HomeMy WebLinkAboutGF 21-2227.pdf
Solid Ground
Caitlen Daniels
1501 N. 45th St.
Seattle, WA 98103
Subject: City of Auburn General Fund Human Services Contract for 2021-2022
Dear Caitlen Daniels,
The City of Auburn is pleased to announce the JourneyHome Rapid ReHousing was approved
for funding in the City’s 2021-2022 biennial budget process of which $57,500.00 is included
annually, for two consecutive years, in the Human Services budget.
Enclosed is your two-year contract; please sign and return via Docusign for execution of the
contract.
I am grateful for your agency’s work in Auburn and what we are able to accomplish together.
Sincerely,
Kyla Wright
Human Services Program Coordinator
City of Auburn
25 W Main St.
Auburn, WA 98001
253-931-3096
kwright@auburnwa.gov
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
City of Auburn Agreement: GF-21/2227, Solid Ground – JourneyHome Rapid ReHousing
January 1, 2021
Page 1 of 4
CITY OF AUBURN
AGREEMENT FOR HUMAN SERVICES ACTIVITIES
This Agreement made and entered into on this ____day of _______________, 20____,
(“Effective Date”) by and between SOLID GROUND (“AGENCY”) and the CITY OF AUBURN
(“CITY”). The parties agree as follows:
1. SCOPE OF SERVICES. Beginning on January 1, 2021, the AGENCY agrees to perform in a
good and professional manner the tasks described in Exhibit “A,” the Scope of Services. The
AGENCY will perform all services as an independent contractor and will not be deemed, by virtue
of this Agreement and the performance of, to have entered into any partnership, joint venture,
employment, or other relationship with the CITY.
2. AGENCY REPRESENTATIONS. The AGENCY represents and warrants that it has all
necessary licenses and certifications to perform the services provided for in this Agreement, and
is qualified to perform those services.
3. PAYMENT. The CITY will pay a fee to the AGENCY for services provided in the amount not
to exceed $57,500.00 per year, paid in quarterly installments of equal amounts, for services
delivered as described in the attached Scope of Services. This fee will be payable in a lump sum
upon receipt of an invoice from the AGENCY with the documentation required in Exhibit “B.” If the
AGENCY fails to perform services or a unit of services as defined in the Scope of Services, the
CITY may withhold payment in the amount of such undelivered services. For agencies receiving
more than $25,000 in City of Auburn funding, educational equity training must be timely
completed; if agency fails to timely complete and provide documentation of training, the City may
withhold 4th Quarter payment until such documentation is provided.
4. EXPENSE REIMBURSEMENT. The AGENCY will pay all "out-of-pocket" expenses, and will
not be entitled to reimbursement from the CITY except for specific services, items, or activities
listed in the Scope of Services as reimbursable goods or services.
5. OWNERSHIP AND USE OF DOCUMENTS. All documents, reports, memoranda, diagrams,
sketches, plans, or other materials created or otherwise prepared by the AGENCY as part of its
performance of this Agreement will be owned and become the property of the CITY and may be
used by the CITY for any purpose beneficial to the CITY.
6. TERM/TERMINATION. The term of this Agreement will commence on January 1, 2021, and
will expire on December 31, 2021. Provided that if the Auburn City Council does not allocate
sufficient funding for the 2022 calendar year, this Agreement will terminate on December 31,
2021. This Agreement may be terminated by either party upon ten (10) days written notice should
the other party fail substantially to perform in accordance with its terms through no fault of the
other.
7. NONDISCRIMINATION. The AGENCY may not discriminate regarding any services or
activities to which this Agreement may apply directly or through contractual, hiring, or other
arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or where
there is the presence of any sensory, mental or physical handicap.
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
12/18/2020
City of Auburn Agreement: GF-21/2227, Solid Ground – JourneyHome Rapid ReHousing
January 1, 2021
Page 2 of 4
8. INDEMNIFICATION / HOLD HARMLESS. The AGENCY shall defend, indemnify and
hold the CITY, its officers, officials, employees and volunteers harmless from any and
all claims, injuries, damages, losses or suits including attorney fees, arising out of or
resulting from the acts, errors or omissions of the AGENCY in performance of this
Agreement, except for injuries and damages caused by the sole negligence of the CITY.
However, should a court of competent jurisdiction determine that this Agreement is
subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily
injury to persons or damages to property caused by or resulting from the concurrent
negligence of the AGENCY and the CITY, its officers, officials, employees, and
volunteers, the AGENCY's liability, including the duty and cost to defend, hereunder
shall be only to the extent of the AGENCY’s negligence. It is further specifically and
expressly understood that the indemnification provided herein constitutes the
AGENCY’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the
purposes of this indemnification. This waiver has been mutually negotiated by the
parties. The provisions of this section shall survive the expiration or termination of this
Agreement.
9. INSURANCE. The AGENCY will procure and maintain for the duration of the Agreement,
insurance against claims for injuries to persons or damage to property which may arise from or in
connection with the performance of this Agreement by the AGENCY, its agents, representatives,
or employees.
1. Minimum Scope of Insurance, the AGENCY shall obtain insurance of the
types described below:
1. Automobile Liability insurance covering all owned, non-owned, hired, and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or
a substitute form providing equivalent liability coverage. If necessary, the policy shall be
endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form CG
00 01 and shall cover liability arising from premises, operations, independent contractors,
and personal injury and advertising injury. The City shall be named as an insured under
the AGENCY’s Commercial General Liability insurance policy with respect to the work
performed for the City.
3. Workers’ Compensation coverage as required by the Industrial Insurance laws of the
State of Washington.
4. Professional Liability insurance appropriate to the AGENCY profession.
2. Minimum Amounts of Insurance: The AGENCY shall maintain the
following insurance limits:
3. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of $1,000,000 per accident.
4. Commercial General Liability insurance shall be written with limits no less than
$2,000,000 each occurrence, $2,000,000 general aggregate.
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
City of Auburn Agreement: GF-21/2227, Solid Ground – JourneyHome Rapid ReHousing
January 1, 2021
Page 3 of 4
5. Professional Liability insurance shall be written with limits no less than $2,000,000 per
claim and $2,000,000 policy aggregate limit.
6. Other Insurance Provisions: The insurance policies are to contain, or be
endorsed to contain, the following provisions for Automobile Liability,
Professional Liability, and Commercial General Liability insurance:
1. The AGENCY’S maintenance of insurance as required will not be construed to limit
the liability of the AGENCY to the coverage provided by such insurance or otherwise limit
the CITY’s recourse to any remedy available at law or in equity.
2. The AGENCY’s insurance policies are to contain, or be endorsed to contain as
statement that they will be primary insurance and any insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the AGENCY’s
insurance and shall not contribute with it.
3. The AGENCY’s insurance shall be endorsed to state that coverage shall not be
cancelled by either party, except after thirty (30) days prior written notice by certified mail,
return receipt requested, has been given to the City.
D. Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A: VII.
E. Verification of Coverage: The AGENCY shall furnish the City with original certificates
and a copy of the amendatory endorsements, including but not necessarily limited to the
additional insured endorsement, evidencing the insurance requirements of the AGENCY
before commencement of the work.
10. ASSIGNMENT. The AGENCY obligations under this Agreement may not be assigned or
transferred to any other person, firm, or corporation without the prior written consent of the CITY.
11. NOTICES. All notices required or permitted under this Agreement will be in writing and will
be deemed delivered when delivered in person or deposited in the United States mail, postage
prepaid, addressed as follows:
IF for AGENCY:
Solid Ground
Attn: Laura Black
1501 N. 45th St.
Seattle, WA 98103
IF for the CITY:
City of Auburn
Community Services Division
25 West Main Street
Auburn, WA 98001
Such address may be changed from time to time by either party by providing written notice to the
other in the manner set forth above.
12. AMENDMENT. This Agreement may be modified or amended if the amendment is made in
writing and is signed by both parties.
13. SEVERABILITY. Each provision of this Agreement is intended to be severable. If any
provision of this Agreement is held to be invalid or unenforceable for any reason, the remaining
provisions will continue to be valid and enforceable.
14. WAIVER OF CONTRACTUAL RIGHT. The failure of either party to enforce any provision of
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
City of Auburn Agreement: GF-21/2227, Solid Ground – JourneyHome Rapid ReHousing
January 1, 2021
Page 4 of 4
this Agreement will not be construed as a waiver or limitation of that party's right to subsequently
enforce and compel strict compliance with every provision of this Agreement.
15. APPLICABLE LAW. This Agreement and the rights of the parties will be governed by and
interpreted in accordance with the laws of the State of Washington and venue for any action will
be in the county in Washington State in which the property or project is located, and if not site
specific, then in King County, Washington.
16. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the parties and
there are no other promises or conditions in any other agreement whether oral or written. This
Agreement supersedes any prior written or oral agreements between the parties.
The undersigned have read the above statements, understand them, and agree to abide by their
terms.
Signed:
Agency
Signed:
City of Auburn
Printed: Printed:
Title: Title:
Date: Date:
Address:
Address: 25 West Main Street
Auburn, WA 98001
Phone: Phone: 253-931-3096
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
1501 N 45th Seattle, WA
12/18/2020
2066946700
Caitlen Daniels
98103-6708
Interim President & CEO Mayor
12/18/2020
Nancy Backus
City of Auburn: GF-21/2227, Solid Ground– JourneyHome Rapid ReHousing
January 1, 2021
CITY OF AUBURN
AGREEMENT FOR HUMAN SERVICES ACTIVITIES
EQUITY TRAINING REIMBURSEMENTS
In July 2019, Auburn’s City Council approved the Inclusive Auburn Initiative to eliminate systemic causes
of disparities, racial and otherwise in the City of Auburn; promote inclusion and create opportunities for
full participation for every resident and business in the City of Auburn; and reduce, and eventually
eliminate, disparities of outcomes in our community.
Programs receiving City of Auburn Human Services funding dollars provide a vital link to a variety of
services for Auburn’s community. As such, it is important that program staff have access to resources to
support their efforts surrounding equity and inclusion. The Human Services Program is instituting a pilot
program to provide financial reimbursement of up to $1,000.00 annually for agencies receiving
$25,000.00 or more in Human Service funding dollars to participate in annual equity and inclusion training
for their program staff and volunteers.
1. PARTICIPANTS. Agencies receiving an annual Human Service funding amount totaling $25,000.00
or more must participate in educational training consistent with the City of Auburn’s Inclusive
Auburn Initiative. All program staff including, but not limited to direct service employees,
supervisors, managers, and directors spending the majority of their total work hours within the
funded program and/or responsible for program structure and decision making for the funded
program are required to attend at least four hours of equity training each contract year.
Volunteers who interact with program participants as a function of their role, and average more
than 75 volunteer hours annually are expected to participate in training.
2. TRAINING. The annual equity and inclusion training is expected to cover themes related to
impacts of institutional racism, power and privilege, or implicit bias. Additional topics must be
approved by City of Auburn Human Service staff. Workshops should total not less than four hours
between January-September of each contract year. Workshop can be conducted in-person or
virtually as safety and scheduling needs allow.
3. ACCOUNTABILITY. Verification of workshop submitted to City Staff must include the following:
facilitator contact information, synopsis or topics covered, agency attendees, and invoice for
service. If all four hours of training do not take place within Quarters 1-3, training costs may not
be reimbursed and 4th Quarter Service costs may not be reimbursed. All verification materials
must be submitted to the City by October 15th of each contract year.
4. REIMBURSEMENT. If Agency has multiple programs receiving City of Auburn Human Service
funding, equity workshop reimbursement is issued for Agency, not per program funded.
Workshop must take place within the first three quarters of the calendar year to be eligible for
reimbursement. Actual workshop costs of up to $1,000.00 per contract year are eligible for
reimbursement. This can include invoice from facilitator, staff time, and other costs incurred that
have been identified with reasonable documentation.
5. CITY SUPPORT. City of Auburn Human Services staff is available to help locate an appropriate
facilitation workshop to best fit agency programming.
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT A
GF-21/2227
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
2021-2022 SCOPE OF SERVICES
Agency/Program:
Solid Ground
JourneyHome Rapid ReHousing
Location/Mailing: Site Address:
1501 N. 45th St.
Seattle, WA 98103
Mailing Address:
1501 N. 45th St.
Seattle, WA 98103
Annual Funding:
2021:
$57,500.00
2022:
$57,500.00
Agency Contact/Title:
Laura Black
Phone/Email:
206-694-6735 laurab@solid-ground.org
City Contact/Title:
Kyla Wright Human Services Program
Coordinator
Phone/Email:
253-931-3096 kwright@auburnwa.gov
Location/Mailing: Site Address:
1 East Main St., 2nd floor
Auburn, WA 98002
Mailing Address:
25 West Main St.
Auburn, WA 98001-4998
1) Project Summary:
Agency shall utilize City of Auburn funds to provide JourneyHome Rapid ReHousing services that
include: case management. Such services shall be provided in a professional manner which fully
complies with all applicable federal, state and local laws, statutes , rules and regulation. Agency shall
ensure that City of Auburn residents are being provided services using awarded Human Services funds
under this Agreement.
Contractors/Grant recipients are prohibited from making any program services, resources, assista nce,
or housing conditional on clients participating in any sort of religious activity. No funding provided
through the City may be used to support or engage in any explicitly religious activities, including
activities that involve overt religious content such as worship, religious instruction, or proselytization.
2) Performance Measures:
a. Number Served - the Agency agrees to serve, at minimum, the following unduplicated
number of Auburn residents with awarded Human Services funds.
b. Service Units - the Agency agrees to provide, at minimum, the following service units by
quarter.
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT A
GF-21/2227
Number Served
Annual
Goal
1st Qtr.
JAN–
MARCH
2nd Qtr.
APRIL-
JUNE
3rd Qtr.
JULY–
SEPT
4th Qtr.
OCT–
DEC
Number of unduplicated Auburn
residents assisted in 2021 17 4 4 4 5
Number of unduplicated Auburn
residents assisted in 2022 17 4 4 4 5
Definition of Service Units:
1.Number of households experiencing housing instability receiving intensive case management,
housing services, rental assistance, and other customized resources to reduce and/or eliminate
housing barriers.
3) Outcome(s):
75% of households that exit to a permanent destination.
4) Reporting Requirements:
All data/required forms shall be submitted using Excel template found and submitted via Share1
(instructions to be provided). Required forms shall be submitted quarterly and/or annually; 1st, 2nd and
3rd quarterly reports are due no later than the 15th of the month following the end of each quarter, i.e.
April 15, July 15, and October 15. 4th quarter reports are due no later than the first week of January in order
to comply with City end-of-year accounting procedures. City staff will communicate official January due
date(s) during the first week of December.
Quarterly Service Unit Report (due with each submittal): Submitted via Excel form, data from this form
will be used to track each program’s progress toward meeting the goals stipulated in the Scope of Services.
Service Units
Annual
Goal
1st Qtr.
JAN–MAR
2nd Qtr.
APR-JUN
3rd Qtr.
JUL–SEP
4th Qtr.
OCT–DEC
1. Case management offered in
2021
5
1 1 1 2
1. Case management offered in
2022
5
1 1 1 2
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT A
GF-21/2227
Reimbursement Request (due with each submittal): Included as the first page of the Excel form, this form
will serve as the invoicing mechanism for payment to your agency/program. Reimbursement requests
must be signed and returned via email to the City of Auburn staff contact as listed in section five (5) of
this Scope of Services.
Annual Demographics Report (due 4th quarter): Submitted via Excel form, the agency shall collect and
retain data requested on this form from persons served through this Agreement. Data should be tracked
in an ongoing manner and submitted annually in Share1App (by January 15th).
Annual Outcomes Report (due 4th quarter): Submitted via Excel form, data should demonstrate the
program’s progress toward Outcomes specified in the Scope of Services. Outcome data shall be submitted
in Share1App annually (by January 15th).
5) Compensation:
The Agency agrees that it will meet the specific funding conditions identified and acknowledges that
payment to the Agency will not be made unless the funding conditions and equity training consistent, if
applicable, are met. Expenses must be incurred prior to submission of quarterly reimbursement
requests. Quarterly reimbursement requests shall not exceed the estimated payment without prior
written approval from the City. Estimated quarterly payments are contingent upon meeting or exceeding
the above performance measure(s) for the corresponding quarter. This requirement may be waived at
the sole discretion of the City with satisfactory explanation of how the performance measure will be met
by year-end in the Service Unit Report.
The Agency shall submit reimbursement requests in the format requested by the City. Reimbursement
requests must be signed and submitted with Quarterly Report through Share1.
Estimated Quarterly Reimbursements:
2021: $57,500.00 2022: $57,500.00
1st Qtr. $14,375.00 1st Qtr. $14,375.00
2nd Qtr. $14,375.00 2nd Qtr. $14,375.00
3rd Qtr. $14,375.00 3rd Qtr. $14,375.00
4th Qtr. $14,375.00 4th Qtr. $14,375.00
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT B
GF-21/2227
1
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Quarterly Report Form – example only
All reports must be submitted via Excel template uploaded to Share1 upon completion.
To: City of Auburn
ATTN: Community Services
25 W Main St.
Auburn, WA 98001-4998
Agency: Solid Ground
1501 N. 45th St.
Seattle, WA 98103
Program: JourneyHome Rapid ReHousing
Contact, Title: Laura Black
Email/Phone: laurab@solid-ground.org / 206-694-6735
Amount Requested: $14,375.00
2021 Quarterly Reports due by: 1st Qtr. (January – March) due: April 15, 2021
2nd Qtr. (April – June) due: July 15, 2021
3rd Qtr. (July – September) due: October 15, 2021
4th Qtr. (October – December) due: first week of January, 2022
2022 Quarterly Reports due by: 1st Qtr. (January – March) due: April 15, 2022
2nd Qtr. (April – June) due: July 15, 2022
3rd Qtr. (July – September) due: October 15, 2022
4th Qtr. (October – December) due: first week of January, 2023
Attached report examples: Quarterly Service Unit Report (due with each submittal) – Page 2
Annual Demographics Report (due 4th quarter) – Page 3
Annual Outcomes Report (due 4th quarter) – Page 4
The City of Auburn will issue payment upon this invoice within forty-five (45) business days of receipt. To
ensure prompt payment, please submit all required attachments by the date listed above.
FOR CITY OF AUBURN USE ONLY:
Contract amount: $____________________
Payment(s) year to date: $____________________
$____________________
$____________________
Payment this invoice: $____________________ Contract balance: $____________________
Authorized to pay:
Signature Date
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT B
GF-21/2227
2
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Quarterly Service Unit Report form – example only
Agency Information
Solid Ground
1501 N. 45th St.
Seattle, WA 98103
Contact, Title: Laura Black
Phone: 206-694-6735
Email: laurab@solid-ground.org
Are professional services (e.g., counseling, case management) provided as part of this Agreement? _____
Contract Information
Contract Amount: $57,500.00
Program Name: JourneyHome Rapid ReHousing
Description of Service(s) to be provided: ____________________________________________________
____________________________________________________________________________________
Reporting Information
Report for: 1st Qtr./Jan-Mar 2nd Qtr./Apr-Jun 3rd Qtr./Jul-Sep 4th Qtr./Oct-Dec
Annual Service Units AUBURN RESIDENTS ONLY
Projected
Annual Units
1st qtr.
2nd qtr.
3rd qtr.
4th qtr.
Actual
service units
to date
Unduplicated
number of Auburn
residents served 17 4 4 4 5
Case
Management
5
1 1 1 2
Narrative: Please submit other relevant information, including current trends, program developments,
special events, publicity, community educations, etc. If actual units are lower than anticipated, please
explain.
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT B
GF-21/2227
3
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Annual Demographics Report form – example only
Agency: Solid Ground
Program: JourneyHome Rapid ReHousing
Category 1st 2nd 3rd 4th Total YTD
Client
Residence**
**List all
residents served
in this category.
In all other
categories list
Auburn
residents only.
Algona
Auburn
Black Diamond
Burien
Covington
Des Moines
Enumclaw
Federal Way
Kent
Maple Valley
Normandy Park
Pacific
Renton
SeaTac
Seattle
Tukwila
Unincorporated King County
Other:
Unknown
TOTAL
Client 30% of median or below
Income 50% of median or below
Level 80% of median or below
Above 80% of median
Unknown
TOTAL
Client Female
Gender Male
Client 0-4
Age 5-12
13-17
18-34
35-54
55-74
75+
Unknown
TOTAL
Ethnicity/ Asian/Pacific Islander
Cultural Black/African American
Background Hispanic/Latino
Native American/ Alaskan Native
White/Caucasian
Other
Unknown
TOTAL
Condition Disabling Condition
ESL Limited English Speaking
Household Female-Headed Household
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552
EXHIBIT B
GF-21/2227
4
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Annual Outcomes Report form – example only
Agency: _______________________________________________________________________
Program: _______________________________________________________________________
Contact: _______________________________________________________________________
Email/Phone: _______________________________________________________________________
OUTCOME (What change do you expect to see?):
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
MEASURABLE INDICATORS (How will you know change has occurred?):
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
DATA COLLECTION METHOD(S):
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
OUTCOME RESULTS/NARRATIVE (Highlight your data, include your interpretation of the data and
attach additional information/graphics/etc. if available):
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
DocuSign Envelope ID: E542203D-E1F8-47F4-90DC-01D1250B6552