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HomeMy WebLinkAboutAgreements/Contracts - JuvenileGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Juvenile Court &Youth Services DATE: 06/30/2025 REQUEST SUBMITTED BY:Suhail Palacios CONTACT PERSON ATTENDING ROUNDTABLE:SUiIaII PaIaCIOS CONFIDENTIAL INFORMATION: ❑YES ® NO PHONE: 509-754-5690 Ext. 4430 ,TYPE O DOCUMENTS SUBMITTED, (CHECK ALL A APPLY DAgreement / 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 ❑Minutes ❑Ordinances ❑Out of State Travel ❑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 L —MEE4.1 �: �::: � � F::::,; = : --- LIN• 97-All BUT am requesting permission to Docu-Sign electronically with contractor for Inter -local Agreement IAA26791 between Washington State Administrative Office Of The Courts And Grant County Juvenile Court for the support of Family and Juvenile Court Improvement Plan. Term of Contract: July 1 st, 2025 through June 30, 2026. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A DATE OF ACTION: `~`0 APPROVE: DENIED ABSTAIN D1: D2: D3: 4/23/24 DEFERRED OR CONTINUED TO: WITHDRAWN: RECEIVED JUN 3 0 2025 GRANT COUNTY COMMISSIONERS „?Ue e.06a" aun awwwgael,Qcltwa 8c %ieln pmdw " cota.4d efcsc �n a eug4tm prune• (EiRA, NT COUN:rY JUVENftL----,E---,- COURT &. YOUTH SERVICES Su&d J aeaciali, juvende ec vd a&nmb t}ratan J ewj a e iau x4d, quautian ad Pitem CZdm.uub t=ta4 Scott Man, Jcwwi& Sm4m J epp" ,e. J eteucd, Uffice Atanagn June 30, 2025 Board of Grant County Commissioners PO Box 37 Ephrata, WA 98823 RE: Signature for Contract Grant Number: IAA26791 AOC for FJCIP Dear Board of County Commissioners: Please find attached the amendment contract for your review and approval. Contractor: Washington State Administrative Office of the Courts (AOC) for FJCIP Term of Contract: July 15Y, 2025 to June 30th, 2026. Purpose: to engage the services of the Court to improve and support family and juvenile court operations as set forth in the Family and Juvenile Cour Improvement Plan (FJCIP) legislation, RCW 2.56.220-230. am requesting permission to Docu-Sign electronically with the contractor. Thank you for considering my request. Suhail Palacios, Juvenile Court Administrator Grant County Juvenile Court & Youth Services P.O. Box 8181303 ABEL ROAD * EPHRATA, WA 98823 * PHONE (509) 754-5690 1 EFAx 1-509-754-5797 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F WASHtNGTON COURTS INTERAGENCY AGREEMENT BETWEEN WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS AGREEMENT # IAA26791 i� GRANT COUNTY JUVENILE COURT FOR THE SUPPORT OF FAMILY AND JUVENILE COURT IMPROVEMENT PLAN (FJCIP) 1. PARTIES TO THE AGREEMENT This Interagency Agreement is made and entered into by and between the State of Washington acting by and through the Washington State Administrative Office of the Courts, hereinafter referred to as "AOC or Procuring Agency," and Grant County Juvenile Court, referred to as "Court or Agency". 2. PURPOSE The purpose of this Agreement is to engage the services of the Court to improve and support family and juvenile court operations as set forth in the Family and Juvenile Court Improvement Plan ("FJCIP") legislation, RCW 2.56.220-230. Funds received under this Agreement may only be used to supplement, not supplant, any other local, state or federal funds received for the Court. THEREFORE, IT IS MUTUALLY AGREED THAT: 3. STATEMENT OF WORK a. The Court will: i. Assign a Commissioner for the family and juvenile court for a minimum term of two (2) years. ii. Hire a FJCIP Coordinator within a timeframe acceptable to both AOC and the Court, provide that Coordinator with training in the area of family and juvenile law, and ensure that Coordinator participates in specialized REV May2025 IAA26791 Page 1 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F Coordinator trainings offered by AOC, including the FJCIP Coordinator Community of Practice. iii. Document that all court commissioners and judges serving in the county's FJCIP have completed a minimum of 30 hours of specialized training in dependency and family law related topics as required under RCW2.56.230. iv. Create learning opportunities to engage local dependency court system partners in acquiring new skills and changing practice with a shared goal of improving outcomes for children, families, and the professionals who support them. V. Work with AOC Staff to support mutually agreed upon court improvement projects, including data collection, evaluation, multi -disciplinary training and meetings of court and community partners. vi. Submit a spending plan detailing the intended use of funds received under this agreement to AOC by September 30, 2025. vii. Submit a budget report comparing actual expenditures with the contract budget for the period of July 1 through December 31 with budget projections for the next three years to AOC by February 1, 2026. viii. Submit a report comparing all actual expenditures for the period of July 1, 2025 to June 30, 2026 with the contract budget to AOC by July 15, 2026. b. The Court shall submit to the AOC semi-annual reports of court's purpose, goals, activities and progress on measurable outcomes related to Family and Juvenile Court Improvement Program activities during the preceding quarter. Semi-annual reports are due August 31, 2025 and March 1, 2026. 4. PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance of this Agreement shall commence on July 1, 2025, and end on June 30, 2026, unless terminated sooner or extended, as provided herein. 5. COMPENSATION AOC will reimburse the Court a total compensation not to exceed $101,025.00 for payments made during the period from July 1, 2025, through June 30,2026, related to the purpose of this agreement. Procuring Agency may extend the term of this Contract or increase funds by mutual written amendment. Such amendment shall be on the same terms and conditions as set forth in this Contract. Distribution of the total contract amount will be as follows: a. AOC shall reimburse the Court a maximum of $96,775.00 for FJCIP coordinator salary and benefits costs incurred during the term of this Agreement. b. Four thousand dollars ($4,000) will be allocated to an in -person cross -system retreat to engage local dependency court partners in one or more of the following areas: acquiring new skills, addressing court culture, building cross -system REV May2025 IAA26791 Page 2 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F collaboration, or changing practice; all with a shared goal of improving outcomes for children, families and the professionals who support them. Funding priority under this contract shall be for an in -person cross -system retreat, excess funding may be utilized for additional in -person training events. The funding may cover in -person meals, venue expenses, supplies, and speaker or facilitator fees. c. Two hundred and fifty dollars ($250) will be allocated to family engagement activities, projects, supplies, and event costs to support family reunification celebrations supported by the engagement of FJCIP Judicial Officers with parents who have been reunified with their children. The funding may cover in person meals or snacks, venue expenses, supplies, costs for activities, certificates, signage, marketing and printing fees of written family resources. 6. ALLOWABLE AND NON -ALLOWABLE EXPENSES: a. Funds utilized under this agreement for meals or lodging may not exceed authorized Washington rates. b. Not reimbursable are gift cards or items considered gifts. 7. INVOICES; BILLING; PAYMENT The Agency will submit properly prepared itemized invoices via email on an Al form to AOC Program Manager at Rosalyn n.Guillen(cbcourts.wa.gov. Invoices shall be submitted no more than once a month. Incorrect or incomplete A19s shall be returned by AOC to the Agency for correction or reissuance. All A19s shall provide and itemize, at a minimum, the following: • Agreement Number: IAA26791 • Agency name, address and phone number • Description of Reimbursement • Date(s) Services were provided • Receipt(s) and any supporting documentation • Total Reimbursement Payment will be considered timely if made by the AOC within thirty (30) calendar dates of receipt of a properly prepared A19. No Al shall be submitted until after a deliverable has been accepted by the AOC Program Manager. The AOC will not make any advanced payments or payments in anticipation of services or supplies under this Contract. 8. REVENUE SHARING a. AOC, in its sole discretion, may initiate revenue sharing. AOC will notify the Court via unilateral amendment to the agreement no later than May 1, 2026 that AOC intends to reallocate funding among courts in the program. If AOC determines the Court may not spend all funds available under the Agreement, then AOC may reduce the Agreement amount. If AOC determines the Court may spend more funds than REV May2025 IAA26791 Page 3 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F available under the Agreement and for its scope, then AOC may increase the Agreement amount. b. If the AOC initiates revenue sharing, then the Court must submit the final revenue sharing A-19 to Rosalynn.Guillen@courts.wa.gov between July 12, 2026 and August 1, 2026. 9. AGREEMENT MANAGEMENT The Program Manager and Agency Program Manager noted below shall be responsible for and shall be the contact people for all communications and billings regarding the performance of this Contract. The parties may change administrators by written notice. AOC Program Manager 11 Agency Program Manager Rosalynn Guillen PO Box 41170 Olympia, WA 98504-1170 Rosalvnn.Guillen@courts.wa.gov (360) 972 5150 Suhail Palacios 303 Abel Road PO Box 818 Ephrata, WA 98823 spaiacios@grantcountVwa.qov (509) 237-9821 10. RECORDS, DOCUMENTS, AND REPORTS a. The Court shall maintain books, records, documents and other evidence of accounting procedures and practices which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this contract. These records shall be subject at all reasonable times to inspection, review, or audit by personnel duly authorized by the AOC, the Office of the State Auditor, and federal officials so authorized by law, rule, regulation, or contract. The Court will retain all books, records, documents, and other material relevant to this contract for six (6) years after expiration and make them available for inspection by persons authorized this provision. b. It is the policy of the Administrative Office of the Courts to facilitate access to administrative records. This Agreement and related records are subject to disclosure under General Court t Rule 1,w For additional information, please contact the AOC p_} 11. RIGHTS IN DATA Unless otherwise provided, data which originates from this Agreement shall be "works for hire" as defined by the U.S. Copyright Act of 1976 and shall be owned by the AOC. Data shall include, but not be limited to, reports, documents, pamphlets, advertisements, books magazines, surveys, studies, computer programs, films, REV May2025 IAA26791 Page 4 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F tapes, and/or sound reproductions. Ownership includes the right to copyright, patent, register, and the ability to transfer these rights. 12. RESPONSIB-ILITY OF THE PARTIES Each party to this Agreement assumes responsibility for claims and/or damages to persons and/or property resulting from any act or omission on the part of itself, its employees, or its agents. Neither party assumes any responsibility to the other party for any third -party claims. 13.DISPUTE RESOLUTION To the extent practicable, the Parties shall use their best, good faith efforts cooperatively and collaboratively to resolve any dispute that may arise in connection with this Agreement as efficiently as practicable, and at the lowest possible level with authority to resolve such dispute. The Parties shall make a good faith effort to continue without delay to carry out their respective responsibilities under this Agreement while attempting to resolve any such dispute. If, however, a dispute persists and cannot reasonably be resolved, it may be escalated within each organization. In such circumstance, upon notice by either party, each party, within five (5) business days shall reduce its description of the dispute to writing and deliver it to the other party. The receiving party then shall have three (3) business days to review and respond in writing. In the event the parties cannot agree on a mutual resolution within fifteen (15) business days, the parties shall appoint a member of a dispute resolution board within Thurston County and those two appointed members will select a third. The Board shall employ dispute resolution measures and its result is binding. Both parties agree that, the existence of a dispute notwithstanding, the Parties will continue without delay to carry out all respective responsibilities under this Agreement that are not affected by the dispute. 14. GENERAL PROVISIONS a. Amendment or Modification. Except as set forth herein, this Agreement may not be amended or modified except in writing and signed by a duly authorized representative of each party hereto. In revenue sharing procedures AOC will issue a unilateral amendment. b. Appendix. All appendices referred to herein are deemed to be incorporated in this Agreement in their entirety. c. 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. d. Authority. Each party to this Agreement, and each individual signing on behalf of each party, hereby represents and warrants to the other that it has full power and authority to enter into this Agreement and that its execution, delivery, and REV May2025 IAA26791 Page 5 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F performance of this Agreement has been fully authorized and approved, and that no further approvals or consents are required to bind such party. e. Captions & Headings. The captions and headings in this Agreement are for convenience only and are not intended to, and shall not be construed to, limit, enlarge, or affect the scope or intent of this Agreement nor the meaning of any provisions hereof. f. Conformance. If any provision of this Agreement violates any statute or rule of law of the State of Washington, it is considered modified to conform to that statute or rule of law. g. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original and all of which counterparts together shall constitute the same instrument which may be sufficiently evidenced by one counterpart. Execution of this Agreement at different times and places by the Parties shall not affect the validity thereof so long as all the Parties hereto execute a counterpart of this Agreement. h. Electronic Signatures. An electronic , signature or electronic record of this Agreement or any other ancillary agreement shall be deemed to have the same legal effect as delivery of an original executed copy of this Agreement or such other ancillary agreement for all purposes. i. Entire Agreement, This Agreement constitutes the entire agreement and understanding of the Parties with respect to the subject matter and supersedes all prior negotiations, representations, and understandings between them. There are no representations or understandings of any kind not set forth herein. j. Governing Law. The validity, construction, performance, and enforcement of this Agreement shall be governed by and construed in accordance with the laws of the State of Washington, without regard to its choice of law principles that would provide for the application of the laws of another jurisdiction. k. 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. I. Jurisdiction & Venue. In the event that any action is brought to enforce any provision of this Agreement, the parties agree to exclusive jurisdiction in Thurston County Superior Court for the State of Washington and agree that in any such action venue shall lie exclusively at Olympia, Washington. m. No Agency. The parties agree that no agency, partnership, or joint venture of any kind shall be or is intended to be created by or under this Agreement. Neither party is an agent of the other party nor authorized to obligate it. REV May2025 IAA26791 Page 6 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F n. Right of Inspection. The Agency shall provide right of access to its facilities to the AOC, or any of its officers, or to any other authorized agent or official of the State of Washington at all reasonable times, in order to monitor and evaluate performance, compliance, and/or quality assurance under this agreement. o. 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, if such remainder conforms to the requirements of applicable law and the fundamental purpose of this agreement, and to this end the provisions of this Agreement are declared to be severable. p. 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. q. Termination for Convenience. Except as otherwise provided in this Agreement, either party may terminate this Agreement upon thirty (30) calendar days prior written notification. Upon such termination, 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 such termination. r. Termination for Non -Availability of Funds. AOC's ability to make payments is contingent on availability of funding. In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in anyway after the effective date and prior to completion or expiration date of this Agreement, AOC, at its sole discretion, may elect to terminate the Agreement, in whole or part, for convenience or to renegotiate the Agreement subject to new funding limitations and conditions. AOC may also elect to suspend performance of the Agreement until AOC determines the funding insufficiency is resolved. AOC may exercise any of these options with no notification restrictions, although AOC will make a reasonable attempt to provide notice. In the event of termination or suspension, AOC will reimburse eligible costs incurred by the Agency through the effective date of termination or suspension. Reimbursed costs must be agreed to by AOC and the Agency. In no event shall AOC's reimbursement exceed AOC's total responsibility under the agreement and any amendments. s. Suspension for Convenience. AOC may suspend this Agreement or any portion thereof for a temporary period by providing written notice to the Agency a minimum of seven (7) calendar days before the suspension date. Agency shall resume REV May2025 IAA26791 Page 7 of 8 Docusign Envelope ID: 2EA03F2F-AE21-424A-97C8-273FFE04A98F performance on the first business day following the suspension period unless another day is specified in writing by AOC prior to the expiration of the suspension period. t. 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. EXECUTED AND EFFECTIVE as of the day and date first above written. WASHINGTON STATE ADMINISTRATIVE GRANT COUNTY JUVENILE COURT OFFICE OF THE COURTS FJC1P vaWv. M.ay'it, IeuIib 7/8/2025 Signature Dawn Marie Rubio Name WA State Court Administrator Title Sv"� Pd.aueS 7/8/2025 Date Signature Date Suhail Palacios Name Juvenile Court Administrator Title REV May2025 IAA26791 Page 8 of 8