HomeMy WebLinkAboutWashington State Office of Secretary of State - 091123 = 9)-30
I v�t r q' I ' C NO`.G-7878
GRANT AGREEMENT
BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND
JEFFERSON COUNTY(ENVIRONMENTAL PUBLIC HEALTH)
This Grant Agreement (this "Agreement") is entered into between the state of Washington, Office of
the Secretary of State, Division of Archives and Records Management (hereinafter referred to as "OSOS"),
and Jefferson County(Environmental Public Health) (hereinafter referred to as"Grantee"). DTI
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017; and
WHEREAS, the purpose of this program is to help local governments use technology to improve their
records retention, management and disclosure of public records processes, as authorized under RCW
40.14.026, through the Archives and Records Management Division's Local Records Grant Program
(hereinafter referred to as the"Program");and
WHEREAS, the Program was established to provide funds to local entities to accomplish the -5
Program's purposes; and
V
WHEREAS, by virtue of a competitive process, Grantee was conditionally identified for award of the
Grant Amount(as hereinafter defined); and
WHEREAS, OSOS and Grantee desire to set forth in detail the terms and conditions governing the
award and disbursement of the Grant Amount to Grantee.
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
1. STATEMENT OF WORK
Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of the work. Grantee will perform the work as described in the Award Determination attached
hereto as Exhibit A and incorporated herein by this reference.
The Program requires both the narrative and financial components of Program progress reports be completed
during the project period. Documentation of expenditures is required. Grantee shall submit reports to:
Bonnie Hood, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
Upon completion of the project work and prior to disbursement of the Grant Amount, Grantee shall participate
in a survey conducted by OSOS.
2. PERIOD OF PERFORMANCE
Subject to the other provisions of this Agreement,the period of performance of this Agreement shall commence
on date of execution and be completed no later than 5/31/2024 unless terminated sooner as provided herein.
3. PAYMENT
EH-23-063
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OSOS NO. G-7878
No grant funds will be disbursed in advance to Grantee. All grant funds will be held by OSOS. In consideration
for the work conducted as described in Exhibit A,and Grantee's compliance with the other terms and conditions
of this Agreement, Grantee shall submit invoices for completed work to the OSOS Project Manager for
processing by OSOS. Subject to the other provisions of this Agreement, this grant is not to exceed the amount
of$8,674(the"Grant Amount")as set forth on Exhibit A.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice and Grantee's compliance with all other terms and conditions
of this Agreement. Satisfactorily completed is defined as having all the information required for processing by
OSOS Financial Services. In addition to a Federal Tax ID number, Grantee must provide OSOS a Statewide
Vendor Number(SWV#). Payment cannot be made without these numbers on file. The Contract number G-
7878 and Statewide Vendor number must be referenced on each reimbursement claim in order for the
claim to be processed.
Costs incurred prior to the effective date of this Agreement shall be disallowed. Should Grantee incur costs
prior to the effective date of this Agreement, it does so at its own risk. WAC 434-670-020.
4. RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the Program include but are not limited to:
• All changes to the approved project(project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as a result of this grant must meet the Washington State Standards for Production
and Use of Microfilm.
• Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time
during the project.
• Grantee is responsible to adhere to its own applicable purchasing policies and requirements.
• Grantee must participate in a survey conducted by OSOS following completion of the project work.
5. GRANT MANAGEMENT
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Agreement. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during the processing of invoices, send inquiries to pavables(a sos.wa.aov.
Alisa Hasbrouck
Jefferson County(Environmental Public Health)
615 Sheridan
Port Townsend,WA 98382
Phone: 360-379-4489
E-mail address: ahasbrouck(a co.iefferson.wa.us
Bonnie Hood
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia,Washington 98504-0238
Phone: 360-586-7810
E-mail address: bonnie.hoodCa.sos.wa.gov
6. INDEPENDENT CAPACITY
The employees or agents of each party who are engaged in the performance of this Agreement shall continue to
be employees or agents of that party and shall not be considered for any purpose to be employees or agents of
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OSOS NO.G-7878
the other party. Each party to this Agreement shall be responsible for its own acts and/or omissions and those of
its officers, employees and agents.
7. EXCEPTIONAL CIRCUMSTANCES
In the event of exceptional circumstances as determined by OSOS in its sole discretion, the funds available for
the work to be performed under this Agreement may be increased by an amount not to exceed 10%of the original
Grant Amount, and the period of performance may be extended by up to 30 days beyond the original period of
performance stated in this Agreement. The parties agree that such an increase in available funds or extension
of time due to exceptional circumstances shall not require a formal amendment to this Agreement, but instead
may be effectuated by OSOS after notice to Grantee.
8. TERMINATION
Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this
Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination.
9. TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Agreement,
or if either party violates any of these terms and conditions, the aggrieved party will give the other party written
notice of such failure or violation. The responsible party will be given the opportunity to correct the violation or
failure within 15 working days. If the failure or violation is not corrected, this Agreement may be terminated
immediately by written notice of the aggrieved party to the other.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in addition to any other
rights and remedies provided by law or under this Agreement. Except as otherwise provided in this Agreement,
when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may
request a dispute hearing with the Secretary of State. Nothing in this Agreement shall be construed to limit the
parties'choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
10. GOVERNANCE
In the event of any inconsistency in the terms of this Agreement, or between its terms and any applicable statute
or rule, the inconsistency shall be resolved by giving precedence in the following order:
A. Applicable state and federal statutes and rules; and
B. This Agreement and any and all attached exhibits
11. GOVERNING LAW
This Agreement shall be construed and interpreted in accordance with the laws of the state of Washington, and
the venue of any action brought hereunder shall be in the Superior Court for Thurston County.
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OSOS NO.G-7878
IN WITNESS WHEREOF,the parties have executed this Agreement
JEFFERSON COUNTY WASHINGTON OFFICE OF THE SECRETARY OF THE STATE
Board of Co nty Commissioners
Jefferson nty,Washington Docu3ro'"d by:
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Greg Broth n, Chair Date
40` mt "'Y►. Name: Randy Bol erj ack
��• Sgj�OG.y'• Deputy secretary of state
Title:,
I rCr up. 9/12/2023
_ ' 8�RTI1�i:'2 Date:
s ,• a
***** 11,12.4.i, CV03
liaway Date
Clerk of the Board
Approved as to form only:
C August 31,2023
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
APPROVED AS TO FORM
Attorney General's Office
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OSOS NO. G-7878
EXHIBIT A
AWARD DETERMINATION
JEFFERSON COUNTY(ENVIRONMENTAL PUBLIC HEALTH)
The following table illustrates the grant budget as proposed by your agency-with the items that were funded,
and the items that were awarded with conditions.
Amount Amount
Budget Item Stipulations/Conditions
Requested Funded
Records identified to be imaged:
Food Establishment and Temporary Food Service
Permits and Approvals:HE55-01J-14 Rev. 2.
By Imaging Vendor:
Imaging/ Printery Communications
Digitization $8,674.00 $8,674.00 631 Tyler Street, Port Townsend,WA 98368
(360) 301-3064
All reimbursement requests to be submitted by May
31,2024.
TOTAL $8,674.00 Not to exceed amount listed.
Page 5 of 5
615 Sheridan Street
Port Townsend, WA 98368
9efl tson www.JeffersonCountyPublicHealth.org
Public He� Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Pinky Feria Mingo, Environmental Health and Water Quality Director
Alisa Hasbrouck, Environmental Public Health Manager
DATE: htrde/Ir J 1
SUBJECT: Agenda item —Agreement No. G7878, Local Records Grant Program; Date of
Execution to 5/31/24; $8,674
STATEMENT OF ISSUE:
Jefferson County Public Health (JCPH) is requesting Board approval of an Agreement with the State of
Washington, Office of the Secretary of State, Division of Archives and Records Management (OSOS); Date of
Execution to 5/31/24; $8,674.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This grant covers the cost of having a vendor scan food permit records, name the digital records according to
a file naming convention, and provide them back to us digitally. The digital records will then be uploaded to
Energov by staff. There are ten bankers boxes (approximately 18,000 double-sided pages) and on average
each record is 2 double-sided pages long; therefore, the project will produce approximately 9,000 scanned
files. Documents will be named using a file naming convention and uploaded to Energov. The file naming
convention aligns with a workflow process in Laserfiche which creates subfolders and assigns metadata,
including the permit number and the Washington State disposition authority number (DAN).
JCPH began using the Energov database on 12/6/22, and implemented a Scan &Toss policy for food permit
records on 3/29/23. This project is needed to process the backlog of paper records received prior to going
paperless, and to enable staff to access records both in the office and out in the field. Future plans include
providing public access to the records via the online CSS portal in Energov. Having records digitized and
stored in Laserfiche with the DAN number assigned enables searches to be conducted in the future producing
a list of files that are eligible for destruction.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
This grant is fully funded by OSOS, and no match is required.
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
EH-23-063
RECOMMENDATION:
JCPH management requests approval of this agreement with the state of Washington, Office of the Secretary
of State, Division of Archives and Records Management (OSOS); Date of Execution to 5/31/24; $8,674.
REVIEWED BY:
AA4 / 1
Mark McCauley, County inistrator Date 4'1'Ni-5
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Office of WA Secretary of State Contract No: EH-23-063
Contract For: Paper to digital conversion (food permits) Term: Upon execution -5/31/2024
COUNTY DEPARTMENT: Environmental Health
Contact Person: Alisa Hasbrouck
Contact Phone: X 489
Contact email: ahasbrouck@co.jefferson.wa.us
AMOUNT: $8,674 PROCESS: Exempt from Bid Process
Revenue: $8,674 Cooperative Purchase
Expenditure: - Competitive Sealed Bid
Matching Funds Required: - Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# 127 _ RFP or RFQ
Munis Org/Obj 12756210 Other:
APPROVAL STEPS:
STEP 1:DEPARTMENT CERTIFIES COMPL W C .55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ri N/A: ■ August 29,2023
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARR D BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ® N/A: August 29,2023
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/31/2023.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/31/2023.
State language - cannot change.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
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