HomeMy WebLinkAboutR-2022-002 Resolution accepting a grant from the Washington State Archives Office and authorizing a Grant Agreement for records retention improvementsRESOLUTION NO. R-2022-002
A RESOLUTION
accepting a grant from the Washington State Archives Office and
authorizing a Grant Agreement for records retention improvements in the
City of Yakima Wastewater Division
WHEREAS, the City of Yakima (City) Wastewater Division was granted $16,102.85 from
the Washington State Archives Office to provide funding for improvements to records retention
in the Wastewater/Stormwater Division; and
WHEREAS, the City Council must accept the grant terms and conditions and approve
the Grant Agreement; and
WHEREAS, the City Council finds that it is in the best interest of the City of Yakima and
its residents to accept the $16,102.85 grant from the State Archives Office, Grant Number G-
7266, and authorize the City Manager to enter into a Grant Agreement with the State Archives
Office to help fund records retention improvements; now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Council of the City of Yakima hereby accepts the $16,102.85 grant from the
Washington State Archives Office as awarded and authorizes the City Manager to execute the
Grant Agreement between the City and the Washington State Archives Office (Grant Number G-
7266), as well as any other necessary documents to accept the award and funds. The Grant
Agreement is attached hereto and fully incorporated herein.
ADOPTED BY THE CITY COUNCIL this 4th day of January, 2022.
ATTEST:
Sonya Claar Tee, City Clerk
Janice Deccio, Mayor
DocuSign Envelope ID: A70C76CO-6EBI-41CD-BF75-B7B9BDCD3D93
GRANT AGREEMENT
BETWEEN
THE STATE OFWASH|NGTON,
OFFICE OFTHE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND
CITY OF YAKIMA WASTEWATER
This Grant Agreement (this "Agreement") is entered into between the ubsbe of Washington, Office of
the Secretary ofState, Division ofArchives and Records Management (hereinafter referred to as 1]8D3^).
and City of Yakima Wastewater (hereinafter referred to as "Grantee").
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of2U17;and
WHEREAS, the purpose ofthis program is tohelp local governments use technology to improve their
nnoondu rwtenUon, management and disclosure of public nmoondo pnnneu000, as authorized under RCVV
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
Prugnom'opurposes; 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, THEREFC>RE, in consideration of the terms and conditions contained hnren, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
1. STATEMENTOFWORK
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 Aand 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 cfexpenditures ierequired. Grantee shall submit reports to:
N1arnie K8nGnoth, Coordinator
Local Records Grant Program
Washington State Archives
112QWashington StSE
Olympia, WA 80504'8238
Upon completion of the project work and prior to disbursement of the Grant Amount, Grantee shall participate
inasurvey conducted byDSOS.
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
0000aignEnvelope ID: A70o76co-6so1-*1oo-BF75-B7o9a0003oe3
Nogrant funds will bmdisbursed inadvance toGrantee. All grant funds will beheld byOSOS. In consideration
for the work conducted as described in Exhibit A, and Grantee's compliance with the other terms and conditions
of this Agneement. Grantee uho|| submit invoices for completed work to the OSDS Project Manager for
processing byDS<]S.Subject to the other provisions of this Agreement, this grant is not to exceed the amount
of$16.182.85(the "Grant Amount^) amset forth on Exhibit A.
Payment for approved and completed work will bamade bywarrant oraccount transfer byOSOSwithin 3O
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
C>8O8 Financial Services. In addition to a Federal Tux |D number, Grantee must provide [)SOS a Statewide
Vendor Number (8VVV#). Payment cannot bamade without these numbers onfile. The Contract number G'
7266 and Statewide Vendor number must be rmfmnonomd on each reimbursement claim in order for the
claim hnbeprocessed.
Coots incurred prior to the effective date of this Agreement ohoU 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 T �FUN� PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE �
Specific accounting requirements for the Program include but are not limited to:
° All changes bothe approved project (project scope, budgat, panoonne|), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as result of this grant must meet the Washington State Standards for Production
and Use ofMicrofilm.
^ Grant work must be monitored in pnngnuou. OSC>8 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 contactperson for communications
regarding the performance of this Agreement. Invoices shall be sent 0nthe O3O8 Project yNonager. Should
questions arise during the processing of invoices, send inquiries to payaN »«a.qou.
Ear|eneQi||mrd
City qfYakima Wastewater
222OEViola Ave
Yakima, WAB89Q1
809'249-0811
msr|wnw.di||omd@*akimnama.0ov
MnrnieK8uGnoth
Dffion of the Secretary ofState
Washington State Archives and Records Management
1120Washington St. SE
Post Office Box 40238
Olympia, Washington A85O4'O23D
Phnno:36U'58G'T81O
E-mail address: marn|e`nncqoath4a)sosawa.9ox
6. INDEPENDENT CAPACITY
The employees oragents ofeach party who are engaged inthe performance cf this Agreement shall continue bo
Page 2 of 3
000 monsnvompo|o: A70c7600-6Ea1-*1cD-oF75s7s9ooco3o93
the other party. Each party Umthis Agreement shall beresponsible for its own acts and/or omissions and those of
its officers, employees and agents.
7. EXCEPTIONAL CIRCUMSTANCES
|nthe 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 inthis Agreement. The parties agree that such an increase in available funds nrextension
of time due to exceptional circumstances shall not require a formal amendment to this Agreement, but instead
may bmeffectuated byOS(]Safter notice toGrantee.
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 ofthis Agreement prior tothe effective date cftermination.
G. 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. |fthe failure or violation is not corrected, this Agreement may be terminated
immediately bywritten notice ofthe aggrieved party bothe 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 adispute arises between the porUao and itcannot be resolved by direct negotiadion, either party may
request adispute hearing with the Secretary ofState. Nothing inthis Agreement shall bnconstrued hulimit the
parties' choice of mutually acceptable Alternate Dispute Resolution (ADR) method in addition to the dispute
resolution procedure outlined above.
10LGOVERNANCE
`
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 rule 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 OFYAKIMA WASTEWATER
( DQCusigned by,
Authorized Signatory
Print Name: Bob Harrison
Title: City Manager
CITY CONTRACT rto�,j
REoomnONwO�
11712022
0
OFFICE C>FTHE SECRETARY OFSTATE
,,—Oocuftnad by:
s lirb,&& o-'�LffLyVaiA,1/I0/2022
Tmva[YHaffemon
Assistant Secretary ofState
Page 3 of 3
DocuSign Envelope ID: A7OC76C0-6EB1-41CD-BF75-B7B9BDCD3D93
OSOS NO. G-7266
APPROVED AS TO FORM
Attorney General's Office
Page 4 of 3
oocumnnEnvelope ID: A70o76co-6eo1-*1co*F75-B7o9aoco3oe3
OSCIS Contract No. G-7266
EXHIBIT A
AWARD DETERMINATION
CITY OFYANPNAWASTEWATER
The following table illustrates the grant budget as proposed byyour agency with the items that were
funded, and the items that were awarded with conditions.
Amount : Amount
Requested . Funded
-
"
� $16102.85�
Stipulations/Conditions
Increased hours for existing part-time staff, boxes,
shelving, and records destruction services required to
� inventory and organize the agency's paper/analog
�records, and todisposition any paper/analog records
that have met minimum required retention period. >
Upon approval from Washington State Archives,
Agency may reallocate funding to cover:
* File cabinets
� Washington State Archives boxes
�Other supplies necessary for project
_ Funds will not be used for any ineligible expenses
[ including but not limited to:
� Existing FTEhours
� Overtime hours (any time exceeding 4Ohours
per week)
� Any staff time spent:
o ucanninu/digitizingrecordu
o organizing digital records
o responding topublic records requests
° Capital improvements
� Non -Washington State Archives records boxes
Unapproved shelving
All reimbursement requests to be submitted by
o
' $���� 15�5[� Not toexceed an�ount|�ted.
` ^
V
�
1
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEM ENT
Item No. 6.D.
For Meeting of: January 4, 2022
Resolution accepting a grant from the Washington State Archives
Office and authorizing a Grant Agreement for records retention
improvements
Scott Schafer, Director of Public Works
David Brown, Assistant Director of Public Works
Mike Price, Wastewater/Stormwater Director (509) 249-6815
SUMMARY EXPLANATION:
The City of Yakima was awarded a grant of $16,102.85 from the Washington State Archives
Office to assist in funding supplies, labor, and professional services to improve records handling
within the Wastewater/Stormwater Division. The attached Grant Agreement formalizes the
issuance of the grant and outlines each party's obligations with regard to the funding.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution
ATTACHMENTS:
Description
1 Resolution Grant Agreement Record Retention
ID Contract
Upload Date
12/ 16/2021
12/ 16/2021
Type
Resolution
Contract