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HomeMy WebLinkAboutAgreements/Contracts - Renew (003)GRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: Renew REQUEST SUBMITTED BY: Linze Greenwalt CONTACT PERSON ATTENDING ROUNDTABLE: D2II Anderson CONFIDENTIAL INFORMATION: ❑YES ® NO DATE 11.3.25 PHONE: X5470 F_ ®Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Related ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑ Computer Related ❑ County Code ❑ Emergency Purchase ❑ Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders ❑ Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase ❑ Resolution ❑ Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Req. ❑Tax Levies ❑Thank You's ❑Tax Title Property ❑WSLCB IN . ��MIN M1=7;W FAR � ' Subcontractor agreement between Grant and Adams County Developmental Disabilities and Moses Lake Community Health. Effective 7.1.25 - 6.30.2,to provide Education and Information Services and Parent to Parent Services. If necessary, was this document reviewed by accounting? ❑ YES LEGAL RW,,- r+pirr I-e9al review, r route r a r w If necessary, was this document reviewed by legal? � YES ❑ NO DATE OF ACTION: • �G'o1� APPROVE: DENIED ABSTAIN D 1: 7 r �ii. D2: D3: ❑NO ON/A DEFERRED OR CONTINUED TO- WITHDRAWN - ❑ N/A 4/23/24 GRANT COUNTY COMMISSIONERS • Outlook Re: MLCH Parent to Parent Subcontract From Barbara G. Duerbeck <bgduerbeck@grantcountywa.gov> Date Tue 10/28/2025 4:08 PM To Linze Greenwalt <lreenwalt@grantcountywa.gov>; Tonya K. Cuellar <tkcuellar@grantcountywa.gov> Good afternoon, This contract has my approval. Thanks for your patience. Thank you, Barbara G. Duerbeck Deputy Prosecuting Attorney Grant County Prosecutor's Office Civil/Appellate Division 509-754-2011 Tonya Cuellar, Legal Assistant ext. 3919 Main Line: ext. 3950 bgduerbeck@granteountywa.gov (Pacific Time Zone) The contents of this e-mail message, including any attachments, are intended solely for the use of the person or entity to whom the e-mail was addressed. It contains information that may be protected by attorney -client privilege, work -product, or other privileges, and may be restricted from disclosure by applicable state and federal law. If you are not the intended recipient of this message, be advised that any dissemination, distribution, or use of the contents of this message is strictly prohibited. If you received this message in error, please contact the sender by reply e-mail. Please also permanently delete all copies of the original e-mail and any attached documentation. Please be advised that any reply to this email may be considered a public record and be subject to disclosure upon request. Thank you. From: Linze Greenwalt <lgreenwalt@grantcountywa.gov> Sent: Tuesday, October 7, 2025 10:15 AM To: Tonya K. Cuellar <tkcuellar@grantcountywa.gov> Subject: MLCH Parent to Parent Subcontract Hi there! Attached is the fourth agreement that is part of the subcontractor group I sent yesterday. This agreement is different than the first three, but this is the same contract we have been using for years and the only thing that needed to change was the contact person and the dates. Everything else is the same as the approved contract from last year. If we could have this back in two weeks, we would appreciate it. Thanks, GRANT AND ADAMS COUNTY DEVELOPMENTAL DISABILITIES SUBCONTRACTOR AGREEMENT AGREEMENT PERIOD: 7/1/2025 — 06/30/2026 ORGANIZATION NAME: Moses Lake Community Health Center SUBCONTRACTOR CONTACT PERSON: RuthAnn Lunderville, Parent to Parent Coordinator EMAIL: rlunderville@mlchc.org TELEPHONE: (509) 764-7424 SIGNATORY AUTHORITY: Sheila Berschauer, CEO EMAIL: sberschauer@mlchc.org TELEPHONE: (509) 765-0674 ADDRESS: 605 S Coolidge Street, Moses Lake, WA 98837 IRS TAX NUMBER: 91-1537371 QUALIFIED PROVIDER SERVICES: Education and Information Services and Parent to Parent Services. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 1 of 15 7/1/2025 — 6/30/2026 SUBCONTRACTOR AGREEMENT This Agreement is made and entered into by and between Grant County, a political subdivision of the State of Washington, by and through Grant & Adams County Developmental Disabilities and Moses Lake Community Health, a private non-profit corporation duly and currently registered and existing in the State of Washington. Subcontractor is accountable to the County only with regard to those services specified in this Agreement for which the County remunerates the Subcontractor. Subcontractor will provide education and information services, and Parent to Parent services. The parties of the Agreement mutually agree that: A) SCOPE OF SERVICES The Subcontractor shall implement the projects set forth in the following exhibits: Exhibit I: Statement of Work — Community Education and Information Exhibit II: Reimbursement Rate — Community Education and Information B) PERIOD OF PERFORMANCE Subject to its other provisions, the period of performance under this Agreement shall be July 1, 2025 — June 30, 2026, unless terminated as provided herein. C) COMPENSATION 1) The County shall reimburse the Subcontractor for the services as specified in the attached exhibits. 2) If service outcomes or service level activities as defined in the statement of work are less than the specified criteria, the Subcontractor shall submit a written report to the County. This report shall identify why the shortfall has occurred, and what actions the Subcontractor proposes be taken. Within thirty (30) days of receipt of the report, the County shall notify the Subcontractor what actions the County will take in response to the decline in services levels. D) SAFEGUARDING OF INFORMATION The Subcontractor shall comply with all applicable Federal, State, and local laws, ordinances, and regulations pertaining to the confidentiality of consumer's records. E) STANDARDS FOR FISCAL ACCOUNTABILITY The Subcontractor agrees to maintain all books, records, documents, reports, and other data pertaining to the performance of this agreement, and to make such records and information available for inspection, review, audit, and/or copying by the County, Developmental Disabilities Association (DDA)/Depa rtment of Social and Health Services(DSHS), the Office of the State Auditor, other officials so authorized by law, and funding agents, and/or their designees. Documents specified above shall be maintained in a manner consistent with generally accepted accounting principles (GAAP). The Subcontractor shall retain the books, documents and other items specified for a period of six (6) years after expiration or termination of this Agreement. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 2 of 15 7/1/2025 — 6/30/2026 The Subcontractor agrees to provide written statistical information to Grant & Adams County Developmental Disabilities pursuant to timelines in the manner prescribed in any agreement entered between Grant & Adams County Developmental Disabilities and funding agents. The Subcontractor's fiscal management system shall: 1) Provide accurate, current and complete disclosure of the services provided, costs thereof and amounts received and expended pursuant to this Agreement. 2) Provide a separate accounting by source of all funds related to performance of this Agreement. 3) Subcontractor shall maintain all fiscal records according to GAAP, including relevant supplements pertaining to fiscal policies. All books, records, documents, reports, and other data pertaining to the performance of this Agreement shall be subject at all reasonable times to inspection, review, or audit by County personnel, the Department of Social and Health Services, the Office of the State Auditor, and other officials so authorized by law. F) DOUBLE REIMBURSEMENT PROHIBITED The Subcontractor shall not seek reimbursement from the County for any costs or services for which it has been reimbursed from other sources. In the event the Subcontractor, subsequent to receiving reimbursement from the County, receives payment of such costs and services from a third party the Subcontractor shall, to the extent of such payment promptly reimburse the County to the extent of the third -party payment. G) SUBCONTRACTING The Subcontractor shall not assign any portion of this Agreement without prior written consent of the County. Any work or services assigned under shall be subject to the provisions of this Agreement and proper bidding procedures, where applicable, as set forth by County, State, and/or Federal statues, ordinances, and guidelines. H) INDEPENDENT CONTRACTOR Subcontractor shall furnish services as an independent contractor providing security services and, nothing herein shall be construed to create a relationship of employer -employee or master -servant, between the Subcontractor and the County, but all payments hereunder and all services performed shall be made and performed pursuant to this Agreement, by Subcontractor, as an independent contractor. Subcontractor shall have no right to compensation or benefits from the County except as expressly provided herein. Subcontractor and its employees or agents performing under this Agreement are not employees or agents of the County. Subcontractor will not hold itself out as nor claim to be an officer or employee of the County or of the State of Washington by reason hereof, nor will Subcontractor make any claim of right, privilege or benefit which would accrue to an employee under Chapter 41.06 RCW and/or any other statute or authority applicable to public employment, civil service and/or pensions. I) NONDISCRIMINATION IN EMPLOYMENT During the performance of this Agreement, the Subcontractor shall comply with the DSHS Non - Discrimination Plan, and the Federal and State laws upon which it is based. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 3 of 15 7/1/2025 — 6/30/2026 3) NONDISCRIMINATION IN CONSUMER SERVICES The Subcontractor shall not, on the grounds of race, color, sex, religion, national origin, creed, marital status, age, or the presence of any sensory, mental, or physical handicap: 1) Deny any individual any services provided under this Agreement. 2) Subject an individual to segregation or separate treatment in any matter related to his/her receipt of any services provided under this Agreement. 3) Deny any individual an opportunity to participate in any program provided by this Agreement. This Agreement, in determining: a) Type of service to be provided; b) The class of individuals to whom, or the situation in which, such services will be provided; I or c) The class of individuals to be afforded an opportunity to participate in any services, will not utilize criteria or methods or administration which have the effect of subjecting individuals to discrimination because of their race, color, sex, religion, national origin, creed, marital status, age, or presence of a sensory, mental, or physical handicap. K) CONSUMER ELIGIBILITY Consumer eligibility for service shall be all people with disabilities, family members and the community at large. Services may be generic in nature as long as the content and presentation are to educate and/or inform citizens of Grant and/or Adams County about issues and topics that promote inclusion, power and choice and advocacy. L) FAIR HEARING PROCEDURE The Subcontractor shall establish a system through which recipients of services may present grievances about the operation of services. The Subcontractor shall advise recipients of the grievance procedure, and further advise each recipient of services that they have the right to obtain a fair hearing should they feel that any of the following are true: 1) They have been wrongfully denied services; 2) Services were wrongfully terminated; (3) determination of eligibility for services has not been made with arrangements of procedures as required by DSHS. M) INCIDENT REPORTING The Subcontractor shall notify the County of any incident involving death of any consumer in connection with, or during the provision of services authorized or required by this Agreement. In any event, written notice of death shall be given to the County within twenty-four (24) hours of such incident, and shall provide the County with such information relating to the incident as the County may require. N) PROVIDING FOR AN AUTHORIZING PROGRAM EVALUATION The Subcontractor agrees to provide the County, or County authorized personnel upon reasonable request, such program, and fiscal data the County may reasonably require evaluating Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 4 of 15 7/1/2025 — 6/30/2026 the performance of the Agreement. The Subcontractor authorizes the County to perform on - site program evaluations as needed to assure Agreement compliance. O) IDEMNIFICATION Subcontractor shall defend, and hold the County and its officers, officials, and employees, harmless and, indemnify the County and its officers, officials, and employees, for any and all claims, actions, damages, lawsuits, charges, liabilities of any kind, including attorney fees and costs, etc., arising out of either: Subcontractor's negligence, gross negligence and/or intentional torts, arising out of or the result of: 1) Subcontractor's failure to timely perform any of the terms or conditions of the Agreement; 2) Subcontractor's execution of the Agreement; or, 3) Subcontractor's failure to comply with any law of any governmental authority with jurisdiction. The Subcontractor further agrees that it is financially liable for any audit exceptions, which occur due to its negligence or failure to comply with the terms of this Agreement. P) INSURANCE Subcontractor shall obtain and keep in force during the term of this Agreement a policy of commercial public liability insurance, insuring against all liability arising out of activities associated with the performance and execution of the Agreement, including without limitation, coverage for property damage, bodily injury, including death, and other alleged damages. The limit for general liability coverage shall be no less than two million and no/100 Dollars ($2,000,000) aggregate, including injury or death of any person per occurrence and in the amount of at least five hundred thousand and no/100 dollars ($500,000.00) for property damage. The County shall be named as an additional insured. Subcontractor shall provide the County with a Certificate of Liability, in effect for the 2021-22 contract year(s), within ten (10) days of the effective date of this Agreement. A condition of said policy shall require the insurance carrier to notify the County in writing within three (3) days if Subcontractor's insurance policy is cancelled, terminated, or is otherwise of no lawful effect, for any reason. Q) INDUSTRIAL INSURANCE COVERAGE Prior to performing work under this Agreement, Subcontractor shall provide or purchase industrial insurance coverage for Subcontractor's employee, as may be required of an "employer" as defined in Title 51 RCW and shall maintain full compliance with title 51 RCW during this Agreement. Should Subcontractor fail to secure industrial insurance coverage or fail to pay premiums, as may be required under Title 51 RCW, the County may deduct the amount of premiums and any penalties owing from the amounts payable to Subcontractor under this Agreement and transmit the same to the Washington State Department of Labor and Industries, Division of Industrial Insurance (L&I). This provision does not waive any right under RCW 51.12.050 to collect from Subcontractor amounts paid by the County. The County will not be responsible for payment of industrial insurance premiums or for any other claim or benefit for Subcontractor, or any subcontractor or employee of the Subcontractor, which might arise under the industrial insurance laws during performance of duties and service(s) under this Agreement. If L&I, upon audit, determines that industrial insurance payments are due and owing because of work performed under this Agreement, those payments shall be made by Subcontractor; Subcontractor shall indemnify the County and guarantee payment of such amounts. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 5 of 15 7/1/2025 — 6/30/2026 Industrial insurance coverage through L&I is optional for sole proprietors, partners, corporate, officers and others, per RCW 51.12.020. R) TREATMENT OF ASSETS 1) Title to all property furnished by DSHS or the County shall remain, in DSHS' or the County's possession as the case may be. 2) The Subcontractor shall obtain prior approval of the County when purchasing nonexpendable personal property with value more than $550, which is to be reimbursed as a direct item of cost under this Agreement. Approval may be accomplished by including such purchases in the Agreement budget. 3) Title to all nonexpendable personal property purchased or otherwise acquired by the Subcontractor, the cost of which the Subcontractor is entitled to be reimbursed as a direct item of cost under this Agreement shall pass to and vest in DSHS. If the Subcontractor elects to capitalize and depreciate such property, rather than claim the property as a direct item of cost title shall remain with the Subcontractor. 4) DSHS property shall not be rented, loaned, or otherwise passed to any other agency or person without prior approval of the County and DSHS. DSHS property shall, unless otherwise approved by the County or DSHS, be used only for performance of this Agreement. 5) As a condition precedent to reimbursement for the purchase of property that shall belong to DSHS as outlined above, the Subcontractor agrees to execute such documents and security Agreements as shall be necessary for DSHS to perfect its interests in accordance with Article 9, Title 62A, Revised Code of Washington (RCW). 6) The Subcontractor shall be responsible for any loss or damage to DSHS property, gross negligence, and intentional acts, which is caused, or results from the negligence or lack of good faith of the Subcontractor. 7) The Subcontractor shall notify the County upon the happening of any loss or destruction of DSHS property and shall take all reasonable steps to protect such property from further damage. 8) The Subcontractor shall surrender to the County all DSHS and County property within thirty (30) days after settlement upon rescission, termination of completion of this Agreement unless otherwise mutually agreed between the County and the Subcontractor. S) ENTIRE AGREEMENT This Agreement constitutes the entire Agreement of the parties, and supersedes all prior Agreements, contracts, and understandings, written or oral. T) TERMINATION 1) For Default. By written notice, the County may terminate the Agreement, in whole or in part, for failure of Subcontractor to perform any of the provisions hereof. In such event Subcontractor shall be liable for damages as authorized by law including, but not limited to any cost difference between the original Agreement and a replacement or cover contract and all administrative costs directly related to the replacement contract, e.g., cost of the competitive bidding (RFQ) (RFP), mailing advertising and staff time; PROVIDED: that if a) it is determined for any reason Subcontractor was not in default; or, Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 6 of 15 7/ 1/2025 — 6/30/2026 b) Subcontractor's failure to perform is not within Subcontractor's control, fault or negligence, the termination shall be deemed to be a "termination for convenience." 2) For Convenience. Except as otherwise provided in this Agreement, the County or Subcontractor may, by ninety (90) days written notice, terminate this Agreement in whole or in part when it is in the best interests of the County or Subcontractor. If this Agreement is so terminated, the County shall be liable only for payment in accordance with the terms of this Agreement for service(s) rendered prior to the effective date of termination. 3) Termination Procedure. Upon termination of this Agreement, the County, in addition to any other rights provided in this Agreement, may require Subcontractor to deliver to the County any property specifically produced or acquired for the performance of such part of this Agreement. The County shall pay Subcontractor the agreed upon price, if separately stated, for completed work and services(s) accepted by the County, and the amount agreed upon by Subcontractor and the County for: a) Completed work and service(s) for which no separate price is stated; b) Partially completed work and service(s); c) Other property or services which are accepted by the County; and d) The protection and preservation of property, unless the termination is for default, in which case the County shall determine the event of the liability of Subcontractor. The County may withhold from any amounts due to the Subcontractor, and such sum as the County determines to be necessary to protect the County against potential loss or liability. The rights and remedies of the County provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Agreement. After receipt of a notice of termination, and except as otherwise directed by the County, Subcontractor shall: 1) Stop work under the Agreement on the date, and to the event specified, in the notice; 2) Take such action as may be necessary, or as the County may direct, for the protection and preservation of the property related to this Agreement which is in the possession of Subcontractor and in which the County has or may acquire an interest. U) REDUCTION IN FUNDING In the event that funding to the County form State, Federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this agreement, and prior to its normal completion, the County may summarily terminate this agreement as to the funds withdrawn, reduced, or limited notwithstanding any other termination provision of this agreement. If the level of funding withdrawn, reduced or limited is so great that the Board of Grant County Commissioners or the Subcontractor deem that the continuation of the program covered by this agreement is no longer in the best interest of the citizens of Grant County, the County or Subcontractor may summarily terminate this agreement in whole or in part notwithstanding any other termination provisions of this agreement. Termination under this section shall be effective upon receipt of written notice by the non -terminating party. The County agrees to notify the Subcontractor of notification from the funding source of any reduction in funding by State, Federal or other sources. The Subcontractor agrees that upon receipt of such notice it shall develop a plan to take appropriate and reasonable action to reduce its spending of the affected funds so that expenditures do not exceed the funding level which would result if said proposed reduction became effective. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 7 of 15 7/1/2025 — 6/30/2026 V) CHANGES AND MODIFICATIONS The County may, by mutual Agreement with the Subcontractor, make changes within the general scope of the services to be performed under this Agreement. If any such change causes an increase or decrease in the cost of this Agreement, an equitable adjustment may be made in the Agreement price, and the Agreement shall be modified in writing accordingly. W) NOTICE All notices to be given with respect to this Agreement shall be in writing and, shall be deposited in the United States mail, postage prepaid, addressed to the County: Board of County Commissioners PO Box 37 Ephrata, WA 98823-0037 Or to Subcontractor: Moses Lake Community Health Sheila Berschauer, CEO 605 Coolidge Dr Moses Lake, WA 98837 Or such other address as either party may designate to the other in writing from time to time. X) WAIVERS The failure of the County to insist on the strict performance of any of the terms and conditions hereof shall be deemed a waiver of the rights or remedies that the County may have regarding that specific instance only and shall not be deemed a waiver of any subsequent breach or default in any terms and conditions. Y) INVALIDITY Any provision of this Agreement, which shall prove to be invalid, void or illegal shall in no way affect, impair or invalidate any of the other provisions hereof and such other provisions shall remain in full force and effect despite such invalidity or illegality. ,Z) APPLICABLE LAW AND ORDER OF PRECEDENCE This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. This Agreement cannot be terminated, amended or modified except by a written instrument executed by the County and Subcontractor, except as set forth herein. In the event of an inconsistency in this Agreement, unless otherwise provide herein, the inconsistency shall be resolved by giving precedence in the following order: 1) Applicable Federal and State statutes and regulation; 2) The terms and conditions of this Agreement, including Statement of Work; 3) The DSHS and County Agreement on General Terms and Conditions; Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 8 of 15 7/1/2025 — 6/30/2026 4) County Program Agreement DDA County Services. EXHIBIT I Purpose Statement The Subcontractor will provide as appropriate services in the categories of Information and Education and Parent to Parent services. These services shall be provided through Grant and Adams County with emphasis on those areas underserved. The Subcontractor will: 1) Provide culturally appropriate assistance, support, educational, information services to parents and/or individuals who are raising children with disabilities and developmental delays. Serving individuals/children with disabilities and/or developmental delays through support of the parent/caregiver. 2) Provide newsletters, community forums, parent support groups, trainings and conferences that are not supported by other County funded programs, appropriate to the local communities; 3) Administer HELP (Home Equipment Loan Program) program including purchasing books and educational media materials. Overseeing the loaning of donated toys, equipment and tracking any items dispensed through HELP. 4) Provide reports that will be required at the end of every quarter beginning September 1, 2025. Reports shall include new services for the period and any change information regarding on -going activities such as newsletters. 5) Adhere to and/or maintain an appropriate Dispute Resolution policy pursuant to DDA Policy 5.03, Client Complaints. Grant & Adams County Developmental Disabilities will conduct biannual review of the contracted services with Moses Lake Community Health. This review may include analysis of financial, personnel and consumer records. This visit will be scheduled; however, Grant & Adams County Developmental Disabilities reserves the right to review records whenever needed. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 9 of 15 7/1/2025 — 6/30/2026 EXHIBIT II REIMBURSEMENT RATES Community Education and Information Services Maximum consideration shall not exceed $58,465/year for Grant County Services will be paid at a monthly rate of $ 4872.08/per month Maximum consideration shall not exceed $7909/year for Adams County Services will be paid at a monthly rate of $659.08/month for Adams County Parent to Parent Reporting form with billing should arrive to Grant & Adams County Developmental Disabilities each month split into activities from each County. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 10 of 15 7/1/2025 — 6/30/2026 EXHIBIT III Data Security Requirements 1) Definitions, The words and phrases listed below, as used in this Exhibit, shall each have the following definitions: a) "Authorized User(s)" means an individual or individuals with an authorized business requirement to access DSHS Confidential Information. b) "Hardened Password" means a string of a alphabetic character, at least one number asterisk, ampersand or exclamation point. least eight characters containing at least one and at least one special character such as an c) ""Unique User ID" means a string of characters that identifies a specific user and which, in conjunction with a password, passphrase or other mechanism, authenticates a user to an information system. 2) Data Transport. When transporting DSHS Confidential Information electronically, including via email, the Data will be protected by: a) Transporting the Data within the (State Governmental Network) SGN or Contractor's internal network, or; b) Encrypting any Data that will be in transit outside the SGN or Contractor's internal network. This includes transit over the public Internet. 3) Protection of Data. The Contractor agrees to store Data on one or more of the following media and protect the Data as described. All Electronic Data must be encrypted using at least an encryption standard of AES 128 bit. Electronic Data can be on desktops, laptops and other portable devices, servers, and external media: a) Hard disk drives. Data stored on local workstation hard disks. Access to the Data will be restricted to Authorized User(s) by requiring log,on to the local workstation using a Unique User ID and Hardened Password or other authentication mechanisms which provide equal or greater security, such as biometrics or smart cards. b) Network server disks. Data stored on hard disks mounted on network servers and made available through shared folders. Access to the Data will be restricted to Authorized Users through the use of access control lists which will grant access only after the Authorized User has authenticated to the network using a Unique User ID and Hardened Password or other authentication mechanisms which provide equal or greater security, such as biometrics or smart cards. Data on disks mounted to such servers must be in an area which is accessible only to authorized personnel, with access controlled through use of a key, card key, combination lock, or comparable mechanism. For DSHS Confidential Information stored on these disks, deleting unneeded Data is sufficient if the disks remain in a Secured Area and otherwise meet the requirements listed in the above paragraph. Destruction of the Data as outlined in Section 5. Data Disposition may be deferred until the disks are retired, replaced, or otherwise taken out of the Secured Area. c) Optical discs (CDs or DVDs) in local workstation optical disc drives. Data provided by DSHS on optical discs which will be used in local workstation optical disc drives, and which Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 11 of 15 7/1/2025 — 6/30/2026 will not be transported out of a Secured Area. When not in use for the contracted purpose, such discs must be locked in a drawer, cabinet, or other container to which only Authorized Users have the key, combination or mechanism required to access the contents of the container. Workstations which access DSHS Data on optical discs must be located in an area which is accessible only to authorized personnel, with access controlled through use of a key, card key, combination lock, or comparable mechanism. d) optical discs (CDs or DVDs) in drives or jukeboxes attached to servers. Data provided by DSHS on optical discs which will be attached to network servers and which will not be transported out of a Secured Area. Access to Data on these discs will be restricted to Authorized Users through the use of access control lists which will grant access only after the Authorized User has authenticated to the network using a Unique User ID and Hardened Password or other authentication mechanisms which provide equal or greater security, such as biometrics or smart cards. Data on discs attached to such servers must be located in an area which is accessible only to authorized personnel, with access controlled through use of a key, card key, combination lock, or comparable mechanism. e) 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 authorized persons have access. f) Remote Access. Access to and use of the Data over the State Governmental Network (SGN) or Secure Access Washington (SAW) will be controlled by DSHS staff who will issue authentication credentials (e.g. a Unique User ID and Hardened Password) to Authorized Users on Contractor staff. Contractor will notify DSHS staff immediately whenever an Authorized User in possession of such credentials is terminated or otherwise leaves the employ of the Contractor, and whenever an Authorized User's duties change such that the Authorized User no longer requires access to perform work for this Contract. g) Data storage on portable devices or media. \ 1) Except where otherwise specified herein, DSHS Data shall not be stored by the Contractor on portable devices or media unless specifically authorized within the terms and conditions of the Contract. If so authorized, the Data shall be given the following protections: a) Encrypt the Data with a key length of at least 128 bits; b) Control access to devices with a Unique User ID and Hardened Password or stronger authentication method such as physical token or biometrics; c) Manually lock devices whenever they are left unattended a-nd set devices to lock automatically after a period of inactivity if this feature is available. Maximum period of inactivity is twenty (20) minutes; Physically Secure the portable device(s) and/or media by: d) Keeping them in locked storage when not in use; e) Using check-in/check-out procedures when they are shared, and f) Taking frequent inventories. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 12 of 15 7/1/2025 — 6/30/2026 2) When being transported outside of a Secured Area, portable devices and media with DSHS Confidential Information must be under the physical control of Contractor staff with authorization to access the Data. 3) Portable devices include, but are not limited to; smart phones, tablets, flash memory devices (e.g. USB flash drives, personal media players), portable hard disks, and laptop/notebook/netbook computers if those computers may be transported outside of a Secured Area. 4) Portable media includes, but is not limited to; optical media (e.g. CDs, DVDs), magnetic media (e.g. floppy disks, tape), or flash media (e.g. CompactFlash, SD, MMC). h) Data stored for backup purposes. 1) DSHS data may be stored on portable media as part of a Contractor's existing, documented backup process for business continuity or disaster recovery purposes. Such storage is authorized until such time as that media would be reused during the course of normal backup operations. If backup media is retired while DSHS Confidential Information still exists upon it, such media will be destroyed at that time in accordance with the disposition requirements in Section 5. Data Disposition. 2) DSHS Data may be stored on non -portable media (e.g. Storage Area Network drives, virtual media, etc.) as part of a Contractor's existing, documented backup process for business continuity or disaster recovery purposes. If so, such media will be protected as otherwise described in this exhibit. If this media is retired while DSHS Confidential Information still exists upon it, the data will be destroyed at that time in accordance with the disposition requirements in Section 5. Data Disposition. 4) Data Segregation DSHS Data must be segregated or otherwise distinguishable from non-DSHS data. This is to ensure that when no longer needed by the Contractor, all DSHS Data can be identified for return or destruction. It also aids in determining whether DSHS Data has or may have been compromised in the event of a security breach. As such, one or more of the following methods will be used for data segregation: a) DSHS Data will be kept on media (e.g. hard disk, optical disc, tape, etc.) which will contain no non-DSHS data. And/or, b) DSHS Data will be stored in a logical container on electronic media, such as a partition or folder dedicated to DSHS Data. And/or, c) DSHS Data will be stored in a database which will contain no non-DSHS data. And/or, d) DSHS Data will be stored within a database and will be distinguishable from non-DSHS data by the value of a specific field or fields within database records. e) When stored as physical paper documents, DSHS Data will be physically segregated from non-DSHS data in a drawer, folder, or other container. f) When it is not feasible or practical to segregate DSHS Data from non-DSHS data, then both the DSHS Data and the non-DSHS data with which it is commingled must be protected as described in this exhibit. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 13 of 15 7/1/2025 — 6/30/2026 5) Data Disposition. When the contracted work has been completed or when no longer needed, except as noted in Section 3. - Protection of Data b. Network Server Disks above, Data shall be returned to DSHS or destroyed. Media on which Data may be stored and associated acceptable methods of destruction are as follows: 4) Notification of Compromise or Potential Compromise. The compromise or potential compromise of DSHS shared Data must be reported to the DSHS Contact designated in the Contract Data stored on: Will be destroyed by: Server or workstation hard disks, or Using a "wipe" utility which will overwrite the Data at Removable media (e.g. floppies, USB flash drives, least three (3) times using either random or single character data, or Degaussing sufficient) to ensure y portable hard disks) excluding optical discs that the Data cannot be reconstructed, or Physically destroying the disk Paper documents with sensitive or Confidential Recycling through a contracted firm provided the Information contract with the recycler assures that the confidentiality of Data will be protected. Paper documents containing Confidential On -site shredding, pulping, or incineration Information requiring special handling (e.g. protected health information) Incineration, shredding, or completely defacing the Optical discs (e.g. CDs or DVDs) readable surface with a coarse abrasive Magnetic tape Degaussing, incinerating or crosscut shredding within one (1) business day of discovery. If no DSHS Contact is designated in the Contract, then the notification must be reported to the DSHS Privacy Officer at dshsprivacyofficer@dshs.wa.gov. Subcontractor must also take actions to mitigate the risk of loss and comply with any notification or other requirements imposed by law or DSHS. 5) Data shared with Subcontractors. If DSHS Data provided under this Contract is to be shared with a Subcontractor, the Contract with the Subcontractor must include all of the data security provisions within this Contract and within any amendments, attachments, or exhibits within this Contract. If the Contractor cannot protect the Data as articulated within this Contract, then the contract with the sub -Contractor must be submitted to the DSHS Contact specified for this contract for review and approval. Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 14 of 15 7/1/2025 — 6/30/2026 BOARD OF COUNTY COMMISSIONERS Rob J 6�es air Cin4Ca'rUr,­Vice-C it Kevin Burgess, tuber Dated the of K"2025 A SUBCONTRACTOR �&Za Easchaw'Y Sheila Berschauer (Oct 30, 2025 14.12:59 PDT) Sheila Berschauer, CEO Moses Lake Community Health Center 30 October Dated the of 12025 GRANT & ADAMS COUNTY DEVELOPMENTAL DISABILITIES Cgtglirng 6uzmgr► Catalina Guzman (Oct 30, 2025 12:11:43 PDT) Catalina Guzman, DD County Coordinator Da& Aja&rsr� Dell Anderson (Oct 30, 2025 11:42:48 PDT) Dell Anderson, M.Ed, LMHC Renew Executive Director October Dated the 30th of ctobe , 2025 Grant & Adams County Developmental Disabilities Subcontractor Agreement Page 15 of 15 7/1/2025 — 6/30/2026