HomeMy WebLinkAbout051120_ca09 615 Sheridan Street
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el�so www.JeffersonCountyPublicHealth.org
Oxvity Consent Agenda
Public HealthApril 24, 2020
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Pinky Mingo, Interim Environmental Public Health Director
Tami Pokorny, Natural Resources Program Coordinator
DATE:
SUBJECT: Agenda Item — Professional Service Agreement, Pacific Education Institute;
July 1, 2019 — June 30, 2021; $5,021
STATEMENT OF ISSUE:
Jefferson County Public Health, Environmental Public Health Division, requests Board approval of the
Professional Services Agreement with the Pacific Education Institute to conduct an Ocean Science Workshop;
July 1, 2019 -June 30, 2021; $5,021
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
The purpose of this agreement is to hold a workshop during the summer of 2020 for approximately fifteen
teachers from coastal school districts, in particular Cape Flattery, Quillayute Valley, Quileute Tribal School and
Queets Clearwater, at the Olympic Natural Resources Center in Forks to explore the topic of ocean benefits.
At the workshop, teachers will learn fundamental marine science principles, beach etiquette and recording
protocols, and practice field investigations. The training will provide a solid basis for educators to engage
students through place-based field investigations during the school year.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This project was selected and recommended by the North Pacific Coast MRC through its RFP process through
WDFW's Coastal MRC Program. The contract is fully funded by a grant from the Washington State
Department of Wildlife (DFW) #19-1417-Al.
RECOMMENDATION:
JCPH management request approval of Professional Services Agreement, Pacific Education Institute; July 1,
2019 - June 30, 2021; $5,021
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Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f)360-379-4487
360-385-9401 (t) Always working for a safer and healthier community
PROFESSIONAL SERVICES AGREEMENT
Between
Pacific Education Institute
and
Jefferson County
THIS PROFESSIONAL SERVICES AGREEMENT("this Agreement") is entered into between
the County of Jefferson, a municipal corporation("the County"), and the Pacific Education
Institute, ("the Contractor"), in consideration of the mutual benefits,terms, and conditions
specified below.
1. Project Designation. The Contractor is retained by the County to hold a workshop during
the summer of 2020 for approximately fifteen teachers from coastal school districts, in
particular Cape Flattery, Quillayute Valley, Quileute Tribal School and Queets
Clearwater, at the Olympic Natural Resources Center in Forks to explore the topic of
ocean benefits. The personal services are funded by a grant from the Washington State
Department of Wildlife(DFW)#19-14171.
2. Scope of Services. Contractor agrees to perform the services, identified on Exhibit A,
attached hereto, including the provision of all labor, materials, equipment, and supplies,
consistent with the most recent MRC Policies and Procedures Manual, Exhibit B.
3. Time for Performance. This Agreement shall commence on July 1, 2019 and continues
through June 30, 2021 unless terminated as provided herein. Work performed prior to the
execution of this contract is hereby ratified. The agreement may not be extended beyond
June 30, 2021.
4. Payment. The Contractor shall be paid by the County for completed work and for
services rendered under this Agreement as follows:
a. The Contractor will be reimbursed for all work performed under the terms of this
contract. Project costs include salaries and benefits, curriculum materials, field
supplies and transportation. Payment for the work provided by the Contractor
shall not exceed$5,021 in the completion of this project without express written
amendment signed by both parties to this Agreement.
b. Funding for this contract will be provided by a DFW grant. If funding from DFW
is withdrawn, reduced, or limited in any way after the effective date of this
agreement,this contract may be renegotiated or terminated as provided herein.
c. Invoices must be submitted by the 15th of the month for the previous month's
expenses. Such invoices will be checked by the County, and upon approval
thereof,payment will be made to the Contractor in the amount approved. Failure
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to submit timely invoices and reports pursuant to Exhibit B of the Agreement may
result in a denial of reimbursement. Invoices not submitted within 60 days may
be denied.
d. Final payment of any balance due the Contractor of the total contract price earned
will be made promptly upon its ascertainment and verification by the County after
the completion of the work and submittal of reports under this Agreement and its
acceptance by the County.
e. Contractor shall provide invoices and necessary backup documentation for all
services including timesheets and statements (specifying the services provided).
Any indirect charges require the submittal of an indirect cost methodology and
rate using 2 C.F.R. Part 255 and 2 C.F.R. Part 230.
f. The Contractor's records and accounts pertaining to this Agreement are to be kept
available for inspection by representatives of the County and state for a period of
six(6)years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All non-confidential or de-identified documents,
drawings, specifications, and other materials produced by the Contractor in connection
with the services rendered under this Agreement shall be the property of the County
whether the project for which they are made is executed or not. The Contractor shall be
permitted to retain copies, including reproducible copies, of drawings and specifications
for information,reference and use in connection with Contractor's endeavors. Contractor
shall not be held liable for reuse of documents or modifications thereof, including
electronic data, by County or its representatives for any purpose other than the intent of
this Agreement.
6. Compliance with laws. Contractor shall, in performing the services contemplated by this
Agreement, faithfully observe and comply with all federal, state,and local laws,
ordinances and regulations,applicable to the services to be rendered under this
Agreement.
7. Indemnification. Contractor shall indemnify and hold harmless the County, its officers,
and employees, from and against all claims, losses or liability, or any portion thereof,
including reasonable attorney's fees and costs, arising from injury or death to persons,
including injuries, sickness, disease or death to Contractor's own employees, or damage
to property occasioned by a negligent act, omission or failure of the Contractor.
Contractor shall be liable only to the extent of Contractor's proportional negligence. The
Contractor specifically assumes potential liability for actions brought against the County
by Contractor's employees, including all other persons engaged in the performance of any
work or service required of the Contractor under this Agreement and, solely for the
purpose of this indemnification and defense,the Contractor specifically waives any
immunity under the state industrial insurance law, Title 51 R.C.W. The Contractor
recognizes that this waiver was specifically entered into pursuant to provisions of R.C.W.
4.24.115 and was subject of mutual negotiation.
Page 2 of 16
8. Insurance. Prior to commencing work,the Contractor shall obtain at its own cost and
expense the following insurance coverage specified below and shall keep such coverage
in force during the terms of the Agreement.
a. Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non-owned vehicles assigned to or
used in the performance of the work for a combined single limit of not less than
$500,000 each occurrence with the County named as an additional insured in
connection with the Contractor's performance of this Agreement. This insurance
shall indicate on the certificate of insurance the following coverage: (a) Owned
automobiles; (b)Hired automobiles; and, (3)Non-owned automobiles.
b. Commercial General Liability Insurance in an amount not less than a single limit
of one million dollars($1,000,000)per occurrence and an aggregate of not less
than two (2)times the occurrence amount($2,000,000.00 minimum) for bodily
injury, including death and property damage, unless a greater amount is specified
in the contract specifications. The insurance coverage shall contain no limitations
on the scope of the protection provided and include the following minimum
coverage:
i. Broad Form Property Damage,with no employee exclusion;
ii. Personal Injury Liability, including extended bodily injury;
iii. Broad Form Contractual/Commercial Liability—including coverage for
products and completed operations;
iv. Premises—Operations Liability(M&C);
v. Independent Contractors and contractors;
vi. Blanket Contractual Liability.
c. Professional Liability Insurance. The Contractor shall maintain professional
liability insurance against legal liability arising out of activity related to the
performance of this Agreement, on a form acceptable to Jefferson County Risk
Management in the amounts of not less than $1,000,000 Each Claim and
$2,000,000 Aggregate. The professional liability insurance policy should be on
an"occurrence" form. If the professional liability policy is "claims made,"then
an extended reporting periods coverage(tail coverage) shall be purchased for
three(3)years after the end of this Agreement, at the Contractor's sole expense.
The Contractor agrees the Contractor's insurance obligation to provide
professional liability insurance shall survive the completion or termination of this
Agreement for a minimum period of three (3)years.
d. The County shall be named as an"additional named insured"under all insurance
policies required by this Agreement, except Professional Liability Insurance when
not allowed by the insurer.
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e. Such insurance coverage shall be evidenced by one of the following methods: (a)
Certificate of Insurance; or, (b) Self-insurance through an irrevocable Letter of
Credit from a qualified financial institution.
f. The Contractor shall furnish the County with properly executed certificates of
insurance that, at a minimum, shall include: (a) The limits of coverage; (b) The
project name to which it applies; (c) The certificate holder as Jefferson County,
Washington and its elected officials, officers, and employees with the address of
Jefferson County Public Health 615 Sheridan Street,Port Townsend, WA 98368,
and, (d)A statement that the insurance policy shall not be canceled or allowed to
expire except on thirty(30)days prior written notice to the County. If the proof
of insurance or certificate indicating the County is an"additional insured"to a
policy obtained by the Contractor refers to an endorsement(by number or name)
but does not provide the full text of that endorsement,then it shall be the
obligation of the Contractor to obtain the full text of that endorsement and
forward that full text to the County. Certificates of coverage as required by this
section shall be delivered to the County within fifteen(15)days of execution of
this Agreement.
g. Failure of the Contractor to take out or maintain any required insurance shall not
relieve the Contractor from any liability under the Agreement, nor shall the
insurance requirements be construed to conflict with or otherwise limit the
obligations concerning indemnification of the County.
h. The Contractor's insurers shall have no right of recovery or subrogation against
the County(including its employees and other agents and agencies), it being the
intention of the parties that the insurance policies,with the exception of
Professional Liability Insurance, so affected shall protect both parties and be
primary coverage for all losses covered by the above described insurance.
i. Insurance companies issuing the policy or policies shall have no recourse against
the County(including its employees and other agents and agencies) for payment
of any premiums or for assessments under any form of policy.
j. All deductibles in the above described insurance policies shall be assumed by and
be at the sole risk of the Contractor.
k. Any deductibles or self-insured retention shall be declared to and approved by the
County prior to the approval of this Agreement by the County. At the option of
the County,the insurer shall reduce or eliminate deductibles or self-insured
retention, or the Contractor shall procure a bond guaranteeing payment of losses
and related investigations, claim administration and defense expenses.
1. Insurance companies issuing the Contractor's insurance policy or policies shall
have no recourse against the County(including its employees and other agents
and agencies) for payment of any premiums or for assessments under any form of
insurance policy.
Page 4 of 16
m. Any judgments for which the County may be liable, in excess of insured amounts
required by this Agreement, or any portion thereof, may be withheld from
payment due, or to become due,to the Contractor until the Contractor shall
furnish additional security covering such judgment as may be determined by the
County.
n. Any coverage for third party liability claims provided to the County by a"Risk
Pool"created pursuant to Ch. 48.62 RCW shall be non-contributory with respect
to any policy of insurance the Contractor must provide in order to comply with
this Agreement.
o. The County may,upon the Contractor's failure to comply with all provisions of
this Agreement relating to insurance,withhold payment or compensation that
would otherwise be due to the Contractor.
p. The Contractor's liability insurance provisions shall be primary and
noncontributory with respect to any insurance or self-insurance programs
covering the County, its elected and appointed officers, officials, employees, and
agents.
q. Any failure to comply with reporting provisions of the insurance policies shall not
affect coverage provided to the County, its officers, officials, employees, or
agents.
r. The Contractor's insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
s. The Contractor shall include all contractors as insured under its insurance policies
or shall furnish separate certificates and endorsements for each contractor. All
insurance provisions for contractors shall be subject to all the requirements stated
herein.
t. The insurance limits mandated for any insurance coverage required by this
Agreement are not intended to be an indication of exposure nor are they
limitations on indemnification.
u. The Contractor shall maintain all required insurance policies in force from the
time services commence until services are completed. Certificates, insurance
policies, and endorsements expiring before completion of services shall be
promptly replaced. All the insurance policies required by this Agreement shall
provide that thirty(30)days prior to cancellation, suspension, reduction or
material change in the policy, notice of same shall be given to the Jefferson
County Public Health Contracts Manager by registered mail,return receipt
requested.
v. The Contractor shall place insurance with insurers licensed to do business in the
State of Washington and having A.M. Best Company ratings of no less than A-,
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with the exception that excess and umbrella coverage used to meet the
requirements for limits of liability or gaps in coverage need not be placed with
insurers or re-insurers licensed in the State of Washington.
w. The County reserves the right to request additional insurance on an individual
basis for extra hazardous contracts and specific service agreements.
9. Workers Compensation(Industrial Insurance).
a. If and only if the Contractor employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor,
partners, owners or shareholders of the Contractor,the Contractor shall maintain
workers compensation insurance at its own expense, as required by Title 51
RCW, for the term of this Agreement and shall provide evidence of coverage to
Jefferson County Public Health, upon request.
b. Workers compensation insurance covering all employees with limits meeting all
applicable state and federal laws. This coverage shall include Employer's
Liability with limits meeting all applicable state and federal laws.
c. This coverage shall extend to any contractor that does not have their own
worker's compensation and employer's liability insurance.
d. The Contractor expressly waives by mutual negotiation all immunity and
limitations on liability,with respect to the County, under any industrial insurance
act,disability benefit act, or other employee benefit act of any jurisdiction that
would otherwise be applicable in the case of such claim.
e. If the County incurs any costs to enforce the provisions of this subsection, all cost
and fees shall be recoverable from the Contractor.
10. Independent Contractor. The Contractor and the County agree that the Contractor is an
independent contractor with respect to the services provided pursuant to this Agreement.
The Contractor specifically has the right to direct and control Contractor's own activities,
and the activities of its contractors, employees, agents, and representatives, in providing
the agreed services in accordance with the specifications set out in this Agreement.
Nothing in this Agreement shall be considered to create the relationship of employer and
employee between the parties. Neither Contractor nor any employee of Contractor shall
be entitled to any benefits accorded County employees by virtue of the services provided
under this Agreement, including,but not limited to: retirement,vacation pay; holiday
pay; sick leave pay;medical, dental, or other insurance benefits; fringe benefits; or any
other rights or privileges afforded to Jefferson County employees. The County shall not
be responsible for withholding or otherwise deducting federal income tax or social
security or for contributing to the state industrial insurance program, otherwise assuming
the duties of an employer with respect to Contractor, or any employee of Contractor.
Page 6 of 16
11. Subcontracting Requirements.
a. The Contractor is responsible for meeting all terms and conditions of this
Agreement including standards of service, quality of materials and workmanship,
costs, and schedules. Failure of a contractor to perform is no defense to a breach
of this Agreement. The Contractor assumes responsibility for and all liability for
the actions and quality of services performed by any contractor.
b. Every contractor must agree in writing to follow every term of this Agreement.
The Contractor must provide every contractor's written agreement to follow every
term of this Agreement before the contractor can perform any services under this
Agreement. The Public Health Director or their designee must approve any
proposed contractors in writing.
c. Any dispute arising between the Contractor and any contractors or between
contractors must be resolved without involvement of any kind on the part of the
County and without detrimental impact on the Contractor's performance required
by this Agreement.
12. Covenant Against Contingent Fees. The Contractor warrants that he has not employed or
retained any company or person, other than a bona fide employee working solely for the
Contractor,to solicit or secure this Agreement, and that he has not paid or agreed to pay
any company or person, other than a bona fide employee working solely for the
Contractor, any fee, commission,percentage,brokerage fee, gifts, or any other
consideration contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty,the County shall have the right to annul this
Agreement without liability or, in its discretion to deduct from the contract price or
consideration, or otherwise recover,the full amount of such fee, commission,percentage,
brokerage fee, gift, or contingent fee.
13. Discrimination Prohibited. The Contractor,with regard to the work performed by it
under this Agreement,will not discriminate on the grounds of race, color,national origin,
religion, creed, age, gender, sexual orientation,material status, sex, or the presence of any
physical or sensory handicap in the selection and retention of employees or procurement
of materials or supplies.
14.No Assignment. The Contractor shall not sublet or assign any of the services covered by
this Agreement without the express written consent of the County. Assignment does not
include printing or other customary reimbursable expenses that may be provided in an
agreement.
15.Non-Waiver. Waiver by the County of any provision of this Agreement or any time
limitation provided for in this Agreement shall not constitute a waiver of any other
provision.
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16. Termination.
a. The County reserves the right to terminate this Agreement at any time by giving
ten(10)days written notice to the Contractor.
b. In the event of the death of a member,partner, or officer of the Contractor, or any
of its supervisory personnel assigned to the project,the surviving members of the
Contractor hereby agree to complete the work under the terms of this Agreement,
if requested to do so by the County. This section shall not be a bar to
renegotiations of this Agreement between surviving members of the Contractor
and the County, if the County so chooses.
c. The County reserves the right to terminate this contract in whole or in part,with
10 days' notice, in the event that expected or actual funding from any funding
source is withdrawn, reduced, or limited in any way after the effective date of this
agreement. In the event of termination under this clause,the County shall be
liable for only payment for services rendered prior to the effective date of
termination.
17.Notices. All notices or other communications which any party desires or is required to
give shall be given in writing and shall be deemed to have been given if hand-delivered,
sent by facsimile, email, or mailed by depositing in the United States mail,prepaid to the
party at the address listed below or such other address as a party may designate in writing
from time to time. Notices to the County shall be sent to the following address:
Jefferson County Public Health Department
615 Sheridan Street
Port Townsend, WA 98368
Ph: 360/379-4498
Email: tpokorny@co.jefferson.wa.us
Notices to Contractor shall be sent to the following address:
Kathryn Kurtz
Pacific Education Institute
724 Columbia Street NW, Suite 255
Olympia, WA 98501
Ph: (360)705-9291
Email: devo(apacificeducationinstitute.org
Website: https://pacificeducationinstitute.org
18. Integrated Agreement. This Agreement together with attachments or addenda represents
the entire and integrated Agreement between the County and the Contractor and
supersedes all prior negotiations, representations, or agreements written or oral. No
representation or promise not expressly contained in this Agreement has been made. This
Agreement supersedes all prior or simultaneous representations, discussions,
negotiations, and agreements,whether written or oral,by the County within the scope of
Page 8of16
this Agreement. The Contractor ratifies and adopts all statements,representations,
warranties, covenants, and agreements contained in its proposal,and the supporting
material submitted by the Contractor, accepts this Agreement and agrees to all of the
terms and conditions of this Agreement.
19. Modification of this Agreement. This Agreement may be amended only by written
instrument signed by both County and Contractor.
20. Disputes. The Parties agree to use their best efforts to prevent and resolve disputes
before they escalate into claims or legal actions. Any disputed issue not resolved
pursuant to the terms of this Agreement shall be submitted in writing within 10 days to
the County Risk Manager,whose decision in the matter shall be final, but shall be subject
to judicial review. If either party deem it necessary to institute legal action or proceeding
to enforce any right or obligation under this Agreement, each party in such action shall
bear the cost of its own attorney's fees and court costs. Any legal action shall be initiated
in the Superior Court of the State of Washington for Jefferson County. The parties agree
that all questions shall be resolved by application of Washington law and that the parties
have the right of appeal from such decisions of the Superior Court in accordance with the
laws of the State of Washington. The Contractor hereby consents to the personal
jurisdiction of the Superior Court of the State of Washington for Jefferson County.
21. Section Headings. The headings of the sections of this Agreement are for convenience of
reference only and are not intended to restrict, affect, or be of any weight in the
interpretation or construction of the provisions of the sections or this Agreement.
22. Limits of Any Waiver of Default. No consent by either party to, or waiver of, a breach
by either party,whether express or implied, shall constitute a consent to,waiver of, or
excuse of any other, different, or subsequent breach by either party.
23.No Oral Waiver. No term or provision of this Agreement will be considered waived by
either party, and no breach excused by either party,unless such waiver or consent is in
writing signed on behalf of the party against whom the waiver is asserted. Failure of a
party to declare any breach or default immediately upon the occurrence thereof, or delay
in taking any action in connection with, shall not waive such breach or default.
24. Severability. Provided it does not result in a material change in the terms of this
Agreement, if any provision of this Agreement or the application of this Agreement to
any person or circumstance shall be invalid, illegal, or unenforceable to any extent,the
remainder of this Agreement and the application this Agreement shall not be affected and
shall be enforceable to the fullest extent permitted by law.
25. Binding on Successors, Heirs and Assigns. This Agreement shall be binding upon and
inure to the benefit of the parties' successors in interest, heirs, and assigns.
26.No Assignment. The Contractor shall not sell, assign, or transfer any of rights obtained
by this Agreement without the express written consent of the County.
Page 9 of 16
27.No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean,that any provision in this Agreement is for the benefit of any
person or entity who is not a party.
28. Signature in Counterparts. The parties agree that separate copies of this Agreement may
be signed by each of the parties and this Agreement shall have the same force and effect
as if all the parties had signed the original.
29. Facsimile and Electronic Signatures. The parties agree that facsimile and electronic
signatures shall have the same force and effect as original signatures.
30. Arms-Length Negotiations. The parties agree that this Agreement has been negotiated at
arms-length, with the assistance and advice of competent, independent legal counsel.
31. Public Records Act. Notwithstanding the provisions of this Agreement to the contrary,to
the extent any record, including any electronic, audio,paper or other media, is required to
be kept or indexed as a public record in accordance with the Washington Public Records
Act, Chapter 42.56 RCW, as may hereafter be amended,the Contractor agrees to
maintain all records constituting public records and to produce or assist the County in
producing such records, within the time frames and parameters set forth in state law. The
Contractor further agrees that upon receipt of any written public record request,
Contractor shall,within two business days,notify the County by providing a copy of the
request per the notice provisions of this Agreement.
32. Confidentiality. With respect to all information relating to County that is confidential
and clearly so designated, as required by the Health Insurance Portability and
Accountability Act(HIPAA)and any other applicable privacy laws,the Contractor
agrees to keep such information confidential. The Contractor shall not disclose,transfer,
or sell any such information to any party, except as provided by law or, in the case of
personal information,with the prior written consent of the person to whom the personal
information pertains. The Contractor shall maintain the confidentiality of all personal
information and other information gained by reason of this Agreement, and shall return or
certify the destruction of such information if requested in writing by Jefferson County.
This Agreement, once executed,will be a"public record" subject to production to a third
party if same is requested pursuant to• the Washington Public Records Act, Chapter
42.56 RCW, as may hereafter be amended.
33. Criminal History/Background Check. Each of the Contractor's employees, the employees
of any of the Contractor's approved contractor,or volunteers used by the Contractor shall
submit to a Washington State Patrol fingerprint identity and criminal history check before
they are authorized to perform services for the Project. The County agrees to bear all
reasonable costs incurred in the performance of this fingerprint identity and criminal
history check. Contractors who may or will have regular access or limited access to any
juveniles shall also:
a. Require that each of the Contractor's employees, the employees of any of the
Contractor's approved contractor,or volunteers used by the Contractor undergo not
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less often than once every three (3) years another Jefferson County approved
criminal history and background check;
b. Ensure all employees, contractors, or volunteers are knowledgeable about the
requirements of RCW 13.40.570 and of the new crimes included in RCW 9A.44,
Sexual Offense;
c. Sign the Contractor Requirements for Responding to Situation of Sexual
Misconduct Form, and shall submit to Jefferson County with signed Agreement.
DATED this day of , 20 .
(SIGNATURES FOLLOW ON THE NEXT PAGE)
Page 11 of 16
SIGNATURE PAGE
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
Name of Contractor Greg Brotherton,Chair
Contractor Representative (Please print) David Sullivan,Member
(Signature) Kate Dean,Member
Title
Date
APPROVED AS TO FORM ONLY:
-f-/At%°
Philip C. unsucker
Chief Civil Deputy Prosecuting Attorney
Page 12 of 16
Exhibit A: Scope of Work
Over three days in summer 2020, OCNMS and PEI educators will hold a workshop for
approximately fifteen teachers from coastal school districts, in particular Cape Flattery,
Quillayute Valley, Quileute Tribal School and Queets Clearwater, at the Olympic Natural
Resources Center in Forks to explore the topic of ocean benefits. Ocean benefits include the
economic benefits provided by the fishing and tourism industries and how a healthy ocean
environment mitigates climate change,provides a source of food, and serves as critical fish and
wildlife habitat. Teachers will explore how humans benefit from the ocean in four key ways:
economically, environmentally,recreationally, and health and include a blend of field
investigations and guest speakers from local community partners, such as natural resource and
recreation industry professionals or members of regional conservation groups. This project is
consistent with the benchmark Education and Outreach.
Task 1:
Research, coordinate and conduct teacher workshop in Forks during the summer of 2020.
Deliverables:
la)Project presentation to the NPC MRC—Due November 1, 2020
lb)Teacher workshop report including photos and releases—Due May 30, 2021
lc)Final WDFW report(see EXHIBIT C)—Due May 30, 2021
1 d)Monthly invoice and backup materials—through May 30, 2021
Page 13 of 16
BUDGET
MRC Cost
Category Detail estimates
Participant stipends 15 @$150 $2,250
Salaries/Ben. Facilitator 70 hours @$35/hour $2,450
Equipment
and Supplies $0
Travel $321
Services $0
Overhead
(MUST be
itemized) $0
Total In-Kind Up to$8,730
Total NPC
MRC Cost $5,021
Page 14 of 16
Exhibit B: WDFW MRC Policies and Procedures Manual 2017-19
Page 15 of 16
Coastal MRC Program
2017-2019 POLICIES AND PROCEDURES MANUAL
.•-jam
Washington
Department of
a jki I4
FISH and
WILDLIFE
FUNDED BY THE STATE GENERAL FUND
REVISED September2017
WDFW activities are intended to follow state
and federal guidelines for nondiscrimination
based on race, creed, color,national origin, age,
marital status,sex,sexual orientation,
residence, veteran status, and disability.
If you have suggestions for improving this
document or the Coastal MRC Program please
contact us. Your comments and suggestions
would be greatly appreciated.
SECTION 1-GENERAL INFORMATION
OVERVIEW . 2
COMPLIANCE WITH ALL LAWS 2
GENERAL POLICIES 3
RECORDS RENTENTION AND AUDIT 4
HOLD BACK 5
REIMBURSEMENT OF EXPENDITURES 5
USE TAX 5
COSTS-GENERAL PRINCIPLES 5
CRITERIA FOR ALLOWABLE COSTS 6
GENERAL CRITERIA 6
COSTS MUST BE ALLOCABLE TO PROJECT OBJECTIVES 7
COSTS MUST BE INCURRED WINTHIN THE GRANT PERIOD 7
APPLICABLE CREDITS 7
ADMINISTRATIVE COSTS 7
INELIGIBLE COSTS 7
PERFOMANCE REPORTING 8
GRANT AMENDMENTS 8
ONE-TIME PROJECT BUDGET VARIATION 9
VOLUNTEER REGISTRATION AND REPORTING OF VOLUNTEER HOURS 9
SECTION 2-PURCHASING AND REIMBURSEMENT
GOODS AND SERVICES 10
CONSTRUCTION (PUBLIC WORKS CONTRACTS) 11
USED EQUIPMENT 12
COMPUTER EQUIPMENT 13
PUCHASING RADIOS 13
TRAVEL AND RELATED COSTS 13
VENDOR-INVOICED MEALS AND REFRESHMENTS FOR MEETINGS AND VOLUNTEER EVENTS 16
TRANSPORTATION 17
INVENTORIABLE EQUIPMENT 17
PERSONAL SERVICES CONTRACTS 18
SECTION 3-FORMS
A-19 INVOICE VOUCHER 20
EXPENDITURE SUMMARY 20
A-20 TRAVEL EXPENSE VOUCHER 20
REQUEST FOR QUOTATION FORM 20
QUARTERLY REPORT FORM 20
FINAL REPORT FORM 20
VOLUNTEER REGISTRATION FORM 20
VOLUNTEER TIMESHEET FORM 20
SECTION 4-APPENDICES
DEFINITIONS 25
CHAPTER 36.125 RCW 26
COASTAL MRC PROGRAM PRIORITIES 29
COASTAL MRC PROGRAM BENCHMARKS 31
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1-GENERAL INFORMATION
OVERVIEW
This manual is intended to provide information that will assist grantees in the management of their
Coastal MRC grant award.
Contact the Coastal MRC Program if you have questions about:
• Selecting proper forms
• Preparing reimbursement requests
• Other billing or grant program related questions
Mailing Address: Department of Fish and Wildlife
Attention:Coastal MRC Program
48 Devonshire Road
Montesano,WA 98563
Phone: (360)249-1228
E-mail: Amy.Spoon@dfw.wa.gov
COMPLIANCE WITH ALL LAWS
Grantees shall comply fully with all applicable federal,state,and local laws, regulations and policies;
including any required permits.The following state criteria were used to develop the guidelines included
in this manual:
• Washington State Office of Financial Management's State Administration and Accounting
Manual (SAAM)
• Washington State Department of General Administration,Office of State Procurement's
Purchasing Manual.
• Washington State Department of Labor and Industries Public Works and Prevailing Wage
Manual
WDFW reimbursement requirements are based on these and other rules and regulations.
GENERAL POLICIES
• Marine Resources Committees (MRCs)are county-based advisory groups established by county
resolution. MRCs are not independent entities and must receive approval for any activity from the
county,and through a contract agreement with Washington Department of Fish and Wildlife
(WDFW).
• MRCs are responsible for management of the project if a grant is awarded. Even if other parties
are used by the MRC to manage a part of the grant,all reimbursement and project oversight is to
be conducted through the MRC.
• MRC funds are not intended to be used to alleviate any government entity from its responsibilities
under current law. For example, if a county were required to monitor water quality and,as a
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1-GENERAL INFORMATION
matter of policy,that county decided to no longer fund water quality sampling,that would not
alleviate its responsibility to do so. As such, MRC funds would not be approved for that purpose.
(e.g.funding a function or project that was cut from a governmental agency's budget)
• All projects hosted by the MRC must be reviewed and approved by WDFW, regardless of funding
source. Proposals MRCs plan to submit for outside funding must be pre-approved by WDFW.
• The County will provide oversight for outside funding sources. MRC grants will only support
project activity that occurs in Washington State's Clallam,Jefferson,Grays Harbor, Pacific, and
Wahkiakum Counties. Priority areas of project activity are Pacific Coast nearshore, marine and
estuarine waters including Grays Harbor,Willapa Bay, and the Columbia River estuary.
• Grantees are responsible for ensuring that projects are consistent with the Ocean Action Plan and
MRC Program Priorities.
• Grantees are required to identify and address MRC Program Benchmarks for all projects.
• Funds are made available to grantees on a cost reimbursement basis.
• Grantees are required to follow the Washington State Purchasing Rules and the purchasing
guidelines outlined in this manual.
• Purchases must be consistent with the budgeted line items and project objectives as stated in the
grant agreement.
• Grantees are responsible for ensuring that volunteers who work on the project register as
volunteers with the WDFW and report volunteer hours at least quarterly.
• Inventoriable equipment and any other non-consumable item,whose cost is reimbursed in whole
or part using grant funds, is the property of the State, not the grantee. In most cases,equipment
must be returned at the end of the grant period.
• Mitigation projects are not eligible for MRC funding.
• If certain elements of a project involve the grantee charging the public a fee for goods or services,
grant funds cannot be used to support development or production of those particular goods or
services. For example, if a grantee intended to sell maps of a wildlife area,grant funds could not
be used to develop or produce those maps.
• MRCs may charge a federally approved indirect rate (up to 25%)as part of their Operational
Funds, but may not charge any indirect on Project Funds,see below.
Indirect/Overhead
• MRC Project Funds may not be used for administrative overhead costs or be subject to an
indirect rate. MRC Project Funds may be used for direct administrative costs (e.g.,
advertising,copying,travel, meeting facilities) provided those costs are specifically identified
in a personal services subcontract.
• MRC Operational Funds may be charged a federally approved indirect rate(up to 25%).
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1-GENERAL INFORMATION
Salaries/Wages/Stipends/Benefits
• MRC Project Funds may be used for salaries,wages,stipends,or benefits for work
performed through a personal services subcontract provided the subcontractor is not
receiving compensation from another source for the same work.
• MRC Operational Funds may be used for salaries,wages,stipends,and benefits in support of
MRC operations.
• Sponsor match is not required for project approval.
• Only costs incurred during the period specified in the grant agreement will be reimbursed.
• The outcome of a project must be available to the public.
• Purchases made under terms of these grants are subject to Washington State Sales Tax. In the
event no sales tax is levied against a purchase,WDFW is required to apply a Use Tax,and pay it to
the State Treasurer. The amount of the Use Tax paid by WDFW will be charged to the grant.
RECORDS RETENTION AND AUDIT
The grantee shall retain all books, records,documents,data,and other materials relevant to the grant
agreement for six years after completion of the project.These records shall be subject at all reasonable
times to inspecting, reviewing,copying,or auditing by personnel duly authorized by the WDFW,the
Office of the Washington State Auditor,or other authorized federal and/or state officials. If any
litigation,claims,or audits are started before the expiration of the six-year period,the records shall be
retained until all litigation,claims or audit findings involving the records have been resolved.
The records must support all project costs and billings provided to the WDFW.
If an auditor's inspection of records discloses any improper or incorrectly claimed reimbursements,the
WDFW shall issue a management decision on a proposed corrective action plan after receipt of the audit
report.
The following additional guidelines are intended to assist you in preparing for an audit:
• Safeguard assets purchased with government funds
• Tag all equipment required for inventory purposes (tags will be provided).
• Keep expenditures within allowed budget
• Keep expenditures within allowed timeframe,e.g., biennium,contract, or
grant period
• Ensure reimbursement documents show proper authorizing signatures
• Read and follow grant agreement provisions.
• Document changes that substantially alter existing written material such as amendments
• If a grant contains a matching portion,document and retain records of
the matching effort,e.g.,volunteer time, in-kind donation receipts
• Comply with state and federal tax status filings
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1—GENERAL INFORMATION
The following documents also may be helpful to the auditor:
• Directory of officials and organization chart(s)
• Bank statements and reconciliations
• Copies of contracts and agreements
• Status of any prior year's findings and recommendations
• Annual financial report
HOLD BACK
An amount of 10%of the grant may be withheld to ensure compliance with requirements of the
agreement. After all the requirements have been satisfied,the final payment will be paid to the
grantee.
REIMBURSEMENT OF EXPENDITURES
Funds are made available to grantees on a cost reimbursement basis.The Coastal MRC Program
reimburses a grantee's incurred costs. Incurred costs are recognized when goods and services are
received and a liability to a vendor has been incurred. As evidence that a cost has been incurred,
grantees are required to submit vendor receipts or invoices from vendors for charges over$100. Once a
reimbursement request is approved,the grantee will receive a check or funds will be deposited by
electronic funds transfer. For more detailed information about reimbursement please see Section 2.
USE TAX
Purchases made under the terms of these grants are subject to Washington State Sales Tax. In the event
no sales tax is levied against a purchase,WDFW is required to apply a Use Tax,whose rate is equivalent
to the Sales Tax rate,and pay it to the State Treasurer. That amount will be charged to your grant. To
learn more about situations in which use tax applies try the following link:
http://dor.wa.gov/docs/pubs/excisetax/retailsales usetax/usetax.pdf.
COSTS-GENERAL PRINCIPLES
This section establishes principles and standards for determining costs for awards carried out through
the Coastal MRC Program. The application of these principles is based on the fundamental premises
that:
1. Grantees that receive WDFW funds are responsible for the efficient and effective
administration of WDFW awards through the application of sound management practices.
2. Grantees assume responsibility for administering WDFW funds in a manner consistent with
agreements, program objectives,and the terms and conditions of the award.
3. Grantees are encouraged to administer WDFW awards in a manner that will enhance local
community stewardship of marine resources through volunteerism.
4. Grantees will receive an award for:
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1—GENERAL INFORMATION
a. Operational Funds(no more than$20,000 per county per year)
b. Project Funds
5. Each grantee, in recognition of its own unique combination of staff,facilities,and
experience,will have the primary responsibility for employing whatever form of
organization and management techniques may be necessary to assure proper and efficient
administration of WDFW awards.
CRITERIA FOR ALLOWABLE COSTS
GENERAL CRITERIA
1. The items purchased must be identified in your MRC work plan budget.
2. Be necessary and reasonable for proper and efficient performance and administration of
WDFW awards.A cost is reasonable if, in its nature and amount, it does not exceed that
which would be incurred by a prudent person under the circumstances prevailing at the
time the decision was made to incur the cost. In determining reasonableness of a given
cost,consideration shall be given to:
a. Whether the cost is of a type generally recognized as ordinary and
necessary for the operation of the grantees and the performance of the
WDFW award.
b. The restraints or requirements imposed by such factors as:sound business
practices; arms length bargaining; Federal,State and other laws and
regulations;and,terms and conditions of the WDFW award.
c. Market prices for comparable goods or services.
d. Significant deviations from the established practices of the grantees,
which may unjustifiably increase the cost.
3. Be authorized or not prohibited under federal,state or local laws or regulations. State
funded public works construction contracts must comply with State Prevailing Wage
requirements and applicable bidding requirements as required by the Public Works Act.
4. Be consistent with policies, regulations,and procedures that apply uniformly to both
WDFW awards and other activities of the grantees.
5. Be accorded consistent treatment.
6. Be determined in accordance with generally accepted accounting principles.
7. Not be included as a cost or used to meet cost sharing or matching requirements of any
other WDFW award in either the current or a prior period.
8. Be net of all applicable credits.
9. Be adequately documented.
COSTS MUST BE ALLOCABLE TO PROJECT OBJECTIVES
A cost is allocable to a particular grant if the goods or services were necessary for and used in for the
performance of the grant. If the goods and services were purchased in a transaction with other items
relating to other grants or objectives,the costs charged must be distinguishable from the other costs of
the transaction and traceable to the objective of the grant agreement.
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 1—GENERAL INFORMATION
COSTS MUST BE INCURRED WITHIN THE GRANT PERIOD
Costs must be incurred during the grant period specified in the grant agreement.
Reimbursement can be only for the amount of goods or services consumed within the grant period. Any
costs,such as annual insurance,that overlap into a prior or upcoming grant period,will be prorated.
APPLICABLE CREDITS
Applicable credits refer to those receipts or reduction of expenditure-type transactions that offset or
reduce expense items allocable to WDFW awards as direct or indirect costs. Examples of such
transactions are: purchase discounts, rebates or allowances, recoveries or indemnities on losses,
insurance refunds or rebates,and adjustments of overpayments or erroneous charges. To the extent
that such credits accruing to or received by the grantees relate to allowable costs,they shall be credited
to the WDFW award either as a cost reduction or cash refund,as appropriate.
ADMINISTRATIVE COSTS
Examples of Administrative Costs are shown below.To be allowable these costs must be directly
allocable to the project.
• Advertising • Insurance
• Salaries,Stipends or Benefits • Project administration
• Audit costs (coordinator,contracts and
• Communications fiscal staff salaries and
benefits)
• Correspondence
• Travel for project purposes
(coordinator and registered
volunteers only)
INELIGIBLE COSTS
The following costs are not eligible for reimbursement:
• Bad debts, uncollectible accounts or • Interest and other financing costs
claims • Raffle/door prizes
• Fines, penalties and late fees • Ceremonial expenses
• Lobbying • Alcoholic beverages
• Activities not identified in the • Apparel (hats,t-shirts etc)
approved agreement • Office furniture(desks,chairs,storage
• Scholarships or file cabinets)
PERFORMANCE REPORTING
Quarterly progress reports must be turned in within 15 days after each state fiscal quarter ends(last day
of September, December, March,and June).
Quarterly reports are required even if no project activity occurred during a particular quarter.
Once a grantee's quarterly report is past due, no further reimbursement requests will be processed until
the report is received. If reports are not submitted for two consecutive quarters the grant will be
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2-PURCHASING AND REIMBURSEMENT
considered for cancellation. In addition,a grantee's failure to submit quarterly reports will be
considered when reviewing future grant proposals.
The final project report must be turned into the Coastal MRC Program by the due date on the contract
deliverable or by the final report due date,whichever comes first.
Quarterly and final report due dates are as follows:
October 15,2017 October 15,2018
January 15, 2018 January 15, 2019
April 15,2018 April 15, 2019
July 10, 2018 (Final Report) July 10, 2019(Final Report)
GRANT AMENDMENTS
The project agreement may be amended. Project amendments may require that the project go through
a second review by the department.
The process for executing a contract amendment is as follows:
1. The grantee submits a written amendment request by e-mail or US mail.
2. MRC staff reviews the request. If approved,an amendment will be drafted. This draft
will be reviewed and must be approved by WDFW management.
3. If approved by WDFW Management,the Contracts Office will send out the amended
contract for review and signature.
4. If denied by MRC or other WDFW staff, MRC staff will contact the grantee and provide
reasons for the denial of their amendment request.
5. The grantee returns the signed amendment to the Contracts Office.
6. The Contracts Office sends the grantee a fully executed copy of the amendment.
Grantees should contact the MRC Program if an amendment is needed.
Grantees are allowed one amendment or one one-time project budget variation per fiscal year.
ONE-TIME PROJECT BUDGET VARIATION
A one-time variation of line items of the project budget may be allowed without a formal contract
amendment per fiscal year. The variation shall not exceed 10%of the project total or$1,000,whichever
is greater provided it doesn't exceed the contract total. Otherwise,a formal contract amendment will
have to be requested.
To do a one-time project budget variation,grantees must provide a written request to the Coastal MRC
Program, by e-mail or US mail. MRC staff will review the request and provide notification of approval or
denial.
VOLUNTEER REGISTRATION AND REPORTING OF VOLUNTEER HOURS
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
If the grantee does not carry industrial insurance that covers their volunteers while performing project
activity,their volunteers must be registered with WDFW. Also,volunteers claiming mileage must be
registered with WDFW. Volunteer registration forms are available on the MRC webpage or can be
obtained by contacting the MRC Program.
Volunteers who work with children under the age of 16 years,developmentally disabled persons or
vulnerable adults should review the Criminal Background Investigation Authorization Form statement on
the Volunteer Registration Form.
All volunteer hours must be reported to the MRC Grant Program on at least a quarterly basis. Volunteer
timesheets,used for reporting hours,are available for download on the MRC webpage or by contacting
the MRC Program.
SOME IMPORTANT POINTS ABOUT REIMBURSEMENT
• Grantees cannot be reimbursed for expenses that occur before or after the grant period
specified in the grant agreement.
• The Coastal MRC Program only reimburses the county that is identified in the grant contract(the
contractor)for purchases of goods,services and equipment.
• Reimbursement requests should be submitted at least once per quarter(but no more than
monthly) if there has been any purchasing activity.
• At the end of the state fiscal year(June 30),grantees are to submit a reimbursement request for
any outstanding charges. This billing must be submitted no later than July 10.
• If your reimbursement request is accurate and complete you can expect to be paid within 30
days of our receipt of it.
• If you wish to have your reimbursement deposited electronically contact the MRC grant
program for more information.
• After your project is complete,any remaining reimbursement requests should be submitted
within 30 days, unless it's completed at the end of the fiscal year. In that case,submit your last
reimbursement request no later than July 10.
GOODS AND SERVICES
Goods and Services are materials,supplies,services,and (non-inventoriable)equipment provided by a
vendor to accomplish routine, continuing and necessary functions for the purpose of completing project
objectives.
As opposed to Personal Services,which are covered on Page 18,the types of services referred to under
this heading tend to be more repetitive and mechanical in nature with the contractor following
established or standardized procedures. Some examples of these services are advertising in newspapers
and magazines,vehicle charter or rental,equipment rental and printing costs.
Purchased goods and services are under the statutory authority of the Department of General
Administration,Office of State Procurement(OSP). For guidelines on purchased service contracts
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2-PURCHASING AND REIMBURSEMENT
governed by RCW 43.19,the current OSP Purchasing Manual document is available at:
http://www.ga.wa.gov/pca/manual.htm.
GOODS AND SERVICES COSTING UNDER$3,500
MAKING THE PURCHASE
If the cost is under$3,500, before tax and shipping, no formal competitive procurement process is
required; however you should attempt to get the most competitive price. If the good or service is
allowable per the grant agreement you can go ahead and just make the purchase. Exceptions:public
works(construction)costs and radio purchases(see following sections).
GETTING REIMBURSED
To be reimbursed for these purchases,submit the following:
A. A completed A-19 Invoice Voucher with an original signature in ink
B. Itemized invoices/receipts that support all charges
GOODS AND SERVICES COSTING$3,500-$48,999
MAKING THE PURCHASE
If the cost is between$3,500 and$48,999, before tax and shipping,you must obtain written quotes
from a minimum of three vendors(see quote form in Section 3). If quotes can't be obtained locally,
expand your search as far as necessary to obtain three quotes. After obtaining the quotes, make your
purchase from the lowest bidder. A memo of justification must be included if the lowest bidder is not
selected. If three bids cannot be obtained, documentation must be provided demonstrating a sincere
effort to find bidders.
GETTING REIMBURSED
To be reimbursed for these purchases,submit the following:
A. A completed A-19 Invoice Voucher with an original signature in ink
B. Itemized invoices/receipts that support all charges
C. Copies of your quotations and responses
GOODS AND SERVICES COSTING OVER$49,000
A formal,competitive process is required for purchases of more than$49,000. Contact the Coastal MRC
Program for details.
CONSTRUCTION(PUBLIC WORKS CONTRACTS)
Public works contracts are publicly funded contracts for the carrying out of construction, building,
renovation, remodeling,alteration, improvement,excavation,and repair activities.
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
SOME THINGS TO KEEP IN MIND ABOUT PUBLIC WORKS CONTRACTS
• Washington State Prevailing Wage requirements apply,as stated in the Public Works Act(RCW
39.12),which is under the statutory authority of the Washington State Department of Labor and
Industries. Stated plainly:the contractor hired will have to pay prevailing wages to their
employees and this payment must be documented on forms from the Department of Labor and
Industries. For more information go to:
http://www.lni.wa.gov/TradesLicensing/PrevWagadefaultasp.
• Contractors and any subcontractors must be registered as licensed/bonded/insured contractors
with WA Department of Labor(RCW 39.06).
• All applicable permits must be obtained before beginning a public works project.
• Some projects may require a design by a licensed Architect and/or Engineer(A&E).This will
depend on the complexity and scope of work involved for the project and must comply with
RCW 39.80.
• Public works construction contracts must comply with the competitive solicitation for bid,
bonding,and/or retainage as set forth in the public work laws(RCW Title 39 and Title
43.19.1939).
Contact the Coastal MRC Program for more information about hiring a contractor for construction
activities.
USED EQUIPMENT
Prior approval is required from the Coastal MRC Program to purchase any type of used equipment.
OBTAINING PRE-APPROVAL
To get pre-approval to purchase used equipment,first submit the following:
A. Documentation of a physical inspection detailing condition of the item.
B. A description of the item and its price.
C. Two independent assessments of market value. Acceptable assessments include:
1. Guidebook publications
2. Price guides
3. Web search appraisals
4. Appraisals from persons or firms not associated with the seller or purchaser.Appraisals shall
indicate whether a physical inspection of the used equipment was conducted and that the
price is competitive with the market for comparable equipment. Individuals or firms will
normally make the appraisals that are knowledgeable of a particular market, not just
knowledgeable of the equipment.
If a physical inspection is not conducted,appropriate documentation shall be included in the purchase
file outlining the basis for determining the market value of the equipment in question.
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
MAKING THE PURCHASE
Obtain pre-approval for the purchase as noted above. Follow the guidelines for purchasing Goods and
Services starting on Page 10
GETTING REIMBURSED
Follow the guidelines for reimbursement for Goods and Services starting on Page 10.
COMPUTER EQUIPMENT
If allocable under the grant agreement, purchase of computer equipment with a cost of less than$300
(including tax and shipping costs) is reimbursable if necessary for the performance of the grant.
Purchase of computer equipment costing more than$300 is not an allowable expenditure for WDFW
grants. If computer equipment greater than$300 is necessary for the performance of the grant,
grantees are encouraged to lease the computer equipment. Grantees will only be reimbursed for lease
charges during the period of the lease agreement that falls with the grant period. Before entering into a
lease agreement three quotes must be obtained.
Some examples of computer equipment:
• Hardware (CPU)
• Fax modems
• Monitor
• Some copiers
• Keyboard
• Mouse
• Scanners
• Plotters
• Modems
• Zip drives,external hard drives or like devices
• Digital cameras
• PDA handhelds
• Printer
• Projector
• G.P.S units
• Laptop batteries
• USB drive(pen drive)
• Memory
• Radio collars
MAKING THE PURCHASE(computer equipment less than$300)
Follow the guidelines for purchasing Goods and Services starting on Page 10.
GETTING REIMBURSED(computer equipment less than$300)
Follow the guidelines for reimbursement for Goods and Services starting on Page 10.
PURCHASING RADIOS
Radio purchases must be coordinated through WDFW. Grantees are not authorized to purchase them
on their own. Contact the Coastal MRC Program for more information.
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2-PURCHASING AND REIMBURSEMENT
TRAVEL AND RELATED COSTS
A volunteer's travel expenses that are allocable and necessary for the performance of the grant may be
reimbursed. These expenses are subject to the requirements and restrictions of the Washington Office
of Financial Management's(OFM)State Administrative&Accounting Manual (see Chapter 10-Travel)
and WDFW's travel regulations. WDFW's travel regulations may highlight,further clarify,and/or
restrict OFM policies in some areas.
Only registered volunteers are eligible for reimbursement of mileage,lodging
and meal entitlements. Specific travel expenses must be agreed upon in the
grant agreement to be eligible for reimbursement.
Go to the following webpage for current mileage and per diem rates:
http://www.ofm.wa.gov/resources/travel/colormap1017.pdf
To be reimbursed for certain travel costs a volunteer must be in travel status. Travel status is attained
when a volunteer is away from their official residence for more than three consecutive hours to
participate in project activity.
VOLUNTEER MILEAGE
REQUIREMENTS
A. Volunteer must be a registered volunteer with WDFW
B. Volunteer must complete IRS form W-9 Request for Taxpayer Identification Number and
Certification or have one already on file with WDFW.
C. Volunteer must have driven their own vehicle
D. Only mileage incurred driving to and from the project site and miles incurred while doing
project work are eligible for reimbursement
GETTING REIMBURSED
If the volunteer is to be reimbursed directly,submit a completed A-20 Travel Expense Voucher(See
Section 3—Forms). The A-20 must have the original signatures, in ink,of the volunteer and the person
authorized in the grant agreement to sign invoices.
If the volunteer has been reimbursed by the grantee and the grantee seeks reimbursement of that
payment,the grantee must submit a completed A-19 invoice voucher along with a copy of the
volunteer's A-20. If an organization uses their own form to reimburse volunteers for mileage,that form
can be used in lieu of an A-20 provided that the form captures the following information: the
volunteer's name, address and phone number;the miles driven;the location(s)the volunteer drove to;
the purpose of the trip;the month and day(s)that mileage was incurred;the mileage rate used and the
total charge. The form must also have the volunteer's signature and the signature of the person
authorized by the grantee to sign those documents.
LODGING
Volunteers may be reimbursed for lodging expenses,up to the maximum allowable amounts
plus taxes. Go to the following webpage for lodging rates:
http://www.ofm.wa.gov/resources/travel/colormap1017.pdf
REQUIREMENTS
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
A. Volunteer must be a registered volunteer with WDFW
B. The volunteer must have achieved travel status.
C. The lodging facility must be located more than 50 miles from the volunteer's official
residence.
D. The volunteer must obtain a receipt.
GETTING REIMBURSED
Submit a completed A-20 Travel Expense Voucher(See Section 3—Forms)and a copy of the lodging
receipt. The A-20 must have the original signatures, in ink,of the volunteer and the person authorized
in the grant agreement to sign invoices.
MEAL ENTITLEMENT
A volunteer may be eligible for a meal entitlement.The reimbursement is to be made on an allowance
basis not to exceed the maximum allowable amounts in effect at the time of travel. Go to the following
webpage for meal rates:http://www.ofm.wa.gov/resources/travel/colormap1017.pdf
REQUIREMENTS
A. The volunteer must be a registered volunteer with WDFW
B. A volunteer is not eligible to claim meals if they did not have an overnight stay a minimum
of 50 miles from their residence.
C. The volunteer must've been in travel status during the entire agency-determined meal
period shown below:
Breakfast 6-7 am
Lunch 12-1 pm
Dinner 5-6 pm
GETTING REIMBURSED
Submit a completed A-20 Travel Expense Voucher(See Section 3—Forms). The A-20 must have the
original signatures, in ink,of the volunteer and the person authorized in the grant agreement to sign
invoices.
CAMP GROCERIES
Camp groceries are defined as a purchase of fresh food and related items that are prepared and
consumed by a group of individuals who are staying overnight at a camp location. Quantities of fresh
food and related items(i.e., paper plates,and napkins)should not exceed the number of attendees and
meals furnished. Camp groceries do not include purchases such as toiletries, hygiene items,or
cookware. Lunches purchased from a deli, restaurant or similar facilities are not considered camp
groceries. For these types of purchases see vendor-invoiced meals on the next page.
REQUIREMENTS
A. If not already a line item identified in your project budget, purchases of camp groceries must be
pre-approved by WDFW. Contact the Coastal MRC Program for pre-approval.
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
B. Grantees will only be reimbursed for camp groceries purchased for registered volunteers.
C. The reimbursement rate for camp groceries is not to exceed the maximum allowable amounts in
effect on the date of the volunteer activity. The following link will show the maximum amounts
in effect by county http://www.ofm.wa.gov/resources/travel/colormap1017.pdf
MAKING THE PURCHASE
Follow the guidelines for purchasing Goods and Services. Keep in mind the maximum allowable
amounts discussed above.
GETTING REIMBURSED
To be reimbursed,submit the following:
A. A completed A-19 Invoice Voucher with an original signature in ink
B. Itemized grocery receipts that support all charges
C. A Statement of Attendees,which must include the following information:
1. The date of the activity
2. The hours the activity took place,e.g.,8:00 am—3:00 pm
3. The purpose of the activity
4. A signup sheet or list of names of those participating
VENDOR-INVOICED MEALS AND REFRESHMENTS FOR MEETINGS AND VOLUNTEER EVENTS
At times,grantees may wish to provide coffee and light refreshments or vendor-invoiced meals as an
integral part of a meeting or volunteer activity and be reimbursed for expenses incurred.
REQUIREMENTS
A. If not already a line item identified in your project budget, purchases of meals for meetings and
volunteer events must be pre-approved by WDFW. Contact the Coastal MRC Program for pre-
approval.
B. Grantees will only be reimbursed for meals and refreshments purchased for registered
volunteers who have signed-in to record their attendance at the meeting.
C. The maximum reimbursement rate for refreshments is$3.50 per person for a 2%to 8-hour
activity or$7.00 per person for an 8 or more hour activity up to the actual cost of the purchases.
D. The reimbursement rate for vendor-invoiced meals is not to exceed the maximum amounts in
effect on the date of the meeting or event. The following link will show the maximum amounts
in effect by county: http://www.ofm.wa.gov/resources/travel/colormap1017.pdf
E. In cases where refreshments have been purchased in bulk in anticipation of several volunteer
work parties,food costs/reimbursement must be pro-rated across volunteer activities and
number of volunteers.
MAKING THE PURCHASE
Follow the guidelines for purchasing Goods and Services. Keep in mind the maximum allowable
amounts discussed above.
GETTING REIMBURSED
To be reimbursed,submit the following:
A. A completed A-19 Invoice Voucher with an original signature in ink
15
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2-PURCHASING AND REIMBURSEMENT
B. Itemized receipts that support all charges
C. A Statement of Attendees,which must include the following information:
1. The date(s)of the activity
2. The hours the activity took place,e.g.,8:00 am—3:00 pm
3. The purpose of the activity
4. A signup sheet or list of names of those participating
TRANSPORTATION
Transportation Costs are the costs of travel on railroads,airlines,ships, buses, private motor vehicles,
and other means of conveyance. Air travel must be pre-arranged with the Coastal MRC Program.
WDFW is responsible for scheduling, reserving,and paying airfare. The cost of airfare will be deducted
from your project grant funds. Contact the Coastal MRC Program if you will be incurring these types of
costs.
INVENTORIABLE EQUIPMENT
Fixed assets with a unit acquisition cost of more than$1,000 and assets with a unit cost between$300
and $999 identified as small and attractive(see list below),are capitalized and inventoriable.
SMALL AND ATTRACTIVE INVENTORIABLE EQUIPMENT
• Engines(gas and outboard marine)
• Chain saws
• Space heaters(portable)
• Communications equipment(audio,video, radios,GPS units)
• Optical devices, binoculars,telescopes,infrared viewers, rangefinders,and spotting scopes
• Cameras(motion,video,still and digital)
• Computer Hardware: laptops, notebook computers, handheld computers
• Calculators
• Recording equipment, radios,TVs,tape recorders,VCRs
• Weapons,firearms,signal guns and accessories, regardless of cost
• Licensed Vehicles or trailers, regardless of cost
WHAT YOU SHOULD KNOW ABOUT INVENTORIABLE EQUIPMENT
• Inventoriable equipment is state property.
• Inventoriable equipment shall be used only for project work authorized in the grant agreement.
• Grantees are not authorized to loan inventoriable equipment to other entities or individuals.
• Inventoriable equipment must be returned to WDFW upon completion of the project unless a
Loan of State Owned Equipment agreement is in place.
REQUIREMENTS PRIOR TO PURCHASE
Inventoriable equipment to be purchased must be an identified line item in the approved project
budget.
MAKING THE PURCHASE
Follow the guidelines for purchasing Goods and Services starting on Page 10.
16
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
GETTING REIMBURSED
Follow the guidelines for reimbursement of Goods and Services starting on Page 10. Note:20%of the
inventoriable equipment cost will be held back until the grantee returns a completed inventory
memorandum (see next section below).
INVENTORY MEMORANDUM AND TAGGING
After being reimbursed for inventoriable equipment purchases you will receive an inventory
memorandum and an inventory tag. You will need to complete the inventory memorandum and return
it to the Coastal MRC Program within 30 days of receipt. You will also need to affix the inventory tag to
the item.
I Once a grantee's inventory memorandum is past due,no further reimbursement
"' requests will be processed until it is received.
WHAT IF THE INVENTORIABLE EQUIPMENT IS LOST,STOLEN OR DESTROYED?
Notify the Coastal MRC Program immediately, in writing, if inventoriable items are lost or stolen. You
will need to provide a police report and insurance report for each incident.
PERSONAL SERVICES CONTRACTS
Personal Services are professional or technical services. Work is often independent from day-to-day
control of the project. Some examples of personal services include:consulting,scientific studies,
training,graphic design,web development, curriculum development, and engineering services.
Personal Service contracts are governed by RCW 39.29,the statutory responsibility of the WA State
Department of the Office of Financial Management(OFM),and the regulations in Chapter 15 of the
State Administrative and Accounting Manual (SAAM),which includes specific requirements regarding
competitive solicitation of contracts. For more information go to the following OFM webpage:
http://www.ofm.wa.gov/contracts/psc/default.asp.
PERSONAL SERVICES CONTRACTS WITH A COST LESS THAN$5,000
HIRING A CONTRACTOR
The Personal Service must be an identified line item in the approved project budget. If the cost of a
personal service is less than$5,000, before tax, no formal competitive procurement process is required;
however,you should attempt to get the most competitive price. Hire the contractor that will meet your
needs.
Note: If the potential exists for a cumulative total of more than$5,000 to be spent
1 for the same contractor within a fiscal year,follow the process for Personal Service
contracts costing$5,000 or more.
GETTING REIMBURSED
To be reimbursed for personal services costing less than$5,000,submit the following:
A. A completed A-19 Invoice Voucher with original signatures in ink.
B. Itemized invoices/receipts that support all charges.
17
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 2—PURCHASING AND REIMBURSEMENT
PERSONAL SERVICES CONTRACTS WITH A COST OF$5,000-$19,999
The Personal Service must be an identified line item in the approved project budget.
HIRING A CONTRACTOR
If the cost of a Personal Service is between$5,000 and$19,999,you will need to follow an informal
competitive process to select a contractor.
A. Prepare a written solicitation document that,at a minimum, includes the following
information:
1. A description of the services required
2. A project schedule
3. A request for the contractors qualifications
4. A request for the costs/fees to provide the service
5. The criteria that will be used to make the your decision
6. Where,when and how responses are to be returned
B. If the grantee is a WEBS cooperative member, post the solicitation in the GA WEBS system
and send to a minimum of three firms or individuals
OR
If the grantee is not a WEBS cooperative member,send the solicitation document to a
minimum of three firms.
C. Evaluate the responses and make your decision based upon the criteria stated in the
solicitation document.
D. Notify successful and unsuccessful bidders.
GETTING REIMBURSED
To be reimbursed for personal services valued between$5,000 and$19,999,submit the following:
A. A completed A-19 Invoice Voucher with original signature in ink
B. Itemized invoices/receipts that support all charges
C. A copy of the solicitation document
D. A copy of all responses received
E. A statement as to the basis of your decision
PERSONAL SERVICES CONTRACTS WITH A COST OF$20,000 AND HIGHER
Contact the Coastal MRC Program if you intend to enter into a Personal Services contract valued over
$20,000. A more detailed and formal competitive process must be followed.
18
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 3 GRANT FORMS AND INSTRUCTIONS
Electronic copies of the grant forms will be made available to grantees at the beginning of the grant period.
Hard copies of the forms listed below are available upon request. Many of these forms can also be downloaded
from the MRC webpage at http://wdfw.wa.gov/about/volunteer/mrc/.
A-19 INVOICE VOUCHER
The A-19 Invoice voucher is used to submit reimbursement requests for goods and services. A sample with
instructions is on page 21.
EXPENDITURE SUMMARY
The Expenditure Summary is used to submit reimbursement with the A-19, by giving a detailed summary of all
expenditures. A sample is on page 22.
A-20 TRAVEL EXPENSE VOUCHER
The A-20 Travel Expense Voucher is used to submit reimbursement requests for volunteer incurred mileage, per
diem and other travel related expenses. A sample with instructions is on page 23.
REQUEST FOR QUOTATION FORM
The Request for Quotations form is used to solicit quotes from vendors for goods and services purchases valued
over$3,500. A sample with instructions is on page 24.
QUARTERLY REPORT FORM
The Quarterly Report Form is unique to each contract and will be used to update WDFW on the grantee's
progress toward achieving project goals and objectives. This form will be sent to grantees when the contract
has been approved,and will be updated and re-sent as needed.
FINAL REPORT FORM
The Final Report Form is the last report the grantee submits and it's used to summarize the grantee's project
over the term of the grant period.
VOLUNTEER REGISTRATION FORM
The Volunteer Registration Form is used to register volunteers working on projects.
VOLUNTEER TIMESHEET FORM
The Volunteer Timesheet Form is filled out and submitted monthly by volunteers,enabling WDFW to track
volunteer hours.
19
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COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
DEFINITIONS
"Award" means grants,cost reimbursement contracts and other agreements between WDFW and the grantee.
"Contract" means a mutually binding legal relationship between WDFW and the grantee.
"Indian tribal government" means the governing body or a governmental agency of any Indian tribe, band, nation,or
other organized group or community certified by the Secretary of the Interior as eligible for the special programs and
services provided through the Bureau of Indian Affairs.
"Governmental unit"means the entire State, local,or federally recognized Indian tribal government, including any
component thereof. Components of governmental units may function independently of the governmental unit in
accordance with the term of the award.
"Grant" means awards of financial assistance, including cooperative agreements, in the form of money or property,to
an eligible grantee.
"Grantee" means all recipients of grant funds from the WDFW.
"Local government" means a county, municipality,city,town,township, local public authority,school district,special
district, intrastate district,council of governments(whether or not incorporated as a non-profit corporation under State
law),any other regional or interstate government entity,or any agency or instrumentality of a local government.
"Market Analysis" means contacting by phone,mail,fax,e-mail or by ad potential providers of goods and services
regarding their costs,abilities,and other factors to deliver the requested requirements.
"Reimbursable Cost" means expenditures allowable to the grant agreement as determined on a cash,accrual,or other
basis acceptable to the WDFW. It does not include transfers to other funds.
"Sole Source contract" is when is only one person or company that can provide the contractual services needed and that
any attempt to obtain bids would only result in one person or company being available to meet the need.To do a sole
source contract,a market analysis must be conducted. For this analysis,you are required to contact at least 2 or 3 other
vendors/consultants to determine whether they can perform the work during the time frame desired and what their
estimated costs are before entering into a sole source contract.
"WDFW" means the Washington Department of Fish and Wildlife.
24
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
Chapter 36.125 RCW
Marine Resources Committees
RCW Sections
36.125.005 Findings--Intent.
36.125.010 Counties authorized to establish--Purpose--Role.
36.125.020 Administration--Members--Petition.
36.125.030 Regional coordinating entities.
36.125.040 Application to committees established under federal law.
36.125.050 Collaborative process for ocean policy development and coastal area management.
36.125.060 Outer coast marine resources committee program --Annual reports.
RCW 36.125.005
Findings — Intent.
(1)The legislature finds the challenge of developing realistic,effective, and efficient solutions to the conservation and management
issues facing Puget Sound and Washington's outer coast requires calling on all available sources of knowledge and creative thinking
available in the collective wisdom of Washington's citizens. The legislature further finds that both Puget Sound and the outer coast are
dynamic and localized waterbodies with unique local challenges and unique local solutions.As such, it is essential for the future
management of these ecosystems that citizens,through their local government, have a voice and an opportunity to share their
dedication and interest in the well-being of their community's unique marine waters,while providing a valuable contribution to the
statewide efforts aimed at restoring the outer coast and Puget Sound as a whole.
(2)The legislature further finds that federally led efforts to establish marine resources committees have proven to be an exciting
vehicle for involving local citizens and community leaders in the future discussions, decisions, and restoration commitments in the
waters most important to the community.The existing model of using a community-based, nonregulatory organization to examine
issues particular to a community's corner of Puget Sound,applying for grants, and thoroughly and fairly investigating available options
and solutions has proved to be a valuable asset to Puget Sound and its communities,and is worthy of replication throughout the Puget
Sound basin and the outer coast.
(3)In this chapter,the legislature intends to establish a structure on which interested local communities can harness the dedication,
creativity, and wisdom of their residents in the form of marine resources committees.These committees are intended to complement,
and not compete with or undermine, any other governmental efforts to restore and manage the Puget Sound.The legislature further
intends that the department of fish and wildlife should apply the lessons learned from Puget Sound to work with county governments on
the outer coast to establish marine resources committees.
[2007 c 344§1.]
RCW 36.125.010
Counties authorized to establish — Purpose — Role.
(1)(a)The legislative authority for each county that borders the marine waters of southern Puget Sound may establish marine resources
committees consistent with the procedures outlined in RCW 36.125.020.Counties authorized to establish marine resources committees
in the southern Puget Sound are: King, Pierce,Thurston, Kitsap, and Mason counties.
25
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
(b)The legislative authority for each county bordering the marine waters of the outer coast may develop a marine resources
committee consistent with the procedures outlined in RCW 36.125.020. Counties authorized to establish marine resources committees
on the outer coast are: Pacific, Grays Harbor,and Wahkiakum counties.
(c)Jefferson and Clallam counties may establish a new marine resources committee or a subcommittee of the county's existing
marine resources committee,consistent with the procedures outlined in RCW 36.125.020,specifically to address the marine
ecosystems for the outer coast or Puget Sound,where appropriate.
(2)The mission of a marine resources committee created under this section is to address, utilizingsoundscience,the
sc a ce,t e needs of the
marine ecosystem local to the county initiating the marine resources committee.
Amrin(3) marine resources committee created under this section should review current data and resource conservation and
management programs and make prioritized recommendations for additional measures that might be necessary to enhance protection
of marine resources.
(4)The role of a marine resources committee in developing recommendations includes,but is not limited to:
(a)Utilizing existing data and,to the extent necessary, helping to gather new data on the health of local marine resources;
(b)Makingscientificallybased recommendations on local candidate sites for marine protected areas;
(c)Working closely with local and state officials to help implement recommendations of the marine resources committee;
(d)Promoting public outreach and education around marine resource conservation and management issues; and
(e)Engaging in any other activities that the initiating county deems appropriate.
[2007 c 344§2.]
RCW 36.125.020
Administration — Members — Petition.
(1)A marine resources committee,as described in RCW 36.125.010,may be created by the legislative authority of any county
bordering the marine waters of the outer coast or Puget Sound, in cooperation with all appropriate cities and special districts within their
boundaries.Adjacent county legislative authorities shall coordinate their efforts whenever there is a mutual interest in creating a marine
resources committee.
(2)A county may delegate the management and oversight of a marine resources committee created by the county under RCW
36.125.010 to a city, or cities,within its jurisdiction, if the city or cities are located on the marine waters of the outer coast or southern
Puget Sound and are willing to accept the delegation.
(3)(a)Participating county legislative authorities must select members of the marine resources committee,ensuring balanced
representation from: Local government; local residents; scientific experts;affected economic interests;affected recreational interests;
and environmental and conservation interests.Additionally, participating county legislative authorities must invite tribal representatives
to participate in the marine resources committee.
(b)In lieu of creating a new entity, participating county legislative authorities may designate a lead entity created under RCW
77.85.050 to also serve as a marine resources committee.County legislative authorities may only make this designation where the lead
entity consents in writing to also serve as a marine resources committee.
(c)An initiating county may delegate its appointment authority to a city or cities that have received from the county the delegated
responsibilities of managing and overseeing the marine resources committee.
(4)County residents may petition the county legislative authority to create a marine resources committee. Upon receipt of a petition,
the county legislative authority must respond in writing within sixty days as to whether they will authorize the creation of a marine
resources committee as well as the reasons for their decision.
[2008 c 242§2;2007 c 344§3.]
Notes:
26
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
Findings--Intent--2008 c 242:"The legislature finds that Washington's coastal and ocean resources provide vital economic,
recreation,transportation, and cultural benefits to the state.The legislature seeks to continue recent state and local efforts to
preserve and enhance the state's coastal and ocean resources,such as the work of the Washington ocean policy work group and the
state's existing marine resources committees.
The legislature finds that outer coast marine resources committees,authorized by the legislature in 2007,provide a mechanism for
communities to discuss and develop solutions for the issues facing coastal resources and communities. However, additional state
investments are necessary to allow outer coast marine resources committees to fulfill their full potential. Therefore,the legislature
intends by this act to provide additional support and resources for outer coast marine resources committees in order to benefit the
coastal and ocean resources of Washington."[2008 c 242§ 1.]
RCW 36.125.030
Regional coordinating entities.
(1)The Puget Sound action team, or its successor organization, shall serve as the regional coordinating entity for marine resources
committees created in the southern Puget Sound and the department of fish and wildlife shall serve as the regional coordinating entity
for marine resources committees created for the outer coast.
(2)The regional coordinating entity shall serve as a resource to, at a minimum:
(a)Coordinate and pool grant applications and other funding requests for marine resources committees;
(b)Coordinate communications and information among marine resources committees;
(c)Assist marine resources committees to measure themselves against regional performance benchmarks;
(d)Assist marine resources committees with coordinating local projects to complement regional priorities;
(e)Assist marine resources committees to interact with and complement other marine resources committees,and other similar
groups,constituted under a different authority; and
(f)Coordinate with the Northwest Straits commission on issues common to marine resources committees statewide.
[2007 c 344§4.]
RCW 36.125.040
Application to committees established under federal law.
Nothing in RCW 36.125.010 or 36.125.020 is intended to expand or limit the authority of local marine resources committees established
under the Northwest Straits marine conservation initiative by federal act in San Juan,Whatcom, Skagit, Island,Snohomish, Clallam,
and Jefferson counties and existing as of July 22,2007.
[2007 c 344§5.]
RCW 36.125.050
Collaborative process for ocean policy development and coastal area management.
27
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
Outer coast marine resources committees, in conjunction with their regional coordinating entity,shall meet and consult with key state,
federal,local,and tribal governments,and private interest groups to develop a collaborative process to address ocean policy issues.
This collaborative process should use Washington's"Ocean Action Plan: Enhancing Management of Washington State's Ocean and
Outer Coasts"developed by the Washington ocean policy work group as a guide to begin the work of developing and coordinating state
and local ocean policy and providing better management of Washington's coastal areas.
[2007 c 344§6.]
RCW 36.125.060
Outer coast marine resources committee program — Annual reports.
(1)The outer coast marine resources committee program is created to provide support for the development,administration,and
coordination of outer coast marine resources committees and their projects.
(2)The director of fish and wildlife is the administrator of the outer coast marine resources committee program.As the administrator
of the program,the director of fish and wildlife shall:
(a)Provide each outer coast marine resources committee with a coordinator to support the administration and work of the
committee;and
(b)Distribute grants to outer coast marine resources committees for projects that benefit Washington's coastal marine resources.
The director of fish and wildlife shall develop procedures and criteria for allocating funds for projects,which may include annual
allocation of funding to each committee.
(3)Each outer coast marine resources committee shall prepare and deliver an annual report to the director of fish and wildlife by
October 31st of each year.The report must include, but is not limited to, a summary of actions taken that year and prioritized
recommendations for future action. The director of fish and wildlife shall compile the individual outer coast marine resources committee
reports into a consolidated report, and provide the consolidated report to the governor and appropriate committees of the legislature by
December 31st of each year.
[2008 c 242§3.]
Notes:
Findings--Intent--2008 c 242: See note following RCW 36.125.020.
Coastal MRC Program Priorities
28
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
A stated priority of the legislature is to continue state and local efforts—such as those of the Ocean Policy Work Group,
Lead Entities,existing Northwest Straits MRCs, and other groups—to preserve and enhance coastal and ocean
resources. Coastal MRC activity is guided by the Washington Ocean Action Plan and complements ongoing local and
regional efforts.
The following priority statements,developed in the fall of 2008 and adopted by the Coastal MRC Program Work Group
on January 7,2009,are used to guide the development of the Coastal MRC Program and focus the work of coastal MRCs.
These priorities,or operating principles, include:
1) Establish Coastal MRCs:
• Establish coastal MRCs in order to provide a non-regulatory mechanism to discuss and develop solutions for
issues facing coastal resources and communities.
• Ensure MRC and program accountability and alignment with regional priorities by measuring performance
against program benchmarks.
• Act in consult with tribal and state co-managers.
• Ensure that local residents are selected and participate in MRCs.
2) Complement existing efforts:
• Complement and support ongoing efforts to improve scientific knowledge, public understanding,conservation
and restoration,and management of marine resources.
3) Build partnerships:
• Coordinate and communicate with MRCs,the Northwest Straits Commission,tribal and state co-managers, local,
regional,federal,and other stakeholders and organizations about local and regional projects and issues.
• Expand partnerships with tribal governments and continue to foster respect for tribal cultures and treaties.
4) Utilize Science:
• Conduct scientific investigations and monitoring efforts to fill key gaps in knowledge about valuable coastal
species and habitats(e.g. ecosystem-based management).
• Monitor and assess impacts of coastal and marine development.
5) Promote healthy communities and resources:
• Promote healthy coastal communities through improved infrastructure and sustainable practices relating to
marine resources.
• Promote marine resource stewardship through community volunteer opportunities and public education efforts.
• Promote coastal hazards awareness and community preparedness through education and outreach programs.
• Support the conservation and restoration of coastal habitats,and marine populations to healthy and sustainable
levels and prevent future state and federal species listings.
• Conduct and implement strategic planning to identify marine resource related threats to and opportunities for
sustainability.
• Assess sources of and reduce marine and estuarine pollution and debris.
• Communicate coastal issues to the Governor's office and the State Ocean Caucus.
Coastal MRC Program Benchmarks
29
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
Performance benchmarks are an accounting and reporting tool for MRC activities and achievement in distinct but broad
categories. Benchmarks developed by the Coastal MRC Program Work Group and adopted by the Program include:
1) Marine Habitats: Understand,steward, and restore marine,estuarine,coastal,and nearshore habitats, prevent loss,
and achieve a net gain of healthy habitat areas by:
• Enhancing ecosystem and community resilience by protecting and restoring marine and coastal habitats,
• Designing and implementing local and regional projects that restore natural processes,
• Surveying and mapping marine and estuarine resources to better define physical and biological characteristics of
marine habitats,
• Making scientifically-based recommendations about management tools to protect marine and estuarine
habitats,
• Understanding and evaluating erosion and promoting sound sediment management practices.
2) Marine Life: Understand,steward,and restore marine and estuarine populations to healthy,sustainable levels by:
• Maintaining the health of marine and estuarine species and preventing further ESA listings while increasing
access to marine resource enjoyment and harvest where feasible,
• Balancing protection focus on ecosystem versus target species,
• Identifying and carrying out actions to protect and restore species of interest and concern,
• Designing and implementing projects to prevent the introduction and spread of invasive species,
• Making scientifically-based recommendations about management tools for species recovery.
3) Marine and Fresh Water Quality: Understand,steward,and restore marine and estuarine water quality of
Washington's coast and coastal embayments by:
• Conducting or supporting science to fill critical data gaps,
• Working to reduce the input of pollutants,
• Promoting management actions that would restore degraded water quality and contaminated sediment,
• Working with and training students and citizens to conduct water quality monitoring.
4)Sound Science: Collect high quality data and promote its transparent presentation,acceptance,and timely
dissemination by:
• Utilizing established scientific protocols for the collection,analysis and use of data that support the Coastal MRC
Program goal,
• Identifying gaps in data and working to fill those gaps by promoting the development of comprehensive,
accessible marine resource databases,
• Promoting peer reviewed science.
5) Education and Outreach: Promote stewardshipand understandingof coastal estuarine and marine resources through
g
science-based education and outreach by:
• Informing the public about threats to living resources and coastal communities and presenting them with
practical measures they can take to prevent further harm especially regarding land use, erosion control,and
individual homeowner decisions,
• Informing citizens and governmental agencies about ocean energy activities and associated effects on coastal
communities,
• Coordinating outreach and education programs with other organizations, including Iocafcommunity colleges,
and evaluating their effectiveness,
• Engaging the public in active stewardship opportunities through community workshops, restoration projects,
and educational programming,
30
COASTAL MARINE RESOURCES COMMITTEES PROGRAM SECTION 4 APPENDICES
• Translating and disseminating scientific information about the status of Washington's coastal habitats,
resources,and communities to regional policy makers, resource managers,and the public in a timely manner,
• Expanding partnerships with tribal governments and continuing to foster respect for tribal cultures and treaties,
• Striving to maintain and improve coordination and communication among stakeholders and all managers.
6)Coastal Communities: Promote sustainable and resilient coastal communities by:
• Supporting sustainable marine resource-based industries,
• Supporting cultural and economic integrity of coastal communities,
• Encouraging citizen participation in local and governmental decisions regarding marine resources,
• Engaging in activities aimed at hazard prevention and preparedness,e.g.education,
• Increasing sustainable access to marine resource enjoyment and harvest.
31
Exhibit C: WDFW Final Report Form
Page 16 of 16
COASTAL MRC PROGRAM — FINAL REPORT FORM
Project Title:
MRC:
Project Leader's Name:
WDFW Contract#:
Has this project been completed?Yes n Ongoing Project ❑
If no,describe below the reasons why this project wasn't completed by the deadline:
Project Funds Awarded:$ Project Funds Spent:$
If any funds weren't spent, please explain why below:
Was any inventoriable equipment purchased with your MRC funds for this project?Yes ❑ No n
If you did purchase any inventoriable equipment,you will be contacted about returning the equipment
to WDFW or to discuss the possibility of a loan agreement to allow continued use of the equipment.
Have all Volunteer Registration Forms been turned in? Yes ❑ No ❑
Have all Volunteer Timesheets been turned in? Yes n No LI
Have all reimbursement requests been turned in? Yes ❑ No ❑
Please submit any remaining volunteer registration forms,volunteer timesheets,and reimbursement
requests with this report.
How many total volunteer hours were used on this project?
Please describe the accomplishments of the project below:
How did the public and/or fish and wildlife benefit from your project's activities?
Please list the names of any WDFW personnel that provided assistance to your project:
COASTAL MRC PROGRAM — FINAL REPORT FORM
Use the space below to provide comments about your experience with the Coastal MRC Program or
describe your ideas for program improvement:
The information provided in this report will be included in the annual report to the governor and the
appropriate committees of the legislature. This report will also be made available to all grantees,the
Fish and Wildlife Commission,the Director of WDFW,WDFW's Executive Management Team and other
personnel within WDFW as well as the general public(via our webpage). Please send photographs of
project activity(with photographer's full name)as an e-mail attachment to:
jessi.doerpinghaus@dfw.wa.gov(for possible use in the report).
The information that you provide in this report may be used in evaluating future Coastal MRC project
proposals.
Name(if sending electronically)or Signature(if sending hard copy):
Date:
Send completed final reports to the program coordinator:
jessi.doerpinghaus@dfw.wa.gov
Or
WDFW
ATTN JESSI DOERPINGHAUS
48 DEVONSHIRE ROAD
MONTESANO, WA 98563