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HomeMy WebLinkAboutGrant Related - New Hope DV/SAV June" 28, 2022 Board of Grant County Commissioners PO Box 37 Ephrata, WA 98823 RE, gnature for Contra ct #2263-43066 Dear Board of County Commissioners: Please see attached contract for review and. s!t gna ure. Contractor: :DSHS Term of Contrgct: 4.1,,202 . 2 to 3.31.20-25 Purpose'. The purpose of this Contract is to support. increased access to servi d i e. ces an supports for domestic violence survivors and. their dependentsv h, o have been i impacted i by the COVID-19 virus and the COVID-19 public health emergency, wi . . a n inteinton-Il a ith focus on Mitigating the spread of COVI.D-19 and *improving domestic vionce surviv I e ' ors, access to healthcare, Amount: $161,400 Suzi Fode is requestina vour signa Wr AW t r n: the attached contract Thank you for your consideration, Suzi Fede, Director Kids Hope and Nev Hope DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 1 DSHS Agreement Number wa$h�n�t°������ ial COUNTY PROGRAM AGREEMENT 2263-43066 71DJtV &epartment Healthy FVPSA DV Health Supports Transforming lives And COVID Mitigation This Program Agreement is by and between the State of Washington Administration or Division Department of Social and Health Services (DSHS) and the County identified Agreement Number below, and is issued in conjunction with a County and DSHS Agreement On General Terms and Conditions, which is incorporated by reference. Count Agreement Number y g DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE Economic Services Community Services Division 1221 3088CS-63 Administration DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS Mette Earlywine ESA CSD HQ Program Manager 712 Pear Street SE Olympia, WA 98501 DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL 360 790-8794 Click here to enter text. earl me dshs.wa. ov COUNTY NAME COUNTY ADDRESS Grant County 311 W. Third Ave. New Hope Domestic Violence and Sexual Moses Lake, WA 98837 Assault Sery COUNTY FEDERAL EMPLOYER IDENTIFICATION COUNTY CONTACT NAME NUMBER Suzi Fode COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL 509 764-8402 sfode rantcount a. ov IS THE COUNTY A SUBRECIPIENT FOR PURPO7E'SOF THIS PROGRAM CFDA NUMBERS AGREEMENT? 93.671 Yes PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT 04/01/2022 1 03/31/2025 $161,400.00 EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this County Program Agreement by reference: ® Exhibits (specify): Exhibit A — Statement of Work (SOW); Exhibit B — Program Requirements; Exhibit C — InfoNet Data Requirements; Exhibit D — Budget ❑ No Exhibits. The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive understanding between the parties superseding and merging all previous agreements, writings, and communications, oral or Otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and understand this Contract, and have the authority to execute this Contract: This Contract shall be binding on DSHS only upon signature b DSHS. COUNTY SIGNATURE(S) PRINTED NAME(S) AND TITLE(S) DATE(S) SIGNED Danny E Stone, BOCC Chair DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED Shannon Williams, Contracts Officer DSHS/ESA/Community Services Division DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 1 Special Terms and Conditions 1. Definitions Specific to Special Terms. The words and phrases listed below, as used in this Contract, shall each have the following definitions: a. "Advocacy" means that the client is involved with an advocate in individual or group sessions with a primary focus of safety planning, empowerment, and education of the client through reinforcement of the client's autonomy and self-determination. Advocacy also means speaking and acting for change or justice with, or on behalf of, another person or cause. Advocacy is survivor -centered and uses non -victim blaming methods that include: (1) Identifying barriers and strategies to enhance, safety, including safety -planning. (2) Clarifying and increasing awareness of the power and control associated with domestic violence and the options one may have to obtain resources while staying safe. (3) Supporting independent decision-making based on the unique needs and circumstances of each individual. b. "Advocate" means a trained staff person who works in a domestic violence program and provides advocacy to clients. c. "Child care" means the temporary care of a client's child or children by staff of the domestic violence program at the program's location or another location where the client is receiving confidential or individual services from the domestic violence program or is participating in activities sponsored by the domestic violence program, other than employment, and so long as the client remains on the premises. d. "Children/Youth Activities" means age-appropriate activities other than children/youth advocacy, such as recreational and educational activities. e. "Children/Youth Advocacy" means age-appropriate supportive services that strives to assist children/youth to express feelings about their exposure to domestic violence. It is an educational, rather than a therapeutic service, and is focused on providing education about domestic violence, safety planning, and developing or enhancing problem -solving skills. Advocacy can be provided on an individual basis and in group settings. f. "Client" means a victim of domestic violence who is accessing services at a domestic violence program. A client may also be referred to as a survivor, service recipient, or resident. g. "Community advocate" means a person employed or supervised by a domestic violence program who is trained to provide ongoing assistance and advocacy for victims of domestic violence in assessing and planning for safety needs, making appropriate social service, legal, and housing referrals, providing community education, maintaining contacts necessary for prevention efforts, and developing protocols for local systems coordination. h. "Community -Based Domestic Violence Program" or "CBDVP" means an organization that provides, as its primary purpose, assistance and advocacy for domestic violence victims. Domestic violence assistance and advocacy includes crisis intervention, individual and group support, information and referrals, and safety assessment and planning. Domestic violence assistance and advocacy may also include, but is not limited to, provision of shelter; emergency transportation; self-help services; culturally specific services; legal advocacy; economic advocacy; and accompaniment and advocacy through medical, legal, immigration, human services, and financial assistance systems. CBDVPs also provide community education and prevention efforts. Domestic violence programs that are under the auspices of, or the direct supervision of, a court, law enforcement or prosecution agency, or the child protective services section of the department as defined in RCW 26.44.020 are not DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 2 Special Terms and Conditions considered CBDVPs. i. "Community Education" means information that is provided in community settings about domestic violence and services related to victims of domestic violence. Community education activities include: training, presentations, outreach to specific communities or geographic areas, community events, and media events. j. "Compliance Agreement" means a written plan approved by DSHS which identifies deficiencies in Contractor's performance, describes the steps Contractor must take to correct the deficiencies, and sets forth timeframes within which such steps must be taken to return Contractor to compliance with the terms of the Contract. k. "Confidential Communication" means all information, oral, written or nonverbal, that is transmitted between a victim of domestic violence and an employee or volunteer of a domestic violence program in the course of their relationship and in confidence, which means that the employee or volunteer will not disclose the information to a third person unless authorized in writing by the victim. "Confidential Information" includes, but is not limited to, any information, advice, notes, reports, statistical data, memoranda, working papers, records or the like, made or given during the relationship between a victim of domestic violence and a domestic violence program, however maintained. Confidential information includes personally identifying information (see definition below) and other information that would personally identify a victim of domestic violence who seeks or has received services from a domestic violence program. m. "Crisis Hotline" or "Crisis Helpline" means a designated telephone line of the domestic violence program that operates twenty-four (24) hours a day, three hundred sixty-five (365) days a year. A hotline/helpline provides crisis intervention, safety planning, information, and referral services. n. "Crisis Intervention" means services provided to an individual in crisis to stabilize an individual's emotions, clarify issues, and provide support and assistance to help explore options for resolution of the individual's immediate crisis and needs. o. "Culturally Specific Supportive Services and Prevention Efforts" means services and prevention efforts created by and for specific cultural populations that have been historically underserved or unserved. Services and prevention efforts are typically designed by and with individuals from the specific culture who are cognizant of the specific community generated risks and protective characteristics and often utilize the language and settings familiar to the population served. p. "Domestic Violence" means the infliction or threat of physical harm against an intimate partner, and includes physical, sexual, and psychological abuse against the partner, and is a part of a pattern of assaultive, coercive, and controlling behaviors directed at achieving compliance from or control over that intimate partner. It may include, but is not limited to, a categorization of offenses, as defined in RCW 10.99.020, committed by one intimate partner against another. q. "Domestic Violence Program" means an agency, organization, or program with a primary purpose and history of effective work in providing advocacy, safety assessment and planning, and self-help services for domestic violence victims in a supportive environment, and includes, but is not limited to, a CBDVP, emergency shelter, or domestic violence transitional housing program. r. "Emergency Shelter" means a place of supportive services and safe, temporary lodging offered on a twenty-four hour, seven-day per week basis to victims of domestic violence and their children. Domestic violence programs may use hotels and motels for victims who need safe shelter, but the DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 3 Special Terms and Conditions domestic violence program must also have an emergency shelter that meets the requirements of Washington Administrative Code (WAC) 388-061A. The mere act of making a referral to emergency shelter is not itself considered provision of emergency shelter. s. "Intimate Partner" means a person who is or was married, in a state registered domestic partnership, or in an intimate or dating relationship with another person at the present or at some time in the past. An intimate partner is also any person who has one or more children in common with another person, regardless of whether they have been married, in a domestic partnership with each other, or lived together at any time. t. "Job Shadowing" means a work experience where an individual observes and learns about a job, activity, or activities by walking through the work day as a shadow to a skilled and competent employee. The experience is planned for and structured with the goal of observing behavior and situations, engaging in interactive questions and answers, and experiencing the link between learning and practice. Job shadowing may be anywhere from a few hours, to a day, week, or more, depending on the job or activity. u. "Legal Advocacy" means personal support and assistance with victims of domestic violence to ensure their interests are represented and their rights upheld within the civil and criminal justice systems, including administrative hearings. It includes educating and assisting victims in navigating the justice systems; assisting victims in evaluating advantages and disadvantages of participating in the legal processes; facilitating victims' access and participation in the legal systems; and promoting victims' choices and rights to individuals within the legal systems. V. "Legal Advocate" means a person employed by a domestic violence program or court system to advocate for victims of domestic violence, within the civil and criminal legal systems and administrative hearings, by attending court proceedings, assisting in document and case preparation, and ensuring linkage with the community advocate. W. "LEP" means Limited English Proficiency, and indicates an individual's need for additional support and assistance in comprehending the English language. X. "Live Training" means events that are held at a specific time and not prerecorded, where participants have the opportunity to ask questions and hear the questions of others in real time. Examples of live training include events that are in person, teleconferences, and interactive. y. "Lodging Unit" means one or more rooms used for a victim of domestic violence including rooms used for sleeping or sitting. Z. "Match" means the Contractor's share of the contracted program costs. Match may either be "in- kind" or "cash." Cash match includes actual cash spent by the Contractor to support the contracted services such as non-federal money contributions from public agencies and private organizations or individuals, such as donations. In-kind match includes the value of donated goods and services used to support the contracted services. In-kind contributions can include such things as donations of expendable equipment; office supplies; workspace; and the monetary value of time contributed by professionals, technical personnel, and other skilled and unskilled labor (volunteer), so long as the donated services provided are an integral part of the funded program. All match shall be documented. aa. "Personally Identifying Information" means individually identifying information for or about an individual including information likely to disclose the location of a victim of domestic violence, regardless of whether the information is encoded, encrypted, hashed, or otherwise protected, including, but not limited to: DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 4 Special Terms and Conditions (1) First and last name; (2) Home or other physical address; (3) Contact information (including postal, email or Internet protocol address or telephone or facsimile number); (4) Social security number; (5) Driver's license number, passport number, or student identification number; (6) Religious affiliation; (7) Date of birth; (8) Nine digit postal (ZIP) code; (9) Physical appearance of; (10) Case file or history; and (11) Other information that would personally identify a victim of domestic violence who seeks or has received services from a domestic violence program, or such other information which, taken individually or together with other identifying information, could identify a particular individual. bb. "Prevention" means efforts that are designed to ultimately eradicate domestic violence through the promotion of healthy, respectful, and nonviolent relationships. Successful domestic violence prevention efforts address change at both the individual and community levels, and tailor messages to diverse populations. Characteristics of promising prevention practices include working to decrease risk factors for perpetration of abuse as well as victimization, while at the same time promoting positive factors that protect individuals from perpetrating or experiencing abuse. (1) Domestic violence prevention includes strategies, policies and programs that focus on at least one (1) of the following: (a) Increasing community dialogue about the root causes of intimate partner violence (b) Shifting cultural norms (c) Building skills for healthy relationships (d) Promoting respectful and healthy relationship (2) Examples of activities that are not considered prevention include: (a) Community education as defined in this Contract; (b) Transformative and restorative justice efforts; (c) Single session or one-time activities, such as trainings, presentations, or events; (d) Activities that focus on defining domestic violence, or teaching data, dynamics, and the impacts of domestic violence; DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 5 Special Terms and Conditions (e) Providing information on how to access domestic violence services or how to help others in accessing services; (f) Support groups as defined in this Contract (support groups are considered a supportive service); and (g) Activities that focus on improving responsiveness to domestic violence survivors by community members or system partners. cc. "Resident" means a client of the domestic violence program who is residing in a shelter as defined in this Contract. dd. "Safety Planning" means a process of thinking through with the victim how to increase safety for both the victim of domestic violence and any children of the victim. Safety planning addresses both immediate and long term risks, barriers, or concerns regarding the victim and any dependent children in the context of their communities and in relationship with the domestic violence perpetrator. It is based on knowledge about the specific pattern of the domestic violence perpetrator's tactics and the protective factors of the victim and any dependent children. Safety planning can be done formally, informally, in writing or orally, or in any other conversational process between the victim and advocate. ee. "Secretary" means the department secretary or the secretary's designee. ff. "Self -study" is a form of study in which one is, to a large extent, responsible for one's own instruction. Examples of self -study include reading articles, books, academic journals, training materials, engaging in online learning opportunities, and prerecorded webinars. Self -study content must be current or have historical relevance to the domestic violence advocacy field. gg. "Shelter" means temporary lodging and supportive services, offered by a CBDVP to victims of domestic violence and their children. hh. "Staff' means trained persons who are part of a domestic violence program and are paid or volunteer to provide services to clients. ii. "Subcontractor" means an individual or entity to perform all or a portion of the duties and obligations that the Contractor is obligated to perform pursuant to this Contract. The Contractor shall have a written subcontract for any service required by the contract that is performed for a fee by an entity who is not an employee of the contracted program. Subcontracting for certain services may be necessary for the Contractor, but in all cases shall require prior written approval by DSHS. Any subcontractor shall meet the same contractual requirements as the Contractor. ji. "Support Group" means interactive group sessions of two or more victims of domestic violence that is facilitated by trained staff on a regular basis. Participants share experiences, offer mutual support, and receive information and education around a specific topic of common interest. Support groups validate the experiences of victims, explore options, build on strengths, and respect participants' rights to make their own decisions. A shelter or house meeting where, for example, chores are discussed, and there is no advocacy provided, is not a support group. kk. "Supportive Services" means assistance and advocacy for victims of domestic violence and their children that are designed to meet the needs of victims and children and provided in accordance with the service model defined in this chapter. Supportive services include, but are not limited to, activities described in the definition of CBDVP. II. "Underserved" or "Unserved Populations" means populations who face barriers in accessing and DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 6 Special Terms and Conditions using victim services, including populations underserved or unserved because of religion, sexual orientation, or gender identity or expression, underserved or unserved racial and ethnic populations, and populations underserved because of special needs including language barriers, disabilities, immigration status, and age. mm. "Victim" means an intimate partner who has been subjected to domestic violence. 2. Purpose. The purpose of this Contract is to: The purpose of this Contract is to support increased access to services and supports for domestic violence survivors and their dependents who have been impacted by the COVI D-19 virus and the COVID-19 public health emergency, with an intentional focus on mitigating the spread of COVID-19 and improving domestic violence survivors' access to health care, as further described in the Contract Statement of Work, Exhibit A. In performing the services, requirements and activities covered by this Contract, the Contractor shall comply with all applicable requirements of the federal American Rescue Plan Act of 2021, the Family Violence Prevention Services Act (FVPSA), 42 U.S.C. Title 42, Chapter 110, the 2021 Family Violence Prevention and Services Act American Rescue Plan COVI D-19 Testing, Vaccines, and Mobile Health Units Access Supplemental Funding Program Instruction, the Uniform Administrative Requirements, Costs Principles, and Audit Requirements for HHS Awards, and the applicable provisions of chapter 70.123 RCW and WAC 388-61A. 3. Statutory or Administrative Rule Changes. In the event that DSHS should need to incorporate statutory or administrative rule changes relating to contract services and/or requirements, the parties agree to negotiate in good faith the incorporation of such additional requirements in this Contract, either by an amendment to this Contract or by a revised contract that would replace this Contract. 4. Statement of Work — Exhibit A. The Contractor shall provide the services and staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth below: The Contractor shall ensure that services provided under this Contract at all times meet the specifications in the Statement of Work, attached as Exhibit A. The Contractor's submittal in the associated FVPSA DV Health Supports and COVID Mitigation Funds application, as approved by DSHS for this Contract, is incorporated by reference in this Contract. 5. Program Requirements — Exhibit B The Contractor shall ensure that all qualifications, performance expectations and program requirements for services provided under this Contract at all times meet the specifications described in the Program Requirements attached as Exhibit B. 6. InfoNet Data Requirements — Exhibit C The Contractor shall comply with the requirements for entering mandatory data into the InfoNet data collection system, as stated in the InfoNet Data Requirements attached as Exhibit C. 7. Budget— Exhibit D a. Contractor's budget for providing services under this Contract during the term of the Contract for the period of performance stated on page 1 of this Contract is attached as Exhibit D. This budget is based on the Contractor's budget submittal in the associated FVPSA DV Health Supports and COVID Mitigation Funds application, as approved by DSHS for this Contract. If the approved budget includes equipment which was approved for purchase by the DSHS Program Manager for DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 7 Special Terms and Conditions this Contract, ownership of the equipment shall be retained by the Contractor. b. With the exception of Indirect costs, transfer of funds between and among line item budget categories of the approved Budget must be requested in writing by the Contractor if the cumulative amount of these transfers exceeds or is expected to exceed $2,000. Budget adjustment requests must be submitted in writing to the DSHS Program Manager on the Contract Budget Revision Request form, and are subject to justification and negotiation. Approved budget revisions shall be incorporated by reference into this Contract as Addendums to Budget Exhibit D and shall not require separate amendments. Transfer of funds to the Indirect Cost line item prohibited. c. Notwithstanding any provision of this Contract to the contrary, at any time during the period of performance, DSHS may analyze Contract expenditures as a proportion of the Contract budget. If DSHS determines, in its sole discretion, that the Contract funding is underutilized, DSHS, in its sole discretion, may unilaterally modify the Contract to reduce the balance of the Contract budget. 8. Consideration. a. Maximum Contract Amount. The maximum amount of total compensation payable to the Contractor for satisfactory performance of the work under this Contract is the amount stated on page 1 of this Contract under "Maximum Contract Amount". b. Allotted Funds. Funds allotted are Supplemental Family Violence Prevention and Services Act (FVPSA) Funds allocated to the Department of Health and Human Services in the federal American Rescue Plan Act of 2021. The CFDA Number is 93.671. c. Obligation and Liquidation of Funds. Contractor shall obligate all funds received under this Contract by the Contract end date listed on Page 1 of this Contract. All obligated funds shall be liquidated no later than thirty (30) days after the Contract end date listed on Page 1 of this Contract, without exception. d. Travel Expenses. Travel expenses incurred or paid by the Contractor shall be reimbursed at a rate not to exceed the current state rate and in accordance with the State of Washington Office of Financial Management Travel Regulations. Any out-of-state travel must be approved in advance by the DSHS Contract Manager for this Contract. Travel expenses are included in the maximum contract amount for this Contract. Current rates for travel may be accessed at: https,.Hofm.wa.gov/accounting/administrative-accounting-resources/travel. 9. Billing and Payment. a. The Contractor shall submit a monthly or bimonthly (every two months) invoice for services performed under this Contract on State of Washington Invoice Voucher forms (Form A-19), prepared in the manner prescribed by DSHS. Invoices shall not be submitted more frequently than monthly. b. The voucher shall be on pre-printed invoice forms provided to the Contractor by DSHS and shall clearly indicate the contract number, invoice period, and the total reimbursement requested. c. The invoice shall state the total amount of expenses incurred by the Contractor that is based on the line items listed in the Budget Exhibit attached as Exhibit D. The invoice submittal shall include the following (1) A spreadsheet that includes the Contract budget by line item, amount requested for the invoice by line item, contract -to -date expenditures by line item, and Contract balance by line item. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 8 Special Terms and Conditions (2) An Invoice Documentation worksheet for any salaries, benefits, subcontracted services, and goods and services expenses the Contractor is charging to the Contract. Items that are eligible for reimbursement will be those negotiated from the Contractor's application and as agreed to by DSHS. Contractor shall not submit copies of expenditure source documentation unless requested by DSHS. (3) Upon request by the DSHS Program Manager for this Contract, Contractor shall attach, or submit, copies of all source documentation for expenditures claimed on invoice vouchers submitted for payment, in the manner requested by DSHS. d. The cost or expense billed for each such line item shall be charged against the total amount listed for that line item in Exhibit D. The cumulative dollar amount for each such line item, for all invoices submitted by the Contractor, shall not exceed the total dollar amount stated for that line item in the Budget Exhibit, except as provided in Special Terms and Conditions, Section 7 Budget — Exhibit D, Subsection b., above. e. Original A-19 invoice vouchers shall be submitted electronically to the DSHS Contact Name listed on page 1 of this Contract. The Contractor shall contact the DSHS Contact Name listed on page 1 of this Contract concerning billing questions. f. Claims for payment submitted by the Contractor shall be paid by DSHS if received by DSHS no later than sixty (60) days from the date services were rendered; EXCEPT, the final invoice for services performed under this Contract shall be submitted to DSHS no later than thirty (30) days after the Contract end date listed on page 1 of this Contract, without exception. g. DSHS will not be obligated to pay for services submitted more than three (3) months after the calendar month in which the services were performed. h. DSHS shall make payment within thirty (30) days of receipt of a properly completed invoice for services. i. Contractor certifies that work performed under this Contract does not duplicate any work to be charged against any other Contract, subcontract, private grant or other state or federal funding source. j. DSHS may stop payment to the Contractor if reports, activities, or other documentation required under this Contract are delinquent, i.e., not submitted within ten (10) days of the due date, or are incomplete. k. DSHS may, at its sole discretion, withhold or deny payment claimed by the Contractor for services rendered if Contractor fails to satisfactorily comply with any term or condition of the Contract. 10. Meals and Refreshments — Limitations With the exception of food purchased by the Contractor for residents of the Contractor's emergency domestic violence sheltering service, any meals or refreshments provided by the Contractor, as part of the contracted services provided, are subject to limitations under the RCW and state and federal regulations as to (1) the circumstances under which they may be provided and claimed as an expense under the Contract, and as to (2) the amount of that cost that may be claimed for reimbursement from DSHS under the Contract. a. Meals, refreshments, or food services provided by the Contractor in connection with services provided under the Contract must be an integral part of the service or activity provided by the Contractor and must advance or support the purpose of the Contract for which the services are DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 9 Special Terms and Conditions provided. b. The cost of any meals provided by the Contractor in connection with the services provided under this Contract must meet the published requirements and guidelines of the Office of Financial Management (OFM) applicable to Washington State employees, in order for DSHS to reimburse the Contractor for such costs. In the event such costs exceed the amounts allowable by OFM, DSHS will reimburse the Contractor up to, but not to exceed, the amount otherwise allowable by OFM. (1) OFM requirements for reimbursement for meals with meetings may be found at: http://www.ofm.wa.gov/policv/70.15.htm. (2) OFM rates for reimbursement may be found at: https://ofm.wa.gov/accounting/administrative- acco u nti ng -resp u rces/trave I . 11. Payment Only for Authorized Services DSHS shall pay the Contractor only for authorized services provided in accordance with this Contract. If this Contract is terminated for any reason, DSHS shall pay only for services authorized and provided through the date of termination. 12. Funding Stipulations a. Duplicate BillincL The Contractor must not bill other funding sources for services rendered under this Contract which would result in duplicate billing to different funding sources for the same service. Furthermore, the Contractor shall ensure that no subcontractor bills any other funding sources for services rendered under this Contract, which would result in duplicate billing to different funding sources for the same service. b. Match. Match is not required for the Supplemental FVPSA funds allocated in the American Rescue Plan Act of 2021. 13. Recovery of Fees for Noncompliance In the event the Contractor bills for services provided and is paid fees for services that DSHS later finds were either a) not delivered b) unallowable, or c) not delivered in accordance with applicable standards or the requirements of this Contract, DSHS shall have the right to recover the fees for those services from the Contractor, and the Contractor shall fully cooperate during the recovery process. 14. Overpayments and Assertion of Lien In the event that DSHS establishes overpayments or erroneous payments made to the Contractor under this Contract, DSHS may secure repayment, plus interest, if any, through the filing of a lien against the Contractor's real property, or by requiring the posting of a bond, assignment of deposit, or some other form of security acceptable to DSHS. 15. Administrative and National Policy Requirements Awards issued under this funding opportunity are subject to 45 CFR Part 75 - Uniform Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards currently in effect or implemented during the period of award, other Department regulations and policies in effect at the time of award, and applicable statutory provisions. The Code of Federal Regulations (CFR) is available at www.ecfr.gov. Unless otherwise noted in this section, administrative and national policy requirements that are applicable to discretionary grants are available at: www.acf.hhs.gov/administrative-and- national-policy-requirements DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 10 Special Terms and Conditions An application funded with the release of federal funds through a grant award does not constitute or imply compliance with federal regulations. Funded organizations are responsible for ensuring that their activities comply with all applicable federal regulations. 16. HHS Grants Policy Statement The HHS Grants Policy Statement (HHS GPS) is HHS's single policy guide for discretionary grants and cooperative agreements. ACF grant awards are subject to the requirements of the HHS GPS, which covers basic grants processes, standard terms and conditions, and points of contact, as well as important agency -specific requirements. The general terms and conditions in the HHS GPS will apply as indicated unless there are statutory, regulatory, or award -specific requirements to the contrary that are specified in the Notice of Award. The HHS GPS is available at https://www.hhs.gov/sites/default/files/grants/grants/policies-requiations/hhscgpsl 07.pdf 17. Restrictions on Lobbying a. In general, as a matter of federal law, federal funds awarded may not be used by the Contractor, or any Subcontractor at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) b. Another federal law generally prohibits federal funds awarded from being used by the Contractor, or any Subcontractor at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. c. Should any question arise as to whether a particular use of federal funds by a Contractor (or Subcontractor) would or might fall within the scope of these prohibitions, the Contractor is to contact DSHS for guidance, and may not proceed without the express prior written approval of DSHS. 18. Business/Financial Assessment a. The Contractor authorizes DSHS to obtain a financial assessment and/or credit report of the Contractor's corporation and/or business, and of the principal owner(s) of the corporation and/or business, at any time prior to or during the term of this Contract. A "principal owner" includes person(s) or organization(s) with a 25% or more ownership interest in the business. b. DSHS may deny, suspend, terminate, or refuse to renew or extend a Contract if, in the judgment of DSHS, the Contractor or any partner or managerial employee of the Contractor, or an owner of 50% or more of the Contractor entity, or an owner who exercises control over the Contractor's daily operations: (1) Has a credit history which could adversely affect the Contractor's ability to perform the Contract; (2) Has failed to meet a financial obligation as the obligation fell due in the normal course of business; or (3) Has filed for bankruptcy, reorganization, or receivership within five (5) years of the start date of the Contract. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 11 Special Terms and Conditions 19. Compliance Agreement In the event that DSHS identifies deficiencies in Contractor's performance under this Contract, DSHS may, at its option, establish a Compliance Agreement. When presented with a Compliance Agreement, Contractor agrees to undertake the actions specified in the Agreement within the timeframe given to correct the deficiencies. Contractor's failure to do so shall be grounds for termination of this Contract. 20. Investigations of Contractor or Related Personnel a. DSHS may, without prior notice, suspend the Contractor's performance of the Contract if the Contractor, or any partner, officer or director of the Contractor, or a subcontractor, or any staff or employee or volunteer of the Contractor or a subcontractor, is investigated by DSHS or a local, state or federal agency regarding any matter that, if ultimately established, could either: (1) Result in a conviction for violating local, state or federal law, or (2) In the sole judgment of DSHS, adversely affect the delivery of services under this Contractor the health, safety or welfare of clients being served by this Contract. b. DSHS may also take other lesser action, including, but not limited to, disallowing a staff member, employee, or other person associated with the Contractor or a subcontractor from providing services, or from having contact with clients being served by this Contract, until the investigation is concluded and a final determination made by the investigating agency. 21. Insurance. a. DSHS certifies that it is self-insured under the State's self-insurance liability program, as provided by RCW 4.92.130, and shall pay for losses for which it is found liable. b. The Contractor certifies, by checking the appropriate box below, initialing to the left of the box selected, and signing this Agreement, that: F-1 The Contractor is self-insured or insured through a risk pool and shall pay for losses for which it is found liable; or F-1 The Contractor maintains the types and amounts of insurance identified below and shall, prior to the execution of this Agreement by DSHS, provide certificates of insurance to that effect to the DSHS contact on page one of this Agreement. Commercial General Liability Insurance (CGL) — to include coverage for bodily injury, property damage, and contractual liability, with the following minimum limits: Each Occurrence - $1,000,000; General Aggregate - $2,000,000. The policy shall include liability arising out of premises, operations, independent contractors, products -completed operations, personal injury, advertising injury, and liability assumed under an insured contract. The State of Washington, DSHS, its elected and appointed officials, agents, and employees shall be named as additional insureds. 22. Disputes a. Either party who has a dispute concerning this Contract may submit a written request for dispute resolution. The amount of any rate set by law, regulation, or DSHS policy is not disputable. A party's written request for dispute resolution must include: (1) A statement identifying the issue(s) in dispute; and DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 12 Special Terms and Conditions (2) The Contractor's name, address, and contract number. b. The request must be mailed to the following address within thirty (30) calendar days after the party could reasonably be expected to have knowledge of the issue which is disputed. c. A copy of the current DSHS dispute resolution process is available at any time by written request. d. Requests for dispute resolution or for a copy of the current DSHS dispute resolution process should be sent to: Department of Social and Health Services Attention: Domestic Violence Unit PO Box 45470 Olympia, WA 98504-5440 e. This dispute resolution process is the sole administrative remedy available under this Contract. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 13 Special Terms and Conditions EXHIBIT A STATEMENT OF WORK FVPSA DV Health Supports and COVID Mitigation Funding April 1, 2022— March 31, 2025 Contractor shall provide the following services and activities as described in this Statement of Work. Services and activities shall be provided as described in the Contractor's FVPSA DV Health Supports and COVID Mitigation Funding application, as approved by DSHS, which is incorporated into this Contract by reference. In performing the services, requirements and activities covered by this Contract, the Contractor shall comply with all applicable requirements of • the federal American Rescue Plan Act of 2021, • the Family Violence Prevention Services Act (FVPSA), 42 U.S.C. Title 42, Chapter 1101 • the 2021 Family Violence Prevention and Services Act American Rescue Plan COVI D-19 Testing, Vaccines, and Mobile Health Units Access Supplemental Funding Program Instruction, • the Uniform Administrative Requirements, Costs Principles, and Audit Requirements for HHS Awards, and the applicable provisions of chapter 70.123 RCW and WAC 388-61A. Contractor shall: 1. Provide COVID testing kits for staff and program participants as needed, consistent with local, state and federal public health guidance. 2. Provide information and referral about testing, vaccines, and boosters to program participants upon request, consistent with local, state and federal public health guidance. 3. Provide the services listed below, in accordance with the Contractor's approved application. a. Financial assistance. If any of the services below involve providing emergency financial assistance or housing assistance to domestic violence survivors, such financial and housing assistance shall be paid directly to the vendor. FVPSA funds may not be provided directly to a program participant. b. Ineligible costs. The following are ineligible costs under this Contract: (1) Direct payments to survivors. (2) Construction costs. (3) Renovation costs. (4) Purchase of single items with a purchase price more than $5,000. DV Health Supports Activities and services to improve access to health care for DV survivors and their dependents. c. Facilitate access to health care and/or behavioral health care through transportation, childcare supports or other financial supports so survivors and their children can seek and receive health care services related to COVID mitigation. Healthcare access services may include, but are not limited to: DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 14 Special Terms and Conditions (1) assistance with enrolling in a healthcare plan, (2) establishing a primary care provider, (3) providing health education, and (4) providing interpreters, translating materials, and developing and distributing linguistically specific and/or culturally appropriate materials. COVID-19 Mitigation Testing, vaccines, and other activities to mitigate the spread or impact of COVID-19. d. Provide safe, voluntary access to testing for staff and program participants onsite at a Contractor's facility or other location(s) that are safe and accessible for domestic violence survivors and their dependents. e. Provide safe, voluntary access to vaccines for staff and program participants onsite at a Contractor's facility or other location(s) that are safe and accessible for DV survivors and their dependents. f. Facilitate access to testing and vaccines through transportation, childcare supports or other financial supports for survivors and their children to seek and obtain COVID testing, vaccines and boosters. Additional testing and vaccines access services may include, but are not limited to: (1) providing health education, and (2) providing interpreters, translating materials, and developing and distributing linguistically specific and/or culturally appropriate materials related to COVI D-19 testing, vaccines and mitigation strateg ies. Workforce Development, Retention and Resilience g. Support continuity of domestic violence services by sustaining an advocacy workforce to prevent, prepare for, and respond to the needs of domestic violence survivors impacted by the COVI D-19 public health emergency. Such expenses may include, but are not limited to: (1) behavioral health supports for DV program staff and volunteers, (2) hiring bonuses and retention payments, (3) compensation and benefits improvements, (4) childcare supports, transportation subsidies, and other fringe or personal benefits. Hiring bonuses, retention payments, and fringe or personal benefits must be eligible under federal regulations, made available to all eligible positions regardless of whether the position is supported with federal funds, and included in the Contractor's written compensation policies which are approved by the Contractor's board of directors or governing authority for government entities and tribes. h. Increase staffing as necessary to implement this supplemental funding, support access to testing DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 15 Special Terms and Conditions and vaccines, and support coordination with local health care partnerships. i. Hire culturally -competent and linguistically -appropriate providers and staff to carry out DV health supports and COVI D mitigation activities. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 16 Special Terms and Conditions PROGRAM REQUIREMENTS FVPSA DV Health Supports and COVID Mitigation Funding April 1, 2022 — March 31, 2025 The Contractor shall comply with all program and other requirements for providing services under this Contract, as set forth below. 1. Acknowledgement of Federal Funding Family Violence Prevention & Services State Grants Amount obligated by this action: $161,400.00 Federal Award Date: 10/25/2021 Federal Award Period: 10/1/2020 — 09/30/2025 Federal Award Identification Number (FAIN): 2202WAFTC6 Total Amount of the Federal Award to Washington State Department of Social and Health Services: $ 714849366.00 Awarding Official: Department of Health and Human Services, Administration for Children &Families Catalog of Federal Domestic Assistance (CFDA) Number: 93.671 This subaward may not be used for research and development purposes. In the event a correction is required to the Acknowledgement of Federal Funding, an administrative change will be processed. A change to the Acknowledgement of Federal Funding will not affect your budget or scope of work and notice will be provided. 2. Requirements The Contractor shall comply with all program and other requirements under this Contract as set forth below: a. Contractor shall provide all services in a way that enhances, and does not compromise the safety of the victims being served. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 17 Special Terms and Conditions b. Contractor shall maintain confidentiality of communication and records for any individual provided direct services funded by this Contract. c. Contractor is prohibited from charging clients for services provided under this Contract. d. Contractor shall not use funds payable under this Contract to provide perpetrator treatment services for people who have caused harm. e. Contractor shall not make any direct payment of contract funds to any individual provided services under this Contract. f. Contractor shall not use an income eligibility standard for individuals seeking services under this Contract. Services shall be provided to victims being served without regard to income. g. Contractor shall refrain from engaging in activities that compromise the safety of victims or their children including, but not limited to, mediation, couples counseling, family counseling or any other manner of joint victim -offender counseling, mandatory counseling for victims, requiring that victims participate in criminal proceedings, supporting policies or engaging in practices that impose restrictive conditions (e.g., attend counseling, or seek an order of protection) on the victim in order to receive services or when the victim requests that an order of protection be rescinded or modified. 3. Training and Qualifications a. Domestic Violence Staff and Supervisors: Initial, continuing education, and supervisor training of Contractor staff is critically important. In addition, quality supervision is an integral component for the provision of excellent advocacy and in supporting staff. Advocates and advocate supervisors must be able to demonstrate an understanding of the nature and scope of domestic violence as defined, as well as the historical and societal attitudes in which domestic violence is rooted. b. Training must be current and relevant to the provision of empowerment -based advocacy. The Contractor should also strive to ensure that staff incorporate training on services to marginalized and underserved populations as part of each advocate's annual continuing education. The Contractor shall ensure that all staff (paid and volunteers) and staff supervisors, meet the following minimum training and experience requirements prior to staff providing supportive services. (1) Staff and volunteers providing supportive services and supervisors of staff must obtain a minimum of twenty (20) hours of initial basic training that covers at least the following topics and skills: (a) Theory and implementation of empowerment -based advocacy. (b) The history of the domestic violence movement. (c) Active listening skills. (d) Legal, medical, social service, and systems advocacy. (e) Anti -oppression and cultural competency theory and practice. (f) Confidentiality and ethics. (g) Safety planning skills and barriers to safety. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 18 Special Terms and Conditions (h) Planning, clarifying issues and options, and crisis intervention. (i) Providing services and advocacy to individuals from marginalized and underserved populations. (j) Policies and procedures of the domestic violence program. (2) Initial training must be completed prior to providing supportive services to clients and/or their dependent children. (3) The recommended format for initial training is live and in-person group sessions. Structured job -shadowing and self -study may be included as part of the overall initial training. All Contractor in-house training must be based on a training plan that covers one or more of the required initial training topics. (4) Staff and volunteers providing supportive services and staff supervisors must also obtain an annual minimum of twenty (20) hours of continuing education training beginning in the state fiscal year after they completed their initial training, and each state fiscal year thereafter. (a) A minimum of ten (10) hours must be live training on topics specifically focused on serving victims of domestic violence and their children. (b) The remaining ten (10) hours of training may be satisfied through self -study on topics specifically focused on serving victims of domestic violence and their children. (5) Within six (6) months of being hired as an advocate supervisor and for each year thereafter, supervisors must obtain a minimum of five (5) hours of training on supervision. Supervision training can be counted toward the twenty (20) hours of annual continuing education training hours. (6) Contractor staff who do not provide supportive services to clients or their dependent children are not required to obtain initial and continuing education training as described in this Contract. Examples of staff that are included in this category are individuals providing child care assistance as defined in this Contract, and bookkeeping and accounting staff. It is recommended, however, that staff who come into contact with clients of the domestic violence program and their dependent children, but who do not provide supportive services, receive training on the following: (a) Confidentiality. (b) Relevant policies and procedures of the domestic violence program. (c) Mandated reporting of child abuse/neglect as required by RCW 26.44, Abuse of Children. (7) Supervisors of staff providing supportive services to domestic violence clients shall meet the following minimum experience and training requirements prior to being hired as a supervisor: (a) Two (2) years of experience providing advocacy to victims of domestic violence within a domestic violence program. Domestic violence program means an agency that provides advocacy for domestic violence clients in a safe, supportive environment as defined in RCW 70.123. (b) Fifty (50) hours of training on domestic violence issues and advocacy within three (3) years prior to being hired as a supervisor. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 19 Special Terms and Conditions (8) Initial and continuing education training received by staff and supervisors of staff providing direct services to victims of domestic violence must be entered in the Staff Training section of InfoNet. 4. Evaluation of Contractor DSHS may evaluate the Contractor's performance during the term of the Contract. Areas of review may include, but are not limited to, the following: a. Effectiveness of services; b. Timeliness of services provided; c. Adherence to contract terms; and d. Compliance with federal and state statutes. 5. Mandated Reporting of Child Abuse or Neglect a. The Contractor shall ensure that all current staff who are mandated reporters or who have access to children read and/or view the materials in the Department of Children, Youth and Families Mandated Reporter Toolkit within thirty (30) days of the effective date of a first time DSHS Contract and annually thereafter; and that all newly hired staff who are mandated reporters or who have access to children read and/or view the materials in the Mandated Reporter Toolkit within two (2) weeks of initial employment. After reading and/or reviewing the materials, staff shall sign and date a statement acknowledging their duty to report child abuse or neglect and affirming that they understand when and how to report suspected child abuse or neglect. The Contractor shall retain the signed statement in the staff personnel file. b. The Contractor shall either obtain a copy of the Mandated Reporter Toolkit from DSHS, or access the Mandated Reporter Toolkit online at: https://www.dcyf.wa.gov/safety/mandated-reporter. 6. Child Passenger Restraint Requirements The Contractor shall at all times comply, and shall ensure that all employees, volunteers and subcontractors at all times comply, with the child passenger restraint requirements of RCW 46.61.687 when transporting children or providing transportation to children served under this Contract. RCW 46.61.687 may be accessed at: http://apr)s.leg.wa.gov/RCW/default.aspx?cite=46.61.687. Current child passenger restraint requirements may also be accessed on the Washington State Traffic Safety Commission's website at: https://wtsc.wa.qov. 7. Interpreter Services a. The Contractor shall provide Limited English Proficient (LEP) clients with certified or otherwise qualified interpreters and translated documents. The Contractor may use a non -certified interpreter when a certified interpreter is not available, provided that the interpreter is qualified to act as an. interpreter for the specific service recipient, and the interpreter does not represent a real or perceived conflict of interest. Family members of the service recipient shall not be used as interpreters. b. The Contractor shall provide Deaf, Deaf -Blind, or hard of hearing clients with the services of certified or otherwise qualified interpreters. The Contractor may use a non -certified interpreter when a certified interpreter is not available, provided that the interpreter is qualified to act as an DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 20 Special Terms and Conditions interpreter for the specific service recipient, and the interpreter does not represent a real or perceived conflict of interest. Family members of the service recipient shall not be used as interpreters. c. Interpreter and translation services shall be provided at no cost to the client. All interpreter and translation costs shall be the financial responsibility of the Contractor. 8. Confidentiality In addition to the General Terms and Conditions of this Contract regarding Confidentiality, the Contractor shall ensure that it maintains confidentiality of all client communications and information — verbal, written, and electronic — to include personally identifying information of the client, unless the Contractor has express written authority to release information, or as otherwise provided by law. Contractor shall ensure that it complies with the privilege and confidentiality provisions of RCW 5.60.060(8) (a -b), RCW 70.123, and RCW 5.60.060(7)(a -b). In order to ensure the safety of adult, youth, and child victims of sexual assault, domestic violence, and dating violence, and their families, FVPSA-funded programs must establish and implement policies and protocols for maintaining the confidentiality of records pertaining to any individual provided with services. FVPSA-funded programs cannot disclose any personal identifiable information (PII) collected in connection with services; reveal PH without informed, written, reasonably time-limited consent; or require a victim to provide consent as a condition of eligibility for services (45 CFR 1370.4(a)(1 — 3)). Additionally, consent to release PH shall be given by an unemancipated minor and the minor's parent or guardian, or in the case of an individual with a guardian, it shall be given by the individual's guardian (45 CFR 1370.4 (b)). 9. Reporting and Record -Keeping a. The Contractor must collect and maintain data that measure the performance and effectiveness of work done under this contract. b. The Contractor shall enter non -personally identifiable client demographic, service and compliance data required by state and federal fund sources in the InfoNet data collection system. Mandatory demographic and service data elements are listed in Exhibit C, and shall be entered in accordance with the data reporting guidance to be provided by DSHS. The Contractor shall maintain documentation and records that support the data reported in InfoNet. c. Client demographic and service data shall be entered into, and updated in, InfoNet at least quarterly. Contractor shall generate InfoNet reports at least quarterly on all clients receiving services for the previous quarter(s), review the entered data for accuracy, and correct any errors. Report data shall be due in InfoNet within 15 days of the end of the preceding quarter. (1) For clients served during the period of this Contract, all demographic, service and compliance data shall be entered into InfoNet no later thirty (30) days after the Contract end date listed on page 1 of this Contract. d. The Contractor shall establish and maintain written procedures for the security of InfoNet use at its site(s). Procedures shall include: (1) Only authorized staff are provided access to the InfoNet data and files. (2) Staff are informed of the need for security and confidentiality of data and files maintained in or DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 21 Special Terms and Conditions available through the InfoNet system. (3) That the Contractor shall notify the DSHS Program Manager for this Contract when an employee is no longer authorized to access the InfoNet system. e. Contractor shall also submit semi-annual narrative reports on Contract activities. The report form will be provided to the Contractor by the DSHS Program Manager. f. FVPSA Specific Data Reporting. As a condition of receiving federal FVPSA DV Health Supports and COVI D Mitigation Funding as part of this Contract, Contractor shall collect and report the following by September 30, 2022, September 30, 2023, September 30, 2024 and April 30, 2025: (1) Annual program expenditure report to be provided by the DSHS Program Manager named on page 1 of this Contract. (2) Written responses to FVPSA grant narrative questions to be provided by the DSHS Program Manager. 10. Cost Allocation The Contractor shall maintain a current written cost allocation plan. This plan must clearly and completely describe the methodology used to determine what portion of shared costs will be allocated to each funding source being billed for such costs. 11. Client Records a. Contractor shall maintain a written file for clients who are served pursuant to this Contract. At a minimum, files shall: (1) Include an intake that clearly demonstrates each client's eligibility for Contract services. (2) Be brief in documenting the supportive services provided to the client if written documentation of services is also maintained in the client file. Service documentation must be entered into InfoNet. (3) Document only sufficient information to identify the service provided, and not include any references to client feelings, emotional or psychological assessments, diagnoses, or similar subjective observations or judgments. Documentation shall not include any direct quotes from the client. (4) Include copies of all required releases and client notices. b. Where supportive services are provided to child/youth of clients, the Contractor shall: (1) Document in InfoNet the supportive services provided for each child/youth. Written documentation shall not be included in the file of the parent/guardian. (2) Be brief in documenting the supportive services provided to the child/youth if written documentation of services is also maintained in the file of the child/youth. Service documentation must be entered into InfoNet. (3) Document only sufficient information to identify the service provided, and not include any references to the child/youth's feelings, emotional or psychological assessments, diagnoses, or similar subjective observations or judgments. Documentation shall not include any direct quotes DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 22 Special Terms and Conditions from the child/youth. 12. Administrative Records In addition to any other provisions of this Contract governing maintenance of records, the Contractor shall retain the following administrative records: a. Documentation that funds received under this Contract were used only for the purposes and services allowed by the Contract. Funds received under this Contract shall be clearly distinguished and accounted for distinctly from other contracts, grants, or other funding sources. b. Fiscal records that substantiate all costs charged to DSHS under this Contract. Contractor shall maintain appropriate accounting and auditing procedures to ensure proper documentation, fiscal control, proper management, and efficient disbursement of Contract funds, and in accordance with applicable provisions of OMB Uniform Guidance. c. Documentation of all audits, license reviews, contract monitoring reports, and corrective action reports and action taken. d. Copies of all subcontracts or other agreements for subcontracted services and the provider's qualifications for the service to be performed. e. Copy of the Certificate of Insurance for each subcontractor, if required. f. Contractor shall also retain the following protected group data: (1) A list of current staff by position (not names) that includes date of birth, gender, and identified protected group status, including race, Vietnam Era Veteran, Disabled Veteran, and person of disability. (2) Data from clients that includes age, gender, and race/ethnicity. (3) When collecting protected group data, the Contractor shall inform staff and clients that: (a) Furnishing the information is entirely voluntary; and (b) The refusal to furnish the data shall not have adverse effects or denial of services. 13. Personnel Records Contractor shall maintain a personnel record(s) for each staff, paid and volunteer, that includes at least the following: a. Application for employment or resume. b. Criminal history background check verification. c. Current job description. d. If applicable, a signed and dated statement acknowledging the duty to report child abuse/neglect. 14. Operating Policies and Procedures In addition to any other provisions of this Contract governing maintenance of records, the Contractor DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 23 Special Terms and Conditions shall have written policies and procedures covering the following issues: a. Confidentiality and protection of client records and communication. b. Nondiscrimination relating to staff, clients, and provision of services. c. The provision of bilingual and interpreter services to clients. d. Responding to subpoenas and warrants. e. Reporting of child abuse as legally mandated. f. Client access to their files. g. Grievance procedure for clients. h. Prohibiting harassment of service recipients based on race, sexual orientation, gender identity (or expression), religion, and national origin, and procedures for addressing violations. L Emergency procedures for fire, disaster, first aid, medical and police intervention. j. Security of InfoNet system by users and the agency. k. Records retention. I. Accounting procedures. m. Personnel policies and procedures. n.. Administrative policies and procedures. 15. Auditing and Monitoring a. Auditing (1) Single Audit Act Compliance. If the Contractor is a subrecipient and expends $750,000 or more in federal awards from any and/or all sources in any fiscal year, the Contractor shall procure and pay for a single audit or aprogram-specific audit for that fiscal year. Upon completion of each audit, the Contractor shall: (a) Submit to the DSHS contact person the data collection form and reporting package specified in 2 CFR Part 200, Subpart F, reports required by the program -specific audit guide (if applicable), and a copy of any management letters issued by the auditor; (b) Follow-up and develop corrective action for all audit findings in accordance with 2 CFR Part 200, Subpart F; prepare a "Summary Schedule of Prior Audit Findings" reporting the status of all audit findings included in the prior audit's schedule of findings and questioned costs. (2) Overpayments. If it is determined by DSHS, or during the course of a required audit, that the Contractor has been paid unallowable costs under this or any Program Agreement, DSHS may require the Contractor to reimburse DSHS in accordance with 2 CFR Part 200. b. Monitoring DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 24 Special Terms and Conditions (1) DSHS may schedule on-site monitoring visits with the Contractor to evaluate compliance with the terms of this Contract and the performance of the program. The Contractor shall provide at no further cost to DSHS, reasonable access to all program -related records and materials, staff and/or subcontractor time, and any other documents or information necessary in order to evaluate contract and program compliance. (2) DSHS may also conduct an investigation if it receives information that the Contractor is out of compliance with its Contract in accordance with WAC 388-61A. ADDITIONAL FEDERAL FUNDING REQUIREMENTS 16. Applicability of Part 200 Uniform Requirements a. The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by HHS in 2 C.F.R. Part 300 [apply to this Award from HHS. b. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.333. 17. Compliance with Family Violence and Prevention Services Act (FVPSA) Program Final Rule In performance of the services, requirements, and activities set forth herein, the Contractor shall comply with all applicable federal requirements of the Family Violence and Prevention Services Act (FVPSA) Program Final Rule as posted at https://www.ecfr.gov/cgi-bin/text- idx?S I D=42070a8b5269075caf6c6e7ac5d 1 a234&mc=true&node=pt45.5.1370&rg n=d iv5. 18. Federal Funds Expenditure Federal funds awarded under this Contract must be expended for the purposes which they were awarded and within the time period allotted. 19. Funding Restrictions The Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act, 2021, and Consolidated Appropriations Act, 2021, (Division H, Title 11, Sec. 202), limit the salary amount that may be awarded and charged to ACF grants and cooperative agreements. Award funds issued under this announcement may not be used to pay the salary of an individual at a rate in excess of Executive Level II. The Executive Level II salary of the "Rates of Pay for the Executive Schedule" is $199,300. This amount reflects an individual's base salary exclusive of fringe benefits and any income that an individual may be permitted to earn outside of the duties of the applicant organization. This salary limitation also applies to subawards and subGrants under an ACF grant or cooperative agreement. https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary- tables/pdf/2021 /EX. pdf. 20. Computer Networks Contractor understands and agrees that it cannot use any federal funds to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 25 Special Terms and Conditions 21. Disallowed Costs The Contractor is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its Subcontractors. 22. Non -Discrimination Legal Requirements for Recipients of Federal Financial Assistance Contractor must administer the project in compliance with federal civil rights laws that prohibit discrimination on the basis of race, color, national origin, disability, age and, in some circumstances, religion, conscience, and sex (including gender identity, sexual orientation, and pregnancy). This includes taking reasonable steps to provide meaningful access to persons with limited English proficiency and providing programs that are accessible to and usable by persons with disabilities. The HHS Office for Civil Rights provides guidance on complying with civil rights laws enforced by HHS. See https://www.hhs.gov/civil-rights/for-providers/provider-obligations/index.html. HHS funded health and education programs must be administered in an environment free of sexual harassment, see https://www.hhs.gov/civil-rights/for-individuals/sex-discrimination/index.html For guidance on administering your project in compliance with applicable federal religious nondiscrimination laws and applicable federal conscience protection and associated anti -discrimination laws, see https://www.hhs.gov/conscience/conscience-protections/index.htmi and https://www.hhs.gov/conscience/religious-freedom/index.html 23. Services to Limited English Proficient (LEP) Persons The Contractor is required to take reasonable steps to ensure that the Contract project provides meaningful access to persons with limited English proficiency. For guidance on meeting your legal obligation to take reasonable steps to ensure meaningful access to your programs or activities by limited English proficient individuals, see https://www.hhs.gov/civil-rights/for-individuals/special- topics/limited-english-proficiency/fact-sheet-guidance/index.html and https://www.lep.gov. Contractors are encouraged to consider the need for language services for persons with limited English proficiency both in developing their programs and budgets and in conducting their programs and activities. Reasonable costs associated with providing meaningful access for individuals with limited English proficiency are considered allowable program costs. 24. General appropriations -law restrictions on the use of federal funds The Contractor, and any Subcontractor at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2018, are set out at https:Homp.gov/funding/Explore/FY18Appropriations Restrictions. htm and are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a contractor (or a subcontractor) would or might fall within the scope of an appropriations -law restriction, the recipient is to contact DSHS for guidance, and may not proceed without the express prior written approval of DSHS. 25. Human Trafficking Provisions These awards are subject to the requirements of Section 106(g) of the "Trafficking Victims Protection Act of 2000" (22 U.S.C.7104). The full text of this requirement is found at http://www.acf.hhs.gov/.grants/award-term-and-condition-for-trafficking-in-persons. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 26 Special Terms and Conditions 26. Noncompetitive procurement contracts over $250,000 No American Rescue Plan Supplemental FVPSA Funds will be used to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that, for the purposes of federal grants administration, would be considered a procurement "contract" (and therefore does not consider a subaward). 27. Posting Federally Funded Disclaimer Language on Documents In accordance with Section 505 of Public Law 115-31, the Consolidated Appropriations Act of 2017 is applicable to the mandatory grant programs. "When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all recipients receiving Federal funds included in this Act, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by non-governmental sources." 28. Mandatory Disclosures These awards are subject to the requirements in 31 U.S.C. 3321, 41 U.S.C. 2313, and provisions found in Federal regulations at 45CFR §75.113 and Appendix XII of this part, and 2 CFR Parts 180 and 376 for debarment and suspension. Non -Federal entities must disclose all violations of Federal criminal law involving fraud, bribery, or gratuity violations potentially affecting the Federal award. Failure to comply may result in any noncompliance remedies, including debarment and suspension. 29. Non -supplanting certification No American Rescue Plan Supplemental FVPSA Funds will be used to supplant existing state, local, or other non-federal funding already in place to support current services. American Rescue Plan Supplemental FVPSA Funds will be used to increase the total amount of funds used for domestic violence victim assistance. Violation of the non -supplanting requirement can result in a range of penalties, including suspension of future funds under this Contract, recoupment of monies provided under this Contract, and civil and/or criminal penalties. 30. Failure to Address Audit Issues The Contractor understands and agrees that DSHS may withhold contract funds, or may impose other related requirements, if (as determined by the HHS awarding agency) the Contractor does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of HHS awards. 31. Smoking Prohibitions In accordance with Title XII of Public Law 103-227, the "PRO -KIDS Act of 1994," smoking may not be permitted in any portion of any indoor facility owned or regularly used for the provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs whether directly or through State, Territories, local and Tribal governments. Federal DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 27 Special Terms and Conditions programs include grants, cooperative agreements, loans and loan guarantees, subawards, and contracts. The law does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions or facilities and used for inpatient drug and alcohol treatment. 32. Prohibition on Expending HHS Award Funds for Covered Telecommunications Equipment or Services as Per 2 CFR §200.216 Effective August 13, 2020, 2CFR §200.216 applies to all grant programs. "Prohibition on certain telecommunications and video surveillance services or equipment." (a)As described in 2 CFR 200.216, recipients and subrecipients are prohibited to obligate or spend grant funds (to include direct and indirect expenditures as well as cost share and program) to: (1)Procure or obtain, (2)Extend or renew a contract to procure or obtain; or (3)Enter into contract (or extend or renew contract) to procure or obtain equipment, services, or systems that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Pub. L. 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). i. For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). ii. Telecommunications or video surveillance services provided by such entities or using such equipment. iii. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise, connected to the government of a covered foreign country." 33. Prohibitions on Reprisal; Notice to Employees Contractor (and any subcontractor) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVI D Mitigation (4-15-2022) Page 28 Special Terms and Conditions INFONET DATA REQUIREMENTS FVPSA DV Health Supports and COVID Mitigation Funding April 1, 2022— March 31, 2025 Contractor shall use the InfoNet Data system to document all individuals served, services provided, and other data as specified by this Contract and DSHS. The following are the mandatory data fields that must be entered by the Contractor into InfoNet. Contractor shall refer to the InfoNet User Manual, the system administrator, or the DSHS Program Manager with any questions. 1. Client Information a. Clients and Cases — Demographics InfoNet requires that each new individual seeking services receive a client ID number. New client means someone that has never received services before from the agency. If an individual that previously received services from the agency returns at a later time to receive victim services, the agency does not issue a new client ID number. Returning clients shall be identified under their original client ID number. If Contractor provides services for another crime type such as sexual assault or general crimes, the same client ID number is used, with a new case opened in InfoNet to document the sexual assault or general crimes services. Contractor shall generate an intake in InfoNet for all new clients provided services under this Contract. The following data elements are mandatory for new client intakes: (1) Client ID Number (2) Year of Birth (3) First Contact Date (4) Race (5) Ethnicity (6) Gender (7) Client Type (8) Disability (9) Homeless b. Children, Youth, and Secondary Victims If the Contractor provides services to dependents of the client or to secondary victims, Contractor shall create a record (not an intake) for each child or secondary victim and enter demographic and service information for each child or secondary victims. The following data elements are mandatory for this section: (1) Year of birth (2) Gender DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 29 Special Terms and Conditions (3) Race (4) Ethnicity (5) Service(s) provided to the child(ren) or secondary victim(s) (6) Staff/volunteer who provided the service(s) (7) Date service(s) provided (8) Hours of service 2. Direct Client Services Contractor shall enter all supportive services provided to individuals served by this Contract. The following data elements are mandatory: a. Type of service(s) provided as directed by DSHS b. Staff/volunteer who provided the service(s) c. Date service(s) provided d. Hours of service 3. Staff Training Initial, continuing education, and supervisor training received by staff and supervisors must be entered in the Staff Training section of InfoNet. At a minimum, the following data fields must be completed: a. Training name b. Training date c. Number of training hours d. Individual or organization that sponsored/provided the training e. Program type f. Training category g. Training method DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 30 Special Terms and Conditions EXHIBIT D BUDGET FVPSA DV Health Supports and COVID Mitigation Funding April 1, 2022 — March 31, 2025 LINE ITEMAMOUNT �y ....�. , ...,. ��.-��d..��.�rti..�,�...r.,..«,�.,r...r....,��....��..r.,�,..,.,m, .., . _.rr,...,..._...,.r .....,.-......r,,.,.,� x..�...�..y..�.,..N�r�_r�...... SALARIES $1081448: BENEFITS $161619; z F SUBCONTRACTED SERVICES $0 3 ° 2'r.,cw.a.erviui.ii-vvx..�.�rii�.v:a GOODS AND SERVICES 36,3331 ,.F ,.: 1 } INDIRECT $0 ,,.�,.......� r., . , , ,. , . , ' C O N T RAC T T O T AL ��. �.M,._�..�.�..,.�..�._.x�.,.�._.�..._......__..v.,.,.�.ti_......��.�. $161,4001 ° 9 9 P MATCH I Not required 3 f .::,..:r.::.iiiiiiivi.y...-ri:r..-��i:e;.i .. a:i.e-i ivro... ii i...:..rirvi_ri.. i ii i i.,.,�i . i .a .i . nri ri... ..ru.-zs✓�v�r.os iii i..i.. .ri v ii Indirect Contractor's Indirect Cost Rate: 0 None ❑ 10% of MTDC ❑ % FNICR Match Match is not required for federal Supplemental FVPSA Funds awarded pursuant to the American Rescue Plan Act. Line Item Transfer of Funds and Budget Revision Requests Transfer of funds between and among line item budget categories of the approved Budget must be requested in writing by the Contractor if the cumulative amount of these transfers exceeds or is expected to exceed $2,000. Budget adjustment requests must be submitted in writing to the DSHS Program Manager using the Contract Budget Revision Request form, and are subject to justification and negotiation. Approved budget revisions shall be incorporated by reference into this Contract as Addendums to Budget Exhibit D and shall not require separate amendments. DSHS Central Contract Services 3088CS FVPSA DV Health Supports and COVID Mitigation (4-15-2022) Page 31