HomeMy WebLinkAboutCOW 2021-10-25 Item 4C - Grant Agreement - Police Records with Secretary of State's Office for $49,195.51COUNCIL AGENDA SYNOPSIS
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ITEM NO.
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Meeting Date
Prepared by
Mayor's review
Council review
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10/25/21
RH
11/01/21
4.C.
1905
ITEM INFORMATION
STAFF SPONSOR Rebecca Hixson
ORIGINALAGENDA DATE: 10/25/21
AGENDA ITEM TITLE Authority to execute Grant Agreement for Police Records
CATEGORY ❑ Discussion
Mtg Date 90/25/29
0 Motion
Mtg Date
11/1/21
❑ Resolution
Mtg Date
❑ Ordinance
Mtg Date
❑ Bid Award
Mtg Date
❑ Public Hearing
Mtg Date
❑ Other
Mtg Date
SPONSOR ❑ Council ❑ Mayor ❑ Admin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R
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Police ❑ PIF
SPONSOR'S The Council is being asked to authorize the Mayor to sign the Local Records Grant
SUM IARY agreement of $49,195.51 for scanning Police case files and adding them to LaserFiche.
REVIEWED BY ❑ Trans&Infrastructure Svcs 11
❑ LTAC ❑
DATE: 10/18/21
Community Svcs/Safety ❑ Finance & Governance ❑ Planning & Community Dev.
Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
COMMITTEE CHAIR: DELOSTRINOS JOHNSON
RECOMMENDATIONS:
SPONSOR/ADMIN.
COMIVII I IEE
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0 $0 $0
Fund Source: SECRETARY OF STATE LOCAL RECORDS GRANT
Comments: no matching funds required
MTG. DATE
RECORD OF COUNCIL ACTION
10/25/21
MTG. DATE
ATTACHMENTS
10/25/21
Informational Memorandum dated 10/25/21
Agreement
Minutes from the 10/18 Community Services & Safety Committee meeting
11/01/21
Agreement
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TO:
FROM:
BY:
CC:
DATE:
SUBJECT:
City of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
Community Service & Safety Committee
Eric Dreyer, Chief of Police
Rebecca Hixson, Senior Manager, Support Operations Division
Mayor Ekberg
October 25, 2021
Case Report Digitization and Records Management: Status Update
and Grant Agreement <Recommendation below added after 10/18
Community Services and Safety Committee meeting>
ISSUE
The Tukwila Police Department had approximately 2.2 million pages of case reports, homicide
files and ID files in hard copy format stored in three different locations. Creating digital copies of
these records will improve public records retention, records management and public disclosure
processes and response times. In addition, all records that must remain in hardcopy would fit in
city -owned, accreditation -approved Justice Center.
BACKGROUND
Feb. 2020: Expenditure of $150,000 over 18 months approved by Council
DISCUSSION
March 2020:
April 2020:
May 2020:
June 2020:
July 2020:
August 2020:
Sept. 2020:
Jan. 2021:
Feb. 2021:
April 2021:
May 2021:
Summer:
Oct. 2021:
Scanned four test boxes of various record types
Submitted WA State Local Records Grant application
Completed 2006 case report scanning
Completed 2005 case report scanning
Scanning paused due to COVID 19 funding challenges
Records added to LaserFiche
WA State Grant funding put on hold
PD moves to Justice Center
Records Annex clean up
Purchased third LaserFiche license
PD moves out of Records Annex to Justice Center and old PD Holding Cells
Resubmitted WA State Local Records Grant application
Prepared case report for scanning (eight years ready to scan)
Awarded $49,195.51 WA State Local Records Grant
Restart scanning; continue case file preparation
2022: Complete case report and homicide case scanning; determine if funding remains
to complete ID file scanning.
FINANCIAL IMPACT
PD 2020 Expenditures: $7,000
PD 2021 Estimated Expenditures: $50,000
2022 Expenditures: Grant funds $49,195.51
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INFORMATIONAL MEMO
Page 2
RECOMMENDATION
The Council is being asked to consider the grant agreement from the Secretary of State's Office
in the amount of $49,195.51 <coming to the City with no City match> at the October 25
Committee of the Whole meeting and subsequent November 1 Regular Meeting. The
agreement was not available to the City in time for the October 18 Community Services and
Safety Committee; it has since been provided to the City.
ATTACHMENTS
Grant Agreement
https://tukwilawa.sharepoint.com/sites/mayorsoffice/cc/CC Docs/Old W/2021 Info Memos/PD Records Digitization 10-25-21.doc
DocuSign Envelope ID: 1 E674CCB-31 D4-49E0-AD56-9DOFD20033D7
OSOS NO. G-7251
GRANT AGREEMENT
BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND
TUKWILA POLICE DEPARTMENT
This Grant Agreement (this "Agreement") is entered into between the state of Washington, Office of
the Secretary of State, Division of Archives and Records Management (hereinafter referred to as "OSOS"),
and Tukwila Police Department (hereinafter referred to as "Grantee").
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017; and
WHEREAS, the purpose of this program is to help local governments use technology to improve their
records retention, management and disclosure of public records processes, as authorized under RCW
40.14.026, through the Archives and Records Management Division's Local Records Grant Program
(hereinafter referred to as the "Program");and
WHEREAS, the Program was established to provide funds to local entities to accomplish the
Program's purposes; and
WHEREAS, by virtue of a competitive process, Grantee was conditionally identified for award of the
Grant Amount (as hereinafter defined); and
WHEREAS, OSOS and Grantee desire to set forth in detail the terms and conditions governing the
award and disbursement of the Grant Amount to Grantee.
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
1. STATEMENT OF WORK
Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of the work. Grantee will perform the work as described in the Award Determination attached
hereto as Exhibit A and incorporated herein by this reference.
The Program requires both the narrative and financial components of Program progress reports be completed
during the project period. Documentation of expenditures is required. Grantee shall submit reports to:
Marnie McGrath, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
Upon completion of the project work and prior to disbursement of the Grant Amount, Grantee shall participate
in a survey conducted by OSOS.
2. PERIOD OF PERFORMANCE
Subject to the other provisions of this Agreement, the period of performance of this Agreement shall commence
on date of execution and be completed no later than 12/2/2022, unless terminated sooner as provided herein.
3. PAYMENT
Page 1 of 3
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DocuSign Envelope ID: 1 E674CCB-31 D4-49E0-AD56-9DOFD20033D7
OSOS NO. G-7251
No grant funds will be disbursed in advance to Grantee. All grant funds will be held by OSOS. In consideration
for the work conducted as described in Exhibit A, and Grantee's compliance with the other terms and conditions
of this Agreement, Grantee shall submit invoices for completed work to the OSOS Project Manager for
processing by OSOS. Subject to the other provisions of this Agreement, this grant is not to exceed the amount
of $49,195.51 (the "Grant Amount") as set forth on Exhibit A.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice and Grantee's compliance with all other terms and conditions
of this Agreement. Satisfactorily completed is defined as having all the information required for processing by
OSOS Financial Services. In addition to a Federal Tax ID number, Grantee must provide OSOS a Statewide
Vendor Number (SWV#). Payment cannot be made without these numbers on file. The Contract number G-
7251 and Statewide Vendor number must be referenced on each reimbursement claim in order for the
claim to be processed.
Costs incurred prior to the effective date of this Agreement shall be disallowed. Should Grantee incur costs
prior to the effective date of this Agreement, it does so at its own risk. WAC 434-670-020.
4. RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the Program include but are not limited to:
• All changes to the approved project (project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as a result of this grant must meet the Washington State Standards for Production
and Use of Microfilm.
• Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time
during the project.
• Grantee is responsible to adhere to its own applicable purchasing policies and requirements.
• Grantee must participate in a survey conducted by OSOS following completion of the project work.
5. GRANT MANAGEMENT
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Agreement. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during the processing of invoices, send inquiries to payables@sos.wa.gov.
Rebecca Hixson
Tukwila Police Department
15005 Tukwila International Blvd
Tukwila, WA 98188
206-433-1806
r.hixson@tukwilawa.gov
Marnie McGrath
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia, Washington 98504-0238
Phone: 360-586-7810
E-mail address: marnie.mcgrath@sos.wa.gov
6. 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
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DocuSign Envelope ID: 1 E674CCB-31 D4-49E0-AD56-9DOFD20033D7
OSOS NO. G-7251
the other party. Each party to this Agreement shall be responsible for its own acts and/or omissions and those of
its officers, employees and agents.
7. EXCEPTIONAL CIRCUMSTANCES
In the event of exceptional circumstances as determined by OSOS in its sole discretion, the funds available for
the work to be performed under this Agreement may be increased by an amount not to exceed 10% of the original
Grant Amount, and the period of performance may be extended by up to 30 days beyond the original period of
performance stated in this Agreement. The parties agree that such an increase in available funds or extension
of time due to exceptional circumstances shall not require a formal amendment to this Agreement, but instead
may be effectuated by OSOS after notice to Grantee.
8. TERMINATION
Either party may terminate this Agreement upon 30 days' prior written notification to the other party. If this
Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in accordance
with the terms of this Agreement prior to the effective date of termination.
9. 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 the failure or violation is not corrected, this Agreement may be terminated
immediately by written notice of the aggrieved party to the other.
The rights and remedies of OSOS provided in this section shall not be exclusive and are in addition to any other
rights and remedies provided by law or under this Agreement. Except as otherwise provided in this Agreement,
when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may
request a dispute hearing with the Secretary of State. Nothing in this Agreement shall be construed to limit the
parties' choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
10. GOVERNANCE
In the event of any 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; and
B. This Agreement and any and all attached exhibits
11. GOVERNING LAW
This Agreement 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.
IN WITNESS WHEREOF, the parties have executed this Agreement.
CITY OF TUKWILA OFFICE OF THE SECRETARY OF STATE
Authorized Signatory Date Date
Print Name: Allan Ekberg Sheri Nelson
Title: Mayor Deputy Secretary of State
Page 3of3
DocuSign Envelope ID: 1 E674CCB-31 D4-49E0-AD56-9DOFD20033D7
APPROVED AS TO FORM
Attorney General's Office
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Page4of3
OSOS NO. G-7251
DocuSign Envelope ID: 1 E674CCB-31 D4-49E0-AD56-9DOFD20033D7
GRANT # 2021PS701 OSOS Contract No. G-7251
EXHIBIT A
AWARD DETERMINATION
TUKWILA POLICE DEPARTMENT
The following table illustrates the grant budget as proposed by your agency - with the items that were
funded, and the items that were awarded with conditions.
Budget Item
Imaging /
Digitization
TOTAL
Amount Amount
Requested Funded
$49,195.5
$49,195.51
$49,195.51
Stipulations/Conditions
Records identified to be imaged:
Approximately 8,453 case files comprised of:
Case Files — Notorious/Historically Significant Cases
(DAN LE2010-060 Rev.2)
Case Files — Homicides (Unsolved), Missing Persons (Not
Found), and Unidentified Bodies (DAN LE2010-061
Rev.1)
Major Accident Response and Reconstruction (MARR)
(DAN LE2010-072 Rev.2)
Case Files — Homicides (Solved) (DAN LE2010-062 Rev.1)
Case Files — Sex Offenders and Sexually Violent Offenses
(DAN LE2010-063 Rev.2)
Case Files — All Other Cases (DAN LE2010-064 Rev.1)
By Imaging Vendor:
CD!
2000 O'Neil Road, Suite 150
Hudson WI 54016
(855) 714-2800
All reimbursement requests to be submitted by
December 2, 2022.
Not to exceed amount listed.
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City of Tukwila
City Council Community Services & Safety Committee
Meeting Minutes
October 18, 2021- 5:30 p.m. - Electronic Meeting due to COVID-19 Emergency
Councilmembers Present:
Staff Present:
Cynthia Delostrinos Johnson, Chair; De'Sean Quinn, Zak Idan
David Cline, Rebecca Hixson, Eric Dreyer, Eric Lund, Kris Kelly, Norm
Golden, Olena Perry, Rachel Bianchi, Laurel Humphrey
Chair Delostrinos Johnson called the meeting to order at 5:30 p.m.
I. BUSINESS AGENDA
A. Contract Amendment: Fire/EMS Advisory Committee
Staff is seeking approval to amend the contract with Karen Reed Consulting, LLC to extend the
term to December 31, 2022 and increase the compensation by $40,000 not to exceed $75,000.
Committee Recommendation:
Unanimous approval. Forward to November 1, 2021 Regular Consent Agenda.
B. 2021 3rd Quarter Fire Department Report
Staff presented the report.
Item(s) for follow up:
• Provide information on how often response times change by station.
• Explain the uptick trend for Tukwila's provision of automatic aid - has it been
consistent throughout the year or just the 3rd quarter?
Committee Recommendation:
Discussion only.
C. Police Records Digitization Update
Staff provided an update on the project and shared that a grant acceptance will be coming
forward for approval soon.
Committee Recommendation:
Discussion only.
D. 2021 3rd Quarter Police Department Report
Staff presented the report.
Committee Recommendation:
Discussion only.
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