HomeMy WebLinkAbout010218_ca06Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Lynn Sterbenz, Director, Department of Emergency Management
DATE:'
Lkjm (y
RE: (1) Retroactive and (1) New Interlocal Agreements with Homeland
Security Region 2 Coordinating Council
STATEMENT OF ISSUE: The Washington State Emergency Management Division is
requiring Region 2 Homeland Security Coordinating Council (Kitsap, Clallam and Jefferson
Counties) to more adequately delineate the management, administration and funding
procedures of the Council and the Homeland Security Grant Program. Through two Interlocal
Agreements, we will first appropriately document the HSGP grants Jefferson County received
through this Council since 2008; and second, amend the process for future HSGP grant
agreements (beginning with FYI 7) to be entered into directly between the State EMD and each
of the recipient counties of the Region (Jefferson County).
ANALYSIS: This will appropriately document the grant funding process to the way it should
have been since 2008, to the manner in which it is conducted in other Regions; and streamline
the future process to establish grant agreements directly between Counties and the State EMD,
relinquishing the HLS R2 Coordinating Council of that particular responsibility.
FISCAL IMPACT: None. In fact, additional Regional grant funds may be available to each
of the three counties as a result of the Coordinating county not being responsible for managing
individual grant agreements.
RECOMMENDATION: Approval. Clallam and Kitsap Counties Legal Departments have
already reviewed and these ILA's are before their Commissioners as well.
DEPARTMENT CONTACT: Lynn Sterbenz (360) 316-6008
REVIEWED BY:
l clip Morley, Co my Administra Date
WASHINGTON STATE HOMELAND SECURITY REGION 2 COORDINATING COUNCIL
INTERLOCAL AGREEMENT
Between Jefferson County and Kitsap County
THIS AGREEMENT is between Jefferson County, a municipal corporation, and Kitsap County, a
municipal corporation, all in the State of Washington, and both representing entities on the
Washington State Homeland Security Region 2 Coordinating Council.
WHEREAS, annually since 2003, Kitsap County Department of Emergency Management has
entered into contracts with Washington State Military Department for funding to implement
investments that build, sustain, and deliver the core capabilities essential to achieving the
National Preparedness Goal of a secure and resilient nation for Washington State Homeland
Security Region 2 and to;
1. Develop Region 2 Homeland Security Regional Council consisting of representation
from other county, city and tribal emergency management offices, responder disciplines
and other appropriate entities within the region;
2. Assist in the updating and/or development of all -hazard Emergency Operations Plans
(EOPs) as appropriate to include provisions for terrorism and weapons of mass
destruction, in accordance with Federal Emergency Management Agency (FEMA)
requirements, for each county, city and tribe designated as independent emergency
management entities within the Region. Rather than developing and publishing a
separate EOP, tribes, cities and towns may elect to be included in the EOP of the county
in which they reside;
3. Assist, through planning grants, the updating and/or development of local hazard and
risk assessments or Hazard Identification and Vulnerability Analyses (HIVA) to determine
emergency management planning priorities relative to the EOP process;
4. Develop a strategy for implementation of written inter -and intra -regional mutual aid
agreements and maintain an index of established agreements;
5. Participate in state and regional planning efforts;
6. Coordinate planning and integrate Emergency Operations Center (EOC) assessments
and future upgrade needs and initiatives;
7. Increase the region's ability to respond to all hazards; and
WHEREAS, the Department of Homeland Security, Office for Domestic Preparedness (ODP),
encourages regional cooperation in homeland security and Jefferson County is a participating
member of Region 2 Homeland Security Regional Council and therefore eligible for funding as a
subrecipient; and
WHEREAS, Jefferson County has requested funding assistance to enhance homeland security
efforts in Jefferson County; and
WHEREAS, the Interlocal Cooperation Act, Chapter 39.34 RCW, further authorizes the parties
hereto to enter into this agreement;
NOW, THEREFORE, the parties agree as follows:
1. SCOPE OF WORK. The purpose of this agreement is to acknowledge the parties' mutual
interest to enhance homeland security efforts and prepare for all hazards as set forth in
Attachment A, Scope of Work.
2. TERMS AND CONDITIONS. All rights and obligations of the parties to this Agreement shall be
subject to and governed by the Terms and Conditions contained in the text of this Interlocal
Agreement, and as may be attached and incorporated herein. Both parties agree to comply
with the terms and conditions of each of the Homeland Security Grant Agreements between
Kitsap County and the Washington State Military Department set forth in Attachment A.
3. PERIOD OF PERFORMANCE. Subject to its other provisions, the period of performance of this
Agreement shall commence on May 1, 2008, and terminate on December 31, 2018, or until
terminated by either party in writing.
4. REIMBURSEMENT AND PAYMENT. Terrorism grants through Washington State to the regions
are fixed price, reimbursement agreements. Within the total grant amount, travel,
subcontracts, salaries and wages, benefits, equipment, and other goods and services or other
budget categories will be reimbursed on an actual cost basis unless otherwise provided in this
agreement. Some flexibility to shift funds between/among budget categories is allowed as
follows: Changes to any single budget category, except for the equipment line item in excess of
10% or $100, whichever is greater, will not be reimbursed without the prior written
authorization of Kitsap County Department of Emergency Management, Region 2 Homeland
Security Coordinating Agency. Increases to the equipment line item require written approval of
Kitsap County Department of Emergency Management, Region 2 Homeland Security
Coordinating Agency. Budget categories are as specified or defined in the budget sheet of this
agreement.
5. FUNDING. Funding for this grant shall not exceed the specified amount in each grant and
shall be amended as new grants are awarded to the region and its participating membership as
set forth in the work plan for each of the Homeland Security Grant Agreements between Kitsap
County and the Washington State Military Department. Funding is set forth in Attachment A.
6. BILLING PROCEDURE. Quarterly invoices must be submitted within 15 days following the end
of the quarter in which the work was performed. Final invoice shall not exceed overall grant
amount. Each grant will specify the date all work must end, however the subrecipient has up to
30 days after the expiration date to submit all final billing.
7. EQUIPMENT. All equipment, and supplies as applicable, purchased under this Agreement
will be recorded and maintained in Jefferson County's inventory system.
8. REPORTS. A semi-annual report is due within 30 days following the end of the six-month
period in which the work was performed. A final report is due with the final billing.
9. COMPLIANCE WITH LEGAL REQUIREMENTS. Each party accepts responsibility for compliance
with federal, state or local laws and regulations.
10. FILING. Executed copies of this agreement shall be filed as required by Section 39.34.040 of
the Revised Code of Washington prior to this agreement becoming effective.
11. NOTICES. All notices and other communications to be given by either party may be given in
writing, depositing the same in the United States mail, postage prepaid and addressed to the
appropriate party as follows:
Kitsap County:
Michael Gordon, Director
Jefferson County:
Lynn Sterbenz, Director
Kitsap Co. Dept. of Emergency Management Jefferson Co. Dept. of Emergency nagement
911 Carver Street 81 Elkins Road
Bremerton, WA 98312-4300 Port Hadlock, WA 98339
(360) 307-5873 (360) 385-9368
12. NON-DELEGATION/NON-ASSIGNMENT. Neither party may delegate the performance of any
contractual obligation, to a third party, unless mutually agreed in writing. Neither party may
assign this agreement without the written consent of the other party.
13. INDEMNIFICATION. It is the intent of the parties to his Agreement to be responsible for
their own acts, errors, and/or omissions. To the extent permitted by law, each party to this
Agreement shall defend, indemnify, and hold harmless, the other party from and against all
claims, suits, causes of actions, judgments, or costs/damages of any nature (including cost of
defense and attorney fees) that arise from any intentional or negligent act or omission of the
indemnifying party's officers, employees, agents, or authorized subcontractors, while
performing any acts or activities authorized by this Agreement. Solely for the purposes of this
provision, the parties agree to waive their immunity under Title 51 of the Revised Code of
Washington and acknowledge that this waiver was mutually negotiated by the parties.
14. AMENDMENTS. This Agreement may only be modified by a written agreement signed by the
parties' executive authorities.
15. SEVERABILITY. Any provision of this agreement, which is prohibited or unenforceable, shall
be ineffective to the extent of such prohibition or unenforceability, without invalidating the
remaining provision or affecting the validity or enforcement of such provision.
16. ENTIRE AGREEMENT. This Agreement is the entire agreement of the parties and supersedes
all prior negotiations and agreements whether written or oral.
IN WITNESS WHEREOF, this agreement is signed by the parties this _ day of , 2017.
Dated this _ day of
BOARD OF COUNTY COMMISSIONERS
JEFFERSON COUNTY, WASHINGTON
KATHLEEN KLER, Chair
DAVID SULLIVAN, Member
KATE DEAN, Member
A roved � to rm:
e ` Date: / _
Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attdrney
Jefferson County Prosecuting Attorney's Office
2017.
BOARD OF COUNTY COMMISSIONERS
KITSAP COUNTY, WASHINGTON
CHARLOTTE GARRIDO, Chair
EDWARD E. WOLFE, Commissioner
ROBERT GELDER, Commissioner
Attachment A
SCOPE OF WORK
The Scope of Work for this agreement pertains to requirements associated with
Homeland Security Grant Program funding.
Jefferson County has received grant funding in each of the Homeland Security Grant
Agreements between Kitsap County and the Washington State Military Department as listed
below. Each of these contracts has requirements that remain in effect beyond the end date of
the contract. These requirements primarily concern accountability and disposition of
equipment purchased with grant funding. For contracts that are no longer in effect, Jefferson
County agrees to observe these on-going requirements.
For contracts that are in effect at the time of this agreement, Jefferson County agrees to
observe all requirements associated with receipt of funding from the Homeland Security Grant
Program.
State Contract
Number
Kitsap County
Contract
Number
Amount (for
entire region)
Start Date
End Date
E09-137
KC -469-08
$885,081.00
9/1/2008
2/28/2011
E10-102
KC -524-09
$813,935.00
8/1/2009
7/31/2012
K692 (OFM)
KC -054-10
$24,729.00
12/15/2011
E11-107
KC -409-10
$835,810.00
8/1/2010
7/31/2013
E11-281
KC -245-11
$3,426.00
9/1/2008
8/31/2011
K856 (OFM)
KC -141-11
$14,673.00
2/28/2011
2/28/2013
E12-178
KC -565-11
$417,905.00
9/1/2011
7/31/2014
K1033
KC -145-12
$9,386.00
5/9/2012
6/15/2014
E13-143
KC -005-13
$204,930.00
9/1/2012
2/28/2015
E14-157
KC -390-13
$258,858.00
9/1/2013
8/31/2016
E15-079
KC -295-14
$297,682.00
9/1/2014
8/31/2016
E16-050
KC -320-15
$297,682.00
9/1/2015
8/31/2017
E17-063
KC -462-16
$297,682.00
9/1/2016
8/31/2018