HomeMy WebLinkAboutAgreement for Services COA & Valley Cities Counseling 3,1 tail)
CITY OF AUBURN
AGREEMENT FOR HUMAN SERVICES ACTIVITIES
This Agreement made and entered into on this 21 day of /11ARCN , 20/9 ,
("Effective Date") by and between VALLEY CITIES COUNSELING & CONSULTATION
("AGENCY") and the CITY OF AUBURN ("CITY"). The parties agree as follows:
1. SCOPE OF SERVICES. Beginning on January 1, 2019, the AGENCY agrees to perform in a
good and professional manner the tasks described in Exhibit "A," the Scope of Services. The
AGENCY will perform all services as an independent contractor and will not be deemed, by
virtue of this Agreement and the performance of, to have entered into any partnership, joint
venture, employment, or other relationship with the CITY.
2. AGENCY REPRESENTATIONS. The AGENCY represents and warrants that it has all
necessary licenses and certifications to perform the services provided for in this Agreement, and
is qualified to perform those services.
3. PAYMENT. The CITY will pay a fee to the AGENCY for services provided in the amount not
to exceed $10,000 per year, paid in quarterly installments of equal amounts, for services
delivered as described in the attached Scope of Services. This fee will be payable in a lump
sum upon receipt of an invoice from the AGENCY with the documentation required in Exhibit
"B." If the AGENCY 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.
4. EXPENSE REIMBURSEMENT. The AGENCY 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 the Scope of Services as reimbursable goods or services.
5. OWNERSHIP AND USE OF DOCUMENTS. All documents, reports, memoranda, diagrams,
sketches, plans, or other materials created or otherwise prepared by the AGENCY as part of its
performance of this Agreement will be owned and become the property of the CITY and may be
used by the CITY for any purpose beneficial to the CITY.
6. TERM/TERMINATION. The term of this Agreement will commence on January 1, 2019, and
will expire on December 31, 2020. Provided that if the Auburn City Council does not allocate
sufficient funding for the 2020 calendar year, this Agreement will terminate on December 31,
2019. 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.
7. NONDISCRIMINATION. The AGENCY may not discriminate regarding any services or
activities to which this Agreement may apply directly or through contractual, hiring, or other
arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or where
there is the presence of any sensory, mental or physical handicap.
City of Auburn Agreement: GF-19/2043,Valley Cities Counseling&Consultation—Auburn Phoenix Rising Rental
Assistance
January 1,2019
Page 1 of 4
8. INDEMNIFICATION / HOLD HARMLESS. The AGENCY shall defend, indemnify and hold
the City, its officers, officials, employees, and volunteers harmless from any and all claims,
injuries, damages, losses, or suits including attorney fees, arising out of or in connection with
the performance of this Agreement, except for injuries and damages caused by the sole
negligence of the CITY.
If a court of competent jurisdiction determines 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 AGENCY and the CITY its
officers, officials, employees, and volunteers, the AGENCY'S liability hereunder shall be only to
the extent of the AGENCY'S negligence. It is further specifically and expressly understood that
the indemnification provided herein constitutes the AGENCY's waiver of immunity under
Industrial Insurance, Title 51 ROW, solely for the purposes of this indemnification. This waiver
has been mutually negotiated by the parties. The provisions of this section shall survive the
expiration or termination of this Agreement.
9. INSURANCE. The AGENCY will procure and maintain for the duration of the Agreement,
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 AGENCY, its agents,
representatives, or employees.
A. Minimum Scope of Insurance, the AGENCY shall obtain insurance of the types
described below:
1. Automobile Liability insurance covering all owned, non-owned, hired, and leased
vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or
a substitute form providing equivalent liability coverage. If necessary, the policy shall be
endorsed to provide contractual liability coverage.
2. Commercial General Liability insurance shall be written on ISO occurrence form CG
00 01 and shall cover liability arising from premises, operations, independent
contractors, and personal injury and advertising injury. The City shall be named as an
insured under the AGENCY's Commercial General Liability insurance policy with respect
to the work performed for the City.
3. Workers' Compensation coverage as required by the Industrial Insurance laws of the
State of Washington.
4. Professional Liability insurance appropriate to the AGENCY profession.
B. Minimum Amounts of Insurance: The AGENCY shall maintain the following insurance
limits:
1. Automobile Liability insurance with a minimum combined single limit for bodily injury
and property damage of$1,000,000 per accident.
2. Commercial General Liability insurance shall be written with limits no less than
$1,000,000 each occurrence, $2,000,000 general aggregate.
3. Professional Liability insurance shall be written with limits no less than $1,000,000
per claim and $1,000,000 policy aggregate limit.
City of Auburn Agreement: GF-19/2043,Valley Cities Counseling&Consultation—Auburn Phoenix Rising Rental
Assistance
January 1,2019
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C. Other Insurance Provisions: The insurance policies are to contain, or be endorsed to
contain, the following provisions for Automobile Liability, Professional Liability, and
Commercial General Liability insurance:
1. The AGENCY'S maintenance of insurance as required will not be construed to limit
the liability of the AGENCY to the coverage provided by such insurance or otherwise
limit the CITY's recourse to any remedy available at law or in equity.
2. The AGENCY's insurance policies are to contain, or be endorsed to contain as
statement that they will be primary insurance and any insurance, self-insurance, or
insurance pool coverage maintained by the City shall be excess of the AGENCY's
insurance and shall not contribute with it.
3. The AGENCY's insurance shall be endorsed to state that coverage shall not be
cancelled by either party, except after thirty (30) days prior written notice by certified
mail, return receipt requested, has been given to the City.
D. Acceptability of Insurers: Insurance is to be placed with insurers with a current A.M.
Best rating of not less than A: VII.
E. Verification of Coverage: The AGENCY shall furnish the City with original certificates
and a copy of the amendatory endorsements, including but not necessarily'limited to the
additional insured endorsement, evidencing the insurance requirements of the AGENCY
before commencement of the work.
10. ASSIGNMENT. The AGENCY obligations under this Agreement may not be assigned or
transferred to any other person, firm, or corporation without the prior written consent of the
CITY.
11. NOTICES. All notices required or permitted under this Agreement will be in writing and will
be deemed delivered when delivered in person or deposited in the United States mail, postage
prepaid, addressed as follows:
IF for AGENCY: IF for the CITY:
Valley Cities Counseling & Consultation City of Auburn
Attn: Shekh Ali Community Services Division
325 W Gowe St. 25 West Main Street
Kent, WA 98032 Auburn, WA 98001
Such address may be changed from time to time by either party by providing written notice to
the other in the manner set forth above.
12. AMENDMENT. This Agreement may be modified or amended if the amendment is made
in writing and is signed by both parties.
13. SEVERABILITY. Each provision of this Agreement is intended to be severable. If any
provision of this Agreement is held to be invalid or unenforceable for any reason, the remaining
provisions will continue to be valid and enforceable.
14. WAIVER OF CONTRACTUAL RIGHT. The failure of either party to enforce any provision
of this Agreement will not be construed as a waiver or limitation of that party's right to
subsequently enforce and compel strict compliance with every provision of this Agreement.
City of Auburn Agreement: GF-19/2043,Valley Cities Counseling &Consultation—Auburn Phoenix Rising Rental
Assistance
January 1, 2019
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15. APPLICABLE LAW. This Agreement and the rights of the parties will be governed by and
interpreted in accordance with the laws of the State of Washington and venue for any action will
be in the county in Washington State in which the property or project is located, and if not site
specific, then in King County, Washington.
16. ENTIRE AGREEMENT. This Agreement contains the entire agreement of the parties and
there are no other promises or conditions in any other agreement whether oral or written. This
Agreement supersedes any prior written or oral agreements between the parties.
The undersigned have read the above statements, understand them, and agree to abide by
their terms.
Agency City of Auburn
Ets/lSigned: p
Signed:
Printed: Printed:
Title: C610 Cfo Title:
Date: Date:
03-/ 'l /2_019 04- 105PO1t
Address: 325 to ) c �. Address: 25 West Main Street
i J4 0303_2, Auburn, WA 98001
Phone:
POO) f710g - st SZ/ Phone: 253-931-3096
;IPPR• • • AS TO FORM
City of Auburn Agreement: GF-19/2043,Valley Cities Counseling&Consultation—Auburn Phoenix Rising Rental
Assistance
January 1,2019
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GF-19/2043
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
2019-2020 SCOPE OF SERVICES
Agency/Program: Valley Cities Counseling& Auburn Phoenix Rising Rental
Consultation Assistance
Location/Mailing: Site Address: Mailing Address:
2704 I St. NE 325 W Gowe St.
Auburn,WA 98002 Kent,WA 98032
Annual Funding: 2019: 2020:
$10,000 $10,000
Agency Contact/Title: Erin Larson Housing Program Manager
Phone/Email: 253-259-0667 elarson@valleycities.org
City Contact/Title: Joy Scott Community Services Manager
Phone/Email: 253-876-1965 jfscott@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:
Agency shall utilize City of Auburn funds to provide Auburn Phoenix Rising Rental Assistance services
that include: permanent supportive housing assistance for vulnerable. previously homeless young
adults. 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.
b. Service Units -the Agency agrees to provide, at minimum, the following service units by
quarter.
GF-19/2043
Number Served Annual 1"Qtr. 2nd Qtr. 3'1 Qtr. 4th Qtr.
Goal JAN— APRIL- JULY— OCT—
MARCH JUNE SEPT DEC
Number of unduplicated Auburn 24 6 6 6 6
residents assisted in 2019
Number of unduplicated Auburn 24 6 6 6 6
residents assisted in 2020
Service Units Annual l Qtr. 2"d Qtr. 3rd Qtr. 4th Qtr.
Goal JAN—MAR APR-JUN JUL—SEP OCT—DEC
1. Case Management offered in 576 144 144 144 144
2019
1. Case Management offered in
2020 576 144 144 144 144
2. Financial Aid offered in 2019
36 9 9 9 9
2. Financial Aid offered in 2020
36 9 9 9 9
Definition of Service Units:
1. Case Management= 30-minute case management encounters with clients
2. Financial Aid =vouchers to assist with rental assistance and/or other related services
3) Outcome(s):
Individuals and families will have secure housing.
4) Reporting Requirements:
All data/required forms shall be submitted via Excel form (to be provided). Required forms shall be
submitted quarterly and/or annually; 1s' 2"d and 3rd quarterly reports are due no later than the 15'h 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.
Quarterly Service Unit Report(due with each submittal): Submitted via Excel form, 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 agency/program. Reimbursement requests
must be signed and returned via email to the City of Auburn staff contact as listed in section five (5) of
this Scope of Services.
Annual Demographics Report(due 4th quarter): Submitted via Excel form,the agency shall collect and
GF-19/2043
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 15t1)
Annual Outcomes Report (due 4'^ 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 Share1App annually(by January 15th)
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 must be signed and returned to City of Auburn via email at epearson(cr�auburnwa.gov or mail
to:
City of Auburn
Community Services
25 West Main St.
Auburn, WA 98001
Estimated Quarterly Reimbursements:
2019: $10,000 2020: $10,000
15' Qtr. $2,500 1s, Qtr. $2,500
2nd Qtr. $2,500 2nd Qtr. $2,500 -
3rd Qtr $2,500 3rd Qtr. $2,500
4", Qtr. $2,500 4th Qtr. $2,500
EXHIBIT B
GF-19/2043
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Quarterly Report Form —example only
All reports must be submitted via Excel template and uploaded to SharelApp orq upon completion.
To: City of Auburn
ATTN: Community Services
25 W Main St.
Auburn,WA 98001-4998
Agency: Valley Cities Counseling & Consultation
325 W Gowe St.
Kent, WA 98032
Program: Auburn Phoenix Rising Rental Assistance
Contact, Title: Erin Larson
Email/Phone: elarsonvalleycities.orq/253-259-0667
Amount Requested: $2.500 00
2019 Quarterly Reports due by: 1s1 Qtr. (January—March) due: April 15, 2019
2"d Qtr. (April—June) due: July 15, 2019
3rd Qtr. (July—September)due: October 15, 2019
4'"Qtr. (October—December) due:first week of January, 2020
2020 Quarterly Reports due by: 151 Qtr. (January—March)due: April 15, 2020
2"d Qtr. (April—June) due: July 15, 2020
3"d Qtr. (July—September)due: October 15,2020
4'"Qtr. (October— December) due:first week of January, 2021
Attached report examples: Quarterly Service Unit Report(due with each submittal)—Page 2
Annual Demographics Report(due 4"'quarter)—Page 3
Annual Outcomes Report(due 4'"quarter)—Page 4
The City of Auburn will issue payment upon this invoice within forty-five (45) business days of receipt. To
ensure prompt payment, please submit all required attachments by the date listed above.
FOR CITY OF AUBURN USE ONLY:
Contract amount: $
Payment(s)year to date: S
S
Payment this invoice: $._ Contract balance: $
Authorized to pay:
Signature Date
1
EXHIBIT B
GF-19/2043
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Quarterly Service Unit Report form—example only
Agency Information
Valley Cities Counseling& Consultation
325 W Gowe St.
Kent,WA 98032
Contact, Title: Erin Larson
Phone: 253-259-0667
Email: elarson@valleycities_org
Are professional services(e.g.,counseling, case management)provided as part of this Agreement?
Contract Information
Contract Amount: $10,000
Program Name: Auburn Phoenix Rising Rental Assistance
Description of Service(s)to be provided:
Reporting Information
Report for: _15'Qtr./Jan-Mar _2^d Qtr./Apr-Jun _3rd Qtr./Jul-Sep _4'h Qtr./Oct-Dec
Annual Service Units AUBURN RESIDENTS ONLY
Actual
Projected 1st qtr. 2"d qtr 3rd qtr 4th qtr. service units
Annual Units to date
Unduplicated
number of Auburn 24 6 6 6 6
residents served
Service Unit#1
Case 576 144 144 144 144
Management
Service Unit#2
Financial Aid 36 9 9 9 9
Narrative: Please submit other relevant information, including current trends, program developments,
special events, publicity, community educations. etc. If actual units are lower than anticipated, please
explain.
2
EXHIBIT B
GF-19/2043
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Annual Demographics Report form—example only
Agency: Valley Cities Counseling& Consultation
Program: Auburn Phoenix Rising Rental Assistance
[Category 1" f 2nd I 3'd I 401 f Total YTD
Client Algona
Residence"" Auburn
Black Diamond
"List all Burien
residents served Covington
in this category.
In all other Des Moines
categories list Enumclaw
Auburn Federal Way
residents only. Kent
Maple Valley
Normandy Park
Pacific
Renton
SeaTac
Seattle
Tukwila
Unincorporated King County
Other:
Unknown
TOTAL
Client 30%of median or below
Income 50%of median or below
Level 80%of median or below
Above 80%of median
Unknown
TOTAL
Client Female
Gender Male
Client 0-4
Age 5-12
13-17
18-34
35-54
55-74
75+
Unknown
TOTAL
Ethnicity/ Asian/Pacific Islander
Cultural Black/African American
Background Hisoanic/Latino
Native AmericarV Alaskan Native
White/Caucasian
Other
Unknown
TOTAL
Condition Disabling Condition
ESL Limited English Speaking
Household Female-Headed Household
3
EXHIBIT B
GF-19/2043
CITY OF AUBURN AGREEMENT FOR HUMAN SERVICES ACTIVITIES
Annual Outcomes Report form—example only
Agency:
Program:
Contact:
Email/Phone:
OUTCOME (What change do you expect to see?):
MEASURABLE INDICATORS(How will you know change has occurred?)
DATA COLLECTION METHOD(S)
OUTCOME RESULTS/NARRATIVE (Highlight your data, include your interpretation of the data and
attach additional information/graphics/etc. if available):
4