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HomeMy WebLinkAboutPK13-046 - Original - Multiple Cities - Joint Human Services Application and Funding Program - 02/21/2013 AGREEMENT FOR SERVICES BETWEEN THE CITIES OF KENT, AUBURN, BELLEVUE, BOTHELL, BURIEN, COVINGTON, DES MOINES, FEDERAL WAY, ISSAQUAH, KENMORE, KIRKLAND, MERCER ISLAND, REDMOND, RENTON, SAMMAMISH, SEATAC, SHORELINE, AND TUKWILA, FOR PLANNING, FUNDING AND IMPLEMENTATION OF A JOINT HUMAN SERVICES APPLICATION AND FUNDING PROGRAM THIS AGREEMENT FOR SERVICES ("Agreement") is entered into by and among the Cities of Kent, Auburn, Bellevue, Bothell, Burien, Covington, Des Moines, Federal Way, Issaquah, Kenmore, Kirkland, Mercer Island, Redmond, Renton, Sammamish, SeaTac, Shoreline, and Tukwila, Washington, hereinafter referred to as "Cities", to provide for planning, funding and implementation of a joint human services application and funding program. WHEREAS, the Cities engage in activities that support human service providers in King County; and WHEREAS, the Cities wish to make the most efficient use of their resources by cooperating to provide funding to support human service providers in King County; and WHEREAS, the Cities have the authority to engage in cooperative efforts that result in more efficient use of Government resources; and WHEREAS, the Cities agree that such multi-jurisdictional cooperation is a benefit to the Cities, local human service providers, and to the citizens of their communities; NOW THEREFORE, and in consideration of the terms, conditions and performances made herem, it is agreed as follows: 1. Purpose of Agreement. The purpose of this Agreement is to facilitate the alliance of the 10 m-amber Cities whe independently provide funding to organizations to provide critically needed human services in their communities, but jointly receive reports and applications for grant funding through one online grant subscription service and portal. The various human service programs funded by the member cities include food security, housing and homelessness prevention, health, mental health,youth services, and others. 2. Joint Participation. a) Lead City. The City of Kent shall be the designated lead city ("Lead City"). The Lead City shall contract directly for and manage the online grants subscription service with Western States Arts Federation ("Vendor"). The other responsibilities of the Lead City are described in section 4. Online Grant Funding Application Agreement Page 2 of 10 b) Participating City. A Participating City is a City participating in the joint online funding application portal, who is a party to this Agreement, and who is not a Lead City. 3. Funding Arrangement. The Lead City and each Participating City will jointly participate in the costs to run the online grants subscription service. The allocation of costs shall be based on population ranges of each city, as established by population estimates made by the Office of Financial Management pursuant to RCW 43.62.030. The initial allocation shall be as described in Exhibit A, attached and incorporated herein, and shall remain the same unless revised pursuant to the terms of this section 3. 1n the event that any City terminates its participation in this Agreement, the Lead City shall revise the allocation for the calendar year immediately following the year in which the written notice of such termination is given; provided, however, that the revised allocation shall remain in the same proportions as described in Exhibit A, and in no event shall the total sum of the revised allocations exceed the total sum of the initial allocation. Any Participating City requesting a change in allocation for reasons other than the termination of a City, as described above in this section 3, may only do so by written amendment to this Agreement, in accordance with section 12. Each Participating City shall provide its annual financial contribution to the Lead City no later than thirty (30) days after receiving invoice from the Lead City,pursuant to Section 4(a)below. 4. Responsibilities of Lead City. The Lead City has been designated to act as the fiscal and administrative agent for the Participating Cities, and the Lead City shall perform its responsibilities without the payment of any additional administrative fee, or cost to the Participating Cities beyond the funding allocation set forth in section 3 above. The responsibilities of the Lead City shall include the following: a) Send an invoice to each Participating City by February 15th of each year for their annual funding participation b) Contract with the Vendor, and manage the performance of the online grants subscription service. c) For each year after the first year of this agreement, provide a projected estimate of the annual financial contribution to be made by each of the Participating Cities no later than September 30th of the preceding calendar year in which the contribution is to be made. d) Maintain accounts and records that pioperly refleet transaetions related to this Agreement. 5. Duration. This Agreement shall become effective when it is approved by a majority of the Cities and shall remain in effect through December 31, 2013, with automatic extensions annually, unless terminated as described in section 6. 6. Termination. a) Any Participating City may terminate its participation in this Agreement without cause by giving the other Cities a thirty (30) day written notice. The terminating party shall remain fully responsible for meeting its funding Online Grant Funding Application Agreement Page 3 of 10 responsibilities and other obligations established by this Agreement through the end of the calendar year in which such notice is given. If at any time termination of a City results in fewer than ten Cities remaining as parties to this Agreement, then this Agreement shall automatically terminate after sixty (60) days for all remaining Cities, provided that all Cities shall remain fully responsible for funding responsibilities and other obligations established by this Agreement through the end of the calendar year in which such termination becomes effective. b) The Lead City may terminate its participation in this Agreement without cause by giving the other Cities a sixty (60) day written notice The Lead City shall remain fully responsible for meeting its funding responsibilities and other obligations established by this Agreement, including administrative duties, through the end of the calendar year in which such notice is given. In the event of termination by the Lead City, the Oversight Committee shall meet no later than thirty (30) days after written notice of termination is given, to designate one of the remaining Participating Cities as the Lead City. If all the member Cities do not provide written consent of the designation made by the Oversight Committee within sixty (60) days of the Committee's selection, then this Agreement shall immediately terminate, provided that all Cities shall remain fully responsible for funding responsibilities and other obligations established by this Agreement through the end of the calendar year in which such termination becomes effective. 7. Notices. Notices to the Cities shall be sent to the following persons: city Contact Auburn Michael Hursh, Advisor to the Mayor Bellevue Joseph Adrian, Human Services Grant Coordinator Bothell Lynda Quinn, Sr. Administrative Assistant Burien Lori Fleming,Management Analyst Covington Victoria Throm,Human Services Analyst Des Moines Sue Padden, Senior Center Manager Federal Way Jay Bennett, Community Services Manager Issaquah Lisa Zurhorst, Executive Assistant Kenmore Leslie Harris, Management Analyst Kent Katherm J o son,Human Service Kirkland Sharon Anderson,Human Services Coordinator Mercer Island Cynthia Goodwin, Department of Youth and Family Services Director Redmond Brooke Buckingham,Human Services Planner Renton Karen Ber svik,Human Services Manager Sammamish Melonie Anderson, City Clerk SeaTac Colleen Brandt-Schluter, Human Services Manager Shoreline Rob Beem, Community Services Manager Tukwila Evie Bo kan,Human Services Manager Online Grant Funding Application Agreement Page 4 of 10 The Lead City shall maintain a current list of City Contacts, and shall provide an updated Contact list to all Participating Cities annually. 8. Indemnification. Each City agrees to indemnify the other Cities from any claims arising out of the willful misconduct or negligent performance of services or duties under this Agreement, committed by such City, or the City's employees or agents. Each City hereby waives its immunity under Title 51 of the Revised Code of Washington for claims of any type brought by any City agent or employee against the other Cities. This waiver is specifically negotiated by the parties and a portion of the City's payment hereunder is expressly made the consideration for this waiver. 9. Oversight Committee. This Agreement shall be managed by an Oversight Committee made up of six City representatives, as follows: one each from three member Cities from South King County, and one each from three member Cities in North/East King County, to be designated by the Lead City. The representative of each City shall be that person designated in section 7 of this Agreement. The Oversight Committee shall meet at least annually, no later than July 31, to discuss the terms of the Agreement and request any changes to the services provided pursuant to the Agreement. The Committee shall provide written notice of any proposed changes to all member Cities no later than August 15. 10. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in King County, Washington. Each party shall be responsible for its own attorney's fees and costs of suit. 11. Amendments. This Agreement may be amended, altered, changed or extended in any manner by the mutual written consent of all member Cities; provided that any member City may substitute an alternate Contact person under section 7 by providing written notice thereof to the Lead City, and provided, further, that any such substitution shall not constitute an amendment, alteration or change to this Agreement. 12 r+euntef pa tc This document may be executed byfacsimile or alectrnnir,mail in any number of current parts and signature pages hereof with the same effect as if all parties had all signed the same document All counterparts, each one which shall be considered an original,together constitute one and the same instrument. IN WITNESS WHEREOF, the undersigned have entered into this Agreement as of this day of ,2013. Online Grant Funding Application Agreement Page 5 of 10 CITY OF AUBURN By: Approved As To Form: Title: City Attorney Date: CITY OF BELLEVUE By: Approved As To Form: Title: Date: City Attorney CITY OF BOTHELL By: Approved As To Form: Title: City Attorney Date: CITY OF BURIEN By: Approved As To Form: Title: City Attorney Date: Online Grant Funding Application Agreement Page 6 of 10 CITY OF COVINGTON Approved As To Form: By: Title: City Attorney Date: CITY OF DES MOINES By: Approved As To Form: Title: City Attorney Date: CITY OF FEDERAL WAY By: Approved As To Form: Title: City Attorney Date: CITY OF ISSAQUAH By: Apinmyed As To Form: Title: City Attorney Date: Online Grant Funding Application Agreement Page 7 of 10 CITY OF KENMORE Appr oved As To Form: By: Title: City Attomey Date: CITY OF KENT By: Approved As To Form: T tle- i;bj4- City Attorn Date: oZ CITY OF KIRKLAND By: Approved As To Form: Title: City Attorney Date: CITY OF MERCER ISLAND By: Approved As To Form: Title: City Attorney Date: Online Grant Funding Application Agreement Page 8of10 CITY OF REDMOND Approved As To Form: By: Title: City Attorney Date: CITY OF RENTON By: Approved As To Form: Title: City Attorney Date: CITY OF SAMMAMISH By: Approved As To Form: Title: City Attomey Date: CITY OF SEATAC By: Approved As To Form: Title: City Attorney Date: Online Grant Funding Application Agreement Page 9of10 CITY OF SHORELINE Approved As To Form: By: Title: City Attorney Date: CITY OF TUKWILA By: Approved As To Form: Title: City Attorney Date: Online Grant Funding Application Agreement Page 10 of 10 Exhibit A Fee Schedule City 2013 Fee Population Auburn $750.00 63,390 Bellevue $1,000.00 124,600 Bothell $500.00 17,280 Burien $500.00 47,730 Covington $500.00 171760 Des Moines $500.00 29,700 Federal Way $750.00 89,460 Issaquah $500.00 311150 Kenmore $500.00 21,020 Kent $1,000.00 119,100 Kirkland $750.00 811480 Mercer Island $500.00 23,154 Redmond $750.00 55,360 Renton $1,000.00 93,910 Sammamish $500.00 47,420 SeaTac $500.00 27,210 Shoreline $750.00 53,270 Tukwila $500.00 19,080 $11 750.00 Population Fee 0-50000 $500.00 50000-90000 $750.00 90000+ $1,000.00 REQUEST FOR MAYOR'S SIGNATURE • Please Fill in All Applicable Boxes K E N T V,1111,, Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT) Originator: Merina Hanson Phone (Originator): x 5077 Date Sent: 02-15-13 Date Required: 02-28-13 Return Signed Document to: M. Hanson CONTRACT TERMINATION DATE: VENDOR NAME: Western States Arts DATE OF COUNCIL APPROVAL: Federation WESTAF 02-12-13 Brief Explanation of Document: Interlocal agreement between the City of Kent and 17 other suburban cities for Kent to contract with WESTAF for online grant management services on their behalf The attached MOU with the other participating jurisdictions describes the mechanism Kent will use to invoice cities for the contracted services based on a prescribed fee schedule. The other participating cities will pay their portion of the fees to Kent on an annual basis The fee structure is based on the size of the city The cost savings for Kent will be over $5,000 annually All Contracts Must Be Routed Through The Law Department RECEIVED (This area to be completed by the Law Department) Received: FEB 15 2013 FEB 21 2013 Approval of Law Dept.: i� � `--5 City Of Kent KENT LAW DEPT. Off ice Of the Mayor Law Dept. Comments: Date Forwarded to Mayor: Shaded Areas To Be Completed BV Administration Staff 00* a Received: Recommendations and Comments: Disposition: Date Returned: