HomeMy WebLinkAbout080221ca12CA
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, Interim County Administrator
FROM: Art Frank, JeffCom 911
DATE: f��yq (d- t 90d i
SUBJECT: E911 Contract E22-022 for 2021/2022 Contract
STATEMENT OF ISSUE: JeffCom SFY22 Wireline and Wireless Operations Contract #E22-022 and
the Washington State Military Department E911 Program
ANALYSIS: The Washington State Military Department E911 program provides financial assistance to
JeffCom solely for expenses necessary to answer 911 calls origination in Jefferson County. This includes
performing certain tasks and maintaining certain equipment necessary to operate Wireline and Wireless
enhanced 9l 1. Reimbursement shall be solely for eligible items included in WAC Chapter 118-66.
FISCAL IMPACT: JeffCom will be reimbursed for necessary expenses incurred by providing E911
service to Jefferson County. The Contract amount is $297,082
RECOMMENDATION: Please sign both original contracts. Once completed contract will be returned to
BOCC when received back from the State 911 office.
DEPARTMENT CONTACT: Stacie Huibregtse 344-9788 or Lisa Johnson 344-9756
REVIEWED BY:
AX
Mark McCaulefAnterim County Admini rat r Date
SECO COUNTY Basic Service Operating (BSO) Contract SFY2022
CONTRACT FACE SHEET
1. Contractor Name and Address:
2. Contract Amount.
3. Contract Number
Jefferson County Agency (COUNTY)
297 082
E22-022
Post Office Box 1220
Port Townsend, Washington 98368
4. Contractor's Contact Person, phone number:
5. Contract Start Date
6. Contract End Date
Stacie H u ibregtse 1360.344.9788
stacieh@jcpsn.us
Jul 202'1
y a
Au ust '15 2022
g a
7. MD E911 Financial Coordinator/phone number:
8. Data Universal Numbering System
9. UBI # (state revenue):
Teresa Lewis1253.512.7481
(DUNS #):
teresa.lewis@mil.wa.gov
179278197
603-225-532
10. Funding Authority: Washington State Military Department and State Enhanced 911 Funds
11. Funding Source Agreement #:
12. Program Index# & Obj/SubObj:
13. CFDA # & Title:
14. TIN or SSN:
RCW 38.52.5105 .5405 .545
7928A, 79281 and 79282 NZ
NA
91-6001322
WAC Chapter 118-66
15. Service Districts:
16. Service Area by County(ies):
17. Women/Minority-Owned, State
(BY LEGISLATIVE DIST): 24th
JEFFERSON
Certified? ® NIA ❑ NO
(BY CONGRESSIONAL DIST): 6th
❑ YES, OMWBE #
18. Contract Classification:
19. Contract Type (check all that apply):
❑ Personal Services ❑ Client Services ® Public/Local Gov't
® Contract ❑ Grant ❑ Agreement
❑ Collaborative Research ❑ A/E ❑ Other
❑ Intergovernmental (RCW 39.34) ❑ Interagency
20. Contractor Selection Process:
21. Contractor Type (check all that apply)
® "To all who apply & qualify" ❑ Competitive Bidding
❑ Private Organ izationllndividual ❑ For -Profit
❑ Sole Source ❑ A/E RCW ❑ NIA
® Public Organ ization/J u risd iction ❑ Non -Profit
❑ Advertised? ❑ YES ❑ NO
❑ VENDOR ❑ SUBRECIPIENT ® OTHER
22. BRIEF DESCRIPTION:
This is a reimbursement contract per WAC 118-66-050 and the Washington State Military Department
(DEPARTMENT) State E911 Coordination Office (SECO) policies, which are incorporated by reference.
Reimbursement amounts are detailed in the attached Budget Sheet (Attachment E)
IN WITNESS WHEREOF, the DEPARTMENT and COUNTY (Parties) have executed this Contract on the day and year last
specified below. This Contract Face Sheet, Special Terms and Conditions (Attachment A), General Terms & Conditions
(Attachment B), Statement of Work (Attachment C), SECO Contract Reimbursement Schedule (Attachment D), Budget
Sheet (Attachment E), and the Equipment Maintenance Certification Log (Attachment F), govern the rights and obligations
of the Parties to this Contract.
In the event of an inconsistency in this contract, unless otherwise provided herein, the inconsistency shall be resolved by
giving precedence in the following order:
(a) Applicable Federal and State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions, if attached, and
(e) any other provisions of the contract incorporated by reference.
This contract contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise,
regarding the subject matter of this contract shall be deemed to exist or to bind any of the Parties hereto.
WHEREAS, the Parties hereto have executed this contract on the day and year last specified below.
FOR THE DEPARTMENT: FOR THE COUNTY:
Signature Date Signature Date
Regan Anne Hesse, Chief Financial Officer Kate Deen, Chairman
Washington State Military DEPARTMENT Jefferson County Board of Commissioners
SEGO COUNTY BSO Contract Page 1 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT A
SPECIAL TERMS AND CONDITIONS
I. INTRODUCTION:
The DEPARTMENT, through the SEGO, coordinates and facilitates the implementation and operation of
911 emergency communications throughout the state. It is authorized to enter into agreements for
statewide services and to reimburse the COUNTY for eligible expenses from appropriated excise tax
revenue retained in the state E911 account.
II. KEY PERSONNEL:
The individuals listed below shall be considered Key Personnel; however, either party may designate a
substitute by advance written notification to the other party.
COUNTY:
DEPARTMENT:
Name:
Stacie Huibre tse
Name:
Teresa Lewis
Title:
Executive Director
Title:
SECO E911 County Assistance
Program [Manager
E-Mai I :
stacieh@jcpsn.us
E-Mai I :
teresa.lewis@mil.wa.gov
Phone:
1360.344.9788
1 Phone:
1 253.512.7481
III. ADMINISTRATIVE REQUIREMENTS:
The Parties shall use the following to determine allowable cost principles: State Office of Financial
[Management (OFM) Regulations -State Administrative and Accounting [Manual (SAAM) and the Local
Government Budget and Accounting Reporting System (BARS).
IV. ELIGIBLE EXPENSES AND PRIORITIES ESTABLISHED BY THE LEGISLATURE:
Priorities for expenditure of state E911 funds have been established by both the state legislature and the
DEPARTMENT:
A. RCW 38.52.540(1) provides that funds from the state E911 account should be "used only to support
the statewide coordination and management of the enhanced 911 system, for the implementation of
wireless enhanced 911 statewide, for the modernization of enhanced 911 emergency
communications systems statewide, and to help supplement, within available funds, the operational
costs of the system, including adequate funding of counties to enable implementation of wireless
enhanced 911 service and reimbursement of radio communications service companies for costs
incurred in providing wireless enhanced 911 service pursuant to negotiated contracts between the
counties or their agents and the radio communications service companies";
B. RCW 38.52.540(3) provides that the State E911 Coordinator is "authorized to enter into statewide
agreements to improve the efficiency of enhanced 911 services for all counties and shall specify by
rule the additional purposes for which moneys, if available, may be expended from this account";
C. RCW 38.52.545 provides that "In specifying rules defining the purposes for which available state
enhanced 911 may be expended, the state enhanced 911 coordinator, with the advice and
assistance of the enhanced 911 advisory committee, must consider base needs of individual counties
for specific assistance. Priorities for available enhanced 911 funding are as follows: (1) To assure
that 911 dialing is operational statewide; (2) To assist counties as necessary to assure that they can
achieve a basic service level for 911 operations; and (3) To assist counties as practicable to acquire
items of a capital nature appropriate to modernize 911 systems and increase 911 effectiveness",
D. WAC 118-55-020 reiterates the E911 funding purposes and priorities established by the legislature;
E. WAC 118-55-040 describes COUNTY eligibility for funding; and
F. WAC 118-55-050 lists expenses that "may be eligible for reimbursement based on a reasonable
prioritization by the state E911 coordinator" and "in accordance with the purposes and priorities
established by statute and regulation".
V. THE PARTIES AGREE THAT THE FOLLOWING ELIGIBLE EXPENSES AND PRIORITIES ARE
ESTABLISHED IN CONTRACT:
A. Consistent with the statutes and regulations cited, this contract allows reimbursement solely for
certain approved eligible expenses described in WAC 118-55-050 incurred by the COUNTY, in
support of 911 calls originating in the county, including eligible expenses in the following prioritization:
SECO COUNTY BSO Contract Page 2 of 16 JEFFERSON COUNTY, E22-022
(1) 911 statewide dialing, (2) 911 basic service, and (3) capital items. This contract contains two
categories of eligible expenses: Statewide Services and Basic Service Operating as described
below:
1. Statewide services benefit all counties and do not require local revenue to be expended prior to
reimbursement through county contracts. Statewide services reimbursed through this contract
include:
a. Coordinator Professional Development (CPD) including travel expenses for attending the
following: Advisory Committee meetings, Advisory Committee Subcommittee meetings, two
Coordinator Forums, the APCO State Conference, State Supported training, and National
Conference attendance;
b. Reimbursement of selected Public Education expenses, selected 911 Salaries, benefits, and
training;
c. 911 Call Receiver training: pre -approved NG911 modernization expenses and interpretative
services;
d. Connection to the Emergency Services Internet Protocol Network (ESINet).
i. Payment for ESI Net services and the originating network trunking, are contingent upon
available funding, only for eligible approved expenses identified in RCW 38.52.545 and
WAC 1 1 8-55-050.
ii. To receive ESI Net services, the county must enter into, and require all staff for all
PSAPs operated within the county, a non -disclosure agreement with SECO for
confidential information.
iii. In the advent of the unavailability or loss of state funding, responsibility for the continued
operation of the statewide 911 network, and all related costs, including the ESI Net, will
be transferred to the individual counties, on a pro rats basis.
2. Basic Service Operating expenses are only reimbursed pursuant to this contract. Basic Service
Operating expenses consist of statewide dialing, basic service, and capital items listed in WAC
1 1 8-55-050 and defined in the SECO Policies and set out in Section VII B of this contract. Basic
Service Operating funding is only available when the COUNTY has:
a. Imposed the maximum county enhanced 911 tax allowed under RCW 82. 1 4B.030(l) and
RCW 82.14B.030(2);
b. Expended its local revenue on eligible E91 1 expenses and needs additional reimbursement
assistance to meet its eligible basic service operating expenses.
c. Eligible enhanced 911 expenses as described in WAC 1 1 8-55.
d. A 911 system that is completely enhanced for wireline and wireless E91 1 services.
B. Expenses.
1. General Reimbursement Requirements for the COUNTY:
a. Contingent upon available funding, reimbursement will be made only for eligible approved
expenses identified in RCW 38.52.545 and WAC 118-55-050;
b. Approved eligible expenses will be reimbursed at amounts not to exceed limits established
in SECO Policy, see Section VII D of this contract;
c. In the event funding will not cover all contract eligible amounts, individual line items will be
funded in full or not at all;
d. Funding is for use in the primary Public Safety Answering Points (PSAP) only, unless
otherwise specified in applicable DEPARTMENT policy, see Section VII D of this contract;
2. Ineligible Items:
Expenses not listed in WAC 118-55-050 (1)7 (2), and /or (3) and not directly associated with the
operation of the 911 System are not eligible for state financial assistance or reimbursement under
this contract.
3. Expense Documentation and Approval:
a. COUNTY must submit documentation of eligible expenses to the DEPARTMENT; including
identification of vendor, warrant number, date, and applicable 911 eligible expense
categorization as set out in Section VII E below;
b. COUNTY must submit eligible [Monthly Expense Reports and/or requests for reimbursement,
so they are received by the DEPARTMENT by the last day following the month in which
SECO COUNTY BSO contract Page 3 of 16 JEFFERSON COUNTY, E22-022
payment was made, including additional hard copy documentation required by an "Action
Plan" due to audit findings;
c. Expenses contained in [Monthly Expense Reports not submitted by the last day following
payment, including additional hard copy documentation as required by "Action Plans", will
not be reimbursed.
d. [Monthly Expense Reports will be processed in the order received by the DEPARTMENT;
e. The DEPARTMENT may request additional documentation and/or information from
COUNTY pertaining to reimbursement requests, and any delay in providing the requested
information may result in delay in reimbursement or reduced reimbursement;
f. All approved training expenses must be submitted as a whole after the training with the
exception of conference registration fee, which may be submitted for reimbursement in
advance.
g. Training expenses are exempt from the 30-day submittal requirement but must be submitted
for reimbursement within 90 days of the actual training.
h. Prior to purchasing or leasing any equipment or software, the COUNTY must submit a
written quote to the DEPARTMENT for review and approval. Without prior written approval,
the purchase or lease will not be eligible for reimbursement by the DEPARTMENT.
VI. PERFORMANCE PERIOD AND PAYMENT:
Payment by the DEPARTMENT to the COUNTY shall only be made as reimbursement for eligible
expenses approved by the DEPARTMENT and incurred between July 1, 2021 and June 30, 2022, which
is also known as the performance period. Work started prior to July 1, 2021 and/or not completed by
June 30, 2022 will be considered outside the performance period and therefore not eligible for
reimbursement. The COUNTY shall not request payment in anticipation of expenditures not yet incurred.
VII. THE COUNTY AGREES TO:
A. Local Funding: The COUNTY warrants that it has authorized collection of the local E911 excise tax
authorized under RCW 82.14B.030(1), RCW 82.14B.030(2) and/or RCW 82.14B.030(3) and that
these funds are being used for wireline and/or wireless eligible expenses listed in WAC 118-66 to
operate the 911 system in the county. Consistent with RCW 38.52.540(2), the COUNTY will not
request, receive, or expend funds under this contract for wireline and wireless eligible expenses if it
has not imposed the maximum county E911 tax allowed under RCW 82.14B.030(1) for switched
access lines, and will not request, receive or expend funds under this contract for wireless eligible
expenses if it has not imposed the maximum county E911 tax allowed under RCW 82.14B.030(2) for
radio access lines.
B. Use of Funding: The COUNTY warrants that the funds provided by the DEPARTMENT as
described in the Budget Sheet (Attachment E), shall be used by the COUNTY solely for
reimbursement of those approved incurred eligible expenses as described in WAC 118-66-050 and
the SECO policies incorporated herein that are necessary to operate 911 countywide.
Reimbursement shall be made consistent with SECO policies, as set out in Section VII D of this
contract, for approved expenses described in WAC 118-66 that are incurred between July 1, 2021
and June 30, 2022.
C. Consolidation: If the COUNTY receives funds under this contract in support of a consolidated
Primary Public Safety Answering Point (PSAP), the COUNTY warrants to maintain and operate the
consolidated PSAP for three (3) years from the date of the consolidation and thereafter for the life of
this contract. Failure to comply with this requirement requires the COUNTY to repay all funds and will
result in a recapture of funds as provided in the General Terms and Conditions. For purposes of this
contract, a consolidated PSAP is one operated by or on behalf of the COUNTY as the primary PSAP
for all operations of 911 call -taking and call transfer in that county. The consolidated PSAP may also
be engaged in, pursuant to interlocal agreement, the dispatching of public safety resources serving
several jurisdictions. A primary PSAP is one that initially answers all 911 calls within the county.
D. SECO Policies: The COUNTY agrees to abide by all of the following SECO Policies, as written
and/or amended, available at SECO Policies Link and incorporated by reference:
• SECO County Contract Policy (PDF)
• SECO Public Education Policy (PDF)
• SECO Statewide Services Support Policy (PDF)
• SECO Salaries and Benefits Summary (PDF)
SECO COUNTY BSO contract Page 4 of 16 JEFFERSON COUNTY, E22-022
E. Reimbursement Requests and Reporting Requirements: Not more often than monthly, the
COUNTY shall submit invoice vouchers (Form A-19) to the DEPARTMENT requesting reimbursement
for expenses. The COUNTY agrees to use forms and/or systems provided by the DEPARTMENT for
necessary reports.
In addition to any reports as may be required elsewhere in this contract, the COUNTY shall prepare
and submit the following reports to the DEPARTV1ENT's Key Personnel:
Financial Reports
Monthly Expense Reports
Local Travel Policy/Procedures
3rd Quarter Review
Training Certification(s)
Final Reimbursement Request
#/copies Completion Date
1
No later than the last day following the
end of the month.
1
39 days after signatures on this contract
and then annually.
1
March 31, of each year
1
June 30, of each year
1
July 31, 2022
All contract work must not start prior to July 1, 2021 and must be delivered, installed/completed and
accepted by June 30, 2022; although certain reports may be submitted by July 31, 2022 as described
above. Final billing not received by July 31, 2022, may not be processed.
F. Attendance obligations: The COUNTY agrees to send the designated 911 personnel to the following
events:
■ Advisory Committee Meetings: The COUNTY agrees to send the 911 County Coordinator or
designee to as many of the Advisory Committee meetings as possible each year, but no less
than three-quarters of the scheduled Advisory Committee meetings per contract period; and
■ Coordinator Forums & APCO State Conference: The COUNTY agrees to send the 911 County
Coordinator or designee and additional appropriate 911 representatives to the Spring and
Summer Coordinator Forums and to the Fall APCO State Conference of each contract period;
and
■ Public Education Training: The COUNTY agrees to send the 911 Public Education Coordinator
or appropriate 911 representative to attend the Public Education Forum or a public education
class per contract period and participate in half of the scheduled Public Education
Subcommittee meetings; and
■ Traininq Coordinator: The COUNTY agrees to send the 911 Training Coordinator, or
appropriate 911 representative to attend the Training Forum or a training class per contract
period and participate in half of the scheduled Training Subcommittee meetings, in accordance
with the Statement of Work (Attachment C).
G. Reallocation of Funds: The COUNTY is allowed to reallocate funds within the coordinator professional
development and basic service operating categories as needed. Budget categories are as specified or
defined on the budget sheet of the contract. Any changes to budget categories other than in compliance
with this paragraph will not be reimbursed.
H. compliance with Law: The COUNTY will comply with all state and federal laws applicable to counties.
VI II. CONDITIONED UPON COU NTY'S FULFILLMENT OF ITS OBLIGATIONS ABOVE THE
DEPARTMENT AGREES TO THE FOLLOWING:
A. Within thirty (30) days of receipt and approval of signed, dated invoice vouchers (state form A-1 9),
satisfactory completion of tasks, and documentation of costs, reimburse the COUNTY up to the
maximum of $297,082, or actual cost, whichever is lower, pursuant to the schedule set out in the
SECO Contract Reimbursement Schedule (Attachment D) and as authorized by this Contract and
WAC 1 1 8-55.
B. If a question arises about the requested reimbursement, the COUNTY will be notified via e-mail
and/or telephone call and will have five (5) working days to provide the requested information. If
information satisfactory to the DEPARTMENT has not been provided within that time, the expense in
question will be subtracted and the balance of approved eligible incurred expenses will be processed
for reimbursement.
C. Within available funds, to provide ESI Net services to the COUNTY.
SECO COUNTY BSO contract Page 5 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT B
GENERAL TERMS & CONDITIONS
1)
2)
3)
4)
5)
6)
7)
DEFINITIONS: As used throughout this contract the following terms shall have the meanings set forth
below:
a. "DEPARTMENT" shall mean the Washington State Military DEPARTMENT (WIVID), or any of the
officers or other officers lawfully representing that DEPARTMENT and includes the State E91 1
Coordination Office (SEGO).
b. "COUNTY" shall mean the Parties performing services under this contract or grant. It shall include
any subcontractor retained by the COUNTY as permitted under the terms of this contract.
c. "Subcontractor" shall mean one, not in the employment of the COUNTY, who is performing all or
part of those services under this contract under a separate contract with the COUNTY. The terms
"subcontractor" and "subcontractors" mean subcontractor(s) in any tier.
d. "PSAP" means Public Safety Answering Point as defined in WAC 1 1 8-66.
e "WAC" is defined and used herein to mean the Washington Administrative Code.
f. "RCW" is defined and used herein to mean the Revised Code of Washington.
ACCESS TO PUBLIC RECORDS:
a. The Parties acknowledge that the DEPARTMENT is subject to RCW 42.56, the Public Records Act,
and that records prepared, owned, used or retained by the DEPARTMENT relating to the conduct
of government or the performance of any governmental or proprietary function are available for
public inspection or copying, except as exempt under RCW 42.56 or other statute which exempts or
prohibits disclosure of specific information or records.
b. The COUNTY shall provide access to data generated under this Contract to the DEPARTMENT
and the State Auditor at no additional cost. This includes access to all information that supports the
findings, conclusions, and recommendations of the COU NTY'S reports, including computer models
and methodology for those models.
c. Access to Data - State law prohibits state agencies from entering into agreements when the
contractor could charge additional costs to the agency, the Joint Legislative Audit and Review
Committee, or the Office of the State Auditor for access to data generated under the Contract, thus
all such data will be provided at no additional expense. For the purposes of this requirement, "data"
includes all information that supports the findings, conclusions and recommendations of the
contractor's reports, including computer models and methodology for those models.
ADVANCE PAYMENTS PROHIBITED: No payments in advance or in anticipation of services or
supplies to be provided under this Contract shall be made by the DEPARTMENT.
AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAIN ' 0 -336, 42 U.S.C. 12101 et
seq. (also referred to as the "ADA") and its implementing regulations at 28 CFR Part 35. The COUNTY
must comply with the ADA, which provides comprehensive civil rights protection to individuals with
disabilities in the areas of employment, public accommodations, state and local government services,
and telecommunication.
ATTORN EY'S FEES: Except as provided in the section entitled "Recapture Provisions", in the event of
litigation or other action brought to enforce the terms of this Contract or alternate dispute resolution
process, each party agrees to bear its own attorney's fees and costs.
COMPLIANCE WITH APPLICABLE STATUTES, RULES AND DEPARTMENT POLICIES: The
COUNTY shall comply with, and the DEPARTMENT is not responsible for determining compliance with,
any and all applicable federal, state, and local laws, regulations, executive orders, and/or policies. This
obligation includes, but is not limited to, nondiscrimination laws and/or policies; the ADA; Ethics in
Public Service (RCW 42.52); Covenant Against Contingent Fees (e.g., Federal Acquisition Regulation
48 CFR Sec. 52.203-5); Public Records (RCW 42.56); and safety and health regulations. In the event
of the COUNTY'S noncompliance or refusal to comply with any applicable law, regulation, executive
order or policy, the DEPARTMENT may rescind, cancel, or terminate the Contract in whole or in part in
its sole discretion. The COUNTY is responsible for all costs or liability arising from its failure to comply
with applicable law, regulation, executive order or policy.
CONTRACT MODIFICATIONS: The Parties may, from time to time, request changes to the Contract.
All mutually agreed changes shall be incorporated by written amendment. No alteration or variation of
the terms of this Contract shall be valid unless made in writing and signed by the Parties, and any oral
understanding or agreements shall not be binding. It is mutually agreed and understood that the
SECO COUNTY BSO contract Page 6 of 16 JEFFERSON COUNTY, E22-022
COUNTY is allowed to reallocate funds within the coordinator professional development and basic
service operations categories as needed.
8) COUNTY'S EMPLOYEES NOT EMPLOYEES OF DEPARTMENT: The COUNTY, and/or employees,
sub -contractors or agents performing under this Contract, are not employees or agents of the
DEPARTMENT in any manner whatsoever. The COUNTY will not be presented as nor claim to be an
officer or employee of the DEPARTMENT or of the State of Washington for any reason, nor will the
COUNTY make any claim, demand, or application to or for any right, privilege or benefit applicable to
an officer or employee of the DEPARTMENT or of the State of Washington, including, but not limited to,
Workers' Compensation coverage, unemployment insurance benefits, social security benefits,
retirement membership or credit, or privilege or benefit which would accrue to a civil service employee
under RCW 41.05. It is understood that if the COUNTY is another state agency, the officers and
employees are employed by the State of Washington, in their own right.
9) DISCLOSURE: The use or disclosure by any Party of any information concerning the DEPARTMENT,
or its ESI Net provider, for any purpose not directly connected with the administration of the
DEPARTM ENT's or the COU NTY's responsibilities with respect to services provided under this
Contract is prohibited except by prior written consent of the DEPARTMENT or as required to comply
with RCW 42.55, the Public Records Act or a court order. Disclosure of any information concerning the
ESI Net is controlled by the Non -Disclosure Agreement between the Parties.
10) DISPUTES: Except as otherwise provided in this Contract, when a bona fide dispute arises between
the Parties and it cannot be resolved through discussion and negotiation, either party may request a
dispute hearing. The Parties shall select a dispute resolution team to resolve the dispute. The team
shall consist of a representative appointed by the DEPARTMENT, a representative appointed by the
COUNTY, and a third party mutually agreed upon by both Parties. The team shall, by majority vote,
resolve the dispute. The Parties agree that this dispute process shall be final and there will be no
appeal of the decision.
11) GOVERNING LAIN AND VENUE: This Contract shall be governed by the laws of the State of
Washington. In the event of a lawsuit involving this Contract, venue shall be proper only in Thurston
County. The COUNTY, by execution of this Contract, acknowledges the jurisdiction of the courts of
Washington in this matter.
1 2} HOLD HARMLESS: The COUNTY agrees to defend, hold harmless, and indemnify the State of
Washington and the DEPARTMENT, their officers, agents, employees, and assigns against any and all
damages or claims from damages resulting or allegedly resulting from the COU NTY's performance or
activities hereunder and that of any sub -contractor hired by the COUNTY.
13) INSURANCE, INDUSTRIAL COVERAGE: Prior to performing work under this contract, the COUNTY
shall provide industrial insurance coverage for the COUNTY's employees, as may be required by Title
51 RCW. The DEPARTMENT will not be responsible for payment of industrial insurance premiums or
for any other claim or benefit for a consultant or any subcontractor or employee of the COUNTY, which
may arise during the performance of services under this contract. Before the start of any work required
by this Contract, the COUNTY shall deliver to the DEPARTMENT certificates of insurance reflecting
that the COUNTY has obtained all the insurance coverage required by this section.
14) INSURANCE, GENERAL COVERAGE: The DEPARTMENT and its officers, employees, and agents,
while acting in good faith within the scope of their official duties, are covered by the State of
Washington Self -Insurance Program and the Tort Claims Act (RCW 4.92.060 et seq.), and successful
claims against the DEPARTMENT and its employees, officers, and agents in the performance of their
official duties in good faith under this Contract will be paid from the tort claims liability account as
provided in RCW 4.92.130. COUNTY hereby notifies the DEPARTMENT that as a Government of the
State of Washington and in accordance with Washington law, COUNTY has full loss coverage for itself,
its officers, employees and agents, through self-insurance and/or the purchase of insurance. Upon the
DEPARTM ENT's request, COUNTY will provide the DEPARTMENT with details of its self -insured
retention, proof of its additional insurance, and all loss coverage. This program of self-insurance and/or
purchased insurance includes general liability, automobile liability, workers compensation and
employers' liability.
15) LEGAL RELATIONS: To the extent permitted by applicable law, each party to this contract shall be
responsible for injury or death to persons and damage to property resulting from negligence on the part
of itself, its employees, agents, officers, contractors or subcontractors. Neither party assumes any
responsibility to the other party for the consequences of any act or omission of any third party.
1 5} LIABILITY: To the extent permitted by applicable law, each party to this contract shall be responsible
for injury or death to persons and damage to property resulting from negligence on the part of itself, its
SECO COUNTY BSO contract Page 7 of 16 JEFFERSON COUNTY, E22-022
employees, agents, officers, or subcontractors. Neither party assumes any responsibility to the other
party for the consequences of any act or omission of any third party.
17) LIMITATION of AUTHORITY: Only the assigned Authorized Signature for the DEPARTMENT or an
assigned delegate by writing (delegation to be made prior to action) shall have the express, implied, or
apparent authority to alter, amend, modify, or waive any clause or condition of this contract.
Furthermore, any alteration, amendment, modification, or waiver of any clause or condition of this
contract is not effective or binding unless made in writing and signed by the authorized person.
18) LOSS of FUNDING: In the event funding from state or federal sources is withdrawn, reduced, or
limited in any way after the effective date of the Contract, the DEPARTMENT may suspend, terminate
or renegotiate the Contract without cause under the "Termination" clause and without the thirty (30) day
notice requirement.
19) NoNASS GNAB L TY: Neither this Contract, nor any claim arising under this Contract, nor the work to
be provided under this Contract, and any claim arising thereunder, shall be assigned or delegated by
either party in whole or in part, without the express prior written consent of the other party, which
consent shall not be unreasonably withheld.
20) NONDISCRIMINATION: During the performance of this contract, the COUNTY shall comply with all
federal and state nondiscrimination statutes and regulations. These requirements include, but are not
limited to:
a. Nondiscrimination in Employment: The COUNTY shall not discriminate against any employee or
applicant for employment because of race, color, sex, sexual orientation, religion, national origin,
creed, marital status, age, Vietnam era or disabled veteran's status, or the presence of any
sensory, mental, or physical handicap. This requirement does not apply, however, to a religious
corporation, association, educational institution or society with respect to the employment of
individuals of a particular religion to perform work connected with the carrying on by such
corporation, association, educational institution or society of its activities.
b. The COUNTY shall take action to ensure that employees are employed and treated during
employment without discrimination because of their race, color, sex, sexual orientation, religion,
national origin, creed, marital status, age, Vietnam era or disabled veteran's status, or the presence
of any sensory, mental, or physical handicap. Such action shall include, but not be limited to, the
following: Employment, upgrading, demotion, or transfer, recruitment or recruitment selection for
training, including apprenticeships and volunteers.
21) RECAPTURE PROVISION: In the event the COUNTY fails to expend funds under this Contract in
accordance with applicable federal, state, and local laws and/or the provisions of the contract, the
DEPARTMENT reserves the right to recapture funds in an amount equivalent to the extent of
noncompliance. Such right of recapture shall exist for the life of the project following Contract
termination. Repayment by the COUNTY of funds under this recapture provision shall occur within
thirty (30) days of demand.
In the event the DEPARTMENT is required to institute legal proceedings to enforce the recapture
provision, the DEPARTMENT shall be entitled to its costs thereof, including attorney fees from the
Contractor.
22) RECORDS, MONITORING AND AUDIT ACCESS:
a. The COUNTY shall perform under the terms of the Contract and the DEPARTMENT may conduct
reasonable and necessary monitoring of the COU NTY's performance.
b. To permit such monitoring, the COUNTY shall maintain books, records, documents, and other
evidence and accounting procedures and practices that sufficiently and properly reflect all direct
and indirect costs of any nature expended in the performance of this Contract. These records shall
be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the
DEPARTMENT, the Office of the State Auditor, and federal officials so authorized by law, rule,
regulation, or agreement.
c. The COUNTY will retain all books, records, documents, and other materials relevant to this
Contract for six (6) years from the date final payment is made hereunder and make them available
for inspection by persons authorized under this provision.
d. The DEPARTMENT or the State Auditor or any of their representatives and federal officials so
authorized by law, rule, regulation, or agreement shall have full access to and the right to examine
during normal business hours and as often as the DEPARTMENT or the State Auditor may deem
necessary, all of the COUNTY's records with respect to all matters covered in this Contract. Such
rights last for six (6) years from the date final payment is made hereunder.
SECO COUNTY BSO contract Page 8 of 16 JEFFERSON COUNTY, E22-022
23)
24)
25)
26)
27)
28)
e. The COUNTY shall cooperate with and freely participate in any monitoring, audit or evaluation
activities conducted by the DEPARTMENT that are pertinent to the intent of this Contract.
SEVERABLTY: If any provision of this Contract or any provision of any document incorporated by
reference shall be held invalid, such invalidity shall not affect the other provisions of this Contract which
can be given effect without the invalid provision, and to this end the provisions of this Contract are
declared to be severable.
SUB -CONTRACTING: The COUNTY shall comply with all applicable procurement laws, rules and
requirements. This will include the use of a competitive procurement process in the award of any
contracts with its contractors or sub -contractors that are entered into under this Contract. All contracts
and sub -contracting agreements entered into pursuant to this contract shall incorporate this contract by
reference.
TERMINATION:
a. If, through any cause, the COUNTY or its contractors or sub -contractors shall fail to fulfill in a timely
and proper manner its obligations under this Contract or if the COUNTY, its contractors or sub-
contractors shall violate any of its covenants, agreements, or stipulations of this Contract, the
DEPARTMENT shall there upon have the right to terminate this Contract and withhold the
remaining allocation if such default or violation is not corrected within thirty (30) days after
submitting written notice to the COUNTY describing such default or violation.
b. Notwithstanding any provisions of this Contract, either party may terminate this Contract without
cause by providing written notice of such termination, specifying the effective date thereof, at least
thirty (30) days prior to such date. If this Contract is so terminated, the DEPARTMENT shall be
liable only for payment required under the terms of this Contract for services rendered or goods
delivered prior to the effective date of termination. Upon notice of such termination, the
DEPARTMENT reserves the right to suspend all or part of the Contract, withhold further payments,
and prohibit the COUNTY from incurring additional obligations of funds.
c. Reimbursement for eligible expenses incurred by the COUNTY prior to the effective date of such
termination shall be as the DEPARTMENT reasonably determines."
d. The DEPARTMENT may unilaterally terminate or suspend all or part of this Contract without cause,
or may reduce its scope of work and budget, if there is a reduction in funds by the source of those
funds, and if such funds are the basis for this Contract.
TRAVEL AND SUBSISTENCE REIMBURSEMENT: If reimbursement of travel or subsistence
expenses are included as part of this Contract, they shall be paid in accordance with rates set pursuant
to RCW 43.03.050 and RCW 43.03.060 as now existing or amended. The COUNTY is required to
provide to the DEPARTMENT copies of receipts for any travel related expenses other than meals and
mileage that are authorized under this Contract.
TREATMENT of ASSETS: Upon successful completion of the terms of this contract, all assets,
including equipment, purchased through this contract will be owned by the COUNTY unless otherwise
specified by the funding source. The COUNTY shall be responsible for any and all operation and
maintenance expenses and for the safe operation of said equipment including all questions of liability.
WAIVER of DEFAULT: Waiver of any default shall not be deemed to be a waiver of any subsequent
default. Waiver of breach of any provision of the Contract shall not be deemed to be a waiver of any
other or subsequent breach and shall not be construed to be a modification of the terms of the Contract
unless stated to be such in writing, signed by the Director or Contracts Administrator and attached to
the original Contract.
SECO COUNTY BSO contract Page 9 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT C
STATEMENT of WORK
SECO COUNTY BSo CONTRACT — SFY2022
July 1, 2021 — June 30, 2022
CPD1/S4 County Coordinator Salary
1. Coordinate 911 within the county, act as a designated point of contact for the SECO, monitor the 911
systems, and report 911 outages to the SECO.
2. Coordinator or pre-approved/designated alternate to attend 75% of Advisory Committee (AC) meetings
held per contract period.
3. Coordinator or pre-approved/designated alternate to attend two (2) Coordinator Forums and one (1)
APCO State Conference per contract period.
4. Cooperate with and freely participate in monitoring or evaluation activities by the SECO and State
Auditor.
5. Retain all contract records for six (6) years after contract closure.
CPD4/S5 MSAG/Mapping/GIS Coordinators
1 . [Maintain MSAG and ALI, according to Washington NG91 1 GIS Data Standards.
2. [Maintain GIS 911 required layers for geospatial routing and uploading to 911 maps.
3. Participate in all GIS dataset tests recommended by the Advisory Committee and approved by the
SECO.
4. Participate in all GIS training recommended by the Advisory Committee and designated as mandatory
by the SECO.
5. Each county will maintain and deliver to the state (or designated vendor), as requested, GIS datasets
that includes the following data layers (Road Centerline, PSAP polygon, Law Enforcement Emergency
Service Zone (ESZ), Fire ESZ, E M D ESZ, and Site Structure Address Points (SSAP) with no duplicate
address points) as required in the Washington NG911 GIS Data Standards, with no critical error fallout
(gaps and overlaps, range overlaps in the road centerline), and which have been synchronized to the
ALI , at a 98% match rate.
CPD4/S6 IT Coordinator
1 . Participate in the selection, installation and/or maintenance of 911 equipment/software (IE: CPE, CAD,
Net Clock, network, network security) .
2. Submit certification that the county has provided a minimum of 16 hours of training for their IT personnel
related to security and maintenance of equipment that touches the ESI Net, during the current contract
period.
CPD5/S7/B6 Call Receiver Salary/Benefits & Training
1. Submit certification that all telecommunicators/call receivers have received a minimum of 24-hours of
continuing education, during the current contract period.
CPD3/S8 Public Ed Coordinator
1. Attend a 911 Public Education forum or a public education class to enhance job skills.
2. Participate in 50% of any scheduled 911 Public Education Subcommittee meetings. Participation can be
in -person, by phone or participation on a work group/project.
3. Establish an outreach baseline for the 911 public education program in county to measure the program's
effectiveness.
4. Utilize messaging consistent with content created by the 911 Public Education Subcommittee.
C PD2/C PD5/S9 Training Coordinator
1. Attend a 911 Training Coordinator Forum or a training class to enhance job skills.
2. Participate in 50% of any scheduled 911 Training Subcommittee meetings. Participation can be in -
person, by phone or participation on a work group/project.
SECO COUNTY BSO contract Page 10 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT D
SEGO CONTRACT REIMBURSEMENT SCHEDULE
SEGO COUNTY BSO CONTRACT - SFY2022
July 1, 2021 — June 30, 2022
SECO CONTRACT REIMBURSEMENT SCHEDULE
More detailed information regarding reimbursements can be found in the following SECO Policies: SECO
County Contract, SECO Public Education, SECO Statewide Services Support, and SECO Salary and
Benefits Summary
Due to 911 modernization initiatives, important time -critical information is shared at meetings. Therefore, it
is crucial the 911 County Coordinator or designee attend all meetings, if possible.
Understanding that scheduling conflicts occur, if the 911 County Coordinator is unable to attend a
meeting/forum/training and would like to send a representative on their behalf to fulfill contractual
obligations, a written request via email must be submitted to the SECO County Assistance Program
Manager, prior to attending and incurring expenses.
COORDINATOR PROFESSIONAL DEVELOPMENT (CPD) EXPENSES SECTION
CPD benefits all counties and do not require local revenue to be used prior state reimbursement. The
following are reimbursed through BSO and CPD contracts:
ELIGIBLE ITEM
STATE REIMBURSEMENT
Advisory Committee (AC) Meetings: Travel reimbursement expenses
for the 911 County Coordinator or pre -approved designee to attend all
AC meetings. 911 County Coordinator or pre -approved designee must
attend 75% of all AC meetings held. Attendees other than AC
members, 911 County Coordinator or pre -approved designee will not
be reimbursed for travel expenses for attending AC meetings.
AC Subcommittee Meetings: Travel reimbursement expenses for all
Subcommittee members to participate in subcommittee meetings. No
more than one county representative per subcommittee, except
standing subcommittees as designated in the AC Bylaws.
Coordinator Forums: Travel reimbursement expenses for a total of two
CPD1
Meeting Attendance
PSAP/911 employees to attend the Spring and Summer Coordinator
Forums and a total of three PSAP/911 employees to attend the Fall
APCO State Conference. One of the attendees must be the 911 County
Coordinator or pre -approved designee.
Communications Training Officer (CTO) Workshops: Travel
reimbursement expenses for one CTO per county to attend a CTO
Workshop per contract period.
SECO supported: Travel reimbursement expenses for the 911 County
Coordinator and/or a PSAP/911 employee to attend training, meetings,
or events the SECO determines to have an overall benefit as
designated in writing. 911 County Coordinators may request a SECO
Supported designation by email to the SECO County Assistance
Program Manager.
The 911 County Coordinator or pre -approved designee and a
PSAP/911 employee is authorized up to $6,000 (per contract period) to
attend national NG911 related conferences, trainings, and/or training
CPD2
911 County
materials to enhance job skills.
Coordinator Training
For counties with a population of 1.5 million or more the authorized
amount for the 911 County Coordinator is doubled for an additional
person to attend training $12,000 (per contract period).
SECO COUNTY BSO Contract Page 11 of 16 JEFFERSON COUNTY, E22-022
CPD3
911 Public Education
Up to $5,000 (per contract period) is authorized for expenses directly
related to public education training and training materials, for informing
the public of the capabilities, limitations, and proper use of 911, and
public education materials. (See: SECO Public Education Policy)
Up to $13,500 (per contract period) is authorized for salaries/benefits,
911 Technical
training, and training material expenses for the following positions:
CPD4
Salaries/Benefits and
MSAG, Mapping/GIS, and/or Information Technology Coordinator(s).
Training
Backfill salary is not eligible under this line item. Expenses must
directly link to the support and maintenance of WAC eligible 911
equipment.
Total training funds calculated at $500 (per contract period) per fulltime
call receiver and training coordinator at the primary PSAP(s) with a cap
not to exceed 30 call receivers (or $15,000) per county.
These funds are to be used for training and training materials that
support the roles and functions of the call receiver and the 911 Training
Coordinator. Training maybe internal or external.
911 Call Receiver
CPD 5
Training
Funds may also be used for a new hire call receiver salary while in
training status up to $2,000 per new hire (this is the only time regular
salary can be claimed for call receivers under this line item), 911
Training Coordinator regular salary, overtime, and CTO; and call
receivers overtime and backfill while in training status.
Regionalized Counties, only the Host County is eligible for this line
item.
Costs related to modernization of the 911 System as authorized and
pre -approved by the State E91 1 Coordinator. Including, but not limited
to, pre -approved software necessary for the M SAGIG I S data
synchronization, text to 911 security/authentication fobs (capped at one
per authorized call taking position), and other pre -approved expenses
CPD6 NG91 1 [Modernization related to text-to-91 1 implementation.
Should there be additional funds available following the fulfillment of
BSo, WSP Communications, and CPD contracts, the SEGO may
authorize additional funds for each of the 39 counties and the WSP to
be used solely for the purpose of NG9 1 1 M SAGIG I S [Modernization.
Costs incurred for use of interpretive services to facilitate 911 call
CPD7 Interpretive Services taking.
ELIGIBLE ITEM I STATE REIMBURSEMENT
Salary/benefits calculated up to $63,807 (per contract period) and can
only be claimed for regular salary/benefits. Backfill and overtime is not
S4 911 County eligible on this line item.
Coordinator -Salary
Person must be appointed/assigned by the County Appointing
Authority as the 911 County Coordinator.
Master Street Address Salary/benefits calculated up to $57,090 (per contract period) and can
Guide (MSAG) & only be claimed for regular and over salary/benefits. Backfill is not
S5 Ma pp� 9 in /GIS eligible on this line item.
Coordinator -Salary Person(s) must be someone other than the 911 County Coordinator
SECO COUNTY BSO contract Page 12 of 16 JEFFERSON COUNTY, E22-022
Salary/benefits calculated up to $27,014 (per contract period) and can
only be claimed for regular and overtime salary/benefits. Backfill is not
911 Information
eligible on this line item.
S6
Technology (IT) -
Salary
Person(s) must be someone other than the 911 County Coordinator.
Regionalized Counties, only the Host County is eligible for this line
item.
Salary/benefits calculated up to $289,150 (per contract period) and can
be claimed for regular, overtime, and backfill salaries/benefits.
Call Receivers are defined as a person(s) whose primary function (at
least 50 percent of their time) is sitting at a console, hired, trained/in
training and prepared to answer 911 calls.
S7
911 Call Receiver
Salaries and Benefits
Regionalized Counties —calculated up to $578,300 per host county
(per contract year). Example: County A & 8 are regionalized. County A
is the Host County. County A is eligible for $289,150 for A and an
additional $289,150 for County B. Total Call Receiver Salary for County
A, as the `Host County', would be $578, 300. County 8 is not eligible for
call receiver salaries/benefits, since they are considered a `non -host
county' and have no call receivers now.
Salary/benefits calculated up to $7,273 (per contract period) and can
only be claimed for regular and overtime salary/benefits.
911 Public Education
Funds may be used for other PSAP/911 employees that assist the 911
S$
Coordinator —Salary
Public Education Coordinator in preparing for and conducting 911
educational activities.
Person(s) must be someone other than the 911 County Coordinator.
Salary/benefits calculated up to $7,273 (per contract period) and can
only be claimed for regular and overtime salary/benefits.
S9
911 Training
Coordinator —Salary
Person(s) must be someone other than the 911 County Coordinator.
Regionalized Counties, only the Host County is eligible for this line
item.
MSAG/Mapping/GIS -
period).
Trainingcalculated u to $5,000(per contract eriodB4
Trainingp
Training calculated up to $10,000 (per contract period) to support
WAC-eligible 911 equipment and must be pre -approved by the SECO.
B5
911 IT -Training
Regionalized Counties, only the Host County is eligible for this line
item.
Total training funds calculated at $1,500 (per contract period) per full-
time Call Receiver at the primary PSAP. Call receivers who spend less
than 50 percent of their time answering 911 calls, part-time call
receives and vacant positions, will not be included in calculating pooled
costs.
gg
Call Receiver Training
This calculated pool of funds can be used by full &part-time call
receivers and working supervisors.
These funds are to be used for training and training materials that
support the roles and functions of the call receiver. Training maybe
internal or external.
Funds may also be used for a new hire call receiver salary, while in
SECO COUNTY BSO Contract Page 13 of 16 JEFFERSON COUNTY, E22-022
training status up to $2,000 per new hire (this is the only time regular
salary can be claimed for call receivers under this line item) and call
receivers' overtime, backfill, and CTO while in training status.
Regionalized Counties, only the Host County is eligible for this line
item.
911 Mapping
Calculated up to $10,000 (per contract period). Hardware, software,
B7
Administration
and services for the 911 Mapping/GIS /MSAG Coordinator to manage
the mapping /MSAG data.
Calculated up to $2,000 per county (per contract period) for purchase,
B1 2
Headsets for 911 Call
maintenance, accessories, and replacement parts (including batteries)
Receivers
of headsets for the 911 call receivers. Headsets do not need prior
approval to purchase.
B13
Destruction of 911
Calculated up to $100 (per contract period) for the destruction of
Records
PSAP/911 records.
911 Coordinator
Calculated up to $500 (per contract period) for electronic mail service.
B14
Electronic Mail
May be used to purchase and/or maintain monthly service device to
access 911 email (laptop, Smartphone, etc).
EQUIPMENT MAINTENANCE
County baseline equipment maintenance reimbursement amount is calculated at $24,700 per authorized
call taking position, not to exceed a maximum of six (6) position or $148,200.
Eligible equipment maintenance expenses may include maintenance contracts with vendors, vendor time
and materials, PSAP maintenance employee salaries, benefits, training, training material, component
repair or replacement materials, and other repair or preventative maintenance expenses and should be
claimed under each specific equipment maintenance line item.
Regionalized Counties, only the Host County is eligible for this line item.
Maintenance for WAC eligible equipment:
S1.1
CPE/Telephone System
S3.1
PSAP Mapping
B1.1
Uninterruptable Power Supply (UPS)
B8.1
Instant Call Check
B10.1
911 Information Systems
g11.1
Call Detail Recorder or Printer
(MISManagement
C1.1
Logging Recorder
C2.1
Computer Aided Dispatch (CAD) System
C3.1
Auxiliary Generator
C4.1
Clock Synchronizer
C5.1
Console Furniture
SECO COUNTY BSO Contract Page 14 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT E
BUDGET SHEET
SEGO COUNTY BSO CONTRACT — SFY2022
July 1, 2021 — June 30, 2022
SFY2022
Coordinator Professional Development (CPD)
$ 36,454.00
Basic Service Operating BSO
$ 260 628.00
TOTAL CONTRACT NOT TO EXCEED
$ 297,082.00
SECO COUNTY BSO Contract Page 15 of 16 JEFFERSON COUNTY, E22-022
ATTACHMENT F
EQUIPMENT MAINTENANCE CERTIFICATION LOG
SEGO COUNTY BSO CONTRACT — SFY2022
July 1, 2021 — June 30, 2022
JEFFERSON COUNTY certifies that all maintenance has been scheduled and completed on an annual basis
for the following equipment:
Equipment
Vendor/
Inhouse
Vendor Name
Anticipated/Scheduled
Timeframe
Customer Premise Equipment CPE
PSAP Mapping
Uninterru tible Power Supply UPS
Instant Call Check
911 Management Information System (MIS)
Call Detail Recorder/Printer
Logging Recorder
Computer -Aided Dispatch System
Auxiliary Generator
Clock Synchronizer
Call Receiver Console Furniture
Signature (name and title)
SECO COUNTY BSO Contract Page 16 of 16 JEFFERSON COUNTY, E22-022
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