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School's Our Washington
City of Renton-Recreation and Neighborhoods Division,BSK Out-of-School-Time
Contract Period:January 2018—December 2020
Contract Number:014
TERMS AND CONDITIONS
This contract is entered into by School's Out Washington,hereinafter referred to as "SOWA,"and Cit'
of Renton—Recreation and Neighborhoods Division hereinafter referred to as the"Contractor." All
rights and obligations of the parties to this contract shall be subject to and governed by the terms and
conditions contained in the text of this contract, which includes the Contractor's proposal. Whereas this
contract is the final word on contract deliverables and payments, narrative included in the Contractor's
written proposal response to SOWA's request for proposal for Best Starts for Kids funded OST programs
is also considered part of this contract between City of Renton--Recreation and Neighborhoods Divi-
sion and SOWA.
I. BACKGROUND
Best Starts for Kids (BSK) is an initiative to improve the health and well-being of King County by
investing in promotion,prevention,and early intervention for children,youth,families,and communities.
Best Starts for Kids is rooted in the fundamental belief—from within King County government and across
King County's richly diverse communities-that our county is a region of considerable opportunity,and
that we all benefit when each and every King County child,youth and young adult is supported to achieve
their fullest potential.The goal of BSK is to ensure that all people,regardless of who they are and where
they live,have the opportunity to thrive,with full and equal access to opportunities,power,and resources.
King County BSK and SOWA share a commitment to contributing to change in the BSK Headline indi-
cators for five to 24 year olds:
• Children and youth will be flourishing and resilient;
• All youth will achieve a high quality of life;
• All youth will graduate from high school;
• All third graders will be reading on grade level;
• All fourth graders will meet math standards.
IL PURPOSE
The purpose of this contract is to ensure that youth have access to high quality Out-of-School-Time pro-
gramming across King County,as outlined in the Scope of Work(Exhibit A)and Budget(Exhibit B). The
contractor must serve youth ages 5-13,meet the minimum attendance and dosage requirements,participate
in a mandatory Quality Improvement Pathway(Phase 1 or Phase 2) and furnish the necessary personnel
and services and otherwise do all things necessary for or incidental to accomplishing the activities de-
scribed in the Contractor's Scope of Work and Budget.
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IIL PERIOD OF PERFORMANCE
The period of performance for this contract is January 2,2018—December 31,2020,unless the contract
is terminated sooner as provided herein. An annual contract review will be conducted at the end of each
year to ensure accurate compliance with Contractor's Scope of Work and Budget(Exhibit A).
IV. PAYMENT
The total consideration payable to Contractor for satisfactory performance of the work under this Contract
as described in the Scope of Work and Budget is a maximum of$259.515.00
Funding will be provided in six installments, as outlined below. In order to receive payments,the Con-
tractor must complete the corresponding tasks and submit the required documents to SOWA by the spec-
ified deadlines. SOWA shall initiate authorization for payment to the contractor not more than 30 days
after a complete and accurate invoice is received.
1.1 Task;Contractor must initiate the project as outlined in the Contractor's Scope of Work and
Budget and submit the required materials as listed below by January 25,2018.
• Copy of Proposal Narrative
• Logic Model
• Signed Contract(with Scope of Work and Budget)
• Completed W-9
• Signed Accountable Community of Health(ACH)Document
• Signed Invoice
• Copy of Liability Insurance
• Background Check Documentation
• Copy of 501 c(3)determination letter
• Copy of business license
• Input Registry Data
1.2 Payment: Upon receipt of required materials,Contractor will receive first installment payment
of$35398.50 in February 2018.
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2.1 Task: Contractor must implement the project and submit the required materials as listed below
by July 15,2018.
• Copy of Finalized Evaluation Plan
• Letter of Support from School
• Electronic Copy of Narrative Report(February-June 2018)
• Electronic Copy of Financial Report(February-June 2018)
• Signed Invoice
2.2 Payment: Upon receipt of required materials,Contractor will receive second installment pay-
ment of$35398.50 in July 2018.
3.1 Task: Contractor must implement the project,participate in the Youth Program Quality Initia-
tive,and submit the required materials as listed below by January 15,2019.
• Participation in Bridge Conference(October 2018)
• Self-Assessment Scores on behalf of Place-Based Collaborative(October—November 2018)
• Continuous Improvement Action Plans(December 2018)
• Copy of Insurance Liability
• Copy of Background Check Documentation
• Updated Registry Data
• Electronic Copy of Narrative Report(July-December 2018)
• Electronic Copy of Financial Report(July-December 2018)
• Signed Invoice
3.2 Payment:Upon receipt of required materials,Contractor will receive third installment payment
of$47,985.00 in February 2019.
4.1 Task:Contractor must implement the project,participate in the Youth Program Quality Initia-
tive,and submit the required materials as listed below by July 15,2019.
• Participation in Learning Community Meetings
• Self-Assessment Scores on behalf of Place-Based Collaborative(March-May 2019)
• Continuous Improvement Action Plans (June 2019)
• Updated Registry Data
• Electronic Copy of Narrative Report(January-June 2019)
• Electronic Copy of Financial Report(January-June 2019)
• Signed Invoice
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4.2 Payment: Upon receipt of required materials,Contractor will receive fourth installment pay-
ment of$47.985.00 in July 2019.
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5.1 Task:Contractor must implement the project,participate in Youth Program Quality Initiative,
and submit the required materials as listed below by January 15,2020.
• Participation in Bridge Conference(October 2019)
Participation in Learning Community Meetings
Copy of Insurance Liability
Copy of Background Check Documentation
1 • Updated Registry Data
` Electronic Copy of Narrative Report(July-December 2019)
0 Electronic Copy of Financial Report(July-December 2019)
• Signed Invoice
3 5.2 Payment:Upon receipt of required materials,Contractor will receive fifth installment payment
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of$46374.00 in February 2020.
6.1 Task:Contractor must implement the project,participate in the Youth Program Quality Initia-
i five,and submit the required materials as listed below by July 15,2020.
0 Participation in Learning Community Meetings
•' Self-Assessment Scores on behalf of Place-Based Collaborative(March—May 2020)
• Continuous Improvement Action Plans(June 2020)
s Updated Registry Data
•` Electronic Copy of Narrative Report(January-June 2020)
Electronic Copy of Financial Report(January-June 2020)
Signed Invoice
6.2 Payment.Upon receipt of required materials,Contractor will receive sixth installment payment
of$46.374,00 in July 2020.
7.1 Task:Contractor must implement the project,participate in Youth Program Quality Initiative,and
s submit the required materials as listed below by January 15,2021.
• Participation in Bridge Conference(October 2020)
• Participation in Final Grantee Meeting(TBD)
Updated Registry Data
Y • Electronic Copy of Final Narrative Report(July-December 2020)
z Electronic Copy of Final Financial Report(July-December 2020)
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V. CONTRACT MANAGEMENT AND CONTRACTOR INFORMATION
The primary contact for each of the parties shall be responsible for and shall be the contact person for all
communications and billings regarding the performance of this contract. For SOWA,Omana Imani,King
County Expanded Learning Opportunities Systems Director, 801- 23`d Avenue South, Suite A, Seattle,
WA 98144, phone 206-436-8474, email OlmaniC schoolsoutwashinaton.org or her designee. For the
Contractor,see Contractor's Scope of Work and Budget(Exhibit A).
SOWA shall be responsible for the monitoring of the Contractor's performance, the approval of billing
submitted by Contractor, and acceptance of any reports provided by the Contractor.
During the term of the contract and for six years following termination or expiration of the contract,the
Contractor shall grant SOWA the right of access to its facilitates,records,and financial statements at all
reasonable times, in order to audit for contract compliance,evaluate performance, and/or ensure quality
of services. During the term of the contract,the Contractor shall also provide SOWA access to staff and
facilities to conduct site visits and provide training and technical assistance. The Contractor shall partic-
ipate in BSK Out-of-School-Time events organized by SOWA,including the Bridge Conference,trainings
and other grantee convening's as needed.
Change in Circumstances: The Contractor shall forward to SOWA within ten(10) working days any in-
formation concerning the Contractor's change of circumstances,including change of business name,ad-
dress,telephone number, fax number,email address,business status and names of staff associated with
this contract. Any changes that occur in the Contractor's project,changes affecting project implementa-
tion or deviations from services as described in the Scope of Work and Budget,including change of budget
information, service locations, service numbers (dates, days and hours) and numbers served must be
acknowledged in writing to SOWA.
VL CONTRACTOR OBLIGATIONS
A. Internal Control and Accounting System:The Contractor shall establish and maintain a system of
accounting and internal controls which complies with generally accepted accounting principles prom-
ulgated by the Financial Accounting Standards Board(FASB),the Governmental Accounting Stand-
ards
Board(GASB),or both as is applicable to the Contractor's form of incorporation.
B. Insurance and Liability:SOWA assumes no liability with respect to bodily injury,illness,accident
theft, or any other damage of losses concerning persons or property, or involving the Contractor's
equipment. The Contractor is responsible for providing adequate insurance coverage to protect against
legal liability arising out of activities provided under this contract and for designation that SOWA be
automatically notified thirty(30)days before cancellation or reduction in coverage. A copy of liability
insurance must be submitted with the contract. The Contractor shall provide theft coverage of not less
than the acquisitions value of equipment and materials purchased with contract funds. The Contractor
shall be responsible for and shall indemnify,defend,and hold SOWA harmless from all claims,loss,
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liability,damages,or fines arising out of relating to a)the Contractor's performance or failure to per-
form this contract,or b)the acts or omissions of the Contractor.
C. Background Checks: The Contractor shall ensure that all Contractor and Subcontractor staff and
volunteers who will have unsupervised access to children served under this contract have completed
and received a satisfactory criminal history background check before providing services to children
under this contract. The Contractor shall submit to SOWA documentation that background checks
have been completed for all Contractor and Subcontractor staff and volunteers providing services to
children under this contract.
D. Child Abuse and Health and Safety Concerns: In the delivery of services under this contract,chil-
dren's health and safety shall always be the first concern of the Contractor. The Contractor shall
immediately report all instances of suspected child abuse to Child Protective Services at 1-866-END
HARM.
E. Nondiscrimination and Equal Employment Opportunity: The Contractor shall comply with all
applicable federal,state and local laws regarding discrimination,including those set forth in this Sec-
tion. During performance of the Contract,the Contractor agrees that it will not discriminate against
any employee or applicant for employment because of the employee or applicant's sex, race,color,
marital status, national origin, religious affiliation, disability, sexual orientation, gender identity or
expression or age except by minimum age and retirement provisions,unless based upon a bona fide
occupational qualification. The Contractor will make equal employment opportunity efforts to ensure
that applicants and employees are treated, without regard to their sex,race,color,marital status, na-
tional origin,religious affiliation,disability,sexual orientation,gender identity or expression or age.
F. Maintenance of Records:The Contractor shall maintain records and materials related to this contract
and the performance of related services, including personnel, property, programmatic records, ac-
counting procedures and practices,which sufficiently and properly reflect all direct and indirect costs
of any nature expended in the performance of this contract for at least six years after the expiration or
termination of this contract.
G. Acknowledgements:The Contractor must use the complete project name"Best Starts for Kids Out-
of-School-Time Program"in referring to this project on any printed materials for public dissemina-
tion. The Contractor must include a general acknowledgement of School's Out Washington in its list
of annual funders and in all appropriate publications and public announcements for the contract period.
VII. CONTRACT ANIlVIENDMENTS
Either party may request changes to this Contract. Proposed changes which are mutually agreed
upon shall be incorporated by written amendments to this Contract.
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VIII. TERMINATION
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If the funds SOWA relied upon to establish the contract are withdrawn,reduced or limited,if addi-
tional or modified conditions are placed on such funding,or if funds are not allocated for the purpose
of meeting SOWA's obligations under this contract,SOWA may immediately terminate the contract
by providing written notice to the Contractor. SOWA may terminate this contract in whole or in part
when it is in the best interest of SOWA by giving the Contractor at least thirty (30) calendar days
written notice. Termination shall be effective on the date specified in the termination notice. After
receipt of such notice, the Contractor shall comply with all instructions contained in the termination
notice.
Failure on the part of the Contractor:
• to carry out the activities,as outlined in the Contractors' Scope of Work and Budget(Exhibit A),
and contract performance requirements;
• to meet the minimum daily attendance requirements;
• to meet the minimum daily program dosage requirements;
• to meet or maintain any requirement for contracting with SOWA;
• to protect the health or safety of any client;
• to perform under any term or condition of this contract;and/or
• to comply with any applicable law or regulation;
may result in a reduction of or nonpayment of corresponding payment points,an overpayment finding
collectible by SOWA,and/or immediate termination of the contract.
This contract contains all the conditions agreed upon by the parties. No other understanding,oral or
otherwise, regarding this contract's subject matter shall bind any of the parties hereto. In witness z
whereof,the undersigned have affixed their signature in execution thereof.
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CONTRACTOR
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Signature:
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Print Name:Denis Law - .. 1�
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Attest: 11:/ted ��k EA1.. City Clerk "'
Title:Mayor ' }'
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Date:2113/18
Organization: City of Renton
Address: 1055 South Grady Way,Renton,WA 98057
SOWA
Signature:
Print Name: Elizabeth Whitford
Title:Chief Executive Officer
Date:
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Organization:School's Out Washington
Address:
801-2r Ave S,Suite A
Seattle,WA 98144
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City of Renton »Recreation and Neighborhoods Division,BSK Out-of-School-Time
Contract Period:January 2018—December 2020
Contract Number:014
SCOPE OF WORK(Exhibit A)
IX. Scope of Work
Contractor shall provide Out-of-School-Time services in accordance with the terms and conditions de-
scribed herewith. The total amount of reimbursement pursuant to this Exhibit shall not exceed
$259.515.00 for the Period of January 2018—December 2020.Funding for investments in this program
is provided by the King County Best Starts for Kids(BSK)Levy and is managed by School's Out Wash-
ington,which has lead responsibility for achieving and monitoring the overall outcomes.
X. Program Description
The Sunset Area,in which the Highlands Neighborhood Center is located,serving youth from Highlands
Elementary School and McKnight Middle School,is a community that suffers from a high rate of poverty,
limited infrastructure, and low educational attainment of adults. The Highlands Neighborhood Quality
Out of School Time Partnership is seeking to bring high quality,culturally appropriate programming fea-
turing
eaturing a variety of engagement options and a strong focus on STEM and language skills to youth in this
under-served community.We seek to give youth the skills to thrive and succeed in school,and to ignite
their love of learning across multiple disciplines—and in particular disciplines that will prepare them for
the 21st Century world—multi-cultural,technologically advanced,environmentally aware and full of op-
portunity. To accomplish this, we will be partnering with the following organizations: Centro Rendu, a
program of St. Vincent DePaul of Seattle/King County,to provide Spanish language and cultural educa-
tional programming; Techbridge Girls, a national leader in STEM programming for girls, to provide a
variety of programs to engage girls in STEM exploration,career exposure,and use of technology to meet
community needs; and the Environmental Science Center, to provide environmental education and en-
gagement activities.A full description of the activities,deliverables and outcomes of the Highlands Neigh-
borhood Quality Out of School Time Partnership can be found in the full proposal narrative.
Description of Contract Deliverables
Year 1 Deliverables
1. Work with SOWA staff and King County BSK evaluation staff or contractor(s)to develop and
formally agree to an evaluation plan for the funded program.The signed plan is attached to this
contract as Exhibit B.
2. Participate in data collection,reporting, and other activities outlined in the evaluation plan.
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3. Participate in Quality Improvement Pathway,Phase 1.
4. Provide after-school programming to a minimum of 50 children and youth daily.
5. Provide 4 hours of after-school programming daily.
6. Provide 5 days of after-school programming per week.
7. Provide summer programming to a minimum of 30 children and youth daily.
Year 2 Deliverables
1. Make program adjustments,as necessary and as directed by SOWA,based on Year 1 perfor-
mance data and learning.
2. In partnership with King County Evaluation staff, make adjustments to evaluation activities as
needed.
3. Participate in Quality Improvement Pathway,Phase 2.
4. Provide after-school programming to a minimum of 50 children and youth daily.
5. Provide 4 hours of after-school programming daily.
6. Provide 5 days of after-school programming per week.
7. Provide summer programming to a minimum of 30 children and youth daily.
8. Provide 7 hours of summer programming,daily(core camp hours are 9am-4pm, w/care pro-
' vided before and after, starting at 7am and ending at 6pm)
9. Provide 5 days per week of summer programming.
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Year3 Deliverables
1. Make program adjustments,as necessary and as directed by SOWA,based on Year 2 perfor-
mance data and learning.
2. In partnership with King County Evaluation staff,make adjustments to evaluation activities as
needed.
3. Participate in Quality Improvement Pathway,Phase 2.
4. Provide after-school programming to a minimum of 50 children and youth daily.
5. Provide 4 hours of after-school programming daily.
6. Provide 5 days of after-school programming per week.
7. Provide summer programming to a minimum of 30 children and youth daily.
8. Provide 7 hours of summer programming,daily(core camp hours are 9am-4pm, wl care pro-
vided before and after,starting at 7am and ending at 6pm)
9. Provide 5 days per week of summer programming.
XI. Quality Improvement System
Contractor will be required to participate in a Quality Improvement Pathway at Phase I or Phase 2 (cor-
responding timeline is attached as Exhibit C). Through this participation,Contractor will receive training,
coaching,assessment(self and external)and take part in a monthly or quarterly peer learning community
meeting. Full participation will be required by a minimum of 2 people from each organization(one direct
service staff and management-level or supervisorial staff).For Place-Based collectives, a minimum of 2
organizations(the Coordinating Organization and 1 partner;for a maximum of 3 people)must participate
in a Quality Improvement Pathway.
XII. Program and Reporting Requirements
1. The Contractor will participate in quarterly check-in with BSK staff either in-person or by phone,
at SOWA's discretion.
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2. The Contractor will submit participant-level data to SOWA on a semi-annual basis (January and
July in each contracted year).The format for this report will be provided by SOWA and will in-
clude the demographics of participants and other data needed to measure performance.
3. The Contractor will submit Semi-Annual Narrative Reports to SOWA on July 15th and January
15th.The Semi Annual Narrative Reports will cover the activities of the previous six months(Jan-
uary-June for the July 15th report and July-December for the January 15th report,in each contracted
year). The format and questions for the Semi-Annual Narrative Reports will be provided by
SOWA.
4. The Contractor will submit Semi-Annual Financial Reports to SOWA on July 15th and January
15h.The Semi Annual Financial Reports will cover expenditures of the previous six months(Jan-
uary-June
for the July 15th report and July-December for the January 15th report in each contracted
year).The template for the Semi-Annual Narrative Reports will be provided by SOWA.
5. The Contractor may be required to administer an anonymous Client Satisfaction Survey.When
possible,SOWA will share data collected through this anonymous Client Satisfaction Survey with
the Contractor for program improvement purposes.
XIII. Evaluation Requirements
BSK is committed to being able to tell communities and stakeholders what happened as a result of this
funding.Contractor will designate a staff person who will lead evaluation activities for this contract.Con-
tractor and the BSK Evaluation Team will work collaboratively to track the strengths and challenges of
implementing BSK funded activities. The evaluation protocol and set of performance measures for the
activities in this contract will be co-developed and is intended to provide Contractor, SOWA and BSK
leadership with useful information for decision-making,planning and program management.
The Contractor will engage in evaluation activities,including:
A. Develop logic model to be submitted with contract.
B. Meet with King County and SOWA staff and/or their evaluation contractor(s)to create an Evalu-
ation Plan during the first two months of the contracting period.
C. Collect and report data according to the timeline and standards outlined in the Evaluation Plan.
D. Provide additional data or information to SOWA staff and/or their evaluation contractor(s)outside
of the regular reporting schedule to respond to specific requests.
XIV.Evaluation Plan
The Contractor will work in collaboration with King County staff and/or their evaluation contractor(s)to
develop an Evaluation Plan within the first two months of the contracting period. The Evaluation Plan
(Exhibit D)will use a format to be supplied by King County and will include,at minimum:performance
measures, goals, and reporting requirements. At least one of each type of performance measure(below)
will be included in the final Evaluation Plan.
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In addition to the quantity of service provided (how much did we do?) and the quality of service pro-
vided(how well did we do it?)you will be expected to develop an additional measure around the quality
of program outcomes(is anyone better off?).
King County is the final arbiter for the Evaluation Plan and any subsequent revisions.The Evaluation Plan
will be considered final after email confirmation of acceptance is received by both parties.
XV. Compensation and Method of Payment
The Contractor shall submit a Billing Invoice Package semi-annually that consists of an invoice statement
and other reporting requirements as stated in Section IV.The Billing Invoice Package is due on July 15th
and January 15th.
Date Deliverable Payment
January 25,2018 Signed contract and corre- First half of Yl budget •
sponding documents(see sec- amount
tion TV)
July 15,2018 Invoice and semi-annual nar- Second half of Y1 budget
rative and financial report amount
January 15,2019 Invoice and semi-annual nar- First half of Y2 budget
rative and financial report amount
July 15,2019 Invoice and semi-annual nar- Second half of Y2 budget
rative and financial report amount
January 15,2020 Invoice and semi-annual nar- First half of Y3 budget
native and financial report amount
July 15,2020 Invoice and semi-annual nar- Second half of Y3 budget
rative and financial report amount
January 15,2021 Final Narrative and Financial
Report
BUDGET(Exhibit B)
Total: $259,515.00
Contract Number:014
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Year 1:January 25,2018—December 31,2018
Item Budgeted Amount
_
Salary,Wages&Benefits $18,911
Project Supplies&Equipment $17,053
Travel&Transportation $0
, Professional Development&Training $1,500
Contractors&Consultants $30,000
' Other $3,333
Overhead $0
Year I Budget: $70,797
Year 2:January 1,2019—December 31,2019
Item Budgeted Amount ,
Salary,Wages&Benefits $37,822
Project Supplies&Equipment $13,315
li Travel&Transportation $0
Professional Development&Training $1,500
Contractors&Consultants $30,000
Other $13,333
Overhead $0
Year 2 Budget: $95,970
Year 3:January 1,2020-December 31,2020
Item Budgeted Amount
Salary,Wages&Benefits $37,822
k Project Supplies&Equipment $10,315
I Travel&Transportation $0
Professional Development&Training $1,500
Contractors&Consultants $30,000
Other . $13,111
I Overhead $0
Year 3 Budget: $92,748
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