HomeMy WebLinkAbout02-17-2004 ITEM V-D-1CITY OF
e AGENDA BILL APPROVAL FORM
-RN
WASHINGTON
Agenda Subject 2004 General Fund Contract, Crisis Clinic
Date:
2/10/2004
Department:
Attachments:
Budget Impact:
Planning
Agreement
Administrative Recommendation:
City Council to authorize Mayor to enter into an agreement with Crisis Clinic to manage the South King
County Joint Funding of the Crisis Clinic Contract.
Background Summary:
In 2003 the City of Auburn passed Resolution 3564 and entered into a Memorandum of Understanding
between the City of Auburn and the Cities of Burien, Covington, Des Moines, Federal Way, Kent, Renton,
SeaTac, and Tukwila. The purpose of the MOU is for planning, funding, and implementation of a joint
human services application and funding program. The MOU allowed for extension of the terms as well as
for the addition of services/agencies under the joint funding agreement.
Under that MOU the City of Auburn has accepted responsibility for monitoring and payment of the
awarded funds to the Crisis Clinic for Crisis Line and Teen Link services. The City of Auburn enters into
the contract with Crisis Clinic, and via the MOU has billed the other South County Cities for their portion of
the contract.
03.11.2
Reviewed by Council & Committees:
Reviewed by Departments & Divisions:
❑ Arts Commission COUNCIL COMMITTEES:
❑ Building ❑ M&O
❑ Airport ❑ Finance
❑ Cemetery ❑ Mayor
❑ Hearing Examiner ❑ Municipal Serv.
❑ Finance ❑ Parks
❑ Human Services ❑ Planning & CD
❑ Fire ❑ Planning
❑ Park Board ❑Public Works
❑ Legal ❑ Police
❑ Planning Comm. ❑ Other
❑ Public Works ❑ Human Resources
Action:
Committee Approval: ❑Yes ❑No
Council Approval: ❑Yes ❑No Call for Public Hearing
Referred to Until _
Tabled Until
Councilmember: Singer Staff: Krauss
Meetin Date: February 17, 2004 Item Number: V.D.1
AUBURN *MORE THAN YOU IMAGINED
AGREEMENT FOR SERVICES
THIS AGREEMENT made and entered into this day of
2004, by and between the CITY OF AUBURN, a municipal
corporation of the State of Washington, hereafter referred to as "CITY", and CRISIS
CLINIC which is located at 1515 Dexter Ave. N Ste 300 Seattle, WA 98109, a non-profit
corporation organized under the laws of the State of Washington, hereafter referred to as
"AGENCY."
WHEREAS, The AGENCY provides a valuable service to the CITY and its
residents through the provision of telephone referral services through the Crisis Line; and
WHEREAS, the CITY is interested in continuing support of Crisis Clinic, including
development of additional resources and service sites, for low income Auburn residents;
WHEREAS, on January 7, 2003, the CITY entered into a Joint Funding
Memorandum of Understanding with the cities of Burien, Des Moines, Federal Way, Kent,
Renton, SeaTac and Tukwila ("Cities") to jointly fund and monitor a single contract with
Crisis Clinic for Telephone Services; and
WHEREAS, that Joint Funding Memorandum of Understanding allowed for
expansion of joint contracting procedures to extend to other services; and
WHEREAS, for the 2004 funding year the cities of Burien, Des Moines, Kent,
Renton, SeaTac, and Tukwila have chosen to fund the Crisis Clinic Teen Link program
through the Joint Funding Memorandum of Understanding; and
WHEREAS, it is the CITY's responsibility to enter into an agreement with Crisis
Clinic on behalf of the Cities which are party to said Memorandum of Understanding;
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Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 1 of 9
NOW, THEREFORE, In consideration of the covenants and conditions of this
Agreement, the parties agree as follows:
I. PURPOSE.
The purpose of this Agreement is to provide for an appropriation to the AGENCY
for providing services as set forth in Exhibit 1 through 3, and incorporated herein by this
reference as if fully set forth, to the Cities' residents during the 2004 term. This support is
in recognition of the fact that the demand for the services delivered by the AGENCY
continues to rise.
II. SCOPE OF SERVICES.
A. The parties agree and understand that the AGENCY agrees to provide services,
as described in Exhibits 1 through 3, which may include development of new resources, to
callers and clients from the Cities. Services to be provided are set forth in Exhibits 1
through 3 to this agreement, and incorporated herein by this reference as if fully set forth.
B. The Agency agrees to provide at a minimum the services outlined in the Exhibits.
Said services are to be completed no later than December 31, 2004.
III. TERM.
The term of this Agreement shall commence on January 1, 2004 and shall expire
on December 31, 2004.
IV. PERFORMANCE REPORTS AND COMPENSATION
A. The AGENCY shall provide to the City within 15 days of the close of each calendar
quarter a status report containing program statistics regarding the type and level of
services provided to the Cities, as well as financial information pertaining to the contract
agreement and expenditures. The City of Auburn will then forward that information to the
other participating Cities. The final report, which may include estimated service levels,
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Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 2 of 9
shall be submitted no later than December 12, 2004. Format and contents of these reports
are set forth in Exhibits 1 to 3 to this Agreement, which are incorporated herein by this
reference.
B. As full and total payment for the services provided under this Agreement, the CITY
agrees to pay the AGENCY the total amount of $31,580.00 as set forth in Exhibit 1. The
CITY will pay an amount equal to one-quarter of the total amount within thirty (30) days
following the CITY's receipt of quarterly invoices. The required format and content of
quarterly invoices is set forth in the Exhibits to this Agreement, and is incorporated herein
by this reference.
VI. INDEMNIFICATION.
The AGENCY agrees to defend, indemnify, and hold harmless the CITY, its
elected and appointed officials, employees and agents from and against any and all
claims, demands and/or causes of action of any kind or character whatsoever arising out
of or relating to services provided by the AGENCY, its employees, volunteers or agents
concerning any and all claims by any persons for alleged injury or damage to persons or
property to the extent caused by the negligent acts, errors or omissions of the AGENCY,
its employees, volunteers or agents or representatives. In the event that any suit or claim
for damages based upon such claim, action, loss or damage is brought against the CITY,
the AGENCY shall defend the same as its sole costs and expense; provided that the CITY
retains the right to participate in said suit if any principle of governmental or public law is
involved; and if final judgment be rendered against the CITY and/or its officers, elected
officials, agents and employees or any of them or jointly against the CITY and the
AGENCY and their respective officers, agents, volunteers, employees or any of them, the
AGENCY shall fully satisfy the same and shall reimburse the CITY any costs and expense
--------------------------------------
Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 3 of 9
which the CITY has incurred as a result of such claim or suit. The provisions of this
section shall survive the expiration or termination of this Agreement.
VII. INDEPENDENT CONTRACTOR/ASSIGNMENT.
The parties agree and understand that the AGENCY is an independent contractor
and not the agent or employee of the CITY and that no liability shall attach to the CITY by
reason of entering into this Agreement except as provided herein. The services required
under this Agreement may not be assigned or subcontracted by the AGENCY without the
prior written consent of the CITY.
VIII. INSURANCE.
The AGENCY shall procure and maintain for the duration of this Agreement
insurance against claims for injuries to persons or property which may arise from or in
connection with services provided by the AGENCY, it agents, employees or volunteers
under this Agreement. The AGENCY agrees to provide comprehensive general liability
insurance and shall maintain liability limits of not less than ONE MILLION DOLLARS
($1,000,000) combined single limit coverage per occurrence for bodily injury, personal
injury and property damage. Where professional services are provided as part of the
services rendered pursuant to this Agreement, as shown in Exhibit 1, the AGENCY shall
also provide and maintain professional liability coverage including errors and omissions
coverage in the minimum liability amount of ONE MILLION DOLLARS ($1,000,000)
combined single limit per occurrence for bodily injury, personal injury and property
damage. Any deductibles or self insured retentions in either policy must be declared to
and approved by the CITY. At the option of the CITY either: The insurer shall reduce or
eliminate such deductibles or self insured retentions as respects the CITY, its officials and
employees; or, The AGENCY shall procure a bond guaranteeing payment of losses and
--------------------------------------
Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 4 of 9
related investigations, claim administration and defense expenses. The policies are to
contain or be endorsed to contain the following provisions:
1) GENERAL LIABILITY COVERAGE:
The CITY, its elected and appointed officials, employees and agents are to be
covered as additional insureds as respects: Liability arising out of services and
activities performed by or on behalf of AGENCY, its employees, agents and
volunteers. The coverage shall contain no special limitations on the scope of
protection afforded to the CITY, its elected and appointed officials, employees or
agents.
2) GENERAL LIABILITY AND PROFESSIONAL LIABILITY COVERAGES:
(a) The AGENCY's insurance coverage shall be primary insurance as respects the
CITY, its officials, employees and agents. Any insurance or self insurance
maintained by the CITY, its officials, employees or agents shall be in excess of
the AGENCY's insurance and shall not contribute with it.
(b) Any failure to comply with reporting provisions of the policy shall not affect
coverage provided to the CITY, its officials, employees or agents.
(c) Coverage shall state that the AGENCY's insurance shall apply separately to
each insured against whom claim is bought or suit is brought except with
respect to the limits to the insurer's liability.
(d) Each insurance policy required by this clause shall be endorsed to state that
coverage shall not be suspended, voided, canceled, reduced in coverage, or in
limits except after thirty (30) days prior written notice by certified mail return
receipt requested has been given to the CITY. The AGENCY agrees to provide
--------------------------------------
Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 5 of 9
copies of the Certificates of Insurance to the CITY at the time that this
Agreement takes effect.
(e) The AGENCY shall furnish the CITY with Certificates of Insurance and with
original endorsements affecting coverage required by this clause. The
certificate and endorsements for each insurance policy are to be signed by a
person authorized by that insurer to bind coverage on its behalf. The CITY
reserves the right to require complete, certified copies of all required insurance
policies at any time.
(f) The AGENCY shall include all volunteers, employees and agents under its
policies or shall furnish separate certificates and endorsements for each. All
coverages for volunteers shall be subject to all the requirements stated herein.
IX. NONDISCRIMINATION.
The AGENCY shall not discriminate under any services or programs to which this
Agreement may apply directly or through contractual or other arrangements on the
grounds of race, color, creed, religion, national origin, sex, age, or the presence of any
sensory, mental or physical handicap.
X. BOOKS AND RECORDS.
The AGENCY agrees to maintain separate accounts and records in accordance
with State Auditor's procedures, including personnel, property, financial and programmatic
records which sufficiently reflect direct and indirect costs and services performed under
this Agreement. The AGENCY agrees to maintain all books and records relating to this
Agreement for a period of three (3) years following the date that this Agreement is expired
or otherwise terminated. The parties agree that the CITY OF AUBURN may inspect such
documents upon good cause at any reasonable time within the three (3) year period.
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Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 6of9
XI. TERMINATION OF AGREEMENT.
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.
XII. GENERAL PROVISIONS.
A. The AGENCY agrees to submit a report to the CITY no later than
December 12, 2004, describing the progress and activities performed for
the year 2004 under its scope of services.
B. This Agreement shall be governed by the laws, regulations and ordinances
of the City of Auburn, the State of Washington, and County of King and
where applicable, Federal laws.
C. The CITY and the AGENCY respectively bind themselves, their
successors, volunteers, assigns and legal representatives to the other
party to this Agreement and with respect to all covenants to this
Agreement.
D. This Agreement represents the entire and integrated Agreement between
the CITY and the AGENCY and supersedes all prior negotiations. This
Agreement may be amended only by written instrument signed by both the
CITY and the AGENCY.
E. Should it become necessary to enforce any term or obligation of this
Agreement, then all costs of enforcement including attorneys' fees and
expenses and court costs shall be paid to the substantially prevailing party.
F. The AGENCY agrees to comply with all local, state and federal laws
applicable to its performance under this Agreement.
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Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 7 of 9
ATTEST:
Danielle E. Daskam,
City Clerk
APPROVED AS TO FORM:
Daniel B. Heid,
City Attorney
STATE OF WASHINGTON )
)ss
COUNTY OF KING )
CITY OF AUBURN
PETER B. LEWIS
MAYOR
CRISIS CLINIC
KATHLEEN SOUTHWICK
EXECUTIVE DIRECTOR
On this 10th day of February, 2004, before me, the undersigned, a Notary
Public in and for the State of Washington, personally appeared Kathleen
Southwick, to me known to be the Executive Director of Crisis Clinic, the non-profit
corporation that executed the within and foregoing instrument, and acknowledged
said instrument to be the free and voluntary act and deed of said non-profit
corporation for the uses and purposes therein mentioned, and on oath stated that
he/she is authorized to execute said instrument on behalf of said non-profit
corporation.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed my
official seal the date hereinabove set forth.
Coral Letnes
NOTARY PUBLIC in and for the State of
Washington, residing in Shoreline, Washington
MY COMMISSION expires: November 20, 2006
Agreement — GF- xxxx, Crisis Clinic
February 9, 2004
Page 9 of 9
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EXHIBIT 1, GF-xxxx
2004 PERFORMANCE MEASURES
- TEEN LINK
*All grant funds go toward the salary of the Youth Services Manager, Daemond Arrindell.
Annual Salary + Benefits = $34,736.
Narrative: Please attach other relevant information, including current trends, program
developments, special events, publicity, community education, etc. If actual service
units are lower than anticipated, please explain.
101::_
Proposed
Service Units
City
2004
Award
Amount
# of
Incoming
Calls
# of
Training
Hours
% of Salary
Paid
by City*
Des Moines
$ 1,500
Federal Way
3,000
30
300
8.64%
Renton
1,000
15
80
2.88%
SeaTac
1,000
4
50
Tukwila
1,000
4
48
2.88%
TOTAL
$ 7,500
*All grant funds go toward the salary of the Youth Services Manager, Daemond Arrindell.
Annual Salary + Benefits = $34,736.
Narrative: Please attach other relevant information, including current trends, program
developments, special events, publicity, community education, etc. If actual service
units are lower than anticipated, please explain.
101::_
Agency: Crisis Clinic
Program: Crisis Line
Report for _ 18` Qtr/Jan-Mar
EXHIBIT 2, GF-xxxx
CITY OF AUBURN
2004 Quarterly Financial Report
Date:
—2 nd Qtr/Apr-Jun _ 3rd Qtr/Jul-Sep —4 th Qtr/Oct-Dec
Requested
Reimbursement:
Detail as Applicable:
Cost Categories
Budget
Award
This
Request
Cumulative
to date
Award
Balance
1a
Personnel/Agency Services,
Crisis Line
$31,580.00
1b
Personnel/Agency Services,
Teen Link
$ 7,500.00
2
Office/Operating Supplies
3
Consultant or Purchased
Services
4
Direct Client Assistance
5
Communications
6
Travel & Training
7
Intra -Agency Support
8
Other per Detail
Grand Total
$39,080.00
Requested
Reimbursement:
Detail as Applicable:
CITY OF AUBURN
2004 Demographic Report
Agency: Crisis Clinic
Program: Crisis Line
Date:
EXHIBIT 3, GF-xxxx
Category
IN 2nd 3ro 4th Total YTD
Client
Algona
Residence-
"List all clients
served in this
category.
Auburn
Black Diamond
Burien
Covington
Des Moines
In all other
categories list
participating
Enumclaw
Federal Way
cities' clients
only.
Kent
Maple Valle
Normandy Park
Pacific
Renton
SeaTac
Seattle
Tukwila
Unincorporated. King Count
Other:
Unknown
TOTAL
Client
Income
Level
30% of median or below
50% of median or below
80% of median or below
Above 80% of median
Unknown
TOTAL
Client
Female
Gender
Male
Client
Age
0-4
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
DRAFT
COVER PAGE, Reso No. GF-xxxx
CITY OF AUBURN
HUMAN SERVICE AGREEMENT
2003 INVOICE FOR CONTRACTED SERVICES
To: City of Auburn, Attn: Shirley Aird, Planning Department
25 West Main, Auburn, WA 98001
Agency: Crisis Clinic Date:
1515 Dexter Ave. N Ste 300 206.461.3210
Seattle, WA 98109 206.461.8368
Contact: Coral Letnes
Invoice for: ❑ 1St Quarter, January to March — Due April 15, 2004
❑ 2nd Quarter, April to June — Due July 15, 2004
❑ 3rd Quarter, July to September— Due October 15, 2004
❑ 4th Quarter (Preliminary, Cover sheet and Ex. B only) October to December — Due
December 12, 2004
❑ 4th Quarter (Final) October to December — Due January 31, 2005
Amount Requested:
Required Attachment Checklist: _ Exhibit A — Quarterly Service Report
_ Exhibit B — Quarterly Financial Report
_ Exhibit C — Demographic Report (2"d and 4th Quarters only)
_ Logic Model/Outcomes Report (1St and 4th Quarters only)
Proof of Insurance (15t quarter and/or if expired since last
reimbursement request)
I certify to the best of my knowledge that this invoice and attachments reflect actual service provided to
the stated clients.
Signature of Authorized Representative
Date
The City of Auburn will issue payment upon this invoice within thirty (30) business days of receipt. To
ensure prompt payment, please submit this form and all required attachments by the date listed above.
FOR CITY OF AUBURN USE ONLY:
Contract Amount:
Payments Year to Date:
Payment this invoice:
Authorized to Pay:
Signature
Date:
Date:
Date:
Date:
Contract Balance:
Date
COVER PAGE — MUST BE SIGNED AND SUBMITTED WITH EACH PAYMENT REQUEST
DRAFT DRAFT DRAFT