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HomeMy WebLinkAbout09-042 - Refugee Womens Alliance - Case Management and Financial Assistance / Human Services Y Coact No. 09 -042 Council Approval 2/17/09 CONTRACT FOR SOCIAL SERVICES This Agreement is entered into by and between the City of Tukwila, Washington, a noncharter optional municipal code city hereinafter referred to as "the City Refugee Women s Alliance, hereinafter referred to as "the Agency whose principal office is located at 15245 International Blvd, Suite 207, SeaTac, WA 98188. WHEREAS, the City has determined the need to have certain social services performed for its citizens but does not have the personnel or expertise to perform such services, and WHEREAS, the City desires to have the Agency perform such services pursuant to certain terms and conditions, now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: 1. Scove of Services to be Performed by Ag_ encv. The Agency shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Agency shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. 2. Compensation and Method of Pavment. The City shall pay the Agency for services rendered using billing voucher and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $17,500 for 2009 and $17,500 for 2010 at a rate of (see Exhibit C) unless a Consumer Price Index adjustment is made for 2010. City Council will consider CPI adjustments on an annual basis. 2A. Criteria for Compensation. The City Of Tukwila 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, payment for services rendered under the agreement will be reduced by the number of percentage points below the 90% level. At a 90% success rate, the Agency will be reimbursed at 100 Any exceptions must be negotiated with the City. Exceptions may be made 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. Exceptions are made at the discretion of the City's Human Services Manager. 3. A�7-encv Budget. The Agency shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement and according to the budget attached hereto as Exhibit C and incorporated herein by this reference as if fully set forth. The Agency shall request prior approval from the City whenever the Agency desires to amend its budget by transferring funds among the budget categories. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing January 1, 2009 and ending December 31, 2010 unless sooner terminated under the provisions hereinafter specified. Funding for the second year of the contract is dependent on the agency's performance of the services identified in Exhibit A and any termination of this contract will be with thirty (30) days written notice pursuant to paragraph 13 below. 5. 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. 6. Indemnification. The Agency shall indemnify, defend and hold harmless the City, its officers, agents and employees, from and against any and all claims, losses or liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned lany act, omission or failure of theSency, its officers, agents and employees, in performing the work required by this Agreement. With respect to the performance of this Agreement and as to claims against the City, its officers, agents and employees, the Agency expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees, and agrees that the obligation to indemnify, defend and hold harmless provided for in this paragraph extends to any claim brought by or on behalf of any employee of the Agency. This waiver is mutually negotiated by the parties. This paragraph shall not apply to any damage resulting from the sole negligence of the City, its agents and employees. To the extent any of the damages referenced by this paragraph were caused by or resulted from the concurrent negligence of the City, its agents or employees, this obligation to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of the Agency, its officers, agents, and employees. 7. Insurance. A. The Agency shall procure and maintain in full force throughout the duration of the Agreement comprehensive general liability insurance with a minimum coverage of $500,000.00 per occurrence /aggregate for personal injury and property damage. Said policy shall name the city of Tukwila as an additional named insured and shall include a provision prohibiting cancellation or reduction in the amount of said policy except upon thirty (30) days prior written notice to the City. Cancellation of the required insurance shall automatically result in termination of this Agreement. B. In addition to the insurance provided for in Paragraph A above, the Agency shall maintain or insure, that its professional employees or contractors maintain professional liability insurance in the event that services delivered pursuant to this Agreement, either directly or indirectly, involve providing professional services. Such professional liability insurance shall be maintained in an amount not less than $500,000.00 combined single limit per claim /aggregate. For the purposes of this Paragraph "professional services" shall mean any services provided by a physician, licensed psychologist, or other licensed professional. C. Certificates of coverage as required by Paragraphs A and B above shall be delivered to the City within fifteen (15) days of execution of this Agreement. 8. Record Keening and Reporting. A. The Agency shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure properly accounting for all funds contributed by the City to the performance of this Agreement and compliance with this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. C. The Agency shall provide monthly or quarterly reports to the City containing statistical data concerning client intakes and services performed by the Agency during the reporting period. The Agency will report to the City the types and number of services which the Agency provided, together with information concerning the number of people who participated or received the services, and other information as agreed upon. The Agency shall submit its report according to Exhibit A and incorporated herein by this reference as if fully set forth. 9. Monitoring The City shall review reports to monitor compliance with the Level of service set forth in Exhibit A. Should the Agency fail to meet the minimum level of service set forth in Exhibit A, the City reserves the right to adjust payments as specified in the section on Criteria for Compensation (2A). 10. Compensation and Method of Payment. The Agency shall submit an invoice and all accompanying reports as specified in the attached exhibit not more than 15 working days after the close of each indicated reporting period. The City will initiate authorization for payment after approval of corrected invoices and reports. 11. Audits and Inspections. The records and documents with respect to all matters covered by this Agreement shall be subject at all times to inspection, review or audit by law during tlikerformance of this Agreement. Taity shall have the right to an annual audit of the Agency's financial statement and condition. 12. Termination. This Agreement may at any time be terminated by the City giving to the Agency thirty (30) days written notice of the City's intention to terminate the same. If the Agency's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. Agencies desiring to terminate contract due to completion of performance objectives prior to contract end date shall give the City 30 days written notice of the agencies intention to terminate. 13. Discrimination Prohibited. The Agency shall not discriminate against any employee, applicant for employment, or any person seeking the services of the Agency to be provided under this Agreement on the basis of race, color, religion, creed, sex, age, national origin, marital status or presence of any sensory, mental or physical handicap. For religious organizations providing services they will provide no religious instruction or counseling, conduct no religious worship or services, engage in no religious proselytizing and exert no other religious influence in the provision of such public services. 14. Assignment and Subcontract. The Agency shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 15. Entire Agreement. This Agreement contains the entire Agreement between the parties hereto and no other Agreements, oral or otherwise, regarding the subject matter of this Agreement, shall be deemed to exist or bind any of the parties hereto. Either party may request changes in the agreement. Proposed changes, which are mutually agreed upon, shall be incorporated by written amendments to this Agreement. 16. Notices. Notices to the City of Tukwila shall be sent to the following address: Notices to the Agency shall be sent to the address provided by the Agency upon the signature line below. 17. 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 properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this as 41 day oft CITY OF TUKWILA svel;24- MArZ, Jim Hi ,t6 ATTEST/ AUTHENTICATED: ADDRESS: Human Services Manager City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 CITY CLERK, Christy O'Flahert APPROVED AS TO FORM: OFFICE OF THE CUT- ATTORNEY BY AGENCY: ek('e L i 9 _t a: BY: ti p SIGNATURE /1 So PRINTED NAME D l-r. rev,, ultras' iltbnanCe. Lomete nv j�. vak\ S Scope of Services to be Provided by Agency. The Agency shall furnish to residents of the City of Tukwila, under the City's Human Services program, case management, system navigation and access services and direct financial assistance to Tukwila residents 1st Quarter Serve 8 unduplicated residents Provide 60 hours of case management Submit backup documentation for any direct financial assistance provided Submit outcomes and indicators 2nd Quarter Serve 8 unduplicated residents Provide 60 hours of case management Submit backup documentation for any direct financial assistance provided 3rd Quarter Serve 8 unduplicated residents Provide 60 hours of case management Submit backup documentation for any direct financial assistance provided 4th Quarter EXHIBIT A 2009 -2010 Refugee Women's Alliance Serve 8 unduplicated residents Provide 60 hours of case management Submit backup documentation for any direct financial assistance provided Submit demographics Submit outcomes and indicators $10,000 will be used for personnel. $6500 will be used for direct services (i.e. one time only financial assistance for utilities, rent, grocery store gift card, gas station gift card, etc.) that support continued stability for Tukwila residents only. The Agency shall make all reasonable efforts to ascertain the eligibility of applicants for Agency services, such eligibility to require residence within the City, and shall provide services under this Agreement only to eligible applicants. EXHIBIT C OPERATING BUDGET PLANNED QUARTERLY EXPENDITURES 4 $2625 00 3 picture id, copy °f check request). 2 1. $262 address verification, 5 $2625.00 billed with appropriate backup documentation t urgent direct financial assistance t° Tukwila resident and to be used for m'g istration of direct $650 e u sed for admmually $1040 to b et: $1 1 500 ann Total budget: 12 Expen ditures $1 0 500.00 $2625. 6 I 000.00 $1 1 500.00 Direct financial assista• sue %ested program guidelines: Funds can be used for the purpose of stabilizing a Tukwila household only. Funds can be used for eviction prevention (suggested rental assistance one months rent), utility assistance including heating, sewer, water, garbage (no phone bills), monthly bus pass, bus tickets, gas station gift card, grocery store gift card and prescriptions. This list is not exhaustive. However, priority is focused on household stability. Question whether client has previously received Emergency Assistance or Rental Assistance from Catholic Community Services or Multi Service Center Rental assistance Proeram guidelines: 1. Only current Tukwila residents are eligble for assistance. 2. Resident/household can only be assisted once. 3. Funds support existing renters, not for move -in costs 4. Rent /expenses must be less than income. 5. Tenants must provide evidence of source of income, identification, current lease /rental agreement/eviction notice. 6. Rental assistance must go directly to property manager. 7. Acceptance will be made only when no other financial options exist. 8. Any exceptions to above guidelines are considered on a case by case basis as approved by the Program Director. 9. No cash assistance given to residents Utility Assistance uidelines (heat. gas. water. sewer. garbage) 1. Only current Tukwila residents are eligible for assistance. 2. Resident/household can only be assisted once. 3. Funds not for utility hook up costs 4. Tenants must provide evidence of source of income, identification, and delinquent/shut off notice 5. Acceptance will be made only when no other financial options exist. 6. Financial assistance must be mailed directly to utility provider 7. No cash assistance given to residents Guidelines for other types of assistance (bus passes. food lift cards. as gift cards) 1. Only current Tukwila residents are eligible for assistance. 2. Resident/household can only be assisted once. 3. Tenants must provide evidence of source of income, identification, and reason for assistance 4. No cash assistance given to residents Guidelines for Motel Vouchers: 1. Only current Tukwila residents are eligible for assistance. 2. Last known permanent address must be Tukwila in order to be eligible. 3. Resident/household can only be assisted once 4. No more than 2 night stay 5. Verification/id of all household members (full name, date of birth, sex) 6. Call Human Services Manager or Specialist for Crime Prevention and safety issues when referring to local motels 7. No cash assistance given to residents For all Tukwila residents who receive financial assistance, city must receive all backup documentation, including: i.d. verification, verification of address, copy of check request, name, phone number, address and date of birth for all household members on a quarterly basis.