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HomeMy WebLinkAboutAgreements/Contracts - New Hope DV/SAGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Cleric of the Board by 12o00pm on Thursday) REQUESTING DEPARTMENT:New Hope REQUEST SUBMITTED BY:Kim Pope CONTACT PERSON ATTENDING ROUNDTABLE: N/A SATE: 09125/2026 PHONE: 509-764-8402 CONFIDENTIAL INFORMATION-. DYES O ����� '�9i�,���% � / =ja� / / / � �$K�'',/� �� � ��j �/���.�.�5 � /���/SS���.��.� /.'.�v//�/..2"m/�.J%�� RAgreement / Contract .:... .:g���� ❑AP Vouchers .. • ,'s%z�E���:?{�y ❑Appointment / Reappointment ❑ARPA Related [-]Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El 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 r Request permission for Kim Pope to sign the Youth Homeless Demonstration Project (YHDP) CFDA #14.276 Subrecipient Agreement between Hopesource and New Hope in the amount of $99,425 for the 10/01/2026 through 09/30/2027 grant cycle. EVEN PON HIM - If necessary, was this document reviewed by accounting? ❑ YES ❑ NO .N/A If necessary, was this document reviewed by legal? YES ❑ NO ❑ N/A DATE OF ACTION: APPROVE: DENIED ABSTAIN D2: D3: DEFERRED OR CONTINUED TO- WITHDRAWN - 4/23/24 K26-191 Youth Homelessness Demonstration Project CFDA 4.'14.276 (YHDP) Sub recipient Agreement (SA) Bet-vveen Hop Source (EL MJGHVZSUVGJ3) and New Hope UEL ZL6%k- A,426K8KR5 )) Date: ro 1&0 7/ - - --------- a BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON # ­_ N Kevin R. BurgP,#<Chai.r ATTEST: e Chair &0 Caitlin E. Manell Clerk of the Board APPRO 'D AS TO FO X/I - X T or R. Bevi WSBA;447989 rawnt County rosenor" s Office Ci ivil Deputv Prosecuting Attornev 0 -ITDate: J/ Youth Homelessness Demonstration Project CFDA #14.276 It= Subrecipient Agreement (SA) Between HopeSource (UEI: MJGHVZSUVGJ3) (Hereinafter HOPESOURCE) And New Hope (UEI: ZL6WM26K8KR5) (Hereinafter NEW HOPE) This YHDP-BOS SA is entered into as of the 1st day of October 2026 (effective date) by and between HOPESOURCE, organized as a Washington nonprofit corporation, having its principal place of business at 606 W Third Ave, Ellensburg, WA 98926 acting as the YHDP Contractor and GRANT COUNTY NEW HOPE, a Governmental, Not for Profit, having its principal place of business at 311 W Third Avenue Moses Lake, 98837 acting as the YHDP Subrecipient. I. Purpose of Subrecipient Amendment • To renew the YHDP New Hope Service Agreement for 2026-2027. • All terms and conditions stated in the prior agreement apply in the renewal agreement. • Guidance regarding Eligible spends with Supportive Services and Administrative Costs of the CoC Regulations. 11. Term of Subrecipient Agreement The term of this SA shall be effective from 10/1/2026 (effective date) through 9/30/2027 (end -date). Should this grant be renewed, automatic renewal will occur annually, unless the Subrecipient does not meet performance standards at which time this agreement will be terminated under the terms and conditions of this SA. 111. Performance Fiscal Performance HOPESOURCE is committed to offering quality services following YHDP contract rules. To align the Subrecipient's performance with these objectives, performance milestones and agency responsibilities are stated below. The following milestones will be monitored to ensure performance objectives can be met: HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 1 Milestone 1 — Fully executed Subrecipient agreement by October 31, 2026 Milestone 2 — Monthly Invoice, backup documentation for October services submitted by November 10, 2026 Milestone 3 - Monthly Invoice, backup documentation for November services submitted by December 10, 2026 Milestone 4 — Monthly Invoice, backup documentation for December services submitted by January 10, 2027 Milestone 5 - Monthly Invoice, backup documentation for January services submitted by February 10, 2027 Milestone 6 - Monthly Invoice, backup documentation for February services submitted by March 10, 2027 1 Milestone 7 - Monthly Invoice, backup documentation for March services submitted by April 10, 2027 Milestone 8 - Monthly Invoice, backup documentation for April services submitted by May 10, 2027 Milestone 9 - Monthly Invoice, backup documentation for May services submitted by June 10, 2027 Milestone 10 - Monthly Invoice, backup documentation for June services submitted by July 10, 2027 Milestone 11 - Monthly Invoice, backup documentation for July services submitted by August 10, 2027 Milestone 12 - Monthly Invoice, backup documentation for August services submitted by September 10, 2027 Milestone 13 - Monthly Invoice, backup documentation for September services submitted by October 10, 2027 Milestone 14 — Performance will be reviewed annually by the Grey Region Regional Leadership Team, including the Youth For Youth Advisory Group, using data collected through the Regional Coordinated Entry System to determine the re- allocation of clients and funds to regional partners as required to meet the needs of the youth homeless population. HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 2 HopeSource requires their subrecipients staff, Managers, and Finance teams to be fully briefed and trained on the allowable costs stated in Exhibits B (24 CFR 578.53) and Exhibits C (24 CFR 578.59) as it pertains to the spends being allocated to the Supportive Services grant. Furthermore, the subrecipients are responsible for assuring all costs associated with the YHDP Supportive Services grant are eligible expenses and that systems are in place to assure the organization is adhering to those eligible expenses including onboarding as well as annual trainings on the above mentioned CFR's. Ineligible spends allocated to the YHDP Supportive Services grant will result in the subgrantee paying said funds back to the grantor. Program Performance Execute program to achieve all Performance Measures and program deliverables applicable to Programs defined in Section VI as required by the YHDP Program Grant and Performance Measures defined in the Grant Agreement. Milestonel — Twenty Percent (20%) of the annual budgeted funds must be utilized by the end of the first quarter, December 31, 2026. Performance will be reviewed Regionally for possible redistribution of funds. Milestone 2 - Forty Five Percent (45%) of the annual budgeted funds must be utilized by the end of the second quarter, March 31, 2027. Performance will be reviewed Regionally for possible redistribution of funds. Milestone 3 ® Sixty -Five Percent (65%) of the annual budgeted funds must be utilized by the end of the third quarter, June 30, 2027. Performance will be reviewed Regionally for possible redistribution of funds. Milestone 4 ® One Hundred (100%o) of the annual budgeted funds must be utilized by the end of the fourth quarter, September 30, 2027. Performance will be reviewed Regionally for possible redistribution of funds. Milestone 5 — Ten (20% of total) clients are required to be enrolled by the end of the first grant quarter, December 31, 2026. Grey Region reserves the right to subtract the value of each client (value of grant/number of clients) not meeting the minimum requirement. Milestone 6 — Twenty (40% of total) clients are required to be enrolled by the end of the second grant quarter, March 31, 2027. Grey Region reserves the right to subtract the value of each client (value of grant/number of clients) not meeting the minimum requirement. --- -------- HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 3 Milestone 7 — Thirty one (60% of total ) clients are required to be enrolled by the end of the third grant quarter, June 30, 2027. Grey Region reserves the right to subtract the value of each client (value of grant/number of clients) not meeting the minimum requirement. Milestone 8- Fifty two (100% of total) clients are required to be served in the grant year. Milestone 9 — Performance will be reviewed annually by the Grey Region Regional Leadership Team, including the Youth For Youth Advisory Group, using data collected through the Regional Coordinated Entry System to determine the re- allocation of clients and funds to regional partners as required to meet the needs on the youth homeless population. Milestone 10 — Rollover clients enrolled and entered in HMIS System prior to 9/30/2026 and still active as of 10/1/2026 will count as new clients and will be added to the overall client count for the 2026-2027 grant year. The number of clients is not to exceed 8 (15% of the overall client goal). Rollover clients surpassing this percentage will not be counted towards the overall client goal for the contract year. If there are concerns with Subrecipient performance the following steps will occur: i 1. A written notice of performance shortfalls will be issued to the Subrecipient with a corrective action plan requested. 2. If failure to meet objectives is still a concern after implementation of a corrective action plan a meeting with the Administrators of the subrecipient agency will be required. 3. Final action may be the termination of this SA and discontinuation of payment. 1. Attachment Exhibit A — P1 Budget 2. Attachment Exhibit B — 24 CFR 578.53 (Supportive Services) 3. Attachment Exhibit C — 24 CFR 578.59 (Project Administrative Costs) HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 4 IV. Contacts Contact Person for HOPESOURCE: Name: Susan Grindle Address: 606 West 3rd Avenue Ellensburg, WA 98926 Telephone: (509) 925-1448 Fax: (509) 955-1854 Email: skgrind le(aDhopesource.us V. Complete Agreement: NEW HOPE Contact: Name: Kim Pope Address: 311 W 3rd Avenue Moses Lake, WA 98837 Telephone: Phone: (509) 764-8402 Fax: 509-766-6574 Email: kpope a�grantcountvwa.gov This Service Agreement expresses the parties' complete agreement and understanding. No other terms or conditions, whether oral or in writing, shall be considered a part of the parties' agreement. The parties authorized representatives hereby execute this subrecipient agreement and agree to abide by the terms and conditions outlined in this subrecipient agreement as well as the YHDP Grant Agreement No. WA0490YOT012504— Support Services. HOPESOURCE By: GRANT COUNTY, dba NEW HOPE By: (signature) (date) (signature) (date) Susan K Grindle, CEO Kim Pope, Director HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 0 Exhibit A YHDP BUDGET Breakdown - 1 Year(s) YHDP Category SSO Support Services Direct Client Services $ 2,992.69 Case Management/Personnel $ 73,574.50 Program Operations $ 14,913.75 Subtotal Supportive Services $ 91,480.94 Administrative Costs $ 7,944.06 Total Grant Fund $ 99,425.00 Match Requirement $ 22,506.25 Grand Total $ 121,931.25 HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 578.53 Supportive Services (a) In general. Grant funds may be used to pay the eligible costs of supportive services that address the special needs of the program participants. If the supportive services are provided in a supportive service facility not contained in a housing structure, the costs of day-to-day operation of the supportive service facility, including maintenance, repair, building security, furniture, utilities, and equipment are eligible as a supportive service. (1) Supportive services must be necessary to assist program participants obtain and maintain housing. (2) Recipients and subrecipients shall conduct an annual assessment of the service needs of the program participants and should adjust services accordingly. (b) Duration. (1) For a transitional housing project, supportive services must be made available to residents throughout the duration of their residence in the project. (2) Permanent supportive housing projects must provide supportive services for the residents to enable them to live as independently as is practicable throughout the duration of their residence in the project. (3) Services may also be provided to former residents of transitional housing and current residents of permanent housing who were homeless in the prior 6 months, for no more than 6 months after leaving transitional housing or homelessness, respectively, to assist their adjustment to independent living. (4) Rapid rehousing projects must require the program participant to meet with a case manager not less than once per month as set forth in § 578.37(a)(1)(ii)(F), to assist the program participant in maintaining long-term housing stability. (c) Special populations. All eligible costs are eligible to the same extent for program participants who are unaccompanied homeless youth; persons living with HIV/AIDS; and victims of domestic violence, dating violence, sexual assault, or stalking. (d) Ineligible costs. Any cost that is not described as an eligible cost under this section is not an eligible cost of providing supportive services using Continuum of Care program funds. Staff training and the costs of obtaining professional licenses or certifications needed to provide supportive services are not eligible costs. (e) Eligible costs. (1) Annual Assessment of Service Needs. The costs of the assessment required by § 578.53(a)(2) are eligible costs. (2) Assistance with moving costs. Reasonable one-time moving costs are eligible and include truck rental and hiring a moving company. (3) Case management. The costs of assessing, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant(s) are eligible costs. Component services and activities consist of: (i) Counseling; (ii) Developing, securing, and coordinating services; (iii) Using the centralized or coordinated assessment system as required under § 578.23(c)(9). HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504— Support Services 7 (iv)Obtaining federal, State, and local benefits; (v) Monitoring and evaluating program participant progress; (vi)Providing information and referrals toother providers; (vii) Providing ongoing risk assessment and safety planning with victims of domestic violence, dating violence, sexual assault, and stalking; and (ji\) Developing an individualized housing and service plan, including planning a path to permanent housing stability. (4)Child care. The costs of establishing and operating child care, and providing child-care vouchers, for children from families experiencing homelessness, including providing meals and snacks, and comprehensive and coordinated developmental activities, are eligible. (i) The children must be under the age of 13, unless they are disabled children. (|UDisabled children must beunder the age of1Q. (iii) The child-care center must be licensed by the jurisdiction in which it operates in order for its costs to be eligible. (5) Education services. The costs ofimproving knowledge and basic educational skills are eligible. (|) Services include instruction or training in consumer education, health education, substance abuse prevention, literacy, English as a Second Language, and General Educational Development (GED). (U) Component services or activities are screening, assessment and testing; individual or group instruction; tutoring; provision of books, supplies, and instructional material; counseling; and referral tocommunity resources. (6) Employment assistance and job training. The costs of establishing and operating employment assistance and job training programs are eligible, including classroom, online and/or computer instruction, on-the-job instruction, services that assist individuals in securing employment, acquiring learning skills, and/or increasing earning potential. The cost ofproviding reasonable stipends to program participants in employment assistance and job training programs |salso an eligible cost. (|)Learn\ng skills include those skills that can beused iosecure and retain ajob, including the acquisition ofvocational licenses and/or certificates. (ii) Services that assist individuals in securing employment consist of: (A) Employment screening, assessment, or testing; (B)Structured job skills and job -seeking skills; (C) Special training and tutoring, including literacy training and pre -vocational training; (0)Books and instructional material; (E)Counseling orjob coaching; and (F) Referral tocommunity resources. (7)Food. The cost ofproviding meals orgroceries toprogram participants |seligible. (0) Housing search and counseling services. Costs ofassisting eligible program participants to locate, obtain, and retain suitable housing are eligible. (i) Component services or activities are tenant counseling; assisting individuals and families tounderstand leases; securing utilities; and making moving arrangements. UUOther eligible costs are: (A) Mediation with property owners and landlords on behalf of eligible program BO9ESODDCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services (B) Credit counseling, accessing a free personal credit report, and resolving personal credit issues; and (C) The payment of rental application fees. (iii) Housing counseling, as defined in § 5.100, that is funded with or provided in connection with grant funds must be carried out in accordance with § 5.111. When recipients or subrecipients provide housing services to eligible persons that are incidental to a larger set of holistic case management services, these services do not meet the definition of Housing counseling, as defined in § 5.100, and therefore are not required to be carried out in accordance with the certification requirements of § 5.111. (9) Legal services. Eligible costs are the fees charged by licensed attorneys and by person(s) under the supervision of licensed attorneys, for advice and representation in matters that interfere with the homeless individual or family's ability to obtain and retain housing. (i) Eligible subject matters are child support; guardianship; paternity; emancipation; legal separation; orders of protection and other civil remedies for victims of domestic violence, dating violence, sexual assault, and stalking; appeal of veterans and public benefit claim denials; landlord tenant disputes; and the resolution of outstanding criminal warrants. (ii) Component services or activities may include receiving and preparing cases for trial, provision of legal advice, representation at hearings, and counseling. (iii) Fees based on the actual service performed (i.e., fee for service) are also eligible, but only if the cost would be less than the cost of hourly fees. Filing fees and other necessary court costs are also eligible. If the subrecipient is a legal services provider and performs the services itself, the eligible costs are the subrecipient's employees' salaries and other costs necessary to perform the services. (iv) Legal services for immigration and citizenship matters and issues related to mortgages and homeownership are ineligible. Retainer fee arrangements and contingency fee arrangements are ineligible. (10) Life skills training. The costs of teaching critical life management skills that may never have been learned or have been lost during the course of physical or mental illness, domestic violence, substance abuse, and homelessness are eligible. These services must be necessary to assist the program participant to function independently in the community. Component life skills training are the budgeting of resources and money management, household management, conflict management, shopping for food and other needed items, nutrition, the use of public transportation, and parent training. (11) Mental health services. Eligible costs are the direct outpatient treatment of mental health conditions that are provided by licensed professionals. Component services are crisis interventions; counseling; individual, family, or group therapy sessions; the prescription of psychotropic medications or explanations about the use and management of medications; and combinations of therapeutic approaches to address multiple problems. (12) Outpatient health services. Eligible costs are the direct outpatient treatment of medical conditions when provided by licensed medical professionals including: (i) Providing an analysis or assessment of an individual's health problems and the development of a treatment plan; (ii) Assisting individuals to understand their health needs; (iii) Providing directly or assisting individuals to obtain and utilize appropriate medical treatment; HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 9 (iv) Preventive medical care and health maintenance services, including in -home health services and emergency medical services; (v) Provision of appropriate medication; (vi) Providing follow-up services; and (vii) Preventive and noncosmetic dental care. (13) Outreach services. The costs of activities to engage persons for the purpose of providing immediate support and intervention, as well as identifying potential program participants, are eligible. (i) Eligible costs include the outreach worker's transportation costs and a cell phone to be used by the individual performing the outreach. (ii) Component activities and services consist of: initial assessment; crisis counseling; addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries; actively connecting and providing people with information and referrals to homeless and mainstream programs; and publicizing the availability of the housing and/or services provided within the geographic area covered by the Continuum of Care. (14) Substance abuse treatment services. The costs of program participant intake and assessment, outpatient treatment, group and individual counseling, and drug testing are eligible. Inpatient detoxification and other inpatient drug or alcohol treatment are ineligible. (15) Transportation. Eligible costs are: (i) The costs of program participant's travel on public transportation or in a vehicle provided by the recipient or subrecipient to and from medical care, employment, child care, or other services eligible under this section. (ii) Mileage allowance for service workers to visit program participants and to carry out housing quality inspections; (iii) The cost of purchasing or leasing a vehicle in which staff transports program participants and/or staff serving program participants; (iv) The cost of gas, insurance, taxes, and maintenance for the vehicle; (v) The costs of recipient or subrecipient staff to accompany or assist program participants to utilize public transportation; and (A) If public transportation options are not sufficient within the area, the recipient may make a one-time payment on behalf of a program participant needing car repairs or maintenance required to operate a personal vehicle, subject to the following: (A) Payments for car repairs or maintenance on behalf of the program participant may not exceed 10 percent of the Blue Book value of the vehicle (Blue Book refers to the guidebook that compiles and quotes prices for new and used automobiles and other vehicles of all makes, models, and types); (13) Payments for car repairs or maintenance must be paid by the recipient or subrecipient directly to the third party that repairs or maintains the car; and (C) The recipients or subrecipients may require program participants to share in the cost of car repairs or maintenance as a condition of receiving assistance with car repairs or maintenance. (16) Utility deposits. This form of assistance consists of paying for utility deposits. Utility deposits must be a one-time fee, paid to utility companies. (17) Direct provision of services. If the service described in paragraphs (e)(1) through (e)(16) of this section is being directly delivered by the recipient or subrecipient, eligible costs for those services also include: HOPESOURCE Subrecipient Agreement with. NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 10 (i) The costs of labor or supplies, and materials incurred by the recipient or subrecipient in directly providing supportive services to program participants; and (ii) The salary and benefit packages of the recipient and subrecipient staff who directly deliver the services. HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 11 • 578.59 Project Administrative Costs (a) Eligible costs. The recipient or subrecipient may use up to 10 percent of any grant awarded under this part, excluding the amount for Continuum of Care Planning Activities and UFA costs, for the payment of project administrative costs related to the planning and execution of Continuum of Care activities. This does not include staff and overhead costs directly related to carrying out activities eligible under § 578.43 through § 578.57, because those costs are eligible as part of those activities. Eligible administrative costs include: (1) General management, oversight, and coordination. Costs of overall program management, coordination, monitoring, and evaluation. These costs include, but are not limited to, necessary expenditures for the following: (i) Salaries, wages, and related costs of the recipient's staff, the staff of subrecipients, or other staff engaged in program administration. In charging costs to this category, the recipient may include the entire salary, wages, and related costs allocable to the program of each person whose primary responsibilities with regard to the program involve program administration assignments, or the pro rata share of the salary, wages, and related costs of each person whose job includes any program administration assignments. The recipient may use only one of these methods for each fiscal year grant. Program administration assignments include the following: (A) Preparing program budgets and schedules, and amendments to those budgets and schedules; (B) Developing systems for assuring compliance with program requirements; (C) Developing agreements with subrecipients and contractors to carry out program activities; (D) Monitoring program activities for progress and compliance with program requirements; (E) Preparing reports and other documents directly related to the program for submission to HUD; (F) Coordinating the resolution of audit and monitoring findings; (G) Evaluating program results against stated objectives; and (H) Managing or supervising persons whose primary responsibilities with regard to the program include such assignments as those described in paragraph (a)(1)(i)(A) through (G) of this section. (ii) Travel costs incurred for monitoring of subrecipients; (iii) Administrative services performed under third -party contracts or agreements, including general legal services, accounting services, and audit services; and (iv) Other costs for goods and services required for administration of the program, including rental or purchase of equipment, insurance, utilities, office supplies, and rental and maintenance (but not purchase) of office space. (2) Training on Continuum of Care requirements. Costs of providing training on Continuum of Care requirements and attending HUD -sponsored Continuum of Care trainings. (3) Environmental review. Costs of carrying out the environmental review responsibilities under § 578.31. (b) Sharing requirement. HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504— Support Services 12 (1) UFAs. If the recipient is a UFA that carries out a project, it may use up to 10 percent of the grant amount awarded for the project on project administrative costs. The UFA must share the remaining project administrative funds with its subrecipients. (2) Recipients that are not UFAs. If the recipient is not a UFA, it must share at least 50 percent of project administrative funds with its subrecipients. HOPESOURCE Subrecipient Agreement with NEW HOPE YHDP Grant NO. WA0490YOT012504- Support Services 13