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HomeMy WebLinkAboutBehavioral Health ResourcesMASON COUNTY PROFESSIONAL SERVICES CONTRACT CONTRACT ?it BFIRn2018.1 THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Behavioral Health Resources, hereinafter referred to as "CONTRACTOR." Contracted Entity Behavioral Health Resources Address 3859 Martin Way E Suite 102 Olympia, WA 98506 City, State, Zip Code Phone 360-704-7170 Primary Contact Name, Title Lauren Farmer Primary Contact Phone & E-mail 360-704-7170; lfarmera@bhr.org Eric Jensen, CPA Contractor Fiscal Contact 360-236-7170; Contractor Fiscal Phone & Email ejensen@bhr.org 600-255-953 Washington State UBI# 91-0666889 Federal EIN total Award/Contract Value $76,500 Contract Term Duration July 1, 2018-December 31, 2019 County Contract Contact Lydia Buchheit, Community Health Manager Lydiab@co.mason.wa.us 360-427-9670 404 County Contract Email & Phone ext County Fiscal Contact Casey Bingham, Fiscal Manager Caseyb@co.mason.wa.us 360-427-9670 562 County Fiscal Email & Phone ext. PURPOSE The purpose of this contract/grant is to assist the COUNTY in the delivery of chemical dependency or mental health treatment programs and services pursuant to the Revised Code of Washington and according to the Mason County 5-year plan. COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract and EXHIBITS and have executed this contract on the date below to start as of the date and year referenced above. The rights and obligations of both parties to this contract are governed by this contract including Special Conditions, General Terms and Conditions, Exhibits, and the following other documents incorporated by reference: RFP Application, instructions and disclosures. CONTRACTOR BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON qcko,v- ' "o-r c,J (4 €. ©'13Yr (, 4 Agency Name 1% g Y Randy Neatherlin, C air Ths 0,„ -7/16/%01g Authorize Signature Date t c; r , C YET Oe% eCr APPROVED AS TO FORM: Print Name & Title -7/Z/ zrn 8 Date 1 Tim Whitehead, ie PA Professional Services Contract (rev 05/2018) Page 1 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. Payment: COUNTY will reimburse CONTRACTOR for actual expenditures incurred each month, according to the terms provided in EXHIBIT B, provided that COTNRACTOR performs the services and submits all reporting to a satisfactory level. Monthly expenditures will be reported using the template provided. Payment is on the assumption that State and local funds are available to the COUNTY for disbursement to the CONTRACTOR and have been expended and program requirements met, or earlier in the event of non-compliance. If State or local funds are not available to the COUNTY, the COUNTY reserves the right to amend the payment terms and the amount of the maximum contract total. The term of this CONTRACT begins on the Effective Date, and the CONTRACTOR agrees not to incur any expenses on the program using COUNTY funding prior to the effective date. The CONTRACT end date is June 30, 2019, or earlier in the event of non-compliance. Payment Information: CONTRACTOR agrees to complete or make sure a current Vendor Payment Form is on file providing the COUNTY with all information necessary to correctly issue such payments. If CONTRACTOR fails to provide such information in response to the COUNTY'S written request, then the COUNTY may withhold payments to CONTRATOR until CONTRATOR provides such information. Budget: CONTRACTOR further agrees that funds provided under this CONTRACT will be expended as specifically itemized line by line in the Budget provided in Exhibit C, and that CONTRACTOR will follow the Budget Amendment Process for quarterly expense transfers within a budget category (i.e. operations, administration, facilities support). Budget transfers will not be made unless approved by the COUNTY. Late requests will not be accepted. Duplicate Payment: The COUNTY shall not pay CONTRACTOR, if the CONTRACTOR has charged or will charge any other party under any other Grant, subgrant/subcontract, or agreement, for the same services or expenses. If it is determined that CONTRACTOR has received duplicate payment, the CONTRACTOR must pay back the COUNTY for these expenses. Recordkeeping: COTNRACTOR agrees to keep records in an easily read form sufficient to account for all receipts and expenditures of contract funds. These records, as well as supporting documentation, will be archived by the CONTRACTOR'S office for at least six (6) years after the end of the contract. CONTRACTOR agrees to make such books, records, and supporting documentation available to the COUNTY for inspection when requested. Accounting and Payment for CONTRACTOR Services: Payment to the CONTRACTOR for services rendered under this CONTRACT shall be as set forth in "Exhibit C BUDGET." Where Exhibit "C" requires payments by the COUNTY, payment shall be based upon written claims supported, unless otherwise provided in Exhibit "C," by documentation of units of work performed and amounts earned, including, where appropriate, the actual number of days worked each month, total number of hours for the month, and the total dollar payment requested, to comply with municipal auditing requirements. Acceptable invoices will be processed within 30 days of receipt. Unless specifically stated in Exhibit "C" or approved in writing in advance by the official executing this CONTRACT for COUNTY or his or her designee (hereinafter referred to as the "Administrative Officer"). COUNTY will not reimburse the CONTRACTOR for any costs or expenses incurred by the CONTRACTOR in the performance of this CONTRACT. Where required, COUNTY shall, upon receipt of appropriate documentation, compensate the CONTRACTOR, no more often than monthly, I Professional Services Contract (rev 05/2018) Page 3 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 now or in the future. Intellectual Property: COTNRACTOR shall retain all copyrights and other intellectual property rights to written work produced because of this award, including but not limited to, work product listed in SCOPE OF SERVICES. CONTRACTOR grants to COUNTY a nonexclusive, irrevocable, perpetual, and royalty - free license to access, reproduce, publish, copy, or otherwise use such written work. Program materials may be reproduced (but not morphed, amended, revised, or redesigned) by any other party, o n a worldwide, non-exclusive basis and without fee in connection with their own educational or program purposes, but may not be used in connection with sales or distribution for profit. The owner must approve any use of project materials not specifically permitted under this provision, in advance and in writing. As appropriate, all materials shall contain an attribution of ownership. Third -Party Rights: CONTRACTOR warrants that written work product(s) produced under the terms of this CONTRACT will not infringe, misappropriate, or violate the rights of any third party, or incorporate or be derived from the intellectual property of any third party, without the COUNTY'S prior written consent. Audit Provisions and Non -Compliance: Throughout the course of the CONTRACT term, the COUNTY will monitor compliance with contract requirements outlined in Exhibit A Scope of Services. If the COUNTY, a) encounters non-compliance with the terms outlined in the CONTRACT on the part of the CONTRACTOR, or (b) is not satisfied, in its sole discretion, with the quality of CONTRACTOR'S work, the COUNTY will follow to make a reasonable attempt to assist CONTRACTOR with technical assistance to resolve issues that impede quality and compliance. If compliance and/or quality issues are not resolved through standard technical assistance, or reasonable efforts to provide such assistance, CONTRACTOR will be engaged in corrective action through a Corrective Actions and/or Performance Improvement Plan, as o utlined in Exhibit D Failure to meet the corrective actions can result in early contract termination, as o utlined in Exhibit D. Contract Close out: Final payment is contingent upon the CONTRACTOR'S ability to provide the COUNTY with all invoices and work product including; plans, narrative reports, and data reports, to release the final payment for services within sixty (60) calendar days of contract completion or termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following the contract term end date. rarly Termination: The COUNTY may terminate the contract prior to the end of the term if satisfactory compliance is not reached after reasonable efforts have been made to restore compliance, as outlined in Exhibit D In the case of such termination, CONTRATOR is required to immediately repay the full amount of any funds which CONTRACTOR did not spend as of the date of the notice of termination CONTRACTOR must submit a final invoice and all reports to a satisfactory level within sixty (60) days of termination to receive payment for any services up until the day of termination. The COUNTY shall have no further obligation to pay CONTRACTOR if any invoices or reports are past due for the sixty (60) day period following termination. Professional Services Contract (rev 05/2018) Page 5 Arbitration: Other than claims for injunctive relief brought by a party hereto (which may be brought either in court o r 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 o rder 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. Change in Personnel The success of the approved program is largely contingent on the approved staffing identified in the proposal application and/or related to the final award amount and related services. Should there be any material change in job description, level of authority, or employment status of program staffing (or projected staff start dates for new programs) during the term of the CONTRACT, the COUNTY requires that the CONTRACTOR notify the COUNTY in writing within 15 days of the change and includes a staffing plan to minimize any disruption in services. CONTRACTOR will provide weekly u pdates after the written notice and plan until the staffing change is resolved. 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. Equipment Purchase, Maintenance, and Ownership The CONTRACTOR agrees that any depreciable equipment purchased, in whole or part, with contract funds at a cost of $1,000 per item or more, is upon its purchase the property of the COUNTY and will be used only for the program funded. The CONTRACTOR agrees to establish and maintain transaction documents (purchase requisitions packing slips, invoices, receipts) and maintenance records of equipment purchased with Contract funds. The CONTRACTOR shall be responsible for any loss or damage to property of the COUNTY that results from the negligence of the contractor or that results from the failure on the part of the contractor to maintain and administer that property in accordance with sound management practices. In the case of Early Termination, the CONTRACTOR agrees that all such equipment will be returned to the COUNTY unless otherwise agreed upon in writing by the CONTRACTOR and the COUNTY. lipilMir Iinla Professional Services Contract (rev 05/2018) Page 7 providing supplies to COUNTY, and CONTRACTOR further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to COUNTY. PatentlCopyright Infringement: CONTRACTOR will defend and indemnify COUNTY from any claimed action, cause or demand brought against COUNTY; to the extent such action is based on the claim that information supplied by the CONTRACTOR infringes any patent or copyright. CONTRACTOR will pay those costs and damages attributable to any such claims that are finally awarded against COUNTY in any action. Such defense and payments are conditioned upon the following: A. CONTRACTOR shall be notified promptly in writing by COUNTY of any notice of such claim. B CONTRACTOR shall have the right, hereunder, at its option and expense, to obtain for COUNTY the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to COUNTY. 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 Toss or expense, including, but not limited to, settlements, judgments, setoffs, attorneys' fees and costs resulting from CONTRACTOR's breach of this provision. Right to Review: This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Administrative Officer or by COUNTY's Auditor's Office. Such review may occur with or without notice and may include, but is not limited to, on -site inspection by COUNTY agents or employees, inspection of all records or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and any and all communications with or evaluations by service recipients under this CONTRACT. CONTRACTOR shall preserve and maintain all financial records and records relating to the performance of work under this CONTRACT for six (6) years after CONTRACT termination, and shall make them available for such review, within Mason County, State of Washington, upon request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any inspections, audits, or program review by any individual, agency, or governmental unit whose purpose is to review the services provided within the terms of this CONTRACT. If no advance notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative Officer as soon as it is practical. Insurance Requirements: At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements detailed in "Exhibit B-Insurance Requirements." 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 Professional Services Contract (rev 05/2018) Page 9 Niiiir due notice and examination by the COUNTY that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW or any similar statute involving CONTRACTOR, or any activities performed pursuant to the contract. U nilateral Contract Changes The CONTRACTOR acknowledges that the COUNTY may correct typographical errors, numbering errors or other minor grammar or punctuation error without the need to amend the agreement. The CONTRACTOR shall be notified when any correction take place and will be provided with a corrected copy of the contract. Contract Monitoring and Program Review CONTRACTOR will permit Mason County staff to visit CONTRACTOR'S premises and review CONTRACTOR'S activities with respect to the program, and will permit the COUNTY at its own expense, to conduct an independent financial and/or programmatic audit of the expenditures related to this contract. Administration Contract: COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County's Community Services Director and his or her designee, as COUNTY's representative, hereinafter referred to as the Administrative Officer, for the purposes of administering the provisions of this CONTRACT, including COUNTY's right to receive and act on all reports and documents, and any auditing performed by the COUNTY related to this CONTRACT. The Administrative Officer for purposes of this CONTRACT is: Lydia Buchheit, Community and Family Health & Human Services Manager Mason County Community Services 415 N. 6th Street Phone: 360-427-9670 Ext. 404 Fax: 360-427-7787 E-mail: LydiaB(a�co.mason.wa.us Financial Contact: Casey Bingham, Finance Manager Mason County Public Health and Human Services 415 N. 6th Street Phone: 360-427-9670 Ext. 562 Fax: 360-427-7787 E-mail: casevb@co.mason.wa.us N otice: Except as set forth elsewhere in the CONTRACT for all purposes under this CONTRACT except service of process, notice shall be given by CONTRACTOR to COUNTY's Administrative Officer under this CONTRACT. Notices and other communication may be conducted via e-mail, U S. mail, fax, hand -delivery or other generally accepted manner including delivery services. Modifications: Either party may request changes in the CONTRACT. Any and all agreed modifications, to be valid and binding upon either party, shall be in writing and signed by both of the parties. 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. S everability: Riipimir Professional Services Contract (rev 05/2018) Page 11 EXHIBIT A SCOPE OF SERVICE: program Expectations, 1. STAFFING a. Hire and maintain staffing appropriate to serve the proposed number of households. b. Job Descriptions: keep on file job descriptions for all personnel related to the program to include the date created, date reviewed, or date revised, duties, responsibilities, authority, and performance expectations. 2 TRAINING • all new staff follow a standard on -boarding training and systems are in place to train staff on policies and procedures, housing diversion, intake forms, customer service, de- escalation techniques, HMIS (Homeless Management and Information Systems data base), data timeliness, motivational interviewing, quality improvement and client file documentation. Additional training may be customized depending on the needs of the agency or clients. 3. PROGRAM RECRUITMENT AND ENROLLMENT a. Policies and procedures relating to prioritization, enrollment criteria and program denial procedures b. Reach and maintain program enrollment to achieve or exceed the goal listed in the RFP application (projected households served). c. Maintain a marketing and outreach plan on file or as part of the policies and procedures d. Perform and document outreach activities to community providers or providers in neighboring counties if services are not provided or there is limited capacity in Mason County. e. Low barrier programs and services f. Participation in and collaboration with Coordinated Entry g. Inter -Agency collaboration that improves program enrollments 4. VOLUNTARY SERVICES: Services will be provided to clients on a voluntary basis. organization Overview: Behavioral Health Resources (BHR) BHR has been providing services to the individuals with severe mentally illness and/or substance use disorders counties since 1956. As a community nonprofit, our focus has been on this underserved and overlooked population BHR has provided the safety net services for those who may not be able to access services without our assistance BHR provides same day access 76% of the time and assist people in obtaining housing, shelter, food, benefits and medical care BHR provides crisis services regardless of ability to pay and intervene in otherwise life -threatening situations. Services have evolved over the years and continue to focus on reaching those who are homeless, recently released from incarceration, or have other circumstances that make it difficult for people to reach out for services. Behavioral Health Resources supports and strengthens individuals, families and the community by promoting mental health and substance use disorder recovery BHR was founded in 1956 as the Thurston Child Guidance Clinic. As need in the community grew BHR expanded to serve adults and families as well. In 2005 BHR merged with South Sound Mental Health Services, making BHR the primary provider of mental health services in Thurston and Mason Counties. Subsequently, in 2007 BHR was invited to expand its services in Grays Harbor County and is now the major vendor of mental health and substance use disorder services there as well. BHR, led by a 12-member board, has a total staff of 270; our 2017 Organizational Budget totals $21,000,000. Last year BHR served 13,193 individuals and offers a continuum of comprehensive mental health and substance use disorder treatment services, ranging from our interdisciplinary children, young adults, and family programs; to intensive stabilization and crisis resolution services including 25 in -patient beds; case management for individuals that are homeless, at -risk of being homeless or recently released from jail; adult outpatient and supportive housing; programming in all three local jails; and services for pregnant and parenting women with substance use disorders. Professional Services Contract (rev 05/2018) Page 13 gaps in service, using evidence -based practices, funding new services, having measurable goals and outcomes, and leveraging additional resources (both Medicaid and BHR private resources). BHR will collaborate with school districts to identify school partners with the greatest need. Criteria for selection may include rates of disciplinary referrals and absenteeism, and proportion of low-income students. Districts and schools typically have their own triaging tools for assessing a student's needs. Many utilize the School -Wide Information System (SWIS) program to identify a child's needs based on three tiered levels of supportive services; the need for mental health services falls in tier three. The objective of this project is to make on -site services available to every student assessed at tier three within each school served, regardless of Medicaid status. Specifically, targeted will be youth with life - function indicator challenges and multi -system involvement. Services will continue over the summer. The objective of this early -intervention project is to increase educational success and resiliency of at - risk children and families in Mason County, in part to avoid Tong -term negative impacts of ACEs such as homelessness and incarceration. Program Goals - CONTRACTOR will track and report on the following: 1. Serve 5 — 7 schools in Mason County, prioritizing North Mason School District and rural communities 2. Serve 45 unduplicated children/month; 90 students per year 3. Decrease disciplinary referrals 4. Decrease absenteeism 5. CANS: Decrease needs score 6. CANS: Increase strength score 7. Provide the following services: a. Case management with participation based upon level of need, usually 1 day per week. b. Individual Counseling with participation based upon level of need, usually 1 day per week. c. Family Counseling with participation based upon level of need d. Group Counseling with participation based upon level of individual need, most groups are 8 weeks in duration Fiscal and Programmatic Reporting All COUNTY provided templates must be used and not modified without the expressed, written permission from the COUNTY. The COUNTY has the right to change the reporting requirements at any time. In the following reports, enter a zero (0) if data is not available. 1. Monthly Financial Invoice and Line Item Reports: a. All invoices and reports must be accurate, complete and received to a satisfactory level before invoices will be processed. b. COTNRACTOR will submit monthly Financial Line Item Reports using the template provided by the COUNTY as close to the first (1st) of each month as possible. The county has one to two vendor payment dates each month. The due dates and payment dates vary each month. If the first due date is missed, and all invoices and reports are satisfactory, the invoice will be processed on the next vendor cycle. For a list of vendor payment due dates, CONTRACTOR may contact the financial assistant for Mason County Community Services. c. The CONTRACTOR may not manipulate, change, or adjust the template without prior written permission from the County. 2 Monthly Program Enrollment: Contractor will submit Monthly Program Enrollment Numbers on the template within the financial invoice. The earlier the Monthly Enrollment Numbers are submitted the earlier the invoices can be approved for processing. Monthly Program Enrollment Numbers will include: r- Professional Services Contract (rev 05/2018) Page 15 b. Methods: What your program does and how c. Results: program results displayed by quarter using tables, charts, and graphs with brief descriptions d. Discussion: Conclusion and analysis of how the program is tracking toward target outcomes to include trends, challenges, successes, and insights of addressing the community need the program is working to solve. e. Success Story: Sample of clients' success story (Non -identifiable information) 6. Meetings: a. Quarterly In -Person Program Meeting to review monthly enrollment reports, financial invoices, quarterly performance reports, narrative report and other topics such as internal processes, quality improvement, and community collaboration. CONTRACTOR is responsible for setting up a regular meeting day and time and rescheduling for any variations that should happen. b. Monthly Provider Meeting: CONTRACTOR agrees to attend at least 80% of the monthly provider meetings. Months are August, September, October, December, January, February, April, May, and June. c. Coalition Meetings: CONTRACTOR agrees to a leadership role in the Housing & Behavioral Health Coalition. This role includes, but is not limited to, lead/facilitate meetings, lead or organize trainings, lead work groups, community strategic plan development and implementation. Two-thirds attendance required by the executive director, board member or program manager. Months are July, November, and March. d. Case Staffing (name by name) Meetings: Meetings will be organized and conducted by Coordinated Entry and occur one to two times per month and 75% attendance is expected for case managers, advocates, care coordinators, navigators and other similar positions that are directly working with clients. 7. Coordinated Entry: All agencies awarded Treatment Sales Tax funds are required to participate in Coordinated Entry when an individual discloses homelessness or imminently at - risk of homelessness. Participation means CONTRACTOR will send and receive referrals to and from Coordinated Entry. 8. Funded positions such as Case Manager, Care Coordinator, Advocates and Navigators will be evaluated based on program outcomes, enrollments into other programs, data quality, contract monitoring of client files to program fidelity, and attendance at Case Staffing (name by name) meetings. Examples of other program enrollments include VASH, TBRA, HEN, TANF, Mental Health treatment options, Substance Use Disorder treatment options, Shelter, Rapid Rehousing, energy assistance, Veterans Assistance Fund, etc. 9. Annual Point in Time Count: CONTRACTOR agrees to participate in the Annual Point in Time Count in the following ways: a. Promote attendance at the area Project Connect Events b. As a provider at the Point in Time Count Event c. Conduct surveys on individuals experiencing homelessness 10. Data Quality and Timeliness: CONTRACTOR agrees to conduct regular, internal data quality and timeliness checks as part of a quality assurance process. 11. Additional Requirements: Contractor will maintain and make available to the County, if requested, documentation demonstrating accomplishments of this Contract. Such documentation may include, but is not limited to: a. Client satisfaction surveys b. Services provided, service dates and number of service hours c. Case notes, participant goals and progress toward goals d. Attendance Sheets e. Data collection and assessments by participants f. Mileage logs g. Demographic information of participants h. Client file reviews i. Program denial documentation alr Professional Services Contract (rev 05/2018) Page 17 EXHIBIT B INSURANCE 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 for CONTRACTOR's, with two (2) or more employees and/or volunteers, no Tess 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. B. Certificate of Insurance: A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to COUNTY within five (5) days of CONTRACT execution. 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 COU NTY'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. Professional Services Contract (rev 05/2018) Page 19 EXHIBIT C BUDGET Submit monthly invoices and program reports electronically to tparker@co.maon.wa.us as close to the first (1st) of each month as possible. Annual Amount 16nmonth Comment Behavioral ealth Resources Funded -ST Amount Funded (-) Administration $8,000 $12,000 1 School Therapist / CM $40,000 $60,000 40% covered of costs, Clients by remaining Medicaid - -based Supplies / Materials $550 $825 Postage / Mailing $200 $300 Copy / Printing $200 $300 Travel $650 $975 Training / Workshops $200 $300 $1,000 $1,500 Equipment Insurance $200 $300 Maximum Contract Total $51,000 $76,500 Payment: Funding will be disbursed upon submitting the program reports and expenditure invoice according to the vendor payment schedule of the County Assessor's Office. COUNTY will reimburse CONTRACTOR for actual expenditures incurred each month and back up receipts must be kept on file by the grantee. Payment is provided that COTNRACTOR performs the services and submits all reporting to a satisfactory level. Monthly expenditures will be reported using the template provided. Payment is on the assumption that State and local funds are available to the COUNTY for disbursement to the CONTRACTOR and have been expended and program requirements met, or earlier in the event of non-compliance. If State or local funds are not available to the COUNTY, the COUNTY reserves the right to amend the payment terms and the amount of the maximum contract total. The term of this CONTRACT begins on the Effective Date, and the CONTRACTOR agrees not to incur any expenses on the program using COUNTY funding prior to the effective date. The CONTRACT end date is June 30, 2019, or earlier in the event of non-compliance. In the event state funding changes, the COUNTY reserves the right to amend the payment terms and the amount of the contract total. Professional Services Contract (rev 05/2018) Page 21 funding on the next Request for Proposal cycle, but future funding awards will be impacted. e. Fifth Offense: Grounds for early contract termination. If the contract is terminated early, the COTNRACTOR will be notified and expected to follow all contract obligations under the contract close-out clause. CONTRACTOR may apply for funding on the next Request for Proposal cycle but will start the contract term on probationary status. 4. Performance Improvement Plan Status: assessed monthly and quarterly with the submission of performance reports. Performance Improvement Plans are reserved for contract issues that impact deliverables around numbers served. a. In Compliance b. Step 1: Monitoring Status o monthly performance is below 85% of projection. CONTRACTOR must submit an Action Plan to improve performance that is subject to monthly reviews with COUNTY staff. The Plan shall: cite and describe the Contractor's specific area(s) in need of improvement, including, though not limited to: compliance with contract requirements, model fidelity, Performance progress, financial activity, and/or enrollment performance in need of improvement. For the specified area(s) in need of improvement, the Plan shall provide metrics or benchmarks to serve as indicators of satisfactory improvement. Identify corrective action items and/or steps the Contractor shall comply with to address cited areas in need of improvement. The plan shall also identify technical assistance and/or other supports designated to be made available to the Contractor by COUNTY to assist the Contractor in achieving satisfactory improvement. Outline a timeline for the completion of the Performance Improvement Plan by the Contractor. c. Step 2: Performance Improvement Plan Status — assessed at quarterly benchmarks. CONTRACTOR must submit a Performance Improvement Plan. CONTRACTOR will participate in a monthly Performance Improvement Plan meeting with COUNTY staff. The purpose of the meeting is to discuss the plan; gather information and feedback from the CONTRACTOR; share and review COUNTY data; other available program data; and other information related to areas in need of improvement which may be used to inform, evaluate and update the Performance Improvement Plan. d. Step 3: 20% reduction in funding over the balance of the contract if CONTRACTOR'S performance remains below projections for two or more quarters. e. Early Contract Termination. COUNTY may terminate this contract prior to the end of the Term if satisfactory progress toward the goals of the Performance Improvement Plan is not met by the CONTRACTOR, and/or if the Contractor is not able to or is not cooperative in development and Performance of the Performance Improvement Plan. f. Transition off Performance Improvement Plan Status: If satisfactory improvement in the specific area(s) indicated in Plan is met by the CONTRACTOR, within the timeline for completion of the Plan, the CONTRACTOR shall be transitioned out of Performance Improvement Status. COUNTY will provide the CONTRACTOR written notice of this transition once it has determined satisfactory improvement has been met following the timeline for completion of the Plan. 5. Contract ClosemOut: In the event a CONTRACTOR is delinquent on final contract close-out invoicing and/or reporting, and they have been re -funded whether it is the same or a different program, the current contract will start in probation status under the Non -Compliance Corrective Action Steps. Under this condition, any missed deliverable or act of non- performance can lead to early termination. Professional Services Contract (rev 05/2018) Page 23