HomeMy WebLinkAboutWSMD and State Enhanced 911 Fund CA
Commissioners Office
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Lisa Johnson,JeffCom 911
DATE: October 9,2024
SUBJECT: E911 Contract E25-062 for 2024/2025 Equipment Grant
STATEMENT OF ISSUE: JeffCom FY24-25 SECO Equipment Contract 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 911. 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 $46,411.
RECOMMENDATION: Please sign both original contracts. Once completed contract will be returned to
BOCC when received back from the State 911 office.
DEPARTMENT CONTACT: Lisa Johnson 360-344-9756, lajohnson@jeffcom911.us; or Matt Stewart
360-344-9788, mstewart@jeffcom911.us.
REVIEWED BY:
e 41/1/17/
Mark McCauley, ounty Administrator Date
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Washington State Military Department and State Enhanced 911 Fund Contract No: E25-062
Contract For: E911 County/VVSP Equipment Contract Term: Start July 1,2023 to End August 15,2025
COUNTY DEPARTMENT: JeffCom 911
Contact Person: Lisa Johnson
Contact Phone: (360)344-9756
Contact email: iajohnson@jeffcom911.us
AMOUNT: $46,411.00 PROCESS: ✓ Exempt from Bid Process
Revenue: 65900334-334048 Cooperative Purchase
Expenditure: 65900589-589400 Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund# 659 RFP or RFQ
Munis Org/Obj 65900334-334048 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ■❑ N/A:I I � �i� 10/10/2 0 2 4
Sig ature 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: E1 N/A: ri �6 10/10/2 0 2 4
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 10/18/2024.
STEP 4:PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 10/18/2024.
State language -- cannot change. Revisions per PAO request.
ICI
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
SIGNATURE AUTHORIZATION FORM
WASHINGTON STATE MILITARY DEPARTMENT
CAMP MURRAY. WASHINGTON 98430-5122
NEW FORM WILL REPLACE PREVIOUS FORMS
NAME OF ORGANIZATION D
DATE SUBMITTED
Jefferson County 111112024
PROJECT DESCRIPTION CONTRACT NUMBER
FY24-25 SECO Equipment Contract E25 - 062
1. AUTHORIZING AUTHORITY
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Kate Dean Chair. Jefferson County
Commissioner 2024
Heidi Eisenhour District 2 Commissioner
2024
2. AUTHORIZED TO SIGN CONTRACTS/CONTRACT AMENDMENTS
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Kate Dean Chair. Jefferson County
Commissioner 2024
Heidi Eisenhour District 2 Commissioner
2024
3. AUTHORIZED TO SIGN REQUESTS FOR REIMBURSEMENT(A-19)
SIGNATURE PRINT OR TYPE NAME TITLE/TERM OF OFFICE
Matt Stewart Jeffcom 911 Director
d/i/A194/1141/7 L.sa Johnson Jeffcom 911 Finance Manager
Please complete form with any new contract or any time personnel changes
Submit one original to State E911 Office
SECO COUNTY/WSP Equipment Contract SFY 2024125
CONTRACT FACE SHEET
1 Contractor Name and Address 2 Contract Amount 3 Contract Number
Jefferson County Agency(COUNTY)
Post Office Box 1220 346,411 E25-062
Port Townsend,Washington 98368
4 Contractor's Contact Person,phone number 5 Contract Start Date 6 Contract End Date
Matt Stewart/360.344.9788
mstewartfteffcom911.us July 1, 2023 August 15, 2025
7 MD Program Manager/phone number 8 Unique Entity Identifier(UEI#) 9 UBI#(state revenue)
Teresa Lewis/253.512.7481 PC7MRLYLNGD5
teresa,lewisemil°wa.gov 603-225-532
10. Funding Authority Washington State Military Department and State 911 Funds
1 1 Funding Source Agreement# 12 Program Index*&Obj/SubOb) 13 CFDA a&Title 14 TIN or SSN
RCW 38,52.510,.540, .545 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): 24n' Certified' ® N/A ❑ NO❑
(BY CONGRESSIONAL DIST) 6TM JEFFERSON YES,OMWBE#
18 Contract Classification 19 Contract Type(check all that apply):
❑ Personal Services ❑ Client Services ® Public/Local Gov't ® Contract 0 Grant ❑ Agreement
❑ Collaborative Research 0 NE 0 Other ❑ Intergovernmental(RCW 39 34) 0 interagency
20.Contractor Selection Process 21 Contractor Type(check all that apply).
`To all who apply&qualify° 0 Competitive Bidding 0 Pnvate Organization/Individual ❑ For-Profit
❑ Sole Source 0 NE RCW ❑ N/A ® Public Organization/Junsdiction ® Non-Profit
❑ Advertised? 0 YES E NO 0 VENDOR ❑ SUBRECIPIENT E OTHER
22 BRIEF DESCRIPTION
This is a reimbursement contract. Reimbursement is limited to the maximum equipment contract amount,
services,and other listed budget categories on an actual cost basis for certain approved incurred
eligible,approved, and incurred equipment expenses as described in WAC 118-66-050(3)and the
Washington State Military Department(DEPARTMENT)State 911 Coordination Office(SECO)policies,
incorporated herein by reference in the amounts described in the Budget Sheet(Attachment E).
IN WITNESS THEREOF.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 By Statement of Work(Attachment C). SECO Equipment 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 State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions,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 Dean, Chair
Washington State Military DEPARTMENT Jefferson,Cq my Board of Commissioners
; :
APPROVED AS TO FORM Approved b orm only
Dierk Meierbachtol(signature on file)4/5/2023
for 0/1 8/2024
Assistant AttorneyGeneral Iphilip H nsucker Date
Chief Civil flPputy Prnserutinp AttnrnPy
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 1 of 15 Jefferson County. E25-062
ATTACHMENT A
SPECIAL TERMS AND CONDITIONS
I. INTRODUCTION:
The DEPARTMENT through the State 911 Coordination Office (SECO) 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/WSP Communications for
eligible expenses from appropriated excise tax revenue retained in the state 911 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/WSP: DEPARTMENT:
Name/Title Matt Stewart, Director Name/Title Teresa Lewis,
SECO 911 County Assistance
Program Manager
E-Mail mstewart(a ieffcom911.us E-Mail teresa.lewis@mil.wa.gov
Phone 360.344.9788 Phone 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 911 funds have been established by both the state legislature and the
DEPARTMENT:
A. RCW 38.52.540(1) provides that funds from the state 911 account must be "used only to
support the priorities established in RCW 38.52.545, procure, fund, and manage the statewide 911
emergency communications system network, purchase goods and services that support the counties
and Washington state patrol public safety answering points in providing 911 baseline level of service
statewide, assist the counties and Washington state patrol public safety answering points to provide
911 emergency communications systems and associated administrative and operational costs,
acquire 911 hardware, software, and technology appropriate to support a 911 emergency
communications system, 911 emergency communications training and public education, support the
statewide coordination and management of the 911 emergency communications system, and for
modernization needs as technology evolves of the 911 emergency communications systems
statewide";
B. RCW 38.52.540(3) provides that the State 911 Coordinator is "authorized to enter into statewide
agreements to improve the efficiency of the 911 emergency communications system 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 911
moneys may be expended, the state 911 coordinator, with the advice and assistance of the 911
advisory committee, must consider needs necessary to provide a baseline level of 911 service by
individual counties and their designated Washington state patrol public safety answering points.
Priorities for available 911 emergency communications system funding are as follows: (1) To procure,
fund, and manage the statewide 911 network and supporting services, and assure that 911 dialing is
operational statewide; (2) To assist counties and Washington state patrol public safety answering
points to provide 911 emergency communications systems and associated administrative and
operational costs as necessary to assure that they can achieve a baseline level of service for 911
operation; and (3) To assist counties and their designated Washington state patrol public safety
answering points to acquire 911 hardware, software, and technology to support a 911 emergency
communications system baseline level of service";
D. WAC 118-66-020 reiterates the 911 funding purposes and priorities established by the legislature;
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 2 of 15 Jefferson County, E25-062
E. WAC 118-66-040 describes County eligibility for funding;
F. WAC 118-66-045 describes Washington state patrol(WSP) eligibility for funding; and
G. WAC 118-66-050 lists expenses that may be eligible for reimbursement based on a reasonable
prioritization by the state 911 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 herein, this Contract provides reimbursement solely
for certain approved eligible expenses described in WAC 118-66 incurred by the COUNTY/WSP, in
support of 911 calls originating statewide, including eligible expenses in the following prioritization: (1)
911 statewide dialing, (2) 911 baseline level of service, and (3) capital items. Payment for 911
statewide dialing will be made, contingent upon available funding, only for eligible approved expenses
identified in RCW 38.52.545 and WAC 118-66-050. 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,
will be transferred to the individual counties, on a pro rata basis. This Contract contains one category
of eligible expenses: Equipment as described below:
1. Equipment expenses are only reimbursed pursuant to this Contract. Equipment expenses consist
of statewide dialing, basic service, and capital items listed in WAC 118-66 and defined in the
SECO Policies and set out in Section VII D of this Contract. Equipment funding is only available
when the COUNTY has:
a. Imposed the maximum county 911 excise tax allowed under RCW 82.14B.030(1) and RCW
82.14B.030(2);
b. Expended its local revenue on eligible 911 expenses and needs additional reimbursement
assistance to meet its eligible basic service operating expenses.
c. Eligible 911 expenses as described in WAC 118-66.
d. A 911 system that is completely enhanced for wireline and wireless 911 services.
B. Expenses.
1. General Reimbursement Requirements for COUNTY/WSP:
a. Contingent upon funding availability, reimbursement will be made only for eligible approved
expenses identified in RCW 38.52.545 and WAC 118-66;
b. Approved eligible expenses will be reimbursed at amounts not to exceed limits established in
SECO Policy, as provided in 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, as provided Section VII D of this
Contract;
2. Ineligible Items:
Expenses not listed in WAC 118-66, and not directly associated with the equipment of the 911
emergency communications system are not eligible for state financial assistance or
reimbursement under this Contract.
3. Expense Documentation and Approval:
a. COUNTY/WSP 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/WSP must submit eligible Expense Reports and/or requests for reimbursement, so
they are received by the DEPARTMENT by the last day following the month in which payment
was made, including additional hard copy documentation required by an "Action Plan" due to
audit findings;
c. Expenses contained in Expense Reports not submitted by the last day following payment,
including additional hard copy documentation as required by "Action Plans", will not be
reimbursed;
SECO CountyNVSP EQUIPMENT Contract, SFY24/25 Page 3 of 15 Jefferson County, E25-062
d. Expense Reports will be processed in the order received by the DEPARTMENT;
e. The DEPARTMENT may request additional documentation and/or information from
COUNTYNVSP 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, COUNTY/WSP 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/WSP shall only be made as reimbursement for eligible
expenses approved by the DEPARTMENT and incurred between July 1, 2023 and June 30, 2025, which
is also known as the performance period. Work started prior to July 1, 2023 and/or not complete by June
30, 2025 will be considered outside the performance period and therefore not eligible for reimbursement.
The COUNTY/WSP shall not request payment in anticipation of expenditures not yet incurred.
VII. THE COUNTY/WSP AGREES TO:
A. Local Funding: The COUNTY warrants that it has authorized collection of the local 911 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 911 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 911 tax allowed under RCW 82.14B.030(2) for
radio access lines.
B. Use of Funding: The COUNTYNVSP warrants that the funds provided by the DEPARTMENT as
described in the Budget Sheet (Attachment E), shall be used by the COUNTY/WSP solely for
reimbursement of those approved incurred eligible expenses as described in WAC 118-66 and the
SECO policies incorporated herein that are necessary to operate 911 statewide. 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, 2023 and June 30,
2025.
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 a county as the primary PSAP for
all operations of 911 call-taking and call transfer activities 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 911 Policies: The COUNTY/WSP 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/WSP Equipment Contract Policy(PDF)
• SECO Statewide Services Support Policy (PDF)
• SECO Salaries and Benefits Summary(PDF)
SECO CountyNVSP EQUIPMENT Contract, SFY24/25 Page 4 of 15 Jefferson County, E25-062
E. Reimbursement Requests and Reporting Requirements: Not more often than monthly, the
COUNTY/WSP shall submit invoice vouchers (Form A-19) to the DEPARTMENT requesting
reimbursement for expenses. The COUNTY/WSP 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/WSP shall
prepare and submit the following reports to the DEPARTMENT's Key Personnel:
Financial Reports #/Copies Completion Date
Expense Reports 1 No later than 30 days following the
end of the month
SECO Project Grant—Quarterly 4/8 Required quarterly (every three months)
Progress Report
Final Reimbursement Request 1 July 31, 2025
All contract work must not start prior to July 1, 2023 and must be delivered, installed/completed and
accepted by June 30, 2025; although the final report may be submitted by July 31, 2025 as
described above. Final billing not received by July 31, 2025, will not be processed.
F. Reallocation of Funds: The COUNTY/WSP is allowed to reallocate funds within the equipment
category 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.
G. Compliance with Law: The COUNTY/WSP will comply with all state and federal laws applicable to
counties/state.
H. Equipment Management: All equipment purchased under this Contract by the COUNTY/WSP will
be recorded and maintained in the COUNTY/WSP's equipment inventory system.
1. All equipment purchases reimbursed through this Contract will be owned by and will be the sole
responsibility of the COUNTY/WSP.
2. The COUNTY/WSP shall be responsible for any and all operational and maintenance expenses
and for the safe operation of its equipment including all questions of liability. The COUNTY/WSP
shall develop appropriate maintenance schedules and procedures to ensure the equipment is well
maintained and kept in good operating condition, for the purpose of reducing the need for future
reimbursements from the state account.
3. The COUNTY/WSP shall maintain equipment records that include: a description of the property;
the manufacturer's serial number, model number, or other identification number; the source of the
equipment, who holds title; the acquisition date; the cost of the equipment; the location, use and
condition of the equipment at the date the information was reported; and disposition data including
the date of disposal and sale price of the property.
4. Records for equipment shall be retained by the COUNTY/WSP for a period of six years from the
date of the disposition, replacement, or transfer. If any litigation, claim, or audit is started before
the expiration of the six-year period, the records shall be retained by the COUNTY/WSP until all
litigation, claims, or audit findings involving the records have been resolved.
5. The COUNTY/WSP shall take a physical inventory of the equipment and reconcile the results with
the property records at least once every two years. Any differences between quantities
determined by the physical inspection and those shown in the records shall be investigated by the
COUNTY/WSP to determine the cause of the difference. The COUNTY/WSP shall, in connection
with the inventory, verify the existence of the equipment, current utilization of the equipment, and
continued need for the equipment by the COUNTY/WSP.
6. The COUNTY/WSP shall develop a control system to ensure adequate safeguards to prevent
loss, damage, and theft of the property. Any loss, damage or theft shall be investigated, and a
report generated and sent to the DEPARTMENT.
I. Responsibility for Project/Statement of Work/Work Plan: While the DEPARTMENT undertakes
to assist the COUNTY/WSP with the project/statement of work/work plan (project) by providing state
excise tax funds pursuant to this Contract, the project itself remains the sole responsibility of the
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 5 of 15 Jefferson County, E25-062
COUNTY/WSP. The DEPARTMENT accepts no responsibility to the COUNTY/WSP, or to any third
party, other than as is expressly set out in this Contract.
The responsibility for the design, development, construction, implementation, operation, and
maintenance of the project, as these phrases are applicable to this project, is solely that of the
COUNTY/WSP, as is responsibility for any claim or suit of any nature by any third party related in
any way to the project.
Prior to the start of any construction activity, the COUNTY/WSP shall ensure that all applicable
Federal, State, and local permits and clearances are obtained.
The COUNTY/WSP shall defend, at its own cost, any and all claims or suits at law or in equity, which
may be brought against the COUNTY/WSP in connection with the project. The COUNTY/WSP shall
not look to the DEPARTMENT, or to any of their employees or agents, for any performance,
assistance, or any payment or indemnity, including but not limited to cost of defense and/or
attorneys' fees, in connection with any claim or lawsuit brought by any third party related to any
design, development, construction, implementation, operation and/or maintenance of a project.
VIII. CONDITIONED UPON COUNTY/WSP'S FULFILLMENT OF ITS CONTRACT ABOVE THE MILITARY
DEPARTMENT AGREES TO THE FOLLOWING:
A. Within thirty (30) days of receipt and approval of signed, dated invoice vouchers (state form A-19),
and upon satisfactory completion of tasks and documentation of costs as required under this
Contract, the DEPARTMENT will reimburse the COUNTY/WSP up to the maximum of $46,411, or
actual cost, whichever is lower, pursuant to the schedule set out in the SECO Equipment Contract
Reimbursement Schedule (Attachment D) and as authorized by this Contract and WAC 118-66.
B. If a question arises about the requested reimbursement, the COUNTY/WSP 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. Conditioned upon COUNTY/WSP's fulfillment of its obligations under this Contract, the
DEPARTMENT will provide ESINet services to the COUNTY/WSP within available funds.
SECO CountylWSP EQUIPMENT Contract, SFY24/25 Page 6 of 15 Jefferson County, E25-062
ATTACHMENT B
GENERAL TERMS & CONDITIONS
1) 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(WMD), or any of the
officers or other officers lawfully representing that DEPARTMENT and includes the State 911
Coordination Office (SECO).
b. "COUNTY" shall mean the named county 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 118-66.
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.
2) 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/WSP 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 COUNTYIWSP'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.
3) 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.
4) AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, 42 U.S.C. 12101 et
seq. (also referred to as the "ADA") and its' implementing regulations at 28 CFR Part 35. The
COUNTY/WSP 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.
5) ATTORNEY'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.
6) COMPLIANCE WITH APPLICABLE STATUTES, RULES, AND DEPARTMENT POLICIES: The
COUNTY/WSP 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 Disclosure (RCW 42.56); and safety and health
regulations. In the event of the COUNTY/WSP'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/WSP is responsible for all
costs or liability arising from its failure to comply with applicable law, regulation, executive order or
policy.
7) 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
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 7 of 15 Jefferson County, E25-062
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.
8) COUNTYIWSP'S EMPLOYEES NOT EMPLOYEE OF DEPARTMENT: The COUNTY/WSP, 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/WSP 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/WSP 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 41.06. It is understood that if the COUNTY/WSP 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 ESINet provider, for any purpose not directly connected with the administration of the
DEPARTMENT's or the COUNTY/WSP'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 42.56, the Public Records Act or a court order. Disclosure of any information concerning the
ESINet 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/WSP, 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 LAW 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/WSP, by execution of this Contract, acknowledges the jurisdiction of the courts
of Washington in this matter.
12) HOLD HARMLESS: The COUNTY/WSP 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 COUNTY/WSP's
performance or activities hereunder and that of any sub-contractor hired by the COUNTY/WSP.
13) INSURANCE, INDUSTRIAL COVERAGE: Prior to performing work under this Contract, the
COUNTY/WSP shall provide industrial insurance coverage for the COUNTY/WSP'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/WSP, which may arise during the performance of services under this Contract. Before
the start of any work required by this Contract, the COUNTY/WSP shall deliver to the DEPARTMENT
certificates of insurance reflecting that the COUNTY/WSP 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/WSP hereby notifies the DEPARTMENT that as a County
Government of the State of Washington and in accordance with Washington law, COUNTY/WSP has
full loss coverage for itself, its officers, employees and agents, through self insurance and/or the
purchase of insurance. Upon the DEPARTMENT's request, COUNTY/WSP 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) 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
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.
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 8 of 15 Jefferson County, E25-062
16) 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_
17) 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 or
terminate or renegotiate the Contract without cause under the "Termination" clause and without the
thirty(30) day notice requirement.
18) NONASSIGNABILITY: 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.
19) NONDISCRIMINATION: During the performance of this Contract, the COUNTY/WSP 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/WSP shall not discriminate against any employee
or applicant for employment because of race, creed, color, national origin, citizenship or immigration
status, family with children, sex, marital status, sexual orientation, age, honorably discharged
veteran or military status, or the presence of any sensory, mental, or physical disability or the use of
trained dog guide or service animal by a person with a disability. 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/WSP shall take action to ensure that employees are employed and treated during
employment without discrimination because of their race, creed, color, national origin, citizenship or
immigration status, family with children, sex, marital status, sexual orientation, age, honorably
discharged veteran or military status, or the presence of any sensory, mental, or physical disability
or the use of a trained dog guide or service animal by a person with a disability. 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.
20) RECAPTURE PROVISION: In the event the COUNTY/WSP 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/WSP 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.
21) RECORDS, MONITORING AND AUDIT ACCESS:
a. The COUNTY/WSP shall perform under the terms of the Contract and the DEPARTMENT may
conduct reasonable and necessary monitoring of the COUNTY/WSP's performance.
b. To permit such monitoring, the COUNTY/WSP 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/WSP 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
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 9 of 15 Jefferson County, E25-062
necessary, all of the COUNTY/WSP'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.
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.
22) SEVERABILITY: 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.
23) SUB-CONTRACTING: The COUNTY/WSP 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 and 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.
24) TERMINATION:
a. If, through any cause, the COUNTY/WSP 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/WSP or its sub-
contractors shall violate any of its covenants, agreements, or stipulations of this Contract, the
DEPARTMENT shall thereupon 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/WSP 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/WSP from incurring additional obligations of funds.
c. Reimbursement for eligible expenses incurred by the COUNTY/WSP 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.
25) 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/WSP 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.
26) 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/WSP unless
otherwise specified by the funding source. The COUNTY/WSP shall be responsible for any and all
operation and maintenance expenses and for the safe operation of said equipment including all
questions of liability.
27) 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/WSP EQUIPMENT Contract, SFY24/25 Page 10 of 15 Jefferson County, E25-062
ATTACHMENT C
STATEMENT OF WORK
SECO COUNTY/WSP EQUIPMENT CONTRACT-SFY2024/25
July 1, 2023—June 30, 2025
BASIC LEVEL OF OPERATING SERVICES
• Maintenance Deliverables
o The County/WSP Communications will maintain the equipment per manufacturer's
recommendations.
o The County/WSP Communications will complete and return to the DEPARTMENT the
equipment maintenance certification log (See Attachment F).
EQUIPMENT
• Equipment purchases are limited to eligible expenses outlined in WAC 118-66 and in accordance with
Budget Sheet(See Attachment E).
• Capital equipment purchases must be pre-approved by the SECO.
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 11 of 15 Jefferson County, E25-062
ATTACHMENT D
SECO EQUIPMENT CONTRACT REIMBURSEMENT SCHEDULE
(for more details about eligible equipment refer to the SECO Equipment Support Policy. ALL equipment purchases
MUST BE PRE-APPROVED BY THE SECO IT STAFF and recommended caps are subject to change with prior
approval from the SECO.)
ELIGIBLE ITEM STATE REIMBURSEMENT
NG911 Modernization Costs related to modernization of the 911 System as authorized and pre-
CPD6approved by the State 911 Coordinator.
Customer Premise Purchase or lease and installation of the hardware and software
Si Equipment(CPE) components required to support a CPE/Telephone system including
/Telephone System spares kit that are compliant or compatible with future Next Generation
Technology requirements.
S1.2 CPE CPU Replacement of CPE system Central Processing Units (CPU) at the call
receiver workstation based on a five-year life cycle.
S1.3 CPE Server Replacement of CPE system call processing server at the backroom CPE,
based on a five-year life cycle.
S2 ANI/ALI Display Replacement of ANI/ALI display equipment. Recommended cap of$500
Equipment per approved PSAP call receiving position, based on a five-year life cycle.
Hardware and software capable of converting latitude and longitude (and,
S3 PSAP Mapping when available, altitude)to a map display at the 911 call answering
positions at the PSAP. Can be part of CPE, Computer Aided Dispatch
(CAD) or standalone system, but only eligible under one category.
Migration to new A one-time purchase of a required migration to new mapping platform or
S3.2 mapping software has a recommended cap of$15,000 per PSAP.
platform/software
Replacement of PSAP Mapping System Central Processing Units(CPU)
S3.3 PSAP Mapping CPU at the call receiver workstation based on a five-year life cycle.
For stand-alone systems, only.
S3.4 PSAP Mapping For the mapping administrator to manipulate the mapping data prior to
Server movement to the mapping system, based on a five-year life cycle.
Uninterruptible Power Purchase or lease and installation of the hardware and software
B1 Supply (UPS; components required to support PSAP WAC eligible equipment which
should provide a minimum of 30 minutes of operations.
B1 2 UPS Battery Replacement of batteries, to include an entire battery bank.
Replacement
Hardware, software, and services used by the 911 MSAG/Mapping/GIS
B7 1 911 GIS Coordinator to create, edit, and maintain GIS Data used in call routing and
Modernization synchronization of ALI & GIS data. Recommended cap of$10,000(per
contract year).
Equipment that records 911 call conversations for immediate playback on
B8 Instant Call Check demand. One per approved PSAP call receiving position, telephone only
(i.e. no radio) may be part of CPE system.
ATTACHMENT D(cont)
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 12 of 15 Jefferson County, E25-062
Mapping Display Equipment capable of displaying 911 call locations on a map.
B9 Equipment Recommended cap of$500 per approved PSAP call receiving position,
based on five-year life cycle.
911 Management Equipment that collects, stores, and collates 911 call data into reports and
B10 Information Systems statistics.
(MIS)
B11 Call Detail Recorder Purchase or lease and installation of the hardware and software
or Printer components required to support the call detail recorder or printer.
Logging Recorder for Purchase or lease and installation of the hardware and software
C1 911 Calls components required for basic logging/voice recorder as recommended by
NENA standards.
Computer-Aided Purchase or lease and installation of the hardware and software basic
C2 Dispatch (CAD) components. At a minimum shall consist of hardware, call entry module,
System Hardware and Teletype interface and ANI/ALI controllers. CAD could also include PSAP
Software Mapping.
C2.3 CAD CPU Replacement of CAD CPU at the PSAP call receiver workstation based on
a five-year life cycle.
C2.4 CAD Server Replacement of CAD call processing server, based on a five-year life
cycle.
C2.5 CAD Display Replacement of display equipment has a recommended cap of$1,000 per
Equipment approved PSAP call receiving position, based on a five-year life cycle.
Purchase or lease and installation of an auxiliary generator to support 911
C3 Auxiliary Generator telephone services for back-up purposes. Recommended cap of$40,000
and the expense must be pro-rated if used for other than PSAP
operations.
Purchase or lease and installation of the hardware and software
components required for a basic clock synchronizer as recommended by
C4 Clock Synchronizer NENA standards to include the necessary modules purchased at the
same time to integrate the master clock signaling to the PSAP's electronic
system.
Purchase of console furniture for 911 call receiving equipment has a
C5 Console Furniture recommended cap of$15,000 per approved call receiving position with a
ten-year life cycle. The SECO may authorize exceeding the cap if market
evidence indicates the current cap is not sufficient.
SECO County/wSP EQUIPMENT Contract, SFY24/25 Page 13 of 15 Jefferson County, E25-062
ATTACHMENT E
BUDGET SHEET
SECO COUNTY/WSP EQUIPMENT CONTRACT—SFY2024/25
July 1, 2023—June 30, 2025
SFY2024/25
Capital Equipment $46,411
TOTAL CONTRACT NOT TO EXCEED $46,411
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 14 of 15 Jefferson County, E25-062
ATTACHMENT F
EQUIPMENT MAINTENANCE CERTIFICATION LOG
SECO COUNTY/WSP EQUIPMENT CONTRACT— SFY2024/25
July 1, 2023—June 30, 2025
Jefferson County certifies that all maintenance has been scheduled and completed on an annual basis for the
following equipment:
Equipment Vendor/ Vendor Name I Anticipated/Scheduled
_Inhouse_ Timeframe
Customer Premise Equipment(CPE) Inhouse 8/1/24
PSAP Mapping Vendor Alex Garrish 8/1/24
Uninterruptible Power Supply (UPS) Vendor Vertiv 10/1/24
Instant Call Check Inhouse 8/1/24
911 Management Information System
(MIS) Inhouse 9/1/24
Call Detail Recorder/Printer Vendor ECaTS 8/1/24
Logging Recorder Vendor Westek 7/12/24
Computer-Aided Dispatch System Vendor Tyler Technology 4/1/25
Auxiliary Generator Vendor Jefferson County 5/1/25
Clock Synchronizer Inhouse 12/1/24
Call Receiver Console Furniture Vendor CCS 7/30/24
IT Manager 10/3/2024
Signature(name and title) Date
SECO County/WSP EQUIPMENT Contract, SFY24/25 Page 15 of 15 Jefferson County, E25-062