HomeMy WebLinkAboutRequest to Purchase - Facilities & MaintenanceBoard of County Commissioners
Re: West Coast Fabrication Request to Approve Purchase
x}
Grant County
Facilities & Maintenance
POBox 37
Ephrata WA 98823
(509) 754-2011 Ext -3272
June 26, 2020
Facilities and Maintenance has been tasked with installation of sneeze guards throughout various
departments, spaces, and buildings of the County. Sourcing materials, specifically Polycarbonate,
to construct the sneeze guards has been difficult due to current demand caused by the COVID
pandemic. Local suppliers were not able to meet the County's needs. A supplier, West Coast
Fabrication, was contacted and is able to supply and cut to size for the County twenty sheets of 4
foot x 8 foot x .236" thick polycarbonate. The cost is $6460.18, tax and shipping included.
It is my opinion that Grant County should accept the quote from West Coast Fabrication.
Therefore, I am recommending to the Board and I am asking for your approval to purchase the
Lexan sheets from West Coast Fabrication. The costs will be paid out of the Facilities and
Maintenance Account 00 1. 112.00.0000.518303 100, Office and Operational Supplies. This cost
will also submitted for reimbursement via Washington State CARES Act.
Sincerely,
l�&44t Se
Kevin Schmidt
Manager Grant County, Wa
Facilities & Maintenance Department
Dated this —a=- "— day of 20 4A-,
Board of County Corkmissioners
Grant County, Washington
Approve Disa prove Abstain
Dist #1Z -P"- Dist # 1 Dist # 1 -
Dist #2 Dist # 2 Dist # 2
Dist 43 Dist # 3 Dist # 3
Kevin Schmidt
Manager Facilities and Maintenance
Kschmidt@grantcountywa.gov
RECEIVED
JUN 2 6 2020
GRANT COUNTY COMMISSIONERS
"To meet current and future needs, serving together with public and private entities, while fostering a respectful and successful work environment"
%J Department of Commerce Contract Management System
System Access Request Form
System Access Request Form
Mail or email this completed form to your Commerce program manager. The Contract Management
System Portal (CMS) is accessed through Secure Access Washington (SAW). Use this link to access the
SAW site https://secureaccess.wa.gov/ and create a SAW account.
Upon receipt of this form, your Commerce program manager will send a CMS Registration Code to your
SAW email address. See the CMS training manual on the website for instructions on how to create a
SAW account and to login to CMS.
Requestor Information
FIRST NAME LAST NAME
WORK PHONE
CELL PHONE
Brittany Rang
509-754-2011 ext 2937
509-398-3698
SAW EMAIL
FAX PHONE
ROLE
bra ns@arantcountywa.aov
® Data Entry and Submit
❑ Data Entry Only
❑ Read Only
ORGANIZATION NAME
STATEWIDE VENDOR NUMBER
Grant County
SWV0002426-03
ORGANIZATION NAME
STATEWIDE VENDOR NUMBER
Requestor Agreement
By signing this form, I certify that I am authorized to view and/or submit information on behalf of the
organizations listed above, will practice adequate Password management by keeping Passwords
confidential and agree to the Conditions of Use Access Agreement.
http://www.commerce.wa.gov/privacy-information/conditions-use-access-agreementZ
PRINTED NAME
SIG TURE
DATE
BRITTANY RANG
07/02/20
Manager Approval C d ---
By signing this form, I approve this employee to access the CMS portal on behalf of the organizations
listed above.
PRINTED NAME SIGNATUR DATE
CINDY CARTER 07/02/20
D. Paid sick and paid family and medical leave to public employees
E. COVID-19-related expenses in county jails
F. Care and mitigation services for homeless populations
G. Other
5. Economic Supports
A. Small Business Grants for business interruptions
B. Payroll Support Programs
C. Other
6. Other COVID-19 Expenses
No receipts or proof of payment for costs incurred will be required to be submitted to Commerce.
Grantees are still required to maintain sufficient accounting records in accordance with state and federal
laws. Monitoring visits may be scheduled.
Process and Procedure to Obtain Funds
1. Award Letter
Commerce strives to administer funds expediently and with a minimum of red tape. We do so within the
policies and procedures established by the US Treasury and state's Legislature, OFM, Commerce, and
the Office of the Attorney General. Prior to receiving funds, a contract will need to be executed with
Commerce.
Award letters with instructions to initiate the contracting process will be emailed to each city and county
receiving an allocation by no later than May 22ntl. Emails to cities will be sent to mayors and any other
contacts obtained with the assistance of the Association of Washington Cities. Emails to counties will be
sent to the county commissioners and any other contacts obtained with the assistance of the Washington
State Association of Counties.
Included with the award letter will be:
• CRF Program Guidelines
• A draft contract template for review and to initiate the public process for authorization to
execute once the final contract is available for execution
• Working Papers
2. Working papers
Your grant award packet includes Working Papers. The Working Papers ask for basic information
needed to create a contract:
• Contact information for the person who will administer the grant once the contract is
signed. Grant documents and correspondence will be sent to this person.
• Your Statewide Vendor Number (SWV#)
• Your Federal Indirect Rate
• Your fiscal year end date
• Name and title for the person authorized by the jurisdiction to sign the contract
Please complete and return the Working Papers to the Commerce project manager identified in the award
letter as soon as possible, even if you do not plan to begin drawing your funds for a while. Your project
manager will manage your contract until project completion. Feel free to give us a call if you have any
questions as you fill out the form (see contact information on previous page).
3. Contract
Once the completed Working Papers have been received by the Commerce project manager identified in
the award letter, a contract will be prepared and sent to you for signature. Have the authorized
representative sign the contract and then return a scanned pdf copy to your project manager. Then the
project manager will route the contract for Commerce's signature. It generally takes two to four weeks to
fully execute a contract. Once executed by Commerce a fully executed copy will be scanned and a pdf
copy emailed to the jurisdiction and you will have access to your funds.
Commerce is working to make the contracting process as quick and easy as possible
4. Reimbursements
This is a reimbursement -style grant, meaning no advance payments. Funds are available once a contract
is executed. All grantees are required to set up a SWV number so funds may be sent electronically.
Grantees have the flexibility to cash out their grant or draw down funds as frequently as once a month as
long as you have incurred documented eligible costs in response to the COVID-19 public health
emergency during the period of March 1, 2020 thru October 31, 2020. All final requests for
reimbursement must be submitted no later than November 15, 2020.
Commerce has moved to electronic vouchering through their Contracts Management System (CMS)
Online A-19 Portal. Requests for reimbursement must be submitted online through the CMS System by
an individual authorized by the Grantee's organization. Online electronic vouchering provides for
grantees to receive reimbursements as quickly as possible. Grantees with barriers to using the online A-
19 portal, may request an A-19 form from their Commerce project manager.
Access to CMS is available through the Secure Access Washington (SAW) portal. You will need to
create a SAW account if you do not already have one. Please find detailed instructions here: Office of
Financial Management. It may take up to three weeks after you submit this information for an electronic
transfer account to be set up. We will automatically receive your SWV number from the office that sets
them up.
Once logged into SAW, add the Department of Commerce to your 'services' and submit an Online A-19
External User Request form. Then Commerce will add you as a new external user in CMS; and the CMS
system will generate and email a registration code to you to complete the CMS registration.
For additional grantee support, refer to the Commerce Online A-19 Webpage for External Users, which
includes SAW resources and the CMS manual for external users.
The A-19 voucher must include a detailed breakdown of the costs incurred within each eligible budget
category and the total reportable eligible expenses in response to the COVID-19 public health
emergency. Accompanying with each voucher must be an executed A-19 certification and A-19 activity
report. Incomplete or improperly prepared submissions may result in payment delays. After receipt and
acceptance of a fully completed A-19 voucher submittal, grantees can expect electronic reimbursements
within 7-10 days.
No receipts or proof of payment for costs incurred will be required to be submitted to
Commerce. Grantees are still required to maintain sufficient accounting records in accordance
with state and federal laws; and are responsible for maintaining clear and accurate program
records, and making them accessible to Commerce and the State Auditor.
Monitoring visits may be scheduled.
5. A-19 Certification and Activity Report
In order to receive reimbursement for eligible expenses incurred, each A-19 Voucher must include:
1. A completed A-19 Certification:
• An individual authorized to execute on behalf of the local government must certify by
signing this document under penalty of perjury that the items and costs listed herein
and on the accompanying Commerce A-19 Voucher are eligible charges for necessary
expenditures incurred due to the COVID-19 public health emergency that were not
previously accounted for in the most recent approved budget as of March 27, 2020,
and that the funds were used in accordance with section 601(a) of the Social Security
Act, as added by section 5001 of the Coronavirus Aid, Relief, and Economic Security
Act ("CARES Act").
2. A completed A-19 Activity Report (instructions included in document):
• Must be submitted as an Excel spreadsheet, not a PDF.
• Include a detailed breakdown of the individual eligible expenditures reported by each
sub -category of the six (6) primary budget categories. Each primary budget category
includes sub -categories and provides an option to add "other" sub -categories.
• Include the total amount of all previous reimbursement requests for each applicable
sub -category.
• Include the total amount of funds being requested in the current reimbursement
request for each applicable sub -category.
• Include a brief description of the use of the funds being requested for each applicable
sub -category. Keep descriptions as concise as possible, but include adequate context
to demonstrate how these funds addressed the COVID-19 emergency. If applicable,
please consider:
o Providing a brief description of the specific activities performed.
o Identifying specific populations served.
o Identifying specific programs created or utilized.
o Including any known or intended outcomes, results, or community impacts.
A certification and activity report must be completed and returned with each reimbursement voucher.
After the contract is executed, you will receive additional instructions on how to submit
electronic reimbursement requests with the A-19 certification and A-19 activity report.
0
8. Cost reimbursement
Funds are available on a reimbursement basis only, and cannot be advanced under any circumstances.
If funds are being used for the acquisition of real property or construction / renovation costs, please
contact us immediately. Reimbursable costs are those that a Grantee has already incurred. We may only
reimburse grantees for eligible costs incurred in response to the COVID-19 public health emergency
during the period of March 1, 2020 thru October 31, 2020.
Final Date of Reimbursements
In order to ensure all awardees and their costs incurred in response to the COVID-19
emergency are paid out by December 30, 2020 per the US Treasury's Guidance,
expenditures are only being accepted on costs incurred through October 31, 2020.
All final requests for reimbursement must be submitted no later than November 15, 2020.
Grantees will not be required to submit a proposed budget prior to contract execution. Grantees will have
the discretion and flexibility to determine where these funds may best serve their communities.
Each grantee will determine eligible costs to submit for reimbursement. For reporting purposes,
expenditures must be tracked at the sub -category level for the six (6) primary eligible cost categories, as
follows:
1. Medical Expenses
A. Public hospitals, clinics, and similar facilities
B. Temporary public medical facilities & increased capacity
C. COVID-19 testing, including serological testing
D. Emergency medical response expenses
E. Telemedicine capabilities
F. Other
2. Public Health Expenses
A. Communication and enforcement of public health measures
B. Medical and protective supplies, including sanitation and PPE
C. Disinfecting public areas and other facilities
D. Technical assistance on COVID-19 threat mitigation
E. Public safety measures undertaken
F. Quarantining individuals
G. Other
3. Payroll expenses for public employees dedicated to COVID-19
A. Public Safety
B. Public Health
C. Health Care
D. Human Services
E. Economic Development
F. Other
4. Expenses to facilitate compliance with COVID-19 measures
A. Food access and delivery to residents
B. Distance learning tied to school closings
C. Telework capabilities of public employees