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Home My WebLink AboutAgreements/Contracts - Public DefenseGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Public Defense REQUEST SUBMITTED BY: Brett Hill CONTACT PERSON ATTENDING ROUNDTABLE: Brett Hill CONFIDENTIAL INFORMATION: [-]YES ONO DATE: 5/7/25 PHONE: EXt 4009 ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU El Minutes ❑Ordinances ❑Out of State Travel El Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑Recommendation ❑Professional Serv/Consultant ❑Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB Agreement with Washington State Office of Public Defense. Agreement regarding public defense fellowship for law student set up by OPD. We agree to employ a law student and pay them our normal rate. OPD will reimburse us up to $28 per hour and also to pay the student $900/month housing stipend. No impact on our budget. If necessary, was this document reviewed by accounting? ❑ YES DATE OF ACTION: -5-" g?-j SSA APPROVE: DENIED ABSTAIN e �L K R- D1: D2: D3: El ❑ NO ❑■ N/A DEFERRED OR CONTINUED TO: WITHDRAWN: X N/A RECEIVED MAY - 7 2025 4/23/24 GRANT COUNTY COMMISSIONERS Email: opd@opd.wa.gov WASHIN ''TON STATE OFFICE OF PUBLIC DEFENSE Larry Jefferson, Director INTER -AGENCY AGREEMENT — IAA25011 BETWEEN WASHINGTON STATE OFFICE OF PUBLIC DEFENSE GRANT COUNTY PUBLIC DEFENSE AGENCY (360) 586-3164 FAX (360) 586-8165 This Agreement is entered into by and between the Office of Public Defense (OPD), hereinafter referred to as "OPD", and the Grant County Public Defense Agency, hereinafter referred to as "COUNTY". PURPOSE The purpose of this Agreement is for OPD to provide funding to the COUNTY to support placement of a Rural Public Defense Fellow. Pursuant to Chapter 2.70.120 RCW, law school Rural Public Defense Fellowships (RPDF) are awarded to counties who have agreed to host a Fellow, selected and placed by OPD, and provide training and supervision to the Fellow for the duration of the 10-week fellowship program. The Fellow is placed directly in the county's public defense agency. The funds are designed for the COUNTY to pay the Fellow in the form of an hourly wage and a housing stipend. Additionally, the funds can pay the COUNTY in the form of an hourly rate to compensate the public defense agency for Rule 9 supervision and on -site training of the Fellow. SCOPE OF WORK The COUNTY shall provide supervision and training to the Rural Public Defense Fellow for the duration of the ten -week fellowship in the months of June, July, and August 2025. The COUNTY shall provide written monthly reports due to OPD no later than July 7, 2025, August 8, 2025 and September 8, 2025. Report templates are Attachment A and are to include: • Log of hours and duties performed by Fellow; • Confirmation of $900 monthly housing stipend disbursement to Fellow; • Log of hours claimed by Supervisor and description of supervisor workload reductions to account for hours spent supervising Fellow; and, • Travel reimbursement for Fellow (only for allowable expenses specifically articulated in this agreement). The COUNTY shall coordinate visits, provide access to Fellow's workspace, and allow OPD's observation of Fellow's training and supervision, to include an opportunity for OPD representative to meet with Fellow's supervisor. Upon completion of the fellowship, the COUNTY shall provide a reconciliation of the RPDF expenditures incurred by the county, and if appropriate, a payment made out to Washington State Office of Public Defense for any unspent funds received that need to be refunded. PERIOD OF PERFORMANCE The period of performance under this Agreement shall be from June 1, 2025 through August 31, 2025. COMPENSATION The COUNTY shall be paid up to a maximum amount of $22,034.72. The COUNTY shall receive aone-time payment for the fellowship after receipt of the June report (Attachment A) and Al invoice (Attachment B). This payment covers the following costs for the duration of the fellowship: • Wages for the Rule 9 Rural Public Defense Fellow at a rate of $28/hour for up to 40 hours per week for ten weeks for work conducted within the county's public defense agency. • Monthly housing stipends for the Fellow at a rate of $900/month for June, July, and August, 2025. • Supervising attorney compensation paid at a rate of up to $100/hour for 8 hours per week upon showing that the workload of supervisor was reduced to accommodate supervision of the Fellow. • Travel reimbursements to Fellow for costs to travel to and from initial OPD training event, including meal reimbursements, as laid out on attached travel reimbursement sheet (Attachment C). • Funds are not permitted for any other use without prior OPD written approval (such as but not limited to employee benefits, administrative, cost allocation, workstation, etc.). OPD shall provide payment to the COUNTY for approved reimbursements by warrant or account transfer within 30 days of receipt of a properly completed A-19 invoice and the completed report as required under the Scope of Work. COUNTY shall submit the pre -populated A19 invoice to OPD by July 7, 2025 for the fellowship per Attachment B. COUNTY shall maintain documentation of activity under this agreement. INDEPENDENT CAPACITY The employees or agents of each party who are engaged in the performance of this Agreement shall continue to be employees or agents of that party and shall not be considered for any purpose to be employees or agents of the other party. AGREEMENT ALTERATIONS AND AMENDMENTS Contract for Grant county IAA25011.docx 2 of 10 This Agreement may be amended by mutual agreement of the parties. Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. DISPUTES Disputes arising under this Agreement shall be resolved by a panel consisting of one representative from Grant County, one representative from the OPD, and a mutually agreed upon third party. The dispute panel shall thereafter decide the dispute with the majority prevailing. Neither party shall have recourse to the courts unless there is a showing of noncompliance or waiver of this section. TERMINATION Either party may terminate this Agreement upon thirty (30) days written notice 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. Any unspent funds must be returned to OPD. 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 to conform to those laws. 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: .a. Applicable state and federal statutes and rules; b. Any other provisions of the agreement, including materials incorporated by reference. ASSIGNMENT The work to be provided under this Agreement, and any claim arising thereunder, is not assignable or delegable by either party in whole or in part, without the express prior written consent of the other party, which consent shall not be unreasonably withheld. WAIVER A failure by either party to exercise its rights under this Agreement shall not preclude that party from subsequent exercise of such rights and shall not constitute a waiver of any other rights under this Agreement unless stated to be such in a writing signed by an authorized representative of the party and attached to the original Agreement. SEVERABILITY If any provision of this Agreement, or any provision of any document incorporated by reference shall be held invalid, such invalidity shall not affect the other provisions of this Agreement which can be given effect without the invalid provision and to this end the provisions of this Agreement are declared to be severable. ENTIRE AGREEMENT This Agreement contains all the terms and conditions agreed upon by the parties. All Contract for Grant county IAA25011.docx 3 of 10 items incorporated herein by reference are attached. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. AGREEMENT MANAGEMENT The program managers noted below shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Agreement. County Project Manager OPD Project Manager Liz Mustin PO Box 40957 Olympia, WA 98504-0957 Elizabeth. Mustin o d.wa. ov 360-586-3164 ext. 152 AGREED: Grant County 4"-- 2-1i7 Sig r Date Washington State Office of Public Defense Signature Date Rob Jones Name Name Chair . Supervising Attorney Title Title Contract for Grant county IAA25011.docx 4 of 10 Attachment A Report Contract for Grant county IAA25011.docx 5 of 10 Washington State Office of Public Defense Rural Public Defense Fellowships Grant County Grant Report Month of County grant recipients must provide documentation (such as a payroll report) detailing expenditures listed below, or fill out the tables includes on this report. Reports are due to the Washington State Office of Public Defense by the following deadlines: June 2025 report due to OPD no later than July 7, 2025. July 2025 report due to OPD August 8, 2025. August 2025 report due to OPD September 8, 2025. County: Date Completed: Contact Name: Title: Mailing Address: Phone: Email Address: 1.1 For the month of , 2025, the following hours were worked by Date Start Time End Time # of Hours (Fellow): Contract for Grant county IAA25011.docx 6 of 10 TOTAL HOURS 1.2 For the Month of , 2025 a $900 housing stipend was provided to fellow (yes/no) 1.3. For the month of , 2025 $137.72 in travel reimbursement was provided to fellow (Attach travel reimbursement sheet.) 1.4 For the Month of , 2025 the following hours were spent supervising Fellow by attorney (enter supervising attorney's name), bar number Date Start Time End Time # of Hours TOTAL HOURS 1.5 If supervising attorney hourly payment is claimed, please explain how supervisor workload was reduced to account for supervision time: Note: for the Final Report (August), in addition to completing the questions above, please provide a reconciliation of the expenditures incurred by the fellowship, and if appropriate, a payment made out to Washington State Office of Public Defense for any unspent funds needed to be refunded. Contract for Grant county IAA25011.docx 7 of 10 Attachment B A19 Invoice Contract for Grant county IAA25011.docx 8 of 10 FORM TATAJ STATE OF O� m Help Al 9-1A WASHINGTON This document is a protected form for use online. Use the Tab key to advance from text a c field to text field. Shift -Tab will go to prior text field. Date fields are formatted to return m/d/yyyy format. Calculations will automatically occur as you fill in the number fields, with the total at the bottom. The form can be printed blank and filled in by hand as needed. After completion and appropriate signatures, forward to the Fiscal Office for payment. (Rev. 1/91) INVOICE VOUCHER AGENCY USE ONLY (new online version 2/01) AGENCY NO. LOCATION CODE P.R. OR AUTH. NO. 0560 AGENCY NAME INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim Washington State Office of Public Defense payment for materials, merchandise, or services. Show complete detail for each item. VENDOR OR CLAIMANT Warrant is to be payable to Vendor's Certificate. I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise or services furnished to the State of Washington, and that all goods furnished and/or services rendered have been provided without discrimination because of age, sex, marital status, race, creed, color, national origin, handicap, religion, or Vietnam era or disabled veterans status. BY (SIGN IN INK) (TITLE) (DATE) FEDERAL I.D. NO. OR SOCIAL SECURITY NO. (For Reporting Personal Services Contract Payments RECEIVED BY DATE RECEIVED to I.R.S. DATE DESCRIPTION QUANTITY UNIT UNIT PRICE AMOUNT FOR AGENCY USE 6/30/2025 Fellowship Wages 10 weeks 40-hour week $28.00 / hour 11)200.00 6/30/2025 Fellowship Housing Stipend 3 months 1 month $900.00 / month 27700.00 6/30/2025 Supervising Attorney Rule 9 Supervision 10 weeks 8-hour week $100.00 / hour 87000.00 6/30/2025 Kickoff training event travel 1 1 $134.72 $134.72 Total $22, 034.72 PREPARED BY TELEPHONE NUMBER DATE AGENCY APPROVAL DATE DOC DATE PMT DUE DATE CURRENT DOC. NO. REF. DOC. NO. STATEWIDE VENDOR NO. VENDOR MESSAGE (25-character limit) USE TAX UBI NUMBER MASTERINDE( WORKCLASS COUNTY CRY/TOWN REF DOC SUF TRANS CODE MOD FUND APPN INDEX PROGRAM INDEX SUB OBJ SUB SUB OBJECT ORG INDEX ALLOC BUDGET UNIT MOS PROJECT SUB PROJ PROJ PHAS AMOUNT INVOICE NUMBER ACCOUNTING APPROVAL FOR PAYMENT DATE WARRANT TOTAL WARRANT NUMBER Contract for Grant county IAA25011.docx 9 of 10 Attachment C Travel Reimbursement Form Contract for Grant county IAA25011.docx 10 of 10 FORM F STATE OF WASHINGTON A20-A TRAVEL EXPENSE VOUCHER 1�55 (REV.8/95) FY25 Travel Expense Voucher REGULARLY SCHEDULED WORK HOURS NAME AND ADDRESS OF CLAIMANT Graft County MONTH/YEAR OFFICIAL STATION AGENCY NAME Office of Public Defense AGENCY NO. 0560 OFFICIAL RESIDENCE D A T E TRIP INFORMATION PER DIEM MOTOR VEHICLE OTHER PER DETAIL GRAND TOTAL 73.36 61.36 PURPOSE OF TRIP FROM rant PD offic ittitas PD offic TO office office TRIP TIME PER MEAL ENTITLEMENT LODGING COSTS (receipt required) TOTAL 28.00 16.00 MILES DRIVEN Mileage Allowance 45.36 45.36 DEPART RETURN B 16.00 L D 28.00 SUB TOTAL 28.00 16.00 PT. to PT. 64.8 64.8 VICINITY POV Rate 0.700 0.700 6/2/25 6/3/25 _ - 0.700 - - _ - 0.700 - - _ _ 0.700 - - _ _ - _ 0.700 0.700 - - - - _ - 0.700 - - _ _ - - 0.700 0.700 - - - - TOTALS $ 16.00 $ - DOC. DATE _ _ $ 28.00 $ 44.00 CURRENT DOC. NO. $ - $ 44.00 REF DOC NO. 0.700 - 0.700 - 129.6 - $ 90.72 VENDOR NUMBER - - $ - $ 134.72 VENDOR MESSAGE UBI NUMBER DETAIL OF OTHER EXPENSES DATE PAID TO FOR AMOUNT Trans Code Fund Master Index Sub Object Sub Sub Obj Org Index County MOS Project Sub Projec Proj Phase Amount Invoice Number Total I hereby certify under penalty of perjury that this is a true and correct claim for necessary expenses incurred by me and that no payment has been received by me on account thereof. SIGNATURE DATE NUMBER APPROVED BY DATE ACCOUNTING APPROVAL FOR PAYMENT DATE WARRANT TOTAL WARRANT