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HomeMy WebLinkAbout24-006 - Washington State Office of Public Defense - Simple Possession Advocacy and Representation (SPAR) Program Funding24-006 Council Approval 1/22/24 Agreement No. GRT24071 A. FACE SHEET WASHINGTON STATE OFFICE OF PUBLIC DEFENSE Simple Possession Advocacy and Representation (SPAR) Program Funding Agreement 1. Recipient City of Tukwila 6200 Southcenter Blvd Tukwila, WA 98188 2. Recipient Representative Thomas McLeod City Mayor City of Tukwila 6200 Southcenter Blvd Tukwila, WA 98188 3. Office of Public Defense (OPD) 711 Capitol Way South, Suite 106 PO Box 40957 Olympia, WA 98504-0957 4. OPD Representative Grace O'Connor Supervising Attorney Office of Public Defense 711 Capitol Way South, Suite 106 PO Box 40957 Olympia, WA 98504-0957 5. Agreement Amount $50,000.00 6. Agreement Period January 1, 2024 through June 30, 2024 7. Purpose The purpose of this Agreement is to provide reimbursement to cities for the cost of providing defense counsel Consultation and Representation for defendants facing charges or charged with simple possession or public use offenses under RCW 69.50.4011(1)(b) or (c), RCW 69.50.4013, RCW 69.50.4014, RCW 69.41.030(1), TMC 8.07.010, TMC 8.07.020, TMC 8.07.040, or under any other local ordinances involving allegations of possession or public use of a controlled substance, counterfeit substance, or legend drugs, consistent with Second Engrossed Second Substitute Senate Bill 5536, Chapter 1, sec. 35, sec. 39, Laws of 2023. 8. Acknowledgement, Incorporation by Reference, and Execution The Office of Public Defense (OPD) and the City of Tukwila (Recipient) acknowledge, and accept the terms of this Agreement and attachments and execute this Agreement as of the date the last signatory signed. The rights and obligations of both parties to this Agreement are governed by this Agreement and the following other documents incorporated by reference: Special Terms and Conditions, General Terms and Conditions. FOR RECIPIENT FOR OPD Gia ceO Commo + ( aill 24, 2024 12':0 , V ,'I-) Thomas McLeod Mayor Name, Title Jan 24, 2024 Grace O'Connor, Supervising Attorney Jan 24, 2024 Date Date B. SPECIAL TERMS AND CONDITIONS 1. AGREEMENT MANAGEMENT a) The Representative for each of the parties will be responsible for and will be the contact person for all communications regarding the performance of this Agreement. b) The Representative for OPD and their contact information are identified on the Face Sheet of this Agreement. c) The Representative for Recipient and their contact information are identified on the Face Sheet of this Agreement. 2. REIMBURSEMENT a) Subject to Exhibit B, Section 4, OPD shall reimburse for authorized expenses as identified in Exhibit B, Section 7, Authorized Reimbursable Expenses. 3. ALLOCATED MAXIMUM REIMBURSMENT AMOUNT a) The maximum amount Recipient may be reimbursed for authorized expenses shall not exceed $50,000.00 for the period of this agreement. b) Subject to the availability of funds, and upon mutual agreement, Recipient and OPD may amend this Agreement in writing to increase the allocated maximum reimbursement amount. c) By mutual agreement, Recipient and OPD May extend this agreement for an additional maximum reimbursement amount. 4. TERMS OF REIMBURSEMENT a) OPD will reimburse Recipient upon acceptance of expenses and receipt of properly completed invoices. Recipient shall submit invoices to the Representative for OPD monthly, and subject to the invoicing schedule included in Section 4.h. of this agreement. b) An invoice form will be provided to Recipient by OPD. Recipient shall provide sufficient documentation accompanying the invoice to prove, to OPD's satisfaction, the costs incurred by Recipient and to allow OPD to determine that the costs were for Authorized Reimbursable Expenses. Sufficient documentation will include a description of the work performed, including case numbers, during the time period. Sufficient documentation demonstrating costs incurred by Recipient may include, but is not limited to, salary pay stubs or invoices for contracted services. OPD reserves the right to amend the invoice form at any time. c) Payment will be considered timely if made by OPD within 30 calendar days after receipt of properly completed invoices. OPD shall send payment to the address designated by Recipient and associated with Recipient's Statewide Vendor Number SWV0018023-00. d) OPD may, in its sole discretion, terminate this Agreement or withhold payments claimed by Recipient for services rendered if Recipient fails to satisfactorily comply with any term or condition of this Agreement. e) OPD shall not make any payments in advance or in anticipation of services or supplies to be provided under this Agreement. f) Recipient agrees to report whether it will be unable to spend any allocated maximum reimbursement amount during the Agreement Period, or if Recipient anticipates a need to increase the allocated maximum reimbursement amount. Any request to increase the allocated maximum amount will be subject to Section 3(b) of this Exhibit. OPD reserves the right to reallocate funds to other jurisdictions that Recipient reports as unable to be spent. g) Reimbursable expenses must be incurred between August 15, 2023, and June 30, 2024. Recipient shall bear the cost of and ensure continued Consultation and Representation for all individuals who are being represented by Recipient's attorneys on Qualifying Cases when the agreement period ends. h) OPD's fiscal year runs from July 1 to June 30 of each year, and OPD is unable to pay expenses from a previous fiscal year with the following fiscal year's budget. Accordingly, Recipient must submit invoices for costs incurred between August 15, 2023, and June 30, 2024, by August 1, 2024. 5. DUPLICATION OF BILLED COSTS Recipient shall not bill OPD for services performed under this Agreement, and OPD shall not pay Recipient, if Recipient is entitled to payment or has been or will be paid by any other source, including grants, for that service. 6. DISALLOWED COSTS Recipient is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its contractors or subcontractors. 7. AUTHORIZED REIMBURSABLE EXPENSES a. Recipient is authorized to seek reimbursement for the following costs, subject to the provisions in Exhibit B, Section 2 and Section 4: 1. Compensation for attorney Representation on Qualifying Cases; 2. Compensation for attorney Consultation on Qualifying Cases; 3. Support staff time devoted to assisting and supporting attorney Representation and Consultation on Qualifying Cases; 4. Investigation costs associated with Qualifying Cases; 5. Expert services where the scope of the expert's expertise is related to a Qualifying Charge. 6. Compensation for attorney Representation on an appeal undertaken according to the Rules for Appeal of Decisions of Courts of Limited Jurisdiction (RAU) pertaining to an issue arising from a Qualifying Charge. 8. OVERSIGHT a) Over the duration of the agreement term, OPD may conduct site visits for purposes of ensur- ing the use of funds for their specified purposes. At OPD's request, Recipient will assist in scheduling such site visits and inviting appropriate attendees such as, but not limited to: public defense attorneys, judicial officers, and City representatives. 9. DEFINITIONS a. "Alternatives to Prosecution" means an opportunity to depart from the traditional criminal case process of charge to plea of guilty, or conviction or acquittal at trial. Examples include, but are not limited to, stipulated continuances, deferrals, Therapeutic courts, Specialty courts, or Pre -file or Pre-trial diversion programs. b. "Consultation" means advising indigent individuals on Pre -File or Pre -Trial Diversion options where the individual is facing a Qualifying Charge. Consultation also means advising indigent individuals, who face or faced Qualifying Charges, during the pendency of pre-trial Diversion. Consultation also includes client consultation and representation prior to the assignment of indigent counsel at a first appearance or arraignment. c. "Diversion" means an opportunity for an individual facing Qualifying Charges to depart from the criminal legal system, with the understanding that the individual will not be arrested, or that a charge the individual may be facing will either be dismissed or reduced. d. "Pre -File Diversion" means an opportunity for an individual facing Qualifying Charges to depart from the criminal legal system, initiated by either law enforcement or the prosecutor, that takes place before charges are filed against the individual. A Pre -File Diversion may be, but need not be, organized under RCW 69.50.4011(3)(c), 69.50.4013(2)(c), 69.50.4014(2), or 69.41.030(2)(e). e. "Pre -Trial Diversion" means an opportunity for a defendant charged with Qualifying Charges to depart from the criminal legal system after charges are filed against a defendant but before a plea is entered, or before proceeding to trial. A Pre -Trial Diversion may be, but need not be, organized under RCW 69.50.4017. f. "Qualifying Charge" means pending charges of or charges of violations of RCW 69.50.4011(1)(b) or (c); 69.50.4013; 69.50.4014; 69.41.030(2), (b), or (c); TMC 8.07.010; TMC 8.07.020; TMC 8.07.040; or pending charges of or charges of offenses under any other local ordinances involving allegations of possession or public use of a controlled substance; counterfeit substance; or legend drug. g. "Qualifying Case" means a proceeding filed against an indigent defendant in a court of limited jurisdiction in which at least one of the charges filed, either originally or as amended, is a Qualifying Charge, even if later dismissed. h. "Representation" means appointment to represent indigent defendants in courts of limited jurisdiction on Qualifying Cases, including in therapeutic or specialty courts. Representation also means appointment on motions to terminate defendants from Pre -File Diversion programs, Specialty or Therapeutic courts, or other programs that offer Alternatives to Prosecution. Representation includes, but is not limited to, appearance at arraignment, pre- trial appearances, motions, sentencings, status conferences and review hearings as well as client conferences and preparation for trial, "Specialty or Therapeutic Court" means a court utilizing a program or programs structured to achieve both a reduction in recidivism and an increase in the likelihood of rehabilitation, or to reduce address substance use disorder or mental health conditions in defendants through continuous and judicially supervised treatment and the appropriate use of services, sanctions, and incentives. 10. ORDER OF PRECEDENCE In the event of an inconsistency in this Agreement, the inconsistency will be resolved by giving precedence in the following order: a. Applicable federal and state of Washington statutes, regulations, and court rules b. Exhibit B, Special Terms and Conditions c. Exhibit C, General Terms and Conditions C. GENERAL TERMS AND CONDITIONS 1. ALL WRITINGS CONTAINED HEREIN This Agreement contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the parties hereto. 2. AMENDMENTS This Agreement may be amended by mutual agreement of the parties. Such amendment shall not be binding unless it is in writing and signed by personnel authorized to bind each of the parties. 3. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to as the "ADA" 29 CFR Part 35. Recipient must comply with the ADA, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunications. 4. ASSIGNMENT Neither this Agreement, nor any claim arising under this Agreement, shall be transferred or assigned by Recipient without prior written consent of OPD. 5. ATTORNEY'S FEES Unless expressly permitted under another provision of the Agreement, in the event of litigation or other action brought to enforce Agreement terms, each party agrees to bear its own attorney fees and costs. 6. 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. 7. ETHICS/CONFLICTS OF INTEREST In performing under this Agreement, Recipient shall assure compliance with the Ethics in Public Service, Chapter 42.52 RCW and any other applicable court rule or state or federal law related to ethics or conflicts of interest. 8. GOVERNING LAW AND VENUE 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. 9. INDEMNIFICATION Recipient shall indemnify, defend, and hold harmless the state of Washington, OPD, all other agencies of the state and all officers, agents and employees of the state, from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss or damage to property, arising out of or incident to the performance or failure to perform the Agreement, except only such injury or damage as shall have been occasioned by the sole negligence of OPD and the State of Washington. OPD shall defend, indemnify, and hold harmless the Recipient, its officers, officials, employees and volunteers from and against any and all claims, suits, actions, or liabilities for injury or death of any person, or for loss or damage to property, arising out of or incident to the performance or failure to perform the Agreement, except only such injury or damage as shall have been occasioned by the sole negligence of the Recipient. This waiver has been mutually negotiated and agreed to by OPD and the Recipient. The provisions of this section shall survive the expiration or termination of this Agreement. 10. LAWS Recipient shall comply with all applicable laws, ordinances, codes, regulations, court rules, policies of local and state and federal governments, as now or hereafter amended. 11. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS During the performance of this Agreement, Recipient shall comply with all federal, state, and local nondiscrimination laws, regulations, and policies. In the event of Recipient's non-compliance or refusal to comply with any nondiscrimination law, regulation or policy, this Agreement may be rescinded, canceled or terminated in whole or in part. 12. RECAPTURE In the event that Recipient fails to perform this Agreement in accordance with state laws, federal laws, and/or the provisions of the Agreement, OPD reserves the right to recapture funds in an amount to compensate OPD for the noncompliance in addition to any other remedies available at law or in equity. 13. RECORDS MAINTENANCE Recipient shall maintain all books, records, documents, data, and other evidence relating to this Agreement. Recipient shall retain such records for a period of six (6) years following the end of the Agreement period. If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been finally resolved. 14. RIGHT OF INSPECTION At no additional cost all records relating to Recipient's performance under this Agreement shall be subject at all reasonable times to inspection, review, and audit by OPD, the Office of the State Auditor, and state officials so authorized by law, in order to monitor and evaluate performance, compliance, and quality assurance under this Agreement. Recipient shall provide access to its facilities for this purpose. 15. 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 that can be given effect without the invalid provision, if such remainder conforms to the requirements of law and the fundamental purpose of this Agreement and to this end the provisions of this Agreement are declared to be severable. 16. WAIVER Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this Agreement unless stated to be such in writing.