HomeMy WebLinkAbout082718_ca03 CA
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Lisa Johnson,JeffCom 911
DATE: August,2018
SUBJECT: E911 Contract E19-022 for 2018/2019
STATEMENT OF ISSUE: JeffCom SFY19 Wireline and Wireless Operations Contract#E19-022 and
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 origination 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. Once completed contract will be returned to
BOCC when received back from the State 911 office.
DEPARTMENT CONTACT: Karl Hatton 344-9788 or Lisa Johnson 344-9756
REVIEWED BY:
Philip'Morley, , o ,ty Administrator Date
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
CAMP MURRAY, WASHINGTON 98430-5122
NEW FORM WILL REPLACE PREVIOUS FORMS
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NAME OF ORGANIZATION DATE SUBMITTED
JEFFERSON COUNTY 8/2/2018
PROJECT DESCRIPTION CONTRACT NUMBER
FY19 SECO County Basic Service Operations E19 - 022
Contract
AUTHORI NG AUTHORITY
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Chair, Jefferson County
Commissioner
David Sullivan 2015-2018
12. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Chair, Jefferson County
Commissioner
David Sullivan 2015-2018
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3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT(A49) ,
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Karl Hatton Executive Director
k Lisa Johnson Office Manager
Please complete form with any new contract or any time personnel changes.
Submit one original to State E911 Office
E911 COUNTYBasic Service Operating Contract SFY2019
CONTRACT FACE SHEET
1. Contractor Name and Address: 2. Contract Amount: 3. Contract Number
Jefferson County (COUNTY)
$319,239
E19-022
Post Office Box 1220
Port Townsend, Washington 98368
5. Contract Start Date 6. Contract End Date
Karl Hatton / 360.344.9788
July 1, 2018 August 15, 2019
khatton@jcpsn.us
7. MD E911 Financial Coordinator/phone number: 8. Data Universal Numbering System 9. UBI # (state revenue):
Teresa Lewis/253.512.7481
(DUNS
#):
161-001-169
179278197
teresa.lewis@mil.wa.gov
Washington State Military Department State Enhanced 911 Funds
and
10. Funding Authority:
11. Funding Source Agreement #: 12. Program Index# & Obj/SubObj: 13. CFDA # & Title: 14. TIN or SSN:
RCW 38.52.510, .540, .545
7928A, 79281 and 79283 NZ NANA
WAC Chapter 118-66
15. Service Districts: 16. Service Area by County(ies): 17. Women/Minority-Owned, State
24th
): Certified? N/A NO
(BY LEGISLATIVE DIST
Jefferson County
YES, OMWBE #
6th
):
(BY CONGRESSIONAL DIST
18. Contract Classification: 19. Contract Type (check all that apply):
Personal Services Client Services Contract Grant Agreement
Collaborative Research A/E Other Intergovernmental (RCW 39.34) Interagency
20. Contractor Selection Process: 21. Contractor Type (check all that apply)
qualify Competitive Bidding Private Organization/Individual For-Profit
Sole Source A/E RCW N/A Public Organization/Jurisdiction Non-Profit
Advertised? YES NO VENDOR SUBRECIPIENT OTHER
22. BRIEF DESCRIPTION:
This is a reimbursement contract per WAC 118-66-050 and the Washington State Military Department
(DEPARTMENT) State E911 Coordination Office (SECO) policies, which are incorporated by reference.
Reimbursement amounts are detailed in the attached Budget Sheet (Attachment E)
IN WITNESS WHEREOF
, the DEPARTMENT and COUNTY (Parties) have executed this Contract on the day and year last
specified below. This Contract Face Sheet, Special Terms and Conditions (Attachment A), General Terms & Conditions
(Attachment B), Statement of Work (Attachment C), SECO Reimbursement Schedule (Attachment D), Budget Sheet
(Attachment E), and the Equipment Maintenance Certification Log (Attachment F)govern the rights and obligations of the
Parties to this Contract.
In the event of an inconsistency in this contract, unless otherwise provided herein, the inconsistency shall be resolved by
giving precedence in the following order:
(a) Applicable Federal and State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions, if attached, and
(e) any other provisions of the contract incorporated by reference.
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.
WHEREAS, the Parties hereto have executed this contract on the day and year last specified below.
FOR THE DEPARTMENT:
FOR THE COUNTY:
_____________________________________________
__________________________________________
Signature Date
Signature Date
Regan Anne Hesse, Chief Financial Officer
David Sullivan, Chairman
Washington State Military DEPARTMENT
Jefferson County Board of Commissioners
APPROVED AS TO FORM:
Dawn C. Cortez, Assistant Attorney General 6/20/2018
E911 COUNTY BSO Contract Page 1 of 17 Jefferson COUNTY, E19-022
ATTACHMENT A
SPECIAL TERMS AND CONDITIONS
I.INTRODUCTION:
The DEPARTMENT, through the SECO, coordinates and facilitates the implementation and operation of
E911 emergency communications throughout the state. It is authorized to enter into agreements for
statewide services and to reimburse the COUNTY for eligible expenses from appropriated excise tax
revenue retained in the state E911 account.
II. 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: Name:
Karl HattonTeresa Lewis
Title: Title:
911 County Coordinator SECO E911 County Assistance
Program Manager
E-Mail: E-Mail:
khatton@jcpsn.us teresa.lewis@mil.wa.gov
Phone: Phone:
360.344.9788 253.512.7481
III. ADMINISTRATIVE REQUIREMENTS:
The Parties 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.
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
B. RCW 38.52.540(3) provides that the
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 accoun
C.
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
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- based on a reasonable
ses and priorities
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 allows reimbursement solely for
certain approved eligible expenses described in WAC 118-66-050 incurred by the COUNTY, in
E911 COUNTY BSO Contract Page 2 of 17 Jefferson COUNTY, E19-022
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 Basic Service Operating as
described below:
1. Statewide services benefit all counties and do not require local revenue to be expended prior to
reimbursement through county contracts. Statewide services reimbursed through this contract
include:
a. Coordinator Professional Development (CPD) including travel expenses for attending the
following: Advisory Committee meetings, Advisory Committee Subcommittee meetings,
Coordinator Forums, State Supported training, and National Conference attendance;
b. Reimbursement of selected Public Education expenses, selected 911 Salaries, benefits,
and training;
c. 911 Call Receiver training; pre-approved NG911 modernization expenses and interpretative
services;
d. Connection to the Emergency Services Internet Protocol Network (ESINet).
1. Payment for ESINet services and the originating network trunking, are contingent upon
available funding, only for eligible approved expenses identified in RCW 38.52.545 and
WAC 118-66-050.
2. To receive ESINet services, the county must enter into, and require all staff for all
PSAPs operated within the county, a non-disclosure agreement with SECO for
confidential information.
3. In the advent of the unavailability or loss of state funding, responsibility for the continued
operation of the statewide 911 network, and all related costs, including the ESINet, will
be transferred to the individual counties, on a pro rata basis.
2. Basic Service Operating expenses are only reimbursed pursuant to this contract. Basic Service
Operating expenses consist of statewide dialing, basic service, and capital items listed in WAC
118-66-050 and defined in the SECO Policiesand set out in Section VII B of this contract. Basic
Service Operating funding is only available when the COUNTY has:
a. Imposed the maximum county enhanced 911 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 basic service operating expenses.
c. Eligible enhanced 911 expenses as described in WAC 118-66.
d. A 911 system that is completely enhanced for wireline and wireless E911 services.
B. Expenses.
1. General Reimbursement Requirements for the COUNTY:
a. Contingent upon available funding, reimbursement will be made 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 SECO Policy, see Section VII D of this contract;
c. In the event funding will not cover all contract eligible amounts, individual line items will be
funded in full or not at all;
d. Funding is for use in primary Public Safety Answering Points (PSAP) only, unless otherwise
specified in applicable DEPARTMENT policy,see Section VII B of this contract;
2. 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.
3. 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;
E911 COUNTY BSO Contract Page 3 of 17 Jefferson COUNTY, E19-022
b. COUNTY must submit eligible Monthly 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,
c. Expenses contained in Monthly Expense Reports not submitted by the 30th day following
not be reimbursed.
d. Monthly 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, the 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
July 1, 2018June 30, 2019,
expenses approved by the DEPARTMENT and incurred between and which
is also known as the performance period. Work started prior to July 1, 2018 and/or not completed by
June 30, 2019 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:
Local Funding:
A. The COUNTY warrants 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 82.14B.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 82.14B.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 82.14B.030(2)
for radio access lines.
Use of Funding:
B. The COUNTY warrants that the funds provided by the DEPARTMENT as
described in the Budget attached as Attachment E, shall be used by the COUNTY solely for
reimbursement of those approved incurred eligible expenses as described in WAC 118-66-050 and
the SECO policies incorporated herein that are necessary to operate E911 countywide.
Reimbursement shall be made consistent with SECO policies, as set out in Section VII D of this
July 1, 2018
contract, for approved expenses described in WAC 118-66 that are incurred between
June 30, 2019
and .
Consolidation:
C. If the COUNTY receives funds under this contract in support of a consolidated
Primary Public Safety Answering Point (PSAP), the COUNTY warrants 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 requires the COUNTY to repay all funds and
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 the COUNTY as the
primary PSAP for all operations of enhanced 911 call-taking and call transfer of wireless call
activities in a specific area designated by the 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.
E911 COUNTY BSO Contract Page 4 of 17 Jefferson COUNTY, E19-022
SECO Policies:
D. The COUNTY agrees to abide by all of the following SECO Policies, as amended,
available at SECO Policies Link and incorporated by reference:
SECO Equipment Support Policy (PDF)
SECO County Contract Policy (PDF)
SECO County Regionalization Contract Policy (PDF)
SECO Public Education Policy (PDF)
SECO Statewide and Network & Telecom Services Support Policy (PDF)
SECO Travel Policy (PDF)
SECO Salaries and Benefits Summary (PDF)
Reimbursement Requests and Reporting Requirements:
E. 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
Financial Reports #/Copies Completion Date
Monthly Expense Reports 1 No later than 30 days following the end
of the month
Local Travel Policy/Procedures 1 30 days after signatures on this contract
and then annually.
Mid-Year Budget Review 1 January 31, of each year
Time Audit Report 1 January 31, of each year
Training Certification(s) 1 June 30, of each year
Final Reimbursement Request 1 July 31, 2019
All contract work must not start prior to July 1, 2018 and must be delivered, installed/completed
and accepted by June 30, 2019; although certain reports may be submitted by July 31, 2019 as
described above. Final billing not received by July 31, 2019, may not be processed.
Attendance Obligations:
F. The COUNTY agrees to send the designated E911 personnel to the
following events:
Advisory Committee Meetings: The COUNTY agrees to send the E911 Coordinator or designee
to as many of the Advisory Committee meetings as possible each year, but no less than half of
the scheduled Advisory Committee meetings per fiscal/contract year; and
Coordinator Forums: The COUNTY agrees to send the E911 Coordinator or designee and
additional appropriate E911 representatives to the October-Fall Forum, the March-Spring Forum
and to the June-Summer Training Forum/Conference of each year; and
Public Education Training: The COUNTY agrees to send the E911 Public Education Coordinator
or appropriate E911 representative to attend the Public Education Forum and/or one Public
Education training per fiscal/contract year in accordance with the Statement of Work (Attachment
C).
Training Coordinator: The COUNTY agrees to send the E911 Training Coordinator, or
appropriate E911 representative, to attend the Training Coordinator Forum and/or one training
per fiscal/contract year in accordance with the Statement of Work (Attachment C).
Reallocation of Funds:
G. The COUNTY is allowed to reallocate funds within the basic service operating
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.
Compliance with Law:
H. The COUNTY will comply with all state and federal laws applicable to
counties.
Responsibility for Project/Statement of Work/Work Plan:
I. While the DEPARTMENT undertakes to
assist the COUNTY with the project/statement of work/work plan (project) by providing state excise tax
E911 COUNTY BSO Contract Page 5 of 17 Jefferson COUNTY, E19-022
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
any design, development, construction, implementation, operation and/or maintenance of a project.
VIII. CONDITIONED UPON COUNTYS FULFILLMENT OF ITS OBLIGATIONS ABOVE THE
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
$319,239
maximum of or actual cost, whichever is lower, pursuant to the schedule set out in the
SECO Reimbursement Schedule (Attachment D) 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.
C. Within available funds, to provide ESINet services to the COUNTY.
E911 COUNTY BSO Contract Page 6 of 17 Jefferson COUNTY, E19-022
ATTACHMENT B
GENERAL TERMS & CONDITIONS
DEFINITIONS:
1) As used throughout this contract the following terms shall have the meanings set forth
below:
DEPARTMENT
a. WMD), or any of the
officers or other officers lawfully representing that DEPARTMENTand includes the State E911
Coordination Office (SECO).
COUNTY
b. Parties performing services under this contract or grant. It shall include
any subcontractor retained by the COUNTY as permitted under the terms of this contract.
Subcontractor
c. COUNTY, who is performing all or
part of those services under this contract under a separate contract with the COUNTY. The terms
d. means Public Safety Answering Point as defined in WAC 118-66.
WAC
e. "" is defined and used herein to mean the Washington Administrative Code.
RCW
f. "" is defined and used herein to mean the Revised Code of Washington.
ACCESS TO PUBLIC RECORDS:
2)
a. The Parties acknowledge that the DEPARTMENT is subject to RCW 42.56, the Public Records Act,
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 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
includes all information that supports the findings, conclusions and recommendations of the
ADVANCE PAYMENTS PROHIBITED
3): No payments in advance or in anticipation of services or
supplies to be provided under this Contract shall be made by the DEPARTMENT.
AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336,
4)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)
litigation or other action brought to enforce the terms of this Contract or alternate dispute resolution
COMPLIANCE WITH APPLICABLE STATUTES, RULES AND DEPARTMENT POLICIES
6): 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 Records (RCW 42.56); and safety and health regulations. In the event
of the COUNTY 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.
CONTRACT MODIFICATIONS:
7) The Parties may, from time to time, request changes to the Contract.
All mutually agreed changes shall be incorporated by written amendment. No alteration or variation of
the terms of this Contract shall be valid unless made in writing and signed by the Parties, and any oral
understanding or agreements 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.
E911 COUNTY BSO Contract Page 7 of 17 Jefferson COUNTY, E19-022
COUNTY NOT EMPLOYEES OF DEPARTMENT:
8) 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 forany reason, 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,
retirement membership or credit, or privilege or benefit which would accrue to a civil service employee
under RCW 41.06. 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.
DISCLOSURE:
9) The use or disclosure by any Party of any information concerning the DEPARTMENT,
or its ESINet provider, for any purpose not directly connected with the administration of the
DEPARTMENT's or the COUNTY 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 RCW 42.56, the Public Records Act or a court order.Disclosure of any information concerning the
ESINet is controlled by the Non-Disclosure Agreement between the Parties.
DISPUTES:
10) 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.
GOVERNING LAW AND VENUE:
11) 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.
HOLD HARMLESS:
12) The COUNTY agrees to defend, hold harmless, and indemnify the State of
Washington and the DEPARTMENT, their officers, agents, employees, and assigns against any and all
damages or claims from damages resulting or allegedly resulting from the COUNTY performance or
activities hereunder and that of any sub-contractor hired by the COUNTY.
INSURANCE, INDUSTRIAL COVERAGE:
13) Prior to performing work under this contract, the COUNTY
shall provide industrial insurance coverage for the COUNTY 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.
INSURANCE, GENERAL COVERAGE:
14) 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 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
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
LEGAL RELATIONS:
15) 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, contractors or subcontractors. Neither party assumes any
responsibility to the other party for the consequences of any act or omission of any third party.
LIABILITY:
16) 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.
E911 COUNTY BSO Contract Page 8 of 17 Jefferson COUNTY, E19-022
LIMITATION OF AUTHORITY:
17) Only the assigned Authorized Signature for the DEPARTMENT or an
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.
LOSS OF FUNDING:
18) 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, terminate
or renegotiate the Contract without cause under the "Termination" clause and without the thirty (30) day
notice requirement.
NONASSIGNABILITY:
19) 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.
NONDISCRIMINATION:
20) 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 status, or the presence of any
sensory, mental, or physical handicap. This requirement does not apply, however, to a religious
corporation, 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 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.
RECAPTURE PROVISION:
21) 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 from the
Contractor.
RECORDS, MONITORING AND AUDIT ACCESS:
22)
a. The COUNTY shall perform under the terms of the Contract and the DEPARTMENT may conduct
reasonable and necessary monitoring of the COUNTY 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 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.
E911 COUNTY BSO Contract Page 9 of 17 Jefferson COUNTY, E19-022
SEVERABILITY:
23) 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.
SUB-CONTRACTING:
24) 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 its contractors or sub-contractors that are entered into under this Contract. All contracts
and sub-contracting agreements entered into pursuant to this contract shall incorporate this contract by
reference.
TERMINATION:
25)
a. If, through any cause, the COUNTY or its contractors or sub-contractors shall fail to fulfill in a timely
and proper manner its obligations under this Contract or if the COUNTY, its contractors or sub-
contractors shall violate any of its covenants, agreements, or stipulations of this Contract, the
DEPARTMENT shall there upon 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
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.
TRAVEL AND SUBSISTENCE REIMBURSEMENT:
26) 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.
TREATMENT OF ASSETS:
27) 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.
WAIVER OF DEFAULT:
28) 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 BSO Contract Page 10 of 17 Jefferson COUNTY, E19-022
ATTACHMENT C
STATEMENT OF WORK
E11 COUNTY CONTRACT SFY2019
July 1, 2018 June 30, 2019
BASIC LEVEL OF OPERATING SERVICES
Maintenance Deliverables
1. The COUNTY published recommendations.
2. The COUNTY will complete and return to the department the equipment maintenance certification log
(See Attachment F).
S4/CPD1 County Coordinator Salary
1. Operate and monitor the enhanced 911 system within the state, report 911 outages to the SECO, and
act as designated point of contact for the SECO.
2. Advisory Committee (AC) attendance at 50% of scheduled AC meetings per fiscal/contract year. A
preapproved designee may attend on behalf of the E911 Coordinator.
3. Coordinator Forum Attendance at all three (3) Coordinator forums per fiscal/contract year. A
preapproved designee may attend on behalf of the E911 Coordinator.
4. Cooperate with and freely participate in monitoring or evaluation activities by the State E911
Coordination Office (SECO) and State Auditor.
a. Maintenance of records for six (6) years after grant closure.
S5/CPD4 MSAG/Mapping/GIS Coordinators
1. Maintenance of MSAG and ALI, according to NENA Standards (20-15; 71-501).
2. Maintenance of GIS 911 required layers for geospatial routing and uploading to 911 maps.
3. During this contract period, each county will participate in any training and GIS dataset tests or QA/QC
checks recommended by the E911 Advisory Committee and approved and/or required by the SECO.
4. By December 31, 2018 each county will deliver to the SECO (or designated vendor) GIS datasets that
includes the following data layers (road centerline, PSAP polygon, Law Enforcement Emergency Service
Zone (ESZ), Fire ESZ, and EMD ESZ) as required in the Washington NG911 GIS Data Standards, with
no critical error fallout (gaps and overlaps, range overlaps in the road centerline), and which have been
Though not required, at this time, the Site Structure
Address Points (SSAP) layer is highly recommended. If SSAP layer is submitted, it must not contain
any duplicate address points.
S6/CPD4 IT Coordinator
1. Participate in the selection, installation and/or maintenance of the 911 equipment/software at the
PSAP(s)
2. Submit training certification form, that IT personnel have received a minimum of 16-hours of training in
support of systems used by 911.
S7/B6/CPD5 Call Receiver Salary/Benefits & Training
1. Submit Time Audits to validate 50% or more of the call receiver time.
2. Submit a training certification form and maintain detailed documentation that all 911 call receivers are
provided with initial and a minimum of 24-hours of continuing training annually.
S8/CPD3 Public Ed Coordinator
1. Participate in the Public Education Coordinator forum and/or one Public Education training per
fiscal/contract year.
2. Conduct various public 911 presentations to various audiences within the county.
3. Participation in state 911 Public Education campaigns
S9 Training Coordinator
1.Participate in the Training Coordinator Forum and/or one other training per fiscal/contract year.
E911 COUNTY BSO Contract Page 11 of 17 Jefferson COUNTY, E19-022
ATTACHMENT D
SECO CONTRACT REIMBURSEMENT SCHEDULE
E911 COUNTYCONTRACT -SFY2019
July 1, 2018 June 30, 2019
SECO CONTRACT REIMBURSEMENT SCHEDULE
More detailed information regarding reimbursements can be found in the following SECO Policies:
SECO Public Education, SECO Travel, SECO Statewide and Network & Telecom Services Support, and
SECO Salary and Benefits Summary
Torequest approval for a designee to attend a contractually required meeting, receive public education
materials and/or to attend training, send an email to the SECO E911 County Assistance Program
Manager with details regarding your request.
COORDINATOR PROFESSIONAL DEVELOPMENT (CPD) SECTION
This is statewide services that benefits all counties and do not require local revenue to be used prior to
use or state reimbursement. The following are reimbursed through County and CPD contracts:
ELIGIBLE ITEM STATE REIMBURSEMENT
Advisory Committee Advisory Committee (AC) Meetings: Travel reimbursement for the
Meeting Attendance E911 County Coordinator or designee to attend all AC meetings. A
(contractual requirement) substitute of a primary PSAP/911 employee must be pre-approved
The E911 County Coordinator or pre-approved designee must
attend at least 50% of all AC meetings held per fiscal/contract year.
AC Subcommittee Meetings: Subcommittee members (one person
AC Subcommittee
per county) are authorized travel reimbursement for subcommittee
Meetings
meeting attendance.
CPD1
Coordinator Forum
Coordinator Forums: Travel reimbursement for the E911 County
Attendance
Coordinator and PSAP/911 employees to attend Coordinator
(contractual requirement)
Forums. A substitute of a primary PSAP/911 employee must be
pre-approved if requested to attend on the E911 County
SECO supported
SECO supported: Travel reimbursement for the E911 County
Attendance
Coordinator and/or a primary PSAP/911 employee to attend SECO
supported training, meetings, and/or events.
See: SECO Public Education Policy and SECO Travel Policy
The E911 County Coordinator and/or a primary PSAP/911
$6,000
employee is authorized up to (per fiscal/contract year) to
attend national NG911 related conferences, trainings, and/or
training materials to enhance job skills. A substitute of a primary
E911 County
PSAP/911 employee must be pre-approved if requested to attend
CPD2
Coordinator Training
For counties with a population of 1.5 million or more the authorized
amount is doubled for an additional person to attend training
$12,000
(per fiscal/contract year) See: SECO Travel Policy
$5,000
Up to (per fiscal/contract year) is authorized for expenses
directly related to informing the public of the capabilities,
limitations, and proper use of E911. Expenses for purchases and
training must be pre-approved prior to purchase. Back-fill is not
CPD3 Public Education
eligible under this line item.
See: SECO Public Education Policy, SECO Travel Policy, SECO
Salaries & Benefits Summary
E911 COUNTY BSO Contract Page 12 of 17 Jefferson COUNTY, E19-022
$13,500
Up to (per fiscal/contract year) is authorized for
salaries/benefits, training and training material expenses for the
911 Technical
following positions: MSAG, Mapping/GIS, and/or Information
CPD4 Salaries/Benefits and
Technology Coordinator(s). Backfill is not eligible under this line
item.
Training
See: SECO Travel Policy, SECO Salaries & Benefits Summary
$500
Total training funds shall be calculated at (per fiscal/contract
911 Call Receiver year) per full-time call receiver at the primary PSAP(s) with a cap
CPD 5
Training not to exceed 30 call receivers per county.
See: SECO Travel Policy
Costs related to modernization of the E911 System as authorized
CPD6 NG911 Modernization
and pre-approved by the State E911 Coordinator.
Costs incurred for use of interpretive services to facilitate 911 call
CPD7 Interpretive Services
taking.
E911 COUNTY BSO Contract Page 13 of 17 Jefferson COUNTY, E19-022
BASIC SERVICE OPERATING (BSO) EXPENSES SECTION
ELIGIBLE ITEM STATE REIMBURSEMENT
$63,807
E911 County Salary/benefits calculated up to (per fiscal/contract year).
S4
Coordinator Salary See: SECO Salaries & Benefits Summary
$57,090.
Master Street Address Salary/benefits calculated up to (per fiscal/contract year)
Guide (MSAG) & MSAG and/or Mapping/GIS Coordinator must be someone other
S5
Mapping/ GIS than E911 County Coordinator. Back fill is not eligible under this
Coordination - Salary line item. See: SECO Salaries & Benefits Summary
$27,014
Salary/benefits calculated up to (per fiscal/contract year)
to support and maintain WAC-eligible E911 equipment. IT support
E911 Information
must be a person other than the E911 County Coordinator. Back
S6
Technology (IT) - Salary
fill is not eligible under this line item.
See: SECO Salaries & Benefits Summary
289,150
Salary/benefits calculated up to $(per fiscal/contract year).
Call Receivers are defined as a person(s) whose primary function
E911 Call Receiver
(at least 50 percent of their time) is sitting at a console, hired,
S7
Salaries and Benefits
trained/in training and prepared to answer 911 calls.
See: SECO Salaries & Benefits Summary
$7,273
Salary/benefits calculated up to (per fiscal/contract year) to
assist with local public education activities. Public Education
E911 Public Education Coordinator must be a person other than the E911 County
S8
Coordinator Salary Coordinator. Backfill is not eligible under this line item.
See: SECO Public Education Policy and SECO Salaries &
Benefits Summary
$7,273
Salary/benefits calculated up to (per fiscal/contract year) to
E911 Training assist with PSAP training. Training Coordinator must be a person
S9
Coordinator Salary other than the E911 County Coordinator. Back fill is not eligible
under this line item. See: SECO Salaries & Benefits Summary
$5,000
MSAG/Mapping/GIS - Training calculated up to (per fiscal/contract year).
B4
Training See: SECO Travel Policy
$10,000
Training calculated up to (per fiscal/contract year) to
E911 IT - Training support WAC-eligible E911 equipment and must be pre-approved
B5
by the SECO. See: SECO Travel Policy
$1,500
Total training funds calculated at (per fiscal/contract year)
per full-time Call Receiver at the primary PSAP and may also be
Call Receiver Training used for salary of new call receiver, while enrolled in new hire
B6
$2,000
internal/external training. Limited to for each new hire.
See: SECO Travel Policy and SECO Salaries & Benefits Summary
Hardware, software, and services for the E911 Mapping/GIS
E911 Mapping /MSAG Coordinator to manage the mapping /MSAG data.
B7
$10,000
Administration Calculated up to (per fiscal/contract year).
See: SECO Equipment Support Policy
For purchase, maintenance, and replacement parts (including
Headsets for E911 Call batteries). Headsets and accessories do not need prior approval to
B12
$2,000
Receivers purchase. Calculated up to per county (per fiscal/contract
year).
E911 COUNTY BSO Contract Page 14 of 17 Jefferson COUNTY, E19-022
$100
Destruction of E911 Calculated up to (per fiscal/contract year) for the destruction
B13
Records of PSAP/911 records.
$500
E911 County Calculated up to (per fiscal/contract year) for electronic mail
B14 Coordinator Electronic service. May be used to purchase and/or maintain monthly service
Mail device to access E911 email (laptop, Smartphone, etc).
Expenses related to repairs and preventative maintenance.
CPE /Telephone System
S1.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
PSAP Mapping
S3.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
B1.1 UPS Maintenance See: SECO Equipment Support Policy, SECO Travel Policy,
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Instant Call Check
B8.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
B10.1 E911 MIS Maintenance See: SECO Equipment Support Policy, SECO Travel Policy,
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Call Detail Recorder or
B11.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Printer Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Logging Recorder
C1.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
CAD System
C2.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Auxiliary Generator
C3.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Clock Synchronizer
C4.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
Expenses related to repairs and preventative maintenance.
Console Furniture
C5.1 See: SECO Equipment Support Policy, SECO Travel Policy,
Maintenance
SECO Salaries & Benefits Summary
E911 COUNTY BSO Contract Page 15 of 17 Jefferson COUNTY, E19-022
ATTACHMENT E
BUDGET SHEET
E911 COUNTY CONTRACT SFY2019
July 1, 2018 June 30, 2019
SFY2019
Coordinator Professional Development $ 38,525
Basic Service Operating $280,714
TOTAL CONTRACT NOT TO EXCEED $319,239
E911 COUNTY BSO Contract Page 16 of 17 Jefferson COUNTY, E19-022
ATTACHMENT F
EQUIPMENT MAINTENANCE CERTIFICATION LOG
E911 COUNTYCONTRACT SFY2019
July 1, 2018 June 30, 2019
JEFFERSON COUNTY
certifies that all maintenance has been scheduled and completed on an annual basis
for the following equipment:
Vendor/ Anticipated/Scheduled
Equipment Vendor Name
Inhouse Timeframe
Customer Premise Equipment (CPE)
West Safety Solutions
Vendor
PSAP Mapping
ESRI
Vendor
Uninterruptible Power Supply (UPS) Eaton Corporation
Vendor
Instant Call Check
Westek Marketing
Vendor
911 Management Information System (MIS)
Vendor
Tyler Technologies
Call Detail Recorder/Printer In-House
Chic Stout
Logging Recorder
Vendor
Westek Marketing
Vendor
Computer-Aided Dispatch System
Tyler Technoligies
Auxiliary Generator
N/A
N/A
Clock Synchronizer
On-going
In-HouseChic Stout
Call Receiver Console Furniture
Console Cleaning Sp.
Vendor
_________________________________________ _____________________________
Signature (name and title)
E911 COUNTY BSO Contract Page 17 of 17 Jefferson COUNTY, E19-022