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DSHS Central Contract Services Page 1
6024PF Contract Amendment (1-26-2018)
DSHS CONTRACT NUMBER:
was Dingfcn srat=
Department of Social
CONTRACT AMENDMENT
1963-59401
7
& Health Services
Community Based Domestic
Violence Program Emergency
Shelter & Supportive Services
Amendment No. 02
Transforming lives
This Contract Amendment is between the State of Washington Department of
Program Contract Number
Social and Health Services (DSHS) and the Contractor identified below.
1701
Contractor Contract Number
CONTRACTOR NAME
CONTRACTOR doing business as (DBA)
Grant County
New Hope Domestic Violence and Sexual Assault Sery
CONTRACTOR ADDRESS
WASHINGTON UNIFORM BUSINESS
DSHS INDEX NUMBER
311 West Third Avenue
IDENTIFIER (UBI)
1221
136-000-784
Moses Lake, WA 98837 -
CONTRACTOR CONTACT
CONTRACTOR TELEPHONE
CONTRACTOR FAX
CONTRACTOR E-MAIL ADDRESS
Suzi Fode
509 764-8402
509 766-6574
sfode@co.grant.wa.us
DSHS ADMINISTRATION
DSHS DIVISION
DSHS CONTRACT CODE
Economic Services Administration
Community Services Division
3000CC-63
DSHS CONTACT NAME AND TITLE
DSHS CONTACT ADDRESS
Maureen Kelly
PO Box 45710
Program Manager
Olympia, WA 98504-
DSHS CONTACT TELEPHONE
DSHS CONTACT FAX
DSHS CONTACT E-MAIL ADDRESS
(360)790-3245
Click here to enter text.
kelt ma dshs.wa. ov
IS THE CONTRACTOR A SUBRECIPIENT FOR PURPOSES OF THIS CONTRACT?
CFDA NUMBERS
No
I
AMENDMENT START DATE
CONTRACT END DATE
02/03/2020
06/30/2020
PRIOR MAXIMUM CONTRACT AMOUNT
AMOUNT OF INCREASE OR DECREASE
TOTAL MAXIMUM CONTRACT AMOUNT
$516,039.00
$0.00
$516,039.00
REASON FOR AMENDMENT;
CHANGE OR CORRECT OTHER: SEE PAGE TWO
ATTACHMENTS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into
this Contract Amendment by reference:
❑ Additional Exhibits (specify):
This Contract Amendment, including all Exhibits and other documents incorporated by reference, contains all of the terms
and conditions agreed upon by the parties as changes to the original Contract. No other understandings or
representations, oral or otherwise, regarding the subject matter of this Contract Amendment shall be deemed to exist or
bind the parties. All other terms and conditions of the original Contract remain in full force and effect. The parties signing
below warrant that they have read and understand this Contract Amendment, and have authority to enter into this Contract
Amendment.
CONTRACTOR SIGNATURE
PRINTED NAME AND TITLE
DATE SIGNED
Tom Taylor, BOCC Vice Chair
/ /
JTI T
Richard Stevens, BOCC Member
�( i3` 40
DSHS SIG IATURE
PRINTED NAME AND TITLE
DATE SIGNED
Robert P. Bouick Contracts Officer
1/24/2020
DSHS Central Contract Services Page 1
6024PF Contract Amendment (1-26-2018)
This Contract between the State of Washington Department of Social and Health Services (DSHS) and the
Contractor is hereby amended as follows:
Exhibit B - Program Requirements is deleted in its entirety and replaced with the following:
1. Acknowledgement of Federal Funding
Amount obligated by this action: $ 267,720
Federal Award Date: 10/1/2017 — 9/30/2021
Federal Award Identification Number (FAIN): 2018-V2-GX-0046
Total Amount of the Federal Award to Washington State Department of Commerce, Office of Crime
Victims Advocacy: $74,702,737.00
Awarding Official: Department of Justice, Office of Justice Programs, Office for Victims of Crime
CFDA Number: 16.575
This award is not for research and development.
The Contractor agrees that any publications (written, visual, or sound) but excluding press releases,
newsletters, and issue analyses, issued by the Contractor describing programs or projects funded in
whole or in part with federal funds under this Contract, shall contain the following statements:
"This project was supported by Grant No. 2018-V2-GX-0046 awarded by Office for Victims of Crime,
US Department of Justice. Points of view in this document are those of the author and do not
necessarily represent the official position or policies of the Office for Victims of Crime, US Department
of Justice. Grant funds are administered by the Office of Crime Victims Advocacy, Washington State
Department of COMMERCE."
In the event a correction is required to the Acknowledgement of Federal Funding, an administrative
change will be processed. A change to the Acknowledgement of Federal Funding will not affect your
budget or scope of work and notice will be provided.
Requirements
The Contractor shall comply with all program and other requirements under this Contract as set forth
below:
a. Contractor shall provide all services in a way that enhances, and does not compromise the safety
of the victims of domestic violence being served.
b. Contractor shall maintain confidentiality of communication and records for any individual provided
direct services funded by the Contract.
c. Contractor is prohibited from charging clients for services provided under this Contract.
d. Contractor shall not use funds payable under this Contract to provide services for domestic
violence abusers and/or perpetrators.
e. Contractor shall not make any direct payment of contract funds to any individual provided services
under this contract.
f. Contractor shall not use an income eligibility standard for individuals seeking services under this
Contract. Services shall be provided to victims of domestic violence without regard to income.
DSHS Central Contract Services Page 2
6024PF Contract Mrenbment (1 .26-2018)
This Contract between the State of Washington Department of Social and Health Services (DSHS) and the
Contractor is hereby amended as follows:
Exhibit B - Program Requirements is deleted in its entirety and replaced with the following:
1. Acknowledgement of Federal Funding
Amount obligated by this action: $ 267,720
Federal Award Date: 10/1/2017 — 9/30/2021
Federal Award Identification Number (FAIN): 2018-V2-GX-0046
Total Amount of the Federal Award to Washington State Department of Commerce, Office of Crime
Victims Advocacy: $74,702,737. 00
Awarding Official: Department of Justice, Office of Justice Programs, Office for Victims of Crime
CFDA Number: 16.575
This award is not for research and development.
The Contractor agrees that any publications (written, visual, or sound) but excluding press releases,
newsletters, and issue analyses, issued by the Contractor describing programs or projects funded in
whole or in part with federal funds under this Contract, shall contain the following statements:
"This project was supported by Grant No. 2018-V2-GX-0046 awarded by Office for Victims of Crime,
US Department of Justice. Points of view in this document are those of the author and do not
necessarily represent the official position or policies of the Office for Victims of Crime, US Department
of Justice. Grant funds are administered by the Office of Crime Victims Advocacy, Washington State
Department of COMMERCE."
In the event a correction is required to the Acknowledgement of Federal Funding, an administrative
change will be processed. A change to the Acknowledgement of Federal Funding will not affect your
budget or scope of work and notice will be provided.
Requirements
The Contractor shall comply with all program and other requirements under this Contract as set forth
below:
a. Contractor shall provide all services in a way that enhances, and does not compromise the safety
of the victims of domestic violence being served.
b. Contractor shall maintain confidentiality of communication and records for any individual provided
direct services funded by the Contract.
c. Contractor is prohibited from charging clients for services provided under this Contract.
d. Contractor shall not use funds payable under this Contract to provide services for domestic
violence abusers and/or perpetrators.
e. Contractor shall not make any direct payment of contract funds to any individual provided services
under this contract.
f. Contractor shall not use an income eligibility standard for individuals seeking services under this
Contract. Services shall be provided to victims of domestic violence without regard to income.
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g. Contractor shall not engage in activities that compromise the safety of victims or their children
including, but not limited to, mediation, couples counseling, family counseling or any other manner
of joint victim -offender counseling, mandatory counseling for victims, requiring that victims
participate in criminal proceedings, supporting policies or engaging in practices that impose
restrictive conditions (e.g., attend counseling, or seek an order of protection) on the victim in order
to receive services or when the victim requests that an order of protection be rescinded or
modified.
h. Contractor is required to use volunteer(s) in the VOCA-funded program unless the VOCA state
administering agency for this Contract grants a waiver. Contractor -must demonstrate in writing a
compelling reason for a waiver of this requirement.
i. Contractor shall provide information regarding the availability of the crime victims' compensation
program administered through the Department of Labor and Industries, and assist victims with
application forms and procedures, obtaining necessary documentation, and/or assisting the victim
in checking on claim status.
j. Contractor shall provide services to domestic violence victims whether they are the victim of a
federal, tribal, state, or local crime. There is no requirement that a victim have reported the
violence to law enforcement or any other federal, tribal, state, or local entity in order to receive
services from the Contractor.
3. Training and Qualifications
a. Domestic Violence Staff and Supervisors: Initial, continuing education, and supervisor training of
Contractor staff is critically important. In addition, quality supervision is an integral component for
the provision of excellent advocacy and in supporting staff. Advocates and advocate supervisors
must be able to demonstrate an understanding of the nature and scope of domestic violence as
defined, as well as the historical and societal attitudes in which domestic violence is rooted.
b. Training must be current and relevant to the provision of empowerment -based advocacy. The
Contractor should also strive to ensure that staff incorporate training on services to marginalized
and underserved populations as part of each advocate's annual continuing education. The
Contractor shall ensure that all staff (paid and volunteers) and staff supervisors, meet the following
minimum training and experience requirements prior to staff providing supportive services.
(1) Staff and volunteers providing supportive services and supervisors of staff must obtain a
minimum of twenty (20) hours of initial basic training that covers at least the following topics and
skills:
(a) Theory and implementation of empowerment -based advocacy.
(b) The history of the domestic violence movement.
(c) Active listening skills.
(d) Legal, medical, social service, and systems advocacy.
(e) Anti -oppression and cultural competency theory and practice.
(f) Confidentiality and ethics.
(g) Safety planning skills and barriers to safety.
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(h) Planning, clarifying issues and options, and crisis intervention.
(i) Providing services and advocacy to individuals from marginalized and underserved
populations.
(j) Policies and procedures of the domestic violence program.
(k) Initial training must be completed prior to providing supportive services to clients and/or their
dependent children.
(1) The recommended format for initial training is live and in-person group sessions. Structured
job -shadowing and self -study may be included as part of the overall initial training. All
Contractor in-house training must be based on a training plan that covers one or more of the
required initial training topics.
(2) Staff and volunteers providing supportive services and staff supervisors must also obtain an
annual minimum of twenty (20) hours of continuing education training beginning in their second
year with the domestic violence program, and in every year thereafter.
(3) A minimum often (10) hours must be live training on topics specifically focused on serving
victims of domestic violence and their children.
(4) The remaining ten (10) hours of training may be satisfied through self -study on topics
specifically focused on serving victims of domestic violence and their children.
(5) Within six (6) months of being hired as an advocate supervisor and for each year thereafter,
supervisors must obtain a minimum of five (5) hours of training on supervision. Supervision
training can be counted toward the twenty (20) hours of annual continuing education training
hours.
(6) Contractor staff who do not provide supportive services to clients or their dependent children are
not required to obtain initial and continuing education training as described in this Contract.
Examples of staff that are included in this category are individuals providing child care
assistance as defined in this Contract, and bookkeeping and accounting staff. It is
recommended, however, that staff who come into contact with clients of the domestic violence
program and their dependent children, but who do not provide supportive services, receive
training on the following:
(a) Confidentiality.
(b) Relevant policies and procedures of the domestic violence program.
(c) Mandated reporting of child abuse/neglect as required by RCW 26.44, Abuse of Children.
(7) Supervisors of staff providing supportive services to domestic violence clients shall meet the
following minimum experience and training requirements prior to being hired as a supervisor:
(a) Two (2) years of experience providing advocacy to victims of domestic violence within a
domestic violence program. Domestic violence program means an agency that provides
advocacy for domestic violence clients in a safe, supportive environment as defined in RCW
70.123.
(b) Fifty (50) hours of training on domestic violence issues and advocacy within three (3) years
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prior to being hired as a supervisor.
(8) Initial and continuing education training received by staff and supervisors of staff providing direct
services to victims of domestic violence must be entered in the Staff Training section of InfoNet.
See Exhibit C, InfoNet Data Requirements, for the required data elements.
4. Service Outcome Data Collection
a. Outcome Evaluation Questions. As a condition of receiving federal Family Violence Prevention
and Services Act (FVPSA) funding as part of this Contract, Contractor shall collect and report client
responses to the outcome evaluation questions in Table below.
Outcome Evaluation Questions
TABLE
Service
Outcome Evaluation Question
Response Options
Emergency Domestic
Because of my experience in the shelter, I
I know more ways to plan for my safety ❑ Yes [:]No
Violence Shelter
feel (please check yes or no):
I know more about community resources ❑ Yes ❑ No
Supportive Services
Because of the supportive services I have
I know more ways to plan for my safety ❑ Yes ❑ No
(non-residential only)
received from this program so far, I feel
(please check yes or no):
I know more about community resources ❑ Yes ❑ No
Support Groups (non-
Because of attending this support group, I
I know more ways to plan for my safety ❑ Yes ❑ No
residential only)
feel (please check yes or no):
I know more about community resources ❑ Yes ❑ No
b. Contractor shall provide service recipients the opportunity to respond confidentially to the outcome
evaluation questions.
c. Contractor shall attempt to achieve a minimum outcome evaluation survey return rate of 34% from
adult residents of emergency domestic violence shelter during the period of this Contract.
d. Contractor shall solicit survey responses from clients in each of the three (3) program service
areas as follows:
(1) All adult victims of domestic violence who receive emergency domestic violence shelter from the
Contractor.
(2) All, or a sample of, adult victims of domestic violence who receive in-person non-residential
supportive services from the Contractor, if the Contractor expends DSHS contract funding to
provide these services.
(3) All, or a sample of, adult victims of domestic violence who participate in non-residential support
groups provided by the Contractor, if the Contractor expends DSHS contract funding to provide
these services.
e. If the Contractor currently receives the same or substantially similar information from service
recipients for reporting to another funding entity, the Contractor may request that DSHS accept
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that data for meeting the requirement of this Contract. The Contractor shall submit the same or
substantially similar questions it currently uses to the DSHS Program Manager for review and
approval.
5. Evaluation of Contractor
DSHS may evaluate the Contractor's performance during the term of the Contract. Areas of review
may include, but are not limited to, the following:
a. Effectiveness of services;
b. Timeliness of services provided;
c. Adherence to contract terms; and
d. Compliance with federal and state statutes.
6. Criminal History Background Check
The Contractor shall initiate a criminal history background check pursuant to RCW 43.43.832,
43.43.834, and 43.20A.710 or successor statutes for all current employees, volunteers, subcontractors
and other persons who may have unsupervised access to children, developmentally disabled persons,
or vulnerable adults. Such persons shall not have unsupervised access to children, developmentally
disabled persons, or vulnerable adults until a satisfactory background check is completed and
documentation qualifying the individual for unsupervised access is returned to the Contractor.
7. Mandated Reporting of Child Abuse or Neglect
The Contractor shall ensure that all current staff who are mandated reporters or who have access to
children read and/or view the materials in the Department of Children, Youth, and Families (DCYF)
Mandated Reporter Toolkit within thirty (30) days of the effective date of a first time-DSHS Contract and
annually thereafter; and that all newly hired staff who are mandated reporters or who have access to
children read and/or view the materials in the Mandated Reporter Toolkit within two (2) weeks of initial
employment. After reading and/or reviewing the materials, staff shall sign and date a statement
acknowledging their duty to report child abuse or neglect and affirming that they understand when and
how to report suspected child abuse or neglect. The Contractor shall retain the signed statement in the
staff personnel file.
The Contractor shall either obtain a copy of the Mandated Reporter Toolkit from DSHS, or access the
Mandated Reporter Toolkit online at: https://www dcvf wa -goy/safety/mandated-reporter.
8. Child Passenger Restraint Requirements
The Contractor shall at all times comply, and shall ensure that all employees, volunteers and
subcontractors at all times comply, with the child passenger restraint requirements of RCW 46.61.687
when transporting children or providing transportation to children served under this Contract. RCW
46.61.687 may be accessed at hftp://apps.leg.wa.gov/RCW/default.aspx?cite=46.61.687
Current child passenger restraint requirements may also be accessed on the Washington State Safety
Restraint Coalition's website at htti)://www.800buckluK).org/.
9. Interpreter Services
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a. The Contractor shall provide Limited English Proficient (LEP) clients with certified or otherwise
qualified interpreters and translated documents. The Contractor may use a non -certified
interpreter when a certified interpreter is not available, provided that the interpreter is qualified to
act as an interpreter for the specific service recipient, and the interpreter does not represent a real
or perceived conflict of interest. Family members of the service recipient shall not be used as
interpreters.
b. The Contractor shall provide Deaf, Deaf -Blind, or hard of hearing clients with the services of
certified or otherwise qualified interpreters. The Contractor may use a non -certified interpreter
when a certified interpreter is not available, provided that the interpreter is qualified to act as an
interpreter for the specific service recipient, and the interpreter does not represent a real or
perceived conflict of interest. Family members of the service recipient shall not be used as
interpreters.
c. Interpreter and translation services shall be provided at no cost to the client. All interpreter and
translation costs shall be the financial responsibility of the Contractor.
10. Confidentiality
In addition to the General Terms and Conditions of this Contract regarding Confidentiality, the
Contractor shall ensure that it maintains confidentiality of all client -counselor communications and
information — verbal, written, and electronic — to include personally identifying information of the client,
unless the Contractor has express written authority to release information, or as otherwise provided by
law. Contractor shall ensure that it complies with the privilege and confidentiality provisions of RCW
5.60.060(8) (a -b), RCW 70.123 and WAC 388-61 A.
Contractor shall comply with section 94.115 of the federal VOCA Victim Assistance Program rules
regarding non -disclosure of confidential or private information, and relevant provisions of the U.S.
Department of Justice, Office of Justice Programs Financial Guide.
11. Reporting and Record -Keeping
a. The Contractor must collect and maintain data that measure the performance and effectiveness of
work done under this grant.
b. The Contractor shall enter non -personally identifiable client demographic, service and compliance
data required by state and federal fund sources in the InfoNet data collection system. Mandatory
demographic and service data elements are listed in Exhibit C, and shall be entered in
accordance with the data reporting guidance to be provided by DSHS. The Contractor shall
maintain documentation and records that support the data reported in InfoNet.
c. Client demographic and service data shall be entered into, and updated in, InfoNet at least
quarterly. Contractor shall generate InfoNet reports at least quarterly on all clients receiving
services for the previous quarter(s), review the entered data for accuracy, and correct any errors.
Report data shall be due in InfoNet within 15 days of the end of the preceding quarter.
d. For clients served during the period of this Contract, all demographic, service and compliance data
shall be entered into InfoNet no later thirty (30) days after the Contract end date listed on page 1 of
this Contract.
e. The Contractor shall establish and maintain written procedures for the security of InfoNet use at its
site(s). Procedures shall include:
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(1) Only authorized staff are provided access to the InfoNet data and files.
(2) Staff are informed of the need for security and confidentiality of data and files maintained in or
available through the InfoNet system.
(3) That the Contractor shall notify the DSHS Program Manager for this Contract when an
employee is no longer authorized to access the InfoNet system.
12. Cost Allocation
The Contractor shall maintain a current written cost allocation plan. This plan must clearly and
completely describe the methodology used to determine what portion of shared costs will be allocated
to each funding source being billed for such costs.
13. Client Records
a. Contractor shall maintain a written file for clients who are served pursuant to this Contract. At a
minimum, the files shall:
(1) Include an intake that clearly demonstrates each client's eligibility for domestic violence
services.
(2) Be brief in documenting the supportive services provided to the client if written documentation of
services is also maintained in the client file. Service documentation must be entered into
InfoNet.
(3) Document only sufficient information to identify the service provided, and not include any
references to client feelings, emotional or psychological assessments, diagnoses, or similar
subjective observations or judgments. Documentation shall not include any direct quotes from
the client.
(4) Include copies of all required releases and client notices.
b. Where supportive services are provided to child/youth of clients, the Contractor shall.
(1) Document in InfoNet the supportive services provided for each child/youth. Written
documentation shall not be included in the file of the parent/guardian.
(2) Be brief in documenting the supportive services provided to the child/youth if written
documentation of services is also maintained in the file of the child/youth. Service
documentation must be entered into InfoNet.
(3) Document only sufficient information to identify the service provided, and not include any
references to the child/youth's feelings, emotional or psychological assessments, diagnoses, or
similar subjective observations or judgments. Documentation shall not include any direct quotes
from the child/youth.
14. Administrative Records
In addition to any other provisions of this Contract governing maintenance of records, the Contractor
shall retain the following administrative records:
a. Documentation that funds received under this Contract were used only for the purposes and
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services allowed by the /Contract. Funds received under this Contract shall be clearly
distinguished and accounted for distinctly from other contracts, grants, or other funding sources.
b. Fiscal records that substantiate all costs charged to DSHS under this Contract. Contractor shall
maintain appropriate accounting and auditing procedures to ensure proper documentation, fiscal
control, proper management, and efficient disbursement of Contract funds, and in accordance with
applicable provisions of OMB Uniform Guidance.
c. Documentation of all audits, license reviews, contract monitoring reports, and corrective action
reports and action taken.
d. Copies of all subcontracts or other agreements for subcontracted services and the provider's
qualifications for the service to be performed.
e. Copy of the Certificate of Insurance for each subcontractor, if required.
f. Contractor shall also retain the following protected group data:
(1) A list of current staff by position (not names) that includes date of birth, gender, and identified
protected group status, including race, Vietnam Era Veteran, Disabled Veteran, and person of
disability.
(2) Data from clients that includes age, gender, and race/ethnicity.
(3) When collecting protected group data the Contractor shall inform staff and clients that:
(a) Furnishing the information is entirely voluntary; and
(b) The refusal to furnish the data shall not have adverse effects or denial of services.
15. 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.
16. Operating Policies and Procedures
In addition to any other provisions of this Contract governing maintenance of records, the Contractor
shall have written policies and procedures covering the following issues:
a. Confidentiality and protection of client records and communication.
b. Nondiscrimination relating to staff, clients, and provision of services.
c. The provision of bilingual and interpreter services to clients.
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d. Responding to subpoenas and warrants.
e. Reporting of child abuse as legally mandated.
f. Client access to their files.
g. Grievance procedure for clients.
h. Prohibiting harassment of service recipients based on race, sexual orientation, gender identity (or
expression), religion, and national origin, and procedures for addressing violations.
i. Emergency procedures for fire, disaster, first aid, medical and police intervention.
j. Security of InfoNet system by users and the agency.
k. Records retention.
I. Accounting procedures.
m. Personnel policies and procedures.
n. Administrative policies and procedures.
17. Monitoring
a. DSHS may schedule on-site monitoring visits with the Contractor to evaluate compliance with the
terms of this Contract and the performance of the program. The Contractor shall provide at no
further cost to DSHS, reasonable access to all program -related records and materials, staff and/or
subcontractor time, and any other documents or information necessary in order to evaluate contract
and program compliance.
b. DSHS may also conduct an investigation if it receives information that the Contractor is out of
compliance with its Contract in accordance with WAC 388-61 A.
ADDITIONAL FEDERAL FUNDING REQUIREMENTS
18. Applicability of Part 200 Uniform Requirements
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part
200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the `Part 200 Uniform
Requirements") apply to this FY2018 award from OJP
The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2018
award supplements funds previously awarded by OJP under the same award number (e.g., funds
awarded during or before December 2014), the Part 200 Uniform Requirements apply with respect to
all funds under that award number (regardless of the award date, and regardless of whether derived
from the initial award or a supplemental award) that are obligated on or after the acceptance date of
this FY 2018 award.
For more information and resources on the Part 200 Uniform Requirements as they relate to OJP
awards and subawards ("subgrants"), see the OJP website at
https://o'p.qov/funding/Part200UniformRequirements.htm.
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Record retention and access: Records pertinent to the award that the recipient (and any subrecipient
("subgrantee") at any tier) must retain -- typically for a period of 3 years from the date of submission of
the final expenditure report (SF 425), unless a different retention period applies -- and to which the
recipient (and any subrecipient ("subgrantee") at any tier) must provide access, include performance
measurement information, in addition to the financial records, supporting documents, statistical records,
and other pertinent records indicated at 2 C.F.R. 200.333.
In the event that an award -related question arises from documents or other materials prepared or
distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the
Part 200 Uniform Requirements, the recipient is to contact OJP promptly for clarification.
19. Compliance with DOJ Grants Financial Guide
The Contractor agrees to comply with the financial and administrative requirements set forth in the
current edition of the Office of Justice Programs Financial Guide, which can be found at
httos://o'i).aov/financialauide/doi/odfs/DOJ FinancialGuide.odf. References to the DOJ Grants
Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the
"DOJ Grants Financial Guide" available at httos:Ho'p.goy/financial-guide/DOJ/index.htm), including any
updated version that may be posted during the period of performance. The Contractor agrees to comply
with the DOJ Grants Financial Guide.
20. Compliance with Victims of Crime Act (VOCA) Victim Assistance Program Final Rule
In performance of the services, requirements, and activities set forth herein, the Contractor shall comply
with all applicable federal requirements of the Victims of Crime Acts Rule as posted at
httos://www federalregister oov/documents/2016/07/08/2016-16085/victims-of-crime-act-victim-
assistance-program.
21. Computer Networks
Contractor understands and agrees that it cannot use any federal funds to maintain or establish a
computer network unless such network blocks the viewing, downloading, and exchanging of
pornography.
22. Conferences, Meetings, and Trainings
The Contractor, and any Subcontractors, must comply with all applicable laws, regulations, policies,
and official DOJ guidance (including specific cost limits, prior approval and reporting requirements,
where applicable) governing the use of federal funds for expenses related to conferences (as that term
is defined by DOJ), including the provision of food and/or beverages at such conferences, and costs of
attendance at such conferences.
Information on the pertinent DOJ definition of conferences and the rules applicable to this award
appears in the DOJ Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in
the "DOJ Grants Financial Guide").
23. EQUAL EMPLOYMENT OPPORTUNITY PROGRAM (EEOP)
The Contractor certifies that you have verified with the appropriate person in your agency that, as a
recipient of VOCA Contract funds, your agency will complete an EEOP Certification to claim either a
complete exemption or limited exemption from the submission requirement.
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A complete exemption means that your agency is not required to prepare an EEOP because it meets
one or more of the following:
a. Recipient has less than 50 employees
b. Recipient is an education institution
c. Recipient is an Indian Tribe
d. Recipient is a medical institution
e. Recipient is a non-profit organization
f. Recipient's award is less than $25,000
A limited exemption of the submission requirement means that your agency has formulated an EEOP
that has been signed and is available for review because the agency has 50 or more employees and is
receiving a single award or subaward of $25,000 or more, but less than $500,000.
24. Equal Opportunity Treatment for Faith Based Organizations
The Contractor agrees to comply with the applicable requirements of 28 CFR Part 38, the Department
of Justice regulation.
25. Examination of Records
The Contractor authorizes Office for Victims of Crime (OVC) and/or the Office of the Chief Financial
Officer (OCFO), and its representatives, access to and the right to examine all records, books, paper or
documents related to the VOCA Contract. The State will further ensure that all VOCA Subcontractors
will authorize representatives of OVC and OCFO access to and the right to examine all records, books,
paper or documents related to the VOCA Contract.
26. Federal Non -Discrimination Requirements
a. Contractor will comply with any applicable federal non-discrimination requirements, which may
include:
(1) the Omnibus Crime Control Act and Safe Streets Act of 1968 (42 U.S.C. § 3789d);
(2) the Victims of Crime Act (VOCA) of 1984 (34 U.S.C. § 20101);
(3) the Juvenile Justice and Delinquency Prevention Act of 2002 (42 U.S.C. § 5672(b));
(4) the Civil Rights Act of 1964 (42 U.S.C. § 2000(d));
(5) the Rehabilitation Act of 1973 (29 U.S.C. § 794);
(6) the Americans with Disabilities Act of 1990 (42 U.S.C. §§ 12131-34);
(7) the Education Amendments of 1972 (20 U.S.C. §§ 1681,1683,1685-86);
(8) the Age Discrimination Act of 1975 (42 U.S.C. §§ 6101-07);
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(9) 28 C.F.R. Part 42 (U.S. Department of Justice Regulations — Nondiscrimination, Equal
Employment Opportunity, Policies and Procedures);
(10) 28 C.F.R. Part 54 (U.S. Department of Justice Regulations — Nondiscrimination on the
Basis of Sex In Education Programs or Activities Receiving Federal Financial Assistance);
(11) Executive Order 13279 (equal protection of the law for -faith based and community
organizations); and 28 C.F.R. Part 37 ((U.S. Department of Justice Regulations — Equal
Treatment for Faith Based Organizations).
b. Contractor also ensures compliance with Federal law prohibiting Contract recipients from
retaliating against individuals taking action or participating in action to secure rights protected by
federal law. Information about civil rights obligations of Contractors can be found at
http://www.omp.usdoo.gov/ocr/.
27. Fraud, Waste, Abuse, or Misconduct
The Contractor, and any Subcontractor at any tier, must promptly refer to the DOJ OIG any credible
evidence that a principal, employee, agent, Contractor, Subcontractor, Subgrantee, or other person has
either 1) submitted a false claim for grant funds under the False Claims Act; or 2) committed a criminal
or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct
involving grant funds. Potential fraud, waste, abuse, or misconduct should be reported to the OIG by:
Mail:
Office of the Inspector General Email: oig.hotline0 usdoi.gov
U.S. Department of Justice Hotline: (800) 869-4499
Investigations Division Hotline fax: (202) 616-9881
950 Pennsylvania Avenue, NW
Room 4706
Washington, DC 20530
28. General appropriations -law restrictions on the use of federal funds
The Contractor, and any Subcontractor at any tier, must comply with all applicable restrictions on the
use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from
various "general provisions' in the Consolidated Appropriations Act, 2017, are set out at
httos://oio.gov/funding/Explore/FY17AoorooriationsRestdctions.htm and are incorporated by reference here.
Should a question arise as to whether a particular use of federal funds by a contractor (or a
subcontractor) would or might fall within the scope of an appropriations -law restriction, the recipient is
to contact DSHS for guidance, and may not proceed without the express prior written approval of
DSHS.
29. Noncompetitive procurement contracts over $150,000
No VOCA Contract funds will be used to use a noncompetitive approach in any procurement contract
that would exceed the Simplified Acquisition Threshold (currently, $150,000). This condition applies to
agreements that, for the purposes of federal grants administration, OJP considers a procurement
"contract" (and therefore does not consider a subaward).
30. Non -supplanting certification
No VOCA Contract funds will be used to supplant existing state, local, or other non-federal funding
already in place to support current services. VOCA Contract funds will be used to increase the total
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amount of funds used for crime victim assistance. Violation of the non -supplanting requirement can
result in a range of penalties, including suspension of future funds under this Contract, recoupment of
monies provided under this Contract, and civil and/or criminal penalties.
31. OJP Training Guiding principles
Any training or training materials that the Contractor, or any Subcontractor at any tier, develops or
delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Contractors and
Subcontractors, available at httos://oio.gov/funding/oiptrainingnuidinai)dnciples.htm.
32. Reducing text messaging while driving
Pursuant to executive order 13513, "Federal Leadership on Reducing Text Messaging While Driving,"
74 Fed. Reg. 51225 (October 1, 2009), the Department of Justice encourages recipients and sub -
recipients to adopt and enforce policies banning employees from text messaging while driving any
vehicle during the course of performing work funded by this Contract, and to establish workplace safety
policies and conduct education, awareness, and other outreach to decrease crashes caused by
distracted drivers.
33. Requirement Pertaining to Prohibited Conduct Related to Trafficking in Persons (Including
Reporting Requirements and OJP Authority to Terminate Contract)
The Contractor and any Subcontractor at any tier, must comply with all applicable requirements
(including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of
persons, whether on the part of recipients, subrecipients, Subcontractors, or individuals defined (for
purposes of this condition) as "employees" of the Contractor or of any Subcontractor.
The details of the Contractor's obligations related to prohibited conduct related to trafficking in persons
are posted on the OJP web site at http:Hoap.cioy/funding/Explore/ProhibitedConduct-Trafficking.htm
(Contract condition: prohibited conduct by Contractors and Subcontractors related to trafficking in
persons (including reporting requirements and OJP authority to terminate award)), and are incorporated
by reference here.
34. Restrictions and Certifications Regarding Non -Disclosure Agreements and Related Matters
No Contractor or Subcontractor under this Contract, or entity that receives a procurement contract or
subcontract with any funds under this Contract, may require any employee or contractor to sign an
internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to
prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or
law enforcement representative of a federal department or agency authorized to receive such
information.
The forgoing is not intended, and shall not be understood by the agency making this Contract, to
contravene requirements applicable to Standard Form 312 (which relates to classified information),
Form 4414 (which relates to sensitive comportment information), or any other form issued by a federal
department or agency governing the nondisclosure of classified information.
In accepting this award, the recipient:
a. represents that it neither requires nor has required internal confidentiality agreements or statements
from employees or contractors that currently prohibit or otherwise currently restrict (or purport to
prohibit or restrict), employees or contractors from reporting waste, fraud, or abuse as described
above; and
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b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to
execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or
restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further
obligations of award funds, will provide prompt written notification to the federal agency making this
award, and will resume (or permit resumption of) such obligations only if expressly authorized to do
so by that agency.
If the Contractor does or is authorized under this Contract to make Subcontractor, procurement
contracts, or both:
It represents that:
c. it has determined that no other entity that the Contractor's application proposes may or will receive
Contract funds (whether through a Subcontract, procurement contract, or subcontract under a
procurement contract) either requires or has required internal confidentiality agreements or
statements from employees or contractors that currently prohibit or otherwise currently restrict (or
purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as
described above; and
d. it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this
representation; and
e. it certifies that, if it learns or is notified that any Subcontractor, contractor, or subcontractor entity
that receives funds under this Contract is or has been requiring its employees or contractors to
execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or
restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further
obligations of ward funds to or by that entity, will provide prompt written notification to the federal
agency making this award, and will resume (or permit resumption of) such obligation only if
expressly authorized to do so by that agency.
35. Restrictions on Lobbying
In general, as a matter of federal law, federal funds awarded by OJP may not be used by the
Contractor, or any Subcontractor at any tier, either directly or indirectly, to support or oppose the
enactment, repeal, modification, or adoption of any law, regulation, or policy at any level of government.
See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes
certain activities that otherwise would be barred by law.)
Another federal law generally prohibits federal funds awarded by OJP from being used by the
Contractor, or any Subcontractor at any tier, to pay any person to influence (or attempt to influence) a
federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with
respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or
loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31
U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes
and tribal organizations.
Should any question arise as to whether a particular use of federal funds by a Contractor (or
Subcontractor) would or might fall within the scope of these prohibitions, the Contractor is to contact
DSHS for guidance, and may not proceed without the express prior written approval of DSHS.
36. Services to Limited English Proficient (LEP) Persons
To ensure compliance with Title VI and the Safe Streets Act, the Contractor is required to take
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reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful
access may entail providing language assistance services, including interpretation and translation
services, where necessary. Contractors are encouraged to consider the need for language services for
LEP persons served or encountered both in developing their programs and budgets and in conducting
their programs and activities. Reasonable costs associated with providing meaningful access for LEP
individuals are considered allowable program costs.
37. Breach of Personally Identifiable Information (PII)
The Contractor must have written procedures in place to respond in the event of an actual or imminent
"breach" (OMB M-17-12) if it (or a subcontractor)-- 1) creates, collects, uses, processes, stores,
maintains, disseminates, discloses, or disposes of "personally identifiable information (PII)" (2 CFR
200.79) within the scope of an OJP grant -funded program or activity, or 2) uses or operates a "Federal
information system" (OMB Circular A-130). The recipient's breach procedures must include a
requirement to report actual or imminent breach of PII to their DSHS Contract Manager no later than 24
hours after an occurrence of an actual breach, or the detection of an imminent breach.
38. Failure to Address Audit Issues
The Contractor understands and agrees that DSHS may withhold grant funds, or may impose other
related requirements, if (as determined by the DOJ awarding agency) the Contractor does not
satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform
Requirements (or by the terms of this award), or other outstanding issues that arise in connection with
audits, investigations, or reviews of DOJ awards.
39. Prohibitions on Reprisal; Notice to Employees
Contractor (and any subcontractor) must comply with, and is subject to, all applicable provisions of 41
U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances,
discrimination against an employee as reprisal for the employee's disclosure of information related to
gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating
to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule,
or regulation related to a federal grant.
The recipient also must inform its employees, in writing (and in the predominant native language of the
workforce), of employee rights and remedies under 41 U.S.C. 4712.
All other terms and conditions of this Contract remain in full force and effect.
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