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Home My WebLink AboutContract ID 6204051 Extention_Auburn Senior Activity Center _SIGNED_ Jan 04 2024--v4--2024-03-06-182927--tn DocuSign Envelope ID: F3AD9OBB-B83C-4834-A8B3-7BDF07B03624 L41 Department of Community and Human Services Adult Services Division King County 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 FUNDING FUNDING LEVELS EFFECTIVE DATES NAME SOURCES TYPE Veterans, Seniors and County $265,807.00 01/01/2024 - 12/31/2024 Human Services Levy 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 Auburn Senior Activity Center Page 1 of 5 Contract Amendment—6204051 DocuSign Envelope ID: F3AD9OBB-B83C-4834-A8B3-7BDF07B03624 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 Funding Period Fund Source Funding Alignment Allocation 2021 VSHSL Fund - Seniors $219,241 01/01/2021 — 12/31/2021 2021 VSHSL Fund - $23,026 Veterans 2022 VSHSL Fund - Seniors $231,803 Social Engagement 01/01/2022 — 12/31/2022 2022 VSHSL Fund - $27,778 Veterans 2023 VSHSL Fund - Seniors $236,856 01/01/2023 — 12/31/2023 2023 VSHSL Fund - $28,951 Veterans 2024 VSHSL Fund - $236,856 01/01/2024 — Seniors 12/31/2024 $28,951 2024 VSHSL Fund - Veterans 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: Auburn Senior Activity Center Page 2 of 5 Contract Amendment—6204051 DocuSign Envelope ID: F3AD9OBB-B83C-4834-A8B3-7BDF07B03624 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 Auburn Senior Activity Center Page 3 of 5 Contract Amendment—6204051 DocuSign Envelope ID: F3AD9OBB-B83C-4834-A8B3-7BDF07B03624 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 Payment/ Fund Source Deliverable Period April 12, January— $7,237 VSHSL Fund - On-time completion /submission of: 2024 March 2024 Veterans 1. Accurate invoice $59,214, VSHSL Fund - 2. Individual-level and/or Seniors aggregate level data 3. Summary of progress towards 2024 workplan and/or $66,451 Total milestones as applicable 4. General Ledger& Updated Budget reflecting Quarterly Expenditures due April 19, 2024 July 15, April—June $7,237 VSHSL Fund - On-time completion /submission of: 2024 2024 Veterans 1. Accurate invoice $59,214 VSHSL Fund - 2. Individual-level and/or Seniors aggregate level data 3. Summary of progress towards $66,451 Total 2024 workplan and/or milestones as applicable 4. General Ledger& Updated Budget reflecting Quarterly Expenditures, due July 22, 2024 Auburn Senior Activity Center Page 4 of 5 Contract Amendment—6204051 DocuSign Envelope ID: F3AD9OBB-B83C-4834-A8B3-7BDF07B03624 October 15, July— $7,237 VSHSL Fund - On-time completion /submission of: 2024 September Veterans 1. Accurate invoice 2024 $59,214 VSHSL Fund - 2. Individual-level and/or Seniors aggregate level data 3. Summary of progress towards $66,451 Total 2024 workplan and/or milestones as applicable 4. General Ledger& Updated Budget reflecting Quarterly Expenditures, due October 22, 2024 January 15, October— $7,240 VSHSL Fund - On-time completion or submission of: 2025 December Veterans 1. Accurate invoice 2024 $59,214 VSHSL Fund - 2. Individual-level and/or Seniors aggregate level data 3. Summary of progress towards $66,454 Total 2024 workplan and/or milestones as applicable. 4. General Ledger& Updated Budget reflecting Quarterly Expenditures, due January 23, 2025 5. Annual narrative progress report 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 Auburn Senior Activity Center a—DocuSigned by: —DocuSigned by: cLu(s{iaun, V x,5 tat.tAtm.4 B86A8D03E2A94A8 —FEC92ABD17E047C For King County Executive Signature 3/7/2024 Nancy Backus Date NAME (Please type or print) 3/7/2024 Date Auburn Senior Activity Center Page 5 of 5 Contract Amendment—6204051