AG 19-095 RETURN TO: Thomas Fichtner EXT: 2547
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
ORIGINATING DEPT./DIV: information Technology(IT)
ORIGINATING STAFF PERSON:Thomas Fichtner EXT: 2547 3. DATE REQ.BY:ASAP
TYPE OF DOCUMENT(CHECK ONE):
El CONTRACTOR SELECTION DOCUMENT(E.G.,RFB,RFP,RFQ)
El PUBLIC WORKS CONTRACT 0 SMALL OR LIMITED PUBLIC WORKS CONTRACT
0 PROFESSIONAL SERVICE AGREEMENT 0 MAINTENANCE AGREEMENT
El GOODS AND SERVICE AGREEMENT 1:1 HUMAN SERVICES/CDBG
0 REAL ESTATE DOCUMENT 0 SECURITY DOCUMENT(E.G.BOND RELATED DOCUMENTS)
El ORDINANCE El RESOLUTION
o ('ON'I'RA(,"I',,NNlf-,NDMENT(AG#):_ X–R+T-L1.L� �L
PROJECTNAME: Local Government Grants Program/Technology Tools Grant Award–GovQa Software
NAME OF CONTRACTOR: The State of Washington Office of the Secretary of State,Archives&Records Management Divisioll
ADDRESS: PO BOX 40238 TELEPHONE:360 586-1492
E-MAIL: mark.vessey@sos.wa.gov FAX: N/A
SIGNATURE NAME: Mark Vessey(signed by Sheri Nelson) TITLE:Local Records Grant Coordinator
EXHIBI'I'SA.NDAr'rA.CHMEN'rs:i:i SCOPE,WORK.OR SERVICFS El COMPENSArIoN 0 INS U RANCE REQUI REMENTs/cFm'i F icA-rl--' DALL
0'1'14ERREFf,'Rf7NCEDEXl-1113ITS 0 PROOF OF AUTHORITY TO SIGN OREQUIRED LICENSES DPRIOR(."ON,rGZA.C'F/A.MCNI)MFNTS
TERM: COMMENCEMENT DATE:date of execution COMPLETION DATE:05/31/19
TOTAL COMPENSATION$not to exceed 26,455 (they pay us) (INCI.,UDEEXPENSE'S AND SALES TAX,If-ANY)
REIMBURSABLE EXPENSE:E]YES ONO IF YES,MAXIMUM DOLLAR AMOUNT: $ -------------............. 11111111-11
IS SALES TAX OWED ElYES ONO CF YI S,$ PAID BY:X CONTRACTOR 0 CITY
RETAINAGE: RETAINAGE AMOUNT: 0 RETAINAGE AGREF.mrN'r(SEE CONTRACT) Old. 0 RETAINAGE BOND PROVIDE--------........................................
El PURCHASING: PLEASE CHARGE TO:
0. DOCUMENT/CONTRACT REVIEW INITIAL./DATEIREVIEWE'D INITIAL/DATE APPROVED
• PROJECT MANAGER ......................
• DIRECTOR
• RISK MANAGEMENT (IF APPLICABLE) .................................. ..................... —-----------
• LAW .............
1. COUNCIL APPROVAL(IF APPLICABLE) SCHEDULED COMMITTEE DATE:10/23/18 COMMITTEE APPROVAL DATE:10/23/18
SCHEDULED COUNCIL DATE: 1 8 COUNCIL APPROVAL DATE: 11/06/18
2. CONTRACT SIGNATURE ROUTING
X SENT TO VENDOR/CONTRACTOR DATE SENT:resent 03/14/19 DATE C'D:03 A9A9
0 ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE,LICENSES,EXHIBITS
0 CREATE ELECTRONIC REMINDERINOTIFICATION FOR I MONTH PRIOR TO EXPIRATION DATE
(Include dept.Support staff if necessary and feel free to set notification more than a month in advance if council approval is needed.)
INITIAL/DATE SIGNED
El LAW DEPARTMENT
X SIGNATORY(MAYOR OR DIRECTOR) J. Ferrell 014/2019
CITY CLERK
ASSIGNI",J)AG# AG#
...............
SIGNED COPY RETURNED DATE SENT: vv
'OMMENTS:
........................ -----------------------------------------------------------------------------................. .................................................. ......
............–1111-111—,............... ........................................................... ------------------------.................................................................................... —------............................. ........... .
......... .. ....................... .............................................. ...... ............ ........................................... —111 ................................................... ........
OSOS NO. G-6247
GRANT AGREEMENT BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND THE
CITY OF FEDERAL WAY
This Grant Agreement is entered into between the state of Washington, Office of the Secretary of State,
Division of Archives and Records Management, hereinafter referred to as the"OSOS", and City of Federal
Way; hereinafter referred to as the"Grantee."
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017, and
WHEREAS, the purpose of this program is to help local governments' use technology to improve their
records retention, management and disclosure of public records, as authorized under RCW 40.14.026,
through the Archives and Records Management Division's Local Records Grant Program.
WHEREAS, said grants program was established to provide funds to local entities to conduct this program,
and
WHEREAS, by virtue of a competitive process, this grant is awarded to named Grantee herein, and
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
STATEMENT OF WORK
The Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of work.
The Grantee will perform the work as described and included as set forth in the Award Determination form,
attached as Exhibit A.
The Washington State Archives Grant Program requires both the narrative and financial components of
program progress reports be completed during the project period. Documentation of expenditures is
required. The Grantee shall submit reports to:
Mark Vessey, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
The final report, due on or before May 31, 2019, must provide a complete summary of the project and of all
grant activities as described in the application and Exhibit A. The report MUST include a separate, itemized
list of costs incurred and copies of receipts, and invoices, etc., to substantiate all figures.
PERIOD OF PERFORMANCE
Subject to its other provisions, the period of performance of this Agreement shall commence on date of
execution, and be completed no later than May 31, 2019, unless terminated sooner as provided herein.
Page 1 of 3
OSOS NO. G-6247
PAYMENT
No funds will be disbursed to the Grantee. All grant funds will be held by OSOS. In consideration for the
work conducted as described in Exhibit A, Grantee shall submit invoices for completed work to the OSOS
Project Manager for processing by OSOS. This grant is not to exceed amount of$26455 as prescribed and
incorporated by reference herein.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice. Satisfactorily completed is defined as having all the
information required for processing by OSOS Financial Services. In addition to a Federal Tax ID number, the
Grantee must provide OSOS a Statewide Vendor Number(SWV#). Payment cannot be made without these
numbers on file. The Contract number G-6247 and Statewide Vendor number must be referenced on
each reimbursement claim in order for the claim to be processed.
Costs incurred prior to the effective date of the Grant Agreement shall be disallowed.under the
Grant. Should the Grantee incur costs prior to the effective date of the Grant Agreement, it does so at its
own risk. WAC 434-670-020.
RECORDS MAINTENANCE AND MONITORING PROJ'ECT'S FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the Local Records Grant Program include but are not limited to:
• All changes to the approved project(project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as a result of this grant must meet the Washington State Standards for
Production and Use of Microfilm.
• Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time
during the project.
• The Grantee is responsible to adhere to their agencies purchasing policies and requirements.
GRANT MANAGEMENT
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Grant. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during n9 processin9 of invoices send inquiries to p�e._y19�� _ - 00v.
Thomas Fichtner
City of Federal Way
33325 8th Ave S
Federal Way, WA 98003
Phone: 253-835-2547
E-mail address: Thomas.Fichtner@cityoffederalway.com
Mark Vesse
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia, Washington 98504-0238
Phone: 360.586-7810
E-mail address: mark.vessey@sos.wa.gov
INDEPENDENT CAPACITY AND INDEMNIFICATION
The employees or agents of each party who are engaged in the performance of this Grant Agreement shall
continue to be employees or agents of that party and shall not be considered for any purpose to be employees
Page 2 of 3
OSOS NO. G-6247
or agents of the other party. Each party to this Grant Agreement shall be responsible for its own acts and/or
omissions and those of its officers, employees and agents.
TERMINATION
Either party may terminate this Grant Agreement upon 30 days' prior written notification to the other party. If
this Grant Agreement is so terminated, the parties shall be liable for performance rendered or costs incurred in
accordance with the terms of this Grant Agreement prior to the effective date of termination.
TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Grant
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. If failure or violation is not corrected, this Grant
Agreement may be terminated immediately by written notice of the aggrieved party to the other.
The rights and remedies of the 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 Grant Agreement. Except as otherwise provided in this
Grant Agreement, when a dispute arises between the parties and it cannot be resolved by direct negotiation,
either party may request a dispute hearing with the Secretary of State. Nothing in this Grant Agreement shall
be construed to limit the parties' choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in
addition to the dispute resolution procedure outlined above.
GOVERNANCE
In the event of any inconsistency in the terms of this Grant 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 rules; and
B. This Grant Agreement and any and all attached exhibits
GOVERNING LAW
This Grant 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,
p j
IN WITNESS WHEREOF, the parties have execute this rant Aement.
CITY OF FEDERAL WAY OFFICE,OF' CRETAKY OF STATE
r d
Aga h r ed w natory , ate )Deput
eison ate
Pr ame: t Secretao 'of State
Title: �
APPROVED AS TO FORM
Attorney General's Office
Page 3 of 3
GRANT#2018PS43 OSOS Contract No. G-6247
EXHIBIT A
AWARD DETERMINATION
CITY OF FEDERAL WAY
The following table illustrates the grant budget as proposed by your agency with the
item that was funded and awarded with conditions.
Budget Amount Amount
Stipulations/Conditions
Item Requested Funded
Software $26,455 $26,455 GovQA Public Records Management System.
Not to exceed amount funded.
TOTAL $26,455 Not to include annual subscription/maintenance
fee.
Office of the Secretary of State
AS S' Operations Division
Contracts Department
PO Box 40224
Olympia, WA 98504-0224
contracts(@sos.wa.F-rov
March 19, 2019
City of Federal Way
Thomas Fichtner, IT Manager
333258 th Ave S
Federal Way, WA 98003
Dear Thomas,
Please find enclosed the Executed Agreement G-6247 between the Office of the Secretary of
State and City of Federal Way.
Please contact Jim Webster for questions regarding this contract at 360-704-5267, or by email
at contractsQsos wa, ov.
Thank you,
Contracts Department
Enclosures
COUNCIL MEETING DATE: November 6,2018 ITEM#:
5e
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT:PURCHASE OF PUBLIC RECORDS SOFTWARE—GovQA WITH GRANT AWARD
POLICY QUESTION: Should Council approve the purchase of GovQA with the State Achieve Technology Tools
Grant award in the amount not to exceed $26,455 from SHI International Corp.?
COMMITTEE: FEDRAC MEETING DATE: 10/23/2018
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Thomas _._.
Fichtner, IT Manager DEPT: Information Technology
Attachments: Staff Report, Grant Agreement between State of Washington and City of Federal Way,
GovQA Statement of Work, SHI International Quote.
Options Considered:
Approve staff to purchase GovQA in accordance with the State of Washington Local Records Grant
award not to exceed the amount of$26,455.
2. Do not approve the purchase of GovQA with the grant money awarded by the Washington State
Archives and provide staff with further direction.
MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to-the November 6,2018 Council
Consent Agenda for approval.
MAYOR APPROVAL: � ...� .. .. D RECTOR.�.._ ���. . � r.......�..
____ — APPROVAL: p
or
thee �"taoi�ci9 Initial/Date
Gui�taou6li.laate. Initial/Date
COMMITTEE RECOMMENDATION:I move to forward the proposed GovQA purchase to the November 6, 2018
consent agenda for approval.
Committee Chair Committee ernbel Committee Member
PROPOSED COUNCIL MOTION: "I move to authorize staff to purchase GovQA in accordance with Washington
State Achieves Technology Tool Grant Award from SHI International Corp. not to exceed$26,455."
' . ._.
BELOW TO BE COMPLETED BY CITY CLERKS OFFICE) ....
COUNCIL ACTION:
' CT10N:
❑ APPROVED COUNCIL BILL#
...
❑ DENIED First reading �wwwww_IT�
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances on1)) ORDINANCE#
REVISED—12/2017 RESOLUTION# _
CITY OF FEDERAL WAY
MEMORANDUM
DATE: October 16, 2018
TO: City Council Members
VIA: Jim Ferrell, Mayor
FROM: Thomas Fichtner, IT Manager
SUBJECT: Staff Report for GovQA Public Records Software (State Grant Award)
,.....� cia1 Impacts:..... —._.
_. .... �. .._..._ _ �._ ....� .. � .__.... ...
The amount of the grant award from the Secretary of State — Local Records Grant for Technology Tools is
$26,455.00 and will be paid directly to the vendor (SHI International Corp) by the state within 30-days of being
invoiced.
Ongoing costs for GovQA is $23,600 and is currently not in the 2019-2020 proposed budget as the winner of
this grant were not announced until after the budget documents were due. After discussing with Finance
Director Ade Ariwoola, the City will need to start paying the annual costs in 2020, which the $2.1 million
savings from SCORE will be earmarked for this expense.
Background Information:
The City of Federal Way applied for a grant from the State of Washington Secretary of State for a Local
Records Grant for Technology Tools. The City won in the 2nd round of entries and received a total grant
amount of$26,455.00.
As mentioned in previous agenda bills related to this software,the need for a public records software is critical.
The city has investigated different software solutions to help ease the burden on staff of tracking and responding
to requests. GovQA has been identified as an excellent solution, used by several local cities in Washington
State. In fact, several agencies were successful in receiving grant money for GovQA in the previous
Washington State Archives grant cycle. This program will not only streamline the process for citizens seeking
public records, but take steps to automate and facilitate the requestor locating the exact records they are seeking
which may be available on the city's website. This tool identifies key terms in the request and will direct the
individual to locations within the website which may offer the documents they are seeking. This process alone
will cut down on the amount of requests the city receives for common documents (agendas, minutes,
agreements) as well as other documents previously disclosed through records requests by anyone else. For
delivery of records, this system will allow the City to no longer rely upon the unsecured FTP site for
transmission of documents. GovQA provides a user friendly secure portal for the transmission, and
downloading of the requested documents, and allows staff a tracking mechanism to ensure the request has been
viewed. GovQA will also track all necessary data points necessary to efficiently produce the answers required
by the State of Washington ESHB #1594 (JLARC)reporting requirements.
Not only for the benefits of reducing the amount of workload for all staff in City Hall and Police that respond to
public records requests, but specifically in reducing the risk to the City due to a failure to meet the requirements
of the public records act.
This is being purchased off of the State Contract:NASPO ValuePoint, Contract#: ADSP016-130651
Pricing Proposal
Quotation#: 16125648
Created On: 10/17/2018
Valid Until: 10/31/2018
City of Federal Way Inside Account Manager
Thomas Fichtner Nicole Podraza
WA 290 Davidson Ave
United States Somerset,NJ 08873
Phone:253-835-2547 Phone:732-652-6427
Fax: Fax:
Email: Thomas.Fichtner@cityoffederalway.com Email: Nicole—Podraza@shi.com
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Collect&Control Platform Subscription Service with FOIA Module(2 Request Types: 1 $11,502.59 $11,502.59
City, Police Department)
WebQA, Inc.-Part#:201801
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#: 06016
Coverage Term: 1/1/2019—12/31/2019
2 Redaction License(Qty:6) 1 $2,176.17 $2,176.17
WebQA, Inc.-Part#:201808
Contract Name:NASPO ValuePoint-Software VAR
Contract*ADSP016-130651
Subcontract#: 06016
Coverage Term: 1/1/2019—12/31/2019
3 FOIA Trending Topics 1 $0.00 $0.00
WebQA, Inc.-Part#:201818
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#:06016
Coverage Term: 1/1/2019-12131/2019
4 Storage(500 GB) 1 $0.00 $0.00
WebQA, Inc.-Part#:201812
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#:06016
Coverage Term: 1/1/2019-12/31/2019
5 Monthly Document Retrieval(500 GB) 1 $0.00 $0.00
WebQA, Inc.-Part#:201844
Contract Name: NASPO ValuePoint-Software VAR
Contract*ADSP016-130651
Subcontract#: 06016
Coverage Term: 1/1/2019—12131/2019
Contract#:ADSP016-130651
Subcontract* 06016
Coverage Term: 1/1/2019—1213112019
7 Invoicing Module Subscription Service 1 $1,554.40 $1,554.40
WebQA, Inc.-Part#:201805
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSPO16-130651
Subcontract#:06016
Coverage Term: 1/1/2019—12/31/2019
8 Online Payment Module Annual Service using Customers current vendor 1 $2,487.05 $2,487.05
WebQA, Inc.-Part#:201811
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#: 06016
Coverage Term: 1/112019—12131/2019
9 Advanced Document Search Subscription Service 1 $0.00 $0.00
WebQA, Inc.-Part#: 201807
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#:06016
Coverage Term: 1/1/2019—12/31/2019
10 FOIA Request Management System Implementation 1 $2,590.67 $2,590.67
WebQA, Inc.-Part#: 201825
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#: 06016
11 Online Training—Administrator 1 $0.00 $0.00
WebQA, Inc.-Part#.-201827
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract* 06016
12 Online Training—Users (2 sessions) 1 $0.00 $0.00
WebQA, Inc.-Part#: 201828
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSPO16-130651
Subcontract#: 06016
13 FOIA Trending Topics Implementation 1 $0.00 $0.00
WebQA, Inc.-Part#:201848
Contract Name: NASPO ValuePoint-Software VAR
Contract#:ADSP016-130651
Subcontract#:06016
Total $24,041.45
Additional Comments
Thank you for choosing SHI International Corp!The pricing offered on this quote proposal is valid through the expiration date listed
above.To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract
Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts,
r 1-o +j - cui 1—;,4o c�i f IQQQ\7nn_nnQA
5d
COUNCIL MEETING DATE: November 6,2018 ITEM
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT:GRANT ACCEPTANCE-WASHINGTON STATE ARCHIVES TECHNOLOGY TOOLS GRANT AWARD
.......... . ............-...................... ......
POLICY QUESTION: Should City Council authorize the City Clerk to proceed with the acceptance of the
Washington State Archives Technology Tools Grant in the amount of$26,455 to be applied to the purchase of
public records software?
........................ ........... ......
COMMITTEE: FEDRAC MEETING DATE: 10/23/2018
............
CATEGORY:
Consent El Ordinance El Public Hearing
❑ City Council Business El Resolution El Other
........................
STAFF REPORT Y. Stephanie Courtney, CMC DEPT: City I I I Clerk's 0..ffice
... .........
Attachments: Staff Report
Copy of Grant Award Letter
Grant Agreement between State of Washington and City of Federal Way
Options Considered:
1. Authorize City Clerk to proceed with acceptance of the Washington State Archives Technology Tools
Grant in the amount of$26,455 for the purchase and implementation of public records software.
2. Do not authorize the City Clerk to accept the grant money awarded by the Washington State Archives.
MAYOR's RECOMMENDATION: The Mayor recommends forwarding Option I to the November 6,2018 Council
Consent Agenda for approval.
DIRECTOR APPROVAL:
MAYOR APPROVA
............
COMMITTEE RECOMMENDATION:I move to forward the proposed Agreement to the November 6, 2018
consent agenda for approval.
fl
vf
Committee Chair Committee Member Cone iIttcc Metriber
PROPOSED COUNCIL MOTION: "I move to authorize the City Clerk to proceed with the acceptance of the
Washington State Archives Technology Tools Grant in the amount of $26,455 for the purchase and
implementation of public records software
LOW TO BE COMPLETED BY CITY CLERKS OFFICE) .......
..........................
COV SR I M,TI OIN
............A1111ROVE, COUNCIL BILL 9
DENIFID First reading .......
El TABLED/DEFERRED/NOACTION Enactment reading ..............
El MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED—12/2017 RESOLUTION# ..........
CITY OF FEDERAL WAY
MEMORANDUM
DATE: October 15, 2018
: City Council Members
VIA: Jim Ferrell, Mayor
FROM: Stephanie Courtney, CMC; City Clerk
SUBJECT: Washington State Archive Technology Tools Grant Acceptance
Financial Impacts:
The amount of the grant award from the Secretary of State — Local Records Grant for
Technology Tools is $26,455.00 and will be paid directly to the vendor by the state within
30-days of being invoiced. The grant does not require matching funds; therefore the cost to
the City to receive the funds is $0.00.
Background Information:
On February 6, 2018 the City Council authorized staff to apply for the Washington State
Archives Local Records Grant for implementing public records software with the
understanding the ongoing cost of the software would be funded. The City was notified on
October 1,2018 of the grant award in the Technology Tools category for the amount request
of$26,455. This is a non-matching grant award.
At this time, staff is seeking authorization to accept the grant award from the Secretary of
State and move forward with purchasing and implementing public records software.
Secretary ofState Legislative Building
d q� PO Box 40220
d_ Olympia,WA 98504-0220
—. ........ " "" Tel:360.902.4151
sos.wa.gov
October 1, 2018
City of Federal Way
Thomas Fichtner
33325 8ch Ave S
Federal Way, WA 98003
Dear Thomas,
Congratulations on your selection as one of the award recipients of the 2018-2019 Washington State
Archives Local Records Grant Program! A total 170 applications were received requesting over
$2,800,000.
Due to the volume of quality requests, we are not able to fully fund all of the worthy projects that were
submitted during this grant cycle. After reviewing all 170 applications, the Archives Oversight
Committee has recommended that your grant proposal receive up to$26,455 for your Technology Tools
Grant. I encourage you to continue working with your regional branch archivist or records consultants to
answer any questions you may have regarding your project.To find your local archivist, please visit
www.sos.vva.gav archives.
To accept your award, please send a letter of acceptance to Mark Vessey at the Washington State
Archives, PO Box 40238, Olympia, WA, 98504-0238. Once your acceptance letter is received,you will be
sent a Grant Agreement requiring your signature.This Grant Agreement is necessary for your agency to
receive the grant funds.
I am very pleased to make this award announcement to your agency, and I look forward to the
successful completion of your very worthwhile project.
Sincerely,
KIM WYMAN STEVE EXCELL
Secretary of State State Archivist
OSOS NO, G-6247
GRANT AGREEMENT BETWEEN
THE STATE OF WASHINGTON,
OFFICE OF THE SECRETARY OF STATE,
ARCHIVES AND RECORDS MANAGEMENT DIVISION,
AND THE
CITY OF FEDERAL WAY
This Grant Agreement is entered into between the state of Washington, Office of the Secretary of State,
Division of Archives and Records Management, hereinafter referred to as the"OSOS", and City of Federal
Way; hereinafter referred to as the"Grantee."
RECITALS
WHEREAS, a local government grants program was authorized and funded by Chapter 303, State of
Washington Laws of 2017, and
WHEREAS, the purpose of this program is to help local governments' use technology to improve their
records retention, management and disclosure of public records, as authorized under RCW 40.14.026,
through the Archives and Records Management Division's Local Records Grant Program.
WHEREAS, said grants program was established to provide funds to local entities to conduct this program,
and
WHEREAS, by virtue of a competitive process, this grant is awarded to named Grantee herein, and
NOW, THEREFORE, in consideration of the terms and conditions contained herein, or attached and
incorporated and made a part hereof, OSOS and Grantee mutually agree as follows:
STATEMENT OF WORK
The Grantee will provide services and staff, and otherwise do all things necessary for or incidental to the
performance of work.
The Grantee will perform the work as described and included as set forth in the Award Determination form,
attached as Exhibit A.
The Washington State Archives Grant Program requires both the narrative and financial components of
program progress reports be completed during the project period. Documentation of expenditures is
required. The Grantee shall submit reports to:
Mark Vessey, Coordinator
Local Records Grant Program
Washington State Archives
1129 Washington St SE
Olympia, WA 90504-0238
The final report, due on or before May 31, 2019, must provide a complete summary of the project and of all
grant activities as described in the application and Exhibit A. The report MUST include a separate, ileed
Vint of costs incurred and copies of receipts, and invoices, etc., to substantiate all figures.
PERIOD OF PERFORMANCE
Subject to its other provisions,the period of performance of this Agreement shall commence on date of
execution, and be completed no later than May 31, 2019, unless terminated sooner as provided herein.
Page 1 of 3
OSOS NO. G-6247
PAYMENT
No funds will be disbursed to the Grantee. All grant funds will be held by OSOS. In consideration for the
work conducted as described in Exhibit A, Grantee shall submit invoices for completed work to the OSOS
Project Manager for processing by OSOS. This grant is not to exceed amount of$26455 as prescribed and
incorporated by reference herein.
Payment for approved and completed work will be made by warrant or account transfer by OSOS within 30
calendar days of a satisfactorily completed invoice. Satisfactorily completed is defined as having all the
information required for processing by OSOS Financial Services. In addition to a Federal Tax ID number,the
Grantee must provide OSOS a Statewide Vendor Number(SWV#). Payment cannot be made without these
numbers on file. The Contract number G-6247 and Statewide Vendor number must be referenced on
each reimbursement claim in order for the claim to be processed.
Costs incurred prior to the effective date of the Grant Agreement shall be disallowed under the
Grant. Should the Grantee incur costs prior to the effective date of the Grant Agreement, it does so at its
own risk. WAC 434-670-020.
RECORDS MAINTENANCE AND MONITORING PROJECTS FOR PROGRAM AND FISCAL
COMPLIANCE
Specific accounting requirements for the Local Records Grant Program include but are not limited to:
• All changes to the approved project(project scope, budget, personnel), must be requested in writing
to, and approved by, the State Archivist.
• Imaging completed as a result of this grant must meet the Washington State Standards for
Production and Use of Microfilm.
• Grant work must be monitored in progress. OSOS staff may visit the work site for review at any time
during the project.
• The Grantee is responsible to adhere to their agencies purchasing policies and requirements.
GRANT MANAGEMENT
The Project Manager for each of the parties identified below shall be the contact person for communications
regarding the performance of this Grant. Invoices shall be sent to the OSOS Project Manager. Should
questions arise during processing of invoices send inquiries to raya� l ,.gov.
Thomas Fichtner
City of Federal Way
33325 8th Ave S
Federal Way, WA 98003
Phone: 253-835-2547
E-mail address: Thomas.Fichtner@cityoffederalway.com
Mark Vessey
Office of the Secretary of State
Washington State Archives and Records Management
1129 Washington St. SE
Post Office Box 40238
Olympia, Washington 98504-0238
Phone: 360.586-7810
E-mail address: mark.vessey@sos.wa.gov
INDEPENDENT CAPACITY AND INDEMNIFICATION
The employees or agents of each party who are engaged in the performance of this Grant Agreement shall
continue to be employees or agents of that party and shall not be considered for any purpose to be employees
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OSOS NO. G-6247
or agents of the other party. Each party to this Grant Agreement shall be responsible for its own acts and/or
omissions and those of its officers, employees and agents.
TERMINATION
Either party may terminate this Grant Agreement upon 30 days' prior written notification to the other party. If
this Grant Agreement is so terminated,the parties shall be liable for performance rendered or costs incurred in
accordance with the terms of this Grant Agreement prior to the effective date of termination.
TERMINATION FOR CAUSE
If for any cause, either party does not fulfill in a timely and proper manner its obligations under this Grant
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. If failure or violation is not corrected, this Grant
Agreement may be terminated immediately by written notice of the aggrieved party to the other.
The rights and remedies of the 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 Grant Agreement. Except as otherwise provided in this
Grant Agreement,when a dispute arises between the parties and it cannot be resolved by direct negotiation,
either party may request a dispute hearing with the Secretary of State. Nothing in this Grant Agreement shall
be construed to limit the parties'choice of a mutually acceptable Alternate Dispute Resolution (ADR) method in
addition to the dispute resolution procedure outlined above.
GOVERNANCE
In the event of any inconsistency in the terms of this Grant 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 rules; and
B. This Grant Agreement and any and all attached exhibits
GOVERNING LAW
This Grant 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 Grant Agreement.
CITY OF FEDERAL WAY OFFICE OF THE SECRETARY OF STATE
Authorized Signatory Date Sheri Nelson Date `
Print Name: Deputy Secretary of State
Title:
APPROVED AS TO FORM
Attorney General's Office
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GRANT#2018PS43 OSOS Contract No. G-6247
EXHIBIT A
AWARD DETERMINATION
CITY OF FEDERAL WAY
The following table illustrates the grant budget as proposed by your agency with the
item that was funded and awarded with conditions.
Budget Amount Amount
Stipulations/Conditions
Item Requested Funded
Software $26,455 $26,455 GovQA Public Records Management System.
Not to exceed amount funded.
TOTAL $26,455 Not to include annual subscription/maintenance
fee.