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HomeMy WebLinkAboutAgreements/Contracts - New Hope DV/SAGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT:New Hope REQUEST SUBMITTED BY: SUZI FOCr@ CONTACT PERSON ATTENDING ROUNDTABLE: Suzi CONFIDENTIAL INFORMATION: ❑YES ® NO DATE: Z'20.2024 PHONE: 764-8402 OWN WIN Wr s s DAgreement / Contract ❑AP Vouchers /RFPs /Quotes Award ❑Bid Opening Scheduled ❑Appointment / Reappointment A /, ❑ ARPA Related❑Bids ❑Computer Related ❑County Code ❑Boards /Committees El Emergency Purchase ❑Budget ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑Minutes ❑ Ordinances ❑ Policies ❑ Out of State Travel ❑Petty Cash ❑ Proclamations ❑ Recommendation ❑ Professional Sery/Consultant ❑ Request for Purchase ❑ Support Letter El Resolution ❑Tax Levies ❑Thank You's ❑Tax Title Property p Y ❑Surplus Req. ❑WSLCB 00-11 ® ® L9 iU e r e ® 51 ® / A Agreement with DSHS to fund $12,500 for Domestic Violence Program Improvements. Terra of this agreement is March 1 2024 -May 31, 2424. BOCC wet signatures are required on the agreement. DATE OF ACTION: DEFERRED OR CONTINUED TO: AP ROVE. DENIED ABSTAIN D1: Zf, D2: D3: K24-056 DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) �-.�..� Qa dv aur F" 1 _ (Pri Na e) aw f (Signed) Deputy Prosecuting Attome Date. Page 1 DSHS Agreement Number Washington State Department of Social � COUNTY PROGRAM AGREEMENT 2463-54212 7 6c Health Services Domestic Violence Program Improvements Transforming lives 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. County Agreement Number DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE Economic Services Community Services Division 1221 3000CC-63 Administration DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS Christine Wall PO Box 45740 Program Manager Olympia, WA 98504-5440 DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL 360 480-1924 Click here to enter text. Christine.Walldshs.wa. ov COUNTY NAME COUNTY ADDRESS Grant County 311 W. Third Ave New Hoe Moses Lake, WA 98837 COUNTY FEDERAL EMPLOYER IDENTIFICATION COUNTY CONTACT NAME NUMBER SUZI FOCIe COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL 509 764-8402 509 766-6574 sfodea2rantcountXwa.2ov IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM ASSISTANCE LISTING NUMBERS AGREEMENT? No PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE 1 MAXIMUM PROGRAM AGREEMENT AMOUNT 03/01/2024 05/31/2024 1 $127500.00 EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this County Program Agreement by reference: Z Exhibits (specify): No Data Security Exhibit A. Statement of Work B. Program Requirements C. Budget [:] No Exhibits. The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive understanding between the parties superseding and merging all previous agreements, writings, and communications, oral or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only upon signature by DSHS. CO NTY SIGNATUR� PRINTED NAME(S) AND TITLE(S) DATE(S) SIGNED 7 PIS '/7-7c- - oard of Grant County Commissioners DSHS-SIGNArL RE PRINTED NAME AND TITLE DATE SIGNED Huan Nguyen, Contracts Officer DSFk$/ESA-Coomu_nity Services Division DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) �-.�..� Qa dv aur F" 1 _ (Pri Na e) aw f (Signed) Deputy Prosecuting Attome Date. 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 orrou session g p s with a primary focus of safety planning, empowerment, and education of the client through reinforcement of the client's autonomyand self-determ' g enfi 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 violencero ram and provides advocacy to clients. p g p c. "Child care" means the temporary care of a client's child or children b staff of the domestic estic violence program at the program's location or another location where the client is receiving confidential or individual services from the domestic vi g violence program or is participating in activities sponsored by the domestic violence program, other than employment, and so longas 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. Y 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 p 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 violencero r p gam 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 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 g provides, as its primary purpose, assistance and advocacy for domestic violence victims. Domestic violence' assistance and advocacy includes crisis intervention, individual and groupsupport, information pp and referrals, and safety assessment and planning. Domestic violence assistance and advocacy provision of shelter; may also include, but is not limited to, p er; emergency transportation, self-help services; culturally specific services; legal advocacy; economic advocacy; and accompaniment and advocacy ocacy through medical, legal, immigration, human services, and financial assistance systems. CBDV Y Ps also provide community education and prevention efforts. Domestic violencero rams that a p g re under the auspices of, or the direct supervision of, a court, law enforcement oren rosecution a or the child protective services section p agency, of the department as defined in RCW 26.44.020 are not DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 2 Special Terms and Conditions considered CBDVPs. "Community Education" means information that is provided in communitysettings gs about domestic violence and services related to victims of domestic violence. Community education activities include: training, presentations, outreach to specific communities orare eo ra hic events, and media events. g g p as, community 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 the terms of the Contract. compliance with 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 t c violence program in the course of their relationship and in confidence, which means that the employee volunteer will not disclose the information to a third person p yee or p on unless authorized in writing by the victim. "Confidential Information" includes, but is not limited to, an information advice n statistical data memoranda Y � notes, reports, , working papers, records or the like, made or given during the relationship between a victim of domestic violence and a domestic violencer p ogram, however maintained. Confidential information includes personally identifying information(seebelow and other informatio Y g definition n 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 mestic violence program that operates twenty-four (24) hours a day, three hundred sixty-five (365) days a year. Ahotline/hel line 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 helplore options f of the individual's immediate crisis and needsex p p or resolution . 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 reven ' p tion efforts are typically designed by and with individuals from the specific culture who are cognizant of the specific community generated risks andro p tective 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 inti includes physical, sexual and g mate partner, and p Y psychological abuse against the partner, and is a part of aattern of assaultive, coercive, and controlling behaviors directed a p t achieving compliance from or control over that intimate partner. It may include, but is not limited to, a categorization of offenses, RCW 10.99.020 committed b g es, as defined in y one intimate partner against another. q. "Domestic Violence Program" means an agency, organization, or program with a and histo of effective work in providing p g primary purpose history p viding advocacy, safety assessment and planning, and self-help supportive environment, services for domestic violence victims in a su pp t, and includes, but is not limited to, a CBDVP, emergency shelter, or domestic violence transitional housingprogram. p g m. r. "Emergency Shelter" means a place of supportive services and safe tem -four hour, seven -da � temporary I p y odging offered on a twenty-four y 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 6017CF County Program Agreement (10-31-2017) 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 partnership,or in an intima g d domestic to 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 c person, regardless children in common with another p g ess of whether they have been married, in a domestic partnershipwith each other, or lived together at any time. t. "Job Shadowing" means a work experience where an individual observes and learns about a fob, 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 andsituations, engaging in interactive questions and answers, and experiencing the link between learning and practice. Job shadowing may be anywhere from a few hours to dependingon thejob or activi a day, week, or more, 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 systems, includingadministrative hearings. urinal justice rings. It includes educating and assisting victims in navigating the justice systems; assisting victims in evaluatingadvantages ges a g and disadvantages of participating in the legal processes; facilitating victims' access and participation in the legal p g systems; and promoting victims' choices and rights to individuals within the Y legal systems. g v. "Legal Advocate" means a person employed by a domestic violencero ram p g or court system to advocate for victims of domestic violence, within the civil and criminal legal systems and administrative hearings, by attending court proceedings, assistingin document preparation, and ensuringlinks and case 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 notrerecord ortu p ed, where participants have the opportunity nity 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 contractedro ram costs. Mat "in- kind" g ch may either be in kind" or "cash." Cash match includes actual cash spent b the Contractor to s services such as non-federalY support the contracted money contributions from public agencies and private organizations or individuals, such as donations. In-kind match includes g the value of donated goods and services used to support the contracted services. In-kind contributions can include such off' things as donations of expendable equipment; ice supplies, workspace; and the monetary value of time contributed by professionals, technical personnel, and other skilled and unskilled laborvo r 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 individual includinginform Y g for or about an information likely to disclose the location of a victim of domestic violence regardless of whether the information is encoded, encrypted, hashed,, or otherwise including, but not limited to:protected, DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) 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 ultimate) eradicate domestic stic violence through the promotion of healthy, respectful, and nonviolent relationships. Successful domestic t c violence prevention efforts address change at both the Individual and community levels, and tailor messagesesto diverse populations. Characteristics of promising prevention practices Include working to decrease risk factors for perpetration of abuse as well as victimization while positive factors that � at the same time promoting p at protect Individuals from perpetrating or experiencing abuse. (1)Domestic violence prevention includes strategies, policies and programs least one(1)of the foil p g that focus on at owing. (a) Increasing community dialogue about the root causes of intimateartn p er violence (b) Shifting cultural norms (c) Building skills for healthy relationships (d) Promoting respectful and healthy relationship 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 trainin s presentations, trainings, p s, or events, (d) Activities that focus on defining domestic violence, or teachingdata acts of do ,dynamics, and the impacts domestic violence, DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page g 5 Special Terms and Conditions (e) Providing information on how to access domestic violence services or how to help others in accessing services; (fl 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 residin g 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. Safetyplanning addresses p g both immediate and long term risks, barriers, or concerns regarding the victim and an dependent y p ent 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 oral) Y g or y, 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 wn instruction. Examples of self -study include reading articles, books, academic journals, traiHing 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 b a CBDVP to victims domestic violence and their children. Y ms of hh. "Staff' means trained persons who are part of a domestic violence program and are paidor volunteer to provide services in this contract. ii. "Subcontractor" means an individual or entityto perform all or a p 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 b of the contracted Y an entity who is not an employee ted program. Subcontracting for certain services may be necessary for the Contractor, but in all cases shall require prior written approval b DSHS. An 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 tual 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, a participants' rights to make their g and respect g own decisions. A shelter or house meeting where, for example, chores are discussed, and there is no advocacy provided, is not a support . pp group. p 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 androvided in accordance dance 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 6017CF County Program Agreement (10-31-2017) Page 6 Special Terms and Conditions using victim services, including populations underserved or unserved because of religion, g n, 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. "Vi ctim" means an intimate partner who has been subjected to domestic violence. 2. Purpose The purpose of this Contract is to provide support for one-timeurchases and expenses p p ses for the domestic violence program to enhance provision of accessible, trauma -informed and services for victims of domestic vi culturally relevant violence and their dependents. Funds shall only be used for the purchase of goods and services for the domestic violence program. Inerformin the p g services, requirements and activities covered by this Contract, the Contractor shall comply with all applicable requirements of chapters 70.123 RCW and 388-61A WAC. 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 inood faith the inc requirements in this Co g incorporation of such additional re q 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 performance of work, g ary for or incidental to the p k, as set forth in the Statement of Work, attached as Exhibit A. 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. p 6. Budget — Exhibit C a. Contractor's budget for providing services under this Contract duringthe term of the period of performance stated on Contract for the p page 1 of this Contract is attached as Exhibit C. This budget is based on the Contractor's budget submittal in the associated Domestic Violence Program Improvements application, as approved by DSHS for this Contract. If thea roved b equipment which was approved pp budget includes pp for purchase by the DSHS Program Manager for this Contract ownership of the equipment shall be retained by the Contractor. b. Notwithstanding any provision of this Contract to the contrary, at time during rY any g the period of performance, DSHS may analyze Contract expenditures as a proportion of the Contract DSHS determines in its sole discretion,p t budget. If that the Contract funding is underutilized, DSHS, in its sole discretion, may unilaterally modify the Contract to reduce the balance of the Contract budget. 7. 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". DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 7 Special Terms and Conditions b. Allotted Funds. Funds allotted are State General Funds SFY24 allocated in- the 2024-2025 biennial budget. 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. 8. Billing and Payment a. The Contractor shall submit a single invoice for services performed under this ton Invoice Vouch Contract on State of Washington Voucher forms (Form A-19), prepared in the manner prescribed b DSHS to dvproqram(@—dshs-wa.gov no later than June 10t" 2024. Y 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 b the Contractor Y that is based on the line items listed in the Budget Exhibit attached as Exhibit C. The invoice submittal shall include the following: (1) A spreadsheet that includes the Contract budget by line item amount requested q ested for the invoice by line item, contract -to -date expenditures by line item, and Contract balance by line item. Q4 DSHS provided Invoice Workbook, which must include the completed A-19 summary,and gods and p ,the invoice g services worksheet showing the expenses the Contractor is charging to the Contract. g g {-3) 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. (4) 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 and category shall be charged against the total amount listed for that line item and category in Exhibit C. The cumulative dollar am for all invoices amount for each such line item and category, oices submitted by the Contractor, shall not exceed the total dollar amount stated for that line item and category in the Budget Exhibit except pt as provided in Special Terms and Conditions, Section 7 Budget— Exhibit C, Subsection b. above. e. Original A-19 invoice vouchers shall be emailed to dvprog ram dshs.wa. ov . —- g The Contractor shall contact the DSHS Contact Name listed on page 1 of this Contract concerning billing questions. f. The single invoice for services performed under this Contract shall be sub than June 10t" 2024 with matted to DSHS no later out 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 sixty (60) days of receipt of a properly completed invoice for services. DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 8 Special Terms and Conditions i. Contractor certifies that work performed under this Contract does not duplicate ed against an other p to any work to be char g g y er Contract, subcontract, private grant or other state or federal funding g 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) of the d � ) da s Y due date, or are incomplete. k. DSHS may, at its sole discretion, withhold or deny payment claimed b the Y y Contractor for services rendered if Contractor fails to satisfactorily comply with any term or condition of the Contract. 9. Payment Only for Authorized Services DSHS shall pay the Contractor only for authorized servicesrovided in accordance ce with this Contract. If this Contract is terminated for any reason, DSHS shall pa only for services au through the date of termination. Y Y authorized and provided 10. Funding Stipulations a. Duplicate Billing : The Contractor must not bill other fundingsources for services rendered under this Contract which would result in duplicate billing to different fundingf sources or 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 billingto different f sources for the same service. funding b. Match. Match is not required under this Contract. 11. 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. 12. Overpayments and Assertion of Lien In the event that DSHS establishes overpayments or erroneousa ments made under this Contract DSHS may p Y to the Contractor y secure repayment, plus interest, if any, through the filing of a lien against the Contractor's real property, or by requiring the postingof a bond assignment g ment of deposit, or some other form of security acceptable to DSHS. DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 9 Special Terms and Conditions 13. Prohibition of Use of Funds for Lobbying Activities a. The Contractor shall not use funds payable under this Contract for lobbying activities For the purposes of this Co Y g fi es of any nature. p p Contract, lobbying is defined in OMB Uniform Guidance: Cost Principles, Audit, and Administrative Requirements for Federal Awards(hereafterp "OMB Uniform Guidance"), 2 CFR 200.450. The Contractor certifies that no state or federal funds payable and shall be aid to an person or p Y under this Contract p y p organization to influence, or attempt to influence, either direct) or indirectly, an officer or employee of an state or federal agency, Y Y g y, or an officer or member of any state or federal legislative body or committee in connection with the awardingof an making of an rant the making of y contract, the Y g g any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any state orfederal contract, grant, loan or cooperative agreement. b. If any funds other than Federally appropriated funds have beenaid or will be p paid to any person for influencing or attempting to influence an officer or an employee of agency, Y Y a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress ongress in connection with this Contract, grant, loan, or cooperative agreement, the Contractor shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities," in accordance with its instructions. c. Any act by the Contractor in violation of this prohibition shall berounds for termination tion of this Contract, at the sole discretion of DSHS, and shall subject Contractor to such monetary and other penalties as may be provided by law. 14. 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 business at (s) of the corporation and/or 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. 15. Compliance Agreement In the event that DSHS identifies deficiencies in Contractor'serformance under this s Contract, DSHS may establish a Compliance Agreement. When presented with a Compliance Agreement, p 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. 16. Investigations of Contractor or Related Personnel a. DSHS may, without prior notice, suspend the Contractor's performance of the Contract if the DSHS C t I C UH ra ontract Services 6017CF County Program Agreement (10-31-2017) Page 10 Special Terms and Conditions 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. 17. Insurance The Contractor shall at all times comply with the following insurance requirements. a. General Liability Insurance The Contractor shall maintain Commercial General Liability Insurance or Business Liability Insurance, including 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 the parties' performance under this Contract, including but not limited to premises, operations, independent contractors, products -completed operations, personal injury, advertising injury, and liability assumed under an insured contract. The State of Washington, Department of Social & Health Services (DSHS), its elected and appointed officials agents, and employees of the state, shall be named as additional insureds. In lieu of general liability insurance mentioned above, if the contractor is a sole proprietor with less than three contracts, the contractor may choose one of the following three general liability policies but only if attached to a professional liability policy, and if selected the policy shall be maintained for the life of the contract: Supplemental Liability Insurance, including coverage for bodily injury and property damage a that will cover the contractor wherever the service is performed with the following minimum limits: Each Occurrence - $1,000,000; General Aggregate - $2,000,000. The State of Washington, Department of Social & Health Services (DSHS), its elected and appointed officials, agents, and employees shall be named as additional insureds. or Workplace Liability Insurance, including coverage for bodily injury and property damage that provides coverage wherever the service is performed with the following minimum limits: Each Occurrence - $1,000,000; General Aggregate - $2,000,000. The State of , Washin tonDepartment g p of Social & Health Services (DSHS), its elected and appointed officials, agents, and employees of the state, shall be named as additional insureds. or Premises Liability Insurance and provide services only at their recognized place of business Including coverage for bodily injury, property damage with the following minimum limits: Each Occurrence - $1,000,000; General Aggregate - $2,000,000. The State of , Washin tonDepartment g p DSHS C of Social & Health Services (DSHS), its elected and appointed officials, agents, and employees of entral Contract Services 6017CF County Program Agreement (10-31-2017) Page 11 Special Terms and Conditions the state, shall be named as additional insured. b. Business Automobile Liability Insurance The Contractor shall maintain a Business Automobile Policy on all vehicles used to transport clients, including vehicles hired by the Contractor or owned b the Contractor's employees, volunteers or others with the followingy p oyees, minimum limits. $1,000,000 per accident combined single limit. The Contractor's carrier shall provide DSHS with a waiver g of subrogation or name DSHS as an additional insured. c. Worker's Compensation The Contractor shall comply with all applicable Worker's Compensation, occupational p p al disease, and occupational health and safety laws and regulations. The State of Washington and DSHS g shall not be held responsible for claims filed for Worker's Compensation under RCW 51 by the Contractor or its employees under such laws and regulations. d. Employees and Volunteers Insurance required of the Contractor under the Contract shall include coverage for h omissions of the Contractor's. g the acts and employees and volunteers. In addition, the Contractor shall ensure that all employees and volunteers who use vehicles to transport clients or deliver services have personal automobile insurance and current driver's licenses. e. Subcontractors The Contractor shall ensure that all subcontractors have and maintain insurance with the same types and limits of coverage as required of the Contractor under the Contract. f. Separation of Insureds All insurance policies shall include coverage for cross liability and contain a "Separation Insureds" provision. p tion of g. Insurers The Contractor shall obtain insurance from insurance companies identified as an admitted insurer/carrier in the State of Washington, with a Best's Reports' ratingof B Class a ++ � s VII, or better. Surplus Lines insurance companies nies will have a rating of A-, Class VII, or better. h. Evidence of Coverage The Contractor shall, upon request by DSHS, submit a copy of the Certificate of Insurance, policy, and additional insured endorsement for each coverage required of the Contractor under this Contract. The Certificate of Insurance shall identify the Washington State Department g p ent of Social and Health Services as the Certificate Holder. A duly authorized representative of each insurer, nsurer, showing compliance with the insurance requirements specified in this Contract shall Certificate of Insurance. execute each The Contractor shall maintain copies of Certificates of Insurance policies, and additional � p � insured endorsements for each subcontractor as evidence that each subcontractor maintains insurance as required by the Contract. i. Material Changes DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 12 Special Terms and Conditions The insurer shall give the DSHS point of contact listed ona e one of p g this Contract 45 days advance written notice of cancellation or non -renewal. If cancellation is due to non-payment of premium, the Insurer shall give DSHS 10 days advance Y written notice of cancellation. j. General By requiring insurance, the State of Washington and DSHS do not represent limits specified will be adequate p esent that the coverage and q to protect the Contractor. Such coverage and limits shall not be construed to relieve the Contractor from liability in excess of the required coverage u q and limits and shall not limit the Contractor's liability under the indemnities and reimbursements granted to the State and DSHS in this Contract. All insurance provided in compliance primary as to an other insurance p e with this Contract shall be Y nce or self-insurance programs afforded to or maintained b the State. y k. Waiver The Contractor waives all rights, claims and causes of action against DSHS for the recover of g the State of Washington and y damages to the extent said damages are covered b insurance maintained by Contractor. Y 18. Dispute Resolution a. Either party who has a dispute concerning this Contract may submit y 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: p (1) A statement identifying the issue(s) in dispute; and (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 remedyavailable table under this Contract. DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 13 Special Terms and Conditions EXHIBIT A STATEMENT OF WORK Domestic Violence Program Improvements March 1, 2024 — May 31, 2024 The purpose of this Contract is to support one-time purchases and expenses for the d provision of accessible, p domestic violence program to enhance p sible, trauma -informed, and culturally relevant services for victims of domestic violence and their dependents. Funds shall only be used for theurchase of Con p goods and services for the domestic violence program. tractor shall provide the services listed below, in accordance with the options selected on the Contractor's approved application and budget submitted for the Domestic omestic Violence Program Improvements 2024 funding initiative. Shelter Facility Improvements. Goods and services that enhance accessibilityand provision of culturally relevant and trauma -informed services within the shelter facility. This may include, but is not limited to completing required maintenance and repairs, making minor improvements and/orurcha p sing furniture, tools and supplies. Community Office Improvements. Goods and services that enhance accessibility and provision of culturally relevant and trauma -informed services within the community office. This may include b completingrequired maintenance a Y but is not limited to q and repairs, making minor improvements, and/or purchasingfurniture tools and supplies. Language Access Improvements. Goods and services that increase capacity to provide culturally relevantand linguistically specific services by providing access via materials and supports in the delivery of advocacy services. This may include, but is not limited to translating materials, p urchasing/printing language specific materials, advertising program services in multiple languages, purchasingtranslation/speech ee software and screen readers and co p ch recognition completing language access updates to applicant's websites. Disability Access/Universal Design Improvements. Goods and services that increase access for all by increasing access to facilities, materials, and supports in the delivery of advocacy services. This may include, but is not limited to purchasing/installing accessibility aids such as rams changing door installing grab bars in keyareas of shelters ramps, g g entry/handles, ters and offices, purchasing shower chairs/benches, installing wheelchair -friend) flooring, y g, producing/printing program materials in formats accessible b Deaf/Hard of Hearing and/or Blind/Low Vision individuals and completing Y p eting accessibility updates to applicant's websites. Improving Access to Program Services through Mobile and Digital Strategies. Go g g ods and services that increase capacity to provide advocacy services for individuals unable to access the office. This may include, but is not limited to the purchase or replacement of tools, software and supplies necessary ary for providing mobile and/or virtual services. Ineligible Costs. The following are ineligible costs under this Contract: • Staffing costs - salaries, benefits, staff bonuses/stipends • Administrative/day-to-day operating costs • Training/conference expenses and travel • Emergency financial assistance for clients/gift cards • Direct payment to survivors DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 14 Special Terms and Conditions • Purchase of an agency vehicle • Capital improvements DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 15 Special Terms and Conditions EXHIBIT B PROGRAM REQUIREMENTS Domestic Violence Program Improvements March 1, 2024 — May 31, 2024 The Contractor shall comply with all program and other requirements forrovidi Contract, as set forth below. p ng services under this 1. Requirements a. Contractor shall conduct activities that focus on domestic violenceram ro improvements outlined in EXHIBIT A --Statement of Work. p g p ovements as b. Funds shall only be used for the purchase of goods and services for the domestic violence program. C. Contractor shall not use contract funds for: (1) Staffing costs (2) Administrative or day to day operating costs (3) Training, conference or travel expenses (4) Emergency financial assistance or direct payments to survivors (5) Purchase of an agency vehicle (6) Capital improvements 2. 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. Adherence to contract terms; and b. Compliance with state statutes. 3. Reporting and Record -Keeping Contractor shall submit a single narrative report on Contract activities to dv ro r no later than June 10 2024. R - p a am . dshs.wa ov by Report form will be provided to the Contractor by the DSHS Program Manager. g 4. Cost Allocation The Contractor shall maintain a current written cost allocation. IanThis Ian p p must clearly and completely describe the methodology used to determine whatortion of shared costs is will be allocated to each funding source being billed for such costs. 5. Administrative Records In addition to any other provisions of this Contract governingmaintenance of records, the Contractor DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 16 i I I Special Terms and Conditions shall retain the following administrative records: a. Documentation that funds received under this Contract were used onlyfor the services allowed b the Contract. Fun purposes and Y ds 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 this charged to DSHS under g is Contract. Contractor shall maintain appropriate accounting and auditing procedures to ensurero er documentation, p p p ntatlon, 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 monitoringreports, and c reports and action taken. re p corrective action 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 end protected groupstatus including � gender, and identified g race, Vietnam Era Veteran, Disabled Veteran, and person of disability. (2) When collecting protected group data the Contractor shall inform staff that: (a) Furnishing the information is entirely voluntary; and (b) The refusal to furnish the data shall not have adverse effects. 6. 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. Signed and dated statement acknowledging the duty to report child abuse/neglect p g lect 7. Paper Documents Any paper records must be protected by storing the records in a secured area which is only accessible to authorized personnel. When not in use, such records must be stored in a locked container, such as a file cabinet, locking drawer, or safe, to which only authorizedersons have access. cess. Documents have to be retained in accordance with the Maintenance of Records section stated in the General Terms and Conditions. DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 17 Special Terms and Conditions 8. Auditing and Monitoring a. Auditing (1) Single Audit Act Compliance. If the Contractor is a subreci ient and expends p p ds $750,000 or more in federal awards from any and/or all sources in any fiscal year, the Contractor procure and a for a single audit Y shall pay g it or a program -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 in 2 CFR Part 200 Sub p g package specified Subpart F, reports required by the program -specific audit guide if applicable), and a co of copy any management letters issued by the auditor, (b) Follow-up and develop corrective action for all audit findings in accordance g with 2 CFR Part 200, Subpart F; prepare a "Summary Schedule of Prior Audit Findings" reporting s included i g p g the status of all audit findings n 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 a' q fired 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 (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 D g actor shall provide at no further cost to SHS, 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. DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 18 Special Terms and Conditions EXHIBIT C BUDGET Domestic Violence Program Improvements March 1, 2024 — May 31, 2024 ----------- --- - ------- LINE ITEM AMOUNT ------------- --- GOODS AND SERVICES $12,500 INDIRECT $0 CONTRACT� TOTAL.,,12,500 2,,,. Indirect Contractor's Indirect Cost Rate: X None F-1 10% of MTDC ❑ % FNICR DSHS Central Contract Services 6017CF County Program Agreement (10-31-2017) Page 19 Brittany E. Lutz From: SuziFocle Sent: Tuesday, February 27, 2024 11:39 AM To: Jerry T. Gingrich; Brittany E. Lutz Subject: FW: TIME SENSITIVE: Grant County New Hope Contract 2463-54212 Attachments: Grant County New Hope 2463-54212.p df Importance: High Can you print this email to go along with the consent agenda item? Thanks! From: Wall, Christine (DSHS/ESA/CSD) <Christine.Wall@dshs.wa.gov> Sent: Tuesday, February 27,, 202411:34 AM To: Suzi Fode <sfode@grantcountywa.gov> Subject: TIME SENSITIVE: Grant County New Hope Contract 2463-54212 Importance: High Good morning, Further to our telephone conversation this morning I write to confirm that there is indeed a formatting error in the aforementioned contract that relates to Special Terms and Conditions: Section 8. Billing and Payment. Section c. (2) and (3). I can confirm that Special Terms and Conditions: Section 8. Billing and Payment contains sections a. through k. This includes section c. (1)., (2).,(3) and (4) in full. I hope this verification will suffice for your agency's needs. Do let me know if will not be sufficient and we can re -issue a contract with a start date in early March. Thanks kindly, CHRISTINE WALL * DOMESTIC VIOLENCE PROGRAM MANAGER * Domestic Violence Unit Community Services Divisione Economic Services Administration Washington State Department of Social and Health Services Christine.Wall@dshs.wa.gov a Cell: (360)-480-1924 Washington State Domestic Violence Information & Referral Pronouns: She/Her/Hers Transforming Lives I may be emailing you at a time outside of normal work hours. Please do not feel any pressure to respond outside of your own work schedule. Please note: Email communications with state employees are public records and may be subject to disclosure,, pursuant to Revised Code of Washington (RCW) Chapter 42.56.