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HomeMy WebLinkAboutAgreements/Contracts - Veterans ServicesGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Veteran Services REQUEST SUBMITTED BY: Anthony Garcia CONTACT PERSON ATTENDING ROUNDTABLE: Anthony Garcia CONFIDENTIAL INFORMATION: ❑YES ® NO DATE: 09/9/2026 PHONE: 509-764-6325 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 PON ■. a. �' i i ss'!,, J*1 l =f a # 1111 Grant County Veteran Services has been selected to host a Vet Corps AmeriCorps member through a formal agreement with the Washington State Department of Veterans Affairs (WDVA). Under this Agreement, the assigned Vet Corps member will assist Grant County Veteran Services by delivering workshops, conducting outreach to impacted veterans. The member augments existing services and does not replace county staff. The service term runs from September 16, 2026 through August 31, 2027. The county's participation fee for hosting one Vet Corps representative is $4,500, invoiced by WDVA upon member selection. If necessary, was this document reviewed by accounting? ❑ YES 0 NO ❑ N/A If necessary, was this document reviewed by legal? 0 YES ❑ NO ❑ N/A DATE OF ACTION: APPROVE: DENIED ABSTAIN D1:r.. D2: a DEFERRED OR CONTINUED TO- WITHDRAWN - 4/23/24 Agreement Between Washington State Department of Veterans Affairs and Grant County Veteran Services Date: Caitlin E. Manell. Clerk- of the Board Trevor R. Bevier, WSBA #47989 Grant County Prosecutor's Office Civil Deputy Prosecuting Attorney P BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON ..e fivv:� L---, Kevin R. BurgAs, Chair E. Ro 2EoirYi 'sw-ce-Chair ., - ExCZ,c T e-01 Cindy Carter, Member Docusign Envelope ID: E54A330E-A64E-8F11-8306-39EAFD9100AE K26-178 1NASHINGfiQN STATE DEPARTMENT OF VETERANS "Senring Those Who Served" AFFAIRS' MEMO To: Terry Westhoff Chief Financial Officer From: Hao Ran Date: September 2, 2026 Subject: DOCUMENT EXECUTION 305V-26-082 x Contract / Amendment # / Other Parties: Grant County Veteran Services/WDVA Purpose: The purpose of the contract is to define the working relationship between the Washington State Department of Veterans Affairs ("WDVA"), through its Vet Corps Program and Grant County Veteran Services. This Agreement will clarify the collaborative roles and responsibilities of the two parties with respect to veterans' affairs on the site. Vet Corps supports WDVA's goal to "Save and Transform Lives" by providing non -clinical peer support and connecting veterans to their earned benefits and services. Commencement Date: 09/16/2026 Expiration Date: 08/31 /2027 SOW Reviewed By: HR IT Contract/Amendment Amount:-$4,500.00 Comments: Compliance x�N/A Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD9100AE WDVA Contract No. 305V-26-082 AX. AF :rsa'r. VM AFFAIRS AGREEMENT BETWEEN WASHINGTON STATE DEPARTMENT OF VETERANS AFFAIRS U01 [91 GRANT COUNTY VETERAN SERVICES I. PURPOSE The purpose of this Agreement (the "Agreement") is to define the working relationship between the Washington State Department of Veterans Affairs ("WDVA") as a Sponsoring .Organization for Washington Service Corps ("WSC)1 through its Vet Corps Program and Grant County Veteran Services ("Site"). This Agreement will clarify the collaborative roles and responsibilities of the two parties with respect to Veterans' affairs on the Site. The Washington Service Corps is a statewide AmeriCorps national service program that partners with nonprofit organizations, local government agencies, schools and faith -based organizations to host individuals as AmeriCorps Members in projects that seek to address unmet needs in underserved communities across Washington State. II. AUTHORIZATION This Agreement is authorized in under 45 CFR Chapter XXV "Corporation for National and Community Service" (§§2500 — 2556), and in conformance with WSC's AmeriCorps grant. III. ROLES AND RESPONSIBILITIES The WDVA and its representative Vet Corps members shall aid and assist the Site staff in increasing awareness of Veteran's programs on and off Site by providing the following services: • Encourage the success of Veterans through the development of workshops on relevant topics for Veterans, provide educational and employment support and resources to Veterans. • Conduct outreach to impacted Veterans and educate community about working with Veterans. • Understand and comply with Family Educational Rights and Privacy Act (FERPA). • Communicate with Veterans about important information and updates with assistance from the Site, where needed. • Support Veterans access to earned benefits and resources. • Assist Veterans, transitioning service members and families in accessing education benefits, health care, earned Veteran benefits and employment. • Provide non -clinical Peer Support to Veterans, transitioning service members and families. • Other duties as assigned. The Vet Corps member is an augment of already established services and is not there to replace a full time staff member. Page 7of7 Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD9100AE WDVA Contract No. 305V-26-082 Vet Corps members will refer to and follow guidance on WSC website, specifically the Member Resources page, and calendar. When possible, the Vet Corps member will be engaged in an advisory committee that provides recommendations on serving Veterans and will be collaborating with services off Site to handle Veteran needs and emergencies. Required member training will be conducted through in person or online training and will consist of completion of core training competencies and WSC-sponsored regional training. WDVA is responsible for providing 2 service -related trainings during the term in addition to the WSC provided trainings. The Vet Corps member at the Site is to be complimentary to other services and in no way is intended to supplant or compete with the Site service providers. The Vet Corps member's role and service shall not be construed as having an employment or contractor relationship with the Site and will not entitle the Vet Corps member to any compensation or benefits from the Site. Vet Corps members will leverage established volunteers who will be engaged in events and service projects that will increase awareness and understanding about military and Veteran culture. Vet Corps members will complete the following required WSC reporting; • Semi-monthly timesheets • Stories of service with pictures • All data requirements to be outlined by the program WDVA, the Site, and the Vet Corps member shall adhere to the terms and conditions in the: (a) Member Service Agreement, and (b) Position Description Form — WSC Programs, which outlines the following member responsibilities: • Member is required to serve a minimum of 1700 service hours — and — successful completion up to the term of service end date. • Complete national service program requirements including: reporting, trainings, and community service projects based around National Days of Service. • Enhance or create community volunteer recruitment systems, develop or expand existing volunteer recognition program. • Support minimal capacity building with service activities approved by WSC. The Site will adhere to the following guidance: • Activities are within the scope of the approved WSC application. • None of the activities constitute or could be perceived as a prohibited activity. 45 CFR 2520.65 • Activities DO NOT supplant state or local funds, DO NOT duplicate an activity that is already available in the locality of a program, and DO NOT displace employee or volunteer positions. 45 CFR 2540.100 • Fundraising activities, if present, meet requirements. 45 CFR 2520.40-.45 • Support a diverse and inclusive National Service Network. The Site shall provide, if available, workspace to include access to email and phone. Sites shall also provide basic supplies and resources for Vet Corps members to effectively reach service goals in a productive and safe way. Page 7of7 Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD9100AE WDVA Contract No. 305V-26-082 The Site shall through best efforts provide a safe and welcoming working environment to foster optimal collaboration. IV. PERIOD OF PERFORMANCE The term of this Agreement shall be from September 16, 2026, or date of execution whichever is later, through August 31, 2027. Upon the expiration of the initial term, this Agreement may be renewed for two (2) additional one (1) year periods, only upon successful selection to receive a Vet Corps representative for the next year. The service year period for the Vet Corps Representative to participate and provide services for the Site is 10 1/2 months, beginning September 16, 2026.October 1, 2026, or October 16, 2026. Start date will be determined by WSC and is determined by the completion of required enrollment documents and member criminal history checks. Once accepted, either party may give written notice of non -renewal to the other party not less than ninety (90) days prior to the expiration of the initial term or any renewal term then in effect V. FEES The WDVA Vet Corps requires a site participation fee for each Vet Corps representative assigned to the Site. The Site shall pay site participation fee required per the below table based on the number of Vet Corps representatives assigned, which will be invoiced upon selection of a Vet Corps member. Participation Fee Guidelines Vet Corps Representative Number of Vet Corps Representatives 1 2 Participation Fee $4,500 $7,000 During the initial period of performance of September 16, 2026, through August 31, 2027, Site is slated to receive one (1) Vet Corps representative for the Service year period of September 16, 2026, through August 31, 2027. VI. CONTRACT MANAGEMENT The Contract Manager for each of the parties shall be the contact person for all C,ommunications reoardino the perrormance or tnis contract. Site: Site Contract Manager Information I WDVA Contract Manager Information Anthony Garcia 1008 W Ivy Ave Moses Lake, WA 98837 Phone: (509) 764-6325 Email: agarcia(a-grantcountywa.qov Melissa Rhault Counseling and Wellness Program Manager Department of Veterans Affairs P.O. Box 41150 Olympia, WA 98504-1150 Phone: (360) 515-6983 Email address: melissa.rhaultC�dva.wa.gov VII. GENERAL TERMS ANDCONDITIONS Page 7of7 Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD91 OOAE WIDVA Contract No. 305V-26-082 Prohibited Activities: Site shall ensure Vet Corps members do not engage in Prohibited activities. AmeriCorps members assigned to your Site may not engage in prohibited activities directly or indirectly by recruiting, training, or managing others for the primary purpose of engaging in one of the prohibited activities listed below. While charging time to the AmeriCorps program, accumulating service or training hours, or otherwise performing activities supported by the ' AmeriCorps program or the Corporation for National and Community Service (CNCS), Site and AmeriCorps members may not engage in the following activities (see 45 CFR § 2520.65): Prohibited Activities. 1. Attempting to influence legislation; 2. Organizing or engaging in protests, petitions, boycotts, or strikes; 3. Assisting, promoting, or deterring union organizing; 4. Impairing existing contracts for services or collective bargaining agreements; 5. Engaging in partisan political activities, or other activities designed to influence the outcome of an election to any public office; 6. Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation,, or elected officials; 7. Engaging in religious instruction, conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; 8. Providing a direct benefit to - a. A business organized for profit; b. A labor union; c. A partisan political organization; d. A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and e. An organization engaged in the religious activities described in paragraph 7 above, unless CNCS assistance is not used to support those religious activities; 9. Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive; 10. Providing abortion services or referrals for receipt of such services; and 11. Such other activities as CNCS may prohibit. However, as private citizens, individuals and AmeriCorps members may exercise their rights and may participate in the activities listed above on their own initiative, on non- AmeriCorps time, and using non-CNCS funds. Individuals should not wear the AmeriCorps logo while engaged in any of the activities on their personal time. Page 7 of 7 Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD9100AE WDVA Contract No. 305V-26-082 WDVA will develop a standard poster and provide hard and electronic copies to the Site. Termination: This Agreement can be canceled at any time by either party, upon thirty (30) days written notice. Relationship of the Parties: The parties are independent entities. This Agreement does not create any employment, joint venture, partnership, or agency relationship between the parties or their employees, subcontractors, volunteers or agents. Site shall not be responsible for payment of any statutory workers compensation or employer's liability insurance as required by state law for any WDVA employee, or independent contractor performing this agreement. • Responsibility: Each party to this Agreement shall be responsible for its own acts or omissions and for those of its directors or trustees, officers, employees, agents, and volunteers. Neither party shall be responsible to the other party for the acts or omissions of persons or entities not a party to this Agreement. Insurance: During the term of this Agreement, WDVA shall maintain general liability insurance coverage in limits of at least one million dollars ($1 ,000,000) per occurrence with the State of Washington Self Insurance Program. WDVA will provide the Site with a certificate of insurance as proof of the required coverage. The parties acknowledge that AmeriCorps maintains liability insurance coverage on Vet Corps members. Unlawful Discrimination: Under this Agreement, the contractor shall not discriminate against Vet Corps members on the basis of religion, age, sex, status as a breastfeeding mother, pregnancy, marital status, race, color, creed, national origin, political affiliation, military status, status as an honorably discharged veteran, a disabled veteran or Vietnam era veteran, sexual orientation, gender identity, gender expression, any real or perceived sensory, mental or physical disability, use of a trained guide or service animal by a person with a disability, genetic information, status as a victim of domestic violence, sexual assault, or stalking. • Nondiscrimination A. Nondiscrimination Requirement. During the term of this Contract, Contractor, including any subcontractor, shall not discriminate on the bases enumerated at RCW 49.60.530(3). In addition, Contractor, including any subcontractor, shall give written notice of this nondiscrimination requirement to any labor organizations with which Contractor, or subcontractor, has a collective bargaining or other agreement. B. obligation to Cooperate. Contractor, including any subcontractor, shall cooperate and comply with any Washington state agency investigation regarding any allegation that Contractor, including any subcontractor, has engaged in discrimination prohibited by this Contract pursuant to RCW 49.60.530(3). C. Default. Notwithstanding any provision to the contrary, Department may suspend Contractor, including any subcontractor, upon notice of a failure to participate and cooperate with any state agency investigation into alleged discrimination prohibited by this Contract, pursuant to RCW 49.60.530(3). Any such suspension will remain in place until Department receives notification that Contractor, including any subcontractor, is cooperating with the investigating state agency. In the event Contractor, or subcontractor, is determined to have engaged in discrimination identified at RCW 49.60.530(3), Department may terminate this Contract in whole or Page 7of7 Docusign Envelope ID: E54A330E-AB4E-8F11-8306-39EAFD9100AE WDVA Contract No. 305V-26-082 in part, and Contractor, subcontractor, or both, may be referred for debarment as provided in RCW 39.26.200. Contractor or subcontractor may be given a reasonable time in which to cure this noncompliance, including implementing conditions consistent with any court -ordered injunctive relief or settlement agreement. D. Remedies for Breach. Notwithstanding any provision to the contrary, in the event of Contract termination or suspension for engaging in discrimination, Contractor, subcontractor, or both, shall be liable for contract damages as authorized by law including, but not limited to, any cost difference between the original contract and the replacement or cover contract and all administrative costs directly related to the replacement contract, which damages are distinct from any penalties imposed under Chapter 49.60, RCW. Department shall have the right to deduct from any monies due to Contractor or subcontractor, or that thereafter become due, an amount for damages Contractor or subcontractor will owe Department for default under this provision. • Governing Law: This Contract shall be construed and interpreted in accordance with the laws of the State of Washington and the venue of any action brought hereunder shall be in the Superior Court for Thurston County. All parties agree to the exclusive jurisdiction of such court and waive any right to challenge jurisdiction or venue. • Indemnification: State agencies are not legally allowed to indemnify outside parties. Accordingly, each party herein, to the maximum extent that is permitted by law, shall defend, protect, and hold harmless the other party from and against all claims, suits or actions arising from either negligent acts, omissions, or intentional acts on its behalf, while performing its Obligations under this Contract • Authority: The undersigned represent and warrant to each other that they possess all right, interest and authority necessary to be bound by the terms and conditions of this Agreement. • Entire Agreement: This Agreement, including any attachments, contains the entire agreement of the parties with respect to this matter. No representations have been made or relied upon by either party, other than those expressly provided for in this Agreement. This Agreement can only be amended or modified in writing by authorized agents of the parties. VIII. SIGNATURES GRANT COUNTY VETERAN SERVICES Signature Kevin R. Burgess Printed Name Title Date WASHINGTON STATE DEPARTMENT OF VETERANS AFFAIRS Signature Terry Westhoff Printed Name Chief Financial Officer Title Page 7 of 7 Date 0 docusign. Certificate Of. Completion - Envelope Id: E54A330E-AB4E-8F11-8306-39EAFD9100AE Status: Sent Subject: Complete with Docusign: 305V-26-082 CPAR Grant County Veteran Services_08 2026.pdf, 305V-26-082... Source Envelope: Document Pages: 12 Signatures: 0 Envelope Originator: Certificate Pages: 2 Initials: 0 Hao Ran AutoNav: Enabled Hao.Ran@dva.wa.gov Envelopeld Stamping: Enabled IP Address: 198.238.73.253 Time Zone: (UTC-08:00) Pacific Time (US & Canada) Re' r o d Tracking , Status: Original Holder: Hao Ran Location: DocuSign 9/2/2026 4:14:24 PM Hao.Ran@dva.wa.gov Security Appliance Status: Connected Pool: StateLocal Si. ner Events Sin r g g atu a Timestam Kevin R. Burgess Sent: 9/2/2026 4:16:55 PM commissioners@grantcountywa.gov Viewed: 9/2/2026 4:33:17 PM Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Terry Westhoff Terry.Westhoff@DVA.WA.GOV Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign In Person Signer Events :. . Sognature mp:_ E i r D l iv Even d t® e e ry ents Status' Timestamp A' ent Deliver Events ry StatusTig Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp .- Carbon Copy Events Status Timestamp. Yacob Zekarias Yacob.Zekarias@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign WDVA AR dvadicoar@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign carbon Copy Events Status Timestamp WDVA AP dva.coaccountspayable@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Melissa Rhault Melissa. Rhault@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign J.R. Fletcher jeffreyf@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Hao Ran Hao.Ran@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Jared Langton Jared. Langton@dva.wa.gov Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via Docusign Payment Events Status Timestamps