HomeMy WebLinkAboutAgreements/Contracts - ElectionsGRANT COUNTY
COMMISSIONERS AGENDA MEETING REQUEST FORM
(Must be submitted to the Clerk of the Board by 12:00pm on Thursday)
REQUESTING DEPARTMENT:Elections
REQUEST SUBMITTED BY: Michele Jaderlund
CONTACT PERSON ATTENDING ROUNDTABLE: Michele Jaderlund
CONFIDENTIAL INFORMATION: ❑YES ®NO
oarE:10/17/2024
PHONE:7542011 ext 2733
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❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget
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❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing
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❑Minutes []Ordinances ❑Out of State Travel El Petty Cash
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HAVA Grant Amendment 1 Intergovernmental Grant Agreement between
The State of Washington, Office of the Secretaryof State and Grant County
Term 01/01/24 to 06/30/29, Balance of Grant 7,635.42 For Election Security
If necessary, was this document reviewed by accounting? ❑ YES ❑ NO * N/A
If necessary, was this document reviewed by legal? ❑ YES ❑ NO * N/A
DATE OF ACTION:
DEFERRED OR CONTINUED TO:
WITHDRAWN:
APPROVE: DENIED ABSTAIN
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4/23/24 OCT 17 2024
IG-6932-1
K24-248
AMENDMENT NO. 1
TO
INTERGOVERNMENTAL GRANT AGREEMENT
BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
AND
GRANT COUNTY
THIS AMENDMENT NO. 1 TO INTERGOVERNMENTAL GRANT AGREEMENT (this
"Amendment") amends and restates the provisions of that certain Intergovernmental Grant
Agreement entered into in 2020 by and between the State of Washington, Office of the Secretary
of State ("OSOS"), and Grant County ("County") (the "Agreement"), and shall be effective as of
the date it is fully executed by OSOS and County (the "Effective Date"). OSOS and County are
sometimes herein referred to individually as a "Party" and collectively as the "Parties." All
capitalized terms used but not defined in this Amendment shall have the meanings ascribed to
them in the Agreement.
BACKGROUND AND PURPOSE
The Agreement provides for the award of federal and matching state funds from OSOS to County
as authorized by the Help America Vote Act of 2002 (Public Law 107-252) ("HAVA") and provided
for in the Consolidated Appropriations Act of 2020 (Public Law 116-93), and potentially in
subsequent appropriation(s), for the purpose of improving the administration of elections for
Federal office, including enhancements and improvements to election technology and security.
According to its terms, the Agreement is set to expire on September 30, 2024 unless it is extended
prior to expiration.
The purpose of this Amendment is: (1) to extend the term of the Agreement to June 30, 2029) to
allow for the County's expenditure of funds already awarded under the Agreement but unspent
as of the Effective Date of this Amendment; (2) to clarify the requirements and procedures
applicable to such expenditures under the Agreement, including changes to County's reporting
requirements; (3) to allow for potential additional awards to be made from OSOS to County under
the Agreement as amended and restated herein, upon proper application by the County and
approval by OSOS; and (4) to restate those provisions of the Agreement not modified by this
Amendment.
NOW, THEREFORE, in consideration of the foregoing, OSOS and County hereby agree as
follows:
1. Sections I, II, III, IV, V, VII, IX, X and XVII of the Agreement are superseded and replaced
in their entirety with the corresponding numbered Sections appearing in the amended and
restated Agreement below.
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2. Sections of the Agreement not referenced above remain unchanged and in full force and
effect, and for ease of reference are restated together with the amended Sections in the
amended and restated Agreement below.
{AMENDED &RESTATED INTERGOVERNMENTAL GRANT AGREEMENT}
I. AWARD IDENTIFICATION
Awards of grant funds to County under this Agreement are identified in Exhibit A - Awards
attached hereto and incorporated herein by this, reference, via a table or tables containing the
information specified in the template below. In the event that County is awarded additional grant
funds under the Agreement, Exhibit A — Awards will be supplemented with a new table containing
information pertinent to any such new award(s).
Subrecipient name [County]
Subrecipient's unique entity identifier
[Formerly DUNS]
Federal Award Identification number
(FAIN)
Federal Award Date
Subaward Period of Performance Start
and End Date
to June 30, 2029
Amount of Federal Funds obligated by
this action by the pass -through entity to
the subrecipient
Total Amount of Federal Funds
Obligated to the subrecipient by the
pass -through entity including the current
obligation
Total Amount of State Funds
Total Amount of the Award to County
(Federal and State Funds)
As authorized under Section 101 of the Help
America Vote Act of 2002 (P.L. 107-252)
(HAVA) and provided for in the Consolidated
Federal award project description, as
Appropriations Act, 2020 (Public Law 116-
required to be responsive to the Federal
93), the purpose of this award is to "improve
Funding Accountability and
the administration of elections for Federal
Transparency Act (FFATA)
office, including to enhance election
technology and make election security
improvements" to the systems, equipment
and processes used in federal elections.
Federal Awarding Agency
U.S. Elections Assistance Commission
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CFDA Number and Name
90.404 HAVA Election Security Grants
Total Federal award amount
$8,860,638 (Federal) $1,772,128 (State)
Is the Award Research and
Development?
No
II. DEFINITIONS & INTERPRETATION
Except as otherwise provided herein, as used in this Agreement capitalized terms shall have the
following meanings:
"Award" means federal funds and matching state funds provided to the County under this
Agreement, pursuant to the Consolidated Appropriations Act, 2020, for the purpose of
improving the administration of elections for Federal office, including to enhance election
technology and make election security improvements, and may include additional funding
and award(s) pursuant to subsequent appropriation(s).
"Business Day" shall mean a day that is not either Saturday or Sunday and is not a holiday
observed by the State of Washington or a Federal holiday listed in 5 USC § 6103.
"EAU means the Election Assistance Commission.
"HAVA" means the Help America Vote Act of 2002.
"OSOS" means the State of Washington Office of the Secretary of State.
"OSOS SOU means the Security Operations Center at the Office of the Secretary of
State.
III. PURPOSE
It is the purpose of this Agreement to provide the County with federal funds and a state matching
share of funds as authorized under Section 101 of the Help America Vote Act of 2002 (P.L. 107-
252) (HAVA) and provided for in the Consolidated Appropriations Act, 2020 (Public Law 116-93),
and potentially in subsequent appropriation(s). The purpose of the Award(s) is to "improve the
administration of elections for Federal office, including to enhance election technology and make
election security improvements" to the systems, equipment and processes used in federal
elections.
The Congressional joint explanatory statement for the Consolidated Appropriations Act, 2020
(Public Law 116-93) provides the following:
Consistent with the requirements of HAVA, states may use this funding to: replace voting
equipment that only records a voter's intent electronically with equipment that utilizes a
voter -verified paper record; implement a post -election audit system that provides a high-
level of confidence in the accuracy of the final vote tally; upgrade election -related
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computer systems to address cyber vulnerabilities identified through [Department of
Homeland Security] or similar scans or assessments of existing election systems; facilitate
cybersecurity training for the state chief election official's office and local election officials;
implement established cybersecurity best practices for election systems; and fund other
activities that will improve the security of elections for Federal office.
IV. AWARDS
County has been awarded the amount of funds stated in the table(s) attached hereto as Exhibit
A —Awards, in the box set opposite the section titled, Total Amount of the Award to County
(Federal and State Funds).
V. STATEMENT OF WORK
County shall furnish the necessary personnel, equipment, material and/or service(s) and
otherwise do all things necessary for or incidental to the performance of work set forth in this
Agreement and in accordance with the U.S. Election Assistance Commission guidelines.
HAVA funds received pursuant to this Agreement shall be used for activities to improve the
administration of elections for Federal office, including to enhance election technology and make
election security improvements, as authorized under section 101 for costs reasonably incurred
for: (A) Complying with the requirements under subchapter III [of HAVA]; (B) Improving the
administration of elections for federal office; (C) Educating voters concerning voting procedures,
voting rights, and voting technology; (D) Training election officials, poll workers, and election
volunteers; (E) Developing the State plan for requirements payments to be submitted under
subpart 1 of part D of subchapter II [of HAVA]; (F) Improving, acquiring, leasing, modifying, or
replacing voting systems and technology and methods for casting and counting votes; (G)
Improving the accessibility and quantity of polling places, including providing physical access for
individuals with disabilities, providing nonvisual access for individuals with visual impairments,
and providing assistance to, Native Americans, Alaska Native citizens, and to individuals with
limited proficiency in the English language; (H) Establishing toll -free telephone hotlines that voters
may use to report possible voting fraud and voting rights violations, to obtain general election
information, and to access detailed automated information on their own voter registration status,
specific polling place locations, and other relevant information.
The appropriate use of HAVA funds requires generally that costs must be Allowable, Allocable
and Reasonable. An allowable cost is one that is necessary and reasonable for the proper and
efficient performance and administration of the activities funded under the grant; an allocable
expense is one that is directly related to the objectives and activities planned under the grant and
included in the approved budget for the grant; and an expense would likely not be considered
reasonable if, by its nature and amount, it does not exceed what a prudent person would pay
under the circumstances.
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While grant activities may be an allowable cost when they are used for a specific purpose pursuant
to Section 101 of HAVA, there are significant issues related to allocability and cost
reasonableness that must still be considered in assessing the appropriateness of such an
expense. In general funding for any activity must not supplant state or local funds. Allowable
costs would not include activities that are currently paid for with state or local election jurisdiction
funds. For purposes unrelated to improving the administration of Federal elections, only that
percentage of costs associated with the administration of Federal elections can be charged to the
HAVA grant.
For grant activities related to this Agreement, prior to the expenditure of any additional Award
funds County must submit to OSOS a completed project worksheet in the form of Exhibit B —
Project Worksheet attached hereto and incorporated herein by this reference, together with
appropriate supporting documentation.
Upon receipt of the project worksheet and its supporting documentation from County, OSOS will
review the documents to determine if the project costs are allowable, allocable and reasonable
under the EAC guidelines. Upon conclusion of the review process, OSOS will provide notice of
the same via email to the submitter on County's behalf.
VI. UNALLOWABLE EXPENSES
Funds provided under this Agreement shall not be used for any electronic ballot transmission
products or services; additionally, using funds from this grant to pay for general operating
expenses, historically paid for with non-federal funds, may not constitute an actual improvement
to the administration of federal elections, will not be allowed and would be questioned in a federal
audit. Per Section 101(c)(1)&(2) of HAVA, funds will be used in a manner that is consistent with
the laws described in Section 906 of HAVA and that funds will not be used in a manner that is
inconsistent with the requirements of Title III of HAVA. Questions about allowability should be
directed to the OSOS Project manager.
VII. PERIOD OF PERFORMANCE
The period of performance of this Agreement commenced on the original Agreement execution
date and shall continue through June 30, 2029, unless terminated sooner as provided in this
Agreement.
Vill. ADMINSTRATIVE OBLIGATIONS OF COUNTY
Accounting Standards
The County agrees to comply with 2 CFR 200 - Uniform Administrative Requirements, Cost
Principles, and Audit Requirements. The County agrees to adhere to the accounting principles
and procedures required therein, utilize adequate internal controls, and maintain necessary
source documentation for all costs incurred under this program.
Cost Principles
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The County shall administer its program in conformance with 2 CFR 200 Subpart E (200.400-
475). These principles shall be applied for all costs incurred whether charged on a direct or indirect
basis. The County agrees to adhere to the accounting principles and procedures required therein.
County Monitoring and Management
County agrees to abide by, and cooperate with OSOS, in meeting the applicable federal
requirements for sub -recipient monitoring and management found in 2 CFR 200.331.
Interest
The County shall place funds received under this Agreement in an interest bearing account. All
funds received under this Agreement will remain in that account until spent by the County on
allowable activities. Interest earned on deposited funds will be spent on allowable activities under
this Agreement. In the event of termination of this Agreement in accordance with its terms,
unspent or unobligated interest earned on deposited funds shall be remitted to OSOS together
with all other unspent or unobligated federal and state match grant funds.
IX. GENERAL OBLIGATIONS OF THE COUNTY
General Standards
The County shall procure materials in accordance with the requirements of 2 CFR 200, Subpart
D regarding Procurement Standards, and shall subsequently follow, 2 CFR 200, Subpart D
Property Standards, covering utilization and disposal of property.
Equipment
The purchase of equipment is an unallowable activity except when it is an integral part of an
eligible project or service. Equipment, with a unit cost of $5,000 or more, must have prior approval
by the Office of the Secretary of State before any expense is incurred. The County shall comply
with its own current policies concerning the purchase of equipment and shall maintain inventory
records of all non -expendable personal property as defined by such policy, and as may be
procured with funds provided herein. All other program assets (property, equipment, accounts
receivable, etc.), other than unused grant funds and interest, shall revert to the County upon
expiration of this Agreement, unless this Agreement is terminated under its own terms, or a
different disposition of program assets is specified separately in writing by the Parties. If County
makes one or more allowable purchases of equipment utilizing Award funds hereunder, County
shall, at the end of each fiscal year ending December 31 St, submit to OSOS a completed
equipment inventory certification in the form of Exhibit C - HAVA Equipment Inventory Certification
Form attached hereto and incorporated herein by this reference.
Unused Funds
Unused grant funds, including unspent or unobligated interest earned on grant funds, shall be
returned to OSOS on or before June 30, 2029, unless this Agreement is terminated sooner.
X. DOCUMENTATION AND RECORDKEEPING
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Records to be maintained
The County shall maintain all records required by the Federal regulations that are pertinent to the
activities to be funded under this Agreement. Such records shall include but not be limited to:
a) Records providing a full description of each activity undertaken by County hereunder;
b) Records demonstrating that each individual activity undertaken by County meets one
of the provisions in Section 101 of HAVA and the Congressional Join Explanatory
Statement for the Consolidated Appropriations Act of 2020;
c) Records required for determining the eligibility of activities;
d) Records documenting compliance with Davis Bacon and Related Acts;
e) Financial records as required by 2 CFR 200 Subpart D; and
f) Other records necessary to document compliance with applicable laws, rules, and
regulations.
Public Records Act
The County shall comply with the provisions of the Public Records Act, Chapter 42.56 RCW
p ,
and all other applicable records laws. When a public records request related to this Agreement
is received by the County, it shall provide notice to the OSOS Project Manager identified in
Section XVII of this Agreement.
Format of records
Wherever practicable, the County shall collect, transmit, and store records related to this Award
in an electronic, machine readable format.
Retention Period
The County shall retain all records according to applicable federal and state laws.
Protections for Data
The County shall comply with all federal and state regulations to ensure proper disposal of data.
XI. REPORTING REQUIRMENTS
Quarterly Reports
County shall submit quarterly progress reports to OSOS during the period of performance of this
Grant Agreement. The reports shall: (1) be submitted to the OSOS Project Manager identified in
Section XVII of this Agreement; (2) include a narrative summary and completed expenditure
tracking worksheet for the applicable reporting period, as provided in Exhibit D — Progress
Reporting attached hereto and incorporated herein by this reference, detailing the activities
performed or in progress toward the successful completion of all work awarded under this Grant
Agreement.
Quarterly reports are due to the OSOS Project Manager on the following dates of their respective
year, until the project is complete and a final report has been submitted:
• January 15
• April 15
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• July 15
• October 15
Final Report
Prior to expiration of this Grant Agreement, County shall submit a final report to the OSOS
Project Manager, providing a complete summary of the project and funds spent for all grant
activities.
OSOS may, in its sole discretion, require more frequent reports from County for any reason
related to the administration or oversight of the grant funds awarded to County under this
Agreement, or for any other reason OSOS deems appropriate under the circumstances. Such
reasons may include, but are not limited to: (1) County's failure to provide required reports in a
timely manner; (2) Unfavorable trends or conditions are identified in County's submitted reports;
or (3) County is determined to be at high -risk of noncompliance.
XII. AUDITS AND INSPECTIONS
Audits
If the County expends $750,000 or more in federal awards during its fiscal year, the County is
required to provide the appropriate single or program -specific audit in accordance with the
provisions outlined in 2 CFR Part 200.501.
Inspections and Interviews
County shall provide OSOS and its representatives, as well as authorized representatives of the
Federal awarding agency, Inspectors General, and the Comptroller General of the United
States, pursuant to 2 CFR 200.336, access to the premises of the County at any time and from
time to time during normal business hours on any Business Day and upon reasonable notice
under the circumstances for the purposes of:
a) Inspecting and copying (at County's expense) any and all program documents
maintained by the County; and
b) Discussing the affairs, finances and business of the County with any representative
of County who is present at such premises or with the County Auditors to disclose to
OSOS and its representatives and/or any authorized representatives of the Federal
awarding agency, Inspectors General, and the Comptroller General of the United.
States, any and all financial and other information regarding the County that is
reasonably related to the program.
XIII. AWARD CONTINGENCIES
The County shall implement or have implemented the Drug -Free Workplace Requirements of 2
C.F.R. § 182.200 and comply with subpart C of 2 C.F.R. Part 180- Debarment &Suspension &
include in lower -tier covered transactions.
XIV. SUBCONTRACTS
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The County shall abide by the following requirements and include all applicable provisions in
any subcontracts paid for with federal funds:
Equal Employment Opportunity
All contracts shall contain a provision requiring compliance with E.O. 11246, "Equal
Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order
11246 Relating to Equal Employment Opportunity," and as supplemented by regulations
at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, and Department of Labor."
Copeland "Anti -Kickback" Act (18 U.S.C. 874 and 40 U.S.C. 276c)
All contracts and subgrants in excess of $2,000 for construction or repair awarded by
County shall include a provision for compliance with the Copeland "Anti -Kickback" Act
(18 U.S.C. 874), as supplemented by Department of Labor regulations (29 CFR part 3,
"Contractors and Subcontractors on Public Building or Public Work Financed in Whole or
in Part by Loans or Grants from the United States"). The Act provides that each
contractor or County shall be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of
the compensation to which he is otherwise entitled. The recipient shall report all
suspected or reported violations to the Federal awarding agency.
Contract Work Hours and Safety Standards Act (40 U.S.0 327-333)
Where applicable, all contracts awarded by County in excess of $2,000 for construction
contracts and in excess of $2,500 for other contracts that involve the employment of
mechanics or laborers shall include a provision for compliance with Sections 102 and
107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333), as
supplemented by Department of Labor regulations (29 CFR part 5). Under Section 102
of the Act, each contractor shall be required to compute the wages of every mechanic
and laborer on the basis of a standard work week of 40 hours. Work in excess of the
standard work week is permissible provided that the worker is compensated at a rate of
not less than 1 1/ times the basic rate of pay for all hours worked in excess of 40 hours
in the work week. Section 107 of the Act is applicable to construction work and provides
that no laborer or mechanic shall be required to work in surroundings or under working
conditions which are unsanitary, hazardous or dangerous. These requirements do not
apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence.
Rights to Inventions Made Under a Contract or Agreement
Contracts or agreements for the performance of experimental, developmental, or
research work shall provide for the rights of the Federal Government and the recipient in
any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made
by Nonprofit Organizations and Small Business Firms Under Government Grants,
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Contracts and Cooperative Agreements," and any implementing regulations issued by
the awarding agency.
Clean Air Act 42 U.S.C. 7401 et se and the Federal Water Pollution Control Act 33
U.S.C. 1251 et seg.), as amended
Contractors and subgrants of amounts in excess of $100,000 shall contain a provision
that requires the them to agree to comply with all applicable standards, orders or
regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the
Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.) Violations
shall be reported to the Federal awarding agency and the Regional Office of the
Environmental Protection Agency (EPA).
Byrd Anti -Lobbying -Amendment (31 U.S.C. 1352)
Contractors who apply or bid for an award of $100,000 or more shall file the required
certification. Each tier certifies to the tier above that it will not and has not used Federal
appropriated funds to pay any person or organization for influencing or attempting to
influence an officer or employee of any agency, a member of Congress, officer or
employee of Congress, or an employee of a member of Congress in connection with
obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. 1352.
Each tier shall also disclose any lobbying in non -Federal funds that takes place in
connection with obtaining any Federal award. Such disclosures are forwarded from tier
to tier up to the recipient.
Davis Bacon Act of 1931 (Public -- No. 403-74th Congress [S.33031)
That the advertised specifications for every contract in excess of $2,000, to which the
United States or the District of Columbia is a party, for construction, alteration, and/or
repair, including painting and decorating, of public buildings or public works of the United
States or the District of Columbia within the geographical limits of the States of the Union
or the District of Columbia, and which requires or involves the employment of mechanics
and/or laborers shall contain a provision stating the minimum wages to be paid various
classes of laborers and mechanics which shall be based upon the wages that will be
determined by the Secretary of Labor to be prevailing for the corresponding classes of
laborers and mechanics employed on projects of a character similar to the contract work
in the city, town, village, or other civil subdivision of the State in which the work is to be
performed, or in the District of Columbia if the work is to be performed there; and every
contract based upon these specifications shall contain a stipulation that the contractor or
his subcontractor shall pay all mechanics and laborers employed directly upon the site of
the work, unconditionally and not less often than once a week, and without subsequent
deduction or rebate on any account, the full amounts accrued at time of payment,
computed at wage rates not less than those stated in the advertised specifications,
regardless of any contractual relationship which may be alleged to exist between the
contractor or subcontractor and such laborers and mechanics, and that the scale of
wages to be paid shall be posted by the contractor in a prominent and easily accessible
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place at the site of the work; and the further stipulation that there may be withheld from
the contractor so much of accrued payments as may be considered necessary Y b the
contracting officer to pay to laborers and mechanics employed by the contractor or any
subcontractor on the work the difference between the rates of wages required by the
contract to be paid laborers and mechanics on the work and the rates of wages received
by such laborers and mechanics and not refunded to the contractor, subcontractors or
their agents.
Debarment and Suspension (E.O.s 12549 and 12689)
No contract shall be made to parties listed on the General Services Administration's List
of Parties Excluded from Federal Procurement or Non -procurement Programs in
accordance with E.O.s 12549 and 12689, "Debarment and Suspension." This list
contains the names of parties debarred, suspended, or otherwise excluded by agencies,
encies
,
and contractors declared ineligible under statutory or regulatory authority other than E.O.
12549. Contractors with awards that exceed the small purchase threshold shall provide
the required certification regarding its exclusion status and that of its principal
employees.
Public Law 88-352 Title VI of the Civil Rights Act of 1964 42 U.S.C. 2000d et se 24
CFR Part 11
The County must comply with the provisions of "Public Law 88-352," which refers to Title
VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.). The law provides that no
person in the United States shall, on the grounds of race, color or national origin, be
denied the benefits of, be excluded from participation in, or be subjected to
discrimination under any program or activity receiving federal financial assistance.
Section 504 of the Rehabilitation Act of 1973 as amended 29 U.S.C. 794
The County must comply with Section 504 of the Rehabilitation Act of 1973, as
amended, which provides that no otherwise qualified individual shall, solely by reason of
his or her disability, be excluded from participation (including employment), denied
program benefits or be subjected to discrimination under any program or activity
receiving federal assistance funds.
Americans with Disabilities Act (42 U.S.C. 12101, et seq.)
The County shall comply with the provisions of the Americans with Disabilities Act 42
U.S.C. 12101, et. seq. That Act provides a comprehensive national mandate to eliminate
dqiscrimination against individuals with disabilities. The Act may impose requirements on
the County in four principle ways: 1) with respect to employment; 2) with respect to the
provision of public services; 3) with respect to transportation; 4) with respect to existing
facilities and new construction.
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The National Environmental Policy Act of 1969 (NEPA) (42 U.S.0 Section 4321 et
seq., and 24 CFR Part 58)
The County shall comply with the provisions of the National Environmental Policy Act of
1969. The purpose of this Act is to attain the widest use of the environment without
degradation, risk to health or safety, or other undesirable and unintended consequences.
Environmental review procedures, including determining and publishing a Finding of
Significance or of No Significance for a proposal, are a necessary part of this process.
Pursuant to these provisions, the County must also submit environmental certifications
to the Department when requesting that funds be released for the project. The County
must certify that the proposed project will not significantly impact the environment and
that the County has complied with environmental regulations and fulfilled its obligations
to give public notice of the funding request, environmental findings and compliance
performance.
Executive Order 11990, Mav 24, 1977: Protection of Wetlands (42 F.R. 26961 et seq.)
The County shall comply with Executive Order 11990. The intent of this Executive Order
is (1) to avoid, to the extent possible, adverse impacts associated with the destruction or
modification of wetland, and (2) to avoid direct or indirect support of new construction in
wetlands wherever there is a practical alternative.
The County, to the extent permitted by law, must avoid undertaking or providing
assistance for new construction located in wetlands unless (1) there is no practical
alternative to such construction, and (2) the proposed action includes all practical
measures to minimize harm to wetlands which may result from such use. In making this
determination, the County may take into account economic, environmental and other
pertinent factors.
Executive Order 11988, Mav 24, 1977: Floodplain Management (42 F.R. 26951 et seq)
The County shall comply with the provisions of Executive Order 11988. The intent of this
Executive Order is to (1) avoid, to the extent possible, adverse impacts associated with
the occupancy and modification of floodplains, and (2) avoid direct or indirect support of
floodplain development wherever there is a practical alternative. If the County proposes
to conduct, support or allow an action to be located in a floodplain, the County must
consider alternatives to avoid adverse effects and incompatible involvement in the
floodplain. If siting in a floodplain is the only practical alternative, the County must, prior
to taking any action: (1) design or modify its actions in order to minimize any potential
harm to the floodplain, and (2) prepare and circulate a notice containing an explanation
of why the action is proposed to be located in a floodplain.
The Wild and Scenic Rivers Act of 1968, as amended (16 U.S.C. 1271 et
The County shall comply with the Wild and Scenic Rivers Act. The purpose of this Act is
to preserve selected rivers or sections of rivers in their free -flowing condition, to protect
the water quality of such rivers and to fulfill other vital national conservation goals.
Federal assistance by loan, grant, license, or other mechanism cannot be provided to
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water resources construction projects that would have a direct and adverse effect on any
river included or designated for study or inclusion in the National Wild and Scenic River
System.
Coastal Zone Management Act of 1972, as amended (16 U.S.C. 1451 et seq.)
The County shall comply with the Coastal Zone Management Act of 1972, as amended.
The intent of this Act is to preserve, protect, develop, and where possible, restore or
enhance the resources of the nation's coastal zone. Federal agencies cannot approve
assistance for proposed projects that are inconsistent with the state's Coastal Zone
Management program except upon a finding by the U.S. Secretary of Commerce that
such a project is consistent with the purpose of this chapter or necessary in the interests
of national security.
The Endangered Species Act of 1973, as amended (16 U.S.C. 1531 et seq.)
The County shall comply with the Endangered Species Act of 1973, as amended. The
intent of this Act is to ensure that all federally assisted projects seek to preserve
endangered or threatened species. Federally authorized and funded projects must not
jeopardize the continued existence of endangered and threatened species or result in
the destruction of or modification of habitat of such species which is determined by the
U.S. Department of the Interior, after consultation with the state, to be critical.
The Reservoir Salvage Act of 1960, as amended by the Archaeological and Historical
Preservation Act of 1974 (16 U.S.C. 469 et seq.)
Under the Reservoir Salvage Act, the County must comply with provisions for the
preservation of historical and archaeological data (including relics and specimens) that
might otherwise be irreparably lost or destroyed as a result of any alteration of the terrain
caused as a result of any federal construction project or federally licensed activity or
program. Whenever the County finds, or is notified in writing by an appropriate historical
or archaeological authority, that its activities in connection with any federal funded
construction project or federally licensed project, activity or program may cause
irreparable loss or destruction of significant scientific, prehistoric, historical or
archaeological data, the County must stop work immediately and must notify the U.S.
Secretary of Interior and the Department in writing and provide appropriate information
concerning the project or program activity.
The Archaeological and Historical Data Preservation Act of 1974 (16 U.S.C. 469 a-1 et
se .
The County shall comply with the Archaeological and Historical Data Preservation Act,
which provides for the preservation of historic and archaeological information that would
be lost due to development and construction activities as a result of federally funded
activities.
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IG-6932-1
The Safe Drinkinq Water Act of 1974, as amended (42 U.S.C. Section 201, 300(f) et
seq., and U.S.C. Section 349)
The County must comply with the Safe Drinking Water Act, as amended, which is
intended to protect underground sources of water. No commitment for federal financial
assistance, according to this Act, shall be entered into for any project, which the U.S.
Environmental Protection Agency determines, may contaminate an aquifer that is the
sole or principal drinking water source for an area.
The Federal Water Pollution Control Act of 1972, as amended, includinq the Clean
Water Act of 1977 PUBLIC LAW 92-212 33 U.S.C. Section 1251 et se .
The County must assure compliance with the Water Pollution Control Act, as amended,
which provides for the restoration of chemical, physical and biological integrity of the
nation's water.
The Solid Waste Disposal Act, as amended by the Resource Conservation and
Recovery Act of 1976 (42 U.S.C. Section 6901 et seq.)
The County must assure compliance with the Solid Waste Disposal Act, as amended.
The purpose of this Act is to promote the protection of health and the environment and to
conserve valuable material and energy resources.
The Fish and Wildlife Coordination Act of 1958, as amended (16 U.S.C. Section 661 et
se .
The County must assure compliance with the Fish and Wildlife Coordination Act, as
amended. The Act assures that wildlife conservation receives equal consideration and is
coordinated with other features of water resources development programs.
Relocation Assistance & Real Property Acquisition Policy, Chapter 8.26 RCW
The County shall comply with the provisions of Chapter 8.26 RCW and Chapter 365-24
WAC when its activities involve any acquisition of real property assisted under this
Agreement or the displacement of any family, individual, business, nonprofit organization
or farm that results from such acquisition.
State Environmental Policy Act (SEPA), Chapter 43.21 (C) RCW
The County shall comply with the provisions of Chapter 43.21(C) RCW and Chapter
197-11 WAC, the guidelines by which local agencies will (1) require environmental
checklists from private and public entities considering an action potentially subject to the
Environmental Impact Statement (EIS) requirement of SEPA, (2) make "threshold
determinations" that such an action will not have a significant environmental impact, (3)
provide for the preparation of a draft and final EIS if the action has significant impact,
and (4) circulate the EIS to other agencies and interested parties.
Page 14
IG-6932-1
Noise Control, Chapter 70.107 RCW
The County shall assure compliance with the state Noise Control Act. Objectives of the
Act are to assist local governments in implementing local noise ordinances and to
control and reduce excessive noise in Washington.
Shoreline Management Act of 1971, Chapter 90.58 RCW
The County shall comply with the provisions of Chapter 90.58 RCW. This Act defines a
planning program and a permit system, which are initiated at the local government level
under state guidance. Its purpose is to protect and enhance the state's shoreline and it
includes a comprehensive shoreline inventory process and a master program for
regulation of shoreline uses. A permit application at the local level must be in compliance
with those plans and consistent with the state Coastal Zone Management program if
substantial developments and shoreline modifications occur, and a record of the
application and decision must be submitted to the state.
State Building Code, Chapter 19.27 RCW; Energy Related Building Standards,
Chapter 19.27A RCW; and Provisions in Buildings for Aged and Handicapped
Persons, Chapter 70.92 RCW
The County shall comply with the provisions of Chapter 19.27 RCW, Chapter 19.27A
RCW, Chapter 70.92 RCW and the regulations for building construction and for barrier
free facilities adopted by the Washington State Building Code Council pursuant to these
statutes.
The State Building Code Act provides for a uniform state building code and mandates
counties, cities and towns to administer and enforce its provisions. Local governments
are authorized to modify the state building code to fit local conditions as long as such
modifications do not result in a code that is less than the minimum performance
standards and objectives contained in the state code.
Open Public Meetings Act, Chapter 42.30 RCW
The County shall comply with provisions of Chapter 42.30 RCW which require that all
meetings of the governing body which pertain to this Agreement shall be open to the
public except those where specific provision is made for executive sessions pursuant to
RCW 42.30.110.
Law Against Discrimination, Chapter 49.60 RCW
The County shall comply with the provisions of Chapter 49.60 RCW in all activities
relating to this Agreement.
Governor's Executive Order 89-10, December 11, 1989: Protection of Wetlands, and
Governor's Executive Order 90-04, April 21, 1990: Protection of Wetlands
The County shall ensure that it avoids any activities that would adversely affect wetlands
and adequately mitigates unavoidable impacts. For the purposes of this requirement,
Page 15
IG-6932-1
except where a contrary definition is provided by statute, mitigation means: (1) avoiding
the impact altogether by not taking certain action or part of an action; (2) minimizing
impacts by limiting the degree or magnitude of the action and its implementation, by
using appropriate technology, or by taking affirmative steps to avoid or reduce impacts;
(3) rectifying the impact by repairing, rehabilitating, or restoring the affected
environment; (4) reducing or eliminating the impact over time by preservation and
maintenance operations during the life of the action; (5) compensating for the impact by
replacing, enhancing, or providing substitute resources or environments; and (6)
monitoring the impact and taking appropriate corrective measures.
Mitigation for individual actions may include a combination of the above measures.
Mitigation may not include any of the above measures to the extent that they may be
contrary to statute as applied under the particular circumstances. Emergency work that
is essential to save lives and protect property and public health is exempt from these
provisions.
XV. EVENT OF DEFAULT OR TERMINATION
Termination for Convenience
Either party may terminate this Agreement upon 30 days prior written notification to the other
party. If this Agreement is so terminated, the parties shall be liable only for performance
rendered or costs incurred in accordance with the terms of this Agreement prior to the effective
date of termination. All unspent federal and state match grant funds, as well as grant funds
determined by OSOS to be for unallowable expenditures must be returned to the OSOS grant
program within 30 days of termination.
Termination for Cause
If for any cause, either party does not fulfill in a timely and proper manner its obligations under
this Agreement, or if either party violates any of these terms and conditions, the aggrieved party
will give the other party written notice. of such failure or violation. The responsible party will be
given the opportunity to correct the violation or failure within 15 working days. If failure or
violation is not corrected, this Agreement may be terminated immediately by written notice of the
aggrieved party to the other. In the event of a termination for cause, all unused grant funds, as
well as grant funds determined by OSOS to be for unallowable expenditures, must be returned
to the OSOS grant program.
In the event that the termination for cause occurs due to any violation of this Agreement by the
County, the County may be required to reimburse the OSOS grant program for the expended
portions of the grant funds.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
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IG-6932-1
Termination Procedure
Upon termination of this Agreement, OSOS, in addition to any other rights provided in this
Agreement, may require the County to deliver to OSOS any property specifically produced,
furnished, or acquired with grant funds provided under the Agreement.
OSOS shall pay to the County the agreed upon price, if separately stated, for completed work
and service(s) accepted by OSOS and the amount agreed upon by the County and OSOS for (i)
compe
leted work and service(s) for which no separate price is stated, (ii) partially completed work
and service(s), (iii) other property or services which are accepted by OSOS, and (iv) the
protection and preservation of property, unless the termination is for default, in which case
OSOS shall determine the extent of the liability of OSOS. Failure to agree with such
determination shall be a dispute within the meaning of the "Disputes" clause of this contract.
OSOS may withhold from any amounts due the County such sum as OSOS determines to be
necessary to protect OSOS against potential loss or liability.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in
addition to any other rights and remedies provided by law or under this Agreement.
After receipt of a notice of termination, and except as otherwise directed by OSOS, the County
shall:
• Stop work under the Agreement on the date, and to the extent specified, in the
notice;
• Place no further orders or subcontracts for materials, services, or facilities except as
may be necessary for completion of such portion of the work under the Agreement
as is not terminated;
• Assign to OSOS in the manner, at the times, and to the extent directed by OSOS, all
of the rights, title, and interest of the County under the orders and subcontracts so
terminated, in which case OSOS has the right, at its discretion, to settle or pay any or
all claims arising out of the termination of such orders and subcontracts;
• Settle all outstanding liabilities and all claims arising out of such termination of orders
and subcontracts, with the approval or ratification of OSOS to the extent OSOS may
require, which approval or ratification shall be final for all the purposes of this clause;
• Transfer title to OSOS and deliver in the manner, at the times, and to the extent
directed by OSOS any property which, if the contract had been completed, would
have been required to be furnished to OSOS;
• Complete performance of such part of the work as shall not have been terminated by
OSOS; and
• Take such action as may be necessary, or as OSOS may direct, for the protection
and preservation of the property related to this contract which is in the possession of
the County and in which OSOS has or may acquire an interest.
XVI. AS KI.N QS
Page 17
IG-6932-1
In the event funding from federal, state or other sources is withdrawn, reduced, or limited in any
way after the effective date of this Agreement and prior to normal completion, OSOS may
terminate the contract under the "Termination for Convenience" clause, without the 30-day
notice requirement, subject to renegotiation under those new funding limitations and conditions.
XVII. DISPUTES
Each party shall make a good faith effort to negotiate a resolution of any disputes between the
parties related to this Agreement. In the event of litigation or other action brought to enforce
Agreement terms, each party shall bear its own attorneys' fees and costs. Nothing in the
Agreement shall be construed to limit the parties' choice of a mutually acceptable Alternate
Dispute Resolution method in addition to the dispute resolution procedure outlined above.
XVIII. AGREEMENT MANAGEMENT
The Project Manager for each of the parties shall be the contact person for communications
regarding the performance of this Agreement.
Project Manager for County is: Project Manager for OSOS is:
Michele Jaderlund Stuart Holmes
Grant County Auditor
Director of Elections
35 C St NW Elections Division
Ephrata, WA 98823-0037 P.O. Box 40229
Olympia, WA 98504-0229
Phone: (509) 754-2011 ext. 2733
Email: m'aderlund rantcaunfi wa. ov Phone: 360-725-5794
E-mail: sfivart.holmes sos.wa. ov
XIX. GOVERNANCE
This Agreement is entered into pursuant to and under the authority granted by the laws of the
state of Washington and any applicable federal laws. The provisions of this Agreement shall be
construed and interpreted in accordance with those laws, and the venue of any action brought
hereunder shall be in the Superior Court for Thurston County.
In the event of an inconsistency in the terms of this Agreement, or between its terms and
any applicable statute or rule, the inconsistency shall be resolved by giving precedence
in the following order:
• Applicable Federal and state of Washington statutes and regulations
• The terms and conditions of this Agreement
• The attachments to this Agreement
XX. ALL WRITINGS CONTAINED HEREIN
Page 18
IG-6932-1
This Agreement contains the entire understanding between the parties, and there are no other
agreements, understandings, or representations set forth or incorporated by reference herein.
No subsequent modifications or amendments of this Agreement shall be of any force or effect
unless in writing, signed by authorized representatives of the OSOS and County and made part
of this original Agreement.
XXI. HOLD HARMLESS
Each party to this Agreement shall be responsible for its own acts and omissions and those of
its officers, employees and agents. No party to this Agreement shall be responsible for the acts
or omissions of entities or individuals not a party to this Agreement.
XXII. FORCE MAJEURE
Neither party will incur any liability to the other if its performance of any obligation under this
Agreement is prevented or delayed by causes beyond its control and without the fault or
negligence of either party. Causes beyond a party's control may include, but are not limited to,
acts of God or war, changes in controlling law, regulations, orders or the requirements of any
governmental entity, natural disasters, fire, epidemics and quarantines.
Both parties shall notify each other orally within five (5) days and in writing within ten (10) days
of the date on which the party becomes aware, or should have reasonably become aware, that
such cause would prevent or delay its performance. Such notification shall (i) describe fully such
cause(s) and its effect on performance, (ii) state whether performance under the Agreement is
prevented or delayed and (iii) if performance is delayed, state a reasonable estimate of the
duration of the delay. The party claiming force majeure shall have the burden of proving that
such cause(s) delayed or prevented its performance despite its diligent efforts to perform and
shall produce such supporting documentation as the other party may reasonably request. After
receipt of such notification, the party not claiming force majeure may elect either to terminate
the agreement or to extend the time for performance as reasonably necessary to compensate
for the delay.
XXIII. SEVERABILITY
The provisions of this Agreement are intended to be severable. If any term or provision is illegal
or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the
remainder of the Agreement.
Page 19
IG-6932-1
COUNTY:
GRANT COUNTY
Name: Cindy Carter, Chair Date
APPROVED AS TO FORM:
Attorney General's Office
OSOS:
STATE OF WASHINGTON, OFFICE OF THE
SECRETARY OF STATE
Kevin McMahan Date
Assistant Secretary of State
Page 20
IG-6932-1
EXHIBIT A -- AWARDS
Subrecipient name [County]
Grant County
Subrecipient's unique entity identifier
01-020-2562
[Formerly DUNS]
Federal Award Identification number
EAC1651DB2020XX-2020-61000001-41001-
(FAI N)
EAC 1908000000
Federal Award Date
JANUARY 17, 2020
Subaward Period of Performance Start
and End Date
December 21, 2019 to June 30, 2029
Amount of Federal Funds obligated by
this action by the pass -through entity to
the subrecipient
$1077590.01
Total Amount of Federal Funds
Obligated to the subrecipient by the
$ 107 590.01
pass -through entity including the current
'
obligation
Total Amount of State Funds
$307740.01
Total Amount of the Award to County
$ 138 330.02
(Federal and State Funds)
As authorized under Section 101 of the Help
America Vote Act of 2002 (P. L. 107-252)
(HAVA) and provided for in the Consolidated
Federal award project description, as
Appropriations Act, 2020 (Public Law 116-
required to be responsive to the Federal
93), the purpose of this award is to "improve
Funding Accountability and
the administration of elections for Federal
Transparency Act (FFATA)
office, including to enhance election
technology and make election security
improvements" to the systems, equipment
and processes used in federal elections.
Federal Awarding Agency
U.S. Elections Assistance Commission
CFDA Number and Name
90.404 HAVA Election Security Grants
Total Federal award amount
$8,860,638 (Federal) $1,772,128 (State)
Is the Award Research and
No
Development?
IG-6932-1
EXHIBIT B - PROJECT WORKSHEET
2020 HAVA Election Security Grant I PROJECT WORKSHEET
(to be submitted to the OSOS Security operations Center)
IRISK AREA OF CONCERN BEING ADRESSED BY THIS PROPOSAL
(Identified as Q## on your Security Site Visit assessment)
Please also include a worksheet for proposals on use of leftover funding after
all Security Site Visits Assessment areas of concern have been addressed.
Label this proposal 'N/A'
GENERAL DESCRIPTION OF THE WORK AND OBJECTIVES OF THE PROJECT
SCOPE OF WORK
A non -technical description of the work that will be performed
TECHNICAL REQUIREMENTS
List out specific tasks, phases, analysis, design, and scope of each part of the project
TIMELINE, DELIVERABLES & MILESTONES
Please provide a timeline for the project, as well as specific deliverables and milestones that are quantifiable and measurable
IG-6932-1
EXHIBIT CQsns
ry
Oft o �/h�}T/ye �wI ■V���[/�-��' o slate
EectIVI W D •W.�.tl �
HAVA EQUIPMENT INVENTORY CERTIFICATION FORM
Federal grant requires that equipment must be inventoried if it is $5,000 or more. The only
exception is if your county policies have a lower threshold. Additionally, you are required to
inventory "small and attractive" assets that are vulnerable to loss as defined by the State
Auditor's Office.
County: Grant
I hereby certify:
County has completed one or more county or department equipment inventory audits, reviews, or surveys
that included all HAVA Equipment.
Date of equipment inventory completed:
---------------------------------
Inventory grand total amount:
Findings, if any:
Reason(s) for delay, if any:
Steps taken to remedy the delay:
---------------------------------
Equipment with a value of less than $5000 may be disposed on an as -needed basis with no further obligation
beyond recording disposition in your county's equipment inventory log
Certified by:
Date:
IG-6932-1
EXHIBIT D - PROGRESS REPORTING
M
APPLICANT REP. TITLE SIGNATURE
M
I- I US[ Cbb UUMIg L"vi reporting period snouia aescri be tne activities of the last four -month period:
Describe in detail what happened during this reporting period and explain how you
implemented, (or started implementing),, the approved grant activities.
9 Provide a timeline and description of project activities funded to meet HAVA requirements.
Describe any significant changes to your program during the course of the project. Otherwise
enter - no significant changes during this period.
Describe any favorable developments which enabled meeting time schedules and objectives
sooner or at less cost than anticipated or producing more or different beneficial results than
originally planned. Otherwise enter N/A.
Report on the number and type of articles of voting equipment obtained with the funds. Include
the amount expended, and the percentage and alternate funding stream, if purchased across
more than one grant. Otherwise enter - No articles of voting equipment purchased during this
period.
Provide a description of any security training conducted and the number of participants.
Otherwise enter - no security training conducted during this period.
Issues Encountered: Describe all major issues that arose during the implementation of the
project and the reasons why established goals were not met, if appropriate. Address each issue
separately in its own section and describe whether and how the issues were resolved. Also,
briefly discuss the implications of any unresolved issues or concerns. Otherwise enter - no issues
encountered.
M Upcoming Activities: Provide a timeline and description of upcoming activity.
IG-8932-I
EXHIBIT D— PROGRESS REPORTING
r-----'----/
HAVA 3 Progress Report Expenditure TraCk'ng
----------
BOARD OF COUNTY COMMISSIONERS
Grant County, Washington
RESOLUTION AUTHORIZING
EXECUTION OF AMENDMENT NO. 1
TO INTERGOVERNMENTAL GRANT
AGREEMENT NO. IG-6932-1 BETWEEN
GRANT COUNTY AND THE STATE OF
WASHINGTON, OFFICE OF THE
SECRETARY OF STATE
RESOLUTION No. 24- /0� -CC
WHEREAS, Chapter 34.39 RCW, the Interlocal Cooperation Act, permits local
government entities to make the most efficient use of their powers by enabling them to cooperate
with other localities on a basis of mutual advantage, for the purposes of providing services and
facilities in a manner and pursuant to forms of governmental organization that will accord best
with geographic, economic, population and other factors influencing the needs and development
of local communities; and
WHEREAS, the State of Washington, Office of the Secretary of State (OSOS) is
authorized pursuant to Chapter 3 9.3 4 RCW to enter into intergovernmental agreements; and
WHEREAS, Grant County, Washington (County), is vested with authority to enter into
an intergovernmental agreement pursuant to Chapter 3 9.3 4 RCW; and
WHEREAS, the County entered into Intergovernmental Grant Agreement IG-6932-1 in
2020 for the award of federal and matching state funds from OSOS to County as authorized by
the Help America Vote Act of 2002 (HAVA); and
WHEREAS, the purpose of this Intergovernmental Grant Agreement Amendment No. 1
is to amend and restate the provisions of that certain Intergovernmental Grant Agreement entered
into in 2020 by and between OSOS and the County; and
WHEREAS, it is the desire of Grant County, and the State of Washington, OSOS to
execute Amendment No. 1 to Intergovernmental Agreement No. IG-6932-1 for Election
Security.
CEManeIVIntergovernmental Grant Agreement IG-6932-1
NOW, THEREFORE, BE IT HEREBY RESOLVED, that the attached
Intergovernmental Grant Agreement IG-6932-1 Amendment No. 1 between Grant County and
the State of Washington, Office of the Secretary of State be approved.
DATED this 2z�day of 04�6j/- , 2024.
ATTEST:
BOARD OF COUNTY
COMMISSIONERS
Yea Nay Abstain GRANT COUNTY, WASHINGTON
1vS ❑ ❑
Cindy Caher, Chair
Danny tone, Vice -Chair
Ralz er
CEManell/Intergovernmental Grant Agreement IG-6932-1