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ORDINANCE NO.5 5 8 9
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON,
APPROVING A CONTRACT WITH SCHOOL'S OUT CONSORTIUMIYWCA OF
SEATTLE-KING COUNTY-SNOHOMISH COUNTY TO ACCEPT TWENTY-FIVE
THOUSAND DOLLARS ($25,000.) IN GRANT FUNDS TO COVER OPERATIONAL AND
TRAINING COSTS TO CONTINUE THE AFTERSCHOOL PROGRAM AT MT. BAKER
MIDDLE SCHOOL.
WHEREAS, the Auburn City Council of the City of Auburn must adopt and approve
all appropriations by Ordinance pursuant to Chapter 35A.33 RCW; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AUBURN,
WASHINGTON, DOES ORDAIN AS FOLLOWS:
Section 1. Pursuant to Chapter 35A.33 RCW, the City hereby approves the
expenditure and appropriation of a total amount of TWENTY-FIVE THOUSAND 00/100
DOLLARS ($25,000), which constitutes a grant pursuant to the Contract between the City
of Auburn and School's Out ConsortiumlYWCA of Seattle-King County-Snohomish
County.
Section 2.. The Mayor and City Clerk of the City of Auburn are hereby authorized
to execute the contract with School's Out ConsortiumlYWCA of Seattle-King County-
Snohomish County, to provide grant funding through June 15, 2002, to the City of Auburn
for use by the City to provide continued Afterschool programming at Mt. Baker Middle
School within the City of Auburn. A copy of said Contract is attached hereto and
designated Exhibit "A" and is incorporated by reference in this Ordinance.
Section 3. The Mayor is hereby authorized to implement such administrative
procedures as may be necessary to carry out the directions of this legislation.
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Ordinance No. 5589
September 18,2001
Page 1 0[2
INTRODUCED: October 1, 2001
PASSED: October 1, 2001
APPROVED: October 1, 2001
~LA~ GCd~
CHARLES A. BOOTH, MAYOR
ATTEST:
1JaJ;x!~
Danielle E. Daskam
City Clerk '
APPROVED AS TO FORM:
~.~~
Michael J. Reynolds,
City Attorney
Published:
/0-5:'01
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Ordinance No. 5589
September 18,2001
Page 2 0[2
Contract between School's Out Washington (YWCA Host Agency)
and Auburn Parks & Recreation
This contract is entered into by and between School's Out Washington (YWCA of Seattle-King
County-Snohomish County, host agency), hereinafter referred to as "SOW A," and Auburn Parks
& Recreation hereinafter referred to as the "Contractor." This replaces any previous agreement
between SOW A and the Contractor.
It is the purpose of this contract to purchase $25,000.00 in operational and training costs as
outlined in the Contractor's Youth Connections narrative for continued funding. The Contractor
shall furnish the necessary personnel and services and otherwise do all things necessary for or
incidental to accomplishing the activities described in the grant proposal.
TERMS AND CONDITIONS
The period of performance of this contract shall commence on September 1, 2001. All grant
funds must be expended by June 15, 2002, unless the contract is terminated sooner as provided
herein. The Contractor must provide services for school-age children and their families within
the funding period. All rights and obligations of the parties to this contract shall be subject to
and governed by the terms and conditions contained in the text of this contract.
PAYMENT
The maximum consideration payable under this contract is $25,000.00. In consideration
whereof, SOW A will provide Youth Connections funding to the Contractor in three installments:
(See Attachment A for Statement of Work and payment points)
Payment
Performance Period
Paperwork Due
Maximum Payable
Amount
$7,500.00
$6,250.00
$5,625.00
$5,625.00
October 1 - December 31, 2001
Janu 1 - March 31,2002
A rill - June 15, 2002
Se tember 14, 2001
Janu 15,2002
March 15,2002
June15,2002
The Contractor may bill for administration costs associated with the delivery of services under
this contract. The total administrative costs shall not exceed 15% of the total grant award.
In order to receive payments, the invoice voucher and documents must be submitted by the
specified deadlines to School's Out Washington, 801 23rd Avenue South, Suite A, Seattle,
WA 98144.
Ordinance 5589 Exhibit A
September 18, 2001
Page 1 of5
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FUNDING
The funds payable under this Contract are allotted from the federal Temporary Assistance to Needy
Families (TANF). If the funds SOW A relied upon to establish the Contract are withdrawn, reduced
or limited, or if additional or modified conditions are placed on such funding, SOW A may
immediately terminate the Contract by providing written notice to the Contractor. The termination
shall be effective on the date specified in the notice of termination.
The Contractor shall:
· use these funds to carry out the approved activities listed in the narrative for continued
funding, including attending required Youth Connections-related trainings and receiving on-
site training and technical assistance from School's Out Washington staff and Washington
Regional Action Project (WRAP) specialists.
· adhere to the guidelines set forth in the Federal OMB Circular A-133 (Single Audit).
· adhere to federal regulations for non-expendable property purchased with these grant funds as
outlined in Federal OMB Circular A-II O. This property shall be marked to specify that it was
purchased with federal grant funds, and be maintained by use of a separate file for no less
than a five-year period. At any time during the five-year period, SOW A may request to see
the property and its markings, or separate file of said property. A control system shall be
enforced by the Contractor to prevent loss of said property.
CONTRACT MANAGEMENT AND CONTRACTOR INFORMATION
The project manager for each of the parties shall be responsible for and shall be the contact
person for all communications and billings regarding the performance of this contract. For
SOW A, Carina A. del Rosario, Communications and Grants Manager, 801 23rd Ave. S., Suite A,
Seattle, WA 98144, phone 206-323-2396 x 28, fax 206-323-7997, email
cadelr@schoolsoutwashington.org or her designee. (See Attachment B for Contractor
Information Form.)
Change in Circumstances: The Contractor shall forward to SOW A within ten (10) working days
any information concerning the Contractor's change of circumstances, including change of
business name, address, telephone numbers, fax number, email address, business status and
names of staff associated with this contract.
SOW A shall be responsible for the monitoring of the Contractor's performance, the approval of
billing submitted by Contractor, and acceptance of any reports provided by the Contractor. The
Communications and Grants Manager, the Grants and Contracts Specialist and the WRAP
Specialist shall provide assistance and guidance to the Contractor as necessary.
During the term of the contract and for one year following termination or expiration of the
contract, the Contractor shall provide SOW A and other authorized entities the right of access to
Ordinance 5589 Exhibit A
September 18,2001
Page 2 of5
-' .
its facilities at all reasonable times, in order to monitor, audit and evaluate performance,
compliance, and/or quality assurance. During the term of the contract, the Contractor shall also
provide SOW A and other authorized entities access to staff and facilities to provide training and
technical assistance under this contract on behalf of SOW A.
Any changes that occur in the Contractor's program that may affect the grant process must be
acknowledged in writing to SOW A. Failure to notify SOW A of any such changes could result in
termination of contract.
CONTRACTOR OBLIGATIONS
A. Insurance and Liability: SOW A assumes no liability with respect to bodily injury, illness,
accident, theft, or any other damage of losses concerning persons or property, or involving
the Contractor's equipment. The Contractor is responsible for providing adequate insurance
coverage to protect against legal liability arising out of activities under this contract and for
designation that the SOW A be automatically notified thirty (30) days before cancellation or
reduction in coverage. A copy of liability insurance must be submitted with the contract. The
Contractor shall provide a minimum public liability insurance coverage as pursuant to
Washington regulations. The Contractor shall provide theft coverage of not less than the
acquisitions value of equipment and materials purchased with grant money.
B. Acknowledgements: The Contractor must use the complete project name "School's Out
Washington Youth Connections" in referring to this project on any printed materials for public
dissemination. The prominence of acknowledgement should be commensurate with the level of
funding relative to other funding sources. The Contractor must include a general
acknowledgement of School's Out Washington and the Dept. of Social and Health Services in its
list of annual funders in all appropriate programs, publications and public announcements for the
contract period.
C. Background Clearances: The Contractor shall initiate a criminal history background. check
through the Children's Administration pursuant to RCW 43.832 and 43.834, for all prospective
employees, volunteers and subcontractors who may have unsupervised access to children and
youth.
D. Limited Culturally Relevant Services: In accordance with DSHS policy, the Contractor shall
provide appropriate, accessible, and culturally relevant services to clients and their families.
Service delivery shall be culturally competent and responsive to each client's cultural beliefs and
values, ethnic norms, language needs, and individual differences. Service workers are encouraged
to employ a diverse workforce that reflects the diversity of their clientele and the community.
E. Nondiscrimination: The Contractor shall comply with all applicable local, state and federal
nondiscrimination laws, regulations, rules and ordinances.
Ordinance 5589 Exhibit A
September 18, 2001
Page 3 of5
F. Drug-Free Workplace: The Contractor shall maintain work places as free as possible from the
dangerous effects of alcohol and other drugs. Further, the Contractor shall provide any employee
whose use of alcohol and/or drugs has produced a dependency harmful to hislher work
performance and opportunity for recovery.
G. School's Out Washington may request additional measurable service and outcome data for services
provided. In the event School's Out Washington so requests, School's Out Washington commits to
work with the Contractor to develop data elements. If so requested, the Contractor agrees to provide
data collection in a manner prescribed by School's Out Washington.
NON COMPLIANCE
Failure on the part of the Contractor to carry out the activities, as outlined in the Statement of
Work (Attachment B), and performance requirements of this contract may result in nonpayment
of corresponding payment points, an overpayment finding collectible by SOW A, and/or
termination of the contract. It may also result in the Contractor's disqualification from
consideration for continued Youth Connections funding, should they become available, and
future grants administered by SOW A.
Failure on the part of the Contractor to provide services September 1,2001 through June 15,
2002 shall result in termination of this contract.
Failure on the part of the Contractor to submit required paperwork by the due date shall
result in a 10% deduction of the grant award.
This contract specifically authorizes services that qualify for purchase with grant funds. Billing
and receiving payment from SOW A for services not provided creates an overpayment collectible
by SOW A and may result in termination of this contract. All equipment and unused supplies
purchased with these funds is subject to collection ifthe contract is terminated prior to provision
of contracted service for which supplies were purchased.
SOW A may unilaterally terminate this contract in the event that state funds are no longer
available from DSHS, or are not allocated for the purpose ofmee1íng1he Lead Agency
Contractor's obligations under this contract. Termination will be effective when DSHS sends
written notice to the Lead Agency Contractor who will then send written notice of their
termination to the Subcontractor.
After receipt of a notice of termination, and except as otherwise directed by the Communications
and Grants Manager, the Contractor shall:
1. Stop all work related to the contract;
Ordinance 5589 Exhibit A
September 18, 2001
Page 4 of5
2. Place no further order for materials or supplies;
3. Assign to SOW A all rights, titles, and interests to pay any outstanding claims;
4. Settle all outstanding liabilities and claims.
This contract contains all the conditions agreed upon by the parties. No other understanding, oral
or otherwise, regarding the subject matter of this contract shall be deemed to exist or to bind any
of the parties hereto.
In witness whereof, the undersigned have affixed their signature in execution thereof.
~ l~eCþtR-
(PI
Contractor's Signature/Date
Name: Charles A. Booth
Title: Mayor
Auburn Parks & Recreation
25 W. Main St.
Auburn, W A 98001
Signa! 7 ate
Mari Offenbecher, Director
School's Out Washington
(YWCA of Seattle-King County-Snohomish
County, host agency)
801 23rd Ave. S, Suite A
Seattle, W A 98144
Ordinance 5589 Exhibit A
September 18,2001
Page 5 of5