HomeMy WebLinkAbout2019/09/16 - Briefing Packet BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of September 16, 2019
Monday, September 16, 2019
Commission Chambers
9:00 A.M. Support Services — Frank Pinter
9:30 A.M. Economic Development Council — Jennifer Baria
9:45 A.M. Community Services — Dave Windom
10:00 A.M. BREAK
10:05 A.M. Sheriff's Office
10:45 A.M. Public Works — Loretta Swanson
Utilities & Waste Management
11:00 A.M. Public Works/Belfair Sewer— Loretta Swanson
Commissioner Discussion — as needed
BREAK— NOON
2:00 P.M. Revisit ER&R and Enterprise Lease Proposal — Frank
Pinter/Loretta Swanson/Diane Sheesley
Commissioner Discussion — as needed
Tuesday, September 17, 2019
Skokomish Tribe Community Center
19731 North US Highway 101 Skokomish, WA 98584
10:00 A.M. Skokomish Project Partnership Agreement Signing Ceremony
Briefing Agendas are subject to change,please contact the Commissioners'office for the most recent version.
Last printed 09/12/19 at 11:20 AM
If special accommodations are needed,contact the Commissioners'office at ext.419, Shelton#360-427-9670;Belfair
#275-4467,Elma#482-5269.
MASON COUNTY COMMISSIONER BRIEFING INFORMATION FOR WEEK OF
September 16, 2019
In the spirit of public information and inclusion, the attached is a draft of
information for Commissioner consideration and discussion at the above briefing.
This information is subject to change, additions and/or deletion and is not all
inclusive of what will be presented to the Commissioners.
Please see draft briefing agenda for schedule.
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MASON COUNTY COMMISSIONER BRIEFING ITEMS FROM SUPPORT SERVICES
September 16, 2019
• Specific Items for Review
o Criminal Justice Treatment Account (CJTA) contract— Rene Cullop
o Agenda items for October 7 Elected Official/Director meeting?— Diane
o News Release to solicit for Civil Service candidates—Dawn
o CTG Service Agreement quote (Jail control panel &Jail doors)—Ross
o Request to call for proposals for County facility cleaning contract— Kelly
o August Financial Statements—Jennifer
o Criminal Justice Study (joint with Grays Harbor County)—determine who will participate in work
groups - Frank
o Proposed Memorandum of Agreement with City of Shelton regarding annexation — Frank
• Commissioner Discussion
o Pacific Mountain Work Source GADGET program (subsidized internship)—Cmmr. Shutty
J:\DLZ\Briefing Items\2019\2019-09-16.docx
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Renee Cullop
DEPARTMENT: Therapeutic Courts EXT: 29-6-
BRIEFING
96BRIEFING DATE: 9/16/2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Criminal Justice Treatment Account(CJTA) Contract
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions): This is the Agreement between the Health Care Authority and Mason County for CJTA
Services for the fiscal year July 1, 2019—June 30, 2020.
BUDGET IMPACT: Revenue of $49,130 for services for Therapeutic Court participants to
cover assessment, treatment, UA's and Recovery Services (housing rent/deposit)
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.)
RECOMMENDED OR REQUESTED ACTION: Approval and Signature Required
ATTACHMENTS: CJTA Contract
Briefing Summary 9/11/2019
Washington State PROFESSIONAL SERVICES HCA Contract Number: K3964
9 CONTRACT for Resulting from Solicitation Number(If
Health Care P Uthority CJTA Funded Treatment and
applicable: NA
Recovery Support Services ContractorNendor Contract Number:
THIS CONTRACT is made by and between Washington State Health Care Authority, (HCA) and Mason
County, (Contractor).
CONTRACTOR NAME CONTRACTOR DOING BUSINESS AS (DBA)
Mason County
CONTRACTOR ADDRESS I Street City State Zip Code
419 N. 4th Street Shelton WA 98584-1037
CONTRACTOR CONTACT CONTRACTOR TELEPHONE CONTRACTOR E-MAIL ADDRESS
Renee Cullop (360) 427-9670 x296 reneec@co.mason.wa.us
Is Contractor a Subrecioient under this Contract? CFDA NUMBER(S): FFATA Form Required
❑YES ®NO ❑YES ®NO
HCA PROGRAM HCA DIVISION/SECTION
Criminal Justice Treatment Account- State Appropriations DBHR/SUD
HCA CONTACT NAME AND TITLE HCA CONTACT ADDRESS
Health Care Authority
Tony Walton, Criminal Justice Behavioral Health Administrator 626 8th Avenue SE
PO Box 42730
Olympia, WA 98504-2730
HCA CONTACT TELEPHONE HCA CONTACT E-MAIL ADDRESS
(360) 725-9992 tony.walton(@hca.wa.gov
CONTRACT START DATE CONTRACT END DATE TOTAL MAXIMUM CONTRACT AMOUNT
July 1, 2019 June 30, 2020 $49,130.00
PURPOSE OF CONTRACT:
Contractor to provide Criminal Justice Treatment Account funds to provide treatment and recovery support services to
individuals involved in the criminal justice system in accordance with RCW 71.24.580.
The parties signing below warrant that they have read and understand this Contract, and have authority to
execute this Contract. This Contract will be binding on HCA only upon signature by HCA.
CONTRACTOR SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
HCA SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
TABLE OF CONTENTS
1. STATEMENT OF WORK(SOW).....................................................................................................4
2. DEFINITIONS...............................................................................................................................4
3. SPECIAL TERMS AND CONDITIONS ..............................................................................................6
3.1 PERFORMANCE EXPECTATIONS....................................................................................................6
3.2 TERM.............................................................................................................................................6
3.3 COMPENSATION ...........................................................................................................................7
3.4 INVOICE AND PAYMENT................................................................................................................8
3.5 CONTRACTOR AND HCA CONTRACT MANAGERS...........................................................................9
3.6 LEGAL NOTICES............................................................................................................................10
3.7 INCORPORATION OF DOCUMENTS AND ORDER OF PRECEDENCE..............................................11
3.8 INSURANCE .................................................................................................................................11
4. GENERAL TERMS AND CONDITIONS ..........................................................................................12
4.1 ACCESS TO DATA.........................................................................................................................12
4.2 ADVANCE PAYMENT PROHIBITED...............................................................................................13
4.3 AMENDMENTS............................................................................................................................13
4.4 ASSIGNMENT...............................................................................................................................13
4.5 ATTORNEYS'FEES........................................................................................................................13
4.6 CHANGE IN STATUS.....................................................................................................................13
4.7 CONFIDENTIAL INFORMATION PROTECTION..............................................................................13
4.8 CONFIDENTIAL INFORMATION SECURITY...................................................................................14
4.9 CONFIDENTIAL INFORMATION BREACH-REQUIRED NOTIFICATION.........................................14
4.10 CONTRACTOR'S PROPRIETARY INFORMATION...........................................................................15
4.11 COVENANTAGAINST CONTINGENT FEES....................................................................................15
4.12 DEBARMENT................................................................................................................................16
4.13 DISPUTES.....................................................................................................................................16
4.14 ENTIRE AGREEMENT...................................................................................................................17
4.1S FORCE MAJEURE .........................................................................................................................17
4.16 FUNDING WITHDRAWN, REDUCED OR LIMITED.........................................................................17
4.17 GOVERNING LAW........................................................................................................................18
4.18 HCA NETWORK SECURITY............................................................................................................18
4.19 INDEMNIFICATION......................................................................................................................18
4.20 INDEPENDENT CAPACITY OF THE CONTRACTOR.........................................................................18
4.21 INDUSTRIAL INSURANCE COVERAGE...........................................................................................18
4.22 LEGAL AND REGULATORY COMPLIANCE.....................................................................................19
Washington State 2 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
4.23 LIMITATION OF AUTHORITY........................................................................................................19
4.24 NO THIRD-PARTY BENEFICIARIES ................................................................................................19
4.25 NONDISCRIMINATION.................................................................................................................19
4.26 OVERPAYMENTS TO CONTRACTOR............................................................................................. 19
4.27 PAY EQUITY.................................................................................................................................20
4.28 PUBLICITY....................................................................................................................................20
4.29 RECORDS AND DOCUMENTS REVIEW.........................................................................................21
4.30 REMEDIES NON-EXCLUSIVE.........................................................................................................21
4.31 RIGHT OF INSPECTION.................................................................................................................21
4.32 RIGHTS IN DATA/OWNERSHIP.....................................................................................................21
4.33 RIGHTS OF STATE AND FEDERAL GOVERNMENTS.......................................................................22
4.34 SEVERABILITY..............................................................................................................................23
4.35 SITE SECURITY..............................................................................................................................23
4.36 SUBCONTRACTING......................................................................................................................23
4.37 SURVIVAL....................................................................................................................................23
4.38 TAXES..........................................................................................................................................24
4.39 TERMINATION.............................................................................................................................24
4.40 TERMINATION PROCEDURES ......................................................................................................25
4.41 WAIVER .......................................................................................................................................26
4.42 WARRANTIES...............................................................................................................................26
Attachments
Attachment 1: Confidential Information Security Requirements
Attachment 2: Quarterly Progress Report Template
Attachment 3: Quarterly Revenue and Expenditure Report Template
Schedules
Schedule A: Statement of Work (SOW) CTJA Funded Treatment and Recovery
Support Services
Washington State 3 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Contract K3964 for CTJA Funded Treatment and Recovery Services
IN CONSIDERATION of the mutual promises as set forth in this Contract, the parties agree as
follows:
1. STATEMENT OF WORK (SOW)
The Contractor will provide the services and staff as described in Schedule A: Statement of
Work.
2. DEFINITIONS
"Authorized Representative" means a person to whom signature authority has been
delegated in writing acting within the limits of his/her authority.
"Breach" means the unauthorized acquisition, access, use, or disclosure of Confidential
Information that compromises the security, confidentiality, or integrity of the Confidential
Information.
"Business Associate" means a Business Associate as defined in 45 CFR 160.103, who
performs or assists in the performance of an activity for or on behalf of HCA, a Covered Entity,
that involves the use or disclosure of protected health information (PHI). Any reference to
Business Associate in this Contract includes Business Associate's employees, agents, officers,
Subcontractors, third party contractors, volunteers, or directors.
"Business Days and Hours" means Monday through Friday, 8:00 a.m. to 5:00 p.m., Pacific
Time, except for holidays observed by the state of Washington.
"Centers for Medicare and Medicaid Services" or "CMS" means the federal office under the
Secretary of the United States Department of Health and Human Services, responsible for the
Medicare and Medicaid programs.
"CFR" means the Code of Federal Regulations. All references in this Contract to CFR
chapters or sections include any successor, amended, or replacement regulation. The CFR
may be accessed at http://www.ecfr.gov/cqi-bin/ECFR?page=browse.
"Confidential Information" means information that may be exempt from disclosure to the
public or other unauthorized persons under chapter 42.56 RCW or chapter 70.02 RCW or other
state or federal statutes or regulations. Confidential Information includes, but is not limited to,
any information identifiable to an individual that relates to a natural person's health, (see also
Protected Health Information); finances, education, business, use or receipt of governmental
services, names, addresses, telephone numbers, social security numbers, driver license
numbers, financial profiles, credit card numbers, financial identifiers and any other identifying
numbers, law enforcement records, HCA source code or object code, or HCA or State security
information.
"Contract" means this Contract document and all schedules, exhibits, attachments,
incorporated documents and amendments.
Washington State 4 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
"Contractor" means Mason County, its employees and agents. Contractor includes any firm,
provider, organization, individual or other entity performing services under this Contract. It also
includes any Subcontractor retained by Contractor as permitted under the terms of this
Contract.
"Covered entity" means a health plan, a health care clearinghouse or a health care provider
who transmits any health information in electronic form to carry out financial or administrative
activities related to health care, as defined in 45 CFR 160.103.
"Data" means information produced, furnished, acquired, or used by Contractor in meeting
requirements under this Contract.
"Effective Date" means the first date this Contract is in full force and effect. It may be a
specific date agreed to by the parties; or, if not so specified, the date of the last signature of a
party to this Contract.
"HCA Contract Manager" means the individual identified on the cover page of this Contract
who will provide oversight of the Contractor's activities conducted under this Contract.
"Health Care Authority" or "HCA" means the Washington State Health Care Authority, any
division, section, office, unit or other entity of HCA, or any of the officers or other officials
lawfully representing HCA.
"Overpayment" means any payment or benefit to the Contractor in excess of that to which the
Contractor is entitled by law, rule, or this Contract, including amounts in dispute.
"Proprietary Information" means information owned by Contractor to which Contractor claims
a protectable interest under law. Proprietary Information includes, but is not limited to,
information protected by copyright, patent, trademark, or trade secret laws.
"Protected Health Information" or "PHI" means individually identifiable information that
relates to the provision of health care to an individual; the past, present, or future physical or
mental health or condition of an individual; or past, present, or future payment for provision of
health care to an individual, as defined in 45 CFR 160.103. Individually identifiable information
is information that identifies the individual or about which there is a reasonable basis to believe
it can be used to identify the individual, and includes demographic information. PHI is
information transmitted, maintained, or stored in any form or medium. 45 CFR 164.501. PHI
does not include education records covered by the Family Educational Rights and Privacy Act,
as amended, 20 USC 1232g(a)(4)(b)(iv).
"RCW" means the Revised Code of Washington. All references in this Contract to RCW
chapters or sections include any successor, amended, or replacement statute. Pertinent RCW
chapters can be accessed at: http://apps.leg.wa.gov/rcw/.
"Statement of Work" or "SOW" means a detailed description of the work activities the
Contractor is required to perform under the terms and conditions of this Contract, including the
deliverables and timeline, and is Schedule A hereto.
Washington State 5 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
"Subcontractor" means a person or entity that is not in the employment of the Contractor,
who is performing all or part of the business activities under this Contract under a separate
contract with Contractor. The term "Subcontractor" means subcontractor(s) of any tier.
"Subrecipient" shall have the meaning given in 45 C.F.R. 75.2, or any successor or
replacement to such definition, for any federal award from HHS; or 2 C.F.R. 200.93, or any
successor or replacement to such definition, for any other federal award.
"USC" means the United States Code. All references in this Contract to USC chapters or
sections will include any successor, amended, or replacement statute. The USC may be
accessed at http://uscode.house.gov/
"WAC" means the Washington Administrative Code. All references to WAC chapters or
sections will include any successor, amended, or replacement regulation. Pertinent WACs may
be accessed at: http://app.leg.wa.gov/wac/.
3. SPECIAL TERMS AND CONDITIONS
3.1 PERFORMANCE EXPECTATIONS
Expected performance under this Contract includes, but is not limited to, the following:
3.1.1 Knowledge of applicable state and federal laws and regulations pertaining to
subject of contract;
3.1.2 Use of professional judgment;
3.1.3 Collaboration with HCA staff in Contractor's conduct of the services;
3.1.4 Conformance with HCA directions regarding the delivery of the services;
3.1.5 Timely, accurate and informed communications;
3.1.6 Regular completion and updating of project plans, reports, documentation and
communications; and
3.1.7 Provision of high quality services.
Prior to payment of invoices, HCA will review and evaluate the performance of Contractor
in accordance with Contract and these performance expectations and may withhold
payment if expectations are not met or Contractor's performance is unsatisfactory.
3.2 TERM
3.2.1 The initial term of the Contract will commence on July 1, 2019 and continue
through June 30, 2020, unless terminated sooner as provided herein.
Washington State 6 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.2.2 This Contract may be extended by mutual written agreement of the parties. No
change in terms and conditions will be permitted during these extensions unless
specifically agreed to in writing.
3.2.3 Work performed without a contract or amendment signed by the authorized
representatives of both parties will be at the sole risk of the Contractor. HCA will
not pay any costs incurred before a contract or any subsequent amendment(s) is
fully executed.
3.3 COMPENSATION
3.3.1 The Maximum Compensation payable to Contractor for the performance of all
things necessary for or incidental to the performance of work as set forth in
Schedule A: Statement of Work is $49,130.00, and includes any allowable
expenses. The Maximum Compensation includes $49,130 CJTA funding, and
$0.00 State Drug Court funding.
3.3.2 Contractor's compensation for services rendered will be based on the following
rates or in accordance with deliverables table below. Payment will be contingent
upon HCA Contract Manager acceptance of the deliverable, and approval of a
correct and complete invoice from Contractor.
Deliverables Table
July 1, 2019 through June 30, 2020
# Deliverable Due Date Quarterly Annual Maximum
Amount(s) Amount
1 Submit a county Crimial Justice October 1, 2019 $-dami " '"''• " { $12,278.00
Treatment Account(CJTA) Plan
that was approved by the local
CJTA panel and signed by ,
County
2 Submit quarterly progress reports Last Business Day $3,071.00 $12,284.00
of April, July,
October, January
3 Submit quarterly CJTA Revenue Last Business Day $3,071.00 $12,284.00
and Expenditure Reports of April, July,
October, January
4 Submit quarterly Programmatic Last Business Day $3,071.00 $12,284.00
Treatment Reports through of April, July,
Secure File Transfer(SFT) October, January
process
State Fiscal Year 2020 Maximum Total Compensation $49,130.00
3.3.3 The Contractor is required to limit Administration costs to no more than ten
percent(10%) of the annual revenue supporting the public behavioral health
system operated by Contractor. Administration costs will be measured on a fiscal
year basis and based on the information reporting in the Revenenue and
Expenditure reports and reviewed by the HCA Behavioral Health Administration.
Washington State 7 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.3.4 Payment will be withheld if the deliverables are not met by the date indicated in
the table above.
3.3.5 Day-to-day expenses related to performance under the Contract, including but
not limited to travel, lodging, meals, and incidentals, will not be reimbursed to
Contractor.
3.3.6 Source of Funds. The above Maximum Compensation payable under this
Contract is based on the funding from the following sources:
3.3.6.1 100% is allocated under this Contract from Washington state CJTA
appropriations.
3.3.6.2 Funding Stipulations:
a) No Federal Match. The Contractor shall not use funds payable
under this Contract as match toward federal funds.
b) Supplanting. The Contractor must use these funds to supplement,
not supplant the amount of federal, state and local funds
otherwise expended or services provided under this Contract.
c) Prohibition of Use of Funds for Lobbying Activities. The Contractor
must not use funds payable under this Contract for lobbying
activities of any nature. The Contractor certifies that no state or
federal funds payable under this Contract shall be paid to any
person or organization to influence, or attempt to influence, either
directly or indirectly, an officer or employee of an state or federal
agency, or an officer or member of any state or federal legislative
body or committee, regarding the award, amendment,
modification, extension, or renewal of a state or federal contract or
grant.
d) Per RCW 71.24.582, the HCA is required to reclaim any unspent
allocations each state fiscal year.
3.4 INVOICE AND PAYMENT
3.4.1 Contractor must submit accurate invoices to the following address for all amounts
to be paid by HCA via e-mail to the HCA Contract Manager, identified in Section
3.5. Include the HCA Contract number in the subject line of the email.
3.4.2 Invoices must describe and document to HCA's satisfaction a description of the
work performed, the progress of the project, and fees. If expenses are invoiced,
invoices must provide a detailed breakdown of each type. Any single expense in
the amount of$50.00 or more must be accompanied by a receipt in order to
receive reimbursement. All invoices will be reviewed and must be approved by
the HCA Contract Manager or his/her designee prior to payment.
Washington State 8 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.4.3 Contractor must submit properly itemized invoices to include the following
information, as applicable:
3.4.3.1 HCA Contract number K3964;
3.4.3.2 Contractor name, address, phone number;
3.4.3.3 Description of Services;
3.4.3.4 Date(s) of delivery;
3.4.3.5 Net invoice price for each item;
3.4.3.6 Applicable taxes;
3.4.3.7 Total invoice price; and
3.4.3.8 Payment terms and any available prompt payment discount.
3.4.4 HCA will return incorrect or incomplete invoices to the Contractor for correction
and reissue. The Contract Number must appear on all invoices, bills of lading,
packages, and correspondence relating to this Contract.
3.4.5 In order to receive payment for services or products provided to a state agency,
Contractor must register with the Statewide Payee Desk at https://ofm.wa.gov/it-
systems/statewide-vendorpayee-services/receiving-payment-state. Payment will
be considered timely if made by HCA within thirty (30) calendar days of receipt of
properly completed invoices. Payment will be directly deposited in the bank
account or sent to the address Contractor designated in its registration.
3.4.6 Upon expiration of the Contract, any claims for payment for costs due and
payable under this Contract that are incurred prior to the expiration date must be
submitted by the Contractor to HCA within sixty (60) calendar days after the
Contract expiration date. HCA is under no obligation to pay any claims that are
submitted sixty-one (61) or more calendar days after the Contract expiration date
("Belated Claims"). HCA will pay Belated Claims at its sole discretion, and any
such potential payment is contingent upon the availability of funds.
3.5 CONTRACTOR AND HCA CONTRACT MANAGERS
3.5.1 Contractor's Contract Manager will have prime responsibility and final authority
for the services provided under this Contract and be the principal point of contact
for the HCA Contract Manager for all business matters, performance matters,
and administrative activities.
3.5.2 HCA's Contract Manager is responsible for monitoring the Contractor's
performance and will be the contact person for all communications regarding
contract performance and deliverables. The HCA Contract Manager has the
authority to accept or reject the services provided and must approve Contractor's
invoices prior to payment.
Washington State 9 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.5.3 The contact information provided below may be changed by written notice of the
change (email acceptable) to the other party.
CONTRACTOR Health Care Authority
Contract Manager Information Contract Manager Information
Name: Renee Cullop Name: Tony Walton
Medical Assistance Program
Title: Title: Specialist 3
626 8th Avenue SE
419 N. 4th Street
Address: Address: PO Box 42730
Shelton, WA 98584-1037
Olympia, WA 98504-2730
Phone: (360)427-9670 x296 Phone: (360) 725-9992
Email: treneec@co.mason.wa.us Email: tony.walton(a)hca.wa.gov
3.6 LEGAL NOTICES
Any notice or demand or other communication required or permitted to be given under this
Contract or applicable law is effective only if it is in writing and signed by the applicable
party, properly addressed, and delivered in person,via email, or by a recognized courier
service, or deposited with the United States Postal Service as first-class mail, postage
prepaid certified mail, return receipt requested, to the parties at the addresses provided in
this section.
3.6.1 In the case of notice to the Contractor:
Mason County
419 N. 4th Street
Shelton,WA 98584-1037
3.6.2 In the case of notice to HCA:
Attention: Contracts Administrator
Health Care Authority
Division of Legal Services
Post Office Box 42702
Olympia, WA 98504-2702
3.6.3 Notices are effective upon receipt or four (4) Business Days after mailing,
whichever is earlier.
3.6.4 The notice address and information provided above may be changed by written
notice of the change given as provided above.
Washington State 10 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.7 INCORPORATION OF DOCUMENTS AND ORDER OF PRECEDENCE
Each of the documents listed below is by this reference incorporated into this Contract. In
the event of an inconsistency, the inconsistency will be resolved in the following order of
precedence:
3.7.1 Applicable Federal and State of Washington statutes and regulations;
3.7.2 Recitals
3.7.3 Special Terms and Conditions;
3.7.4 General Terms and Conditions;
3.7.5 Attachment 1: Confidential Information Security Requirements;
3.7.6 Schedule A: Statement(s) of Work;
3.7.7 Attachment 2: Quarterly Progress Report Template;
3.7.8 Attachment 3: Quarterly Revenue and Expenditure Report Template; and
3.7.9 Any other provision, term or material incorporated herein by reference or
otherwise incorporated.
3.8 INSURANCE
The intent of the required insurance is to protect the State should there be any claims,
suits, actions, costs, damages or expenses arising from any negligent or intentional act or
omission of Contractor or Subcontractor, or agents of either, while performing under the
terms of this Contract. Contractor certifies that it is self-insured, is a member of a risk pool,
or maintains the types and amounts of insurance identified below:
3.8.1 Commercial General Liability Insurance Policy - Provide a Commercial General
Liability Insurance Policy, including contractual liability, in adequate quantity to
protect against legal liability arising out of contract activity but no less than
$1 million per occurrence/$2 million general aggregate. Additionally, Contractor is
responsible for ensuring that any Subcontractors provide adequate insurance
coverage for the activities arising out of subcontracts.
3.8.2 Business Automobile Liability. In the event that services delivered pursuant to
this Contract involve the use of vehicles, either owned, hired, or non-owned by
the Contractor, automobile liability insurance is required covering the risks of
bodily injury (including death) and property damage, including coverage for
contractual liability. The minimum limit for automobile liability is $1,000,000 per
occurrence, using a Combined Single Limit for bodily injury and property
damage.
Washington State 11 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
3.8.3 Professional Liability Errors and Omissions— Provide a policy with coverage of
not less than $1 million per claim/$2 million general aggregate.
3.8.4 The insurance required must be issued by an insurance company/ies authorized
to do business within the state of Washington, and must name HCA and the state
of Washington, its agents and employees as additional insured's under any
Commercial General and/or Business Automobile Liability policy/ies. All policies
must be primary to any other valid and collectable insurance. In the event of
cancellation, non-renewal, revocation or other termination of any insurance
coverage required by this Contract, Contractor must provide written notice of
such to HCA within one (1) Business Day of Contractor's receipt of such notice.
Failure to buy and maintain the required insurance may, at HCA's sole option,
result in this Contract's termination.
3.8.5 Privacy Breach Response Coverage. For the term of this Contract and 3 years
following its termination or expiration, Contractor must maintain insurance to
cover costs incurred in connection with a security incident, privacy Breach, or
potential compromise of Data, including:
3.8.5.1 Computer forensics assistance to assess the impact of the Breach or
potential Breach, determine root cause, and help determine whether
and the extent to which notification must be provided to comply with
Breach notification laws.
3.8.5.2 Notification and call center services for individuals affected by a Breach.
3.8.5.3 Breach resolution and mitigation services for individuals affected by a
Breach, including fraud prevention, credit monitoring and identity theft
assistance.
3.8.5.4 Regulatory defense, fines and penalties from any claim in the form of a
regulatory proceeding resulting from a violation of any applicable
privacy or security law(s) or regulation(s).
Upon request, Contractor must submit to HCA a certificate of insurance that outlines the
coverage and limits defined in the Insurance section. If a certificate of insurance is
requested, Contractor must submit renewal certificates as appropriate during the term of
the contract.
4. GENERAL TERMS AND CONDITIONS
4.1 ACCESS TO DATA
In compliance with RCW 39.26.180 (2) and federal rules, the Contractor must provide
access to any data generated under this Contract to HCA, the Joint Legislative Audit and
Review Committee, the State Auditor, and any other state or federal officials so authorized
by law, rule, regulation, or agreement at no additional cost. This includes access to all
information that supports the findings, conclusions, and recommendations of the
Contractor's reports, including computer models and methodology for those models.
Washington State 12 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
4.2 ADVANCE PAYMENT PROHIBITED
No advance payment will be made for services furnished by the Contractor pursuant to
this Contract.
4.3 AMENDMENTS
This Contract may be amended by mutual agreement of the parties. Such amendments
will not be binding unless they are in writing and signed by personnel authorized to bind
each of the parties.
4.4 ASSIGNMENT
4.4.1 Contractor may not assign or transfer all or any portion of this Contract or any of
its rights hereunder, or delegate any of its duties hereunder, except delegations
as set forth in Section 4.36, Subcontracting, without the prior written consent of
HCA. Any permitted assignment will not operate to relieve Contractor of any of its
duties and obligations hereunder, nor will such assignment affect any remedies
available to HCA that may arise from any breach of the provisions of this
Contract or warranties made herein, including but not limited to, rights of setoff.
Any attempted assignment, transfer or delegation in contravention of this
Subsection 4.4.1 of the Contract will be null and void.
4.4.2 HCA may assign this Contract to any public agency, commission, board, or the
like, within the political boundaries of the State of Washington, with written notice
of thirty(30) calendar days to Contractor.
4.4.3 This Contract will inure to the benefit of and be binding on the parties hereto and
their permitted successors and assigns.
4.5 ATTORNEYS' FEES
In the event of litigation or other action brought to enforce the terms of this Contract, each
party agrees to bear its own attorneys' fees and costs.
4.6 CHANGE IN STATUS
In the event of any substantive change in its legal status, organizational structure, or fiscal
reporting responsibility, Contractor will notify HCA of the change. Contractor must provide
notice as soon as practicable, but no later than thirty (30) calendar days after such a
change takes effect.
4.7 CONFIDENTIAL INFORMATION PROTECTION
4.7.1 Contractor acknowledges that some of the material and information that may
come into its possession or knowledge in connection with this Contract or its
performance may consist of Confidential Information. Contractor agrees to hold
Confidential Information in strictest confidence and not to make use of
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Confidential Information for any purpose other than the performance of this
Contract, to release it only to authorized employees or Subcontractors requiring
such information for the purposes of carrying out this Contract, and not to
release, divulge, publish, transfer, sell, disclose, or otherwise make the
information known to any other party without RCA's express written consent or
as provided by law. Contractor agrees to implement physical, electronic, and
managerial safeguards to prevent unauthorized access to Confidential
Information (See Attachment 1: Confidential Information Security Requirements).
4.7.2 Contractors that come into contact with Protected Health Information may be
required to enter into a Business Associate Agreement with HCA in compliance
with the requirements of the Health Insurance Portability and Accountability Act
of 1996, Pub. L. 104-191, as modified by the American Recovery and
Reinvestment Act of 2009 ("ARRA"), Sec. 13400 — 13424, H.R. 1 (2009)
(HITECH Act) (HIPAA).
4.7.3 HCA reserves the right to monitor, audit, or investigate the use of Confidential
Information collected, used, or acquired by Contractor through this Contract.
Violation of this section by Contractor or its Subcontractors may result in
termination of this Contract and demand for return of all Confidential Information,
monetary damages, or penalties.
4.7.4 The obligations set forth in this Section will survive completion, cancellation,
expiration, or termination of this Contract.
4.8 CONFIDENTIAL INFORMATION SECURITY
The federal government, including the Centers for Medicare and Medicaid Services
(CMS), and the State of Washington all maintain security requirements regarding privacy,
data access, and other areas. Contractor is required to comply with the Confidential
Information Security Requirements set out in Attachment 1 to this Contract and
appropriate portions of the Washington OCIO Security Standard, 141.10
(https://ocio.wa.gov/policies/141-securing-information-technology-assets/14110-securing-
information-technology-assets).
4.9 CONFIDENTIAL INFORMATION BREACH — REQUIRED NOTIFICATION
4.9.1 Contractor must notify the HCA Privacy Officer (HCAPrivacyOfficer(a)hca.wa.gov)
within five Business Days of discovery of any Breach or suspected Breach of
Confidential Information.
4.9.2 Contractor will take steps necessary to mitigate any known harmful effects of
such unauthorized access including, but not limited to, sanctioning employees
and taking steps necessary to stop further unauthorized access. Contractor
agrees to indemnify and hold HCA harmless for any damages related to
unauthorized use or disclosure of Confidential Information by Contractor, its
officers, directors, employees, Subcontractors or agents.
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4.9.3 If notification of the Breach or possible Breach must (in the judgment of HCA) be
made under the HI PAA Breach Notification Rule, or RCW 42.56.590 or RCW
19.255.010, or other law or rule, then:
4.9.3.1 HCA may choose to make any required notifications to the individuals,
to the U.S. Department of Health and Human Services Secretary
(DHHS) Secretary, and to the media, or direct Contractor to make them
or any of them.
4.9.3.2 In any case, Contractor will pay the reasonable costs of notification to
individuals, media, and governmental agencies and of other actions
HCA reasonably considers appropriate to protect HCA clients (such as
paying for regular credit watches in some cases).
4.9.3.3 Contractor will compensate HCA clients for harms caused to them by
any Breach or possible Breach.
4.9.4 Any breach of this clause may result in termination of the Contract and the
demand for return or disposition (Attachment 1, Section 6) of all Confidential
Information.
4.9.5 Contractor's obligations regarding Breach notification survive the termination of
this Contract and continue for as long as Contractor maintains the Confidential
Information and for any breach or possible breach at any time.
4.10 CONTRACTOR'S PROPRIETARY INFORMATION
Contractor acknowledges that HCA is subject to chapter 42.56 RCW, the Public Records
Act, and that this Contract will be a public record as defined in chapter 42.56 RCW. Any
specific information that is claimed by Contractor to be Proprietary Information must be
clearly identified as such by Contractor. To the extent consistent with chapter 42.56 RCW,
HCA will maintain the confidentiality of Contractor's information in its possession that is
marked Proprietary. If a public disclosure request is made to view Contractor's Proprietary
Information, HCA will notify Contractor of the request and of the date that such records will
be released to the requester unless Contractor obtains a court order from a court of
competent jurisdiction enjoining that disclosure. If Contractor fails to obtain the court order
enjoining disclosure, HCA will release the requested information on the date specified.
4.11 COVENANT AGAINST CONTINGENT FEES
Contractor warrants that no person or selling agent has been employed or retained to
solicit or secure this Contract upon an agreement or understanding for a commission,
percentage, brokerage or contingent fee, excepting bona fide employees or bona fide
established agents maintained by the Contractor for the purpose of securing business.
HCA will have the right, in the event of breach of this clause by the Contractor, to annul
this Contract without liability or, in its discretion, to deduct from the contract price or
consideration or recover by other means the full amount of such commission, percentage,
brokerage or contingent fee.
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4.12 DEBARMENT
By signing this Contract, Contractor certifies that it is not presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded in any Washington
State or Federal department or agency from participating in transactions (debarred).
Contractor agrees to include the above requirement in any and all subcontracts into which
it enters, and also agrees that it will not employ debarred individuals. Contractor must
immediately notify HCA if, during the term of this Contract, Contractor becomes debarred.
HCA may immediately terminate this Contract by providing Contractor written notice, if
Contractor becomes debarred during the term hereof.
4.13 DISPUTES
The parties will use their best, good faith efforts to cooperatively resolve disputes and
problems that arise in connection with this Contract. Both parties will continue without
delay to carry out their respective responsibilities under this Contract while attempting to
resolve any dispute. When a genuine dispute arises between HCA and the Contractor
regarding the terms of this Contract or the responsibilities imposed herein and it cannot be
resolved between the parties' Contract Managers, either party may initiate the following
dispute resolution process.
4.13.1 The initiating party will reduce its description of the dispute to writing and deliver
it to the responding party (email acceptable). The responding party will respond
in writing within five (5) Business Days (email acceptable). If the initiating party is
not satisfied with the response of the responding party, then the initiating party
may request that the HCA Director review the dispute. Any such request from the
initiating party must be submitted in writing to the HCA Director within five (5)
Business Days after receiving the response of the responding party. The HCA
Director will have sole discretion in determining the procedural manner in which
he or she will review the dispute. The HCA Director will inform the parties in
writing within five (5) Business Days of the procedural manner in which he or she
will review the dispute, including a timeframe in which he or she will issue a
written decision.
4.13.2 A party's request for a dispute resolution must:
4.13.2.1 Be in writing;
4.13.2.2 Include a written description of the dispute;
4.13.2.3 State the relative positions of the parties and the remedy sought;
4.13.2.4 State the Contract Number and the names and contact information for
the parties;
4.13.3 This dispute resolution process constitutes the sole administrative remedy
available under this Contract. The parties agree that this resolution process will
precede any action in a judicial or quasi-judicial tribunal.
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4.14 ENTIRE AGREEMENT
HCA and Contractor agree that the Contract is the complete and exclusive statement of
the agreement between the parties relating to the subject matter of the Contract and
supersedes all letters of intent or prior contracts, oral or written, between the parties
relating to the subject matter of the Contract, except as provided in Section 4.42
Warranties.
4.15 FORCE MAJEURE
A party will not be liable for any failure of or delay in the performance of this Contract for
the period that such failure or delay is due to causes beyond its reasonable control,
including but not limited to acts of God, war, strikes or labor disputes, embargoes,
government orders or any other force majeure event.
4.16 FUNDING WITHDRAWN, REDUCED OR LIMITED
If HCA determines in its sole discretion that the funds it relied upon to establish this
Contract have been withdrawn, reduced or limited, or if additional or modified conditions
are placed on such funding after the effective date of this contract but prior to the normal
completion of this Contract, then HCA, at its sole discretion, may:
4.16.1 Terminate this Contract pursuant to Section 4.39.3, Termination for Non-
Allocation of Funds;
4.16.2 Renegotiate the Contract under the revised funding conditions; or
4.16.3 Suspend Contractor's performance under the Contract upon five (5) Business
Days' advance written notice to Contractor. HCA will use this option only when
HCA determines that there is reasonable likelihood that the funding insufficiency
may be resolved in a timeframe that would allow Contractor's performance to be
resumed prior to the normal completion date of this Contract.
4.16.3.1 During the period of suspension of performance, each party will inform
the other of any conditions that may reasonably affect the potential for
resumption of performance.
4.16.3.2 When HCA determines in its sole discretion that the funding
insufficiency is resolved, it will give Contractor written notice to resume
performance. Upon the receipt of this notice, Contractor will provide
written notice to HCA informing HCA whether it can resume
performance and, if so, the date of resumption. For purposes of this
subsection, "written notice" may include email.
4.16.3.3 If the Contractor's proposed resumption date is not acceptable to HCA
and an acceptable date cannot be negotiated, HCA may terminate the
contract by giving written notice to Contractor. The parties agree that
the Contract will be terminated retroactive to the date of the notice of
suspension. HCA will be liable only for payment in accordance with the
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terms of this Contract for services rendered prior to the retroactive date
of termination.
4.17 GOVERNING LAW
This Contract is governed in all respects by the laws of the state of Washington, without
reference to conflict of law principles. The jurisdiction for any action hereunder is
exclusively in the Superior Court for the state of Washington, and the venue of any action
hereunder is in the Superior Court for Thurston County, Washington. Nothing in this
Contract will be construed as a waiver by HCA of the State's immunity under the 11th
Amendment to the United States Constitution.
4.18 HCA NETWORK SECURITY
Contractor agrees not to attach any Contractor-supplied computers, peripherals or
software to the HCA Network without prior written authorization from HCA's Chief
Information Officer. Unauthorized access to HCA networks and systems is a violation of
HCA Policy and constitutes computer trespass in the first degree pursuant to RCW
9A.52.110. Violation of any of these laws or policies could result in termination of the
contract and other penalties.
Contractor will have access to the HCA visitor Wi-Fi Internet connection while on site.
4.19 INDEMNIFICATION
Contractor must defend, indemnify, and save HCA harmless from and against all claims,
including reasonable attorneys' fees resulting from such claims, for any or all injuries to
persons or damage to property, or Breach of its confidentiality and notification obligations
under Section 4.7 Confidential Information Protection and Section 4.8 Confidentiality
Breach-Required Notification, arising from intentional or negligent acts or omissions of
Contractor, its officers, employees, or agents, or Subcontractors, their officers, employees,
or agents, in the performance of this Contract.
4.20 INDEPENDENT CAPACITY OF THE CONTRACTOR
The parties intend that an independent contractor relationship will be created by this
Contract. Contractor and its employees or agents performing under this Contract are not
employees or agents of HCA. Contractor will not hold itself out as or claim to be an officer
or employee of HCA or of the State of Washington by reason hereof, nor will Contractor
make any claim of right, privilege or benefit that would accrue to such employee under
law. Conduct and control of the work will be solely with Contractor.
4.21 INDUSTRIAL INSURANCE COVERAGE
Prior to performing work under this Contract, Contractor must provide or purchase
industrial insurance coverage for the Contractor's employees, as may be required of an
"employer" as defined in Title 51 RCW, and must maintain full compliance with Title 51
RCW during the course of this Contract.
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4.22 LEGAL AND REGULATORY COMPLIANCE
4.22.1 During the term of this Contract, Contractor must comply with all local, state, and
federal licensing, accreditation and registration requirements/standards,
necessary for the performance of this Contract and all other applicable federal,
state and local laws, rules, and regulations.
4.22.2 While on the HCA premises, Contractor must comply with HCA operations and
process standards and policies (e.g., ethics, Internet/ email usage, data, network
and building security, harassment, as applicable). HCA will make an electronic
copy of all such policies available to Contractor.
4.22.3 Failure to comply with any provisions of this section may result in Contract
termination.
4.23 LIMITATION OF AUTHORITY
Only the HCA Authorized Representative has the express, implied, or apparent authority
to alter, amend, modify, or waive any clause or condition of this Contract. Furthermore,
any alteration, amendment, modification, or waiver or any clause or condition of this
Contract is not effective or binding unless made in writing and signed by the HCA
Authorized Representative.
4.24 NO THIRD-PARTY BENEFICIARIES
HCA and Contractor are the only parties to this contract. Nothing in this Contract gives or
is intended to give any benefit of this Contract to any third parties.
4.25 NONDISCRIMINATION
During the performance of this Contract, the Contractor must comply with all federal and
state nondiscrimination laws, regulations and policies, including but not limited to: Title VII
of the Civil Rights Act, 42 U.S.C. §12101 et seq.; the Americans with Disabilities Act of
1990 (ADA), 42 U.S.C. §12101 et seq., 28 CFR Part 35; and Title 49.60 RCW,
Washington Law Against Discrimination. In the event of Contractor's noncompliance or
refusal to comply with any nondiscrimination law, regulation or policy, this Contract may be
rescinded, canceled, or terminated in whole or in part under the Termination for Default
sections, and Contractor may be declared ineligible for further contracts with HCA.
4.26 OVERPAYMENTS TO CONTRACTOR
In the event that overpayments or erroneous payments have been made to the Contractor
under this Contract, HCA will provide written notice to Contractor and Contractor will
refund the full amount to HCA within thirty (30) calendar days of the notice. If Contractor
fails to make timely refund, HCA may charge Contractor one percent (1%) per month on
the amount due, until paid in full. If the Contractor disagrees with RCA's actions under this
section, then it may invoke the dispute resolution provisions of Section 4.13 Disputes.
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4.27 PAY EQUITY
4.27.1 Contractor represents and warrants that, as required by Washington state law
(Laws of 2017, Chap. 1, § 213), during the term of this Contract, it agrees to
equality among its workers by ensuring similarly employed individuals are
compensated as equals. For purposes of this provision, employees are similarly
employed if(i)the individuals work for Contractor, (ii) the performance of the job
requires comparable skill, effort, and responsibility, and (iii) the jobs are performed
under similar working conditions. Job titles alone are not determinative of whether
employees are similarly employed.
4.27.2 Contractor may allow differentials in compensation for its workers based in good
faith on any of the following: (i) a seniority system; (ii) a merit system; (iii) a system
that measures earnings by quantity or quality of production; (iv) bona fide job-
related factor(s); or (v) a bona fide regional difference in compensation levels.
4.27.3 Bona fide job-related factor(s)" may include, but not be limited to, education,
training, or experience, that is: (i) consistent with business necessity; (ii) not based
on or derived from a gender-based differential; and (iii) accounts for the entire
differential.
4.27.4 A "bona fide regional difference in compensation level" must be (i) consistent with
business necessity; (ii) not based on or derived from a gender-based differential;
and (iii) account for the entire differential.
4.27.5 Notwithstanding any provision to the contrary, upon breach of warranty and
Contractor's failure to provide satisfactory evidence of compliance within thirty (30)
Days of HCA's request for such evidence, HCA may suspend or terminate this
Contract.
4.28 PUBLICITY
4.28.1 The award of this Contract to Contractor is not in any way an endorsement of
Contractor or Contractor's Services by HCA and must not be so construed by
Contractor in any advertising or other publicity materials.
4.28.2 Contractor agrees to submit to HCA, all advertising, sales promotion, and other
publicity materials relating to this Contract or any Service furnished by Contractor
in which HCA's name is mentioned, language is used, or Internet links are
provided from which the connection of HCA's name with Contractor's Services
may, in HCA's judgment, be inferred or implied. Contractor further agrees not to
publish or use such advertising, marketing, sales promotion materials, publicity or
the like through print, voice, the Web, and other communication media in
existence or hereinafter developed without the express written consent of HCA
prior to such use.
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4.29 RECORDS AND DOCUMENTS REVIEW
4.29.1 The Contractor must maintain books, records, documents, magnetic media,
receipts, invoices or other evidence relating to this Contract and the performance
of the services rendered, along with accounting procedures and practices, all of
which sufficiently and properly reflect all direct and indirect costs of any nature
expended in the performance of this Contract. At no additional cost, these
records, including materials generated under this Contract, are subject at all
reasonable times to inspection, review, or audit by HCA, the Office of the State
Auditor, and state and federal officials so authorized by law, rule, regulation, or
agreement [See 42 USC 1396a(a)(27)(B); 42 USC 1396a(a)(37)(B); 42 USC
1396a(a)(42(A); 42 CFR 431, Subpart Q; and 42 CFR 447.202].
4.29.2 The Contractor must retain such records for a period of six (6) years after the
date of final payment under this Contract.
4.29.3 If any litigation, claim or audit is started before the expiration of the six (6) year
period, the records must be retained until all litigation, claims, or audit findings
involving the records have been resolved.
4.30 REMEDIES NON-EXCLUSIVE
The remedies provided in this Contract are not exclusive, but are in addition to all other
remedies available under law.
4.31 RIGHT OF INSPECTION
The Contractor must provide right of access to its facilities to HCA, or any of its officers, or
to any other authorized agent or official of the state of Washington or the federal
government, at all reasonable times, in order to monitor and evaluate performance,
compliance, and/or quality assurance under this Contract.
4.32 RIGHTS IN DATA/OWNERSHIP
4.32.1 HCA and Contractor agree that all data and work products (collectively "Work
Product") produced pursuant to this Contract will be considered a work for hire
under the U.S. Copyright Act, 17 U.S.C. §101 et seq, and will be owned by HCA.
Contractor is hereby commissioned to create the Work Product. Work Product
includes, but is not limited to, discoveries, formulae, ideas, improvements,
inventions, methods, models, processes, techniques, findings, conclusions,
recommendations, reports, designs, plans, diagrams, drawings, Software,
databases, documents, pamphlets, advertisements, books, magazines, surveys,
studies, computer programs, films, tapes, and/or sound reproductions, to the
extent provided by law. Ownership includes the right to copyright, patent, register
and the ability to transfer these rights and all information used to formulate such
Work Product.
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4.32.2 If for any reason the Work Product would not be considered a work for hire under
applicable law, Contractor assigns and transfers to HCA, the entire right, title and
interest in and to all rights in the Work Product and any registrations and
copyright applications relating thereto and any renewals and extensions thereof.
4.32.3 Contractor will execute all documents and perform such other proper acts as
HCA may deem necessary to secure for HCA the rights pursuant to this section.
4.32.4 Contractor will not use or in any manner disseminate any Work Product to any
third party, or represent in any way Contractor ownership of any Work Product,
without the prior written permission of HCA. Contractor will take all reasonable
steps necessary to ensure that its agents, employees, or Subcontractors will not
copy or disclose, transmit or perform any Work Product or any portion thereof, in
any form, to any third party.
4.32.5 Material that is delivered under this Contract, but that does not originate
therefrom ("Preexisting Material"), must be transferred to HCA with a
nonexclusive, royalty-free, irrevocable license to publish, translate, reproduce,
deliver, perform, display, and dispose of such Preexisting Material, and to
authorize others to do so. Contractor agrees to obtain, at its own expense,
express written consent of the copyright holder for the inclusion of Preexisting
Material. HCA will have the right to modify or remove any restrictive markings
placed upon the Preexisting Material by Contractor.
4.32.6 Contractor must identify all Preexisting Material when it is delivered under this
Contract and must advise HCA of any and all known or potential infringements of
publicity, privacy or of intellectual property affecting any Preexisting Material at
the time of delivery of such Preexisting Material. Contractor must provide HCA
with prompt written notice of each notice or claim of copyright infringement or
infringement of other intellectual property right worldwide received by Contractor
with respect to any Preexisting Material delivered under this Contract.
4.33 RIGHTS OF STATE AND FEDERAL GOVERNMENTS
In accordance with 45 C.F.R. 95.617, all appropriate state and federal agencies, including
but not limited to the Centers for Medicare and Medicaid Services (CMS), will have a
royalty-free, nonexclusive, and irrevocable license to reproduce, publish, translate, or
otherwise use, and to authorize others to use for Federal Government purposes: (i)
software, modifications, and documentation designed, developed or installed with Federal
Financial Participation (FFP) under 45 CFR Part 95, subpart F; (ii) the Custom Software
and modifications of the Custom Software, and associated Documentation designed,
developed, or installed with FFP under this Contract; (iii) the copyright in any work
developed under this Contract; and (iv) any rights of copyright to which Contractor
purchases ownership under this Contract.
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4.34 SEVERABILITY
If any provision of this Contract or the application thereof to any person(s) or
circumstances is held invalid, such invalidity will not affect the other provisions or
applications of this Contract that can be given effect without the invalid provision, and to
this end the provisions or application of this Contract are declared severable.
4.35 SITE SECURITY
While on HCA premises, Contractor, its agents, employees, or Subcontractors must
conform in all respects with physical, fire or other security policies or regulations. Failure to
comply with these regulations may be grounds for revoking or suspending security access
to these facilities. HCA reserves the right and authority to immediately revoke security
access to Contractor staff for any real or threatened breach of this provision. Upon
reassignment or termination of any Contractor staff, Contractor agrees to promptly notify
HCA.
4.36 SUBCONTRACTING
4.36.1 Neither Contractor, nor any Subcontractors, may enter into subcontracts for any
of the work contemplated under this Contract without prior written approval of
HCA. HCA has sole discretion to determine whether or not to approve any such
subcontract. In no event will the existence of the subcontract operate to release
or reduce the liability of Contractor to HCA for any breach in the performance of
Contractor's duties.
4.36.2 Contractor is responsible for ensuring that all terms, conditions, assurances and
certifications set forth in this Contract are included in any subcontracts.
4.36.3 If at any time during the progress of the work HCA determines in its sole
judgment that any Subcontractor is incompetent or undesirable, HCA will notify
Contractor, and Contractor must take immediate steps to terminate the
Subcontractor's involvement in the work.
4.36.4 The rejection or approval by the HCA of any Subcontractor or the termination of a
Subcontractor will not relieve Contractor of any of its responsibilities under the
Contract, nor be the basis for additional charges to HCA.
4.36.5 HCA has no contractual obligations to any Subcontractor or vendor under
contract to the Contractor. Contractor is fully responsible for all contractual
obligations, financial or otherwise, to its Subcontractors.
4.37 SURVIVAL
The terms and conditions contained in this Contract that, by their sense and context, are
intended to survive the completion, cancellation, termination, or expiration of the Contract
will survive. In addition, the terms of the sections titled Confidential Information Protection,
Confidential Information Breach— Required Notification, Contractor's Proprietary
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Information, Disputes, Overpayments to Contractor, Publicity, Records and Documents
Review, Rights in Data/Ownership, and Rights of State and Federal Governments will
survive the termination of this Contract. The right of HCA to recover any overpayments will
also survive the termination of this Contract.
4.38 TAXES
HCA will pay sales or use taxes, if any, imposed on the services acquired hereunder.
Contractor must pay all other taxes including, but not limited to, Washington Business and
Occupation Tax, other taxes based on Contractor's income or gross receipts, or personal
property taxes levied or assessed on Contractor's personal property. HCA, as an agency
of Washington State government, is exempt from property tax.
Contractor must complete registration with the Washington State Department of Revenue
and be responsible for payment of all taxes due on payments made under this Contract.
4.39 TERMINATION
4.39.1 TERMINATION FOR DEFAULT
In the event HCA determines that Contractor has failed to comply with the terms
and conditions of this Contract, HCA has the right to suspend or terminate this
Contract. HCA will notify Contractor in writing of the need to take corrective action.
If corrective action is not taken within five (5) Business Days, or other time period
agreed to in writing by both parties, the Contract may be terminated. HCA reserves
the right to suspend all or part of the Contract, withhold further payments, or
prohibit Contractor from incurring additional obligations of funds during
investigation of the alleged compliance breach and pending corrective action by
Contractor or a decision by HCA to terminate the Contract.
In the event of termination for default, Contractor will be liable for damages as
authorized by law including, but not limited to, any cost difference between the
original Contract and the replacement or cover Contract and all administrative
costs directly related to the replacement Contract, e.g., cost of the competitive
bidding, mailing, advertising, and staff time.
If it is determined that Contractor: (i) was not in default, or (ii) its failure to perform
was outside of its control, fault or negligence, the termination will be deemed a
"Termination for Convenience."
4.39.2 TERMINATION FOR CONVENIENCE
When, at HCA's sole discretion, it is in the best interest of the State, HCA may
terminate this Contract in whole or in part by providing ten (10) calendar days'
written notice. If this Contract is so terminated, HCA will be liable only for payment
in accordance with the terms of this Contract for services rendered prior to the
effective date of termination. No penalty will accrue to HCA in the event the
termination option in this section is exercised.
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4.39.3 TERMINATION FOR NONALLOCATION OF FUNDS
If funds are not allocated to continue this Contract in any future period, HCA may
immediately terminate this Contract by providing written notice to the Contractor.
The termination will be effective on the date specified in the termination notice.
HCA will be liable only for payment in accordance with the terms of this Contract
for services rendered prior to the effective date of termination. HCA agrees to
notify Contractor of such nonallocation at the earliest possible time. No penalty will
accrue to HCA in the event the termination option in this section is exercised.
4.39.4 TERMINATION FOR WITHDRAWAL OF AUTHORITY
In the event that the authority of HCA to perform any of its duties is withdrawn,
reduced, or limited in any way after the commencement of this Contract and prior
to normal completion, HCA may immediately terminate this Contract by providing
written notice to the Contractor. The termination will be effective on the date
specified in the termination notice. HCA will be liable only for payment in
accordance with the terms of this Contract for services rendered prior to the
effective date of termination. HCA agrees to notify Contractor of such withdrawal of
authority at the earliest possible time. No penalty will accrue to HCA in the event
the termination option in this section is exercised.
4.39.5 TERMINATION FOR CONFLICT OF INTEREST
HCA may terminate this Contract by written notice to the Contractor if HCA
determines, after due notice and examination, that there is a violation of the Ethics
in Public Service Act, Chapter 42.52 RCW, or any other laws regarding ethics in
public acquisitions and procurement and performance of contracts. In the event
this Contract is so terminated, HCA will be entitled to pursue the same remedies
against the Contractor as it could pursue in the event Contractor breaches the
contract.
4.40 TERMINATION PROCEDURES
4.40.1 Upon termination of this Contract, HCA, in addition to any other rights provided in
this Contract, may require Contractor to deliver to HCA any property specifically
produced or acquired for the performance of such part of this Contract as has
been terminated.
4.40.2 HCA will pay Contractor the agreed-upon price, if separately stated, for
completed work and services accepted by HCA and the amount agreed upon by
the Contractor and HCA for (i) completed work and services for which no
separate price is stated; (ii) partially completed work and services; (iii) other
property or services that are accepted by HCA; and (iv) the protection and
preservation of property, unless the termination is for default, in which case HCA
will determine the extent of the liability. Failure to agree with such determination
will be a dispute within the meaning of Section 4.13 Disputes. HCA may withhold
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from any amounts due the Contractor such sum as HCA determines to be
necessary to protect HCA against potential loss or liability.
4.40.3 After receipt of notice of termination, and except as otherwise directed by HCA,
Contractor must:
4.40.3.1 Stop work under the Contract on the date of, and to the extent specified
in, the notice;
4.40.3.2 Place no further orders or subcontracts for materials, services, or
facilities except as may be necessary for completion of such portion of
the work under the Contract that is not terminated;
4.40.3.3 Assign to HCA, in the manner, at the times, and to the extent directed
by HCA, all the rights, title, and interest of the Contractor under the
orders and subcontracts so terminated; in which case HCA has the
right, at its discretion, to settle or pay any or all claims arising out of the
termination of such orders and subcontracts;
4.40.3.4 Settle all outstanding liabilities and all claims arising out of such
termination of orders and subcontracts, with the approval or ratification
of HCA to the extent HCA may require, which approval or ratification will
be final for all the purposes of this clause;
4.40.3.5 Transfer title to and deliver as directed by HCA any property required to
be furnished to HCA;
4.40.3.6 Complete performance of any part of the work that was not terminated
by HCA; and
4.40.3.7 Take such action as may be necessary, or as HCA may direct, for the
protection and preservation of the records related to this Contract that
are in the possession of the Contractor and in which HCA has or may
acquire an interest.
4.41 WAIVER
Waiver of any breach of any term or condition of this Contract will not be deemed a waiver
of any prior or subsequent breach or default. No term or condition of this Contract will be
held to be waived, modified, or deleted except by a written instrument signed by the
parties. Only the HCA Authorized Representative has the authority to waive any term or
condition of this Contract on behalf of HCA.
4.42 WARRANTIES
4.42.1 Contractor represents and warrants that it will perform all services pursuant to
this Contract in a professional manner and with high quality and will immediately
re-perform any services that are not in compliance with this representation and
warranty at no cost to HCA.
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4.42.2 Contractor represents and warrants that it will comply with all applicable local,
State, and federal licensing, accreditation and registration requirements and
standards necessary in the performance of the Services.
4.42.3 Any written commitment by Contractor within the scope of this Contract will be
binding upon Contractor. Failure of Contractor to fulfill such a commitment may
constitute breach and will render Contractor liable for damages under the terms
of this Contract. For purposes of this section, a commitment by Contractor
includes: (i) Prices, discounts, and options committed to remain in force over a
specified period of time; and (ii) any warranty or representation made by
Contractor to HCA or contained in any Contractor publications, or descriptions of
services in written or other communication medium, used to influence HCA to
enter into this Contract.
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Schedule A
Statement of Work
Contractor will provide the services and staff, and otherwise do all things necessary for, or incidental to,
the performance of work as set forth below.
1. Definitions
"American Society of Addiction Medicine" or"ASAM" means the six dimensions to identify the
intensity of treatment services that best fits the individual's needs and provides a common language
of holistic, biopsychosocial assessment, and treatment across addiction treatment, physical health,
and mental health services, which also addresses the spiritual issues relevant in recovery.
"Case Management" or"Case Management Services" means services provided by a Substance
Use Disorder Professional (SUDP) or Substance Use Disorder Professional Trainee (SUDPT)
licensed by the Washington Department of Health, or a person under the direct clinical supervision of
a SUDP, to individuals assessed as needing treatment and admitted into treatment. Services are
provided to assist clients in gaining access to needed medical, social, educational, and other
services. Services include case planning, case consultation and referral, and other support services
for the purpose of engaging and retaining or maintaining clients in treatment.
"Continuity of Care" means the provision of continuous care for chronic or acute medical and
behavioral health conditions to maintain care that has started or been authorized to start as the
Individual transitions between: facility to home; facility to another facility; providers or service areas;
managed care contractors; and Medicaid fee-for-service and managed care arrangements.
Continuity of Care occurs in a manner that prevents secondary illness, health care complications, or
re-hospitalization; and promotes optimum health recovery.
"County Match" means that jurisdictions must match, on a dollar-for-dollar basis, state moneys
allocated for therapeutic courts with local cash or in-kind resources. Moneys allocated by the state
may be used to supplement, not supplant other federal, state, and local funds for therapeutic courts
(RCW 2.30.040).
"Criminal Justice Treatment Account" or"CJTA" means the account created by Washington State
Legislature that may be expended solely for: substance use disorder treatment and treatment
support services for individuals with a substance use disorder that, if not treated, would result in
addiction, against whom charges are filed by a prosecuting attorney in Washington State (RCW
71.24.580).
"CJTA Plan" or "Plan" means the plan that is developed by the county human services or behavioral
health services department, county prosecutor, county sheriff, county superior court, a substance use
disorder treatment provider appointed by the county legislative authority, a member of the criminal
defense bar appointed by the county legislative authority, and, in counties with a drug court, a
representative of the drug court (RCW 71.24.580(6)). The plan shall be approved by the county
legislative authority or authorities; and, submitted to the panel established in 71.24.580(5)(b) of this
section, for disposition of all the funds provided from the CJTA within that county.
"Culturally and Linguistically Appropriate Services" or "CLAS" means the national standards in
health and health care intended to advance health equity, improve quality, and eliminate health
disparities by establishing a blueprint for health and health care organizations.
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Attachment 1
"Division of Behavioral Health and Recovery" or"DBHR" means the Health Care Authority's
Division of Behavioral Health and Recovery, and its employees and authorized agents.
"Drug Court" means a court utilizing a program structured to achieve both a reduction in criminal
recidivism and an increase in the likelihood of rehabilitation through continuous and intense judicially
supervised treatment and the appropriate use of services, sanctions, and incentives (RCW 2.30.020).
"Drug Enforcement Agency" or "DEA" means a federal agency which is a component of the United
State Department of Justice and whose mission is to enforce the controlled substances laws and
regulations of the United States and bring to the criminal and civil justice system of the United States,
or any other competent jurisdiction, those organizations and principal members of organizations,
involved in the growing, manufacture, or distribution of controlled substances appearing in or
destined for illicit traffic in the United States; and to recommend and support non-enforcement
programs aimed at reducing the availability of illicit controlled substances on the domestic and
international markets.
"Evidence-based Practice" or"EBP" means a prevention or treatment service or practice that has
been validated by some form of documented research evidence and is appropriate for use with
individuals with a substance use disorder that are involved in the criminal justice system. EBP also
means a program or practice that has been tested where the weight of the evidence from review
demonstrates sustained improvements in at least one outcome, and/or a program or practice that
can be implemented with a set of procedures to allow successful replication in Washington and,
when possible, is determined to be cost-beneficial.
"Individual" means any person in the criminal justice system who is in need of behavioral health
services, regardless of income, ability to pay, insurance status or county of residence.
"Medications for Opioid Use Disorder" or "MOUD" or"MAT" means the use of FDA-approved
opioid agonist medications (e.g., methadone, buprenorphine products including
buprenorphine/naloxone combination formulations and buprenorphine mono-product formulations)
for the treatment of opioid use disorder and the use of opioid antagonist medication (e.g. naltrexone
products including extended-release and oral formulations) to prevent relapse to opioid use.
"Outreach" or "Community Outreach" means identification of hard-to-reach Individuals with a
possible SUD and engagement of these individuals in assessment and ongoing treatment services
as necessary.
"Research-based" means a program or practice that has been tested with a single randomized, or
statistically controlled evaluation, or both, demonstrating sustained desirable outcomes; or where the
weight of the evidence from a systemic review supports sustained outcomes as described in this
subsection but does not meet the full criteria for evidence-based (RCW 2.30.020).
"Recovery Support Services" or "RSS" means services that are intended to promote an individual's
socialization, recovery, self-advocacy, development of natural support, and maintenance of
community living skills. RSS include, but are not limited to, the following services: Supported
employment services, supportive housing services, peer support services, wraparound facilitation
services, and any other services that are conducive to an individual's recovery in an Substance Use
Disorder (SUD) Program (WAC 246-341-0718).
"Substance Use Disorder" or "SUD" means a problematic pattern of using alcohol or another
substance that results in the impairment in daily life or noticeable distress; and, whereby the
individualcontinues use despite leading to clinically significant impairment or distress as categorized
in the DSM-5.
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"Substance Use Disorder Professional" or "SUDP" means an individual who is certified according
to RCW 18.205.020 and the certification requirements of WAC 246-811-030 to provide SUD
services.
"Substance Use Disorder Professional Trainee" or"SUDPT" means an individual working toward
the education and experience requirements for certification as a chemical dependency professional,
and who has been credentialed as a CDPT
"Therapeutic Courts" means a court utilizing a program or programs structured to achieve both a
reduction in recidivism and an increase in the likelihood of rehabilitation, or to reduce child abuse and
neglect, out-of-home placements of children, termination of parental rights, and substance use and
mental health symptoms among parents or guardians and their children through continuous and
intense judicially supervised treatment and the appropriate use of services, sanctions, and incentives
(RCW 2.30.020).
"Treatment" means services that are critical to a participant's successful completion of his or her
substance use disorder treatment program, including but not limited to the recovery support and
other programmatic elements outlined in Chapter 246-341 WAC.
"Treatment Support" means services such as transportation to or from inpatient or outpatient
treatment services when no viable alternative exists, and child care services that are necessary to
ensure a participant's ability to attend outpatient treatment sessions.
"Washington State Jail" or"Jail" means any city, county, regional, or tribal jail operating in the state
of Washington.
2. Purpose
Contractor will provide treatment and recovery support services, funded by Criminal Justice
Treatment Account funds, to individuals involved in the criminal justice system in accordance with
RCW 71.24.580.
3. CTJA Account Services Specific Eligibility and Funding Requirements
In addition to state funding through the CJTA, several counties receive additional state funding for
specific Drug Courts. State Drug Court funding is provided to the following counties: Clallam, Cowlitz,
King, Kitsap, Pierce, Skagit, Spokane, and Thurston. The counties that receive supplemental state
Drug Court funding must ensure the provision of substance use disorder treatment and support
services detailed below, and in accordance with RCW 71.24.580 ad RCW 2.30.030.
a. In accordance with RCW 71.24.580, the Contractor will be responsible for treatment and
recovery support services for criminally involved individuals.
b. CJTA Statutory Funding Guidelines
1. In accordance with RCW 2.30.040 counties that allocate CJTA and/or State Drug Court
funds to a Therapeutic Court Program must match, on a dollar-for-dollar basis, an equal
amount of local funding through cash or in-kind resources. Moneys appropriated under this
provision may be used to supplement, not supplant other federal, state, and local funds for
therapeutic courts.
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2. No more than ten percent (10%) of the total CJTA funds may be used for the following
support services combined:
i. Transportation; and
ii. Child Care Services.
3. At a minimum, thirty percent (30%) of the CJTA funds for special projects that meet any or
all of the following conditions:
i. An acknowledged best practice (or treatment strategy) that can be documented in
published research;
ii. An approach utilizing either traditional or best practice approaches to treat significant
underserved population(s) and populations who are disproportionately affected by the
criminal justice system;
iii. A regional project conducted in partnership with at least one other entity serving the
service area; and/or
iv. CJTA Special Projects. A special project would HCA retains the right to request
progress reports on CJTA special projects.
4. CJTA Funding —Allowable Services
a. Brief Intervention (any level, assessment not required);
b. Acute Withdrawal Management (ASAM Level 3.7WM);
c. Sub-Acute Withdrawal Management (ASAM Level 3.2WM);
d. Outpatient Treatment (ASAM Level 1);
e. Intensive Outpatient Treatment (ASAM Level 2.1);
f. Opioid Treatment Program (ASAM Level 1);
g. Case Management (ASAM Level 1.2);
h. Intensive Inpatient Residential Treatment (ASAM Level 3.5);
i. Long-term Care Residential Treatment (ASAM Level 3.3);
j. Recovery House Residential Treatment (ASAM Level 3.1);
k. Assessment (to include Assessments done while in jail);
I. Interim Services;
m. Community Outreach;
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n. Involuntary Commitment Investigations and Treatment;
o. Room and Board (Residential Treatment Only);
p. Transportation;
q. Childcare Services;
r. Urinalysis;
s. Recovery Support Services that may include:
1. Employment services and job training;
2. Relapse prevention;
3. Family/marriage education;
4. Peer-to-peer services, mentoring and coaching;
5. Self-help and spiritual, religious support groups;
6. Housing support services (rent and/or deposits);
7. Life skills;
8. Education Training (e.g. GED Assistance); and
9. Parent education and child development.
t. Substance Use Disorder treatment in the Jail:
1. CJTA funds may not supplement or supplant any currently funded programs that previously
existed in a Jail environment.
2. The Contractor may not use more than 30% of their allocation for treatment in the Jail.
3. If CJTA funds are utilized for these purposes, the Contractor must attempt to provide
treatment with the following stipulations:
i. Identify and provide transition services to persons with substance use disorder, who
meet the CJTA requirements as defined in RCW 71.24.580, to expedite and facilitate
their return to the community;
ii. Continue treatment services with individuals who were engaged in community-based
treatment prior to their incarceration, with the intent to complete the outpatient treatment
episode; and
iii. Initiate outpatient treatment services with individuals who will be released and transition
into community-based treatment.
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4. The following treatment modalities may be provided through CJTA funding:
i. Engaging individuals in SUD treatment;
ii. Screening, assessing, and inducting individuals on MOUD;
iii. Referral to SUD services;
iv. Providing continuity of care; and
v. Planning for an individual's transition from Jail.
5. MAT in Therapeutic Courts
Per RCW 71.24.580, "If a region or county uses criminal justice treatment account funds to support a
therapeutic court, the therapeutic court must allow the use of all medications approved by the federal
food and drug administration for the treatment of opioid use disorder as deemed medically
appropriate for a participant by a medical professional. If appropriate medication-assisted treatment
resources are not available or accessible within the jurisdiction, the health care authority's designee
for assistance must assist the court with acquiring the resource."
a. The Contractor, under the provisions of this Contract, will abide by the following guidelines
related to CJTA and Therapeutic Courts:
1. The Contractor will only subcontract with Therapeutic Courts that have policy and
procedures allowing Participants at any point in their course of treatment to seek FDA-
approved medication for any substance use disorder and ensuring the agency will provide
or facilitate the induction of any prescribed FDA approved medications for any substance
use disorder.
2. The Contractor will only subcontract with Therapeutic Court programs that work with
licensed SUD behavioral health treatment agencies that have policy and procedures in
place ensuring they will not deny services to Enrollees who are prescribed any of the
Federal Drug Administration (FDA) approved medications to treat all substance use
disorders.
3. The Contractor may not subcontract with a Therapeutic Court program that is known to
have policies and procedures in place that mandate titration of any prescribed FDA
approved medications to treat any substance use disorder, as a condition of participants
being admitted into the program, continuing in the program, or graduating from the program,
with the understanding that decisions concerning medication adjustment are made solely
between the participant and their prescribing provider.
4. The Contractor must notify the HCA if it discovers that a CJTA funded Therapeutic program
is practicing any of the following:
i. Requiring discontinuation, titration, or alteration of their medication regimen as a
precluding factor in admittance into a Therapeutic Court program;
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ii. Requiring participants already in the program discontinue MOUD in order to be in
compliance with program requirements;
iii. Requiring discontinuation, titration, or alteration of their MOUD medication regimen as a
necessary component of meeting program requirements for graduation from a
Therapeutic Court program.
5. All decisions regarding an individual's amenability and appropriateness for MOUD will be
made by the individual in concert with a medical professional.
6. CJTA Plan
a. The Contractor must coordinate with the local CJTA panel for the county in order to facilitate the
planning requirement as described in RCW 71.24.580(6). County level funding priorities are
established by the local CJTA Panel. The plans should detail the coordination within the county,
leverage the needed services for the community, and reach the intended population for the
CJTA fund. Any CJTA funded efforts must be included in the CJTA Plan, including the following
specific elements:
1. Describe in detail how substance use disorder treatment and support services will be
delivered within the region;
2. Per section 3.b.1 of this Statement of Work, address the CJTA Account Match Requirement
if funds provide treatment or recovery support services for therapeutic court participants;
3. Include details on special projects such as best practices/treatment strategies, significant
underserved population(s), or regional endeavors, including the following:
i. Describe the project and how it will be consistent with the strategic plan;
ii. Describe how the project will enhance treatment services for individuals in the criminal
justice system;
iii. Indicate the number of individuals who will be served using innovative funds;
iv. If applicable, indicate plans for inclusion of MOUD within the county's Therapeutic Court
programs; and
v. Address the Fiscal and programmatic Data Reporting requirements found in Section 7 of
this Statement of Work.
4. The Local CJTA Panel must approve the Contractor's CJTA Plan through a consensus. A
majority vote is sufficient if a consensus is not reached.
5. The final approved plan must be approved by the county's legislative authority.
6. Completed and legislatively approved plans must be submitted to the HCA for Review and
Approval. Plan will be forwarded to the State CJTA Panel once approved by the HCA. The
Contractor must implement the plan as it is written and notify the HCA if any changes are
made.
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Attachment 1
7. CJTA Plans are due by October 15, 2019 and are updated every two years to coincide with
the state fiscal biennium.
7. Data Reporting Requirements
a. The Contractor shall ensure that staffing is sufficient to support CJTA-related data analytics and
related data systems to oversee all data interfaces and support the specific reporting
requirements under Contract.
b. The Contractor shall ensure that all Subcontractors required to report programmatic data have
the capacity to submit all HCA required data to enable the Contractor to meet the requirements
under the Contract.
c. There are three quarterly reports that the Contractor will be responsible for submitting: The
Quarterly Progress Report (QPR), the Revenue and Expenditure Report (R&E), and the
Programmatic Treatment Report (PTR):
1. The Contractor will be responsible for submitting the QPR. The HCA will provide the
Contractor with a template form that will report on the following program elements:
i. Number of individuals served under CJTA funding for that time period;
ii. Barriers to providing services to the Criminal Justice Population;
iii. Strategies to overcome the identified barriers;
iv. Training and Technical assistance needs;
v. Success stories or narratives from individuals receiving CJTA services; and
vi. If a Therapeutic Court receives CJTA funded services, the number of admissions of
individuals into the program who were either already on MOUD, referred to MOUD, or
were provided information regarding MOUD.
2. The Contractor will be responsible for submitting the R&E on a quarterly basis. The HCA will
provide the Contractor with a template form that captures the fiscal expenditures for that
quarter. The Contractor:
i. Will use the Excel document provided by the HCA;
ii. Will report the amount of CJTA expenditures in their Contractor for each state fiscal
quarter (State Fiscal quarters end on March 31, June 30, September 30, and December
31);
iii. Complete the document in its entirety; and
iv. Submit the internally reviewed and complete R&E report within 45 days of the end of
each State Fiscal Quarter.
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3. The Contractor is responsible for submitting the PTR each quarter through a Secure File
Transfer (SFT). The HCA will provide the Contractor with an excel workbook template that
will capture a variety of demographic and programmatic data. In addition, this process will
include the following:
i. The Contractor will ensure that their subcontractor has the bandwidth to complete all
data elements requested in the PTR.
ii. The Contractor may allow the subcontractor to do all data entry but the PTR must be
submitted into the Behavioral Health Data System (BHDS) by the Contractor through the
established Secure File Transfer procedure.
iii. The Contractor will review for completeness and accuracy each PTR that they receive
from the subcontractor.
iv. The Contractor will work with their subcontractors to ensure that any applicable Release
of Information (ROI) forms are updated to account for the sharing of Personal Health
Information (PHI) with the HCA.
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Attachment 1
Attachment 1
Confidential Information Security Requirements
1. Definitions
In addition to the definitions set out in this Contract for CJTA Funded Treatment and Recovery
Support Services, the definitions below apply to this Attachment.
a. "Hardened Password" means a string of characters containing at least three of the following
character classes: upper case letters; lower case letters; numerals; and special characters,
such as an asterisk, ampersand or exclamation point.
i. Passwords for external authentication must be a minimum of 10 characters long.
ii. Passwords for internal authentication must be a minimum of 8 characters long.
iii. Passwords used for system service or service accounts must be a minimum of 20
characters long.
b. "Portable/Removable Media" means any Data storage device that can be detached or
removed from a computer and transported, including but not limited to: optical media (e.g.
CDs, DVDs); USB drives; or flash media (e.g. CompactFlash, SD, MMC).
c. "Portable/Removable Devices" means any small computing device that can be transported,
including but not limited to: handhelds/PDAs/Smartphones; Ultramobile PC's, flash memory
devices (e.g. USB flash drives, personal media players); and laptops/notebook/tablet
computers. If used to store Confidential Information, devices should be Federal Information
Processing Standards (FIPS) Level 2 compliant.
d. "Secured Area" means an area to which only Authorized Users have access. Secured Areas
may include buildings, rooms, or locked storage containers (such as a filing cabinet) within a
room, as long as access to the Confidential Information is not available to unauthorized
personnel.
e. "Transmitting" means the transferring of data electronically, such as via email, SFTP,
webservices, AWS Snowball, etc.
f. "Trusted System(s)" means the following methods of physical delivery: (1) hand-delivery by a
person authorized to have access to the Confidential Information with written
acknowledgement of receipt; (2) United States Postal Service ("USPS") first class mail, or
USPS delivery services that include Tracking, such as Certified Mail, Express Mail or
Registered Mail; (3) commercial delivery services (e.g. FedEx, UPS, DHL) which offer
tracking and receipt confirmation; and (4) the Washington State Campus mail system. For
electronic transmission, the Washington State Governmental Network (SGN) is a Trusted
System for communications within that Network.
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g. "Unique User ID" means a string of characters that identifies a specific user and which, in
conjunction with a password, passphrase, or other mechanism, authenticates a user to an
information system.
2. Confidential Information Transmitting
a. When transmitting RCA's Confidential Information electronically, including via email, the
Data must be encrypted using NIST 800-series approved algorithms
(http://csrc.nist.gov/publications/PubsSPs.html). This includes transmission over the public
internet.
b. When transmitting HCA's Confidential Information via paper documents, the Receiving Party
must use a Trusted System.
3. Protection of Confidential Information
The Contractor agrees to store Confidential Information as described:
a. Data at Rest:
i. Data will be encrypted with NIST 800-series approved algorithms. Encryption keys will
be stored and protected independently of the data. Access to the Data will be restricted
to Authorized Users through the use of access control lists, a Unique User ID, and a
Hardened Password, or other authentication mechanisms which provide equal or
greater security, such as biometrics or smart cards. Systems which contain or provide
access to Confidential Information must be located in an area that is accessible only to
authorized personnel, with access controlled through use of a key, card key,
combination lock, or comparable mechanism.
ii. Data stored on Portable/Removable Media or Devices:
• Confidential Information provided by HCA on Removable Media will be encrypted
with NIST 800-series approved algorithms. Encryption keys will be stored and
protected independently of the Data.
• HCA's data must not be stored by the Receiving Party on Portable Devices or
Media unless specifically authorized within the Contract. If so authorized, the
Receiving Party must protect the Data by:
1. Encrypting with NIST 800-series approved algorithms. Encryption keys will
be stored and protected independently of the data;
2. Control access to the devices with a Unique User ID and Hardened
Password or stronger authentication method such as a physical token or
biometrics;
3. Keeping devices in locked storage when not in use;
4. Using check-in/check-out procedures when devices are shared;
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5. Maintain an inventory of devices; and
6. Ensure that when being transported outside of a Secured Area, all devices
with Data are under the physical control of an Authorized User.
b. Paper documents. Any paper records containing Confidential Information must be protected
by storing the records in a Secured Area that is accessible only to authorized personnel.
When not in use, such records must be stored in a locked container, such as a file cabinet,
locking drawer, or safe, to which only authorized persons have access.
4. Confidential Information Segregation
HCA Confidential Information received under this Contract must be segregated or otherwise
distinguishable from non-HCA data. This is to ensure that when no longer needed by the
Contractor, all HCA Confidential Information can be identified for return or destruction. It also
aids in determining whether HCA Confidential Information has or may have been compromised
in the event of a security Breach.
a. The HCA Confidential Information must be kept in one of the following ways:
i. on media (e.g. hard disk, optical disc, tape, etc.) which will contain only HCA Data;
or
ii. in a logical container on electronic media, such as a partition or folder dedicated to
HCA's Data; or
iii. in a database that will contain only HCA Data; or
iv. within a database and will be distinguishable from non-HCA Data by the value of a
specific field or fields within database records; or
V. when stored as physical paper documents, physically segregated from non-HCA
Data in a drawer, folder, or other container.
b. When it is not feasible or practical to segregate HCA Confidential Information from non-
HCA data, then both the HCA Confidential Information and the non-HCA data with which it
is commingled must be protected as described in this Attachment.
5. Confidential Information Shared with Subcontractors
If HCA Confidential Information provided under this Contract is to be shared with a
Subcontractor, the contract with the Subcontractor must include all of the Confidential
Information Security Requirements.
6. Confidential Information Disposition
When the Confidential Information is no longer needed, except as noted below, the Confidential
Information must be returned to HCA or destroyed. Media are to be destroyed using a method
documented within NIST 800-88 (http://csrc.nist.gov/publications/PubsSPs.html).
Washington State 39 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 1
a. For RCA's Confidential Information stored on network disks, deleting unneeded
Confidential Information is sufficient as long as the disks remain in a Secured Area and
otherwise meet the requirements listed in Section 3, above. Destruction of the Confidential
Information as outlined in this section of this Attachment may be deferred until the disks
are retired, replaced, or otherwise taken out of the Secured Area.
Washington State 40 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 1
Attachment 2: Quarterly Progress Report Template
CRIMINAL JUSTICE TREATMENT ACCOUNT
QUARTERLYREPORT
Please respond to each question and submit as a separate attachment with your quarterly R&E Report to:
tony.walton@Dhca.vva.gov
Report Quarter
❑July 2019 to September 2019 ❑October 2019 to December 2019
[]January 2020 to March 2020❑April 2020 to June 2020
Name of County completing Report: Click or tap here to enter text.
Please enter your status for each item, if item is incomplete please list your plan of correction (POC)
including actions to be taken and target date for completion.
1. Contractor entered all encounters and supplemental transactions funded by CJTA into the"CJTA
Provider Entry Workbook"?
❑Yes ❑No
If no, please enter POC.
2. County submitted the CJTA Provider Entry Workbook through the Secure File Transfer?
[--]Yes 0 N
If no, please enter POC.
3. County submitted the Quarterly Revenue and Expenditure Report?
❑Yes E--]No
If no, please enter POC.
Washington State 41 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 3
Attachment 2: Quarterly Progress Report Template
4. County has made attempts to expand access to Recovery Support Services for the intended
population?
❑Yes ❑No
If no, please enter POC.
5. CJTA funding provides services for individual in a Therapeutic Court Program?
❑Yes ❑No
If Yes, please indicate the number of individuals who were admitted into the program during this
quarter who are receiving medication assisted treatment or medications for opioid use disorder:
If Yes, please indicate what medications the individuals admitted into the program during this quarter
are receiving (e.g. Buprenorphine, Methadone, Naltexone):
6. Is there any indication that the Therapeutic Court programs benefitting from CJTA are denying access
to, or requiring titration from, any medications for opioid use disorder?
❑Yes ❑No
Please enter any additional comments here:
7. CJTA funding used in the local, county, city, or tribal Jail?
Dyes ❑No
If Yes, please indicate any barriers to providing treatment services and transitioning individuals into
the community:
Washington State 42 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 3
Attachment 2: Quarterly Progress Report Template
8. List any other significant accomplishments.
9. List any training or technical assistance needs.
10. Summarize any barrier(s)encountered and plans to overcome the barrier(s)with timeline.
11. Please include any other comments you would like to convey to the HCA Contract Manager:
Completed By:
Date:
Washington State 43 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 3
Attachment 3: Quarterly Revenue and Expenditure Report Template
CJTA Revenue & Expenditure Report
County Name
[Month] - [Month] [Year]
EVENUES AMOUNT
Non-Medicaid Revenues
Criminal Justice Treatment Acct(UTA)
State Drug Court(CJTA)
TOTAL REVENUES $ -
AMOUNT Number
EXPENDITURES - Substance Use Disorder Served
Assessment(to include assessments done while in jail)
Interim Services
Community Outreach
Brief Intervention (Any level,assessment not required)
Acute Withdrawal Management(Detoxification)
Involuntary Commitment Investigations and Treatment
Sub-Acute Withdrawal Management(Detoxification)
Outpatient Treatment(Group or Individual)
Intensive Outpatient Treatment
Opiate Substitution Treatment
Case Management
Urinalysis
Room and Board (Residential Treatment only)
Intensive Inpatient Residential Treatment Services
Long-Tem Care Residential Treatment Services
Recovery House Residential Treatment Services
Treatment in the jail(8 Sessions)
Recovery Support Services
Administration-10%Maximum
Transportation
Childcare Services
TOTAL EXPENDITURES
Washington State 44 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 3
Attachment 3: Quarterly Revenue and Expenditure Report Template
Additional Required Reporting:
OTA Amount
Adult
Youth
PPW
Total $ -
Discrepancy $ -
CJTA-Minimum 30%Innovative $
100%
Match
Contracted Directly with Courts $0.00 $0.00
Washington State 45 CJTA Funded Treatment and Recovery Support
Health Care Authority HCA Contract K3964
Attachment 3
PRESS RELEASE
September 10, 2019
MASON COUNTY COMMISSIONERS
411 NORTH 5T" ST
SHELTON, WA 98584
(360) 427-9670 EXT. 419
TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE
OLYMPIAN, SHELTON CHAMBER OF COMMERCE, NORTH MASON
CHAMBER OF COMMERCE, CITY OF SHELTON, ECONOMIC
DEVELOPMENT COUNCIL, THE SUN
RE: Mason County Civil Service Commission Vacancy
The Board of Mason County Commissioners is seeking applications to fill a position on
the Mason County Civil Service Commission. This is for an unexpired six-year term that
will end on December 31, 2023.
To qualify, the individual must be a United States citizen, a resident of Mason County for
at least the past two years and an elector in Mason County. This person cannot be
employed by Mason County and shall serve without compensation. At the time of
appointment, not more than two commissioners shall be adherents of the same political
party. Currently, there are two commissioners that are associated with the Democratic
political party.
The general purpose of the Civil Service Commission is to establish a merit system of
employment for county deputy sheriffs and other employees of the office of county
sheriff.
The Mason County Civil Service Commission meets on the 3 I Thursday of each month
at 5:00 p.m. in Mason County Building 1, 411 North 5th Street, Shelton.
Interested parties may obtain a Civil Service Commission advisory board application at
the Mason County Commissioners Office, 411 North 5th Street, Shelton, or call 427-
9670, ext. 419 or visit the Mason County website at www.co.mason.wa.us. Applications
will be accepted until Wednesday, September 25, 2019 or until filled.
BOARD OF MASON COUNTY COMMISSIONERS
Kevin Shutty Randy Neatherlin Sharon Trask
Chair Commissioner Vice-Chair
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Ross McDowell
DEPARTMENT: Information Technology EXT: 806
BRIEFING DATE: 9-16-2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: CTG Service Agreement quote (Jail control panel and Jail doors)
EXECUTIVE SUMMARY: (If applicable, please include available options and potential
solutions):
Between 2014 and 2016, the jail received significant improvements including a new roof,
new control system, and comprehensive update of the mechanical systems in the building.
A one-year maintenance agreement came with the new control system purchase for CTG
Security Electronics. Since 2017, there has not been a maintenance agreement with CTG
and the control panel has had several major issues that left the control panel inoperable.
The MCSO Jail staff or IT would contact John Watterson, engineer for CTG, and wait for him
to fix the issue — sometimes several days depending on his schedule.
In late 2017 and throughout 2018, I attempted several times to get a quote for a
maintenance contract with CTG for the control panel and video system for the jail. After
several phone messages, conversations, and being promised a quote from CTG, I never
received one. In the meantime, Mason County IT ran a network cable for CTG to use so that
they could work remotely on our system. The Jail and IT have called CTG numerous times in
the past 2 years to fix complete "blue screens", server issues, and door switches not working
off the panel.
In late July of 2019, the CTG video monitoring system developed and issue that caused one
of the servers to crash. This caused more issues with the control panel and made it so the
Control Room Operator could not see who was "buzzing"the door for entry or exit. Mason
County IT was able to isolate the server that was bad and along with John Watterson come
up with a temporary fix using the one server. August 8, 2019 we ordered the new server,
updated software (Vicon Valerus) at a cost of $30.194, and are still waiting for the server to
arrive and installed.
On July 25, 2019, I had a face-to-face meeting with Bob Ellis, CFO for CTG at my office. I
informed him of my previous attempts to receive a maintenance agreement quote from his
company. He stated that he would develop a proposal and send it to me for our review. On
Briefing Summary 9/9/2019
August 29, 2019, I received a Managed Service Agreement (MSA) proposal from Bob Ellis,
CFO for CGT Security Electronics.
The systems covered under this agreement:
1. Detention electronics, including PLC's, Touchscreen, Harding intercoms, CCTV system,
relays, and associated power supplies and LAN communications devices
2. Detention door locks (96)
The proposal options given are as follows:
1. Full Service MSA on specified security electronics (CTG shall provide complete labor and
materials to service and maintain the specified systems and provide routine and/or
emergency repairs) $42,884 plus tax.
2. Preventative Maintenance MSA only on specific security electronics (twice a year general
maintenance — repair failed equipment and labor additional) $21,001 plus tax.
3. Preventative Maintenance MSA on specified detention door locks (once a year general
maintenance — repair failed equipment and labor additional) $20,175 plus tax.
4. T&M Labor rate w/o contract: $120 hour, Per Diem rate: $190, Vehicle .90 mile
5. T&M Labor rate with contract: $108 hour, Per Diem rate:$190, vehicle .90 mile
BUDGET IMPACT:
Depending on decision yearly cost of $21,800 to $46,500 for a Maintenance Service
Agreement.
PUBLIC OUTREACH:(Include any legal requirements, direct notice, website, community
meetings, etc.)
RECOMMENDED OR REQUESTED ACTION:
Review and make recommendation of Maintenance Service Agreement options
ATTACHMENTS:
CTG Managed Service Agreement (MSA) Proposal
Briefing Summary 9/9/2019
CTG
EXCELLENCE IN SERVICE
MANAGED SERVICES AGREEMENT (MSA) PROPOSAL
The following is a proposal to provide managed services for the maintenance and repair
of the Mason County Detention Facility, and owned by the County of Mason, WA,
hereafter known as the Customer. CTG Security Electronics, hereafter known as CTG,
shall provide the specified services as detailed hereafter in this proposal. CTG shall
provide the following managed services:
Full Service MSA on specified Security Electronics: Under this proposal, CTG shall
provide complete labor and materials to service and maintain the specified systems, in
accordance with industry standards and manufacturer's instructions. Work shall be
accomplished with staff that is familiar with, and where possible, trained upon, the
specified systems. The labor shall be employed to provide routine and emergency
repairs, preventative maintenance, and staff training as detailed herein. PM routines on
electronics will be performed twice a year. Materials included shall be sufficient to
replace failed components, and accommodate the necessary preventative maintenance
procedures. Components that are damaged by outside causes such as vandalism, riot,
acts of God, war, etc. are not included, and will be repaired on a time and material basis.
Replacement components shall be new, if available, and of the latest manufacture. All
labor costs include travel time, vehicle and air fare, and per diem. Response time for
failures of a critical nature are as follows: Telephone response: 2 hours, on-site: 24
hours. Non-critical failure response time shall be next business day for telephone
response, and 5 business days for on-site service. Customers who have a MSA shall
receive a 10% discount on labor, and priority scheduling for emergencies over
customers who do not have a MSA. Total investment: $42,884 plus any applicable
sales taxes
Or:
Preventative Maintenance MSA only on specified Security Electronics: Under this
proposal, CTG shall provide complete labor to perform preventative maintenance on the
specified systems, in accordance with industry standards and manufacturer's
instructions. Work shall be accomplished with staff that is familiar with, and where
possible, trained upon, the specified systems. All consumable materials used in the
cleaning, lubrication, and adjustment of the components shall be included herein. Labor
and materials to repair failed or poorly operating equipment is not included, and will be
repaired on a time and material basis. PM on security electronics will be performed
twice a year. All labor costs include travel time, vehicle and air fare, and per diem
charges. Customers who have a MSA shall receive a 10% discount on labor, and
priority scheduling for emergencies over customers who do not have a MSA. Total
investment: $21,001, plus any applicable sales taxes.
CTG Security Electronics LLC
420 N.Lake Road,Spokane Valley,WA 99212 509.436.9060
Contractor's Licenses—WA:#CTGSESE857PM OR:#208976 MT:#224080 AK:#111247
Preventative Maintenance MSA on specified detention door locks: Under this
proposal, CTG shall provide complete labor to perform preventative maintenance on the
specified systems, in accordance with industry standards and manufacturer's
instructions. Work shall be accomplished with staff that is familiar with, and where
possible, trained upon, the specified systems. All consumable materials used in the
cleaning, lubrication, and adjustment of the components shall be included herein. Labor
and materials to repair failed or poorly operating equipment is not included, and will be
repaired on a time and material basis. PM on detention door locks will be performed
once a year. All labor costs include travel time, vehicle and air fare, and per diem
charges. Customers who have a MSA shall receive a 10% discount on labor, and
priority scheduling for emergencies over customers who do not have a MSA. Total
investment: $20,175 plus any applicable sales taxes.
SYSTEMS TO BE COVERED UNDER THIS AGREEMENT:
1. Detention electronics, including PLC's, Touchscreen, Harding intercoms, CCTV
system, relays, and associated power supplies and LAN communications devices
2. Detention door locks (96).
T&M LABOR RATES on work beyond the scope of this MSA:
*Hourly Labor: $120.00 per hour
*Per Diem Rate: $190.00 per day
Vehicle Rate: $.90 per mile
MSA RATES (10% discount) on work beyond the scope of this MSA:
*Hourly Labor: $108.00 per hour
Materials shall be discounted 10% under a signed MSA agreement.
*The hourly labor rate pertains to work performed on-site, and to the actual travel time.
Air Fare and rental cars shall be charged at actual cost plus 30%. Invoicing will occur at
completion of work, or monthly, whichever is less. Net 30 days
PROPOSAL ACCEPTED: CTG Security Electronics LLC
BY:
SUBMITTED BY:
BOB ELLIS
TITLE: CFO
DATE:
CTG Security Electronics LLC
420 N.Lake Road,Spokane Valley,WA 99212 509.436.9060
Contractor's Licenses—WA:#CTGSESE857PM OR:#208976 MT:#224080 AK:#111247
TERMS AND CONDITIONS OF SALE
(Managed Services Agreement)
1. REMITTANCES All invoices shall be due and payable upon receipt in United States currency,free
of exchange,collection,or any other charges,or as otherwise agreed upon and set forth in writing by
CORRECTIONS TECHNOLOGY GROUP. (hereinafter called"Seller"). The Customer,if so requested agrees
to furnish Seller with all information including financial statements,necessary to make a proper credit appraisal.
Refusal to supply such information may cause this proposal to be withdrawn. Terms of payment originally
granted are subject to the approval of continued credit status. Prices are subject to correction for error.
2. PROPOSALS Proposals are based upon straight-time labor. Any request by the Customer for overtime
work shall be considered an extra. This Proposal expires 30 days after its date,subject to the provisions of the
first sentence of the paragraph below entitled"Acceptance of Terms".
3. PAYMENTS Seller will invoice Customer per the time period specified above,and the said
invoices are due upon receipt by Customer. If the Customer becomes overdue in any payment,Seller shall be
entitled to suspend work,shall be entitled to interest at the annual rate of 18%or the maximum permitted by the
State of Washington and also to avail itself of any other legal remedies. Customer agrees that he will pay
and/or reimburse Seller for any and all reasonable attorney's fees which are incurred by Seller in the collection
of amounts due and payable hereunder.
4. CANCELLATION AND SUSPENSION Any contract resulting from this proposal is subject to
cancellation or instructions to suspend work by the Customer only upon agreement to pay the Seller an
adjustment charge.
5. TAXES The amount of any future sales,use,occupancy,excise,or other tax,federal,state,or local
which Seller hereafter shall be obligated legally to pay,either on its own behalf or on behalf of the Customer or
otherwise,with respect to the material covered by this proposal shall be added to such prices and paid by the
Customer.
6. LOSS,DAMAGE,OR DELAY Seller shall not be liable for any loss,damage,or delay occasioned by
any cause beyond Seller's control,including but not limited to governmental actions or orders,embargoes,
strikes,differences with workmen,fires,floods,accidents,or transportation delays. IN NO EVENT SHALL
SELLER BE LIABLE FOR ANY CONSEQUENTIAL OR SPECIAL DAMAGES..
7. PURCHASER'S REMEDIES The Customer's remedies with respect to equipment found to be
defective in material or workmanship shall be limited exclusively to the right or repair or replacement of such
defective equipment. IN NO EVENT SHALL SELLER BE LIABLE FOR CLAIMS(BASED UPON BREACH OR
IMPLIED WARRANTY)FOR ANY OTHER DAMAGES,WHETHER DIRECT,IMMEDIATE,FORESEEABLE,
CONSEQUENTIAL,OR SPECIAL OR FOR ANY EXPENSES INCURRED BY REASON OF THE USE OR
MISUSE OF EQUIPMENT WHICH DOES OR DOES NOT CONFORM TO THE TERMS AND CONDITIONS
OF ANY CONTRACT RESULTING FROM THIS PROPOSAL.Seller assumes no responsibility of repairs made
on Seller's equipment unless done by Seller's authorized personnel,or by written authority from Seller. Seller
makes no guarantee with respect to material not manufactured by it.
8. PATENT INFRINGEMENT Seller will hold its Customer harmless from infringement of any United
States patent covering equipment of its manufacture. This,of necessity,is limited to the equipment per se and
cannot be extended to applications of such equipment in a system,except in writing by an officer of Seller. The
Customer shall advise Seller immediately in the event any claims of infringement are brought to their attention.
9. GOVERNING LAW Any contract resulting from this proposal shall be governed by,construed,and enforced in
accordance with the laws of the State of Washington.
10. CERTIFICATION The person whose signature appears on this proposal hereby certifies that,to his
best knowledge and belief,the annexed proposal is not the result of any agreement,arrangement or
understanding between the Seller and any other manufacturer or Seller of correctional electronic systems and
that the prices,terms or conditions thereof have not been communicated by or on behalf of the Seller to any
such person and will not be communicated to any such person prior to the receipt of said proposal.
11. ACCEPTANCE OF TERMS This proposal shall become a binding contract between the Customer
and Seller when accepted in writing by the Customer and when subsequently approved in writing hereon by
CORRECTIONS TECHNOLOGY GROUP,or by our written acceptance of your purchase order by
CORRECTIONS TECHNOLOGY GROUP. Such acceptance shall be with the mutual understanding that the
terms and conditions of this proposal are a part thereof with the same effect as though signed by both parties
named herein and shall prevail over any inconsistent provision of said order.
No waiver,alteration,or modification of the terms and conditions on this document shall be binding unless in writing and
signed by an authorized representative of CORRECTIONS TECHNOLOGY GROUP.
CTG Security Electronics LLC
420 N.Lake Road,Spokane Valley,WA 99212 509.436.9060
Contractor's Licenses—WA:#CTGSESE857PM OR:#208976 MT:#224080 AK:#111247
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Kelly Frazier
DEPARTMENT: Facilities EXT: 519
BRIEFING DATE: 9/16/19
PREVIOUS BRIEFING DATES:
ITEM:
Request for Proposals (RFP) for janitorial services for County Facilities.
EXECUTIVE SUMMARY: Mason County has facilities located throughout the County.
Our current contract for janitorial services ends December 31, 2019. We are seeking
the services of a well-qualified company to provide janitorial services for County
Facilties located in Shelton and Belfair.
The initial performance period will be January 1, 2020 to December 31, 2020, with up to three
(3) additional years based on the Contractor's performance.
Proposals will be reviewed and scored by a Committee designated by the Facilities Manager
based on the criteria detailed in the RFP.
Proposals Due: Wednesday, November 6th, before 12:00 pm.
Anticipated Award Announcement: November 29, 2019
Anticipated Contract Start Date: January 1, 2020
Contract End Date: December 31, 2020
BUDGET IMPACT: Janitorial services are an ongoing annual cost for the County. We
are not anticipating a marked increase or decrease in costs for services procured
through this RFP as compared to current costs.
RECOMMENDED OR REQUESTED ACTION: Approve the posting of the RFP and the
required publication of a public notice, on website and in the newspaper on 10/10/19 and
10/17/19.
PUBLIC OUTREACH: A public notice is required.
ATTACHMENTS:
RFP
Public Notice
Briefmg Summary 9/12/2019
Request for Proposals
Mason County is seeking the services of a well-qualified company to provide janitorial
services for County facilities
The County will enter into a Professional Services Contract with the successful
proposer. The initial performance period will January 1, 2019 to December 31, 2020
with up to three (3) additional years based on the Contractor's performance.
Proposals must be received by 12:00 Noon on
Wednesday, November 21, 2019
Proposal specifications and requirements are available:
Downloaded from website: http://www.co.mason.wa.us/rfp/
Via E-mail.• ffrazier co.mason.wa.us or fpinter@co.mason.wa.us
Via Phone from: Shelton 360-427-9670 Ext. 806 or 530
Belfair 360-275-4467 Ext. 806 or 530
Mason County
Request for Proposals
for
Janitorial Services
1. Summary and Background:
Through this Request for Proposals (RFP) Mason County (County) is seeking the services of a
well-qualified company (Contractor or Proposer) to provide janitorial services for County
facilities.
Mason County has facilities located throughout the County. Our current contact for janitorial
services ends December 31, 2019. Services will be provided in the Shelton, Washington area
with the exception of the Sheriffs sub-station located in Belfair, Washington. Proposers can
submit a proposal that includes both locations or one or the other. The location(s) to be served
must be clearly indicated in the proposal.
Facility Locations and Descriptions:
Shelton-
A. Building 1- 411 North 5th Street - 16,400 sq.ft.
B. Building 2-410 North 4th Street - 2,000 sq.ft.
C. Building 3-426 West Cedar Street- 7,000 sq.ft.
D. Building 4-303 North 4th Street - 2,500 sq.ft.
E. Building 5-521 West Alder Street- 1,300 sq.ft.
F. Building 6-414 North 5th Street- 2,100 sq.ft.
G. Building 7-521 North 4th Street- 3,900 sq.ft.
H. Building 8-615 West Alder Street - 10,700 sq.ft.
I. Building 9-423 North 5th Street- 1,700 sq.ft.
J. Sheriffs Office-322 North 3rd Street - 8,500 sq.ft.
K. Courthouse-419 North 4th Street - 16,350 sq.ft.
L. Public Works/Building 1 and 2-100 West Public Works Drive - 28,000 sq. ft.
M. Memorial Hall-210 West Franklin Street -4,000 sq.ft.
Belfair-
N. Sheriffs North Precinct- NE 23293 State Route 3, Belfair- 3,000 sq.ft. (anticipated service
frequency-1 day a week).
O. Public Works -600 Beck Road, Belfair, WA 98584 - 80 sq. ft (anticipated service frequency-1
day a week, bathroom only)
Total: 107,530 sq. ft. of cleaning area (not total building square footage)
Mason County is an equal opportunity employer. We strive to create a working environment
that includes and respects cultural, racial, ethnic, sexual orientation and gender identity
diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of
age, veterans or people with military status, and people of all sexual orientations and gender
identities are encouraged to apply.
2. Proposer's Qualifications:
Typical qualifications that are reviewed and considered when awarding a janitorial services
contract include, but are not limited to those detailed below. The Proposer should consider
these as well as those listed in sections: 6. Special Requirements for Proposal and Service
Provision; 8. Proposal Requirements; and 11. Proposal Evaluation Criteria.
A. Company's qualifications and experience-number of years in business, geographical service
area, number of employees, references and any previous experience serving Mason County.
B. Types of sizes facilities currently servicing.
C. Experience cleaning public access space.
D. Systems to ensure; quality service, qualified employees, meeting/exceeding industry service
standards, safety of individuals and facilities and others such as goods provision.
E. Proposals submitted by minority and/or women owned businesses will be awarded
preference points during the review and scoring process.
3. Services Required/Scope-of-Work
A. Proposer will provide a service plan for each facility that details the tasks that will be
completed and frequency (daily, weekly, monthly, quarterly, annually, as required or similar)
B. The Proposer can include a core service plan per facility with optional services available such
as carpet and upholstery shampooing/cleaning.
C. Typical tasks include, but are not limited to: emptying waste cans/changing liners as needed;
collecting recyclable materials and placing them in recycle bins/containers; cleaning and
polishing water faucets and fountains; cleaning mirrors; spot cleaning carpets, mats and walls;
cleaning and disinfecting toilets, including both sides of seats, and urinals; damp
wiping/disinfecting bathroom partitions, tile/flooring, walls, soap dispensers, towel dispensers,
sanitary napkin disposal containers/replace liners and other fixtures; cleaning and disinfecting
all sinks; fill soap dispensers; ensure seat covers and toilet paper is adequately stocked;
cleaning toilet flushometers, piping and base; polish and shine all chrome/stainless steel
fixtures; remove graffiti; spot clean interior and exterior glass; sweep and damp mop floors;
vacuum carpets and mats; carpet cleaning, floor waxing, buffing, floor wax stripping and wax re-
application; wash interior and exterior windows; dust all tables, chairs, counter tops, ledge,
panel tops, ceiling vents, shades/blinds, picture frames and other exposed furnishings; remove
smudges from counter tops and tables; clean counter in kitchens; damp wipe exterior of
refrigerator, cabinets, tables and other furnishings in kitchens/break rooms; straighten chairs in
conference, meeting and break rooms; clean kitchen/break room sinks and microwaves; sweep
and vacuum all exterior entry ways; hand handrails, baseboards and elevator control panels;
remove cobwebs; clean interior and exterior elevator cab surfaces, vacuum and spot clean
elevator floors; clean whiteboards that do not contain work; and other services. See Attachment
#3-Proposed Janitorial Service by Facility.
D. Services MUST include an initial "deep cleaning" of each facility on or before January 20,
2017,
E. Contractor to provide; all cleaning supplies, tools, equipment, cleaning rags and other items
not specifically provided by County.
F. County to provide; paper products including towels, toilet seat covers, toilet paper, hand soap
and other consumable products.
4. Cost:
A. Proposer will provide monthly and annual cost to complete the services as detailed in each
facility's service plan as well as a total combined annual cost for all facilities.
B. Proposer can include optional services that have not been included in the core service plans.
The monthly/annual or per occurrence cost must be included.
C. The County will negotiate services including tasks, costs and frequency with the selected
Contractor as a part of the contract negotiation process.
5. Timeline:
The contract for services awarded through this RFP will start on January 1, 2020 and end
December 31, 2020. The Contractor will be responsible for meeting with the Facilities Manager
or designee prior to January 1, 2020 to review the service requirements, collect keys and
access information for the facilities and provide an employee list.
6. Special Requirements for Proposal and Service Provision:
A. Mandatory Facility Tour-proposers must attend a mandatory tour of the
facilities on Tuesday, October 22nd at 2:00 PM or Thursday, October 24th at 9:00
AM.
B. Background Checks-all employees and/or other company representatives must pass a
Washington State Patrol background check prior to providing services. The Contractor must
provide copies of the reports as requested by County.
C. Uniforms and ID Badges-Contractor's employees must wear a readily identifiable company
uniform and photo ID badge.
D. Employee List-Contractor must provide the Facilities, Parks and Trails Manager or his
designee with a complete list of all individuals who will be providing janitorial services including
employee, supervisors, owner(s) and other company representatives. The Contractor must
update the list prior to allowing anyone who is not on it access to County facilities. Failure to
comply with this requirement will be subject to a penalty up to $200 per occurrence and/or
termination of the Contract without notice.
E. Lost or Mis-used Keys and Alarm Codes-Contractor must provide strict key control for any
and all County issued keys and alarm codes. A lost key may result in the need to re-key all
locks, doors and gates which the Contractor will be responsible for reimbursing the County up to
a maximum cost of$100,000. It is recommended that the Contractor include Lost Key insurance
coverage. Contractor is responsible for ensuring that employees or other company
representatives do not mis-use keys or alarm codes such as providing access to unauthorized
individuals or accessing areas where janitorial services are not required.
F. Insurance and Bonding-the Contractor will be required to provide insurance coverage
detailed at the minimum levels set forth in Attachment#1 of this RFP.
G. Inspections-the Facilities, Parks and Trails Manager or his designee will conduct inspections
of the janitorial services provided on a monthly to quarterly basis as warranted by the
Contractor's performance. Sub-standard work or skipped or missed tasks will be addressed
with the Contractor. Failure to remedy the issues in an expedient manner will have
consequence including withheld payments and/or Contract termination for cause.
H. Material Safety Data Sheets (MSDS)-Contractor must provide and have readily available
MSDS for all products used in the performance of the work. Contractor must ensure that the
MSDS sheets and other information required to do the job is provided for employees in a
language they understand.
I. Contractor must adhere to applicable federal OSHA, Washington State and Mason County
laws, policies, rules and requirements.
J. The County reserves the right to add, modify, reduce or delete work from any contracts
executed with the Contractor. The cost adjustment will be determined by the Facilities, Parks
and Trails Manager or designee and will be executed in the form of a Contract amendment.
K. The Contractor shall be responsible for determining all conditions affecting the execution of
the proposed work. This includes, but is not limited to, the location of the facilities, the time
required to perform the services, labor, supervision, materials, equipment, transportation,
uniforms, etc.
L. The Contractor and his/her employees and other company representatives shall exercise all
necessary precautions to protect pedestrian traffic and all public and private property from injury
or damage caused by the Contractor's operations. Signs, tape and/or barricades shall be used
as necessary to mark wet/waxed areas, or to indicate restrooms or other facilities are
temporarily closed for janitorial service. Any practice deemed hazardous shall be immediately
halted upon verbal or written notification.
M. The Contractor and his/her employees and other company representatives shall immediately
report any observed damage or potential hazards to the Facilities, Parks and Trails Manager or
designee or other authorized County representative. Damage and potential hazards include,
but are not limited to, broken fixtures or pipes, building or system damage or needed repairs,
HVAC issues, leaks, smells or smoke.
N. All employees and other company representatives of the Contractor must maintain a
professional appearance and demeanor.
O. It shall be the responsibility of the Contractor to ensure that his/her employees complete the
services in a manner consistent with the best management practices of the service industry, and
that they are properly trained in the safe use and application of all materials and equipment
used at County facilities. Contractor's employees may be required to have additional training for
site specific operations, including construction, hazards, preservation, safety, and/or security,
that will be agreed upon by the Facilities, Parks and Trails Manager or designee and the
Contractor at the time of contract award.
P. The work involved will often be in facilities with secured access, or areas closed to the public
except during normal business hours. The Contractor's employees shall maintain the security of
these areas by locking them immediately upon entering the facility and again when leaving the
facility after completing the janitorial services. Prior to leaving the facility, Contractor's
employees will make a final check of all windows, exterior doors, gates or other access points to
the building or site to ensure they have been locked and that all lights, except night lights, have
been turned off.
Q. For those facilities equipped with burglar or other surveillance equipment, the Contractor's
employees shall be responsible for disarming the alarm immediately upon entering the facility
and "setting" the alarm when leaving the facility. The County reserves the right to deduct
$100.00 from payments to the Contractor for each security failure that constitutes a potential
hazard to a County facility, or where a false alarm is caused as a result of Contractor's
employee not properly operating the building's security system.
R. The Contractor and his/her employees shall not remove or consume any property belonging
to the County, County employees or other contractors working for the County. This includes any
articles that may be deposited for disposal in recycling or trash containers. The Contractor and
his/her employees shall not use any County property, including computers, fitness equipment,
telephones, FAX or copy machines, ladders, lifts, tools or other equipment, without the approval
of the Facilities, Parks and Trails Manager or designee or other authorized County
representative
S. The Contractor and his/her employees shall not abuse the use of any County supplied
material or equipment. Doing so may be grounds for immediate removal of the particular
employee or, in more severe cases, termination of the Contract.
T. The Contactor shall satisfactorily complete all services as set forth in the contract. If the
Contractor fails to execute the work in accordance with the Contract, and/or a dispute arises as
to the quality and/or quantity of the work completed, the County reserves the right to withhold
payment based on the task cost per occurrence.
U. Any deficiencies in the work shall be brought to the attention of the Contractor or his/her
employees by the Facilities, Parks and Trails Manager or designee or other authorized County
representative. To the extent possible, the Contractor or his/her employees shall correct
deficiencies on the same day or the following workday. When noted deficiencies have been
corrected to the satisfaction of the Facilities, Parks and Trails Manager or designee the
completed work shall be considered acceptable unless the same or similar deficiencies occur on
a continuous basis.
V. No cost increases will be allowed during the first term of the contract. Costs may be
negotiated annually if the County elects to renew the contract as allowed per the contract.
W. Mason County is a drug-free, smoke-free campus. Contractor will ensure that employees
comply with these requirements.
X. Contractor will be responsible for ensuring that employees and other representatives of the
Company do not enter areas where "Do Not Enter" signs have been posted particularly in the
County's courthouses.
Y. Contractor must ensure that employees are able understand written and oral instructions as
provided by County staff and representatives as well as being able to relay requests and notices
such as supplies or repairs needed.
7. Type and Duration of Contract:
A. Services will be secured with a Mason County Professional Services Contract.
B The initial contract performance period will be for one (1) year. The Facilities, Parks and
Trails Manager will have the option of extending the Contract up to three (3) additional years
based on the Contractor's performance. See Attachment#1 for general terms and conditions.
C. The County reserves the right to award contracts to multiple providers.
8. Proposal Requirements:
The Proposal must be submitted on letter size paper with type that is a minimum of 11 point
font, not exceed 10 pages in length (not including the Service Plans by Facility as detailed in
Attachment#3) and contain the following components:
A. Name of company or individual, address, telephone number and e-mail address submitting
the proposal as well as a designated contact person with their telephone number and e-mail
address if different than the Company's.
B. Detailed description of skills, experience and ability to provide janitorial services for multiple
public access facilities with square footage estimated at less than 108,000 square feet.
C. Identification and designation of roles/responsibilities of supervisory and management staff
including their experience.
D. A minimum of three client references including type and size of facility(ies) served, dates,
contact info and description.
E. Service plan including cost per facility that: details the types of janitorial services to be
provided at each facility, frequency (daily, weekly, monthly yearly, as required or similar) utilizing
the form provided in Attachment#3. Proposer must state which locations are included in the
proposal, Shelton or Belfair or both.
F. Proposer must clearly detail any exceptions to any terms and conditions detailed in the RFP
including Attachments #1 or#2.
G. Proposers are to refrain from submitting proposals that will not be easily duplicated such as
those with spiral binding, photos or over-sized paper.
9. Proposal Submission:
A. Proposals can be e-mailed to KFrazier@co.mason.wa.us or mailed or hand delivered to
Mason County, Attn: Janitorial RFP Proposal, 411 N 5th Street, Shelton, WA 98584.
B. Hard copy proposals are to be secured with a single staple.
C. Proposals should not to include pictures or brochures.
D. Proposals must be received by 12:00 noon on November 6, 2019. Late submission will be
automatically disqualified from review.
10. Request for Proposal Process and Timeline:
Proposals will be reviewed and scored by a Committee designated by the Facilities Manager.
Proposals Due: Wednesday, November 6th before 12:00 noon
Anticipated Award Announcement: November 15, 2019
Anticipated Contract Start Date: January 1, 2020
Contract End Date: December 31, 2020
11. Proposal Evaluation Criteria:
A. Technical Review-Proposals will be reviewed to ensure that they meet the specifications as
detailed in this RFP. Proposals that do not meet the requirements will not be scored and will be
removed from further consideration.
B. Proposals that pass the technical review will be scored by a Review Committee based on
the following criteria-note, the County reserves the right to chan a criteria without notice:
Rated from 1-7 with 1 being the
Proposal Components lowest and 7 the highest
1. Experience:
Years in business under current company name 1 2 3 4 5 6 7
Experience servicing public access facilities 1 2 3 4 5 6 7
Experience servicing accounts 100,000 sq. ft or larger 1 2 3 4 5 6 7
Quality of services provided in Mason County 1 2 3 4 5 6 7
Number of current commercial accounts 1 2 3 4 5 6 7
2. Capabilities:
Number of employees 1 2 3 4 5 6 7
Employee supervision 1 2 3 4 5 6 7
Employee training 1 2 3 4 5 6 7
Quality Assurance 1 2 3 4 5 6 7
Capabilities of key staff 1 2 3 4 5 6 7
Employee and facility safety 1 2 3 4 5 6 7
3. Proposed Service Plans and Costs:
SHELTON
Building 1- 411 North 5th Street
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 2-410 North 4th Street
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 3-426 West Cedar Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 4-303 North 4th Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 5-521 West Alder Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Buildin 6-414 North 5th Street
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 7-521 North 4th Street
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 8-615 West Alder Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Building 9-423 North 5th Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs
1 2 3 4 5 6 7
Sheriff's Office-322 North 3rd Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Courthouse-419 North 4th Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Public WorksBuildin 1-100 West Public Works Drive 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Public WorksBuildin 2-100 West Public Works Drive 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Memorial Hall 210 West Franklin Street 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
BELFAIR: 1 2 3 4 5 6 7
Sheriff's North Precinct 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
Public Works 1 2 3 4 5 6 7
Proposed level of services 1 2 3 4 5 6 7
Proposed frequency of services 1 2 3 4 5 6 7
Costs 1 2 3 4 5 6 7
4. Minority or Women owned entity? No = 0; Yes = 7 0 7
Total Score
C. The County reserves the right to make minor changes to the RFP without notification.
D. The County reserves the right to elect not to make an award from this RFP.
F. The County reserves the right to negotiate services, terms, requirements and other
components with the apparently successful proposer.
F. The County reserves the right to require additional information from any and all proposers
prior to making a selection decision.
G. The County will reject proposals that don't meet the stated qualifications and proposal
requirements.
H. On-site interviews may be required.
12. Contact Information:
Kelly Frazier
Mason County Facilities Manager
411 N.5th Street
Shelton, WA 98584
Phone: 360-427-9670 Ext. 519
E-mail: KFrazier@co.mason.wa.us
Mason County
Request for Proposals
for
Janitorial Services
Attachment#1-General Terms and Conditions
These general terms and conditions are representative of the County's Professional Service
Contract requirements. This is not a complete list and it is subject to change without notice.
Independent Contractor:
CONTRACTOR's services shall be furnished by the CONTRACTOR as an independent
contractor, and nothing herein contained shall be construed to create a relationship of employer-
employee. All payments made hereunder and all services performed shall be made and
performed pursuant to this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit B Compensation and the CONTRACTOR is not entitled to any benefits including, but not
limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance
benefits, or any other rights or privileges afforded to employees of COUNTY. The
CONTRACTOR represents that he/she/it maintains a separate place of business, serves clients
other than COUNTY, will report all income and expense accrued under this CONTRACT to the
Internal Revenue Service, and has a tax account with the State of Washington Department of
Revenue for payment of all sales and use and Business and Occupation taxes collected by the
State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
Labor Standards:
CONTRACTOR agrees to comply with all applicable state and federal requirements, including
but not limited to those pertaining to payment of wages and working conditions, in accordance
with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY.
Non-Discrimination in Employment:
COUNTY's policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Confidentiality:
CONTRACTOR, its employees, sub-contractors, and their employees shall maintain the
confidentiality of all information provided by COUNTY or acquired by CONTRACTOR in
performance of this CONTRACT, except upon the prior written consent of COUNTY or an order
entered by a court after having acquired jurisdiction over COUNTY. CONTRACTOR shall
immediately give to COUNTY notice of any judicial proceeding seeking disclosure of such
information. CONTRACTOR shall indemnify and hold harmless COUNTY, its officials, agents
or employees from all loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision.
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR's strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR 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 obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting therefrom) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR's or its subcontractors' use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR's compensation, and have been
mutually negotiated by the parties.
Participation by County— No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR's indemnity obligations under this CONTRACT.
Survival of CONTRACTOR's Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR's indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR's indemnity obligations to COUNTY.
E-Verify:
The E-Verify contractor program for Mason County applies to contracts of$100,000 or more
and subcontracts for$25,000 or more if the primary contract is for $100,000 or more.
CONTRACTOR represents and warrants that it will, for at least the duration of this CONTRACT,
register and participate in the status verification system for all newly hired employees. The term
"employee" as used herein means any person that is hired to perform work for Mason County.
As used herein, "status verification system" means the Illegal Immigration Reform and
Immigration Responsibility Act of 1996 that is operated by the United States Department of
Homeland Security, also known as the E-Verify Program, or any other successor electronic
verification system replacing the E-Verify Program. CONTRACTOR agrees to maintain records
of such compliance and, upon request of the COUNTY, to provide a copy of each such
verification to the COUNTY. CONTRACTOR further represents and warrants that any person
assigned to perform services hereunder meets the employment eligibility requirements of all
immigration laws of the State of Washington. CONTRACTOR understands and agrees that any
breach of these warranties may subject CONTRACTOR to the following: (a) termination of this
CONTRACT and ineligibility for any Mason County Contract for up to three (3) years, with notice
of such cancellation/termination being made public. In the event of such
termination/cancellation, CONTRACTOR would also be liable for any additional costs incurred
by the COUNTY due to contract cancellation or loss of license or permit." CONTRACTOR will
review and enroll in the E-Verify program through this website: www.uscis.gov
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY's option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with CONTRACT Exhibit A Scope-of-
Services and Exhibit B Compensation. An equitable adjustment in the CONTRACT price for
partially completed items of work will be made, but such adjustment shall not include provision
for loss of anticipated profit on deleted or uncompleted work. Termination of this CONTRACT
by COUNTY at any time during the term, whether for default or convenience, shall not constitute
breach of CONTRACT by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with CONTRACT Exhibit A Scope-of-Services and Exhibit B Compensation.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in order
that such matters may be settled or other appropriate action promptly taken. For objections that
are not made in the manner specified and within the time limits stated, the records, orders,
rulings, instructions, and decisions of the Administrative Officer shall be final and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may be
payable, or to extension of time for (1) any act or failure to act by the Administrative Officer of
COUNTY, or (2) the happening of any event or occurrence, unless the CONTRACTOR has
given COUNTY a written Notice of Potential Claim within ten (10) days of the commencement of
the act, failure, or event giving rise to the claim, and before final payment by COUNTY. The
written Notice of Potential Claim shall set forth the reasons for which the CONTRACTOR
believes additional compensation or extension of time is due, the nature of the cost involved,
and insofar as possible, the amount of the potential claim. CONTRACTOR shall keep full and
complete daily records of the work performed, labor and material used, and all costs and
additional time claimed to be additional.
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the work
from which the claim arose, and before final payment by COUNTY, the CONTRACTOR has
given COUNTY a detailed written statement of each element of cost or other compensation
requested and of all elements of additional time required, and copies of any supporting
documents evidencing the amount or the extension of time claimed to be due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Mason County
Request for Proposals
for
Janitorial Services
Attachment#2-Insurance and Bonding Requirements
A. MINIMUM Insurance Requirements:
1. Commercial General Liability Insurance using Insurance Services Office "Commercial
General Liability" policy form CG 00 01, with an edition date prior to 2004, or the exact
equivalent. Coverage for an additional insured shall not be limited to its vicarious liability.
Defense costs must be paid in addition to limits. Limits shall be no less than $1,000,000 per
occurrence for all covered losses and no less than $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage, including without limitation, blanket contractual
liability.
2. Workers' Compensation on a state-approved policy form providing statutory benefits as
required by law with employer's liability limits no less than $1,000,000 per accident for all
covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000 per
accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement may be
satisfied by a non-owned auto endorsement to the general liability policy described above. If
CONTRACTOR or CONTRACTOR's employees will use personal autos in any way on this
project, CONTRACTOR shall obtain evidence of personal auto liability coverage for each such
person.
4. Employee Dishonesty coverage endorsed for third party fidelity coverage for COUNTY or
endorsed to cover County Property with limits not less than $1,000,000 per occurrence and
$2,000,000 aggregate.
5. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such policy
or policies shall include as insureds those covered by the underlying policies, including
additional insureds. Coverage shall be "pay on behalf', with defense costs payable in addition to
policy limits. There shall be no cross liability exclusion precluding coverage for claims or suits by
one insured against another. Coverage shall be applicable to COUNTY for injury to employees
of CONTRACTOR, subcontractors or others involved in the Work. The scope of coverage
provided is subject to approval of COUNTY following receipt of proof of insurance as required
herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY prior to CONTRACT start date.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement CG
20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all contractors,
subcontractors, and anyone else involved in this CONTRACT on behalf of the CONTRACTOR
(hereinafter"indemnifying parties") to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits of
coverage that may affect COUNTY's protection without COUNTY's prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages required
and, b) an additional insured endorsement to CONTRACTOR's general liability policy using
Insurance Services Office form CG 20 10 with an edition date prior to 2004. CONTRACTOR
agrees, upon request by COUNTY to provide complete, certified copies of any policies required
within 10 days of such request. COUNTY has the right, but not the duty, to obtain any insurance
it deems necessary to protect its interests. Any premium so paid by COUNTY shall be charged
to and promptly paid by CONTRACTOR or deducted from sums due CONTRACTOR. Any
actual or alleged failure on the part of COUNTY or any other additional insured under these
requirements to obtain proof of insurance required under this CONTRACT in no way waives any
right or remedy of COUNTY or any additional insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a primary
non-contributing basis in relation to any other insurance or self-insurance available to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying party
to self- insure its obligations to COUNTY. If CONTRACTOR's existing coverage includes a self-
insured retention, the self-insured retention must be declared to the COUNTY. The COUNTY
may review options with CONTRACTOR, which may include reduction or elimination of the self-
insured retention, substitution of other coverage, or other solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or terminated
for any reason. Termination of this obligation is not effective until COUNTY executes a written
statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader than
as outlined above, those higher limits and broader coverage shall be deemed to apply for the
benefit of any person or organization included as an additional insured and those limits shall
become the required minimum limits of insurance in all Paragraphs and Sections of this
CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and approved of
in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a minimum
A.M. Best rating of A-:VII.
13. All insurance coverage and limits provided by CONTRACTOR and available or applicable to
this agreement are intended to apply to the full extent of the policies. Nothing contained in this
CONTRACT limits the application of such insurance coverage.
14. CONTRACTOR agrees require insurers, to provide notice to COUNTY thirty (30) days prior
to cancellation of such liability coverage or of any material alteration or non-renewal of any such
coverage, other than for non-payment of premium. CONTRACTOR shall assure that this
provision also applies to any subcontractors, joint ventures or any other party engaged by or on
behalf of contractor in relation to this agreement. Certificate(s) are to reflect that the issuer will
provide thirty (30) days' notice to COUNTY of any cancellation of coverage.
15. COUNTY reserves the right at any time during the term of the CONTRACT to change the
amounts and types of insurance required by giving the CONTRACTOR ninety (90) days
advance written notice of such change. If such change results in substantial additional cost to
the CONTRACTOR, the COUNTY and CONTRACTOR may renegotiate CONTRACTOR's
compensation.
16. Requirements of specific coverage features are not intended as limitation on other
requirements or as waiver of any coverage normally provided by any given policy. Specific
reference to a coverage feature is for purposes of clarification only as it pertains to a given issue
and is not intended by any party or insured to be all-inclusive.
17. CONTRACTOR agrees to provide immediate notice to COUNTY of any claim or loss against
CONTRACTOR arising out of the work performed under this agreement. COUNTY assumes no
obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of
any such claim or claims if they are likely to involve COUNTY.
D. Bonding Requirements:
CONTRACTOR will provide COUNTY with a $10,000 Performance Bond or letter of credit from
a bank or other approved financial institution. Said bond or letter of credit will be provided to
COUNTY prior to CONTRACT start date.
Mason County
Request for Proposals
for
Janitorial Services
Attachment#3-Proposed Janitorial Service Plan by Facility
Service Plan:
1. Submit a Service Plan for each facility.
2. Detail tasks by frequency completed.
A. If a task is completed less frequently than daily but more frequently than weekly, enter it in
the "Weekly" section of the Service Plan with the frequency in (parenthesis) after the task.
Example:
Weekly:
Dust tables and counters (three times per week, two times per week, etc)
B. If a task is completed less frequently than weekly but more frequently than monthly, enter it in
the "Monthly" section of the Service Plan with the frequency in (parenthesis) after the task.
Example:
Monthly:
Dust Ledges and Baseboards (every other week; twice per month, etc)
C. If a task is completed less frequently than monthly but more frequently than quarterly, enter it
in the "Quarterly" section of the Service Plan with the frequency in (parenthesis) after the task.
Example:
Quarterly:
Wash interior windows (every other month; every six weeks, etc)
D. If a task is completed less frequently than quarterly but more frequently than annually, enter it
in the "Annually" section of the Service Plan with the frequency in (parenthesis) after the task.
Example:
Annually:
Wash exterior windows (twice per year; every four months, etc).
3. Core and Optional Tasks:
Proposer can detail core tasks with optional additional tasks as long as the cost of the core
tasks and each optional task is clearly defined.
4. Costs:
A. Monthly cost can be detailed per task per frequency with a total cost for the entire facility on
an annual basis. -OR- With the monthly total of all the tasks detailed under each service
frequency (initial deep clean, daily, weekly, monthly, quarterly and annually) with a total cost for
the entire facility on an annual basis (remove the "$" on each task line if choosing this option
leaving a "$" only on the monthly cost per services frequency line)
5. Form:
A. Alternative forms of the Service Plan is allowed as long as all the required information has
been included.
B. Table rows/lines can be added or deleted as needed.
C. This form is available digitally. To request, send an e-mail to Kelly Frazier at
KFrazier@co.mason.wa.us.
Proposed Janitorial Service Plan for Mason County
Facility: Enter facility here as it appears in the RFP-Section 1
Tasks Cost
Initial Deep Clean:
$
$
Total Cost for Initial Deep Clean $
Dail
$
$
$
$
Total Monthly Cost for Daily Tasks $
Weekly:
$
$
Total Monthly Cost for Weekly Tasks $
Monthly:
$
$
Total Monthly Cost for Monthly Tasks $
Quarterly:
$
$
Total Monthly Cost for Quarterly Tasks $
Annually:
$
$
$
Total Monthly Cost for Annual Tasks $
TOTAL ANNUAL COST FOR FACILITY $
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Jennifer Beierle
DEPARTMENT: Support Services EXT: 532
BRIEFING DATE: September 16, 2019
PREVIOUS BRIEFING DATES: N/A
ITEM: Mason County Monthly Financial Report: August 2019
EXECUTIVE SUMMARY:
Review of Cash Balances, and Current Expense Revenues and Expenditures through August of 2019.
BUDGET IMPACTS: N/A
RECOMMENDED OR REQUESTED ACTION: N/A
ATTACHMENTS: Mason County Monthly Financial Report: August 2019
J:\Budget Office\Briefing,Agenda,&Public Hearing Items\2019\Briefmg Summary 9.16.2019-August 2019
Financial Report.doc
A
MASON COUNTY MONTHLY
1854 AUGUST 2019
FINANCIAL REPORT
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 1
pT1 cnL
MASON COUNTY MONTHLY
FINANCIAL REPORT AUGUST 2019
/N t!
2018 vs 2019 Current Expense Revenue Comparison
Revenue Revenue
Collected % Collected Actual dif 2018
Department Name 2018 Budget Through End of Uncollected 2018 2019 Budget Through End of Uncollected %2019 vs 2019
Month Revenue Month Revenue
WSU Extension $ 33,868 $ 29,517 $ (4,351) 87% $ 20,440 $ 22,286 $ 1,846 109% $ (7,231)
Assessor 8,815 3,319 (5,496) 38% 6,000 9,417 3,417 157% 6,098
Auditor 744,371 467,163 $ (277,208) 63% 744,371 443,402 $ (300,969) 60% (23,761)
Emergency Management 156,830 35,388 (121,442) 23% 83,207 24,624 (58,583) 30% (10,764)
Facilities&Grounds - 400 $ 400 0% - 400 $ 400 0%
Human Resources - 7,190 7,190 0% - 2,166 2,166 0% (5,025)
Clerk 351,420 213,065 $ (138,355) 61% 308,825 257,870 $ (50,955) 84% 44,806
Commissioners 2,448 1,638 (810) 67% 824 669 (155) 81% (969)
Support Services 700 4,811 $ 4,111 687% 700 1,995 $ 1,295 285% (2,816)
District Court 1,003,481 730,546 (272,935) 73% 893,787 689,146 (204,641) 77% (41,400)
Community Development 1,640,810 1,239,801 $ (401,009) 76% 1,667,810 1,362,025 $ (305,785) 82% 122,224
Parks&Trails 72,200 61,855 (10,345) 86% 42,200 23,702 (18,498) 56% (38,153)
Juvenile Court Services 984,949 726,447 $ (258,502) 74% 1,026,628 797,197 $ (229,431) 78% 70,750
Prosecutor 177,793 109,703 (68,091) 62% 182,232 111,267 (70,965) 61% 1,564
Child Support Enforcement 275,503 114,207 $ (161,296) 41% 206,367 96,349 $ (110,018) 47% (17,858)
Coroner 39,000 26,240 (12,760) 67% 39,000 32,020 (6,980) 82% 5,780
Sheriff 1,152,019 685,456 $ (466,563) 60% 1,164,692 800,057 $ (364,635) 69% 114,601
Indigent Defense 223,493 102,685 (120,808) 46% 204,767 112,694 (92,073) 55% 10,009
Superior Court 76,358 29,522 $ (46,836) 39% 48,550 25,889 $ (22,661) 53% (3,633)
Family Court 2,500 1,856 (644) 74% 2,500 1,640 (860) 66% (216)
Therapeutic Court 281,744 113,305 $ (168,439) 40% 575,241 166,661 $ (408,580) 29% 53,356
Murder Expenditures - - - 0% - - - 0% -
Treasurer 23,758,359 16,543,218 $ (7,215,141) 70% 24,726,117 17,232,509 $ (7,493,608) 70% 689,291
Indirect Payments from Other Funds 3,917,846 1,764,201 (2,153,645) 45% 3,923,478 2,263,539 (1,659,939) 58% 499,338
Totals $ 34,904,507 $ 23,011,531 $ (11,892,976) 66% $ 35,867,736 $ 24,477,523 $ (11,390,213) 68% $ 1,465,992
Unaudited *Benchmark for Month is 67%
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 2
MASON COUNTY MONTHLY AUGUST 2019
w, FINANCIAL REPORT
Treasurer Department Receipts
Treasurer#001-260-000 2018 Budget 2018 YTD This Month %2018 2019 Budget 2019 YTD This Month %2019
REAL&PERSONAL PROPERTY TAXES 9,994,965 5,644,328 62,304 56% 10,169,566 5,923,592 68,003 58%
SALES TAX TITLE PROPERTY - 0 0% - 249 35 0%
LOCAL RETAIL SALES&USE TAX 5,000,000 3,413,077 534,629 68% 5,225,000 3,874,272 614,830 74%
LOCAL PUBLIC SAFETY-CITY 35,000 25,322 3,459 72% 37,000 33,383 4,570 90%
CRIMINALJUSTICE 550,000 416,570 62,891 76% 600,000 496,269 75,318 83%
LEASEHOLD EXCISE TAX 25,000 18,918 6,324 76% 35,000 17,930 5,913 51%
FOREST EXCISE TAX - 358,585 157,151 0% - 360,646 134,739 0%
FRANCHISE FEES 500,000 380,384 50,137 76% 510,000 378,959 46,499 74%
PAYMENT IN LIEU OF TAX/B OF L 250,000 431,129 0 172% 275,000 288,550 0 105%
PUD PRIVILEGE TAX 700,000 734,620 0 105% 700,000 723,453 0 103%
DNR OTHER TRUST 2 100 63 (87) 63% 100 288 0 288%
CITY-COUNTY ASSISTANCE 875,000 618,286 0 71% 1,362,676 709,170 0 52%
DNR PILT NAP/NRCA 4,000 87 87 2% 4,000 - 0 0%
CRIMINALJUSTICE-COUNTIES 1,072,924 499,851 0 47% 680,000 515,831 0 76%
ADULT COURT COST-JUVENILE OFFE 5,500 3,197 384 58% 5,000 3,126 412 63%
CRIMINALJST-MARIJUANA ENFORCE 18,300 68,226 0 373% 85,000 40,761 0 48%
DUI-OTHER CRIMINAL JUSTICE A 50,300 11,412 0 23% 15,400 10,946 0 71%
LIQUOR/BEER EXCISE TAX 95,000 132,084 0 139% 116,920 90,512 0 77%
LIQUOR CONTROL BOARD PROFITS 200,000 51,141 0 26% 205,000 100,445 0 49%
IN LIEU OF-CITY OF TACOMA 175,000 143,314 47,926 82% 175,000 132,314 33,078 76%
PAYMNT FOR SRVCS-MASON LK DIST 475 500 0 105% 475 573 0 121%
PAYMNT FOR SRVCS-ISLAND LK FND 75 120 0 160% 100 120 0 120%
CHARGES FOR SRVCS-MACECOM 1,500 1,396 0 93% 1,400 1,316 0 94%
RETURNED REMITTANCE(NSF)FEES 2,000 1,720 280 86% 2,400 1,600 120 67%
REET COLLECTION FEES 90,000 83,188 13,652 92% 100,000 81,014 11,353 81%
REET COLLECTIONS COSTS 8,500 6,190 947 73% 9,000 5,950 925 66%
TREAS.FIRE PROTECTION ASSESSM 14,700 9,895 127 67% 15,000 10,120 115 67%
TREAS OTHER WORD PROCESSING - 458 133 0% 400 276 36 69%
PUBLIC DISCLOSURE CHGS SRVCS - - 0 0% 10 106 0 1063%
DATA PROCESSING SERVICES 1,500 1,500 100 100% 2,000 1,501 100 75%
3
Treasurer Department Receipts
Treasurer#001-260-000 2018 Budget 2018 YTD This Month %2018 2019 Budget 2019 YTD This Month %2019
GAMBLING TAX PENALTY 1,028 628 0% 628 100 0%
REAL&PERSONAL PENALTY 24,909 8,343 0% 158,749 11,248 0%
PERSONAL PROP FILING PEN - 14,224 987 0% - 15,432 4,388 0%
PENALTY ON REAL&PERSONAL PRO 350,000 199,506 5,720 57% 350,000 99,329 1,853 28%
FAILURE TO LIST PERSONAL PROP 14,000 1,476 124 11% 5,000 1,574 178 31%
INTEREST&OTHER EARNINGS 300,000 397,616 60,410 133% 600,000 595,500 74,782 99%
INVESTMENT SERVICE FEES(TREAS. 15,000 16,079 2,338 107% 24,000 17,522 2,233 73%
INT.ON CONT.NOTES-ACCTS.HELD,S 5,000 6,772 1,407 135% 8,500 11,992 1,848 141%
LEASEHOLD EXCISE TAX INTEREST - 4 1 0% - 7 2 0%
EXCISE INTEREST 49 1 0% 50 114 11 228%
INV PURCHASED INT - (6,887) (3,411) 0% - (1,990) 2,795 0%
INTEREST ON DELINQUENT PR TAX 650,000 401,939 21,567 62% 650,000 441,709 20,550 68%
RENTS/LEASES-DNR TRUST 21,000 15,966 5,474 76% 500,000 18,979 4,127 4%
RENTS/LEASES-DNR TMBR TRUST 1 250,000 839,944 67,651 336% - 479,596 0 0%
UNCLAIMED MONEY/PROCEEDS-SALES - 25,430 0 0% - 102,248 0 0%
TREASURER TAX FORECLOSURE TRUST 18,000 - 0 0% 32,000 - 0 0%
CASHIER'S OVERAGES AND SHORTAG 10 (82) (11) -818% 10 (395) (6) -3946%
TAX DISTRIBUTION ROUNDING 10 (1) 0 -13% 10 (0) (0) -3%
MISCELLANEOUS-OTHER REVENUE - 443 0 0% - 108 0 0%
ROAD DIVERSION 2,160,000 1,248,629 13,765 58% 2,160,000 1,282,933 15,360 59%
SALE OF TAX TITLE PROPERTY - 0 0% - 59 8 0%
LEASEHOLD EXCISE TAX 2,500 3,792 1,253 152% S,ODO 1,877 1,347 38%
TIMBER EXCISE TAX 250,000 87,100 38,172 35% 53,000 85,946 32,110 162%
DNR OTHER TRUST 2 - 119 83 0% 50 69 0 137%
OTHER INT-DNR INTEREST - 4,148 4,097 0% 50 83 38 166%
RENTS&LEASES/DNR OTHR TRST 1 50,000 205,456 13,637 411% 2,500 117,167 985 4687%
SPACE AND FACILITIES LEASES 3,000 0 0% 4,500 - 0 0%
Grand Total $23,758,359 $16,543,218 $1,182,6801 70% I $24,726,117 $17,232,509 $1,170,002 70%
Unaudited*Benchmark for Month is 67%
4
MASON COUNTY MONTHLY FINANCIAL AUGUST 2019
REPORT
2018 vs 2019 Expenditure Comparison for Current Expense
Expenditures Expenditures Unexended
Actual dlf
Department Name 2018 Budget through End of Unexended %2018 2019 Budget through End of Budget %2019
zots vs 2019
Month Budget Authority Month Authority
WSU Extension 236,934 $ 128,218 $ 108,716 54% 259,872 $ 150,858 $ 109,014 58% 22,640
Assessor 1,159,421 774,474 384,947 67% 1,334,071 834,010 500,061 63% 59,535
Auditor 1,237,782 787,689 450,093 64% 1,345,142 866,328 478,814 64% 78,640
Emergency Management 291,473 222,539 68,934 76% 211,056 169,239 41,817 80% (53,301)
Facilities&Grounds 1,017,601 641,600 376,001 63% 1,179,000 719,364 459,636 61% 1 77,764
HR/Risk Mngt 720,050 400,686 319,364 56% 738,873 439,672 299,201 60% 38,986
LEOFF 65,600 56,847 8,753 87% 65,600 47,981 17,619 73% (8,866)
Clerk 895,518 565,760 329,758 63% 1,007,346 633,145 374,201 63% 67,384
Commissioners 341,240 223,479 117,761 65% 356,881 221,792 135,089 62% (1,687)
Support Services 514,739 268,232 246,507 52% 527,667 337,140 190,527 64% 68,908
District Court 1,127,960 716,167 411,793 63% 1,263,137 716,583 546,554 57% 416
Community Development 2,032,165 1,232,510 799,655 61% 2,193,111 1,276,880 916,231 58% 44,370
Parks&Trails 379,658 251,355 128,303 66% 489,787 343,891 145,896 70% 92,537
Juvenile Court Services 1,787,777 1,082,241 705,536 61% 1,867,831 1,128,865 738,966 60% 1 46,624
Prosecutor 1,525,057 909,981 615,076 60% 1,647,636 857,826 789,810 52% (52,155)
Child Support Enforcement 275,503 119,071 156,432 43% 210,020 113,992 96,028 S4% (5,080)
Coroner 302,958 199,436 103,522 66% 310,249 208,795 101,454 67% 9,360
Sheriff 10,419,596 6,807,123 3,612,473 65% 10,613,557 6,861,968 3,751,589 65% 54,845
Traffic Policing 2,160,000 1,308,423 851,577 61% 2,214,252 1,371,033 843,219 62% 62,610
Courthouse Security 167,240 106,185 61,055 63% 170,740 103,662 67,078 61% (2,523)
Indigent Defense 849,360 641,117 208,243 75% 1,006,254 630,812 375,442 63% (10,304)
Superior Court 855,792 549,660 306,132 64% 903,142 564,267 338,875 62% 14,607
Family Court 2,500 1,848 653 74% 2,500 2,450 SO 98% 603
Therapeutic Court 281,744 155,894 125,850 55% 578,982 264,538 314,444 46% 108,644
Murder Expenditures 50,000 13,541 36,459 27% 50,000 21,543 28,457 43% 8,002
Treasurer 727,704 452,179 275,525 62% 806,712 513,842 292,870 64% 61,662
Non Departmental 3,845,440 1,740,763 2,104,677 45% 3,958,247 1,800,896 2,157,351 45% 60,133
Transfers Out to Other Funds 965,950 613,160 352,790 63% 818,869 718,107 100,762 88% 104,947
Totals $ 34,236,762 $ 20,970,181 $ 13,266,581 61% $ 36,130,534 $ 21,919,481 $14,211,053 61% 949,300
law 4�
71
Unaudited *Benchmarkfor Month is 67%
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 5
�. : AUGUST 2019
Six Year Current Expense Specific Revenue Streams Comparison
8131/2014 8/31/2015 11 8/31/2016 1 8/31/2017 8/31/2018 8/31/2019
Community Development Revenues 1,025,462 1,056,870 1,355,288 1,111,140 1,239,801 1,362,025
Swift& Certain Revenue 150,000 325,974 125,840 14,683 17,908 11,050
Current Expense Property Taxes 5,165,082 5,303,059 6,428,687 5,665,627 5,644,328 5,923,592
Road Diversion Property Tax 686,603 868,278 704,828 884,907 1,248,629 1,282,933
County Road Property Tax 4,761,821 4,701,679 3,885,672 4,836,777 4,982,812 5,256,400
Current Expense Sales Tax 2,409,754 2,841,357 2,887,461 3,163,710 3,413,077 3,874,272
Criminal Justice Taxes/Entitlements 841,359 862,327 896,742 928,161 999,256 1,066,933
Rural Sales & Use Tax Fund $ 325,283 $ 368,498 $ 378,253 $ 411,671 $ 441,127 $ 525,238
600,000
450,000 -
300,000 --- --- - - - -
150,000 - - . _ _ -
Com Srvcs-Homelessess Preven Filings 213,526 230,835 255,220 295,015 358,731 449,943
450.000 -- -
300.000 -- -
150.000
Lodging (Hotel/Motel) Tax 164,097 186,232 212,891 214,452 250,862 309,959
400,000 T-
300'000
-300,000
200,000 -- - -
100,000 -
L- -
REET 1 Excise Tax Only 339,193 443,678 519,558 730,442 846,883 823,788
REET 2 Excise Tax Only 339,193 443,678 519,558 730,442 846,883 823,788
1,000,000 _- --. _ _. - _. -
800.000
e00'000
400,000
200.000
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 6
AUGUST
MASON COUNTY MONTHLY
FINANCIAL REPORT 2019
REVENUE MONTH 12018 REVENUE 1 2019 REVENUE DIFFERENCE
JANUARY $ 372,449.24 $ 417,707.75 $ 45,258.51
FEBRUARY $ 479,665.97 $ 522,335.70 $ 42,669.73
MARCH $ 359,008.50 $ 415,075.81 $ 56,067.31
APRIL $ 336,177.46 $ 367,492.05 $ 31,314.59
MAY $ 462,937.56 $ 530,280.53 $ 67,342.97
JUNE $ 412,828.00 $ 489,373.95 $ 76,545.95
JULY $ 455,381.25 $ 517,176.50 $ 61,795.25
AUGUST $ 534,629.02 $ 614,829.65 $ 80,200.63
SEPTEMBER $ 525,946.26 $ (525,946.26)
OCTOBER $ 528,278.70 $ (528,278.70)
NOVEMBER $ 515,097.65 $ (515,097.65)
DECEMBER $ 505,370.89 $ (505,370.89)
TOTAL COLLECTED REVENUE $ 5,487,770.50 $ 3,874,271.94 Projected END OF YEAR REVENUE
REVENUE BUDGETED $ 5,000,000.00 $ 5,225,000.00 $ 5,767,366.01
Yet to be Collected $ (1,350,728.06)
ANTICIPATED INCREASE $ 542,366.01
PRIOR MONTH 12 MO.ROLLING AVG CHANGE 9.9%-
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 7
.pI oopNrA
/RSJ
-A-U- EiUST 2019Six Year Financial •
Current Expense Recap 8/31/2014 8/31/2015 8/31/2016 8/31/2017 8/31/2018 8/31/2019
Account Receivable from Belfair Sewer 1,200,000
General Fund Operating Reserves 6,520,791
Contingency Reserve 1,000,000
Technology Replacement Reserves 200,000
Equipment&Vehicle Replacement Reserves 525,000
Accrued Leave Reserve 520,000
Current Expense Unreserved Cash 1,844,606
This Month Current Expense Cash $ 8,397,491 $ 8,777,995 $ 5,576,937 $ 4,094,449 $ 6,292,812 $ 10,610,397
Adopted Budget on December 31st 33,809,280 36,198,316 40,787,973 38,545,163 36,930,990 41,404,349
Supplemental Appropriations - - 4,950 654,840 1,035,267 250,106
Total Budget including Supplementals $ 33,809,280 $ 36,198,316 $ 40,792,923 $ 39,200,003 $ 37,966,257 $ 41,654,455
Budgeted Beginning Fund Balance 6,800,000 7,234,903 8,019,728 7,309,944 3,061,750 5,786,719
Budgeted Ending Fund Balance 5,239,165 4,315,462 4,019,489 4,801,241 3,729,495 5,523,921
Revenue Budgets 27,009,280 28,649,671 32,773,195 31,890,059 34,904,507 35,867,736
Revenues thru This Month of each year 18,963,593 20,077,351 20,888,944 21,789,134 23,011,531 24,477,523
Budgeted Revenues Received 70% 70% 64% 68% 66% 68%
Expenditure Budgets 28,570,115 31,882,854 36,773,434 34,434,450 34,236,762 36,130,534
Expenditures thru This Month of each year, 17,464,893 19,413,215 22,479,055 21,356,172 20,970,181 21,919,481
Budgeted Expenditures Expended 1 61% 61% 61% 62% 61% 61%
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 8
��90N CppNT
A
rs AUGUST 2019
Special Fund Cash Balances 8/31/2014 8/31/2015 8/31/2016 8/31/2017 8/31/2018 8/31/2019
Rural County Sales&Use Tax Fund(.09) $ 442,487 $ 507,202 $ 407,929 $ 407,194 $ 440,214 $ 598,752
Auditor's O&M 396,435 313,021 256,386 251,127 283,650 291,027
County Roads Fund 6,861,860 7,993,041 10,398,474 10,169,753 9,575,427 10,547,630
Paths&Trails 204,818 216,178 228,081 240,685 254,797 266,459
Election Equipment Holding 195,326 206,309 255,183 268,636 163,177 170,061
Crime Victims 261,302 253,444 224,821 229,919 212,392 196,639
Victim Witness Activities 58,414 63,302 91,635 51,889 26,740 27,063
Historical Preservation Fund 84,142 52,376 35,710 38,740 48,176 33,605
Community Support Services Fund 384,193 362,303 462,855 500,860 682,897 800,557
Abatement/Repair/Demolition Fund 264,735 267,075 266,062 267,860 272,257 277,234
Reserve for Technology Fund 123,114 132,263 318,599 165,684 172,582 92,812
REET&Property Tax Admin Asst 48,878 56,226 64,875 75,806 70,628 75,111
National Forest Safety 50,527 67,356 92,610 40,529 51,304 39,652
Trial Court Improvement Fund 68,800 84,969 63,053 75,545 100,483 106,656
Sheriff Special Funds 311,629 260,692 260,784 252,289 276,328 248,488
Public Health Fund 291,400 564,716 325,582 286,572 294,792 314,395
Law Library 85,415 81,992 80,246 85,883 78,388 73,255
Lodging(Motel/Hotel)Tax Fund 358,885 327,297 330,739 336,636 477,113 657,149
Mental Health Tax Fund 949,341 1,184,007 1,425,418 1,576,993 1,482,814 1,421,649
Treasurer's M&O Fund 100,479 85,914 81,894 129,910 129,508 174,904
Veterans Assistance 108,201 126,719 116,804 190,398 85,650 63,420
Skokomish Flood Zone 382,412 113,862 235,958 166,322 191,571 25,730
Mason Lake Management District 64,017 76,710 83,456 94,600 130,951 157,157
Island Lake Management District 3,841 10,695 12,871 18,811 22,008 25,801
Capital Improvement/Reet 1 Fund 2,005,029 786,830 730,567 1,153,054 1,743,019 2,021,032
Capital Improvement/Reet 2 Fund 1,172,000 1,787,465 2,230,741 2,663,894 2,750,233 2,878,027
Mason County Landfill 275,225 520,739 842,008 547,967 776,500 654,182
N.Bay/Case Inlet Utility 690,389 449,398 605,818 799,805 818,232 876,506
N.Ba /Case Inlet Utility Reserve 714 714 716 720 729 362
Wastewater System Development 3,986 3,986 3,986 3,986 3,986 3,986
Rustlewood Sewer&Water 70,158 36,117 45,722 356,938 235,797 170,842
Beards Cove Water 217,891 239,820 272,369 338,028 417,465 453,577
Belfair WW&Water Reclamation 526,536 801,541 787,358 389,182 369,930 601,268
Reserve Landfill 496,246 507,724 509,340 512,637 490,633 470,283
Reserve Beards Cove Ulid 300,831 311,716 323,678 336,689 352,625 198,081
Storm Drain System Development 286,210 278,914 161,374 56,174 217,203 184,086
Information Technology 338,120 100,539 230,649 15,283 343,089 416,509
Equipment Rental&Revolving Fund 1,648,851 4,508,646 1,736,853 2,777,543 3,056,104 3,760,505
Unemployment Fund 119,331 162,368 1 171,828 180,211 176,605 162,241
Totalsl $20,262,1681 $23,904,1861 $24,773,0351 $26,054,7561 $27,275,996 $29,536,693
J:\Financials\2019 Financials\2019 August Financial Report.xlsx 9
MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF SHELTON AND MASON COUNTY,
RELATING TO THE ANNEXATION OF LANDS WITHIN THE CITY OF SHELTON URBAN GROWTH
BOUNDARY
THIS MEMORANDUM OF UNDERSTANDING (MOU) is made and entered into this XX day of XXXXXX,
2019. The parties("Parties")to this MOU are the City of Shelton, a State of Washington Municipal
Corporation ("City'), and Mason County, a political subdivision of the State of Washington ("County").
WHEREAS, the City has identified Urban Growth Areas in the adopted Comprehensive Growth
Management Plan necessary to accommodate anticipated population over a 20-year planning horizon as
required by the Growth Management Act("GMA"), and those areas are consistent with countywide
planning policies; and
WHEREAS,the City intends to consider annexation of each area within the UGA within the 20-year
planning horizon through an annexation method outlined in Chapter 35A.14 RCW; and
WHEREAS, as of the date of legal annexation of areas within the UGA the City will have the responsibility
for the operation, maintenance, and safety of former County roads, bridges and rights-of-way located
within the City Limits together with all appurtenances located within such right-of-way, including, but
not limited to, drainage facilities, storm water facilities, environmental mitigation sites and monitoring
projects, street lights,traffic signals and traffic signs; and
WHEREAS,the City and County desire to facilitate an orderly transition of services associated with any
annexation of areas within the UGA; and
WHEREAS,the City and County want to create a smooth transfer of ownership and maintenance of
existing County surface water facilities and related property interests in the potential annexation areas;
and
WHEREAS, all local governmental land use authority and jurisdiction with respect to the potential
annexation areas transfers from the County to the City upon the effective date of annexation; and
WHEREAS,the City and County agree that having County staff continue to process certain vested land
use applications and building permit applications from areas subsequent to the annexation process may
be desirable; and
WHEREAS,the governing bodies of each of the parties hereto have determined to enter into this MOU
to provide a basic blueprint for future annexation of areas within the UGA; and
WHEREAS,the Parties intend to enter into Interlocal Agreements stating more specific and precise terms
for annexation of specific areas, as annexations in particular areas are closer in time to being
accomplished.
NOW THEREFORE, in consideration of the mutual terms and provisions contained herein, it is agreed by
and between the City and County as follows:
1. Annexation time frames. The City shall, in cooperation with the County, develop timelines and
maps with detail regarding anticipated annexation time frames for specific areas of the UGA
(hereinafter"Annexation Plan"). The Annexation Plan shall identify timelines for adoption of
pre-annexation interlocal agreements pertaining to specific annexation areas.
2. Records Transfer. In conjunction with development of the Annexation Plan,the Parties shall
discuss which of the County's records pertaining to developments and infrastructure shall be
transferred to the City upon annexation, and how records transfer shall be accomplished.
3. Development Permit Processing. The Parties shall determine, by interlocal agreement specific
to annexation areas, which development applications, if any,the County shall continue to
process after annexation in order to achieve a smooth transition of permit processing and the
preservation of vested rights.
4. Development Standards. The County shall work with the City to develop residential,
commercial, industrial and engineering standards that are compatible with City requirements to
ensure a smooth transition when lands within the UGA is annexed. These standards include, but
are not limited to, lot sizing, frontage improvement requirements, architectural requirements
and right-of-way connectivity. The Parties acknowledge that the City is in the process of
adopting a new Development Code. Prior to annexation,the City shall allow the County to
review and comment on any new codes that may apply in potential annexation areas. The
Parties shall determine via interlocal agreement the extent to which the City shall have input
into review of development applications in potential annexation areas prior to annexation.
5. Infrastructure improvements. Via interlocal agreement,the Parties shall negotiate a plan for
infrastructure improvements the City desires the County to perform prior to annexation, as well
as a compensation scheme for those improvements.
6. Utility Charge Rate Structure. The City shall charge the same rate for utility services for any
development in the City or in the UGA.
7. Fire Districts. Fire districts serving potential annexation areas may be included in interlocal
agreements as necessary to facilitate the annexation process under RCW 35A.14.480.
HOSTING GADGET PROGRAM INTERNSHIPS
BE PART OF THE SOLUTION FOR YOUNG ADULTS
EXPERIENCING HIGH BARRIERS TO EMPLOYMENT
PacMtn is looking for a select group of up to 8 dedicated employers in Mason and
Thurston Counties to host subsidized internships as part of the GADGET program in 2020.
Why is PacMtn doing this work?
Providing wraparound, holistic employment readiness training and internships to young adults
ages 18-24 experiencing high barriers to employment is part of PacMtn's response to the impacts
of the opioid crisis in the region. By providing these services, PacMtn is supporting a highly-
impacted group with the opportunity to experience a stable, supportive work experience with
the goal of successful entry on a career pathway
What is GADGET?
Gainful And Dependable Goal-oriented Employment Training (GADGET) is a holistic employment
readiness program providing 40 hours of employment readiness training, wraparound barrier
removal support, engaged employment-focused case management, and a 120 to 150 hour paid
internship opportunity at local host-site employers
What is the benefit for employers?
• Increased employment-ready pool of candidates to hire from
• Resources & support for both employer and intern throughout internship
• It's simple- no need to add to payroll or have complicated administration
• Be a part of the solution for employment-focused young adults in your community
What is the ask of employers?
Partner with PacMtn to host subsidized paid internships for young adults 18-24, with placements
that include:
• Mentorship-focused supervision
• Work-based learning opportunities
• A connection to the world of employment for young adults
Join one of three information session calls (content the Join through Zoom at:
some for all calls): https://zoom.us/*/155684430
• Friday. August 16 from 12:00-1:OOPM or
• Tuesday, September 3 from 10:00-11:00AM Call-in at 1-669-900-6833
• Wednesday, September 25 from 3:00-4:OOPM Meeting ID: 155 684 430
For questions or more information, contact Julie Baxter at julieb@pacmtn.org
CHOICE .L WOR40urce
Regional Health Network PQCiMTN „ ,,11 ATe c_aniabCenter ec -
OURR Alliance, WorkSource, and PacMtn are equal opportunity employers/programs.Auxiliary aids and services are
available upon request to individuals with disabilities. WA Relay 711
2019-2020 COMMUNITY AND ECONOMIC DEVELOPMENT STRATEGIES PROJECT LIST
Lead Organization Partnerships Project Title Project Type Total Cost Secured Funding Funding Funding Froir
Request Federal,oth(
Mason County PW Mason County,City of Bremerton Belfair Sewer,North Extension/Belfair Freight Corridor/ Utilities,Economic Development $14,000,000 $1,000,000 City of $2,250,000 State
PSIC Bremerton,$250,000 construction
Mason County,
$10,525,000 Leg.
Mason County PW DOT,Mason Transit,Belfair Community,Utilities, SR3 Freight Corridor-Romance Hill Connector Utilities,Transportation,Public Safety,Land $1,320,000 $ 220,000.00 $ 1,100,000.00 State
PAC Use,Economic Development
Mason County PW DOT,Navy,Mason Transit,Belfair Community, Belfair UGA east of SR3 and west of new Freight Corridor Utilities,Transportation,Public Safety,Land $1,920,000 $ 320,000.00 $ 1,600,000.00 State
' Utilities,PAC Use,Economic Development
4 Mason County PW DOT,Mason Transit,Utilities Trails Road Alternative-Razor Road Extension Utilities,Transportation,Public Safety,Land $2,500,000 $ 750,000.00 $ 1,750,000.00 State
Use,Economic Development
?�-Mason County PUD No.3 Hoods Canal Communications,iFiberOne,NoaNet, Mason County FiberhoodS-Rural Broadband Fiber Networks utilities,Public Safety,Healthcare,Economic $5,279,044 $TBD-Mason PUD 3 State
businesses,residents,community groups within Development Fiberhood Program
project areas
Mason County PUD No.3 Taylor Shellfish,Squaxin Island Tribe,businesses, Totten Substation Utilities,Economic Development $3,000,000 $TBD-Mason PUD 3 Federal
residents Fiberhood Program
7 City of Shelton Evergreen Safe Routes to School Transportation $1,000,000 $ Federal 2023-;
8 City of Shelton Squaxin Island Tribe Sanitation Plant Reclaim Water Tank Utilities $2,000,000 $ - State:DOE
City of Shelton Intersection Improvements on Wallace Kneeland Boulevard Transportation,Economic Development $2,000,000 $650,000 $ 1,350,000.00 State
Mason Transit Authority WSDOT Transportation Division,Mason County, Park&Ride Development Transportation,Utilities,Land Use,Economic $10,285,000 $4,750,000 RMG Complete-renew State
City ofhl
Seton SG AlllDevelopment,
Alliance(consulting) Public Safety,Environmental
10� $4,585,000 Leg. efforts annual
City of Shelton Evergreen Town Square Community Development $1,500,000 $
G#t_a� MasenSr}SgQgg COMPLETED
G"f S h e Ito„ ci...i.,...,-•..:-,eAt .o.._u:Rg 1:8t PaYiAg TsaRsperiaHen COMPLETED
City of Shelton Well 1 Water Main Utilities $2,000,000 $
Mason County PW DOT,Port of Allyn,Mason Transit,Allyn Allyn Parking Improvements Utilities,Transportation,Land Use,Economic TBD $
Community Development
Mason County PW DOT,Port of Allyn,Mason Transit,Allyn Allyn Street Network Planning,Design,and ROW Utilities,Transportation,Land Use,Economic $25,000 $
Community Preservation Development
Mason County PW Port of Allyn,Mason Transit,Allyn Community Allyn Street Network ROW Preservation Utilities,Transportation,Land Use,Economic $300,000 $
Development
MaSen EetMP/PW Belfak Bypass G .c .a:u« Utilities,TFaRSPEIRMIGA, -Safety, t$3Q,ggg $ COMPLETED
jWtikies,PA Use, ----- -------
I Mason County PW Belfair Sewer Collection System Expansion Utilities TBD $
Mason County PW Rustlewood Sewer System Inflow&Infiltration(I&I) utilities $450,000 $
Reduction
Mason County PW DOT,Port of Allyn,Mason Transit,Allyn SR3 Complete Street Improvements and Intersection Control Utilities,Transportation,Land Use,Economic TBD $
Community Analysis(ICA) Development
Mason Transit AuthorityWSDOT,Mason County Allyn Transit Center Planning project Transportation $50,000 $
Mason Transit Authority WSDOT,Mason County(Hoodsport Master Plan Hoodsport Transit Center Planning Transportation $50,000 $
Inclusion) __ ........... ..___. _ _. _...._
+(Mason Transit Authority Johns Prairie Facility Upgrade/Construction Transportation $2,500,000 $ $ 2,500,000.00
+(Mason Transit Authority Maintenance Shop Modification ,Transportation $300,000 $ $ 240,000.00
.......... __.... _.... _. _ _.___ _.___ __— _ -
+lMason Transit Authority Construct Maintenance Wash Facility Transportation $500,000 $ $ 500,000.00
Port of Shelton -Aviation Business Park iEconomic Development :$20,000,000 $
Port of Shelton Tenant Consolidation&Expansion Economic Development $2,500,000 $
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Casey Bingham
DEPARTMENT: Public Health EXT: 562
BRIEFING DATE: 9/16/2019
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM: Consolidated Contract CLH18253 Amendment 10
Adds Statement of Work for:
1. Childhood Lead Poisoning Prevention Program: Adds 1,370. Of funding to
provide Case Management to children 14 years and younger who have been
referred with elevated blood lead levels
2. Foundational Public Health Services: Adds 84,000 for Fundamental Public
Health Services
3. Office of Emergency Preparedness and Response: Adds 49,342 in funding
for Emergency Preparedness and Response
Amends Statements of Work for the Following:
1. Maternal and Child Health Block Grant: Adds 67,694. In funding for Maternal
Child Health Services
2. Office of Drinking Water Group A Program: Decrease 2,000 for Group A
Technical Assistance that was not used
3. Office of Drinking Water Group B Program: Adds 5,000 to provide support
for implementing local Group B water system program
BUDGET IMPACTS: This increasing Amendment provides an increase of $205,406
for the 2019 and 2020 budget periods. The funding for the 2019 budget period has
been included in the 2019 budget.
RECOMMENDED OR REQUESTED ACTION: Move Amendment 10 CLH18253
Consolidated Contract to the Action Agenda.
Briefing Summary 9/11/2019
MASON COUNTY PUBLIC HEALTH
2018-2020 CONSOLIDATED CONTRACT
CONTRACT NUMBER: CLH18253 AMENDMENT NUMBER: 10
PURPOSE OF CHANGE: To amend this contract between the DEPARTMENT OF HEALTH hereinafter referred to as"DOH",and
MASON COUNTY PUBLIC HEALTH hereinafter referred to as"LHJ",pursuant to the Modifications/Waivers clause, and to make
necessary changes within the scope of this contract and any subsequent amendments thereto.
IT IS MUTUALLY AGREED: That the contract is hereby amended as follows:
1. Exhibit A Statements of Work,attached and incorporated by this reference, are amended as follows:
® Adds Statements of Work for the following programs:
• Childhood Lead Poisoning Prevention Program-Effective July 1,2019
• Foundational Public Health Services(FPHS)-Effective July 1,2019
• Office of Emergency Preparedness&Response-Effective July 1,2019
® Amends Statements of Work for the following programs:
• Maternal&Child Health Block Grant-Effective January 1,2018
• Office of Drinking Water Group A Program-Effective January 1,2018
• Office of Drinking Water Group B Program-Effective January 1,2018
❑ Deletes Statements of Work for the following programs:
2. Exhibit B-10 Allocations,attached and incorporated by this reference,amends and replaces Exhibit B-9 Allocations as follows:
® Increase of$205,406 for a revised maximum consideration of$1,011,177.
❑ Decrease of for a revised maximum consideration of
❑ No change in the maximum consideration of
Exhibit B Allocations are attached only for informational purposes.
3. Exhibit C-9 Schedule of Federal Awards,attached and incorporated by this reference,amends and replaces Exhibit C-8.
Unless designated otherwise herein,the effective date of this amendment is the date of execution.
ALL OTHER TERMS AND CONDITIONS of the original contract and any subsequent amendments remain in full force and effect.
IN WITNESS WHEREOF,the undersigned has affixed his/her signature in execution thereof.
MASON COUNTY PUBLIC HEALTH STATE OF WASHINGTON
DEPARTMENT OF HEALTH
Date Date
APPROVED AS TO FORM ONLY
Assistant Attorney General
Page 1 of 26
AMENDMENT#10
2018-2020 CONSOLIDATED CONTRACT
EXHIBIT A
STATEMENTS OF WORK
TABLE OF CONTENTS
DOH Program Name or Title: Childhood Lead Poisoning Prevention Program-Effective July 1,2019..........................................................................................3
DOH Program Name or Title: Foundational Public Health Services(FPHS)-Effective July 1, 2019..............................................................................................6
DOH Program Name or Title: Maternal&Child Health Block Grant-Effective January 1, 2018 .................................................................................................. 10
DOH Program Name or Title: Office of Drinking Water Group A Program -Effective January 1, 2018 ............................................................:.......................... 15
DOH Program Name or Title: Office of Drinking Water Group B Program -Effective January 1,2018........................................................................................20
DOH Program Name or Title: Office of Emergency Preparedness&Response-Effective July 1, 2019........................................................................................22
s
Exhibit A, Statements of Work Page 2 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Childhood Lead Poisoning Prevention Program- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2019
Contract Number: CLH18253
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance T pe of Payment
ElFederal<Select One> (check if applicable) Reimbursement
Period of Performance: July 1,2019 through June 30,2020 ® State ❑FFATA(Transparency Act) ❑Fixed Price
❑Other ❑Research&Development
Statement of Work Purpose: The purpose of this statement of work is to support local interventions with the case management of elevated blood lead levels in children 14 years
of age and younger. The focus of this program is to build local capacity statewide to provide case management services to all children with elevated blood lead levels.
Revision Purpose: N/A
Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total
Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration
Code Code Start Date End Date
Healthy Communities N/A 334.04.91 25611100 07/01/19 1 06/30/20 0 1,370 1,370
TOTALS 0 1,370 1,370
Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Payment Information
Number Standards/Measures Frame and/or Amount
I Home Visit I Submit the information collected Submit as needed Reimbursement of up
a) Contact the provider to gather complete during the home visit via the within 60 days after to$500 maximum per
information on the assigned elevated blood lead applicable fields of the completion. home visit,per child.
level case. Washington Disease Reporting Up to two(2)home
b) Contact the family to schedule the visit. System(WDRS). visits per child not to
c) Visit the child's residence(or other sites where exceed total funding
the child spends significant amounts of time). Submit,as attachment(s)via consideration.
d) Interview the caregivers using the Child Blood WDRS the documentation of the
Lead Investigation Form and conduct an Plan of Care prepared for the Note:this excludes
environmental assessment to identify factors family(DOH will provide a indirect costs.
that may impact the child's blood lead level. template)including a summary
e) Determine if the family lives in Section 8 or of the environmental assessment
HUD housing,and if the child is Medicaid and suggestions for reducing or
enrolled. eliminating exposure. Provide a
f) Provide educational material to the child's copy of this document or
caregivers in the family's primary language. documents to the child's
caregivers and provider.
Exhibit A,Statements of Work Page 3 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Payment Information
Number Standards/Measures Frame and/or Amount
g) Arrange with family and provider to have the
child retested following the Pediatric
Environmental Health Specialty Unit(PEHSU)
medical management guidelines:
littps://www.pelisu.net/ Library/facts/medical-
m mnt-childhood-lead-ex osure-June-2013. df
2 Home Visit 2(optional) Submit a new or updated Plan of Submit as needed Reimbursement of up
a) The purpose of the optional second home visit Care to DOH via WDRS and within 60 days of to$500 maximum per
is to connect the family to other service provide a copy to the child's completion home visit,per child.
providers,explain recommendations,answer caregivers and provider that Up to two(2)home
questions,and provide any further needed includes: visits per child not to
assistance for the family in implementing a) A summary of the results exceed total funding
recommendations. of any assessments consideration.
b) Facilitate the completion of a developmental conducted by LHJ staff Note:this excludes
screening to be conducted by LHJ staff,via the and/or information on all indirect costs.
online WithinReach Developmental Screening referrals made.
Questionnaire hqp://www.parentlielp123.org/ b) The names of any at-risk
or other methodology,or by referral to the family members referred
child's physician or another entity trained to for blood lead testing.
administer developmental screening tests. c) The names of all
c) Encourage blood lead testing of other children professionals who have
less than 72 months of age and pregnant or been part of the Plan of
nursing persons in the home. Care or to which the family
d) If appropriate,refer the family to the Women, has been referred for
Infants,and Children(WIC)program or a services.
Registered Dietitian Nutritionist for a
nutritional assessment and to other service
providers as appropriate.
e) Coordinate services and communicate with
other involved professionals.
3 DOH will reimburse LHJ for costs incurred for field Submit vendor invoices to DOH As needed. Total reimbursements
investigation sample laboratory testing,as well as to document the reimbursement may not exceed total
costs incurred for interpretation and/or translation request. funding consideration.
services needed as part of case management.
(See Special Billing
Requirements below.
*For Information Only:
Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a
Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at:
hUp://www.phaboard.orv-/wp-content/uploads/PHAB-Standards-and-Measures-Vers ion-1.0.pdf
Exhibit A, Statements of Work Page 4 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Program Specific Requirements/Narrative
Program Manual,Handbook,Policy References
Guide for Public Health Case Management of Children with Elevated Blood Lead Levels
littps://www.doli.wa.p-ov/Portals/l/Documents/4000/334414.Pdf
A Targeted Approach to Blood Lead Screening in Children,Washington State
2015 Expert Panel Recommendations
littps://www.doh.wa.gov/Portals/l/Documents/Pubs/334-383.pdf
Special References(RCWs,WACs,etc)
Laboratories are required to report to the Department of Health all Blood Lead test results(WAC 246-101-201).Elevated results(greater than or equal to 5 mcg/dL)must be
reported within two(2)days;non-elevated results need to be reported within one(1)month.
Monitoring Visits(frequency,type)
Telephone calls and/or in person meetings with contract manager on as as-needed basis.
Definitions
BLL—Blood Lead Level
EBLL—Elevated Blood Lead Level
PEHSU—Pediatric Environmental Health Specialty Units
Special Billing Requirements
The average total amount expended for laboratory, interpreter,and translation services is suggested to be approximately$185 per home visit,per child. It is recognized that more
complex cases may require a higher level of services,while simpler cases may require fewer services.Total reimbursements may not exceed total funding consideration.
Please note WDRS event number(s)on invoice to allow DOH review of deliverables via WDRS. Payment to completely expend the"Total Consideration"for a specific funding
period will not be processed until all deliverables are accepted and approved by DOH. Invoices may be submitted as needed within 60 days after home visit completion and must
be based on actual direct program costs. Billing for services on a monthly fraction of the"Total Consideration"will not be accepted or approved. If needed,additional funding
may be requested and upon DOH approval may be added if funds are available.
Note: Blood Lead Case Management reimbursement excludes indirect costs.
DOH Program Contact DOH Fiscal Contact
Amy Bertrand,Health Services Consultant/Case Management Coordinator Victoria Reyes, Management Analyst
Office of Environmental Health Sciences Assistant Secretary's Office
Washington State Department of Health Telephone: 360-236-3071
Street Address: 310 Israel Rd SE,Tumwater WA 98501
Telephone: 360-236-3392/Fax 360-2336-3059
Email:amy.bertrand&doh.wa.gov
Exhibit A, Statements of Work Page 5 of 26 Contract Number CLHI 8253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Foundational Public Health Services Local Health Jurisdiction Name: Mason County Public Health
(FPHS)-Effective July 1,2019
Contract Number: CLH18253
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance T pe of Payment
E]Federal<Select One> (check if applicable) Reimbursement
Period of Performance: July 1,2019 through ® State ❑FFATA(Transparency December 31.2020 ( p y Act) ®Periodic
❑ Other ❑Research&Development Distribution
Statement of Work Purpose: The purpose of this statement of work is to specify how state funds for Foundational Public Health Services(FPHS)will be used for the period of
July 1,2019 through June 30,2021.
Note: The total consideration is for the period of July 1,2019 through June 30,2021. 2019-2021 biennial funding allocations will be divided into four six-month lump
sum amounts that will be disbursed at the beginning of each six month period as follows: July, 1,2019;January 1,2020;July 1,2020;January 1,2021.
The final disbursement of funds scheduled for January 1,2021 and deliverables due dates after December 31,2020 are included in this statement of work for
informational purposes only and will be carried forward into a new statement of work in the new consolidated contract term beginning January 1,2021.
FPHS funds must be spent in the state fiscal year(SFY)in which they are disbursed: SFY20 07/01/19-06/30/20 and SFY21 07/01/20-06/30/21.
2019-2021 Biennial Allocation: $84,000
Annual Allocation: $42,000
Six Month Disbursement: $21,000
Revision Purpose: N/A
Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total
Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration
Code Code Start Date End Date
FPHS FUNDING FOR LHJS N/A 336.04.25 TBD 07/01/19 06/30/20 0 42,000 42,000
FPHS FUNDING FOR LHJS N/A 336.04.25 TBD 07/01/20 1 12/31/20 0 42,000 42,000
TOTALS 0 84,000 84,000
Task Task/Activity/Description Deliverables/Outcomes Due Date/Time Payment Information and/or Amount
Number Frame
1 These funds are for delivering ANY or all of the FPHS Annual Report(template By 08/15/20 Funds are available beginning July 1,2019.
communicable disease,environmental public health or provided by DOH)for SFY20 Half of the annual allocation will be
assessment service and can also be used for any of the other (07/01/19—06/30/20) disbursed each July upon receipt of the
FPHS capabilities that support these FPHS as defined in the Annual Report and the second half will be
most current version of FPHS Definitions. disbursed each January.
Exhibit A, Statements of Work Page 6 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
Task Task/Activity/Description Deliverables/Outcomes Due Date/Time Payment Information and/or Amount
Number Frame
Annual Report(template By 08/15/21
provided by DOH)for SFY21 Note: Funds must be spent in the state
(07/01/20—06/30/21) fiscal year(SFY)in which they are
disbursed.
Tasks/Activities/Description Impact Measures
Control of Communicable Disease and Other Notifiable Conditions Percent of toddlers and school age children that have
1. Provide timely,statewide, locally relevant and accurate information statewide and to communities on completed the standard series of recommended vaccinations.
prevention and control of communicable disease and other notifiable conditions.
2. Identify statewide and local community assets for the control of communicable diseases and other Percent of new positive Hepatitis C lab reports that are
notifiable conditions,develop and implement a prioritized control plan addressing communicable received electronically which have a completed case report.
diseases and other notifiable conditions and seek resources and advocate for high priority prevention and
control policies and initiatives regarding communicable diseases and other notifiable conditions. Percent of new positive Hepatitis C case reports with
3. Promote immunization through evidence-based strategies and collaboration with schools,health care completed investigations.
providers and other community partners to increase immunization rates.
4. Ensure disease surveillance, investigation and control for communicable disease and notifiable Percent of Gonorrhea cases investigated.
conditions in accordance with local,state and federal mandates and guidelines.
5. Ensure availability of public health laboratory services for disease investigations and response,and Percent of Gonorrhea cases investigated that are receiving
reference and confirmatory testing related to communicable diseases and notifiable conditions. dual treatment(treatment for both Gonorrhea and Chlamydia
6. When Additional Important Services(AIS)are delivered regarding prevention and control of at the same time)
communicable disease and other notifiable conditions,ensure that they are well coordinated with
foundational services. Percent of newly diagnosed syphilis cases that receive partner
services interview.
Environmental Public Health TBD
1. Provide timely,state and locally relevant and accurate information statewide and to communities on
environmental public health issues and health impacts from common environmental or toxic exposures.
2. Identify statewide and local community environmental public health assets and partners,and develop and
implement a prioritized prevention plan to protect the public's health by preventing and reducing
exposures to health hazards in the environment,seek resources and advocate for high priority policy
initiatives.
3. Conduct environmental public health investigations, inspections,sampling, laboratory analysis and
oversight to protect food,recreational water drinking water and liquid waste and solid waste systems in
accordance with local,state and federal laws and regulations.
4. Identify and address priority notifiable zoonotic conditions(e.g.those transmitted by birds, insects,
rodents,etc.),air-borne conditions and other public health threats related to environmental hazards.
5. Protect the population from unnecessary radiation exposure in accordance with local,state and federal
laws and regulations.
6. Participate in broad land use planning and sustainable development to encourage decisions that promote
positive public health outcomes
7. When Additional Important Services(AIS)are delivered regarding environmental public health,assure
that they are well coordinated with foundational services.
Exhibit A,Statements of Work Page 7 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Tasks/Activities/Description Impact Measures
Assessment(Surveillance and Epidemiology) TBD
1. Ability to collect sufficient,statewide and community level data and develop and maintain electronic
information systems to guide public health planning and decision making at the state,regional and local
level.
2, Abilily to access,analyze,use and interpret data.
3. Abili to conduct a comprehensive community or statewide health assessment and identify health
priorities arising from that assessment,including analysis of health disparities and the social determinants
of health.
Emergency Preparedness(All Hazards). TBD
1. Ability to develop emergency response plans for natural and man-made public health hazards;train public
health staff for emergency response roles and routinely exercise response plans.
2. Ability to lead the Emergency Support Function 8—Public Health&Medical and/or a public health
response for the county,region,jurisdiction and state.
3. Ability to activate and mobilize public health personnel and response teams;request and deploy resources;
coordinate with public sector,private sector and non-profit response partners and manage public health
and medical emergencies utilizing the incident command system.
4. Ability to communicate with diverse communities across different media,with emphasis on populations
that are disproportionately challenged during disasters,to promote resilience in advance of disasters and
protect public health during and following disasters.
Communication.
1. Ability to engage and maintain ongoing relations with local and statewide media.
2. Ability to develop and implement a communication strategy, in accordance with Public Health
Accreditation Standards,to increase visibility of public health issues. This includes the ability to provide
information on health risks,healthy behaviors,and disease prevention in culturally and linguistically
appropriate formats for the various communities served.
Policy Development and Support
1. Ability to develop basic public health policy recommendations.These policies must be evidence-based,
or,if innovative/promising,must include evaluation plans.
2. Ability to work with partners and policy makers to enact policies that are evidence-based(or are
innovative or promising and include evaluation plans)and that address the social determinants of health
and health equity.
3. Ability to utilize cost-benefit information to develop an efficient and cost-effective action plan to respond
to the priorities identified in a community and/or statewide health assessment.
Community Partnership Development
1. Ability to create and maintain relationships with diverse partners, including health-related national,
statewide and community-based organizations;community groups or organizations representing
populations experiencing health inequity;private businesses and health care organizations;Tribal Nations,
and local,state and federal government agencies and leaders.
2. Ability to select and articulate governmental public health roles in programmatic and policy activities and
coordinate with these partners.
Exhibit A,Statements of Work Page 8 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Tasks/Activities/Description Impact Measures
Business Competencies—Leadership Capabilities;Accountability and Quality Assurance Capabilities; Quality TBD
Improvement Information;Technology Capabilities;Human Resources Capabilities;Fiscal Management,
Contract and Procurement Capabilities; Facilities and Operations; Legal Capabilities.
Program Specific Requirements/Narrative
Special References(RCWs,WACs,etc)
Link to 2SHB 1497—ligp://lawfilesext.lep,.wa.gov/biennium/2019-20/Pdf/Bills/House%2OPassed%20Legislature/1497-S2.PL.pdf
FPHS Definitions
www.doli.wa.gov/fphsresources
Special Instructions
There are two different BARS Revenue Codes for"state flexible funds"to be tracked separately and reported separately on your annual BARS report. These two BARS Revenue
Codes and definitions from the State Auditor's Office(SAO's)are listed below along with a link to the BARS Manual. 336.04.25 is the new BARS Revenue Code to use for the
Foundational Public Health Services(FPHS)funds included in this statement of work.
336.04.24—County Public Health Assistance
Use this account for the state distribution authorized by the 2013 2ESSB 5034,section 710.The local health jurisdictions are required to provide reports regarding expenditures
to the legislature from this revenue source.
336.04.25—Foundational Public Health Services
Use this account for the funding designated for the local health jurisdictions to provide a set of core services that government is responsible for in all communities in the WA
state. This set of core services provides the foundation to support the work of the broader public health system and community partners. At this time the funding from this
account is for delivering ANY or all of the FPHS communicable disease services(listed above)and can also be used for the FPHS capabilities that support FPHS communicable
disease services as defined in the most current version of FPHS Definitions.
SAO's BARS Manual
Deliverables are to be submitted to Marie Flake at marie.flake(a').doh.wa.gov
DOH Program Contact
Marie Flake, Special Projects,Foundational Public Health Services
Washington State Department of Health
PO Box 47890,Olympia, WA 98504-7890
Phone 360-236-4063/Mobile 360-951-7566
Fax 360.236.4024/marie.flake@doh.wa.gov
Exhibit A, Statements of Work Page 9 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Maternal&Child Health Block Grant-
Local Health Jurisdiction Name: Mason County Public Health
Effective January 1,2018 Contract Number: CLH18253
Revision#(for this SOW) 4 Funding Source Federal Compliance T pe of Payment
SOW Type: Revision
®Federal Subrecipient (check if applicable) Reimbursement
❑ State ®FFATA(Transparency Act) ❑Fixed Price
Period of Performance: January 1,2018 through September 30,2020 El Other ❑Research&Development
Statement of Work Purpose: The purpose of this statement of work is to support local interventions that impact the target population of the Maternal and Child Health Block
Grant.
Revision Purpose: The purpose of this revision is to provide additional funding,add activities and deliverable due dates,and extend the period of performance and funding from
September 30,2019 to September 30,2020 for continuation of MCHBG-related activities.
Chart o:Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change TotalRevenue Index (LHJ Use Only) Consideration Increase(+) Considration
Code Code Start Date End DateFFY18BG LHJ CONTRACTS 93.994 333.93.99 78120281 01/01/18 09/30/18 56,115 0 56,115
FFY19 MCHBG LHJ CONTRACTS 93.994 333.93.99 78120291 10/01/18 09/30/19 67,694 0 67,694
FFY20 MCHBG LHJ CONTRACTS 93.994 333.93.99 178120292 10/01/19 09/30/20 0 67,694 67,694
123,809 67,694 191,503
TOTALS
Payment
Tm�b
*May Support PHAB Deliverables/Outcomes Due Date/Time Frame Information and/or
Nuer
Task/Activity/Description Standards/Measures Amount
Maternal and Child Health Block Grant(MCHBG)Administration
I a Participate in calls,at a minimum of every Designated LHJ staff will participate September 30,2018 Reimbursement for
quarter,with DOH contract manager.Dates and in contract management calls. September 30,2019 actual costs,not to
time for calls are mutually agreed upon between Seplember 30, 2020 exceed total funding
consideration.
DOH and LHJAction Plan and
lb Report actual expenditures for October 1,2017 Submit actual expenditures using the May 26,2018
MCHBG Budget Workbook to DOH Progress Reports
through March 31,2018 must only reflect
contract manager
Submit MCHBG Budget Workbook September 5,2018 activities paid for
1 c Develop 2018-2019 MCHBG Budget Workbook with funds provided
for October 1,2018 through September 30,2019 to DOH contract manager
in this statement of
using DOH provided template.
Exhibit A,Statements of Work Page 10 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
Task *May Support PHAB Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
Id Report actual expenditures for October 1,2018 Submit actual expenditures using the May 24,2019 work for the
through March 31,2019 MCHBG Budget Workbook to DOH specified funding
contract manager. period.
1 e Develop 2019-2020 MCHBG Budget Workbook Submit MCHBG Budget Workbook September 5,2019
for October 1,2019 through September 30,2020 to DOH contract manager See Program
using DOH provided template. Specific
if Report actual expenditures for October 1,2017 Submit actual expenditures using the November 30,2018 Requirements and
through September 30,2018 MCHBG Budget Workbook to DOH Special Billing
contract manager. Requirements.
Ig Participate in DOH sponsored MCHBG fall Designated LHJ staff will attend September 30, 2020
regional meeting, regional meeting.
/h Report actual expenditures for October 1, 2018 Submit actual expenditures using the December 6, 2019
through September 30, 2019 MCHBG Budget Workbook to DOH
contract manager.
I i Develop 2020-2021 MCHBG Budget Workbook Submit MCHBG Budget Workbook September 6, 2020
for October 1, 2020 through September 30, 2021 to DOH contract manager
using DON provided template.
lj Report actual expenditures for the six month Submit actual expenditures using the May 22, 2020
period from October 1, 2019 through March 31, MCHBG Budget Workbook to DOH
2020 contract manager.
MCHBG Assessment and Evaluation
2a Participate in project evaluation activities Documentation using report September 30,2018 Reimbursement for
developed and coordinated by DOH,as template provided by DOH September 30,2019 actual costs,not to
requested. September 30, 2020 exceed total funding
2b Report program level strategy measure data Documentation using report January 15,2018 consideration.
(CSHCN,UDS,ACEs). template provided by DOH April 15,2018
July 15,2018 See Program
October 15,2018 Specific
2c Conduct a Maternal and Child Health(MCH) Submit Needs Assessment May 24,2019 Requirements and
Needs Assessment. documentation to DOH contract Special Billing
manager using templates provided Requirements.
by DOH
i Explore health equity approaches to maternal Include health equitv plan in 2020- Draft August 16, 2020
and child health and develop implementation 2021 MCHBG Action Plan using Final September 6, 2020
plan DOH-provided template.
Exhibit A, Statements of Work Page 1 1 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Task *May Support PHAB Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
MCHBG Implementation
3a Develop 2018-2019 MCHBG Action Plan for Submit MCHBG Action Plan to Draft August 17,2018 Reimbursement for
October 1,2018 through September 30,2019 DOH contract manager Final-September 5, actual costs,not to
using DOH-provided template. 2018 exceed total funding
3b Report activities and outcomes of 2017-2018 Submit Action Plan monthly reports Monthly,on or before consideration.
MCHBG Action Plan using DOH-provided to DOH contract manager the 15`h of the following Action Plan and
template. month Progress Reports
3c Develop 2019-2020 MCHBG Action Plan for Submit MCHBG Action Plan to Draft August 17,2019 must only reflect
October 1,2019 through September 30,2020 DOH contract manager Final-September 5, activities paid for
using DOH-provided template. 2019 with funds provided
3d Report activities and outcomes of 2018-2019 Submit Action Plan monthly reports Monthly,on or before in this statement of
MCHBG Action Plan using DOH-provided to DOH contract manager the 15'h of the following work for the
template. month specified funding
3e Develop 2020-2021 MCHBG Action Plan for Submit A4'('HBG Action Plan to Draft August 16, 2020 period.
October 1, 2020 through September 30, 2021 DON contract manager Final September 6, 2020
using DOH-provided template. See Program
3f Report activities and outcomes of 2019-2020 Submit Action Plan monthly reports Monthly, on or before Specific
AfCHBG Action Plan using DOH-provided to DON contract manager the 15'h gfthe following Requirements and
template. month Special Billing
Requirements.
Children and Youth with Special Health Care Needs(C YSHCN)
4a Complete Child Health Intake Form(CHIF) Submit CHIT data into Secure File January 15,2018 Reimbursement for
using the CHIF Automated System on all infants Transport(SFT)website: April 15,2018 actual costs,not to
and children served by the C YSHCN Program as https://sft.wa.gov July 15,2018 exceed total funding
referenced in CSHCN Program Manual. October 15,2018 consideration.
Ensure client data is collected on all children January 15,2019 Action Plan and
served by C YSHCN contractors,including April 15,2019 Progress Reports
neurodevelopmental centers,regional July 15,2019 must only reflect
maxillofacial coordinators,and the DOH October 15, 2019 activities paid for
Newborn Screening Program. Januan, 15, 2020 with funds provided
April 15, 2020 in this statement of
Jul 15, 2020 work for the
4b Administer requested DOH Diagnostic and Submit completed Health Services 30 days after forms are specified funding
Treatment funds for infants and children per Authorization forms and Central completed. period.
C YSHCN Program Manual when funds are used. Treatment Fund requests directly to
the C I SHCN Program as needed. See Program
Specific
Requirements and
Exhibit A, Statements of Work Page 12 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Task *May Support PHAB Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Due Date/Time Frame Information and/or
Amount
Special Billing
Requirements.
*For Information Only:
Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a
Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at:
littp://www.phaboard.org/wp-content/uploads/PHAB-Standards-and-Measures-Version-1.O.pdf
Program Specific Reg uirements/Na rrative
Special Requirements
Federal Fundina Accountability and Transparency Act(FFATA)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number.
Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282.
Program Manual,Handbook,Policy References
Children and Youth with Special Health Care Needs Manual- xnn wuCAL aN,Crgu gi,.'[1Ra7r
haps://wmt-w.doh.wa.gov/ForPtthlicHenlthandHealthcareProviders/PublicHea/th,SvsteniRerourcesandSen is es/LocalHealthResourcesandTo o[s/MaternalandChildHealthBlockGra
nt/Childrenand Youth WithSpecialHealthCareNeeds
Health Services Authorization(HSA)Form
http://www.doh.wa.gov/Portals/I/Documents/Pubs/910-002-ApprovedHSA.docx
Restrictions on Funds(what funds can be used for which activities,not direct payments,etc.)
1. At least 30%of federal Title V funds must be used for preventive and primary care services for children and at least 30%must be used services for children with
special health care needs. [Social Security Law,Sec. 505(a)(3)].
2. Funds may not be used for:
a. Inpatient services,other than inpatient services for children with special health care needs or high risk pregnant women and infants,and other patient services approved by
Health Resources and Services Administration(HRSA).
b. Cash payments to intended recipients of health services.
c. The purchase or improvement of land,the purchase,construction,or permanent improvement of any building or other facility, or the purchase of major medical
equipment.
d. Meeting other federal matching funds requirements.
e. Providing funds for research or training to any entity other than a public or nonprofit private entity.
f. payment for any services furnished by a provider or entity who has been excluded under Title XVIII(Medicare),Title XIX(Medicaid),or Title XX(social services block
grant).[Social Security Law,Sec 504(b)].
Exhibit A,Statements of Work Page 13 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
3. If any charges are imposed for the provision of health services using Title V(MCH Block Grant)funds,such charges will be pursuant to a public schedule of charges;will not
be imposed with respect to services provided to low income mothers or children;and will be adjusted to reflect the income,resources,and family size of the individual
provided the services. [Social Security Law, Sec. 505 (1)(D)].
Monitoring Visits(frequency,type)
Telephone calls with contract manager at least one every quarter, and annual site visit.
Special Billing Requirements
Payment is contingent upon DOH receipt and approval of all deliverables and an acceptable A19-1A invoice voucher. Payment to completely expend the"Total Consideration'
for a specific funding period will not be processed until all deliverables are accepted and approved by DOH. Invoices must be submitted monthly by the 30th of each month
following the month in which the expenditures were incurred and must be based on actual allowable program costs. Billing for services on a monthly fraction of the"Total
Consideration"will not be accepted or approved.
Special Instructions
Contact DOH contract manager below for approval of expenses not reflected in approved budget workbook.
DOH Program Contact
Mary Dussol,Community Consultant
Office of Family and Community Health Improvement
Washington State Department of Health
Street Address: 310 Israel Rd SE,Tumwater,WA 98501
Mailing Address:PO Box 47848,Olympia,WA 98504
Telephone: 360-236-3781 /Fax: 360-236-3646
Email: Ma1y.Dussol()doh.wa.gov
Exhibit A, Statements of Work Page 14 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Office of Drinking Water Group A Pro ram- Local Health Jurisdiction Name: Mason County Public Health
Effective January 1,2018
Contract Number: CLH18253
SOW Type: Revision Revision#(for this SOW) 4 Funding Source Federal Compliance T pe of Payment
N Federal Contractor (check if applicable) Reimbursement
Period of Performance: January 1,2018 through December 31,2020 N State ❑FFATA(Transparency Act) N Fixed Price
❑Other ❑Research&Development
Statement of Work Purpose: The purpose of this statement of work is to provide funding to the LHJ for conducting sanitary surveys and providing technical assistance to small
community and non-community Group A water systems.
Revision Purpose: The purpose of this revision is to decrease Total Consideration,revise Special Billing Requirements, and move remaining SS and TA federal funds from Yr 21
SRF to Yr 22 SRF.
Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total
Revenue Index (LHJ Use Only) Consideration Decrease(—) Consideration
Code Code Start Date End Date
Yr 20 SRF-Local Asst(15%)(FS) SS N/A 346.26.64 24139220 01/01/18 12/31/18 0 0 0
Sanitary Survey Fees FO-SW) SS-State N/A 346.26.65 24232522 01/01/18 12/31/19 24,800 0 24,800
Yr 20 SRF-Local Asst 15%)(FS) TA N/A 346.26.66 24139220 01/01/18 12/31/18 0 0 0
Yr 21 SRF-Local Asst 15% S SS N/A 346.26.64 24139221 01/01/18 06/30/19 24,800 -13,600 11,200
Yr 21 SRF-Local Asst 15% FS TA N/A 346.26.66 24139221 01/01/18 06/30/19 4,000 4,000 0
Yr 22 SRF-Local Asst 15% FO-SW SS N/A 346.26.64 24239222 01/01/19 12/31/19 0 13,600 13,600
Yr 22 SRF-Local Asst 15% FO-SW TA N/A 346.26.66 1 24239222 01/01/19 12/31/19 0 2,000 2,000
TOTALS 53,600 1 -2,000 51,600
Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Payment Information and/or Amount
Number Standards/Measures Frame
I Trained LHJ staff will conduct Provide Final* Sanitary Final Sanitary Upon ODW acceptance of the Final
sanitary surveys of small community Survey Reports to ODW Survey Reports Sanitary Survey Report,the LHJ shall be
and non-community Group A water Regional Office.Complete must be received by paid$400 for each sanitary survey of a non-
systems identified by the DOH Office Sanitary Survey Reports the ODW Regional community system with three or fewer
of Drinking Water(ODW)Regional shall include: Office within 30 connections.
Office. 1. Cover letter identifying calendar days of
significant deficiencies, conducting the Upon ODW acceptance of the Final
See Special Instructions for task significant findings, sanitary survey. Sanitary Survey Report,the LHJ shall be
activity. observations, paid$800 for each sanitary survey of a non-
recommendations,and
Exhibit A, Statements of Work Page 15 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Payment Information and/or Amount
Number Standards/Measures Frame
referrals for further community system with four or more
ODW follow-up. connections and each community system.
2. Completed Small Water
DOH will provide a tablet and GPS System checklist. Payment is inclusive of all associated costs
unit for the LHJ to gather source data 3. Updated Water such as travel,lodging,per diem.
during a routine sanitary survey.DOH Facilities Inventory
expects the LHJ to commit to using (WFI). Payment is authorized upon receipt and
the tablet and GPS for a five-year 4. Photos of water system acceptance of the Final Sanitary Survey
period. with text identifying Report within the 30-day deadline.
features
5. Any other supporting Late or incomplete reports may not be
documents. accepted for payment.
*Final Reports reviewed
and accepted by the ODW
Regional Office.
The LHJ surveyor will
record at least two(2)GPS
data points, for each source,
into the preloaded Excel
template on the tablet and
submit that data file with the
associated sanitary survey.
2 Trained LHJ staff will conduct Provide completed SPI Completed SPI Upon acceptance of the completed SPI
Special Purpose Investigations(SPI) Report and any supporting Reports must be Report,the LHJ shall be paid$800 for each
of small community and non- documents and photos to received by the SPI.
community Group A water systems ODW Regional Office. ODW Regional
identified by the ODW Regional Office within 2 Payment is inclusive of all associated costs
Office. working days of the such as travel, lodging,per diem.
service request.
See Special Instructions for task Payment is authorized upon receipt and
activity. acceptance of completed SPI Report within
the 2 working day deadline.
Late or incomplete reports may not be
accepted for payment.
Exhibit A, Statements of Work Page 16 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Task Task/Activity/Description *May Support PHAB Deliverables/Outcomes Due Date/Time Payment Information and/or Amount
Number Standards/Measures Frame
3 Trained LHJ staff will provide direct Provide completed TA Completed TA Upon acceptance of the completed TA
technical assistance(TA)to small Report and any supporting Report must be Report,the LHJ shall be paid for each
community and non-community documents and photos to received by the technical assistance activity as follows:
Group A water systems identified by ODW Regional Office. ODW Regional • Up to 3 hours of work: $250
the ODW Regional Office. Office within 30 • 3-6 hours of work: $500
calendar days of . More than 6 hours of work: $750
See Special Instructions for task providing technical
activity. assistance. Payment is inclusive of all associated costs
such as consulting fee,travel, lodging,per
diem.
Payment is authorized upon receipt and
acceptance of completed TA Report within
the 30-day deadline.
Late or incomplete reports may not be
accepted for payment.
4 LHJ staff performing the activities Prior to attending the Annually LHJ shall be paid mileage,per diem,
under tasks 1,2 and 3 must have training,submit an lodging,and registration costs as approved
completed the mandatory Sanitary "Authorization for Travel on the pre-authorization form in accordance
Survey Training. (Non-Employee)"DOH with the current rates listed on the OFM
Form 710-013 to the ODW Website
See Special Instructions for task Program Contact below for http://www.ofm.wa.gov/resources/travel.asp
activity. approval(to ensure that
enough funds are available).
*For Information Only:
Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a
Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at:
http://www.phaboard.org/wp-content/uploads/PHAB-Standards-and-Measures-Version-l.O.pdf
Proeram Specific Requirements/Narrative
Special References(RCWs,WACs,etc)
Chapter 246-290 WAC is the set of rules that regulate Group A water systems. By this statement of work,ODW contracts with the LHJ to conduct sanitary surveys(and SPIs,and
provide technical assistance)for small community and non-community water systems with groundwater sources. ODW retains responsibility for conducting sanitary surveys(and
SPIs,and provide technical assistance)for small community and non-community water systems with surface water sources, large water systems,and systems with complex
treatment.
LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work. See special instructions under Task 4,below.
Exhibit A, Statements of Work Page 17 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Special Billing Requirements
The LHJ shall submit quarterly invoices within 30 days following the end of the quarter in which work was completed, noting on the invoice the quarter and year being billed for.
Payment cannot exceed a maximum accumulative fee of$49,600 for Task 1,and $4,000$2,000 for Task 2,Task 3 and Task 4 combined during the contracting period,to be
paid at the rates specified in the Payment Method/Amount section above. When invoicing for sanitary surveys,bill half to BARS Revenue Code 346.26.64 and half to BARS
Revenue Code 346.26.65.
When invoicing for Task 1,submit the list of WS Name, ID#,Amount Billed, Survey Date and Letter Date that you are requesting payment.
When invoicing for Task 2-3,submit the list of WS Name, ID#,TA Date and description of TA work performed,and Amount Billed.
When invoicing for Task 4, submit receipts and the signed pre-authorization form for non-employee travel to the ODW Program Contact below and a signed A19-IA Invoice
Voucher to the DOH Grants Management,billing to BARS Revenue Code 346.26.66 under Technical Assistance(TA).
Special Instructions
Task 1
Trained LHJ staff will evaluate the water system for physical and operational deficiencies and prepare a Final Sanitary Survey Report which has been accepted by ODW. Detailed
guidance is provided in the Field Guide for Sanitary Surveys, Special Purpose Investigations and Technical Assistance(Field Guide).The sanitary survey will include an
evaluation of the following eight elements: source;treatment;distribution system;finished water storage;pumps,pump facilities and controls;monitoring,reporting and data
verification;system management and operation;and certified operator compliance. If a system is more complex than anticipated or other significant issues arise,the LHJ may
request ODW assistance.
• No more than 0 surveys of non-community systems with three or fewer connections to be completed between January 1,2018 and December 31,2018.
• No more than 28 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2018 and
December 31,2018.
• No more than 10 surveys of non-community systems with three or fewer connections to be completed between January 1,2019 and December 31,2019.
• No more than 29 surveys of non-community systems with four or more connections and all community systems to be completed between January 1,2019 and
December 31,2019.
The process for assignment of surveys to the LHJ,notification of the water system,and ODW follow-up with unresponsive water systems;and other roles and responsibilities of
the LHJ are described in the Field Guide.
Task 2
Trained LHJ staff will perform Special Purpose Investigations(SPIs)as assigned by ODW. SPIs are inspections to determine the cause of positive coliform samples or the cause of
other emergency conditions. SPIs may also include sanitary surveys of newly discovered Group A water systems.Additional detail about conducting SPIs is described in the Field
Guide. The ODW Regional Office must authorize in advance any SPI conducted by LHJ staff.
Task 3
Trained LHJ staff will conduct Technical assistance as assigned by ODW.Technical Assistance includes assisting water system personnel in completing work or verifying work
has been addressed as required,requested,or advised by the ODW to meet applicable drinking water regulations. Examples of technical assistance activities are described in the
Field Guide.The ODW Regional Office must authorize in advance any technical assistance provided by the LHJ to a water system.
Task 4
LHJ staff assigned to perform activities under tasks 1,2,and 3 must be trained and approved by ODW prior to performing work.LHJ staff performing the activities under tasks 1,
2 and 3 must have completed,with a passing score,the ODW Online Sanitary Survey Training and the ODW Sanitary Survey Field Training.LHJ staff performing activities under
tasks 1,2,and 3 must attend the Annual ODW Sanitary Survey Workshop,and are expected to attend the Regional ODW LHJ Drinking Water Meetings.
Exhibit A, Statements of Work Page 18 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT #10
If required trainings,workshops or meetings are not available,not scheduled,or if the LHJ staff person is unable to attend these activities prior to conducting assigned tasks,the
LHJ staff person may,with ODW approval,substitute other training activities to be determined by ODW. Such substitute activities may include one-on-one training with ODW
staff,co-surveys with ODW staff,or other activities as arranged and pre-approved by ODW.LHJ staff may not perform the activities under tasks 1,2,and 3 without completing
the training that has been arranged and approved by ODW.
Program Manual,Handbook,Policy References
http://www.doh.iN,,i.L,ov/PortaIs/1/Documents/Pubs/331-486.t)df
DOH Program Contact DOH Fiscal Contact
Denise Miles Karena McGovern
DOH Office of Drinking Water DOH Office of Drinking Water
243 Israel Rd SE 243 Israel Rd SE
Tumwater,WA 98501 Tumwater,WA 98501
Den ise.MilesAdoh.wa.gov Karcna.McGovern a,doh.wa.gov
(360)236-3028 (360)236-3094
Exhibit A, Statements of Work Page 19 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Office of Drinking Water Group B Program— Local Health Jurisdiction Name: Mason County Public Health
Effective January 1,2018
Contract Number: CLI-118253
SOW Type: Revision Revision#(for this SOW) 2 Funding Source Federal Compliance Type of Payment
❑Federal<Select One> (check if applicable) ❑Reimbursement
Period of Performance: January 1,2018 through December 31,2020 ® State ❑FFATA(Transparency Act) ®Fixed Price
❑Other ❑Research&Development
Statement of Work Purpose: The purpose of this statement of work is to provide financial support to LHJs implementing local Group B water system programs.
Revision Purpose: The purpose of this revision is to extend the Period of Performance end date from June 30,2019 to December 31,2020, increase Current Consideration, revise
Special Billing Requirements, and change the DOH Program Contact.
Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total
Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration
Code Code Start Date End Date
GFS-Group BFO-SW N/A 334.04.90 24230103 01/01/18 06/30/18 2,500 0 2,500
FY2 Group B Programs for DW(FO-SW) N/A 334.04.90 24230105 07/01/18 06/30/19 51000 0 5,000
GFS-Group BFO-SW) N/A 334.04.90 24230103 07/01/19 06/30/20 0 2,500 2,500
GFS-Group BFO-SW) N/A 334.04.90 24230103 07/01/20 12/31/20 0 2,500 2,500
TOTALS 7,500 5,000 12,500
Task *May Support PHAB Memorandum of Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Agreement Number Information and/or
Amount
1 Implement a partial Group B water system An executed joint plan of Reference DOH JPR# Lump sum payment
program. responsibility(JPR)with DOH CLH2O495 (See Special Billing
identifying responsibilities of a Requirements)
partial Group B program.
*For Information Only:
Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a
Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at:
http://www,phaboard.org/wp-content/uploads/PHAB-Standards-and-Measures-Version-1.0.pdf
Exhibit A, Statements of Work Page 20 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Program Specific Req uirements/Narrative
Special Billing Requirements
For Januar,1, 2018—June 30, 2019, the LHJ shall submit three semi-annual invoices as follows: $2,500 in the first half of each calendar year(no later than May 15)and$2,500
in the second half of each calendar year(no later than November 15). Payment cannot exceed a maximum cumulative fee of$5,000 per year.
For July 1, 2019—December 31, 2020, the LHJ shall submit two invoices as follows: $2,500 between AN 1, 2019—June 30, 2020(no later than Afav 15, 2020)and$2,500
betm,een July 1, 2020—December 31, 2020. Payment cannot exceed the amounts indicated during the time periods above.
DOH Program Contact DOH Fiscal Contact
Ronnie rr-ay -i t o c Denise Miles Karena McGovern
Southwest Regional Manager Office DOH Office of Drinking Water
DOH Office of Drinking Water 243 Israel Rd SE
243 Israel Rd SE Tumwater,WA 98501
Tumwater,WA 98501 Karena.Mc og vern(&doh.wa. og_v
(360)236-3094
Denise.Miles(g doh.wa.goov
(360)236-3023 3028
Exhibit A, Statements of Work Page 21 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
Exhibit A
Statement of Work
Contract Term: 2018-2020
DOH Program Name or Title: Office of Emergency Preparedness&Response- Local Health Jurisdiction Name: Mason County Public Health
Effective July 1,2019
Contract Number: CLH18253
SOW Type: Original Revision#(for this SOW) Funding Source Federal Compliance Type of Payment
N Federal Subrecipient (check if applicable) N Reimbursement
Period of Performance: July 1,2019 through June 30,2020 ❑ State N FFATA(Transparency Act) ❑Fixed Price
❑Other ❑Research&Development
Statement of Work Purpose: The purpose of this statement of work is to establish the funding and tasks for the Public Health Emergency Preparedness and Response program
for the 2019 grant period.
Revision Purpose: N/A
Chart of Accounts Program Name or Title CFDA# BARS Master Funding Period Current Change Total
Revenue Index (LHJ Use Only) Consideration Increase(+) Consideration
Code Code Start Date End Date
FFY19 PHEP BPI LHJ FUNDING 93.069 333.93.06 31102190 07/01/19 06/30/20 0 49,342 49,342
TOTALS 0 49,342 49,342
Task *May Support PHAB Due Date/Time Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Frame Information and/or
Amount
1 Attend emergency preparedness events,(e.g. Submit summary on the mid-year December 31,2019 Reimbursement for
trainings,meetings,conference calls,and and end of year progress report. and June 30,2020 actual costs not to
conferences)as necessary to advance LHJ exceed total funding
preparedness or complete the deliverables in this consideration amount
statement of work.
2 Complete reporting templates as requested by Submit completed templates to Upon request
DOH to comply with program and federal grant DOH.
requirements such as: gap analysis,mid-year report
and end-of-year report,etc.
3 Complete all performance measure reporting Submit completed performance Upon request
requirements as requested by DOH. measure data.
4 Participate in at least one emergency preparedness Submit mid-year and end of year December 31,2019
training provided to LHJ staff by DOH or a DOH- progress reports. and June 30,2020
contracted partner. Training may be conducted in-
person or via webinar. Submit documentation of
participation in trainin s. If
Exhibit A, Statements of Work Page 22 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
Task *May Support PHAB Due Date/Time Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Frame Information and/or
Amount
training is conducted by a partner,
provide a sign in sheet with
participants' contact information.
5 Washington Secure Electronic Communication, Submit mid-year and end of year December 31,2019
Urgent Response and Exchange System progress reports. and June 30,2020
(WASECURES):
5.1)Maintain WASECURES program as the A list of registered users to include December 31,2019
primary emergency notification system within the their title and role in the
LHJ for receiving alerts from DOH,and include all emergency response plan.
critical LHJ positions as registered users. Within one week of
Submit results of notification drills the drill,but no later
5.2)Participate hi DOH-led WASECURES conducted or participated in. than June 30,2020
notification drills.
5.3)Conduct a notification drill using LHJ's
preferred staff notification system.
Notes: Registered users must log in quarterly at a
minimum. DOH will provide on-site technical
assistance to LHJs,as needed,on using
WASECURES.LHJs may choose to use other
notification systems in addition to WASECURES
to alert staff during incidents.
6 Communications: Submit mid-year and end of year December 31,2019
progress reports. and June 30,2020
6.1)Participate in at least one risk communications
webinar hosted by DOH. Webinars will be offered
twice;one in the first half of the budget period and Submit messaging used to inform Within 90 days of
one in the second half of the budget period. the public during drills, including a drill,but no later than
summary of how communication June 30,2020
6.2)Participate in DOH Public Information Officer tools were used.
Workgroup.
Documentation of items identified Within 90 days of the
6.3)Participate in at least one risk communications in hot wash. end of the incident,
drill conducted by DOH.Drill will occur via but no later than
webinar,conference call,and email. Drill will test June 30,2020
LHJ's ability to develop and disseminate key
messages via social media,email to community
partners,phone trees,newsletters,and other means
preferred by the LHJ.
Exhibit A, Statements of Work Page 23 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT #10
Task *May Support PHAB Due Date/Time Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Frame Information and/or
Amount
6.4)Conduct a hot wash evaluating LHJ Submit documentation of Within 90 days of the
participation in the drill. participation in incident including end of the incident,
communication methods and tools but no later than
6.5)Participation in a real-world incident will used. Submit AAR. June 30,2020
satisfy the need to participate in a communications
drill.
7 Update plans to request,receive,and dispense Submit mid-year and end of year December 31,2019
Medical Countermeasures(MCM).Plans should progress reports. and June 30,2020
include the addresses of all local public Points of
Dispensing(PODS)(not including pharmacies or
healthcare facilities),sources of public POD Updated Medical Countermeasures June 30,2020
staffing,local receiving and pickup sites(Hubs) Plan.
identified by the LHJ,and whether the LHJ intends
to pick up countermeasures from DOH.
Note#1:LHJs are not required to maintain a Hub;
LHJs may partner with other organizations to
centralize distribution.
Note#2: DOH will provide technical assistance to
LHJs on core elements of an MCM plan.
8 Provide immediate notification to the DOH Duty Submit mid-year and end of year December 31,2019
Officer at 360-888-0838 or hanalertna.doh.wa.gov progress reports including and June 30,2020
for all response incidents involving utilization of documentation that notification to
emergency response plans and structures. DOH was provided;or statement
that no incident response occurred.
Notification to DOH duty officer. As soon as possible
(performance measure
target is within 60
minutes
9 Produce and provide situation reports documenting Submit mid-year and end of year December 31,2019
LHJ activity to DOH during all incidents involving progress reports to include and June 30,2020
an emergency response or activation by the LHJ. situation reports demonstrating
Situation reports may be developed by the LHJ,or DOH was notified of incident
may be jurisdictional situation reports that include response,or statement that no
input from the LHJ. incident response occurred.
Submit situation reports to DOH Upon completion,but
Duty Officer by email to no later than June 30,
HANALERT@doh.wa.gov. 2020
Exhibit A, Statements of Work Page 24 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
AMENDMENT#10
Task *May Support PHAB Due Date/Time Payment
Number Task/Activity/Description Standards/Measures Deliverables/Outcomes Frame Information and/or
Amount
10 Provide Essential Elements of Information(EEIs) Provide essential elements of Upon request
during incident response upon request by DOH. information upon request.
Note: DOH will convey requests for specific data
elements EEIs)to the LHJ during an incident.
11 Attend regional Health Care Coalition district Submit mid-year and end of year December 31,2019
meetings and/or inform RERC of jurisdictional progress reports documenting and June 30,2020
input(district meetings can be attended via participation in meetings and/or
webinar or in person),as requested by HCC Lead webinars.
and deemed appropriate b LHJ.
12 Participate with regional Health Care Coalition Submit mid-year and end of year December 31,2019
(HCC)in the information sharing process during progress reports documenting and June 30,2020
incidents and at least one planning process or participation and information
exercise conducted to inform on the roles and sharing during incident(s),
responsibilities of public health. planning process(es),and/or
exercise(s).
13 Participate in development of Disaster Clinical Submit mid-year and end of year December 31,2019
Advisory Committee(DCAC)meetings as progress reports documenting and June 30,2020
appropriate.May include identifying local clinical participation in DCAC.
participants,attending meetings via webinar and
reviewing planning efforts.
14 Participate in HCC planning process to update Submit mid-year and end of year December 31,2019
plans by reviewing coalition plans for alignment progress reports. and June 30,2020
with local ESF8 plans.
15 Complete an evaluation of your response Document evaluation participation December 31,2019
capabilities based on a standard evaluation tool in the mid-year and end of year and June 30,2020
provided by DOH. progress reports.
16 Produce a budget plan including a detailed 12- Submit budget plan using DOH- August 1,2019
month spending plan demonstrating how the LHJ provided template.
plans to spend the funds during this period of
performance,using a budget template provided by
DOH.
Note: 20%of LHJ's annual allocation will be
withheld until this requirement is met.Failure to
meet this requirement may result in DOH
redirecting funds from the LHJ.
Exhibit A, Statements of Work Page 25 of 26 Contract Number CLH18253-10
Revised as of July 15,2019
AMENDMENT#10
*For Information Only:
Funding is not tied to the revised Standards/Measures listed here. This information may be helpful in discussions of how program activities might contribute to meeting a
Standard/Measure. More detail on these and/or other Public Health Accreditation Board(PHAB)Standards/Measures that may apply can be found at:
htty://www.phaboard.org/"-content/uploads/PHAB-Standards-and-Measures-Version-1 0 pdf
Program Specific Requirements/Narrative
Any subcontract/s must be approved by DOH prior to executing the contract/s.
Deliverables are to be submitted to the ConCon deliverables mailbox at concondeliverablesCaadoh.wa.gov
Special Requirements
Federal Funding Accountability and Transparency Act(FFATA)
This statement of work is supported by federal funds that require compliance with the Federal Funding Accountability and Transparency Act(FFATA or the Transparency Act).
The purpose of the Transparency Act is to make information available online so the public can see how the federal funds are spent.
To comply with this act and be eligible to perform the activities in this statement of work,the LHJ must have a Data Universal Numbering System(DUNS®)number.
Information about the LHJ and this statement of work will be made available on USASpending.gov by DOH as required by P.L. 109-282.
Restrictions on Funds
Please reference the Code of Federal Regulations:
littps://www.ecfr.p-ov/cgi-bin/retrieveECFR?ep=l&SID=58ffddb5363a27f26e9d12ccec462549&ty=HTML&h=L&mc=true&r=PART&n=pt2 1 200#set 1 200 1439
DOH Program Contact
Karen Kenneson,Admin Operations Supervisor
Department of Health
P O Box 47960,Olympia,WA 98504-7960
360-236-4075/karen.kenneson@doh.wa.gov
Exhibit A, Statements of Work Page 26 of 26 Contract Number CLH 18253-10
Revised as of July 15,2019
EXHIBIT B-10
Mason County Public Health ALLOCATIONS Contract Number: CLH18253
Contract Term:2018-2020 Date: July 15,2019
Indirect Rate as of January 2018: 13.71%
Indirect Rate as of January 2019: 14.53% DOH Use Only
BARS Statement of Work Chart of Accounts Funding Chart of
Federal Award Revenue Funding Period Funding Period Period Accounts
Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total Total
NEP 5-6 Onsite Sewage Management OOJ88801 Amd 2,8 66.123 333.66.12 01/01/18 06/30/19 10/01/14 08/31/19 $10,904 $85,330 $85,330
NEP 5-6 Onsite Sewage Management OOJ88801 N/A,Amd 8 66.123 333.66.12 01/01/18 06/30/19 10/01/14 08/31/19 $74,426
PS SSI 1-5 OSS Task 4 OIJ18001 Amd 2,8 66.123 333.66.12 01/01/18 06/30/19 07/01/17 06/30/19 ($13,337) $86,541 $86,541
PS SSI 1-5 OSS Task 4 OIJ18001 N/A,Amd 8 66.123 333.66.12 01/01/18 06/30/19 07/01/17 06/30/19 $99,878
FFY17 EPR PHEP BPI LHJ Funding NU90TP921889-01 Arad 2 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/18 $9,062 $28,979 $28,979
FFY17 EPR PHEP BPI LHJ Funding NU90TP921889-01 N/A 93.069 333.93.06 01/01/18 06/30/18 07/01/17 07/02/18 $19,917
FFY18 EPR PHEP BPI Supp LHJ Funding NU90TP921889-01 Amd 5 93.069 333.93.06 07/01/18 06/30/19 07/01/18 06/30/19 $888 $49,341 $49,341
FFY18 EPR PHEP BPI Supp LHJ Funding NU90TP921889-01 Amd 4 93.069 333.93.06 07/01/18 06/30/19 07/01/18 06/30/19 $48,453
FFY19 PREP BPI LHJ Funding NGA Not Received Amd 10 93.069 333.93.06 07/01/19 06/30/20 07/01/19 06/30/20 $49,342 $49,342 $49.342
FFY18 Prescription Drug OD-Supp NU17CE002734 Amd 8 93.136 333.93.13 09/01/18 08/31/19 09/01/18 08/31/19 $35,000 $110,000 $173,027
FFY18 Prescription Drug OD-Supp NU17CE002734 Amd 4 93.136 333.93.13 09/01/18 08/31/19 09/01/18 08/31/19 $75,000
FFY17 Prescription Drug OD-Supp U17CE002734 Amd 2 93.136 333.93.13 01/01/18 08/31/18 09/01/17 08/31/18 $29,627 $63,027
FFY17 Prescription Drug OD-Supp U17CE002734 N/A 93.136 333.93.13 01/01/18 08/31/18 09/01/17 08/31/18 $33,400
FFY17 Increasing Immunization Rates NH231P000762 Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 07/01/18 06/30/19 $5,600 $5,600 $5,600
FFY20 PPHF Ops NH231P922619 Amd 9 93.268 333.93.26 07/01/19 06/30/20 07/01/19 06/30/20 $500 $500 $1,000
FFY17 PPHF Ops NH23IP000762 Amd 3,4 93.268 333.93.26 07/01/18 06/30/19 07/01/18 06/30/19 $500 $500
FFY17317Ops 5NH231P000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $1,423 $1,423 $1,423
FFY17 AFIX 5NH231P000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $4,293 $4,293 $4,293
FFY20 VFC Ops NH23IP922619 Amd 9 93.268 333.93.26 07/01/19 06/30/20 07/01/19 06/30/20 $5,600 $5,600 $7,828
FFY17 VFC Ops 5NH23IP000762-05-00 N/A 93.268 333.93.26 01/01/18 06/30/18 04/01/17 06/30/18 $2,228 $2,228
FFY20 MCHBG LHJ Contracts NGA Not Received Amd 10 93.994 333.93.99 10/01/19 09/30/20 10/01/19 09/30/20 $67,694 $67,694 $191,5113
FFY19 MCHBG LHJ Contracts B04MC32578 Amd 4 93.994 333.93.99 10/01/18 09/30/19 10/01/18 09/30/19 $67,694 $67,694
FFY18 MCHBG LHJ Contracts B04MC31524 Amd 2 93.994 333.93.99 01/01/18 09/30/18 10/01/17 09/30/18 $5,344 $56,115
FFY18 MCHBG LHJ Contracts B04MC31524 N/A 93.994 333.93.99 01/01/18 09/30/18 10/01/17 09/30/18 $50,771
FY2 Group B Programs for DW(FO-SW) Amd 3 N/A 334.04.90 07/01/18 06/30/19 07/01/17 06/30/19 $5,000 $5,000 $5,000
Page I of 3
EXHIBIT B-10
Mason County Public Health ALLOCATIONS Contract Number: CLH18253
Contract Term:2018-2020 Date: July 15,2019
Indirect Rate as of January 2018:13.71%
Indirect Rate as of January 2019:14.53% DOH Use Only
BARS Statement of Work Chart of Accounts Funding Chart of
Federal Award Revenue Funding Period Funding Period Period Accounts
Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total Total
GFS-Group B(FO-SW) Amd 10 N/A 334.04.90 07/01/20 12/31/20 07/01/19 06/30/21 $2,500 $2,500 $7,500
GFS-Group B(FO-SW) Amd 10 N/A 334.04.90 07/01/19 06/30/20 07/01/19 06/30/21 $2,500 $2,500
GFS-Group B(FO-SW) N/A N/A 334.04.90 01/01/18 06/30/18 07/01/17 06/30/19 $2,500 $2,500
Healthy Communities Amd 10 N/A 334.04.91 07/01/19 06/30/20 07/01/19 06/30/21 $1,370 $1,370 $1,370
4 i, ^wak°ti� 4,moi
SFY2 Lead Environments of Children Amd 4 N/A 334.04.93 07/01/18 06/30/19 07/01/18 06/30/19 $1,500 $1,500 $4,500
SFY1 Lead Environments of Children Amd 2 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500 $3,000
SFY1 Lead Environments of Children Amd 1 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/18 $1,500
Rec ShellfishBiotoxin Amd 9 N/A 334.04.93 07/01/19 06/30/20 07/01/19 06/30/21 $3,500 $3,500 $11,000
Rec Shellfish/Biotoxin N/A N/A 334.04.93 01/01/18 06/30/19 07/01/17 06/30/19 $7,500 $7,500
Wastewater Management-GFS Amd 9 N/A 334.04.93 07/01/20 12/31/20 07/01/19 06/30/21 $30,000 $30,000 $120,000
Wastewater Management-GFS Amd 9 N/A 334.04.93 07/01/19 06/30/20 07/01/19 06/30/21 $30,000 $30,000
Wastewater Management-GFS Amd 5 N/A 334.04.93 07/01/18 06/30/19 07/01/17 06/30/19 $43,274 $43,274
Wastewater Management-GFS Amd5 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/19 ($43,274) $16,726
Wastewater Management-GFS N/A,Amd 5 N/A 334.04.93 01/01/18 06/30/18 07/01/17 06/30/19 $60,000
FPHS Funding for LHJs Amd 111 N/A 336.04.25 07/01/20 12/31/20 07/01/19 06/30/21 $42,000 $42,000 5126,000
FPHS Funding for LHJs Amd 10 N/A 336.04.25 07/01/19 06/30/20 07/01/19 06/30/21 $42,000 $42,000
FPHS Funding for LHJs Dir Amd 3 N/A 336.04.25 07/01/18 06/30/19 07/01/17 06/30/19 $42,000 $42,000
YR 20 SRF-Local Asst(15%)(FS)-SS Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 ($12,000) $0 $0
YR 20 SRF-Local Asst(15%)(FS)-SS N/A,Amd 3 N/A 346.26.64 01/01/18 12/31/18 07/01/17 12/31/18 $12,000
YR 21 SRF-Local Asst(15%)(FS)SS Amd 10 N/A 346.26.64 01/01/18 06/30/19 07/01/17 06/30/19 ($13,600) $11,200 $11,200
YR 21 SRF-Local Asst(15%)(FS)SS Amd 7,10 N/A 346.26.64 01/01/18 06/30/19 07/01/17 06/30/19 $800
YR 21 SRF-Local Asst(15%)(FS)-SS Amd 6,10 N/A 346.26.64 01/01/18 06/30/19 07/01/17 06/30/19 $12,000
YR 21 SRF-Local Asst(15%)(FS)-SS Amd 3,10 N/A 346.26.64 01/01/18 06/30/19 07/01/17 06/30/19 $12,000
YR 22 SRF-Local Asst(15%)(FO-SW)SS Amd 10 N/A 346.26.64 01/01/19 12/31/19 07/01/19 06/30/21 $13,600 $13,600 $13,600
Sanitary Survey Fees(FO-SW)-SS State Amd 7 N/A 346.26.65 01/01/18 12/31/19 07/01/17 12/31/19 $800 $24,800 $24,800
Sanitary Survey Fees(FO-SW)-SS State Amd 6 N/A 346.26.65 01/01/18 12/31/19 07/01/17 12/31/19 $12,000
Sanitary Survey Fees(FO-SW)-SS State N/A,Amd 3,6 N/A 346.26.65 01/01/18 12/31/19 07/01/17 12/31/19 $12,000
YR 20 SRF-Local Asst(15%)(FS)-TA Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31/18 ($2,000) $0 $0
YR 20 SRF-Local Asst(15%)(FS)-TA N/A,Amd 3 N/A 346.26.66 01/01/18 12/31/18 07/01/17 12/31/18 $2,000
Page 2 of 3
EXHIBIT B-10
Mason County Public Health ALLOCATIONS Contract Number: CLH18253
Contract Term:2018-2020 Date: July 15,2019
Indirect Rate as of January 2018:13.71%
Indirect Rate as of January 2019: 14.53% DOH Use Only
BARS Statement of Work Chart of Accounts Funding Chart of
Federal Award Revenue Funding Period Funding Period Period Accounts
Chart of Accounts Program Title Identification# Amend# CFDA* Code** Start Date End Date Start Date End Date Amount Sub Total Total
YR 21 SRF-Local Asst(15%)(FS)TA Amd 10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 ($4,000) $0 $o
YR 21 SRF-Local Asst(15%)(FS)-TA Amd 6,10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 $2,000
YR 21 SRF-Local Asst(15%)(FS)-TA Amd 3,10 N/A 346.26.66 01/01/18 06/30/19 07/01/17 06/30/19 $2,000
YR 22 SRF-Local Asst(15%)(FO-SW)TA Amd 10 N/A 346.26.66 01/01/19 12/31/19 01/01/19 06/30/21 $2,000 $2,000 $2,000
TOTAL $1,011,177 $1,011,177
Total consideration: $805,771 GRAND TOTAL $1,011,177
$205,406
GRAND TOTAL $1,011,177 Total Fed $684,207
Total State S326,970
*Catalog of Federal Domestic Assistance
**Federal revenue codes begin with"333". State revenue codes begin with"334".
Page 3 of 3
Exhibit C-9 Schedule of Federal Awards AMENDMENT#10
Date:July 15,2019
MASON COUNTY HEALTH SERVICES-SWV0001893-04
CONTRACT CLI-118253-Mason County Public Health
CONTRACT PERIOD: 01/0112018-12/31/2020
DOH Total Amt Allocation Period
Chart of Accounts Program Title BARS Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Federal Award Federal Grant Award Name
Award Date Award Date Date Identification Number
Puget Sound Action Agenda:
PS SSI 1-5 OSS TASK 4 333.66.12 08/02/16 $5,000,000 01/01118 06/30/19 $86,541 66.123 Technical Investigations and Environmental Protection Agency 01J18001 PUGET SOUND SHELLFISH
Implementation Assistance Region 10 STRATEGIC INITIATIVE LEAD
Program
Puget Sound Action Agenda:
NEP 5-5 ONSITE SEWAGE MANAGEMENT 333.66.12 01/09111 $2,490,000 01/01118 06/30/19 $85,330 66.123 Technical Investigations and Environmental Protection Agency 00.188801 PUGET SOUND RESTORATION
Implementation Assistance Region 10 PROJECT
Program
NGA Not NGA Not Public Health Emergency Department of Health and Human
FFY19 PHEP BPI LHJ FUNDING 333.93.06 Received Received 07/01/19 06/30/20 $49,342 93.069 Preparedness Services Centers for Disease Control NGA Not Received NGA Not Received
and Prevention
Department of Health and Human HOSPITAL PREPAREDNESS
FFY18 EPR PHEP BPI SUPP LHJ FUNDING 333.93.06 08/01/18 $11,062,782 07/01/18 06/30119 $49,341 93.069 Public Health Emergency Services Centers for Disease Control NU90TP921889-01 PROGRAM AND PUBLIC HEALTH
Preparedness EMERGENCY PREPAREDNESS
and Prevention COOPERATIVE AGREEMENT
FFYI7 EPR PHEP BPI LHJ FUNDING 333.93.06 07!18117 $11,062,782 01/01/18 06/30/18 $28,979 93.069 Public Health Emergency Department of Health and Human HPP AND PHEP COOPERATIVEPreparedness Services Centers for Disease Control NU90TP921889-01 AGREEMENT
and Prevention
Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE
FFY18 PRESCRIPTION DRUG OD-SUPP 333.93.13 05/31/17 $6,223,623 09/01/18 08/31119 $110,000 93.136 Research and State and Services Centers for Disease Control U17CE002734 FOR STATES
Community Based Programs and Prevention
Injury Prevention and Control Department of Health and Human PRESCRIPTION DRUG OVERDOSE
FFY17 PRESCRIPTION DRUG OD-SUPP 333.93.13 03116/16 $4,031,632 01/01/18 08/31/18 $63,027 93.136 Research and State and Services Centers for Disease Control U17CE002734 FOR STATES
Community Based Programs and Prevention
Department of Health and Human
Immunization Cooperative IMMUNIZATION GRANT AND
FFY20 VFC OPS 333.93.26 07101/19 $9,234,835 07101/19 06/30/20 $5,600 93.268 Agreements Services Centers for Disease Control NH23IP922619 VACCINES FOR CHILDREN PROGRAM
and Prevention
Department of Health and Human
FFY20 PPHF OPS 333.93.26 07/01119 $9,234,835 07/01/19 06/30/20 $500 93.268 Immunization Cooperative Services Centers for Disease Control NH231P922619 IMMUNIZATION GRANT AND
Agreements VACCINES FOR CHILDREN PROGRAM
and Prevention
Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND
FFYI7 VFC OPS 333.93.26 03/03/17 $1,201,605 01/01/18 06/30118 $2,228 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S
and Prevention PROGRAM
Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND
FFYI7 PPHF OPS 333.93.26 06/29/18 $3,634,512 07/01/18 06/30/19 $500 93.268 Agreements Services Centers for Disease Control NH231P000762 VACCINES FOR CHILDREN'S
and Prevention PROGRAM
Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND
FFY171NCREASING IMMUNIZATION RATES 333.93.26 06129118 $1,722,443 07/01/18 06/30/19 $5,600 93.268 Agreements Services Centers for Disease Control NH231P000762 VACCINES FOR CHILDREN'S
and Prevention PROGRAM
Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND
FFYI7 AFIX 333.93.26 03/03/17 $1,672,289 01/01/18 06/30118 $4,293 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S
and Prevention PROGRAM
Immunization Cooperative Department of Health and Human IMMUNIZATION GRANT AND
FFYI7 317 OPS 333.93.26 03/03/17 $575,969 01/01/18 06/30118 $1,423 93.268 Agreements Services Centers for Disease Control 5NH231P000762-05-00 VACCINES FOR CHILDREN'S
and Prevention PROGRAM
NGA Not NGA Not Matemal and Child Health Services Department of Health and Human
FFY20 MCHBG LHJ CONTRACTS 333.93.99 Received Received 10/01/19 09/30120 $67,694 93.994 Block Grant to the States Services Health Resources and NGA Not Received NGA Not Received
Services Administration
Maternal and Child Health Services Department of Health and Human MATERNAL AND CHILD HEALTH
FFY19 MCHBG LHJ CONTRACTS 333.93.99 11/14118 $2,225,977 10/01/18 09/30/19 $67,694 93.994 Block Grant to the Stales Services Health Resources and 604MC32578 SERVICES BLOCK GRANT
Services Administration
Page 1 of 2
Exhibit C-9 Schedule of Federal Awards AMENDMENT#10
Date:July 15,2019
MASON COUNTY HEALTH SERVICES-SWV0001893-04
CONTRACT CLH18253-Mason County Public Health
CONTRACT PERIOD: 01/01/2018-12/31/2020
DOH Total Amt Allocation Period
Chart of Accounts Program Title BARS Federal Federal Start End Contract Amt CFDA CFDA Program Title Federal Agency Name Federal Award
Award Date Award Date Date Identification Number Federal Grant Award Name
Matemal and Child Health Services Department of Health and Human MATERNAL AND CHILD HEALTH
FFY18 MCHBG LHJ CONTRACTS 333.93.99 10/20117 $1,650,528 01/01/18 09/30118 $56,115 93.994 Block Grant to the States Services Health Resources and B04MC31524
Services Administration SERVICES
TOTAL $684,207
Page 2 of 2
MASON COUNTY
BRIEFING ITEM SUMMARY FORM
TO: BOARD OF MASON COUNTY COMMISSIONERS
FROM: Sheryl Hilt
DEPARTMENT: Sheriff's Office EXT: 636
BRIEFING DATE: 9/16/19
PREVIOUS BRIEFING DATES:
If this is a follow-up briefing, please provide only new information
ITEM:
1. Sheriff's Office Budget Update
2. Budget Transfers
3. Taser Program
EXECUTIVE SUMMARY: (If applicable, please include available options and
potential solutions):
1. & 2. The Sheriff's Office will need to move some money from Wages and Benefits
to cover purchases needed to mitigate previous budget cuts and save money in
coming fiscal years.
2. Presentation of what is needed to replace the taser fleet.
BUDGET IMPACTS:
None —The budget moves will not exceed the available funding.
RECOMMENDED OR REQUESTED ACTION:
Review the requests and discuss the recommendations.
ATTACHMENTS:
Briefmg Summary 9/9/2019
MASON COUNTY PUBLIC WORKS—COMMISSIONER BRIEFING
SEPTEMBER 16,2019
Briefing Items
Discussion Items
Commissioner Follow-Up Items
1. Salt storage shed
Upcoming Calendar/Action Items
Attendees:
Commissioners: Public Works: Other Dept. Staff.: Public:
_Randy Neatherlin _Diane Sheesley
_Kevin Shutty _Loretta Swanson
Sharon Trask _Others:(List below)