HomeMy WebLinkAbout2019-2020 COA & KC Community & Human Services A 3�I(v� li
DocuSign Envelope ID:D6DOCD44-E74B-4192-AA34-7CO24C0B5792
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LA1 Department of Community and Human Services
206-263-9100 TTY Relay: 711
King County
KING COUNTY COMMUNITY AND HUMAN SERVICES CONTRACT—2019/2020
Contractor Auburn Senior Activity Center
Project Title Auburn Senior Activity Center- Senior Center Investments
Contract Amount $ 311,546
Contract Period From: 10/01/2019 To 12/31/2020
DUNS No. (if applicable) 032942575 SAM No. (if applicable)
THIS CONTRACT No. 6114891 is entered into by KING COUNTY(the "County"), and Auburn
Senior Activity Center(the "Contractor")whose address is 808 9th St SE, Auburn, WA 98002.
FUNDING SOURCES FUNDING LEVELS EFFECTIVE DATES
COUNTY $311,546 10/01/2019 - 12/31/2020
TOTAL $311,546 10/01/2019 - 12/31/2020
WHEREAS, the County has been advised that the foregoing are the current funding sources,
funding levels and effective dates, and
WHEREAS, the County desires to have certain services performed by the Contractor as
described in this Contract,
NOW THEREFORE, in consideration of payments, covenants, and agreements hereinafter
mentioned, to be made and performed by the parties hereto, the parties mutually agree as
follows:
I. Incorporation of Exhibits
The Contractor shall provide services and comply with the requirements set forth in the
following attached exhibits, which are incorporated herein by reference:
Certificates of Insurance/Endorsements Attached hereto as Exhibit I
Auburn Senior Activity Center- Senior Center Investments Attached hereto as Exhibit II
II. Term and Termination
A. This Contract shall commence on 10/01/2019, and shall terminate on 12/31/2020, unless
extended or terminated earlier, pursuant to the terms and conditions of the Contract.
B. This Contract may be terminated by the County or the Contractor without cause, in whole
or in part, at any time during the term specified in Subsection II.A. above, by providing the
other party 30 days advance written notice of the termination. The Contract may be
suspended by the County without cause, in whole or in part, at any time during the term
This form is available in alternate formats upon request for
persons with disabilities.
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specified in Subsection II.A. above, by providing the Contractor 30 days advance written
notice of the suspension.
C. The County may terminate or suspend this Contract, in whole or in part, upon seven days
advance written notice in the event: (1)the Contractor materially breaches any duty,
obligation, or service required pursuant to this Contract, or(2)the duties, obligations, or
services required herein become impossible, illegal, or not feasible. If the Contract is
terminated by the County pursuant to this Subsection II.C. (1), the Contractor shall be
liable for damages, including any additional costs of procurement of similar services from
another source.
If the termination results from acts or omissions of the Contractor, including but not limited
to misappropriation, nonperformance of required services, or fiscal mismanagement, the
Contractor shall return to the County immediately any funds, misappropriated or
unexpended, which have been paid to the Contractor by the County.
D. If County or other expected or actual funding is withdrawn, reduced, or limited in any way
prior to the termination date set forth above in Subsection I I.A., the County may, upon
written notification to the Contractor, terminate or suspend this Contract in whole or in
part.
If the Contract is terminated or suspended as provided in this Section: (1)the County will
be liable only for payment in accordance with the terms of this Contract for services
rendered prior to the effective date of termination or suspension; and (2)the Contractor
shall be released from any obligation to provide such further services pursuant to the
Contract as are affected by the termination or suspension.
Funding or obligation under this Contract beyond the current appropriation year is
conditional upon appropriation by the County Council and/or other identified funding
source(s)of sufficient funds to support the activities described in the Contract. Should
such appropriation not be approved, this Contract will terminate at the close of the current
appropriation year. The current funding sources associated with this Contract are
specified on page 1.
If the Contract is suspended as provided in this Section the County may provide written
authorization to resume activities.
E. Nothing herein shall limit, waive, or extinguish any right or remedy provided by this
Contract or law that either party may have in the event that the obligations, terms, and
conditions set forth in this Contract are breached by the other party.
III. Compensation and Method of Payment
A. The County shall reimburse the Contractor for satisfactory completion of the services and
requirements specified in this Contract and its attached exhibit(s).
B. The Contractor shall submit an invoice and all accompanying reports as specified in the
attached exhibit(s), including its final invoice and all outstanding reports. The County shall
initiate authorization for payment to the Contractor not more than 30 days after a
complete and accurate invoice is received.
C. The Contractor shall submit its final invoice and all outstanding reports as specified in this
contract and its attached exhibit(s). If the Contractor's final invoice and reports are not
submitted as specified in this contract and its attached exhibit(s), the County will be
relieved of all liability for payment to the Contractor of the amounts set forth in said invoice
or any subsequent invoice.
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IV. Internal Control and Accounting System
The Contractor shall establish and maintain a system of accounting and internal controls which
complies with generally accepted accounting principles promulgated by the Financial
Accounting Standards Board (FASB), the Governmental Accounting Standards Board (GASB),
or both as is applicable to the Contractor's form of incorporation.
V. Debarment and Suspension Certification
Entities that are debarred, suspended, or proposed for debarment by the U.S. Government are
excluded from receiving federal funds and contracting with the County. The Contractor, by
signature to this Contract, certifies that the Contractor is not presently debarred, suspended, or
proposed for debarment by any Federal department or agency. The Contractor also agrees that
it will not enter into a subcontract with a contractor that is debarred, suspended, or proposed for
debarment. The Contractor agrees to notify King County in the event it, or a subcontractor, is
debarred, suspended, or proposed for debarment by any Federal department or agency.
Debarment status may be verified at https://www.sam.cgov/.
VI. Maintenance of Records/Evaluations and Inspections
A. The Contractor shall maintain accounts and records, including personnel, property,
financial, and programmatic records and other such records as may be deemed
necessary by the County to ensure proper accounting for all Contract funds and
compliance with this Contract.
B. In accordance with the nondiscrimination and equal employment opportunity
requirements set forth in Section XIV. below, the Contractor shall maintain the following:
1. Records of employment, employment advertisements, application forms, and other
pertinent data, records and information related to employment, applications for
employment or the administration or delivery of services or any other benefits under
this Contract; and
2. Records, including written quotes, bids, estimates or proposals submitted to the
Contractor by all businesses seeking to participate on this Contract, and any other
information necessary to document the actual use of and payments to
subcontractors and suppliers in this Contract, including employment records.
The County may visit the site of the work and the Contractor's office to review the
foregoing records. The Contractor shall provide every assistance requested by the
County during such visits and make the foregoing records available to the County
for inspection and copying upon request. The Contractor shall provide right of
access to its facilities—including those of any subcontractor assigned any portion of
this Contract pursuant to Section XIII—to the County, the state, and/or federal
agencies or officials at all reasonable times in order to monitor and evaluate the
services provided under this Contract. The County will give advance notice to the
Contractor in the case of fiscal audits to be conducted by the County. The
Contractor shall comply with all record keeping requirements set forth in any federal
rules, regulations or statutes included or referenced in the contract documents. The
Contractor shall inform the County in writing of the location, if different from the
Contractor address listed on page one of this Contract, of the aforesaid books,
records, documents, and other evidence and shall notify the County in writing of
any changes in location within 10 working days of any such relocation.
C. The records listed in A and B above shall be maintained for a period of six years after
termination of this Contract. The records and documents with respect to all matters
covered by this Contract shall be subject at all time to inspection, review, or audit by the
County and/or federal/state officials so authorized by law during the performance of this
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Contract and six years after termination hereof, unless a longer retention period is
required by law.
D. If applicable, medical records shall be maintained and preserved by the Contractor in
accordance with state and federal medical records statutes, including but not limited to
RCW 70.41.190, 70.02.160, and standard medical records practice. If the Contractor
ceases operations under this Contract, the Contractor shall be responsible for the
disposition and maintenance of such medical records.
E. The Contractor agrees to cooperate with the County or its agent in the evaluation of the
Contractor's performance under this Contract and to make available all information
reasonably required by any such evaluation process. The results and records of said
evaluations shall be maintained and disclosed in accordance with RCW Chapter 42.56.
F. The Contractor agrees that all information, records, and data collected in connection with
this Contract shall be protected from unauthorized disclosure in accordance with
applicable state and federal law.
VII. Compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
The Contractor shall not use protected health information created or shared under this Contract
in any manner that would constitute a violation of HIPAA and any regulations enacted pursuant
to its provisions. Contractor shall read and certify compliance with all HIPAA requirements at
http://www.kingcounty.gov/DCHS/contracts
VIII. Audits
A. If the Contractor is a Non-Federal entity as defined in 2 CFR Part 200.69, and expends
$750,000 or more during the Non-Federal entity's fiscal year in Federal awards, then the
Contractor shall meet the audit requirements as described in 2 CFR Part 200 Subpart F.
B. A Contractor, for-profit or non-profit that is not subject to the requirements in SECTION
VIII. A. and receives in excess of$100,000 in funds during its fiscal year from the County,
shall provide fiscal year audited financial statements prepared by an independent
Certified Public Accountant or Accounting Firm within nine months subsequent to the
close of the Contractor's fiscal year (if applicable, see SECTION VIII. E.).
C. Non-profit contractors who receive less than $100,000 from the County during their fiscal
year shall provide 1) form 990 within 30 days of its being filed; and 2) a full set of annual
internal financial statements.
D. For-profit contractors who receive less than $100,000 from the County during their fiscal
year shall provide 1) income tax return within 30 days of its being filed; and 2) a full set of
annual internal financial statements.
E. A Contractor that is not subject to the requirements in SECTION VIII. A. may, in
extraordinary circumstances, request a waiver of audit requirements and, with the review
and upon approval of the County, substitute for the above requirements other forms of
financial reporting or fiscal representation certified by the Contractor's Board of Directors,
provided the Contractor meets the following criteria:
1. That financial reporting and any associated management letter show no reportable
conditions or internal control issues; and
2. There has been no turnover in key staff since the beginning of the period for which
the financial reporting was completed.
IX. Corrective Action
If the County determines that a breach of contract has occurred, that is, the Contractor has
failed to comply with any terms or conditions of this Contract or the Contractor has failed to
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provide in any manner the work or services agreed to herein, and if the County deems said
breach to warrant corrective action, the following sequential procedure will apply:
A. The County will notify the Contractor in writing of the nature of the breach;
The Contractor shall respond in writing within ten working days of its receipt of such
notification, which response shall indicate the steps being taken to correct the specified
deficiencies. The corrective action plan shall specify the proposed completion date for
bringing the Contract into compliance, which date shall not be more 30 days from the date
of the Contractor's response, unless the County, at its sole discretion, specifies in writing
an extension in the number of days to complete the corrective actions;
B. The County will notify the Contractor in writing of the County's determination as to the
sufficiency of the Contractor's corrective action plan. The determination of sufficiency of
the Contractor's corrective action plan shall be at the sole discretion of the County;
C. In the event that the Contractor does not respond within the appropriate time with a
corrective action plan, or the Contractor's corrective action plan is determined by the
County to be insufficient, the County may commence termination or suspension of this
Contract in whole or in part pursuant to Section II.C.;
D. In addition, the County may withhold any payment owed the Contractor or prohibit the
Contractor from incurring additional obligations of funds until the County is satisfied that
corrective action has been taken or completed; and
E. Nothing herein shall be deemed to affect or waive any rights the parties may have
pursuant to Section II., Subsections B, C, D, and E.
X. Dispute Resolution
The parties shall use their best, good-faith efforts to cooperatively resolve disputes and problems
that arise in connection with this Contract. Both parties will make a good faith effort to continue
without delay to carry out their respective responsibilities under this Contract while attempting to
resolve the dispute under this section.
Xl. Hold Harmless and Indemnification
A. In providing services under this Contract, the Contractor is an independent Contractor,
and neither it nor its officers, agents, or employees are employees of the County for any
purpose. The Contractor shall be responsible for all federal and/or state tax, industrial
insurance, and Social Security liability that may result from the performance of and
compensation for these services and shall make no claim of career service or civil service
rights which may accrue to a County employee under state or local law.
The County assumes no responsibility for the payment of any compensation, wages,
benefits, or taxes, by, or on behalf of the Contractor, its employees, and/or others by
reason of this Contract. The Contractor shall protect, indemnify, defend and save
harmless the County, its officers, agents, and employees from and against any and all
claims, costs, and/or losses whatsoever occurring or resulting from (1)the Contractor's
failure to pay any such compensation, wages, benefits, or taxes, and/or(2)the supplying
to the Contractor of work, services, materials, or supplies by Contractor employees or
other suppliers in connection with or support of the performance of this Contract.
B. The Contractor further agrees that it is financially responsible for and will repay the
County all indicated amounts following an audit exception which occurs due to the
negligence, intentional act, and/or failure, for any reason, to comply with the terms of this
Contract by the Contractor, its officers, employees, agents, and/or representatives. This
duty to repay the County shall not be diminished or extinguished by the prior termination
of the Contract pursuant to the Term and Termination section.
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C. To the maximum extent permitted by law, the Contractor shall protect, defend, indemnify,
and save harmless the County, its officers, employees, and agents from any and all costs,
claims,judgments, and/or awards of damages, arising out of, or in any way resulting from,
the negligent acts or omissions of the Contractor, its officers, employees, subcontractors
and/or agents, in its performance and/or non-performance of its obligations under this
Contract. The Contractor agrees that its obligations under this subparagraph extend to
any claim, demand, and/or cause of action brought by, or on behalf of, any of its
employees or agents. For this purpose, the Contractor, by mutual negotiation, hereby
waives, as respects the County only, any immunity that would otherwise be available
against such claims under the Industrial Insurance provisions of Title 51 RCW. In the
event the County incurs any judgment, award, and/or cost arising therefrom including
reasonable attorneys' fees to enforce the provisions of this article, all such fees,
expenses, and costs shall be recoverable from the Contractor.
D. To the maximum extent permitted by law, the County shall protect, defend, indemnify, and
save harmless the Contractor, its officers, employees, and agents from any and all costs,
claims,judgments, and/or awards of damages, arising out of, or in any way resulting from,
the negligent acts or omissions of the County, its officers, employees, and/or agents, in its
performance and/or non-performance of its obligations under this Contract. The County
agrees that its obligations under this subparagraph extend to any claim, demand, and/or
cause of action brought by, or on behalf of, any of its employees or agents. For this
purpose, the County, by mutual negotiation, hereby waives, as respects the Contractor
only, any immunity that would otherwise be available against such claims under the
Industrial Insurance provisions of Title 51 RCW. In the event the Contractor incurs any
judgment, award, and/or cost arising therefrom including reasonable attorneys' fees to
enforce the provisions of this article, all such fees, expenses, and costs shall be
recoverable from the County.
E. Claims shall include, but not be limited to, assertions that use or transfer of software,
book, document, report, film, tape, or sound reproduction or material of any kind,
delivered hereunder, constitutes an infringement of any copyright, patent, trademark,
trade name, and/or otherwise results in unfair trade practice.
F. Nothing contained within this provision shall affect and/or alter the application of any other
provision contained within this Contract.
G. The indemnification, protection, defense and save harmless obligations contained herein
shall survive the expiration, abandonment or termination of this Agreement.
XII. Insurance Requirements
By the date of execution of this Contract, the Contractor shall procure and maintain for the
duration of this Contract, insurance as described in this section including the link below, against
claims for injuries to persons or damages to property which may arise from, or in connection
with, the performance of work hereunder by the Contractor, its agents, representatives,
employees, and/or subcontractors. The costs of such insurance shall be paid by the Contractor
or subcontractor. The Contractor may furnish separate certificates of insurance and policy
endorsements for each subcontractor as evidence of compliance with the insurance
requirements of this Contract. Any provision in any Contractor or subcontractor insurance policy
that restricts available limits of liability in a written agreement or contract shall not apply. The
Contractor is responsible for ensuring compliance with all of the insurance requirements stated
herein. Failure by the Contractor, its agents, employees, officers, subcontractors, providers or
provider subcontractors to comply with the insurance requirements stated herein shall constitute
a material breach of this Contract. Specific coverage types and limit requirements can be found
by visiting http://www.kinqcountv.qov/DCHS/contracts. Contractors shall read and provide
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required insurance documentation prior to the signing of this Contract. Evidence of Insurance
and endorsements shall be provided as described in EXHIBIT I.
XIII. Assignment/Subcontracting
A. The Contractor shall not assign or subcontract any portion of this Contract or transfer or
assign any claim arising pursuant to this Contract without the written consent of the
County. Said consent must be sought in writing by the Contractor not less than 15 days
prior to the date of any proposed assignment.
B. "Subcontract" shall mean any agreement between the Contractor and a subcontractor or
between subcontractors that is based on this Contract, provided that the term
"subcontract"does not include the purchase of(1) support services not related to the
subject matter of this Contract, or(2) supplies.
C. The Contractor shall include Sections IV, V, VI, VII, XI A, XI B, XI G, XIII, XIV, XV, XVI,
XVII, XVIII, XXIV, XXV, and XXVI, in every subcontract or purchase agreement for
services that relate to the subject matter of this Contract.
D. The Contractor agrees to include the following language verbatim in every subcontract for
services which relate to the subject matter of this Contract:
"Subcontractor shall protect, defend, indemnify, and hold harmless King County, its
officers, employees and agents from any and all costs, claims,judgments, and/or awards
of damages arising out of, or in any way resulting from the negligent act or omissions of
subcontractor, its officers, employees, and/or agents in connection with or in support of
this Contract. Subcontractor expressly agrees and understands that King County is a third
party beneficiary to this Contract and shall have the right to bring an action against
subcontractor to enforce the provisions of this paragraph."
XIV. Nondiscrimination and Payment of a Living Wage
A. The Contractor shall comply with all applicable federal, state and local laws regarding
discrimination, including those set forth in this Section.
B. During performance of the Contract, the Contractor agrees that it will not discriminate
against any employee or applicant for employment because of the employee or
applicant's sex, race, color, marital status, national origin, religious affiliation, disability,
sexual orientation, gender identity or expression or age except by minimum age and
retirement provisions, unless based upon a bona fide occupational qualification. The
Contractor will make equal employment opportunity efforts to ensure that applicants and
employees are treated equitably, without regard to their sex, race, color, marital status,
national origin, religious affiliation, disability, sexual orientation, gender identity or
expression or age. Additional requirements are at
http://www.kingcountv.gov/DCHS/contracts.
In accordance with King County Ordinance 17909, as a condition of award for contracts
for services with an initial or amended value of$100,000 or more, the Contractor agrees
that it shall pay and require all Subcontractors to pay a living wage as described in the
ordinance, to employees for each hour the employee performs a Measurable Amount of
Work on this Contract. The requirements of the ordinance, including payment schedules,
are detailed at https://www.kingcounty.gov/depts/finance-business-
operations/procurement/about-us/Livinq-Waqe.aspx
Violations of this requirement may result in disqualification of the Contractor from bidding
on or being awarded a County contract for up to two years; contractual remedies
including, but not limited to, liquidated damages and/or termination of the Contract;
remedial action as set forth in public rule; and other civil remedies and sanctions allowed
by law.
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XV. Conflict of Interest
A. The Contractor agrees to comply with applicable provisions of K.C.C. 3.04. Failure to
comply with such requirements shall be a material breach of this contract, and may result
in termination of this Contract pursuant to Section II and subject the Contractor to the
remedies stated therein, or otherwise available to the County at law or in equity.
B. The Contractor agrees, pursuant to KCC 3.04.060, that it will not willfully attempt to
secure preferential treatment in its dealings with the County by offering any valuable
consideration, thing of value or gift, whether in the form of services, loan, thing or
promise, in any form to any county official or employee. The Contractor acknowledges
that if it is found to have violated the prohibition found in this paragraph, its current
contracts with the county will be cancelled and it shall not be able to bid on any county
contract for a period of two years.
C. The Contractor acknowledges that for one year after leaving County employment, a
former County employee may not have a financial or beneficial interest in a contract or
grant that was planned, authorized, or funded by a County action in which the former
County employee participated during County employment. Contractor shall identify at the
time of offer current or former County employees involved in the preparation of proposals
or the anticipated performance of Work if awarded the Contract. Failure to identify current
or former County employees involved in this transaction may result in the County's
denying or terminating this Contract. After Contract award, the Contractor is responsible
for notifying the County's Project Manager of current or former County employees who
may become involved in the Contract any time during the term of the Contract.
XVI. Equipment Purchase, Maintenance, and Ownership
A. The Contractor agrees that any equipment purchased, in whole or in part, with Contract
funds at a cost of$5,000 per item or more, when the purchase of such equipment is
reimbursable as a Contract budget item, is upon its purchase or receipt the property of the
County and/or federal/state government. The Contractor shall be responsible for all such
property, including the proper care and maintenance of the equipment.
B. The Contractor shall ensure that all such equipment will be returned to the County or
federal/state government upon termination of this Contract unless otherwise agreed upon
by the parties.
XVII. Proprietary Rights
The parties to this Contract hereby mutually agree that if any patentable or copyrightable
material or article should result from the work described herein, all rights accruing from such
material or article shall be the sole property of the County. The County agrees to and does
hereby grant to the Contractor, irrevocable, nonexclusive, and royalty-free license to use,
according to law, any material or article and use any method that may be developed as part of
the work under this Contract.
The foregoing products license shall not apply to existing training materials, consulting aids,
checklists, and other materials and documents of the Contractor which are modified for use in
the performance of this Contract.
The foregoing provisions of this section shall not apply to existing training materials, consulting
aids, checklists, and other materials and documents of the Contractor that are not modified for
use in the performance of this Contract.
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XVIII. Political Activity Prohibited
None of the funds, materials, property, or services provided directly or indirectly under this
Contract shall be used for any partisan political activity or to further the election or defeat of any
candidate for public office.
XIX. King County Recycled Product Procurement Policy
In accordance with King County Code 18.20, the Contractor shall use recycled paper, and both
sides of sheets of paper whenever practicable, when submitting proposals, reports, and
invoices, if paper copies are required.
XX. Future Support
The County makes no commitment to support the services contracted for herein and assumes
no obligation for future support of the activity contracted herein except as expressly set forth in
this Contract.
XXI. Entire Contract/Waiver of Default
The parties agree that this Contract is the complete expression of the terms hereto and any oral
or written representations or understandings not incorporated herein are excluded. Both parties
recognize that time is of the essence in the performance of the provisions of this Contract.
Waiver of any default shall not be deemed to be a waiver of any subsequent default. Waiver or
breach of any provision of the Contract shall not be deemed to be a waiver of any other or
subsequent breach and shall not be construed to be a modification of the terms of the Contract
unless stated to be such through written approval by the County, which shall be attached to the
original Contract.
XXII. Contract Amendments
Either party may request changes to this Contract. Proposed changes which are mutually
agreed upon shall be incorporated by written amendments to this Contract.
XXIII. Notices
Whenever this Contract provides for notice to be provided by one party to another, such notice
shall be in writing and directed to the chief executive office of the Contractor and the project
representative of the County department specified on page one of this Contract. Any time within
which a party must take some action shall be computed from the date that the notice is received
by said party.
XXIV.Services Provided in Accordance with Law and Rule and Regulation
The Contractor and any subcontractor agree to abide by the laws of the state of Washington,
rules and regulations promulgated thereunder, and regulations of the state and federal
governments, as applicable, which control disposition of funds granted under this Contract, all of
which are incorporated herein by reference.
In the event that there is a conflict between any of the language contained in any exhibit or
attachment to this Contract, the language in the Contract shall have control over the language
contained in the exhibit or the attachment, unless the parties affirmatively agree in writing to the
contrary.
XXV. Applicable Law
This Contract shall be construed and interpreted in accordance with the laws of the State of
Washington. The venue for any action hereunder shall be in the Superior Court for King County,
Washington.
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XXVI.No Third Party Beneficiaries
Except for the parties to whom this Contract is assigned in compliance with the terms of this
Contract, there are no third party beneficiaries to this Contract, and this Contract shall not
impart any rights enforceable by any person or entity that is not a party hereto.
XXVII.Contractor Certification
By signing this Contract, the Contractor certifies that in addition to agreeing to the terms and
conditions provided herein, the Contractor certifies that it has read and understands the
contracting requirements on the DCHS website at http://www.kinpcounty.gov/DCHS/contracts
and agrees to comply with all of the contract terms and conditions detailed on that site,
including EEO/Nondiscrimination, HIPAA, Insurance, and Credentialing, as applicable.
XXVIII.Emergency Response Requirements
Within three months of the execution of the contract, the Contractor shall prepare and submit to
the County the necessary plans, procedures and protocols to:
A. Respond to and recover from a natural disaster or major disruption to contractor operations
such as a work stoppage.
B. Continue operations during a prolonged even such as a pandemic.
By signing this contract, the contractor certifies they have read and agree to the additional
emergency response requirements at the DCHS website at
http://www.kinbcounty.pov/DCHS/contracts
IN WITNESS WHEREOF, the parties hereby agree to the terms and conditions of this Contract:
KING COUNTY AUBURN SENIOR ACTIVITY CENTER
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ing Lounty Executive Signature
12/18/2019 Nancy Backus
Date Name (Please type or print)
12/18/2019
Date
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WA cities
Insurance Authority P.O. Box 88030
Tukwila, WA 98138
Phone: 206-575-6046
Fax 206-575-7426
www wciapool.org
8/29/2019 Ref#: 12346
King County
Attn: Community Services Division
401 Fifth Ave, Suite 500
Seattle, WA 98104
Re: City of Auburn
Auburn Senior Center Grant
Evidence of Coverage
The above captioned entity is a member of the Washington Cities Insurance Authority (WCIA),
which is a self-insured pool of over 155 public entities in the State of Washington.
WCIA has at least$4 million per occurrence limit of liability coverage in its self-insured layer that
may be applicable in the event an incident occurs that is deemed to be attributed to the
negligence of the member. Liability coverage includes general liability, automobile liability, stop-
gap coverage, errors or omissions liability, employee benefits liability and employment practices
liability coverage.
WCIA was created by an interlocal agreement among public entities and liability is self-funded
by the membership. As there is no insurance policy involved and WCIA is not an insurance
company, your organization cannot be named as an additional insured.
Sincerely,
Rob Roscoe
Deputy Director
cc: Candis Martinson
Radine Lozier
nee
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EXHIBIT II
AUBURN SENIOR ACTIVITY CENTER
VSHSL SOCIAL ENGAGEMENT STRATEGY 3:
SOUTH KING COUNTY SENIOR CENTERS AND RESOURCES HUB
EXHIBIT PERIOD: OCTOBER 1, 2019—DECEMBER 31, 2020
I. WORK STATEMENT
Contractor shall provide oversight, implementation and coordination of the South King County
Senior Centers and Resources Hub in collaboration with hub partners Federal Way Senior
Center and Pacific Senior Center.
The total amount of reimbursement pursuant to this Exhibit shall not exceed $311,546 for the
Exhibit Period noted above as shown in the funding table below. Funding for investment in this
program is provided by the King County Veterans, Seniors and Human Services Levy
(VSHSL)and is managed by the Adult Services Division (ASD) of the King County Department
of Community and Human Services (DCHS), which has the responsibility for achieving and
monitoring the overall outcomes. Ongoing funding for the full period of the Exhibit and the
award period as outlined in the award letter shall be contingent on the Contractor's
implementation of the program as described, timely achievement of the contract milestones
outlined below, continued funding availability and other contractual requirements contained in
the Exhibit.
Funding Period Fund Source ASD Result Area Program
Alignment Reimbursement
2019-2020 VSHSL $281,090.00
10/01/2019— Fund - Seniors
12/31/2020 Social Engagement $30,456.00
2019-2020 VSHSL
Fund -Veterans
A portion of these
funds shall be used
to fund equipment
and capital
improvements not
to exceed
$68,100.00
Total Not To Exceed $311,546.00
II. PROGRAM DESCRIPTION
King County DCHS ASD, in its partnership with Auburn Senior Activity Center, shares a
commitment to contributing to change in the Adult Services Division five result areas:
• Financial Stability
• Healthy Living
• Housing Stability
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• Service System Access and Improvement
• Social Engagement.
As community gathering places that provide older adults with opportunities for social
engagement, provide resources and assistance to seniors and their caregivers, and offer
participants a sense of belonging, senior centers offer an antidote to social isolation for seniors
and their caregivers in our communities. However, lack of flexible funding and long-term cuts
to available senior center funding streams have prevented senior centers from fully realizing a
vision of becoming strategic places of social engagement from which to holistically deploy
financial stability strategies, housing stability strategies, human service system access
strategies, and healthy living strategies.
Based on the growing scientific understanding of the risks of isolation, King County seeks to
support senior centers in becoming vibrant and inclusive senior hubs that expand outreach to
isolated seniors and support opportunities of engagement for the diversity of seniors in King
County. This strategy further promotes belonging where systems, biases, miscommunications
or cultural differences too often serve to isolate.
By developing the South King County Senior Centers and Resources Hub to become a senior
hub that serves as the recognized resource center on aging services and provides support,
outreach, connection, and social engagement for the diversity of seniors who live in South
King County, particularly geographically or socially isolated seniors; senior veterans, military
servicemembers, and their families; seniors facing housing instability; and immigrant and
limited English speaking seniors, the Contractor and its hub partners will reach isolated
seniors and support opportunities of engagement for the diversity of seniors in King County.
A. Program Activities
The Contractor shall serve as a partner in the South King County Senior Centers and
Resources Hub ("Senior Hub"), providing opportunities for seniors and/or their
caregivers and senior veterans and military servicemembers and their respective
families who live in South King County, particularly geographically or socially isolated
seniors, seniors facing housing instability, and immigrant and limited English speaking
seniors("Focus Population"), to experience social engagement and connection,
engage in activities that promote healthy aging, and access resources that support
seniors to live in their communities of choice. As part of this work, the Contractor shall:
1. Operate as a senior center with services provided at least five days a week.
a. Services must include at least three of the following:
• Food and nutrition programs, and/or congregate (shared) meals
• Social activities
• Information and assistance that connects individuals to aging
networks and services
• Educational opportunities for enrichment and life-planning
• Celebratory events for holidays, birthdays, cultural experiences, etc.
• Health promotion, wellness and fitness.
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b. Senior center services must be ongoing and offered on a regular basis,
but do not need to be at the same location every day. The Contractor's
senior center may meet or provide services at different locations on
different days, as long as there is a consistent schedule easily accessed
by intended, eligible participants and community organizations who can
depend upon the Contractor to host a senior center at a specified
location on any specific day.
2. Operate as a senior hub by providing the following services:
a. Conducting outreach to increase participation and provide opportunities
for social engagement for seniors within the Focus Population who
might otherwise remain isolated or disengaged.
b. Engaging with isolated seniors who may otherwise choose not to visit
the physical space(s)where the Senior Hub is located.
c. Providing guided connections and active navigation of referrals between
the Senior Hub and other specified VSHSL-funded service providers, as
appropriate and as agreed upon on a case-by-case basis in partnership
with King County.
d. Coordinating with other community organizations to expand the services
available through the Senior Hub.
e. Increasing knowledge of and/or participation in Community Living
Connections.
f. Representing the voice of the seniors served by the Senior Hub in other
human service collaboratives, on issues such as transportation, food
access and housing, as appropriate and as agreed upon on a case-by-
case basis in partnership with King County.
g. Using culturally informed approaches to support engagement and
inclusion for the Focus Population the Senior Hub intends to serve.
3. Make equipment purchases and/or capital improvements that support the
development of the Senior Hub, as follows:
a. If the development of the Senior Hub includes plans to purchase
equipment and/or complete capital improvement projects at the
Contractor's facilities or facilities related to the Senior Hub, the
Contractor shall be compensated through reimbursement of actual
amounts spent on the equipment or capital improvements, if any, after
completion.
b. The total amount of reimbursement for equipment purchases and/or
capital improvements, if any, shall not exceed the amount set forth in
the funding table in Section I., WORK STATEMENT.
c. King County encourages the Contractor to utilize small businesses,
including Small Contractors and Suppliers (SCS), as defined below, and
minority-owned and women-owned business enterprises certified by the
Washington State Office of Minority and Women's Business Enterprises
(OMWBE) in County contracts. The County encourages the Contractor
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to use the following voluntary practices to promote open competitive
opportunities for small businesses, including SCS firms and minority-
owned and women-owned business enterprises.
i. Inquire about King County's Contracting Opportunities Program.
King County has established a Contracting Opportunities Program
to maximize the participation of SCS in the award of King County
contracts. The Program is open to all SCS firms certified by King
County Business Development and Contract Compliance (BDCC).
As determined by BDCC and identified in the solicitation
documents issued by the County, the Program will apply to
specific contracts. However, for those contracts not subject to the
Program or for which the Contractor elected not to participate in
the Program during the solicitation stage, the Contractor is still
encouraged to inquire voluntarily about available firms. Program
materials, including application forms and a directory of certified
SCS firms, are available at the following Web-site address:
http://www.kinocountv.00v/bdcc
The term "Small Contractors and Suppliers" (SCS) means that a
business and the person or persons who own and control it are in
a financial condition which puts the business at a substantial
disadvantage in attempting to compete for public contracts. The
relevant financial condition for eligibility under the Program is set
at fifty percent of the Federal Small Business Administration (SBA)
small business size standards using the North American Industry
Classification System and Owners' Personal Net Worth less than
$750,000 dollars.
ii. Contact OMWBE to obtain a list of certified minority-owned and
women-owned business enterprises by visiting their website at
htto://www.omwbe.wa.gov/or by Toll Free telephone (866) 208-
1064.
iii. Use the services of available community organizations, consultant
groups, local assistance offices, the County, and other
organizations that provide assistance in the recruitment and
placement of small businesses, including SCS firms and minority-
owned and women-owned business enterprises.
d. The equipment purchases and/or capital improvement projects
approved through this contract are as follows:
i. Car for use by full-time Resource Navigator
a. The total amount of reimbursement for the vehicle shall not
exceed $30,000. In the event that the vehicle cost is less than
$30,000, the Contractor may invoice for costs associated with
the vehicle up to a maximum total of$30,000 through the
Exhibit Period.
b. In order to maintain the vehicle and support the transportation
function of the program, the Contractor shall:
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c. Provide the County with the Vehicle Identification Number
(VIN), license plate number, make and model at the point that
these become available to the Contractor.
d. Be listed as the legal and registered owner of the vehicle and
maintain the original vehicle title.
e. Maintain property records that include a description of the
property, a serial number or other identification numbers, the
source of funding for the property, who holds the title, the
acquisition date, and costs of the property, percentage of
County participation in the cost, the location, use and condition
of the property, and ultimate disposition data including date of
disposal and sale price of the vehicle.
f. Maintain insurance coverage on the vehicle and drivers that
will indemnify the County from any and all claims arising from
the operation and/or use of the vehicle. The Contractor's
insurance shall also provide for the replacement or repair of
the vehicle in the event that the vehicle is rendered inoperable
or stolen during the course of possession by the Contractor.
g. Ensure that the vehicle is regularly maintained in a manner
consistent with the manufacturer's recommendations and that
complete maintenance records are kept. All vehicle operation
costs, including but not limited to fuel, maintenance and repair,
are the responsibility of the Contractor. Vehicle maintenance
records and County access to the vehicle for inspection shall
be provided within three business days following notification of
the County.
h. Ensure that the vehicle is operated by individuals who are
trained in its operation, have a valid and current Washington
State Driver's License with appropriate endorsements for its
use and that the vehicle is operated in a safe manner at all
times in compliance with the laws of the State of Washington.
i. Ensure the security of the vehicle at all times, even when not in
use or in the possession of a Contractor employee. In the
event the vehicle is stolen, the Contractor will file a police
report and notify the County within 24 hours.
j. Be responsible for any fines resulting from violations of state or
local laws pertaining to the operation of the vehicle.
k. At the discretion of the County, the Contractor shall return the
vehicle to the County at the end of any contract period in which
contract renewal is not intended by the County. In such cases,
the vehicle shall be returned in a condition reasonable to its
age and mileage.
ii. Office build out and desk for full-time Resource Navigator
iii. Computers and phones for both Resource Navigators
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iv. Miscellaneous furnishings and supplies
v. JULOTA software (to be shared between Hub partners)
4. Collaborate with the other partners of the Senior Hub to expand the services
and supports available to seniors within the geographic or population area of
focus, including:
a. Participating with the other partners in the following Senior Hub
activities:
i. Identify the collective resources of the Hub and clarify plans for
service collaboration among Hub partners. This will include:
a. Defining clear boundaries for the geographic service area of
the Hub.
b. Developing a map of the current services, programs, and
activities offered by each Hub partner as well as the senior
populations currently served by each Hub partner.
c. Creating a plan for how the Hub partners will collaborate
around serving the Hub's communities of focus (geographically
or socially isolated seniors; senior veterans, military
servicemembers, and their families: seniors facing housing
instability; and immigrant and limited English speaking
seniors). Included in this plan will be the following activities:
i. Implementation of the JULOTA software within the Hub, to
enable coordination with area hospitals and South King
Fire AuthorityNalley Regional Fire Authority Crisis
Management Team around serving vulnerable and isolated
seniors.
ii. Coordination with King County Veterans Program.
iii. Sharing strategies and learnings for reaching and serving
multicultural, multilingual senior populations between the
Hub partners (as well as other providers and collaborators
as necessary).
d. Clarifying each Hub partner's priorities, goals, and needs for
the Resource Navigator and Grant Administrative Assistant
positions.
ii. Strengthen the Hub's capacity to connect seniors to resources by:
a. Implementing two new Resource Navigator staff positions that
will shared between the Hub partners. The role of the
Resource Navigators will be to:
i. Complete a senior needs assessment, which will:
1. Identify needs among seniors currently served by the
three Hub partners.
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2. Identify needs among seniors in the communities of
focus within the geographic service area of the Hub
(geographically or socially isolated seniors; senior
veterans, military servicemembers, and their families:
seniors facing housing instability; and immigrant and
limited English speaking seniors).
ii. Compile an extensive list of resources and programs for
seniors that is aligned with identified needs.
iii. Support individual seniors to access needed resources
through warm handoffs to other programs and providers.
iv. Conduct offsite engagement with seniors who are reluctant
or unable to attend programming at Hub sites and provide
them with resources, information, and connections to Hub
programming.
b. Planning and implementing programming at each Hub site that
is responsive to the needs identified in the needs assessment.
c. Developing shared materials for marketing and outreach about
the programs and services offered by the Senior Hub.
b. As a Senior Hub partner, taking the lead on the following senior center
activities:
i. Supervise and support the Resource Navigators'work for the Hub,
including:
a. Providing administrative supports, including office set-up,
outreach supplies, training resources, and car access.
b. Developing and implementing a supervisory structure that is
sufficiently responsive to the needs of the other Hub partners.
ii. Lead the incorporation of JULOTA software and corresponding
coordination with area providers into Hub activities.
iii. Provide scholarships for low-income seniors to access fee-based
activities and programs at the Senior Center.
5. Participate in the Senior Hubs Learning Collaborative, with representation by at
least one staff member at each of the scheduled meetings.
6. Work with King County staff to create a referral protocol (the "Referral
Protocol")for the purpose of providing referrals for affordable housing for
seniors and/or senior veterans, servicemembers and/or their families.
7. Work with King County staff to develop a method to collect client satisfaction
data ("Client Satisfaction Collection Method").
B. Participant Eligibility
Eligible participants for services are seniors and/or their caregivers and senior
veterans, military servicemembers, and their respective families meeting the VSHSL's
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definitions, especially those who live in South King County who are geographically or
socially isolated seniors; seniors facing housing instability; and immigrant and limited
English speaking seniors.
C. Definitions
1. DCHS web-referenced definitions for the following terms used within this Exhibit
can be found at https://kingcounty.govNSHSL-definitions.
a. Caregiver
b. Implementation Plan
c. Military Servicemember
d. Senior
e. Veteran
2. Definitions for the following terms used within this Exhibit can be found in the
VSHSL Implementation Plan at https://kinqcountv.govNSHSL-Implementation-
Plan.
a. Financial Stability
b. Healthy Living
c. Housing Stability
d. Service System Access and Improvement
e. Social Engagement
3. Definitions for other terms used within this Exhibit:
a. Senior Center
For the purposes of this Exhibit, a "senior center" is an entity that hosts
a physical space for seniors (persons 55 and older)to gather in order to
access services that promote healthy aging and to experience life
enrichment, empowerment, belonging, and enjoyment. The space
defined as the senior center may be a stand-alone, dedicated building or
be part of a larger or shared center that has multiple purposes. That
space may also include a series of spaces or locations.
b. Senior Hub
For the purposes of this Exhibit, a "senior hub" is a senior center, or set
of partnering senior centers, with the staffing, programmatic, and
systems capacity to serve as the recognized resource center on aging
services and supports for a focused geographic area and/or specific
cultural group(s), including but not limited to the Focus Population. If the
Senior Hub consists of partnering senior centers, the times and
locations of services may be spread between the partnering centers in
order to achieve the level of access required to be considered a senior
hub. Services need not be equal at each partner and may be structured
so as to capitalize on the strengths that each partner brings to the
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partnership as well as on the needs of the portion of the Focus
Population each partner seeks to serve.
c. Senior Hubs Learning Collaborative
For the purposes of this Exhibit, the "Senior Hubs Learning
Collaborative" means a structured forum for supporting best practices
and shared learning among the awarded senior hubs. All senior hub
partners will participate. Frequency and format of meetings will be
determined in collaboration with all senior hubs and King County staff.
D. Contract Milestones
The Contractor shall meet the following milestones during program years 2019-2020:
1. Year One (2019) Milestones
In collaboration with the other partners in the Senior Hub, complete the
following milestones:
a. By November 30, 2019:
i. Develop job description for Resource Navigators.
ii. Develop job description for Grant Administrative Assistant.
b. By December 31, 2019:
i. Finalize boundaries for the geographic service area of the Hub.
As a Senior Hub partner, complete the following milestones specific to the
Contractor:
c. By December 31, 2019:
i. Order car for use by Resource Navigators.
ii. Purchase JULOTA software.
iii. Create system for allocation of scholarships covering fee-based
activities and programs at the Senior Center.
2. Year Two (2020) Milestones
a. By January 31, 2020: The Performance Measurement and Evaluation
(PME) Plan shall be fully developed and formally accepted for the South
King County Senior Centers and Resources Hub. See Section III.,
PERFORMANCE MEASUREMENT AND EVALUATION.
b. By July 1, 2020: The Referral Protocol should be agreed to and be in
place, through mutual email agreement between King County staff and
Contractor staff.
c. By a timeline to be determined by King County within the PME Plan, the
Contractor shall administer the Client Satisfaction Collection Method.
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In collaboration with the other partners in the Senior Hub, complete the
following milestones:
d. By February 29, 2020:
i. Develop a map of the current services, programs, activities, and
populations served of each Hub partner.
ii. Complete plan for collaboration around serving the Hub's
communities of focus.
iii. Develop work plan with Resource Navigators.
e. By March 31, 2020
i. Develop outreach materials about the Senior Hub.
As a Senior Hub partner, complete the following milestones specific to the
Contractor:
f. By January 31, 2020:
i. Complete office build out and set up for Resource Navigators.
ii. Hire Resource Navigators.
III. PERFORMANCE MEASUREMENT AND EVALUATION
A. Performance Measurement and Evaluation Planning Process
The Contractor shall name a person who will lead performance measurement,
evaluation, and continuous quality improvement activities for this Exhibit. A
Performance Measurement and Evaluation (PME) Plan shall be co-developed and is
intended to provide the Contractor and King County with useful information for
decision-making, planning and program management. The Contractor and King County
staff shall work collaboratively to identify relevant measures of service delivery, quality
and program results and determine the mechanisms by which required information will
be collected, managed and reported. King County is responsible for providing a first
draft of the PME plan. The PME Plan shall be considered final after written acceptance
is received by both parties. Email communication is sufficient.
B. Performance Measures
Performance measures shall be measured using individual-level client data and
aggregate data submitted pursuant to this Exhibit. Specific data elements and reporting
mechanisms shall be defined in the PME Plan. If deemed necessary, additional
evaluation activities, such as focus groups, surveys or more rigorous evaluation
projects, may also be included in the PME Plan.
At least one of each type of performance measure (below) shall be included in the final
PME Plan. Where there are multiple contractors working on a related program or
strategy, the PME Plan may also include at least one strategy-level performance
measure.
1. Quantity of service provided: How much did we do?
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For example, number of seniors and/or their caregivers served by the Senior
Hub each quarter.
2. Quality of service provided: How well did we do it?
For example, percent of Senior Hub participants who identify with the target
population for the senior center.
3. How seniors have been impacted: Is anyone better off?
For example, percent of Senior Hub participants who indicate that they feel
more connected to their community(from survey or focus group).
Once developed and accepted by each party, the Contractor shall be required to
adhere to and perform the reporting and other services described in the PME Plan;
provided, however, that the Contractor's failure to meet any specific performance
targets or other metrics outlined in the PME Plan shall not constitute a breach of this
Contract or this Exhibit.
C. Modification of the PME Plan
Either party may suggest revisions to the PME Plan. The party requesting revisions to
the PME Plan (the "Requesting Party") shall submit the suggested changes in writing to
the other party (the "Receiving Party").
Within five business days of receipt, the Receiving Party shall review the revised PME
Plan. Prior to the expiration of such period, the Receiving Party shall provide a written
response to the Requesting Party that the Receiving Party either(i) accepts the revised
PME Plan as provided by the Requesting Party, or(ii) makes additional changes to the
PME Plan.
If modifications have been requested by the Receiving Party, then the parties shall
discuss in good faith the original and subsequent modifications until an acceptable
PME Plan has been developed and each party has provided the other with written
acceptance of such plan.
IV. PARTNERSHIP AND REPORTING REQUIREMENTS
A. Partnership Activities
1. The Contractor shall work with King County staff to coordinate and align
services with other VSHSL-funded organizations and system partners in order
to effectively and efficiently administer a set of services that clients may be
seeking to access.
2. The Contractor shall participate in regular meetings of levy-funded
organizations, if and when these are convened, to improve system connection
and coordination of existing services and support best practices and shared
learning.
3. The Contractor shall engage in any levy competency trainings offered by King
County. These training opportunities shall be offered at no cost to VSHSL-
funded providers to help providers attain and maintain key skills and concepts
that will support the VSHSL's goals of effectiveness, efficiency and equity.
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4. The Contractor shall include an attribution to the VSHSL with the use of the
VSHSL logo and/or a statement such as "This program receives funding from
the King County Veterans, Seniors and Human Services Levy" in all program
marketing materials, digital or hardcopy, developed during this contract period.
B. Reporting Activities
1. The Contractor shall participate in monthly check-ins with King County staff
either in person or by phone. Check-ins may be reduced or increased in
frequency based on program needs and King County needs to ensure program
accountability and the provision of adequate support for the program.
2. The Contractor shall include a short summary of services that occurred during
the invoicing period and progress toward milestones as applicable. This
summary shall be included with the submission of each invoice provided to King
County.
3. The Contractor shall provide before and after photographs of any equipment or
capital improvements after purchases or improvements have been completed,
as part of the invoicing period or as requested by King County, to illustrate the
development of the senior hub model.
4. Starting on January 1, 2020, the Contractor shall submit individual-level client
data and aggregate data about services and client outcomes to King County on
a quarterly basis. Reports are due within ten business days following the end of
each quarter of the calendar year. The format and reporting mechanisms for
this report shall be provided by King County and be outlined in the PME Plan.
5. The Contractor shall submit an annual narrative progress report to King County
on January 15 following each program year. The report shall cover the activities
of the previous year (January— December). The format and questions for the
annual narrative progress report shall be provided by King County.
6. By the date outlined in the PME Plan, the Contractor shall submit client
satisfaction data gathered through the Client Satisfaction Collection Method to
King County.
7. The Contractor shall complete a VSHSL-funded wage study, once developed,
every two years to help inform understanding of prevailing wages among
nonprofit providers, and how compensation may be contributing to staff
satisfaction, turnover and client outcomes. Results of the survey shall be made
available to all VSHSL-funded providers.
8. King County reserves the right to request additional supporting documentation
or information, as needed, and between reporting periods. A minimum of three
business days' notice shall be provided to the Contractor. If the Contractor
believes such notice is inadequate to prepare the report, it shall work with King
County to adjust the due date for additional requested information.
V. COMPENSATION AND METHOD OF PAYMENT
Regular payment for activities covered by this Exhibit shall be based on meeting the
deliverables outlined in the table below. However, by entering into the contract, the Contractor
is agreeing to make concerted efforts to meet the program activities and contract milestones
as outlined in Section II., PROGRAM DESCRIPTION and program and reporting requirements
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as outlined in Section IV., PARTNERSHIP AND REPORTING REQUIREMENTS. The
Contractor is further required to engage in continuous quality improvement as outlined in the
PME Plan in partnership with King County staff. If, through analysis of the required reports and
data or through conversations with the Contractor, it is determined that the program model, as
described in this Exhibit, is not successfully or sufficiently serving the King County seniors
community, the Contractor agrees to work with King County to re-envision the program model,
make changes to the PME Plan and pivot, using learnings to improve service delivery. Such
adjustments will be documented in an amendment to this Exhibit signed by both parties.
If the Contractor does not meet the agreed upon program activities, deliverables and/or
contract milestones during two quarters of the Contract and/or if the Contractor fails to engage
with the King County staff to re-envision the program model or make necessary adjustments in
order to better serve King County seniors, King County reserves the right to request specified
corrective action in writing or, either before such a request is issued or if such a request is
unheeded or does not produce improved engagement toward quality improvement, to reduce
the contract amount, withhold payment, or terminate the contract in line with notice
requirements in this contract's boilerplate.
A. Billing Invoice Package
The Contractor shall submit a Billing Invoice Package (BIP) quarterly that consists of
an invoice statement and other reporting requirements as stated in Section IV.,
PARTNERSHIP AND REPORTING REQUIREMENTS of this Exhibit in a format
approved by King County. The BIP is due within ten business days following the end of
each payment period.
1. Payments for Services
The billing table below details the monthly payment schedule for services.
2. Payments for Equipment Purchases and/or Capital Improvements
If the Contractor is requesting reimbursement for equipment purchases and/or
capital improvements as part of any payment period, the Contractor shall
submit a general ledger/expenditure detail report listing costs claimed as part of
the BIP, along with supporting photographs as described in Section IV.,
PARTNERSHIP AND REPORTING REQUIREMENTS.
The County may provide an advance payment prior to the Contractor incurring
any equipment or capital improvement costs. If the Contractor is requesting
advance payment, the Contractor shall submit a formal written quote or
Purchase Order as part of the BIP. If approved for advance payment, the
Contractor shall remit an expenditure detail report listing costs on equipment
and/or capital improvements in a subsequent BIP. King County shall provide
reimbursement on the remaining equipment/capital improvement funds only
once the Contractor has fully expended the advance payment and has provided
the supporting expenditure detail.
The Contractor must retain on file backup documentation for any equipment
and/or capital improvement costs (including receipts, invoices, timesheets, and
copies of checks) for the duration of Contractor's VSHSL award plus an
additional six years. This documentation must be made available upon request.
The County may conduct a site visit to the Contractor's office to review and
verify the foregoing records. Advance notice will be given to the Contractor in
the case of fiscal audits to be conducted by the County.
Auburn Senior Activity Center Page 13 of 15 2019/2020 Contract 6114981 Exh II
DocuSign Envelope ID:D6DOCD44E74B-4192-AA34-7CO24C0B5792
Date Payment Payment/Fund Source Deliverable
Due Period
January October- $42,598.00 VSHSL Fund - On-time completion/submission of:
15, 2020 December Seniors 1. Accurate invoice
$6,091.00 VSHSL Fund - 2. Aggregate-level and/or individual-
Veterans level client data
3. Annual narrative progress report
$48,689.00 Total(excluding 4. General ledger/expenditure detail
equipment/capitaland report and photographs, for
reimbursement equipment/capital reimbursement
requests) requests, if applicable
5. Documentation toward progress
on milestones indicated in body of
contract
April 14, January- $42,598.00 VSHSL Fund - On-time completion/submission of:
2020 March Seniors 1. Accurate invoice
$6,091.00 VSHSL Fund - 2. Aggregate-level and/or individual-
Veterans level client data
3. General ledger/expenditure detail
and report and photographs, for
$48,689.00 Total(excluding equipment/capital reimbursement
equipment/capital requests, if applicable
reimbursement
requests) 4. Finalized PME Plan
5. Documentation toward progress
on milestones indicated in body of
contract
July 15, April -June $42,598.00 VSHSL Fund - On-time completion/submission of:
2020 Seniors 1. Accurate invoice
$6,091.00 VSHSL Fund- 2. Aggregate-level and/or individual-
Veterans level client data
3. General ledger/expenditure detail
and report and photographs,for
$48,689.00 Total(excluding equipment/capital reimbursement
equipment/capital requests, if applicable
reimbursement
requests) 4. Documentation toward progress
on milestones indicated in body of
contract
October July- $42,598.00 VSHSL Fund- On-time completion/submission of:
14, 2020 September Seniors 1. Accurate invoice
$6,091.00 VSHSL Fund - 2. Aggregate-level and/or individual-
Veterans level client data
3. General ledger/expenditure detail
and report and photographs,for
$48,689.00 Total(excluding equipment/capital reimbursement
equipment/capital requests, if applicable
reimbursement
requests) 4. Documentation toward progress
on milestones indicated in body of
contract
Auburn Senior Activity Center Page 14 of 15 2019/2020 Contract 6114981 Exh II
DocuSign Envelope ID D6D0CD44-E74B-4192-M34-7CO24C0B5792
Date Payment Payment/Fund Source Deliverable
Due Period
January October- $42,598.87 VSHSL Fund - On-time completion or submission of:
15, 2021 December Seniors 1. Accurate invoice
$6,091.13 VSHSL Fund - 2. Aggregate-level and/or individual-
Veterans level client data
3. Annual narrative progress report
$48,690.00 Total (excluding 4. General ledger/expenditure detail
equipment/capital and report and photographs, for
reimbursement equipment/capital reimbursement
requests) requests, if applicable
5. Documentation toward progress
on milestones indicated in body of
contract
The Contractor shall advise King County quarterly of any material changes in revenues from
sources other than the County that are used to provide the services funded under this Exhibit.
The Contractor agrees to re-negotiate, as needed, if the County determines that such changes
are substantial.
Auburn Senior Activity Center Page 15 of 15 2019/2020 Contract 6114981 Exh II