HomeMy WebLinkAbout2025-0026 - GF25-2623 - - 2025-2026 Vine Maple Place - Vine Maple Place Docusign Envelope ID:80162A15-8BE9-46A8-8B87-044FD642F181
CITY OF AUBURN
AGREEMENT FOR SERVICES
Vine Maple Place
THIS AGREEMENT made and entered into by and between the CITY OF AUBURN ("City"), a
municipal corporation of the State of Washington, and VINE MAPLE PLACE ("Provider"), whose
address is PO Box 1092,Maple Valley,WA 98038.
In consideration of the conditions and the mutual promises and covenants contained in this Agreement,
the parties agree as follows:
1. Scope of Services
The Provider agrees to perform the tasks described in Exhibit"A"to this Agreement. The Provider
will be responsible for providing work products and services of a quality and professional standard
acceptable to the City. Without additional compensation, the Provider will correct or revise any
negligent errors, omissions or other deficiencies in any required plans, designs, drawings,
specifications, reports and/or other services, whether during or after the Term of this Agreement.
The City's approval of Provider's services will not in any way relieve the Provider of responsibility
for service accuracy and adequacy.
2. Additional Services
The Parties will amend this Agreement if additional services are required beyond those specified
in Exhibit A and/or included in the compensation amount for this Agreement.An amendment must
be written and agreed to by the Parties before Provider performs any additional services, and it
must specify the nature, scope, and payment terms for the additional services. If the time period
for completing additional services makes the advance signing of an amendment impractical, the
Provider agrees to perform only the additional services requested in writing by an authorized City
representative pending the signing of an Amendment as set forth in this Section. The invoice
procedure for any additional services is described in Section 4 of this Agreement.
3. Provider's Representations& Oualifications
The Provider represents and warrants that it has all the required licenses, certifications and
qualifications to perform the services in this Agreement. Provider represents that its signatory to
this Agreement has the requisite legal authority to bind Provider to the terms and conditions of this
Agreement.
4. Compensation
a. As compensation for the Provider's performance of this Agreement,the City will pay the
Provider the fees and costs specified in Exhibit "A". The City's payments will fully
compensate Provider for work performed/services rendered and for all labor, materials,
supplies, equipment, overhead, profit, and incidentals necessary for Provider to complete
the work.
b. The Provider will submit quarterly invoices or statements to the City detailing the time
spent on Exhibit A tasks using the format, reporting requirements and template found in
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Exhibit B. Upon its acceptance of the invoice or statement, the City will process it in its
next billing/claim cycle and will remit payment to the Provider(subject to any conditions
or provisions in this Agreement or an Amendment).This Agreement's number must appear
on all submitted invoices. Provider will submit copies of any documents supporting an
invoice or statement to the City upon request.
c. If the Provider 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 as
outlined in Exhibit"A".
d. The Provider 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
Exhibit"A", Scope of Services as reimbursable goods or services.
5. Equity and Inclusion Training
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. The Human Services
Program requires agencies receiving funding to participate in annual equity and inclusion training
for their program staff and volunteers.
a. Training. The annual equity and inclusion training is expected to cover themes related to
impacts of institutional racism,power and privilege, or implicit bias.
b. Scheduling. City of Auburn Human Service staff will coordinate four training options
throughout the year that meet these education requirements. Program staff will need to
register for training options and provide verification of attendance no later than December
1 of each contract year or program may not be eligible for full annual reimbursement.
Verification of workshop submitted to City Staff must include the following: Training
session attended,program attendees, and hours attended.
c. Alternatives. If the Providers utilizes in-house equity and inclusion training, approval is
required from Human Services staff to ensure training meets education goals. If the
Provider utilizes a third-party for training,approval is required from Human Services staff
to ensure training meets education goals and Provider agrees to incur associated costs of
training.
6. Time for Performance, Term, and Termination of Agreement
a. The Provider will begin no work under this Agreement until authorized by the City in
writing. The term of this Agreement commences on the date that the last party signs it(as
reflected on the signature page). Once commenced, Provider shall complete the
performance of all services in Exhibit A, unless the Parties otherwise agree in writing.
Reporting requirements, timeline as well as report formats for all reports and
reimbursement requests must be in the form as noted in Exhibit B of this agreement.
b. Termination for cause. Either party may terminate this Agreement for cause with written
notice to the other party. A termination is "for cause" if a party substantially fails to
perform in accordance with the terms of this Agreement through no fault of the other party.
The notice will specify the termination reason(s) and its effective date. If the City
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terminates this Agreement for cause, all City payments otherwise due to Provider will be
suspended and the City will have no further obligations to Provider.
a. Termination for Convenience. The City may terminate this Agreement for convenience
upon at least 7 days'written notice to the Provider. The notice shall contain the termination
effective date. If the termination is through no fault of the Provider, the City will
compensate Provider for services performed up to the termination effective date in
accordance with the Exhibit B compensation rate. This compensation will fully satisfy the
City's obligations under this Agreement and will discharge the City from any further
obligations and liabilities to the Provider (including any Provider claims of anticipated
profits or other consequential damages resulting from the termination).
b. Upon receipt of any termination notice,the Provider will promptly discontinue all services
and deliver to the City all data,drawings,specifications,reports,summaries,and such other
information and materials the Provider has accumulated, prepared, or obtained in
performing this Agreement(whether fully or partially completed).
c. The rights and remedies in this Section do not exclude any other legal or equitable rights
or remedies available to the City.
7. Ownership and Use of Documents
The City will own all documents, reports,memoranda, diagrams, sketches,plans, surveys, design
calculations, working drawings and any other materials that the Provider creates or prepares in
performing this Agreement(the"Work Products"). The City may use these work products for any
lawful purpose. Provider acknowledges that this Agreement and the work products are public
records subject to RCW 42.56 unless exempt from public records disclosure requirements. The
Provider agrees to fully assist the City in identifying, locating, and copying any records Provider
possesses that the City determines in its sole discretion are responsive to a Public Records request.
8. Records Inspection and Audit
All City payments are subject to adjustment for any amounts found upon audit or otherwise to have
been improperly invoiced. The City may inspect and audit any Provider records and books of
account pertaining to any work performed under this Agreement for up to 3 years after the City's
final payment to Provider. If any litigation, claim, dispute, or audit is initiated before this 3-year
period expires,Provider shall retain all records and books of account for any work performed under
this Agreement until final resolution of any such litigation, claim,dispute, or audit.
9. Continuation of Performance
If any dispute or conflict arises between the parties while this Agreement is in effect,the Provider
agrees to cooperate and continue in good faith toward successful completion of its responsibilities
under this Agreement notwithstanding such dispute or conflict.
10. Independent Contractor
The Provider will perform the services as an independent contractor and will not be deemed by
virtue of this Agreement or the performance of it to be in a partnership,joint venture,employment,
or other relationship with the City. Nothing in this Agreement creates any contract relationship
between the City and the Provider's employees, agents,or subcontractors.
11. Administration of Agreement
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This Agreement will be administered by Michelle Frets, on behalf of the Provider, and by the
City Mayor(or designee)on behalf of the City.
12. Notices
Notices or communications permitted or required under this Agreement will be written and
delivered to the following addresses:
Notice to the City: Notice to Provider:
Human Services Department Michelle Frets
City of Auburn Vine Maple Place
25 West Main St PO Box 1092,
Auburn,WA 98001-4998 Seattle,WA 98038
Phone: 263.876.1965 425.432.2119
Fax: 253.931.4005 dottih@vinemapleplace.org
Email: jdavison@auburnwa.gov
Either party may change its above address by giving written notice to the other party. Notices to
non-parties will be delivered as designated by a party to this Agreement.
13. Insurance
a. The Provider will, at its sole expense, procure and maintain for the duration of this
Agreement and for 30 days thereafter 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 Provider,its agents,representatives,or employees.
b. Provider's maintenance of insurance as required by the Agreement will not be construed
to limit the liability of the Provider to the coverage provided by such insurance, or
otherwise limit the City's recourse to any remedy available at law or in equity.
c. The Service Provider will obtain insurance of the types described below:
(i) Automobile Liability insurance covering all owned, non-owned, hired and leased
vehicles. Coverage will be at least as broad as Insurance Services Office (ISO)
form CA 00 01 (provider may use a substitute form providing equivalent liability
coverage). Provider will maintain automobile insurance with minimum combined
single limit for bodily injury and property damage of$1,000,000 per accident.
(ii) Commercial General Liability insurance will be at least as broad as ISO occurrence
form CG 00 01 and will cover liability arising from premises,operations,stop-gap
independent contractors, products-completed operations, personal injury and
advertising injury, and liability assumed under an insured contract. The City will
be named as an additional insured under the Provider's Commercial General
Liability insurance policy with respect to the work performed for the City using an
additional insured endorsement at least as broad as ISO Additional Insured
endorsement CG 20 26. Commercial General Liability insurance will be written
with limits no less than$2,000,000 each occurrence,$2,000,000 general aggregate.
(iii) Worker's Compensation coverage as required by the Industrial Insurance laws of
the State of Washington.
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(iv) Professional Liability insurance appropriate to the Provider's profession with
limits no less than$2,000,000 per claim and$2,000,000 policy aggregate limit.
d. For Automobile Liability and Commercial General Liability insurance, the policies are to
contain, or be endorsed to contain that Provider's insurance coverage will be primary
insurance as respects the City. Any insurance, self-insurance, or self-insurance pool
coverage maintained by the City will be excess of the Provider's insurance and will not
contribute with it.
e. Insurance is to be placed with an authorized insurer in Washington State. The insurer must
have a current A.M. Best rating of not less than A:VII.
f. The Provider will furnish the City with original certificates of insurance and a copy of the
amendatory endorsements, including but not necessarily limited to the additional insured
endorsement, evidencing the insurance requirements of this Agreement before
commencement of the work.
g. The City reserves the right to require that complete, certified copies of all required
insurance policies and/or evidence of all subcontractors' coverage be submitted to the City
at any time. The City may withhold payment if the Provider does not fully comply with
this request.
h. If the Provider maintains higher insurance limits than the minimums shown above,the City
will be insured for the full available limits of Commercial General and Excess or Umbrella
liability maintained by the Provider,irrespective of whether such limits maintained by the
Provider are greater than those required by this Agreement or whether any certificate of
insurance furnished to the City evidences limits of liability lower than those maintained by
the Provider.
i. The provider will provide the City with written notice of any policy cancellation within
two business days of their receipt of such notice. Failure by the Provider to maintain the
insurance as required will constitute a material breach of this agreement, upon which the
City may, after giving five (5)business days' notice to the Provider to correct the breach,
immediately terminate the agreement or,at its discretion,procure or renew such insurance
and pay any and all premiums in connection therewith, with any sums so expended to be
repaid to the City on demand, or at the City's sole discretion, offset against funds due the
Provider from the City.
14. Indemnification/Hold Harmless
a. Except for injuries and damages caused by the sole negligence of the City, the Provider
will defend, indemnify and hold the City and its officers, officials, employees, and
volunteers harmless from any and all claims, injuries, damages, losses, or suits of every
kind, including attorney fees and litigation expenses, arising out of or resulting from the
acts, errors, or omissions of the Provider, its employees, agents, representatives, or
subcontractors,including employees,agents,or representatives of its subcontractors,made
in the performance of this Agreement, or arising out of worker's compensation,
unemployment compensation, or unemployment disability compensation claims.
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b. 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 Provider and the City, its officers, officials, employees, and volunteers,the Provider's
liability,including the duty and cost to defend,hereunder shall be only to the extent of the
Provider's negligence.
c. If is further specifically and expressly understood that this indemnification constitutes the
Provider'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 will survive the expiration or termination of this Agreement.
d. The provisions of this section were separately and mutually negotiated by the
parties.
15. Assignment
Neither party to this Agreement may partially or wholly assign any right or obligation in it without
the other party's prior written consent. No assignment or transfer of any interest under this
Agreement will release the assignor from any liability or obligation under this Agreement or cause
any such liability or obligation to be reduced to a secondary liability or obligation.
16. Nondiscrimination
Subject to other prevailing law,the Provider may not engage in any unlawful practice identified in
RCW 49.60.180 and/or 42 U.S.C. §2000e-2 in the performance of any services or activities under
this Agreement(either directly or through contractual,hiring, or other arrangements).
17. Amendment,Modification and Waiver
No amendment,modification,or waiver of any condition,provision,or term of this Agreement will
be valid or effective unless written and signed by the party to be bound(or the party's authorized
representative),specifying the nature and extent of such amendment,modification or waiver. Any
waiver,approval or acceptance,or payment by any party will not affect or impair that party's rights
arising from any default by the other party.
18. Parties in Interest
This Agreement will bind (and its benefits and obligations will inure to) the parties and their
respective successors and assigns. This section will not permit any transfer or assignment otherwise
prohibited by this Agreement. This Agreement is for the exclusive benefit of the parties, and it
does not create a contractual relationship with or exist for the benefit of any third party(including
contractors, sub-contractors and sureties).
19. Force Maieure
Delays in performing this Agreement will be excused to the extent caused by acts outside a party's
control, such as fires, cyber/ransomware attacks, earthquakes, floods, explosions, actions of the
elements, riots, mob violence, strikes, pandemics, labor strikes or lockouts, and state or federal
government emergency orders.
20. Applicable Law
This Agreement and the rights of the parties under it will be governed by the laws,regulations,and
ordinances of the City, King County, and the State of Washington. Venue for actions involving
this agreement will be in the county where the property or project is located,or in King County if not
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site specific. An applicable statute of limitation will commence no later than the Provider's
substantial completion of the services in this Agreement.
21. Captions. Headings and Titles
All captions, headings or titles in the paragraphs or sections of this Agreement are inserted for
convenience of reference only and will not act to limit the scope of their particular paragraph or
section. Where appropriate, the singular will include the plural (and vice versa), and masculine,
feminine and neuter expressions will be interchangeable. This Agreement has been drafted by
mutual agreement of the parties, and it will be interpreted and/or constructed without regard to its
drafter.
22. Severable Provisions
Each provision of this Agreement is intended to be severable. The illegality or invalidity of any
provision in this Agreement will not affect the validity of the Agreement's remaining provisions.
23. Entire Agreement
This Agreement (together with any subsequent amendments or addendums) contains the entire
understanding of the parties regarding its subject matter, and it supersedes all prior oral or written
representations, agreements and understandings between the parties. No other oral or written
understandings regarding this Agreement shall bind any party.
24. Non-Availability of Funds
Every City obligation under this Agreement is contingent on the availability of appropriated or
allocated City funds. If funds required for the City's performance are not allocated and available,
the City may terminate this Agreement at the end of the available funding period and without the
required Section 6 seven days' notice. The City will not be liable if it exercises this provision and
will not be obligated or liable for any future payments or damages as a result of termination under
this Section.
25. Counterparts
This Agreement may be executed in multiple counterparts,with each counterpart being one and the
same Agreement, and the Agreement will become effective when one or more counterparts have
been signed by each of the parties and delivered to the other party.
IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed effective the day
and year first set forth above.
CITY OF AUBURN VINE MAPLE PLACE
DocuSi ned by: nn,,Signed by: 'n.�
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Nancy Tiacicus,Mayor Michelle Frets, Executive Director
1/17/2025 1/17/2025
Date: Date:
Approved as to form:
Signed by:
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YU A l.Ul.l.bt 04L
Paut Byrne,beputy City Attorney
Contract Number:GF25-2623
Vine Maple Place
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Docusign Envelope ID:80162A15-8BE9-46A8-8B87-044FD642F181
EXHIBIT A
Provider/Program: Vine Maple Place Emergency Shelter
Location/Mailing: Site Address: Mailing Address:
PO Box 1092 PO Box 1092,
Maple Valley,WA 98038 Seattle,WA 98038
Annual Funding: 2025: 2026:
Not to Exceed: $100,000 Not to Exceed$100,000
Provider Contact/Title: Michelle Frets CEO/Executive Director
Phone/Email: 425.432.2119 dottih@vinemapleplace.org
City Contact/Title: Jody Davison CDBG/Human Service Program
Coordinator
Phone/Email: 253.876.1965 jdavison@auburnwa.gov
Location/Mailing: Site Address: Mailing Address:
1 East Main St.,2°d floor 25 West Main St.
Auburn,WA 98002 Auburn,WA 98001-4998
1. Project Summary:
Provider shall utilize City of Auburn funds to provide services that include access to an emergency
shelter,support services that include housing,employment,financial literacy,behavioral health and
parent support.
Contractors/Grant recipients are prohibited from making any program services, resources,
assistance, 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:
Outcomes- Clients will receive core services include access to emergency housing, financial
literacy training,behavioral health services,parent support and or child and youth services as well
as referrals to employment.
Outcome 1: 93%of program participants will achieve housing stability upon program exit
Outcome 2:75%of eligible residents in the program will exit with stable employment and an hourly
wage of no less than$21.00 per hour plus benefits.
Number Served - the Provider agrees to serve, at minimum, the following unduplicated number
of Auburn residents with awarded Human Services funds.
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For the purposes of meeting outcomes, an Auburn resident is defined as an individual currently
within the city limits of Auburn who seeks services and may lack stable or permanent housing.
Verification of residency may include self-reported location during intake, where individuals can
indicate their current presence in Auburn,as well as documentation from local shelters or outreach
programs that maintain records of individuals accessing services. Additionally, data from the
Homeless Management Information System (HMIS), if utilized by the city, can provide further
confirmation of homelessness.
It is important to note that verification will not rely on the last zip code where the individual
had stable housing. Only individuals meeting this definition will be counted toward service
unit targets and outcome metrics.
Number of Annual 1st Quarter 2nd Quarter 3rd Quarter 4th Quarter
Unduplicated Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
Auburn Residents
Served
2025 545 137 136 136 136
2026 665 167 166 166 166
Service Units-the Provider agrees to provide,at minimum,the following service units by quarter.
Service Unit 1: #of Individuals receiving case management
Service Unit 1 Annual 1st Quarter 2"Quarter 3rd Quarter 4th Quarter
Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
2025 545 137 136 136 136
2026 665 167 166 166 166
Service Unit 2: #of Individuals reaching housing stability
Service Unit 2 Annual 1st Quarter 2"d Quarter 3"Quarter 4th Quarter
Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
2025 294 74 73 73 74
2026 359 90 90 89 90
Service Unit 3: #of Individuals employed on exit
Service Unit 3 Annual 1st Quarter 2nd Quarter 3"Quarter 4th Quarter
Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
2025 65 17 16 16 16
2026 80 20 20 20 20
3. Reporting Requirements:
All data/required forms shall be submitted using Excel template found and submitted via SharelApp
(instructions to be provided). Required forms shall be submitted quarterly and/or annually; 1st, 2nd
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and 3'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.
If the service provider fails to report by the designated deadline above,the service provider shall forfeit
all quarterly payments not previously submitted. It is important to note that any remaining funds not
previously paid out due to late reporting, will not roll over to the next year. Service provider agrees
that such funds will be considered forfeited and will no longer be available for use under the current
contract.
Quarterly Service Unit Report(due with each submittal): Submitted Excel report uploaded through
Share lApp, data from this form will be used to track each program's progress toward meeting the
goals stipulated in the Scope of Services.
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 Provider/program. Reimbursement
requests must be signed and uploaded through Share lApp.
Annual Demographics Report (due 4th quarter): Submitted via Excel form, the Provider 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 Share lApp(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 Share lApp annually(by January 15th).
Annual Equity Training Report (due 4th quarter): Submitted via Word Document and should
demonstrate, date of training, training overview, staff in attendance, hours of training received.
Training Report should be emailed to Human Services staff in the quarter the training was completed,
and no later than December 31.
4. Compensation:
The City will pay a fee to the Provider for services not to exceed$100,000 per year. The Provider
agrees that it will meet the specific funding conditions identified and acknowledges that payment
to the Provider will not be made unless the funding conditions and equity training component 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.
If the service provider does not meet the required service unit targets either quarterly or annually,
payments will be adjusted accordingly. Service units will be prorated based on the actual number
of Auburn residents served relative to the agreed target. Payments will be calculated quarterly,
contingent on the provider's performance in meeting established metrics. This ensures that
payments are aligned with the level of service delivered to Auburn residents.
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The Provider shall submit reimbursement requests in the format requested by the City.
Reimbursement requests must be signed and completed with the Quarterly Report submitted
through SharelApp: Zengine(zengineha.com)
Estimated Quarterly Reimbursement Schedule
Year 1 Annual Award Year 2 Annual Award Two Year
Contract Total
2025 $100,000 2026 $100,000 $200,000
1st Qtr. $25,000 lst Qtr. $25,000
2nd Qtr. $25,000 2nd Qtr. $25,000
3rd Qtr. $25,000 3rd Qtr. $25,000
4th Qtr. $25,000 4th Qtr. $25,000
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EXHIBIT B
CITY OF AUBURN REPORTING DETAILS FOR HUMAN SERVICES ACTIVITIES
REPORTING TIMELINES
2025 Quarterly Reports due by: 1st Qtr. (January—March)due: April 15,2025
2nd Qtr. (April—June)due: July 15,2025
3rd Qtr.(July—September)due: October 15,2025
4th Qtr.(October—December)due: first week of January 2026
Equity and Inclusion Form due: Quarter training completed,no later than December 31,2025
2026 Quarterly Reports due by: 1st Qtr.(January—March)due: April 15,2026
2nd Qtr. (April—June)due:July 15,2026
3rd Qtr.(July—September)due: October 15,2026
4th Qtr.(October—December)due: first week of January 2027
Equity and Inclusion Form due: Quarter training completed,no later than December 31,2026
Attached report examples:
Quarterly Reimbursement Report(due each quarter)
Annual Demographics Report(due January 15th)
Annual Outcomes Report(due January 15th)
Equity and Inclusion Form(Qtr.training completed)
Quarterly Reports should be uploaded via SharelApp by the above due dates. City staff will be
able to review reports through that platform. Zengine(zengineho.com)
Report templates can be found at the link above.
To ensure prompt payment,please submit all required attachments by the dates listed above.
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