HomeMy WebLinkAbout13-060 - Tukwila et al - Memorandum of Understanding for Joint Funding and Implementation / Human Services Program13-060(a)
Council Approval N/A
AMENDMENT NO. 1 TO THE AGREEMENT
FOR PLANNING, FUNDING, AND IMPLEMENTING A
JOINT HUMAN SERVICES APPLICATION AND FUNDING PROGRAM
THIS AMENDMENT NO. 1 ("Amendment") is made between the cities of KENT,
AUBURN, BELLEVUE, BOTHELL, BURIEN, COVINGTON, DES MOINES, FEDERAL WAY,
ISSAQUAH, KENMORE, KIRKLAND, MERCER ISLAND, REDMOND, RENTON,
SAMMAMISH, SEATAC, SHORELINE, and TUKWILA (collectively, "Cities") and amends the
Agreement for Services the parties entered into in 2013 concerning the planning, funding, and
implementation of a joint human services application and funding program ("Agreement").
I. RECITALS
1.1 Through the Agreement, the City of Kent ("Kent") was appointed as the lead city to
contract directly with an online grant subscription service on behalf of the Cities who have elected to
participate in the online funding application portal. The Agreement specifically named an online
grant service provider that Kent would utilize—Western States Arts Federation.
1.2 Kent has discussed with the Cities that it would like to transfer the joint application
and funding portal to another service provider. However, because the Agreement identified a single
particular service provider, it is first necessary to amend the Agreement to authorize a change in the
service provider.
1.3 The Cities also wish to make other amendments to the Agreement to update notice
addresses, and for efficiency purposes, to identify a representative from each of the Cities to whom
authority has been delegated to authorize future amendments to the Agreement.
II. AMENDMFNNT
NOW THEREFORE, in consideration of the mutual intent, desire, and promises of the
parties and other good and valuable consideration, the Cities agree as follows:
2.1
as follows:
Online Grant Service Provider - Selection. Section 2(a) of the Agreement is revised
2. Joint Participation.
a) Lead City. The City of Kent shall be the
designated lead city ("Lead City"). The Lead City
shall contract directly for and manage the online
grants subscription service with a vendor
recommended by Kent and selected by the'
Oversight Committee as provided for in section 9
Western States Arts Federation("Vendor"). The
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 1
151- 04- o2 O t.--toi n c.,J
other responsibilities of the Lead City are described
in section 4.
2.2 Representatives Appointed. Section 7 of the Agreement is repealed in its entirety and
replaced with the following:
7. Representatives Appointed. Each of the Cities shall
appoint a representative (collectively "Representatives") to
negotiate any future amendment
to this Agreement as the Cities' representatives
"Representatives" may determine is needed.
Any notice that inay be required to be given under this
Agreement shall be sent to the Cities' authorized
Representatives identified on the attached and incorporated
Exhibit B, at their addresses stated therein, which Exhibit
B shall be updated periodically as needed.
2.3 Oversight Committee. Section 9 of the Agreement is amended as follows:
9. Oversight Committee. This Agreement shall be managed
by an Oversight Committee made up of six City
representatives, as follows: one each from three member
Cities from South King County, and one each from three
member Cities in North/East King County, to be
designated by the Lead City. The representative appointed
to the Oversight Committee need not be the same person
appointed of each City shall be that person under
designated in section 7 of this Agreement by the City he
or she represents.
The Oversight Committee will shall meet at least
annually, no later than July 31, to discuss the terms of the
Agreement and oversee project management and ensure
that the services required under this Agreement are
fulfilled and the terms of this Agreement followed. Should
the Lead City or any Participating City recommend a new
service provider be procured, the Oversight Committee
will oversee the selection and approval of a new vendor. A
change in vendor may be authorized by the Oversight
Committee if the change does not significantly alter the fee
structure or require an amendment to the terms of this
Agreement. request any changes to the services provided
pursuant to the Agreement. The Committee shall provide
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 2
written notice of any proposed changes to all member
Cities no later than August 15. If significant alterations are
required to the fee structure, or if an amendment is
required to this Agreement, those changes may be
effectuated only through a fully executed amendment to
this Agreement signed by the Cities through their
Representatives appointed under section 7.
2.4 Amendments. Section 11 of the Agreement is amended as follows:
11. Amendments. This The Oversight Committee may
propose toAgrecmcnt may be amended, altered, changed
or extend this Agreemented in any manner and shall seek
fie -mutual written consent of all Cities through their
Agencies' contractin authorit
that any member City may substitute an alternate Contact
to the Lead City, and provided, further, that any such
•
or change to this Agreement.
2.5 Counterparts. This Agreement may be executed in any number of counterparts, each
of which shall constitute an original, and all of which will together constitute this one Agreement.
2.6 Facsimile/Email Signature. Either party may execute and deliver this Amendment by
telephone facsimile or by emailing a PDF version of the original signature page, and that signature
shall have the salve force and effect as if executed in original.
2.7 Remaining Provisions. Except as specifically amended by this Amendment, all
remaining provisions of the Agreement shall remain in full force and effect.
IN WITNESS, the parties have executed this Amendment, which shall become effective on
the last date executed below.
CITY OF AUBURN Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF BELLEVUE Approved As To Form:
By:
Title:
Date:
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 3
City Attorney
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 4
CITY OF BOTHELL Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF BURIEN Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF COVINGTON Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF DES MOINES Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF FEDERAL WAY Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF ISSAQUAH Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF KENMORE Approved As To Form:
By:
Title:
Date:
CITY OF KENT
By:
Title:
Date:
City Attorney
Approved As To Form:
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 5
City Attorney
CITY OF KIRKLAND Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF MERCER ISLAND Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF REDMOND Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF RENTON Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF SAMMAMISH Approved As To Form:
By:
Title:
Date:
City Attorney
CITY OF SEATAC Approved As To Form:
By:
Title:
Date:
CITY OF SHORELINE
By:
Title:
Date:
CITY
By:
Rl n
Title: rvt
Date: `aI-I8
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
AMENDMENT NO. 1 TO THE AGREEMENT FOR PLANNING,
FUNDING, AND IMPLEMENTING A JOINT HUMAN
SERVICES APPLICATION AND FUNDING PROGRAM - 6
FILE COPY
13-060
Council Approval 2/4/13
AGREEMENT FOR SERVICES BETWEEN THE
CITIES OF KENT, AUBURN, BELLEVUE,
BOTHELL, BURIEN, COVINGTON, DES MOINES,
FEDERAL WAY, ISSAQUAH, KENMORE,
KIRKLAND, MERCER ISLAND, REDMOND,
RENTON, SAMMAMISH, SEATAC, SHORELINE,
AND TUKWILA, FOR PLANNING, FUNDING AND
IMPLEMENTATION OF A JOINT HUMAN
SERVICES APPLICATION AND FUNDING
PROGRAM
THIS AGREEMENT FOR SERVICES ( "Agreement ") is entered into by and among
the Cities of Kent, Auburn, Bellevue, Bothell, Burien, Covington, Des Moines, Federal
Way, Issaquah, Kenmore, Kirkland, Mercer Island, Redmond, Renton, Sammamish,
SeaTac, Shoreline, and Tukwila, Washington, hereinafter referred to as "Cities ", to
provide for planning, funding and implementation of a joint human services application
and funding program.
WHEREAS, the Cities engage in activities that support human service providers in King
County; and
WHEREAS, the Cities wish to make the most efficient use of their resources by
cooperating to provide funding to support human service providers in King County; and
WHEREAS, the Cities have the authority to engage in cooperative efforts that result in
more efficient use of Government resources; and
WHEREAS, the Cities agree that such multi jurisdictional cooperation is a benefit to the
Cities, local human service providers, and to the citizens of their communities;
NOW THEREFORE, and in consideration of the terms, conditions and performances
made herein, it is agreed as follows:
1. Purpose of Agreement. The purpose of this Agreement is to facilitate the alliance
of the 18 member Cities who independently provide funding to organizations to provide
critically needed human services in their communities, but jointly receive reports and
applications for grant funding through one online grant subscription service and portal.
The various human service programs funded by the member cities include food security,
housing and homelessness prevention, health, mental health, youth services, and others.
2. Joint Participation.
a) Lead City. The City of Kent shall be the designated lead city ( "Lead City ").
The Lead City shall contract directly for and manage the online grants
subscription service with Western States Arts Federation ( "Vendor "). The
other responsibilities of the Lead City are described in section 4.
I St- o.f a-CY �/� 1
Online Grant Funding Application Agreement
Page 2 of 10
b) Participating City. A Participating City is a City participating in the joint
online funding application portal, who is a party to this Agreement, and who
is not a Lead City.
3. Funding Arrangement. The Lead City and each Participating City will jointly
participate in the costs to run the online grants subscription service. The allocation of
costs shall be based on population ranges of each city, as established by population
estimates made by the Office of Financial Management pursuant to RCW 43.62.030. The
initial allocation shall be as described in Exhibit A, attached and incorporated herein, and
shall remain the same unless revised pursuant to the terms of this section 3. In the event
that any City terminates its participation in this Agreement, the Lead City shall revise the
allocation for the calendar year immediately following the year in which the written
notice of such termination is given; provided, however, that the revised allocation shall
remain in the same proportions as described in Exhibit A, and in no event shall the total
sum of the revised allocations exceed the total sum of the initial allocation. Any
Participating City requesting a change in allocation for reasons other than the termination
of a City, as described above in this section 3, may only do so by written amendment to
this Agreement, in accordance with section 12. Each Participating City shall provide its
annual financial contribution to the Lead City no later than thirty (30) days after receiving
invoice from the Lead City, pursuant to Section 4(a) below.
4. Responsibilities of Lead City. The Lead City has been designated to act as the
fiscal and administrative agent for the Participating Cities, and the Lead City shall
perform its responsibilities without the payment of any additional administrative fee, or
cost to the Participating Cities beyond the funding allocation set forth in section 3 above.
The responsibilities of the Lead City shall include the following:
a) Send an invoice to each Participating City by February 15th of each year for
their annual funding participation.
b) Contract with the Vendor, and manage the performance of the online grants
subscription service.
c) For each year after the first year of this agreement, provide a projected
estimate of the annual financial contribution to be made by each of the
Participating Cities no later than September 30th of the preceding calendar
year in which the contribution is to be made.
d) Maintain accounts and records that properly reflect transactions related to this
Agreement.
5. Duration. This Agreement shall become effective when it is approved by a
majority of the Cities and shall remain in effect through December 31, 2013, with
automatic extensions annually, unless terminated as described in section 6.
6. Termination.
a) Any Participating City may terminate its participation in this Agreement
without cause by giving the other Cities a thirty (30) day written notice. The
terminating party shall remain fully responsible for meeting its funding
Online Grant Funding Application Agreement
Page 3 of 10
responsibilities and other obligations established by this Agreement through
the end of the calendar year in which such notice is given. If at any time
termination of a City results in fewer than ten Cities remaining as parties to
this Agreement, then this Agreement shall automatically terminate after sixty
(60) days for all remaining Cities, provided that all Cities shall remain fully
responsible for funding responsibilities and other obligations established by
this Agreement through the end of the calendar year in which such termination
becomes effective.
b) The Lead City may terminate its participation in this Agreement without cause
by giving the other Cities a sixty (60) day written notice. The Lead City shall
remain fully responsible for meeting its funding responsibilities and other
obligations established by this Agreement, including administrative duties,
through the end of the calendar year in which such notice is given. In the
event of termination by the Lead City, the Oversight Committee shall meet no
later than thirty (30) days after written notice of termination is given, to
designate one of the remaining Participating Cities as the Lead City. If all the
member Cities do not provide written consent of the designation made by the
Oversight Committee within sixty (60) days of the Committee's selection,
then this Agreement shall immediately terminate, provided that all Cities shall
remain fully responsible for funding responsibilities and other obligations
established by this Agreement through the end of the calendar year in which
such termination becomes effective.
7. Notices. Notices to the Cities shall be sent to the following persons:
City
Contact
Auburn
Michael Hursh, Advisor to the Mayor
Bellevue
Joseph Adriano, Human Services Grant Coordinator
Bothell
Lynda Quinn, Sr. Administrative Assistant
Burien
Lori Fleming, Management Analyst
Covington
Victoria Throm, Human Services Analyst
Des Moines
Sue Padden, Senior Center Manager
Federal Way
Jay Bennett, Community Services Manager
Issaquah
Lisa Zurhorst, Executive Assistant
Kenmore
Leslie Harris, Management Analyst
Kent
Katherin Johnson, Human Services Manager
Kirkland
Sharon Anderson, Human Services Coordinator
Mercer Island
Cynthia Goodwin, Department of Youth and Family
Services Director
Redmond
Brooke Buckingham, Human Services Planner
Renton
Karen Bergsvik, Human Services Manager
Sammamish
Melonie Anderson, City Clerk
SeaTac
Colleen Brandt - Schluter, Human Services Manager
Shoreline
Rob Beem, Community Services Manager
Tukwila
Evie Boykan, Human Services Manager
Online Grant Funding Application Agreement
Page 4 of 10
The Lead City shall maintain a current list of City Contacts, and shall provide an updated
Contact list to all Participating Cities annually.
8. Indemnification. Each City agrees to indemnify the other Cities from any claims
arising out of the willful misconduct or negligent performance of services or duties under
this Agreement, committed by such City, or the City's employees or agents.
Each City hereby waives its immunity under Title 51 of the Revised Code of Washington
for claims of any type brought by any City agent or employee against the other Cities.
This waiver is specifically negotiated by the parties and a portion of the City's payment
hereunder is expressly made the consideration for this waiver.
9. Oversight Committee. This Agreement shall be managed by an Oversight
Committee made up of six City representatives, as follows: one each from three member
Cities from South King County, and one each from three member Cities in North/East
King County, to be designated by the Lead City. The representative of each City shall be
that person designated in section 7 of this Agreement. The Oversight Committee shall
meet at least annually, no later than July 31, to discuss the terms of the Agreement and
request any changes to the services provided pursuant to the Agreement. The Committee
shall provide written notice of any proposed changes to all member Cities no later than
August 15.
10. Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by
and construed in accordance with the laws of the State of Washington. In the event any
suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement,
the parties specifically understand and agree that venue shall be exclusively in King
County, Washington. Each party shall be responsible for its own attorney's fees and costs
of suit.
11. Amendments. This Agreement may be amended, altered, changed or extended in
any manner by the mutual written consent of all member Cities; provided that any
member City may substitute an alternate Contact person under section 7 by providing
written notice thereof to the Lead City, and provided, further, that any such substitution
shall not constitute an amendment, alteration or change to this Agreement.
12. Counterparts. This document may be executed by facsimile or electronic mail in
any number of current parts and signature pages hereof with the same effect as if all
parties had all signed the same document. All counterparts, each one which shall be
considered an original, together constitute one and the same instrument.
IN WITNESS WHEREOF, the undersigned have entered into this Agreement as of this
day of ,2013.
Online Grant Funding Application Agreement
Page 5 of 10
CITY OF AUBURN
By:
Title:
Date:
CITY OF BELLEVUE
By:
Title:
Date:
CITY OF BOTHELL
By:
Title:
Date:
CITY OF BURIEN
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application Agreement
Page 6 of 10
CITY OF COVINGTON
By:
Title:
Date:
CITY OF DES MOINES
By:
Title:
Date:
CITY OF FEDERAL WAY
By:
Title:
Date:
CITY OF ISSAQUAH
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application Agreement
Page 7 of 10
CITY OF KENMORE
By:
Title:
Date:
CITY OF KENT
By:
Title:
Date:
CITY OF KIRKLAND
By:
Title:
Date:
CITY OF MERCER ISLAND
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application Agreement
Page 8 of 10
CITY OF REDMOND
By:
Title:
Date:
CITY OF RENTON
By:
Title:
Date:
CITY OF SAMMAMISH
By:
Title:
Date:
CITY OF SEATAC
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Approved As To Form:
City Attorney
Online Grant Funding Application Agreement
Page 9 of 10
CITY OF SHORELINE
By:
Title:
Date:
CITY OF TUKWILA
C2
By:
Title:
Date:
Approved As To Form:
City Attorney
Approved As To Form:
Online Grant Funding Application Agreement
Page 10 of 10
Exhibit A
Fee Schedule
City
2013 Fee
Population
63,390
Auburn
$750.00
Bellevue
$1,000.00
124,600
Bothell
$500.00
17,280
Burien
$500.00
47,730
Covington
$500.00
17,760
Des Moines
$500.00
29,700
Federal Way
$750.00
89,460
Issaquah
$500.00
31,150
Kenmore
$500.00
21,020
Kent
$1,000.00
119,100
Kirkland
$750.00
81,480
Mercer Island
$500.00
23,154
Redmond
$750.00
55,360
Renton
$1,000.00
93,910
Sammamish
$500.00
47,420
SeaTac
$500.00
27,210
Shoreline
$750.00
53,270
Tukwila
$500.00
19,080
$11,750.00
Population
0 -50000
50000 -90000
90000+
Fee
$500.00
$750.00
$1,000.00