HomeMy WebLinkAboutEmergency Food Response JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Amanda Christofferson,Grants Administrator
DATE: September 3,2024
SUBJECT: This agenda request presents an Interagency Agreement with Washington State
Department of Agriculture(WSDA)for grant funding to fill a gap in emergency
food resources for the Jefferson County Emergency Shelter for signature by BOCC.
STATEMENT OF ISSUE:
There is a need for funding to support the food program associated with the Jefferson County Emergency
Shelter at the American Legion. Washington State Department of Agriculture is disbursing funds provided
to Washington State by the American Rescue Plan Act of 2021 via ESSB 5187 to counties for the purpose of
building relationships between emergency food response networks and filling gaps in emergency food
resources. WSDA has allocated $11,663.84 to Jefferson County for Emergency Food resources.
ANALYSIS:
The Auditors office conferred with Departments of Emergency Management and Public Health on use of
these funds to support the food program associated with the emergency shelter. All Directors agreed that
this would be a beneficial use. The county will use these grant funds to reimburse food expenses associated
with providing meals at the shelter to Bayside Housing& Services.
FISCAL IMPACT:
This is a$11,663.84 grant to the county and will defray expenses associated with operating the emergency
shelter.
RECOMMENDATION
Staff requests the Board approve a motion to sign the Interagency Agreement with Washington State
Department of Agriculture for emergency food resources funding.
REVIEWED BY:
Mark McCauley,Obunty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Washington State Department of Agriculture Contract No: K5558
Contract For: Emergency Food Response Term: August 15,2024-June 30, 2025
COUNTY DEPARTMENT: Auditors Office
Contact Person: Amanda Christofferson
Contact Phone: 360-385-9232
Contact email: amchristofferson@cw.jefferson.wa.us
AMOUNT: $11,663.84 PROCESS: Exempt from Bid Process
Revenue: $11,663.84(Grant funding) Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: None Small Works Roster
Sources(s)of Matching Funds N/A Vendor List Bid
Fund# 123-000-010 RFP or RFQ
Munis Org/Obj TBD Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
Amanda Chirstotferson
CERTIFIED: ❑■ N/A:
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: ❑E N/A:
Amanda Chirstofferson
Signature~ Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/28/2024.
State agreement. Cannot change.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/29/2024.
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
1
WSDA Contract No. K5558
INTERAGENCY AGREEMENT
BETWEEN
WASHINGTON STATE DEPARTMENT OF AGRICULTURE
AND
JEFFERSON COUNTY
Agreement number K5558 is made and entered into by and between the Washington State
Department of Agriculture, "WSDA" or"Agency," located at 1111 Washington St. SE, PO Box 42560,
Olympia,WA 98504-2560, and Jefferson County or"Subrecipient", located at 1820 Jefferson Street,
Port Townsend,WA 98368. Subrecipient's UEI is: FGN7DDMJA7H7
AUTHORITY
Funding for this agreement has been provided in the 2023-2025 biennial state Operating Budget, ESSB
5187, pursuant to Federal grants to Washington State under the American Rescue Plan Act of 2021
(ARPA or"Act"), sec.9901, Public Law 117-2, codified at 42 U.S.C. 802.
PURPOSE
The purpose of this agreement is to facilitate strong relationships and effective communication
channels among Washington state's emergency food response networks, including county and state
government agencies and local hunger relief organizations.To fill continued gaps in emergency food
resources,funding will be used for county-directed procurement and distribution of emergency food
to hunger relief organizations as part of a state alternative to the federal USDA Farmers to Food Box
program.This agreement is part of the state's coordinated response to increase farm and food
business viability, reduce food access barriers for socially disadvantaged communities, and increase
food security for all Washingtonians while contributing to long-term emergency preparedness and
food system resilience.
STATEM ENT OF WORK
The Subrecipient shall furnish the necessary personnel, equipment, material and/or service(s) and
otherwise do all things necessary for or incidental to the performance of work set forth in Exhibit "A"
attached and incorporated herein.
PERIOD OF PERFORMANCE
Subject to its other provisions,the period of performance of this Agreement shall commence on
August 15, 2024, or upon execution,whichever is later, and end on June 30,2025, unless terminated
sooner as provided in this Agreement, or extended through a properly executed amendment.
COMPENSATION
Compensation for the work provided in accordance with this Agreement has been established under
the terms of chapter 39,34.130 RCW.The parties have estimated that the cost of accomplishing the
work herein will not exceed$11,663.84. Payment for satisfactory performance of the work shall not
exceed this amount unless the parties mutually agree to a higher amount prior to the commencement
of any work which will cause the maximum payment to be exceeded. Compensation for services shall
be in accordance with the Budget in Exhibit "B"which is attached and incorporated herein. The
committed funding is from the Coronavirus State Fiscal Recovery Fund,Assistance Listing 21.027.
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WSDA Contract No. K5558
Part 180,subpart B)that the award is subject to 2 C.F.R. Part 180 and Treasury's
implementing regulation at 31 C.F.R.Part 19.
5. Recipient Integrity and Performance Matters, pursuant to which the award term set forth in
2 C.F.R. Part 200,Appendix XII to Part 200 is hereby incorporated by reference.
6. Government wide Requirements for Drug-Free Workplace,31 C.F.R. Part 20.
7. New Restrictions on Lobbying,31 C.F.R. Part 21.
8. Uniform Relocation Assistance and Real Property Acquisitions Act of 1970(42 U.S.C.§§
4601-4655)and implementing regulations.
9. Generally applicable federal environmental laws and regulations.
C. Statutes and regulations prohibiting discrimination applicable to this award include,without
limitation,the following:
1. Title VI of the Civil Rights Act of 1964(42 U.S.C. §§2000d et seq.)and Treasury's
implementing regulations at 31 C.F.R. Part 22,which prohibit discrimination on the basis
of race,color,or national origin under programs or activities receiving federal financial
assistance;
2. Section 504 of the Rehabilitation Act of 1973,as amended (29 U.S.C.§794),which
prohibits discrimination on the basis of disability under any program or activity receiving
federal financial assistance;
3. The Age Discrimination Act of 1975, as amended (42 U.S.C.§§6101 et seq.), and
Treasury's implementing regulations at 31 C.F.R. Part 23,which prohibit discrimination on
the basis of age in programs or activities receiving federal financial assistance; and
4. Title II of the Americans with Disabilities Act of 1990,as amended (42 U.S.C. §§ 12101 et
seq.),which prohibits discrimination on the basis of disability under programs,activities,
and services provided or made available by state and local governments or
instrumentalities or agencies thereto.
AUDIT
Federal Funding of$750.000 or more. If Subrecipient expends$750,000 or more from all federal
sources during Subrecipient's fiscal year,as determined under§200.501 of the Federal Award
Uniform Guidance,Subrecipient shall obtain an annual Single Audit conducted in accordance with
200.514 except when it elects to have a program-specific audit conducted in accordance with
paragraph(c)of§200.501.The$750,000 includes the value of food received from federal food
programs and any other federal funding sources.
DEBARMENT,SUSPENSION AND INELIGIBILITY
The Subrecipient certifies that neither it nor its principals are presently debarred, declared ineligible,
or voluntarily excluded from participation in transactions by the State of Washington and any federal
department or agency.Signature of this contract certifies that to the best of its knowledge that they:
a. Are not presently debarred,suspended, proposed for debarment, declared ineligible,or
voluntarily excluded from covered transactions by any federal,state or local government
entity;
b. Have not within a three-year period preceding this contract been convicted of or had a civil
judgement rendered against them for: commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public transaction or Agreement(federal,
state,or local);violation of federal or state antitrust statutes;or commission of
embezzlement,theft,forgery, bribery,falsification or destruction of records, making false
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WSDA Contract No. K5558
a. WSDA Agreement Number K5558.
b. Subrecipient's Statewide Vendor Registration number assigned by Washington State
Office of Financial Management(OFM).
c. The month and year of the billed services.
d. The total cost for each budget line item of Exhibit"B"—Budget for each month billed.
e. The total invoice amount.
If Subrecipient does not have an invoice template to request payment, Subrecipient can request a
copy of a Certified State Invoice Voucher(Form A-19)from WSDA. Invoices shall be submitted
electronically to WSDA's Contract Manager by the 20th of each month for services provided in the
previous calendar month.
Payment shall be made after acceptance by WSDA's Contract Manager of each deliverable as
described in the Statement of Work. No payment in advance or in anticipation of services or supplies
under this Contract shall be made by WSDA. Invoices and supporting documentation must be
submitted within 90 days of completion of all services to be eligible for payment. If invoices and
supporting documentation are not submitted within 90 days of the provision of service,then payment
may be forfeited. Claims for payment submitted by the Subrecipient to WSDA for costs due and
payable under this Contract that were incurred prior to the end date of the period of performance shall
be paid if received by WSDA within 15 days.
DUPLICATION OF BILLED COSTS
The Subrecipient shall not bill the Agency for services performed under this contract, and the Agency
shall not pay the Subrecipient, if the Subrecipient is entitled to payment or has been or will be paid by
any other source, including grants,for that service.
FUNDING CONTINGENCY
In the event funding from state,federal, or other sources is withdrawn, reduced, or limited in any way
after the effective date of this Agreement and prior to completion of the work in this Agreement,the
Agency may:
a. Terminate this Agreement with 30 days advance notice. If this Agreement is terminated,
the parties shall be liable only for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination;
b. Renegotiate the terms of the Agreement under those new funding limitations and
conditions;
c. After a review of project expenditures and deliverable status, extend the end date of this
Agreement and postpone deliverables or portions of deliverables; or,
d. Pursue such other alternative as the parties mutually agree to writing.
MAINTENANCE OF RECORDS
a. The parties to this Agreement shall each maintain books, records,documents and other
evidence that sufficiently and properly reflect all direct and indirect costs expended by
either party in the performance of the service(s) described herein. These records shall be
subject to inspection, review or audit by personnel of both parties, other personnel duly
authorized by either party,the Office of the State Auditor, and federal officials so
authorized by law. All books, records, documents, and other material relevant to this
Agreement will be retained for six years after expiration of the contract, and the Office of
the State Auditor,federal auditors, and any persons duly authorized by the parties shall
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WSDA Contract No. K5558
TERMINATION FOR CONVENIENCE
Either party may terminate this Agreement upon 30 calendar days' prior written notification to the
other party. If this Agreement is so terminated,the parties shall be liable only for performance
rendered or costs incurred in accordance with the terms of this Agreement prior to the effective date
of termination.
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 partyto
the other.
DISP LITES
In the event that a dispute arises under this Agreement, either of the parties may request intervention
by the Governor, as provided by chapter 43.17.330 RCW, in which event the Governor's process will
control.
LICENSING, BONDING, INDUSTRIAL INSURANCE AND OTHER INSURANCE COVERAGE
Subrecipient shall ensure that all Subcontractors hired to perform services under this Agreement shall
comply with all applicable licensing and bonding requirements for the type of service to be performed,
and with the provisions of Title 51, Industrial Insurance. Subrecipient shalt also ensure that all
Subcontractors provide proof of an adequate amount of commercial general liability insurance
coverage for the activities to be performed under any subcontract.
GOVERNING LAW AND VENUE
This Agreement shall be construed and interpreted in accordance with the laws of the state of
Washington and the venue of any action brought under this Agreement shall be in Superior Court for
Thurston County.
ASSURANCES
The parties agree that all activity pursuant to this Agreement shall be in accordance with all applicable
federal, state and local laws, rules, and regulations as they currently exist or as amended.
ASSIGNMENT
The work to be provided under this Agreement, and any claim arising under this Agreement, is not
assignable or delegable 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.
WAIVER
A failure by either party to exercise its rights under this Agreement shalt not preclude that party from
subsequent exercise of such rights and shall not constitute a waiver of any other rights under this
Agreement. Waiver of any default or breach shall not be deemed to be a waiver of any subsequent
default or breach. Any waiver shall not be construed to be a modification of the terms of this
Agreement unless stated to be such in writing and signed by personnel authorized to bind each of the
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WSDA Contract No.K5558
ALL WRITINGS CONTAINED-HEREIN
This Agreement, consisting of twelve(12)pages,contains all the terms and conditions agreed upon by
the parties,which will be delivered in accordance with the WSDA General Terms and Conditions. It is
executed by the persons signing below who warrant that they have the authority to execute the
contract. No other understanding,oral or otherwise, regarding the subject matter of this Agreement
shall be deemed to exist or to bind any of the parties hereto.
IN WITNESS WHEREOF,the parties have executed this Agreement.
Jefferson County Washington State Department of Agriculture
Kate Dean Jason Ferrante
(Print Name) (Print Name)
Chair Deputy Director
(Title) (Title)
(Signature) (Date) (Signature) (Date)
SEAL:
ATTEST:
Carolyn Gallaway,CIVIC
(Print Name)
Clerk of the Board
(Title)
(Signature) (Date)
Approved as to form only:
Philip C.Hunsucker
(Print Name)
Chief Civil De uty Prosecuting Attorney
(Title)/'
� for 08/29/2024
(Signature) (Date)
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WSDA Contract No. K5558
ALL WRITINGS CONTAINED HEREIN
This Agreement,consisting of twelve(12) pages,contains all the terms and conditions agreed upon by
the parties,whic ill be delivered in accordance with the WSDA General Terms and Conditions. It is
executed by the pe ons signing below who warrant that they have the authority to execute the
contract. No other u derstanding, oral or otherwise, regarding the subject matter of this Agreement
shall be deemed to a 'st orto bind any of the parties hereto.
IN WITNESS WHEREOF, a parties have executed this Agreement.
Jefferson County Washington State Department of Agriculture
Kate Dean Jason Ferrante
(Print Name) (Print Name)
Chair Deputy Director
(Titte) (Title)
(Signature) (Date) (Signature) (Date)
SEAL:
ATTEST:
Carolyn Gallaway,CIVIC
(Print Name)
Clerk of the Board
(Title)
(Signature) (Date)
Approved as to form only:
Philip C. Hunsucker
(Print Name)
Chief Civil Deputy Prosecuting Attorney
(Title)
(Signature) (Date)
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WSDA Contract No. K5558
Documents.The Subrecipient will produce and deliver the following written reports and other
documents ("deliverables") by the dates indicated in the following chart.The Subrecipient's delivery
of each document will entitle the Subrecipient to submit an invoice for the applicable amount set forth
below.
Document Due Date Applicable Fee
Monthly Summary of Expenses&Activities to include: Monthly on the 20th All allowable billed
• Expenses by budget category for that month expenses wilt be
• Direct purchasing summary by vendor and reimbursed up to
amount budget totals by
• New subaward agreements by organization category on
name and total amount Exhibit"B"
Final report on project activities. Report to include: July 15,2025 N/A
• Total amount of funding spent on the purchase
of food by Subrecipient or Subcontractor(s),
• Summary of hunger relief organizations that
received food or funding through this award,
including organization name and location,
• Number and list of farms and food producers
Subrecipient or Subcontractor(s) sourced
emergency food from,
• Total amount of funding spent on the purchase
of food per farm or food producer,
• Number of households served by hunger relief
organizations that received food or funding
through this award during the period of
performance,
• Total pounds of food purchased by Subrecipient
or Subcontractor(s),
• Total pounds of food purchased by type:
1. Produce, 2. Meat, 3.Seafood, 4. Non-meat
protein, 5. Dairy, 6. Grain,7. Other, and,
• Lessons learned.
Final report on food security recommendations related July 15, 2025 N/A
to future public health emergencies. Report to include:
• Recommendations on preferred
communication channels between local
government agencies and state government
specific to food assistance and emergency food
response;
• A link to or copy of Jefferson County's current
emergency response plan forfeeding people
during an emergency response, including
existing community networks, and;
• Lessons learned from COVID-19 food security
response to inform future emergency actions.
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