HomeMy WebLinkAboutContract ID 6204051 Extention_Auburn Senior Activity Center _SIGNED_ Jan 04 2024--v4--2024-03-06-182927--tn
Auburn Senior Activity Center Page 1 of 5 Contract Amendment – 6204051
Department of Community and Human Services
Adult Services Division
CONTRACT AMENDMENT
DCHS / Adult Services Division Contract No. 6204051
Project/Program Name Auburn Senior Activity Center
- Support Senior Centers -
SE1 -VSHSL (2024 Ext)
Contractor Auburn Senior Activity Center Amendment No. 2
Address 808 9th St SE, Auburn, WA
98002, United States
PURPOSE OF AMENDMENT
The purpose of this amendment is to:
Change the terms and conditions of the Contract following the renewal of the VSHSL in August 2023,
and the procurement or re-procurement of community services implementing the strategies outlined in
the renewed VSHSL Implementation Plan.
1) Extend contract end date from December 31, 2023 to the earlier of: December 31, 2024, or 60
calendar days following King County providing written notice.
2) Add $265,807 in 2024 funding.
3) Add specific 2024 milestones and reporting requirements.
4) Amend the payment model.
A. FUNDING SOURCE/TABLE CHANGES
FUNDING SOURCES
NAME
FUNDING
SOURCES TYPE
FUNDING LEVELS EFFECTIVE DATES
Veterans, Seniors and
Human Services Levy
County $265,807.00 01/01/2024 - 12/31/2024
B. CONTRACT CHANGES
1) The termination date for the Contract is amended to be the earlier of (a) 12/31/2024, or (b)
upon termination of all exhibits appended to this Contract. If this Contract expires pursuant to
subsection (b), then all services, reporting, expenditure, and payment obligations of the parties
shall be prorated through the expiration date and final payment shall be calculated as set forth
in the Exhibit.
C. EXHIBIT CHANGES
1) Exhibit I, Exhibit Period end date is amended to be the earlier of (a) 12/31/2024, or (b) sixty (60)
calendar days following King County providing written notice that the re-procurement process for the
renewed VSHSL strategy SE1: Support Senior Centers has completed. If this Exhibit expires pursuant
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Auburn Senior Activity Center Page 2 of 5 Contract Amendment – 6204051
to subsection (b), then all services, reporting, expenditure, and payment obligations of the parties
shall be prorated through the expiration date and final payment shall be calculated as set forth in the
Exhibit.
2) Add funding in Exhibit I by $265,807 and amend the second sentence in Section I., WORK
STATEMENT to read:
The total amount of reimbursement pursuant to this Exhibit shall not exceed $1,033,462 for the
Exhibit Period noted above as shown in the funding table below.
3) Exhibit I, Section I., WORK STATEMENT, remove and replace the funding table as
follows:
ASD Result Area
Alignment Funding Period Fund Source Funding
Allocation
Social Engagement
01/01/2021 –
12/31/2021
2021 VSHSL Fund -
Seniors
2021 VSHSL Fund -
Veterans
$219,241
$23,026
01/01/2022 –
12/31/2022
2022 VSHSL Fund -
Seniors
2022 VSHSL Fund -
Veterans
$231,803
$27,778
01/01/2023 –
12/31/2023
2023 VSHSL Fund -
Seniors
2023 VSHSL Fund -
Veterans
$236,856
$28,951
01/01/2024 –
12/31/2024
2024 VSHSL Fund -
Seniors
2024 VSHSL Fund -
Veterans
$236,856
$28,951
Not to Exceed $1,033,462
4) Exhibit I, Section II.D, Contract Milestones, a new Subsection 4 is added as follows:
4. 2024 Milestones
a. By March 31, 2024, develop a 2024 workplan with King County.
5) Exhibit I, Section IV.B, Reporting Activities, Subsection 4 is amended as follows:
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The Contractor shall submit an annual narrative progress report to King County on January 15
following each program year. The report shall cover the activities of the previous year (January
– December). For 2024, the Contractor shall provide its final annual progress report (a) if the
Contract ends on December 31, 2024, by January 15, 2025, or (b) if the Contract ends on any
date prior to December 31, 2024, within thirty (30) calendar days of such end date. The format
and questions for the annual narrative progress report shall be provided by King County.
6) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add new
Subsections B and C as follows:
B. 2024 Billing Invoice Package
The Contractor shall submit a Billing Invoice Package (BIP) quarterly that consists of a
signed invoice statement and other reporting requirements as stated in Section IV.,
PARTNERSHIP AND REPORTING REQUIREMENTS of this Exhibit in a format
approved by King County.
Every quarter and upon the termination or expiration of this Contract: As outlined in the
2024 Payment Table below, the Contractor shall submit actual expenditures for
allowable expenses from the previous quarter pursuant to services described in this
Exhibit (Actual Expenditures) as part of the BIP. These actual expenditures shall be
transmitted in the form of a detailed general ledger report from Contractor’s financial
system, including a budget to actuals reconciliation related to activities outlined in this
Exhibit (General Ledger).
The BIP is due within ten (10) business days following the end of each payment period.
The total amount of payments to the Contractor for each year of this Exhibit shall not
exceed the yearly funding allocation as noted in the funding table in Section I., WORK
STATEMENT, unless otherwise approved by King County in writing.
The Contractor shall advise King County quarterly of any material changes in revenues
from sources other than the County that are used to provide the services funded under
this Exhibit. The Contractor agrees to re-negotiate, as needed, if the County
determines that such changes are substantial.
C. Quarterly Budget to Actuals Reconciliation and Payment Process
1. The County shall review, on a quarterly basis, Actual Expenditures compared to
the actual payments made to the Contractor and scheduled payments (see 2024
Payment Table below) for such quarter (Quarterly Aggregate Payment).
2. If the County determines that Actual Expenditures equal or exceed the
Quarterly Aggregate Payment, then the County shall pay the full amount listed in
the 2024 Payment Table that are then currently due and owing (Current Payment).
3. If the County determines that Actual Expenditures are (a) less than the
Quarterly Aggregate Payment and (b) that difference is less than or equal to the
next scheduled payment to be made by the County (the Next Payment), then the
Next Payment shall be reduced by such difference.
4. If Actual Expenditures are (a) less than the Quarterly Aggregate Payment and
(b) that difference is more than the Next Payment, then the County shall be relieved
from its obligation to make the Next Payment, and may: (c) lower the amount of
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future payments by the remaining difference (such as reducing, pausing or skipping
payment) and/or (d) require that the Contractor submit a plan stating how excess
payments will be applied to future program purposes as described in this
Agreement (the plan must be approved in writing by the County). The County, in its
sole discretion, will determine whether the Contractor’s actual reported
expenditures are allowable. The County’s decisions regarding how excess
payments by the County will be treated under this Section are final. The County
reserves the right to recapture unspent funds.
5. If there is no Next Payment as a result of the expiration or termination of this
Contract, then the Contractor shall return any difference between Actual
Expenditures and the final Quarterly Aggregate Payment within ten (10) calendar
days of King County’s review and analysis of the final BIP. Payment instructions will
be provided in writing by the County within three (3) business days of such final BIP
analysis.
6. As mutually agreed to in writing by the parties, the aggregate amount of any
and all reduced or withheld Next Payments described in Subsections 3 and 4
above may be carried forward into future Payment Periods to reimburse Contractor
for Actual Expenditures in excess of the Quarterly Aggregate Payment. Unless
otherwise agreed to by the parties, such reimbursement will be made with the Next
Payment.
7) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add the
following payment table:
2024 Payment Table
Date Due Payment
Period Payment / Fund Source Deliverable
April 12,
2024
January –
March 2024
$7,237 VSHSL Fund -
Veterans
On-time completion / submission of:
1. Accurate invoice
2. Individual-level and/or
aggregate level data
3. Summary of progress towards
2024 workplan and/or
milestones as applicable
4. General Ledger & Updated
Budget reflecting Quarterly
Expenditures due April 19,
2024
$59,214, VSHSL Fund -
Seniors
________
$66,451
_________
Total
July 15,
2024
April – June
2024
$7,237 VSHSL Fund -
Veterans
On-time completion / submission of:
1. Accurate invoice
2. Individual-level and/or
aggregate level data
3. Summary of progress towards
2024 workplan and/or
milestones as applicable
4. General Ledger & Updated
Budget reflecting Quarterly
Expenditures, due July 22,
2024
$59,214 VSHSL Fund -
Seniors
________
$66,451
_______
Total
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Auburn Senior Activity Center Page 5 of 5 Contract Amendment – 6204051
October 15,
2024
July –
September
2024
$7,237 VSHSL Fund -
Veterans
On-time completion / submission of:
1. Accurate invoice
2. Individual-level and/or
aggregate level data
3. Summary of progress towards
2024 workplan and/or
milestones as applicable
4. General Ledger & Updated
Budget reflecting Quarterly
Expenditures, due October
22, 2024
$59,214 VSHSL Fund -
Seniors
________
$66,451
_________
Total
January 15,
2025
October –
December
2024
$7,240 VSHSL Fund -
Veterans
On-time completion or submission of:
1. Accurate invoice
2. Individual-level and/or
aggregate level data
3. Summary of progress towards
2024 workplan and/or
milestones as applicable.
4. General Ledger & Updated
Budget reflecting Quarterly
Expenditures, due January
23, 2025
5. Annual narrative progress
report
$59,214 VSHSL Fund -
Seniors
________
$66,454
_________
Total
All other terms and conditions of this Contract and the attached Exhibit(s) remain unchanged and in
full force and effect. All capitalized terms not otherwise defined in this Amendment have the meaning
ascribed to them in the Contract or Exhibit.
IN WITNESS HEREOF, the parties hereto have caused this amendment to be executed and instituted
on the date first above written.
KING COUNTY
$docusign:SignHere::InternalSigner1
Auburn Senior Activity Center
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For King County Executive
$docusign:DateSigned::InternalSigner1
Signature
$docusign:FullName::Customer1
Date NAME (Please type or print)
$docusign:DateSigned::Customer1
Date
DocuSign Envelope ID: F3AD90BB-B83C-4834-A8B3-7BDF07B03624
3/7/2024
Nancy Backus3/7/2024