HomeMy WebLinkAboutAgreements/Contracts - JuvenileK19-119
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LU
AL
INTERAGENCY AGREEMENT IAA20.039
BETWEEN
WASHINGTON STATE ADMINISTRATIVE OFFICE OF THE COURTS
AND
GRANT COUNTY JUVENILE COURT
FOR THE
SUPPORT of CASA PROGRAMS
THIS AGREEMENT is made and entered into by and between the Washington state
Administrative Office of the Courts (AOC), and Grant county Juvenile court (COURT),
IT is THE PURPOSE OF THIS AGREEMENT for the COURT to increase the number of
children served by court-appointed special advocates (CASAs) in dependency matters or to
reduce the average caseload of volunteers to recommended CAS standards.
Funds received by the COURT under this Agreement may only be used to supplement} not
supplant, any other local, state or federal funds received by the COURT.
STATEMENT of WORK
The COURT shall furnish the necessary personnel, equipment, material and/or service(s) and
otherwise do all things necessary for or Incidental to the performance of managing a CASA
program to serve juvenile dependency cases. The COURT will ensure that the CASA program
and CASA volunteers comply with the statutory requirements contained in Rf 13.34.100 -
107. The COURT will submit reports to AOC detailing information about the number of children
served and the number of volunteers.
The CASA Bi -Annual Report to the Administrative office of the Courts shall be submitted
electronically. The required form for bi-annual reporting, which is incorporated in this
agreement, is located on the Inside Courts website under `Court Resources> Court
Management` and choose the "CASA Bi -Annual Report to AOC".
Reporting schedule:
Period Report Due
07/01/19 - 12/31/19 01/31/20
01/01/20 - 06130f20 07/3110
Failure to submit a report by the due date may adversely affect state finding of the CASA
program.
If you have questions, please contact the AOC Program Manager Sandra Hahn at
Sondra.Hahn@courts.wa.gov or (360) 705-5276
PERIOD of PERFORMANCE
The execution of this Agreement shall constitute a. ratification of an earlier verbal agreement
between the parties that is now set forth: in writing. Accordingly, the beginning date of
performance under this Agreement is July 1 � 201.9 regardless of the date of execution and it
shall end on June 30, 2020, except for any remaining obligations of the COURT as may exist
or if terminated sooner as provided in this Agreement.
IAA20039 CASA Page 1 of
PAYMENT
Compens'atlon for the work pro . vid*ed* in accord ne' with-th'IsAgr'e ent-hay .been.e.stab-lished
a e e m
under- the terms of RQW 39.34.130. The. p. - tie's have -d-etermined that the. c
rt 0
ost if
:8c0or,npl:j,shJn,g theWork here -in. Will riot exceed $77,621. Payme,�nt,-for-,sa-t'l*sfact,ory, performanc*e,
-
of theo.mor k shall n.Qt. exceed t.hts aarnount unlesS the parties mutu'ally agree thi:her amount
'oa
In. writing, excelo-t -as governed. byJ . he REVEN U E -:S HAR . I N*G - se*.c*t ion -of this Agreem-ek.nt... T . he
COUR.T sKall maintain sufficient backupd'oc.0 mentionof direct costs under this Agreement.,
I pursu
-Costs W1.11 bo. re"mbursed ant to. CA$A Cost Guidelines (Exhib:it A).
Allocated drnir i rativ court costs- must. be applied. at a rate:that is -set forth and s.upp orted by
documie'rpt ed ihtern'al adrtiinistrative rate p'la.n that'has been approy bytbe d,esig.n.at.ed
authorit-Superfof Court and 18 readily acces, rev' ble for -w lb -
at the si ie y AOC or the State
Auditor..
RILLINO PROCEDURE
Thi .COURT -shall submit.monfhly invoices on properly -completed Wash.in oton . fo. m Stag r -19
a A
to
.Financial Services
P0, Box.. 4.1172
OlymVia*, W8shing'ton 98504-1172
ar
rk...w'i,l I be r6h, 'a d.e. b
Payment to: the COURTfor approved. and completed wo w rant or a'ccount
transfer by AOC. within, 30 d,ays, of -receipt -of both: prped y-com-ple*ted invo*
ices and the detafled�
infor m-ation outlin,edtn. the CASA Monthly Detail Report (:see Exhibit B. attached and
in-corporated into this agreement). upon expiration of t.he..Acnt, afty'Clainl, r payment
-1ree.rne fo
not already Made -shall be submitted w1thM 30: days. after the. expirat.joP da.teor theend -of the
fistal.year,. which. e*ver *is earlier.
REV.E.N.U.E: SHARING.
AOC, in its sole discretion and upon noti*cel. may reallocate funding amo.ng state funded CASA.
.4.
programs.. If it appears the COURT May notexpendthe maximum contfact.amoUntay
AOC m
.reduce the n a 'ir urn on.tr . amount, AGC may increase the'rn,8XIMUM contract amiount if
additional funds become avaitable through this revenue shadrram,
ng p.
R15' ...ORDS M-AINTENANPE
The panties -`t t i greemeat all each mraInt aire booksrecords d. 1.1ocuments -and -ot.her
evidenceWhich. sufficiently and nro.jaefly reflect all direct -and Indirect cosn
coats ekp'�,a ded: by either
x
party in the performance of the servi . ce(s) described herein.. These record's -shall be subject to
ins pectib h ..review or audit by personnelf both p rties,,, 6the er persorinel duly authorized bv
either party the Office of the State Auditor, and federal officials so -auth-orizedb a . y I wAll
books records. documents, and other material' relevant to,thIs-A,cireement W,11be retained 'for
..
'Six years after expiration df the A reement and the: Office -o:f the State Additor, federal uditars,
9 a j
8nd any, sdul -authorizedbvth-ep shall 'ha full. access and th-e-ri". N'to exa e
I
y ar e V Ig
ml n
.any of these materials du-nng this, period..
R.dart' AgeQjbrds.a,n*d'. other doc-Uments. in' any medium, furnished' 6ne-y to Ithis ree ment. to the
ing .-oother. party,will rema'in -the propertvof the furnish rty.. onlesstherwise. agre d, The
recoiVing'party will n.ot'di'sclose. or make a-Vallable- this material to any- third, artier without f r
ja i.. I I St
.1 s XCE
glvin,g notice to the. furni.sh.ing party arid. gwtng it. a 'reasonable. opportun'ty, to -ria p ond.. EPT
THAT CA.: A Bi -Annual Reports will be distributed t W hi.ngton St.at.e CASA. Fach -party W1411
1AA2003.9 CASA Pag'e'.2 of'6
utilize ra-ble security procedures -and prot.ect]"onz to assure that recordsand'docum,
ents
Provided.by h other ` -r . re-..rn .t erroneodslyd.iscloSed tothi'rdarties..
P
BACKGROUND CH'EC-KS
The COURT shall'.
En*sure a. criminal background Check has been, completed *for -allyees
em.p.-10 ;.0
ASA
Vol.unteers', and -subcontractors who have -'access to chfldre'n, orior"to
I any acceSS Linder
this agreeMen f;.
# Base.d.on'the results r m.t e c.rMih.a.Ibackground , check, -deteryin e each 'ernpjoyeef
.CA8A Volunteer, a.rid subcontractor'is suitable for access to:dhildren"
0 Follow the .O .process, pr*ovided by the AOC Program Manager,, for processi,ng
back
,ground Checks.
The AOC villi
Pay for CASA, VolLinteer crirninal background checks..
Provide CAS'AfUndin.g.
RIGHTS IN
* ATA
Unless otherwiserovided data which onginafes from thi.8 Ag-reement sballbeorlt ks for hire"
S W
as deifin'ed b -the U.'& C'Opyri, ht Act of- 197.6 tind shall b� AOC. D:�':ta hall in-cludo,
.9 e, owhed by a s,
Y
but- not be l[mi'ted, to, rejo.Qrt s d . ocuments, pamp-h . let�s, - e�dvertisem:ents boo'ksa az,nes
M 9' i
.r t 6 s' coi jpute'r' programs. films,_ tar)es, -video and/or sound reprod
.ys,.s.!u ie uctions�.
Ownership includes the right toyr
top * Dttte.ht
ight, ,.r*e* gite:r, a�nd tine ability10 trans.fet these
.
rig ht ' s.*
[NDEPENDENT CAPACITY
The em.ployees or.agents. ofeach� party who - re engaged In the performance of th-IS
A.ga reement sh I continue tobe empl-pyeeso.r -agents of-th-at partyand shall not. be considered
for ars purpose to be employees or agents, of the other pa.rty..
AGREEMENT ALTERATIONS AND AMENDMENTS
This .greeme n m I a agreeme -t of the P:art e Such- ameadments
A n -t mai be. am de by U u I :�n I S
.1 wr ing and "-.autho�dzed tob'nd each
s:hall* not- be. binding unless they are. *n 'Ifi -sign-ed bvo-e-r-sonne.1 I
of the parties.
•
TERM]NATION FOR CONVENIENCE
Except as, otherwise provided'in th.is Agreement either part may ter'minate thi-s A, reement by
Y 9
providing written notice of such termtnat - lon to the other.party specif ins the effecti . ve da . e.
.1. yl
so. ,
thereof 8t1ea8t five .(5:) calendar d'ays priar to* such date,, If this, con'tract. i tel rmihatedthe
A00 sh-al] be Hable only: for natfor wo.rk completed and accepted.. prio the effective
paym.p. e r to
date of term-l"nation..
TERMINATION FOR CAUSE
if for- any cau.Se. either p.a,rty does.-n.ot falfi]l in a timely and. -proper manner its obligaflo'ns unt . ter
this A gr 6 ei'm eh I t, or if either party viol.ates. any of these' torms and conditiohs,., the a.9g, -nevnd
party will give the other -party written notice of such fall,ure or vio.lati-on.. Therespoftsible part
y
will' be given the opportunfty to correct the vibl'ation or fbilure Within 1.5 working days. , If fafl;U
i re
i reorne e rn written Ceti
-
or violation is aot. corrected this Ag' nt may b. ter ' in.ated immediatelY b:Y wri ce
.of th. e aggrieved pa..rty to the other.
[AA2.00.139 CASA , Page. 3 of. 6
DISPUTE - 8
In: the event that a dispu'te arises :und'e-r this Agreeme.at, it shall.be det.e.rm.*Ined by a. Dispute
Board in tho�follo.W:irig t 'annor, E 't
M a h party ,to'fts Agreeme r! ''' * �.oint one- mber- to the
t a -sh 11. a p me
ibis puteBoard'. Th neer tn .t
ed s.hal.1joirtly ap'p'' oin t -an -additi, on, al Mem'be'-
r
to the
Dis, 'to Bb'a'rd:..*The Dispute' Boei'rd shall review the fa.ots agreement erms
PU J t. and.a.ppfica.ble
statutes rid rules and make a. determination of -the. di site. The � doterm`ihatiort is,of the -Di A
.pu:,e
Board shill be -final and bin�dir�c� on -theies
pa rfi ,,
GOVERNANCE
Th.i.. Agreement entered into Pursuant to and underthe 8utho:rity.g..ranted 'by thelaws of the
stag of Washington and anyap 'licable federal laws. The provisions of thism
, Agreeent sh-aillbe
P-
co . n.strued to conform to, tho'se laWs..
In the event of an inconsisteti.cy in.. the terms of this Agreement.,. or between its terms rid any
applicable: statute or rule, -the inconsistency shall be resolved. by giving pre
cedencel"n the
followi order:
wing
a. Applicable state end federal statUtes. and. ru*les;
b., Stalement.of work-;-an.d
c, Any other provisions of the Agreement, including ud' te 'als jncp ma ri or: porated byreference..
ASSIGNMENT
the wor . to be provided ander this- -Agreement, and any cl-aim. a.r't.s'j',n.g'-the 6reun-der*.,: is not
assignab[e or delegable by either party in whole or in part, without the exp.ress prior writte'n
consent of the other party,,, which: consent. shill not be. unreasonably withheld.
WAIVER
A fflu're- by either party to exercise its �rights under this Agreement sh.a.11 not preclude. that part
g
from subsequ.-ent 'ex-etc-ise -of such rights and shall not constitute a waiver- of any other rihts
under this Ag.reement. unless stated to be such in a writing s.igned by cin authorized
n. 'f th * Partv and attached to -the. or'gih.8. A
represe 'tative o e 1 .1 greem ent.
$EVE . ITSY
If any provision of this Agreement or any provision of an -v d.00urnent incorporated b . ref6rence
-�Invalidi� sh.all ot. affe. t th.e other'' 's o gree m. n
shallbe held inValid;,,s.uch n c provi ions f this A e' t
which. canbe even effect withoutthe , inValid provfsjon, if such remainder conforms, to the
req . u - irernents� of a: ficable lawendthe fundamental purposew of this a eement. and to the"Is end -
PP I
the provisions of this Agreement are declared to.be- severabl.,K;;.
,SAVINGS
awn. frstate, fioder I,, rotheroar es js
- sVithdt'd.Uced -fted. in
In the event fundIng 0 'm a 0
re or Jim
any way after the effective date of thi.:sAareoment a.nd prior to'n.ormalcompleti n,, the AOC
Mr
m ay te r i "n. ate- the . A.:g ream e nt u n d e. theTerminati'on: for Convenience'" -clause: without the fjve
-tat
-day noticerequirementego
., subjectato reatiation under those.. new funding lim-0 tons. anu
onditions. t its dreti, ma y a:] .. so elect to -arne-nd the Agreement. to reftect a budget
cA.00, -aiscon'
reduct[on withbut terminating the contract if -.all partles. agree to the amendment.
CIOUNTERPART.S.
Each:par tv -aarees that -a facsirn'ile.. (FAX). -or scanned transmission of any Qria.inal document
shall have:the.S,-a*Meeffectas the'ongi*nlal. Anysignatu'ferequired on an on.-ginaI s ha 11
co. mp1eted and -sent to the other, party,as ap Hcable, when a scanned -or facsimile. dopy has,
P .1
I• 00 CASA Page 4.of.6
'd* Thi.parti` e that signed fks.mfle-.or scanned copie.s f documen* es agrej. o
t.s shall be
.give full effect a: ifart L.
.9
Thi's Agreem . e'.nt�:Cbntain�s -a*ll the te d �'c n:d e fies.. No other
rmsan—o. iti:ons:ag-reedu.pQ-n..byAh part
und:o.ts,tand'.'in,gs.,:or-al.-orotherw.i�s'e re,*g*ard.in:g.t�he�subj"e*ct::m*a�.tter::of this Agreement s .
ha]lbe
.deem.ed to exist,or to'b.in:d. any -of the -parties.
-CONTRACT MANAGEMENT
T
h.-prro i e. foran.b.sh 1jr b ffies contact. e ogam, m-a-nager fur each. of. the rfi-
peies shalr
i be. e
esp, hs*bl a e t
'for all com.munications a ardiba the. I
perso-n nd billings reg i per.ormance of this A me,
.,gree nt,
Admi.ni.s.tratiyq office the Cou.rts
8/9/2019
SigoatUr-Date
Grant Cou.nty Juven''ite Couft
C
7/
t/
SV`hature (JDate
, ,
LAX.o
Ramsey Radwan ftA i chek.
Name Name
Mr - 8#40Y
Cot!Uffilvil ootor AOC Management .rA
t Seces. t"
Title 'Title
.0 Page '5 Of 6.
1A.A.20' 39.'CA.S.A
ATS :T.
sm?
ra a Wad,
vasque
iClefk of t..he Bo,�rd
SOARD-OF COUNTY
C-OMMISSIONERS
G'
RANT CIOUNTYWASHINGT*
To*m:Taylor.
Richard Stevens, Member
EX.H.M.-IT A.
CASA COST GUPELINES
.A.,, PURPOSE. and SCOPE
This docu.ent establ.ithes the allowable cost guidefines for 'CASA rei
m.mburger ents. It
also sets forth the required doo-Omen1tation needed to -suppoft'a reimbursement request.,
This supporting documentation needs to be.re . t*ai*ned at1h.e1ocal. level and should
not be
submittedto Aoc.
The- legislature has pr*eviously stated that CASA funds are provided solel:y for court-
appointed special advocate dependenc' matters. 'The, gWidelines take into
programs in y
consideration the Emendal. needs of a court -working with court-appointed specia I
Cy.rCase 'deliftos recognize the restrictions p] ced o
ad-voc . ates 'in .de rider -s*, These gut a n
CASA.. reimbursements and attempts to identify those costs that can and cannot. bo
reimbursed...
im. Court Pro' jiect'Manzger
i
Person -designated by the. court to manage the CASA. contract according
tolts terms inclu*di,nd report preparation:, 8tope of workand performance
equ.ired docu,mentation in an acc rmits invoices, andoter ru ateand
time.manner
00 Keeos all su.pporting documentation f0r audit -purposes for at lea-st six
yearsafter-owitract expttes
ProjeetMan,ager
A
'et cen...-.ralw
.nctt.t.-a wt-htheoourt
Oversees Oistributian ofJO-nds
Appr'ov.e.sJnvoices and submitted s4pporting documentation for CASA
reimbur'sement.
Res,
end s -to cost. and, bud:t �q* uestions from''the courts
P
L
Reviewt, all reports, required U:nder the: CASA ag',reemeni
3. Management -SeMices Urector
Resol,vesAlio y.and "oce*du'ral'i's.s:uesr ted. to CASA funding
pr , ela
CA,SA Guidefines H/2014
4. AOC Co Her
mptro.
Determines CASA. -annual fun'd all. ocatl'on based on. monies received f
from,
the. le.g.islature-
Peri.odica.Il y aud.its Courts t n ur reimbursemle
n reques s are
supported
5.. C-oantractManager
* Drafts, reviews, and a.0proVes CASA agreements
* Answers questions regarding co . mpliance with -the.a.greements
-P
t Provides -advice on, interpretation of agreement
6. State Audiftor
Audits our and ASC for compliance with GASA.
D. ALLOWABLE COSTS AND SUPPORTING DOCUMENTATION
1. Staff/FTE (Safartes: and benefits)
Payrol'] record/tne and, att.en.dancefe.co.rds rented t.o.the CA. 8A program.,
If employee Js notsigned fulltimeto working with the CASA
program
,then compensation reimbursemen-it must proportioned P to the. a m*,ount of
time, the employee works: with: the: CAS A programand must be
documented.by time -and* attendancereco .,NOTE NOTE This does not
meq.n that timesheets mus.t.be. completed to track the time spent. on
'CASA. Document the process for determ'ining the. amount of time the
personend on CASA, dufles, Fir:, kee'p frac
k of time fo'..r.at
least a week and then de-termine. the percentage. to be charged.
.2.X P.rofessional Sr.
,Gen.'e-ral - Detajl,ed. vendor Unvoi.ceto incl-ude d eta"I de rpt on of wol-'-,�,
peffo-rmed,. contract number, houfs, and hourly rate or:tim'e and attendance
cards mu: t. be kept., local]y A.11 work. mustbe rel.a.ted. to the, CASA, program
b* 'uthorizibgr-aiuth rit. doulnty court.
and invoice must be approved . : y a o,
dmin"strator or }his r her delegate) be -fore inclusion. in reimbursement
request, equest. However., -these, locuments db n
..ot-needtoaccompany the
invoice: toA0G. The-y-s*.h'oul.d*b:*ereadi.'!.':ava..[[..8blef,.Ora,ud,itpurp*o.s;e.s.
y
Attorney — Invoice mustden.t"I fy. thespecif.c. C.A,S*.A case for wNch
J .
reim bursement i*s requested, h,ours Worked., and �the ho'Urdy rate. that. was
Charged. Reimbursement i s; orllv for 'the. log.al tepre. t' flol . f the C.ASA
seMaU. n o e
volunteer w.J,th regard to a specific++ case, There is no G.
reimbursement fbr:rePre.se.ntation* of a min -or child, If the CASA Volunteer
CASA Gttidel it 1, 1/2-01.4
.has legal -.repre sen tatlo.n.th ere must be *a. court order theit.. ( states
the
need for the re'pr'_ese.nta.tib.n,.`; and'(2 i e. the attorney'.bei
identffi s ing app ire nted
8. 0
to repre the CASA volunt - r, These. d .cu'- nt 6 not:- no.. d t'
me e o
accompany
tle.invoice to AOC..Th.ey 8hould e.axil I a b I e fo;, r audit. -
b.rOad-*1ya-..
purposes..,
311 -Gwds
lies
SO.P.
* tu.a .Costs - Supplies. should be necessary for CASA programand
rn . ay ..include consumable sup-.plie.s.. Vendor invoices should' be kept,
locally for audit pu-rpos:.e,s I
* Costs Allocatedby Internal Administratip e Rate - Supplies may be
allocated, but an interria] administrative rate M*�ust: be doe umented an.d
approvedby the county court admin. i8,trator. This internal adrninistrat.i - v e
rate must: be dQCUm.en.fe.d.w1th. the. formula -used' to determine: tbe:rate.
Documentation must be on fite. and available -to AOC -and State
Audito.r. The vendor invoicesmint -also be. on file locallyx.
4. Equi.p,m'O.hf
o Actual Costs — Reimlburse rn'e'nt'request does nit needto i in clude the
ven:dor invoice if directly related to the CASAprogra m - oweve r, it
h
ny
.must be kept locally:. A. .m 'a ' jor hasem
purc..u.st be approved by A.0 -C
Project Mranag-e . r. 'i . or to purc . h e. Major'purchase is def . ined. as
pas
g
purchase of an item where the cost -is �rea. ter than .$500 or where the
ervice/ e peno, n q uipme a
.s maintenari-c d o� the e nt is greeter than one year
:e
and could exo ed. $500 in total maintenance. costs, Vehicle an.d othe,.r
high cost item's are not. allow -able purchases.
Costs Allocate d by an Interna.1 Mm.inistrative Rate. — Equipmen.-.t cost.
mai .be:a.11ocated ut reimbursement ocu
req uest must be d me.nted b
Y
an internal admtnistratie rate speciffic to the Court.and'approved by
the court, administrator. The intero.a.'ad,*' I t at* e: rat : dbcu:men.T'a`
...mjni.s-r,j:v e ti n
must be on file. and avalijaWe to AOC and State Auditor,- The vendor
i . nvoj r ce Must a: lso be on'' file.
.51. Tra.ining
Re. nua .. ASA: i rn b Li rseme nt � do ra'
ten.d'' fing th ean . I Washin'gton- State -C a
Chil.dren's. Jutineconferen.c.es, .Any: other ppid"fraini.n.g program-.:where-
atteindee: is se e'kin.g rei-mbu.rs'em.ent must be approved by the AOC Project
M.anager in. advamce of the traim.n.g.
CASA G-61de.1files 11/2014
6,, T.e`avol
Travel/Expohs e Vo'offer fro ee
e .
M staff or volu'n*t rs fo'r traVel expen.se
elatedto -a
re mb:ufsern ren for phj[d., fitness, parent r-Otheriews rr intervi", .
ca . fldWihne� ol' CASA staff was a:_ssJn,V U r or
CASA staff or.CASA 'volunteer May also be reImbursed for travel to, and
from the W ingf St.ate CAS.Aor the Chi.ldfe-n.'s Justice. conferences,
Travel expen.se.s to any other -training programs must.be. .r -a roved. by
A.00 Projec.f -Mana,ger,
4.
o $upporfing Doc.umentation .—gravel.* e*
r m bu rsement requests must be
kept .locally for -audit PU.-r,oses.
o All travel expenses must be. with -in the travel costs pemilted by the
AOC at the, time of travel.
ulde-Itnes 11/2014
ADMINISTRATIVE
Cdmpute'r Set -Up
CASA Membership Dues
STAFF/FTE'
S:alaries,
Be' nefits,
CONTRACTS/
S.ERVICE DELIVERY
Adveftitsin,g
GOODSISERVIGES
-Supplies
- comm'unicat, , i:o n �TelephonelPostage)
.(G.Ompu or/Li isOther I - ttenses)
.ses)
TRAVEL
Mileage
Per Die*m
Other (4 Reg'istraitioris:: Jus*tice Conf).
ARmi
Tot6il
$
Total
$
Total
.Total*
Total