HomeMy WebLinkAboutFD06-323 - Original - WA State Military Department - Emergency Management Preparedness Assistance Grant (EMPAG) - 07/01/2006 ecords Mand'anogiement
WASHINGTON - 558 :.5
CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission to City Clerks Office. All
portions are to be completed, if you have questions, please contact City Clerks Office.
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Contract Effective Date: �/y 6 Termination Date: Y 3 O O �;7 _
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Abstract:
S Public\RecordsManagement\Forms\ContractCover\ADCL7832 07/02
Washington State Military Department
CONTRACT FACE SHEET
1 Contractor Name and Address 2 Contract Amount 3 Contract Number
City of Kent
Emergeng Management Division $95,300 E07-079
24611 116 Avenue, SE
Kent,WA 98030
4 Contractor's Contact Person, Phone Number 5 Contract Start Date 6 Contract End Date
Kimberly Behymer, (253) 8564343 July 1, 2006 April 30, 2007
7 MD Program Manager/phone number 8 State Business License#: 9 UBI#(state revenue)-
Rachel Glahe, (253) 512-7064 n/a 173-000-002-1
10 Funding Authority
Washington State Military Department(Department)and the State 2005-07 Revised Omnibus Operating Budget
11 Funding Source Agreement# 12 Program Index#Ob1/SubOb1 13 Catalog of Federal Domestic 14 TIN or SSN
ESSB 6386 771 M2 NZ Asst (CFDA)#&Title NA 91-6001254
15 Service Districts 16 Service Area by County(ies) 17 Women/Minority-Owned, State
(BY LEGISLATIVE DISTRICT) 31, 47 King County Certified? X N/A ❑ NO
(BY CONGRESSIONAL DISTRICT) 8, 9 ❑ YES, OMWBE#
18 Contract Classification 19 Contract Type(check all that apply)
❑ Personal Services 0 Client Services X Public/Local Gov't X Contract ❑ Grant ❑ Agreement
❑ Collaborative Research ❑ A/E ❑ Other ❑ Intergovernmental ❑ Interagency
20 Contractor Selection Process 21 Contractor Type(check all that apply)
X "To all who apply&qualify" ❑ Competitive Bidding ❑ Private Organization/Individual ❑ For-Profit
❑ Sole Source ❑ A/E RCW ❑ N/A X Public Organization/Jurisdiction X Non-Profit
X Advertised? XYES ❑ NO ❑ VENDOR ❑ SUBRECIPIENT X OTHER
22 BRIEF DESCRIPTION
To provide Emergency Management Preparedness Assistance Grant (EMPAG) funds to local jurisdictions, private
organizations, regional agencies, tribal governments and regional incident management teams for emergency
management preparedness activities in an effort to enhance emergency management throughout Washington
State.
IN WITNESS WHEREOF, the Department and Contractor acknowledge and accept the terms of this contract and
attachments hereto and have executed this contract as of the date and year written below This Contract Face Sheet,
Special Terms and Conditions, General Terms and Conditions, Statement of Work, and Budget govern the rights and
obligations of both 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 Federal and State Statutes and Regulations
(b) Statement of Work
(c) Special Terms and Conditions
(d) General Terms and Conditions, and if attached,
(e) any other provisions of the contract incorporated by reference.
This agreement contains all the terms and conditions agreed upon by the parties No other understandings, oral or
otherwise, regarding the subject matter of this agreement 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 E CONT QTO
;
/ OV/-�2 e
S nature Date I n re Date
James M Mullen, Director S z t Cooke, Mayor
Emergency Management Division
Washington State Military Department for
APPROVED AS TO FORM City of Kent Emergency Management Division
Spencer W Daniels (signature on file) 7/20/06
Assistant Attorney General
Form 10/27/00 kdb
EMPAG-SFY 07 Page 1 of 17 City of Kent EMD
E07-079
SPECIAL TERMS AND CONDITIONS
ARTICLE I --COMPENSATION SCHEDULE:
This is a fixed price, reimbursement contract Within the total contract amount, travel, subcontracts, salaries
and wages, benefits, printing, equipment, and other goods and services or other budget categories will be
reimbursed on an actual cost basis unless otherwise provided in this contract. Any travel or subsistence
reimbursement allowed under the contract shall be paid in accordance with rates set pursuant to RCW
43 03 050 and RCW 43 03 060 as now existing or amended Receipts and/or backup documentation for any
approved budget line items including travel related expenses (other than meals, mileage and parking) that are
authorized under this contract must be maintained by the Contractor and be made available upon request by
the Military Department
Some flexibility to shift funds between/among budget categories is allowed as follows. Changes to any single
budget category, except for an equipment line item, in excess of 10% or $100, whichever is greater, will not be
reimbursed without the prior written authorization of the Department Increases to the equipment line item
require prior written approval of the Department Budget categories are as specified or defined in the budget
sheet of the contract.
ARTICLE II -- REPORTS:
In addition to the reports as may be required elsewhere in this contract, the Contractor shall prepare and
submit the following reports to the Department's Key Personnel-
Financial #/Copies Date Due
Invoices 1 August 30, 2006
(Reimbursement requests must cover September 30, 2006
expenses incurred in the previous 30 days.) October 30, 2006
November 30, 2006
December 30, 2006
January 30, 2007
February 28, 2007
March 30, 2007
Non-Expenditure Memo 1 As required
(If no expenditures have occurred in the previous
30 days, a memo detailing why no funds were
expended must be submitted )
Final Invoice 1 April 30, 2007
(Shall not exceed overall contract amount)
All contract work must end on April 30, 2007, however the Contractor has up to 14 days after the end date to
submit all final billing
Technical #/Copies Date Due
Performance Reports 1 August 5, 2006
(Reports must cover the previous 30 days) September 5, 2006
October 5, 2006
November 5, 2006
December 5, 2006
January 5, 2007
February 5, 2007
March 5, 2007
April 5, 2007
Final Report 1 April 30, 2007
All contract work must end on April 30, 2007, however the Contractor has up to 14 days after the end date to
submit all final reports and/or deliverables
EMPAG-SFY 07 Page 2 of 17 City of Kent EMD
E07-079
• ARTICLE III -- KEY PERSONNEL:
The individuals listed below shall be considered key personnel Any substitution must be notified in writing by
the Military Department.
CONTRACTOR MILITARY DEPARTMENT-
Kimberly Behymer, Program Coordinator Rachel Glahe, Program Manager
ARTICLE IV --ADMINISTRATIVE REQUIREMENTS:
The Contractor shall comply with the Local Government Budget and Accounting Reporting System (BARS)
ARTICLE V -- ADDITIONAL SPECIAL CONDITIONS AND MODIFICATION TO GENERAL CONDITIONS:
1 Funds are provided by the Washington State 2005-07 Revised Omnibus Operating Budget (ESSB 6386)
solely for the purpose of supporting emergency management preparedness activities The Contractor shall
use the funds to perform tasks as described in the Statement of Work and Budget portions of the
Contractor's request for funding, as approved by the Department
2. Insurance For public entities receiving state funds The Washington State Military Department and City
( P 9 ) 9 rY P Y
of Kent Emergency Management are part of the State of Washington and protected by the State's self-
insurance liability program as provided by Chapter 4 92 130
3 Equipment Management
All equipment purchased through this contract by the Contractor or the Contractor's Subcontractor will be
recorded in an equipment inventory system Equipment in this system must be managed according to the
following procedures at a minimum
• The Contractor 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 and the percentage of State
participation in the cost, 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
• Records for equipment shall be retained by the Contractor for a period of three years from the date of
the disposition, replacement or transfer If any litigation, claim, or audit is started before the expiration
of the three year period, the records shall be retained by the Contractor until all litigations, claims, or
audit findings involving the records have been resolved
• The Contractor 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 Contractor to determine
the cause of the difference The Contractor shall, in connection with the inventory, verify the existence,
current utilization, and continued need for the equipment
• The Contractor 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
• The Contractor will develop adequate maintenance procedures to keep the property in good condition.
• If the Contractor is authorized or required to sell the property, proper sales procedures must be
established to ensure the highest possible return.
When original or replacement equipment is no longer needed for the original project, disposition of the
equipment will be made as follows
• Items of equipment with a current per-unit fair market value of less than $5,000 may be retained, sold
or otherwise disposed of by the Contractor with no further obligation to the awarding agency.
• Items of equipment with a current per-unit fair market value of more than $5,000 may be retained or
sold and the Contractor shall compensate the Department for its share
EMPAG-SFY 07 Page 3 of 17 City of Kent EMD
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Exhibit A
Washington State Military Department
INTERGOVERNMENTAL GENERAL TERMS AND CONDITIONS
For use with State Agencies, Local Governments, and Special Districts Contracts
STATE FUNDS ONLY
1. DEFINITIONS
a. "Department" shall mean the Washington State Military Department, as a state agency, any
division, section, office, unit or other entity of the Department, or any of the officers or other
officials lawfully representing that Department.
b. "The Adjutant General" as it is used herein shall mean the Director of the Washington State
Military Department The term "Authorized Department Representative" shall mean those
persons who have written authorization to sign Department contracts and represent Department
as signed and directed by The Adjutant General
C. "Contractor" shall mean that state agency, local government or jurisdiction, public organization,
group, special district, or other entity performing services under this contract, and shall include
all employees of the Contractor It shall include any subcontractor retained by the Contractor as
permitted under the terms of this agreement
d. "Subcontractor" shall mean one, not in the employment of the Contractor, who is performing all
or part of those services under this agreement under a separate contract with the Contractor.
The terms "subcontractor" and "subcontractors" mean subcontractor(s) in any tier
e. "Contract and/or Agreement" as found in these Terms and Conditions shall be
interchangeable and mean (a) a formal written agreement between parties (in this definition, the
Military Department being one of the parties) setting forth all terms and enforceable by law, (b)
Law — 1 A properly executed and legally binding compact 2 The writing or document
embodying this compact, (c) a mutual understanding between two or more persons about their
relative rights and duties regarding past or future performances, a manifestation of mutual
assent by two or more parties, and/or (d) a procurement contract under an award or subaward,
and a procurement subcontract under a recipient's or subrecipient's contract, (e) a promise, or
set of promises, for breach of which the law gives a remedy, or the performance of which the
law in some way recognizes as a duty
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 NONDISCRIMINATION
There shall be no discrimination against any employee who is paid by contract or grant funds or against
any applicant for such employment because of race, religion, color, sex, marital status, creed, national
origin, age, Vietnam era or disabled veterans status, or the presence of any sensory, mental, or
physical handicap This provision shall include, but not be limited to the following employment,
upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms
of compensation, and selection for training
3. CONTRACTOR NOT EMPLOYEE OF AGENCY -- The Contractor, and/or employees or agents
performing under this agreement are not employees or agents of the Department in any manner
whatsoever The Contractor will not be presented as nor claim to be an officer or employee of the
Department or of the State of Washington by reason hereof, nor will the Contractor make any claim,
demand, or application to or for any right or privilege applicable to an officer or employee of the
Department or of the State of Washington, including, but not limited to, Workmen's 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 Chapter 41 06 RCW
It is understood that if the Contractor is another state department, state agency, state university, state
college, state community college, state board, or state commission, that the officers and employees are
employed by the state of Washington in their own right.
EMPAG-SFY 07 Page 4 of 17 City of Kent EMD
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If the Contractor is an individual currently employed by a Washington State agency, the Department
shall obtain proper approval from the employing agency or institution A statement of "no conflict of
interest" shall be submitted to the Department
4. INDEMNIFICATION
Each party shall defend, protect, and hold harmless the other party from and against all claims, suits
and/or actions arising from any negligent or intentional act or omission of that party's employees,
agents and/or authorized subcontractor(s) while performing this contract or grant If the Contractor
enters into any subcontracts, each subcontract shall include a statement indemnifying the Washington
State Military Department
Claims shall include, but not be limited to, assertions that the use or transfer of any software, book,
document, report, film, tape, or sound reproduction or material of any kind, delivered hereunder,
constitutes an infringement of any copyright, patent, trademark, trade name, or otherwise results in an
unfair trade practice
5. 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 Contractor unless otherwise specified by the funding source
The Contractor shall be responsible for any and all operation and maintenance expenses and for the
safe operation of said equipment including all questions of liability.
6. AUDITING OF RECORDS, DOCUMENTS, AND REPORTS
The Contractor shall maintain books, records, documents, and other evidence and accounting
procedures and practices which sufficiently and properly reflect all direct and indirect cost of any nature
expended in the performance of this agreement These records shall be subject at all reasonable times
for inspection, review, or audit by Department personnel and other personnel duly authorized by the
Department, the Office of the State Auditor, and so authorized by law, rule, regulation, or contract The
Contractor will retain all books, records, documents, and other material relevant to this agreement for
six (6) years after termination or expiration, and the Office of the State Auditor, and any persons duly
authorized shall have full access to and the right to examine any of said materials during said period
7 DELAYS IN PERFORMANCE
The Contractor shall, if unable to complete the contract work at the time specified because of technical
difficulties, notwithstanding the exercise of good faith and diligent efforts in the performance of the work
called for hereunder, notify the Department of that anticipated delay and the reasons thereof Such
notices and reason shall be delivered within ten working days after the condition creating the delay
becomes known to the Contractor When notice is so given, the Department may, with discretion,
extend the time specified for performance for such period as deemed advisable.
8 CHANGES AND MODIFICATIONS
The Department and the Contractor may, from time to time, request changes to the contract Any such
changes that are mutually agreed upon by the parties to this contract shall be incorporated herein by
written amendment to this contract It is mutually agreed and understood that no alteration or variation
of the terms of this contract shall be valid unless made in writing and signed by the parties hereto, and
that any oral understanding or agreements not incorporated herein, shall not be binding
9. RIGHTS IN DATA
The parties hereto agree that all works originating from this contract shall be "works for hire" as defined
by the U S Copyright Act of 1976 and shall be jointly owned by the Department and/or the State of
Washington and the Contractor. Unless otherwise provided, this contractual term applies to all works
including, but not limited to, reports, graphic design and logos, documents, files, pamphlets,
advertisements, publications, books, magazines, surveys, studies, computer programs, films, tapes,
and/or sound reproductions prepared by an employee within the scope of employment, and also to all
works specially ordered or commissioned for use as a contribution to a collective work, as a part of a
motion picture or other audiovisual work, as a translation, as a supplementary work, as a compilation,
as an instructional text, as a test, as answer material for a test, or as an atlas Joint ownership includes
the right for each party to copyright, patent, register, and the ability to transfer these rights.
EMPAG-SFY 07 Page 5 of 17 City of Kent EMD
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The Contractor shall not affix any restrictive markings upon any data, and if such markings are affixed,
the Department shall have the right at any time to modify, remove, obliterate, or ignore such markings
10 PUBLICATION OF DATA
All notices, publications, informational pamphlets, press releases, research reports, and similar public
notices must acknowledge that the program is supported by funds provided by and through the
Washington State Military Department, as appropriate and five copies of each such publication shall be
furnished to the Department at no charge Should the resultant publication be considered copyrightable
material not already owned by the Department pursuant to the provisions of Section 7 of these General
Terms and Conditions, the Department reserves a royalty-free, nonexclusive, and irrevocable license to
reproduce, publish, or otherwise use all or any of such copyrighted material or all or any such material
which can be copyrighted which resulted from this agreement
11. SUBCONTRACTING
Neither the Contractor nor any Subcontractor shall enter into subcontracts for any of the work
contemplated under this contract without obtaining prior written approval of the Department. Contractor
shall use a competitive procurement process in award of any contracts with subcontractors that are
entered into after original contract award Each subcontract shall include a statement indemnifying the
Washington State Military Department Further, that no provision of this clause and no such approval
by the Department of any subcontract shall be deemed in any event or in any manner to provide for the
incurrence of any obligation of the Department in addition to the total agreed upon price
12 ADVANCE PAYMENTS PROHIBITED
No payment in advance or in anticipation of services or supplies to be provided under this agreement
shall be made by the Department.
13. LIMITATION OF AUTHORITY -- "Authorized Signature" Only the assigned Authorized Signature for
the Department or the 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.
14. 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 agreement 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 agreement unless stated to
be such in writing, signed by an authorized representative of the Agency, and attached to the original
agreement
15. 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
Contractor, and a third party mutually agreed upon by both parties The team shall attempt, by majority
vote, to resolve the dispute The parties agree that this dispute process shall precede any action in a
judicial or quasi-judicial tribunal
16. LOSS OF FUNDING
In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way
after the effective date of this agreement and prior to normal completion, the Department may terminate
the agreement, with five (5) days advance written notice, subject to re-negotiation under those new
funding limitations and conditions.
17. TERMINATION
a If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner one or
more of its obligations under this contract, or if the Contractor 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
EMPAG-SFY 07 Page 6 of 17 City of Kent EMD
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corrected within forty-five (45) days after submitting written notice to the Contractor describing
such default or violation
b. Notwithstanding any provisions of this contract, either party may terminate this contract, by
providing written notice of such termination, specifying the effective date thereof, at least forty-
five (45) days prior to such date Reimbursement for approved services performed by the
Contractor, and not otherwise paid for by the Department prior to the effective date of such
termination, shall be as the Department reasonably determines
18. RECAPTURE OF FUNDS
In the event that the Contractor fails to expend funds under this contract in accordance with state law,
or federal law where applicable, and/or the provisions of this contract, or fads to perform any and all
tasks under this contract, the Department reserves the right to recapture state funds in an amount
equivalent to the extent of the noncompliance
Such right of recapture shall exist for a period not to exceed three (3) years following contract
termination Repayment by the Contractor 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
reasonable attorneys' fees
19. GOVERNING LAW -- 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
Contractor, by execution of this contract, acknowledges the jurisdiction of the courts of the state of
Washington in this matter.
20. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to as
the "ADA" 28 CFR Part 35.
The Contractor 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
21. SEVERABILITY
If any provision of this agreement or any provision of any document incorporated by reference shall be
held invalid, such invalidity shall not affect the other provisions of this agreement which can be given
effect without the invalid provision, and to this end the provisions of this agreement are declared to be
severable
End of the general terms and conditions
EMPAG-SFY 07 Page 7 of 17 City of Kent EMD
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Exhibit B
STATEMENT OF WORK
Emergency Management Preparedness Assistance Grant(EMPAG)
State Fiscal Year 2007 (SFY07)
INTRODUCTION: The Washington State 2005-07 operating budget authorizes the Washington State Military
Department (Department), Emergency Management Division (EMD), to award grants for emergency management
preparedness activities that support EMD's vision of a disaster-resistant Washington Funds are for projects that
include development of comprehensive emergency management plans, training of public officials on disaster
response, administration of joint emergency management training exercises, or strengthening of emergency
response, mitigation, preparedness and coordination Following a competitive grant application process, funding
is awarded to the highest scoring eligible applicants City of Kent Emergency Management Division has been
awarded this emergency management preparedness contract and is known hereinafter as the Contractor.
The Contractor Agrees To:
1. Perform activities described in the attached Scope of Work (Attachment A)
2. Provide monthly progress reports on deliverables using the format prescribed by the Military
Department and advise the Military Department of necessary adjustments to the content of the contract.
3. Submit a comprehensive final report detailing the activities completed, the success or failure of those
activities, and justification for any activities not completed using the format prescribed by the Military
Department Projects which include an exercise component must submit the After Action Report as
part of the final report
4. If necessary, hire a Subcontractor to assist in accomplishing the tasks outlined in the Statement of
Work The Military Department may request a copy of the subcontract agreement which outlines the
tasks the subcontractor will perform.
5 Make all supporting documentation to reports available to Military Department staff for review, upon
request
6. Submit signed, approved invoice vouchers (state form A-19) every 30 days for work performed in the
previous 30 days Invoicing timeframes will not be more often than monthly Each A-19 will be
accompanied by a spreadsheet detailing the expenditures Related financial documents and invoices
must be kept on file by the Contractor and be made available upon request to the Department, and
local, state, or federal auditors Requests for reimbursement of equipment purchases will include a
copy of the vendor's invoice and packing slip. If no expenses were incurred during a 30-day period in
lieu of an invoice a memo must be submitted detailing why no funds were expended
The Military Department Agrees To:
1. Provide staff coordination and input such as technical information and assistance.
2. Review reports and billings for accuracy and completion
3 Reimburse the Contractor within 30 days of receipt and approval of monthly signed, dated invoice
voucher(s) (state form A-19), documentation of satisfactory completion of tasks-to-date, and
documentation of costs.
EMPAG-SFY 07 Page 8 of 17 City of Kent EMD
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TIMELINE
Agency Organization Date
Washington State Military Department City of Kent Emergency Management Division 07/06
2006 2007
Tasks JUL AUG SEP OCT NOV DEC JAN FEB MAR APR
1 Submit performance Cr a a a a a a a a
reports
3. Submit invoices a Cr Cr Cr Cr Cr a a
with Reimbursement Form.
4. Submit final performance
report and final invoice a
5 Contract expires Cr
EMPAG-SFY 07 Page 9 of 17 City of Kent EMD
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Exhibit C
BUDGET SHEET
Contract expenditures shall be documented according to the following categories when appropriate-
EMPAG BUDGET SUMMARY
Approved
Budget
Salaries and Benefits $0
Goods and Services (including, but not $0
limited to,supplies, materials, postage, printing,
etc as allowed by grant guidance)
Travel and Per Diem $0
Equipment $90,300
Subcontractor $5,000
Other $0
Management and Administration (5%) $0
In-Direct Costs (10%) $0
Total All Program Costs $95,300
Total Award $95,300
The City of Kent Emergency Management EMPAG award is $95,300. This award will be used to supplement
existing funds, and will not replace (supplant) funds that have been appropriated for the same purpose The
Reimbursement Spreadsheet (Attachment B) will accompany each A-19 Invoice voucher requesting
reimbursement In addition, the Contractor agrees to make all records available to Military Department staff,
upon request
Funding Source Washington State Military Department- Pl#771 M2— EMPAG
EMPAG-SFY 07 Page 10 of 17 City of Kent EMD
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Attachment A
SCOPE OF WORK
Section 1: Need
The City of Kent, Washington is centrally located in the Puget Sound area. The City encompasses
approximately 29 square miles Kent is the fourth largest city within King County and the seventh largest city in
the State of Washington with a resident population of over 85,000 and a daytime population of over 100,000
Kent is strategically located between both the Ports of Seattle and Tacoma, and has rail and truck
transportation corridors that pass through the City There are also approximately 100 Hazardous Materials
facilities that fall under the Emergency Planning and Community-Right-to-Know Act (EPCRA) The Olympic
Pipeline also runs through the City
King County is divided into three distinct zones: Zone 1, 3 and 5 The City of Kent has established itself as a
leader in Zone 3 which includes 16 cities The Director of Emergency Management for the City of Kent chairs
the Zone 3 Emergency Managers Committee A disaster event is likely to be a regional event Kent must be
able to coordinate with regional partners Washington State EMD, King County Office of Emergency
Management and surrounding cities and jurisdictions
To respond to emergency events and disasters an Emergency Coordination Center (ECC) has been
established The mission of the Emergency Coordination Center (ECC) is to provide the infrastructure for
coordinating requests for assistance and resources in response to an incident affecting citywide, zone, county
and state operations.
Supporting the ECC and carrying out the responsibilities outlined in the City of Kent Comprehensive
Emergency Management Plan (CEMP) each city department operates a Department Operations Center
(DOC) Outlined in the CEMP is each DOCs responsibility Ten DOCs are located throughout the city It is
critical for effective disaster operations that each DOC is able to communicate and share information with the
ECC and other DOCs.
Currently the system for information sharing, tracking and processing resource requests is not timely or
efficient Information is gathered by the ECC through the Message Center The Message Center uses a
symposium phone system with five phones in addition to receiving faxes, email and radio communications
Every message is hand written and distributed to sections within the ECC. Information is also tracked by
entering the same information that is on the message form into large display boards in the ECC For
documentation purposes that message information is also entered into a computer database Status boards
can only be viewed by those physically in the planning section or by situation reports that are only given daily
The dynamics of a major event require more of a real time system
There is not a way for information to be simultaneously distributed and viewed by ECC representatives, DOC
staff and outside agencies/jurisdictions Resource requests and disaster response are delayed by the
inefficient documentation process
In 2003, the City of Kent conducted a full scale exercise in conjunction with Top Off II. The after action report
identified the need to improve message flow and information sharing.
The City of Kent would like to implement a system that would allow users to share information and view up-to-
date situation status WebEOC is the solution for the City of Kent to improve emergency operations and be
interoperable with regional partners and agencies such as King County and Washington State EMD
Section 2: Project Description
The City of Kent Emergency Management Division is applying for grant funds to "strengthen emergency
response, mitigation, preparedness and coordination"
EMPAG-SFY 07 Page 11 of 17 City of Kent EMD
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• Attachment A
With funds received from this grant request Kent Emergency Management will enhance disaster coordination
and response by purchasing and implementing the use of WebEOC software WebEOC is online, interactive
software that provides real-time communications and updates for emergency events A large number of users
can log-on to the system from any location Kent Emergency Management will work with a consultant that will
provide the WebEOC software in a package that includes onsite installation and training
We will also purchase the necessary infrastructure to operate the system. The recommended system
requirements include two computer servers and operating system software
We will also purchase 10 laptop computers to be used in the ECC Four laptops will be committed to the
operations section Critical disciplines include Police, Fire, Public Works and Parks The planning section
would need four computers for. the planning section chief, situation unit leader, resource unit leader and
documentation unit One laptop would be used by the finance section and the Mayor's Leadership Team.
City employees that are involved in disaster operations would be identified to attend a training session on the
new system Our partners in Zone 3 would be invited and encouraged to attend training as well
WebEOC software is able to make a seamless connection to other systems A key step in this project is
establishing a connection with King County and Washington State EMD
City of Kent Information Technologies staff will install servers and provide continued system support.
Section 3: Performance Measures
Our goal is to improve methods of resource requests and tracking, information sharing and communications by
implementing WebEOC To document the success of this project we will follow the attached work plan
Critical steps to completing the project include.
Installation of computer servers and operating software
Installation of WebEOC software
Purchase of laptop computers for the ECC
Conducting training sessions with employees that will staff the ECC and DOCs
Activities will be documented in an activity log that identifies each task and the date the task is completed.
To complete the project, Emergency Management staff will design and conduct an exercise that will test the
system and give staff on opportunity to use the system from various locations
Section 4: Impact
This award would have a profound impact on emergency operations within our City and beyond It is a long
term solution to improve internal and external communications
The labor intensive process of hand writing messages and documenting would be no longer necessary.
Resource requests, information and disaster situation would be shared and viewed simultaneously by DOCs
and ECC representatives Disaster responders would have access to up-to-the-minute information
Not only would WebEOC be of great benefit to the City of Kent, but the region as well. Kent is the second
largest warehouse center on the west coast with multiple valuable resources available Both King County and
Washington State Emergency Management Division use WebEOC for their emergency operations The City of
Kent will be able to integrate a system that is already in use by these agencies and other jurisdictions to assist
in fulfilling resource requests
EMPAG-SFY 07 Page 12 of 17 City of Kent EMD
E07-079
Attachment A
Section 5: Governance
Applicant Agent: Jim Schneider, Director of Emergency Management
Alternative Applicant Agent- Dominic Marzano, Emergency Manager
This project will be coordinated by Kent Emergency Management staff Program Manager Brian Felczak and
Program Coordinator Kimberly Behymer.
Brian Felczak has been with the Kent Fire Department for over 25 years, the last six in Emergency
Management He is tasked with overall maintenance and operations of the Emergency Coordination Center
Brian developed and maintains the Emergency Coordination Center Operations Guide
Kimberly Behymer has been with Kent Emergency Management for five years Her duties include staff support
to the ECC and assisting with overall maintenance She also developed and maintains the Message Center
procedures
Both Brian and Kimberly have completed the Emergency Management Professional Development Series
training courses
Section 6: Sustainability/Maintainability
This project will improve our ability to timely and effectively communicate citywide from the time the system is
implemented The effects of this project will continue well after the grant period.
WebEOC will operate on a system owned and maintained by the City of Kent The licenses are a one time
purchase and do not require an annual fee After implementation is complete, the system will be fully
integrated into our emergency operations procedures and benefit the City of Kent, King County, Washington
State EMD and surrounding jurisdiction when ever there is an emergency response.
EMPAG-SFY 07 Page 13 of 17 City of Kent EMD
E07-079
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