HomeMy WebLinkAboutOlympic Community Action Program (OlyCAP), Amendment No. 2 re: Night Monitoring addl $13,400 - 070621 AMENDMENT TO THE GRANTEE AGREEMENT WITH OLYCAP FOR NIGHT
MONITORING AT THE JEFFERSON COUNTY FAIRGROUNDS
This Grantee Agreement Amendment("Amendment") is by and between Jefferson County, a
Washington political subdivision("County") and OlyCAP, ("Grantee").
WHEREAS, on December 21, 2020, the Jefferson County Board of Commissioners
approved a grant to OlyCAP for night monitoring at the Jefferson County Fairgrounds;
and
WHEREAS, the grant was funded in the amount of$12,600; and
WHEREAS, funding was increased by $13,400 and the term extended to June 30,2021, and; and
WHEREAS, additional funding is required and these services will be required at least through
September 30, 2021, and
WHEREAS, the county has funds available for an increase to the grant amount; WHEREAS, the
Parties want to amend the Grantee Agreement entered into between them;NOW, THEREFORE,
the Parties agree to amend the grant agreement, as follows:
Paragraph 1. Paragraph 1., which now reads:
1. Effective Date and Term. This Agreement shall commence on when last executed by the
parties and remain in effect until June 30,2021, 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.
is amended to read:
2. Effective Date and Term. This Agreement shall commence on when last executed by the
parties and remain in effect until September 30, 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.
Paragraph 2. Paragraph 2., which now reads:
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 $26,000.
is amended to read:
1
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 $39,400.
An amended Scope of Work is attached as Attachment A.
(SIGNATURES FOLLOW ON NEXT PAGE)
2
FOR OLYCAP
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Name and Signature
VOA 1
Date
FOR JEFFERSON COUNTY:
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Kate ean, Chair Board of County Commissioners
7//Ce72/
Date
APPROVED AS TO FORM ONLY:
il. C
of
Philip C. Hunsucker,
Chief Civil Deputy Prosecuting Attorney
July 2, 2021
Date
Attest:
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' (7/- 74/L. (
Carolyn Galway a Date
Clerk to the Board
3
46,
ATTACHMENT A - SCOPE OF WORK
The Board of County Commissioners is directing up to$39,400 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 September 30, 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
September 30, 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 $$39,400 to reimburse OlyCAP ("Grantee") for 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.
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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, Interim County Administrator
DATE: July 6, 2021
RE: Amendment No.2,re:AGREEMENT re:Night Monitoring Services; An additional
amount of$13,400, bringing the total amount to $39,400; OlyCAP
STATEMENT OF ISSUE: On December 21, 2020, the Board of County Commissioners approved
funding to OlyCAP for night monitoring services at the Jefferson County Fairgrounds in the amount
of$12,600. The term of the grant was though March 31, 2021. On March 22, 2021 the Board of
County Commissioners approved additional funding of$13,400 and extended the term through
June 30, 2021.
The need for these services will continue at least until September 30, 2021 and will require
additional funding.
ANALYSIS: The attached second amendment proposes adding an additional $13,400 to the
contract and extending the term to September 30, 2021.
FISCAL IMPACT: This request is for $13,400 from the General Fund.This is an expense eligible
for reimbursement from federally appropriated Covid-,19 relief funds.
RECOMMENDATION: That the Board of County Commissioners approve the attached second
amendment increasing the grant amount and extending the term.
REVIEW • „7/((:IV 1- 0? /
Mark M Cauley jlterim County Adminis r Dat
CONTRACT REVIEW FORM
CONTRACT WITH: OlyCAP -Amendment No. 2 TRACKING NO.: OlyCAP FG No. 2
(Contractor/Consultant)
CONTRACT FOR: Fairgrounds Night Monitoring Services TERM: Thru 09-30-21
COUNTY DEPARTMENT: County Administrator
For More Information Contact: Mark McCauley
Contact Phone #: 360-3 85-91 0(cell 360-774-1290)
a, a.
RETURN TO:
arl McCauley
RETURN BY:. As soon as possible
(Person in Department) „ (Date}
AMOUNT: $13,400 PROCESS: 0 Exempt from Bid Process
❑ Consultant Selection Process
Revenue N/A ❑ Cooperative Purchase
Expenditure $13,400 ❑ Competitive Sealed Bid
Matching funds Required N/A ❑ Small Works Roster
Source(s) of Matching Funds N/A ❑ Vendor List Bid
❑ RFP or RFQ
❑ Other
Step 1: REVIEW BY RISK MANAGEMENT
Review by:
Date Reviewed:
❑ APPROVED FORM ❑ Returned for revision(See Comments)
Comments
Electronically approved by Risk Management on 7/2/2021.
Step 2: REVIEW BY PROSECUTING ATTORNEY
Review by: Philip C. Hunsucker
Date Reviewed: Chief Civil Deputy Prosecuting Attorney
❑ APPROVED AS TO FORM ❑ Returned for revision(See Comments)
Comments
C pron}c ally a roved s to form b PHO on ii2202 I.
C aImen alHFed) DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK
MANAGEMENT AND PROSECUTING ATTORNEY
Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF
ORIGINALS
Step 5: SUBMIT TO BOCC FOR APPROVAL
Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of
just the Contract(s)(with the originals)to the BOCC Office. Place"Sign Here"markers on all places the
BOCC needs to sign.
MUST be in BOCC Office by 4:30 p.m.TUESDAY for the following Monday's agenda.
(This form to stay with contract throughout the contract review process.)
COMM
� Board of Count Commissioners
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CN c��'� 18 0 efferson Street
m PO Box 1220
Port Townsend, WA 98368
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Kate Dean,District 1 Heidi Eisenhour,District 2 GregBrotherton,District 3
ING'S-
July 6, 2021
Olympic Community Action Programs(OlyCAP)
Attn:Cherish Cronmiller,Executive Director
823 Commerce Loop
Port Townsend,WA 98368
Re: AGREEMENT,Amendment No.2 re:Night Monitoring Services Temporary Residents at the
Jefferson County Fairgrounds;Additional Amount of$13,400 for a project Total of$39,400,Expense
Eligible for Reimbursement from Federally Appropriated COVID-19 Relief Funds;Jefferson County
Central Service;Olympic Community Action Programs(OlyCAP)
Re:AGREEMENT re:7th an Hendricks Affordable Housing Project;In the Amount of$600,000,
Funding from Fund 148-Affordable Housing;Jefferson County Central Services;Olympic
Community Action Programs(OlyCAP)
Re:AGREEMENT re:2021/2022 Subrecipient Community Development Block Grant(CDBG)for Public
Services;In the Amount of$109,240;Jefferson County Administrator;Olympic Community Action
' Programs(OlyCAP)
Dear Ms.Cronmiller,
Enclosed are 3 Original AGREEMENT's re:(see listed above)approved by the County Commissioners,
June 6,2021,for your signature. Please sign all Originals.Keep one Original from each Agreement for
your own records and please return the other signed Originals to the following address:
Jefferson County Commissioners Office
Attn:Julie Shannon
PO Box 1220
Port Townsend,WA. 98368
When returning the signed Originals,please send a copy of your Proof of Insurance as stated in the
Agreement.
Please contact our office if you have any questions.
-\\Talk you, !
Julie Shannon
Executive Secretary II,Jefferson County Commissioners Office
36o 385 9ioo
jshannon@co.jeffersonwa.us
Enclosure