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HomeMy WebLinkAbout122120_ca16JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners Philip Morley, County Administrator FROM: Mark McCauley, Central Services Director DATE: December 21, 2020 SUBJECT: Request Board of County Commissioners approval of a grant agreement with OlyCAP to provide night monitoring services at the Jefferson County Fairgrounds STATEMENT OF ISSUE: The Covid-19 pandemic has exacerbated Jefferson County's chronic homelessness problem. This has manifested itself in various ways, most notably at the Jefferson County Fairgrounds, where a sizeable number of homeless residents have gathered. These residents are laboring under very difficult conditions and are need support from our community. We've identified three areas of support needed: meals, supplies and sundries, and safety and security. We have identified qualified and capable non-profit organizations in our community that can provide this support. ANALYSIS: OlyCAP has stepped up in providing night monitoring services at the Fairgrounds. The County would like to provide financial support to OlyCAP in providing these services. The attached proposed grant agreement with OlyCAP would provide $12,600 in funding to help underwrite their efforts. FISCAL IMPACT: The cost of the proposed grant is $12,600 which will be covered by the County's General Fund. RECOMMENDATION: That Board of County Commissioners approve the attached proposed grant agreement with OlyCAP. ;ip Morley, Administrator Date GRANTEE AGREEMENT WITH OLYCAP FOR NIGHT MONITORING SERVICES AT THE JEFFERSON COUNTY FAIRGROUNDS This Grantee Agreement ("Agreement") is by and between Jefferson County, a Washington political subdivision ("County") and OlyCAP, ("OlyCAP" or "Grantee"). WHEREAS, on February 29, 2020, Governor Jay Inslee declared a State of Emergency in all Counties in Washington State to due to the public health emergency caused by the COVID-19 virus; and WHEREAS, on March 10, 2020, the Jefferson County Health Officer issued a Public Health Order to control and prevent the spread of the COVID-19 virus; and WHEREAS, on March 11, 2020, the World Health Organization declared the outbreak of COVID-19 to be a pandemic; and WHEREAS, on March 13, 2020, the President of the United States declared the COVID- 19 outbreak a national emergency; and WHEREAS, on March 16, 2020, the Jefferson County Board of Commissioners approved a Declaration of Emergency in Jefferson County due to the COVID-19 pandemic in Resolution 12-20, stating in part that "human life may be threatened and the local economy disrupted as a result of this unprecedented pandemic, and immediate extraordinary action must be taken to respond to this crisis and mitigate its impacts," and further stating "Jefferson County is authorized to exercise such other actions authorized by state law during a state of emergency as may be necessary to combat this emergency;" and WHEREAS, on March 19, 2020, the Port Townsend City Council approved a Declaration of Emergency due to the COVID-19 pandemic; and WHEREAS, on March 23, 2020, Governor Jay Inslee signed Proclamation 20-25 declaring that a State of Emergency continues to exist in all Counties in Washington State due to COVID- 19; and that his prior proclamations are amended and superseded by a Proclamation to impose a Stay Home — Stay Healthy Order throughout Washington State, which prohibits all people in Washington State from leaving their homes or participating in social, spiritual and recreational gatherings of any kind regardless of the number of participants, and all non -essential businesses in Washington State from conducting business, within the limitations provided in Proclamation 20- 25; and WHEREAS, Proclamation 20-25 has been amended several times, most recently in Proclamation 20-25.7, issued on July 24, 2020, which makes clear that Proclamation 20-25 remain in effect until rescinded, and requires people to wear face masks both while at work and while not at work; and 1 WHEREAS, as a result of the continued worldwide spread of COVID-19, its significant progression in Washington State, and the high risk it poses to our most vulnerable populations, Governor Jay Inslee subsequently issued amendatory Proclamations 20-06 through 20-53, 20-55 through 20-67, 20-69 through 20-71 and 20-74, and exercising his emergency powers under RCW 43.06.220 by prohibiting certain activities and waiving and suspending specified laws and regulations; and WHEREAS, Health professionals and epidemiological modeling experts advise that Washington is still in a state of COVID-19 outbreak; and WHEREAS, the COVID-19 pandemic is both a health emergency and a financial emergency, resulting in the worst global economic crisis since the Great Depression; and WHEREAS, as a result of the COVID-19 financial emergency, the largest economic stimulus legislation in American history, a $2 trillion package in Section 601(a) of the Social Security Act, as amended by Section 5001 of the Coronavirus Aid, Relief, and Economic Security Act, called the CARES Act, was signed into law on 27 March 2020; and WHEREAS, in May 2020, Governor Jay Inslee announced that the State of Washington would award $300 million of State's CARES Act Coronavirus Relief Fund (CRF) funding to reimburse local governments for eligible COVID-19 costs and economic support in connection with the COVID-19 public health emergency; and WHEREAS, on August 31, 2020, Governor Inslee announced that Washington State was awarding an additional $125 million of CARES Act CRF funding to local governments for the same purposes; and WHEREAS, the City of Port Townsend has been awarded up to $144,150 from the State's additional CRF award, which the City intends to receive by submitting an invoice to the State for the City's prior eligible expenditures, thereby freeing up City general fund moneys which the City wishes to deploy to address the COVID-19 public health emergency; and WHEREAS, Jefferson County has been awarded up to $638,000 from the State's additional CRF award, which the County intends to receive by submitting an invoice to the State for the County's prior eligible expenditures; and after combining those funds with available funds from the County's first CARES Act CRF award, and after reimbursing the County for its own direct eligible COVID-19 costs, makes available an estimated $633,515 of County general fund moneys which the County plans to deploy to address the COVID-19 public health emergency; and WHEREAS, the proposed uses will aid the economic recovery and public good of Jefferson County following the economic downturn caused by the COVID-19 pandemic; and OA WHEREAS, the Grantee is a recognized public nonprofit entity or private 501(c)(3) non- profit organization in the State of Washington; and WHEREAS, the Grantee desires to provide needed services to a vulnerable population and seeks funding assistance to cover costs associated with providing these services; and WHEREAS, Jefferson County desires to provide funding for the needed services, as necessary to combat the COVID-19 pandemic and recession, protecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster; and WHEREAS, RCW 38.52.070(2) grants to counties in which a disaster occurs, the power to enter into contracts and incur obligations necessary to combat such disaster, protecting the health and safety of persons and property, and providing emergency assistance to the victims of such disaster; and WHEREAS, the economic support provided to Grantee pursuant to this Agreement is necessary and appropriate given the Grantee's critical role and ability to provide services to community members in response to the COVID-19 public health emergency, and such assistance represents an eligible use of county funds consistent with RCW 38.52.070(2); and WHEREAS, Jefferson County has an acute and chronic shortage of affordable housing; and WHEREAS, winter weather is fast approaching and those without housing need a place to live and be safe during such weather; and WHEREAS, Jefferson County has land at the Jefferson County Fairgrounds suitable for such temporary housing; and WHEREAS, the Jefferson County Board of Commissioners desires that sufficient resources be committed to provide such temporary housing and related services; and NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated herein by reference, and the terms and conditions set forth below, the parties agree as follows: 1. Effective Date and Term. This Agreement shall commence on when last executed by the parties and remain in effect until March 31, 2021, unless terminated earlier by the County in writing. Eligible expenses incurred prior to contract execution but not prior to November 1, 2020 are hereby ratified. 2. Grant Amount and Grantee's Use of Grant Funds. The Grantee shall ensure that the any funds expended are eligible in accordance with the terms of the grant, to include the grant Scope of Work. The Grant amount is $12,600. 3. Termination. The County may terminate this Agreement, for convenience or otherwise and for no consideration or damages, upon prior notice to the Grantee. 4. Independent Grantee. Each party under this Agreement shall be for all purposes an independent Grantee. Nothing contained herein will be deemed to create an association, a partnership, a joint venture, or a relationship of principal and agent, or employer and employee between the parties. The Grantee shall not be, or be deemed to be, or act or purport to act, as an employee, agent, or representative of the County for any purpose. 5. Indemnification. The Grantee agrees to defend, indemnify and hold the County, its officers, officials, employees, agents and volunteers harmless from and against any and all claims, injuries, damages, losses or expenses including without limitation personal injury, bodily injury, sickness, disease, or death, or damage to or destruction of property, which are alleged or proven to be caused in whole or in part by an act or omission of the Grantee, its officers, directors, employees, and/or agents relating to the Grantees' performance or failure to perform under this Agreement. The section shall survive the expiration or termination of this Agreement. 6. Insurance. Prior to commencing work, the Grantee 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. 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 Consultant's performance of his Agreement. This insurance shall indicate on the certificate of insurance the following coverage: (a) Owned automobiles; (b) Hired automobiles; and, (3) Non -owned automobiles. Commercial General Liability. Insurance in an amount not less than a single limit of $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 commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: Broad Form Property Damage, with no employee exclusion; b. Personal Injury Liability, including extended bodily injury; C. Broad Form Contractual/Commercial Liability — including coverage for products and completed operations; d. Premises — Operations Liability (M&C); Blanket Contractual Liability. 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, and shall include a provision prohibiting cancellation of said policy except upon thirty (30) days prior written notice to the County. 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. The Grantee shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: (a) The limits of overage; (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 Risk Management, P.O. Box 1220, 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 Consultant 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 Consultant 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. Failure of the Grantee to take out or maintain any required insurance shall not relieve the Grantee from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. The Grantee'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 all the parties and shall be primary coverage for all losses covered by the above described insurance. Insurance companies issuing the Grantee'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. All deductibles in the Grantee's insurance policies shall be assumed by and be at the sole risk of the Grantee. 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 Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. 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 Grantee until the Grantee shall furnish additional security covering such judgment as may be determined by the County. 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 insurance policy the Grantee shall provide to comply with this Agreement. 5 The County may, upon the Grantee's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to the Grantee. The Grantee shall provide a copy of all insurance policies specified in this Agreement. Written notice of cancellation or change in the Grantee's insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management, P.O. Box 1220, Port Townsend, WA 98368. The Grantee'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. 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. The Grantee'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. The Grantee shall include all Sub -Grantees as insured under its insurance policies or shall furnish separate certificates and endorsements for each Sub -Grantee. All insurance coverage for Sub - Grantees shall be subject to all the requirements stated in this Agreement. 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. The Grantee 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 County Risk Manager by registered mail, return receipt requested. The Grantee 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-, 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. The County reserves the right to request additional insurance on an individual basis for extra hazardous contracts and specific service agreements. 7. Worker's Compensation (Industrial Insurance). If and only if the Consultant 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 Consultant, the Grantee 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 Risk Management, upon request. no Worker's 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. This coverage shall extend to any Sub -Grantee that does not have their own worker's compensation and employer's liability insurance. The Grantee 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 which would otherwise be applicable in the case of such claim. If the County incurs any costs to enforce the provisions of this subsection, all cost and fees shall be recoverable from the Grantee. 8. Compliance with Laws. Guidelines. The Grantee shall comply with all federal, state, and local laws and all requirements (including certifications and audits), to the extent applicable, when seeking Reimbursement. 9. Maintenance and Audit of Records. The Grantee shall maintain records, books, documents, and other materials relevant to its performance under this Agreement. These records shall be subject to inspection, review and audit by the County or its designee, the Washington State Auditor's Office. If it is determined during the course of the audit that the Grantee was reimbursed for unallowable costs under this Agreement or any, the Grantee agrees to promptly reimburse the County for such payments upon request. 10. Notices. Any notice desired or required to be given hereunder shall be in writing, and shall be deemed received five (5) days after deposit with the U.S. Postal Service, postage fully prepaid, certified mail, return receipt requested, and addressed to the party to which it is intended at its last known address, or to such other person or address as either party shall designate to the other from time to time in writing forwarded in like manner: Grantee Cherish Cronmiller Executive Director 823 Commerce Loop Port Townsend, WA 98368 Jefferson County Mark McCauley Central Services Director Jefferson County Courthouse 1820 Jefferson Street Port Townsend, WA 98368 11. Improper Influence. Each party warrants that it did not and will not employ, retain, or contract with any person or entity on a contingent compensation basis for the purpose of seeking, obtaining, maintaining, or extending this Agreement. Each party agrees, warrants, and represents that no gratuity whatsoever has been or will offered or conferred with a view towards obtaining, 7 maintaining, or extending this Agreement 12. Conflict of Interest. The elected and appointed officials and employees of the parties shall not have any personal interest, direct or indirect, which gives rise to a conflict of interest. 13. Time. Time is of the essence in this Agreement. 14. Survival. The provisions of this Agreement that by their sense and purpose should survive expiration or termination of this Agreement shall so survive. Those provisions include without limitation Indemnification and Maintenance and Audit of Records. 15. Amendment. No amendment or modification to this Agreement will be effective without the prior written consent of the authorized representatives of the parties. 16. Governing Law_ Venue. This Agreement will be governed in all respects by the laws of Washington state, both as to interpretation and performance, without regard to conflicts of law or choice of law provisions. Any action arising out of or in connection with this Agreement may be instituted and maintained only in a court of competent jurisdiction in Jefferson County, Washington or as provided by RCW 36.01.050. 17. Non -Waiver. No failure on the part of the County to exercise, and no delay in exercising, any right hereunder shall operate as a wavier thereof, nor shall any single or partial exercise by the County of any right hereunder preclude any other or further exercise thereof or the exercise of any other right. The remedies herein provided are cumulative and not exclusive of any remedy available to the County at law or in equity. 18. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors. 19. Assignment. Neither party shall assign or transfer any of its interests in or obligations under this Agreement without the prior written consent of the other party. 20. Entire Agreement. This Agreement constitutes the entire agreement between the County and the Grantee for the use of funds received under this Agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the parties with respect to this Agreement. 21. No Third Party Beneficiaries. Nothing herein shall or be deemed to create or confer any right, action, or benefit in, to, or on the part of any person or entity that is not a party to this Agreement. This provision shall not limit any obligation which either party has to the Washington State Department of Commerce of these grant funds, including the obligation to provide access to records and cooperate with audits as provided in this Agreement. 22. Severability. In the event that one or more provisions of this Agreement shall be determined to be invalid by any court of competent jurisdiction or agency having jurisdiction thereof, the remainder of this Agreement shall remain in full force and effect and the invalid provisions shall be deemed deleted. 23. Counterparts. This Agreement may be executed in counterparts, any of which shall be deemed an original but all of which together shall constitute one and the same instrument. 24. Authorization. Each party warrants to the other party, that the person executing this Agreement on its behalf has the full power and authority to do so. 25. Public Records Act. Notwithstanding any 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 be amended), the Grantee 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 Grantee also agrees that upon receipt of any written public record request, Grantee shall, within two business days, notify the County by providing a copy of the request per the notice provisions of this Agreement. (SIGNATURES APPEAR ON THE NEXT PAGE) M IN WITNESS WHEREOF, this Agreement is executed and shall become effective as of the last date signed below. BOARD OF COUNTY COMMISSIONERS OLYCAP JEFFERSON COUNTY, WASIIINGTON By: _ Name: By: Greg Brotherton, Chair DATE By: David Sullivan, Commissioner DATE By: Kate Dean, Commissioner DATE SEAL: ATTEST: Carolyn Galloway DATE Deputy Clerk of the Board Approved as to form only: 0_ 12/18/2020 Philip C. Hunsucker DATE Chief Civil Deputy Prosecuting Attorney DATE ATTACHMENT A SCOPE OF WORK The Board of County Commissioners is directing up to $12,600 to reimburse OlyCAP ("Grantee") costs and expenditures related to providing night monitoring services (seven days a week from 7 pm to 7 am) at the Jefferson County Fairgrounds. These funds are available until March 31, 2021. The Grantee will be responsible for providing documentation and other proof of payment of eligible costs directly related to providing night monitoring services at the Jefferson County Fairgrounds. Eligible Costs and Expenditures Costs eligible for reimbursement under this grant must be invoiced and fully documented by the Grantee. The Grantee may submit invoices to the County once per month for eligible expenditures on the project. The Grantee will submit invoices and appropriate supporting documentation such as payroll records, canceled checks, records of supplies orders, payments or other documentation of eligible expenditures. Upon review and approval of each submitted invoice by the County, payment will be made to the Grantee using the County's normal bill paying process and cycle. Funds are available to reimburse eligible costs incurred between November 1, 2020 through March 31, 2021. The Grantee MAY NOT use the funding for any activity or cost not directly related to providing night monitoring services at the Jefferson County Fairgrounds: Program Funding and Award Amount The County shall make available $12,600 to reimburse OlyCAP ("Grantee") costs and expenditures related to providing night monitoring services at the Jefferson County Fairgrounds. The Grantee will use these funds to provide night monitoring services at the Jefferson County Fairgrounds.