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HomeMy WebLinkAboutAgreements/Contracts - Juvenile (003)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Juvenile/Youth Sewices DATE: $/9/2OZ5 REQUEST SUBMITTED BY: SUilall Palacios CONTACT PERSON ATTENDING ROUNDTABLE: Suhail Palacios CONFIDENTIAL INFORMATION: DYES ©NO PHONE: 509 754 5690 ext.4430 DOCUMENTS SUBMITTED HECK ALL THAT APPLY) ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑County Code [:]Emergency Purchase ❑ 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 El Professional Serv/Consultant ❑Support Letter ❑Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB !Z7,01, gffw�' � am requesting permission to electronically sign the amendment to contract F22-31219-407 (OCVA VCAN Grant) to add Year 2 funds in the amount of $100,000, bringing the total contract amount to $200,000. If necessary, was this document reviewed by accounting? ❑ YES ❑ NO 0 N/A If necessary, was this document reviewed by legal? * YES ❑ NO ❑ N/A DATE OF ACTION: '" t '' DEFERRED OR CONTINUED TO: oppRn\ip. npr\iipn D 1: Kip. D2: D3: � ABSTAIN WITHDRAWN: RECEIVED AUG 0 7 2025 4/23/24 GRANT COUNTY COMMISSIONERS Docusign Envelope ID'. D3377C6456D24215-9105-27F8867A72D7 ocyenmana� Commest� Amendment Contract Number: F22-31219407 Amendment Number: A ®Subrecipient or OContractor Research & Development D Yes 0 No Washington State Department of Commerce Community Services Division Office of Crime Victims Advocacy Victims of Child Abuse and Neglect (VCAN) SFV 2025-2026 1. Contractor 2. Contractor Doing Business As (optional) GRANT, COUNTY OF Grant County Juvenile Court DBA JUVENILE COURT PO BOX 37 EPHRATA, WA 98823 3. Contractor Representative(only if updated) 4. COMMERCE Representative(only if updated) S. Original Contract Amount 6. Amendment Amount 7. New Contract Amount (and any previous amendments) $100,000 00 $100,000.00 $200,00000 8. Amendment Funding Source 9. Amend. Effective Date 10. End Date Federal. ® State 0 Other D N/A'. ❑ 7/l202512:00:00 AM 06/302026 11. Federal Funds: Federal Agency: ALN Number: Indirect Rate: (es epplcable): Departm ent of Justice, O ffi ce o f Justice 16575 (es applicable): $200000.00 Programs, Office for Victims of Crime 12. SWV # 13. UBI # 14. UEI # SM0002426-08 132001884 I ZL6M26K8KR5 15. Amendment Purpose Add Year 2funds COMMERCE, defined as the Department of Commerce, and the Contractor as defined above, acknowledge and accept the terms of this Contract and attachments and have executed this Contract on the date below to start as of the date and year referenced above. The rights and obligations of both cables to this Contract are governed by this Contract and the following other documents incorporated by reference. Contract Terms and Conditions including Attachment "A" —Scope of Work Attachment "B"— Budget , Attachment "C"—Federal Funds Checklist, Attachment "D"—Victims of Crime Act (VOCA) Rule, and Contractors Application for funding. A copy ofthis Contract Amendment shall be attached to and made a part ofthe original Contract between COMMERCE and the Contractor. Any reference in the original Contract to the "Contract" shall mean the "Contract as Amended" FOR CONTRACTOR FOR COMMERCE Suhail Palacios Juvenile Court Acing [[,o,,,,,—�s,ig.ned ny: istrat6i' V3Fl&HbWypdcrmon, Assistant Director Name, Title F.musigneapby: 8/72/2f175 1 835 ANA PnT Date pne=eusa�are.- APPROVED AS TO FORM ONLY 8/22/2025 1 8:25 AM PDT BY ASSISTANT ATTORNEY GENERAL APPROVAL ON FILE Date Docusign Envelope ID'. D3377C6456D24215-9105-27F8867A72D7 wesningmi suers C01flMel This Contract is amended as follows: Special Terms and Conditions 1. ACKNOWLEDGEMENT OF FEDERAL FUNDING This section is amended to add the following, in addition to previously obligated federal funds: Federal Award Date: 8/23/23 Federal Award Identification Number (FAIN): 15POVC-23-GG-00478-ASSI Federal Awarding Agency: Department of Justice, Office of Justice Programs, Office for Victims of Crime Total amount ofthe federal award: $31,079,099 Awarding official: Joe Nguyen, Director (360) 725-4021 Total federal amount obligated by this action changed to: $200000.00 Unless otherwise specifically authorized herein, the budget period start and end dates shall be the same as the start and end dates on the Face Sheet. The Contractor agreesthat any publications (written, visual, or sound) but excluding press releases, newsletters, and issue analyses, issued by the Contractor describing programs or projects funded in whole or in part with federal funds under this Contract, shall contain the following statements: "This project was supported by Grant No. 15POVC-23-GG-00478-ASSI awarded by Office for Victims of Crime, US Department of Justice. Points of view in this document are those of the author and do not necessarily representthe official position or policies ofthe Office for Victims of Crime, US Department of Justice. Grant funds are administered by the Office of Crime Victims Advocacy, Washington State Department of Commerce." In the event a correction is required to the Acknowledgement of Federal Funding, an administrative change will be processed. A change to the Acknowledgement of Federal Funding will not affect your budget or scope of work and notice will be provided. This subaward may not be used for research and development purposes. 2. AUDIT If the Grantee expends $1,000,000 or more in federal awards as a Subrecipient from any and all sources in a fiscal year, the Grantee shall procure and pay for a single audit or a program-specifc audit for that fiscal year in accordance with 2 CFR 200 Subpart F. In accordance with 2 CFR 200.501(h), for -profit Subrecipients expending $1,000,000 or more in federal awards in a fiscal year are also required to procure and pay for a single audit or program -specific audit for that fiscal year. Upon completion of each audit Grantee shall send all audit documentation to the Federal Audit Clearinghouse. Ifthe Grantee expends less than $1,000,000 in federal awards as a Subrecipient from any and all sources in a fiscal year the Grantee shall notify COMMERCE they did not meet the audit requirement threshold within 30 calendar days ofthe end ofthat fiscal year. 3. COMPENSATION COMMERCE shall pay an amount not to exceed $200,000.00 for the perfonnance of all things necessary for or incidental to the performance of work asset forth in the Scope of Work. Contractor's compensation for services rendered shall be based on the following rates or in accordance with the Attachment q Scope of Work and Attachment B, Budget. The Contractor shall provide a non-federal match for the Victims of Crime Act portion of this Contract. The total match to be provided shall be at least the amount on Attachment B- Budget. WI funds designated as match are restricted to the same uses as VOCA federal funds. Match funds may be expended in a greater proportion to Contract funds, however, all match funds must be expended prior to the close of this Contract. Expenditures of match funds must be identified on the invoice voucher form. Transfer of funds between line item budget categories must be approved by the Office of Crime Victims Advocacy (OCVA) program staff. A cumulative amount of these transfers exceeding ten (10) percent ofthe total program Docusign Envelope lD'. D3377C6456D24215-9105-27F8867A72D7 wesningmi suers C eonImPPCe budget shall be subject to justification and negotiation between the Contractor and OCVA, including approval from the Contractor's signature authority and the relevant OCVA Section Manager. Payment will be on a reimbursement basis only. Consultant fees may not exceed $650 per day or $81.25 per hour for the Victims of Crime Act portion of this Contract (excluding travel and subsistence costs) without prior written approval. Travel expenses incurred or paid by Contractor shall be reimbursed at a rate not to exceed the current state rate and in accordance with the State of Washington Office of Financial Management Travel Regulations. Current travel rates may be accessed at: https://ofm.wa.gw/sites/defauittfiles/public/resourcesAravel/colormap.pdf The Contractor agrees to comply with the financial and administrative requirements set forth in the current edition of the Office of Justice Programs Financial Guide, which can be found at https://oip.qw/financiaiguide/doi/pdfs/DOJ FinancialGuide.pdf. Funds payable under this Contract include federal Victims of Crime Act (VOCA) victim assistance grant funds (CFDA Number 16.575). In performance of the services, requirements, and activities set forth herein, the Contractor shall comply with all applicable federal requirements of the Victims of Crime Act Rule https:/Avw .federairegister.gov/documents/2016/07/08/2016-16085/victims-of crime-act-victim-assistance- Prorg am. LIMITED ENGLISH PROFICIENCY Applicants must ensure that Limited English Proficiency persons have meaningful access to the services under this program(s). National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI and the Safe Streets Act, recipients are required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation when necessary. The U.S. Department of Justice has issued guidance for grantees to help them comply with Title VI requirements. The guidance document can be accessed on the Internet at www.lep.gov. General Terms and Conditions 4. INDIRECT COSTS Contractor shall provide their indirect cost rate that has been negotiated between their entity and the federal government. If no such rate exists a de minimis indirect cost rate of up to 15% of Modified Total Direct Costs (MTDC) may be used. Docusign Envelope lDD33]]C6456D24215-9105-2]F886]A]2D] weof., isuers C ee0amPPCC Attachment B: Budget Budget Child Centered Services Total Salaries $107,578.08 $107,578.08 Benefits $68,740.15 $68,740.15 Goods and Services $23,681.77 $23,681.77 Match $50,000.00 $50,000.00 Non- Match Total $200,000.00 $200,000.00 Transfer of funds between line item budget categories must be approved by the Office of Crime Victims Advocacy (OCVA) program staff. A cumulative amount of these transfers exceeding ten (10) percent of the total program budget shall be subject to justification and negotiation between the Contractor and OCVA, including approval from the Contractor's signature authority and the relevant OCVA Section Manager. Travel expenses incurred or paid by Contractor shall be reimbursed at a rate not to exceed the current state rate and in accordance with the State of Washington Office of Financial Management Travel Regulations. Current rates for travel may be accessed at httos://ofm.wa.aov/sites/default/files/oublictresourcesAravel/colormao.odf. Any purchase over $10,000 must be pre -approved by COMMERCE. ALL OTHER TERMS AND CONDITIONS OF THIS CONTRACT REMAIN IN FULL FORCE AND EFFECT. Docusign Envelope ID'. D3377C6456D24215-9105-27F8867A72D7 wesningmi suers Offill Attachment C: Federal Funds Checklist This applies to amendment funds only and is in addition to previously obligated federal funds. Sul Contract Checklist Federal Award Information (i) Subrecipient name (which must match the name GRANT, COUNTY OF associated with its unique entity identifier); ZL6VMA26K8KR5 (ii)Subrecipient's unique entity identifier; (iii) Federal Award Identification Number (FAIN); 15POVC-23-GG-00478-ASSI (iv) Federal Award Date (see §200.39 Federal award 8/23/23 date) of award to the recipient by the Federal agency; (v) Subaward Period of Performance Start and End Date; 07/01/2024 to 06/30/2026 (vi) Subaward Budget Period Start and End Date; 07/01/2024 to 06/30/2026 Total federal funds to date) $200000.00 (vii) Amount of Federal Funds Obligated by this action by the pass -through entity to the subrecipient; See Face Sheet Box 5 for FFY2 See Face Sheet Box 6 for FFY23 (viii) Total Amount of Federal Funds Obligated to the subrecipient by the pass -through entity including the Subrecipient— reference your records. current obligation; (ix) Total Amount of the Federal Award committed to the Subrecipient —reference your records. subrecipient by the pass -through entity; (x) Federal award project description, as required to be responsive to the Federal Funding Accountability and Direct services for victims of crime. Transparency Act (FFATA); Federal awarding agency: Department of Justice, Office of Justice Programs, Office for Victims of (xi) Name of Federal awarding agency, pass -through Crime entity, and contact information for awarding official ofthe Pass -through entity: VVA State Department of Pass -through entity; Commerce, Office of Crime Victims Advocacy Contact Information: jenna.osterman@commence.wa.gov (xii) Assistance Listings number and Title; the pass - through entity must identify the dollar amount made 16.575 Crime Victim Assistance available under each Federal award and the Assistance Listings Number at time of disbursement; (xiii) Identification of whether the award is R&D; Not for research and development purposes. (xiv) Indirect cost rate for the Federal award (including if the de minimis rate is charged) per §200.414. Doc usion Ewe lope ID. Dee77cw-5eD2421 se1 05 27r8867A72D7 1► Washington State Department of Commerce DocuSign Contract Review and Routing Form Office of Crime Victims Advocacy Reviewed by: Title: I verify that I haw: Date: Jenna Osterman Grant proofed documents 8/420251322 PM PDT Manager Section Matched approw:d Obligation Summary Kicky Gleason Manager8/420254:49 Memo and Allocation Spreadsheet PM PDT Reviewed entry and coding In WIS Correct template from IntraCOM has Assistant been used Trisha Smith or Managing OR 8/4/2025 6.18 PM PDT Director Documentation has been included with reason for exception Use If Grant Manager needs W verify Grantee submission before Assistant Director's signature Reviewed by: Title: I verify that l have: Date: Grant Checked that Grantee has completed all Manager required certifications and/or films Updated 5/25/2022 0 docusign Certificate Of Completion Envelope Id: D3377C64-56D2-4215-9105-27F8867A72D7 Subject: OCVA SFY 2025-2026 VCAN Amendment F22-31219-407 Grant County Juvenile Court Division: Community Services and Housing Program: OCVA ContractNumber: F22-31219-407 DocumentType: Contract Amendment Source Envelope: Document Pages: 6 Signatures: 2 Certificate Pages: 5 Initials: 0 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) Record Tracking Status: Original 8/4/2025 9:52:56 AM Security Appliance Status: Connected Storage Appliance Status: Connected Signer Events Jenna Osterman jenna.osterman@commerce.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Nicky Gleason nicky.gleason@commerce.wa.gov Washington State Department of Commerce Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Trisha Smith trisha.smith@commerce.wa.gov AMD WA State Dept of Commerce Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Suhail Palacios spalacios@grantcountywa.gov Juvenile Court Administrator Grant County Juvenile Court and Youth Services Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Holder: Kelly Tracy kelly.tracy@commerce.wa.gov Pool: StateLocal Pool: Washington State Department of Commerce Signature Completed Using IP Address: 198.238.75.187 Completed Using IP Address: 147.55.134.55 Completed Using IP Address: 198.239.10.224 DocuSigned by: "P A&6b S 673A1FE9D5B1418... Signature Adoption: Pre -selected Style Using IP Address: 216.215.12.54 Status: Completed Envelope Originator: Kelly Tracy 1011 Plum Street SE MS 42525 Olympia, WA 98504-2525 kelly.tracy@commerce.wa.gov IP Address: 198.238.29.34 Location: DocuSign Location: Docusign Timestamp Sent: 8/4/2025 9:54:36 AM Viewed: 8/4/2025 3:22:08 PM Signed: 8/4/2025 3:22:16 PM Sent: 8/4/2025 3:22:18 PM Viewed: 8/4/2025 4:49:31 PM Signed: 8/4/2025 4:49:33 PM Sent: 8/4/2025 4:49:34 PM Viewed: 8/4/2025 6:18:26 PM Signed: 8/4/2025 6:18:37 PM Sent: 8/4/2025 6:18:39 PM Viewed: 8/7/2025 2:42:06 PM Signed: 8/22/2025 8:25:54 AM Signer Events Signature Timestamp Accepted: 8/7/2025 2:42:06 PM ID: b7a10481-982a-4d24-baf2-aae1727f3c3c Cindy Guertin -Anderson ­Docusigned by: Sent: 8/22/2025 8:25:56 AM cindy.guertin-anderson@commerce.wa.gov Viewed: 8/22/2025 8:34:53 AM .Assistant Director, Commerce �6A85C9B618494EF... Signed: 8/22/2025 8:35:01 AM Washington State Department of Commerce Security Level: Email, Account Authentication Signature Adoption: Pre -selected Style (None) Using IP Address: 198.239.10.206 Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 8/4/2025 9:54:36 AM Certified Delivered Security Checked 8/22/2025 8:34:53 AM Signing Complete Security Checked 8/22/2025 8:35:01 AM Completed Security Checked 8/22/2025 8:35:01 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 8/11/20204:44: 12 PM Parties agreed to: Suhail Palacios ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Washington State Department of Commerce (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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