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HomeMy WebLinkAboutValley Cities Counseling and Consulation CITY OF AUBURN - AGREEMENT FOR SERVICES /1 THIS two year AGREEMENT made and entered into this 0251-% day of 1-r PA-1- , 2015, by and between the CITY OF AUBURN, a municipal corporation of the State of Washington, hereafter referred to as "CITY", and VALLEY CITIES COUNSELING AND CONSULTATION, which is located at 2704 I Street NE, Auburn, Washington 98002, 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 mental health counseling and therapy for victims of domestic violence; and WHEREAS, the CITY is interested in continuing support of the AGENCY, including development of additional resources and service sites, for low income Auburn residents; 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 Exhibits and incorporated herein by this reference as if fully set forth, to Auburn residents during the 2015-2016 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 which may include development of new resources, to low income Auburn residents. Services to be provided are set forth in Exhibits of 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, of said contract year. III. TERM The term of this Agreement shall commence on January 1, 2015 and shall expire on December 31, 2016. Provided that if the Auburn City Council does not appropriate sufficient funding for the 2016 calendar year this Agreement shall terminate on December 31, 2015. City of Aubum Agreement: GF-15/1633, Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1, 2015 Page 1 of 6 IV. PERFORMANCE REPORTS AND COMPENSATION A. The AGENCY shall provide reports to the City within 15 days of the close of each calendar quarter. Reporting requirements are outlined in the Exhibits, the format and contents are set forth in the Exhibits 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 $12,000 per contracted year, as set forth in the Exhibits. 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. V. 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 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. VI. 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. City of Auburn Agreement: GF-15/1633, Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1, 2015 Page 2 of 6 - VII. 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 the Exhibits 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 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 insured 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. City of Auburn Agreement: GF-15/1633,Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1, 2015 Page 3 of 6 (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 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. VIII. 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. IX. 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. City of Auburn Agreement: GF-15/1633, Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1,2015 Page 4 of 6 X. TERMINATION OF AGREEMENT This Agreement may be terminated by either party upon thirty (30) days written notice should the other party fail substantially to perform in accordance with its terms through no fault of the other. XI. GENERAL PROVISIONS A. The AGENCY agrees to submit a report to the CITY no later than the last quarterly invoice date, describing the progress and activities performed for the previous year's 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. Agency agrees to conduct its activity in such a manner as to coincide with the goals identified in the attached Memorandum of Understanding. The Agency understands that the performance indicators established in the Memorandum will be used by the City as a measurement tool in determining if the goals have been achieved. D. 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. E. 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. F. 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. G. The AGENCY agrees to comply with all local, state and federal laws applicable to its performance under this Agreement. City of Auburn Agreement: GF-15/1633, Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1,2015 Page 5 of 6 CITY OF AUBURN Kan at/W6 CY BACKUS MAYOR ATTEST: Danielle E. Daskam, City Clerk APPR• IED AS op FORM: � Daniel B. Heid, _ City Attorney VALLEY CITIES COUNSELING AND CONSULTATION BY: ■ n PRINT: V--1-y-) )C A� C � C) � TITLE: 4 DATE: I II City of Auburn Agreement: GF-15/1633, Valley Cities Counseling&Consultation-COD Treatment for Non Medicaid Clients January 1, 2015 Page 6 of 6 • ► EXHIBIT A CITY OF AUBURN 2015-2016 HUMAN SERVICES AGREEMENT SCOPE OF SERVICES Agency/ Program: Valley Cities Counseling & COD Treatment for Non-Medicaid Consultation Clients Location / Mailing: Site Address: Mailing Address: 2704 I Street NE 325 West Gowe Street Auburn, WA 98002 Kent, WA 98032 Annual Funding: 2015: $12,000 2016: $12,000 Agency Contact/ Title: Ken Taylor Chief Executive Officer Wendy Tanner Program Manager Phone / Email: (253) 235-0199 wtanner @valleycities.org Fax: (253) 661-6428 City Contact / Title: Emily J. Pearson Community Services Assistant Phone / Email: (253) 931-3096 epearson @auburnwa.gov Fax: (253) 288-3132 Location / Mailing: Site Address: Mailing Address: Auburn City Hall Auburn City Hall 25 West Main Street 25 West Main Street Auburn, WA 98001 Auburn, WA 98001 1) Project Summary: Agency shall utilize City of Auburn funds to provide COD Treatment for Non-Medicaid Clients program services for low-income Auburn residents with co-occurring mental health and substance use disorders who face financial barriers in accessing proper treatment. Such services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulation. Agency shall ensure that City of Auburn residents are being provided services using awarded Human Services funds under this Agreement. 2) Performance Measures: a. Number Served - the Agency agrees to serve, at minimum, the following unduplicated number of Auburn residents with awarded Human Services funds. Number Served Annual 1st Qtr. 2^d Qtr. 3rd Qtr. 4th Qtr. • Goal JAN—MARCH APRIL-JUNE JULY—SEPT OCT—DEG Number of unduplicated Auburn residents 8 2 2 2 2 assisted in 2015 Number of unduplicated Auburn residents 8 2 2 2 2 assisted in 2016 b. Service Units - the Agency agrees to provide, at minimum, the following service units by quarter. Service Units Annual 15t Qtr. 2^d Qtr. 3rd Qtr. 4th Qtr. Goal JAN—MARCH APRIL-JUNE JULY—SEPT OCT—DEC 1. Support Group offered in 2015 769 193 192 192 192 1. Support Group offered in 2016 769 193 192 192 192 Definition of Service Units: Support Group=COD group treatment sessions, defined as one hour. Service units are measured by totaling the number of groups treatment hours provided to participants. 1 • ti SCOPE OF SERVICES CONTINUED 3) Outcome(s): Individuals and/or families improve health (physical/dental/mental). 4) Reporting Requirements: All data and required forms shall be submitted online through SharelApp(except special circumstances preapproved by city staff) at http://sharelapp.culturegrants.orq/index/loqin. Required forms shall be submitted annually and quarterly; quarterly reports are due no later than the 15`h of the month following the end of each quarter(i.e. April 15`h, July 15`h, October 15`h, January 15`h). Service Unit Report (required quarterly): Submitted in SharelApp, 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 (required quarterly): Submitted in SharelApp, this form will serve as the invoicing mechanism for payment to your agency/program. Reimbursement Requests need to be signed and returned to the City of Auburn staff contact as listed in section five (5) of this Scope of Services. Demographic Data Report (required annually): The agency 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 SharelApp (by January 15`h). Annual Outcome Data Report (required annually): 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 15`h). 5) Compensation: • The Agency agrees that it will meet the specific funding conditions identified and acknowledges that payment to the Agency will not be made unless the funding conditions 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. The Agency shall submit Reimbursement Requests in the format requested by the City. Reimbursement Requests need to be signed and returned to City of Auburn via email at epearsonauburnwa.gov or mail to: City of Auburn Attn: Emily J. Pearson 25 West Main Street Auburn, WA 98001 Estimated Quarterly Reimbursements: 2015 $12,000 2016 $12,000 15' Qtr $3,000 1s' Qtr $3,000 2"d Qtr $3,000 2nd Qtr $3,000 3rd Qtr $3,000 3rd Qtr $3,000 4th Qtr $3,000 4`h Qtr $3,000