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HomeMy WebLinkAbout03-041 - Tukwila et al - Memorandum of Understanding for Human ServicesUR■EN Mayor Noel Gibb Deputy Mayor Joan McGilton Councilmembers Jack Block, Jr. Lucy Krakowiak Stephen Lamphear Sally Nelson Gordon Shaw City of Burien Date 415 Southwest 150th Street Burien, Washington 98166-1973 Phone (206) 241-4647 Fax (206) 248-5539 www ci burien wa. us March 15, 2005 To City of Auburn City of Des Moines City of Federal Way City of Kent City of Renton City of SeaTac City of Tukwila Cc City of Covington MEMORANDUM From. Lori Fleming, City of Burien co -041 ct,) Subject. Addendum No 1 to MOU between South King County cities for Joint Human Services Program Attached for your files is a copy of Addendum No 1 to the Memorandum 01 Understanding (MOU) amongst the various South King County cities for 'i Joint Human Services Funding Program. The purpose of Addendum No i iti to add the City of Covington to the MOU effective Januar\ 1 2005 If you have any questions, please contact me at (2061 248-55 lH or Lorif@ci burien.wa.us R.\AD\LoriF\200 \Cvrmcmo to cities on Addend I Joint I IS M011.doc ORIGINAL ENT'D MAR 2 9 2005 7RIGINAL Addendum 1 to MEMORANDUM OF UNDERSTANDING BETWEEN THE CITIES OF AUBURN, BURIEN, DES MOINES, FEDERAL WAY, KENT, RENTON, SEATAC, AND TUKWILA FOR PLANNING, FUNDING, AND IMPLEMENTATION OF A JOINT HUMAN SERVICES APPLICATION AND FUNDING PROGRAM. The attached Memorandum of Understanding between the Cities for the planning, funding, and implementation of a joint human services application and funding program shall be modified to include the City of Covington, Washington. Provision 7 Notices on page 3 shall be changed to include the City of Covington, with the contact person being the Human Services Manager, currently Victona Throm. All other terms and conditions of the above referenced contract shall remain the same. These changes shall become effective on January 1, 2005 CITY OF CL' GTON By Title Date- Z — 24— o t"-i-ls7 g& 63-0Y/ MEMORANDUM OF UNDERSTANDING BETWEEN THE CITIES OF AUBURN, BURIEN, DES MOINES, FEDERAL WAY, KENT, RENTON, SEATAC, AND TUKWILA FOR PLANNING, FUNDING, AND IMPLEMENTATION OF A JOINT HUMAN SERVICES APPLICATION AND FUNDING PROGRAM. THIS MEMORANDUM OF UNDERSTANDING ("MOU") is entered into pursuant to Chapter 39.34 RCW by the Cities of Auburn, Bunen, Des Moines, Federal Way, Kent, Renton, SeaTac, and Tukwila, Washington hereinafter referred to as "Cities", to provide for planning, funding, and implementation of a joint human services application and funding program. WHEREAS, the Cities engage in activities which support human service providers in King County; and WHEREAS, the parties wish to make the most efficient use of their resources by cooperating to provide funding to support human service providers in south King County; and WHEREAS, through the Interlocal Cooperation Act, the parties have the authority to engage in cooperative efforts which result in more efficient use of Government resources, and NOW THEREFORE, and in consideration of the terms, conditions and performances made herein, it is agreed as follows 1 Purpose of MOU. The purpose of the MOU is the set up a cooperative arrangement between the Cities to consolidate the human services application and funding process. Four nonprofit human services agencies, commonly funded by many of the Cities, have been designated by the Cities for calendar year 2003 Nonprofit agencies may be added or deleted each year as determined by the Cities for the cooperative program. 2 Joint Participation. a) Lead City. A Lead City will be designated by the Cities for each Nonprofit Agency, as shown in Exhibit A, to act as the fiscal and administrative agent for the Cities for that Nonprofit Agency A Lead City is usually established by the amount of funding and/or support to the particular Nonprofit Agency The responsibilities of the Lead City are described in Section 4 b) Participating City. A Participating City is a city participating in the cooperative funding of a Nonprofit Agency, who is not a Lead City Participating Cities for each Nonprofit Agency are identified in Exhibit A. A Participating City shall review quarterly reports from the Nonprofit Agency Joint Human Services Application and Funding MOU Page 2 of 7 If a Participating City becomes concerned with a Nonprofit Agency's services, it will promptly notify the Lead City If a Participating City determines that a Nonprofit Agency is not performing satisfactorily for their city, the Participating City reserves the nght to request the Lead City to withhold payments to the Nonprofit Agency for their share of funding. In the event that a claim or lawsuit is initiated by a Nonprofit Agency against any City for withholding payment, the City requesting the withholding of payment shall be responsible for settling or defending the claim or lawsuit. In addition, in the event of any settlement of or judgment on the claim or lawsuit, the City requesting that payment be withheld shall be fully responsible for the payment of such settlement of judgment and shall indemnify, defend, and hold harmless the other Cities for such settlement or lawsuit. c) Nonprofit Agency. For calendar year 2003, the Cities identified and agreed that they will coordinate to consolidate the human services application and funding process for the following four Nonprofit Agencies Cnsis Clinic, King County Sexual Assault Resource Center, Community Health Center, and the Part -Time Domestic Violence Planner through the King County Coalition Against Domestic Violence. Nonprofit Agencies may be added or deleted each year as determined by the Cities for the cooperative program. 3 Funding Arrangement. a) Allocation. Each Participating City shall provide to the Lead City no later than March 31st of each year, the total annual funding allocation approved by their City Councils for the Nonprofit Agency, as described in Exhibit A. No administrative costs shall be imposed by the Lead City to the other Participating Cities. Exhibit A will be updated each year to show the Nonprofit Agencies, Lead Cities, Participating Cities, and funding amounts for that calendar year (For City of Des Moines only, the last sentence of this paragraph was changed to read. "Exhibit A will be updated each year by approval of amendment to this agreement to show the Nonprofit Agencies, Lead Cities, Participating Cities, and funding amounts for that calendar year "} b) Return of Unspent Funds. Any monies that the Nonprofit Agency(s) does not spend during the calendar year shall be proportionately returned to each Participating City On or before March 31st of the next calendar year the Lead City will provide the unspent funds to each Participating City 4 Responsibilities of Lead City. A Lead City has been designated to act as the fiscal and administrative agent for the Cities for each Nonprofit Agency, as shown in Exhibit A. The responsibilities of the Lead City shall include the following: a) Send an invoice to each Participating City by January 30th of each year for their annual approved allocation to the Nonprofit Agency R:WD\Contracts\2002 Contracts\HumServ-ArtsCult-CityMatch Contracts\Hum Sery Joint Fund MOU.doc Final MOU — April 3, 2003 Joint Human Services Application and Funding MOU Page 3 of 7 b) Contract with the Nonprofit Agency each year, for the total funding allocated by the Participating Cities, detailing performance measures to be performed by the Nonprofit Agency for each City c) Receive, review, and process the quarterly invoices and reports from the Nonprofit Agency Quarterly reports shall describe services provided specifically to each City Disputes regarding billings will be resolved among the Participating Cities. d) Provide copies of quarterly reports to the Participating Cities, if the reports are not provided directly by the Nonprofit Agency e) Provide the Nonprofit Agency with a funding application and technical assistance as required. f) Perform an annual momtonng visit of the Nonprofit Agency, to include the participation of another Participating City g) Maintain accounts and records which properly reflect transactions related to this MOU 5 Duration. This MOU shall become effective when it is approved by a majonty of the Cities and shall remain in effect through December 31, 2003, with automatic extensions annually, unless terminated as described in section 6 6 Termination. Any party may terminate its participation in the MOU without cause by giving the other Cities a thirty day wntten notice The terminating party shall remain fully responsible for meeting its funding responsibilities and other obligations established by this MOU through the end of the calendar year in which such notice is given. 7 Notices. Notices to the Cities shall be sent to the following persons City Contact Auburn Planner, currently Shirley Aird Bunen Management Analyst, currently Lon Fleming Des Moines Senior Services Manager, currently Sue Padden Federal Way Human Services Manager, currently Lydia Assefa- Dawson Kent Human Services Manager, currently Kathenn Johnson Renton Contract Specialist, currently Dianne Utecht SeaTac Senior Project Coordinator, currently Soraya Lowry Tukwila Human Services Manager, currently Evelyn Boykan 8 Indemnification. Each City agrees to indemnify the other Cities from any claims, damages, losses, and costs, including, but not limited to, attorney's fees and litigation costs, arising out of claims by third parties for property damage and bodily injury, including death, caused solely by the negligence or willful misconduct of such City, the City's employees, R:\ AD\Contracts\2002 Contracts HumServ-ArtsCult-CityMatch Contracts\Hum Sery Joint Fund MOU.doc Final MOU — April 3, 2003 Jomt Human Services Application and Funding MOU Page 4 of 7 affiliated corporations, officers, and lower tier subcontractors in connection with this MOU Each City hereby waives its immunity under Title 51 of the Revised Code of Washington for claims of any type brought by any City agent or employee against the other Cities This waiver is specifically negotiated by the parties and a portion of the City's payment hereunder is expressly made the consideration for this waiver 9 Insurance Each City shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance with a minimum coverage of $1,000,000 00 per occurrence/aggregate for personal injury and property damage In the event that a City is a member of a pool of self-insured cities, the City shall provide proof of such membership in lieu of the insurance requirement above Such self insurance shall provide coverage equal to or greater that required of non -self insurance pool member Cities. 10 Oversight Committee. This Agreement shall be managed by an Oversight Committee made up of one representative of each City The representative of each City shall be that person designated in section 7 of this Agreement. The Oversight Committee shall meet at least annually to discuss the terms of the Agreement and manage the services provided pursuant to the Agreement. 11 Applicable Law; Venue; Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be exclusively in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. 12. Counterparts. This document may be executed in any number of counterparts, each one which shall be considered an onginal. IN WITNESS WHEREOF, the undersigned have entered into this MOU as of this day of , 2003 R:\AD\Contracts\2002 Contracts\HumServ-ArtsCult-CityMatch Contracts\FFum Sery Joint Fund MOU.doc Final MOU — April 3, 2003 IN WITNESS WHERE F, the undersigned have entered into this MOU as of this day ofAA>,_ct, , 2003 CITY OF A By. Title Date Attest: Res. 3564 Exhibit A Joint Human Services Application and Funding MOU Page 5 of 6 Joint Human Services Application and Funding MOU Page 5 of 7 CITYAF BIJRIE 4rycir. By. GZn Title Date Attest: 6t4' Approved-A's -' Z4 07 City Attorney CITY OF COVINGTON By Title Date Attest CITY OF DES MOINES By. Title Date Attest: CITY OF FEDERAL WAY By- Title yTitle Date Attest: Approved As To Form City Attorney Approved As To Form City Attorney Approved As To Form City Attorney \\Dc01\records\AD\Contracts\2002 Contracts\HumServ-ArtsCult-CityMatch Contracts\Hum Sery Joint Fund MOU.doc Final MOU December 19 2002 Joint Human Services Application and Funding MOU Page 5 of 7 CITY OF BURIEN By Title Date Attest CITY OF COVINGTON By Title Date Attest CITY OF .^,ES MOIN By .` Title �'(4-/ difi Date //04/ Attest CITY OF FEDERAL WAY By Title Date Attest Approved As To Form City Attorney Approved As To Foiiii City Attorney Approv d A To Foim 61. \AAv2 City Attorney Approved As To Form \\SENIOR NT\DATA\WORD\SUE\human services\Hum Sery Joint Fund MOU2003 doc Final MOU December 19 2002 City Attorney Joint Human Services Application and Funding MOU Page 6 of 8 Title D Attest eirPlANA6e,2 3 '103 Approved As To Form dAMiL, Ci Attorney CITY OF KENT B Title Date Attest: CITY OF RENTON By - Title Date - Attest: CITY OF SEATAC By Title Date Attest: K:\CD Human Services\Regionalloint HS MOU\MOU Final.doc Final MOU December 19 2002 Approved As To Form City Attorney Approved As To Form City Attorney Approved As To Form City Attorney Joint Human Services Application and Funding MOU Page 6 of 7 CIT By - NT Titl " Yil7/4 /f 03 Date Attest: CITY OF RENTON By Title Date Attest: CITY OF SEATAC By - Title Date. Attest: CITY OF TUKWILA By - Title. Date Attest: Approved As To Form. City Attorney Approved As To Form. City Attorney Approved As To Form. C:\DOCUME-1\KJohnson\LOCALS-1\Temp\Hum Sery Joint Fund MOU.doc Final MOU December 19 2002 City Attorney Joint Human Services Application and Funding MOU Page 4 of 5 Each City hereby waives its immunity under Title 51 of the Revised Code of ' ashington for . ims of any type brought by any City agent or employee against t ' - other Cities This wa er is specifically negotiated by the parties and a portion of e City's payment hereunder 1 -xpressly made the consideration for this waiver 9 Insurance duration of the Agree coverage of $1,000,000 damage In the event that a shall provide proof of such mem self insurance shall provide cover insurance pool member Cities ach City shall procure and maintain ent comprehensive general liabi er occurrence/aggregate ity is a member of ship in lieu e eq 10 Oversight Committee. Committee made up of one re shall be that person desi Committee shall meet at the services provided full force throughout the y insurance with a minimum or personal injury and property pool of self-insured cities, the City the insurance requirement above Such to or greater that required of non -self T• s Agree -nt shall be managed by an Oversight sentative of eac City The representative of each City ated in section 7 of is Agreement. The Oversight ast annually to discuss the to • of the Agreement and manage rsuant to the Agreement. 11 A • .lica. e Law- Venue Attorne 's Fees This Agreemen hall be governed by and construe. in accordance with the laws of the State of Washingto In the event any suit, arbit . ion, or other proceeding is instituted to enforce any term of t Agreement, the pa •es specifically understand and agree that venue shall be exclusive in King Cou . y, Washington. The prevailing party in any such action shall be entitled o its attdrney's fees and costs of suit. IN WITLESS WHEREOF the undersigned have entered into this MOU as of this day of 4 , 2003 CITY OFA;. NTON By. Jse Tanner Title Mayor Date o2- 3-02003 Attest. 6e- t tw`•/ /dal City Clerk, Bonnie I. Walton Ap.r•��j:'. As To Form. City Attorney HAHUMAN_SE\2003fundingUointFundingPilot\Hum Sery Joint Fund MOU.doc Final MOU December 19 2002 Joint Human Services Application and Funding MOU Page 6 of 7 CITY OF KENT By. Title Date Attest. CITY OF RENTON By. Title Date Attest. CITY OF SEATAC By' etliael Bruce Ray m, City Manager Title Date- ,3/g Attest. CITY OF TUKWILA By. Title. Date Attest. Approved As To Form City Attorney Approved As To Form City Attorney proved As To Form T. rviGr,,Pc City Attorney Approved As To Form. City Attorney Joint Human Services Application and Funding MOU Page 6 of 7 CITY OF KENT By. Title. Date: Attest: CITY OF RENTON By. Title: Date: Attest: CITY OF SEATAC By. Title: Date: Attest: CITY OFT WILA yr) ivlPr)� By:Qb Title: '-1x tL c- et -L) - Date: /// /e Attest: 1 C% e.� C:\WINDOWS\TEMP\Hum Sery Joint Fund MOU.doc Final MOU December 17 2002 Approved As To Form. City Attorney Approved As To Form. City Attorney Approved As To Form. City Attorney Approved As To Form. ity Attorney Joint Human Services Application and Funding MOU Page 7 of 7 EXHIBIT A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. CALENDAR YEAR 2003 Name of Nonprofit Agency Participating Cities & Tentative Funding Crisis Clinic for the telephone referral line Auburn - Lead City - $1,500 Bunen - $4,500 Covington - $5,000 Des Moines - $5,000 Kent - $5,000 Federal Way - $10,000 Renton - $3,300 SeaTac - $2,780 Tukwila - $2,000 TOTAL - $39,080 King County Sexual Assault Resource Center (KCSARC) for sexual assault services Renton - Lead City - $30,000 Auburn - $26,500 Bunen - $7,500 Covington - $3,500 Des Moines - $20,000 Kent - $20,000 Federal Way - $30,000 SeaTac - $7,200 Tukwila - $14,000 TOTAL - $158,700 Community Health Centers for comprehensive medical services for low and moderate income persons. Kent - Lead City - $58,450 Auburn - $27,550 Covington - $3,200 Federal Way - $31,827 Renton - $24,000 SeaTac - $10,600 TOTAL - $155,627 Part -Time Domestic Violence Planner through King County Coalition Against Domestic Violence for planning activities in South King County Kent - Lead City - $15,000 Auburn - $10,000 Renton - $5,000 TOTAL - $30,000 C:\WINDOWS\TEMP\Hum Sery Joint Fund MOU.doc Final MOU December 17 2002 CAG -05-047 t.,41.,LE 14 C3 -04-1 CITY OF RENTON 2005-06 JOINT HUMAN SERVICES AGREEMENT MEALS ON WHEELS tA This Human Services Agreement ("Agreement") is dated this /a day of , 2005 The parties ("Parties") to this agreement are the City of Renton, a rfiunicipal corporation of the State of Washington, hereinafter referred to as "City" and Senior Services hereinafter referred to as "Agency" WITNESSETH WHEREAS the City has entered into a Memorandum of Understanding for the planning, funding and implementation of a joint human services application funding program, and , WHEREAS the City of Renton, along with the cities of Auburn, Des Moines, Federal Way, SeaTac and Tukwila, wish to make the most efficient use of their resources by cooperating to provide joint application and funding for human services, and WHEREAS the programs provided by the Agency are for the benefit of the general community and designed for the well being of children and families, NOW, THEREFORE, in consideration of the mutual benefits and covenants herein referred to, it is hereby agreed by and between the parties as follows 1 Services. The Agency shall provide those services described in Exhibit A, entitled Scope of Services, attached hereto and incorporated herein by this reference ("Services"), which services shall be performed in a manner consistent with the accepted practices for other similar services, completed to the City's satisfaction, within the time prescribed by the City, and pursuant to the direction of the Human Services Manager or his or her designee 2 Term The term of this Agreement shall be for a period of two (2) years commencing on January 1, 2005, and terminating on December 31, 2006 ("Term") Funding for the second year of the contract is contingent upon satisfactory contract performance during the first year of the contract term and upon available funding 3 Termination Prior to the expiration of the Term, this Agreement may be terminated or suspended immediately, with or without cause by the City The Agency may cancel this Agreement only upon thirty (30) days prior written notice to the City In the event the City terminates or suspends this Agreement, the Agency will be entitled to receive compensation for any approved Services rendered prior to the effective date of such termination Senior Services/MOW Page 1 of 7 City of Renton 2005-2006 Human Services Agreement or suspension The Human Services Manager's determination of such compensation shall be binding and conclusive 4 Compensation. 4 1 Total Compensation. In Consideration of the Agency performing the Services, the City agrees to pay the Agency an amount not to exceed the sum of Thirty Eight Thousand Seven Hundred and No/100 ($38,700), per year for completed services rendered under this agreement and according to the budget specified in Exhibit A, and incorporated by reference as if fully set forth 4.2 Criteria for Compensation The City of Renton will use a variety of measures as indicators of satisfactory contract performance The Agency will be expected to meet at least 90% of the performance goals (outputs) as defined in Exhibit A. If the Agency does not meet the 90% of performance goals, the number of percentage points below the 90% level will reduce payment for services rendered under the Agreement. At the 90% level, the Agency will be reimbursed at 100% The method for calculating contract performance is specified below Any exception must be negotiated with the City Exceptions may be in cases where circumstances beyond the agency's control impact their ability to meet their service unit goals and the agency has shown reasonable effort to overcome those circumstances to meet their goals. Exceptions may be made at the discretion of the City's Human Services Manager 4 3 Method of Calculation The performance measure "percentage of unduplicated clients served" will comprise 50% of the formula used to determine reimbursement. Other performance measures will be totaled and will be the remaining 50% used to determine reimbursement. If an Agency exceeds any of its performance measure goals, the level of reimbursement will remain the same If the number of units of service provided exceeds the goal for that particular measure, the actual number of units provided shall be adjusted to equal that goal The total reimbursement shall be based on cumulative data presented by the Agency in the final reimbursement request and accompanying reports. 4 4 Method of Payment. Agency will submit a quarterly invoice to the City as specified in Exhibit A. No invoice shall exceed one quarter (1/4) of the total budgeted amount by more than 10% without prior written authorization by the City Failure to deliver the invoice and reports within this time period may jeopardize the Senior Services/MOW Page 2 of 7 City of Renton 2005-2006 Human Services Agreement payment of funds for that quarter Payment will be made no later than forty-five (45) days after receipt of invoice and approval of reports 5 Monitoring The City shall review reports to monitor compliance with the level of service set forth in Exhibit A. The City may also review program performance periodically on site Should the Agency fail to meet the minimum level of service represented by the Performance Measures in Exhibit A, the City reserves the right to adjust payments as specified in Paragraph 4.2 "Criteria for Compensation" 6 Independent Contractor Agency and City agree that Agency is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto Neither Agency nor any employee of Agency shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Agency, or any employee of the Agency Industrial or any other insurance that is purchased for the benefit of the City, regardless of whether such may provide a secondary or incidental benefit to the Agency, shall not be deemed to convert this Agreement to an employment contract. 7 Agency Indemnification. Agency represents to the City that Agency has competent, trained staff and where necessary, professional staff to render the services to be performed under this Agreement. The Agency agrees to indemnify, hold and defend the City, its elected officials, officers, employees, agents, and volunteers harmless from any and all claims, demands, losses, actions and liabilities (including costs and all attorney fees) to or by any and all persons or entities, including, without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Agreement to the extent caused by the negligent acts, errors or omissions of the Agency, its partners, shareholders, agents, employees, or by the Agency's breach of this Agreement. The Agency waives any immunity that may be granted to it under the Washington State Industrial Insurance Act, Title 51 RCW The Agency's indemnification shall not be limited in any way by any limitation of the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefit acts or any other benefits acts or programs. Senior Services/MOW Page 3 of 7 City of Renton 2005-2006 Human Services Agreement 8 Discrimination Prohibited In all of the Agency's services, programs or activities, and all of the Agency's hiring and employment made possible by or resulting from this Agreement, there shall be no discrimination by the Agency or by the Agency's employees, agents, subcontractors, or representatives against any person because of sex, age (except minimum age and retirement provisions), race, color, creed, national origin, marital status or the presence of any disability, including sensory, mental or physical handicaps, unless based upon a bona fide occupational qualification in relationship to hiring and employment. Any material violation of this provision shall be grounds for termination of this Agreement by the City 9 Insurance The Agency agrees to carry as a minimum, the following insurance, in such forms and underwritten by a company acceptable to the City Carriers must have a minimum A.M Best rating of A XII 9 1 Workers' compensation and employer's liability insurance in amounts sufficient pursuant to the laws of the State of Washington, 9.2 Coverage must include general liability, and property damage in the amount of at least $1 0 million unless waived or reduced by the City Business automobile liability insurance is required of all consultants and professional services providers where a vehicle will be used on the contract. The required minimum combined single limit per occurrence for bodily injury and property damage is $1 0 million each accident. 9 3 In addition to the insurance referenced in the preceding paragraph, any Agency providing professional services shall procure and maintain in full force professional liability insurance for those services delivered pursuant to this Agreement either directly through Agency employees or indirectly through contractual or other arrangements with third parties. Such professional liability insurance shall be maintained in an amount not less than $500,000 for each occurrence/incident/claim and shall have a minimum aggregate coverage of $1 0 million. For the purposes of this paragraph "professional services" shall include but not be limited to the provision of any services provided by any licensed professional If Agency's insurance policies are "claims made" or "claims paid", Agency shall be required to maintain tail coverage for a minimum period of two (2) years from the date this Agreement is actually terminated The provisions of this Section shall survive the expiration or termination of this Agreement with respect to any event occurring Senior Services/MOW Page 4 of 7 City of Renton 2005-2006 Human Services Agreement prior to such expiration or termination 10 Books and Records. The Agency agrees to maintain books, records, and accounts, including without limitation personnel, property, financial and programmatic records, which sufficiently and properly reflect all direct and indirect costs related to the performance of the Services and maintain such accounting procedures and practices as may be deemed necessary by the City to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review or audit by the City, its authorized representative, the State Auditor, or other governmental officials authorized by law to monitor this Agreement. 11 Reporting Requirements No payment will be made to the Agency until all reports requested by the City are fully completed and executed by the Agency and approved by the City The Agency shall submit the reports specified in the Scope of Services (Exhibit A) each quarter no later than fifteen (15) calendar days following the end of each quarter 12 Non -Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will not be obligated to make payments for Services or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services for which funds are allocated No penalty or expense shall accrue to the City in the event this provision applies. 13 General Provisions. 13 1 Entire Agreement. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mention in this Agreement and no prior agreements shall be effective for any purpose 13.2 Modification No provision of this Agreement may be amended or modified except by written Agreement signed by the Parties 13 3 Full Force and Effect. Any provision of this Agreement which is declared invalid or illegal shall in no way affect or invalidate any other provision hereof and such other provisions shall remain in full force and effect. 13 4 Assignment. Neither the Agency nor the City shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of the other Party Senior Services/MOW Page 5 of 7 City of Renton 2005-2006 Human Services Agreement 13 5 Successors in Interest. Subject to the foregoing subsection, the rights and obligations of the Parties shall inure to the benefit and be binding upon their respective successors in interest, heirs and assigns. 13 6 No Waiver Failure or delay of the City to declare any breach or default immediately upon occurrence shall not waive such breach or default. Failure of the City to declare one breach or default does not act as a waiver of the City's right to declare another breach or default. 13 7 Governing Law This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington 13 8 Authority Each individual executing this Agreement on behalf of the City and the Agency represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the Agency or the City 13 9 Notices Any notices required to be given by the Parties shall be delivered at the addresses set forth below Any notices may be delivered personally to the addressee of the notice or may be deposited in the United States mail, postage prepaid, to the address set forth below Any notice so posted in the United States mail shall be deemed received three (3) days after the date of mailing Written notice sent to the City should be addressed as follows: Human Services, City of Renton, 1055 South Grady Way, Renton, WA 98055 Written notice to the Agency shall be sent to the address following the Agency signature on the last page of this Agreement. 13 10 Captions. The respective captions of the Sections of this Agreement are inserted for convenience of reference only and shall not be deemed to modify or otherwise affect any of the provisions of this Agreement. 13 11 Performance. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor Adherence to completion dates set forth in the description of the Services is essential to the Agency's performance of this Agreement. Senior Services/MOW Page 6 of 7 City of Renton 2005-2006 Human Services Agreement 13 12 Remedies Cumulative Any remedies provided for under the terms of this Agreement are not intended to be exclusive, but shall be cumulative with all other remedies available to the City at law, in equity or by statute 13 13 Counterparts. This Agreement may be executed in any number of counterparts, which counterparts shall collectively constitute the entire Agreement. 13 14 Attorney Fees. In the event either of the Parties defaults on the performance of any terms of this Agreement or either Party places the enforcement of this Agreement in the hands of an attorney, or files a lawsuit, each Party shall pay all its own attorneys' fees, costs and expenses The venue for any dispute related to this Agreement shall be King County, Washington In Witness whereof, the parties have caused this agreement to be executed the day and year set forth above Senior Services Agency By. ( Tom'► t..'vY. %+-► w" ignature) Denise Klein 42t - Kathy K olker-Wheeler, Mayor Attest: (Name) Bonnie I Walton, City Clerk Its. Chief Executive Officer (Title) 2208 Second Ave, Suite 100 APPROVED AS TO FORM Seattle, WA 98121 (Address) 206-448-5757 (Phone) Senior Services/MOW Page 7 of 7 l(�d'./r rryWarren, C' Attorney CAG -05-047 Exhibit A 2005-06 PROJECT SCOPE OF SERVICES Project Title. Meals on Wheels Start Date 01/01/05 City Contact: Dianne Utecht End Date 12/31/06 Telephone (425) 430-6655 Fax: (425)430-6603 Termination Date 12/31/06 E-mail dutecht@ci renton.wa us $ 9,500 Contractor Contact Person Margaret Strachan Telephone (206) 727-6225 E-mail margarets@seniorservices.org Fax: (206) 448-5766 Agency hereinafter referred to as "the Contractor") shall utilize City General Funds to perform the activities specified below Such services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or may be hereafter amended 1) Project Summary The Contractor shall use City funds to provide nutritious meals to homebound elderly residents 2) Project Budget The Contractor shall apply the following funds to the project as shown below The total amount of reimbursement pursuant to this Scope shall not exceed $38,700 City Funds $38,700 Auburn $ 7,000 Des Moines $ 1,500 Federal Way $ 9,500 Renton $ 6,000 SeaTac $ 7,700 Tukwila $ 7,000 Total — $38,700 Line Item Budget Position Title Personnel Services (detail below) $0.00 Office or Operating Supplies $0.00 Consultant or Purchased Services $0.00 Construction Contracts $0.00 Communications $0.00. Travel and Training $0 00 Other (Food Purchase/Meals) $38,700 C Personnel Detail Position Title Position Full Time Equivalent Annual Salary and Benefits City Funds N/A Project Scope of Services Page 1 of 3 Exhibit A 3) Performance Measures A. Service Units City of Renton Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Renton Clients 23 11 5 5 44 2. Number Home Delivered Meals 1500 1500 1500 1500 6000 City of Auburn Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Auburn Clients 23 12 6 5 46 2. Number Home Delivered Meals 1750 1750 1750 1750 7000 City of Des Moines Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Des Moines Clients 7 3 2 1 13 2. Number of Home Delivered Meals 375 375 375 375 1500 City of Federal Way Performance 1st 2nd 3rd 4th Total Measures 22 11 6 5 44 1 Number of Unduplicated Federal Way 31 16 8 7 62 Clients 2. Number of Home Delivered Meals 2375 2375 2375 2375 9500 City of SeaTac Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated SeaTac Clients 22 11 6 5 44 2. Number of Home Delivered Meals 1925 1925 1925 1925 7700 City of Tukwila Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated'Tukwila Clients 12 8 5 5 30 2. Number of Home Delivered Meals 1150 1150 1150 1150 4600 B. Definition of Units of Service Unduplicated Client: A Client is counted the first time they receive services in the calendar year Home Delivered Meals One meal delivered counts as one service unit. 4) Records A. Project Files The Contractor shall maintain files for this project containing the following items 1 Notice of Grant Award 2 Motions, resolutions, or minutes documenting Board or Council actions 3 A copy of this Scope 4 Correspondence regarding budget revision requests 5 Copies of all invoices and reports submitted to the City for this project. 6 Bills for payment. 7 Copies of approved invoices and warrants Project Scope of Services Page 2 of 3 Exhibit A 5) Reports, Invoicing and Reporting Schedule A. Reports The Contractor shall collect and report client information to the City quarterly and annually on report forms to be provided by the City Quarterly submittals shall include • Invoice and Service Report • Quarterly Financial Report • Client Demographic Report The Contractor shall also implement, track and report on at least one outcome measure annually The outcome and measurable indicators shall be submitted with the April report. Contractor may use the logic model format, or any other format mutually agreed upon by Contractor and City The Contractor shall submit with the final reports a Summary Evaluation of the Program and Annual Outcome Report. B. Invoicing and Reporting Schedule The Contractor shall submit invoices and reports to the City in accordance with the following schedule Invoices and Program reports shown in Paragraph 5A shall be submitted no less frequently than quarterly and are due on the following dates. 1st Quarter April 15, 2005, 2nd Quarter July 15, 2005, 3rd Quarter October 14, 2005, and 4th Quarter Quarterly Financial Report due December 15, 2005, Service Report, Client Demographic Report, Summary Evaluation, Annual Outcome Reports and supporting documentation are due January 16, 2006 2006 dates will be provided with notification for funding for second year of contract. Estimated Quarterly Payments. 1st Qtr $9,675 2nd Qtr $9,675 3rd Qtr $9,675 4th Qtr $9,675 Expenses must be incurred prior to submission of quarterly reimbursement requests Proof of expenditures must be attached to the reimbursement request for invoice to be approved Quarterly invoices 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 Project Scope of Services Page 3 of 3 Authorized Signatures for Invoices Submitted to City of Renton Human Services authorize the following individuals to sign invoices on behalf of Senior Services Meals on Wheels (Contract/project title) (contracting agency), for the following Authorizing Signature (must be signed by person who signs the contract, generally the Executive Director) Additional Authorized Signature Additional Authorized Signature CAG -05-047 Denise Klein, Chief Executive Officer (Print Name) (Title) ignature) 46 .-1 (Date) Tim Bridges, Chief Financial Officer 7-6_1 (Prin ' cane ; _ (Title) (Sig a 4- 6 (Date) Joanne Donohue, VP for Wellness & Civic Engagement (Print Name) ignature Note It is the responsibility of the contractor to inform the City of Renton if they wish to add or delete names from this list. 'AG -05-051 CITY OF RENTON 2005-06 JOINT HUMAN SERVICES AGREEMENT VOLUNTEER TRANSPORTATION This Human Services Agreement ("Agreement") is dated this /3 day of , 2005. The parties ("Parties") to this agreement are the City of Renton, a rfiunicipal corporation of the State of Washington, hereinafter referred to as "City" and Senior Services hereinafter referred to as "Agency". WITNESSETH WHEREAS the City has entered into a Memorandum of Understanding for the planning, funding and implementation of a joint human services application funding program, and , WHEREAS the City of Renton, along with the cities of Auburn, Burien, Covington, Des Moines, Federal Way, Kent, SeaTac and Tukwila, wish to make the most efficient use of their resources by cooperating to provide joint application and funding for human services; and WHEREAS the programs provided by the Agency are for the benefit of the general community and designed for the well being of children and families, NOW, THEREFORE, in consideration of the mutual benefits and covenants herein referred to, it is hereby agreed by and between the parties as follows: 1. Services. The Agency shall provide those services described in Exhibit A, entitled Scope of Services, attached hereto and incorporated herein by this reference ("Services"), which services shall be performed in a manner consistent with the accepted practices for other similar services, completed to the City's satisfaction, within the time prescribed by the City, and pursuant to the direction of the Human Services Manager or his or her designee. 2. Term. The term of this Agreement shall be for a period of two (2) years commencing on January 1, 2005, and terminating on December 31, 2006 ("Term"). Funding for the second year of the contract is contingent upon satisfactory contract performance during the first year of the contract term and upon available funding. 3. Termination. Prior to the expiration of the Term, this Agreement may be terminated or suspended immediately, with or without cause by the City. The Agency may cancel this Agreement only upon thirty (30) days prior written notice to the City. In the event the City terminates or suspends this Agreement, the Agency will be entitled to receive compensation for any approved Services rendered prior to the effective date of such termination Senior ServicesNol Trans Page 1 of 7 City of Renton 2005-2006 Human Services Agreement or suspension. The Human Services Manager's determination of such compensation shall be binding and conclusive. • 4. Compensation. 4.1 Total Compensation. In Consideration of the Agency performing the Services, the City agrees to pay the Agency an amount not to exceed the sum of Twenty Nine Thousand One Hundred Sixty Seven Dollars and no/100 ($29,167), per year for completed services rendered under this agreement and according to the budget specified in Exhibit A, and incorporated by reference as if fully set forth. 4.2 Criteria for Compensation. The City of Renton will use a variety of measures as indicators of satisfactory contract performance. The Agency will be expected to meet at least 90% of the performance goals (outputs) as defined in Exhibit A. If the Agency does not meet the 90% of performance goals, the number of percentage points below the 90% level will reduce payment for services rendered under the Agreement. At the 90% level, the Agency will be reimbursed at 100%. The method for calculating contract performance is specified below. Any exception must be negotiated with the City. Exceptions may be in cases where circumstances beyond the agency's control impact their ability to meet their service unit goals and the agency has shown reasonable effort to overcome those circumstances to meet their goals. Exceptions may be made at the discretion of the City's Human Services Manager. 4.3 Method of Calculation. The performance measure "percentage of unduplicated clients served" will comprise 50% of the formula used to determine reimbursement. Other performance measures will be totaled and will be the remaining 50% used to determine reimbursement. If an Agency exceeds any of its performance measure goals, the level of reimbursement will remain the same. If the number of units of service provided exceeds the goal for that particular measure, the actual number of units provided shall be adjusted to equal that goal. The total reimbursement shall be based on cumulative data presented by the Agency in the final reimbursement request and accompanying reports. 4.4 Method of Payment. Agency will submit a quarterly invoice to the City as specified in Exhibit A. No invoice shall exceed one quarter (1/4) of the total budgeted amount by more than 10% without prior written authorization by the City. Failure to deliver Senior ServicesNol Trans Page 2 of 7 City of Renton 2005-2006 Human Services Agreement the invoice and reports within this time period may jeopardize the payment of funds for that quarter. Payment will be made no later than forty-five (45) days after receipt of invoice and approval of reports. 5. Monitoring. The City shall review reports to monitor compliance with the level of service set forth in Exhibit A. The City may also review program performance periodically on site. Should the Agency fail to meet the minimum level of service represented by the Performance Measures in Exhibit A, the City reserves the right to adjust payments as specified in Paragraph 4.2 "Criteria for Compensation". 6. Independent Contractor. Agency and City agree that Agency is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Agency nor any employee of Agency shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Agency, or any employee of the Agency. Industrial or any other insurance that is purchased for the benefit of the City, regardless of whether such may provide a secondary or incidental benefit to the Agency, shall not be deemed to convert this Agreement.to an employment contract. 7. Agency Indemnification. Agency represents to the City that Agency has competent, trained staff and where necessary, professional staff to render the services to be performed under this Agreement. The Agency agrees to indemnify, hold and defend the City, its elected officials, officers, employees, agents, and volunteers harmless from any and all claims, demands, losses, actions and liabilities (including costs and all attorney fees) to or by any and all persons or entities, including, without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Agreement to the extent caused by the negligent acts, errors or omissions of the Agency, its partners, shareholders, agents, employees, or by the Agency's breach of this Agreement. The Agency waives any immunity that may be granted to it under the Washington State Industrial Insurance Act, Title 51 RCW. The Agency's indemnification shall not be limited in any way by any limitation of the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefit acts or any other benefits acts or programs. Senior ServicesNol Trans Page 3 of 7 City of Renton 2005-2006 Human Services Agreement 8. Discrimination Prohibited. In all of the Agency's services, programs or activities, and all of the Agency's hiring and employment made possible by or resulting from this Agreement, there shall be no discrimination by the Agency or by the Agency's employees, agents, subcontractors, or representatives against any person because of sex, age (except minimum age and retirement provisions), race, color, creed, national origin, marital status or the presence of any disability, including sensory, mental or physical handicaps, unless based upon a bona fide occupational qualification in relationship to hiring and employment. Any material violation of this provision shall be grounds for termination of this Agreement by the City. 9. Insurance. The Agency agrees to carry as a minimum, the following insurance, in such forms and underwritten by a company acceptable to the City. Carriers must have a minimum A.M. Best rating of A XII. 9.1 Workers' compensation and employer's liability insurance in amounts sufficient pursuant to the laws of the State of Washington; 9.2 Coverage must include general liability, and property damage in the amount of at least $1.0 million unless waived or reduced by the City. Business automobile liability insurance is required of all consultants and professional services providers where a vehicle will be used on the contract. The required minimum combined single limit per occurrence for bodily injury and property damage is $1.0 million each accident. 9.3 In addition to the insurance referenced in the preceding paragraph, any Agency providing professional services shall procure and maintain in full force professional liability insurance for those services delivered pursuant to this Agreement either directly through Agency employees or indirectly through contractual or other arrangements with third parties. Such professional liability insurance shall be maintained in an amount not less than $500,000 for each occurrence/incident/claim and shall have a minimum aggregate coverage of $1.0 million. For the purposes of this paragraph "professional services" shall include but not be limited to the provision of any services provided by any licensed professional. If Agency's insurance policies are "claims made" or "claims paid", Agency shall be required to maintain tail coverage for a minimum period of two (2) years from the date this Agreement is actually terminated. The provisions of this Section shall survive the expiration or termination of this Agreement with respect to any event occurring Senior ServicesNol Trans Page 4 of 7 City of Renton 2005-2006 Human Services Agreement prior to such expiration or termination. 10. Books and Records. The Agency agrees to maintain books, records, and accounts, including without limitation personnel, property, financial and programmatic records, which sufficiently and properly reflect all direct and indirect costs related to the perfomiance of the Services and maintain such accounting procedures and practices as may be deemed necessary by the City to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review or audit by the City, its authorized representative, the State Auditor, or other governmental officials authorized by law to monitor this Agreement. 11. Reporting Requirements. No payment will be made to the Agency until all reports requested by the City are fully completed and executed by the Agency and approved by the City. The Agency shall submit the reports specified in the Scope of Services (Exhibit A) each quarter no later than fifteen (15) calendar days following the end of each quarter. 12. Non -Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will not be obligated to make payments for Services or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services for which funds are allocated. No penalty or expense shall accrue to the City in the event this provision applies. 13. General Provisions. 13.1 Entire Agreement. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mention in this Agreement and no prior agreements shall be effective for any purpose. 13.2 Modification. No provision of this Agreement may be amended or modified except by written Agreement signed by the Parties. 13.3 Full Force and Effect. Any provision of this Agreement which is declared invalid or illegal shall in no way affect or invalidate any other provision hereof and such other provisions shall remain in full force and effect. 13.4 Assignment. Neither the Agency nor the City shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of the other Party. Senior ServicesNol Trans Page 5 of 7 City of Renton 2005-2006 Human Services Agreement 13.5 Successors in Interest. Subject to the foregoing subsection, the rights and obligations of the Parties shall inure to the benefit and be binding upon their respective successors in interest, heirs and assigns. 13.6 No Waiver. Failure or delay of the City to declare any breach or default immediately upon occurrence shall not waive such breach or default. Failure of the City to declare one breach or default does not act as a waiver of the City's right to declare another breach or default. 13.7 Goveming Law. This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington. 13.8 Authority. Each individual executing this Agreement on behalf of the City and the Agency represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the Agency or the City. 13.9 Notices. Any notices required to be given by the Parties shall be delivered at the addresses set forth below. Any notices may be delivered personally to the addressee of the notice or may be deposited in the United States mail, postage prepaid, to the address set forth below. Any notice so posted in the United States mail shall be deemed received three (3) days after the date of mailing. Written notice sent to the City should be addressed as follows: Human Services, City of Renton, 1055 South Grady Way, Renton, WA 98055. Written notice to the Agency shall be sent to the address following the Agency signature on the last page of this Agreement. 13.10 Captions. The respective captions of the Sections of this Agreement are inserted for convenience of reference only and shall not be deemed to modify or otherwise affect any of the provisions of this Agreement. 13.11 Performance. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor. Adherence to completion dates set forth in the description of the Services is essential to the Agency's performance of this Agreement. Senior ServicesNol Trans Page 6 of 7 City of Renton 2005-2006 Human Services Agreement 13.12 Remedies Cumulative. Any remedies provided for under the terms of this Agreement are not intended to be exclusive, but shall be cumulative with all other remedies available to the City at law, in equity or by statute. 13.13 Counterparts. This Agreement may be executed in any number of counterparts, which counterparts shall collectively constitute the entire Agreement. 13.14 Attorney Fees. In the event either of the Parties defaults on the performance of any terms of this Agreement or either Party places the enforcement of this Agreement in the hands of an attorney, or files a lawsuit, each Party shall pay all its own attorneys' fees, costs and expenses. The venue for any dispute related to this Agreement shall be King County, Washington. In Witness whereof, the parties have caused this agreement to be executed the day and year set forth above. Senior Services Agency (AI /6,04A- P Kathy K olker-Wheeler, Mayor BY• # q rt-( 0-t. a ^ Attest: ature) Denise Klein WQzzir-. (Name) Bonnie I. Walton, City Clerk Its: Chief Executive Officer (Title) 2208 Second Ave, Suite 100 APPROVED AS TO FORM: Seattle, WA 98121 (Address) 206-448-5757 (Phone) Senior ServicesNol Trans Page 7 of 7 Larry Warren, City Attorney Exhibit A 2005-06 PROJECT SCOPE OF SERVICES Project Title: Volunteer Transportation Start Date: 01/01/05 City Contact: Dianne Utecht Des Moines End Date: 12/31/06 Telephone: (425) 430-6655 Fax: (425)430-6603 Termination Date: 12/31/06_ E-mail: dutecht@ci.renton.wa.us $ 7,500 Renton Contractor Contact Person: Cindy Zwart E-mail: cindyz(a�seniorservices.orq Telephone: (206) 727-6255 Fax: (206) 448-5766 $ 2,275 Agency hereinafter referred to as "the Contractor") shall utilize City General Funds to perform the activities specified below. Such services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or may be hereafter amended. 1) Project Summary The Contractor shall use City funds to provide personalized, escorted, free transportation services to frail lower —income seniors. 2) Project Budget The Contractor shall apply the following funds to the project as shown below. The total amount of reimbursement pursuant to this Scope shall not exceed $29,167. City Funds Aubum $ 5,000 Des Moines $ 1,000 Federal Way $ 5,700 Kent $ 7,500 Renton $ 6,000 SeaTac $ 2,275 Tukwila $ 1,692 Total $29,167 Project Scope of Services Page 1 of 5 Exhibit A 3) Performance Measures A. Service Units City of Renton Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated Renton Clients 10 10 10 10 40 2. Mileage 1596 1596 1596 1595 6383 3. Number of One -Way Trips 95 95 95 95 380 City of Auburn Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated Auburn Clients 10 10 10 10 40 2. Mileage 1330 1330 1330 1329 5319 3. Number of One -Way Trips 95 95 95 95 380 City of Des Moines Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated Des Moines Clients 100 34 33 33 200 2. Mileage 4250 4250 4250 4250 17000 3. Number of One -Way Trips 750 750 750 750 3000 4. Volunteer Hours 400 400 400 400 1600 City of Federal Way Performance Measures (proposed 05) lst 2nd 3rd 4th Total 1. Number of Unduplicated Federal Way Clients 11 11 10 10 42 2. Mileage 1516 1516 1516 1516 6064 3. Number of One -Way Trips 107 106 106 106 425 City of Kent Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated Kent Clients 15 15 15 15 60 2. Mileage 1995 1995 1995 1995 7980 3. Number of One -Way Trips 125 125 125 125 500 City of SeaTac Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated SeaTac Clients 4 4 4 4 16 2. Mileage 605 605 605 605 2420 3. Number of One -Way Trips 32 31 31 31 125 City of Tukwila Performance Measures 1st 2nd 3rd 4th Total 1. Number of Unduplicated Tukwila Clients 5 4 2 2 13 2. Mileage 450 450 450 450 1800 3. Number of One -Way Trips N/A Project Scope of Services Page 3 of 5 2AG-05-050 Lt w 043-614/ RECEIVED APR 5 2005 CITY OF RENTON 2005-06 JOINT HUMAN SERVICES AGREEMENT This Human Services Agreement ("Agreement") is dated this 13 day , 2005 The parties ("Parties") to this agreement are the a nicipal corporation of the State of Washington, hereinafter referred to as "City" and King County Sexual Assault Resource Center hereinafter referred to as "Agency" IT CITY OF RENTON VICES WITNESSETH WHEREAS the City has entered into a Memorandum of Understanding for the planning, funding and implementation of a joint human services application funding program, and , WHEREAS the City of Renton, along with the cities of Auburn, Burien, Covington, Des Moines, Federal Way, Kent, SeaTac and Tukwila, wish to make the most efficient use of their resources by cooperating to provide joint application and funding for human services, and WHEREAS the programs provided by the Agency are for the benefit of the general community and designed for the well being of children and families, NOW, THEREFORE, in consideration of the mutual benefits and covenants herein referred to, it is hereby agreed by and between the parties as follows 1 Services The Agency shall provide those services described in Exhibit A, entitled Scope of Services, attached hereto and incorporated herein by this reference ("Services"), which services shall be performed in a manner consistent with the accepted practices for other similar services, completed to the City's satisfaction, within the time prescribed by the City, and pursuant to the direction of the Human Services Manager or his or her designee 2 Term The term of this Agreement shall be for a period of two (2) years commencing on January 1, 2005, and terminating on December 31, 2006 ("Term") Funding for the second year of the contract is contingent upon satisfactory contract performance during the first year of the contract term and upon available funding 3 Termination Prior to the expiration of the Term, this Agreement may be terminated or suspended immediately, with or without cause by the City The Agency may cancel this Agreement only upon thirty (30) days prior written notice to the City In the event the City terminates or suspends this Agreement, the Agency will be entitled to receive compensation for any approved Services rendered prior to the effective date of such termination KCSARC Page 1 of 7 City of Renton 2005-2006 Human Services Agreement or suspension The Human Services Manager's determination of such compensation shall be binding and conclusive 4 Compensation. 4 1 Total Compensation. In Consideration of the Agency performing the Services, the City agrees to pay the Agency an amount not to exceed the sum of One Hundred Fifty Four Thousand Six Hundred Seventy One and No/100 ($154,671), per year for completed services rendered under this agreement and according to the budget specified in Exhibit A, and incorporated by reference as if fully set forth 4.2 Criteria for Compensation The City of Renton will use a variety of measures as indicators of satisfactory contract performance The Agency will be expected to meet at least 90% of the performance goals (outputs) as defined in Exhibit A. If the Agency does not meet the 90% of performance goals, the number of percentage points below the 90% level will reduce payment for services rendered under the Agreement. At the 90% level, the Agency will be reimbursed at 100% The method for calculating contract performance is specified below Any exception must be negotiated with the City Exceptions may be in cases where circumstances beyond the agency's control impact their ability to meet their service unit goals and the agency has shown reasonable effort to overcome those circumstances to meet their goals. Exceptions may be made at the discretion of the City's Human Services Manager 4 3 Method of Calculation The performance measure "percentage of unduplicated clients served" will comprise 50% of the formula used to determine reimbursement. Other performance measures will be totaled and will be the remaining 50% used to determine reimbursement. If an Agency exceeds any of its performance measure goals, the level of reimbursement will remain the same If the number of units of service provided exceeds the goal for that particular measure, the actual number of units provided shall be adjusted to equal that goal The total reimbursement shall be based on cumulative data presented by the Agency in the final reimbursement request and accompanying reports 4 4 Method of Payment. Agency will submit a quarterly invoice to the City as specified in Exhibit A. No invoice shall exceed one quarter (1/4) of the total budgeted amount by more than 10% without prior written authorization by the City Failure to deliver KCSARC Page 2 of 7 City of Renton 2005-2006 Human Services Agreement the invoice and reports within this time period may jeopardize the payment of funds for that quarter Payment will be made no later than forty-five (45) days after receipt of invoice and approval of reports 5 Monitoring. The City shall review reports to monitor compliance with the level of service set forth in Exhibit A. The City may also review program performance periodically on site Should the Agency fail to meet the minimum level of service represented by the Performance Measures in Exhibit A, the City reserves the right to adjust payments as specified in Paragraph 4.2 "Criteria for Compensation" 6 Independent Contractor Agency and City agree that Agency is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto Neither Agency nor any employee of Agency shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Agency, or any employee of the Agency Industrial or any other insurance that is purchased for the benefit of the City, regardless of whether such may provide a secondary or incidental benefit to the Agency, shall not be deemed to convert this Agreement to an employment contract. 7 Agency Indemnification Agency represents to the City that Agency has competent, trained staff and where necessary, professional staff to render the services to be performed under this Agreement. The Agency agrees to indemnify, hold and defend the City, its elected officials, officers, employees, agents, and volunteers harmless from any and all claims, demands, losses, actions and liabilities (including costs and all attorney fees) to or by any and all persons or entities, including, without limitation, their respective agents, licensees, or representatives, arising from, resulting from, or connected with this Agreement to the extent caused by the negligent acts, errors or omissions of the Agency, its partners, shareholders, agents, employees, or by the Agency's breach of this Agreement. The Agency waives any immunity that may be granted to it under the Washington State Industrial Insurance Act, Title 51 RCW The Agency's indemnification shall not be limited in any way by any limitation of the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefit acts or any other benefits acts or programs. KCSARC Page 3 of 7 City of Renton 2005-2006 Human Services Agreement 8 Discrimination Prohibited In all of the Agency's services, programs or activities, and all of the Agency's hiring and employment made possible by or resulting from this Agreement, there shall be no discrimination by the Agency or by the Agency's employees, agents, subcontractors, or representatives against any person because of sex, age (except minimum age and retirement provisions), race, color, creed, national origin, marital status or the presence of any disability, including sensory, mental or physical handicaps, unless based upon a bona fide occupational qualification in relationship to hiring and employment. Any material violation of this provision shall be grounds for termination of this Agreement by the City 9 Insurance The Agency agrees to carry as a minimum, the following insurance, in such forms and underwritten by a company acceptable to the City Carriers must have a minimum A.M Best rating of A XII 9 1 Workers' compensation and employer's liability insurance in amounts sufficient pursuant to the laws of the State of Washington, 9.2 Coverage must include general liability, and property damage in the amount of at least $1 0 million unless waived or reduced by the City Business automobile liability insurance is required of all consultants and professional services providers where a vehicle will be used on the contract. The required minimum combined single limit per occurrence for bodily injury and property damage is $1 0 million each accident. 9 3 In addition to the insurance referenced in the preceding paragraph, any Agency providing professional services shall procure and maintain in full force professional liability insurance for those services delivered pursuant to this Agreement either directly through Agency employees or indirectly through contractual or other arrangements with third parties. Such professional liability insurance shall be maintained in an amount not less than $500,000 for each occurrence/incident/claim and shall have a minimum aggregate coverage of $1 0 million For the purposes of this paragraph "professional services" shall include but not be limited to the provision of any services provided by any licensed professional If Agency's insurance policies are "claims made" or "claims paid", Agency shall be required to maintain tail coverage for a minimum period of two (2) years from the date this Agreement is actually terminated The provisions of this Section shall survive the expiration or termination of this Agreement with respect to any event occurring KCSARC Page 4 of 7 City of Renton 2005-2006 Human Services Agreement prior to such expiration or termination 10 Books and Records The Agency agrees to maintain books, records, and accounts, including without limitation personnel, property, financial and programmatic records, which sufficiently and properly reflect all direct and indirect costs related to the performance of the Services and maintain such accounting procedures and practices as may be deemed necessary by the City to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review or audit by the City, its authorized representative, the State Auditor, or other governmental officials authorized by law to monitor this Agreement. 11 Reporting Requirements No payment will be made to the Agency until all reports requested by the City are fully completed and executed by the Agency and approved by the City The Agency shall submit the reports specified in the Scope of Services (Exhibit A) each quarter no later than fifteen (15) calendar days following the end of each quarter 12. Non -Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under this Agreement for any future fiscal period, the City will not be obligated to make payments for Services or amounts incurred after the end of the current fiscal period, and this Agreement will terminate upon the completion of all remaining Services for which funds are allocated No penalty or expense shall accrue to the City in the event this provision applies. 13 General Provisions. 13 1 Entire Agreement. This Agreement contains all of the agreements of the Parties with respect to any matter covered or mention in this Agreement and no prior agreements shall be effective for any purpose 13.2 Modification No provision of this Agreement may be amended or modified except by written Agreement signed by the Parties. 13 3 Full Force and Effect. Any provision of this Agreement which is declared invalid or illegal shall in no way affect or invalidate any other provision hereof and such other provisions shall remain in full force and effect. 13 4 Assignment. Neither the Agency nor the City shall have the right to transfer or assign, in whole or in part, any or all of its obligations and rights hereunder without the prior written consent of the other Party KCSARC Page 5 of 7 City of Renton 2005-2006 Human Services Agreement 13 5 Successors in Interest. Subject to the foregoing subsection, the rights and obligations of the Parties shall inure to the benefit and be binding upon their respective successors in interest, heirs and assigns 13 6 No Waiver Failure or delay of the City to declare any breach or default immediately upon occurrence shall not waive such breach or default. Failure of the City to declare one breach or default does not act as a waiver of the City's right to declare another breach or default. 13 7 Governing Law This Agreement shall be made in and shall be governed by and interpreted in accordance with the laws of the State of Washington 13 8 Authority Each individual executing this Agreement on behalf of the City and the Agency represents and warrants that such individuals are duly authorized to execute and deliver this Agreement on behalf of the Agency or the City 13 9 Notices Any notices required to be given by the Parties shall be delivered at the addresses set forth below Any notices may be delivered personally to the addressee of the notice or may be deposited in the United States mail, postage prepaid, to the address set forth below Any notice so posted in the United States mail shall be deemed received three (3) days after the date of mailing Written notice sent to the City should be addressed as follows: Human Services, City of Renton, 1055 South Grady Way, Renton, WA 98055 Written notice to the Agency shall be sent to the address following the Agency signature on the last page of this Agreement. 13 10 Captions The respective captions of the Sections of this Agreement are inserted for convenience of reference only and shall not be deemed to modify or otherwise affect any of the provisions of this Agreement. 13 11 Performance. Time is of the essence of this Agreement and each and all of its provisions in which performance is a factor Adherence to completion dates set forth in the description of the Services is essential to the Agency's performance of this Agreement. KCSARC Page 6 of 7 City of Renton 2005-2006 Human Services Agreement 13 12 Remedies Cumulative Any remedies provided for under the terms of this Agreement are not intended to be exclusive, but shall be cumulative with all other remedies available to the City at law, in equity or by statute 13 13 Counterparts This Agreement may be executed in any number of counterparts, which counterparts shall collectively constitute the entire Agreement. 13 14 Attorney Fees. In the event either of the Parties defaults on the performance of any terms of this Agreement or either Party places the enforcement of this Agreement in the hands of an attorney, or files a lawsuit, each Party shall pay all its own attorneys' fees, costs and expenses The venue for any dispute related to this Agreement shall be King County, Washington In Witness whereof, the parties have caused this agreement to be executed the day and year set forth above CO- _SZA(Ual it^ gy egg Pae-e—e ei)? Kathy K Iker-Wheeler, Mayor ge_0-66 - lJ1��11e_ By /6(. ( ignature) (Name) Its. Attest: ,t4i/Ge; Wal Bonnie I Walton, City Clerk (Title) f() g/X) (Address) (Phone) KCSARC Page 7 of 7 APPROVED AS TO FORM Authorized Signatures for Invoices Submitted to City of Renton Human Services I authorize the following individuals to sign invoices on behalf of - (contracting agency), for the following• (Contract/project title) Authorizing Signature: (must be signed by person who signs the contract, generally the Executive Director) Additional Authorized Signature: Additional Authorized Signature. yy7' Ca& c) J- xecutive Director (Print Nan%) (Title) (Signature) (Date) nature) (Date) (Print Name) (Title) (Signature) (Date) Note It Is the responsibility of the contractor to inform the City of Renton if they wish to add or delete names from this list. Exhibit A 2005-06 PROJECT SCOPE OF SERVICES Project Title Sexual Assault Services $154,671 Start Date 01/01/05 City Contact: Dianne Utecht Burien End Date 12/31/06 Telephone (425) 430-6655 Fax: (425)430-6603 Termination Date 12/31/06 E-mail dutecht@ci renton wa.us $ 4,000 Federal Way Contractor Contact Person Mary Ellen Stone E-mail mstone(a�kcsarc.orq Telephone (425) 226-5062 Fax: (425) 235-7422 Telephone (425) 282-0335 Contact 2 John Hirsch E -Mail Ihirsch ankcsarc.orq Renton Agency hereinafter referred to as "the Contractor") shall utilize City General Funds to perform the activities specified below Such services shall be provided in a manner which fully complies with all applicable federal, state and local laws, statutes, rules and regulations, as are now in effect or may be hereafter amended 1) Project Summary The Contractor shall use City funds to provide comprehensive sexual assault services. 2) Project Budget The Contractor shall apply the following funds to the project as shown below The total amount of reimbursement pursuant to this Scope shall not exceed $154,671 City Funds $154,671 Auburn $ 26,500 Burien $ 7,500 Covington $ 3,605 Des Moines $ 4,000 Federal Way $ 36,050 Kent $ 20,600 Renton $ 35,000 SeaTac $ 7,416 Tukwila $ 14,000 Total -Personnel Services (detail below) $154,671 C. Personnel Detail Position Title Position Full Time Equivalent Annual Salary and Benefits City Funds Legal Advocate 8 0 $210,262 Auburn $11,500 Covington $ 3,605 Federal Way $16,050 Kent $15,600 Renton $23,000 SeaTac $ 7,416 Total $81,171 Tukwila $ 4,000 Project Scope of Services Page 1 of 5 Exhibit A Medical Advocate 1 5 $63,174 Auburn $15,000 4th Total 1 Number of Unduplicated Renton Clients Des Moines $ 4,000 32 21 10 Federal Way $15,000 Total $38,000 18 18 Renton $ 4,000 Resource Line Advocate 4 0 $102,036 Burien $ 7,500 31 31 31 Federal Way $ 5,000 4 Legal Advocacy 78 78 Kent $ 5,000 77 310 Renton $ 8,000 Total $35,500 Tukwila $10,000 Total 13.5 $375,475 $154,671 3) Performance Measures A. Service Units City of Renton Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Renton Clients 42 32 21 10 105 2. Crisis Intervention/Information & Referral 18 18 17 17 70 3 Medical Advocacy 32 31 31 31 125 4 Legal Advocacy 78 78 77 77 310 City of Auburn Performance.. Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Auburn Clients 22 21 21 21 85 2. Legal Advocacy 66 66 66 65 263 City of Burien Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Burien Clients 16 9 9 9 43 2. Crisis Intervention/Information & Referral 7 6 6 6 25 3. Legal Advocacy 10 10 10 10 40 4 Therapy Hours 8 7 8 7 30 City of Covington Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Covington Clients 1 1 1 0 3 2. Crisis Intervention/Information & Referral 4 2 2 2 10 3 Legal and Medical/Child Advocacy 46 46 45 45 182 City of Des Moines Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Des Moines Clients 7 6 6 6 25 2. Crisis Intervention/Information & Referral 3 3 2 2 10 3. Legal Advocacy 7 6 6 6 25 4 Therapy Hours 5 5 5 5 20 Project Scope of Services Page 2 of 5 Exhibit A City of Federal Way Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Federal Way Clients 50 38 25 12 125 2. Crisis Intervention/Information & Referral 18 18 17 17 70 3 Medical Advocacy 3 3 3 3 12 4 Legal Advocacy 38 38 37 37 150 5 Therapy Hours 8 8 7 7 30 City of Kent Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Kent Clients 34 25 17 9 85 2. Crisis Intervention/Information & Referral 11 11 11 10 43 3 Legal Advocacy 54 54 54 53 215 4 Medical Advocacy/Therapy Hours 14 13 13 13 53 City of SeaTac Performance Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated SeaTac Clients 9 7 5 2 23 2. Crisis Intervention/Information & Referral 4 3 3 3 13 3 Legal Advocacy 4 4 4 3 15 4 Therapy Hours 8 7 8 7 30 City of Tukwila Performance, Measures 1st 2nd 3rd 4th Total 1 Number of Unduplicated Tukwila Clients 10 8 5 2 25 2. Crisis Intervention/Information & Referral 3 3 3 3 12 3. Legal Advocacy 13 13 12 12 50 4 Community Education 13 13 12 12 50 B. Definition of Units of Service Unduplicated Client: A Client is counted the first time they receive services in the calendar year Crisis Intervention/Information and Referral Number of calls 24 phone service provided by trained professional staff offer crisis counseling to alleviate the crisis of a sexual assault/recent disclosure. Specialized parental information, advocacy and support provided by child advocates to parents whose children have been victimized Sexual assault specific information and referral provided, as well as provision for additional agency services as needed Legal Advocacy. Number of hours of service provided by legal advocate staff Staff provides information about the criminal justice system, accompanies victim and family to all appointments as needed, including but not limited to, both the joint interview and the defense interview, court testimony, and sentencing In addition, legal advocates monitor progress of case, trouble shoot as needed and work with all police jurisdictions and King County Prosecutor Medical Advocacy" Number of hours of service provided by the child advocate staff They assess the medical needs of child victims, schedule appointments, gather records of medical history, accompany child and family to Health department for exam and follow-up, and arrange for medical follow-up as needed Therapy' Number of hours of therapy provided Project Scope of Services Page 3 of 5 Exhibit A Community Education Number of hours of community education provided Staff works with schools and communities to increase awareness of the issues that contribute to and/or lead to sexual violence Additionally, training may be provided in risk reduction, safety and community development. 4) Records A. Project Files The Contractor shall maintain files for this project containing the following items 1 Notice of Grant Award 2 Motions, resolutions, or minutes documenting Board or Council actions 3 A copy of this Scope 4 Correspondence regarding budget revision requests 5 Copies of all invoices and reports submitted to the City for this project. 6 Bills for payment. 7 Copies of approved invoices and warrants. 5) Reports, Invoicing and Reporting Schedule A. Reports The Contractor shall collect and report client information to the City quarterly and annually on report forms to be provided by the City Quarterly submittals shall include • Invoice and Service Report • Quarterly Financial Report • Client Demographic Report The Contractor shall also implement, track and report on at least one outcome measure annually The outcome and measurable indicators shall be submitted with the April report. Contractor may use the logic model format, or any other format mutually agreed upon by Contractor and City The Contractor shall submit with the final reports a Summary Evaluation of the Program and Annual Outcome Report. B. Invoicing and Reporting Schedule The Contractor shall submit invoices and reports to the City in accordance with the following schedule Invoices and Program reports shown in Paragraph 5A shall be submitted no less frequently than quarterly and are due on the following dates 1st Quarter April 15, 2005, 2nd Quarter July 15, 2005, 3rd Quarter October 14, 2005, and 4th Quarter Quarterly Financial Report due December 15, 2005, Service Report, Client Demographic Report, Summary Evaluation, Annual Outcome Reports and supporting documentation are due January 16, 2006 Project Scope of Services Page 4 of 5 Exhibit A 2006 dates will be provided with notification for funding for second year of contract. Estimated Quarterly Payments 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr $38,667 75 $38,667 75 $38,667 75 $38,667 75 Expenses must be incurred prior to submission of quarterly reimbursement requests Proof of expenditures must be attached to the reimbursement request for invoice to be approved Quarterly invoices 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 Project Scope of Services Page 5 of 5 Exhibit A Line Item Budget Position Title Position FuII Time Equivalent Personnel Services (detail below) $4,000 Transportation Office or Operating Supplies $3,820 Auburn $ 411 Coordinator Des Moines $ 923 Federal Way $1,000 Federal Way $ 609 Kent $1,200 Renton $ 403 Renton $ 800 SeaTac $ 116 Tukwila $ 158 Overhead Costs $2,259 Auburn $ 387 Tukwila $ 200 Des Moines $ 77 1 FTE $42,137 Federal Way $ 442 Kent $ 581 Renton $ 465 SeaTac $ 176 Tukwila $ 131 Communications $1,398 Auburn $ 200 Des Moines $ 0 Federal Way $ 300 Kent $ 448 Renton $ 250 SeaTac $ 100 Tukwila $ 100 Travel and Training $17,690 Auburn $3,191 Des Moines $ 0 Federal Way $3,349 Kent $4,788 • Renton $3,830 SeaTac $1,452 Tukwila $1,080 Total $29,167 C. Personnel Detail Position Title Position FuII Time Equivalent Annual Salary and Benefits City Funds Transportation 1 FTE $42,137 Auburn $ 600 Coordinator Federal Way $1,000 Kent $1,000 Renton $ 800 SeaTac $ 400 Tukwila $ 200 Total: 1 FTE $42,137 $4,000 Project Scope of Services Page 2 of 5 Exhibit A B. Definition of Units of Service Unduplicated Client: A Client is counted the first time they receive services in the calendar year. Mileage: Number of miles driven by a volunteer using their own vehicle. One Way Trips: One way journey with two distinct end points taken by one client in a vehicle driven and owned by a volunteer driver. 4) Records A. Project Files The Contractor shall maintain files for this project containing the following items: 1. Notice of Grant Award. 2. Motions, resolutions, or minutes documenting Board or Council actions. 3. A copy of this Scope. 4. Correspondence regarding budget revision requests. 5. Copies of all invoices and reports submitted to the City for this project. 6. Bills for payment. 7. Copies of approved invoices and warrants. 5) Reports, Invoicing and Reporting Schedule A. Reports The Contractor shall collect and report client information to the City quarterly and annually on report forms to be provided by the City. Quarterly submittals shall include • Invoice and Service Report • Quarterly Financial Report • Client Demographic Report The Contractor shall also implement, track and report on at least one outcome measure annually. The outcome and measurable indicators shall be submitted with the April report. Contractor may use the logic model format, or any other format mutually agreed upon by Contractor and City. The Contractor shall submit with the final reports a Summary Evaluation of the Program and Annual Outcome Report. Project Scope of Services Page 4 of 5 Exhibit A B. Invoicing and Reporting Schedule The Contractor shall submit invoices and reports to the City in accordance with the following schedule: Invoices and Program reports shown in Paragraph 5A shall be submitted no less frequently than quarterly and are due on the following dates: 1st Quarter: April 15, 2005; 2nd Quarter: July 15, 2005; 3rd Quarter: October 14, 2005; and 4th Quarter: Quarterly Financial Report due December 15, 2005; Service Report, Client Demographic Report, Summary Evaluation, Annual Outcome Reports and supporting documentation are due January 16, 2006. 2006 dates will be provided with notification for funding for second year of contract. Estimated Quarterly Payments: 1st Qtr $7,291.75 2nd Qtr $7,291.75 3rd Qtr $7,291.75 4th Qtr $7,291.75 Expenses must be incurred prior to submission of quarterly reimbursement requests. Proof of expenditures must be attached to the reimbursement request for invoice to be approved. Quarterly invoices 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. Project Scope of Services Page 5 of 5 Joint Human Services Application and Funding MOU Page 5 of 7 CITY F BURIED By: '4/1 4rvir Title: £ -6 % Date: ( ' • 03 Attest: CITY OF COVINGTON By: Title: Date: Attest: CITY OF DES MOINES By: Title: Date: Attest: CITY OF FEDERAL WAY By: Title: Date: Attest: Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: City Attorney \\Dc01\records\AD\Contracts\2002 Contracts\HumSery-ArtsCult-CityMatch Contracts\Hum Sery Joint Fund MOU.doc Final MOU - December 19, 2002 Joint Human Services Applicat>an and Funding IVIOU Page 5 of 7 CITY OF BURIEN By: Title: Date: Attest: CITY OF COVINGTON By: Title: Date: Attest: CITY OF + ES MOIN By: �l Title: 7 "puti7 Date: //c4/P3 Attest: CITY OF FEDERAL WAY By: Title: Date: Attest: Approved As To Form: City Attorney Approved As To Folin: City Attorney Appro To Foiitm: VACkitota City Attorney Approved As To Foul': \\SENIOR_NT\DATA\WORD\SUElhuman services\ Jum Sery Joint Fund MOU2003.doc Final MOU - December 19, 2002 City Attorney Joint Human Services Appu ,ation and Funding MOU Page 6 of 8 Approved As To Foi��1: Title: D Attest: eir/AIANA6P- CITY OF KENT By: Title: Date: Attest: CITY OF RENTON By: Title: Date: Attest: CITY OF SEATAC By: Title: Date: Attest: K:\CD Human Services\RegionalUoint HS MOU\MOU - Final.doc Final MOU - December 19, 2002 Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: City Attorney Joint Human Services Application and Funding MOU Page 6 of 7 CI By: Titl Date: Attest: c --/f/03 CITY OF RENTON By: Title: Date: Attest: CITY OF SEATAC By: Title: Date: Attest: CITY OF TUKWILA By: Title: Date: Attest: Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: CADOCUME—I\KJohnsoMLOCAL.S-1\Temp\Hum Sery Joint Fund MOU.doc Final MOU - December 19, 2002 City Attorney Joint Human Services Apphk,ation and Funding MOU Page 4 of 5 Each City hereby waives its immunity under Title 51 of the Revised Code of ashington for . ims of any type brought by any City agent or employee against t ' other Cities. This wa er is specifically negotiated by the parties and a portion of e City's payment hereunder 1 -xpressly made the consideration for this waiver. 9. Insurance. ach City shall procure and maintain full force throughout the duration of the Agree : ent comprehensive general liabi . insurance with a minimum coverage of $1,000,000.1. •er occurrence/aggregate or personal injury and property damage. In the event that a . ity is a member of . pool of self-insured cities, the City shall provide proof of such mem: ship in lieu • the insurance requirement above. Such self insurance shall provide cover. _e eq to or greater that required of non -self insurance pool member Cities. 10. Oversight Committee. Committee made up of one re shall be that person desi Committee shall meet at the services provided s Agree -nt sentative of eac ated in section 7 of ast annually to discuss the to rsuant to the Agreement. shall be managed by an Oversight City. The representative of each City 's Agreement. The Oversight of the Agreement and manage 11. A • •lica• e Law- Venue- Attorne 's Fees. This Agreemen all be governed by and construes in accordance with the laws of the State of Washingto In the event any suit, arbit . ion, or other proceeding is instituted to enforce any term of t . Agreement, the pa es specifically understand and agree that venue shall be exclusive in King Cou • y, Washington. The prevailing party in any such action shall be entitled o its att'rney's fees and costs of suit. IN WITLESS WHEREOF the undersigned have entered into this MOU as of this t day of , 2003. CITY OF NTON By: Jesse Tanner Title: Mayor Date: 02- 3-x2003 Attest: I3e91t4t4 t:N • [dQgter City Clerk, Bonnie I. Walton H:\HUMAN_SE\2003funding\JointFundingPilottHum Sery Joint Fund MOU.doc Final MOU - December 19, 2002 City Attorney Joint Human Services Application and Funding MOU Page 6 of 7 CITY OF KENT By: Title: Date: Attest: CITY OF RENTON By: Title: Date: Attest: CITY OF SEATAC By: (3/k/W Title: Bruce Ray .' m, City Manager Date: , 0 Attest: CITY OF TUKWILA By: Title: Date: Attest: Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: k KIT City Attorney Approved As To Form: City Attorney Joint Human Services Application and Funding MOU Page 6 of 7 CITY OF KENT By: Title: Date: Attest: CITY OF RENTON By: Title: Date: Attest: CITY OF SEATAC By: Title: Date: Attest: CITY OF WILA N Iv1 rv- " Title: Date: Attest: /7/ C:\WINDOWS\TEMP\Hum Sery Joint Fund MOU.doc Final MOU - December 17, 2002 Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: City Attorney Approved As To Form: ity Attorney Joint Human Services Application and Funding MOU Page7of7 EXHIBIT A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. CALENDAR YEAR 2003 Name of Nonprofit Agency Crisis Clinic for the telephone referral line Participating Cities & Tentative Funding Auburn - Lead City - $1,500 Burien - $4,500 Des Moines - $2,500 Kent - $5,000 Federal Way - $10,000 Renton - $3,300 SeaTac - $2,780 Tukwila - $2,000 TOTAL - $36,580 King County Sexual Assault Resource Center (KCSARC) for sexual assault services Renton - Lead City - $35,000 Auburn - $26,500 Burien - $7,500 Des Moines - $4,000 Kent - $20,000 Federal Way - $35,000 SeaTac - $7,200 Tukwila - $14,000- TOTAL - $152,700 Community Health Centers for comprehensive medical services for low and moderate income persons. Part -Time Domestic Violence Planner through King County Coalition Against Domestic Violence for planning activities in South King County. Kent — Lead City - $58,450 Auburn - $27,550 Federal Way - $31,827 Renton - $24,000 SeaTac - $10,600 TOTAL - $155,627 Kent — Lead City - $15,000 Renton - $5,000 TOTAL - $20,000 R:\AD\Contracts\2002 Contracts\HurnServ-ArtsColt-CityMatch Contracts\Hum Sery Joint Fund MOU.doc Final MOU — April 3, 2003 Calendar Year 2004 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. Name of Nonpro#it=Agency 8 _ Program Participating_ Cities- Pentatiye". unding Funding- Crisis Clinic for telephone referral line Crisis Auburn - Lead City Burien Des Moines Kent Federal Way Renton SeaTac Tukwila $ 1,500 4,500 2,500 5,000 10,000 3,300 2,780 2,000 TOTAL $ 31,580 Crisis Clinic for Teen Link Auburn - Lead City Des Moines 1,500 Renton 1,000 SeaTac 1,000 Tukwila 1,000 TOTAL $ 4,500 Community Health Centers for comprehensive medical services for low and moderate income persons. Kent - Lead City $ 69,350 Auburn 32,000 Federal Way 31,827 Renton 24,000 SeaTac 10,600 TOTAL $ 167,777 Part -Time Domestic Violence Planner through King Cty Coalition Against DomesticViolencefor planning activities in Kent - Lead City $ 15,000 Renton 5,000 TOTAL $ 20,000 Multi -Service Center for Transitional Housing/Shelter Kent - Lead City $ 38,250 Auburn 8,200 Des Moines 2,500 Renton 2,000 SeaTac 5,000 Tukwila 3,000 TOTAL $ 58,950 R \ CONTRACTS \ Finance Admin contracts \ Hum Sery Joint MOU Ex Axls 3/15/2005 Page 1 of 2 Calendar Year 2004 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. Name °_©f Nonprofit Agency & _Program Participating Cities Tentative Funding King County Sexual Assault Resource Center (KCSARC) for sexual assault services Renton - Lead City $ 35,000 Auburn 26,500 Burien 7,500 Des Moines 4,000 Kent 20,000 Federal Way 35,000 SeaTac 7,200 Tukwila 14,000 TOTAL $ 149,200 Catholic Community Services for Volunteer Chore Services Renton - Lead City $ 5,000 Auburn 5,000 Burien 10,000 TOTAL $ 20,000 Senior Services for Meals on Wheels Renton - Lead City $ 6,000 Auburn 7,000 Des Moines 2,000 SeaTac 7,700 Tukwila 7,000 TOTAL $ 29,700 Senior Services for Volunteer Transportation Services Renton - Lead City $ 6,000 Auburn 5,000 Des Moines 2,000 Kent 5,000 SeaTac 2,178 Tukwila 1,575 TOTAL $ 21,753 R\CONTRACIS\Finance Admin contracts \Hum Sery Joint MOU Ex Axis 3/15/2005 Page 2 of 2 FINAL Calendar Year 2005 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. Name of_Nonprofit Agency & Program Participating Cities _ Funding Crisis Clinic for telephone referral line Auburn - Lead City $ 1,500 Burien 4,500 Covington 5,000 Des Moines 2,500 Kent 5,000 Federal Way 11,000 Renton 3,300 SeaTac 4,985 Tukwila 2,000 TOTAL $ 39,785 Crisis Clinic for Teen Link Auburn - Lead City Covington $ 1,500 Des Moines 1,500 Federal Way 4,000 Renton 1,000 SeaTac 1,500 Tukwila 1,000 TOTAL $ 10,500 Pregnancy Aid of South King County for Services for Pregnant Women and their children (Des Moines location) Federal Way - Lead City $ 4,000 SeaTac 3,600 Tukwila • 2,000, TOTAL $ 9,600 Washington Women's Employment and Education for the REACH Plus Program Federal Way - Lead City $ 10,000 Auburn 6,000 Kent 35,000 SeaTac 4,500 TOTAL $ 55,500 YWCA for the Domestic Violence Services Program Federal Way - Lead City $ 4,000 Auburn 33,000 Kent 30,000 Tukwila 25,000 - TOTAL $ 92,000 R\CONTTRAC.IS\Finance Admin contracts\Hum Sery Joint MOU Ex Axis January 20, 2005 Page 1 of 3 FINAL Calendar Year 2005 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. Name of Nonprofit Agency & Program Participating Cities Funding Community Health Centers for primary DENTAL services for low and moderate income persons. Kent - Lead City $ 15,000 Covington 2,000 SeaTac 5,000 Tukwila 2,000— DENTAL TOTAL $ 24,000 Community Health Centers for comprehensive MEDICAL services for low and moderate income persons. Kent - Lead City $ 58,450 Auburn 32,000 Covington 3,200 Federal Way 31,827 Renton 24,000 SeaTac 5,000 Tukwila 2,000 -- MEDICAL TOTAL $ 156,477 Multi -Service Center for Transitional Housing/Shelter Kent - Lead City $ 40,000 Auburn 8,200 Des Moines 2,500 Renton 2,000 SeaTac 5,200 Tukwila 3,000 --- TOTAL $ 60,900 King County Sexual Assault Resource Center (KCSARC) for sexual assault services Renton - Lead City $ 35,000 Auburn 26,500 Burien 7,500 Covington 3,605 Des Moines 4,000 Kent 20,600 Federal Way 36,050 SeaTac 7,416 Tukwila 14,000 -- TOTAL $ 154,671 R\CONTRACTS\Finance Admin contracts\Hum Sery Joint MOU Ex Axis January 20, 2005 Page 2 of 3 FINAL Calendar Year 2005 Exhibit A to Memorandum of Understanding (MOU) between the Cities for planning, funding, and implementation of a joint human services application and funding program. Name of Nonprofit Agency & Pigga Participating Cities.- Funding Catholic Community Services for Volunteer Chore Services Renton - Lead City $ 5,000 Auburn 5,000 Burien 8,000 Federal Way 4,000 Kent 5,000 SeaTac 3,000 TOTAL $ 30,000 Senior Services for Meals on Wheels Renton - Lead City $ 6,000 Auburn 7,000 Des Moines 1,500 Federal Way 9,500 SeaTac 7,700 Tukwila 7,000 -- TOTAL $ 38,700 Senior Services for Volunteer Transportation Services Renton - Lead City $ 6,000 Auburn 5,000 Des Moines 400 Federal Way 5,700 Kent 7,500 SeaTac 2,275 Tukwila 1,692 _ TOTAL $ 28,567 R\CONTRACTS \Finance Admin contracts\Hum Sery Joint MOU Ex Axis January 20, 2005 Page 3 of 3 CITY OF Federal Way Fthibit A 2005-2006 BILLING VOUCHER AND QUARTERLY SERVICE UNIT REPORT To: Denise Catalano City of Federal Way Attn: Human Services Division 33325 8th Ave S, PO Box 9718 Federal Way, WA 98063-9718 Phone: (253) 835-2651 Agency: YWCA of Seattle King County Mailing Address: 1010 S. 2" Street, Renton, WA 98055 Program Contact: Linda Rasmussen Telephone: (425) 226-1266 E-mail: rasmuss@ywcaworks.org Repnrting Period Program Amount Due 01/01/05 to 03/31/05 YWCA of Seattle King County S23,000.00 Rudget Summary Annual Contract Amount Payments Year To Date S23000.00 S 92,000.00 20O _ p Service Unitc Note: Unduplicated client counts must be reported both monthly (or quarterly) and year-to-date 1. Number of Unduplicated Federal Way Adult Clients 8 2 New Lead: City Service Units this Qtr (Ali Funding Sources) Total Lead City Service Units to Date (Alt Funding Source:} --- 2 2. Number of hours of direct services to adults 40 20 3. Number of Unduplicated Federal Way Children Clients 4. Number of hours of direct services to children 10 1 20 1 100 10 1. Number of Unduplicated Auburn Adult Clients 115 29 New Lead City Service Units_ this Qtr (All Funding Sources} 10 TotalLead:City -- Service Units to Date (Alt'Funding--- Sources) 2. Number of hours of direct services to adults 577 290 3. Number of Unduplicated Auburn Children Clients 6 10 29 290 4. Number of hours of direct services to children 58 60 10 60 Exhibit D CITY OF FEDERAL WAY HUMAN SERVICES AGREEMENT QUARTERLY SERVICE REPORT Date Submitted: 04/27/2005 Agency: YWCA of Seattle King County Program/Project Title: Services for DV Victims Address: 1010 S. 2nd Street, Renton, WA 98055 Contact Person: Linda Rasmussen Title: Regional Director Phone: (425) 226-1266 G 2nd Qtr/Apr-June G 3rd Qtr/July-Sept G 4th Qtr/Oct-Dec G 1st Qtr/Jan-Mar Performance Measure Performance Measure#1 Unduplicated City CIients Served City of Federal Way Annual Goal Goal this Quarter 8 2 Unduplicated Units this Quarter 2 Cumulative Clients (Unduplicated) City of Kent 50 13 27 27 City of Auburn 115 29 29 City of Tukwila Performance Measure #2 No. of hours direct services to adults City of Federal Way 20 5 40 10 17 15 29 17 15 City of Kent 430 107.5 100 100 City of Auburn 577 145 290 290 City of Tukwila Performance Measure #3 No. unduplicated children clients City of Federal Way 7 300 10 3 1 City of Kent 10 3 6 1 10 6 City of Auburn 6 2 10 10 Exhibit B CITY OF FEDERAL WAY HUMAN SERVICES AGREEMENT 2005-2006 QUARTERLY FINANCIAL REPORT Agency: YWCA of Seattle King County Program/Project Title: Services for DV Victims Address: 1010 S. 2nd Street Contact Person: Linda Rasmussen Title: Phone: (425) 226-1266 G 1st Qtr/Jan-Mar G 2nd Qtr/Apr-June G 3rd Qtr/July-Sept G 4th Qtr/Oct-Dec Time Period: (M/D/Y) 01/01/05 to 03/31/05 Expense Categories Contract Award Type of Expense Previous Y -T -D Current Quarter Expenses Revised Y -T -D Contract _ Balance Personnel City of Federal Way $4,000 Personnel Fixed 0 550.00 550.00 1650.00 Nonpersonnel Fixed 0 450.00 450.00 1350.00 City of Auburn $33,000 Personnel Fixed 0 7250.00 7250.00 21750.00 Nonpersonnel Fixed 0 1000.00 1000.00 3000.00 City of Kent $30,000 Personnel Fixed 0 5567.50 5567.50 16702.50 Nonpersonnel Fixed 0 1932.50 1932.50 5797.50 City of Tukwila $25,000 Personnel Fixed 0 6250.00 6250.00 18/50.00 Nonpersonnel Fixed 0 Total: $92,000 23000.00 23000.00 69000.00 Offsetting Revenues (if applicable) Amount to be Reimbursed Estimated Quarterly Payments: Type of Expense: "Fixed" expense is defined in contract as a non -discretionary expense. Specific proof does not have to be provided with quarterly Exhibit A, B, and C. However, this is considered a reimbursement. The City should not be invoiced unless this expense has City of Kent Performance 1wleasures 1. Number of Unduplicated Kent Adult Clients 2. Number of hours of direct services to adults 3. Number of Unduplicated Kent Children Clients Annual-_ 50 27 New Lead City Service Units this Qtr (All Funding Sources). Total Lead City Service Units to Date (All Funding -_ - Sources) 27 4. Number of hours of direct services to children 430 200 200 10 6 6 100 60 60 1. Number of Unduplicated Tukwila Clients 2. Number of hours of direct services 20 17 .-New Lead _City. Service Units th1a (All Funding Sources) Total Lead City Sert3ce Dads to Date (All Fundfng Sources) 17 300 150 150 NARRATIVE REPORT: Please include information such as current trends, program developments, special events, public or community education efforts, etc. Be sure to address any discrepancies between the level of services actually provided and performance goals. Attach additional pages as necessary. YWCA Domestic Violence Services First Quarter Narrative Report April, 2005 YWCA Community Advocates have served more than the expected number of clients in the first quarter of 2005. We are striving to be ever more efficient and we continue to be available to any client in need of advocacy. The changes we made last year have been effective in serving more people. The Legal Advocate serves many of the clients who are in Support Groups or are working with Community Advocates. The Children's Domestic Violence Program has a much shorter waiting list than last year, even though there is still a waiting list of approximately one month. Trends that are continuing are 1) the fact that many more victims of domestic violence are being arrested because they are accused of using violence themselves. As yet, our systems are not able to distinguish the primary aggressor; 2) more children are in need of services because they suffer the effects of having witnessed domestic violence. YWCA Advocates are working with more client families in very lethal situations. This makes an even higher priority for safety planning and legal advocacy. A very large community education effort has been initiated during this quarter. The booklet, Through Their Eyes: Domestic Violence and Its Impact on Children is a 33 page public awareness tool, published by the YWCA with the help of donated printing from the Boeing Company. The book features children's drawings that illustrate their feelings, facts about the impact of domestic violence on children, strategies for helping children and visions for the future. This book is available free to individuals who might come into contact with families who have experienced domestic violence. Schools, Churches, Law Enforcement, Counselors, and professionals in DSHS, CPS, Public Health and Medical providers have been supplied with copies of the book. Copies are available in South King County by calling (425) 226-1266, ext 1017. Authorized Signature Date IAUTHORIZED FOR PAYMENT FOR DEPARTMENT USE ONLY BY: DATE: 1st Qtr. 2nd Qtr. 3rd Qtr. 4th Qtr. $23000.00 $23000.00 $23000.00 $23000.00 occurred. The Agency must keep records to verify this expense. "Variable" expense is defined as discretionary cost that varies with the number of units of service. No expense category item may be altered from the amounts set forth in Exhibit B without prior written approval by the City. Variable expenses will only be reimbursed upon proof to the City of actual expenditures made by the agency. This proof must be attached to this report for invoice to be approved. Exhibit C CITY OF FEDERAL WAY HUMAN SERVICES AGREEMENT AGENCY FUNDING CONDITIONS YWCA of Seattle King County — Services for DV Victims 1. Receive a copy of the agency's long-range fundraising plan and an explanation that addresses the following: 1) What is the agency's targeted fundraising goal? 2) What is the proposed timeline for raising these funds? 3) What fundraising events or donors will be targeted? 4) Has a fundraising or capital campaign committee been established? The YWCA's annual operating budget for 2005 is 19,518,543. Revenue comes from several sources: $10,623,727 or 55% is from government grants. $3,216,712 or 16% is from fees for services. $1,683,094 of 9% is from United Ways of King County and Snohomish County $3,995,010 or 20% is generated by the YWCA from individuals, groups, corporations and foundations. The YWCA recently held three Benefit Luncheons on the Eastside of King County, Downtown Seattle and in Snohomish County. The total amount raised was $1.28 million. This is an annual budget and funds need to be raised every raised needs to increase every year in order to maintain the services at the cur thescurrent level. urces. The amount The YWCA Board of Directors has a Fundraising Committee that works with the CEO and Director of Development and Community Affairs. Donors are targeted at all levels. There is no capital campaign at this time. Performance Measure #4 No. hours direct services to children Citv of Federal Way 10 3 10 10 City of Kent 100 3 60 60 City of Aubum Performance Measure #4 Total number of clients served City of Auburn Performance Measure #5 Number of hours of direct services 58 15 29 115 60 29 60 29 City of Tukwila 300 75 170 170 NARRATIVE REPORT: Please include information such as current trends, program developments, special events, publicity or community education efforts, etc. Be sure to address any discrepancies between the level of services actually provided and performance goals. Attach additional pages as necessary. - QUARTERLY REPORT CLIENT DEMOGRAPHIC INFOR1MATION * Enter data in those rows and columns indicated with a check in the associated double - lined box. ** Enter program -specific data for Federal Way only. Unduplicated (Nev) Individuals this Quarter Unduplicated (New) Households this Quarter Total (Duplicated) Individuals this Quarter Total (Duplicated) Households this Quarter Cumulative 1993 Clients (Unduplicated Percent Cumulative Clients 1993 * Client Residence Auburn Des Moines Enumclaw Federal \Vay Kent Renton SeaTac Seattle Tukwila Unincorporated King County Other Unknown Total ** Household Income Level 50% of PMSA or Below 80% of PMSA or Below Above 80% PMSA Unknown Total ** Gender Male Female ** Female Headed Household Age 0-4 yrs 5-12 yrs 13-17 yrs 18-34 yrs 35-54 yrs 55-74 yrs 75+ yrs Unknown Total ** Ethnicity Asian/Pacific Islander Black/African American Hispanic,Laiiuu(a) Native American/Alaska Native White/Caucasian Other Unknown Total Disabling Condition Limited English Speaking Exhibit E CITY OF FEDERAL WAY HUMAIN SERVICES AGREEMENT AGENCY AGREEMENT PERFORMANCE GUIDELINES Introduction The City of Federal Way invests in human service activities for low and moderate -income populations, by supporting the programs of nonprofit human service agencies. While this approach conveys the expectation of full investment, it does not promise it. Future payments must be earned by the nonprofit human service providers based on their progress toward achieving the targeted perfoiniance objectives. The proposed Human Services Perfolliance Guidelines are designed to assist Human Services Division staff, in their monitoring activities while managing the City of Federal Way's Human Services General Fund, to ensure that nonprofit human service providers maintain compliance in meeting their performance goals. Performance Policy During the course of the contract performance period it is the expectation that nonprofit human service agencies are responsible for taking a proactive approach to their performance measures. If an agency is experiencing challenges or potential problems in meeting their performance goals, the agency contact representative should immediately notify the Human Services Manager or designee in writing within 10 business days to explain what are the challenges or concerns, and determine means of corrective action. Performance problems may include and is not limited to: • When an agency is under performing for some specific reason; • The performance goal set is unrealistic — and perhaps indicative of an unrealistic performance target as well; or • The focus has changed and the performance goal no longer makes sense. It is unacceptable if an agency fails to report on a problem that is interfering with their ability to achieve their performance results. If the Human Services Manager or designee is not informed early by the agency (as referenced above) during the course of the contract period and it is evident based on the quarterly reports that the agency has problems in meeting performance objectives, the Human Services Manager or designee will implement an Intervention Plan. This plan will only be implemented if the Human Services Manager or designee determines by the second or third quarter into the contract period, that the agency is not meeting one or all their performance goals, and demonstrates they continue to stay well below the expected quarterly performance percentage. Intervention Plan Conditional Probationary Status — Step 1 1. Within 10 business days after receipt and review of the quarterly report, the Human Services Manager or designee will send a letter to the agency explaining that the agency is not in compliance in meeting performance goals and contract requirements. 2. The agency will be placed on a "conditional probationary three-month status" and work with the Human Services Manager or designee to develop a plan for compliance. "Conditional Probationary Status" will allow an agency to continue to receive reimbursement for expenses through the submittal of their quarterly invoices. However, the agency will be required to submit monthly status reports during this three-month period and will be closely monitored by the Human Services Manager or designee. 3. Should an agency successfully improve their contract performance before the three-month period has ended, and based on the determination and approval by the Human Services Manager or designee, the agency will be taken off "conditional probationary status" and will immediately return to their original contract standing. Suspension — Step 2 4. If an agency fails to improve its performance during the three-month probationary period, the Human Services Manager or designee will submit a recommendation to the Human Services Commission recommending that the agency's contract is suspended for the reminder of the contract grant cycle. This recommendation will be forwarded to the City Manager and reported to the Parks Recreation Human Service Public Safety (PRHSPC) Council Committee. If an agency's contract is suspended, the balance of contract funds will be sequestered and not released. 5. After the agency has received written notification regarding the suspension, the agency will have 10 business days to submit a revised application that will include a revised plan to address how the agency will maintain compliance in achieving its program's performance objectives. 6. If an agency submits a revised application to the Human Services Manager or designee, within the required timeframe, he/she will review the proposal and present it to the Human Services Commission for approval. If the Human Services Manager or designee and Commission Chair deem it appropriate, an agency may be invited to attend the Human Services Commission meeting to brief the Commission on the proposed changes to their program and performance goals. Should the Human Services Commission recommend approval, it will be forwarded to the PRHSPC Council Committee and if approved, forwarded to City Council for final review and approval. 7. An amended contract with the new provisions will be drafted, routed through the City for approval and mailed to the agency for signature. Termination — Step 3 8. If an agency determines they will not submit a revised application, they should notify the Human Services Manager in writing during this 10 -day period. After receipt of the written notification, the Human Services Manager or designee will submit a recommendation to the Human Services Commission to terminate the contract. This recommendation will be reported to the Parks Recreation Human Service Public Safety (PRHSPC) Council Committee. NOTE: Because contract language gives the City Manager authority to terminate an agency's contract at any time with or without cause, the PRHSPC Council Committee is briefed on the action before termination proceedings commence. 9. The City Manager has the authority to deteiniine whether further compensation will be allowed. His/her decision shall be binding and conclusive. This policy is designed to provide flexibility and help agencies successfully get back on track in meeting their performance goals. It is the goal of the Human Services Manager or designee to provide assistance to help make this happen. However, if an agency continues to under -perform, while during the probationary period and is unable to fulfill its contractual obligations, the steps outlined will be taken. It is also important to add that if an agency poorly performs, and is either suspended or terminated during the contract grant period this could have a negative impact on the agency's ability to: • Be eligible for additional or future Human Service General Fund money; or • Eligible to receive any fund allocations from the One -Time Defendant Fund Donations. Information on suspended or termination status can also be made available on request to other public or private funders. Any modifications to these guidelines are at the discretion of the City's Human Services Division. Questions regarding these performance policies can be addressed to Angelina Allen-Mpyisi, Human Services Manager with the City of Federal Way. Phone number is (253) 835-2650 or by email at: angelina.allenmpyisi(a,.cityoffederalway.com. City of Federal Way 2005-2006 Human Services Agreement AUTHORIZED SIGNATURES FOR INVOICES AND QUARTERLY REPORTS I authorize the following individuals to sign invoices and quarterly reports on behalf of: the following: (contracting agency), for (contract/project title) Authorizing Signature: (must be signed by (Printed Name) (Title) person who signs the contract, generally, Executive Director) (Signature) (Date) Additional Authorized Signature: Additional Authorized Signature: (Printed Name) (Title) (Signature) (Date) (Printed Name) (Title) (Signature) (Date) Note: It is the responsibility of the contractor to inform the City of Federal Way if they wish to add a name to or delete names from this list. CITY OF FEDERAL WAY 1 GtuFlrlTERLY CLIENT DEMOGRAPHIC RGrORT Agency: YWCA Program: Domestic Violence Services Note: Unduplicated client counts must be reported bothquarterly and year -to - Date: 04/29/05 " Client Residence: Auburn Burien Covington Des Moines Enumclaw Federal Way Kent Renton SeaTac Seattle Tukwila Unincorporated King County Other Unknown Total 1st 2nd 3rd 4th Total Number YTD 39 39 3 3 33 33 17 17 92 92 Household Income Level: 50% of median or Below 80% of median or Below Above 80% of median Unknown Total 80 80 2 2 82 82 Gender: Male Female Total 13 13 79 79 92 92 Age: 0-4 yrs 5-12 yrs 13-17 yrs 18-34 yrs 3 3 12 12 2 2 44 44 35-54 yrs 30 30 55-74 yrs 1 1 75 yrs + Unknown Total 92 92 Ethnicity Asian/Pacific Islander 8 8 African-American 26 26 Hispanic/Latino 4 4 American Indian/Alaskan Native 1 1 Caucasian 49 49 Other 4 4 Unknown Total 92 92 Other Female Headed Household 79 79 Disabled 5 5 Limited English Speaking 6 6 alendar year. "List all clients served in client residence category and Federal Way clients only in rest of the categories. CITY OF Federal Way Fyhihit A 2005-2006 BILLING VOUCHER AND QUARTERLY SERVICE UNIT REPORT To: Denise Catalano City of Federal Way Attn: Human Services Division 33325 8th Ave S, PO Box 9718 Federal Way, WA 98063-9718 Phone: (253) 835-2651 Agency: Pregnancy Aid of South King County Mailing Address: P.O. Box 98068, Des Moines, WA 98198 Program Contact: Pat Noecker Telephone: (206) 824-6502 E-mail: noecker@zoocrewphoto.com R'Pnrting Period Program Amount Due Jan.1 thru Mar. 31.'05 Pregnancy Aid S2,400 Rndaet Summary Annual Contract Amount S 9,600.00 Payments Year To Date SO 20115-2006 Service it itc Note: Unduplicated client counts must be reported both monthly (or quarterly) and year-to-date City of Federal Way Performance Measures Annual Goal :_ New Lead City Service Units this Qtr (All Funding Sources) Total Lead City > Service Units to -- Date (Ali Funding Sources 1. Number of Unduplicated Federal Way Clients 2. Layettes of 50-70 pieces 100 77 77 24 6 6 3. Pieces of infant, child or maternity clothing 2000 1257 1257 City of Sea Tac Performance Measures annual Zfewlead City Service Units this Qtr (All Funding Sources) Total Lead City - Service units to Date (All Funding Sources) 1. Number of Unduplicated Sea Tac Clients 2. Layettes of 50-70 pieces 100 120 120 24 8 8 3. Pieces of infant, child or materni ty clothing 2000 789 789 City of Tukwila Performance Measures Annual:_ Goal =z New Lead City Service Units this Qtr (All Funding Sources) Total Lead City Service -Units to - Bate (All Funding Sources? -- 1. Number of Unduplicated Tukwila Clients 2. Layettes of 50-70 pieces 3. Pieces of infant, child or maternity clothing 75 50 50 4 377 12 4 1000 377 NARRATIVE REPORT: Please include information such as current trends, program developments, special events, public or community education efforts, etc. Be sure to address any discrepancies between the level of services actually provided and performance goals. Attach additional pages as necessary. Federal Way has a much higher percentage of married couples and financially they seem to be doing better then our other cities. Also, there are more older clients in Federal Way. All cities seem a bit slower this quarter. Of the 66 layettes we gave out, they seem down from these 3 cities total of 18. Authorized Signature Date FOR DEPARTMENT USE ONLY AUTHORIZED FOR PAYMENT BY: DATE: Exhibit B CITY OF FEDERAL WAY HUMAN SERVICES AGREEMENT 2005-2006 QUARTERLY FINANCIAL REPORT Agency: Pregnancy Aid of South King County Program/Project Title: Pregnancy Aid Address: P.O. Box 98068, Des Moines, WA 98068 Contact Person: Pat Noecker Title: President Phone: (206) 824-6502 G 1st Qtr/Jan-Mar G 2nd Qtr/Apr-June G 3rd Qtr/July-Sept G 4th Qtr/Oct-Dec Time Period: (M/D/Y) 1-1-31 to 3-31-05 Expense Categories Contract Award Type of Expense Previous Y -T -D Current Quarter Expenses Revised Y -T -D Contract Balance Personnel 0 0 City of Federal Way $4,000 0 S4,000 Personnel 0 0 Nonpersonnel 0 0 City of Sea Tac $3,600 Personnel 0 0 $3,600 Nonpersonnel 0 0 City of Tukwila $2,000 S2,000 Personnel 0 0 Nonpersonnel 0 0 Total: $9,600 0 0 $2,400 $9,600 Offsetting Revenues (if applicable) $3,033 expenses Amount to be Reimbursed Estimated Quarterly Payments: 1st Qtr. $2,400 2nd Qtr. $ 3rd Qtr. $ 4th Qtr. $ Type of Expense: "Fixed" expense is defined in contract as a non -discretionary expense. Specific proof does not have to be provided with quarterly Exhibit A, B, and C. However, this is considered a reimbursement. The City should not be invoiced unless this expense has occurred. The Agency must keep records to verify this expense. "Variable" expense is defined as discretionary cost that varies with the number of units of service. No expense category item may be altered from the amounts set forth in Exhibit B without prior written approval by the City. Variable expenses will only be reimbursed upon proof to the City of actual expenditures made by the agency. This proof must be attached to this report for invoice to be approved. Exhibit D CITY OF FEDERAL WAY HUMAN SERVICES AGREEMENT QUARTERLY SERVICE REPORT Date Submitted: 4 / 21/05 Agency: Pregnancy Aid of South King County Program/Project Title: Pregnancy Aid Address: P.O. Box 98068, Des Moines, WA 98198 Contact Person: Pat Noecker Title: President Phone: (206) 824-6502 G 1st Qtr/Jan-Mar G 2nd Qtr/Apr-June G 3rd Qtr/July-Sept G 4th Qtr/Oct-Dec Performance Measure Annual Goal Goal this Quarter Unduplicated Units this Quarter Cumulative Clients (Unduplicated) Performance Measure #1 Unduplicated City Clients Served City of Federal Way 100 25 77 77 City of Seatac 100 25 120 120 City of Tukwila 75 19 0 50 Performance Measure #2 Layettes of 50 — 70 pieces City of Federal Way 24 6 6 6 City of Seatac 24 6 8 8 City Tukwila 12 3 4 4 Performance Measure #3 Pieces of infant, child or maternity clothing City of Federal Way 2000 00 12Y/ 1257 City of Seatac 2000 500 789 789 City Tukwila 1000 2 0 377 377 NARRATIVE REPORT: Please include information such as current trends, program developments, special events, publicity or community education efforts, etc. Be sure to address any discrepancies between the level of services actually provided and performance goals. Attach additional pages as necessary. Because of our business cards with the list of needed items listed on the back, our volume of items in kind which we receive has increased greatly. We have lost the fantastic new items which for several years, we received on a regular basis because she lost her job. I think she will become one of our volunteers. Our efforts at education haven't gone very far rec ', with only a few speaking engagerm this past year, but we are ready. CITY OF FEDERAL WAY QUAK i ERLY CLIENT DEMOGRAPHIC REPORT Agency: Pregnancy Aid of South King County Program: In kind aid for women, infants & children Note: Unduplicated client counts must be reported both quarterly and year-to-date Date: 4 20 05 ;' Client Residence: Auburn Burien Covington Des Moines Enumclaw Federal Way Kent Renton SeaTac Seattle Tukwila Unincorporated King County Other Unknown Total 1st 2nd 3rd 4th Total Number YTD 15 15 166 166 121 121 77 77 39 39 15 15 120 120 117 117 50 50 71 71 791 791 Household Income Level: 50% of median or Below 80% of median or Below Above 80% of median Unknown Total 60 60 10 10 7 7 77 77 Gender: Male Female Total 0 0 77 77 77 77 Age: 0-4 yrs 5-12 yrs 13-17 yrs 18-34 yrs 35-54 yrs 55-74 yrs 75 yrs + Unknown 0 0 0 0 0 0 27 27 39 39 11 11 Total 77 77 Ethnicity Asian/Pacific Islander 0 African-American 2 2 Hispanic/Latino 24 24 American Indian/Alaskan Native 2 2 Caucasian 49 49 Other 0 0 Unknown 0 0 Total 77 77 Other Female Headed Household 15 15 Disabled 0 0 Limited English Speaking 63 63 `Unduplicated means count each client only once per calendar year. **List all clients served in client residence category and Federal Way clients only in rest of the categories.