HomeMy WebLinkAboutFD08-088 - Original - Jack Herrmann, MSEd., NCC, LMHC - Disaster Mental Health Training - 06/06/2008 O
KENT
W A S M I N 6 T O N
CONSULTANT SERVICES AGREEMENT
between the City of Kent and
JACK HERRMANN, MSEd., NC LMHC
THIS AGREEMENT is made between the City of Kent, a Wa hington municipal corporation
(hereinafter the "City"), and Jack Herrmann, MSEd., NCC, LMHC organized under the laws of
Washington D.C., located and doing business at 2119 - 13th Street NW, Washington DC 20009
(hereinafter the "Consultant").
I. DESCRIPTION OF WORK.
Consultant shall perform the following services for the City in accordance with the
following described plans and/or specifications:
Provide disaster mental health training in accordance ith the Scope of Work
attached and incorporated as Exhibit A, and the City's un erlying grant agreement
with the King County Office of Emergency Management a tached and incorporated
as Exhibit B.
Consultant further represents that the services furnished under this Agreement will be
performed in accordance with generally accepted professional pr ctices within the Puget Sound
region in effect at the time those services are performed.
II. TIME OF COMPLETION. The parties agree that work will begin on the tasks
described in Section I above immediately upon the effective dat of this Agreement. Upon the
effective date of this Agreement, Consultant shall complete the work described in Section I by
June 30, 2008. All acts consistent with the authority of this Agr ement and prior to its effective
date are hereby ratified and affirmed, and the terms of this Agre ment shall be deemed to have
applied.
III. COMPENSATION.
A. The City shall pay the Consultant, based on time a d materials, an amount not to
exceed $11,530.00 for the services described in this Agreement. This is the
maximum amount to be paid under this Agreem nt for the work described in
Section I above, and shall not be exceeded withou the prior written authorization
of the City in the form of a negotiated and executed amendment to this agreement.
The Consultant agrees that the hourly or flat rate charged by it for its services
contracted for herein shall remain locked at the n gotiated rate(s) for a period of
one (1) year from the effective date of this Agre ment. The Consultant's billing
rates shall be as delineated in Exhibit A
CONSULTANT SERVICES AGREEMENT - 1
(Over$10,000)
B. The Consultant shall submit a single payment in oice to the City for work
performed upon completion of all services described in this Agreement. The City
shall provide payment within forty-five (45) days of receipt of an invoice. If the
City objects to all or any portion of an invoice, it s all notify the Consultant and
reserves the option to only pay that portion of the invoice not in dispute. In that
event, the parties will immediately make every effort o settle the disputed portion.
IV. INDEPENDENT CONTRACTOR. The parties i tend that an Independent
Contractor-Employer Relationship will be created by this Agreeme t and that the Consultant has
the ability to control and direct the performance and details of its ork, the City being interested
only in the results obtained under this Agreement.
V. TERMINATION. Either party may terminate thi Agreement, with or without
cause, upon providing the other party thirty (30) days written n tice at its address set forth on
the signature block of this Agreement. After termination, the ity may take possession of all
records and data within the Consultant's possession pertaining to this project, which may be
used by the City without restriction. If the City's use of Consultant's records or data is not
related to this project, it shall be without liability or legal exposur to the Consultant.
VI. DISCRIMINATION. In the hiring of employees for the performance of work under
this Agreement or any subcontract, the Consultant, its subcontr ctors, or any person acting on
behalf of the Consultant or subcontractor shall not, by reason or race, religion, color, sex, age,
sexual orientation, national origin, or the presence of any :enso
, mental, or physical disability,
discriminate against any person who is qualified and availble t perform the work to which the
employment relates. Consultant shall execute the attached ity of Kent Equal Employment
Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion
of the contract work, file the attached Compliance Statement.
VII. INDEMNIFICATION. Consultant shall defend, i demnify and hold the City, its
officers, officials, employees, agents and volunteers harmless f om any and all claims, injuries,
damages, losses or suits, including all legal costs and atto ney fees, arising out of or in
connection with the Consultant's performance of this Agreeme t, except for that portion of the
injuries and damages caused by the City's negligence.
The City's inspection or acceptance of any of Consultant' work when completed shall not
be grounds to avoid any of these covenants of indemnification.
Should a court of competent jurisdiction determine that his Agreement is subject to RCW
4.24.115, then, in the event of liability for damages arising ut of bodily injury to persons or
damages to property caused by or resulting from the concur ent negligence of the Consultant
and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability
hereunder shall be only to the extent of the Consultant's neglig nce.
IT IS FURTHER SPECIFICALLY AND EXPRESS Y UNDERSTOOD THAT THE
INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF
IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF
THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWL DGE THAT THEY HAVE MUTUALLY
NEGOTIATED THIS WAIVER.
The provisions of this section shall survive the expiration or termination of this
Agreement.
CONSULTANT SERVICES AGREEMENT - 2
(Over$10,000)
VIII. INSURANCE. The Consultant shall procure and ma ntain for the duration of the
Agreement, insurance of the types and in the amounts describ d in Exhibit C attached and
incorporated by this reference.
IX. EXCHANGE OF INFORMATION. The City will prov de its best efforts to provide
reasonable accuracy of any information supplied by it to Co sultant for the purpose of
completion of the work under this Agreement.
X. OWNERSHIP AND USE OF RECORDS AND DOCU ENTS. Original documents,
drawings, designs, reports, or any other records developed or created under this Agreement
shall belong to and become the property of the City. All records submitted by the City to the
Consultant will be safeguarded by the Consultant. Consultant shall make such data, documents,
and files available to the City upon the City's request. The City s use or reuse of any of the
documents, data and files created by Consultant for this pr ject by anyone other than
Consultant on any other project shall be without liability or legal a posure to Consultant.
XI. CITY'S RIGHT OF INSPECTION. Even though onsultant is an independent
contractor with the authority to control and direct the perform nce and details of the work
authorized under this Agreement, the work must meet the app oval of the City and shall be
subject to the City's general right of inspection to secure satisfacto y completion.
XII. WORK PERFORMED AT CONSULTANT'S RISK. Consultant shall take all
necessary precautions and shall be responsible for the safety f its employees, agents, and
subcontractors in the performance of the contract work and shall tilize all protection necessary
for that purpose. All work shall be done at Consultant's own risk, and Consultant shall be
responsible for any loss of or damage to materials, tools, or other articles used or held for use in
connection with the work.
XIII. MISCELLANEOUS PROVISIONS.
A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City
requires its contractors and consultants to use recycled and ecyclable products whenever
practicable. A price preference may be available for any designat d recycled product.
B. Non-Waiver of Breach. The failure of the City to in ist upon strict performance of
any of the covenants and agreements contained in this Agreem nt, or to exercise any option
conferred by this Agreement in one or more instances shall not a construed to be a waiver or
relinquishment of those covenants, agreements or options, and t e same shall be and remain in
full force and effect.
C. Resolution of Disputes and Governing Law. This A reement shall be governed by
and construed in accordance with the laws of the State of Washin ton. If the parties are unable
to settle any dispute, difference or claim arising from the parties' performance of this
Agreement, the exclusive means of resolving that dispute, differ nce or claim, shall only be by
filing suit exclusively under the venue, rules and jurisdiction of tf�e King County Superior Court,
a King County, Washington, unless the parties agree in writing to alternative dispute resolution
process. In any claim or lawsuit for damages arising from the parties' performance of this
Agreement, each party shall pay all its legal costs and attorney' fees incurred in defending or
bringing such claim or lawsuit, including all appeals, in addition o any other recovery or award
provided by law; provided, however, nothing in this paragraph hall be construed to limit the
City's right to indemnification under Section VII of this Agreemen .
CONSULTANT SERVICES AGREEMENT - 3
(Over$10,000)
D. Written Notice. All communications regarding this A reement shall be sent to the
parties at the addresses listed on the signature page of the Agr ement, unless notified to the
contrary. Any written notice hereunder shall become effective thr a (3) business days after the
date of mailing by registered or certified mail, and shall be deem d sufficiently given if sent to
the addressee at the address stated in this Agreement or su h other address as may be
hereafter specified in writing.
E. Assignment. Any assignment of this Agreement by a ther party without the written
consent of the non-assigning party shall be void. If the non-assig ing party gives its consent to
any assignment, the terms of this Agreement shall continue in full force and effect and no
further assignment shall be made without additional written conse t.
F. Modification. No waiver, alteration, or modification �f any of the provisions of this
Agreement shall be binding unless in writing and signed by a duly authorized representative of
the City and Consultant.
G. Entire Agreement. The written provisions and terms of this Agreement, together
with any Exhibits attached hereto, shall supersede all prior verb I statements of any officer or
other representative of the City, and such statements shall not a effective or be construed as
entering into or forming a part of or altering in any manner thi Agreement. All of the above
documents are hereby made a part of this Agreement. However, should any language in any of
the Exhibits to this Agreement conflict with any language contain d in this Agreement, the terms
of this Agreement shall prevail.
H. Compliance with Laws. The Consultant agrees to co ply with all federal, state, and
municipal laws, rules, and regulations that are now effective or in the future become applicable
to Consultant's business, equipment, and personnel engaged in operations covered by this
Agreement or accruing out of the performance of those operation .
I, Counterparts. This Agreement may be executed in any number of counterparts,
each of which shall constitute an original, and all of which ill together constitute this one
Agreement.
IN WITNESS, the parties below execute this Agreem nt, which shall become
effective on the last date entered below.
CONSULTANT: CITY OF KEN
By: By:
( igna re) (signature)
Print N m iti Prin a )e:j zette Cooke
Its Its mivor
titly
DATE: 5�(� 0 DATE: /09
CONSULTANT SERVICES AGREEMENT - 4
(Over$10,000)
i
NOTICES TO BE SENT TO: NOTICES TO BE SENT TO:
CONSULTANT: CITY OF KENT:
Jack Herrmann, MSEd., NCC, LMHC Dominic V Marzar o
City of Kent
2119 13th Street, NW 220 Fourth Aven a South
Washington, DC 20009 Kent, WA 98032
(253) 856-4316 ( elephone)
(202) 986-9790 (telephone) (253) 856-4119 (facsimile)
Insert Fax Number facsimile
APPROVED ASI O FORM:
it to
K t La T
art ent
[In this field,you may enter the electronic filepath where the contract has been saved]
CONSULTANT SERVICES AGREEMENT - 5
(Over$10,000)
DECLARATION
CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY
The City of Kent is committed to conform to Federal and State law regarding equal opportunity.
As such all contractors, subcontractors and suppliers who perfo m work with relation to this
Agreement shall comply with the regulations of the City's a ual employment opportunity
policies.
The following questions specifically identify the requirements the ity deems necessary for any
contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative
response is required on all of the following questions for this Agre ment to be valid and binding.
If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the
directives outlines, it will be considered a breach of contract and it will be at the City's sole
determination regarding suspension or termination for all or part o the Agreement;
The questions are as follows:
1. I have read the attached City of Kent administrative policy umber 1.2.
2. During the time of this Agreement I will not discriminate i employment on the basis of
sex, race, color, national origin, age, or the presence of 11 sensory, mental or physical
disability.
3. During the time of this Agreement the prime contractor will provide a written statement to
all new employees and subcontractors indicating commit ent as an equal opportunity
employer.
4. During the time of the Agreement I, the prime contractor, will actively consider hiring and
promotion of women and minorities.
5. Before acceptance of this Agreement, an adherence state ent will be signed by me, the
Prime Contractor, that the Prime Contractor complied wit the requirements as set forth
above.
By signing below, I agree to fulfill the five requirements reference above.
Dated this ' day of , 200
By:
For:
Title: lti�
Date:
EEO COMPLIANCE DOCUMENTS - 1
CITY OF KENT
ADMINISTRATIVE POLICY
NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998
SUBJECT: MINORITY AND WOMEN SUPERS DES: April 1, 1996
CONTRACTORS APPROVED Y Jim White, Mayor
POLICY:
Equal employment opportunity requirements for the City of Kent will conform to federal and
state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee
equal employment opportunity within their organization and, if hol ing Agreements with the City
amounting to $10,000 or more within any given year, must take t e following affirmative steps:
1. Provide a written statement to all new employees and subcontractors indicating
commitment as an equal opportunity employer.
2. Actively consider for promotion and advancement available minorities and women.
Any contractor, subcontractor, consultant or supplier who illfully disregards the City's
nondiscrimination and equal opportunity requirements shall be considered in breach of contract
and subject to suspension or termination for all or part of the Agre ment.
Contract Compliance Officers will be appointed by the Directors f Planning, Parks, and Public
Works Departments to assume the following duties for their respe tive departments.
1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these
regulations are familiar with the regulations and the City's equal employment opportunity
policy.
2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines.
EEO COMPLIANCE DOCUMENTS - 2
CITY OF KENT
EQUAL EMPLOYMENT OPPORTUNITY COMPLIAN E STATEMENT
This form shall be filled out AFTER COMPLETION of this project y the Contractor awarded the
Agreement.
I, the undersigned, a duly represented agent of
Company, hereby acknowledge and declare that the before-menti ned company was the prime
contractor for the Agreement known as that wa entered into on the,
(date) , between the firm I repr sent and the City of Kent.
I declare that I complied fully with all of the requirements and obl'gations as outlined in the City
of Kent Administrative Policy 1.2 and the Declaration City of Kent qual Employment Opportunity
Policy that was part of the before-mentioned Agreement.
Dated this day of , 200
By:
For:
Title:
Date:
EEO COMPLIANCE DOCUMENTS - 3
EXHIBIT A
SCOPE OF WORK
The Consultant and one Co-Master Trainer will provide one ( -day) instructor
training workshop at a time and location to be jointly determined by the Consultant
and City. The Consultant will assist the City in identifying in tructor trainee
selection and review criteria as well as provide consultation n training site
preparation.
The Consultant will prepare an evidence-informed, disaster ental health training
curriculum entitled; Disaster Behavioral Health: A Critical Re ponse for the City that
will provide mental health professionals and other disaster p rsonnel with the
knowledge and skills necessary to respond to the psychologi al and psychosocial
impacts on individuals and communities in the early afterma h of disasters and
other critical events. The Consultant will conduct one, 3-day Instructor Candidate
Training (ICT) workshop using the Disaster Behavioral Healt : A Critical Response
training curriculum.
Project Management and Consultation
Utilizing resources and input provided by the City, the Cons Itant will develop a
work plan and time line for the coordination of a disaster m ntal behavioral
Instructor Candidate Training workshop.
Training Products
All training materials below will be issued to the City in an electronic file format
(Adobe Acrobat and/or Microsoft Word formats)
Training Manuals and Materials: Upon consultation and collaboration with the City,
the Consultant will provide the CLIENT with a CD-ROM cont ining electronic file
formats of the following products:
• Disaster Behavioral Health: A Critical Response (I structor Manual)
• Disaster Behavioral Health: A Critical Response (P rticipant Manual)
• Disaster Behavioral Health: A Critical Respons (Instructor and
Administrative Training Guidelines Manual)
• Disaster Behavioral Health: A Critical Response (Family Assistance
Center Exercise Instruction Manual)
• Disaster Behavioral Health: A Critical Resp rise (PowerPoint
presentation)
• Participant Training Recruitment Letter Template
• Participant Training Acceptance Letter Template
• Participant Training Application Form Template
• Pre-Training Materials (Personal Vignettes and th Personal, Family,
and Work Life Inventory)
Other Training Resources: Training Class Sign-In Roster, Completion of Training
Certificate template, as well as associated documents refer nced throughout the
training.
Instructor Candidate Training Workshop
Federal Tax ID No: 043-42-9546
Budget***
Contractor Fees (includes Co-Master Trainer Expenses)............................$ 8,600
Travel, Hotel, Rental Car and Per Diem ...........................................................$ 2,930
Total.................................................................................................... ................ .$ 11,530
***Expenses not included in the above quote include:
Training site rental fees, audio-visual equipment rental fees associated catering
costs
C
Fxhr' b; f
FFY07-SHSP-TE-001
King County Office of Emergency Management
HOMELAND SECURITY SUBGRANT AGREEMENT
SUB GRANT AGREEMENT NUMBER: FFY07-SHSP-TE-001
PROJECT TITLE: Disaster Mental Health-A Critical Response
THIS AGREEMENT is made and entered into by and between King County and the City of
Kent, hereinafter "Subgrantee", for the express purposes set forth in the following provisions of
this Agreement.
It is understood that funding for this Agreement has been granted t King County by the United
States Department of Homeland Security (DHS) through the Washington State Military
Department, Emergency Management Division (EMD). The funding source of the grant is the
FFY07 State Homeland Security Program (SHSP) Catalog of Federal Domestic Assistance
(CFDA) #97.067, State Contract# E08-196.
Neither the DHS nor the Federal Government shall be a party to any subagreement nor to
any solicitations or request for proposals. This Agreement shall i be subject to the applicable
grant contract between DHS and EMD and the subgrant contract between EMD and King
County. The Subgrantee agrees not to perform any act, fail to perform any act, or refuse to
comply with any King County requests that would cause King County to be in violation of the
DHS and EMD grant terms and conditions, a copy of which is attached hereto as Exhibit D.
NOW THEREFORE, King County and the Subgrantee mutually agr a as follows:
1. SCOPE OF WORK, BUDGET AND APPROVED EQUIPMENT LI T
The Subgrantee will accomplish the work and tasks as set forth in t is Agreement including the
Scope of Work, (attached hereto as Exhibit A), Budget (Exhibit B) arid Approved Equipment List
(Exhibit C).
2. PERIOD OF PERFORMANCE
The period of performance under this Agreement will be from May 1, 2008 to September 1,
2008. All work must be satisfactorily completed, and all Invoice reimbursement requests,
reports, and deliverables must be submitted to King County Office of Emergency Management,
by the end of this Period of Performance.
3. CONTRACT REPRESENTATIVES
King County's Project Manager on this Agreement shall be Alec hapman - Project/Program
Manager II at King County Office of Emergency Management. The Project Manager shall be
responsible for monitoring the performance of the Subgrantee, the approval of actions by the
Subgrantee, approval for payment of billings and expenses submitted by the Subgrantee, and
the acceptance of any reports by the Subgrantee.
The Subgrantee's representative to this Agreement shall be Dominic Marzano - Assistant
Chief/Emergency Manager for the City of Kent, who will be he contact person for all
communications regarding the conduct of work under this Agreement and who will ensure that
all terms of the Agreement are met.
Page 1 of 36
FFY07-SHSP-TE-001
Any notice required or permitted under this Agreement shall be deemed sufficiently given or
served if sent to King County or the Subgrantee at the addresses pr vided below:
If to King County:
Alec Chapman
King County Office of Emergency Management
3511 NE 2"d Street
Renton, WA 98056
PH: 206.296.3830/ FAX: 206.205.4056
alec.chapman@kingcounty.gov
If to the Subgrantee:
Dominic V. Marzano
City of Kent
24611 116''Ave Southeast
Kent, WA 98030
PH: 253.856.4316/ FAX: 253.856.4119
dmarzano(a-)ci.kent.wa.us
4. REIMBURSEMENT REQUESTS AND PAYMENT
This is a reimbursement Agreement and will not to exceed $ 14 030.00 (Fourteen thousand
th/rty dollars and zero cents) with compensation payable to the Subgrantee for satisfactory
performance of the work under this Agreement. Payment for sat sfactory performance of the
work shall not exceed this amount. The parties may amend this arr ount by mutual agreement.
Compensation for satisfactory work performance shall be pays le upon receipt of properly
completed Invoice Reimbursement Request, which is available to t e Subgrantee at.
http://www.metrokc.gov/[)repare/homelandsecurily/homelandsecuri v sub rant.as x
Invoice Reimbursement Request forms for eligible costs may a submitted no more than
monthly and no less than quarterly after expenses have een incurred. Supporting
documentation is required for reimbursement of all expenses related to the Scope of Work,
Budget and Approved Equipment List in Exhibits A, B and C. Supporting documentation
includes, but is not limited to, paid invoices to vendors, paid ex ense claim forms, canceled
checks, etc. The documentation must also include the date of p yment by the Subgrantee to
ensure that the work was completed within the subgrant period of erformance. When seeking
reimbursement for equipment, the Subgrantee must also present Hand Receipt Form. King
County may also require the Subgrantee to document that funding governed by this Agreement
is not being used to replace or supplant existing programs, tall costs, activities and/or
equipment.
Payment shall be considered timely if mailed by King County to th Subgrantee within thirty (30)
calendar days after receipt of properly completed Invoice Reimb rsement Request. Payment
shall be sent to the address designated by the Subgrantee on the Invoice Reimbursement
Request form. King County may, at its sole discretion, withho d payments claimed by the
Page 2 of 36
FFY07-SHSP-TE-001
Subgrantee for services rendered if King County has determined that the Subgrantee has failed
to satisfactorily comply with any term or condition of this Agreement.
King County does not incur liability for any payment to the Subgrantee that is subsequently
disallowed by State or Federal granting agencies. King County reserves the right to withhold or
recoup payment for work or activities determined by funding agencies to be ineligible for
reimbursement.
5. REPORTING REQUIREMENTS
Narrative Progress Reports are due on a quarterly basis. This report must include the
Subgrantee's progress in implementing the Scope of Work including any problems
encountered and possible cost overruns or under runs. If no progress has been made on the
Agreement a report must still be provided quarterly.
6. RECORDS MAINTENANCE
The Subgrantee shall maintain accounts and records, incI din personnel, financial, and
programmatic records, and other such records as may be deemed necessary by King County,
to ensure proper accounting for all project funds and compliance w th this Agreement. All such
records shall sufficiently and properly reflect all direct and indirect costs of any nature expended
and service provided in the performance of this Agreement. These records shall be maintained
for a period of six (6) years after subgrant close-out, and shall be subject to inspection, review
or audit by King County, State or Federal officials as so authorized y law.
7. EQUIPMENT MANAGEMENT& GENERAL PROGRAM REQUIREMENTS
A. EQUIPMENT MANAGEMENT
All equipment purchased under this Agreement by the Subgrantee will be recorded and
maintained in an equipment inventory system.
1. Upon successful completion of the terms of this Agreement, II equipment purchased
through this Agreement will be owned by the Subgrantee, or a recognized sub-grantee
for which a contract, subgrant agreement, or other means of egal transfer of ownership
is in place.
2. The Subgrantee, or a recognized subgrantee shall be responsible for any and all
operation and maintenance expenses and for the safe operation of the equipment,
including all questions of liability.
3. The Subgrantee shall maintain equipment records that include: a description of the
property; the manufacturer's serial number, model number, o other identification
number; the source of the equipment, including the Catalogue of Federal Domestic
Assistance or CFDA number; who holds title; the acquisition ate; the cost of the
equipment and the percentage of Federal participation in the cost; the location, use and
condition of the equipment at the date the information was re orted; and disposition data
including the date of disposal and sale price of the property.
4. Records for equipment shall be retained by the Subgrantee f r a period of six (6) years
from the date of the disposition, replacement or transfer. If any litigation, claim, or audit is
started before the expiration of the six (6) year period, the records shall be retained by
the Subgrantee until all litigations, claims, or audit findings involving the records have
been resolved.
5. The Subgrantee shall take a physical inventory of the equipment and reconcile the
results with the property records at least once every two (2) years. Any differences
between quantities determined by the physical inspection and those shown in the
Page 3 of 36
n
FFY07-SHSP-TE-001
records shall be investigated by the Subgrantee to determine the cause of the difference.
The Subgrantee shall, in connection with the inventory, verify the existence, current
utilization, and continued need for the equipment.
6. The Subgrantee shall develop a control system to ensure ad quate safeguards to
prevent loss, damage, and theft of the property. Any loss, da age or theft shall be
investigated and a report generated which will be submitted t King County Office of
Emergency Management.
7. The Subgrantee will develop adequate maintenance proced res to keep the property in
good condition.
8. If the Subgrantee is authorized or required to sell the prope , proper sales procedures
must be established to ensure the highest possible return.
9. When original or replacement equipment is no longer neede for the original project or
program or for other activities currently or previously support d by a Federal agency,
disposition of the equipment will be made as follows:
a. Items of equipment with a current per-unit fair market alue of less than $5,000
may be retained, sold or otherwise disposed of by the Subgrantee with no further
obligation to the awarding agency.
b. Items of equipment with a current per-unit fair market alue of more than $5,000
may be retained or sold and the Subgrantee shall co pensate the Federal-
sponsoring agency for its share.
As subgrantees of federal funds the Subgrantee must pass n equipment management
requirements that meet or exceed the requirements outlined a ove for all subgrantees who
receive pass-thru funding from this contract.
B. GENERAL PROGRAM REQUIREMENTS
Subgrantee must adhere to all financial and procurement guidanc , including competitive
process and other procurement requirements as documented in th Department of Homeland
Security(DHS) Financial Guide at:
http://www.dhs.gov/xiibra!)L/assets/Grants Financial Management uide. df
Local and state procurement and contracting regulations take pre edent over these
requirements when local and state regulations are more stringent.
• Adhere to Office of Grants and Training requirements tha all sole source contracts
over$100,000 be reviewed and approved by the King Co my prior to execution of a
contract. This requirement must be passed on to all of th Subgrantee's sub-
contractors, at which point the Subgrantee will be respon ible for reviewing and
approving their sub contractor's sole source justification.
• Adhere to Office of Grants and Training requirements tha all contracts with individual
consultants, that are not competitively bid, and where the consultant will be charging an
excess of$450 per day (excluding travel and subsisten ) must be approved by King
County before the contract is executed. This requiremen must be passed on to all of
the Subgrantee's sub-contractors, at which point the Sub rantee will be responsible for
reviewing and approving their sub-contractor's contract.
No travel or subsistence costs, including lodging and meals, reimbursed under this sub grant
agreement may exceed federal maximum rates which can be fo nd at www.gsa.gov.
8. COMPLIANCE WITH APPLICABLE LAWS AND GRANT REQ IREMENTS
The Subgrantee shall be responsible for following all applicable ederal, State and local laws,
ordinances, rules and regulations in the performance of work d scribed herein. New federal
Page 4 of 36
FFY07-SHSP-TE-001
laws, regulations, policies and administrative practices may be es ablished after the date this
Agreement is established and may apply to this Agreement. T achieve compliance with
changing federal requirements, the Subgrantee agrees to accept al changed requirements that
apply to this Agreement and to require compliance with ch nged requirements in all
subcontracts. Failure to comply shall constitute a material breach of this Agreement.
By entering into this Agreement the Subgrantee agrees to impl ment the National Incident
Management System (NIMS) per DHS requirements as outlined in t e 2007 Homeland Security
Grant Program Guidelines.
The Subgrantee and all its subcontractors shall comply with and DHS is not respgnsible for
determining compliance with any and ail agplicable federal state and local laws regulations,
and/or policies. This obligation includes but is not limited to la s regulations and policies
listed in this Agreement.
A. EQUAL EMPLOYMENT OPPORTUNITY
During the performance of this Subgrant, the Subgrantee shall cor 1ply with all federal and
state nondiscrimination statutes and regulations. These requirem nts include, but are not
limited to:
1. Nondiscrimination in Employment: The Subgrantee shall not discriminate against
any employee or applicant for employment because of ra e, color, sex, religion,
national origin, creed, marital status, age, Vietnam era or disabled veterans status, or
the presence of any sensory, mental, or physical handica This requirement does
not apply, however, to a religious corporation, associatio , 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 cor oration, association,
educational institution or society of its activities.
2. The Subgrantee shall take affirmative action to ensure th t employees are employed
and treated during employment without discrimination be ause of their race, color,
religion, national origin, creed, marital status, age, Vietna era or disabled veterans
status, or the presence of any sensory, mental, or physic I handicap. Such action
shall include, but not be limited to, the following: Employ ent, upgrading, demotion,
or transfer, recruitment, or recruitment selection for traini g, including
apprenticeships and volunteers.
Ref: Executive Order 11246, as amended by Executive Ord r 11375; Title VII of the Civil
Rights Act, as amended, 42 USC § 2000e; section 4 o the Age Discrimination in
Employment Act of 1967, as amended, 29 USC § 623; secti n 102 of the Americans with
Disabilities Act, as amended, 42 USC §§ 12101 et seq.; 29 CFR Part 1630; 41 CFR § 60-
1.4.
B. NON-DISCRIMINATION
During the performance of this Agreement, neither the ubgrantee nor any party
subcontracting under the authority of this Agreement shall discr minate on the basis of race,
color, sex, religion, nationality, creed, marital status, sexual orientation, age, or presence of
any sensory, mental, or physical handicap in the employment or application for employment or
in the administration or delivery of or access to services or a y other benefits under this
Agreement as defined by King County Code, Chapter 12.16.
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FFY07-SHSP-TE-001
During the performance of this Agreement, neither the ubgrantee nor any party
subcontracting under the authority of this Agreement shall en age in unfair employment
practices as defined by King County Code, Chapter 12.17 or 12.1 .
The Subgrantee shall comply fully with all applicable Fede al, State and local laws,
ordinances, executive orders and regulations that prohibit such discrimination. These laws
include, but are not limited to, RCW Chapter 49.60 and Titles VI nd VII of the Civil Rights Act
of 1964.
During the performance of this Agreement, the Subgrantee, or itself, its assignees and
successors-in-interest agrees as follows:
1. Nondiscrimination
The Subgrantee, with regard to the work performed by it du ing the Agreement, shall not
discriminate on the grounds of race, color, creed, gender, di ability, age or national origin
in the selection and retention of subcontractors. The Su grantee shall not participate
either directly or indirectly in the discrimination prohibit d by Section 21.5 of the
Regulations, including employment practices when the Agr ement covers a program set
forth in Appendix B of the Regulations.
Ref: 20 USC §§ 1681 et seq., Age Discrimination Act of 1 75, as amended, 42 USC §§
6101 et seq.; Section 504 of the Rehabilitation Act of 1973 as amended, 29 USG § 794,
Americans with Disabilities Act of 1990 (ADA), as amended, 2 USC §§ 12101 etseq.
2. Solicitations for Subcontracts, Including Procurements of M terials and Equipment
In all solicitations either by competitive proposal or negotiati n made by the Subgrantee for
work to be performed under a subcontract each potential su contractor or supplier shall be
notified by the Subgrantee of the Subgrantee's obligations under this Agreement and the
regulations relative to nondiscrimination on the grounds f race, color, creed, gender,
disability, age or national origin.
3. Information and Reports
The Subgrantee shall provide all information and reports required by the regulations or
directives issued pursuant thereto and shall permit access to its books, records, accounts,
other sources of information, and its facilities as may be determined to be pertinent to
ascertain compliance with such regulations, orders and be
ructions. The Subgrantee shall
maintain all required records for at least six (6) years fter King County makes final
payment and all other pending matters are closed.
4. Incorporation of Provisions
The Subgrantee shall include the provisions of paragrap s A through D of this section in
every subcontract, unless exempt by the regulations or di ctives issued pursuant thereto.
The Subgrantee shall take such action with respect to an subcontract or procurement as
King County or DHS may direct as a means of enfor ing such provisions, including
sanctions for noncompliance. Provided, however, tha , in the event the Subgrantee
becomes involved in or is threatened with litigation with subcontractor or supplier as a
result of such direction, the Subgrantee may request ing County to enter into such
litigation to protect the interests of the County, and i addition, the Subgrantee may
request the Federal Government to enter into such litigat on to protect the interests of the
United States.
C. AMERICANS WITH DISABILITIES ACT
In accordance with section 102 of the Americans with Disabi ities Act, as amended, 42 U.S.C.
§ 12112, the Contractor shall comply with the requirements of U.S. Equal Employment
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Opportunity Commission, "Regulations to Implement the Equal E ployment Provisions of the
Americans with Disabilities Act," 29 C.F.R. Part 1630, pertaining to employment of persons
with disabilities.
The Subgrantee is required to comply with all applicable require ents of the Americans with
Disabilities Act of 1990 (ADA), 42 USC §§ 12101, et seq.; Section 04 of the Rehabilitation Act
of 1973, as amended, 29 USC § 794; and, and the following regul tions and any amendments
thereto:
1. U.S. Department of Justice (DOJ) regulations, "Nondis rimination on the Basis of
Disability in State and Local Government Services,"28 CFR P rt 35;
2. U.S. Department of Justice regulations, "Nondiscrimination on the Basis of Disability by
Public Accommodations and in Commercial Facilities,"28 CF Part 36;
3. U.S. General Services Administration regulations, "Constru tion and Alteration of Public
Buildings,"41 CFR Subpart 101-19;
4. U.S. Equal Employment Opportunity Commission (EEOC "Regulations to Implement
the Equal Employment Provisions of the Americans with Di abilities Act," 29 CFR Part
1630;
5. U.S. Federal Communications Commission regulations, "Telecommunications Relay
Services and Related Customer Premises Equipment for the Hearing and Speech
Disabled", 47 CFR Part 64, Subpart F.
D. PRIVACY ACT
Should the Subgrantee, or any of its subcontractors, or their empl yees administer any system
of records on behalf of the Federal Government, the Privacy A t of 1974, 5 USC § 552a,
imposes information restrictions on the party administering the syst m of records.
For purposes of the Privacy Act, when the Agreement involves t e operation of a system of
records on individuals to accomplish a government function, the Subgrantee and any
subcontractors and their employees involved therein are co sidered to be government
employees with respect to the government function. The require ents of the Act, including the
civil and criminal penalties for violations of the Act, apply to those individuals involved. Failure
to comply with the terms of the Act or this provision of this Agreement shall make this
Agreement subject to termination. The Subgrantee agrees t include this clause in all
subcontracts awarded under this Agreement that involve the desig , development, operation, or
maintenance of any system of records on individuals subject to the Act.
E. INTEREST OF MEMBERS OF OR DELEGATES OF CONGRESS
Pursuant to 41 USC § 22, no member of or delegate to the C ngress of the United States
shall be admitted to any share or part of this Agreement or to any enefit arising therefrom.
F. DISCLOSURE OF LOBBYING ACTMTIES
Agreements in excess of $100,000 require that a Certificatio Regarding Lobbying, and
Disclosure of Lobbying Activities (if appropriate), be completed a d submitted to King County
as required by 49 CFR Part 20, "New Restrictions on Lobbying."
The Subgrantee certifies that it shall not and has not used Fede al appropriated funds to pay
any person or organization for influencing or attempting to influe ce an officer or employee of
any agency, a member of Congress, officer or employee of Co gress, or an employee of a
member of Congress in connection with obtaining any Federal Contract, grant or any other
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FFY07-SHSP-TE-001
award covered by the Byrd Anti-Lobbying Amendment, 31 USC § 1352. The Subgrantee shall
disclose the name of any registrant under the Lobbying Disclosure Act of 1995, codified at 2
USC § 1601 et seq., who has made lobbying contacts on its behalf with non-Federal funds with
respect to that Federal Contract, grant or award covered by 31 US § 1352. Such disclosures
are to be forwarded to King County.
The Subgrantee shall include the language of this certification in a I subcontract awards at any
tier and require that all recipients of subcontract awards in excess if$100,000 shall certify and
disclose accordingly.
Ref: 49 CFR Part 20, modified as necessary by 31 USC § 1352.
G. FALSE OR FRAUDULENT STATEMENTS OR CLAIMS
The Subgrantee acknowledges that if it makes a false, fictitious, or fraudulent claim, statement,
submission, or certification to King County in connection with this roject, the County reserves
the right to pursue the procedures and impose on the recipient the penalties of 18 USC § 1001,
31 USC §§ 3729 and 3801 et seq., and/or 49 USC § 5307(n)(1), as may be appropriate.
The Subgrantee agrees to include this clause in all subco tracts awarded under this
Agreement.
H. ENERGY CONSERVATION
The Subgrantee agrees to comply with mandatory standards an policies relating to energy
efficiency that are contained in the State Energy Conservation pl n issued in compliance with
the Energy Policy and Conservation Act, 42 USC §§ 6321 et seq., nd 49 CFR Part 18.
The Subgrantee agrees to include this clause in all subco tracts awarded under this
Agreement.
I. ENVIRONMENTAL REQUIREMENTS
The Subgrantee agrees to comply with the applicable requirements of the National
Environmental Policy Act of 1969, as amended, 42 USC §§ 4 21, et seq., consistent with
Executive Order No. 11514, as amended, "Protection and Enhancement of Environmental
Quality," 42 USC § 4321 note. Council on Environmental Quali regulations on compliance
with the National Environmental Policy Act of 1969, as amended, 42 USC § 4321 et seq. and
40 CFR Part 1500, etseq.
J. PREFERENCE FOR RECYCLED PRODUCTS
To the extent practicable and economically feasible, the Su luder
antee agrees to provide a
competitive preference for products and services that conservetural resources and protect
the environment and are energy efficient. Examples of such prcts may include, but are not
limited to, products described in the United States EPA Guines at 40 CFR Part 247,
implementing section 6002 of the Resource Conservation and covery Act, as amended, 42
USC § 6962, and Executive Order 12873.
K. PATENT RIGHTS
If any invention, improvement, or discovery of the Subgrantee any of its Subcontractors is
conceived or first actually reduced to practice in the course of or this Agreement, and that
invention, improvement, or discovery is patentable under the laws of the United States or any
foreign country, the Subgrantee agrees to notify King County immediately and provide a
detailed report. The rights and responsibilities of the Subgrantee and King County with respect
to such invention, improvement or discovery shall be determined n accordance with applicable
Federal laws, regulations, policies, and any waiver thereof.
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FFY07-SHSP-TE-001
Unless the Federal Government later makes a contrary determina 'on in writing, irrespective of
the Subgrantee's status (i.e., a large business, small business, state government or state
instrumentality, local government, nonprofit organization, academ c institution, individual), the
County and the Subgrantee agree to take the necessary actions to provide, through DHS, those
rights in that invention due the Federal Government as descri d in U.S. Department of
Commerce regulations, Rights to Inventions Made by Nonpro it Organizations and Small
Business Firms Under Government Grants, Contracts and Coope ative Agreements," 37 CFR
Part 401.
The Subgrantee also agrees to include the requirements of this s ction in each subcontract for
experimental, developmental, or research work financed in w ole or in part with Federal
assistance provided by DHS.
Ref: 49 CFR Part 19,Appendix A, Section 5
L.. OMB CIRCULARS
The Subgrantee shall comply with OMB Circular A-87, Cost Pri ciples for State, Local, and
Indian Tribal Governments; OMB A-102, Grants and Cooperativ Agreements with State and
Local Governments; and A-133, Audits of States, Local G vernments, and Non-Profit
Organizations.
M. SINGE AUDIT ACT
Non-federal entities receiving financial assistance of $500,000 r more in Federal funds from
all sources, direct and indirect, are required to have a single or a program-specific audit
conducted in accordance with the U.S. Office of Management and Budget (OMB) (Revised
June 27, 2003) Circular A-133-Audits of States, Local G vernments, and Non-Profit
Organizations. Non-federal entities that spend less than $500, 00 a year in Federal awards
are exempt from Federal audit requirements for that year, exce t as noted in Circular No. A-
133.
Entities required to have an audit must ensure the audit is erformed in accordance with
Generally Accepted Auditing Standards (GAAS), Governm nt Auditing Standards (the
Revised Yellow Book) developed by the Comptroller Gener I and the OMB Compliance
Supplement.
The Subgrantee has the responsibility of notifying the State Au itor's Office and requesting an
audit, if required.
The Subgrantee shall maintain its records and accounts o as to facilitate the audit
requirement and shall ensure that any subrecipients or subcont actors also maintain auditable
records.
The Subgrantee must send a letter stating there has been a si gle audit completed and there
were no findings or if there were findings, the letter should pr vide a list of the findings. In
addition to sending a copy of the audit, the Subgrantee must i clude a corrective action plan
for any audit findings and a copy of the management letter if on was received.
The Subgrantee must send this letter to King County no later than nine (9) months after the
end of the Subgrantee's fiscal year(s).
The Subgrantee shall include the above audit requirements in ny subcontracts.
N. CERTIFICATION REGARDING DEBARMENT,SUSPENSION,OR INEL GIBILITY
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FFY07-SHSP-TE-001
If Federal funds are the basis for this contract, the Subgrantee certifies that neither it nor its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from participation in transactions by any Federal department or agency.
By signing and submitting this Agreement, the Subgrantee is prov ding the signed certification
set out below. The certification in this clause is a material repre entation of fact upon which
reliance was placed when this transaction was entered into. If it is later determined that the
Subgrantee knowingly rendered an erroneous certification, the Federal Government and
County may pursue available remedies, including suspension and or debarment.
The Subgrantee shall provide immediate written notice to King County if at any time the
Subgrantee learns that its certification was erroneous when submitted or has become
erroneous by reason of changed circumstances.
The terms "covered transaction," "debarred," "suspended," "ineligible," 'lower tier covered
transaction," "participant," "persons," "principal," "proposal," an "voluntarily excluded," as
used in this clause, have the meanings set out in the Definitions and Coverage sections of
rules implementing Executive Order 12549 [49 CFR Part 29].
The Subgrantee agrees by signing this Agreement that it shall not knowingly enter into any
covered transaction with a person or subcontractor who is debarred, suspended, declared
ineligible, or voluntarily excluded from participation in this covered transaction, unless
authorized in writing by King County.
The Subgrantee shall include the requirement in this section in any subcontracts.
9. AMENDMENTS
This Agreement may be amended only by written concurrence of both parties. Amendments to
Scope of Work (Exhibit A), Budget (Exhibit B) and Approved Equipment List (Exhibit C) will only
be approved if the proposed amendment is consistent with State and Federal granting agency
rules. Except for changes in Equipment and Salaries & Benefits oi the Budget (Exhibit B), up
to ten percent (10%) of the total award amount may be shifted between the other approved
budget categories and sub categories. For Equipment, Salaries & Benefits or amounts over ten
percent (10%), the Subgrantee must submit a written budget amendment request for approval.
Such requests will only be approved if the proposed change(s) is (are) consistent with and/or
achieve(s) the goals stated in the Scope of Work (Exhibit A) and falls within the grant
requirements.
10. TERMINATION
This Agreement may be terminated by King County, in whole or in part, for convenience without
cause prior to the end of the Period of Performance, upon thirty 30) calendar days advance
written notice.
This Agreement may be terminated by either party, in whole or in part, for cause prior to the end
of the Period of Performance, upon thirty (30) calendar days advance written notice. Reasons
for termination for cause may include but not be limited to: material issues of nonperformance
misuse of funds, and/or failure to provide grant-related invoices reports, or any requested
documentation.
If the Agreement is terminated as provided above, King County will be liable only for payment in
accordance with the terms of this Agreement for satisfactory work completed prior to the
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FFY07-SHSP-TE-001
effective date of termination. The Subgrantee shall be released from any obligation to provide
further services pursuant to this Agreement.
Nothing herein shall limit, waive, or extinguish any right or remedy provided by this Agreement
or law that either parry may have in the event that the obligations, terms and conditions set forth
in this Agreement are breached by the other party.
Funding under this Agreement beyond the current appropriation year is conditional upon
appropriation of sufficient funds to support the activities described in this Agreement. Should
such an appropriation not be approved, this Agreement will ter inate at the close of the current
appropriation year.
11. HOLD HARMLESS AND INDEMNIFICATION
The Subgrantee shall protect, indemnify and hold harmless King County, its officers, officials,
agents, and employees from and against any and all claims, costs, and/or issues whatsoever
occurring from any and all actions by the Subgrantee and/or its subcontractors pursuant to this
Agreement. The Subgrantee shall defend at its own expens any and all claims, demands,
suits, penalties, losses, damages, or costs of any kind whatsoever (hereinafter "claims")
brought against King County arising out of or incident to he Subgrantee's execution of,
performance of or failure to perform this Agreement. Claims s all include but not be limited to
assertions that the use or transfer of any software, book, docu ent, report, film, tape, or sound
reproduction or material of any kind, delivered hereunder, co stitutes an infringement of any
copyright, patent, trademark, trade name, and/or otherwise results in unfair trade practice.
In the event the County incurs attorney fees and/or costs in t e defense of claims within the
scope of the paragraph above, such attorney fees and costE shall be recoverable from the
Subgrantee. In addition King County shall be entitled to recover from the Subgrantee its
attorney fees, and costs incurred to enforce the provisions of thi 3 section.
12. INSURANCE
Subgrantee shall provide and maintain and shall cause its subcontractors to provide and
maintain Commercial General Liability in the minimum amount of $1,000,000 per occurrence
and $ 2,000,000 in the aggregate. King County, its officers, officials, agents and employees
shall be named as additional insureds.
If the Agency is a Municipal Corporation or an agency of the 'State of Washington and is self-
insured for any of the above insurance requirements, a certification of self-insurance shall be
submitted to King County Office of Emergency Management and shall constitute compliance
with this section.
13. SCHEDULE OF EXPENDITURES OF FINANCIAL ASSISTANCE
King County Government Subgrantees should not include expenditures incurred by your
agency and reimbursed by DHS through King County Office of Emergency Management on
your annual Schedule of Expenditures of Financial Assist ince. King County Office of
Emergency Management, the lead agency for this federal award, is responsible for
including these expenditures on their Schedule of Expenditures of Financial Assistance.
14. ENTIRE CONTRACTMAIVER OF DEFAULT
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This Agreement is the complete expression of the agreemen of King County and the
Subgrantee hereto, and any oral or written representations or and rstandings not incorporated
herein are excluded. Waiver of any default shall not be dee ed to be a waiver of any
subsequent default. Waiver of breach of any provision of this Agr ement shall not be deemed
to be waiver of any other or subsequent breach and shall not be co strued to be an amendment
of the terms of this Agreement unless stated to be such through wri en approval by both parties
and shall be attached to the original Agreement.
15. SEVERABILITY
If any section, subsection, sentence, clause or phrase of this Agireement is, for any reason,
found to be unconstitutional or otherwise invalid by a court of ompetent jurisdiction, such
decision shall not affect the validity of the remaining portions of this Agreement.
M APPROVAL
This Agreement shall be subject to the written approval of King County's authorized
representative and shall not be binding until so approved.
THIS AGREEMENT, consisting of 12 pages and 4 attachments, is executed by the persons
signing below who warrant and represent that they have th authority to execute the
Agreement.
IN WITNESS WHEREOF this Agreement has been executed by a ch party on the date set forth
below:
CITY OF KENT KI G COUNTY
BY
Suzette Cooke, Mayor Robin Fried n, Director
Date Date
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I
FFY07-SHSP-TE-001
Exhibit A: SCOPE OF WORK
A 1 GENERAL INFORMATION:
Project Title: Disaster Mental Health -A Critical ResQonse
Sub Grantee's Name: City of Kent
Contact Person: Dominic V Marzano
Job Title: AC/Emergency Manacier
Complete Address: 24611 116th Ave SE Kent,WA 98030
Phone: 253-856-4316
Fax: 253-856-4119
E-Mail: dmarzano(cDci.kent.wa.us
A-2 INVESTMENT JUSTIFICATION:
Check ONE Investment Justification from the grant that will fund yo r project that best describes it.
SHSP&LETPP Projects:
❑ NIMS Implementation Activities
ElRegional Collaboration and Coordination
ElAnalytical Support for Fusion Center and Regional Intelligen Groups
ElCommunity Preparedness and Participation
❑ Law Enforcement Investigation Resources&Specialized R sponse
❑ Strengthen CBRNE Detection, Response, and DecontaminE ton Capabilities
❑ Critical Infrastructure Protection
❑ Catastrophic Planning
❑ Interoperable Communications
® Medical Response Capability Enhancements
A-3 GOAL&OBJECTIVE
SHSP&LETPP Projects:
Identify ONE Goal and ONE Objective in the Washin ton Statewide Homeland Securijy Strategic
Plan that best represents the project:
GOAL#: 7.1
GOAL DESCRIPTION: Increase Medical Surge Capability
OBJECTIVE#: 7.1.1
OBJECTIVE DESCRIPTION: Train and educate healthcare profe sionals to recognize and treat
victims of all hazard events.
Identify ONE Goal and ONE Objective in the Region 6 Homeland Lcuritv Strategic Plan that best
represents the project:
REGIONAL PRIORITY#: 7
REGIONAL PRIORITY DESCRIPTION: Enhance the coordination ca abilities and surge caQaciiy
of the Region's public health &healthcare systems.
GOAL#:A
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FFY07-SHSP-TE-001
GOAL DESCRIPTION: Build a regional Healthcare Coalition. a network of healthcare
organizations and providers that are committed to strengthening the healthcare system for
emergencies.
OBJECTIVE M 1
OBJECTIVE DESCRIPTION: Establish and sustain a regional Hee Ithcare Coalition that includes
hospitals, ambulato care providers, safe net healthcare organizations, professional
associations home health and long term care groviders, and artn Drs with ke stakeholders such
as EMS the American Red Cross Puget Sound Blood Bank and the Washin on Poison Center.
A-4 PROJECT DESCRIPTION:
Describe your project using a maximum of two pages by answering ALL of the following
questions separately:
1. Provide a description of your project(who/what/where/when /why/how):
Research and practical experience has proven that an effective disaster mental health
crisis response system is one that offers multi-faceted interventions within a continuum
of care. The system should include a full spectrum of activities and treatments such as
pre-disaster preparation, administering of psychological first aid, group and/or individual
psychotherapy, psychiatric medication and inpatient psychiatric services. These
interventions and treatments are designed to protect citizens from further harm caused
by a natural or man-made disaster and to prepare the heal hcare system to effectively
respond under pressure.
The 3-day Train-the-Trainer course provides mental health, spirlitual care, and substance
abuse professionals with an overview of how disasters strike, the psychological,
psychosocial and psychospiritual impact they have on individuals and communities,
culturally competent mental health intervention and the role of mental health and spiritual
care personnel in community and healthcare settings in disaster planning, response and
recovery. In addition, the course covers the basics of ICS and government response.
Participation in this training will be by invitation only and there are 25 seats available for
mental health and spiritual care professionals who agree to deliver the training at least
once every 6 months in King County. Trainees from this course will be utilized by the
Healthcare Coalition as Disaster Mental Health trainers in the community. We will hold
training sessions in Zones 1, 3 & 5 for groups such as first responders, mental health
professionals and nurses, thus increase the number of police and fire personnel,
behavioral health and healthcare professionals who are trained in this specialized
subject.
Mr. Jack Herrmann is the author of this evidence-informec and nationally recognized
disaster mental health training curriculum and therefore th a best choice to teach the
course. His curriculum is currently a required training c urse in New York State,
authorized by the State Department of Health and State Off ce of Mental Health. Tools
or components of the course are also being used by other states or organizations
including the States of Texas and New Jersey, the American Red Cross, and the
National Disaster Medical System. In addition, he is currently working with the State of
Maine Department of Health to train behavioral health responders across the state. He
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FFY07-SHSP-TE-001
will be accompanied by one of his colleagues, Valerie Col d� Ph.D. in a co-trainer role.
Dr. Cole was a subject matter expert and assisted in developing the original course.
Mr. Herrmann addresses the reason for the development of this course in his program
overview, which reads: "The social, political, and humanitarian pressure to address the
psychological and spiritual crises that follow disasters is gr wing. The importance and
value that integrated teams of mental health and spiritual car providers bring to disaster
victims, their loved ones, and relief workers are being re c nized by those tasked with
federal, state, and local disaster planning, preparedness, res onse, and recovery."
2. What is the purpose of the project?
In addition to increasing awareness about the impact disast rs have psychologically on
people of all ages, the course will better prepare fi st responders, healthcare
professionals and spiritual care workers to respond to the community's mental health
needs in a post-disaster environment, preventing further harm to our citizens and
reducing the likelihood of a surge in need for long-term ment I health treatment.
3. What problem does the project solve?
Research shows that for every 1 person who experien es physical trauma in an
emergency or disaster, 50-100 people experience psychol gical trauma. King County
does not have an adequate number of mental health prof ssionals and spiritual care
workers who are trained to deliver disaster mental health and psychological first aid,
therefore the healthcare community is not ready to respon effectively to post-disaster
mental health needs. The disaster mental health training roject is being proposed to
begin to address these concerns.
Public Health-Seattle & King County is currently developing component of its volunteer
medical reserve corps for mental health and spiritual c re response. Among the
proposed required credentials to be a member of this tea is to complete the Disaster
Mental Health - A Critical Response course. However, with ut a team of trainers offering
it, we will not be able to offer this essential course an have it as a fundamental
requirement for service.
4. How does the project enhance local / regional homeland s curity and preparedness for
CBRNE /Terrorist/WMD incidents?
Professionally trained mental health intervention is a critical function within a
comprehensive regional disaster response plan. This p oject will be a critical step
toward the development of an organized and effective me tal health response team in
Region 6
5. What activities need to be completed to finish the project?
Activities include: recruitment and screening of cours participants, logistics (i.e.
scheduling training center, etc.), and printing of participant aterials.
6. What are the tangible results and/or deliverables of the project?
Twenty-five King County mental health and/or spiritual care providers successfully
completing 3-day Train-the-Trainer version of Disaster Mental Health - A Critical
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FFY07-SHSP-TE-001
Response course and registering with the Public Health-S attle King County Medical
Reserve Corps.
**A deliverable of all projects will be a required monthly report (through the Training &
Exercise Subcommittee Discipline Lead) on the status of a project at the Training &
Exercise Subcommittee meeting.**
7. How will the grant funds be used to support this project?
Grant funds will be used to pay for the 3-day Train-the-Tra n course. This includes all
costs associated with the instructors (training fees, travel, er diem) and printing of all
training materials.
A-5 PROJECT TIMELINE:
Make a timeline that includes measurable activities for task ompietion and critical dates.
Project must be completed and delivered prior to end date identified by KCOEM Grant
Manager. Narrative Progress Reports are required to be sub itted on a quarterly basis (or
more frequently if required by the KCOEM Grants Manage4. The dates for these reports
are January 15, April 15, July 15 and October 15. If your proj ct started 1 month prior to a
narrative progress report due date, you may wait until the following quarter or if your
subgrant ends within 1 month of a narrative progress report ou may submit with the final
invoice. Include in the timeline submission of invoices reimb rsement requests to KCOEM
and the end of project report to KCOEM. /fyour project inv /ves purchase of equipment,
allow 3 months for equipment approval process to be comp/ ted which will happen before
the contract is executed.
Activity Estimated
Completion Date
Receive State EMD approval for the training course. No Later than May 1,
2008
Completion of logistical activities(securing venue and food for participants Food May 1, 2008
and locations are not fundable by T&E.
Recruitment of 25 qualified participants for the course. (i.e. meets professi nal June 15, 2008
credential criteria, successfully passes criminal background check
Delivery of 3-Day course July 1, 2008
Submit final invoices and documentation to KCOEM. 1 September 1,2008
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FFY07-SHSP-TE-001
Exhibit B: BUDGET
B-1 ALLOWABLE COSTS:
Using Appendix D - ALLOWABLE COST MATRIX of FFY07- SGP Program Guidance &
Application Kit identify the allowable costs that best represen this project:
Training:
Training workshops and conferences
Full- or part-time staff or contractors/consultants
Travel
Supplies
B-2 BUDGET SUMMARY:
Fill out the budget table using the correct budget category f r your project expenses. For
ALL item descriptions you MUST specify what the amount i for using question 7, section
A of Exhibit A.
Budget Catego
Planning Training Ex rcise Equipment
Equipment $
C - $ - $ - $ -
onsultant Fees $ - $ 8,600.00 $ -
Salaries & Benefits $ _ $ _ $ _
Overtime/Backfill $ _ $ _ $ _
Travel & Per Diem $ - $ 2,930.00 $ -
Goods &Services $ - $ 2,500.00 $ -
Total Amount $ - $ 14,030.00 $ - $Total -
Grant 1 1
• With the exception of Equipment and Salaries & Bene ts, changes to budget of no
more than 10% are allowed without prior authorization f m KCOEM. Any changes to
Equipment and Salaries & Benefits must have prior auth rization from KCOEM
• Invoices submitted for reimbursement must not exceed t tal amount of award and must
comply with grant requirements.
Page 17 of 36
FFY07-SHSP-TE-001
Exhibit C: APPROVED EQUIPMENT LIST
NOT APPLICABLE TO THIS PROJECT
*****This page left blank intentionally***
Page 18 of 36
Exhibit D: COPY OF CONTRACT BETWEEN Washin ton State Emeraency Xa=nacaemme t Division AND King Count
Washington State Military Department
CONTRACT FACE SHEET 47-SHSP- -
1. Contractor Name and Address: 2. Contract Amount: 3. Contract Number r„
King County J>�►N i 4 208
Office of Emergency Management $2,350,774 E08-196 King County ulfice f
3511 NE 2nd Street Emergency Managen ient
Renton,WA 98056
4. Contractor's Contact Person,phone number. 5. Contract Start Date: 6. Contract End Date:
Jeff Bowers(206)205-4062 July 1,2007 September 30,2009
7. MD Program Manager/phone number: 8. State Business License#: 9. UBI#(state revenue):
Kyle Herman (253) 512-7461 NA 578-037-394
10. Funding Authority:
Washington State Military Department(Department) and the U.S. Department of F omeland Security(DHS)
11. Funding Source Agreement#: 12. Program Index# & OBJ/SUB-OJ: 13. CFDA#& Title: 14. TIN or SSN:
2007-GE-T7-0017 773SU,773ST,773SQ,773SA,773SS 97.067 HSP 91-6001327
15. Service Districts: 16. Service Area by County(ies): 17. Women/Minority-Owned,State
(BY LEGISLATIVE DISTRICT):1, 5,11,30-34, King County Certified?: X N/A ❑ NO
36,37,41,43,45-48 ❑ YES,OMWBE#
(BY CONGRESSIONAL DISTRICT): 7, 8, 9
18. Contract Classification: 19. Contract Type(check a ill that apply):
❑ Personal Services ❑ Client Services W Public/Local Gov't X Contract El Grant ❑ Agreement
❑ Collaborative Research ❑ A/E ❑ Other ❑ Intergovernmental (RCW 39.34) ❑ Interagency
20. Contractor Selection Process: 21. Contractor Type(chec all that apply)
X "To all who apply&qualify" ❑ Competitive Bidding ❑ Private OrganizatI Andividual ❑ For-Profit
❑ Sole Source ❑ A/E RCW ❑ NIA X Public Organizatio VJudsdcdon X Non-Profit
❑ Filed w/OFM? ❑ Advertised? ❑YES ONO ❑ VENDOR X S JBIRECIPIENT ❑ OTHER
22. BRIEF DESCRIPTION:
The U.S.Department of Homeland Security(DHS),Office of Grants and Training (OGT is providing funds to enhance the
capability of state and local units of government to prevent, deter, respond to, and ver from incidents of terrorism
through the FFY 2007 Homeland Security Grant Program, State Homeland Security Program (SHSP). The funding is
being provided to address the unique exercise, training, planning and management and administration needs of
emergency responders.
IN WITNESS WHEREOF, the Department and Contractor acknowledge and accept the to ms of this contract and attachments
hereto and have executed this contact as of the date and year written below. This Con act Face Sheet, Special Terms and
Conditions,General Terms and Conditions, Statement of Work,and Budget govern the rig is 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,
(a) any other provisions of the contract incorporated by reference.
This contract contains all the terms and conditions agreed upon by the parties. No otherunderstandings, 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 specifi d below.
FOR THE DEPARTMENT: FOR THE CONTRACT R:
3-v /_2_` �`P/a 7
Signature Date ignature Date
James M. Mull n, Director James J. Buck,County Administrative Officer
Emergency Management Division
Washington State Military Department for
APPROVED AS TO FORM:
King County Office of E ergency Management
Sara J. Finlay (signature on file) 9/12/2007
Assistant Attorney General (�,� hj0
form 10/27/00 kdb -�,�j
FFY07 Homeland Security Grant Program Page 1 of 18 �I/hint nC unty OEM
Page 19 of 36 E08-196
SPECIAL TERMS AND CONDITIONS FFY07-SHSP-TE-001
ARTICLE I --COMPENSATION SCHEDULE:
This is a fixed price, reimbursement contract. Within the total contract amoun , travel, subcontracts, salaries
and wages, benefits, printing, equipment, and other goods and services or o her budget categories will be
reimbursed on an actual cost basis unless otherwise provided in this contra . Any travel or subsistence
reimbursement allowed under the contract shall be paid in accordance wit rates set pursuant to RCW
43.03.050 and RCW 43.03.060 as now existing or amended and in agreeme t with federal rates. Receipts
and/or backup documentation for any approved budget line items including travel related expenses 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 the budget
in excess of 10% will not be reimbursed without the prior written authorization 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 Due Date
Quarterly Invoices 1 Within 30 days following the
end of the quarter in which the
work was performed.
Invoices must be submitted no more often than monthly, but at least quarterly. Failure to submit invoices in a
timely manner will cause the Department to hold all requests for equipment approval until invoices are
submitted. .
Final Invoice 1 No later than 45th day following
(shall not exceed overall contract amount) the contract end date
All contract work must end on the contract end date, however the Contractor has up to 45 days after the
contract end date to submit all final billing.
Technical #/Copies Due Date
Bi-Annual Strategy Implementation Report Electronic January 15th nd July 15th of each year
of the contra t period
Bi-Annual Progress Report Electronic January 15th nd July 15th of each year
of the contra t period
Final Report Electronic No later than 45th day following the
contract end date
All contract work must end on the contract end date, however the Contractor has up to 45 days after the
contract end date to submit all final reports and/or deliverables.
The Bi-Annual Strategy Implementation Report will be submitted via OGT's we -based grant reporting tool at
https://www.reporting.odp.dhs.gov/. The Bi-annual Progress Report and the inal Report will be submitted
electronically to his.reportina c0emd.wa.Qov.
ARTICLE III --KEY PERSONNEL:
The individuals listed below shall be considered key personnel. Any substitut on must be made by written
notification to the Military Department.
CONTRACTOR: MILITARY DEPARTMENT:
Christa Valverde, Program Manager Kyle Herman, Program Coordinator
FFY07 Homeland Security Grant Program Page 2 of 18 King County OEM
Page 20 of 36 E08-196
ARTICLE IV--ADMINISTRATIVE REQUIREMENTS: FFY07-SHSP-TE-001 .
The Contractor shall comply with OMB Circular A-87, Cost Principles for S te, Local, and Indian Tribal
Governments; OMB A-102, Grants and Cooperative Agreements with State an Local Governments; and A-
133, Audits of States, Local Governments, and Non-Profit Organizations.
ARTICLE V--ADDITIONAL SPECIAL CONDITIONS AND MODIFICATION T GENERAL CONDITIONS:
1. Funds are provided by the U.S. Department of Homeland Security (DHS), Office of Grants and Training
(OGT)solely for the purpose of enhancing the capability of state and local nits of government to prevent,
deter, respond to, and recover from incidents of terrorism, and when dual benefit can be justified,
catastrophic incidents. The Contractor shall use the funds to perfor tasks as described in the
Statement of Work and Budget portions of the Contractor's request for fu ding. Grant funds may not be
used to replace or supplant.existing funding.
2. The Contractor's expenditures on personnel costs are limited to 15 pe cent (15%) of the sub-award
amount.
3. The Contractor shall provide a match of$0 of non-federal origin.
4. The Contractor acknowledges that since this contract involves federal funding, the period of performance
described herein will likely begin prior to the availability of appropriated federal funds. Contractor agrees
that it will not hold the Department, the State of Washington, or the United States liable for any damages,
claim for reimbursement, or any type of payment whatsoever for service performed under this contract
prior to distribution of appropriated federal funds.
The Contractor agrees that it will not hold the Department, the State of W shington, or the United States
liable for any damages, claim for reimbursement or any type of pay ent if federal funds are not
appropriated or are not appropriated in a particular amount.
ARTICLE VI —EQUIPMENT MANAGEMENT:
All equipment purchased under this contract, by the Contractor or a Sub-C ntractor, will be recorded and
maintained in an equipment inventory system.
1. Upon successful completion of the terms of this contract, all equipment urchased through this contract
will be owned by the Contractor, or a recognized sub-contractor/sub-gra tee for which a contract, sub-
grant agreement, or other means of legal transfer or ownership is in place.
-2. The Contractor, or a recognized sub-contractor/sub-grantee, shall b responsible for any and all
operation, maintenance, replacement, and for the safe operation of the equipment, including all questions
of liability.
3. The Contractor shall maintain equipment records that include, a d scription of the property; the
manufacturer's serial number, model number, or other identification numb r; the source of the equipment,
including the Catalogue of Federal Domestic Assistance (CFDA) number who holds title; the acquisition
date; the cost of the equipment and the percentage of federal participati n in the cost; the location, use
and condition of the equipment at the date the information was reported; a d disposition data including the
date of disposal and sale price of the property.
4. Records for equipment shall be retained by the Contractor for a period of ix (6)years from the date of the
disposition, replacement or transfer. If any litigation, claim, or audit is st rted before the expiration of the
six year period, the records shall be retained by the Contractor until all liti ations, claims, or audit findings
involving the records have been resolved.
5. The Contractor shall take a physical inventory of the equipment and reco cile the results with the property
records at least once every two years. Any differences between quant ties determined by the physical
inspection and those shown in the records shall be investigated by the C ntractor 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.
FFY07 Homeland Security Grant Program Page 3 of 18 King County OEM
Page 21 of 36 E08-196
6. The Contractor shall develop a control system to ensure adequate safeguards to prevent I(5§9oTd ?d§;001
and theft of the property. Any loss, damage or theft shall be investigated and a report generated.
7. The Contractor will develop adequate maintenance procedures to keep the�r=in good condition.
8. If the Contractor is authorized or required to sell the property, prop r procedures must be
established to ensure the highest possible return.
9. When original or replacement equipment is no longer needed for the on inal project or program or for
other activities currently or previously supported by a federal agency, disp sition of the equipment will be
made as follows:
a. Items of equipment with a current per-unit fair market value of less tha $5,000 may be retained, sold
or otherwise disposed of by the Contractor with no further obligation to the awarding agency.
b. Items of equipment with a current per-unit fair market value of more t an $5,000 may be retained or
sold and the Contractor shall compensate the federal-sponsoring agen for its share.
10. As sub-grantees of federal funds, the Contractor must pass on equipment anagement requirements that
meet or exceed the requirements outlined above for all sub-contractors, consultants, and sub-grantees
who receive pass-through funding from this contract.
ARTICLE VII—SUBRECIPIENT MONITORING
The Department will monitor the activities of the Contractor from award to close ut and for the life of equipment
purchased under this contract. The goal of the Department's monitoring a tivities will be to ensure that
agencies receiving federal pass-through funds are in compliance with federal and state audit requirements,
federal grant guidance, applicable federal and state financial guides, as well as MB Circular A-133 and A-122
where applicable.
Monitoring activities may include:
• review of performance reports;
• monitoring and documenting the completion of contract deliverables;
• documentation of phone calls, meetings, a-mails and correspondence;
• review of reimbursement requests to insure allowablity and consistency ith contract budget;
• observation and documentation of contract related activities, such as a ercises, training, funded events
and equipment demonstrations;
• on-site visits to review equipment records and inventories, ver' y source documentation for
reimbursement requests and performance reports and verify completion of deliverables.
As sub-grantees of federal funds, the Contractor is required to meet or exc d the monitoring activities, as
outlined above, for all sub-contractors, consultants, and sub-grantees who re eive pass-through funding from
this contract.
FFY07 Homeland Security Grant Program Page 4 of 18 King County OEM
Page 22 of 36 E08-196
FFY07-@AAfb-ftW01
2007 Subrecipient
Washington Military Department
GENERAL TERMS AND CONDITIONS
1. DEFINITIONS
As used throughout this contract, the following terms shall have the meaning set forth below:
a. "Department" shall mean the Washington Military Department, s a state agency, any division,
section, office, unit or other entity of the Department, or any f the officers or other officials
lawfully representing that Department.
b. "Contractor" shall mean that firm, organization, group, indivi ual, or other entity performing
services under this contract, and shall include all employees of the Contractor. It shall include
any subcontractor retained by the prime Contractor as per itted under the terms of this
contract. "Contractor" shall be further defined as one or th other of the following and so
indicated on face sheet of the contract.
1) "SubrecipienC shall mean a contractor that operate a federal or state assistance
program for which it receives federal funds and which has the authority to determine
both the services rendered and disposition of program fu ds.
2) "Vendor" shall mean a contractor that agrees to provid the amount and kind of service
or activity requested by the Department and that agree to provide goods or services to
be utilized by the Department.
C. "Subcontractor"shall mean one, not in the employment of the ontractor, who is performing all
or part of those services under this contract under a separate ntract with the Contractor. The
terms"subcontractor" and "subcontractors" mean subcontracto (s) in any tier.
d. "Recipient"— a nonfederal.entity that expends federal awards received directly from a federal
awarding agency to carry out a federal program.
e. "Pass-Through Entity" means the Washington State Military epartment as it is applied to this
contract. As found in SAAM 50.30.30 —"A nonfederal entity t at provides a federal award to a
subrecipient to carry out a federal program."
f. "Nonfederal Entity" is defined as a state local governme t or nonprofit organization (as
defined in federal Circular A-133).
g. "Cognizant State Agency" shall mean a state agency that h s assumed the responsibility of
implementing single audit requirements and coordinating audit follow-up for a particular grantee
by virtue of providing the majority of federal assistance. If fu ds are received from more than
one state agency, the cognizant state agency shall be the ag ncy who contributes the largest
portion of federal financial assistance to the subrecipient u less the designation has been
reassigned to a different state agency by mutual agreement.
h. "Federal Financial Assistance"— Assistance that nonfeder I entities receive or administer in
the form of grants, loans, loan guarantees, property (incl ding donated surplus property),
cooperative agreements, interest subsidies, insurance, food mmodities, direct appropriations
or other assistance. It does not include amounts received f r provision of vendor services to
federal agencies or reimbursement for services rendered dire c ly to individuals.
i. "Grant"- For the purposes herein, the term"grant" may be us d to mean "contracts"or"grants"
or"agreements".
j. "CFDA Number" — The five-digit number assigned to a federal assistance program in the
federal Catalog of Federal Domestic Assistance (CFDA) or, i the absence of a catalog defined
number, the number defined by instructions from the federal a dit clearinghouse.
k. "CFR"— Code of Federal Regulations
I. "OMB"—Office of Management and Budget
M. "RCW"- Revised Code of Washington
n "WAC"-Washington Administrative Code.
FFY07 Homeland Security Grant Program Page 5 of 18 King County OEM
Page 23 of 36 E08-196
2. SUBRECIPIENT MONITORING FFY07-SHSP-TE-001
a. The Department, as a Recipient and/or Pass-Through Entity, receives* federal financial
assistance under federal programs and is charged with maint ining compliance with federal,
and state laws and regulations regarding the monitoring, d cumentation, and auditing of
subrecipient grant activities using federal financial ass' tance. Management and
implementation guidelines for the federal programs ensure c mpliance with statutes, grant
guidelines, the sub-award agreement, Office of Management and Budget (OMB) circulars
(including OMB Circular A-133), subrecipient audits, and other uidance found in the Federal
Register. The Department shall adhere to its Subrecip'e t Monitoring Policy and the
Subrecipient Monitoring Procedures (WMD Policy number 00-0 5-05.)
b. The Contractor shall perform under the terms of the con ract and the Department has
responsibility for reasonable and necessary monitoring of the Contractor's performance. The
Department shall conduct contract monitoring activities on a regular basis. Monitoring is defined
as any planned, ongoing, or periodic activity that measures an ensures contractor compliance
with the terms, conditions, and requirements of a contract.
Monitoring involves prudent collection of information about C ntractor operations and is not
limited to site visits or the completion of formal reviews. on'toring may include periodic
contractor reporting to the Department, Department review o audit reports, invoice reviews,
onsite reviews and observations, and surveys. Adequate ocumentation is essential for
effective contract monitoring and will include copies of letters, meeting notes, and records of
phone conversations as evidence that conscientious monitorin has occurred during the period
of the contract. Subrecipient monitoring will occur throughout t e year rather than relying solely
on a once-a-year audit. The Contractor agrees to cooperate wi h all monitoring activities and to
comply with reporting requirements.
The Department as the Recipient and/or Pass-Through Entity will conduct on-site visits as
appropriate and required by contract for "for-profit' subrecipi nts, since the A-133 Single
Audit does not apply to"for-profit'organizations.
3. RECORDS, MONITORING AND AUDIT ACCESS
a. The Contractor shall cooperate with and fully participate in all monitoring or evaluation activities
that are pertinent to this contract.
b. Access to public records-The Contractor acknowledges that the Department is subject to the
Public Records Act, Chapter 42.56 RCW, and that records prepared owned, used or retained
by the Department relating to the conduct of governmen or the performance of any
governmental or proprietary function are available for public inspection and copying, except as
exempt under RCW 42.56 or other statute which exempts or prohibits disclosure of specific
information or records.
C. The Contractor shall maintain all books, records, documents, d to and other evidence relating
to this contract and the provision of any materials, supplies, s rvices and/or equipment under
this contract herein, including, but not limited to, records of acco nting procedures and practices
that sufficiently and properly reflect all direct and indirect costs of any nature expended in the
performance of this contract. At no additional cost, these records, including materials generated
under the contract, shall be subject at all reasonable times to nspection, review and audit by
personnel duly authorized by the Department, the Washingt n State Auditor's Office, and
federal officials so authorized by law, rule, regulation, or contract. The Contractor will retain all
books, records, documents, and other materials relevant to this contract and make them
available for inspection, review or audit for six (6) years from th end date of this contract, date
of final payment or conclusion of services performed under this ntractor, whichever is later. If
any litigation, claim or audit is started before the expiration of th six(6) year period, the records
shall be retained until final resolution of all litigation, claims, or audit findings involving the
records.
FFY07 Homeland Security Grant Program Page 6 of 18 King County OEM
Page 24 of 36 E08-196
d. Cdntractor shall provide right of access to its facilities and reco s to the DepartrW8?-1hFcTg-01
other authorized agent or official of the state of Washington or the federal government, at all
reasonable times, in order to monitor and evaluate performan e, compliance, and/or quality
assurance under this contract.
4. SINGLE AUDIT ACT REQUIREMENTS (INCLUDING ALL AMENDME TS)
Non-federal entities as subrecipients that expend $500,000 or more in ne fiscal year of federal funds
from all sources, direct and indirect, are required to have a single or a pr gram-specific audit conducted
in accordance with the Office of Management and Budget (OMB) Circul r A-133-Audits of States, Local
Governments, and Non-Profit Organizations (revised June 27, 2003, ective for fiscal years ending
after December 31, 2003). Non-federal entities that spend less than $5 0,000 a year in federal awards
are exempt from federal audit requirements for that year, except as noted in Circular No. A-133.
Circular A-133 is available on the OMB Home Page at hftr)://www.o b. ov and then select"Grants
Management'followed by"Circulars".
Contractors required to have an audit must ensure the audit is perform d in accordance with Generally
Accepted Auditing Standards (GARS) as found in the Government A dating Standards (the Revised
Yellow Book) developed by the Comptroller General and the OMB ompliance Supplement. The
Contractor has the responsibility of notifying the Washington State Au it )es Office and requesting an
audit. Costs of the audit may be an allowable grant expenditure.
The Contractor shall maintain auditable records and accounts so as to facilitate the audit requirement
and shall ensure that any subcontractors also maintain auditable record .
The Contractor is responsible for any audit exceptions incurred by its own organization or that of its
subcontractors. Responses to any unresolved management findings and disallowed or questioned
costs shall be included with the audit report. The Contractor must resp nd to Department requests for
information or corrective action concerning audit issues or findings ithin 30 days of the date of
request. The Department reserves the right to recover from the ontractor all disallowed costs
resulting from the audit.
Once the single audit has been completed, the Contractor must sen a full copy of the audit to the
Department and a letter stating there were no findings, or if there Were findings, the letter should
provide a list of the findings. The Contractor must send the audit and the letter no later than nine (9)
months after the end of the Contractor's fiscal year(s)to:
Accounting Manager
Washington Military Department
Finance Division, Building#1 TA-20
Camp Murray,WA 98430-5032
In addition to sending a copy of the audit, the Contractor must include a corrective action plan for any
audit findings and a copy of the management letter if one was received.
The Contractor shall include the above audit requirements in any subco tracts.
5. RECAPTURE PROVISIONS
In the event that the Contractor fails to expend funds under this contra in accordance with applicable
state and federal laws and/or the provisions of this contract, the D partment reserves the right tar
recapture funds in an amount equivalent to the extent of the nonco pliance in addition to any other
remedies available at law or in equity.
Such right of recapture shall exist for a period not to exceed six (6)ye rs following contract termination
or audit resolution, whichever is later. Repayment by the Contract r of funds under this recapture
provision shall occur within 30 days of demand. The Departme t is required to institute legal
proceedings to enforce the recapture provision.
6. COMPLIANCE WITH APPLICABLE LAW
The Contractor and all subcontractors shall comply with all applicable ederal, state, tribal government,
and local laws, regulations, and policies.
FFY07 Homeland Security Grant Program Page 7 of 18 King County OEM
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This obligation includes, but is not limited to, compliance with Ethics I Public Service (RW4055W,01
Covenant Against Contingent Fees (48 C.F.R. § 52.203-5); Public Re�rds Act (RCW 42.56); Drug-
Free Workplace Act of 1988 (41 U.S.C. § 701 et seq. and 15 C.F.R. Pa 29); Lobbying Restrictions (31
U.S.C. § 1352 and 15 C.F.R. Part 28); and safety and health regula ions. The Department is not
responsible for advising the Contractor about, or determining the ontractor's compliance with,
applicable laws, regulations and policies.
In the event of the Contractor's or a subcontractor's noncompliance r refusal to comply with any
applicable law, regulation or policy, the Department may rescind, can 1, or terminate the contract in
whole or in part. The Contractor is responsible for any and all co is or liability arising from the
Contractor's failure to comply with applicable law, regulation or policy.
7. NONDISCRIMINATION
During the performance of this contract, the Contractor shall comply with all federal and state
nondiscrimination statutes and regulations. These requirements include, but are not limited to:
a. Nondiscrimination in Employment: The Contractor shall not discriminate against any employee
or applicant for employment because of race, color, sex, sexu I orientation, religion, national
origin, creed, marital status, age, Vietnam era or disabled vete ans status, or the presence of
any sensory, mental, or physical handicap. Such action shall in Jude, but not be limited to, the
following: Employment, upgrading, demotion, or transfer, recruitment or recruitment selection
for training, including apprenticeships and volunteers. 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 pert rm work connected with the
carrying on by such corporation, association, educational instituti n or society of its activities.
b. Nondiscrimination laws and policies (such as RCW 491.60, Washington's Law Against
Discrimination, and Title VII of the Civil Rights Act).
8. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LA 101-336, 42 U.S.C. § 12101
et seq. and 28 C.F.R Part 35 and other implementing regulations. The ntractor 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.
9. UTILIZATION OF MINORITY AND WOMEN BUSINESS ENTERPRISE (MWBE)
The Contractor is encouraged to utilize firms that are certified by t e Washington State Office of
Minority and Women's Business Enterprises as minority-owned and/or women-owned in carrying out
the purposes of this contract.
10. PUBLICITY
The Contractor agrees to submit to the Department all advertising and ublicity relating to this contract
wherein the Department's name is mentioned or language used fro which the connection of the
Department's name may, in the Department's judgment, be inferred or i plied. The Contractor agrees
not to publish or use such advertising and publicity without the prior writt n consent of the Department.
11. DISCLOSURE
The use or disclosure by any party of any information concerning the epartment for any purpose not
directly connected with the administration of the Department's or the ontractor's responsibilities with
respect to services provided under this contract is prohibited except y prior written consent of the
Department.
12. CERTIFICATION REGARDING DEBARMENT SUSPENSION OR INE IGIBILITY
If federal funds are the basis for this contract, the Contractor certifies th t neither the Contractor nor its
principals are presently debarred, suspended, proposed for deba ent, declared ineligible, or
voluntarily excluded from participating in this contract by any fede al department or agency. If
requested by the Department, the Contractor shall complete and ign a Certification Regarding
Debarment, Suspension, Ineligibility, and Voluntary Exclusion form. A y such form completed by the
Contractor for this Contract shall be incorporated into this Contract by re erence.
FFY07 Homeland Security Grant Program Page 8 of 18 King County OEM
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Further, the Contractor agrees not to enter into any arrangements or co tracts related to Mcg1fMWMf01
any party that is on the "General Service Administration List of P rties Excluded from Federal
Procurement or Non-procurement Programs"which can be found at a ls, ov.
13. LIMITATION OF AUTHORITY--"Authorized Signature"
The signatories to this contract represent that they have the au ority to bind their respective
organizations to this contract. Only the assigned Authorized Signature or each party, or the assigned
delegate by writing 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 co tract is not effective or binding
unless made in writing and signed by the Authorized Signature(s).
14. CONTRACTOR NOT EMPLOYEE—INDEPENDENT STATUS OF CO TRACTOR
The parties intend that an independent contractor relationship will be created by this contract. The
Contractor and/or employees or agents performing under this contract re not employees or agents of
the Department in any manner whatsoever, and will hot be presente as nor claim to be officers or
employees of the Department or of the State of Washington by reaso hereof, nor will the Contractor
and/or employees or agents performing under this contract make any laim, demand, or application to
or for any right, privilege or benefit applicable to an officer or emplo a of the Department or of the
State of Washington, including, but not limited to, Worker's Cornpen ation coverage, unemployment
insurance benefits, social security benefits, retirement membership r credit, or privilege or benefit
which would accrue to a civil service employee under Chapter 41.06 R W.
It is understood that if the Contractor is another state department, sta agency, state university, state
college, state community college, state board, or state commission, tha the officers and employees are
employed by the state of Washington in their own right.
If the Contractor is an individual currently employed by a Washingto 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.
15. NONASSIGNABILiTY
This contract, the work to be provided under this contract, and any lairn arising thereunder, are not
assignable or delegable by either party in whole or in part, without th express prior written consent of
the other party, which consent shall not be unreasonably withheld.
16. SUBCONTRACTING
Neither the Contractor nor any subcontractor shall enter into su contracts for any of the work
contemplated under this contract without obtaining prior written appro al of the Department. Contractor
shall use a competitive process in award of any contracts with subcon ractors that are entered into after
original contract award, All subcontracts entered into pursuant to It is contract shall incorporate this
contract in full by reference. In no event shall the existence of the ubcontract operate to release or
reduce the liability -of the Contractor to the Department for any beach in the performance of the
Contractor's duties. The Military Department may request a copy f any and/or all subcontracts for
worts being completed under this contract.
17. CONTRACT MODIFICATIONS
The Department and the Contractor may, from time to time, request changes to the contract or grant.
Any such changes that are mutually agreed upon by the Depa ent and the Contractor shall be
incorporated herein by written amendment to this contract. It is mu ally agreed and understood that
no alteration or variation of the terms of this contract shall be valid unl ss made in writing and signed by
the parties hereto, and that any oral understanding or agreemen not Incorporated herein, unless
made in writing and signed by the parties hereto, shall not be binding.
18. SEVERABILiTY
In the event any term or condition of this contract, any provision of any document incorporated by
reference, or application of this contract to any person or circumsta ces is held invalid, such invalidity
shall not affect other terms, conditions, or applications of this contra which can be given effect without
the invalid term, condition, or application. To this end, the terms nd conditions of this contract are
declared severable.
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19. ADVANCE PAYMENTS PROHIBITED FF 07-SHSP-TE-001
The Department shall make no payments in advance or in anticipation of goods or services to be
provided under this contract. Contractor shall not invoice the Department in advance of delivery of such
goods or services.
20. TAXES, FEES AND LICENSES
Unless otherwise provided in this contract, the Contractor shall pay for a d maintain in current status all
taxes, unemployment contributions, fees, licenses, assessments, permi charges and expenses of any
other kind for the Contractor or its staff required by statute or regulation that are necessary for contract
performance.
21. TRAVEL AND SUBSISTENCE REIMBURSEMENT
Unless the contract specifically provides for different rates, any travel or subsistence reimbursement
allowed under the contract shall be paid in accordance with rates set p rsuant to RCW 43.03.050 and
RCW 43.03.060 as now existing or amended. The Contractor may be required to provide to the
Department copies of receipts for any travel related expenses other tha meals and mileage (example:
parking lots that do not provide receipts)that are authorized under this ntract.
22. GOVERNING LAW AND VENUE
This contract shall be construed and enforced in accordance with, a d the validity and performance
hereof shall be governed by, the laws of the state of Washington. enue of any suit between the
parties arising out of this contract shall be the Superior Court of Thursto County, Washington.
23. HOLD HARMLESS AND INDEMNIFICATION
Each party to this contract shall be responsible for injury to persons r damage to property resulting
from negligence on the part of itself, its employees, agents, officers, r subcontractors. Neither party
assumes any responsibility to the other party for the consequences of any act or omission of any third
party.
24. WAIVER OF DEFAULT
Waiver of any default or breach shall not be deemed to be a waiver of any other or subsequent default
or breach. Any waiver shall not be construed to be a modification of a terms of this contract unless
stated to be such in writing signed by The Adjutant General or t e Authorized Signature for the
Department and attached to the original contract.
25. DISPUTES
The parties shall make every effort to resolve disputes arising out of o relating to this contract through
discussion and negotiation. Should discussion and negotiation fail t resolve a dispute arising under
this contract, the parties shall select a dispute resolution team to res Ive the dispute. The team shall
consist of a representative appointed by each party and a third repres ntative mutually agreed upon by
both parties. The team shall attempt, by majority vote, to resolve the dispute.
Both parties agree that this disputes process shall precede any ac ion in a judicial or quasi-judicial
tribunal. Nothing in this section shall preclude the parties from mutu Ily agreeing to a different dispute
resolution method in lieu of the procedure outlined above.
26. ATTORNEY'S FEES
In the event of litigation or other action brought to enforce contr ct terms, or alternative dispute
resolution process, each party agrees to bear its own attorney's fees nd costs.
27. LOSS OR REDUCTION OF FUNDING
In the event funding from state, federal, or other sources is withdra n, reduced, or limited in any way
after the effective date of this contract and prior to normal completio , the Department may reduce its
scope of work and budget or unilaterally terminate all or part of t e contract as a "Termination for
Cause", without providing the Contractor an opportunity to cure. Alternatively, the parties may
renegotiate the terms of this contract under "Contract Modificati S" to comply with new funding
limitations and conditions, although the Department has no obligation to do so.
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28. TERMINATION OR SUSPENSION FOR CAUSE FFY07-SHSP-TE-001
In the event the Department, in its sole discretion, determines the Co tractor has failed to fulfill in a
timely and proper manner its obligations under this contract, is in an un ound financial condition so as
to endanger performance hereunder, is in violation of any laws or regula ions that render the Contractor
unable to perform any aspect of the contract, or has violated any of the covenants, agreements or
stipulations of this contract, the Department has the right to immedia ely suspend or terminate this
contract in whole or in part.
The Department may notify the Contractor in writing of the need to take corrective action and provide a
period of time in which to cure. The Department is not required to allo the Contractor an opportunity
to cure if it is not feasible as determined solely within the Department's iscretion. Any time allowed for
cure shall not diminish or eliminate the Contractor's liability for damag s or otherwise affect any other
remedies available to the Department. If the Department allows the Co tractor an opportunity to cure,
the Department shall notify the Contractor in writing of the need to take corrective action. If the
corrective action is not taken within ten (10)calendar days or as otherm a specified by the Department,
or if such corrective action is deemed by the Department to be insufficient, the contract may be
terminated in whole or in part.
The Department reserves the right to suspend all or part of the contract, withhold further payments, or
prohibit the Contractor from incurring additional obligations of funds du ing investigation of the alleged
compliance breach, pending corrective action by the Contractor, if allow d, or pending a decision by the
Department to terminate the contract in whole or in part.
In the event of termination, the Contractor shall be liable for all damages as authorized by law, including
but not limited to, any cost difference between the original contract nd the replacement or cover
contract and all administrative costs directly related to the repla ment contract, e.g., cost of
administering the competitive solicitation process, mailing, advertising nd other associated staff time.
The rights and remedies of the Department provided for in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law.
If it is determined that the Contractor: (1)was not in default or material reach, or(2) failure to perform
was outside of the Contractor's control, fault or negligence, the termination shall be deemed to be a
"Termination for Convenience".
29. TERMINATION FOR CONVENIENCE
Notwithstanding any provisions of this contract, the Contractor may ter inate this contract by providing
written notice of such termination to the Department's Key Perso nel identified in the contract,
specifying the effective date thereof, at least thirty(30)days prior to suc date.
Except as otherwise provided in this contract, the Department, in its ole discretion and in the best
interests of the State of Washington, may terminate this contract in w ole or in part by providing ten
(10) calendar days written notice, beginning on the second day after ailing to the Contractor. Upon
notice of termination for convenience, the Department reserves the rig t to suspend all or part of the
contract, withhold further payments, or prohibit the Contractor from in using additional obligations of
funds. In the event of termination, the Contractor shall be liable for all amages as authorized by law.
The rights and remedies of the Department provided for in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law.
30. TERMINATION PROCEDURES
In addition to the procedures set forth below, if the Department terming es this contract, the Contractor
shall follow any procedures specified in the termination notice. Upon to ination of this contract and in
addition to any other rights provided in this contract, the Department may require the Contractor to
deliver to the Department any property specifically produced or accq d for the performance of such
part of this contract as has been terminated.
If the termination is for convenience, the Department shall pay to the C ntractor the agreed upon price,
if separately stated, for properly authorized and completed work and services rendered or goods
delivered to and accepted by the Department prior to the effective date of contract termination,and the
FFY07 Homeland Security Grant Program Page 11 of 18 King County OEM
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amount agreed upon by the Contractor and the Department for(i) completed work and s&fViFRVRd-Td-P01
equipment or supplies provided for which no separate price is stated, (ii) partially completed work and
services and/or equipment or supplies provided which are accepted by he Department, (iii) other work,
services and/or equipment or supplies which are accepted by the Department, and (iv) the protection
and preservation of property.
Failure to agree with such amounts shall be a dispute within the mear Ing of the "Disputes" clause of
this contract. If the termination is for cause, the Department shall deter nine the extent of the liability of
the Department. The Department shall have no other obligation to the ontractor for termination. The
Department may withhold from any amounts due the Contractor uch sum as the Department
determines to be necessary to protect the Department against potential oss or liability.
The rights and remedies of the Department provided in this contract s all not be exclusive and are in
addition to any other rights and remedies provided by law.
After receipt of a notice of termination, and except as otherwise directed by the Department in writing,
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, supplies, equipment and/or
facilities in relation to this contract except as may be necessary f r completion of such portion of
the work under the contract as is not terminated;
C. Assign to the Department, in the manner, at the times, and to the extent directed by the
Department, all of the rights, title, and interest of the Contractor under the orders and
subcontracts so terminated, in which case the Department 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 Department to the extent the Department
may require, which approval or ratification shall be final for all the purposes of this clause;
e. Transfer title to the Department and deliver in the manner, at the times, and to the extent
directed by the Department any property which, if the contract N d been completed, would have
been required to be furnished to the Department;
f. Complete performance of such part of the work as shall not have been terminated by the
Department in compliance with all contractual requirements; and
g. Take such action as may be necessary, or as the Department may require, for the protection
and preservation of the property related to this contract which is in the possession of the
Contractor and in which the Department has or may acquire an interest.
AAG Approved 9/12/2007
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FFY071b01
Statement of Work
FFY 2007 State Homeland Security Program
INTRODUCTION:
The Washington State Military Department Emergency Management Divisi n's (EMD) Homeland Security
Section is responsible for programs designed to prepare and improve the State's ability to respond to a
Chemical, Biological, Radiological, Nuclear and Explosive (CBRNE) attack. Through the FFY07 Homeland
Security Grant Program (HSGP), State Homeland Security Program (SHSP)the Department is providing funds
to enhance the capability of state and local units of government to prevent, deter, respond to, and recover from
incidents of terrorism. The FFY07 grant guidance also provides funding for planning, training, and exercise
activities related to catastrophic events,when the benefit to terrorism preparedness can be justified.
King County Office of Emergency Management(herein known as the Contractor)agrees to the following tasks:
GENERAL PROGRAM REQUIREMENTS:
1. Work closely with the established Regional Homeland Security Council to develop a strategy and
subsequent budget for the use of these funds. The implementation of the projects or activities associated
with these funds will be coordinated with the counties, cities, and the tribal governments located within
the established region.
2. Prepare and submit a Bi-Annual Strategy Implementation Report (B IR), via the web-based grant
reporting tool. Failure to meet all of the reporting deadlines outlined in the Milestone and Timeline
Schedule will prohibit the Contractor from being reimbursed while reports are outstanding.
3. Electronically submit progress reports. Failure to meet all of the reporting deadlines outlined in the
Timeline will prohibit the Contractor from being reimbursed and will put a freeze on the processing of
equipment approvals, while reports are outstanding.
.' 4. Adhere to all financial and procurement guidance, including competitive processes and other
procurement requirements as documented in the Department of Homeland Security Financial Guide
found at hftp://www.dhs.gov/xlibrary/assets/Grants Financial Mana eme tGuide. df. Local and state
procurement and contracting regulations take precedent over these requirements when local and state
regulations are more stringent.
• Adhere to OGT requirements that all sole source contracts over$100 000 be reviewed and approved
by the Department prior to execution of a contract. This requirement must be passed on to all of the
Contractor's sub-contractors, at which point the Contractor will be responsible for reviewing and
approving their sub-contractors'sole source justifications.
• Adhere to OGT requirements that all contracts with individual consultants, that are not competitively
bid, and where the consultant will be charging an excess of $450 per day (excluding travel and
subsistence) must be approved by the Department before the contract is executed. This requirement
must be passed on to all of the Contractor's sub-contractors, at wh ch point the Contractor will be
responsible for reviewing and approving their sub-contractors' contra .
5. The Contractor is required to.ensure that all of their sub-grantees and su contractors are in compliance
with the FFY07 Homeland Security Grant Guidance through monitoring of expenditures and periodic
reviews of equipment inventories.
6. Plan and implement equipment purchases, exercises, training, panning and management &
administration in accordance with the FFY07 Homeland Security Grant Program Guidance, which can be
found at http://www.oiP.usdoi.gov/odP/grants hsgp.htm, as well as all subsequent policy changes.
7. All activities under this contract must have a clear correlation to the goals, objectives, and priorities
identified in the Washington State Strategic Plan and corresponding Investment Justifications submitted
in the FFY07 grant application.
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8. If purchasing equipment, the Contractor must meet the following requirem nts: FFY07-SHSP-TE-001
• Be in compliance with the OGT Authorized Equipment List(AEL), as d tailed at:
htt p://www 1.rkb.mi pt.o rg/.
• Submit all proposed equipment purchases to the Committee on Ho eland Security, Sub-committee
on Equipment to ensure that the requested equipment is on the AE , is aligned with the statewide
equipment purchasing strategy, and submit to OGT if necessary.
■ No reimbursement for purchased equipment will occur until t e appropriate approvals have
been obtained.
■ The overall equipment budget can not be exceeded and ove expenditures for any reason,
including additional cost of sales tax, shipping, or installation, ill be the responsibility of the
Contractor.
• Determine whether or not it is in the best interest of the Contractor to ake purchases using their own
procurement process or ask the Department to make purchases on th it behalf.
• Make a request to the Department in writing that authorizes the De artment to de-obligate funding
from the Contractor's contract and use the state's procurement pro ess and contracts to purchase
equipment on behalf of the Contractor. This will necessitate an ame dment to the contract reducing
the Contractor's award by an amount sufficient for the Department to make the purchase(s). The
Department will pay the vendor directly and all items will be drop shi ped to a location designated by
the Contractor.
9. Exercises that are implemented with grant funds must meet the requir ments of the FFY07 Homeland
Security Grant Program Guidance, be threat and performance based, a should evaluate performance
of critical prevention and response tasks required to respond to the exe use scenario. Upon completion
of the exercise, an After Action Report and an Improvement Plan must prepared and submitted to the
Department within 60 days of completion of the exercise. Final reimbur ement for related expenditures
can not be made until this requirement has been'met.
10. The Contractor understands National Incident Management System ( IMS) compliance is required to
receive Federal preparedness assistance grants beginning October 1, 2 06. The Contractor certifies, by
signing this agreement, that the contractor and its principals have met NIMS compliance requirements
and state reporting requirements for Federal Fiscal Year 2006 (FFY06) nd shall meet NIMS compliance
requirements and state reporting requirements for subsequent f deral fiscal years during the
performance period of this contract. The NIMS Integratio Center (NIC) web page,
http://www.fema.gov/emergency/nims provides information about NIMS and guidance to determine the
extent to which jurisdictions are already compliant, as well as identify t e NIMS requirements that have
not been met. The Contractor and its principals are required to eport NIMS compliance to the
Department via the online form available on the Department's homepag http://www.emri wa.gov/.
11. The Contractor may not exceed 5% of the total grant award on anagement and Administrative
expenditures.
12. Complete all work under the contract by the contract end date, to includ receipt of equipment items.
13. Submit at a maximum monthly and a minimum quarterly, signed and pproved invoice vouchers (State
Form A-19)to the Department for costs incurred.
• No costs will be paid in advance of their being incurred by the Cont ctor.
• No equipment costs will be reimbursed until the equipment has be n received by the Contractor and
invoiced by the vendor.
• Each A-19 will be accompanied by a spreadsheet detailing the expenditure's. Related financial
documents and invoices must be kept on file by the Contractor an 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 or a statement signed and dated by the Contracto 's authorized representative that
states "all items invoiced have been received in good working ord r, are operational, and have been
inventoried according to contract and local procurement requireme is"
.
FFY07 Homeland Security Grant Program Page 14 of 18 King County OEM
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I
All contract work must end on the contract end date, however the Contractor has up toF4gosPaTfepo7
the contract end date to submit all final billing.
• No travel or subsistence costs, including lodging and meals, reimbursed under this contract may
exceed federal maximum rates which can be found at www.gsa.gov.
CONTRACTOR TASKS:
1. Provide technical assistance to local communities as necessary to enable the jurisdiction to
successfully meet the requirements and intent of the SHSP grant.
2. Attend and participate in the monthly Regional Coordination meeting.
3. -Manage and administer the FFY07 SHSP Grant Program.
4. Report accomplishments on project deliverables, as may apply, including:
a. NIMS/NRP compliance and implementation;
b. Development and implementation of Regional Coordination prep redness, prevention, response
and recovery plans, assessments, networking, protocols and proce ures completed for Region 6;
c. Development and implementation of Training and Exercise Prog ams within Region 6, including
training and exercises completed and number of participants;
d. Enhancement of interoperable communications within Region 6 ncluding equipment purchased,
installed, tested, trainings conducted and exercises completed;
e. Development and implementation of Citizen Preparedness Progra s;
f. Equipment purchased.
5. If necessary, hire a Subcontractor to assist in accomplishing the contract t sks.
THE MILITARY DEPARTMENT AGREES TO:
1. Provide technical assistance, expertise, and state coordination with OGT where necessary.
2. Reimburse the Contractor within 45 days of receipt and approval of sign d, dated invoice vouchers (state
form A-19) and all documentation of expenditures as required.
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FFY07-SHSP-TE-001
MILESTONE TIMELINE
IFFY 2007 State Homeland Security Program
MILESTONE TASK
July 1, 2007 Start of grant performance period
September 2007 Submission of Initial Strategy Implementation Plan (ISIP)
October 2007 Contract Execution
January 15, 2008 Submission of Bi-annual Strategy Impie entation Report(BSIR)
& Progress Report
July 15, 2008 Submission of Bi-annual Strategy Impl mentation Report(BSIR)
& Progress Report
January 15, 2009 Submission of Bi-annual Strategy Impl mentation Report (BSIR)
& Progress Report
July 15, 2009 Submission of Bi-annual Strategy Impi mentation Report(BSIR)
& Progress Report
September 30, 2009 Termination of the contract performan ; all work must end under
this contract.
No later than November 14, 2009 Submit all final reports, invoices for reimbursement and/or
deliverables.
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FFY07tVfifbTfd01
BUDGET SHEET
IFFY 2007 State Homeland Security Program
PLANNING Sub-Category Funding Source: 773SU
Salaries&Benefits $ 331,000
Consultants/Sub-Contracting $ 400,000
Goods&Services $ 136,500
Travel&Per Diem $ 3,500
Pass Thru $ 178,000
Other-Indirect $ -
Total $ 1,049,000
TRAINING Sub-Category Funding Source: 773ST
Salaries&Benefits $ -
Overtime $ -
Consultants/Sub-Contracting $ -
Goods&Services $ -
Travel&Per Diem $ -
Pass Thru $ 210,000
Other $ -
Total $ 210,000
EXERCISE Sub-Category Funding Source: 773SQ
Salaries&Benefits $ -
Overtime $ -
Consultants/Sub-Contracting $ -
Goods&Services $ -
Travel&Per Diem $ -
Pass Thru $ 140,000
Other $ -
Total $ 140,000,00
MANAGEMENT&
ADMINISTRATION Sub-Category Funding Source: 773SA
Salaries&Benefits $ 112,500
Consultants/Sub-Contracting $ -
Goods&Services $ 4,039
Travel&Per Diem $ 1,000
Pass Thru $ -
Other $
Total $ 117,539
EQUIPMENT $ 834,235 Funding Source: 7738S
Total Budget $ 2,350,774
'1 Expenditures may only occur within the categories and sub-categories listed above. H ver,bhanges of up to 100/0 can be
made without prior approval from the Department. Changes that exceed 10%will require a Contractor submit a budget
change request to the Department for approval.
r2•G&T Grant program requirements affirm that federal funds will be used to supplement e ' ling funds,and will not replace
(supplant)funds that have been appropriated for the same purpose.
F3•Management and Administration expenditures cannot exceed 5%of the total contract am unt.
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t
FFY07tSVRF0-Tfd01
DEPARTMENT PURCHASED EQUIPMENT'
FFY 2007 State Homeland Security Prograin
Upon approval of the Contractor, the Department will purchase the following equipment on behalf of the
Contractor. The Department will reimburse the vendor and the equipment will be drop shipped to a location
designated by the Contractor.
Equipment Category Date Item Discipline
Approved Purchased For
Total amount de-obligated under this contract: $
FFY07 Homeland Security Grant Program Page 18 of 18 King County OEM
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EXHIBIT C
INSURANCE & INDEMNITY REQUIREMENTS
No Insurance is required for this Contract.
REQUEST FOR MAYO 'S SIGNATURE
KEN T Please Fill in All Applicab`e Boxes
WASHINGTON
Routing Information (ALL REQUESTS MUST FIRST BE.ROUTED THROUGH THE LAW DEPARTMENT)
Originator: �.. Phone (Originator)
Date Sent: �� Date Required: _ �g
Return Signed Document to: f CONTRACT TERM NATION DATE: _
[VENDOR NAME: ca,G DATE OF COUNC L APPROVAL:
Brief
q�Explanation of Document:
F—F y07—S Cap
All Contracts Must Be Routed Through the Law Department
(This Area to be Completed By the Law Department)
Received: RECEIVED
Approval of Law Dept.: MAY 2 8 2008
Law Dept. Comments: KENT LAW DEPT
Date Forwarded to Mayor:
Shaded Areas to Be Completed by Administration Staff
Received:
Recommendations & Comments:
Disposition: �
�, �
Date Returned:
Iage5870 • 3/05