Loading...
HomeMy WebLinkAboutR-2026-101 ratify & accept grant agmt with WA Office Public Defense_SPAR grantRESOLUTION NO. R-2026-101 A RESOLUTION ratifying and approving the City Manager's execution of a grant agreement with the Washington State Office of Public Defense accepting the terms and conditions for a reimbursable grant for 2026-2027. WHEREAS, the City of Yakima is mandated by the State to provide representation to indigent criminal defendants; and WHEREAS, the Office of Public Defense accepted applications for a grant opportunity to reimburse agencies for costs of providing defense counsel consultation and representation for defendants facing charges or charged with simple possession or public use offenses involving allegations of possession or public use of a controlled substance, counterfeit substance, or legend drugs for the period of July 1, 202.6 through June 30, 2027; and WHEREAS, the City of Yakima applied for and was awarded a reimbursable grant in the amount of $30,000 from the Washington State Office of Public Defense; and WHEREAS, the City Council deems it to be in the best interest of the City to approve the grant agreement with Washington State Office of Public Defense for the receipt of these grant monies and to ratify execution of such agreement by the City Manager; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager's execution of the attached and incorporated grant agreement is hereby approved. ADOPTED BY THE CITY COUNCIL this 7th day of July, 2026. ATTEST: salinda Ibarra, CMC, City C HIN t' l Brown, Mayor Docusign Envelope ID: D87C1B1D-9D86-8236-8273-3C38D358F765 CONTRACT FACE SHEET 1. Recipient CITY OF YAKIMA 129 N 2nd St Yakima, WA 98901 2. Recipient Representative Victoria Baker vicki.baker@yakimawa.gov 509-575-6040 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 grace.oconnor@opd.wa.gov (564) 999-6612 5. Maximum Reimbursement Amount $30,000.00 6. Period of Performance Wednesday, July 1, 2026 through Wednesday, June 30, 2027 7. Recipient Statewide Vendor Number: SWV0007122-02 8. Contract Identification Number. FY270109 9. Purpose The purpose of this Agreement is to provide partial reimbursement to Recipient for the cost of providing high -quality indigent defense services for defendants facing charges of simple possession or public use offenses under RCW 69.50.4011(1)(b) or (c), RCW 69.50.4013, RCW 69.50.4014, or RCW 69.41.030(1), or under local ordinances involving allegations of simple possession or public use of a controlled substance, counterfeit substance, or legend drugs, consistent with RCW 2.70.200. 10. Acknowledgment The Office of Public Defense (OPD) and Recipient, as defined above, acknowledge and accept the terms of this Contract and any attachments, exhibits and hyperlinked documents herein, and have executed this Contract on the date below. The rights and obligations of both parties are governed by this Contract and the other documents incorporated by reference. 11. Authority The terms and conditions of this Contract are an integration of and constitute the final, entire, and exclusive understanding of the agreement between the parties, superseding and merging all previous agreements, writings, and communications between the parties made prior to or at the signing of this Contract. The parties signing below warrant they have read and understand this Contract and have authority to enter into this agreement. FY270109 CITY OF YAKIMA Page 1 of 16 Docusign Envelope ID: D87C1B1D-9D86-8236-8273-3C38D358F765 INTERAGENCY AGREEMENT between WASHINGTON STATE OFFICE OF PUBLIC DEFENSE and cry OF YAKIMA CONTRACT NUMBER FY270109 1. PARTIES TO THE AGREEMENT This Interagency Agreement (IAA) is made and entered into by and between the State of Washington acting by and through the Washington State Office of Public Defense, hereinafter referred to as "OPD," and CITY OF YAKIMA, hereinafter referred to as "Contractor" or uRecipientu. Collectively will be known as the "parties" and individually as the "party". 2. PURPOSE The purpose of this Agreement is to provide partial reimbursement to CITY OF YAKIMA (Recipient) for the cost of providing high -quality indigent defense services for defendants facing charges of simple possession or public use offenses under RCW 69.50.4011(1)(b) or (c), RCW 69.50.4013, RCW 69.50.4014, or RCW 69.41.030(1), or under local ordinances involving allegations of simple possession or public use of a controlled substance, counterfeit substance, or legend drugs, consistent with RCW 2.70.200. 3. PERIOD OF AGREEMENT Subject to its other provisions, the period of agreement under this Contract will commence on Wednesday, July 1, 2026, and run through Wednesday, June 30, 2027, unless terminated sooner or extended, as provided herein. 4. MAXIMUM REIMBURSEMENT AMOUNT A. OPD shall reimburse for authorized expenses as identified in Section 6, Authorized Reimbursable Expenses. B. OPD will subtract from reimbursement amounts where Recipient or Recipient's court has assessed a cost of counsel against an indigent defendant and the indigent defendant has either signed a promissory note for that amount, or had a fee imposed at sentencing for this purpose. Recipient shall report such assessed costs to OPD. C. The maximum amount Recipient may be reimbursed for authorized expenses shall not exceed $30,000.00 for the period of this Agreement. D. Subject to the availability of funds, and upon mutual agreement, Recipient and OPD may amend this Contract in writing to increase the allocated maximum reimbursement amount. 5. TERMS OF REIMBURSEMENT FY270109 CITY OF YAKIMA Page 2 of 16 Docusign Envelope ID: D87C1B1D-9D86-8236-8273-3C38D358F765 A. OPD will reimburse Recipient upon acceptance of expenses and receipt of properly completed invoices, and sufficient documentation supporting the invoices. Recipient shall submit invoices to the Representative for OPD subject to the invoicing schedule included in subsection (H) below. B. OPD will provide an invoice form to Recipient. 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 case numbers during the invoice time period and proof that the requested expenses were paid by Recipient. 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 Recipient via the default payment method associated with Recipient's Statewide Vendor Number. 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 shall report whether it will be unable to spend the maximum reimbursement amount during the Agreement Period, or if Recipient anticipates a need to increase the maximum reimbursement amount. Any request to increase the maximum amount will be subject to Section 4(D) Maximum Reimbursement Amount. OPD reserves the right to amend this agreement to reduce the maximum reimbursement amount set forth in Section 4(D), and reallocate unspent funds to other jurisdictions, if Recipient's invoicing indicates it will be underspent. G. Reimbursable expenses must be incurred between Wednesday, July 1, 2026 and Wednesday, June 30, 2027. 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. Recipient shall invoice OPD at least quarterly, but no more than once per month, according to the following schedule. 1. Known expenses for July 1 through September 30, 2026 shall be submitted by November 1, 2026. 2. Known expenses for October 1 through December 31, 2026 shall be submitted by February 1, 2027. 3. Known expenses for January 1 through March 31, 2027 shall be submitted by May 1, 2027. 4. Known expenses for April 1 through June 30, 2027 shall be submitted by July 15, 2027. I. OPD understands Recipient's contractors may not bill Recipient timely and that Recipient may not be aware of expenses in a particular quarter until after the submission deadline has passed. OPD will reimburse for invoices submitted outside the schedule outlined in sub -section (H) above, except for and subject to the limitation set forth in sub -section (j) below. FY270109 CITY OF YAKIMA Page 3 of 16 oocmign Envelope ID: omoBI J. OP0's fiscal year runs from July 1°2026boJune 30.2O27. Recipient must submit invoices for costs incurred during the performance period by July 15, 2027,or expenses may not be reimbursed. OPDmakes no guarantee of reimbursement for eligible expenses invoiced after July 15, 2027. 6. AUTHORIZED REIMBURSABLE EXPENSES Recipient is authorized toseek reimbursement up10the maximum amount set forth inSection 4Maximum Reimbursement Amount, for the following costs, subject to the provisions in Section 7 Duplication of Billed Costs and Section 8 Disallowed Costs. A. Compensation for attorney Representation on Qualifying Cases. B. Compensation for attorney Consultation onQualifying Cases. C. Support staff time devoted to assisting and supporting attorney Representation and Consultation on Qualifying Cases. D. Investigation costs associated with Qualifying Cases. E. Expert services where the scope of the expert's expertise is related to a Qualifying Charge. F. Interpreter costs (out+7f-oourt)onQualifying Cases. G. Pre -approved training events for attorneys and defender professional staff. H. Compensation for attorney Representation on an appeal undertaken according to the Rules for Appeal of Decisions of Courts of Limited Jurisdiction (RAU) where the RAU appeal contains an issue for review arising from Qualifying Charge. |. Other indirect costs necessary to providing representation or consultation if pre -approved by OPD. 7' DUPLICATION 0FBILLED COSTS Recipient shall not bill OPD for services performed under this Contract, 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. 8. DISALLOWED COSTS Recipient is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its contractors #rsubcontractors. 9. ADDITIONAL DEFINITIONS A. "Alternatives to Prosecution" means an opportunity to depart from the traditional criminal case process of charge to plea or trial. Examples include, but are not limited to, stipulated continuances,deferrals, Specialty or Therapeutic courts, Pre -file Diversion programs, or Pre-trial Diversion programs. B. "Consultation" means consultation for a client prior to assignment of counsel at first appearance or arraignment. Consultation also means advising a Client on Pre -File or Pre -Trial Diversion options. Consultation also means advising a client during the pendency of pre-trial Diversion. C. "Client" means an indigent individual facing a pending charge or charged with a Qualifying Charge in a court oflimited jurisdiction. D. "Pre -File Diversion" means an opportunity for a client to depart from the criminal legal system, initiated by either law enforcement or the prosecutor, that takes place before charges are filed against the C|imnt.Prm' Docusignsnvelop ID: D87C1B1 File Diversion may be, but need not be, organized under RCW 69.50.4011(3)(c),69.50.4013(2)(c), 69504014(2),or69,41.030(2)(e)' E. "Pre -Trial Diversion" mmmma an opportunity for a client to depart from the criminal legal o0mtenn after charges are filed against a defendant but before a plea is entered, or before proceeding to trial. Pre -Trial Diversion may be, but need not be, organized under RC8V6B'50'4O17' F. "Qualifying Charge" means mcharge ofviolating RCW 69.50.4011(1)(b)or(c),69.50'4013,69.50'4014, 69.41.Q30(2),(b),or(c);mrocharge under alocal ordinance involving allegations ofpossession orpublic use ofacontrolled substance, counterfeit substance, o,legend drug. G. "Qualifying Case" means mproceeding filed against oclient inacourt oflimited jurisdiction inwhich mtleast one ofthe charges filed, either originally oroaamended, hyoQualifying Charge, even if later dismissed. H. ^Rmpre;mntation^means appointment torepresent clients inQualifying Cases, including but not limited tm appearance at arraignment, pre-trial appearances, motions, sentencings, status conferences, review hearings, client conferences, and preparation for trial. Representation also means appointment to represent clients for Alternatives to Prosecution, including on motions to terminate clients from Alternatives to Prosecution. |. or Therapeutic Court" means a court utilizing a program structured to achieve both a reduction in recidivism and an increase in the likelihood of rehabilitation, or to address substance use disorder or mental health conditions in defendants through continuous and judicially supervised treatment and the appropriate use ofservices, sanctions, and incentives. 10. OVERSIGHT Over the duration of the agreement term, [PDmay conduct site visits for purposes of ensuring the use of funds for their specified purposes. AdOPD1yrequest, Recipient will assist inscheduling such site visits and inviting appropriate attendees such as, but not limited to public defense attorneys, judicial officers, and city or county representatives. ll- AGREEMENT MANAGEMENT The Parties hereby designatethe following agreement administrators mothe respective single points of contact for purposes of this Contract, each of whom shall be the principal contact for business activities under this Contract. The Parties may change administrators by written notice as set forth below. Any notices required or desired shall be in writing and sent by email as set forth below or to such other address or email address as the Parties may specify in writing. The notice period for any termination for convenience shall be30days written notice. Office ofPublic Defense Attn: Grace O'Connor PQBox 40957 Olympia, VVA885O4-0957 Tel: (564)999-6612 Email: grace.oconnor@opd.wa.gov 12. RIGHTS IN DATA CITY OFYAKINA Attn: Victoria Baker 12SN 2ndSt TwL5O9'575-604] Email: vicki.baker@yakimawa.gov OPD shall own all rights, title, and interest in and to all materials developed and delivered under this Contract. The Recipient grants to OPD royalty -free, perpetual license to copy, use, distribute, and modify all materials developed and delivered under this Contract for the use and benefit ofthe judicial branch ofthe Washington State government. This license does not include the right to sub -license, sell or otherwise transfer the materials or any rights to the FY370109 CITY DFYANMA Page 5of1G Docusign Envelope ID: D87C1B1D-9D86-8236-8273-3C38D358F765 materials to any other person or organization for any purpose without the express written authorization of the Recipient. Materials provided by OPD to the Recipient remain the sole property of OPD and cannot be used by the Recipient for purposes beyond this Contract without the express written authorization of OPD. 13. RESPONSIBILITY OF THE PARTIES Each party to this Contract assumes responsibility for claims and/or damages to persons and/or property resulting from any act or omission on the part of itself, its employees, or its agents. Neither party assumes any responsibility to the other party for any third -party claims. 14. ORDER OF PRECEDENCE In the event of an inconsistency in this Contract, the inconsistency will be resolved by giving precedence in the following order: A. Applicable federal and state of Washington statutes and regulations. B. Terms and Conditions as contained in this basic Contract instrument. C. General Terms and Conditions. D. Any other provision, term, or material incorporated herein by reference. FY270109 CITY OF YAKIMA Page 6 of 16 nocumign Envelope ID: o87CI 131 15. GENERAL TERMS AND CONDITIONS 15.1~ DEFINITIONS As used throughout this Contract, the following terms have the meanings set forth below: A. "C|ian1"means mnindividual receiving services under this Contract B. "Contractor" and "Recipient" means that agency, firm, provider organization, individual, or other entity performing services or receiving an award under this Contract. It includes any subcontractor retained by Contractor/Recipient eapermitted under the terms oYthis Contract. C. "OPD" means the Washington State Office of Public Defense, any division, section, office, unit, or other entity ofOPD,orany ofthe officers orother officials lawfully representing OPQ. D. "Personal Information" means information identifiable to any person, including, but not limited to, information that relates toa penmon'oname, health, finances, education, business, use orreceipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, other identifying numbers, and any financial identifiers. E. "SAAM" means the State Administrative & Accounting Manual. It provides control and accountability over financial and administrative affairs of the state and assists agencies in gathering and maintaining information needed for the preparation offinancial statements. F. "Subcontractor" means one not in the employment of the Contractor/Recipient who is performing all or part of those services under this Contract under a separate contract with Contractor/Recipient, regardless oftier. 15.2. ALL WRITINGS CONTAINED HEREIN This Contract contains all the terms and conditions agreed upon bythe parties. No other understandings, oral or otherwise, regarding the subject matter of this Contract shall bmdeemed to exist or tobind any of the parties hereto. 15.3. ASSIGNMENT Contractor/Recipient shall not transfer nor assign this Contract or any portion thereof;any right Prbenefit accruing tnContractor under this Contract; orany claim arising under this Contract without prior written consent ofOPD. 15.4. AMERICANS WITH DISABILITIES ACT Contractor/Rec|pientmust comply with the Americans with Disabilities Act (ADA) of1990, as amended, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunications and the Washington Law Against Discrimination RCVV49.0O. 15.5. AMENDMENTS This Contract may be amended bymutual agreement of the parties. Such amendment shall not be binding unless it ioinwriting and signed bypersonnel authorized tobind each ofthe parties. In the event oflitigation orother action brought toenforce Contract terms, each party agrees to bear its own attorney fees and costs. 15'7' CERTIFICATION REGARDING DEBARMENT FY270109 CITY DFYANMA Page Tof1$ Docusign Envelope ID: D87C1 B1 D-9D86-8236-8273-3C38D358F765 Contractor/Recipient, by signature to this Contract, certifies that the Contractor/Recipient is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from participating in transactions (Debarred). The Contractor/Recipient also agrees to include the above requirement in any and all Subcontracts into which it enters. Contractor/Recipient certifies that the Contractor/Recipient has not received notice to either fine or debar from the Department of Enterprise Services pursuant to Chapter 39.26.200 RCW, Procurement of Goods and Services, and shall remain in compliance throughout the term of this Contract. Contractor/Recipient shall immediately notify OPD if, during the term of this Contract, Contractor/Recipient becomes Debarred. OPD may immediately terminate this Contract by providing Contractor/Recipient written notice if Contractor/Recipient becomes Debarred during the term hereof. 15.8. CERTIFICATION REGARDING ETHICS Contractor/Recipient certifies that the Contractor/Recipient is now, and shall remain, in compliance with Chapter 42.52 RCW, Ethics in Public Service, or any other related statute, and any other applicable court rule or state or federal law related to ethics, throughout the term of this Contract. 15.9. CERTIFICATION REGARDING PAY EQUITY Pursuant to Engrossed Substitute Senate Bill 5167, 69th Legislature, 2025 Regular Session, Section 914 and Chapter 49.58 RCW Washington Equal Pay and Opportunities Act, Contractor/Recipient affirms equality among its workers by ensuring similarly employed individuals are compensated as equals. 15.10. CHANGE IN STATUS In the event of substantive change in the legal status, organizational structure or fiscal reporting responsibility of Contractor/Recipient, Contractor/Recipient shall notify OPD in writing or by email of the change as soon as is practicable, but no later than 30 days after the change. 15.11. CHANGES AND MODIFICATIONS Any change or modification to this Contract must be in writing and signed by both parties. 15.12. CONFORMANCE If any provision of this Contract 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. 15.13. CORRECTIONS If there are non -substantive typographical, grammar, scrivener's or drafting errors (such as erroneous numerical figures, incorrect dates, misspelled words, errant commas, etc.), OPD reserves the right to correct said errors at any time, without prior notice. 15.14. COUNTERPARTS This Contract may be signed in any number of counterparts, each of which is an original and all of which taken together form one single document. Execution of this Contract at different times and places by the Parties shall not affect the validity thereof so long as all the Parties hereto execute a counterpart of this Contract. Signatures delivered by email in PDF format or facsimile will be binding for all purposes. 15.15. DISPUTES To the extent practicable, the Parties shall use their best, good faith efforts cooperatively and collaboratively to resolve any dispute that may arise in connection with this Agreement as efficiently as practicable, and at the lowest possible level with authority to resolve such dispute. The Parties shall make a good faith effort to continue without FY270109 CITY OF YAKIMA Page 8 of 16 oocusignEnvelope ID: omC0 delay to carry out their respective responsibilities under this Agreement while attempting to resolve any such dispute. Except as otherwise provided in this Agreement, when a dispute arises between the parties and it cannot be resolved by direct negotiation, the parties shall participate in mediation in good ftifth. The parties shall choose the mediator byagreement. |fthe parties cannot agree onamediator, the parties shall use amediation service that selects the mediator for the parties. The parties agree that mediation must precede any action in a judicial or quasi- judicialtribunaL Nothing inthis Agreement will bmconstrued tolimit the parUem'uhoioecf amutually acceptable alternative resolution method such aaodispute resolution board orarbitration. 15.16. ELECTRONIC SIGNATURES Anelectronic signature orelectronic mecord of this Contract orany other ancillary agreement shall be deemed to have the same legal effect as delivery of an original executed copy of this Contract or such other ancillary agreement for all purposes. 15.17. EXHIBITS AND MYPERUNNS Each of the exhibits referenced herein or attached hereto and documentshypedinked herein are incorporated into this Agreement. 15.18. FORCE MAJEURE Neither nor OPDshall beliable orresponsible for delays orfailures in performance resulting from events beyond the reasonable control of such party and without fault or negligence of such party. Such events shall include but not bmlimited tostrikes, lockouts, riots, acts ofwar, epidemics, pandennico.acts ofgovernment, fire, power failures, nuclear accidents, earthquakes, unusually severe weather, acts of terrorism, or other disasters, whether or not similar to the foregoing, and acts or omissions or failure to cooperate of the other party or third parties (except Suboontnactono). In the event a Force Majeure occurs after the effective date and prior to completion or expiration date of this Contract, OPD, at its sole discretion, may elect to suspend performance of the Contract until OPDdetermines the Force Majeure event resolved. 01313 may exercise this option with no notification restrictions. 15.19. GOVERNING LAW AND VENUE This Contract will beconstrued and interpreted inaccordance with the laws ofthe state ofWashington and the venue of any action brought hereunder must beinthe Superior Court for Thurston County. 15.20. HARASSMENT shall not engage hnunlawful harassment, including sexual harassment, with respect toany persons with whom Contractor/Recipient interacts in the performance of this Contract. 15'21. HEADINGS f&CAPTIONS The headings and captions used herein are for reference and convenience only and shall not enter into the interpretation hereof unless otherwise specified herein. 15.22. |NOEYNN|F|CuJ|ON Contractor/Recipient shall defend, protect, and hold harmless the state of Washington, including all elected officials, public agencies, officers, and employees thereof, from and against all claims, suits, and actions, including all costs of defense, arising from any negligent act or omission of Contractor/Recipient or any authorized subcontractor or any employee oragent ofeither, inthe performance ofthis Contract. FY270109CDY OFYAKMA Page 9of1$ oocumign Envelope ID: n87o131 15.23. INDEPENDENT CAPACITY OFTHE CONTRACTOR The parties to this Contract, in the performance of it, will be acting in their individual capacities and not aaagents, employees, partners, joint ventures, orassociates mYone another. The employees mragents ofone party will not ba considered or construed to be employees or agents of the other party for any purpose whatsoever. Moreover, Contractor/Recipient shall not hold themselves out msemployees ofOPO' Aaprovided inChapter 236Laws of2012 and Washington Public Employees' Retirement System RCVV41'40.01O section 13(c), Contractor/Recipient and any employees of Contractor/Recipient providing services under this Contract are not, as a result of providing services under this Contract, eligible for any public benefits, including membership in any public retirement programs of the State of Washington. 15'24. INSURANCE INDUSTRIAL COVERAGE If required by law, shall provide or purchase industrial insurance coverage prior to performing work under this Contract. OPD will not be responsible for payment of industrial insurance premiums or for any other claim or benefit for Contractor/Recipient or any authorized subcontractor or employee of Contractor/Recipient that might arise under the industrial insurance laws during the performance of duties and services under this Contract. If the Department of Labor and Industries, upon audit, determines that industrial insurance payments are due and owing as a result of work performed under this Contract, those payments shall be made by Contractor/Recipient; Contractor/Recipient shall indemnify OPD and guarantee payment of such amounts. 15.25. INSURANCE LIABILITY COVERAGE Unless otherwise specified herein, Contractor/Recipient shall maintain adequate insurance coverage. OPD willnot be responsible for payment ofinsurance premiums. The intent of the required insurance is to protect the state should there be any claims, suits, actions, costs, damages, or expenses arising from any negligent orintentional act or omission of Contractor/Recipient or subcontractor or agents of either while performing under the terms of this Contract. shall, prior tocommencement ofthis Contract, obtain, at its sole cost and expense, and otall times during the term ofthis Contract, maintain insurance coverage. Failure tomaintain sufficient coverage shall not relieve the Contractor/Recipient of its duty of indemnification as stated in this Contract. Contractor/ Recipient agrees to provide evidence of insurance coverage upon request from OPD. If Contractor/Recipient ioa government agency covered by a governmental self-insurance program, it can provide verification of self-insurance to satisfy the evidence of insurance requirement. Contractor/Recipient is advised to assess services delivered pursuant to this Contract and to purchase insurance coverage for risks associated with those services. For example, while not necessarily required under the Contract, services may involve advising clients or associated parties, hosting clients or associated parties on its premises, transporting clients or associated parties in its vehicle, or storing personal information associated with a client or associated parties on its electronic systems, amongst others. Consequently, pursuant to the assessment, Contractor/Recipient may determine to purchase insurance policies like professional liability errors and omissions coverage, general liability coverage, business use automobile coverage, or cyber risk liability coverage, amongst others, for perils associated with those activities. Contractor/Recipient is advised to carry short term disability insurance for any extended unavailability due to illness, injury, or similar. Failure to provide and maintain insurance as required may result in termination of the Contract. Byrequiring insurance, the State of Washington and OPD do not represent that the coverage and limits specified will be adequate to protect the Contractor/Recipient. Such coverage and limits shall not be construed to relieve the Contractor/Recipient from liability in excess of the required coverage and limits and shall not limit the FY270l09CITY OFYANMA Page 1Oof18 oocusignEnvelope ID:D87CIBl pient'aliability under the indemnities and reimbursements granted to the State and OPDinthis Contract. All insurance provided incompliance with this Contract shall beprimary omtoany other insurance orself- insurance prog,amoafh»nded tmmrmaintained bythe State. Contractor/Recipient waives all rights, claims, and causes of action against the State of Washington and OPDfor the recovery of damages covered by insurance maintained by Contractor/Recipient. 15'20. LAWS Contractor/Recipient shall comply with all applicable laws, ordinances, codes, regulations, court rules, policies of local and state and federal governments, osnow mrhereafter amended. 15.27 LICENSING AND ACCREDITATION STANDARDS Contractor/Recipient shall comply with all applicable local, state, and federal licensing, accreditation, and registration requirements and standards necessary in the performance of this Contract. 15.28' NON-DISCRIMINATION Contractor/Recipient shall comply with all federal and state nondiscrimination laws, and policies inthe performance of this Contract. Contractor/Recipient shall not discriminate against any client or person with whom Contractor/Recipient interacts inthe performance ofthis Contract because mfrace, national origin, color, gender, religion orage; disability, pregnancy, or physical or mental health condition; sexual orientation, or gender identity or expression; marital or veteran status; or English proficiency or speaking accent. In the event of Contnootor's/Rooipient'enonnonmp|imnce or refusal to comply with any nondiscrimination law, regulation, or policy, OPO may terminate this Contract inwhole orin part inaccordance with the Termination for Default section below, and OPD may declare Contractor/Recipient ineligible for further contracts with OPD. 15.29. NON -EXCLUSIVITY This Contract is non-exclusive. During the term of this Contract, OPD reserves the right toenter into agreements with other parties aoitdeems fit. Nothing contained |nthis Contract shall beconstrued tolimit inany way OPD'sright to enter a like or similar agreement or grant a like or similar license to any other entity or party on such terms aaOPD may inits sole discretion deem appropriate. 15.3K0. OBLIGATIONS UPON EXPIRATION OR TERMINATION Upon expiration ortermination ofthis Contract, Contractor/Recipient shall continue tofulfillContractor's/Recipient's obligations with respect to any Services and provisions of this Contract that, by their nature, would continue beyond the expiration, termination, or cancellation of this Contract. 15.31. OVERPAYMENTS If an audit of Contractor's/Recipient's or OPD's records determines that fees paid pursuant to this Contract are in excess ofthose authorized under this Contract, Contractor/Recipient shall immediately reimburse OP0for any excess amounts as determined by such audit. 15.32. POLITICAL ACTIVITIES Political activities ofCon1nantor's/Ranpient's employees and officers are limited bythe State Campaign Finances and Lobbying provisions of Chapter 42.17A RCW and the Federal Hatch Act, 5 USC 1501 - 1508. None of the funds provided under this Contract shall be used for publicity, lobbying, or propaganda purposes designed to support or defeat legislation pending before any federal, state, or local government, ballot measures or candidacy of any person for public office. 15�3. PRIVACY PROTECTION PY270109 CITY OF YA0MA Page 11of1G oocusignsnvelop |oD87CIm information collected, used or acquired in connection with this Contract shall be used solely for the purposes of this Contract. Contractor/Recipient and its subcontractors agree not to release, divulge, publish, transfer, sell or otherwise make known to unauthorized persons confidential information without the express written consent of OPD or as provided by law or applicable rules of professional conduct. Contractor/Recipient agrees to implement physical, electronic and managerial safeguards to prevent unauthorized access to any confidential information that comes into Contractor's/Recipient's possession as a result of the work performed under this Contract. Confidential information includes, but is not limited to, any information identifiable to an individual that relates to a natural person's health, finances, education, business, use or receipt of governmental services, names, addresses, telephone numbers, social security numbers, driver license numbers, financial profiles, credit card numbers, financial identifiers and any other identifying numbers, law enforcement records, or health care or state security information. 15.34 PROFESSIONAL COURTESY AND CONDUCT Contractor/Recipient agrees toconduct all interactions with clients, peers, QPQ,and the justice system, ina professional, respectful, and courteous manner. The parties shall strive to maintain a collaborative and constructive working relationship, avoiding any behavior that could be perceived as hostile, disrespectful, or disruptive. This includes timely communication, responsiveness to inquiries, and adherence to mutually agreed timelines. OPD likewise agrees to extend the same level of professional courtesy to the Contractor/Recipient. 15.35 PUBLIC INFORMATION Unless statutorily exempt from public disclosure, this Contract and all related records are subject to public disclosure as required by Washington's General Rule 31.1, Access to Administrative Records. Contractor/Reci pie nt, when submitting records to OPD or otherwise making written inquiries or requests to OPD, shall redact any confidential information contained therein and shall not identify clients or other case -related parties bvname, unless specifically requested byQPDtodoso. 15�6. PUBLICITY Contractor/Recipient shall submit to OPD all advertising and publicity materials relating to this Contract wherein OPD's name is mentioned or language is used from which the connection of OPD may, in OPD'sjudgment,be inferred or implied. Contractor/Recipient shall not publish or use such advertising and publicity materials without OPD'mprior written consent. 15.37. RECAPTURE If the fails 10perform this Contract inaccordance with state laws, federal laws, and/or the provisions ofthe Contract, 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. 15�8. RECORDS, DOCUMENTS, AND REPORTS shall maintain books, records, documents, data, and other evidence relating tothis Contract and performance of the services described herein, including but not limited to accounting procedures and practices that sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Contract. shall retain such records for a period of six years following the date of final payment. At no additional cost, these records, including materials generated under the contract, will be subject at all reasonable times to inspection, review, or audit by OPD, personnel duly authorized by the OPD, the Off ice ofthe State Auditor, and federal and state officials soauthorized by law, regulation, oragreement. FY27O1D9CITY OFYAKMA Page 12cf18 Docusign Envelope 7 D-9D86-8236-8273-3C38D358F765 If any litigation, claim, or audit is started before the expiration of the six -year period, Contractor/Recipient shall retain the records until all litigation, claims, or audit findings involving the records have been resolved. 15.39. REGISTRATION WITH DEPARTMENT OF REVENUE The Contractor/Recipient shall complete registration with the Washington. State Department of Revenue and shall be responsible for payment of all taxes due on payments made under this Contract. 15.40. REGISTRATION WITH STATEWIDE VENDOR REGISTRY OPD will process payments using the Contractor's/Recipient's or authorized service provider's statewide vendor number (SWV). Contractor/Recipient or authorized service provider shall complete registration for the SWV and maintain its accuracy with the Washington State Office of Financial Management, Statewide Vendor/Payee Services. Contractor/Recipient may find all information regarding registration at: httosl ofm.wa.gov tech-su000 tlstatewide- vendor-iavee-services. OPD cannot guarantee timely payment without the Contractor's/Recipient's or authorized service provider's current SWV. 15.41. RIGHT TO INSPECTION At no additional cost, all records relating to the Contractor's/Recipient's performance under this Contract shall be subject at all reasonable times to inspection, review, and audit by OPD, the Office of the State Auditor, and state officials authorized by law, in order to monitor and evaluate performance, compliance, and quality assurance under this Contract. The Contractor/Recipient shall provide access to its facilities for this purpose. 15.42. RIGHT TO MONITOR Contractor/Recipient shall provide right of access to its facilities to OPD or any of its officers at all reasonable times in order for OPD to monitor and evaluate performance, compliance, and quality assurance under this Contract, not to include inspection of confidential client information. OPD shall perform all inspections and evaluations in such a manner that will not unduly interfere with Contractor's/Recipient's business or work hereunder. 15.43. SEVERABILITY If any provision of this Contract or any provision of any document incorporated by reference is held invalid, such invalidity shall not affect the other provisions of this Contract that can be given effect without the invalid provision if such remainder conforms to the requirements of applicable law and the fundamental purpose of this Contract. To this end, the provisions of this Contract are declared to be severable. 15.44. SUBCONTRACTING Neither Contractor/Recipient nor any OPD approved subcontractor shall enter into subcontracts for any of the work contemplated under this contract without obtaining prior written approval of OPD. Contractor's employees are not considered subcontractors. In no event will the existence of a subcontract operate to release or reduce the liability of Contractor/Recipient to OPD for any breach in the performance of Contractor's/Recipient's duties. If Contractor/Recipient violates this provision OPD may, at its option, terminate this Contract in accordance with the Termination for Default section below. 15.45. SURVIVORSHIP The terms, conditions and warranties contained in this Contract that by their sense and context are intended to survive the completion of the performance, expiration or termination of this Contract shall so survive. 15.46. SUSPENSION FOR CONVENIENCE FY270109 CITY OF YAKIMA Page 13 of 16 oocusignEnvelope ID: omC1 B1 OPOmay suspend this Contract or any portion thereof for otemporary period by providing written notice to the Contractor/Recipient aminimum oYseven (7)calendar days before the suspension date. Contractor/Recipient ahaU resume performance on the first business day following the suspension period unless another day is specified in writing byOPQprior tmthe expiration ofthe suspension period. 15.47. TAXES Where required bystatute prregulation, shall pay for and maintain incurrent status all taxes that are necessary for Contract performance. If Contractor/Recipient kyobusiness registered out-od-datemrnut-of' ooun1ry,1henK3PDwU|payusetowem,if any, imposed onthe services and materials acquired hereunder, tmthe Washington State Department of Revenue (DOR) on behalf of the Contractor/Recipient. Contractor/Recipient shall complete registration with the Washington State Department of Revenue and be responsible for payment of all taxes due on payments made under this Contract. An Out -of -State Contractor/Recipient must contact the Department of Revenue to determine whether they meet criteria to register and establish an account with the Department of Revenue. Refer to WAC 458-20-101 (Tax registration and tax reporting) and call the Department of Revenue at 800-647-7706 for additional information. All payments accrued on account of payroll taxes, unemployment contributions, any other taxes, insurance, or other expenses for Contractor/Recipient or Contractoes/Recipient's staff shall be Contractor's/Recipient's sole 15.48. TERMINATION FOR CONVENIENCE Except as otherwise provided in this Contract, either party may, by written notice, beginning on the second day after the mailing, provide notice to terminate this Contract inwhole orinpart. If this Contract ismoterminated, OPQwill be liable only for payment required under the terms of this Contract for services rendered prior to the effective date of termination. 15�9. TERMINATION FOR DEFAULT/CAUSE OPD may terminate this Contract for default, in whole or in part, by written notice to Contractor/ Recipient if OPD has areasonable basis 1mbelieve that Contractor/ Recipient has: • failed tomeet ormaintain any requirement for contracting with OPO. w failed to render adequate representation or services to clients or willfully disregarded the rights and best interests ofthe client. * failed to perform under or otherwise breached any term or condition of this Contract. • violated any applicable law orregulation. • orotherwise breached any provision orcondition pfthis Contract. |fitialater determined that Contractor/Recipient was not in default, the termination will be considered a termination for convenience. 15.50. TERMINATION OR SUSPENSION FOR NON -AVAILABILITY OF FUNDS In the event funding from state, federal, or other sources is withdrawn, reduced, mlimited inany way, OPD, at its sole discretion, may elect tosuspend orterminate the Contract, inwhole orpart, for convenience ortorenegotiate the Contract subject to new funding limitations and conditions. 15.51. TERMINATION PROCEDURE DocusignEnvelope ID: D87C1B1 Upon expiration, suspension, crtermination ofthis Contract, and except aootherwise directed bvOPD. Contractor/Recipient shall comply with all directions contained in OPD's notice of expiration, suspension, or termination, including: 9 stopping work mnany cases, services ordm|ivarables whore OPOdirects the cessation ofwork. • completing work on any cases, services prdeliverables where OPD directs the completion of work. w complying with any other requirements for completion of work that OPD specifies. Ontermination, OPQmay withhold from any amounts due Contractor/Recipient for completed work, services or deliverables such sum as OPD determines to be reasonably necessary to protect OPD against potential loss or liability. The rights of and remedies available to OPD provided in this clause are not exclusive and are in addition to any other rights and remedies provided bvlaw orthis Contract. |nthe event oftermination ofthis Contract, OPD reserves the right to require bond toassure completion ofthe work byContm»otor/Rmnipiont, pursuant tostate law. 15.52, TRAVEL Ifthere are OPD'approvedtravel expenses, including but not limited to, airfare, mileage, and lodging, they will ba purchased orreimbursed inaccordance with the Washington State OffioemfFinancial Management's (OFM)State Accounting and Administrative Manual (SAAM) travel policies and rates or its successor the Washington Administrative and Accounting Manual (WAAM). OPD may have more restrictive procedures or applicable OPD policies further limiting travel expense purchases orreimbursement. 15.53. WAIVER OF DEFAULT Waiver of any default or breach under this Contract will not be deemed to be a waiver of any subsequent default or breach. Waiver will not bmconstrued tobe amodification ofthe terms ofthis Contract unless stated tobesuch in writing, signed by OPD's Director or the Director's designee. PY270109 CITY OF YAKINA Page l5of1G Docusign Envelope ID: D87C1B1D-9D86-8236-8273-3C38D358F765 This Contract is executed by the persons signing below who warrant that they have the authority to execute this Contract. FOR RECIPIENT FOR OPD LrSl'"pL�ned by: Slflned by: vlctbViCL ia�l.V � a(.t. �t(4la.In.&r t62SiC:GA7CG tAa,. CNE&2698C5}I: A._ SIGNATURE SIGNATURE Victoria Baker FULL NAME Grace O'Connor FULL NAME City Manager supervising Attorney TITLE TITLE. 6/22/2026 6/22/2026 DATE SIGNED DATE SIGNED CITY CONTRACT NO: 2-o47.G,"1 a Z' RESOLUTION NO: R"ibita- tat This Contract, including referenced exhibits, represents all the terms and conditions agreed upon by the parties. No other understandings or representations, oral or otherwise, regarding the subject matter of this Contract will be deemed to exist or to bind any of the parties hereto. This Contract may be altered, amended, or waived only by a written amendment executed by both parties. ITEM TITLE: SUBMITTED BY: SUMMARY EXPLANATION: BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 7.H. For Meeting of: July 7, 2026 Resolution ratifying and approving the City Manager's execution of a reimbursable grant agreement with the Washington State Office of Public Defense (General Fund: revenue positive) Victoria. Baker, City Manager The City of Yakima applied for a Simple Possession Advocacy and Representation (SPAR) grant. The City received notification that it was awarded a $30,000 reimbursable grant for the period of July 1, 2026 through June 30, 2027, On June 22, 2026, the City Manager electronically signed agreement FY270109 accepting the grant award. The purpose of the grant is to provide reimbursements to the City for the cost of providing defense counsel consultation and representation for defendants facing charges or charged with simple possession or public use offenses involving allegations of possession or public use of a controlled substance, counterfeit substance, or legend drugs. These are General Fund costs and this reimbursement offsets some of these costs. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24.25: RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution_ accept SPAR grant award 20260622104722 36