HomeMy WebLinkAbout2025-0001 - GF25-2611 - - 2025-2026 Health Point Dental Program - Health Point Docusign Envelope ID:C6374C11-Al1F-413B-89AA-C2C9CA53E071
CITY OF AUBURN
AGREEMENT FOR SERVICES
HealthPoint
Dental Program
THIS AGREEMENT made and entered into by and between the CITY OF AUBURN ("City"), a municipal
corporation of the State of Washington,and HealthPoint("Provider"),whose address is 955 Powell Avenue SW,
Renton,WA 98057.
In consideration of the conditions and the mutual promises and covenants contained in this Agreement,the parties
agree as follows:
1. Scone 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 Renresentations&Qualifications
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 progress toward
the metrics listed on Exhibit A tasks using the format,reporting requirements and template found
in 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
Contract Number: [GF25-2611]
Health Point Dental Program
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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 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.
Contract Number: [GF25-2611]
Health Point Dental Program
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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
This Agreement will be administered by Lisa Yohalem, on behalf of the Provider,and by the City Mayor
(or designee) on behalf of the City.
Contract Number: [GF25-2611]
Health Point Dental Program
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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 Depaitiiient Lisa Yohalem
City of Auburn HealthPoint
25 West Main St 955 Powell Avenue SW,
Auburn,WA 98001-4998 Renton,WA 98057
Phone: 253.876.1965 425.203.0454
Email: jdavison@auburnwa.gov lyohalem@healthpointchc.org
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$2,000,000 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$1,000,000 each occurrence,and no less
than$2,000,000 general aggregate.
(iii) Worker's Compensation coverage as required by the Industrial Insurance laws of the State
of Washington.
(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.
Contract Number: [GF25-2611]
Health Point Dental Program
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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.
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
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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
The Provider may not engage in any unfair 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 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.
Contract Number: [GF25-2611]
Health Point Dental Program
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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 5
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 HEALTHPOINT
Uoeusi nee by (—Signed by:
�_�
Nancy Backus,Mayor LisaYo ialem, CEO/Executive Director
Date: 1/21/2025 Date: 1/13/2025
Approved as to form:
(—Signed by
NAL Nut,
D CDCCBFO420
Pau yrne,Deputy City Attorney
Contract Number: [GF25-2611]
Health Point Dental Program
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EXHIBIT A
Provider/Program: HealthPoint Provide preventative and
restorative dental care for low
income auburn residents
Location/Mailing: Site Address: Mailing Address:
955 Powell Avenue SW 955 Powell Avenue SW,
Renton,WA 98057 Renton,WA 98057
Annual Funding: 2025: 2026:
Not to Exceed: $10,000 Not to Exceed$10,000
Provider Contact/Title: Lisa Yohalem CEO/Executive Director
Phone/Email: 425.203.0454 lyohalem@healthpointchc.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., 2nd 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 integrated,whole person health
care for low income and underserved populations, housing stability, workforce development, behavioral
health, financial literacy,parenting support and child and youth services.
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-The Provider agrees the services provided aim to meet the outcomes indicated.
City of Auburn residents will receive preventative oral care including regular check-ups, cleanings,
sealants, space maintainers and fluoride treatments. Residents will also receive restorative oral care that
includes exams,x-rays, crowns and fillings as well as addressing emergencies.
• 90%of the program participants will be low income.
• 100%of the program participants will receive quality dental care to address their needs.
Number Served-the Provider agrees to serve,at minimum,the following unduplicated number of Auburn
residents with awarded Human Services funds.
Contract Number: [GF25-2611]
Health Point Dental Program
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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 2"Quarter 3'Quarter 4th Quarter
Unduplicated Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
Auburn Residents
Served
2025 13 4 3 3 3
2026 13 4 3 3 3
Service Units-The Provider agrees to provide, at minimum,the following service units by quarter.
Service Unit 1: Dental Services
Measurement: One Visit
Description: Encounter with dental provider for preventative care, diagnosis, and treatment for Auburn
residents.
Service Unit 1 Annual 1st Quarter 2"d Quarter 3'Quarter 4th Quarter
Goal (Jan-Mar) (Apr-Jun) (Jul-Sept) (Oct-Dec)
2025 33 8 8 8 9
2026 33 9 8 8 8
3. Reporting Requirements:
All data/required forms shall be submitted using the Excel template found and submitted via Share lApp
(instructions to be provided). Required forms shall be submitted quarterly The 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.
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
SharelApp, data from this form will be used to track each program's progress toward meeting the goals
stipulated in the Scope of Services.
Contract Number: [GF25-2611]
Health Point Dental Program
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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 SharelApp.
Annual Demographics Report (due 4`h 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 15t11).
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
SharelApp annually(by January 15t11).
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 $10,000 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. Estimated quarterly payments are contingent upon meeting or
exceeding the above performance measure(s) for the corresponding quarter. If the service provider meets
the agreed-upon service unit targets and outcomes,full payment will be issued as outlined in this contract.
Payment will be calculated quarterly, reflecting the providers success in delivering the expected level of
service to the City of Auburn residents. This quarterly assessment ensures that funds are allocated based
on consistent performance and fulfillment of services.
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.
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:
Reporting Requirements I Redmond,WA
Estimated Quarterly Reimbursement Schedule
Year 1 Annual Award Year 2 Annual Award Two Year
Contract Total
2025 $10,000 2026 $10,000 $20,000
1st Qtr. $2,500 1st Qtr. $2,500
2na Qtr. $2,500 2na Qtr. $2,500
3ra Qtr. $2,500 3ra Qtr. $2,500
4th Qtr. $2,500 4th Qtr. $2,500
Contract Number: [GF25-2611]
Health Point Dental Program
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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. Reporting Requirements I Redmond, WA
Report templates can be found at the link above.
To ensure prompt payment,please submit all required attachments by the dates listed above.
Contract Number: [GF25-2611]
Health Point Dental Program
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