HomeMy WebLinkAboutCONSENT Paper to Digital Grant Award Consent Agenda
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark McCauley, County Administrator
FROM: Josh D. Peters, AICP, Director, Community Development
Mo-chi Lindblad, Principal Planner, Community Development
DATE: December 23, 2024
SUBJECT: Approval of Washington Department of Commerce Paper to Digital Grant
Agreement
STATEMENT OF ISSUE:
The Washington State Department of Commerce (Commerce) has launched the Paper to Digital Grant
funding program. This initiative, mandated by Senate Bill (SB) 5290, supports the implementation of
Section 3 of SB 5290, codified as RCW 36.70B.241. The grant enables local jurisdictions to modernize their
permit review processes by transitioning from paper-based systems to digital platforms capable of handling
electronic permit applications, virtual inspections, electronic reviews, and video storage. All cities and
counties in Washington State were eligible to apply.
In August 2024, the Jefferson County Board of County Commissioners approved and Chair Kate Dean
signed a letter of intent on behalf of the Jefferson County Department of Community Development(DCD).
This submission included a proposed budget and scope of work for the grant funding request to fulfill the
requirements of SB 5290. The application and signed letter of intent were accepted, and in September 2024,
DCD was awarded $94,000 for the 2024-2025 Paper to Digital Grant.
ANALYSIS:
DCD will use the Paper to Digital Grant funds from Commerce to support the transition to full functionality
of the Enterprise Permitting and Licensing (EPL) software. The grant will help cover costs for acquiring
necessary hardware and software, and hiring a specialized consultant to digitize and enhance the permitting
process, ensuring its ongoing improvement and maintenance.
FISCAL IMPACT:
The Paper to Digital grant from Commerce will provide Jefferson County DCD with $94,000 to advance its
digital permitting process. There is no match required for this grant.
RECOMMENDATION:
Approve and sign the Department of Commerce Paper to Digital Grant contract number 25-63342-205 for
the amount of$94,000.
REVIEWE BY: ov �,
Mark McCauley ounty Administrator Dat
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: Washington State Department of Commerce Contract No: 25-63342-205
Contract For: Paper to Digital Grant Award Term: Date of execution -June 30, 2025
COUNTY DEPARTMENT: Community Development
Contact Person: Chelsea Pronovost
Contact Phone: (360)379-4494
Contact email: CPronovost@co.jefferson.wa.us
AMOUNT: $94,000 PROCESS: Exempt from Bid Process
Revenue: $94,000 Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund # RFP or RFQ
Munis Org/Obj Other: Grant Award
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: ❑ N/A:❑� 1�� 12/1 1/2024
Sigilature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEB BRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: F N/A: 12/11/2024
Signature Date
STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/13/2024.
State agreement - cannot change.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 12/17/2024.
State language -- cannot change. DocuSign used for PAO.
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
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.1►' Washington State
Department of
Commerce
Interagency Agreement with
Jefferson County
through
Growth Management Services
Contract Number:
25-63342-205
For
Paper to Digital Permitting Grant
Dated: Date of Execution
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Table of Contents
FACESHEET............................................................................................................................................................3
SPECIAL TERMS AND CONDITIONS.........................................................................................................................4
1. AUTHORITY......................................................................................................................................................4
2. CONTRACT MANAGEMENT.............................................................................................................................4
3. COMPENSATION..............................................................................................................................................4
4. BILLING PROCEDURES AND PAYMENT.............................................................................................................4
5. SUBCONTRACTOR DATA COLLECTION.............................................................................................................5
6. INSURANCE......................................................................................................................................................5
7. FRAUD AND OTHER LOSS REPORTING.............................................................................................................5
8. ORDER OF PRECEDENCE..................................................................................................................................6
GENERAL TERMS AND CONDITIONS.......................................................................................................................7
1. DEFINITIONS....................................................................................................................................................7
2. ALL WRITINGS CONTAINED HEREIN.................................................................................................................7
3. AMENDMENTS................................................................................................................................................7
4. ASSIGNMENT...................................................................................................................................................7
5. CONFIDENTIALITY AND SAFEGUARDING OF INFORMATION ...........................................................................7
6. COPYRIGHT......................................................................................................................................................8
7. DISPUTES.........................................................................................................................................................8
8. GOVERNING LAW AND VENUE ........................................................................................................................9
9. INDEMNIFICATION ..........................................................................................................................................9
10. LICENSING,ACCREDITATION AND REGISTRATION...........................................................................................9
11. RECAPTURE......................................................................................................................................................9
12. RECORDS MAINTENANCE................................................................................................................................9
13. SAVINGS..........................................................................................................................................................9
14. SEVERABILITY...................................................................................................................................................9
15. SUBCONTRACTING..........................................................................................................................................9
16. SURVIVAL.......................................................................................................................................................10
17. TERMINATION FOR CAUSE.............................................................................................................................10
18. TERMINATION FOR CONVENIENCE................................................................................................................10
19. TERMINATION PROCEDURES.........................................................................................................................10
20. TREATMENT OF ASSETS.................................................................................................................................11
21. WAIVER .........................................................................................................................................................12
ATTACHMENT A:SCOPE OF WORK.......................................................................................................................13
ATTACHMENTB:BUDGET....................................................................................................................................14
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Face Sheet
Contract Number: 25-63342-205
Local Government Division
Growth Management Services
Paper to Digital Grant
1.Contractor 2. Commerce Regional Planner
Jefferson County Ted Vanegas
621 Sheridan Street Senior Planner
Jefferson County,WA 98368 (360)725-3031
Ted.Vanegas(a)commerce.wa.gov
3. Contractor Representative 4. COMMERCE Representative
Mo-chi Lindblad Jo Anne Wright
(360)379-4450 Senior Planner
mlindblad(Dco.jefferson.wa.us (509)601-0385
ioanne.wright(a.commerce.wa.gov
5. Contract Amount 6. Funding Source 7.Start Date 8. End Date
$94,000 Federal: ❑ State: ® Other: ❑ N/A: ❑ Date of Execution June 30, 2025
9. Federal Funds (as applicable) Federal Agency: ALN
N/A N/A N/A
10. Tax ID# 11. SWV# 12. UBI# 13. UEI#
N/A SW V0002430-15 91-6001322 N/A
14.Contract Purpose
The purpose of this Paper to Digital Grant Program is to provide funding to a jurisdiction to transition from paper permitting
systems to software systems capable of processing digital permit applications, virtual inspections, electronic review and with
the capacity for video storage.
COMMERCE,defined as the Department of Commerce, and the Contractor, as defined above,acknowledge and accept the
terms of this Contract and Attachments and have executed this Contract on the date below and warrant they are authorized
to bind their respective agencies. The rights and obligations of both parties to this Contract are governed by this Contract
and the following documents incorporated by reference: Contractor Terms and Conditions including Attachment"A"—Scope
of Work and Attachment"B"—Budget.
FOR CONTRACTOR FOR COMMERCE
Kate Dean, Chair
Jefferson County Board of Commissioners Mark K. Barkley, Assistant Director
Local Government Division
Date
C► G, Date
Philip C. Hunsucker,
Chief Civil Deputy Prosecuting Attorney APPROVED AS TO FORM ONLY
12/9/2024 1 8:25 AM PST BY ASSISTANT ATTORNEY GENERAL
APPROVAL ON FILE
Date
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Special Terms and Conditions
1. AUTHORITY
COMMERCE and Contractor enter into this Contract pursuant to the authority granted by Chapter
39.34 RCW.
2. CONTRACT MANAGEMENT
The Representative for each of the parties shall be responsible for and shall be the contact person
for all communications and billings regarding the performance of this Contract.
The Representative for COMMERCE and their contact information are identified on the Face Sheet
of this Contract.
The Representative for the Contractor and their contact information are identified on the Face
Sheet of this Contract.
3. COMPENSATION
COMMERCE shall pay an amount not to exceed ninety four thousand dollars ($94,000), for the
performance of all things necessary for or incidental to the performance of work under this Contract
as set forth in the Scope of Work.
4. BILLING PROCEDURES AND PAYMENT
COMMERCE will pay Contractor upon acceptance of services provided and receipt of properly
completed invoices, which shall be submitted to the Representative for COMMERCE not more often
than monthly nor less than quarterly.
The invoices shall describe and document, to COMMERCE's satisfaction, a description of the work
performed, the progress of the project, and fees. The invoice shall include the Contract Number 25-
63342-205. If expenses are invoiced, provide a detailed breakdown of each type. A receipt must
accompany any single expenses in the amount of$50.00 or more in order to receive
reimbursement.
Payment shall be considered timely if made by COMMERCE within thirty(30)calendar days after
receipt of properly completed invoices. Payment shall be sent to the address designated by the
Contractor.
COMMERCE may, in its sole discretion, terminate the Contract or withhold payments claimed by
the Contractor for services rendered if the Contractor fails to satisfactorily comply with any term or
condition of this Contract.
No payments in advance or in anticipation of services or supplies to be provided under this
Agreement shall be made by COMMERCE.
Invoices and End of Fiscal Year
Invoices are due on the 20th of the month following the provision of services.
Final invoices for a state fiscal year may be due sooner than the 20th and Commerce will provide
notification of the end of fiscal year due date.
The Contractor must invoice for all expenses from the beginning of the contract through June 30,
regardless of the contract start and end date.
Grant Start Date
COMMERCE will pay the Contractor for costs incurred beginning July 1, 2024, for services and
deliverables described under this Agreement.
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Duplication of Billed Costs
The Contractor shall not bill COMMERCE for services performed under this Agreement, and
COMMERCE shall not pay the Contractor, if the Contractor is entitled to payment or has been or will
be paid by any other source, including grants, for that service.
Disallowed Costs
The Contractor is responsible for any audit exceptions or disallowed costs incurred by its own
organization or that of its subcontractors.
COMMERCE may, in its sole discretion, withhold ten percent(10%)from each payment until
acceptance by COMMERCE of the final report(or completion of the project, etc.).
Line Item Modification of Budget
A. Notwithstanding any other provision of this contract, the Contractor may, at its discretion, make
modifications to line items in the Budget(Attachment B)that will not increase the line item by
more than fifteen percent(15%).
B. The Contractor shall notify COMMERCE in writing (by email or regular mail)when proposing
any budget modification or modifications to a line item of the Budget(Attachment B)that would
increase the line item by more than fifteen percent(15%). Conversely, COMMERCE may
initiate the budget modification approval process if presented with a request for payment under
this contract that would cause one or more budget line items to exceed the 15 percent(15%)
threshold increase described above.
C. Any such budget modification or modifications as described above shall require the written
approval of COMMERCE (by email or regular mail), and such written approval shall amend the
Budget. Each party to this contract will retain and make any and all documents related to such
budget modifications a part of their respective contract file.
D. Nothing in this section shall be construed to permit an increase in the amount of funds available
for the Project, as set forth in Section 3 of this contract, nor does this section allow any
proposed changes to the Scope of Work, including Tasks/Work Items and Deliverables under
Attachment A, without specific written approval from COMMERCE by amendment to this
contract.
5. SUBCONTRACTOR DATA COLLECTION
Contractor will submit reports, in a form and format to be provided by Commerce and at intervals as
agreed by the parties, regarding work under this Contract performed by subcontractors and the
portion of Contract funds expended for work performed by subcontractors, including but not
necessarily limited to minority-owned, woman-owned, and veteran-owned business subcontractors.
"Subcontractors" shall mean subcontractors of any tier.
6. INSURANCE
Each party certifies that it is self-insured under the State's or local government self-insurance
liability program, and shall be responsible for losses for which it is found liable.
7. FRAUD AND OTHER LOSS REPORTING
Contractor shall report in writing all known or suspected fraud or other loss of any funds or other
property furnished under this Contract immediately or as soon as practicable to the Commerce
Representative identified on the Face Sheet.
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8. ORDER OF PRECEDENCE
In the event of an inconsistency in this Contract, the inconsistency shall be resolved by giving
precedence in the following order:
• Applicable federal and state of Washington statutes and regulations
• Special Terms and Conditions
• General Terms and Conditions
• Attachment A— Scope of Work
• Attachment B — Budget
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General Terms and Conditions
1. DEFINITIONS
As used throughout this Contract, the following terms shall have the meaning set forth below:
A. "Authorized Representative" shall mean the Director and/or the designee authorized in writing
to act on the Director's behalf.
B. "COMMERCE" shall mean the Washington Department of Commerce.
C. "Contract"or"Agreement" or"Grant" means the entire written agreement between
COMMERCE and the Contractor, including any Attachments, documents, or materials
incorporated by reference. E-mail or Facsimile transmission of a signed copy of this contract
shall be the same as delivery of an original.
D. "Contractor"or"Grantee"shall mean the entity identified on the face sheet performing
service(s) under this Contract, and shall include all employees and agents of the Contractor.
E. "Personal Information" shall mean information identifiable to any person, including, but not
limited to, information that relates to a person's name, health, finances, education, business,
use or receipt of governmental services or other activities, addresses, telephone numbers,
social security numbers, driver license numbers, other identifying numbers, and any financial
identifiers, and "Protected Health Information" under the federal Health Insurance Portability
and Accountability Act of 1996 (HIPAA).
F. "State" shall mean the state of Washington.
G. "Subcontractor" shall mean one not in the employment of the Contractor, who is performing
all or part of those services under this Contract under a separate contract with the Contractor.
The terms"subcontractor" and "subcontractors" mean subcontractor(s) in any tier.
2. ALL WRITINGS CONTAINED HEREIN
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.
3. AMENDMENTS
This Contract may be amended by mutual agreement of the parties. Such amendments shall not be
binding unless they are in writing and signed by personnel authorized to bind each of the parties.
4. ASSIGNMENT
Neither this Contract, work thereunder, nor any claim arising under this Contract, shall be
transferred or assigned by the Contractor without prior written consent of COMMERCE.
5. CONFIDENTIALITY AND SAFEGUARDING OF INFORMATION
A. "Confidential Information" as used in this section includes:
i. All material provided to the Contractor by COMMERCE that is designated as
"confidential" by COMMERCE;
!I. All material produced by the Contractor that is designated as"confidential" by
COMMERCE; and
iii. All Personal Information in the possession of the Contractor that may not be disclosed
under state or federal law.
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B. The Contractor shall comply with all state and federal laws related to the use, sharing,
transfer, sale, or disclosure of Confidential Information. The Contractor shall use Confidential
Information solely for the purposes of this Contract and shall not use, share, transfer, sell or
disclose any Confidential Information to any third party except with the prior written consent
of COMMERCE or as may be required by law. The Contractor shall take all necessary steps
to assure that Confidential Information is safeguarded to prevent unauthorized use, sharing,
transfer, sale or disclosure of Confidential Information or violation of any state or federal laws
related thereto. Upon request, the Contractor shall provide COMMERCE with its policies and
procedures on confidentiality. COMMERCE may require changes to such policies and
procedures as they apply to this Contract whenever COMMERCE reasonably determines that
changes are necessary to prevent unauthorized disclosures. The Contractor shall make the
changes within the time period specified by COMMERCE. Upon request, the Contractor shall
immediately return to COMMERCE any Confidential Information that COMMERCE
reasonably determines has not been adequately protected by the Contractor against
unauthorized disclosure.
C. Unauthorized Use or Disclosure. The Contractor shall notify COMMERCE within five (5)
working days of any unauthorized use or disclosure of any confidential information, and shall
take necessary steps to mitigate the harmful effects of such use or disclosure.
6. COPYRIGHT
Unless otherwise provided, all Materials produced under this Contract shall be considered "works
for hire"as defined by the U.S. Copyright Act and shall be owned by COMMERCE. COMMERCE
shall be considered the author of such Materials. In the event the Materials are not considered
"works for hire" under the U.S. Copyright laws, the Contractor hereby irrevocably assigns all right,
title, and interest in all Materials, including all intellectual property rights, moral rights, and rights of
publicity to COMMERCE effective from the moment of creation of such Materials.
"Materials" means all items in any format and includes, but is not limited to, data, reports,
documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs,
films, tapes, and/or sound reproductions. "Ownership" includes the right to copyright, patent,
register and the ability to transfer these rights.
For Materials that are delivered under the Contract, but that incorporate pre-existing materials not
produced under the Contract, the Contractor hereby grants to COMMERCE a nonexclusive, royalty-
free, irrevocable license (with rights to sublicense to others) in such Materials to translate,
reproduce, distribute, prepare derivative works, publicly perform, and publicly display. The
Contractor warrants and represents that the Contractor has all rights and permissions, including
intellectual property rights, moral rights and rights of publicity, necessary to grant such a license to
COMMERCE.
The Contractor shall exert all reasonable effort to advise COMMERCE, at the time of delivery of
Materials furnished under this Contract, of all known or potential invasions of privacy contained
therein and of any portion of such document which was not produced in the performance of this
Contract. The Contractor shall provide COMMERCE with prompt written notice of each notice or
claim of infringement received by the Contractor with respect to any Materials delivered under this
Contract. COMMERCE shall have the right to modify or remove any restrictive markings placed
upon the Materials by the Contractor.
7. DISPUTES
In the event that a dispute arises under this Agreement, it shall be determined by a Dispute Board in
the following manner: Each party to this Agreement shall appoint one member to the Dispute Board.
The members so appointed shall jointly appoint an additional member to the Dispute Board. The
Dispute Board shall review the facts, Agreement terms and applicable statutes and rules and make
a determination of the dispute. The Dispute Board shall thereafter decide the dispute with the
majority prevailing. The determination of the Dispute Board shall be final and binding on the parties
hereto. As an alternative to this process, either of the parties may request intervention by the
Governor, as provided by RCW 43.17.330, in which event the Govemor's process will control.
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8. GOVERNING LAW AND VENUE
This Contract 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.
9. INDEMNIFICATION
Each party shall be solely responsible for the acts of its employees, officers, and agents.
10. LICENSING, ACCREDITATION AND REGISTRATION
The Contractor shall comply with all applicable local, state, and federal licensing, accreditation and
registration requirements or standards necessary for the performance of this Contract.
11. RECAPTURE
In the event that the Contractor fails to perform this Contract in accordance with state laws, federal
laws, and/or the provisions of this Contract, COMMERCE reserves the right to recapture funds in an
amount to compensate COMMERCE for the noncompliance in addition to any other remedies
available at law or in equity.
Repayment by the Contractor of funds under this recapture provision shall occur within the time
period specified by COMMERCE. In the alternative, COMMERCE may recapture such funds from
payments due under this Contract.
12. RECORDS MAINTENANCE
The Contractor shall maintain books, records, documents, data and other evidence relating to this
contract and performance of the services described herein, including but not limited to accounting
procedures and practices that sufficiently and properly reflect all direct and indirect costs of any
nature expended in the performance of this Contract.
The Contractor shall retain such records for a period of six years following the date of final payment.
At no additional cost, these records, including materials generated under the Contract, shall be
subject at all reasonable times to inspection, review or audit by COMMERCE, personnel duly
authorized by COMMERCE, the Office of the State Auditor, and federal and state officials so
authorized by law, regulation or agreement.
If any litigation, claim or audit is started before the expiration of the six(6)year period, the records
shall be retained until all litigation, claims, or audit findings involving the records have been
resolved.
13. SAVINGS
In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any
way after the effective date of this Contract and prior to normal completion, COMMERCE may
suspend or terminate the Contract under the "Termination for Convenience"clause, without the ten
calendar day notice requirement. In lieu of termination, the Contract may be amended to reflect the
new funding limitations and conditions.
14. SEVERABILITY
The provisions of this Contract are intended to be severable. If any term or provision is illegal or
invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the
remainder of the Contract.
15. SUBCONTRACTING
The Contractor may only subcontract work contemplated under this Contract if it obtains the prior
written approval of COMMERCE.
If COMMERCE approves subcontracting, the Contractor shall maintain written procedures related to
subcontracting, as well as copies of all subcontracts and records related to subcontracts. For cause,
COMMERCE in writing may: (a) require the Contractor to amend its subcontracting procedures as
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they relate to this Contract; (b) prohibit the Contractor from subcontracting with a particular person
or entity; or (c) require the Contractor to rescind or amend a subcontract.
Every subcontract shall bind the Subcontractor to follow all applicable terms of this Contract. The
Contractor is responsible to COMMERCE if the Subcontractor fails to comply with any applicable
term or condition of this Contract. The Contractor shall appropriately monitor the activities of the
Subcontractor to assure fiscal conditions of this Contract. In no event shall the existence of a
subcontract operate to release or reduce the liability of the Contractor to COMMERCE for any
breach in the performance of the Contractor's duties.
Every subcontract shall include a term that COMMERCE and the State of Washington are not liable
for claims or damages arising from a Subcontractor's performance of the subcontract.
16. SURVIVAL
The terms, conditions, and warranties contained in this Contract that by their sense and context are
intended to survive the completion of the performance, cancellation or termination of this Contract
shall so survive.
17. TERMINATION FOR CAUSE
In the event COMMERCE determines the Contractor has failed to comply with the conditions of this
contract in a timely manner, COMMERCE has the right to suspend or terminate this Contract.
Before suspending or terminating the Contract, COMMERCE shall notify the Contractor in writing of
the need to take corrective action. If corrective action is not taken within 30 calendar days, the
Contract may be terminated or suspended.
In the event of termination or suspension, the Contractor shall be liable for damages as authorized
by law including, but not limited to, any cost difference between the original contract and the
replacement or cover contract and all administrative costs directly related to the replacement
contract, e.g., cost of the competitive bidding, mailing, advertising and staff time.
COMMERCE reserves the right to suspend all or part of the Contract, withhold further payments, or
prohibit the Contractor from incurring additional obligations of funds during investigation of the
alleged compliance breach and pending corrective action by the Contractor or a decision by
COMMERCE to terminate the Contract. A termination shall be deemed a "Termination for
Convenience" if it is determined that the Contractor: (1) was not in default; or (2)failure to perform
was outside of his or her control, fault or negligence.
The rights and remedies of COMMERCE provided in this Contract are not exclusive and are, in
addition to any other rights and remedies, provided by law.
18. TERMINATION FOR CONVENIENCE
Except as otherwise provided in this Contract, COMMERCE may, by ten (10) business days' written
notice, beginning on the second day after the mailing, terminate this Contract, in whole or in part. If
this Contract is so terminated, COMMERCE 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.
19. TERMINATION PROCEDURES
Upon termination of this Contract, COMMERCE, in addition to any other rights provided in this
Contract, may require the Contractor to deliver to COMMERCE any property specifically produced
or acquired for the performance of such part of this Contract as has been terminated. The
provisions of the "Treatment of Assets" clause shall apply in such property transfer.
COMMERCE shall pay to the Contractor the agreed upon price, if separately stated, for completed
work and services accepted by COMMERCE, and the amount agreed upon by the Contractor and
COMMERCE for(i) completed work and services for which no separate price is stated, (ii) partially
completed work and services, (iii) other property or services that are accepted by COMMERCE, and
(iv) the protection and preservation of property, unless the termination is for default, in which case
the Authorized Representative shall determine the extent of the liability of COMMERCE. Failure to
agree with such determination shall be a dispute within the meaning of the "Disputes" clause of this
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Contract. COMMERCE may withhold from any amounts due the Contractor such sum as the
Authorized Representative determines to be necessary to protect COMMERCE against potential
loss or liability.
The rights and remedies of COMMERCE provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this Contract.
After receipt of a notice of termination, and except as otherwise directed by the Authorized
Representative, the Contractor shall:
A. Stop work under the Contract on the date, and to the extent specified, in the notice;
B. Place no further orders or subcontracts for materials, services, or facilities except as may be
necessary for completion of such portion of the work under the Contract that is not
terminated;
C. Assign to COMMERCE, in the manner, at the times, and to the extent directed by the
Authorized Representative, all of the rights, title, and interest of the Contractor under the
orders and subcontracts so terminated, in which case COMMERCE has the right, at its
discretion, to settle or pay any or all claims arising out of the termination of such orders and
subcontracts;
D. Settle all outstanding liabilities and all claims arising out of such termination of orders and
subcontracts, with the approval or ratification of the Authorized Representative to the extent
the Authorized Representative may require, which approval or ratification shall be final for all
the purposes of this clause;
E. Transfer title to COMMERCE and deliver in the manner, at the times, and to the extent
directed by the Authorized Representative any property which, if the Contract had been
completed, would have been required to be furnished to COMMERCE;
F. Complete performance of such part of the work as shall not have been terminated by the
Authorized Representative; and
G. Take such action as may be necessary, or as the Authorized Representative may direct, for
the protection and preservation of the property related to this Contract, which is in the
possession of the Contractor and in which COMMERCE has or may acquire an interest.
20. TREATMENT OF ASSETS
Title to all property furnished by COMMERCE shall remain in COMMERCE. Title to all property
furnished by the Contractor, for the cost of which the Contractor is entitled to be reimbursed as a
direct item of cost under this Contract, shall pass to and vest in COMMERCE upon delivery of such
property by the Contractor. Title to other property, the cost of which is reimbursable to the
Contractor under this Contract, shall pass to and vest in COMMERCE upon (i) issuance for use of
such property in the performance of this Contract, or(ii) commencement of use of such property in
the performance of this Contract, or(iii) reimbursement of the cost thereof by COMMERCE in whole
or in part, whichever first occurs.
A. Any property of COMMERCE furnished to the Contractor shall, unless otherwise provided
herein or approved by COMMERCE, be used only for the performance of this Contract.
B. The Contractor shall be responsible for any loss or damage to property of COMMERCE that
results from the negligence of the Contractor or which results from the failure on the part of
the Contractor to maintain and administer that property in accordance with sound
management practices.
C. If any COMMERCE property is lost, destroyed or damaged, the Contractor shall immediately
notify COMMERCE and shall take all reasonable steps to protect the property from further
damage.
Page 11 of 14
UUI.UwY1I CI IVCIUi.1C IU. JCCO.1rYZY-JOUJ-YL)O4-MIJJO'rJCJJUO IOOJC
0washing:cxi State
Depa,ment of
D. The Contractor shall surrender to COMMERCE all property of COMMERCE prior to
settlement upon completion, termination or cancellation of this contract.
E. All reference to the Contractor under this clause shall also include Contractor's employees,
agents or Subcontractors.
21. WAIVER
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 Contract unless
stated to be such in writing and signed by Authorized Representative of COMMERC
Page 12 of 14
VUI.UWYII CIIVUIUP",IU. JCGOY r4.7-UOVJ-Y��Y-MUJ�-rJCUJUO IOOJC
1► Washing:on Stat-
Depa-tment of
Commerce
Attachment A: Scope of Work
Actions, Steps& Description Start Date End Date
Deliverables
Action 1 Hire consultant to support database July 2024 June 2025
administration, complete and import report
templates into permitting program
Step 1.1 Review expired contract and make necessary July 2024 August 2024
updates/changes
Step 1.2 Begin contract renewable discussion August 2024 August 2024
with consultant
Step 1.3 Necessary County contract approval process September 2024
Deliverable 1 Execute contract September 2024 September 30, 2024
Action 2 Develop inter-departmental workplan and September/October June 2025
implement identified tasks 2024
Step 2.1 Develop work plan and initiate contact with September/October October 2024
vendors 2024
Step 2.2 Coordinate with the inter-departmental team October 2024 October 2024
and finalize the work plan.
Deliverable 2 Work Plan October 2024 November 30,2024
Action 3 Track transition progress October 2024 June 2025
Step 3.1 Evaluate progress on transition, such as December 2024 January 2025
purchase orders, scanning paper plans
and reports writing progress
Step 3.2 Modify workplan if necessary to meet the January 2025 January 2025
transition goals
Step 3.3 Determine remaining steps to complete the January 2025 February 2025
transition
Deliverable 3a Progress report on transition March 31, 2025
Deliverable 3b Final report on transition June 15, 2025
Page 13 of 14
VU%,UJIyII CI IVU1UPC IU.JCCOYr4y-JOUJ-YO04-MVJO-rJCJJUO IOOJC
0Washing;on State
Department of
Coil mrce
Attachment B: Budget
Deliverable Description Amount
Deliverable 1 Execute Contract $4,000
Deliverable 2 Work Plan $21,200
Deliverable 3a Progress report on transition $50,000
Deliverable 3b Final report on transition $18,800
Grant Total $94,000
Page 14 of 14
UUI.UJIIVII CI IVCIUVV 1U.JCCOYr-f U-000J"YOOY-/1UJO-rJCJJUO IOOJC
Internal routing form. Will be deleted after contract fully signed.
Commerce GMS Con-rams ro r programs tact review and routing form
Reviewer Name Initials and Date
Budget Analyst Corina Campbell 12/6/2024 1 9:16 AM PST
GMS Managing Director Dave Andersen nos 12/6/2024 1 9:40 AM PST
na
Deputy Assistant Director—LGD Tony Hanson
0 docusign
Certificate Of Completion
Envelope Id:3EEB4F4958034BB4AD3BF3E53081883E Status:Sent
Subject:Complete with Docusign:Jefferson County Paper to Digital Grant.pdf
Division:
Local Government
Program:Permit Review Grant
Contra ctN u m ber:2563342-205
DocumentType:Contract
Source Envelope:
Document Pages: 15 Signatures:0 Envelope Originator:
Certificate Pages:5 Initials:2 Ashley Dofner
AutoNav:Enabled 1011 Plum Street SE
Envelopeld Stamping:Enabled MS 42525
Time Zone:(UTC-08:00)Pacific Time(US&Canada) Olympia,WA 98504-2525
ashley.dofner@commerce.wa.gov
IP Address: 147.55.134.8
Record Tracking
Status:Original Holder:Ashley Dofner Location:DocuSign
12/5/2024 3:10:28 PM ashley.dofner@commerce.wa.gov
Security Appliance Status:Connected Pool:StateLocal
Storage Appliance Status:Connected Pool:Washington State Department of Commerce Location:DocuSign
Signer Events Signature Tlmestamp
Corina Campbell Sent: 12/5/2024 3:16:48 PM
corina.campbell@commerce.wa.gov EDS
Viewed: 12/6/2024 9:16:31 AM
Security Level:Email,Account Authentication Signed: 12/6/2024 9:16:36 AM
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.239.106.130
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Dave Andersen V Q Sent: 12/6/2024 9:16:38 AM
dave.andersen@commerce.wa.gov fl Viewed: 12/6/2024 9:40:15 AM
Security Level: Email,Account Authentication Signed: 12/6/2024 9:40:21 AM
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.239.106.191
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Philip C.Hunsucker Sent: 12/6/2024 9:40:25 AM
PHunsucker@co.jefferson.wa.us
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 10/11/2021 8:19:40 AM
ID:dc753168-debe-4bb9-be9f-a33e7ab34990
Kate Dean
JeffBoCC@co.jefferson.wa.us
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Signer Events Signature Timestamp
Tony Hanson
tony.hanson@commerce.wa.gov
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Mark Barkley
mark.barkley@commerce.wa.gov
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Mo-chi Lindblad COPIED Sent: 12/6/2024 9:40:23 AM
mlindblad@co.jefferson.wa.us Viewed: 12/6/2024 9:42:30 AM
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Chelsea Pronovost
CPronovost@co.jefferson.wa.us
Security Level:Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Josh Peters
J Peters@co.jefferson.wa.ua
Security Level: Email,Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 12/5/2024 3:16:48 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
r_1t16UU111L:MUL:UIU Gllu Jlallc Lum LJ1.IUILMUM UIUCIMU UI I.OI 1 IILULU 4.4Y.IL rlV1
Parties agreed to:Philip C.Hunsucker
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time,Washington State Department of Commerce(we,us or Company)may be
required by law to provide to you certain written notices or disclosures. Described below are the
terms and conditions for providing to you such notices and disclosures electronically through the
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At any time, you may request from us a paper copy of any record provided or made available
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elect to create a DocuSign account, you may access the documents for a limited period of time
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send you paper copies of any such documents from our office to you, you will be charged a
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procedure described below.
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If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to
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All notices and disclosures will be sent to you electronically
Unless you tell us otherwise in accordance with the procedures described herein, we will provide
electronically to you through the DocuSign system all required notices, disclosures,
authorizations, acknowledgements, and other documents that are required to be provided or made
available to you during the course of our relationship with you. To reduce the chance of you
inadvertently not receiving any notice or disclosure, we prefer to provide all of the required
notices and disclosures to you by the same method and to the same address that you have given
us. Thus, you can receive all the disclosures and notices electronically or in paper format through
the paper mail delivery system. If you do not agree with this process, please let us know as
described below. Please also see the paragraph immediately above that describes the
consequences of your electing not to receive delivery of the notices and disclosures
electronically from us.
How to contact Washington State Department of Commerce:
You may contact us to let us know of your changes as to how we may contact you electronically,
to request paper copies of certain information from us, and to withdraw your prior consent to
receive notices and disclosures electronically as follows:
To contact us by email send messages to: docusign@commerce.wa.gov
To advise Washington State Department of Commerce of your new email address
To let us know of a change in your email address where we should send notices and disclosures
electronically to you, you must send an email message to us at docusign@commerce.wa.gov and
in the body of such request you must state: your previous email address, your new email
address. We do not require any other information from you to change your email address.
If you created a DocuSign account, you may update it with your new email address through your
account preferences.
To request paper copies from Washington State Department of Commerce
To request delivery from us of paper copies of the notices and disclosures previously provided
by us to you electronically, you must send us an email to docusign@commerce.wa.gov and in
the body of such request you must state your email address, full name, mailing address, and
telephone number. We will bill you for any fees at that time, if any.
To withdraw your consent with Washington State Department of Commerce
To inform us that you no longer wish to receive future notices and disclosures in electronic
format you may:
i. decline to sign a document from within your signing session, and on the subsequent page,
select the check-box indicating you wish to withdraw your consent, or you may;
ii. send us an email to docusign@commerce.wa.gov and in the body of such request you must
state your email, full name, mailing address, and telephone number. We do not need any other
information from you to withdraw consent.. The consequences of your withdrawing consent for
online documents will be that transactions may take a longer time to process..
Required hardware and software
The minimum system requirements for using the DocuSign system may change over time. The
current system requirements are found here: https:Hsupport.docusign com/guides/sig er- ug ide-
si gning-system-requirements.
Acknowledging your access and consent to receive and sign documents electronically
To confirm to us that you can access this information electronically, which will be similar to
other electronic notices and disclosures that we will provide to you, please confirm that you have
read this ERSD, and (i) that you are able to print on paper or electronically save this ERSD for
your future reference and access; or(ii) that you are able to email this ERSD to an email address
where you will be able to print on paper or save it for your future reference and access. Further,
if you consent to receiving notices and disclosures exclusively in electronic format as described
herein, then select the check-box next to `I agree to use electronic records and signatures' before
clicking `CONTINUE' within the DocuSign system.
By selecting the check-box next to `I agree to use electronic records and signatures', you confirm
that:
• You can access and read this Electronic Record and Signature Disclosure; and
• You can print on paper this Electronic Record and Signature Disclosure, or save or send
this Electronic Record and Disclosure to a location where you can print it, for future
reference and access; and
• Until or unless you notify Washington State Department of Commerce as described
above, you consent to receive exclusively through electronic means all notices,
disclosures, authorizations, acknowledgements, and other documents that are required to
be provided or made available to you by Washington State Department of Commerce
during the course of your relationship with Washington State Department of Commerce.