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HomeMy WebLinkAboutAgreements/Contracts - New Hope DV/SA& .0 #V PF 4,00 AV new beginnings. better tomorrows. July 25, 2023 Board of Grant County Commissioners PO Box 37 Ephrata, WA 98823 RE: Signature for CACWA Capacity Grant 2023-2024 VT% APPROVzjjl JUL 2 5 '2023 CONSENT Dear Board of County Commissioners: Please see the attached formal agreement for review and signature. Contractor: Children's Advocacy Centers of Washington (CACWA) Term of Contract: 7.1.2023 to 6.30.2024 =pose: The purpose of this Contract is to provide child forensic interviewing for victims of child abuse/neglect or child sexual abuse in Grant and Adams Counties. (This is a regular renewing contract.) Amount: $52,,430 Suzi Fode is requesting your signature on the face page (page 1) of the attached contract. Thank you for your consideration, Suzi Fode, Director Kids Hope and New Hope JUL 1 2023 GRANT COUNTY COMMISSIONERS Children's Advocacy Centers of Washington +�,�; + �1217 Cooper Point Road SW, Suite #6 V0111 W.WN Olympia, WA 98502 *40 Phone: (360) 753-3703 K23-180 Contract Status: X New Contract Amendment/Modification No: ------ ----- Contract is between Children's Advocacy Centers of Washington (CACWA) and the Sub -Contractor identified below: SUB -CONTRACTOR INFORMATION Organization's Name Mailing Address Tax ID# Grant County, dba Kids Hope 311 W Third Ave 91-6001319 July 1, 2023 —June 30, 2024 Moses Lake, WA Phone Number Contact Email 98837 1(509) 764-8402 CAC Name (if different) Physical Street Address (if different) Kids Hope Authorized Signer &Title Authorized Signer's Phone Authorized Signer's email Rob Jones, Board of Grant (509) 764-8402 sfode@grantcountywa.gov .County Commissioners - Chair Ext, 3707 (Suzi will forward via county process) Main Contact Name & Title Main Contact's Phone Main Contact's email Suz!Fode, (509) 764-8402 sfode@grantcountywa.gov Director of CAC Ext. 3707 Fiscal Contact Name & Title Fiscal Contact's Phone Fiscal Contact's email Alyce Barrientot, (509) 764,8402 abarrientoz@g.rantcountywa.gov Accounting Assistant Ext. 3797 SUB WCONTRACT IN FORMATION - Contract Title Project/Grant Number CACWA Capacity Grant 2023w2024 #190,A -GRANT -CAP -23 Contract Start/End Dates Amount of Contract July 1, 2023 —June 30, 2024 $ 52,430.00 Contact Person/Title Contact Email Contact Phone Number John Cline, john@cacwa.org 360=753,1698 Contracts & Finance Manager Attachments List Contract; Exhibit A - Data Security; Exhibit B - Statement of Work; Exhibit C — Budget; Exhibit D - Allowable & Unallowable Expenses I APPROVAL The Sub -Contractor named above and CACWA acknowledge and accept the terms of the attached contract. Signatures for both parties are required below. Sub -Contractor Signature Printed Name & Title Date Signed Rob Jones, Chair PCAA Signature Printed Name & Title Date Signed Paula Reed, Executive Director 7.31.23 Children's Advocacy Centers of Washington Capacity Building Grant July 1, 2023 — June 30, 2024 Contract: #190 -A -GRANT -CAP -23 This Contract is entered into by and between Children's Advocacy Centers of Washington (hereinafter referred to as "CACWA" or "Contractor") and Grant County, dba Kids Hope, Kids Hope (hereinafter referred to as "Sub -Contractor.") Part I. General Terms and Conditions 1. Definitions. The words and phrases listed below, as used in this Contract, shall each have the following definitions: a. "CACWA" means Children's Advocacy Centers of Washington. b. "Contract" or "Agreement" means the entire written agreement between CACWA and the Sub -Contractor, including any exhibits, documents, and materials incorporated by reference. The parties may execute this Contract in multiple counterparts, each of which is deemed an original and all of which constitute only one agreement. E-mail or Facsimile transmission of a signed copy of this Contract shall be the same as delivery of an original. c. "Contractor" means the individual or entity performing services pursuant to this Contract and includes the Contractor's owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Contract. For purposes of any permitted Subcontract, "Contractor" includes any Subcontractor and its owners, members, officers, directors, partners, employees, and/or agents. d. "Debarment" means an action taken by a Federal agency or official to exclude a person or business entity from participating in transactions involving certain federal funds. e. "DCYF" or the "Department" means the state of Washington Department of Children, Youth and Families and its employees and authorized agents. f. "Personal Information" means information identifiable to any person, including, but not limited to, information that relates to a person's name, health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, Social Security Numbers, driver license numbers, other identifying numbers, and any financial identifiers. g. "Program Agreement" means an agreement between the Sub -Contractor and CACWA containing special terms and conditions including a statement of work to be performed by the Sub -Contractor and payment to be made by CACWA. h. "RCW' means the Revised Code of Washington. All references in this Contract to RCW chapters or sections shall include any successor, amended, or replacement statute. Pertinent RCW chapters can be accessed at http://apps.leg.wa.gov/rcw/. i. "Regulation" means any federal, state, or local regulation, rule, or ordinance. 2023-24 Page 1 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions j. "Sub -Contractor" means the individual or entity performing services pursuant -to this Contract and includes the Sub -Contractor's owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Contract. For purposes of any permitted Subcontract, "Contractor" includes any subcontractor and its owners, members, officers, directors, partners, employees, and/or agents. The Sub - Contractor for this Contract is Grant County, dba Kids Hope, Kids Hope. k. "Subcontract" means any separate agreement or Contract between Grant County, dba Kids Hope, Kids Hope and an individual or entity ("Subcontractor") to perform all or a portion of the duties and obligations that the Sub -Contractor is obligated to perform pursuant to this Contract. "WAC" means the Washington Administrative Code. All references to this Contract to WAC chapters or sections shall include any successor, amended or replacement regulation. Pertinent WAC chapters or sections can be accessed at http://apps.leg.wa.gov/wac. 2. Amendment. This Contract may only be modified by a written amendment signed by both parties. Only personnel authorized to bind each of the parties may sign an amendment. 3. Assignment. The Sub -Contractor shall not assign this Contract to a third party without the prior written consent of CACWA. 4. Billing Limitations a. CACWA shall pay the Sub -Contractor only for authorized services provided in accordance with this Contract. b., CACWA will not pay any claims for payment for services provided after the end date of this Contract nor for claims submitted more than 15 days after the end date of the Contract. c. The Sub -Contractor shall not bill, and CACWA shall not pay, for services performed under this Contract, if the Sub -Contractor has charged or will charge an agency of the state of Washington or any other party fork the same services. 5. Compliance with Applicable Law. At all times during the term of this Contract, the Sub - Contractor shall comply with all applicable federal, state, and local laws and regulations, including but not limited to, nondiscrimination laws and regulations. 6. Confidentiality a. The Sub -Contractor shall not use, publish, transfer, sell or otherwise disclose any Confidential Information gained by reason of this Contract for any purpose that is not directly connected with Sub -Contractor's performance of services contemplated hereunder except: 1) As provided by law; or 2023-24 Page 2 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions 2) In the case of Personal Information, with the prior written consent of the person or personal representative of the person who is the subject of the Personal Information. b. The Sub -Contractor shall protect and maintain all Confidential Information gained by reason of this Contract against unauthorized use, access, disclosure, modification or loss. This duty requires the Sub -Contractor to employ reasonable security measures, which include restricting access to the Confidential Information by adhering to the Data Security Requirements outlined in Attachment A. 7. Debarment Certification. The Sub -Contractor, by signature to this Contract, certifies that the Sub -Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from participating in transactions (Debarred). The Sub -Contractor also agrees to include the above requirement in any and all subcontracts into which it enters. The Sub -Contractor shall immediately notify CACWA if, during the term of its Contract, Sub -Contractor becomes Debarred. CACWA may immediately terminate this Contract by providing Sub -Contractor written notice if Sub - Contractor becomes Debarred during the term hereof. 8. Governing Law and Venue. This Contract shall be construed and interpreted in accordance with the laws of the state of Washington and the venue of any action brought hereunder shall be in Superior Court for Thurston County. In the event that an action is removed to U.S. District Court, venue shall be in the Western District of Washington. 9. Independent Contractor. The parties intend that an independent contractor relationship will be created by this Contract. The Sub -Contractor and his or her employees or agents performing under this Contract are not employees or agents of CACWA, or DCYF. The Sub - Contractor, his or her employees, or agents performing under this Contract will not hold himself/herself out as, nor claim to be, an officer or employee of the above stated agencies by reason hereof, nor will the Sub -Contractor, his or her employees, or agent make any claim of right, privilege or benefit that would accrue to such officer or employee. 10. Inspection. The Sub -Contractor shall, at no cost, provide CACWA, DCYF and the Office of the State Auditor with reasonable access to Sub -Contractor's place of business, Sub - Contractor's records, and DCYF client records, wherever located. These inspection rights are intended to allow CACWA, DCYF and the Office of the State Auditor to monitor, audit, and evaluate the Sub -Contractor's performance and compliance with applicable laws, regulations, and these Contract terms. These inspection rights shall survive for six (6) years following this Contract's termination or expiration. 11. Maintenance of Records. The Sub -Contractor shall maintain records relating to this Contract and the performance of the services described herein, including but not limited to, accounting procedures and practices, which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Contract. All records and other material relevant to this Contract shall be retained for six (6) years after expiration or termination of this Contract. 2023-24 Page 3 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions Without agreeing that litigation or claims are legally authorized, if any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved. 12. Order of Precedence. In the event of any inconsistency or conflict between the General Terms and Conditions and the Special Terms and Conditions of this agreement or any Contract or any Program Agreement, the inconsistency or conflict shall be resolved by giving precedence to these General Terms and Conditions. Terms or conditions that are more restrictive, specific, or particular than those contained in the General Terms or Conditions shall not be construed as being inconsistent or in conflict. 13. Severability. If any term or condition of this Contract is held invalid by any court, the remainder of the Contract remains valid and in full force and effect. 14. Survivability. The terms and conditions contained in this Contract or any Program Agreement which, by their sense and context, are intended to survive the expiration or termination of the particular agreement shall survive. Surviving terms include but are not limited to: Billing Limitations; Confidentiality, Disputes; Indemnification and Hold Harmless, Inspection, Maintenance of Records, Notice of Overpayment, Ownership of Material, Termination for Default, Termination Procedure, and Treatment of Property. 15. Contract Renegotiation, Suspension, or Termination Due to Change in Funding. If the funds CACWA relied upon to establish this Contract or Program Agreement are withdrawn, reduced or limited, or if additional or modified conditions are placed on such funding, after the effective date of this Contract but prior to the normal completion of this Contract or Program Agreement: a. At CACWA's discretion, the Contract or Program Agreement may be renegotiated under the revised funding conditions. b. At CACWA's discretion, CACWA may give notice to Sub -Contractor to suspend performance when CACWA determines that there is reasonable likelihood that the funding insufficiency may be resolved in a timeframe that would allow Sub -Contractor's performance to be resumed prior to the normal completion date of this Contract. 1) During the period of suspension of performance, each party will inform the other of any conditions that may reasonably affect the potential for resumption of performance. 2) When CACWA determines that the funding insufficiency is resolved, it will give Sub - Contractor written notice to resume performance. Upon the receipt of this notice, Sub - Contractor will provide written notice to CACWA informing CACWA whether it can resume performance and, if so, the date of resumption. For purposes of this subsubsection, "written notice" may include email. 3) If the Sub -Contractor's proposed resumption date is not acceptable to CACWA and an acceptable date cannot be negotiated, CACWA may terminate the Contract by giving written notice to Sub -Contractor. The parties agree that the Contract will be terminated retroactive to the date of the notice of suspension. CACWA shall be liable 2023-24 Page 4 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions only for payment in accordance with the terms of this Contract for services rendered prior to the retroactive date of termination. c. CACWA may immediately terminate this Contract by providing written notice to the Sub - Contractor. The termination shall be effective on the date specified in the termination notice. CACWA shall be liable only for payment in accordance with the terms of this Contract for services rendered prior to the effective date of termination. No penalty shall accrue to CACWA in the event the termination option in this section is exercised. 16. Waiver. Waiver of any breach or default on any occasion. shall not be deemed to be a waiver of any subsequent breach or default. Any waiver shall not be construed to be a modification of the terms and conditions of this Contract. Only the CACWA Executive Director or designee has the authority to waive any term of condition of this Contract on behalf of CACWA. 17. Advance Payment. CACWA shall not make ,any payments in advance or anticipation of the delivery of services to be provided pursuant to this Contract. 18. Construction. The language in this Contract shall be interpreted as to its fair meaning and not strictly for or against any party. Any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in interpreting this Contract. 19. Indemnifications and Hold Harmless a. The Sub -Contractor shall be responsible for and shall indemnify, defend, and hold DCYF and CACWA harmless from any and all claims, costs, charges, penalties, demands, losses, liabilities, damages, judgements or fines, of whatsoever kind of nature, arising out of or relating to a) the Sub -Contractor's or any subcontractor's performance or failure to perform this Contract, or b) the acts or omissions of the Sub -Contractor or any subcontractor. b. The Sub -Contractor's duty to indemnify, defend, and hold DCYF and CACWA harmless from any and all claims, costs, charges, penalties, demands, losses, liabilities, damages, judgments, or fines shall include DCYF's and CACWA's personnel -related costs, reasonable attorney's fees, court costs, and all related expenses. c. The Sub -Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend, and hold harmless CACWA, its employees and authorized agents and the State and its agencies, officials, agents, or employees. d. Nothing in this term shall be construed as a modification or limitation on the Sub - Contractor's obligation to procure insurance in accordance with this Contract or the scope of said insurance. 20. Industrial Insurance Coverage. The Sub -Contractor shall comply with the provisions of Title 51 RCW, Industrial Insurance. If the Sub -Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees, as may be required by law, CACWA may collect from the Sub -Contractor the full amount payable to the Industrial Insurance accident fund. CACWA may deduct the amount owed by the Sub -Contractor to the 2023-24 Page 5 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions accident fund from the amount payable to the Sub -Contractor by CACWA under this Contract, and transmit the deducted amount to the Department of Labor and Industries (L&I) Division of Insurance Services. This provision does not waive any of L&I's right to collect from the Sub - Contractor. 21. Notice of Overpayment. If the Sub -Contractor receives a vendor overpayment notice or a letter communicating the existence of an overpayment from CACWA, the Sub -Contractor may protest the overpayment determination by requesting a review by the Children's Advocacy Centers of Washington's Executive Director. The Sub -Contractor's request for a review must: a. Be received by the CACWA Executive Director at 1217 Cooper Point Road SW, Suite #6 Olympia, WA 98502, within twenty-eight (28) calendar days of service of the notice; b. Be sent by certified mail (return receipt) or other manner that proves the Executive Director received the request; c. Include a statement as to why the Sub -Contractor thinks the notice is incorrect; and d. Include a copy of the overpayment notice. Timely and complete requests will be scheduled for a review by the CACWA Executive Director. Failure to provide CACWA with a written request for a review within twenty-eight (28) days of service of a vendor overpayment notice or other overpayment letter will result in an overpayment debt against the Sub -Contractor. CACWA may charge the Sub -Contractor interest and any costs associated with the collection of this overpayment. CACWA may collect an overpayment debt through lien, foreclosure, seizure and sale of the Sub -Contractor's real or personal property; order to withhold and deliver; or any other collection action available to CACWA to satisfy the overpayment debt. 22. Subcontracting. Except as otherwise provided in this Contract, the Sub -Contractor shall not subcontract any of the contracted services without the prior written approval of CACWA. Sub - Contractor is responsible to ensure that all terms, conditions, assurances and certifications set forth in this Contract are included in any and all subcontracts. Any failure of Sub - Contractor or its subcontractors to perform the obligations of this Contract shall not discharge the Sub -Contractor from its obligations hereunder or diminish CACWA's rights or remedies available under this Contract. 23. Subrecipients. a. General. If the Sub -Contractor is a subrecipient of federal awards as defined by 2 CFR Part 200 and this Agreement, the Sub -Contractor shall: 1) Maintain records that identify, in its accounts, all federal awards received and expended and the federal programs under which they were received, by Catalog of Federal Domestic Assistance (CFDA) title and number, award number and year, name of the federal agency, and name of the pass-through entity; 2023-24 Page 6 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions 2) Maintain internal controls that provide reasonable assurance that the Sub -Contractor is managing federal awards in compliance with laws, regulations, and provisions of contracts or grant agreements that could have a material effect on each of its federal programs; 3) Prepare appropriate financial statements, including a schedule of expenditures of federal awards; 4) Incorporate 2 CFR Part 200, Subpart F audit requirements into all agreements between the Sub -Contractor and its "subcontractors" who are subrecipients; 5) Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, Title IX of the Education Amendments of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non - Discrimination Regulations, 28 C.F.R. Part 42, Subparts C,D,E and G, and 28 G.F.R. Part 35 and 39. (Go to www.ojp.usdoi.gov/ocr/ for additional information and access to the aforementioned Federal laws and regulations.) b. Single Audit Act Compliance. If the Sub -Contractor is a subrecipient and expends $750,000 or more in federal awards from any and/or all sources in any fiscal year, the Sub -Contractor shall procure and pay for a single audit or a program -specific audit for that fiscal year. Upon completion of each audit, the Sub -Contractor shall: 1) Submit to CACWA the data collection form and reporting package specified in 2 CFR Part 200, Subpart F, reports required by the program -specific audit guide (if applicable), and a copy of any management letters issued by the auditor, 2) Follow-up and develop corrective action for all audit findings, in accordance with 2 CFR Part 200, Subpart F, prepare a "Summary Schedule of Prior Audit Findings" reporting the status of all audit findings included in the prior audit's schedule of findings and questioned costs. c. Overpayments. If it is determined by DCYF, CACWA or during the course of a required audit, that the Sub -Contractor has been paid unallowable costs under this or any Program Agreement, DCYF and/or CACWA may require the Sub -Contractor to reimburse DCYF and/or CACWA in accordance with 2 CFR Part 200. 24. Termination for Convenience. CACWA may terminate this Contract in whole or in part when it is in the best interest of CACWA by giving the Sub -Contractor at least thirty (30) calendar days' written notice. 25. Termination for Default. CACWA may immediately terminate this Contract for default, in whole or in part, by written notice to the Sub -Contractor if CACWA has a reasonable basis to believe that the Sub -Contractor has: a. Failed to meet or maintain any requirement for contracting with CACWA; 2023-24 Page 7 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions b. Failed to protect the health or safety of any CAC client; c. Failed to perform under, or otherwise breached, any term or condition of this Contract; and/or d. Violated any applicable law or regulation. e. If it is later determined that the Sub -Contractor was not in default, the termination shall be considered a termination for convenience. 26. Termination or Expiration Procedure. The following terms and conditions apply upon .Contract termination or expiration: a. The Sub -Contractor shall cease to perform any services required by this Contract as of the effective date of termination or expiration. b. If the Contract is terminated, the Sub -Contractor shall comply with all instructions contained in the termination notice. c. ,The Sub -Contractor shall immediately deliver to the CACWA contact named on page one of this Contract, or to his or her successor, all CACWA property in the Sub -Contractor's possession. The Sub -Contractor grants CACWA the right to enter upon the Sub - Contractor's premises for the sole purpose of recovering any CACWA property that the Sub -Contractor fails to return within ten (10) calendar days of the effective date of termination or expiration of this Contract. Upon failure to return CACWA property within ten (10) calendar days,.the Sub -Contractor shall be charged with all reasonable costs of recovery, including transportation. d. CACWA shall be liable only for payment required under the terms of this Contract for service rendered, up to the effective date of termination or expiration. e. CACWA may withhold a sum from the final payment to the Sub -Contractor that CACWA determines necessary to protect CACWA against loss or additional liability. f. The rights and remedies provided to CACWA in this Section are in addition to any other rights and remedies provided at law, in equity, and/or under this Contract, including consequential and incidental damages. 27. Treatment of Property. All property purchased or furnished by CACWA for use by the Sub - Contractor during this Contract term shall remain with CACWA. Title to all property purchased or furnished by the Sub -Contractor for which the Sub -Contractor is entitled to reimbursement by CACWA under this Contract shall pass to and vest in CACWA. The Sub -Contractor shall protect, maintain, and insure all CACWA property in its possession against loss or damage and shall return CACWA property to CACWA upon Contract termination or expiration. 2023-24 Page 8 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part I. General Terms and Conditions 28. Taxes. a. Where required by statute or regulation, Sub -Contractor shall pay for and maintain in current status all taxes that are necessary for contract performance. Sub -Contractor will pay sales or use taxes, if any, imposed on the services and materials acquired hereunder. Sub -Contractor must pay all other taxes including without limitation Washington Business and Occupation Tax, other taxes based on Sub -Contractor's income or gross receipts, or personal property taxes levied or assessed on Sub -Contractor's personal property. b. Sub -Contractor shall complete registration with the Washington State Department of Revenue and be responsible for payment of all taxes due on payments made under this Contract in accordance with the requirements of Title 82 RCW and Title 458 WAC. Out- of-state Sub -Contractors must contact the Department of Revenue to determine whether they meet criteria to register and establish an account with the Department of Revenue. Refer to WAC 458-20-101 (Tax registration and tax reporting) and call the Department of Revenue at 800-647-7706 for additional information. c. All payments accrued on account of payroll taxes, unemployment contributions, any other taxes, insurance, or other expenses for Sub -Contractor's staff shall be the Sub - Contractor's sole responsibility. 2023-24 Page 9 Part II. Special Terms and Conditions 1. Definitions Specific to Special Terms. The words and phrases listed below, as used in this section of the Contract, shall each have the following definitions: a. "Agency" means a public or private agency or other organization providing services to CAC clients. b. "Child Abuse or Neglect" means the injury, sexual abuse, sexual exploitation, negligent treatment, or maltreatment of a child under circumstances, which indicate that the child's health, welfare, or safety is harmed. An abused child is a child who has been subjected to child abuse or neglect. c. "Client" means any child or adult who is served by the CAC. d. "Compliance Agreement" means a written plan approved by CACWA which identifies deficiencies in Sub -Contractor's performance, describes the steps Sub -Contractor must take to correct the deficiencies, and sets forth timeframes within which such steps must be taken to return Sub -Contractor to compliance with the terms of the Contract. e. "Consultant" means a person who is qualified by credential, background, or experience to assist in assessing, evaluating, counseling, or treating the client, and who provides technical, clinical, practical or other relevant assistance to the Sub -Contractor in the assessment, evaluation, counseling, or treatment of a client. f. "Department of Children, Youth and Families" or "DCYF" means the Washington agency devoted exclusively to serve and support Washington state's youth and their families. g. "Family" means the birth parent(s), relative caregiver (kinship care), foster parent(s), and/or adoptive parent(s) who act(s) as caregiver(s) for a child. h. "Security Incident Response" means the steps taken to respond to a breach of confidential data. 2. Purpose. The purpose of this Contract is to provide funds for Children's Advocacy Centers, as authorized by the Washington State Legislature for State Fiscal Year ending June 30, 2024. CACWA will be the designated Fiscal Agent. 3. Contract Term. The period of performance for this Contract is July 1, 2023 -June 30, 2024. 4. Data Security Requirements — Exhibit A. The Sub -Contractor shall protect, segregate, and dispose of data as described in Exhibit A, as required in Section 6 below titled Secure Management of Confidential Information. 5. Statement of Work — Exhibit B. The Sub -Contractor shall ensure that the funds provided under this Contract are used by Grant County, dba Kids Hope, Kids Hope in accordance with the Washington State Legislature's authorization of the funds for inter -agency and cross - discipline partnerships working together to support families and ensure the safety of children, and as described in the Statement of Work attached as Exhibit B. 2023-24 Page 10 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions The Sub -Contractor shall for all practical purposes be considered as a surety for the Children's Advocacy Centers of Washington with respect to performance of the services and activities described in this Contract and the attached Statement of Work, and as to the state funds provided under this Contract. 6. Budget — Exhibit C. Sub -Contractor's Budget for providing services under this Contract is attached as Exhibit C. Funds may be transferred between budget line items of the Contractor's Budget subject to the following conditions: a) Transfer of funds totaling more than 10% of the total approved Budget must be requested in writing by the Sub -Contractor prior to the transfer of funds between approved budgeted line items. b) Budget adjustment requests must be submitted in writing to the CACWA Executive Director and are subject to justification and negotiation. Approved budget revisions shall be incorporated by reference into Exhibit C. 7. Secure Management of Confidential Information. The Sub -Contractor shall ensure that all Confidential Information (also referred to as Personal Information) as defined in the General Terms and Conditions Section 1, acquired under this Contract is used only for the provision of services under this Contract and is handled with the utmost confidentiality as described in the General Terms and Conditions, Section 6, Confidentiality. In addition: a. The Sub -Contractor has permission to use mobile devices under this Contract and shall ensure that mobile devices and data are accessed and protected as described in Exhibit A- Data Security Requirements. b. Failure to comply with applicable requirements may result in termination of this Contract. c. The Sub -Contractor shall provide a Security Incident Response report to CACWA in accordance with the Provider Instructions for Breach Situations found within the DCYF CA Security for Providers document, which can be accessed at https://www.dcyf.wa.gov/sites/default/files/pdf/Security-in-Contracts.pdf 8. Consideration. a. Maximum Contract Amount. The maximum amount of consideration payable to the Subcontractor for satisfactory performance of the work under this Contract for the period of this Contract is up to a maximum of $52,430 including any and all expenses and shall be based on the following: Exhibit C: Budget. • The maximum amount payable from State Funds for services provided under this contract from July 1, 2023 through June 30, 2024 is $52,430 b. Travel Expenses. Travel expenses incurred or. paid by the Sub -Contractor shall be reimbursed at the current state rate and in accordance with the State of Washington Office of Financial Management Travel Regulations. Reimbursable travel expenses under this Contract include mileage, lodging and per diem rates. Any out-of-state travel must be approved in advance by CACWA for travel expenses to be reimbursable under this 2023-24 Page 11 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions Contract. Travel expenses are included in the maximum contract amount for this Contract. .Additional travel regulations may be attached as an addendum to this Contract. Current rates for travel can be accessed at: https://ofm.wa.gov/accounting /g administrative- accounting-resources/travel . 9. Billing and Payment. Funds will be disbursed, on a reimbursement basis only, to the Sub - Contractor by CACWA, and only after CACWA receives reimbursement from DCYF, for costs incurred for work performed during the reporting period and within the budget approved in Exhibit C. Allowable and non -allowable costs are described in Exhibit D. In order to obtain reimbursement, the Sub -Contractor shall submit monthly invoices for services and activities performed by Grant County, dba Kids Hope, Kids Hope as described in this Contract on Invoice Claim/Voucher forms prepared in the manner prescribed by CACWA. By submitting invoices for services and activities performed or provided, and for expenses incurred, the Sub -Contractor warrants that such services, activities and expenses have in fact been so performed, provided or incurred. a. The invoice shall state the amounts of those costs and expenses incurred by Grant County, dba Kids Hope, Kids Hope in the preceding calendar month, based on the items listed in the Budget Exhibit attached as Exhibit C. Costs and expenses listed in the invoice must match the corresponding items listed in the Budget Exhibit for costs and expenses incurred by the Sub -Contractor. b. The Invoice Claim/Voucher shall be submitted along with the proper documentation by email to: john@.cacwa,orq c. The Sub -Contractor shall contact the Contracts &Finance Manager concerning billing questions via phone: (360) 753-1698 or email: john@cacwa.org. d. The Sub -Contractor shall bill for each month of service on a separate Invoice Voucher. The Invoice Voucher shall state the month services were provided. e. Claims for payment must be received by CACWA no later than fifteen (15) days from the end of the month in which services were rendered. f. CACWA will not be obligated to pay for services submitted more than three (3) months after the calendar month in which the services were performed. g. CACWA may stop payment to the Sub -Contractor if reports required under this Contract are delinquent, i.e., not submitted within 19 working days of the due date, or incomplete. h. CACWA may, at its sole discretion, withhold payment claimed by the Sub -Contractor for services rendered if Sub -Contractor fails to satisfactorily comply with any term or condition of the Contract. 2023-24 Page 12 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions i. Invoices that are not prepared correctly or do not represent current budget numbers will be returned to the sender and may result in late payment or denial of payment. 10. Payment Only for Contracted Services. CACWA shall pay the Sub -Contractor only for authorized services provided in accordance with this Contract. If this Contract is terminated for any reason, CACWA shall pay only for services authorized and provided through the date of termination. 11. Funding Stipulations a. Information for Federal Funding. The Sub -Contractor shall cooperate in supplying any information to CACWA that may be needed to determine eligibility for federal funding. b. Duplicate Billing. The Sub -Contractor must not bill other funding sources for services rendered under this Contract, which would result in duplicate billing to different funding sources for the same service. Furthermore, the Sub -Contractor shall ensure that no subcontractor bills any other funding sources for services rendered under this Contract, which would result in duplicate billing to different funding sources for the same service. c. No Federal Match. The Sub -Contractor shall not use funds payable for under this Contract as match toward federal funds. d. Supplanting. The Sub -Contractor shall use these funds to supplement, not supplant the amount of federal, state and local funds otherwise expended for services provided under this Contract. 12. Recovery of Fees for Noncompliance. In the event the Sub -Contractor bills for services provided and is paid fees for services that CACWA later finds were either (a) not delivered or (b) not delivered in accordance with applicable standards or the requirements of this Contract, CACWA shall have the right to recover the fees for those services from the Sub -Contractor, and the Sub -Contractor shall fully cooperate during the recovery process 13. Prohibition of Use of Funds for Lobbying Activities. The Sub -Contractor shall not use funds payable under the Contract for lobbying activities of any nature. The Sub -Contractor certifies that no state or federal funds payable under this Contract shall be paid to any person or organization to influence, or attempt to influence, either directly or indirectly, an officer or employee of any state or federal agency, or an officer or member of any state or federal legislative body or committee, regarding the award, amendment, modification, extension, or renewal of a state or federal contract or grant. Any act by the Sub -Contractor in violation of this prohibition shall be grounds for termination of this Contract, at the sole discretion of CACWA, and shall subject Sub -Contractor to such monetary and other penalties as may be provided by law. 14. Business/Financial Assessment. The Sub -Contractor authorizes CACWA to obtain a financial assessment and/or credit report of the Sub -Contractor's corporation and/or business, and of the principal owner(s) of the corporation and/or business, at any time prior to or during 2023-24 Page 13 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions the term of this Contract. A "principal owner" includes person(s) or organizations with a 25% or more ownership interest in the business. CACWA may deny, suspend, terminate, refuse to renew or extend a contract if, in the judgment of CACWA, the Sub -Contractor, or any partner or managerial employee of the Sub - Contractor, or an owner of 50% or more of the Sub -Contractor entity, or a principal owner who exercises control over the Sub -Contractor's daily operations: a. Has a credit history which could adversely affect the Sub -Contractor's ability to perform the contract b. Has failed to meet a financial obligation as the obligation fell due -in the normal course of business; or c. Has filed for bankruptcy, reorganization, or receivership within five years of the start date of the contract. 15. Insurance. The Sub -Contractor shall at all times comply _with the following insurance requirements. a. General Liability Insurance. The Sub -Contractor shall maintain Commercial General Liability Insurance, or Business Liability Insurance, including coverage for bodily injury, property damage, and contractual liability, with the following minimum limits: Each Occurrence - $1,000,000; General Aggregate - $2,000,000. The policy shall include liability arising out of the parties' performance under this Contract, including but not limited to premises, operations, independent contractors, products -completed operations, personal injury, advertising injury, and liability assumed under an insured contract. The State of Washington, Department of Children, Youth and Families (DCYF), its.elected and appointed officials, agents, and employees of the state, shall be named as additional insured's along with CACWA. b. Business Automobile Liability Policy. The Sub -Contractor shall maintain a Business Automobile Policy on all vehicles used to transport clients, including vehicles hired by the Sub -Contractor or owned by the Sub -Contractor's employees, volunteers or others, with the following minimum limit: $1,000,000 per accident combined single limit. The Sub - Contractor's carrier shall provide CACWA with a waiver of subrogation or name CACWA as an additional insured. c. Professional Liability Insurance (PL). The Sub -Contractor shall maintain Professional Liability Insurance or Errors & Omissions insurance including coverage for losses caused by errors and omissions, with the following limits: Each Occurrence - $1,000,000; Aggregate: $2,000,000. d. Worker's Compensation. The Sub -Contractor shall comply with all applicable Worker's Compensation, occupational disease, and occupational health and safety laws and regulations. CACWA shall not be held responsible for claims filed for Worker's Compensation under RCW 51 by the Sub -Contractor or its employees under such laws and regulations. 2023-24 Page 14 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions e. Employees and Volunteers. Insurance required of the Sub -Contractor under the Contract shall include coverage for the acts and omissions of the Sub -Contractor's employees and volunteers. In addition, the Sub -Contractor shall ensure that all employees and volunteers who use vehicles to transport clients or deliver services have personal automobile insurance and current driver's licenses. f. Subcontractors. The Sub -Contractor shall ensure that all subcontractors have and maintain insurance with the same types and limits of coverage as required of the Sub - Contractor under the Contract. g. Separation of Insureds. All insurance policies shall include coverage for cross liability and contain a "Separation of Insureds" provision. h. Insurers. The Sub -Contractor shall obtain insurance from insurance companies identified as an admitted insurer/carrier in the State of Washington, with a Best's Reports' rating of B++, Class VII, or better. Surplus Lines insurance companies will have a rating of A-, Class VII, or better. i. Evidence of Coverage. The Sub -Contractor shall submit a current copy of the Certificate of Insurance for each coverage required of the Sub -Contractor under this Contract. The Certificate of Insurance shall identify Children's Advocacy Centers of Washington 1217 Cooper Point Road SW, Suite #6 Olympia, WA 98502 State of Washington DCYF Children's Administration PO Box 45710 Olympia, WA 98504-5710 as Certificate Holders. A duly authorized representative of each insurer, showing compliance with the insurance requirements specified in this Contract, shall execute each Certificate of Insurance. The Sub -Contractor is not required to submit to CACWA copies of Certificates of Insurance for personal automobile insurance required of the Sub - Contractor's employees and volunteers under the Contract. The Sub -Contractor shall maintain copies of Certificates of Insurance, policies, and additional insured endorsements for each subcontractor as evidence that each subcontractor maintains insurance as required by the Contract. j. Material Changes. The insurer shall give CACWA, 45 days advance written notice of cancellation or non -renewal. If cancellation is due to non-payment of premium, the insurer shall give CACWA 10 days advance written notice of cancellation. k. General. By requiring insurance, the State Washington, DCYF and CACWA do not represent that the coverage and limits specified will be adequate to protect the Sub - Contractor. Such coverage and limits shall not be construed to relieve the Sub -Contractor 2023-24 Page 15 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions from liability in excess of the required coverage and limits and shall not limit the Sub - Contractor's liability under the indemnities and reimbursements granted to the State, DCYF or CACWA in this Contract. All insurance provided in compliance with this Contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by CACWA. I. Waiver. The Sub -Contractor waives all rights, claims and causes of action against the State of Washington, DCYF and CACWA for the recovery of damages to the extent said damages are covered by insurance maintained by Sub -Contractor. 16. Investigations of Sub -Contractor or Related Personnel a. CACWA may, without prior notice, suspend the Sub -Contractor's performance of the Contract if the Sub -Contractor, or any partner, officer or director of the Sub -Contractor, or any employee or volunteer of the Sub -Contractor or a subcontractor, is investigated by DCYF or a local, county, state or federal agency regarding any matter that, if ultimately established, could either: 1) Result in a conviction for violating a local, state or federal law, or 2) In the sole judgment of CACWA, adversely affect the delivery of services under this Contract or the health, safety or welfare of DCYF clients. b. CACWA may also take other lesser action, including, but not limited to, disallowing the subject of the investigation, whether an employee, volunteer, or other person associated with the Sub -Contractor or a subcontractor, from providing services, or from having contact with DCYF clients, until the investigation is concluded and a final determination made by the investigating agency. 17. Removal of Individuals from Performing Services a. In the event that any of Sub -Contractor's employees, subcontractors, or volunteers who provide services under this Contract do not meet qualifications required by this Contract or do not perform the services as required in this Contract, CACWA may require that Sub - Contractor assure CACWA that such individual will not provide services to DCYF clients under this Contract. b. CACWA shall notify the Sub -Contractor of this decision verbally and in writing and the Sub -Contractor shall, within twenty-four (24) hours, disallow that person from providing direct services to DCYF clients. Failure to do so may result in a Compliance Agreement and possible suspension or termination of this Contract. 18. Compliance Agreement. In the event that CACWA identifies deficiencies in Sub -Contractor's performance under this Contract, CACWA may, at its option, establish a Compliance Agreement. When presented with a Compliance Agreement, Sub -Contractor agrees to undertake the actions specified in the plan within the Agreement timeframes given to correct the deficiencies. Sub -Contractor's failure to do so shall be grounds for termination of this Contract. 2023-24 Page 16 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions 19. Evaluation of Sub -Contractor. CACWA may evaluate the Sub -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. Effective collaborative efforts with CACWA; d. Quality and clarity of reports; e. Adherence to contract terms; and f. Compliance with federal and state statutes. 20. Administrative Records. The Sub -Contractor shall FOtain all fiscal records that substantiate all costs charged to CACWA under this Contract. 21. Auditing and Monitoring. a. If the Sub -Contractor is required to have an audit or if an audit is performed, the Sub - Contractor shall forward a copy of the audit report to CACWA. b. If federal or state audit exceptions are made relating to this Contract, the Sub -Contractor must reimburse the amount of the audit exception, and any other costs including, but not 6 limited to, audit fees, court costs, and penalty assessments. c. The Sub -Contractor shall be financially responsible for any overpayments by CACWA to the Sub -Contractor. The Sub -Contractor shall be financially responsible for any audit disallowances resulting from a federal or state audit which resulted from an action, omission or failure to act on the part of the Sub -Contractor. d. CACWA may schedule monitoring visits or a desk review with the Sub -Contractor to evaluate performance of the program. The Sub -Contractor shall provide at no further cost to CACWA reasonable access to all program -related records and materials, including financial records in support of billings, and records of staff and/or subcontractor time. 22. Resolution of Differences. In the event of any differences between the parties on matters related to the interpretation and implementation of this Contract, the parties shall first attempt to resolve the difference informally between themselves. If the parties are unable to resolve their difference as stated above, then either party may submit a request for dispute resolution as provided in the section, "Disputes" below. 2023-24 Page 17 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part Il. Special Terms and Conditions 4 23. Disputes a. Either party who has a dispute concerning this Contract may submit a written request for dispute resolution. The amount of any rate set by law, regulation, CACWA, or DCYF policy is not disputable. A party's written request for dispute resolution must include: 1) A statement identifying the issue(s) in dispute; and 2) Sub -Contractor's name, address and contract number. b. The request must be mailed to the CACWA Executive Director within thirty (30) calendar days after the party could reasonably be expected to have knowledge of the issue which is disputed. c. The parties shall select a dispute resolution team to resolve the dispute. The Team shall consist of a representative appointed by CACWA, a representative appointed by the Sub - Contractor and a third party mutually agreed to by both parties. The team shall attempt, by majority vote, to resolve the dispute. The parties agree that this dispute resolution process shall precede any action in a judicial tribunal. d. Requests for dispute resolution should be sent to: Executive Director Children's Advocacy Centers of Washington 1217 Cooper Point Road SW, Suite #6 Olympia, WA 98502 e. This dispute resolution process is the sole administrative remedy available under this Contract. 24. Braam Considerations. In the event that CACWA should need to include additional requirements relating to the services provided under this Contract, as part of CACWA's obligation to meet the requirements of Braam v. State of Washington, the parties agree to negotiate in good faith for the incorporation of such additional requirements in this Contract either by an amendment to this Contract or by a revised contract that would replace this Contract. 25. Background Checks a. This requirement applies to any employees, volunteers and subcontractors who may have unsupervised access to children served under this Contract. b. This requirement does not apply to currently licensed foster parents who are affiliated with the Subcontractor. Licensed foster parents are subject to the criminal history background provisions associated with obtaining and maintaining a current foster license. c. The Subcontractor shall ensure a criminal history background check pursuant to RCW 2023-24 Page 18 CACWA Capacity Building Grant Contract Between CACWA and Grant County, dba Kids Hope, Kids Hope Part II. Special Terms and Conditions 43.43.8321 43.43.834 and 43.20A.710, and WAC 110-04, or successor statutes has been completed through DCYF for all current employees, volunteers, and subcontractors, and that a criminal history background check shall be initiated for all prospective employees, volunteers and subcontractors who may have unsupervised access to children served under this contract. d. The Subcontractor shall assist in obtaining additional state or national criminal history and/or child abuse/neglect history, if requested by DCYF or CACWA. e. The Subcontractor shall ensure that no employee, volunteer or subcontractor, including those provisionally hired pursuant to RCW 43.43.832(7), or successor statute, has unsupervised access to children served under this contract, until a full and satisfactory background check is completed and documentation, qualifying the individual for unsupervised access, is returned to the Subcontractor. 2023-24 Page 19 EXHIBIT ORGANIZATION OF DATA SECURITY REQUIREMENTS 1. Definitions 2. Authority 3. Scope of Protection 4. Compliance with Laws, Rules, Regulations,,and Policy 5. Administrative Controls 6. Authorization, Authentication, and Access 7. Protection of Data 8. Method of Transfer 9. System Protection 10. Data Segregation 11. Confidentiality Protection 12. Data Disposition 13. Data shared with Subcontractors 14. Notification of Compromise or Potential Compromise 15. Breach of Data 16. Public Disclosure 1. Definitions. The words and phrases listed below, as used in this Exhibit, shall each have the following definitions: a. "AES" means the Advanced Encryption Standard, a specification of Federal Information Processing Standards Publications for the encryption of electronic data issued by the National Institute of Standards and Technology (http://nvipubs.nist._gov/nistDubs/FIPS/NIST.FIPS.197. df). b. "Authorized Users(s)" means an individual or individuals with a business need to access Sensitive Confidential Information and who has been authorized to do so. c. "Business Associate Agreement" means an agreement between CACWA and a subcontractor who is receiving Data covered under the Privacy and Security Rules of the Health Insurance Portability and Accountability Act of 1996. The agreement establishes permitted and required uses and disclosures of protected health information (PHI) in accordance with HIPAA requirements and provides obligations for business associates to safeguard the information. 1 d. "Category 4 Data" is data that is confidential and requires special handling due to statutes or regulations that require especially strict protection of the data and from which especially serious consequences may arise in the event of any compromise of such data. Data classified as Category 4 includes but is not limited to data protected by: the Health Insurance Portability and Accountability Act (HIPAA), Pub. L. 104-191 as amended by the Health Information Technology for Economic and Clinical Health Act of 2009 (HITECH), 45 CFR Parts 160 and 164; the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. §1232g; 34 CFR Part 99; Internal Revenue Service Publication 1075 (https://www.irs.gov/pub/irs-pdf/pl075.padTf),),: Substance Abuse and Mental Health Services Administration regulations on Confidentiality of Alcohol and Drug Abuse Patient Records, 42 CFR Part 2; and/or Criminal Justice Information Services, 28 CFR Part 20. e. "Cloud" means data storage on servers hosted by an entity other than the Contractor and on a network outside the control of the Contractor. Physical storage of data in the cloud typically spans multiple servers and often multiple locations. Cloud storage can be divided between consumer grade storage for personal files and enterprise grade for companies and governmental entities. Example s"of consumer grade storage would include iTunes, Dropbox, Box.com, and many other entities. Enterprise cloud vendors include Microsoft Azure, Amazon Web Services, and Rackspace. "Confidential Information" means to encode Confidential Information into a format that can only be read by those possessing a "key"; a password, digital certificate or other mechanism available only to authorized users. Encryption must use a key length of at least 256 bits for symmetric keys, or 2048 bits for asymmetric keys. When a symmetric key is used, the Advanced Encryption Standard (AES) must be used if available. g. "Data" means CAC records, files, forms, information and other documents in electronic or hardcopy medium. "Data" includes, but is not limited to, Confidential Information, Category 4 Data, Sensitive Personal Information, or Materials. h. "Encrypt" means to encode Confidential Information into a format that can only be read by those possessing a "key"; a password, digital certificate or other mechanism available only to authorized users. Encryption must use a key length of at least 256 bits for symmetric keys, or 2048 bits for asymmetric keys. When a symmetric key is used, the Advanced Encryption Standard (AES) must be used if available. i. "FedRAMP" means the Federal Risk and Authorization Management Program (see https://www.fedramp.gov/), which is an assessment and authorization process that federal government agencies have been directed to use to ensure security is in place when accessing Cloud computing products and services. "Hardened Password" means a string of at least eight characters containing at least three of the following four -character classes: Uppercase alphabetic, lowercase alphabetic, numeral, and special characters such as an asterisk, ampersand, or exclamation point. 2 k. "Mobile Device" means a computing device, typically smaller than a notebook, which runs a mobile operating system, such as iOS, Android, or Windows Phone Mobile Devices include smart phones, most tablets, and other form factors. "Multi -factor Authentication" means controlling access to computers and other IT resources by requiring two or more pieces of evidence that the user is who they claim to be. These pieces of evidence consist of something the user knows, such as a password or PIN; something the user has such as a key card, smart card, or physical token; and something the user is, a biometric identifier such as a fingerprint, facial scan, or retinal scan. "PIN" means a personal identification number, a series of numbers which act as a password for a device. Since PI Ns are typically only four to six characters, PINs are usually used in conjunction with another factor of authentication, such as a fingerprint. m. "Portable Device" means any computing device with a small form factor, designed to be transported from place to place. Portable devices are primarily battery powered devices with base computing resources in the form of a processor, memory, storage, and network access. Examples include, but are not limited to, mobile phones, tablets, and laptops. Mobile Device is a subset of Portable Device. n. "Portable Media" means any machine readable media that may routinely be stored or moved independently of computing devices. Examples include magnetic tapes, optical discs (CDs or DVDs), flash memory (thumb drive) devices, external hard drives, and internal hard drives that have been removed from a computing device. o. "Physically Secure" means that access is restricted through physical means to authorized individuals only. p. "Secure Area" means an area to which only authorized representatives of the entity possessing the Confidential Information have access, and access is controlled through use of a key, card key, combination lock, or comparable mechanism. Secure Areas may include buildings, rooms or locked storage containers (such as a filing cabinet or desk drawer) within a room, as long as access to the Confidential Information is not available to unauthorized personnel. In otherwise Secure Areas, such as an office with restricted access, the Data must be secured in such a way as to prevent access by non -authorized staff such as janitorial or facility security staff, when authorized Contractor staff are not present to ensure that non -authorized staff cannot access it. q. "Sensitive Personal Information" means personally identifying information including, but not limited to: names, addresses, health information, GPS [Global Positioning System] coordinates, telephone numbers, email addresses, social security numbers, driver's license numbers, or other personally identifying information, and any financial identifiers. "Staff' means the Subcontractor's directors, officers, employees, and agents who provide goods or services pursuant to this Contract. "Staff' also means Subcontractors' directors, officers, employees, and agents who provide goods or services on behalf of the Contractor. The term "Staff' also means the Subcontractors' directors, officers, employees, and agents who provide goods or services on behalf of the Subcontractor and Contractor. 3 s. Trusted Network" means a network operated and maintained by the Contractor, which includes security controls sufficient to protect CAC Data on that network. Controls would include a firewall between any other networks, access control lists on networking devices such as routers and switches, and other such mechanisms which protect the confidentiality, integrity, and availability of the Data. t. "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. Authority. The security requirements described in this document reflect the applicable requirements of Standard 141.10 (https://ocio.wa.gov/ olicies) of the Office of the Chief Information Officer for the State of Washington, and of the DCYF Information Security Policy and Standards Manual. 3. Scope of Protection. Applies to Confidential Information, Data, Category 4 Data, Sensitive Personal Information, and Materials related to the subject matter of this Contract that is delivered, received, used, shared, acquired, created, developed, revised, modified, or amended by DCYF, the Contractor, or Subcontractors. 4. Compliance with Laws, Rules, Regulations, and Policies. For Confidential Information, Data, Category 4 Data, Sensitive Personal Information, and Materials that is delivered, received, used, shared, acquired, created, developed, revised, modified, or amended in connection with this Contract the parties shall comply with the following: a. All federal and state laws and regulations, as currently enactee or revised, regarding the protection, security, and electronic interchange of Confidential Information, Data, Category 4 Data, Sensitive Personal Information, and Materials; and b. All federal and state laws and regulations, as currently enacted or revised, regarding the use, disclosure, modification or loss of Confidential Information, Data, Category 4 Data, Sensitive Personal Information, and Materials. 5. Administrative Controls. The Subcontractor must have the following controls in place: a. A documented security policy governing the secure use of its computer network, mobile devices, portable devices, as well as, any form of paper/hard copy documents, and which defines sanctions that may be applied to Subcontractor staff for violating that policy. b. Security awareness training for all staff, presented annually, as follows: (1). Subcontractor staff responsibilities under the Subcontractor's security policy; (2). Subcontactor staff responsibilities as outlined under contract Exhibit A; and (3). Must successfully complete the DCYF Information Security Awareness Training, which can be taken on this web page: hftps://www.dcvf.wa.gov/sites/default/files/adf/Security-in-Contracts. pdf 4 6. Authorization, Authentication, and Access. In order to ensure that access to the Data is limited to authorized staff, the Contractor must: a. Have documented policies and procedures that: (1). Govern access to systems; and (2). Govern access to paper/hard copy documents and files. b. Restrict access through administrative, physical, and technical controls to authorized staff; c. Ensure that user accounts are unique and that any given user account logon ID and password combination is known only to the one staff member to whom that account is assigned. For purposes of non -repudiation, it must always be possible to determine which staff member performed a given action on a system housing the Data based solely on the logon ID used to perform the action; d., Ensure that only authorized users are capable of accessing the Data; e. Ensure that an employee's access to Data is removed within twenty-four (24) hours: (1). Upon suspected compromise of the user credentials; (2). When their employment, or the contract under which the Data is made available to them, is terminated; (3). When they no longer need access to the Data to fulfill the requirements of the Contract; and (4). When the staff member has been suspended from performing services under this Contract. f. Have a process to review and verify, quarterly, that only authorized users have access to systems containing Confidential Information, Data, Category 4 Data, Sensitive Personal Information, or Materials; g. When accessing the Data from within the Subcontractor's network (the Data stays within the Subcontractor's network at all times), enforce password and logon requirements for users within the Subcontractor's network, including: (1). A minimum length of eight (8) characters, and containing at least three of the following character classes: uppercase letters, lowercase letters, numerals, and special characters such as an asterisk, ampersand, or exclamation point; (2). That a password does not contain a user's name, logon ID, or any form of their full name; (3). That a password does not consist of a single dictionary word. A password may be formed as a passphrase which consists of multiple dictionary words; and (4). That passwords are significantly different from the previous four (4) passwords. 5 Passwords that increment by simply adding a number are not considered significantly different. h. When accessing Confidential Information, Data, Category 4 Data, Sensitive Personal Information, and Materials from an external location (the Data will traverse the Internet or otherwise travel outside the Subcontractor's network), mitigate risk and enforce password and logon requirements for users by employing measures that include: (1). Ensuring mitigations applied to the system don't allow end-user modification; (2). Not allowing the use of dial-up connections; (3). Using industry standard protocols and solutions for remote access. Examples would include RADIUS and Citrix; (4). Encrypting all remote access traffic from the external workstation to Trusted Network or to a component within the Trusted Network. The traffic must be encrypted at all times while traversing any network, including the Internet, which is not a Trusted Network; (5). Ensuring that the remote access system prompts for re -authentication or performs automated session termination after no more than fifteen (15) minutes of inactivity; and (6). Ensuring use of Multi -Factor Authentication to connect from the external end point to the internal end point. i. Passwords or PIN codes may meet a lesser standard if used in conjunction with another authentication mechanism, such as a biometric (fingerprint, face recognition, iris scan) or token (software, hardware, smart card, etc.) in that case: (1). The PIN or password must be at least five (5) letters or numbers whenused in conjunction with at least one other authentication factor; (2). Must not be comprised of all the same letter or number (11111, 22222, aaaaa, would not be acceptable); and (3). Must not contain a "run" of three or more consecutive numbers (12398, 98743 would not be acceptable). j. If the Contract specifically allows for the storage of Confidential Information on a Mobile Device, passcodes used on the device must: (1). Be a minimum of six (6) alphanumeric characters; (2). Contain at least three unique character classes (upper case, lower case, letter, number); and (3). Not contain more than a three consecutive character run. Passcodes consisting of (12345, or abcd12 would not be acceptable). 0 k. Render the device unusable after maximum of five (5) failed logon attempts. 7. Protection of Data. The Subcontractor agrees to store Data onone ormore of the following media and protect the Data as described: a. Hard disk drives. For Data stored onlocal workstation hard disks, access -to the Data will be restricted to Authorized User(s) by requiring logon to the local workstation using a Unique User ID and Hardened Password or other authentication mechanisms which provide equal orgreater security, such as biometrics orsmart b. Network server disks. For Data stored onhard disks mounted on network servers and made available through shared folders, access to the Data will be restricted to Authorized Users through the use ofaccess oontnz 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 oobiometrics orsmart cards. Data ondisks mounted tosuch servers must belocated inanarea which isaccessible t authorized personnel, with access controlled through use of a key, card key, combination lock, or ' comparable mechanism. c. Optical discs (CDs or DVDs) -in local workstation / opt cal disc drives. Data provided on optical discs which will be used in local workstation optical disc drives, and which will not be transported out of a Secure Area. When not in use for the contracted purpose, such discs must be Stored ineSecure Area. Workstations which access Data onoptical discs must ~ belocated inenarea which ioaccessible only to authorized personnel, with access controlled through use ofekey, card key` combination lock, or comparable mechanism. d. Optical discs (CDs n drives or jukeboxes attached to servers. Data .provided on optical discs which will be attached to network servers and which will not be transported out ofeSecure Area. Access to Data on these discs will berestricted toAuthorized Users through the use of access coro||iotovvhiohwiUgnantaooeos 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, auth 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. (1). All paper documents must be protected by storing the records ineSecure Area, with access controlled through use ofekey, card key, combination lock, or comparable mechanism, and which is only accessible to authorized personnel. (2). When being transported outside of a Secure Area, paper documents must ba under the physical control of Contractor staff with authorization to access the Data. (3). Paper documents will not be secured or stored in a motor vehicle any time aotaff member is away from the motor vehicle. 7 (4). Paper documents will be retained in a Secure Area, per the state of Washington records retention requirements. f. Data storage on portable devices or media. (1). Except where otherwise specified herein, Data shall not be stored by the Subcontractor 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; and (b). Control access to devices with a Unique User ID and Hardened Password or stronger authentication method such as physical token or biometrics; and (c). Manually lock devices whenever they are left unattended and set devices to lock automatically after a period of inactivity if this feature is available. Maximum period of inactivity is fifteen (15) minutes; and (d). Apply administrative and physical security controls to Portable Devices and Portable Media by: i. Keeping them in a Secure Area when not in use; ii. Using check-in/check-out procedures when they are shared; and iii. Taking quarterly inventories. (2). When being transported outside of a Secure Area, Portable Devices and Portable Media with Data must be under the physical control of Contractor staff with authorization to access the Data, even if the Data is encrypted. Portable Devices and Portable Media will not be secured or stored within motor vehicles at any time the staff member is away from the motor vehicle. g. Data stored for backup purposes. (1) Confidential Information may be stored on Portable Media as part of a Subcontractor'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 Confidential Information still exists upon it, refer to Section 12 Data Disposition. (2) 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 Confidential Information still exists upon it, refer to Section 12 Data Disposition. E'11 h. Cloud storage. Data requires protections equal to or greater than those specified elsewhere within this exhibit. Cloud storage of Data is problematic as neither DCYF, CACWA, nor the Contractor has control of the environment in which the Data is stored. For this reason: (1). Data will not be stored in any consumer grade Cloud solution, unless all of the following conditions are met: (a). Subcontractor has written procedures in place governing use of the Cloud storage and Subcontractor attests in writing that all such procedures will be uniformly followed; (b). The Data will be Encrypted while within the Subcontractor network; (c). The Data will remain Encrypted during transmission to the Cloud; (d). The Data will remain Encrypted at all times while residing within the Cloud storage solution; (e). The Subcontractor will possess a decryption key for the Data, and the decryption key will be possessed only by the Subcontractor; (f). The Data will not be downloaded to non -authorized systems, (g). The Data will not be decrypted until downloaded onto a computer or portable devise within the control of an Authorized User and within the Subcontractor's network; and (h). Access to the cloud storage requires Multi Factor Authentication or Two Step Authentication. (2). Data will not be stored on an Enterprise Cloud storage solution unless either: (a) The Cloud storage provider is treated as any other Sub -Contractor, and agrees in writing to all of the requirements within this exhibit; or (b) The Cloud storage solution used is FedRAMP certified. (3) If the Data includes protected health information covered by the Health Insurance Portability and Accountability Act (HIPAA), the Cloud provider must sign a Business Associate Agreement prior to Data being stored in their Cloud solution. 8. Method of Transfer. The Subcontractor shall use an encrypted email account for electronic submissions which contain Confidential, and Personal Information, as defined in the General Terms and Conditions. 9. System Protection. To prevent compromise of systems which contain client Data or through which that Data passes: a. Systems containing Data must have all security patches or hotfixes applied within 9 three (3) months of being made available; 11-1 b. The Subcontractor will have a method of ensuring that the requisite patches and hotfixes have been applied within the required timeframes; c. Systems containing Data shall have an Anti-Malware application, if available, installed; and d. Anti-Malware software shall be kept up to date. The product, its anti-virus engine, and any malware database the system uses, will be no more than one update behind current. 11. Confidentiality Protection. To safeguard confidentiality, and ensure that access to all Data is limited to authorized staff, the Subcontractor must: a. Ensure that the Subcontractor's Staff, Subcontractors, and the Subcontractors' Staff use Data solely for the purposes of accomplishing the services set forth in this Contract; b. Ensure that no Data is released, disclosed, published, modified, transferred, sold, or otherwise made known to unauthorized persons without the prior written consent of the individual named or as otherwise authorized by law; c. The Subcontractor shall not use, publish, transfer, sell or otherwise disclose any Confidential Information of a minor except as provided by law or with the., prior written consent of the minor's parent, legal representative, or guardian; and d. Require that a Statement of Confidentiality and Non -Disclosure Agreement is signed (DCYF Form 03-3746), which can be,found at this webpage: https://www.dcyf.wa.gov/forms. 12. Data Disposition. Subcontractor is responsible to ensure that all Data, including paper and electronic records, is retained pursuant to Washington State retention standards. Prior to the destruction of any Data, CACWA must be notified in writing and permission given in writing to destroy any such Data. When the contracted work has been completed or when the Data is no longer needed, Data shall be retained pursuant to the retention standards required by chapter 40.14 RCW, or returned to CACWA. a. Once written permission to destroy Data has been granted by CACWA to the Contractor, the following acceptable methods of destruction must be used: Data stored on: Will be destroyed by: Server or workstation hard disks, or Using a "wipe" utility which will overwrite the Data at least three (3) times using either Removable media (e.g. floppies, USB random or single character data, or flash drives, portable hard disks) excluding optical discs Degaussing sufficiently to ensure that the Data cannot be reconstructed, or Physically destroying the disk 10 Paper documents with sensitive or Recycling through a contracted firm, Confidential Information provided the contract with the recycler assures that the confidentiality of Data will be protected. ' Paper documents containing On-site shredding, pulping, or incineration Confidential Information requiring special handling (e.g. protected health information) Optical discs (e.g. CDs or DVDs) Incineration, shredding, or completely defacing the readable surface with a coarse abrasive Magnetic tape Degaussing, incinerating or crosscut - shredding b. If any Data is required to be destroyed pursuant to this Section, within fifteen (15) calendar days after completion of such destruction the Contractor shall complete and deliver to CACWA a signed Certification of Data Disposition, which can be found at this webpage: httr)s://www.dcyf.wa.gov/forms. 13. Data shared with Subcontractors. If 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. 14. Notification of Compromise or Potential Compromise. The compromise or potential compromise of shared Data must be reported to CACWA within one (1) business day of discovery. Subcontractor must also take actions to mitigate the risk of loss and comply with any notification or other requirements imposed by law or CACWA. 15. Breach of Data. In the event of a breach by the Contractor of this Exhibit and in addition to all other rights and remedies available to CACWA, CACWA may elect to do any of the following: a. Terminate the Contract; b. Require that the Subcontractor return all Data to CACWA that was previously provided to the Contractor by CACWA; or c. Suspend the Subcontractor's access to accounts and other information. 11 Children's Advocacy Centers of Washington Funding for Accredited Children's Advocacy Centers July 1, 2023 —June 30, 2024 Exhibit B Statement of Work Grant County, dba Kids HopeKids Hope Invoices submitted for reimbursement must align with the purpose of the funding source and scope of work as follows. 1. Intent of Services: The intent of the services to be provided under this Contract shall be to respond to the problem of child abuse in a fully coordinated, comprehensive, and collaborative manner in order to prevent further trauma to child victims, and to increase protection through quality investigation, effective prosecution of perpetrators, and provision of services for the child victim and non -offending family members. The proven method of effective response to child abuse has been established through the National Children's Alliance (NCA) standards as reflected in the work of Accredited -Children's Advocacy Centers. 2. Core Components of Children's Advocacy Centers: NCA -established core components for accredited Children's Advocacy Centers. Accredited Centers are expected to have each of the core components in place. The core components are: o A multidisciplinary team response to child abuse allegations that includes representation from Law Enforcement, DCYF Child Protection Services, Prosecution, Medical,,Mental Health, Victim Advocacy, and the Children's Advocacy Center. o Culturally responsive services provided for all CAC clients throughout the duration of the case. o Forensic interviews that are coordinated to avoid duplicative interviewing and conducted in a manner that are legally sound and of a neutral, fact-finding nature. o Victim support and advocacy services provided to all CAC clients and their non - offending caregivers. o Specialized medical evaluation and treatment services available to all CAC clients. o Evidence -based, trauma -focused mental health services designed to meet the unique needs of the child and non -offending caregiver are consistently available. o Case review and coordination on a routine basis. o A Case -Tracking system to monitor and track case progress and outcomes. o Organizational capacity. o A comfortable, private, and both physically and psychologically safe facility for diverse populations of children and their -families 1 3. Membership and Accreditation Status: In addition to the Terms and Conditions stipulated in Part I of the contract, and the Special Terms and Conditions stipulated in Part II of the contract, the Sub -Contractor shall: . • Maintain NCA Accredited status and notify CACWA promptly if accreditation status changes; • Maintain active NCA membership as an accredited Children's Advocacy Center; • Maintain full CACWA membership. 4. Measurable Outcomes: Sub -Contractor will work toward achieving the goals and objectives shown below during the contract period established in the stated goals and measured by related target indicators. Target indicators are established measures that verify fulfillment of the stated goals. Standard 3: Forensic Interview Goal: Kids Hope will schedule and conduct forensic interviews that are coordinated to avoid duplicative interviewing and conducted in a manner that are legally sound and of a neutral, fact-finding nature. Objectives: #1. The Kids Hope forensic interviewer will demonstrate participation in ongoing education in the field of child maltreatment and/or forensic interviewing consisting of a minimum of S hours every 2 years. #2. Kids Hope will provide on-site forensic interview services to 150 children between July 1, 2022 and June 30, 2023. Performance Measures: #1. Tracking and recording of staff training will be documented in InfoNet. #2. Tracking and recording number of forensic interviews in NCATrak and InfoNet. #3. Semi -Annual reporting to CACWA will reflect the number of interviews completed. Standard 10: Child -Focused Setting Goal: Kids Hope will provide a comfortable, private, and both physically and psychologically safe facility for diverse populations of children and their families. Objectives: #1. Kids Hope will provide a safe space for conducting interviews and maintain the space for the CAC (rent, utilities, phones, supplies); #2. Kids Hope will provide space for live observation of forensic interviews. Performance Measures: #1. Pay rent, utilities and operating expenses for Kids Hope. #2. Maintain a child focused setting throughout the center. 2 S. Purpose and Use of Funds State Funds: The primary focus of state funds included in this contract is to promote and/or sustain full multidisciplinary response to child abuse in a psychologically safe CAC Center environment. Capacity building funds may encompass any relevant equipment purchases, personnel costs, services for the child and non -offending family member, multidisciplinary team meeting costs, consultants, etc., as long as it supports, develops, or enhances one or more of the mandatory standards (which are central to all CAC services) and/or one or more of the new optional standards established by NCA. NOTE: Capital projects (including purchasing or significant remodeling of buildings), fundraising, and lobbying cannot be funded by funds in this grant. 6. Reporting & Survey Requirements a. The Subcontractor shall submit the following report to CACWA: Report Due to CACWA Semi -Annual Updates with Statistical Reports By January 15, 2024 Semi-annual reports must include all data collected and By July 15, 2024 submitted to NCA. (Form available in Coalition Manager) b. The Subcontractor shall also participate in surveys initiated by CACWA during the term of this Contract. 7. Billing Requirements The Sub -Contractor shall submit an invoice to CACWA using the c I a i m invoice form provided to the Sub -Contractor. Invoices must be submitted no later than the 15th (fifteenth) of the month following the month forwhich reimbursement is being sought. At the discretion of CACWA, payment for invoices not received by the due date may be delayed. 3 Exhibit C Grant County, dba Kids Hope Children's Advocacy Centers Capacity Building Grant Approved Grant Budget Accredited Centers July 1, 2023 - June 30, 2024 NOTE: All grant funds allocated are reimbursable only funds. Your organization must first expend the funds before submitting an invoice requesting reimbursement of expenses in accordance with this estimated budget. Grant funds cannot be used to supplant existing funding. Category -Grant funds Personnel 319403.00 Benefits 13,111.00 Consultant - subcontract 0.00 Supplies 11576.00 Equipment ($5,000 and above only) 0.00 Operating 69340.00 Training 0.00 Travel 0.00 Other (List) 0.00 Total $529430.00 Grant County, dba Kids Hope Budget Narrative Provide a computation for EACH line item listed in the budget. Indicate how you arrived at your costs for each item in the budget. You may add or delete rows as needed, or delete line items that are not included in your proposed budget. If more explanation is needed, you may add additional comments. Consultant %Subcontractor (Cannot exceed $65Ql�ay or $81.25lhr}, Capacity;Grant NCA Standard Notal Consultant /Subcontractor $0.00 Page 1 Grant County, dba Kids Hope At -A' Training Ca achy Grant NGA Standard Total Training $0.00 CAC�VA°` Travel , , Capacity Grant NCA Standard Total Travel $0.00 *If you are including administrative or overhead costs, please provide an explanation of how those costs were determined.e.g., based on percentage of FTEs; based on percentage of square footage, etc.. Page 2 CAC- A ,. W O eratn = .p g _ _ Ca aclt Grant p y , NCA Standard Rent $ 29650 Child Friendly Center Janitorial $ 303 Child Friendly Center Phones $ 342 Organizational Capacity Copy Machine Lease $ 111 Organizational Capacity Fuel $ 137 Organizational Capacity HR Costs $ 397 Organizational Capacity Professional Liability Ins. $ 837 Organizational Capacity Utilities $ 201 Child Friendly Center Facility Dog Supplies/Care $ 762 Child Friendly Center Dues and Subscriptions $ 600 Organizational Capacity Total Operating $69340.00 At -A' Training Ca achy Grant NGA Standard Total Training $0.00 CAC�VA°` Travel , , Capacity Grant NCA Standard Total Travel $0.00 *If you are including administrative or overhead costs, please provide an explanation of how those costs were determined.e.g., based on percentage of FTEs; based on percentage of square footage, etc.. Page 2 Exhibit D Children's Advocacy C�r�ters of Tashinton CACWA provides funding to Accredited CAC's through a Personal Service Contract with the State of Washington Department of Children, Youth and Families (DCYF), Use the following list of Allowable and Unallowable costs as a guideline. It does not mention every item that is allowed or unallowed with the DCYF grant funds being provided by CACWA. All costs must be incurred between 7/1/2023 and 6/30/2024. If you have any questions, please contact the Contracts & Finance Manager by email johnC&,cacwa or phone (360) 753-1698. Please note there are some costs that are allowed by one grant but not another. Allowable Costs Travel • Airfare, railway fare, bus fare o Most economical fare (coach class) Reservations should be made at least 21 days in advance • Baggage fee for ONLY 1 checked bag each way, if the training is 3 or more days • Shuttle service, taxicab fares and Uber/Lyft charges o To/from/between airports, hotels, and conference centers ONLY o Tips are not reimbursable • Tolls • Parking fees • Rental Cars (must be approved by CACWA in advance) Lodging • If traveling in Washington state, up to the maximum allowable lodging rate for the county plus applicable taxes o Allowable lodging rates available at www.ofm.wa.gov • If traveling outside Washington state, up to the maximum allowable federal lodging rate for the city plus applicable taxes o Allowable lodging rates available at www. gsg_ a.gov Mileage • Auto travel to/from airport, train station or bus station for travel (starting point is work or home, whichever is closer) • Auto travel to/from local trainings (starting point is work or home, whichever is closer) o Must be documented that mileage was cheaper way to travel rather than flying • Up to the maximum federal mileage rate o Available at www. sa.gov Meals • If traveling 11 or more hours for training, applicable meals may be reimbursed at the allowable per diem meal rates for the county being traveled to for CAC STAFF ONLY, based on the following guidelines o Allowable per diem meal rates available at www.ofm.wa.gov o If free breakfast is available at hotel, then breakfast will not be reimbursed o If breakfast and/or lunch is provided at training, then those will not be reimbursed Rev 07/23 Page 2 of 4 Allowable and Unallowable Costs Training • Conference or Training Registration fees • Rental of conference rooms, meeting space • Equipment rental Consultant - Defined as anyone not on agency's payroll and receiving compensation for work • Up to the maximum daily consultant rate: $650/day based on an 8 hour day; if a consultant works less than 8 hours follow the rate of $ 81.25/hour • Trainers • Speakers • Professional services • Computer Technicians • Therapists • Interviewers • Nurses • Any individual conducting contract work on.the CACs behalf (medical exams, therapy, accountants, etc.) Compensation for individual consultant services is to be reasonable and consistent with that paid for similar services in the marketplace. The prep time allocated for the provision of these services may be included in an 8 hour workday as long as it is reasonable and justifiable. Personnel • Salaries (may not include bonuses) • Fringe benefits Supplies • General office supplies and equipment • Printing materials and supplies (in-house or outsourced) • Computer equipment (located in or operated by the CAC) below $5,000 • Software or other technology tools (for computers located in or operated by the CAC) below $5,000 • Materials for therapy and forensic interviews (i.e. anatomical dolls, art supplies) Equipment • Computer equipment (located in or operated by the CAC) above $5,000 • Software or other technology tools (for computers located in or operated by the CAC) above $5,000 • Interviewing equipment • Medical equipment • Storage equipment • Furniture (desks, chairs, tables, etc.) for offices, interview rooms, medical examination rooms Other • NCA annual membership fees • NCA accreditation or reaccreditation fees • NCATrak and other case tracking software • Postage • Publications and Periodicals (i.e. medical journals, advocacy related, managerial) Protecting Children <:� Reducing Trauma I# Gd(]RDwNRTHR COMMUNITY RESPONSE TO CHILD ABUSE 1217 Cooper Point Road SW, Suite 6 Olympia, WA 98502 Phone: (360) 753-3703 www.cacwa.org Page 3 of 4 Allowable and Unallowable Costs Other (Continued) • Publicity (i.e. Brochures, ads, signs for CAC ) • Recording, transcription, or translation services • Insurance • Rent/lease of space for agency • Electric, gas, water , • Telephone, Internet, teleconferencing • Maintenance and grounds keeping services • Artwork (i.e. paintings, murals, pictures, frames, sketches) below $200 • Therapeutic toys used during therapy or interviews • Food or snacks used as part of a therapeutic intervention, forensic interview, as part of an MDT meeting, or for trainings intended to enhance services to children and their non- offending family members Unallowable Costs General • Any expenditure that is not directly related to the Children's Advocacy Center and the mission of the CAC is unallowable • Any activity or payment related to lobbying or fundraising (to finance related or complementary project activities) is unallowable • Any expenditure not directly related to the approved goals and objectives of the project • Any costs that are incurred either before the start of or after the expiration of the grant period Travel • Recreational trips during a conference (anything other than to/from/between airports, hotels, and conference centers) • Cancellation fees or ticket change fees • 1 s class fares or seat upgrades • Baggage fee for 2+ checked bags or lchecked bag if training less than 3 days • Rental Cars (Unless the agency has clearly demonstrated that this is the least expensive means of transportation for group travel and has received CACWA approval prior to travel) • Tips or gratuities • Costs associated with spouse, child, or other person traveling with you • Entertainment • Sporting events • Passport charges or visa fees Lodging • Telephone, Internet charges, laundry, movie costs, or mini bar charges incurred at the hotel • Any fees other than applicable taxes incurred at an Airbnb or similar place of stay • Nightly lodging costs that exceed the allowable lodging rate (excluding applicable taxes) for the dates and destinations of travel • Additional night(s) stay beyond what is required for CAC -related business. Meals • Per Diem Meals for anyone other than CAC Staff Protecting Children � Reducing Trauma A COORDINATED COMMUNITY RESPONSE 7(7 CHILD ABUSE 1217 Cooper Point Road SW, Suite 6 Olympia, WA 98502 Phone: (360) 753-3703 www.cacwa.org Page 4 of 4 Allowable and Unallowable Costs Personnel • Dual compensation of salaried employees • Stipends for attending training • Bonuses • Salary for employees or consultants for time spent lobbying or fundraising Rent/Utilities - • Late fees • Rent or utilities paid to any individual that is a staff person or immediate family member of the CAC or fiscal agent for the grant award. Other • Land acquisition • Corporate formation fees • Non-profit incorporation fees • Credit card fees • Fines and penalties • Tips or gratuities • CACWA annual membership fees • New construction • Routine renovations o Except for the purpose of enhancing the facility's ability to accommodate children and that further the objective of the CAC • Remodeling • Mortgages • Capital campaigns • Vehicle purchases • Bar charges/alcoholic beverages • Furniture or soft furnishings of any kind, except for the purpose of enhancing the facility's ability to accommodate children and that further the objective of the CAC • Refrigerators (unless used for medical purposes) and kitchen appliances • Artwork (i.e. paintings, murals, pictures, frames, sketches) above $200 • "Goody Bag" giveaways of any kind, that include items such as: o Toys/Games o Clothing items o Backpacks o Coloring/Activity books o Crayons/Markers/Coloring Pencils o Stickers Protecting Children Redudng Trauma A COORDINATED, COMMUNITY RESPONSE TO CHILD ABUSE 1217 Cooper Point Road SW, Suite 6 Olympia, WA 98502 Phone: (360) 753-3703 www.cacwa.org