AG 22-046 - SPD GRANTS & CONTRACTS UNITRETURN TO: EXT:
CITY OF FEDERAL WAY LAW DEPARTMENT ROUTING FORM
1. ORIGINATING DEPT./DIV: PD
2. ORIGINATING STAFF PERSON: Lynette Allen EXT: 6701 3. DATE REQ. BY: 02/24/22
4. TYPE OF DOCUMENT (CHECK ONE):
❑ CONTRACTOR SELECTION DOCUMENT (E.G., RFB, RFP, RFQ)
❑ PUBLIC WORKS CONTRACT ❑ SMALL OR LIMITED PUBLIC WORKS CONTRACT
❑ PROFESSIONAL SERVICE AGREEMENT ❑ MAINTENANCE AGREEMENT
❑ GOODS AND SERVICE AGREEMENT ❑ HUMAN SERVICES / CDBG
❑ REAL ESTATE DOCUMENT ❑ SECURITY DOCUMENT (E.G. BOND RELATED DOCUMENTS)
❑ ORDINANCE ❑ RESOLUTION
❑ CONTRACT AMENDMENT(AG#): A INTERLOCAL
❑ OTHER
5. PROJECT NAME: Distribution Agreement between Seattle Police Department and Federal Way Police Department
6. NAME OF CONTRACTOR: Seattle Police Department Grants & Contracts Unit
ADDRESS: 610 sth Avenue, Seattle, WA 96124-4986 TELEPHONE 206-386-0063
E-MAIL: FAX:
SIGNATURE NAME: TITLE
7. EXHIBITS AND ATTACHMENTS: ® SCOPE, WORK OR SERVICES 19 COMPENSATION ❑ INSURANCE REQUIREMENTS/CERTIFICATE ❑ ALL
OTHER REFERENCED EXHIBITS ❑ PROOF OF AUTHORITY TO SIGN ❑ REQUIRED LICENSES ❑ PRIOR CONTRACT/AMENDMENTS
8. TERM: COMMENCEMENT DATE: When signed COMPLETION DATE: On -Going
9. TOTAL COMPENSATION $ N/A (INCLUDE EXPENSES AND SALES TAX, IF ANY)
(IF CALCULATED ON HOURLY LABOR CHARGE - ATTACH SCHEDULES OF EMPLOYEES TITLES AND HOLIDAY RATES)
REIMBURSABLE EXPENSE: ❑ YES A NO IF YES, MAXIMUM DOLLAR AMOUNT: $
IS SALES TAX OWED ®YES ONO IF YES, $ PAID BY: ❑ CONTRACTOR ❑ CITY
RETAINAGE: RETAINAGE AMOUNT: ❑ RETAINAGE AGREEMENT (SEE CONTRACT) OR ❑ RETAINAGE BOND PROVIDED
❑ PURCHASING: PLEASE CHARGE TO:
10. DOCUMENT/CONTRACT REVIEW INITIAL / DATE REVIEWED INITIAL / DATE APPROVED
❑ PROJECT MANAGER
* DIRECTOR Andy J. Hwang, Chief of Police
❑ RISK MANAGEMENT (IF APPLICABLE)
* LAW JE 2124/22
I ^ !
11. COUNCILAPPROVAL (IF APPLICABLE) COMMITTEE APPROVAL DATE: 3a COUNCIL APPROVAL DATE:
12. CONTRACT SIGNATURE ROUTING
❑ SENT TO VENDOR/CONTRACTOR DATE SENT: DATE REC'D:
❑ ATTACH: SIGNATURE AUTHORITY, INSURANCE CERTIFICATE, LICENSES, EXHIBITS
❑ CREATE ELECTRONIC REMINDER/NOTIFICATION FOR 1 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
❑ LAW DEPARTMENT
❑ SIGNATORY (MAYOR OR DIRECTOR) KAICITY CLERK
CLERK E ,
ASSIGNED AG# AG#
COMMENTS:
2/2017
Distribution Agreement
Between
Seattle Police Department
And
Federal Way Police Department
(DUNS: 612509901)
This Agreement is entered into by Federal Way Police Department and City of Seattle Police
Department, (SPD), whose address is 610 Fifth Avenue, Seattle, WA 98124-4986.
The Federal Way Police Department is undertaking certain activities related to a federal grant award. All
federal finanical and grant management rules and regulations must be adhered to in the execution of
this Agreement. A copy of the federal award doucment is attached for reference. SPD is acting as a
pass -through entity for this grant. The Federal Way Police Department has been designated by SPD as a
sub -recipient.
FEDERAL AWARD INFORMATION
GRANT AWARD TITLE FY20 Washington ICAC Task Force Program
Must match registered name fn DUNS
FEDERAL AWARD ID #
DUNS NUMBER
CDFA NUMBER
_
#2018-MC-FX-K054
130986214
#16.543
SUBAWARD PERIOD OF
SUBAWARD PERIOD OF
FEDERAL AWARD DATE
PERFORMANCE START DATE
PERFORMANCE END DATE
'
10/27/2020
10/1/2021
TOTAL GRANT AWARD
09/30/2024
FEDERAL AWARD AGENCY
FUNDS OBLIGATED FOR THIS
AGREEMENT
J $1,785.00
$1,667,712
OJJDP
Under the terms and condlitions of this grant, SPD distributed specialized emergency response
equipment for the Federal Way Police Department. The distribution of the equipment Is subject to the
following terms and conditions.
1. The equipment to be purchased for the Federal Way Police Department is described as follows at a
cost of $2,785.00. (Based on quotes provided at time of grant award. Actual will be reflected on
Hand Receipt):
Item/Project Description
Manufacturer
Vendor
Quantity
Forensic computer
LVO P15V 15-10300H
CDW Government
1
hardware (Laptop) to use
512/16 W10P
in ICAC investigations
Part#: 20TQ002XUS
2. This equipment shall be accounted for by written hand receipt and is subject to the terms and
conditions of this agreement. Title to the equipment transfers upon delivery.
3, The equipment delivered to Federal Way Police Department is accepted "as is" by Federal Way
Police Department with the understanding that SPD disclaims all warranties for the delivered
equipment, Should the equipment not perform as specified by the vendor, the Department will
provide all warranty repair information to Federal Way Police Department.
4. Federal Way Police Department is responsible for the exchange of equipment with like items for
proper size, etc. Department will provide all exchange Information to the Federal Way Police
Department.
5. Federal Way Police Department is responsible for the maintenance, training, storage, proper use
and inventory of the equipment. If this equipment is lost, stolen or deemed unusable it will not be
replaced. Equipment valued at $5,000 or more (or the Federal Way Police Department's
capitalization threshold, if less than $5,000) have additional compliance requirements. These
requirements include maintaining detailed property records, an inventory to be conducted by the
Federal Way Police Department every two years on all federally purchased equipment valued at
$5,000 or more (or the Federal Way Police Department's capitalization threshold, if less than
$5,000), a control system to adequately maintain and safeguard the equipment must be established,
and federal disposal requirements must be met. The Federal Way Police Department shall comply
with the 2 CFR Part 200, "Uniform Guidance; Uniform Administrative requirements, Cost Principles,
and Audit Requirements for Federal Awards", and 44 CFR 13,32 Equipment.
6. Federal Way Police Department shall defend and hold harmless the U.S, Department of Homeland
Security, the Washington State Military Department, King County Office of Emergency Management,
the Department, its officers, employees and agents from any claims, costs, demands or damages
that may result from the Federal Way Police Department's failure to comply with the provisions of
this Agreement, and with laws and regulations applicable to the equipment and its use.
For all equipment valued at $5,000 or more (or the Federal Way Police Department's capitalization
threshold, whichever is more) the Federal Way Police Department must complete a biennial letter of
certification to the Department at the address listed below. The certification letter must identify this
equipment and include the date of inventory, location, and condition of the equipment until the
equipment Is disposed of in accordance with Federal requirements. Attachment A is a sample
Certification letter that SPD will send to the Federal Way Police Department on a biennial basis.
Federal Way Police Department will be required to return the signed certification letter prior to the
release and distribution of the above listed equipment.
8. Federal Way Police Department must record this equipment in accordance with 2 CFR Part 200
Subpart E "Cost Principles" are subject to audit and reporting requirements under 2 CFR Part 200
Subpart F "Audit Requirements". If the Federal Way Police Department is required to have an audit
in accordance with 2 CFR Part 200 for the year the equipment is received, a copy of the audit report
and the management letter shall be forwarded to the Department at the address listed below.
9. Federal Way Police Department shall maintain all books, records and documents related to the
receipts and proper maintenance of the equipment. In compliance with 2 CFR Part 200 Part D "Post
Federal Award Requirements", Department will conduct periodic onsite reviews of the equipment
and the accounting records.
10, SPD has responsibility to monitor the listed equipment/supplies for its useful life.
11. Federal Way Police Department understands it has a responsibility to report cost of equipment on
the Financial Schedule of Expenditures of Federal Awards (SEFA, Schedule 16 annual financial
report),
12. Where documents require signatures, please sign and return to the Seattle Police Department,
Grants & Contracts Unit 610 Fifth Avenue, Seattle, WA 98124-4986. Thank you for your assistance
in this matter. Please call Seattle Police Department at 206-386-0063 if you have questions.
FEDERAL WAY POLICE DEPARTMENT SEATTLE POLICE DEPARTMENT
• r
Name: Andy J, Hwang
Title: Chief of Police
Brian G. Maxey
Chief Operating Officer
Date: Dat .
Attachment A: Copy of Grant Award Document
Attachment B: Sample Certification Letter
COUNCIL MEETING DATE: March 15 2022 ITEM #: 5
. .. . ...... - 9
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: DISTRIBUTION AGREEMENT BETWEEN SEATTLE POLICE DEPARTMENT AND FEDERAL WAY
POLICE DEPARTMENT
POLICY QUESTION: Should the City of Federal Way enter into a Distribution Agreement between the Seattle
Police Department and the Federal Way Police Department for a laptop for ICAC Task Force investigations?
COMMITTEE: PRHS&PSC MEETING DATE: March 8, 2022
CATEGORY:
® Consent ❑ Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Cmdr. Tracy Grossnickle DEPT: Police Department
Attachments: 1. Staff Report
2. Distribution Agreement between Seattle Police Department and Federal Way Police
Department
Options Considered:
1. Approve the proposed Distribution Agreement.
2. Do not approve proposed Distribution Agreement and provide direction to staff.
MAYOR'S RECOMMENDATION: Option 1.
MAYOR APPROVAL: DIRECTOR APPROVAL:
mmittc Ctituwi C"]^ Initial nlc
ITliflal/i?ate Initial/Date
COMMITTEE RECOMMENDATION: I move to forward the proposed Distribution Agreement to the March 15,
2022, consent agenda for approval.
Committee Chair Committee Melnber Committee Member
PR,6POSED COUNCIL MOTION: "I move approval of the proposed Distribution Agreement. "
(BELOW TO BE COMPLETED BY CITY CLERK'S OFFICE)
fNCI L AE'I'IoW—\
APPROVE 3j JSj Un-t- COUNCIL BILL #
DENIED First reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING (ordinances only) ORDINANCE #
REVISED - 4/2019 RESOLUTION # _
CITY OF FEDERAL WAY
MEMORANDUM
DATE: March 8, 2022
TO: City Council Members
VIA: Jim Ferrell, Mayor
FROM: Chief Andy J. Hwang
SUBJECT: ICAC Distribution Agreement
Financial Impacts:
This distribution agreement between the Federal Way Police Department and the Seattle
Police Department is under the Internet Crimes Against Children (ICAO) Task Force, for
which Seattle Police Department is the lead agency. The agreement will provide a laptop
computer for a detective to conduct investigations for the ICAC Task Force at no initial
cost to the City of Federal Way other than any maintenance that may be needed.
Bacl<j,round Information:
The Federal Way Police Department is part of the regional Internet Crimes Against Children
(ICAC) Task Force and as such investigates crimes involving sensitive materials. Some of
these materials cannot be accessed through the City network computers and require a
dedicated off-line computer or laptop. As a result, the ICAC Task Force is able to provide
laptops to participating agencies at no cost, accomplished through a distribution agreement
with Seattle Police Department as the lead agency for the Task Force.
Rev. 7/18