HomeMy WebLinkAboutFI17-389 - Original - King County - Regional Animal Services - 01/01/2018 •
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Document
CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission,
to the City Clerk's Office. All portions are to be completed.
If you have questions, please contact the City Clerk's Office at 253-856-5725.
Vendor Flame: King Count RASKC
Vendor Number: 39717
JD Edwards Number
Contract Number: P L 1 - 1)46
This is assigned by City Clerk's Office
Project Name: RASKC Interlocal
Description: KInterlocall Agreement 0 Change Order D Amendment F-1 Contract
Other:
Contract Effective Date: 1/1/2018 'Termination Gate: 12/31/2022
Contract Renewal Notice (Days):
Number of days required notice for termination or renewal or amendment
Contract Manager: Patty Poseto Department: Finance C/S
Contract Amount $363 000.00
Approval Authority: (] Director ❑ mayor City Council 3/2112017 meeting Efate
Detail: (i.e. address, location, parcel number, tax id, etc.):
Passed 3/21/2017 City Council meeting concent calender item F
}
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2018 Regional Animal Services
Interlocal Agreement
This AGREEMENT is made and entered into effective as of this 1st day of January,
2018,by and between KING COUNTY, a Washington municipal corporation and legal
subdivision of the State of Washington (the "County") and the City of Kent, a Washington
municipal corporation (the "City").
WHEREAS, the provision of animal control, sheltering and licensing services
protects public health and safety and promotes animal welfare; and
WHEREAS, providing such services on a regional basis allows for enhanced
coordination and tracking of regional public and animal health issues, consistency of
regulatory approach across jurisdictional boundaries, economies of scale, and ease of
access for the public; and
WHEREAS, the Contracting Cities are partners in making regional animal services
work effectively, and are customers of the Animal Services Program provided by the
County; and
WHEREAS, the City and the County are parties to an Animal Services Interlocal
Agreement for 2013 through 2015 which, as extended, will terminate on December 31, 2017
(the "2013 Agreement"); and
WHEREAS, nothing in this Agreement is intended to alter the provision of service
or manner and timing of compensation and reconciliation specified in the 2013 Agreement
for services provided through December 31, 2017; and
WHEREAS, the City pursuant to the Interlocal Cooperation Act (RCW Chapter
39.34) , is authorized and desires to contract with the County for the performance of
Animal Services; and
WHEREAS, the County is authorized by the Interlocal Cooperation Act, Section 120
of the King County Charter and King County Code 11.02.030 to render such services and is
willing to render such services on the terms and conditions hereinafter set forth; and
NOW THEREFORE, in consideration of the promises, covenants and agreements
contained in this Agreement, the parties agree as follows:
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1. Definitions. Unless the context clearly shows another usage is intended, the
following terms shall have these meanings in this Agreement:
a. "Agreement" means this 2018 Animal Services Interlocal Agreement,
including any and all Exhibits hereto. Unless the context clearly indicates
otherwise, the term "Agreement" is intended to reference all 2018 Animal
Services Interlocal Agreements by and between the County and other
Contracting Cities.
b. "Animal Services" means Control Services, Shelter Services and Licensing
Services combined, as these services are described in Exhibit A.
Collectively, "Animal Services" are sometimes referred to herein as the
"Program.,'
c. "Contracting Cities" means all cities, including Latecomer Cities, that are
parties to an Agreement.
d. "Contracting Parties" means all Contracting Cities and the County.
e. "Control District" means one of the three geographic areas delineated in
Exhibit B for the provision of Animal Control Services.
f. "Enhanced Control Services" are additional Control Services that the City
may purchase under certain terms and conditions as described in Exhibit E
(the "Enhanced Control Services Contract").
g. "Enhanced Licensing Support Services" are additional Licensing Support
Services that the City may purchase under certain terms and conditions as
described in Exhibit F ("Enhanced Licensing Support Services—Terms of
Service")
h. "Latecomer City" means a city receiving animal services under an
agreement with the County executed after January, 2018, per the conditions
of Section 5.
i. "Parties" means the City and the County.
Document Dated 6-28-17 2
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j. "Service Year" means the calendar year in which Animal Services are or
were provided pursuant to this Agreement.
2. Services Provided. Beginning January 1, 2018, the County will provide the City
with Animal Services described in Exhibit A. The County will perform these
services on behalf of the City, consistent with governing City ordinances adopted in
accordance with Section 3. In providing such Animal Services consistent with
Exhibit A, the County will engage in good faith with the Joint City-County
Collaboration Committee to develop potential adjustments to field protocols;
provided that, the County shall have sole discretion as to the staffing assigned to
receive and dispatch calls and the manner of handling and responding to calls for
Animal Service. Except as set forth in Section 10 (Indemnification and Hold
Harmless), services to be provided by the County pursuant to this Agreement do
not include services of legal counsel, which shall be provided by the City at its own
expense.
a. Enhanced Control Services. The City may request Enhanced Control
Services by completing and submitting Exhibit E to the County. Enhanced
Services will be provided subject to the terms and conditions described in
Exhibit E, including but not limited to a determination by the County that it
has the capacity to provide such services.
3. City Obligations.
a. Animal Regulatory Codes Adopted. To the extent it has not already done
so, the City shall promptly enact an ordinance or resolution that includes
license, fee, penalty, enforcement, appeal, impound/redemption and
sheltering provisions that are substantially the same as those of Title 11
King County Code as now in effect or hereafter amended (hereinafter "the
City Ordinance"). The City shall advise the County of any City animal care
and control provisions that differ from those of the County and of any
amendments to the City Ordinance adopted subsequent to the effective date
of this Agreement.
b. Authorization to Act on Behalf of Citv. Beginning January 1, 2018, the City
authorizes the County to act on its behalf in undertaking the following:
i. Determining eligibility for and issuing licenses under the terms of the
City Ordinance, subject to the conditions set forth in such laws.
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I Enforcing the terms of the City Ordinance, including the power to
issue enforcement notices and orders and to deny, suspend or revoke
licenses issued thereunder.
iii. Conducting administrative appeals of those County licensing
determinations made and enforcement actions taken on behalf of the
City. Such appeals shall be conducted by the King County Hearing
Examiner or the County's successor administrative appeals body or
officer on behalf of the City unless either the City or the County
determines that the particular matter should be heard by the City.
iv. Nothing in this Agreement is intended to divest the City of authority
to independently undertake such enforcement actions as it deems
appropriate to respond to violations of any City ordinances.
c. Cooperation and Licensing Support. The City will assist the County in its
efforts to inform City residents regarding animal codes and regulations and
licensing requirements and will promote the licensing of pets by City
residents through various means as the City shall reasonably determine,
including but not limited to offering the sale of pet licenses at City Hall,
mailing information to residents (using existing City communication
mechanisms such as bill inserts or community newsletters) and posting a
weblink to the County's animal licensing program on the City's official
website. The City will provide to the County accurate and timely records
regarding all pet license sales processed by the City. All proceeds of such
sales shall be remitted to the County by the City on a monthly basis (no later
than fifteen (15) calendar days from the end of each calendar month) or
more frequently.
4. Term. This Agreement will take effect on January 1, 2018 and, unless extended
pursuant to subparagraphs 4a or 4b, shall remain in effect until December 31, 2022.
a. Automatic Extension. The Agreement shall automatically continue for a
second five year term, until December 31, 2027, unless one or more of the
Contracting Parties provide written notice by June 30, 2021, of their intent to
opt out of a second term. Notice from contracting cities is to be provided in
writing to the County, who will subsequently inform the other city partners,
in writing, within 14 days of the County receiving the written notification.
Document Dated 6-28-17 4
b. Contingent Extension. If one or more Contracting Cities provides written
notice to the County of its intent to opt out of a second term, the Agreement
shall continue for a second five-year term, until December 31, 2027, if:
(i) the cost to any remaining party is not estimated to increase by more
than ten percent,based on the Estimated Animal Services Cost
Allocation to the City (the cost allocation before revenue and credit
off-sets) as noted in the Estimated Payment Calculation that includes
the non-renewing party, compared to the Estimated Animal Services
Cost Allocation to the City in the Estimated Payment Calculation that
excludes the non-renewing City; and
(ii) no later than March 1, 2022, the remaining Parties agree in writing
upon terms that substantially carry forward the cost and service levels
in the initial term. If the Parties do not reach agreement on such
revised terms by March 1, 2022, the automatic extension is not
effective, and this Agreement shall terminate at the end of the initial
term.
c. Date References. For purposes of construing date specific rights and
responsibilities of the Parties upon extension of this Agreement for a second
term, references in this Agreement to an initial term date shall mean a date
that is five years later. This subsection is not intended to authorize more
than one five-year extension period.
d. Termination. Any Contracting Party may, without cause and in its sole
discretion, determine not to renew this Agreement for a second term by
providing written notice of its decision to the other parties no later June 30,
2021. The Agreement may not be terminated for convenience during either
the first or second term. Notice from contracting cities is to be provided in
writing to the County, who will subsequently inform the other city partners,
in writing, within 14 days of the County receiving the written notification.
5. Latecomers.The County may sign an agreement with additional cities for provision
of animal services prior to the termination or expiration of this Agreement, but only
if the later agreement will not cause either a decrease in the level of services
provided to the Cities by the County or an increase in the costs payable by the
Cities to the County under this Agreement. Cities that are party to such
agreements are referred to herein as "Latecomer Cities."
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6. Compensation. The County will develop an Estimated Payment calculation for
each Service Year using the formulas described in Exhibit C, and shall transmit the
payment information to the City according to the schedule described below. The
County will also calculate and inform the City as to the Reconciliation Adjustment
Amount on or before June 30 of each year, as described in Section 7 below and
Exhibit D, in order to reconcile the Estimated Payments made by the City in the
prior Service Year. The City will pay the Estimated Payment, and any applicable
Reconciliation Adjustment Amounts as follows (a list of payment-related notices
and dates is included at Exhibit C-7):
a. Service Year 2018: The County will provide the City with a calculation of
the Estimated Payment amounts for Service Year 2018 on or before
December 15, 2017, which shall be derived from the Estimated 2018
Payment Amount set forth on Exhibit C-1, adjusted if necessary based on
the Contracting Cities and other updates to Calendar Year data in Exhibit
C-2. The City will pay the County the Estimated Payment Amounts for
Service Year 2018 on or before August 15, 2018. The Reconciliation
Adjustment Amount for Service Year 2018 shall be paid by the City, or by
the County if the calculation shows the City is entitled to receive a payment
from the County, on or before August 15, 2019, as described in this section.
b. Service Years after 2018.
i. Estimated Payment Determined by December 15. The Estimated
Payment amounts for the upcoming Service Year will be determined
by the County following adoption of the County's budget and
applying the formulas in Exhibit C.
ii. Estimated Payments Due August 15. The City will pay the County the
Estimated Payment Amount on or before each August 15.
iii. The Reconciliation Adjustment Amount for the prior Service Year
shall be paid on or before August 15 of the following calendar year, as
described in Section 7.
iv. If a Party fails to pay an Estimated Payment or Reconciliation
Adjustment Amount within 15 days of the date owed, the Party owed
shall notify the owing Party that they have ten (10) days to cure non-
Document Dated 6-28-17 6
payment. If the Party fails to cure its nonpayment within this time
period following notice, the amount owed shall accrue interest
thereon at the rate of 1% per month from and after the original due
date and, if the nonpaying Party is the City, the County at its sole
discretion may withhold provision of Animal Services to the City until
all outstanding amounts are paid. If the nonpaying Party is the
County, the City may withhold future Estimated Payments until all
outstanding amounts are paid. Each Party may examine the other's
books and records to verify charges.
v. Unless the Parties otherwise direct, payments shall be submitted to
the addresses noted at Section 15.g.
c. Payment Obligation Survives Expiration or Termination of Agreement.
The obligation of the City (or as applicable, the County), to pay an
Estimated Payment Amount or Reconciliation Adjustment Amount for a
Service Year included in the term of this Agreement shall survive the
Expiration or Termination of this Agreement. For example, if this
Agreement terminates on December 31, 2022, the Estimated 2022 Payment is
nevertheless due on or before August 15, 2022, and the Reconciliation
Adjustment Amount shall be payable on or before August 15, 2023.
d. The Parties agree the payment and reconciliation formulas in this
Agreement (including all Exhibits) are fair and reasonable.
7. Reconciliation of Estimated Payments and Revenues.
a. In order that the Contracting Parties share costs of the regional Animal
Services Program based on their actual, rather than estimated, licensing
revenues, there will be an annual reconciliation: Specifically, on or before
June 30 of each year, the County will reconcile amounts owed under this
Agreement for the prior Service Year by comparing each Contracting Party's
Estimated Payments to the amount derived in Exhibit C using actual
revenue data for such Service Period as detailed in Exhibit D. There will
also be an adjustment if necessary to account for annexations of areas with a
population of 2,500 or more and for changes in relative population shares of
Contracting Parties' attributable to Latecomer Cities. The County will
provide the results of the reconciliation to all Contracting Parties in writing
on or before June 30. The Reconciliation Adjustment Amount will be paid on
Document Dated 6-28-17 7
or before August 15 of the then current year, regardless of the prior
termination of the Agreement as per Section 5.c.
b. The Parties intend that the provision of Animal Services becomes more
financially sustainable over the term of this Agreement.. The County will
develop proposals designed to support this goal. The County will consult
with the Joint City-County Collaboration Committee on any proposals to
generate new revenue.
c. The Parties do not intend for the provision of Animal Services or receipt of
such Services under this Agreement to be a profit-making enterprise. Where
a Contracting Party receives revenues in excess of its costs under this
Agreement (including costs of PAWS (or other animal services provider,)
shelter service, Enhanced Control Service, and Enhanced Licensing Support
Services, if applicable), they will be reinvested in the Program to reduce the
County's costs of the system that are not included in the allocation to cities
and to improve service delivery.
8. Enhanced Licensing Support Services
a. A City may request Enhanced Licensing Support Services from the County
during the term of this Agreement by executing Attachment A to Exhibit F.
The terms and conditions under which such Enhanced Licensing Support
Services will be provided are further described at Exhibit F. Provision of
Enhanced Licensing Support Services during the term of this agreement is
subject to the County determining it has capacity to provide such services.
Provision of Enhanced Licensing Support Services is further subject to the
Parties executing an Enhanced Licensing Support Services Agreement and
Acknowledgement Form (Exhibit F,Attachment A).
b. In addition to other terms described in Exhibit F, receipt of Enhanced
Licensing Support Services is subject to the recipient City providing in-kind
services, including but not limited to: assisting in communication with City
residents; publicizing any canvassing efforts the Parties have agreed should
be implemented; assisting in the recruitment of canvassing staff, if
applicable; and providing information to the County to assist in targeting its
canvassing activities, if applicable.
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c. The County has the option to implement Enhanced Licensing Support
Services for cities receiving transition and shelter credits.
9. Mutual Covenants/Independent Contractor. The Parties understand and agree
that the County is acting hereunder as an independent contractor and that:
a. Control of County personnel, standards of performance, discipline, and all
other aspects of performance shall be governed entirely by the County;
b. All County persons rendering service hereunder shall be for all purposes
employees of the County, although they may from time to time act as
commissioned officers of the City;
c. The County contact person for the City regarding all issues arising under
this Agreement, including but not limited to citizen complaints, service
requests and general information on animal control services is the Manager
of Regional Animal Services.
10. Indemnification and Hold Harmless.
a. City Held Harmless. The County shall indemnify and hold harmless the
City and its officers, agents, and employees, or any of them from any and all
claims, actions, suits, liability, loss, costs, expenses, and damages of any
nature whatsoever, by any reason of or arising out of any negligent act or
omission of the County, its officers, agents, and employees, or any of them
relating to or arising out of performing services pursuant to this Agreement.
In the event that any such suit based upon such a claim, action, loss, or
damages is brought against the City, the County shall defend the same at its
sole cost and expense; provided that the City reserves the right to
participate in said suit if any principle of governmental or public law is
involved; and if final judgment in said suit be rendered against the City, and
its officers, agents, and employees, or any of them, or jointly against the City
and the County and their respective officers, agents, and employees, or any
of them, the County shall satisfy the same.
b. County Held Harmless. The City shall indemnify and hold harmless the
County and its officers, agents, and employees, or any of them from any and
all claims, actions, suits, liability, loss, costs, expenses, and damages of any
nature whatsoever, by any reason of or arising out of any negligent act or
omission of the City, its officers, agents, and employees, or any of them
relating to or arising out of performing services pursuant to this Agreement.
In the event that any suit based upon such a claim, action, loss, or damages
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is brought against the County, the City shall defend the same at its sole cost
and expense; provided that the County reserves the right to participate in
said suit if any principle of governmental or public law is involved; and if
final judgment be rendered against the County, and its officers, agents, and
employees, or any of them, or jointly against the County and the City and
their respective officers, agents, and employees, or any of them, the City
shall satisfy the same.
c. Liability Related to City Ordinances, Policies, Rules and Regulations.In
executing this Agreement, the County does not assume liability or
responsibility for or in any way release the City from any liability or
responsibility that arises in whole or in part as a result of the application of
City ordinances, policies, rules or regulations that are either in place at the
time this Agreement takes effect or differ from those of the County; or that
arise in whole or in part based upon any failure of the City to comply with
applicable adoption requirements or procedures. If any cause, claim, suit,
action or administrative proceeding is commenced in which the
enforceability and/or validity of any such City ordinance, policy, rule or
regulation is at issue, the City shall defend the same at its sole expense and,
if judgment is entered or damages are awarded against the City, the County,
or both, the City shall satisfy the same, including all chargeable costs and
reasonable attorney's fees.
d. Waiver Under Washington Industrial Insurance Act.The foregoing
indemnity is specifically intended to constitute a waiver of each party's
immunity under Washington's Industrial Insurance Act, Chapter 51 RCW,
as respects the other party only, and only to the extent necessary to provide
the indemnified party with a full and complete indemnity of claims made
by the indemnitor's employees. The parties acknowledge that these
provisions were specifically negotiated and agreed upon by them.
11. Dispute Resolution. Whenever any dispute arising among any of the Parties to
this Agreement is not resolved by routine meetings or communications, the
disputing Parties agree to seek resolution of such dispute in good faith by meeting,
as soon as feasible. The meeting shall include the Chief Executive Officer (or
his/her designee) of each party involved in the dispute and the Manager of the
Regional Animal Services Program. If the parties do not come to an agreement on
the dispute, any party may pursue mediation through a process to be mutually
agreed to in good faith by the parties within 30 days, which may include binding or
nonbinding decisions or recommendations. The mediator(s) shall be individuals
skilled in the legal and business aspects of the subject matter of this Agreement.
Document Dated 6-28-17 10
The parties to the dispute shall share equally the costs of mediation and assume
their own costs.
12. Joint City-County Collaboration Committee. A committee composed of 3 county
representatives (appointed by the County) and one representative from each
Contracting City that chooses to appoint a representative shall meet upon
reasonable request of a Contracting City or the County, but in no event shall the
Committee meet less than twice each year. Committee members may not be elected
officials. The Committee shall review service, revenue and cost issues and make
recommendations regarding efficiencies and improvements to services and
revenues, and shall review and make recommendations regarding the conduct and
findings of the collaborative initiatives. Subcommittees to focus on individual
initiatives may be formed, each of which shall include membership from both
County and City members of the Joint City-County Collaboration Committee.
Recommendations of the Joint City-County Collaboration Committee are non-
binding. The collaborative initiatives to be explored include, but are not necessarily
limited to:
a. Services provided (as described in Section 2 of this agreement); Control
Services; Shelter Services and Licensing Services;
b. RASKC Revenues and Costs, including any future proposals for significant
revenues to support RASKC.
13. Reporting. The County will provide the City with an electronic report not less
than monthly summarizing call response and Program usage data for each of the
Contracting Cities and the County and the Animal Services Program. The
formatting, content and details of the report will be developed in consultation with
the Joint City-County Collaboration Committee.
14. Amendments. Any amendments to this Agreement must be in writing. This
Agreement shall be deemed to incorporate amendments to Agreements between
the Contracting Parties that are approved by the County and at least two thirds
(66%) of all other Contracting Parties (in both number and in the percentage of the
prior total Estimated Payments owing from such Contracting Parties in the then
current Service Year), evidenced by the authorized signatures of such approving
Parties as of the effective date of the amendment;provided that this provision shall
not apply to any amendment to this Agreement affecting the Party contribution
responsibilities, hold harmless and indemnification requirements, provisions
regarding duration, termination or withdrawal, or the conditions of this Section.
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15. General Provisions.
a. Other Facilities. The County reserves the right to contract with other shelter
service providers for housing animals received from within the City or from
City residents, whose levels of service meet or exceed those at the County
shelter for purposes of addressing shelter overcrowding or developing other
means to enhance the effectiveness, efficiency or capacity of animal care and
sheltering within King County.
b. Survivability. Notwithstanding any provision in this Agreement to the
contrary, the provisions of Section 10 (Indemnification and Hold Harmless)
shall remain operative and in full force and effect, regardless of the
withdrawal or termination of this Agreement.
c. Waiver and Remedies. No term or provision of this Agreement shall be
deemed waived and no breach excused unless such waiver or consent shall
be in writing and signed by the Party claimed to have waived or consented.
Failure to insist upon full performance of any one or several occasions does
not constitute consent to or waiver of any later non-performance nor does
payment of a billing or continued performance after notice of a deficiency in
performance constitute an acquiescence thereto. The Parties are entitled to
all remedies in law or equity.
d. Grants. Both Parties shall cooperate and assist each other in procuring
grants or financial assistance from governmental agencies or private
benefactors for reduction of costs of operating and maintaining the Animal
Services Program and the care and treatment of animals in the Program.
e. Force Majeure. In the event either Party's performance of any of the
provisions of this Agreement becomes impossible due to war, civil unrest,
and any natural event outside of the Party's reasonable control, including
fire, storm, flood, earthquake or other act of nature, that Party will be
excused from performing such obligations until such time as the Force
Majeure event has ended and all facilities and operations have been
repaired and/or restored.
f. Entire Agreement. This Agreement represents the entire understanding of
the Parties and supersedes any oral representations that are inconsistent
with or modify its terms and conditions.
Document Dated 6-28-17 12
g. Notices. Except as otherwise provided in this Agreement, any notice
required to be provided under the terms of this Agreement shall be
delivered by E-mail (deemed delivered upon E-mail confirmation of receipt
by the intended recipient), certified U.S. mail, return receipt requested or by
personal service to the following person (or to any other person that the
Party designates in writing to receive notice under this Agreement):
For the City: City of Kent
Attn: City Clerk's Office
220 Fourth Ave. N
Kent, WA 98032
For the County: Caroline Whalen, Director
Caroline.whalen@kingcounty.gov
King County Dept. of Executive Services
401 Fifth Avenue, Suite 135
Seattle WA. 98104
h. Assignment. No Party may sell, transfer or assign any of its rights or
benefits under this Agreement without the approval of the other Party.
i. Venue. The Venue for any action related to this Agreement shall be in
Superior Court in and for King County, Washington.
j. Records. The records and documents with respect to all matters covered by
this Agreement shall be subject to inspection and review by the County or
City for such period as is required by state law (Records Retention Act, Ch.
40.14 RCW)but in any event for not less than 1 year following the
expiration or termination of this Agreement.
k. No Third Party Beneficiaries. This Agreement is for the benefit of the
Parties only, and no third party shall have any rights hereunder.
1. Counterparts. This Agreement and any amendments thereto, shall be
executed on behalf of each Party by its duly authorized representative and
pursuant to an appropriate motion, resolution or ordinance. The
Agreement may be executed in any number of counterparts, each of which
shall be an original, but those counterparts will constitute one and the same
instrument.
Document Dated 6-28-17 13
16. Administration. This Agreement shall be administered by the County
Administrative Officer or his/1-ier designee, and by the City Manager, or his/her
designee.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed
effective as of January 1, 2018.
King County City of Kent
Dow Constantine uz t�' 001r,-Mayor
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King Coun Execu ive ity Manager/ "ayoj
Date late
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King Co �Zity A ttor ey
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Date Date
Document Dated 6-28-17 14
List of Exhibits
Exhibit A: Animal Services Description
Exhibit B: Control Service District Map Description
Exhibit B-1: Map of Control Service District
Exhibit C: Calculation of Estimated Payments
Exhibit C-1: Pre-Commitment Estimated 2018 Payment (showing
participation only by jurisdictions that have expressed interest in contracting for
an additional 3 year term)
Exhibit C-2: Estimated Population, Calls for Service, Shelter Use and
Licensing Data for Jurisdictions,Used to Derive the Pre-Commitment
Estimated 2018 Payment
Exhibit C-3: Calculation of Budgeted Total Allocable Animal Services
Costs, Budgeted Total Non-Licensing Revenue and Budget Net Allocable
Animal Services Costs for 2018
Exhibit C-4: Calculation and Allocation of Transition Credit, Shelter
Credit
Exhibit C-5: [Intentionally Omitted]
Exhibit C-6: Summary of Calculation Periods for Use and Population
Components
Exhibit C-7: Payment and Calculation Schedule
Exhibit D: Reconciliation
Exhibit E: Enhanced Control Services Contract (Optional)
Exhibit F: Enhanced Licensing Support Services—Terms of Service (Optional)
Document Dated 6-28-17 15
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Exhibit A
Animal Service Description
Part I: Control Services
Control Services include the operation of a public call center, the dispatch of animal
control officers in response to calls, and the handling of calls in the field by animal control
officers, including the collection and delivery of animals to the Kent Shelter (or such other
shelters as the County may utilize in accordance with this Agreement).
1. Call Center
a. The County will operate an animal control call center five days every week
(excluding holidays and County-designated furlough days, if applicable) for
a minimum of eight hours per day (normal business hours). The County will
negotiate with applicable unions with the purpose of obtaining a
commitment for the five day call center operation to include at least one
weekend day. The County may adjust the days of the week the call center
operates to match the final choice of Control District service days.
b. The animal control call center will provide callers with guidance, education,
options and alternative resources as possible/appropriate.
c. When the call center is not in operation, callers will hear a recorded message
referring them to 911 in case of emergency, or if the event is not an
emergency, to either leave a message or call back during regular business
hours.
2. Animal Control Officers
a. The County will divide the area receiving Control Services into three Control
Districts as shown on Exhibit B. Subject to the limitations provided in this
Section 2, Control Districts 200 and 220 each will be staffed with one Animal
Control Officer during Regular ACO Service Hours and District 500 will be
staffed with two Animal Control Officers (ACOs) during Regular ACO
Service Hours. Regular ACO Service Hours is defined to include not less
than 40 hours per week. The County will negotiate with applicable unions
with the intention of obtaining a commitment for Regular ACO Service
Hours to include service on at least one weekend day. Regular ACO Service
Hours may change from time to time.
i. Except as the County may in its sole discretion determine is necessary
to protect officer safety, ACOs shall be available for responding to
calls within their assigned Control District and will not be generally
available to respond to calls in other Control Districts. Exhibit B-1
shows the map of Control Districts.
Document Dated 6-28-17 16
ii. Countywide, the County will have a total of not less than 6 ACOs
(Full-Time Equivalent employees) on staff to maximize the ability of
the County to staff all Control Districts notwithstanding vacation,
sick-leave, and other absences, and to respond to high workload areas
on a day-to-day basis. While the Parties recognize that the County
may at times not be able to staff all Control Districts as proposed
given unscheduled sick leave or vacancies, the County will make its
best efforts to establish regular hourly schedules and vacations for
ACOs in order to minimize any such gaps in coverage. In the event of
extended absences among the 6 ACOs, the County will re-allocate
remaining ACOs as practicable in order to balance the hours of service
available in each Control District. In the event of ACO absences (for
any causes and whether or not such absences are extended as a result
of vacancies or other issues), the first priority in allocating ACOs shall
be to ensure there is an ACO assigned in each Control District during
Regular ACO Service Hours.
b. Control District boundaries are designed to balance work load, correspond
to jurisdictional boundaries and facilitate expedient transportation access
across each district. The County will arrange a location for an Animal
Control vehicle to be stationed overnight in Control Districts ("host sites") in
order to facilitate service and travel time improvements or efficiencies.
c. The County will use its best efforts to ensure that High Priority Calls are
responded to by an ACO during Regular ACO Service Hours on the day
such call is received. The County shall retain full discretion as to the order in
which High Priority calls are responded. High Priority Calls include those
calls that pose an emergent danger to the community, including:
1. Emergent animal bite,
2. Emergent vicious dog,
3. Emergent injured animal,
4. Police assist calls—(police officer on scene requesting assistance
from an ACO),
5. Emergent loose livestock or other loose or deceased animal that
poses a potential danger to the community, and
6. Emergent animal cruelty.
d. Lower priority calls include all calls that are not High Priority Calls. These
calls will be responded to by the call center staff over the telephone, referral
to other resources, or by dispatching of an ACO as necessary or available, all
as determined necessary and appropriate in the sole discretion of the
County. Particularly in the busier seasons of the year (spring through fall),
Document Dated 6-28-17 17
D
lower priority calls may only receive a telephone response from the Call
Center.Lower Priority calls are non-emergent requests for service, including
but not limited to:
1. Non-emergent high priority events,
2. Patrol request— (ACO requested to patrol a specific area due to
possible code violations),
3. Trespass,
4. Stray Dog/Cat/other animal confined,
5. Barking Dog,
6. Leash Law Violation,
7. Deceased Animal,
8. Trap Request,
9. Female animal in season, and
10. Owner's Dog/Cat/other animal confined.
e. The Joint-City County Collaboration Committee is tasked with reviewing
response protocols and recommending potential changes to further the goal
of supporting the most appropriate use of scarce Control Service resources
countywide. The County will in good faith consider such recommendations
but reserves the right to make final decisions on response protocols. The
County will make no changes to its procedures that are inconsistent with the
terms of this Exhibit A, except that upon the recommendation of the Joint
City-County Collaboration Committee, the County may agree to modify
response with respect to calls involving animals other than horses, livestock,
dogs and cats.
f. In addition to the ACOs serving specific districts, the following Control
Service resources will be available on a shared basis for all Parties and shall
be dispatched as deemed necessary and appropriate by the County.
1. An animal control sergeant will provide oversight of and back-
up for ACOs five days per week at least 8 hours/day (subject to
vacation/sick leave/training/etc.).
2. Staff will be available to perform animal cruelty investigations,
to respond to animal cruelty cases, and to prepare related
reports (subject to vacation/sick leave/training/etc.).
3. Not less than 1 ACO will be on call every day at times that are
not Regular ACO Service Hours (including the days per week
that are not included within Regular ACO Service Hours), to
respond to High Priority Calls posing an extreme life and
safety danger, as determined by the County.
g. The Parties understand that rural areas of the County will generally receive a
less rapid response time from ACOs than urban areas.
Document Dated 6-28-17 18
h. Contracting Cities may contract with King County for "Enhanced Control
Services" through separate agreement(as set forth in Exhibit E);provided
that a City may not purchase Enhanced Control Services under Option 1 as
described in Exhibit E if such City is receiving a Transition Funding Credit
and/or Shelter Credit.
Part II: Shelter Services
Shelter services include the general care, cleaning and nourishment of owner-released, lost
or stray dogs, cats and other animals. Such services shall be provided 7-days per week, 365
days per year at the County's animal shelter in Kent (the "Shelter") or other shelter
locations utilized by the County, including related services described in this section.
Major maintenance of the Shelter will continue to be included in the Program costs
allocated under this Agreement (as part of the central County overhead charges allocated
to the Program). No major renovation, upgrades or replacements of the Shelter established
as a capital project within the County Budget are anticipated. Nor will any such capital
project costs be allocated to the Contracting Cities during the term of this Agreement
without prior agreement of the Contracting Cities.
1. Shelter Services .
a. Services provided to animals will include enrichment, exercise, care and
feeding, and reasonable medical attention.
b. The Public Service Counter at the Shelter will be open to the public not less
than 30 hours per week and not less than 5 days per week, excluding
holidays and County designated furlough days, for purposes of pet
redemption, adoption, license sales services and (as may be offered from
time to time) pet surrenders. The Public Service Counter at the shelter may
be open for additional hours if practicable within available resources.
c. The County will maintain a volunteer/foster care function at the Shelter to
encourage use of volunteers working at the shelter and use of foster
families to provide fostering/transitional care between shelter and
permanent homes for adoptable animals.
d. The County will maintain an animal placement function at the Shelter to
provide for and manage adoption events and other activities leading to the
placement of animals in appropriate homes.
e. Veterinary services will be provided and will include animal exams,
treatment and minor procedures, spay/neuter and other surgeries. Limited
emergency veterinary services will be available in non-business hours,
through third-party contracts, and engaged if and when the County
determines necessary.
Document Dated 6-28-17 19
D �
f. The County will take steps through its operating policies, codes, public fee
structures and partnerships to reduce the number of animals and their
length of stay in the Shelter, and may at times limit owner-surrenders and
field pick-ups, adjust fees and incentivize community-based solutions.
2. Other Shelter services
a. Dangerous animals will be confined as appropriate/necessary.
b. Disaster/emergency preparedness for animals will be coordinated
regionally through efforts of King County staff.
3. Shelter for Contracting Cities contracting with PAWS (Potentially including
Woodinville, Shoreline, Lake Forest Park,Kenmore ("Northern Cities")). For so
long as a Northern City has a contract in effect for sheltering dogs and cats with the
Progressive Animal Welfare Society in Lynnwood (PAWS), or other animal service
providers the County will not shelter dogs and cats picked up within the
boundaries of such City(s), except in emergent circumstances and when the PAWS
Lynnwood (or other animal service providers), shelter is not available. Dogs and
cats picked up by the County within such City(s) will be transferred by the County
to the PAWS (shelter in Lynnwood (or other animal service providers)for shelter
care, which will be provided and funded solely through separate contracts between
each Northern City and PAWS, (or other animal service providers)and the County
will refer residents of that City to PAWS (or other animal service providers ) for
sheltering services. The County will provide shelter services for animals other than
dogs and cats that are picked up within the boundaries of Northern Cities
contracting with PAWS (or other animal service providers) on the same terms and
conditions that such shelter services are provided to other Contracting Parties.
Except as provided in this Section, the County is under no obligation to drop
animals picked up in any Contracting City at any shelter other than the County
shelter in Kent.
4. County Contract with PAWS, or other animal service providers. Nothing in this
Agreement is intended to preclude the County from contracting with other entities
to care for animals taken in by the County.
5. Service to Persons who are not Residents of Contracting Cities. The County will
not provide routine shelter services for animals brought in by persons who are not
residents of Contracting Cities, but may provide emergency medical care to such
animals, and may seek to recover the cost of such services from the pet owner
and/or the City in which the resident lives.
Part III: Licensing Services
Licensing services include the operation and maintenance of a unified system to license
pets in Contracting Cities.
Document Dated 6-28-17 20
1. The public will be able to purchase pet licenses in person at the County Licensing
Division public service counter in downtown Seattle (500 41h Avenue), King County
Community Service Centers and the Kent Animal Shelter during regular business
hours. The County will maintain on its website the capacity for residents to
purchase pet licenses on-line.
2. The County may seek to engage and maintain a variety of private sector partners
(e.g. veterinary clinics, pet stores, grocery stores, city halls, apartment complexes) as
hosts for locations where licenses can be sold or promoted in addition to County
facilities.
3. The County will furnish licenses and application forms and other materials to the
City for its use in selling licenses to the public at City facilities and at public events.
4. The County will publicize reminders and information about pet licensing from time
to time through inserts in County mailings to residents and on the County's public
television channel.
5. The County will annually mail or E-mail at least one renewal form, reminder and
late notice (as applicable) to the last known addresses of all City residents who
purchased a pet license from the County within the previous year (using a rolling
12-month calendar).
6. The County may make telephone reminder calls in an effort to encourage pet
license renewals.
7. The County shall mail pet license tags or renewal notices as appropriate to
individuals who purchase new or renew their pet licenses.
8. The County will maintain a database of pets owned, owners, addresses and
violations.
9. The County will provide limited sales and marketing support in an effort to
maintain the existing licensing base and increase future license sales. The County
reserves the right to determine the level of sales and marketing support provided
from year to year in consultation with the Joint City-County Collaboration
Committee. The County will work with any City in which door-to-door
canvassing takes place to reach agreement with the City as to the hours and
locations of such canvassing.
10. The County will provide current pet license data files (database extractions) to a
Contracting City promptly upon request. Data files will include pets owned,
owners, addresses, phone numbers, E-mail addresses, violations, license renewal
status, and any other relevant or useful data maintained in the County's database
on pets licensed within the City's limits. A City's database extraction will be
provided in electronic format agreed to by both parties in a timely fashion and in a
standard data release format that is easily usable by the City.
Document Dated 6-28-17 21
a
Exhibit B: Control Service District Map
The attached map (Exhibit B-1) shows the boundaries of the 3 Control Service Districts.
The cities and towns included in each Control District are as follows:
District 200 (Northern District) District 220 (Eastern District)
Shoreline Bellevue
Lake Forest Park Mercer Island
Kenmore Yarrow Point
Woodinville Clyde Hill
Redmond Town of Beaux Arts
Sammamish Issaquah
Duvall Snoqualmie
Carnation North Bend
Newcastle
District 500 (Southern District)
Tukwila
SeaTac
Kent
Covington
Maple Valley
Black Diamond
Enumclaw
The Districts shall each include portions of unincorporated King County as illustrated on
Exhibit B-1.
Document Dated 6-29-17 22
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Exhibit C
Calculation of Estimated Payments
The Estimated Payment is the amount, before reconciliation, owed by the City to the
County (or owed by the County to the City if the amount calculated is less than$0) for the
provision of one (1) year of Animal Services, based on the formulas below.
In summary and subject to the more detailed descriptions below, an initial cost
allocation is made for the Service Year (example 2018)based on the cost factors described
in Part 1 below; costs are offset by various revenues as described in Part 2. An annual
reconciliation is completed as described in Part 3.
Based on the calculation process described in Parts 1 and 2, an "Estimated Payment"
amount owed by each City for each Service Year is determined. Each Estimated Payment
covers one (1) year of service. Payment for service is made by each City every August 15.
Part 1: Service Year Cost Allocation Process
• Control Services costs are to be allocated among all Contracting Parties based
20% on their relative population and 80% on the number of calls for service
attributable to each Contracting Party. Shelter Services costs are to be allocated
among all Contracting Parties based 20% on their relative population and 80%
on the total shelter intake of animals attributable to each Contracting Party,
except that cities contracting for shelter services with PAWS (or other animal
service providers) will pay only a population-based charge.
• Licensing Services costs are to be allocated among all Contracting Parties,based
20% on their relative population and 80% on the number of licenses issued to
residents of each Contracting Party.
Part 2: Revenue and Other Adjustments to the Cost Allocation
In 2018 and each Service Year thereafter, the costs allocable to each Contracting Party are
reduced by various revenues and credits:
• Licensing revenue will be attributed to each Contracting Party based on the
residency of the individual purchasing the license (see Part 3 for reconciliation
of Licensing Revenues). As Licensing Revenue and Non-Licensing Revenues
change from year to year, the most recent historical actual data for these
amounts will be incorporated to offset costs (See Exhibit C-6 for calculation
periods). Historical actual data shall be derived from the most recent complete
Document Dated 6-28-17 24
year, or the most recent December—November actual, whichever is more,
unless otherwise approved by the Joint City County Collaboration Committee.
• Two credits are applicable to various Contracting Cities to reduce the amount of
their Estimated Payments: a Transition Funding Credit (fixed at 2013 level,
payable annually through 2022) for cities with high per-capita costs and a
Shelter Credit (for Contracting Cities with the highest per capita intakes (usage))
(adjusted annually as indicated in Exhibit C-4, payable annually through 2022, ).
The County agrees to give serious consideration to maintaining the various
credits provided to the Contracting City under this Agreement in any extension
of the Agreement. Application of these Credits is limited such that the
Estimated Payment cannot fall below zero (before or after the annual
Reconciliation calculation).
• All Contracting Cities may request Enhanced Licensing Support Services by
executing a separate Enhanced Licensing Support Services Agreement and
Acknowledgement form with the County (Exhibit F, Attachment A). This
support is subject to availability of County staff.
• In each Service Year subsequent to 2018, allocable costs are adjusted for each
Contracting Party based on the actual increase or decrease in allocable costs
from year to year for the whole Program. Total Budgeted Allocable Costs
cannot increase by more than the Annual Budget Inflator Cap. The Annual
Budget Inflator Cap is the rate of inflation (based on the annual change in the
September CPI-U for the Seattle-Tacoma-Bremerton area over the rate the
preceding year) plus the rate of population growth for the preceding year for the
County (including the unincorporated area and all Contracting Cities).
• In all Service Years, costs are also adjusted for annexations (in or out of the
Program service area) of areas with a population of 2,500 or more and the shift
in relative population shares among all Contracting Parties as a result of any
Latecomer Cities.
Part 3: Reconciliation
• Estimated Payments are reconciled to reflect actual revenues as well as changes
in population attributable to annexations of areas with a population of 2,500 or
more (in or out of the Program) and the shifts in relative population among all
Contracting Parties as a result of any Latecomer Cities. The Reconciliation occurs
Document Dated 6-28-17 25
a '
by June 30 of the following calendar year. The Reconciliation calculation and
payment process is described in Exhibit D.
• The receipt of Transition Funding Credits or Shelter Credits can never result in
the amount of the Estimated Reconciliation Adjustment Payment falling below
$0.
• If a jurisdiction's licensing revenues exceed its net costs payable under this
Agreement, then in the annual reconciliation process, the excess licensing
revenue is reallocated to offset the County's costs not included in the cost
allocation model provided that, the determination of net costs shall be adjusted as
follows: (1) for a Contracting City purchasing shelter services from PAWS (or
other animal service provider);, net costs includes consideration of the amounts
paid by such City to PAWS (or other animal service provider); and (2) for a
Contracting City purchasing Enhanced Control Services per Exhibit E, and/or
purchasing Enhanced Licensing Support Services per Exhibit F, net costs
includes consideration of the amounts paid for such services.
Part 4: Estimated Payment Calculation Formulas
For Each Service Year.
EP = [(EC +ES +EL)— (ELR+TC+ SC)]
Where:
"EP" is the Estimated Payment. For Contracting Cities receiving a Transition Credit or
Shelter Credit, the value of EP may not be less$0.
"EC" or "Estimated Control Services Cost" is the City's estimated share of the Budgeted
Net Allocable Control Services Cost for the Service Year. See formula below for deriving
"EC."
"ES" or "Estimated Shelter Services Cost" is the City's estimated share of the Budged Net
Allocable Shelter Services Cost for the Service Year. See formula below for deriving "ES."
"EL" or "Estimated Licensing Services Cost" is the City's estimated share of the Budgeted
Net Allocable Licensing Services Cost for the Service Year. See formula below for deriving
„EL
Document Dated 6-28-17 26
1
"ELR" is Estimated Licensing Revenue attributable to the City. For purposes of
determining the Estimated Payment in Year 2018, ELR is based on the amount of revenue
from each type of active license issued to City residents in 2016, or December 2015-
November 2016, whichever is more (the "Calculation Period"). Exhibit C-2 shows a
preliminary estimate of 2016 Licensing Revenue; the numbers in this exhibit are subject to
Reconciliation by June 30, 2019. Additional factors for Estimated Licensing Revenue:
For Contracting Cities that have executed an Enhanced Licensing Support Services
Agreement and Acknowledgement form per Exhibit F, ER is increased by adding
the estimated net amount of revenue, if any, estimated to be derived as a result of
Enhanced Licensing Support Services provided to the City (the "Licensing Revenue
Target" or "RT" less the estimated Enhanced Licensing Support Services cost); this
amount is shown in the column captioned "Estimated Revenue from Enhanced
Licensing Support" on Exhibit C-1).
License Revenue that cannot be attributed to a specific Party (e.g., License Revenue
associated with incomplete address information), which generally represents a very
small fraction of overall revenue, is allocated amongst the Parties based on their
respective percentages of ELR as compared to Total Licensing Revenue.
Notwithstanding the foregoing, "ELR" may be based on an estimated amount of
licensing for the Service Year for the City if, in the reasonable judgment of the
County, an estimated Licensing Revenue amount can be proposed that is likely to
more closely approximate the actual Licensing Revenue for the Service Year than
the data from the Calculation Period;provided that the use of any estimates shall be
subject to the conditions of this paragraph. The County shall work with the Joint
City-County Collaboration Committee to develop estimated Licensing Revenue
amounts for all Contracting Cities for the upcoming Service Year. If the Joint City
County Collaboration Committee develops a consensus proposal (agreement shall
be based on the consensus of those Contracting Cities present at the Joint City-
County Collaboration Committee meeting in which Licensing Revenue estimates
are presented in preparation for the December 15 Estimated Payment Calculation
notification), it shall be used in developing the December 15 Final Estimated
Payment Calculation. If a consensus is not reached, the County shall apply the
actual Licensing Revenue from the Calculation Period for the Service Year to
determine the Preliminary Estimated Payment.
"TC" is the Transition Funding Credit, if any, allocable to the City for each Service Year
calculated per Exhibit C-4.
Document Dated 6-28-17 27
"SC" is the Shelter Credit, if any, allocable to the City for each Service Year calculated per
Exhibit C-4.
"B" is the "Budgeted Total Net Allocable Costs" estimated for the Service Year for the
provision of Animal Services which are allocated among all the Contracting Parties for the
purposes of determining the Estimated Payment. The Budgeted Total Net Allocable Costs
are calculated as the Budgeted Total Allocable Costs (subject to the Annual Budget
Inflator Cap) Tess Budgeted Total Non-Licensing Revenue. The Budgeted Total
Allocable Costs exclude any amount expended by the County as Transition Funding
Credits, or Shelter Credits (described in Exhibit C-4), or to provide Enhanced Licensing
Support Services (described in Section 8). A preliminary calculation (by service area—
Control, Shelter, Licensing) of Budgeted Total Net Allocable Costs, Budgeted Total
Allocable Costs and Budgeted Total Non-Licensing Revenue for purposes of calculating
the Pre-Commitment Estimated 2018 Payments is set forth in Exhibit C-3.
"Total Licensing Revenue" means all revenue received by the County's Animal Services
Program attributable to the sale of pet licenses excluding late fees, refunds and rebates.
With respect to each Contracting Party, the amount of "Licensing Revenue" is the revenue
generated by the sale of pet licenses to residents of the jurisdiction, excluding late fees,
refunds and rebates. (With respect to the County, the jurisdiction is the unincorporated
area of King County.)
"Total Non-Licensing Revenue" means all revenue from fines, forfeitures, and all other
fees and charges imposed by the County's Animal Services program in connection with
the operation of the Program, but excluding Total Licensing Revenue, Designated
Donations, grants,or entrepreneurial activities.
"Designated Donations" mean donations from individuals or other third parties to the
County made for the purpose of supporting specific operations, programs or facilities
within the Animal Services Program.
"Enhanced Licensing Support Services" means activities or funding to be undertaken in
specific cities to enhance licensing revenues, per Section 8 and Exhibit F.
"Annual Budget Inflator Cap" means the maximum amount by which the Budgeted Total
Allocable Costs may be increased from one Service Year to the next Service Year, and year
to year, which is calculated as the rate of inflation (based on the annual change in the
September CPI-U for the Seattle-Tacoma-Bremerton area over the rate the preceding year)
plus the rate of population growth for the preceding year for the County (including the
Document Dated 6-28-17 28
unincorporated area and all Contracting Cities), as identified by comparing the two most
recently published July OFM city and county population reports. The cost allocations to
individual services (e.g. Control Services, Shelter Services or Licensing Services) or specific
items within those services may be increased or decreased from year to year in so long as
the Budgeted Total Annual Allocable Costs do not exceed the Annual Budget Inflator Cap.
"Service Year" is the calendar year in which Animal Services are/were provided.
"Calculation Period" is the time period from which data is used to calculate the Estimated
Payment. The Calculation Period differs by formula component and Service Year. Exhibit
C-6 sets forth in table form the Calculation Periods for all formula factors for the Service
Years.
"Population" with respect to any Contracting Party for Service Year 2018 means the
population number derived from the State Office of Financial Management (OFM) most
recent annually published report of population used for purposes of allocating state
shared revenues in the subsequent calendar year (typically published by OFM each July,
reflecting final population estimates as of April of the same calendar}L). For each Service
Year, the OFM reported population will be adjusted for annexations of 2,500 or more
residents known to be occurring after April, 2017 and before the end of the Service Year.
For example, when the final Estimated Payment calculation for 2018 is provided on
December 15, 2017, the population numbers used will be from the OFM report issued in
July 2017 and will be adjusted for all annexations of 2,500 or more residents that occurred
(or are known to be occurring) between April 1, 2017 and December 31, 2018. In any
Service Year, if: (1) annexations of areas with a population of 2,500 or more people occurs
to impact the population within the jurisdiction of a Contracting Party; or (2) a Latecomer
City is brought under contract with the County, these changes shall be accounted for in the
calculation of the Estimated Payment for such Service Year. Such adjustment shall be
made at the next occurring possibility (e.g., at calculation of the Final Estimated Payment,
or Reconciliation, whichever is soonest). The adjustment will be made on a pro rata basis
to reflect the portion of the year in which the population change was in effect.
• The population of an annexed area will be as determined by the Boundary Review
Board, in consultation with the annexing city. The population of the
unincorporated area within any District will be determined by the County's
demographer.
• In the case of a Latecomer City, the population shall be similarly adjusted among all
Contracting Parties in the manner described above for annexations, by considering
the change in population between all Contracting Parties attributable solely to the
Latecomer City becoming a Contracting Party.
Document Dated 6-28-17 29
O
Exhibit C-1 shows the calculation of Pre-Commitment EP for Service Year 2018 assuming
that the County and all Cities that have expressed interest in signing this Agreement as of
December 31, 2016, do in fact approve and sign the Agreement.
Component Calculation Formulas (used in each Service Year):
Estimated Control (EC) Services Costs is calculated as follows:
EC= ((C x .8) x ACFS) + ((C x .2] x Pop%)
Where:
"C" is the Budgeted Net Allocable Control Services Cost for the Service Year, which
equals the County's Budgeted Total Allocable Costs for Control Services in the Service
Year, less the Budgeted Total Non-Licensing Revenue attributable to Control Services in
the Service Year (for example, fines issued in the field). For purposes of determining the
Pre-Commitment Estimated Payments for 2018, the Budgeted Net Allocable Control
Services Cost is$1,979,509., calculated as shown on Exhibit C-3, and shall be similarly
derived to determine the Final Estimated Payment for 2018 and each Service Year.
"ACFS" is the total Average annual number of Calls for Service during the Calculation
Period for the Service Year for Control Services originating within the City expressed as a
percentage of the ACFS for all Contract Parties.. A Call for Service is defined as a request
from an individual,business or jurisdiction for a control service response to a location
within the City, or a response initiated by an Animal Control Officer in the field, which is
entered into the County"s data system (at the Animal Services call center or the sheriff's
dispatch center acting as back-up to the call center) as a request for service. Calls for
information, hang-ups and veterinary transfers are not included in the calculation of Calls
for Service. A response by an Animal Control Officer pursuant to an Enhanced Control
Services Contract will not be counted as a Call for Service. For purposes of determining
the Estimated Payment for each Service Year, the Calculation Period for ACFS is the
rolling annual average based on the most recently completed three (3) calendar years
actual usage. For example 2014-2016 for 2018 Service Year. Exhibit C-2 shows a
preliminary estimate of ACFS for 2014-2016, used to determine the Pre-Commitment
Estimated 2018 Payment; the numbers in this Exhibit C-2 are subject to Reconciliation by
June 30, 2017.
"Pop%" is the Population of the City or unincorporated County, expressed as a percentage
of the Population of all Contracting Parties.
Document Dated 6-28-17 30
Estimated Shelter (ES) cost for each Service Year is calculated as follows:
If, as of the effective date of this Agreement, the City has entered into a contract for shelter
services with the Progressive Animal Welfare Society (PAWS) in Lynnwood, WA, (or
other animal service provider), then, for so long as such contract remains in effect, the City
will not pay a share of shelter costs associated with shelter usage ("AA" as defined below)
and instead the Estimated Payment will include a population-based charge only,
reflecting the regional shelter benefits nonetheless received by such City, calculated as
follows (the components of this calculation are defined as described below).
ES = (S x.2 x Pop%)
If the City does not qualify for the population-based shelter charge only, ES is determined
as follows:
ES = (S x .2 x Pop%) + (S x .8 x AM
Where:
"S" is the Budgeted Net Allocable Shelter Services Cost for the Service Year, which equals
the County's Budgeted Total Allocable Costs for Shelter Services less Budgeted Total Non-
Licensing Revenue attributable to Shelter operations (i.e., adoption fees, microchip fees,
impound fees, owner-surrender fees, from all Contracting Parties). For purposes of
determining the Pre-Commitment Estimated Payments for 2018, the Budgeted Net
Allocable Shelter Services Cost is$2,960,088., calculated as shown on Exhibit C-3, and
shall be similarly derived to determine the Final Estimated Payments for 2018 and for each
Service Year.
"Pop%" is the population of the City, or unincorporated County, expressed as a
percentage of the Population of all Contracting Parties.
"AA" is the animal intakes that were: (1) picked up by County Animal Control Officers
from within the City, (2) delivered by a City resident to the County shelter, or (3) delivered
to the shelter that are owned by a resident of the City, averaged during the Calculation
Period and expressed as a percentage of the total number of animals in the County Shelter
during the Calculation Period. For purposes of calculating the Estimated Payment for
each Service Year, the Calculation Period for "AA" is the rolling annual average based on
Document Dated 6-28-17 31
o '
the most recently completed three (3) calendar years (for example 2014-2016 for Service
Year 2018)(actual usage). Exhibit C-2 shows a preliminary estimate of "AA" for 2014-2016
used to determine the Pre-Commitment Estimated 2018 Payments; the numbers in this
exhibit are subject to Reconciliation by June 30, 2017.
Estimated Licensing (EL) cost for each Service Year is calculated as follows:
EL= (L x .2 x Pop%) + (L x .8 x ALI)
Where:
"L" is the Budgeted Net Licensing Services Cost for the Service Year, which equals the
County's Budgeted Total Allocable Costs for License Services in the Service Year less
Budgeted Total Non-Licensing Revenue attributable to License Services (for example, pet
license late fees) in the Service Year . For purposes of determining the Pre-Commitment
Estimated Payments for 2018, the Budgeted Net Licensing Cost is$686,512., calculated as
shown on Exhibit C-3, and shall be similarly derived to determine the Final Estimated
Payments for 2018 and each Service Year.
"Pop%"is the Population of the City expressed as a percentage of the population of all
Contracting Parties.
"ALI" (Average Licenses Issued) is the number of active paid regular pet licenses (e.g.,
excluding 'buddy licenses" or temporary licenses) issued to City residents during the
Calculation Period. For purposes of calculating the Estimated Payment for each Service
Year, the Calculation Period for "ALI" is the rolling annual average based on the most
recently completed three (3) calendar years actual usage. For example 2014-2016 for 2018
Service Year. Exhibit C-2 shows a preliminary estimate of "ALI" to be used for calculating
the Pre-Commitment Estimated 2018 Payments; the numbers in this Exhibit are subject to
reconciliation by June 30, 2017.
Document Dated 6-28-17 32
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Exhibit C-2
Population, Calls for Service, Shelter Intakes, and Licenses Issued -Data by Jurisdiction -
Used to Derive the Precom mitm ent 2018 Estim ated Cost Allocation
Average
Average Calls Average Licenses
2D16 for Service Intakes Issued
Jurisdiction Population 2014-2016 2D14-2D16 2D14-2016
Beaux Arts 3D0 1 - 40
..............._..........................._..._........._.............................................._............................................................................-..........._..................................................._..._....................
Bellevue 13 9,400 3 33 162 12,605
......... .. ........................._.._......_......._....................................._...._...._._..........._......................._........_.._..._....-.._....-............_...
Black Diamond 4,3D5 23 25 573
_ ._. .............................._...._.._......._...................................................--.................-..._........._........................._..._..._..._
Carnatio..._n.. ........
.................................
_..........
....... 1,850 12 6 248
Clyde a Hi II 3,060 6 1 261
............._............................-................_............_................................_............................_................._........................................................._..._...
Covington -1.8,750 _167..............................159.......................2,5.29..
........................................................................................................ .....................................
Duvall 7,425 33 11 849
.........................................................................................................................................................................................................................................................................................
Enumclaw ....................... ........................................................................._.....
Issaquah 34,590 152 31 2,425
.._............................................._.......................................... ..._...._..................................................................._.....................................................................................
Kenmore......._........._..._..._..._................._..._.......................... 22,320.. 120 - 2,654
........... ................................._..._......__._...._............................... .........._........_..._..._.._
Kent 124,500 962 1277 9,990
.........................._...._..._......._......_.........._..---.........................._._......._.._..._..._..._...._..............................._...._.._........-...........................-�.................................._..._..._..._...
King County(Uninc'd)* 245,920 1,729 1,252 30,662
...................._..............................................._..._................. .............. . ........_•
Lake Forest Park 12,940 60 - 1,597
.._......................................... ..................................................._..._...._......................................................................._.................
Maple Valley 24,790 158 91 2,979
.............._........................................................................................................................................................................................................................................................................
Mercer Island 23,66D 36 12 1,93D
.........................................................................................................................................................._.........................................................................................................................
Newcastle ......._11,Q9D. .. ........_...._45...............................12.......................1,036..
NorthBe..... .._..........-......................_...................._..._..._................................_........._............_............................................................................_........
Redmond 60,560 13D ....
......................................._........_........................................................._......................_...._........................................................................................._.._..._..._..._.._......._........
Se aTac 27,910 249 360 1,5 79
-................._............................................................................................_...................................................................................................................................I....-.........
Shoreline 54,990 276 - 5,114
_ ...................
_............................_......................................_............................................ ......
Sn oqu almi a 13,110 42 20 1,079
................................................................................................................................................................................................................................................................._........._.........
Tukwila 19,540 187 27D 1,118
..........................._.......................................................................................................................................................................................................................................................
Woodinville11,..74. ....................._41.. -..........................-...............................1,08................._
Yarrow Pt 1,040 2 - 98
.._..........................._..........................................._......................._..........................................................................._........._..........._........._...................................._...-.._......._.......
Grand Total 942,750 1 4,935 3,966 92 451
Notes: 3-Year Average is rounded to nearest whole number. (2016 Source data based on
preliminary usage count)
Final usage data(2014-2016) and population data for 2D17 will be used to update and determine
the Final 2D18 Payment Calculation
Source:WA ST Office of Financial Management (population),Regional Animal Services of King
County(usage)
*Usage adjusted for 2016 Klahanie Annexation
Regional Animal Services of King County
1-2 0-2 017
Exhibit C-3
Document Dated 6-28-17 35
Calculation of Budgeted Total Allocable Costs,Budgeted Total Non-Licensing Revenue, and
Budgeted Net Allocable Costs
This Exhibit Shows the Calculation of Budgeted Total Allocable Costs, Budgeted Total Non-
Licensing Revenue, and Budgeted Net Allocable Costs to derive Pre-Commitment Estimated 2018
Payments. All values shown are based on annualized costs and revenues. The staffing levels
incorporated in this calculation are for year 2018 only and except as otherwise expressly provided in
the Agreement may change from year to year as the County determines may be appropriate to
achieve efficiencies, etc.
Control Services: Calculation of Budgeted Total Allocable Costs,Budgeted Total Non-
Licensing Revenue, and Budgeted Net Allocable Costs
The calculation of Pre-Commitment Estimated 2018 Control Services Costs is shown below.
Cost
1 Direct Service Management Staff Costs $161,969
2 Direct Service Field Staff Costs $799,269
3 Call Center Direct Service Staff Costs $268,415
4 Overtime, Duty, Shift Differential and Temp Costs 68,340
5 Facilities Costs 8,055
6 Office and Other Operational Supplies and Equipment $17,500
7 Printing, Publications, and Postage $23,000
8 Medical Costs $50,000
9 Other Services $75,000
10 Transportation $200,981
11 Communications Costs 39,336
12 IT Costs and Services $126,625
13 Misc Direct Costs $90,536
14 General Fund Overhead Costs 47,140
15 Division Overhead Costs $121,798
16 Other Overhead Costs 23,995
2018 Budgeted Total Allocable Control Services Cost $2,121,959
17 Less 2018 Budgeted Total Non-Licensing Revenue $142,450
Attributable to Control Services
2018 Budgeted Net Allocable Control Services Cost $1,979,509
NOTES:
Document Dated 6-28-17 36
l �
4 These additional salary costs support complete response to calls at the end of the day,
limited response to emergency calls after hours, and extra help during peak call
times.
5 Facilities costs include maintenance and utilities for a portion(5%) of the Kent
Shelter(which houses the call center staff operations and records retention as well as
providing a base station for field officers).
6 This item includes the office supplies required for both the call center as well as a
wide variety of non-computer equipment and supplies related to animal control field
operations (e.g., uniforms, tranquilizer guns, boots, etc.).
7 This cost element consists of printing and publication costs for various materials
used in the field for animal control.
8 Medical costs include the cost for ambulance and hospital care for animals requiring
emergency services.
9 Services for animal control operations vary by year but consist primarily of
consulting vets and laboratory costs associated with cruelty cases.
10 Transportation costs include the cost of the maintenance, repair, and replacement of
the animal care and control vehicles and cabs, fuel, and reimbursement for
occasional job-related use of a personal vehicle.
11 Communication costs involve the direct service costs for telephone, cell phone,
radio, and pager use.
12 Information technology direct costs include IT equipment replacement as well as
direct services costs.
13 Miscellaneous direct costs consist of all animal control costs not listed above
including but not limited to contingency,training, certification, and bad checks.
14 General fund overhead costs included in this model include building occupancy
charges and HR/personnel services.
15 Division overhead includes a portion of the following personnel time as well as a
portion of division administration non-labor costs, both based on FTEs: division
director, assistant division director, administration, program manager, finance
officer,payroll/accounts payable, and human resource officer.
16 Other overhead costs include IT, telecommunications, finance, and property services.
17 Non-licensing revenue attributable to field operations include animal control
violation penalties, charges for field pickup of deceased/owner relinquished animals,
and fines for failure to license.
Document Dated 6-28-17 37
Shelter Services: Calculation of Budgeted Total Allocable Costs, Budgeted Total Non-
Licensing Revenue, and Budgeted Net Allocable Costs
The calculation of Pre-Commitment Estimated 2018 Shelter Services Costs is shown below.
Cost
1 Direct Service Management Staff Costs $242,954
2 Direct Service Shelter Staff Costs $1,349,896
3 Direct Service Clinic Staff Costs $311,401
41 Overtime, Duty, Shift Differential and Temp Costs $121,686
5 Facilities Costs $151,916
6 Office and Other Operational Supplies and Equipment $145,166
7 Printing,Publications, and Postage $11,000
8 Medical Costs $150,000
9 Other Services 122,500
10 Transportation $13,132
11 Communications Costs $1,200
12 IT Costs and Services $99,009
13 Misc Direct Costs $70,300
141 General Fund Overhead Costs $83,923
15 Division Overhead Costs $207,655
16 Other Overhead Costs $6,550
2018 Budgeted Total Allocable Shelter Services Cost $3,088,288
17 Less 2018 Budgeted Total Non-Licensing Revenue $128,200
Attributable to Shelter Services
8
2018 Budgeted Net Allocable Shelter Services Cost $2,960,088
NOTES:
5 Facilities costs include maintenance and utilities for the majority (95%) of the Kent Shelter
(which also houses the call center staff operations and records retention as well as providing
a base station for field officers).
6 This item includes the office supplies as well as a wide variety of non-computer equipment
and supplies related to animal care (e.g., uniforms, food, litter, etc.).
7 This cost element consists of printing and publication costs for various materials used at the
shelter.
8 Medical costs include the cost for ambulance and hospital care for animals requiring
emergency services as well as the cost for consulting vets, laboratory costs, medicine, and
vaccines.
Document Dated 6-28-17 38
9 Services for animal shelter operations vary by year but include costs such as shipping of
food and sheltering of large animals.
10 Transportation costs include the cost of the maintenance, repair, and replacement of and fuel
for the animal care and control vehicles used by the shelter to facilitate adoptions, as well as
reimbursement for occasional job-related use of a personal vehicle.
11 Communication costs involve the direct service costs for telephone, cell phone and radio.
12 Information technology direct costs include IT equipment replacement as well as direct
services costs.
13 Miscellaneous direct costs consist of all animal care costs not listed above including but not
limited to contingency, training, certification, and bad checks.
14 General fund overhead costs included in this model include building occupancy charges and
HR/personnel services. .
15 Division overhead includes a portion of the following personnel time as well as a portion of
division administration non-labor costs, both based on FTEs: division director, assistant
division director, administration,program manager, finance officer, payroll/accounts
payable, and human resource officer.
16 Other overhead costs include IT, telecommunications, finance, and property services.
17 Non-licensing revenue attributable to sheltering operations include impound fees, microchip
fees, adoption fees, and owner relinquished euthanasia fees.
Document Dated 6-28-17 39
Licensing Services: Calculation of Budgeted Total Allocable Costs,Budgeted Total Non-
Licensing Revenue, and Budgeted Net Allocable Costs
The calculation of Pre-Commitment Estimated 2018 Licensing Services Costs is shown below.
Cost
1 Direct Service Management Staff Costs $52,291
2 Direct Service Licensing Staff Costs $404,377
3 Overtime, Duty, Shift Differential and Temp Costs $7,742
4 Facilities Costs $14,000
5 Office and Other Operational Supplies and Equipment $3,300
6 Printing, Publications, and Postage $81,700
7 Other Services $37,109
8 Communications Costs $2,000
9 IT Costs and Services $76,424
10 Misc Direct Costs $1,966
11 General Fund Overhead Costs $19,160
12 Division Overhead Costs $42,280
13 Other Overhead Costs $21,163
2018 Budgeted Total Allocable Licensing Services Cost $763,512
14 Less 2018 Budgeted Total Non-Licensing Revenue $77,000
Attributable to Licensing Services
2018 Budgeted Net Allocable Licensing Services Cost $686,512
NOTES:
4 Facilities costs include maintenance and utilities for the portion of the King County
Administration building occupied by the pet licensing staff and associated records.
5 This item includes the office supplies required for the licensing call center.
6 This cost element consists of printing,publication, and distribution costs for various
materials used to promote licensing of pets, including services to prepare materials for
mailing.
7 Services for animal licensing operations include the purchase of tags and monthly fees for
online pet licensing hosting.
8 Communication costs involve the direct service costs for telephone, cell phone,radio, and
pager use.
9 Information technology direct costs include IT equipment replacement as well as direct
services costs.
10 Miscellaneous direct costs consist of all pet licensing costs not listed above including but not
limited to training, certification, transportation, and bad checks.
11 General fund overhead costs included in this model include building occupancy charges and
HR/personnel services. .
Document Dated 6-28-17 40
12 Division overhead includes a portion of the following personnel time as well as a portion of
division administration non-labor costs, both based on FTEs: division director, assistant
division director, administration, program manager, finance officer, payroll/accounts
payable, and human resource officer.
13 Other overhead costs include IT, telecommunications, finance, and property services.
14 Non-licensing revenue attributable to licensing operations consists of licensing late fees.
Document Dated 6-28-17 41
r.
6 l
Exhibit C-4
Calculation and Allocation of Transition Funding Credit ("TC"), and Shelter Credit
{"SC")
A.Transition Funding Credit
The Transition Funding Credit as originally calculated in the 2010 Agreement offset costs
to certain Contracting Cities that would have otherwise paid the highest per capita costs
for Animal Services in 2010. The credit was scheduled on a declining basis over four years
(2010-2013). In this Agreement, the Contracting Cities qualifying for this credit are listed
in Table 1 below; these cities will receive the credit at the level calculated for 2013 in the
2010 Agreement for each Service Year, provided that, application of the credit can never
result in the Estimated Payment Amount being less than zero ($0) (i.e., cannot result in the
County owing the City an Estimated Payment). The allocation of the Transition Funding
Credit is shown in Table 1 below.
Table 1: Transition Funding Credit—Annual Amount to be allocated each year
Jurisdiction Transition Funding
Credit
Carnation $552
North Bend $1,376
Kent $110,495
SeaTac $7,442
Tukwila $5,255
Black Diamond $1,209
Covington $5,070
Enumclaw $11,188
Maple Valley $6,027
Note: The Transitional Funding Credit is the same regardless of which cities sign the Agreement.
During Reconciliation, if a City receiving Transition Funding Credit is due a refund as a result of
more revenue being collected than was anticipated in the Final Estimated Payment Calculation for
the Service Year, the refund amount shall first be applied to reduce the Transition Funding Credit
and Shelter Credit until reduced to zero, upon which any excess shall be used to adjust the City's
net final cost until the Net Final Cost is zero.
B. Shelter Credit
The Shelter Credit is designed to offset costs for those Contracting Cities whose per capita
average shelter intakes ("AA") exceed the average for all Contracting Parties. During the
initial term of this Agreement, a total of$750,000 will be applied as a credit in each Service
Year to Contracting Cities whose per capita average shelter intakes ("AA") exceeds the
average for all Contracting Parties;provided that application of the Shelter Credit can never
Document Dated 6-28-17 4.2
result in the Estimated Payment amount being less than. zero (SO) (i.e., cannot result in the
County owing the City an Estimated Payment) The Shelter Credit shall be calculated
annually as part of the Final Estimated Payment Calculation provided prior to the Service
year. The Shelter Credit shall be determined based on the City's relative per capita three
(3) year average of animal intakes ("AA") in excess of the three (3) year average for all
contracting parties for the same period. The County will consider providing the Shelter
Credit in the second term at the same level as for the initial term.
Table 3: Shelter Credit Allocation-2018
Rogion3l Anlin a Igo Ncst of King Count
Proposed Credit Distribution (3Yr Average Intakes)(2016 PopW at ion)
0lff0m.- Pra Rai3%of
0 vt--Pvn 3 V JurUdiallan
a 7 Ct AW and Iniflieca wr pproapits F" Mia
Atom as 2 Tr Olt the Par Inishocamr Allonallon
tn t3hvc C1014 Intiho qvpr Avoraco per be p1ta the a tvrago 0 1 Gh vitpr
Jun calatan DI Gila t 2a1d Fop -20 d) Caplia CaPI113 ayCbMA'U. (E101.to) CrVod
corroWn ZEU IMU Coo PECOZ I., IP D3N) I
UV14311 2013 7,475; t 11113 0=1 5 0 rm ) IS
Germ are 2130 ZZ;XM - 03 1EM) M
W rk I MIA I ZON E 4fim 92ZI0 OJOOI 1 0 W.=4 Z3 4
Lake Frsi Pk: 21:10 1294U 0 mm) so
Fx4momd 200 Go'sm 53DO o=39 0 mm ISO
8=man Ish 200 G Iam 2SJ313 arms 03=a) ME
eh�thne Zoo, S*-%a 03=B) 1212 1
VWO&WIle 2m 11 PO in=—rl) 45
BeauxAr B 2213 313 V MM)
Reamue 2= 139,4013 IQ= 0=2 0 I=T y WS
Clyde Hil 220 2M ino 0.0003 01=5) 11
bo.qull 220 34590 31nO 13=5 0=M) inz
lftrcar Blard 220 230M izno On335 (0=1� 79
Nevi k 2201 1 tMa Izzin 13MI I 0=,-) 31
Norh Be rid ZM 6�5713 18n0 0=7 omlly I
Rrcqualmle 2M 13,1113 =no 0=15 Qa=. p 30
Ycrmw Fdnl 2M IJ30 COUZU 4
Kenl SOD 124= 1 X77 no 0131133 OMG4 (79M so=* 1 437,099
eaffTb= son 27;310 3M?EJ3I3_ OZ1I29 0.0391 (2571 18,45W J 133,G07
'nAVA13 sm 195413 27ono UOUS 0,01133 195) 1*ZM J 1136,7 3S
610c*DMhd 503 4;3W 2sno OW5V 13 J03M 0 I3JGZ% 4415 I
CoLdriglon SOO f0.7ml Issna I 0=SJJ 13.0046 aa+% 1 WTseG
EnLM cbo 5010 1 1,4Io I 72JO0 I U.0013 U ZM% f 15,377
Raph Vdey $00 24,790 91.0131 OM37 kU=)
We only UrnCrpl A 2459ml I.M9.0131 am$1 0.0013 C31 ED
Tp♦alI tay.Qa 2,par OItSfffi 0 (I
*Le m Pe r Cap iLa Average
J14LkCVP0pUIaUanI 0 cri3as C,edftw beappli2d: 71000
Numbers=9$AM at$00t,V ft p upon ofrej o1al on dlsaussICM.7rc nmbe rs and;%Iocetm m a Maacay a"N*ICCI I5 ctange Wale neaolmloa me
Lrd erway. EVA=ale rapsIs czilwa Ied by dIuU ra tie sun&ftuch WFOWWs affud werage h lakes suer a rolling twee year period bladed by Ile b bd
popkIalon.
Unracorpamkd 14n;Carat'h Mrs IndLda rar RAS In lak".
Piplanal Animal gardw a of and Caunt
0220 IT
During Reconciliation, if a City receiving Shelter Funding Credit is due a refund as a result of more
revenue being collected than was anticipated in the Final Estimated Payment Calculation for the
Service Year, the refund amount shall first be applied, to reduce the Transition Funding Credit and
Shelter Credit until reduced to zero, upon which any excess shall be used to adjust the City'snet
final cost until.the Net Final Cost is zero.
Document Dated 6-28-17 43
i
• 6
Exhibit'C-5:
[Intentionally Omitted]
3
Document Dated 6-28-17 44
Exhibit C-6:
Summary of Calculation Periods for Use and Population Components
This Exhibit restates in summary table form the Calculation Periods used for calculating
the usage and population components in the formulas to derive Estimated Payments. See
Exhibit C for complete formulas and definitions of the formula components.
ELR is Estimated Licensing Revenue attributable to the City
ACFS (Average Calls for Service) is the rolling three (3) year average number of Calls for
Service originating in the City
AA (Average Animals) is the rolling three (3) year average number of animals in the
shelter attributable to the City
ALI (Average Licenses Issued) is the Rolling three (3) year average number of active paid
regular pet licenses issued to City residents
Pop is Population of the City expressed as a percentage of all Contracting Parties;
Calculation Periods -- Service Year 2018
Component Estimated 2018 Reconciliation Payment
Payment (final) Amount
(published December 15 (determined by June 2019)
2017)
ELR > of December 2016- Actual Licensing
(Estimated November 2017 just Revenue 2018
Revenue) prior to Service Year or
2016 Actual
ACFS Three (3) year rolling N/A
(Avg.Calls for average (2014, 2015,
Service) 2016)
AA Three (3) year rolling N/A
(Avg.Animal average (2014, 2015,
intakes) 2016)
ALI (Avg. Three (3) year rolling N/A
Licenses average (2014, 2015,
Issued) 2016)
Pop, OFM April 2017, Same, adjusted for all
(Population) adjusted for all annexations>_2,500
annexations>_2,500 occurring(and Latecomer
occurring (and Cities joining) after April
Document Dated 6-28-17 45
Latecomer Cities joining) 2017 and before the end of
after April 2017 and 2018
before the end of 2018
Calculation Periods: Service Year 2019 and subsequent Service Years
Component Estimated (Service Reconciliation
Year) Payment Amount
Payment(published (determined by June 30
December 15 prior to following each Service
Service Year) Year)
ELR > of December- Actual Licensing
November just prior to Revenue (Service Year)
Service Year or
previous complete
calendar year
ACFS Three (3) year rolling N/A
average (2014, 2015,
2016)
AA Three (3) year rolling N/A
average (2014, 2015,
2016)
ALI Three (3) year rolling N/A
average (2014, 2015,
2016)
Pop, OFM April prior to prior Same,adjusted for all
to Service Year,adjusted annexations>_2,500
for all annexations>_ and/or Latecomer Cities
2,500 and/or Latecomer joining, occurring prior
Cities joining that are to or during the Service
known to take effect Year.
prior to or during the
Service Year.
If the Agreement is extended for a second term, calculated cost and reconciliation shall be
developed in a manner comparable to Service Year 2019 as shown above.
Document Dated 6-28-17 46
t .
Exhibit C-7
Payment and Calculation Schedule
Service Year 2018
Item Date
Final Estimated 2018 Payment calculation December 15, 2017
provided to City by County
2018 Estimated Payment due Au ust 15, 2018
2018 Reconciliation Adjustment Amount On or before June 30, 2019
calculated
2018 Reconciliation Adjustment Amount On or before August 15, 2019
payable
Service Year 2019 and subsequent years
Item Date
Final Estimated 2019 Payment calculation December 15, 2018 (December 15 prior to
-provided to City by County start of Service Year)
2019 Estimated Payment due August 15, 2019 (August 15 of Service Year
2019 Reconciliation Adjustment Amount On or before June 30, 2020 (by June 30
calculated immediately following the Service Year)
2019 Reconciliation Adjustment Amount August 15, 2020 (by August 15 immediately
-Payable following the Service Year)
The schedule is developed in the same manner as described above for all Service Years
unless otherwise noted in the Agreement.
Additional timelines are in place to commence and complete negotiations for an extension
of the Agreement:
Notice of Intent by one or more of the June 30, 2021
Parties to opt out of the automatic extension
for an additional five (5) year term.
Deadline for written agreement to March 1, 2022
-Contingent Extension(per section 4(b)
See Section 4 of Agreement for additional details on Extension of the Agreement Term for
an additional five (5) year term.
Dates for remittal to County of pet license I Not less than monthly, 15 days following
Document Dated 6-28-17 47
sales revenues processed by Contracting the end of the calendar month.
Cities (per section 3.0
Requests for Enhanced Licensing Support Services in a Service Year may be made at any
time on or before December 1, prior to the Service Year, unless mutually agreed to by the
County and City.
Document Dated 6-28-17 48
Exhibit D
Reconciliation
The purpose of the reconciliation calculation is to adjust payments made each Service Year
by Contracting Parties to reflect actual licensing and non-licensing revenue, and various
credits, as compared to the estimates of such revenues and credits incorporated in the
Estimated Payment calculations, and to adjust for population changes resulting from
annexations of areas with a population of over 2,500 (if any) and the addition of Latecomer
Cities. To accomplish this, an "Adjusted Net Final Cost" ("ANFC") calculation is made
each June for each Contracting Party as described below, and then adjusted for various
factors as described in this Exhibit D.
As noted in Section 7 of the Agreement, the Parties intend that receipt of Animal'Services
should not be a profit-making enterprise. When a City receives revenues in excess of its
costs under this Agreement (including costs of PAWS or other animal service providers, if
applicable), such excess will be reinvested to reduce costs incurred by the County. The
cost allocation formulas of this Agreement are intended to achieve this outcome.
Terms not otherwise defined here have the meanings set forth in Exhibit C or the body of
the Agreement.
Calculation of ANFC and Reconciliation Adjustment Amount
The following formula will be used to calculate the Reconciliation Adjustment Amount,
which shall be payable by August 15. The factors in the formula are defined below. As
described in paragraphs A and B, the subscript"0" denotes the initial calculation;
subscript "1" denotes the final calculation.
Actual Transition Shelter Cost Other
ANFCo= Revenue + Credit + Credit - Allocation - Services
Charge
AR TC Sc CA OSC
ANFCo =AR+TC+SC —CA—OSC
A. If ANFCo>_ 0,i.e., revenues and credits are greater than costs (adding the cost
factor "OSC" in the formula for Contracting Cities purchasing shelter services from
PAWS (or other animal service providers) and/or purchasing Enhanced Control
Services and/or Enhanced Licensing Support Services), then:
Document Dated 6-28-17 49
S
i
ANFC1= 0, i.e., it is reset to zero and the difference between ANFCo and ANFG is
set aside by the County (or, if the revenues are not in the possession of the County,
then the gap amount is payable by the City to the County by August 15) and all
such excess amounts from all Contracting Parties where ANFCo>_ 0 are allocated
to the County to offset costs incurred by the County that are not included in the
cost allocation model (excluding unincorporated area only costs). Contracting
Parties for which ANFCo>_ 0 do not receive a reconciliation payment.
B. If ANFCo<0, i.e., costs are greater than revenues (without considering "W" for those
Contracting Cities purchasing shelter services from PAWS,(or other animal service
providers) Enhanced Control Services, and/or Enhanced Licensing Support
Services), then the negative dollar amount is not "reset" and ANFCi is the same as
ANFCo.
C. If, ANFCi<Total Estimated Payments made in the Service Year, then the
difference shall be paid by the County to the City no later than August 15, except
that if a City is receiving a Transition Credit and/or a Shelter Credit, the difference
shall be used to offset the Credit (s) until the Credit(s) are reduced to zero, at which
point the remaining difference shall be paid by the County to the City; if ANFG>
Total Estimated Payments made in the Service Year, then the difference shall be
paid by the City to the County no later than August 15.
Where:
"AR" is Actual Licensing Revenue, less refunds and rebates, attributable to the City,
based on actual Licensing Revenues received from residents of the City in the Service Year.
(License Revenue that cannot be attributed to a specific Party (e.g., License Revenue
associated with incomplete address information), will be allocated amongst the Parties
based on their respective percentages of total AR).
"TC" is the Transition Funding Credit, if any, for the Service Year.
"SC" is the Shelter Credit, if any, for the Service Year.
"OSC" Other Services Charge is the actual amount paid by a City receiving shelter
services to PAWS (or other animal service providers) for such services during the Service
Year, if any, plus the actual amount paid or owed by a City to the County for the purchase
of Enhanced Control Services and/or Enhanced Licensing Support Services, during the
Service Year, if any.
Document Dated 6-28-17 50
a�
"CA" is the "Cost Allocation" as estimated for the Service Year for the provision of Animal
Services allocated between all the Contracting Parties for the purposes of determining the
Estimated Payment. The Cost Allocation is the sum of Estimated Control (EC) costs,
Estimated Shelter (ES) costs, and Estimated Licensing (EL) costs calculated as described in
Exhibit C.
Document Dated 6-28-17 51
Exhibit E
Enhanced Control Services Contract (Optional)
Between City of ("City") and King County ("County")
The County will offer Enhanced Control Services to the City during the term of the Animal
Services Interlocal Agreement, subject to the terms and conditions as described herein.
The provisions of this Contract are optional to both Parties and shall not be effective
unless executed by both Parties.
A. The City may request services under two different options, summarized here and
described in further detail below:
Option 1: for a period of not less than one year, the City may request service from
an Animal Control Officer dedicated to the City ("Dedicated Officer"). Such service
must be confirmed in writing through both Parties entering into this Enhanced
Control Services Contract no later than August 15, unless waived by the County, of
the year prior to the Service Year in which the service is requested.
Option 2: for a period of Iess than one year, the City may request a specified
number of over-time service hours on specified days and time. Unlike Option 1, the
individual officers providing the service will be determined by the County and may
vary from time to time; the term "Dedicated Officer" used in the context of Option 2
is thus different than its meaning with respect to Option 1. Option 2 service must
be requested no later than 60 days prior to the commencement of the period in
which the service is requested, unless waived by the County.
The City shall initiate a request for enhanced service by completing and submitting
Attachment A to the County. If the County determines it is able to provide the
requested service, it will so confirm by completing and countersigning Attachment A
and signing this Contract and returning both to the City for final execution.
B. The County will provide enhanced Control Services to the City in the form of an
Animal Control Officer dedicated to the City ("Dedicated Officer") as described in
Attachment A and this Contract.
1. Costs identified in Attachment A for Option 1 are for one (1) year of service
beginning in 2018. Costs will be based on the budgeted annual cost for the
service year for which the service is provided, and shall include the cost of the
employee (salary, benefits), equipment (which shall not exceed 3,000 annually)
Document Dated 6-28-17 52
and animal control vehicle for the employee's use). Costs are subject to
adjustment each year.
2. Costs for Option 2 will be determined by the County each year based on its
actual hourly overtime pay for the individual Animal Control Officers providing
the service, plus mileage at the federal reimbursement rate. The number of
miles for which mileage is charged shall be miles which would not have been
traveled but for the provision of the enhanced service.
3. Costs paid for enhanced services will be included in the Reconciliation
calculation for each Service Year, as described in Exhibit D of the Agreement
(see "Other Service Charges").
C. Services of the Dedicated Officer shall be in addition to the Animal Services otherwise
provided to the City by the County through the Agreement. Accordingly, the calls
responded to by the Dedicated Officer shall not be incorporated in the calculation of
the City's Calls for Service (as further described in Exhibit C and D to the Agreement).
D. The scheduling of work by the Dedicated Officer will be determined by mutual
agreement of the contract administrators identified in the Agreement, and (in the case
of a purchase of service under Option 1) the mutual agreement of officials of other
Contracting Cities named as contract administrators that have committed to sharing in
the expense of the Dedicated Officer. In the event the parties are unable to agree on
scheduling, the County shall have the right to finally determine the schedule of the
Dedicated Officer(s).
E. Control Services to be provided to the City pursuant to this Enhanced Services
Contract include Control Services of the type and nature as described under the
Agreement with respect to Animal Control Officers serving in Control Districts, and
include but are not limited to, issuing written warnings, citations and other
enforcement notices and orders on behalf of the City, or such other services as the
Parties may reasonably agree.
F. The County will provide the City with a general periodic calendar of scheduled service
in the City, and a monthly report of the types of services offered and performed.
G. For Services purchased under Option 1: An FTE will be scheduled to serve 40 hour
weeks, however, with loss of service hours potentially attributable to vacation, sick
leave, training and furlough days, not less than 1600 hours per year will be provided.
Similarly, a half-time FTE will provide not less than 800 hours per year. The County
shall submit to the City an invoice and billing voucher at the end of each calendar
quarter, excepting that during the 41h quarter of each year during the term of this
Document Dated 6-28-17 53
,
Contract, an invoice shall be submitted to the City no later than December 151h. All
invoiced amounts shall be payable by the City within 30 days of the invoice date.
Alternatively, the City(s) and the County may agree to include the cost of the
Enhanced Services into the Reconciliation process. Either way, if the costs are paid
during the Service Year, they shall be credited as part of Reconciliation.
H. For Services purchased under Option 2: The County shall submit to the City an
invoice and billing voucher at the end of each calendar quarter. All invoiced amounts
shall be payable by the City within 30 days of the invoice date. Alternatively, the City
(s) and the County may agree to include the cost of the Enhanced Services into the
Reconciliation process. Either way, if the cost are paid during the Service Year, they
shall be credited as part of Reconciliation.
I. The City or County may terminate this Enhanced Services Contract with or without
cause upon providing not less than 3 months written notice to the other Party;
provided that, if the City has purchased services under Option 1 and is sharing the
Enhanced Control Services with other Contracting Cities, this Contract may only be
terminated by the City if: (1) all such other Contracting Cities similarly agree to
terminate service on such date, or (2) if prior to such termination date another
Contracting City or Cities enters into a contract with the County to purchase the
Enhanced Control Service that the City wishes to terminate; provided further: except as
provided in Paragraph A. Option 1, a Contract may not be terminated if the term of
service resulting is less than one year.
J. All terms of the Agreement, except as expressly stated otherwise in this Exhibit, shall
apply to this Enhanced Control Services Contract. Capitalized Terms not defined
herein have those meanings as set forth in the Agreement.
IN WITNESS WHEREOF, the Parties hereto have caused this Enhanced Services Contract
to be executed effective as of this day of , 201_.
King County City of
By: By:
Date Date
Document Dated 6-28-17 54
Exhibit E: Attachment A
ENHANCED CONTROL SERVICES OPTION REQUEST
(to be completed by City requesting Enhanced Control Services; final service terms subject
to adjustment by County and agreement by City and will be confirmed in writing
executed and appended to Enhanced Control Service Contract/Exhibit E)
City
Requested Enhanced Control Services Start Date:
Requested Enhanced Control Services End Date:
'term of service must be at least one year, except if purchasing services under Option 2.
Please indicate whether City is requesting services under Option 1 or Option 2:
Option 1:
% of Full Time Equivalent Officer(FTE) requested: (minimum request: 20%;
requests must be in multiples of either 20% or 25%)
Option 2:
Overtime Hours purchase from existing ACO staff: _hours per (week/month)
General Description of desired services (days, hours,nature of service):
For Option 1•
Contracting Cities with whom the City proposes to share the Enhanced Control
Services, and proposed percentages of an FTE those Cities are expected to request:
On behalf of the City, the undersigned understands and agrees that the County will
attempt to honor requests but reserves the right to propose aggregated, adjusted and
Document Datcd 6-28-17 55
r
variously scheduled service, including but not limited to adjusting allocations of service from
increments of 20% to 25%, in order to develop workable employment and scheduling for
the officers within then-existing work rules, and that the City will be allowed to rescind or
amend its request for Enhanced Control Services as a result of such proposed changes.
Requests that cannot be combined to equal 50% of an FTE, 100% of an FTE, or some
multiple thereof may not be honored. Service must be requested for a minimum term
of one-year, except as permitted by Paragraph A. Option 1. Service may not extend
beyond the term of the Agreement.
City requests that alone or in combination with requests of other Contracting Cities
equal at least 50% of an FTE will be charged at the rate in Column 1 below.
City requests that alone or in combination with other requests for Enhanced Control
Services equal 100% of an FTE will be charged at the rate in Column 2 below.
Cities may propose a different allocation approach for County consideration.
An FTE will be scheduled to serve 40 hour weeks, however, with loss of hours potentially
attributable to vacation, sick leave, training and furlough days, a minimum of 1600 hours
per year will be provided. A half-time FTE will provide a minimum of 800 hours per year.
For example, a commitment to purchase 20% of an FTE for enhanced service will result in
provision of not less than 320 hours per year.
Hours of service lost for vacation, sick leave, training and furlough days will be allocated
on pro rota basis between all Contracting Cities sharing the services of that FTE.
Option 1-Example 1: Optionl-Example 2:
Aggregate of 50% of an FTE Requested by Aggregate of 1 FTE Requested by all
all Participating Cities Participating Cities
Cost to City: (% of Half-Time FTE Cost to City: ( %of FTE requested) x
requested) x $69,182/year in 2018 118,152/year in 2018*
Example: if City A requests 25%of an Example: If City A requests 25% of an FTE
FTE**and City B requests 25%of an and City B requests 25% of an FTE and
FTE**, then each city would pay$17,295for City C requests 50%of an FTE, Cities A
Enhanced Control Services from July 1, and B would pay$14,769and City C would
2018 through December 31,2018(6 pay$29,538 for Enhanced Control Services
months). from July 1,2018 through December 31,
2018 (6 months)
**(50%of a Half-Time FTE)
* This example is based on 2018 budgeted costs. Costs will be based on actual Service Year
budgeted costs.
Document Dated 6-28-17 56
7.�
For Option 2:
On behalf of the City, the undersigned understands and agrees that the County will
confirm what services, if any, it can provide, and at what costs,by completing this
Attachment A, and the City must signify whether it accepts the County's offer by signing
the Enhanced Services Contract.
Request Signed as of this_day of , 201_.
City of
By:
Its
To be completed by King County:
Option 1: The County hereby confirms its ability and willingness to provide
Enhanced Control services as requested by the City in this Attachment A, with
adjustments as noted below (if any):
The FTE Cost for the Service Year in which the City has requested service is:
Option 2: the County confirms its ability to provide control service overtime hours
as follows (insert description—days/hours):
Such overtime hours shall be provided at a cost of$ , (maybe a
range) per service hour, with the actual cost depending on the individual(s)
assigned to work the hours, plus mileage at the federal reimbursement rate.
King County
By:
Its
Date:
Document Dated 6-28-17 57
r
Y
f
Exhibit F
Enhanced Licensing Support Services—Terms of Service (Optional)
The County is prepared to offer Enhanced Licensing Support Services to the City subject to
the terms and conditions described herein, between a City and the County having
executed the Enhanced Licensing Support Services Agreement and Acknowledgement
form ("Acknowledgement"). The provisions of this Exhibit are optional and shall not be
effective unless this Exhibit is executed by both the City and the County and both parties
have entered into the underlying Animal Services Interlocal Agreement (the
"Agreement").
A. Service Requests, Submittal: Requests for the County to provide Enhanced Licensing
Support Services should be made by submitting the Enhanced Licensing Support
Services Acknowledgment form (Attachment A to this Exhibit F) to the County
between June 30 and December 1 of the calendar year prior to year in which such
services are requested ("Service Year"). A separate Acknowledgment shall be
submitted for each Service Year, unless specified otherwise in the Acknowledgement
between the City and the County. The Acknowledgement form shall identify the
Revenue Target (the amount of licensing revenue estimated to be gained through
Enhanced Licensing Support Services) requested by the City.
B. County to Determine Service Availability:The County will determine whether it has
capacity to provide the requested service based on whether it has staff and other
resources available, and consistent with the priorities stated in Section 7.c of the
Agreement. The County may adjust the Licensing Revenue Target based on the
capacity of the County to fulfill the requested service.
C. Services Provided by County, Cost: The County will determine the Enhanced
Licensing Support Service activities it will undertake to achieve the Licensing Revenue
Target. Activities may include, but are not limited to canvassing, mailings, calls to
non-renewals. In completing Attachment A to confirm its ability to provide Enhanced
Licensing Support Services to the City, the County shall identify the cost for such
service for the applicable Service Year or years if more than one year is requested. If
the City accepts the County's proposed costs, it shall so signify by countersigning
Attachment A.
D. Services Provided by City: Active participation by the City is an important success
factor in the overall pet licensing process. The City may, at the City's additional cost,
Document Dated 6-28-17 58
engage in the following activities to help enhance the overall effectiveness of the
marketing effort:
1. Include inserts regarding animal licensing in bills or other mailings as may be
allowed by law, at the City's cost. The County may provide the design for the
insert and coordinate with the City to deliver the design on an agreed upon
schedule.
2. Dedicate volunteer/staff hours to help follow up on pet licenses that are not
renewed.
3. Provide representation at local public events to inform City residents about the
Animal Services Program and promote pet licensing.
4. Inform City residents about the Animal Services Program and promote pet
licensing utilizing print and electronic media including the city's website, social
media, community brochures and newsletter ads/articles, signage/posters and pet
licensing applications in public areas of city buildings and parks.
5. Appoint a representative to serve on the Joint City-County Collaboration
Committee marketing subcommittee; this representative shall attend the quarterly
meetings of the subcommittee and help shape and apply within the City the joint
advertising strategies developed by consensus of the subcommittee.
E. Selection of Licensing Revenue Target(RT) and Payment for Enhanced Licensing
Revenue Support:
1. For all Contacting Cities: The City will identify a proposed Licensing Revenue
Target (RT) in Attachment A. The County may propose an alternate Revenue
Target. If the Parties agree upon a Licensing Revenue Target, the County shall
identify its annual cost to provide service designed to achieve the target. County
cannot verify and does not guarantee a precise level of Licensing Revenues to be
received by the City as a result of these services. At Reconciliation, the City shall be
charged for Enhanced Licensing Support Services an amount not to exceed the cost
specified and agreed to in Attachment A (the "Licensing Revenue Charge"),
regardless of the amount of Licensing Revenue received by the City during the Service Year
(see Exhibit D of the Agreement for additional detail).
F. Other Terms and Conditions:
1. Before January 31 of the Service Year, for each City contracting for Enhanced
Licensing Support Services, the County shall submit an Enhanced Licensing
Support Services Marketing Plan for the upcoming season. The Marketing Plan
Document Dated 6-28-17 59
shall generally identify the various activities, scope, and scheduling to be
performed. The City and County shall mutually agree on the Marketing Plan.
2. Each Party will provide the other with a periodic report of the services performed
during the Service Year.
3. Either Party may terminate this Contract with or without cause by providing not
less than a two (2) week advance written notice to the other Party; provided that all
County costs incurred to the point of termination remain chargeable to the City as
otherwise provided.
4. All terms of the Agreement, except as expressly stated otherwise herein, shall apply
to this Contract, and Capitalized Terms not defined herein have the meanings as set
forth in the Agreement.
G. Execution of Enhanced Licensing Support Services Agreement and
Acknowledgment Form
Unless otherwise amended in writing, the Terms of Service noted above, if agreed,
shall be documented and acknowledged by the City and County by mutually
executing the Enhanced Licensing Support Services Agreement and
Acknowledgment form (Exhibit F, Attachment A)
Exhibit F: Attachment A
ENHANCED LICENSING SUPPORT SERVICES AGREEMENT and
ACKNOWLEDGEMENT FORM
Final terms subject to adjustment by County and agreement by City confirmed in writing,executed and
appended to the Enhanced Licensing Support Services Terms of Service —Exhibit F of the Animal Services
Interlocal Agreement for 2018 Through 2022 ("the Agreement")dated effective as of July 1,2017.)
1. City Date of Request:
2. Enhanced Licensing Support Services for Service Year:
3. Licensing Revenue Target (the amount by which the City seeks to increase its
revenues in the Service Year): $
4. Contact person who will coordinate City responsibilities associated with delivery of
Enhanced Licensing Support Services:
Name:
Title:
Phone:
Email:
Document Dated 6-28-17 60
D
� A
To be completed by King County:
The County agrees to provide the City Enhanced Licensing Support Services in Service
Year intended to generate$ (the "Licensing Revenue Target") in additional
Licensing Revenue for a total Service Year cost of$ , some or all of which cost
may be charged to the City in calculating the Enhanced Licensing Support Services
Charge, as further described in the Enhanced Licensing Support Services—Terms of
Service and Exhibit D of the Agreement.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract for Enhanced
Licensing Support Services to be executed, per the terms as specified in the Enhanced
Licensing Support Services—Terms of Service, effective as of this day of_ , 20_.
King County City of
By: By:
Date: Date:
Document Dated 6-28-17 61
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