HomeMy WebLinkAboutContract CAG-19-045
Y { C
+ `'' i
N T 0
AGREEMENT WITH RENTON ECUMENICAL ASSOCIATION OF
CHURCHES (REACH) REGARDING FUNDING MATCH FOR
HOUSING NAVIGATION SERVICES
THIS AGREEMENT, dated rantra fy / /V, 2019, is by and between the City of Renton (the "City"),
a Washington municipal corporation, and REACH (Renton Ecumenical Association of Churches),
a Washington nonprofit corporation ("REACH"). The City and REACH are referred to collectively
in this Agreement as the "Parties." Once fully executed by the Parties,this Agreement is effective
as of the last date signed by both parties.
1. Scope: Recognizing that King County's efforts to combat homelessness provides regional
benefits including to the City of Renton, REACH and the City make this agreement. REACH
shall fulfill its commitments and obligations under Amendment No. 1 to its Contract No.
5904278 with King County (attached as Exhibit A and incorporated herein) to provide
housing navigation services to assist shelter residents in accessing housing and resources
(the "King County Contract"). In exchange, the City will provide a partial funding match,
as generally set forth in the City's match commitment letter which is attached as Exhibit
B and incorporated herein, and as more specifically provided in this Agreement.
2. City's Match Commitment:
A. Amount and Time Period.The City's total cash match to REACH under this Agreement
shall not exceed TWENTY-FOUR THOUSAND DOLLARS ($24,000) which represents
25.43% of the $94,376 in combined funding from the City of Renton ($24,000) and
King County ($70,376) under the King County Contract. The City's cash match is
available during the 30-month King County Contract period beginning May 15, 2018
and ending November 14, 2020.
B. Method of Payment. As soon as practicable after REACH receives payment from King
County for each of its quarterly Billing Invoice Packages (as that term is used in Exhibit
A(See Section III.A of Exhibit A's Exhibit III)), REACH shall submit a copy of its quarterly
Billing Invoice Package to the City, proof of payment by King County, and a program
match tracking report. Each program match tracking report shall document the
following regarding REACH's services under the King County Contract: (1)the percent
of persons REACH served during the quarter who were identified as City of Renton
residents (the "Residents Percent") or (2) the percent of REACH's costs during the
quarter that benefited the City of Renton (the "Costs Percent").
Within thirty (30) calendar days after receipt and the City's approval of each Billing
Invoice Package, program match tracking report, and proof of payment by King
County, the City shall pay to REACH an amount equal to $800 per month of service
(one-thirtieth of the 30-month, $24,000 maximum contract amount), prorated for
partial months at the beginning and end of the King County Contract period. Payment
will be adjusted during the final quarter of each calendar year if the Residents Percent
or the Costs Percent falls below 22.89% (90% of the 25.43% performance
requirement). Such adjustment in compensation shall be reduced by the
corresponding number of percentage points below the 90% level.
The City may withhold payment for REACH's failure to meet the requirements of this
Agreement.
C. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for
payment under this Agreement for any future fiscal period, the City shall not be
obligated to make payments after the end of the current fiscal period, and this
Agreement will terminate. No penalty or expense shall accrue to the City in the event
this provision applies.
3. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without
cause by giving ten (10) calendar days' notice to REACH in writing.
B. In the event this Agreement is terminated by the City, REACH shall not be entitled to
any payment for any costs incurred or work done following the effective date of
termination unless authorized in advance in writing by the City.
4. Record Maintenance: REACH shall maintain accounts and records, which properly reflect
all direct and indirect costs expended and Work provided in the performance of this
Agreement and retain such records for as long as may be required by applicable
Washington State records retention laws, but in any event no less than six years after the
termination of this Agreement. REACH agrees to provide access to and copies of any
records related to this Agreement as required by the City to audit expenditures and
charges and/or to comply with the Washington State Public Records Act (Chapter 42.56
RCW). The provisions of this section shall survive the expiration or termination of this
Agreement.
5. Public Records Compliance: To the full extent the City determines necessary to comply
with the Washington State Public Records Act, REACH shall make a due diligent search of
all records in its possession or control relating to this Agreement and the Work, including,
but not limited to, e-mail, correspondence, notes,saved telephone messages, recordings,
PAGE 2 OF 7
photos, or drawings and provide them to the City for production. In the event REACH
believes said records need to be protected from disclosure, it may, at REACH's own
expense, seek judicial protection. REACH shall indemnify, defend, and hold harmless the
City for all costs, including attorneys' fees, attendant to any claim or litigation related to
a Public Records Act request for which REACH has responsive records and for which
REACH has withheld records or information contained therein, or not provided them to
the City in a timely manner. REACH shall produce for distribution any and all records
responsive to the Public Records Act request in a timely manner, unless those records are
protected by court order. The provisions of this section shall survive the expiration or
termination of this Agreement.
6. Independent Contractor Relationship: REACH is retained by the City only for the
purposes and to the extent set forth in this Agreement. The nature of the relationship
between REACH and the City during the period of the Work shall be that of an
independent contractor, not employee. REACH, not the City, shall have the power to
control and direct the details, manner or means of Work. Specifically, but not by means
of limitation, REACH shall have no obligation to work any particular hours or particular
schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work. REACH
shall retain the right to designate the means of performing the Work covered by this
agreement, and REACH shall be entitled to employ other workers at such compensation
and such other conditions as it may deem proper, provided, however, that any contract
so made by REACH is to be paid by it alone, and that employing such workers, it is acting
individually and not as an agent for the City.
7. Hold Harmless: REACH agrees to release, indemnify, defend, and hold harmless the City,
elected officials, employees, officers, representatives, and volunteers from any and all
claims, demands, actions, suits, causes of action, arbitrations, mediations, proceedings,
judgments, awards, injuries, damages, liabilities, taxes, losses, fines, fees, penalties,
expenses, attorney's or attorneys'fees, costs, and/or litigation expenses to or by any and
all persons or entities, arising from, resulting from, or related to the negligent acts, errors
or omissions of REACH in its performance of this Agreement or a breach of this Agreement
by REACH, except for that portion of the claims caused by the City's sole negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW
4.24.115, (Validity of agreement to indemnify against liability for negligence relative to
construction, alteration, improvement,etc., of structure or improvement attached to real
estate...) then, in the event of liability for damages arising out of bodily injury to persons
or damages to property caused by or resulting from the concurrent negligence of REACH
and the City, its officers, officials, employees and volunteers, REACH's liability shall be
only to the extent of REACH's negligence.
PAGE 3 OF 7
It is further specifically and expressly understood that the indemnification provided in
this Agreement constitute REACH's waiver of immunity under the Industrial Insurance
Act, RCW Title 51, solely for the purposes of this indemnification. The Parties have
mutually negotiated and agreed to this waiver.The provisions of this section shall survive
the expiration or termination of this Agreement.
8. Gifts and Conflicts: The City's Code of Ethics and Washington State law prohibit City
employees from soliciting, accepting, or receiving any gift, gratuity or favor from any
person, firm or corporation involved in a contract or transaction. To ensure compliance
with the City's Code of Ethics and state law, REACH shall not give a gift of any kind to City
employees or officials. REACH also confirms that REACH does not have a business interest
or a close family relationship with any City officer or employee who was, is, or will be
involved in selecting REACH, negotiating or administering this Agreement, or evaluating
REACH's performance of the Work.
9. Successors and Assigns: Neither the City nor REACH shall assign, transfer or encumber
any rights, duties or interests accruing from this Agreement without the written consent
of the other.
10. Notices: Any notice required under this Agreement will be in writing, addressed to the
appropriate party at the address which appears below (as modified in writing from time
to time by such party), and given personally, by registered or certified mail, return receipt
requested, by facsimile or by nationally recognized overnight courier service.Time period
for notices shall be deemed to have commenced upon the date of receipt, EXCEPT
facsimile delivery will be deemed to have commenced on the first business day following
transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON REACH
Dianne Utecht Bianca Davis-Lovelace
1055 South Grady Way 1055 S. Grady Way, P-2
Renton, WA 98057 Renton, WA 98057
DUtecht@rentonwa.gov Bianca@reachrenton.org
Phone: (425) 430-6655 Phone: 425-209-0594 x702
Fax: (425) 430-6603
11. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational
qualification, REACH agrees as follows:
A. REACH, and REACH's agents, employees, representatives, and volunteers with regard
to the Work performed or to be performed under this Agreement, shall not
discriminate on the basis of race,color,sex, religion, nationality,creed, marital status,
PAGE 4 OF 7
sexual orientation or preference, age (except minimum age and retirement
provisions), honorably discharged veteran or military status, or the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits
under this Agreement, or procurement of materials or supplies.
B. REACH will take affirmative action to insure that applicants are employed and that
employees are treated during employment without regard to their race, creed, color,
national origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or
marital status. Such action shall include, but not be limited to the following
employment, upgrading, demotion or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation and
selection for training.
C. If REACH fails to comply with any of this Agreement's non-discrimination provisions,
the City shall have the right, at its option,to cancel the Agreement in whole or in part.
D. REACH is responsible to be aware of and in compliance with all federal, state and local
laws and regulations that may affect the satisfactory completion of the project,which
includes but is not limited to fair labor laws, worker's compensation, and Title VI of
the Federal Civil Rights Act of 1964, and will comply with City of Renton Council
Resolution Number 4085.
12. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City
and REACH represents and warrants that such individuals are duly authorized to
execute and deliver this Agreement on behalf of the City or REACH.
B. General Administration and Management. The City's project manager is Dianne
Utecht. In providing Work, REACH shall coordinate with the City's contract manager
or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an
instrument in writing, duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between REACH proposals and this
Agreement, the terms of this Agreement shall prevail. Any exhibits/attachments to
this Agreement are incorporated by reference only to the extent of the purpose for
which they are referenced within this Agreement. To the extent a REACH prepared
exhibit conflicts with the terms in the body of this Agreement or contains terms that
PAGE SOF7
are extraneous to the purpose for which it is referenced,the terms in the body of this
Agreement shall prevail and the extraneous terms shall not be incorporated herein.
E. 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 and the City of
Renton. REACH and all of REACH's employees shall perform the Work in accordance
with all applicable federal, state, county and city laws, codes and ordinances.
F. Joint Drafting Effort.This Agreement shall be considered for all purposes as prepared
by the joint efforts of the Parties and shall not be construed against one party or the
other as a result of the preparation, substitution, submission or other event of
negotiation, drafting or execution.
G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or
interpret this Agreement or any of its terms or covenants shall be brought in the King
County Superior Court for the State of Washington at the Maleng Regional Justice
Center in Kent, King County, Washington, or its replacement or successor. REACH
hereby expressly consents to the personal and exclusive jurisdiction and venue of
such court even if REACH is a foreign corporation not registered with the State of
Washington.
H. Severability. A court of competent jurisdiction's determination that any provision or
part of this Agreement is illegal or unenforceable shall not cancel or invalidate the
remainder of this Agreement, which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the
Parties and any representations or understandings, whether oral or written, not
incorporated are excluded.
J. Time is of the Essence. 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 Work is essential to REACH's performance of this
Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be
construed to give any rights or benefits in the Agreement to anyone other than the
Parties, and all duties and responsibilities undertaken pursuant to this Agreement will
be for the sole and exclusive benefit of the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns,
and legal representatives to the other party to this Agreement, and to the partners,
e ' y
PAGE 6 OF 7
successors, assigns, and legal representatives of such other party with respect to all
covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party's
failure to enforce any provision of this Agreement shall not be a waiver and shall not
prevent either the City or REACH from enforcing that provision or any other provision
of this Agreement in the future. Waiver of breach of any provision of this Agreement
shall not be deemed to be a waiver of any prior or subsequent breach unless it is
expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of
counterparts, each of which shall constitute an original, and all of which will together
constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date
last signed by the Parties below.
CITY OF RENTON REACH
L
By: By:
Kelly Bey er Bianca Davis-Lovelace
Administrator, Community Services REACH Executive Director
Department
2//9/q 2 / 5"//9
Date Date
Approved as to Legal Form
Shane Moloney
Renton City Attorney
PAGE 7 Of 7
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1D9 Exhibit A
Department of Community and Human Services
Community Services Division
King County (206) 263-9105 TTY Relay: 711
CONTRACT AMENDMENT
DCHS/ CSD/Homeless Housing Program Contract No. 5904278
Project/Exhibit(s) Ill - Full-time Housing Navigator Original Contract Date 01/01/2017
Contractor Renton Ecumenical Association of Amendment No. 1
Churches (REACH)
Address 3604 NE 10th Court Amendment Start Date 05/15/2018
Renton, WA 98056
Amendment Requested By: Amendment Effects:
X Scope of Service
Community Services Division X Time of Performance
X Compensation
Janice Hougen/ (206) 263-9089 X Method of Payment
PURPOSE
Add $70,376 to new Exhibit III, Housing Navigator,for REACH for the Exhibit period May 15, 2018
through November 14, 2020.
A. STANDARD CONTRACT CHANCES
Change funding table as follows:
FUNDING SOURCES FUNDING LEVELS EFFECTIVE DATES
COUNTY $6,250 01/01/2017 - 06/30/2017
COUNTY $6,250 07/01/2017- 12/31/2017
COUNTY $12,500 01/01/2018 - 12/31/2018
COUNTY $70,376 05/15/2018 - 11/14/2020
FEDERAL $6,250 07/01/2017- 12/31/2017
CFDA#:
FEDERAL $12,500 01/01/2018 - 12/31/2018
CFDA#:
FEDERAL $6,250 01/01/2017- 06/30/2017
CFDA#: 14.231
TOTAL $120,376 01/01/2017- 11/14/2020
Renton Ecumenical Association of Churches(REACH) Page 1 of 2 2018 Contract Amendment-5904278
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1 D9
B. EXHIBIT CHANGES
Add new Exhibit III, Housing Navigator, for REACH.
IN WITNESS HEREOF,the parties hereto have caused this amendment to be executed and instituted
on the date first above written.
KING COUNTY RENTON ECUMENICAL ASSOCIATION OF
CHURCHES (REACH)
,^—DocuSignec by.
FOR tituit.(,a Vavus (,tividalt.
King County Executive Sg at i "
Bianca Davis Lovelace
Date NAME (Please type or print)
5/16/2018
Date
Renton Ecumenical Association of Churches(REACH) Page 2 of 2 2018 Contract Amendment-5904278
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1 D9
EXHIBIT III
RENTON ECUMENICAL ASSOCIATION OF CHURCHES(REACH)
HOUSING NAVIGATION
WORK STATEMENT
REACH, hereinafter referred to as the"Contractor", shall provide housing navigation
services to assist shelter residents in accessing housing and resources in
accordance with the terms and conditions described hereinafter.
The total amount of reimbursement pursuant to this Exhibit shall not exceed $70,376 for the
period beginning May 15, 2018 and ending November 14, 2020, and shall not exceed $25,610
annually in County funds. Ongoing funding for the full term of the Exhibit shall be contingent on
program performance, continued funding availability, project alignment with homeless planning
priorities, and other contractual requirements contained in the Exhibit.
The Contractor shall comply with the terms of the King County CHG Guidelines (as they may
be revised from time to time).
The following are incorporated by reference as part of this Exhibit:
King County Consolidated Homeless Grant Guidelines
II. PROGRAM DESCRIPTION
A. Outcome
Increase the housing stability of homeless households
B. Indicators
The number and percentage of households that exit to permanent housing as
measured in the Homeless Management Information System (HMIS)
C. Eligibility
Eligible clients are homeless as per Section D. Definitions.
D. Definitions
1. Case management—Housing Focused: Housing focused case management
focuses on immediate efforts to address housing attainment, utilizing the
minimum assistance needed to address each household's immediate housing
crisis. Staff works with each household to identify and refer households to
other resources in the community (mainstream services, benefit services, ford
assistance programs, childcare resources, etc.)to support on-going housing
stability. Services are generally light touch, housing—focused and person-
centered; but can be increased through progressive engagement if more
services are necessary to address individual need.
2. Emergency Shelter: Emergency Shelter is defined as temporary shelter from
the elements and unsafe streets for homeless households. Shelter programs
are either fixed capacity(facility-based) or flexible capacity (for example,
hotel/motel vouchers). Emergency shelters typically address the basic health,
Renton Ecumenical Association of Churches Page 1 of 6 /2018 Contract 5904278-Exh III
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1D9
food, clothing and personal hygiene needs of the households that they serve
and provide information and referrals about supportive services and housing.
Emergency Shelters are indoors, and range from mats on the floor in a
common space to beds in individual units. Some shelters are overnight only,
while others operate 24/7.
3. Facility costs include the cost of heat, electricity,water, sewer, garbage,
repairs, maintenance,janitorial, off-site and residential facility management,
insurance, accounting and marketing. It also may include the costs of criminal
background checks and urinalysis for drug testing.The Contractor must obtain
King County approval before using operating assistance for uses other than
those listed or as described in the King County CHG Guidelines.
4. Homeless Definition: The definition can be found at the King County Department
of Community and Human Services web site.The web site address is:
www.kingcounty.gov/csdcontracts
5. Housing First: Housing First is a homeless system orientation designed to
return homeless people to housing as quickly as possible without a"housing
readiness"test, or other conditions to entering housing. Programs in a housing
first homeless system empower homeless people to overcome barriers to
obtaining permanent housing.A housing first system does not require that
households spend time in a shelter or graduate from a transitional housing
program in order to receive permanent supportive housing, although many
households will enter housing from a shelter. In order to achieve a housing first
system orientation, homeless housing units in the system must remove
screening barriers and screen in homeless households, many of whom may
have barriers that traditionally make it more difficult for them to rent in the
private market.
6. Housing Location: Housing Location is activities related to engaging with and
recruiting landlords, property management companies and housing developers
to increase access to permanent housing for homeless and other vulnerable
individuals and families. A variety of incentives and supports are available to
participating landlords and property managers who agree to reduce screening
criteria for households with barriers to permanent housing.
7. Housing Navigation: Housing Navigation is assistance during the process of
securing housing from housing referral to"lease up". Activities include assisting
in documentation gathering, meeting transportation needs and addressing any
challenges that may arise in the housing process at the time of referral.
8. Housing Stability Plan: And individualized housing and service plan that is
housing-focused and client driven. Housing stability plans are individualized
based on housing needs as identified by each household,and are used to
facilitate housing-focused case management with the goal of obtaining or
maintaining housing stability. Services should be voluntary and build on the
strengths and resources of each household, respecting their autonomy.
9. Program costs are costs specifically attributed to case managers, outreach
workers, and/or housing locators (and their supervisors); and other related
personnel and costs specifically related to the Exhibit as described in the King
County CHG Guidelines.
Fenton Ecumenical Association of Churches Page 2 of 6 /2018 Contract 5904278-Exh ill
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1D9
E. Program Requirements
1. The Contractor agrees to comply with the terms and requirements of the King
County CHG Guidelines incorporated herein by reference, and to keep up to
date on any changes to those guidelines communicated by the County.
2. The Contractor agrees to provide, at a minimum,
1st Quarter 2"d Quarter 3rd Quarter 4th Quarter
2018 Jan-Mar May 15 - Jul-Sep Oct-Dec
2018 June 2018 2018
2018
Permanent Housing 5 10 10
Placements
15t Quarter 2"d Quarter 3rd Quarter 4th Quarter
2019 Jan-Mar Apr-Jun Jul-Sep Oct-Dec
2019 2019 2019 2019
Permanent Housing 10 10 10 10
Placements
1st Quarter 2"d Quarter 3rd Quarter 4th Quarter
2020 Jan-Mar April— Jul-Sep Oct-
2020 May 2020 Nov. 15
142020 2018
Permanent Housing
Piac"ements 10 10 10 5
The funds provided under this Exhibit shall be used to pay for a portion of the
costs associated with the provision of the housing navigation services.The
Contractor provides nightly shelter for up to 55 individuals, serving families and
single women at a partner church in Renton. The Contractor also operates a
day center located at Renton City Hall.
3. Coordinated Entry for All (CEA): Participation in CEA, the coordinated entry
and assessment system for King County is required. Single adult programs are
being added to the CEA system to help connect homeless single adults to
available housing and appropriate service options. All programs serving
homeless single adult will be expected to participate in the CEA system when it
becomes available in 2017.The requirements to participate with the
coordinated assessment for homeless single adults can be found at the
following website, when it becomes available:
www.kingcounty.gov/csdcontracts
4. Screening for Program Eligibility:The Contractor shall ensure that supportive
services and tenant selection criteria are appropriate and are aligned with the
homeless housing programs screening criteria requirements.A description of
the homeless housing Programs Screening Criteria is specified on the King
County Department of Community and Human Services web site. The web site
address is:
www.kingcounty.gov/csdcontracts
5. Homeless Management Information System (HMIS) requirements:
Requirements for Contractor participation in the Homeless Management
Renton Ecumenical Association of Churches Page 3 of 6 /2018 Contract 5904278-Exh ill
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1 D9
Information System are specified on the King County Department of Community
and Human Services web site.The web site address is:
www.kingcounty.00v/csdcontracts
6. Continuum of Care System-wide Performance Measures: The Contractor shall
exceed designated minimums and demonstrate progress towards the Seattle-
King County Continuum of Care System-wide Performance Standard targets as
specified on the King County Department of Community and Human Services
web site. The website address is:
www.kingcounty.gov/csdcontracts
7. Housing First: Contractor shall adhere to a Housing First practice in serving
households experiencing homelessness.
8. Maximizing Available Resources: In order to complement and maximize
available resources, and to achieve the best possible outcomes for clients,the
Contractor shall have a working agreement and/or some contractual
relationship for coordinated service provision.
9. Ensure all shelter residents receiving housing naviagation services are
assessed and entered into CEA.
F. Department of Community and Human Services Web-Referenced Definitions or
Requirements Site Language:
If any changes are made to web-referenced definitions or requirements, the
Community Services Division (CSD) shall inform the Contractor by email, in writing or
via DocuSign within two business days. It shall be the Contractor's responsibility to
review the definition changes via the website and to inform CSD's contract manager
when the definition review is completed, by email, in writing or via DocuSign.
III. COMPENSATION AND METHOD OF PAYMENT
A. Billing Invoice Package
The Contractor shall submit a Billing Invoice Package quarterly that consists of an
invoice statement and other reporting requirements as stated in Section IV,
REPORTING REQUIREMENTS, of this Exhibit in a format approved by the County.
The Billing Invoice Package is due within ten working days after the end of each
quarter. Additionally,the Contractor shall provide a report for the program detailing how
the funds were spent. The Contractor must retain on file complete backup
documentation for all invoiced costs (including receipts, invoices,timesheets, copies of
checks) which must be made available upon request.The Contractor will also submit
as part of the Billing Invoice Package a program match tracking report.The match
tracking report will be in a format mutually agreed upon by the Contractor, the
jurisdiction providing match, and King County.
Renton Ecumenical Association of Churches Page 4 of 6 /2018 Contract 5904278-Exh III
•
DocuSign Envelope ID:89733390-468D-4130-8854-DDD7CF29D1 D9
B. Method of Payment
1. Reimbursement shall be made quarterly.
2. The Contractor shall apply the funds in this Exhibit to the project in accordance
with the line item budget summary below:
Line Item Budget Summary 5/15/18-5/14/19
Navigation Case Manager $25,610
Operating Costs $1,134
Adiministration $1,407
Total Funds $28,151
Line Item Budget Summary 5/15/19-5/14/20
Navigation Case Manager $25,610
Operating Costs $1,134
Adiministration $1,407
Total Funds $28,151
Line Item Budget Summary 5/15/20-11/14/20
Navigation Case Manager $12,805
Operating Costs $567
Adiministration $702
Total Funds $14,074
3. The County shall review, on a quarterly basis,the Contractor's level of
expenditure as reported on the quarterly invoices and compared to the
Contractor's quarterly expenditure projections as approved by the County.
Failure to expend funds at the projected rate may result in a reduction of those
funds to the Contractor. The level of funds reduction shall be negotiated
between the County and the Contractor with the County retaining the authority
to set the reduction level.Any recouped funds shall be recaptured by the
County.
4. Payment to the Contractor may be withheld for any quarter in which the
Contractor has not satisfied the reporting requirements specified in Section IV.,
REPORTING REQUIREMENTS, of this Exhibit, or in which said reports or
documentation required by this Exhibit are incomplete.
5. The Contractor shall advise the County quarterly of any changes in revenues
from sources other than the County that are used to provide the services
funded under this Exhibit.The Contractor agrees to re-negotiate performance
requirements if the County determines that such changes are substantial.
6. The Contractor shall not invoice and charge the County for incurred costs which
are also specifically paid for by another source of funds.
7. If the Contractor is temporarily closed due to circumstances such as adverse
weather conditions, natural disasters, or any other unforeseen situations that
would impede safe operations,the County may waive the sanction for
underperformance upon approval of a written explanation from the Contractor.
This waiver may be requested for a period of up to 30 days.
Renton Ecumenical Association of Churches Page 5 of 6 /2018 Contract 5904278-Exh Ill
DocuSign Envelope ID:89733390-468D•41 30-8854-DDD7CF29D1 D9
8. With written approval from the County, the Contractor is allowed to make
changes to the line item project budget,within ten percent of the total budget,
without requiring an official contract amendment.
9. If the Contractor fails to submit any of the reporting requirements as stated in
Section IV, REPORTING REQUIREMENTS, the current invoice and any future
invoices shall not be paid until the Contractor complies with all reporting
requirements.
10. The Contractor shall not hold Commerce or the State of Washington liable for
claims or damages arising from the Contractor's performance under the Exhibit.
IV. REPORTING REQUIREMENTS
A. King County shall export required reporting data from HMIS, including services,
demographics, and client exit data, on the tenth business day after the end of each
quarter(March, June, September, December), as applicable. The Contractor is
required to ensure that data in HMIS be accurate, complete, and up-to-date.
B. Monitoring and Evaluation Requirements
The Contractor shall cooperate fully with the County in scheduled monitoring to
determine Contract compliance.
Renton Ecumenical Association of Churches Page 6 of 6 /2018 Contract 5004278-Exh III
Form 3. Project Summary
Instructions:Please fill in the table and narrative below.The table below auto-calcuates 2019-2020 costs
and expesnse,though you may overwrite values as needed.Be sure to provide justification of any
change(s)in the Budget Narrative.If you want to request less than 5%of Admin,overwrite the value in
column F.Total Match must be at least 20%of Total Request for this RFP.
iigt>ncy N,an1P. REACH Project Erne :e Services
Project ummary
1U18 1 ?019 1 2_020 I Subtotal
Personnel Costs $ 36,426.00 $ 36,426.00 $ 36,426.00 $ 109,278.00
Operating Costs $ 1,200.00 $ 1,200.00 $ 1,200.00 $ 3,600.00
Capital Improvement Expenses $ - $ - $ - $
Subtotal Costs Requested $ 37,626.00 $ 37,626.00 $ 37,626.00 $ 112,878.00
Admin up to 5%60 Costs $ 5,643.90 5%
Total Request(this RFP) $ 218,52L90
Cash Match $ 24,000.00 10096 of total match
In-kind Match $ - 0%of total match
Total Match Min.of 20%total request $ 24,000.00 20N of total request
Total $ 142,521.90
Budget Narrative
instructions:Describe your project budget and request here. If you are requesting funds to expand an existing project,
describe current operations(#of staff,#served;bednights,etc.)and clearly indicate what improvements will result from the
proposed expansion. For new projects,clearly describe for what funds being requested will be used,and expected benefits.
Other relevant information about the project or request may be Included here.
Exhibit B
iiieDenis Law Mayor
February 12, 2018
Adrienne Quinn, Director
King County Department of Community and Human Services
401 5th Avenue—Suite 500
Seattle WA 98104
Dear Ms. Quinn:
The City of Renton has a long-standing partnership with REACH (Renton Ecumenical Association
of Churches)to support their work with homeless and hungry persons in our city and region.
Their work is consistent with the City of Renton's priorities as identified in our most recent
Community Needs Assessment,which includes "day and night shelters for homeless families
that offer a range of services" as a core priority.
We are pleased to extend this partnership to support increased services to homeless persons
using REACH's Emergency Shelter and Housing Navigation services by providing a cash match
for their application.To the extent that these services can be increased, homelessness will be
reduced in our city as increased numbers of families make successful transitions to permanent
housing.This is good for them, and good for the City of Renton.
In summary:
• This commitment is made to REACH as match for King County funding under RFP 1012-18.
• This is a cash commitment by the City of Renton to support expanded services for homeless
persons in our community.
• This commitment will be made available as of April 1, 2018 and will continue through March
31, 2021.
• The value of the match commitment over the three years of grant performance will total
$24,000.
• This is a new commitment to REACH from the City of Renton.
If you have questions about our commitment to REACH in support of its services to homeless
families and single women, please contact our Human Services Manager Guy Williams at 425-
430-6652 or via email at gwilliams@renton.wa.gov. Thank you for your consideration of
REACH's application,which will enable them to more fully meet the urgent needs of homeless
families in our community.
cerely, ,..pitte j....
8.
1 en is Law
Mayor
18-023
Renton City Hall,7th Floor 1055 South Grady Way,Renton,WA 98057• rentonwa.gov