refusal to comply with any applicable law, regulation,
executive order or policy, the DEPARTMENT may rescind, cancel, or terminate the Contract in whole or
in part in its sole discretion. The COUNTY is responsible for all costs or liability arising from its failure
to comply with applicable law, regulation, executive order or policy.
8) CONTRACT MODIFICATIONS: The DEPARTMENT and the COUNTY may, from time to time,
request changes in services to be performed with funds subject to this contract. Any such changes that
are mutually agreed upon by the DEPARTMENT and the COUNTY shall be incorporated herein by
written amendment to this contract. It is mutually agreed and understood that no alteration or variation
of the terms of this contract shall be valid unless made in writing and signed by the parties, and that any
oral understanding or agreements not incorporated herein, unless made in writing and signed by the
parties hereto, shall not be binding. It is mutually agreed and understood that the COUNTY is allowed
to reallocate funds within the basic service operations category as needed.
9) COUNTY NOT EMPLOYEE OF AGENCY: The COUNTY, and/or employees, sub - contractors or
agents performing under this Contract, are not employees or agents of the DEPARTMENT in any
manner whatsoever. The COUNTY will not be presented as nor claim to be an officer or employee of
the DEPARTMENT or of the State of Washington by reason hereof, nor will the COUNTY make any
claim, demand, or application to or for any right, privilege or benefit applicable to an officer or employee
of the DEPARTMENT or of the State of Washington, including, but not limited to, Workers'
Compensation coverage, unemployment insurance benefits, social security benefits, retirement
membership or credit, or privilege or benefit which would accrue to a civil service employee under
Chapter 41.06 RCW. It is understood that if the COUNTY is another state agency, the officers and
employees are employed by the State of Washington in their own right.
10) DISCLOSURE: The use or disclosure by any party of any information concerning the DEPARTMENT
for any purpose not directly connected with the administration of the DEPARTMENT's or the
COUNTY's responsibilities with respect to services provided under this Contract is prohibited except by
prior written consent of the DEPARTMENT or as required to comply with the Public Records Act or
court order.
11) DISPUTES: Except as otherwise provided in this Contract, when a bona fide dispute arises between
the parties and it cannot be resolved through discussion and negotiation, either party may request a
dispute hearing. The parties shall select a dispute resolution team to resolve the dispute. The team
shall consist of a representative appointed by the DEPARTMENT, a representative appointed by the
COUNTY, and a third party mutually agreed upon by both parties. The team shall, by majority vote,
resolve the dispute. The parties agree that this dispute process shall be final and there will be no
appeal of the decision.
12) GOVERNING LAW AND VENUE: This Contract shall be governed by the laws of the State of
Washington. In the event of a lawsuit involving this Contract, venue shall be proper only in Thurston
County. The COUNTY, by execution of this Contract, acknowledges the jurisdiction of the courts of
Washington in this matter.
13) HOLD HARMLESS: The COUNTY agrees to defend, hold harmless, and indemnify the State of
Washington and the Military DEPARTMENT, their officers, agents, employees, and assigns against any
and all damages or claims from damages resulting or allegedly resulting from the COUNTY's
performance or activities hereunder and that of any sub - contractor hired by the COUNTY.
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14) INDEMNIFICATION: To the extent permitted by applicable law, each party to this contract shall be
responsible for injury or death to persons and damage to property resulting from negligence on the part
of itself, its employees, agents, officers, or subcontractors. Neither parry assumes any responsibility to
the other party for the consequences of any act or omission of any third party.
15) INSURANCE, INDUSTRIAL COVERAGE: Prior to performing work under this contract, the COUNTY
shall provide industrial insurance coverage for the COUNTY's employees, as may be required by Title
51 RCW. The DEPARTMENT will not be responsible for payment of industrial insurance premiums or
for any other claim or benefit for a consultant or any subcontractor or employee of the COUNTY, which
may arise during the performance of services under this contract. Before the start of any work required
by this Contract, the COUNTY shall deliver to the DEPARTMENT certificates of insurance reflecting
that the COUNTY has obtained all the insurance coverage required by this section.
16) INSURANCE, GENERAL COVERAGE: The DEPARTMENT and its officers, employees, and agents,
while acting in good faith within the scope of their official duties, are covered by the State of
Washington Self- Insurance Program and the Tort Claims Act (RCW 4.92.060 et seq.), and successful
claims against the DEPARTMENT and its employees, officers, and agents in the performance of their
official duties in good faith under this Contract will be paid from the tort claims liability account as
provided in RCW 4.92.130. COUNTY hereby notifies the DEPARTMENT that as a County Government
of the State of Washington and in accordance with Washington law, COUNTY has full loss coverage for
itself, its officers, employees and agents, through self insurance and/or the purchase of insurance.
Upon the DEPARTMENT's request, COUNTY will provide the DEPARTMENT with details of its self
insured retention, proof of its additional insurance, and all loss coverage. This program of self
insurance and /or purchased insurance includes general liability, automobile liability, workers
compensation and employers' liability.
17) LEGAL RELATIONS: To the extent permitted by applicable law, each party to this contract shall be
responsible for injury or death to persons and damage to property resulting from negligence on the part
of itself, its employees, agents, officers, or subcontractors. Neither party assumes any responsibility to
the other party for the consequences of any act or omission of any third party.
18) LIMITATION OF AUTHORITY: "Authorized Signature" Only the assigned Authorized Signature for the
DEPARTMENT or the assigned delegate by writing (delegation to be made prior to action) shall have
the express, implied, or apparent authority to alter, amend, modify, or waive any clause or condition of
this contract. Furthermore, any alteration, amendment, modification, or waiver of any clause or
condition of this contract is not effective or binding unless made in writing and signed by the authorized
person.
19) LOSS OF FUNDING: In the event funding from state or federal sources is withdrawn, reduced, or
limited in any way after the effective date of the Contract, the DEPARTMENT may suspend or
terminate the Contract without cause under the "Termination" clause and without the thirty (30) day
notice requirement.
20) NONASSIGNABILITY: Neither this Contract, nor any claim arising under this Contract, nor the work to
be provided under this Contract, and any claim arising thereunder, shall be assigned or delegated 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.
21) NONDISCRIMINATION: During the performance of this contract, the COUNTY shall comply with all
federal and state nondiscrimination statutes and regulations. These requirements include, but are not
limited to:
a. Nondiscrimination in Employment: The COUNTY shall not discriminate against any employee or
applicant for employment because of race, color, sex, sexual orientation, religion, national origin,
creed, marital status, age, Vietnam era or disabled veterans status, or the presence of any sensory,
mental, or physical handicap. This requirement does not apply, however, to a religious corporation,
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association, educational institution or society with respect to the employment of individuals of a
particular religion to perform work connected with the carrying on by such corporation, association,
educational institution or society of its activities.
b. The COUNTY shall take action to ensure that employees are employed and treated during
employment without discrimination because of their race, color, sex, sexual orientation, religion,
national origin, creed, marital status, age, Vietnam era or disabled veterans status, or the presence
of any sensory, mental, or physical handicap. Such action shall include, but not be limited to, the
following: Employment, upgrading, demotion, or transfer, recruitment or recruitment selection for
training, including apprenticeships and volunteers.
22) RECAPTURE PROVISION: In the event the COUNTY fails to expend funds under this Contract in
accordance with applicable federal, state, and local laws and /or the provisions of the contract, the
DEPARTMENT reserves the right to recapture funds in an amount equivalent to the extent of
noncompliance. Such right of recapture shall exist for the life of the project following Contract
termination. Repayment by the COUNTY of funds under this recapture provision shall occur within
thirty (30) days of demand.
In the event the DEPARTMENT is required to institute legal proceedings to enforce the recapture
provision, the DEPARTMENT shall be entitled to its costs thereof, including attorney fees.
23) RECORDS, MONITORING AND AUDIT ACCESS:
a. The COUNTY shall perform under the terms of the Contract and the DEPARTMENT may conduct
reasonable and necessary monitoring of the COUNTY's performance.
b. To permit such monitoring, the COUNTY shall maintain books, records, documents, and other
evidence and accounting procedures and practices that sufficiently and properly reflect all direct
and indirect costs of any nature expended in the performance of this Contract. These records shall
be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the
DEPARTMENT, the Office of the State Auditor, and federal officials so authorized by law, rule,
regulation, or agreement.
c. The COUNTY will retain all books, records, documents, and other materials relevant to this
Contract for six (6) years from the date final payment is made hereunder, and make them available
for inspection by persons authorized under this provision.
d. The DEPARTMENT or the State Auditor or any of their representatives and federal officials so
authorized by law, rule, regulation, or agreement shall have full access to and the right to examine
during normal business hours and as often as the DEPARTMENT or the State Auditor may deem
necessary, all of the COUNTY's records with respect to all matters covered in this Contract. Such
rights last for six (6) years from the date final payment is made hereunder.
e. The COUNTY shall cooperate with and freely participate in any monitoring, audit or evaluation
activities conducted by the DEPARTMENT that are pertinent to the intent of this Contract.
24) SEVERABILITY: If any provision of this Contract or any provision of any document incorporated by
reference shall be held invalid, such invalidity shall not affect the other provisions of this Contract which
can be given effect without the invalid provision, and to this end the provisions of this Contract are
declared to be severable.
25) SUB - CONTRACTING: The COUNTY shall comply with all applicable procurement laws, rules and
requirements. This will include the use of a competitive procurement process in the award of any
contracts with sub - contractors that are entered into under this Contract. All sub - contracting
agreements entered into pursuant to this contract shall incorporate this contract by reference.
E911 County OPS Contract SFY16 Page 9 of 17 Jefferson County, E16 -021
Agreement #E16 -021
26) TERMINATION:
a. If, through any cause, the COUNTY or its sub - contractors shall fail to fulfill in a timely and proper
manner its obligations under this Contract or if the COUNTY or its sub - contractors shall violate any
of its covenants, agreements, or stipulations of this Contract, the DEPARTMENT shall thereupon
have the right to terminate this Contract and withhold the remaining allocation if such default or
violation is not corrected within thirty (30) days after submitting written notice to the COUNTY
describing such default or violation.
b. Notwithstanding any provisions of this Contract, either party may terminate this Contract without
cause by providing written notice of such termination, specifying the effective date thereof, at least
thirty (30) days prior to such date. If this Contract is so terminated, the DEPARTMENT 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 notice of such termination, the
DEPARTMENT reserves the right to suspend all or part of the Contract, withhold further payments,
and prohibit the COUNTY from incurring additional obligations of funds.
c. Reimbursement for eligible expenses incurred by the COUNTY prior to the effective date of such
termination shall be as the DEPARTMENT reasonably determines."
d. The DEPARTMENT may unilaterally terminate or suspend all or part of this Contract without cause,
or may reduce its scope of work and budget, if there is a reduction in funds by the source of those
funds, and if such funds are the basis for this Contract.
27) TRAVEL AND SUBSISTENCE REIMBURSEMENT: If reimbursement of travel or subsistence
expenses are included as part of this Contract, they shall be paid in accordance with rates set pursuant
to RCW 43.03.050 and RCW 43.03.060 as now existing or amended. The COUNTY is required to
provide to the DEPARTMENT copies of receipts for any travel related expenses other than meals and
mileage that are authorized under this Contract.
28) TREATMENT OF ASSETS: Upon successful completion of the terms of this contract, all assets,
including equipment, purchased through this contract will be owned by the COUNTY unless otherwise
specified by the funding source. The COUNTY shall be responsible for any and all operation and
maintenance expenses and for the safe operation of said equipment including all questions of liability.
29) WAIVER OF DEFAULT: Waiver of any default shall not be deemed to be a waiver of any subsequent
default. Waiver of breach of any provision of the Contract shall not be deemed to be a waiver of any
other or subsequent breach and shall not be construed to be a modification of the terms of the Contract
unless stated to be such in writing, signed by the Director or Contracts Administrator and attached to
the original Contract.
E911 County OPS Contract SFY16 Page 10 of 17 Jefferson County, E16 -021
Agreement #E16 -021
ATTACHMENT B
STATEMENT OF WORK
E911 COUNTY CONTRACT - FY2016
July 1, 2015 —June 30, 2016
BASIC LEVEL OF OPERATING SERVICES
Maintenance Deliverables
• The county will maintain the equipment per manufacturer's recommendations
• County will complete and return to the department the equipment maintenance certification log
(See Attachment E)
S4 Coordinator Salary
1. Operate and monitor the enhanced 911 system within the state's enhanced 911 system.
a. Assure 911 dialing is operational within county.
2. AC Committee attendance - 50% of scheduled AC meetings per fiscal year.
3. Coordinator Forum — Attend all three (3) Coordinator forums per fiscal year.
4. Cooperate with and freely participate in monitoring or evaluation activities by the State E911
Coordinator's Office (SECO) and Auditor.
a. Maintenance of records for six (6) years after grant closure.
S5 MSAG / Mapping Coordinators
1. Maintenance of MSAG
2. Maintenance of 911 Maps /GIS
3. Progress toward and maintenance of MSAG -Map synchronization.
S6 IT Coordinator
1. Equipment/software (CPE, CAD, Net Clock, network, network security)
a. Participate in the selection and/or installation of equipment.
2. Equipment/software maintenance
a. Preventative and failure recovery maintenance.
3. Training in support of systems used by 911.
S7 Call Receiver Salarv/Benefits
1. 50% or more call receiver time.
S8 Public Ed Coordinator
1. Participate in state 911 Pub Ed training /meetings.
2. Conduct various public 911 presentations to various audiences.
3. Participation instate 911 Public Education campaigns.
S9- Training Coordinator
1. Ensure successful participation and completion of training and continuing education.
2. Participate in state 911 training coordinator meetings.
3. Organize new hire training and continuing education.
E911 County OPS Contract SFY16 Page 11 of 17 Jefferson County, E16 -021
Agreement #E16 -021
ATTACHMENT C
STATE REIMBURSEMENT SCHEDULE
E911 COUNTY OPERATIONS CONTRACT - FY2016
July 1. 2015 — June 30. 2016
COUNTY CONTRACT REIMBURSEMENT SCHEDULE
COORDINATOR PROFESSIONAL DEVELOPMENT (CPD) SECTION
Statewide services benefit all counties and do not require local revenue to be used prior to state
reimbursement. The following are reimbursed through county contracts:
ELIGIBLE ITEM
STATE REIMBURSEMENT
Advisory Committee
Advisory Committee tAQ Meetings: Travel reimbursement expense for
Meeting Attendance
all AC meetings attended by the E911 County Coordinator or designee.
The E911 County Coordinator must attend at least 50% of all held AC
meetings per fiscal year — contractual requirement. A substitute of a
primary PSAP /E911 employee must be pre - approved if requested to
attend on the E911 County Coordinator's behalf, but will not count as part
of the contractual obligation of 50% attendance by the E911 County
Coordinator.
AC Subcommittee
AC Subcommittee Meetings: Subcommittee members are authorized
Meetings
travel reimbursement for all subcommittee meetings they attend.
CPD1
Coordinator Forum
Coordinator Forums: Travel reimbursement expense for a total of two
Attendance
PSAP /E911 employees to attend Coordinator Forums. One of the two
must be the E911 County Coordinator. The E911 County Coordinator
must attend all Coordinator Forums — contractual requirement. A
substitute of a primary PSAP /E911 employee must be pre- approved if
requested to attend on the E911 County Coordinator's behalf.
State E911
State E911 supported: Travel reimbursement expenses for the 911
supported
Coordinator to attend State E911 supported training, meetings, and /or
Attendance
events.
See: Advisory Committee Meeting AttendancelTravel Reimbursement
Policy, Coordinator Forum Policy, Training Policy, Public Education
Policy
The E911 County Coordinator is authorized up to $6,000 (per fiscal year)
to attend national NG911 related conferencesttrainings and /or training to
enhance job skills. A substitute of a primary PSAP /E911 office employee
E911 County
must be pre - approved if requested to attend on the E911 County
CPD2
Coordinator Training
Coordinator's behalf.
For counties with a population of 1.5 million or more the authorized
amount is doubled for an additional person to attend training, a total of
$12,000 (per fiscal year) See: Training Policy
Continue on next page
E911 County OPS Contract SFY16 Page 12 of 17 Jefferson County, E16 -021
Agreement #E16 -021
E911 County CPS Contract SFY16 Page 13 of 17 Jefferson County, E16 -021
Up to $5,000 (per fiscal year) is authorized for expenses directly related
to informing the public of the capabilities, limitations, and proper use of
E911, which includes training, salaries, travel, supplies and materials.
CPD3
Public Education
Expenses for purchases and training must be pre - approved by the E911
Program Manager and /or Financial Coordinator. Back -fill is not eligible
under this line item. See: Public Education Policy, Training Policy
Up to $13,500 (per fiscal year) is authorized for salaries /benefits and
CPD4
911
Salaries/Benefits
training expenses for the following positions: MSAG, Mapping /GIS,
f
and /or Information Technology Coordinator(s). Backll is not eligible
and Training
under this line item. See: Training Policy, Salaries & Benefits Summary
Total training funds shall be calculated at $500 (per fiscal year) per full -
time call receiver at the primary PSAP(s) with a cap not to exceed 30 call
911 Call Receiver
receivers per county. Eligible expenses include: airfare, registration fee,
CPD5
luggage fee, parking, lodging, meals, rental vehicles, fuel, travel costs for
Training
mileage (personally -owned vehicles or agency vehicles that employee
and /or PSAP is charged a fee to use) and overtime and backfill while in
training status. See: Training Policy
NG911
Costs related to modernization of the E911 System as authorized and
CPD6
Modernization
pre - approved by the State E911 Coordinator.
CPD7
911 Interpretive
Costs incurred for use of interpretive services to facilitate 911 call taking.
Services
BASIC SERVICES OPERATIONAL SECTION
ELIGIBLE ITEM
STATE REIMBURSEMENT
E911 CountyMSP
Salary/benefits shall be calculated at $63,807 (per fiscal year).
S4
Coordinator — Salary
See: Salaries & Benefits Summary
Master Street
Salary/benefits shall be calculated at $57,090 (per fiscal year). MSAG
Address Guide
and/or Mapping /GIS Coordinator must be someone other than E911
S5
(MSAG) & Mapping/
County Coordinator. Back fill is not eligible under this line item.
GIS Coordination -
See: Salaries & Benefits Summary
Salary
Salary/benefits shall be calculated at $27,014 (per fiscal year), per
Information
E911 In
E911
PSAP, to support and maintain WAC- eligible E911 equipment. IT support
S6
Technology (IT) _
must be a person other than the E911 County Coordinator. Back fill is not
Salary
eligible under this line item. See: Salaries & Benefits Summary
Salary/benefits shall be calculated $288,750 (per fiscal year). Call
S7
E911 Call Receiver
Receivers are defined as a person(s) whose primary function (at least 50
Salaries and Benefits
percent of their time) is sifting at a console, hired, trained /in training and
prepared to answer 911 calls. See: Salaries and Benefits Policy
Salary/benefits shall be calculated at $7,273 (per fiscal year) to assist
S8
E911 Public
Education
with local public education activities. Public Education Coordinator must
Coordinator — Salary
be a person other than the E911 County Coordinator. Backfill is not
eligible under this line item. See: Public Education Policy, Saianes & Benerls summary
E911 County CPS Contract SFY16 Page 13 of 17 Jefferson County, E16 -021
Agreement #E16 -021
E911 County OPS Contract SFY16 Page 14 of 17 Jefferson County, E16 -021
Salary/benefits shall be calculated $7,273 (per fiscal year) to assist with
S9
E911 Training
PSAP training. Training Coordinator must be a person other than the
Coordinator — Salary
E911 County Coordinator. Back fill is not eligible under this line item.
See: Salaries & Benefits Summary
MSAG /Mapping /GIS
Training shall be calculated at $6,000 (per fiscal year).
B4
- Training
See: Training Policy
Training shall be calculated $10,000 (per fiscal year) to support WAC-
B5
E911 IT -Training
eligible E911 equipment and must be pre - approved by the state office.
See: Training Policy
Total training funds shall be calculated at $1,600 (per fiscal year) per full -
time Call Receiver at the primary PSAP. May also be used for salary of
B6
Call Receiver
new call receiver, while enrolled in new hire internal/external training.
Training
Limited to $2,000 for each new hire.
See: Training Policy, Salaries & Benefits Summary
Hardware, software, and services for the E911 Mapping /GIS /MSAG
Coordinator to manage the mapping /MSAG data. Calculated at $10,000
E911 Mapping
(per fiscal year). Expenditures must be pre - approved by the State Office
B7
Administration
IT Staff.
See: Capital Equipment Support Policy, Salaries & Benefits Summary
and Training Policy
Headsets for E911
Limited to one headset per call receiver, per fiscal year; maintenance to
B12
Call Receivers
include accessories and replacement parts (including batteries).
Headsets do not need prior approval to purchase.
B13
Destruction of E911
Shall be calculated at $600 per fiscal year.
Records
E911 Coordinator
Shall be calculated at $600 per fiscal year for electronic mail service.
B14
Electronic Mail
May be used to purchase and /or maintain monthly service device to
access E911 email (laptop, Smartphone, etc).
EQUIPMENT MAINTENANCE SECTION
ELIGIBLE ITEM
STATE REIMBURSEMENT
CPE /Telephone
Expenses related to repairs and preventative maintenance.
S1.1
System Maintenance
See: Capital Equipment Support Policy, Training Policy, Salaries &
Benefits Summary
PSAP Mapping
Expenses related to repairs and preventative maintenance.
S3.1
Maintenance
See: Capital Equipment Support Policy, Training Policy, and Salaries &
Benefits Summary
Expenses related to repairs and preventative maintenance.
B1.1
UPS Maintenance
See: Capital Equipment Support Policy, Training Policy, Salaries &
Benefits Summary
E911 County OPS Contract SFY16 Page 14 of 17 Jefferson County, E16 -021
Agreement #E16 -021
E911 County OPS Contract SFY16 Page 15 of 17 Jefferson County, E16 -021
Expenses related to repairs and preventative maintenance.
B8.1
Instant Call Check
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Expenses related to repairs and preventative maintenance.
1310.1
E911 MIS
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Call Detail Recorder
Expenses related to repairs and preventative maintenance.
1311.1
or Printer
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Logging Recorder
Expenses related to repairs and preventative maintenance.
C1.1
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
CAD System
Expenses related to repairs and preventative maintenance.
C2.1
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Auxiliary Generator
Expenses related to repairs and preventative maintenance.
C3.1
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Clock Synchronizer
Expenses related to repairs and preventative maintenance.
C4.1
See: Capital Equipment Support Policy, Training Policy, Salaries &
Maintenance
Benefits Summary
Console Furniture
Expenses related to repairs and preventative maintenance.
C5.1
Maintenance
See: Capital Equipment Policy.
E911 County OPS Contract SFY16 Page 15 of 17 Jefferson County, E16 -021
Agreement #E16 -021
ATTACHMENT D
BUDGET SHEET
E911 COUNTY CONTRACT — FY2016
July 1, 2015 — June 30, 2016
E911 County OPS Contract SFY16 Page 16 of 17 Jefferson County, E16 -021
SFY2016
Coordinator Professional Development
$ 40,100
Operational
$ 291,607
TOTAL CONTRACT NOT TO EXCEED
$ 331,607
E911 County OPS Contract SFY16 Page 16 of 17 Jefferson County, E16 -021
Agreement #E16 -021
ATTACHMENT E
EQUIPMENT MAINTENANCE CERTIFICATION LOG
E911 COUNTY CONTRACT — FY2016
July 1, 2015 — June 30, 2016
Jefferson County certifies that all maintenance has been scheduled and completed on an annual basis for the
following equipment:
Equipment
Vendor/
Inhouse
Vendor Name
Anticipated /Scheduled
Timeframe
Customer Premise Equipment CPE
n
010 3o et0
PSAP Ma in
PI-1
o2 05 l
Uninterru tible Power Supply (UPS)
n Coc
i
Instant Call Check
8
01
911 Management Information System
MIS )
vey)�or
tJew W C �s
(73�2�i�2oIS
Call Detail Recorder /Printer
oh &fqir%G-
Logging Recorder
Computer -Aided Dispatch System
Auxiliary Generator
WA
—
Clock S nchronizer
n
Call Receiver Console Furniture
10 1 1
J,2Er��
Signature (name and title)
6/��/
D tae
E911 County OPS Contract SFY16 Page 17 of 17 Jefferson County, E16 -021
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
CAMP MURRAY, WASHINGTON 98430 -5122
WILL REPLACE PREVIOUS FORMS
NAME OF ORGANIZATION
DATE SUBMITTED
Jefferson County 911
8/11/2015
PROJECT DESCRIPTION
CONTRACT NUMBER
FY16 E911 County Contract
E16 - 021
1. AUTHORIZING AUTHORITY
SIGNATURE
IPRINT OR TYPE NAME ITI
TLE/TERM OF OFFICE
G
h --
David Sullivan, Chair
Commissioner
Term: 2015 -2019
2. AUTHORIZED TO SIGN CONTRACTS /CONTRACT AMENDMENTS
SIGNATURE
PRINT OR TYPE NAME
TITLE/TERM OF OFFICE
G
h --
Deborah Stinson
Chairman, on behalf of JeffCom
911, Term: 1 year
Karl Hatton
JeffCom 911 Director
3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT A -19
SIGNATURE
PRINT OR TYPE NAME
TITLE/TERM OF OFFIj]er
G
h --
Karl Hatton
JeffCom 911 Director
Kathy Young
JeffCom 911 Office Ma
J
Please complete form with any new contract or any time personnel changes.
Submit one original to State E911 Office