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AG 13-185DATE IN: I DATE OUT: I TO: CITY OF FEDERAL WAY LAW DEPARTMENT REQUEST FOR CONTRACT PREPARATION/DOCUMENT REVIEW /SIGNATURE ROUTING SLIP ORIGINATING DEPT. /DIV: FEDERAL WAY POLICE DEPARTMENT 2. ORIGINATING STAFF PERSON: LYNETTE ALLEN 4. TYPE OF DOCUMENT REQUESTED (CHECK ONE) _X PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE /LABOR AGREEMENT • PUBLIC WORKS CONTRACT • SMALL PUBLIC WORKS CONTRACT (LESS THAN $200,000) ❑ PURCHASE AGREEMENT) (MATERIALS, SUPPLIES, EQUIPMENT) ❑ REAL ESTATE DOCUMENT 5. PROJECT 6. NAME OF ADDRESS: SIGNATURE NAME: EXT: 6701 3. DATE REQ. BY: ASAP ❑ SECURITY DOCUMENT (E.G. AGREEMENT& PERF /MAIN BOND; ASSIGNMENT OF FUNDS IN LIEU OF BOND) ❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ) • CONTRACT AMENDMENT AG #: • CDBG ❑ OTHER TELEPHONE TITLE 7. ATTACH ALL EXHIBITS AND CHECK BOXES ❑ SCOPE OF SERVICES ❑ ALL EXHIBITS REFERENCED IN DOCUMENT ❑ INSURANCE CERTIFICATE ❑ DOCUMENT AUTHORIZING SIGNATURE 8. TERM: COMMENCEMENT DATE: JULY 1. 2013 COMPLETION DATE: JUNE 30, 2014 9. TOTAL COMPENSATION: 4.3 iv INCLUDE EXPENSES & SALES TAX, IF ANY) (IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES) REIMBURSABLE EXPENSE: ❑ YES ❑ NO IF YES, MAXIMUM DOLLAR AMOUNT: $ PAID BY: ❑ CONTRACTOR ❑ CITY IS SALES TAX OWED ❑ YES ❑ NO IF YES, $ 10. CONTRACT REVIEW INITIAL /DATE APPROVED INITIAL/DATEAPPROVED ❑ PROJECT MANAGER ❑ DIRECTOR ❑ RISK MANAGEMENT - -_ El LAW P (U 13 ;,g kiilAw PA - Q -13 _ 11. CONTRACT SIGNATURE ROUTING INITIAL /DATE APPROVED INITIAL /DATE APPROVED ❑ LAW DEPARTMENT ❑ CITY MANAGER CITY CLERK l SIGN COPY BACK TO ORGINATING DEPT.i ASSIGNED AG# ❑ PURCHASING: PLEASE CHARGE TO: COMMENTS: "% 'v.r S to e.-S C�.c.. -.n e1c� +-U ScP� , 3 r� Just received Agreement today 07/16/13 - It's already in effect so we may need to walk on August 3rd ACCOUNT #001 -0000- 090 - 337 -07 -044 l f A- i=0 u'4 h I' _00 a "j' H g 1'194 t #f'j A'v nod- a,► �%' w-.d 10/09/02 6Y /^ , b4h Cost Reimbursement Agreement Executed By King County Sheriffs Office, a department of King County, hereinafter referred to as "KCSO," Department Authorized Representative: John Urquhart, Sheriff King County Sheriffs Office W -150 King County Courthouse 516 Third Avenue Seattle, WA 98104 and Federal Way Police Department, a department of King County, hereinafter referred to as ` °' Contractor," Department Authorized Representative: Brian Wilson, Chief of Police 333258 Ih Avenue South PO Box 9718 Federal Way, WA 98063 -9718 WHEREAS, KCSO and Contractor have mutually agreed to work together for the purpose of verifying the address and residency of registered sex and kidnapping offenders; and WHEREAS, the goal of registered sex and kidnapping offender address and residency verification is to improve public safety by establishing a greater presence and emphasis by Contractor in King County neighborhoods; and WHEREAS, as part of this coordinated effort, Contractor will increase immediate and direct contact with registered sex and kidnapping offenders in their jurisdiction, and WHEREAS, KCSO is the recipient of a Washington State Registered Sex and Kidnapping Offender Address and Residency Verification Program grant through the Washington Association of Sheriffs and Police Chiefs for this purpose, and WHEREAS, KCSO will oversee efforts undertaken by program participants in King County; NOW THEREFORE, the parties hereto agree as follows: Cost Reimbursement Agreement KCSO will utilize Washington State Registered Sex and Kidnapping Offender Address and Residency Verification Program funding to reimburse for expenditures associated with the Contractor for the verification of registered sex and kidnapping offender address and residency as set forth below. This Interagency Agreement contains eight (8) Articles: ARTICLE I. TERM OF AGREEMENT The term of this Cost Reimbursement Agreement shall commence on July 1, 2013 and shall end on June 30, 2014 unless terminated earlier pursuant to the provisions hereof. ARTICLE II. DESCRIPTION OF SERVICES This agreement is for the purpose of reimbursing the Contractor for participation in the Registered Sex and Kidnapping Offender Address and Residency Verification Program. The program's purpose is to verify the address and residency of all registered sex and kidnapping offenders under RCW 9A.44.130. The requirement of this program is for face -to -face verification of a registered sex and kidnapping offender's address at the place of residency. In the case of • level I offenders, once every twelve months. • of level II offenders, once every six months. • of level III offenders, once every three months. For the purposes of this program unclassified offenders and kidnapping offenders shall be considered at risk level I, unless in the opinion of the local jurisdiction a higher classification is in the interest of public safety. ARTICLE III. REPORTING Two reports are required in order to receive reimbursement for grant- related expenditures. Both forms are included as exhibits to this agreement. "Exhibit A" is the Offender Watch generated "Advanced Verification Request Report" that the sex or kidnapping offender completes and signs during a face -to -face contact. "Exhibit B" is an "Officer Contact Worksheet" completed in full by an officer /detective during each verification contact. Both exhibits representing each contact are due quarterly and must be complete and received before reimbursement can be made following the quarter reported. Original signed report forms are to be submitted by the 5th of the month following the end of the quarter. The first report is due October 5, 2013. Page 2 of 5 July 30, 2013 Cost Reimbursement Agreement Quarterly progress reports shall be delivered to Attn: Tina Keller, Project Manager King County Sheriff's Office 500 Fourth Avenue, Suite 200 M/S ADM -SO -0200 Seattle, WA 98104 Phone: 206 - 263 -2122 Email: tina.keller @kingcounty.gov ARTICLE IV. REIMBURSEMENT Requests for reimbursement will be made on a monthly basis and shall be forwarded to KCSO by the l Ot" of the month following the billing period. Overtime reimbursements for personnel assigned to the Registered Sex and Kidnapping Offender Address and Residency Verification Program will be calculated at the usual rate for which the individual's' time would be compensated in the absence of this agreement. Each request for reimbursement will include the name, rank, overtime compensation rate, number of reimbursable hours claimed and the dates of those hours for each officer for whom reimbursement is sought. Each reimbursement request must be accompanied by a certification signed by an appropriate supervisor of the department that the request has been personally reviewed, that the information described in the request is accurate, and the personnel for whom reimbursement is claimed were working on an overtime basis for the Registered Sex and Kidnapping Offender Address and Residency Verification Program. Overtime and all other expenditures under this Agreement are restricted to the following criteria: 1. For the purpose of verifying the address and residency of registered sex and kidnapping offenders; and 2. For the goal of improving public safety by establishing a greater presence and emphasis in King County neighborhoods; and 3. For increasing immediate and direct contact with registered sex and kidnapping offenders in their jurisdiction Any non - overtime related expenditures must be pre- approved by KCSO. Your request for pre - approval must include: 1) The item you would like to purchase, 2) The purpose of the item, 3) The cost of the item you would like to purchase. You may send this request for pre - approval in email format. Requests for reimbursement Page 3 of 5 July 30, 2013 Cost Reimbursement Agreement from KCSO for the above non - overtime expenditures must be accompanied by a spreadsheet detailing the expenditures as well as a vendor's invoice and a packing slip. The packing slip must be signed by an authorized representative of the Contractor. All costs must be included in the request for reimbursement and be within the overall contract amount. Over expenditures for any reason, including additional cost of sales tax, shipping, or installation, will be the responsibility of the Contractor. Requests for reimbursement must be sent to Attn: Tina Keller, Project Manager King County Sheriff's Office 500 Fourth Avenue, Suite 200 M/S ADM -SO -0200 Seattle, WA 98104 Phone: 206- 263 -2122 Email: tina.keller @kingcounty.gov The maximum amount to be paid under this cost reimbursement agreement shall not exceed Forty Three Thousand Six Hundred Thirty Seven Dollars and Sixty Six Cents ($43,637.66). Expenditures exceeding the maximum amount shall be the responsibility of Contractor. All requests for reimbursement must be received by KCSO by July 31, 2014 to be payable. ARTICLE V. WITNESS STATEMENTS "Exhibit C" is a "Sex/Kidnapping Offender Address and Residency Verification Program Witness Statement Form." This form is to be completed by any witnesses encountered during a contact when the offender is suspected of not living at the registered address and there is a resulting felony "Failure to Register as a Sex Offender" case to be referred/filed with the KCPAO. Unless, due to extenuating circumstances the witness is incapable of writing out their own statement, the contacting officer /detective will have the witness write and sign the statement in their own handwriting to contain, verbatim, the information on the witness form. ARTICLE VI. FILING NON - DISCOVERABLE FACE SHEET "Exhibit D" is the "Filing Non - Discoverable Face Sheet." This form shall be attached to each "Felony Failure to Register as a Sex Offender" case that is referred to the King County Prosecuting Attorney's Office. ARTICLE VII. SUPPLEMENTING, NOT SUPPLANTING Funds may not be used to supplant (replace) existing local, state, or Bureau of Indian Affairs funds that would be spent for identical purposes in the absence of the grant. Page 4 of 5 July 30, 2013 Cost Reimbursement Agreement Overtime - To meet this grant condition, you must ensure that: Overtime exceeds expenditures that the grantee is obligated or funded to pay in the current budget. Funds currently allocated to pay for overtime may not be reallocated to other purposes or reimbursed upon the award of a grant. Additionally, by the conditions of this grant, you are required to track all overtime funded through the grant ARTICLE VII. AMENDMENTS No modification or amendment of the provisions hereof shall be effective unless in writing and signed by authorized representatives of the parties hereto. The parties hereto expressly reserve the right to modify this Agreement, by mutual agreement. IN WITNESS WHEREOF, the parties have executed this Agreement by having their representatives affix their signatures below. Federal Way Police Department Brian son, Chief of Police 9 /y /�Ir�i 3 Date �-T - KING COUNTY SHERIFF'S OFFICE Urquhart, Sheriff -1ykj15 Dat Page 5 of 5 July 30, 2013 EXHIBIT A Verification Request age: Agency: King County WA Adatinistrator. King County one: 206 263-2120 Date: 1 Sheriffs Office Sheriffs Office RSO Unit Offender Information Offender Photo Name testing recp, email special Registration # 1374026 POS SSN 123-12 -1234 DOB Age Alt Reg # Sex Orient Drv. LIcJState Race No Selection Nat FBI: HelgM Hair State ID:- Weight Eyes Last Verified: Risk0ass. Type, Dew Corm, test for spec recp (Bold - Primary Home Address) I do hereby attest, under penalties of perjury, that any and all information contained here is current and accurate on this day of 20 Offender Signature: Officer Signature: Date Witness Signature: Date ftWWW bYOff*%MW2M0- WVftTA hFPb ,c 0 �W q0 a� W w� A oW U � �W WAS W :1 i PC r= W L A C L c c a L Q C W W A i N a i .• �••oA loAaQ 0��00 AUN�I�+ � H O EF EY � iii o � w�w�w x AE+A A A AP o�owo L A C L c c a L Q C W W A i i a i H � H O EF EY � iii Q u AE+A A A AP .. U O O a O z ElA w w U� �O. zz °z El U Z o z o a w � H z O F O O w w W 0 O g Q u o�a x OA u u !i ii o N w A 00) 0 O oAO� Z w¢xz �A¢ox O GR Z U u W n u u Ntnet o W o � z o 000 U �• w w W 0 Exhibit C Sex/Kidnapping Offender Address and Residency Verification Witness Statement for Failure to Register Case Agency: Ex- Roomate My name is and I live at I have lived here since (date). I know (offender) because he used to live with me from (date) to (date). My relationship with (offender) is (e.g. friend, family member, etc.) (offender) moved out on because I do/ do not know where he moved to. Explain: New Tenant My name is date). I don't know with me at this address. Pagel of 2 date) _ and I live at I have lived here since offender) and he has never lived here Exhibit C Sex /Kidnapping Offender Address and Residency Verification Witness Statement for Failure to Register Case Manager/ Landlord (only if manager/ landlord knows offender) My name is at because (e.g. moved out, evicted, unit sold, etc.) and I am the manager (address) since (offender) moved out on (date) I do/ do not know where he moved to. Explain: There has been a new tenant in that residence since Signature The above statement is true and correct to the best of my knowledge. Signature Page 2 of 2 Date (date). Exhibit D WASPC GRANT FILING NON - DISCOVERABLE TO: KCPAO — Special Assault Unit — Seattle DATE: FROM: INCIDENT #: AGENCY: SUSPECT #1: DOB: RACE: SEX: M ❑ F❑ HGT: WGT: SUSP #1 ADDRESS: CHARGE: Failure to Register as a Sex Offender DATE OF CRIME: VICTIM #1: State of Washington DOB: VICTIM #2: DOB: INTERVIEWED BY: NO ONE DPA NAME: TYPE OF CASE: FTR - Failure To Register I OTHER TYPE: THIS CASE IS BEING REFERRED FOR THE FOLLOWING REASONS FILING OF CHARGES: - Comments: DECLINE: - Comments: WASPC STATISTICAL REPORTING TO KCSO Case Referral Received by KCPAO on this date: Case filed by KCPAO: YES ❑ NO ❑ Cause Number Assigned: If no, please indicate why: Other Explanation: SUBJECT: KC RSO COST REIMBURSEMENT AGREEMENT POLICY QUESTION: Should the City Of Federal Way /Federal Way Police Department accept the Register Sex Offender (RSO) Overtime Cost Reimbursement Agreement from the King County Sheriffs Office? COMMITTEE: PRHS &PS COMMITTEE MEETING MEETING DATE: Aug 13, 2013 CATEGORY: ® Consent ❑ Ordinance ❑ Public Hearing R Citv Council Business ❑ Resolution ❑ Other STAFF REPORT BY: Lynette Allen Executive Assistant DEPT.. Police Department .....................................................................................................................................................................................................-........................_.._..........................................._._.._........... ._....................._....... - Attachments: 1. PRHS &PS Committee Staff Report Memo Options Considered: 1. Accept the KC RSO Cost Reimbursement Agreement 2. Re'ect the KC RSO Cost Reimbursement Agreement ............ ...._............................._ ........... ..... ......_................................._...._.................. ...... . ........ _........ ... ... ._ .... _...._............. ............ 1.._. .............................................................................................................................................. ............................... MAYOR'S RECOMMENDATION: MAYOR APPROVAL: DIRECTOR APPROVAL: Council COMMITTEE RECOMMENDATION: "I move approval of the King County Registered Sex Offender Cost Reimbursement Agreement and to forward to the September 3, 2013 Council Consent Agenda" I ) { _ Committee Chair Committee Member �' Co ittee Member PROPOSED COUNCIL MOTION: "I m ve o accept the RSO Overtime Cost Reimbursement Agreement between the Federal Way Police Department an the King County Sheriff's Office, and authorize the Chief of Police to sign such Agreement. " (BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) C )UNCIL ACTION: APPROVED COUNCIL BILL # ❑ DENIED 1ST reading ❑ TABLED /DEFERRED/NO ACTION Enactment reading ❑ MOVED TO SECOND READING (ordinances only) ORDINANCE # REVISED- 08/12/2010 RESOLUTION # CITY OF FEDERAL WAY CITY COUNCIL COMMITTEE STAFF REPORT DATE: August 13, 2013 TO: Finance/Economic Development/Regional Affairs Committee (FEDRAC) VIA: Skip Priest, Mayor FROM: Brian J. Wilson, Chief of Polic SUBJECT: KC RSO Grant Funding Background The Federal Way Police Department (FWPD) is seeking grant funding from the King County Sheriff's Department in support of the Federal Way Police Department's Registered Sex Offender and Kidnapping Offender Address and Residency Verification Program. The grant is for reimbursement of overtime expenses incurred while verifying current addresses and residencies of sex and kidnapping offenders, up to a maximum amount of $43,637.66 FWPD will be partnering with King County Government in implementing multiple program elements to ensure that sex offenders are in compliance under the guidelines of current laws. A strong enforcement effort to apprehend and prosecute offenders will help improve the quality of life for our citizens.