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HomeMy WebLinkAboutCrossroads HousingMASON COUNTY COMMUNITY SERVICES Community Health & Human Services FY 2017 Consolidated Homeless Grant Sub -Contractor Agreement Between: Mason County and Community Action Council For The CHG is designed to support an integrated system of housing assistance to prevent homelessness and quickly re- house households who are unsheltered. This grant provides resources to address the needs of people who are homeless or at risk of homelessness, as described in Local Homeless Plans. Start date: 07/01/2017 MASON COUNTY CONSOLIDATED HOMELESS GRANT SUB -CONTRACTOR AGREEMENT CONTRACT # CH-2017.4 THIS CONTRACT is made and entered into by and between Mason County, hereinafter referred to as "COUNTY" and Crossroads Housing, hereinafter referred to as "CONTRACTOR." Crossroads Housing Contracted Entity Address Sargison 71 Loop / P.O. Box 1777 Shelton, WA 98584 City, State, Zip Code Phone 360-427-6919 201 ext. Primary Contact Name, Title Rich McEachin, Executive Director Primary 360-427-6919 201; Contact Phone & E-mail ext. rmceachin@hcc.net Carolyn Malanowski Contractor Fiscal Contact Contractor 360-427-6919 202; Fiscal Phone & Email ext. csk@hcc.net 601399556 Washington State UBI# 91-1569401 Federal EIN Total Award/Contract Value $360,538 $162,000 2163 Funds Awarded $198,538 CHG Funds Awarded None HEN Funds Awarded None 2060 Funds Awarded Contract Term Duration July 1, 2017-June 30, 2019 County Contract Contact Lydia Buchheit, Community Health Manager County Contract Email & Phone jydiab©co.mason.wa.us 360-427-9670 404 ext County Fiscal Contact Casey Bingham, Fiscal Manager Caseybc 360-427-9670 562 County Fiscal Email & Phone co. mason.wa. us ext. The CHG is designed to support an integrated system of housing assistance to prevent homelessness and quickly re -house households who are unsheltered. This grant provides resources to address the needs of people who are homeless or at risk of homelessness, as described in Local Homeless Plans. COUNTY and CONTRACTOR, as defined above, acknowledge and accept the terms of this contract and attachments 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 Grant Terms and Conditions, Exhibit A -Scope of Work, Exhibit B-Compensation, Exhibit C-Insurance and the following other documents incorporated by reference: Housing RFP Application and disclosures, CHG Guidelines (as they may be revised from time to time). CONTRACTOR r35 Th-C9 71= C 10 Age cy Nra5ele Vl. AuthSignature ce, BOARD OF COUNTY COMMISSIONERS MASON COUN V. WASHINGTON << c2_, Kevin Shutty, Chair (;) Date ,&i-t V VI (L& 4c-(; APP QVEDAS TO FORM: Print Name &,Title ' Date • Tim -Whitehead, Chief DPA CHG Sub -recipient Agreement (rev 06/2017) Page 1 Contract # «Contract_Number» SFPCIAL TERMS ANI) CONDITIONS GI NF RAL GRANT STATE FUNDS 1. GRANT MANAGEMENT The Representative for each of the parties shall be responsible for and shall be the contact person for all communications and billings regarding the performance of this Grant. The Representative for MASON COUNTY and their contact information are identified on the Face Sheet of this Grant. The Representative for the Grantee and their contact information are identified on the Face Sheet of this Grant. 2. COMPENSATION MASON COUNTY shall pay an amount not to exceed the amount shown on the Grant face sheet for the performance of all things necessary for or incidental to the performance of work as set forth in the Scope of Work. Grantee's compensation for services rendered shall be in accordance with Attachment A -Scope of Work. CHG funding is granted and reimbursed in the following cost categories: A. Base Funding — Administration; Data Collection; Program Operations for Facility -Based Housing - Households with minor children and Individuals and Households without minor children; Facility Support - Households with minor children and Individuals and Households without minor children; Rent Assistance and Program Operations — All Households. B. TANF Households_ Rent Assistance and Program Operations — TANF Households. C Housing and Essential Needs — Administration; Rent/Operations/Essential Needs. D. Performance Funding_ Reduced length of stay in temporary housing, reduced returns to homeless housing programs, housing persons exiting systems of care; Permanent Supportive Housing No more than 15% of the total budget shall be expended for administrative costs. 3. ELIGIBLE USE OF FUNDS Funding awarded under this Grant may only be used for eligible activities and expenses described in the current CHG Program Guidelines. These guidelines are attached (Attachment C) and are incorporated by reference. 4. PROHIBITIONS The Grantee or its Sub Grantees shall not require eligible clients to participate in a religious service as a condition of receiving program assistance. 5. BILLING PROCEDURES AND PAYMENT MASON COUNTY will pay Grantee upon acceptance of services provided and receipt of properly completed MASON COUNTY invoices, which shall be submitted to the Representative for MASON COUNTY not more often than monthly. Exceptions to the single billing per month (or quarterly) can be made by MASON COUNTY on a case -by - case basis. MASON COUNTY may, in its sole discretion, terminate the Grant or withhold payments claimed by the Grantee for services rendered if the Grantee fails to satisfactorily comply with any term or condition of this Grant. No payments in advance or in anticipation of services or supplies to be provided under this Grant shall be made by MASON COUNTY. Invoices must include HMIS documentation and back-up documentation of expenditures supporting the reimbursement request. Back-up documentation can be reports from your accounting system that clearly identify the expenditures that are being requested for reimbursement or copies of receipts in the absence of accounting system reports. In either case, back-up documentation should fully substantiate the reimbursement request. All invoices must have an original signature and are due to MASON COUNTY as close to the 1st of each month to expedite the reimbursement process Duplication of Billed Costs CHG Sub -recipient Agreement (rev 02/2015) Page 2 Contract #: «Contract Number» The Grantee shall not bill MASON COUNTY for services performed under the Grant, and MASON COUNTY shall not pay the Grantee, if the Grantee is entitled to payment or has been or will be paid by any other source, including grants, for that service. Disallowed Costs The Grantee is responsible for any audit exceptions or disallowed costs incurred by its own organization or that of its sub grantees. 6. INSURANCE The Grantee shall provide insurance coverage as set out in Exhibit B. DOCUMENTS ON FILE Documents consistent with federal and state regulations, as applicable, shall be kept on file in the office of the local agency and available for review. 7. ORDER OF PRECEDENCE In the event of an inconsistency in this Grant, the inconsistency shall be resolved by giving precedence in the following order: • Applicable federal and state of Washington statutes and regulations • Grant Face Sheet • Special Terms and Conditions • Attachment A — Scope of Work • Attachment B — Insurance • CHG Guidelines • CHG Application, as revised • General Terms and Conditions Page I3 GENERAL TERMS AND CONDITIONS GENERAL GRANT STATE FUNDS 1. DEFINITIONS As used throughout this Grant, the following terms shall have the meaning set forth below: A. "Authorized Representative" shall mean the Director and/or the designee authorized in writing to act on the Director's behalf. B. "Grantee" shall mean the entity identified on the face sheet performing service(s) under this Grant, and shall include all employees and agents of the Grantee. C. "COUNTY" shall mean MASON COUNTY. D. "Personal Information" shall mean information identifiable to any person, including, but not limited to, information that relates to a person's name health, finances, education, business, use or receipt of governmental services or other activities, addresses, telephone numbers, social security numbers, driver license numbers, other identifying numbers, and any financial identifiers. E. "State" shall mean the State of Washington. F. "Sub grantee/subcontractor" shall mean one not in the employment of the Grantee, who is performing all or part of those services under this Grant under a separate Grant with the Grantee. The terms "sub grantee/subcontractor" refers to any tier. G. "Subrecipient" shall mean a non-federal entity that expends federal awards received from a pass -through entity to carry out a federal program, but does not include an individual that is a beneficiary of such a program. It also excludes vendors that receive federal funds in exchange for goods and/or services in the course of normal trade or MASON COUNTY. H. "Vendor" is an entity that agrees to provide the amount and kind of services requested by MASON COUNTY; provides services under the grant only to those beneficiaries individually determined to be eligible by MASON COUNTY and, provides services on a fee -for -service or per -unit basis with contractual penalties if the entity fails to meet program performance standards. 2. ACCESS TO DATA In compliance with RCW 39.26.180, the Grantee shall provide access to data generated under this Grant to MASON COUNTY, the state of Washington, the Joint Legislative Audit and Review Committee, and the Office of the State Auditor at no additional cost. This includes access to all information that supports the findings, conclusions, and recommendations of the Grantee's reports, including computer models and the methodology for those models. 3. ADVANCE PAYMENTS PROHIBITED No payments in advance of or in anticipation of goods or services to be provided under this Grant shall be made by MASON COUNTY. 4. ALL WRITINGS CONTAINED HEREIN This Grant contains all the terms and conditions agreed upon by the parties. No other understandings, oral or otherwise, regarding the subject matter of this Grant shall be deemed to exist or to bind any of the parties hereto. 5. AMENDMENTS This Grant may be amended by mutual agreement of the parties Such amendments shall not be binding unless they are in writing and signed by personnel authorized to bind each of the parties. Page 14 6. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990, PUBLIC LAW 101-336, also referred to as the "ADA" 28 CFR Part 35 The Grantee must comply with the ADA, which provides comprehensive civil rights protection to individuals with disabilities in the areas of employment, public accommodations, state and local government services, and telecommunications. 7. ASSIGNMENT Neither this Grant, nor any claim arising under this Grant, shall be transferred or assigned by the Grantee without prior written consent of MASON COUNTY. 8. ATTORNEYS' FEES Unless expressly permitted under another provision of the Grant, in the event of litigation or other action brought to enforce Grant terms, each party agrees to bear its own attorney's fees and costs. 9. AUDIT A. General Requirements Grantee's are to procure audit services based on the following guidelines. The Grantee shall maintain its records and accounts so as to facilitate the audit requirement and shall ensure that Sub grantees also maintain auditable records. The Grantee is responsible for any audit exceptions incurred by its own organization or that of its Sub grantees. MASON COUNTY reserves the right to recover from the Grantee all disallowed costs resulting from the audit. Responses to any unresolved management findings and disallowed or questioned costs shall be included with the audit report. The Grantee must respond to MASON COUNTY requests for information or corrective action concerning audit issues within thirty (30) days of the date of request. B. State Funds Requirements In the event an audit is required, if the Grantee is a state or local government entity, the Office of the State Auditor shall conduct the audit. Audits of non-profit organizations are to be conducted by a certified public accountant selected by the Grantee. The Grantee shall include the above audit requirements in any sub grants. In any case, the Grantee's financial records must be available for review by MASON COUNTY. C Documentation Requirements The Grantee must send a copy of the audit report described above no later than nine (9) months after the end of the Grantee's fiscal year(s) by sending a scanned copy or a hard copy to: ATTN: Program Manager Community Services -Community Health & Human Services Division 415 N. 6th Street Shelton WA 98584 In addition to sending a copy of the audit, when applicable, the Grantee must include: • Corrective action plan for audit findings within three (3) months of the audit being received by MASON COUNTY. • Copy of the Management Letter. If the Grantee is required to obtain a Single Audit because of Circular A-133 requirements, no other report is required. 10. CONFIDENTIALITY/SAFEGUARDING OF INFORMATION A. "Confidential Information" as used in this section includes: 1. All material provided to the Grantee by MASON COUNTY that is designated as "confidential" by MASON COUNTY; Page I5 2. All material produced by the Grantee that is designated as "confidential" by MASON COUNTY; and 3. All personal information in the possession of the Grantee that may not be disclosed under state or federal law. "Personal information" includes but is not limited to information related to a person's name, health, finances, education, business, use of government services, addresses, telephone numbers, social security number, driver's license number and other identifying numbers, and "Protected Health Information" under the federal Health Insurance Portability and Accountability Act of 1996 (HIPAA). B. The Grantee shall comply with all state and federal laws related to the use, sharing, transfer, sale, or disclosure of Confidential Information. The Grantee shall use Confidential Information solely for the purposes of this Grant and shall not use, share, transfer, sell or disclose any Confidential Information to any third party except with the prior written consent of MASON COUNTY or as may be required by law. The Grantee shall take all necessary steps to assure that Confidential Information is safeguarded to prevent unauthorized use, sharing, transfer, sale or disclosure of Confidential Information or violation of any state or federal laws related thereto. Upon request, the Grantee shall provide MASON COUNTY with its policies and procedures on confidentiality. MASON COUNTY may require changes to such policies and procedures as they apply to this Grant whenever MASON COUNTY reasonably determines that changes are necessary to prevent unauthorized disclosures. The Grantee shall make the changes within the time period specified by MASON COUNTY. Upon request, the Grantee shall immediately return to MASON COUNTY any Confidential Information that MASON COUNTY reasonably determines has not been adequately protected by the Grantee against unauthorized disclosure. C. Unauthorized Use or Disclosure. The Grantee shall notify MASON COUNTY within five (5) working days of any unauthorized use or disclosure of any confidential information, and shall take necessary steps to mitigate the harmful effects of such use or disclosure. 11. CONFLICT OF INTEREST Notwithstanding any determination by the Executive Ethics Board or other tribunal, MASON COUNTY may, in its sole discretion, by written notice to the GRANTEE terminate this Grant if it is found after due notice and examination by MASON COUNTY that there is a violation of the Ethics in Public Service Act, Chapter 42.52 RCW; or any similar statute involving the Grantee in the procurement of, or performance under this Grant. In the event this Grant is terminated as provided above, MASON COUNTY shall be entitled to pursue the same remedies against the Grantee as it could pursue in the event of a breach of the Grant by the Grantee. The rights and remedies of MASON COUNTY provided for in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law The existence of facts upon which MASON COUNTY makes any determination under this clause shall be an issue and may be reviewed as provided in the "Disputes" clause of this Grant. 12. COPYRIGHT PROVISIONS Unless otherwise provided, all Materials produced under this Grant shall be considered "works for hire" as defined by the U S Copyright Act and shall be owned by MASON COUNTY. MASON COUNTY shall be considered the author of such Materials. In the event the Materials are not considered "works for hire" under the U.S. Copyright laws, the Grantee hereby irrevocably assigns all right, title, and interest in all Materials, including all intellectual property rights, moral rights, and rights of publicity to MASON COUNTY effective from the moment of creation of such Materials. "Materials" means all items in any format and includes, but is not limited to, data, reports, documents, pamphlets, advertisements, books, magazines, surveys, studies, computer programs, films, tapes, and/or sound reproductions. "Ownership" includes the right to copyright, patent, register and the ability to transfer these rights. For Materials that are delivered under the Grant, but that incorporate pre-existing materials not produced under the Grant, the Grantee hereby grants to MASON COUNTY a nonexclusive, royalty -free, irrevocable license (with rights to sublicense to others) in such Materials to translate, reproduce, distribute, prepare derivative works, publicly perform, and publicly display. The Grantee warrants and represents that the Grantee has all rights and permissions, including intellectual property rights, moral rights and rights of publicity, necessary to grant such a license to MASON COUNTY. The Grantee shall exert all reasonable effort to advise MASON COUNTY, at the time of delivery of Materials furnished under this Grant, of all known or potential invasions of privacy contained therein and of any portion of such document which was not produced in the performance of this Grant. The Grantee shall provide MASON COUNTY with prompt written notice of each notice or claim of infringement received by the Grantee with respect to any Materials delivered under this Grant. MASON COUNTY shall have the right to modify or remove any restrictive markings placed upon the Materials by the Grantee. Page I6 13. DISPUTES Except as otherwise provided in this Grant, when a dispute arises between the parties and it cannot be resolved by direct negotiation, either party may request a dispute hearing with the Director of Public Health and Social Services for MASON COUNTY, who may designate a neutral person to decide the dispute. The request for a dispute hearing must: • be in writing state the disputed issues; state the relative positions of the parties; state the Grantee's name, address, and Contract number; and be mailed to the Director and the other party's (respondent's) Grant Representative within three (3) working days after the parties agree that they cannot resolve the dispute. The respondent shall send a written answer to the requestor's statement to both the Director or the Director's designee and the requestor within five (5) working days. The Director or designee shall review the written statements and reply in writing to both parties within ten (10) working days. The Director or designee may extend this period if necessary by notifying the parties. The decision shall not be admissible in any succeeding judicial or quasi-judicial proceeding. The parties agree that this dispute process shall precede any action in a judicial or quasi-judicial tribunal. Nothing in this Grant shall be construed to limit the parties' choice of a mutually acceptable alternate dispute resolution (ADR) method in addition to the dispute hearing procedure outlined above. 14. DUPLICATE PAYMENT MASON COUNTY shall not pay the Grantee, if the Grantee has charged or will charge the State of Washington or any other party under any other Grant, subgrant/subcontract, or agreement, for the same services or expenses. 15. GOVERNING LAW AND VENUE This Grant shall be construed and interpreted in accordance with the laws of the state of Washington, and the venue of any action brought hereunder shall be in the Superior Court for MASON COUNTY. 16. INDEMNIFICATION To the fullest extent permitted by law, the Grantee shall indemnify, defend, and hold harmless the state of Washington, MASON COUNTY, agencies of the state/county and all officials, agents and employees of the state/county, from and against all claims for injuries or death arising out of or resulting from the performance of the contract. "Claim" as used in this contract, means any financial loss, claim, suit, action, damage, or expense, including but not limited to attorney's fees, attributable for bodily injury, sickness, disease, or death, or injury to or the destruction of tangible property including loss of use resulting therefrom. The Grantee's obligation to indemnify, defend, and hold harmless includes any claim by Grantee's agents, e mployees, representatives, or any subgrantee/subcontractor or its employees. The Grantee expressly agrees to indemnify, defend, and hold harmless the State and/or the COUNTY for any claim arising out of or incident to Grantee's or any subgrantee's/subcontractor's performance or failure to perform the Grant. Grantee's obligation to indemnify, defend, and hold harmless the State and/or COUNTY shall not be eliminated or reduced by any actual or alleged concurrent negligence of the State and the COUNTY or its agents, agencies, e mployees and officials. The Grantee waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend and hold harmless the state and or the COUNTY and its agencies, officers, agents or employees. 17. INDEPENDENT CAPACITY OF THE CONTRACTOR The parties intend that an independent contractor relationship will be created by this Grant. The Contractor and its e mployees or agents performing under this Contract are not employees or agents of the state of Washington or MASON COUNTY. The Contractor will not hold itself out as or claim to be an officer or employee of MASON COUNTY or of the state of Washington by reason hereof, nor will the Contractor make any claim of right, privilege or Page 17 benefit which would accrue to such officer or employee under law. Conduct and control of the work will be solely with the Contractor. 18. INDUSTRIAL INSURANCE COVERAGE The Grantee shall comply with all applicable provisions of Title 51 RCW, Industrial Insurance. If the Grantee fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees as may be required by law, MASON COUNTY may collect from the Grantee the full amount payable to the Industrial Insurance Accident Fund. MASON COUNTY may deduct the amount owed by the Grantee to the accident fund from the amount payable to the Grantee by MASON COUNTY under this Contract, and transmit the deducted amount to the Department of Labor and Industries, (L&I) Division of Insurance Services. This provision does not waive any of L&I's rights to collect from the Grantee. 19. LAWS The Grantee shall comply with all applicable laws, ordinances, codes, regulations and policies of local and state and federal governments, as now or hereafter amended including, but not limited to: Washington State Laws and Regulations A. Affirmative action, RCW 41.06.020 (1). B. Boards of directors or officers of non-profit corporations — Liability - Limitations, RCW 4.24.264. C. Disclosure -campaign finances -lobbying, Chapter 42.17 RCW. D. Discrimination -human rights commission, Chapter 49.60 RCW. E. Ethics in public service, Chapter 42.52 RCW. F. Office of minority and women's business enterprises, Chapter 39.19 RCW and Chapter 326-02 WAC. G. Open public meetings act, Chapter 42.30 RCW. H. Public records act, Chapter 42.56 RCW. I. State budgeting, accounting, and reporting system, Chapter 43.88 RCW. 20. LICENSING, ACCREDITATION AND REGISTRATION The Grantee shall comply with all applicable local, state, and federal licensing, accreditation and registration requirements or standards necessary for the performance of this Contract. 21. NONCOMPLIANCE WITH NONDISCRIMINATION LAWS During the performance of this Grant, the Contractor shall comply with all federal, state, and local nondiscrimination laws, regulations and policies. In the event of the Contractor's non-compliance or refusal to comply with any nondiscrimination law, regulation or policy, this Grant may be rescinded, canceled or terminated in whole or in part, and the Contractor may be declared ineligible for further Grants with MASON COUNTY. The Contractor shall, however, be given a reasonable time in which to cure this noncompliance. Any dispute may be resolved in accordance with the "Disputes" procedure set forth herein. 22. POLITICAL ACTIVITIES Political activity of Contractor employees and officers are limited by the State Campaign Finances and Lobbying provisions of Chapter 42.17 RCW and the Federal Hatch Act, 5 USC 1501 - 1508. No funds may be used for working for or against ballot measures or for or against the candidacy of any person for public office. 23. PUBLICITY The Grantee agrees not to publish or use any advertising or publicity materials in which the state of Washington or MASON COUNTY's name is mentioned, or language used from which the connection with the state of Washington's or MASON COUNTY's name may reasonably be inferred or implied, without the prior written consent of MASON COUNTY. Page 24. RECAPTURE In the event that the Grantee fails to perform this Grant in accordance with state laws, federal laws, and/or the provisions of this Grant, MASON COUNTY reserves the right to recapture funds in an amount to compensate MASON COUNTY for the noncompliance in addition to any other remedies available at law or in equity. Repayment by the Grantee of funds under this recapture provision shall occur within the time period specified by MASON COUNTY. In the alternative, MASON COUNTY may recapture such funds from payments due under this Grant. 25. RECORDS MAINTENANCE The Grantee shall maintain books, records, documents, data and other evidence relating to this Grant and performance of the services described herein, including but not limited to accounting procedures and practices that sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Grant. The Grantee shall retain such records for a period of six years following the date of final payment. At no additional cost, these records, including materials generated under the Grant, shall be subject at all reasonable times to inspection, review or audit by MASON COUNTY, personnel duly authorized by MASON COUNTY, the Office of the State Auditor, and federal and state officials so authorized by law, regulation or agreement. If any litigation, claim or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved. 26. REGISTRATION WITH DEPARTMENT OF REVENUE If required by law, the Grantee shall complete registration with the Washington State Department of Revenue. 27. RIGHT OF INSPECTION The Grantee shall provide right of access to its facilities to MASON COUNTY, 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 Grant. 28. SAVINGS In the event funding from state, federal, or other sources is withdrawn, reduced, or limited in any way after the effective date of this Grant and prior to normal completion, MASON COUNTY may terminate the Grant under the "Termination for Convenience" clause, without the ten calendar day notice requirement. In lieu of termination, the Grant may be amended to reflect the new funding limitations and conditions. 29. SEVERABILITY The provisions of this Grant are intended to be severable. If any term or provision is illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of the Grant. 30. SITE SECURITY While on MASON COUNTY premises, Grantee, its agents, employees, or subcontractors shall conform in all respects with physical, fire or other security policies or regulations. 31. SUBGRANTING/SUBCONTRACTING The Contractor may only subcontract work contemplated under this Contract if it obtains the prior written approval of MASON COUNTY. If MASON COUNTY approves subcontracting, the Contractor shall maintain written procedures related to subcontracting, as well as copies of all subcontracts and records related to subcontracts. For cause, MASON COUNTY in writing may: (a) require the Contractor to amend its subcontracting procedures as they relate to this Contract; (b) prohibit the Contractor from subcontracting with a particular person or entity; or (c) require the Contractor to rescind or amend a subcontract. Every subcontract shall bind the Subcontractor to follow all applicable terms of this Contract. The Contractor is responsible to MASON COUNTY if the Subcontractor fails to comply with any applicable term or condition of this Contract. The Contractor shall appropriately monitor the activities of the Subcontractor to assure fiscal conditions of Page I9 this Contract. In no event shall the existence of a subcontract operate to release or reduce the liability of the Contractor to MASON COUNTY for any breach in the performance of the Contractor's duties. Every subcontract shall include a term that MASON COUNTY and the State of Washington are not liable for claims or damages arising from a Subcontractor's performance of the subcontract. 32. SURVIVAL The terms, conditions and warranties contained in this Grant that by their sense and context are intended to survive the completion of the performance, cancellation or termination of this Grant shall so survive. 33. TAXES All payments accrued on account of payroll taxes, unemployment contributions, the Grantee's income or gross receipts, any other taxes, insurance or expenses for the Grantee or its staff shall be the sole responsibility of the Grantee. 34. TERMINATION FOR CAUSE In the event MASON COUNTY determines the Grantee has failed to comply with the conditions of this Grant in a timely manner, MASON COUNTY has the right to suspend or terminate this Grant. Before suspending or terminating the Grant, MASON COUNTY shall notify the Grantee in writing of the need to take corrective action. If corrective action is not taken within 30 calendar days, the Grant may be terminated or suspended. In the event of termination or suspension, the Grantee shall be liable for damages as authorized by law including, but not limited to, any cost difference between the original Grant and the replacement or cover Grant and all administrative costs directly related to the replacement Grant, e.g., cost of the competitive bidding, mailing, advertising and staff time. MASON COUNTY reserves the right to suspend all or part of the Grant, withhold further payments, or prohibit the Grantee from incurring additional obligations of funds during investigation of the alleged compliance breach and pending corrective action by the Grantee or a decision by MASON COUNTY to terminate the Grant. A termination shall be deemed a "Termination for Convenience" if it is determined that the Grantee (1) was not in default; or (2) failure to perform was outside of his or her control, fault or negligence. The rights and remedies of MASON COUNTY provided in this Grant are not exclusive and are, in addition to any other rights and remedies, provided by law. 35. TERMINATION FOR CONVENIENCE Except as otherwise provided in this Grant, MASON COUNTY may, by ten (10) business days written notice, beginning on the second day after the mailing, terminate this Grant in whole or in part. If this Grant is so terminated, MASON COUNTY shall be liable only for payment required under the terms of this Grant for services rendered or goods delivered prior to the effective date of termination. 36. TERMINATION PROCEDURES Upon termination of this Grant, MASON COUNTY, in addition to any other rights provided in this Grant, may require the Grantee to deliver to MASON COUNTY any property specifically produced or acquired for the performance of such part of this Grant as has been terminated. The provisions of the "Treatment of Assets" clause shall apply in such property transfer. MASON COUNTY shall pay to the Grantee the agreed upon price, if separately stated, for completed work and services accepted by MASON COUNTY, and the amount agreed upon by the Grantee and MASON COUNTY 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 MASON COUNTY, and (iv) the protection and preservation of property, unless the termination is for default, in which case the Authorized Representative shall determine the extent of the liability of MASON COUNTY. Failure to agree with such determination shall be a dispute within the meaning of the "Disputes" clause of this Grant. MASON COUNTY may withhold from any amounts due the Grantee such sum as the Authorized Representative determines to be necessary to protect MASON COUNTY against potential loss or liability. The rights and remedies of MASON COUNTY provided in this section shall not be exclusive and are in addition to any other rights and remedies provided by law or under this contract. Page 110 After receipt of a notice of termination, and except as otherwise directed by the Authorized Representative, the Grantee shall: 1. Stop work under the Grant on the date, and to the extent specified, in the notice; 2. Place no further orders or subgrants/subcontracts for materials, services, or facilities except as may be necessary for completion of such portion of the work under the Grant that is not terminated; 3. Assign to MASON COUNTY, in the manner, at the times, and to the extent directed by the Authorized Representative, all of the rights, title, and interest of the Grantee under the orders and subgrants/subcontracts so terminated, in which case MASON COUNTY has the right, at its discretion, to settle or pay any or all claims arising out of the termination of such orders and subgrants/subcontracts; 4. Settle all outstanding liabilities and all claims arising out of such termination of orders and subcontracts, with the approval or ratification of the Authorized Representative to the extent the Authorized Representative may require, which approval or ratification shall be final for all the purposes of this clause; 5. Transfer title to MASON COUNTY and deliver in the manner, at the times, and to the extent directed by the Authorized Representative any property which, if the Grant had been completed, would have been required to be furnished to MASON COUNTY; 6. Complete performance of such part of the work as shall not have been terminated by the Authorized Representative; and 7. Take such action as may be necessary, or as the Authorized Representative may direct, for the protection and preservation of the property related to this Grant, which is in the possession of the Grantee and in which MASON COUNTY has or may acquire an interest. 37. TREATMENT OF ASSETS Title to all property furnished by MASON COUNTY shall remain in MASON COUNTY. Title to all property furnished by the Grantee, for the cost of which the Grantee is entitled to be reimbursed as a direct item of cost under this Grant, shall pass to and vest in MASON COUNTY upon delivery of such property by the Grantee. Title to other property, the cost of which is reimbursable to the Grantee under this Grant, shall pass to and vest in MASON COUNTY upon (i) issuance for use of such property in the performance of this Grant, or (ii) commencement of use of such property in the performance of this Grant, or (iii) reimbursement of the cost thereof by MASON COUNTY in whole or in part, whichever first occurs. A. Any property of MASON COUNTY furnished to the Grantee shall, unless otherwise provided herein or approved by MASON COUNTY, be used only for the performance of this Grant. B. The Grantee shall be responsible for any Toss or damage to property of MASON COUNTY that results from the negligence of the Grantee or which results from the failure on the part of the Grantee to maintain and administer that property in accordance with sound management practices. C. If any MASON COUNTY property is lost, destroyed or damaged, the Grantee shall immediately notify MASON COUNTY and shall take all reasonable steps to protect the property from further damage. D. The Grantee shall surrender to MASON COUNTY all property of MASON COUNTY prior to settlement upon completion, termination or cancellation of this Grant All reference to the Grantee under this clause shall also include Grantee's employees, agents or Su bg rantees/Subcontractors. 38. WAIVER Waiver of any default or breach shall not be deemed to be a waiver of any subsequent default or breach. Any waiver shall not be construed to be a modification of the terms of this Grant unless stated to be such in writing and signed by Authorized Representative of MASON COUNTY. Page 111 Appendix A Scope of Services Organization: Crossroads Housing Crossroads mission is to help move homeless families forward in life by helping them achieve greater self- sufficiency and stability through permanent affordable housing. Crossroads Housing provides guidance, safe temporary housing, and comprehensive case management, as well as referrals to other agencies providing related specialized care. Crossroads services families and individuals who are experiencing setbacks possibly due to job Toss, Toss of income, catastrophic medical bills, or family break-ups. Crossroads Housing services include housing, case management, guidance, referrals, education in life and parenting skills, employment counseling, and medical advice. Identified Problem: In the 2017 annual Point in Time Count there were 276 individuals counted as homeless in emergency shelter (76), transitional housing (42) and unsheltered (158) living conditions. 81 chronically homeless individuals were counted, up 26 people from previous years. There is a strong need for short-term and long-term housing solutions in Mason County. Crossroads operates the only emergency shelter for families with 7 units serving about 35 different families each year. The only other shelters are a cold weather shelter for single adults and a domestic violence shelter. Crossroads operates 5 units of transitional housing funded through the Consolidated Homeless Grant and local recording fees. Crossroads also manages another 5 sites of scattered site transitional housing funded through another source. This is the only transitional housing available in Mason County and allows households up to two years of living while finding a permanent housing solution. Crossroads started the Coordinated Entry System (CE) in May of 2016 as part of a requirement of the Consolidated Homeless Grant with the purpose of being a point of entry in housing services for people experiencing a housing crisis. CE received over 500 requests for housing assistance in a year's time. Crossroads housing also operates the Rapid Re -Housing program for Mason County that is funded with CHG & local recording fees to assist families in a housing crisis with move -in costs and short term rent assistance to stabilize their housing. Approximately 90 households are served each year with this funding. Funding Award Budget & Payments CHG 2163 TOTAL Coordinated Entry $53,000 $53,000 CHG Rapid ReaHousing $100,538 $100,538 SafetyNet $60,000 $60,000 Shelter $29,000 $104,000 $75,000 Transitional Housing $23,000 $20,000 $43,000 TOTAL $198,538 $162,000 $360,538 Page 112 Crossroads Housing CHG Award 2163 Award Coordinated Entry $53,000 SafetyNet (Rental Assistance) $60,000 Admin $0 $35,036 Operations: CHG Funding Base $55,023 $13,964 Facilities support: and facility other lease costs $47,000 Rent: For Profit Rent $53,600 TANF: For Profit Rent $32,200 TANF: Operations $10,715 SUB TOTAL $198,538 $162,000 TOTAL $360,538 It is expected that Crossroads Housing will reserve a minimum of $500.00 from CHG operations for the Point in Time Count. Expenditures based on the budget will be reported by submitting invoices as close to the 1st (first) of the month as possible. Please submit invoices on the templates provided to caseyb�co.mason.wa.us and "cc" staceye@co.mason.wa.us and tparker@co. mason.wa. us. Program reports electronically to tparker@co.maon.wa.us . Funding will be disbursed upon submitting the program reports and expenditure invoice. Allow up to three (3) weeks to process invoice and payment. Expenditures are reimbursable and back up receipts must be kept on file by the grantee. The funding awards are dependent on the receipt by the county of federal and state revenue contracts and final approval of contracts by the County Commissioners. Contract awards may vary based on the amount of federal and state awards provided through the Department of Commerce. Program and/or Services Description: Coordinated Entry: HUD and the Department of Commerce require each county to operate a coordinated entry system. Coordinated entry is a system that streamlines access and referral to services and housing. It is a process that ensures that all people experiencing a housing crisis in a defined geographic area have fair and equal access, and are quickly identified, assessed for, referred, and connected to housing and homeless assistance based on their needs and strengths, no matter where or when they present for services. It uses standardized tools and practices, incorporates a system -wide Housing First approach, participant choice, and coordinates housing and homeless assistance such that housing and homeless assistance is prioritized for those with the most sever service needs. Coordinated entry must have a procedure for referring households to programs. A policy and procedure for rejecting referrals that ensures rejections are justified and rejected households are referred to appropriate services whenever possible must exist. Emergency Shelter for Families: Provide 7 units of emergency shelter for families for up to three months of stay. Families are not required to exit after 90 days as this will be determined by the case manager, program manager, and/or Executive Director. All efforts will be made to reduce program length of stay and find a permanent housing solution as quickly as possible. Once a family is selected from a waiting list an interview is conducted and the family is assigned a studio type apartment. During the stay, a family works with case Page 113 workers to find ways to overcome the hurdles that are holding them back from obtaining affordable permanent housing. Transitional Housing: Long-term transitional housing (up to 2 years) can be an effective resource to end homelessness when it is targeted to people who face more severe challenges in finding housing and when it is offered with as few barriers to program entry as possible. Crossroads Housing works with tenants on a month - by -month basis to move them to permanent housing as soon as possible. Crossroads also uses the five units of transitional housing, when available, for families that are exiting the shelter and need a little more time to stabilize before becoming permanently house to reduce the likelihood of returning to homelessness. Rapid Re -Housing: Rapid re -housing is an intervention designed to help individuals and families to quickly exit homelessness and return to permanent housing. Rapid re -housing assistance is offered without preconditions (such as employment, income, absence of criminal record, or sobriety) and the resources and services provided are typically tailored to the unique needs of the household. The core components of a rapid re -housing program are housing identification, rent and move -in assistance, and case management services. It is not required that a household utilize all core components to receive assistance. The SafetyNet program is subset of this program funded with local recording fees to offer less restrictive rental assistance for families that are under 50% area median income. These funds may NOT be sub -contracted and no agency will be given a share for exclusive use. The money will be managed in a way to allocate funds quarterly, based on historical demand, so that SafetyNet funds are available to eligible households throughout the year. The rapid re -housing program will accept referrals from all agencies, including coordinated entry. The rapid re -housing program will determine the process for eligibility, prioritization and may require any initial screenings for eligibility done by the referring source to ensure qualified referrals. Once approved by the rapid re -housing program, Crossroads will conduct the basic habitability inspection to ensure that funding is only paid for decent and safe housing. Once the prospective home passes inspection, Crossroads will arrange payment with the landlord and process all payroll taxes within the same work on behalf of its agency Organization & Program Goals: A) Reduce the number of people experiencing homelessness, especially living outdoors B) Make homelessness brief, rare and infrequent C) Increase percent exits to permanent housing D) Reduce the number of first time homelessness E) Reduce the number of returns to homelessness F) Reduce length of stay (i.e. reduce the length of time homeless) G) Responsible as the lead agency for Coordinated Entry to further implement a county -wide coordinated entry system, with multiple access points and expanded hours of service H) Leadership role in the annual Point in Time Count I) Expand outreach efforts to engage people experiencing homelessness and reduce the number of people living outside J) Use HMIS or other tracking systems to evaluate program effectiveness, report on program outcomes, and monitor data quality Short Term Objectives/Strategies for this program include: Topic Description Activity Goal Data Management Quality & A. The 1. Secure data 1. Data MOU's sharing agreements and organization sharing MOU's to the for in place all partnering organizations and staff will utilize agreements and Homeless Management collaborate with for partner the benefit organizations of Page 114 Information Systems the client data base to (HMIS) enter all clients the highest while 2a. Reduce the 2.1 Run ensuring data program reports number of unsheltered to homelessness quality collection, monthly evaluate program management, analysis 2b. Reduce the number of people effectiveness, progress and first time homelessness and B. Collect reporting. make any necessary strategic experiencing 2c. Increase to adjustments 2.2 Create tracking percent exits permanent housing 2d. Reduce the to and report program including data, but not other number of returns to homelessness spreadsheets data that is supplement 2e. Reduce the length time limited to HMIS either not collected average of homelessness reporting by and funding. as in HMIS be or reports cannot people experience required from HMIS to 2f. Reduce the number of people run assess homelessness program 2.3 Collect effectiveness. data to experiencing chronic 2g. Evaluate the use and effectiveness necessary of 2h. progressive Reduce the engagement demonstrate program funding number of people homelessness effectiveness, meet experiencing target among requirements, and statistical populations (e.g. veterans, youth, reports. single adults, elderly, race/ethnicity, etc) 3. Within 5 days the 3. Enter all clients into HMIS of meeting with client 4. 3% less 4. Run program to reports or error rate monthly data quality evaluate program Topic Description Activity Goal Management Case A. Case 1.1 Conduct 1. Determine housing barriers, management Intake comprehensive Assessments to determine is a collaborative and/or hard on prioritization, and referral housing & process planning, care coordination, of facilitation, assessment, potential participants and and service needs eligibility copy 1.2 Accept case records from referrals Coordinated Entry evaluation, advocacy for and options to 2. Develop individualized 2. Reduce length time in of crisis or housing homeless and an family's individual's services and meet Tong plans with short-term and timeline -term goals and creates for comprehensive a each goal and measures housing through communication needs and to 3. Diversion homeless 3. funds Resolve housing crisis without grant and available resources prevention to and use first progressive time engagement promote quality cost- homelessness prevent or repeat effective outcomes. 4. 4.1 Landlords Outreach 4. Increase to housing homeless exits permanent B. The Housing Case Manager and/or prevention 4.2 Master & lists to intensive will provide comparison determine best tenant landlord case 4.3 4.4 match Landlord Lease Mitigation in management services regularly scheduled to weekly sessions the housing 4.5 Landlord education / tenant laws resolve 5. Conflict 5. Prevent first time crisis and secure or homelessness teach or repeat resolution housing maintain within permanent 90 days and self sufficiency Page ( 15 initial 6. Education 6. Improve level of C. All meeting. education and earning 6.1 literacy housing 6.2 Life potential as access to affordable organizations skills that local 6.3 HS completion or GED receive 6.4 Post support -secondary enrollment & surcharge revenue (document fees) recording 7. Financial Literacy 7. Reduce barriers to must participate and resolve in Coordinated Entry. 7.1 Budget creation and housing, improve self sufficiency, and increase adherence economic/housing stability 7.2 Establish and/or use savings account 7.3 Credit Score 7.4 Loan default resolution 8. Health & Wellbeing 8. Improve to access care and general 8.1 Personal Hygiene health to improve long term 8.2 Access to benefits stability medical and 8.3 care Access to health mental treatment / and substance abuse services 9. Access to legal services 9. barriers, Resolve improve housing or employment increase self sufficiency and stability 10. Employment 10. Improve monthly income as access 10.1 WorkSource to housing collaboration affordable and economic 10.2 Resume writing stability 10.3 Job search and application 10.4 assistance Interview 10.5 Interview preparation clothing 10.6 Background resolution 10.7 Coordinate transportation 11.1 Access to Rapid Re- 11. Reduce first time homelessness, Housing homelessness programs repeat and improve exits 11.2 Recertify to housing participants permanent financial receiving to assistance every month assess progress and needs 12.1 Collaboration 12. Team to with other with other agencies provide departments, coordinated to entry, necessary wrap around services, to benefits, and organizations maximize outreach efforts, access to in housing participant outcomes, program and/or assist resolving goals 12.2 and Participates agency in mission crisis regularly "name by scheduled name" case staffing meetings Topic Description Activity Goal Point Count in Time 1. Assume leadership in the Raise The Homeless Assistance Housing Act Point a in Time Count role distribute community donations awareness, annual and that and is requires each county ensure a reliable count In conduct time Washington an annual State point in 2. Attend and conduct planning conducted year after year. sessions development and for methodological the best count of homeless sheltered and that and most unsheltered This is reliable populations count represents all persons. census Page 116 in 3. Engage in fundraising, donation conducted the accordance with the U S requirements Department of collection, organization and distribution of Housing and Urban 4. Event promotion Development (HUD). The 2018 in time 5. Conduct surveys point count is to 6. Assist de data (PIT) take projected January 26, with -duplication, place on entry and quality measures 2017, to survey where the people night. stayed previous 7.1 Reduce the 7. Create to follow living number of households a process in the PIT up with to keep surveyed count people outside 7.2 Reduce the number of people engaged and connect people homelessness experiencing chronic with services Topic Description Activity Goal Outreach Street involves 1. Develop 1. Reduce the living number of people outreach an outreach plan the outside the moving outside to walls of agency engage people homelessness experiencing be disconnected who may 2 Track 2. Increase the number of people and monitor outreach efforts through to from and alienated engaged outreach and are and quantify results evaluate to not only mainstream but connected with services effectiveness improve and adjust plans services from the and supports, targeting results services homeless 3. Outreach to 3. Increase the distribution Outreach persons as well. kits) to of other organizations efforts are designed to help supplies living (e.g. care people where homelessness people experience establish congregate or are outside supportive relationships, served give people advice and the 4.1 Improve 4. Collaborate PATH engagement of with and/or support, and that enhance they to people not doubled as visible (e.g. couch other outreach organizations possibility will surfers housing) 4.2 Increase or up, substandard maximize resources to and enhance access necessary that services help outreach efforts reach more people and them supports the will outreach and move off streets. to target engagement populations (e.g. youth, veterans, elderly) Topic Description Activity Goal 1. Participate in Coordinated 1. All households through Coordinated Family Provide 7 route units of for for Emergency Entry to ensure an equitable process Entry as required by any emergency families for shelter to three local Shelter Mason County that best residents their and obtain referrals organization receiving months of stay. up fees. match needs recording Families are to not 90 2.Assess the families 2a Continuallyassess the type housing required this exit after be yp of g needs of in the how homelessness determined as by will the needed be dedicated community to and many units experiencing the case may 2b. Provide input emergency the shelters for within community to and manager, program on capacity needed available them based resources fair assist housing manager, and/or emergency solutions shelter and other on a and Executive Director. All be to equitable prioritization process efforts will made length reduce program Page 117 of stay and find housing a 3.1 Prioritize the housing 3a. Reduce length needs 3b. Increase of stay to permanent solution as Once quickly as and identify whether is an housing 3c. Reduce the percent exits permanent living emergency 3.2 Assist shelter households required to possible. a enroll outdoors number of people family is from in housing other emergency programs directly such shelters into as rapid or a interview waiting selected list is an the family conducted is re -housing or housing and type permanent 3.3 Facilitate assigned a studio During the to connecting housing people permanent effectively apartment. stay, a family works to and efficiently with find case to workers 4. Provide housing 4a. Reduce length the hurdles ways that overcome case 4b. Increase of stay to holding them back are from housing 4c. Reduce the percent exits permanent living management services as the Housing Case outlined Management in Services obtaining affordable housing. outdoors number of people scope of permanent service Topic Description Activity Goal Rapid Housing Re- A. Rapid is 1.1 Comply terms 1.1 Compliance with all and intervention re -housing the Consolidated 1.2 Financial compliance and safe -guarding conditions of an designed to help of 1.3 1.4 public No Money findings funds is in an audit throughout the Homeless Grant Contract and individuals families Guidelines to and 1.2 Maintain financial available year all records homelessness quickly exit and 1.3 transactions Maintain files to and hard in all client and return housing. permanent Rapid format 1.4 copies Adopt an audit to -ready housing re- is assistance funds a process based allocate offered without historical quarterly demand on preconditions income, (such as funds so rental employment, assistance throughout the are available absence of criminal year record, the or sobriety) and 2a. Reduce the 2.0 Housing Identification number of people resources and homelessness 2.1 Recruit landlords to experiencing 2b. Reduce the first-time services typically tailored provided to are the provide housing for number of new, the individuals opportunities families homelessness unique household. needs The of 2c. Increase the in and homelessness. number of people core experiencing 2.2 Maintain list housing components of a rapid permanent 2d. Increase long-term housing a master with to best re housing -housing program are stability comparisons tenants landlords match identification, 2.3 Assist and households to find rent and move -in assistance, and case and housing. secure appropriate rental management services. Page 118 It is that 3.0 Rent Move 3.0 Achieve housing in household not required a and -in Tess stability six months or utilize all to assistance 3.1 Use diversion techniques to 3.1 Resolve housing the funds crisis without use of core components before receive assistance. exhaust all financial resources rental 3.2 Improve assistance to increase providing assistance client contributions buy to B. In Mason County 3.2 Encourage client ownership, long-term -in, ability self -resolve and funds from friends, rapid from re -housing the contributions donations self, 3.3 Reduce stability household are relatives, organizations or other 3.4 Increase cost the per households to Consolidated Homeless independently ability sustain 3.3 Use Grant (CHG) and local progressive rent payments when rental fees to engagement to provide assistance 3.5 Compliance ends recording SafetyNet (i.e. assistance deposits, cover move the -in program) costs, and rental C. Housing Case and/or utility to assistance individuals Management to the - refer necessary families to allow and immediately move Scope case management Service for homelessness out of to in of description a and stabilize complete of housing. permanent 3.4 Collaborate activities D These and funds goals for with the other organizations overall may financial health NOT be the household and well-being of sub -contracted to 3.5 Recertify other agencies financial participants receiving to assistance every month assess participant progress and needs 4. Provide housing 4. Refer to the in the housing goals case case in the management scope of service "Housing management as Management" outlined Case scope of service 5.1 Develop 5.1 All that organizations work with people that focuses a written identifying marketing housing will know about experiencing a crisis plan on Rapid Re how to refer the -Housing, how people, and educating that all potential application prioritized. process and people are organizations may refer households for rapid re -housing 5.2 Reduce time lists on wait and improve assistance including coordinated communication and follow up entry 5.2 For any person on a waitlist, the communicate with the referring if organization on status and other means of assistance are available 6.1 Participation with Coordinated Entry is 6.1 Homeless housing in local fees required 6.2 A as a recipient of recording programs must participate Coordinated Entry, either as an centralized rapid re -housing system that benefits Mason County to by the all residents of access point, into housing or accepting reduce number of people experiencing referrals 6.2 Develop programs homelessness to CHG and adheres written procedures for guidelines and referrals, prioritization for application that is fair criteria, and equitable Mason County all residents of geographic and location housing in and prioritization considers availability Page 119 Topic Description Activity Goal Coordinated A. All 1. Compliance & improvement 1.1 Complete HUD Coordinated continuous funded communities through the Entry Entry (CE) Process Self - Assessment to include HUD Emergency each Solutions Grant (ESG) access 1.2 Annually point benchmark Continuum Care with and of have CE (CoC) grants will other programs 2. Update 2. Compliance a coordinated coordinated entry in full assessment system. process compliance with HUD requirements by February 1, 2018. B. Coordinated assessment, known also 3. Create & 3. Compliance improvement and continuous policy procedures, board, as coordinated governing and the entry or coordinated the communicate Department with Commerce intake, for paves way of on homeless more efficient any revisions, HMIS data assistance Coordinated updates/needs and secure systems. is ideally sharing agreements 4.1 Complete initial 4.1 Reduce into homelessness assessment a new entries an individual system -wide process (by diversion consistently offering prevention and the assessment family in the a housing of crisis diversion or and and can serve any and resources upfront, the reducing all populations. Each number of people entering system provide necessary in assessment point a unnecessarily) 4 2 No family has to for or 4.2 prevention Provide services coordinated handles system exceptional person or wait delayed told to back assessment or services, time is or come customer during service business and hours access screening data of consumer another all need, entry, individual referrals, and, 5.1 & 5.2 Help people move through the 5.1 to the Refer a family that or is best faster the time potentially, program system (by reducing from amount to of program to them admissions. CE points people spend before moving finding the program equipped housing get into the are also main for program right match) permanent including as quickly access points 5.1 & 5.2 Reduce the returns to as housing 5.2 possible Coordinate rapid re- homelessness by finding the prevention diversion and match right program services. access points the with other organizations so individual or family has a seamless they experience in no Mason matter where County for housing present services 6.1 Coordinate lead 6a. Reduce the homelessness number of people and a by experiencing 6b. Increase the name name least case twice staffing housed number of people 6.2 meeting Connect at per month in permanently people surveyed Point in Time the annual the by count with staffing list name name case 7.1 Develop 7.1 the Have a written marketing plan as part of a comprehensive policies and procedures county -wide marketing plan 7 2a All for for 7.2 Are the organizations (i.e. profit, not community experts faith that housing in the profit, -based) housing assist people know how to on services to community these and through work promote experiencing a crisis to CE how CE works with refer people and services various the to the people housing and crisis community resolve media and marketing efforts 7.2b Increase the from number of referrals outside organizations Page 120 8.1 Develop 8.0 Reduce the living a comprehensive number of people outreach plan outside 8.2 Partner with PATH or other 8.1 the Have a written outreach plan as part of organizations in outreach efforts 8.2 policies Refer to and 6.2 procedures to homelessness engage people experiencing above 8.3 Improve identifying 8.3 Serve lead in the process of homelessness and a role counting people experiencing through data Point in Time Count annual and accuracy of count collection and entry 9. Improve data 9. Enter client data into HMIS collection information and quality and track data by and to other means providing accurate kind on cost diversion, evaluate effectiveness of effective strategies and what of assistance (or programs) consumers need programs. referrals, and opic Description Activity Goal Transitional ®using A. term housing Traditionally, transitional to 2 long- 1. Participate in Coordinated 1. All households through Coordinated route Entry to ensure an equitable process for Entry as required by any local Mason County that best residents their and obtain referrals organization receiving (up years) be fees. match needs can an to effective recording resource homelessness end it is targeted to when face people who more in finding severe challenges housing it is and when few offered barriers with to as program 2 Assess the transitional 2a. Continually the type housing assess of use of entry as possible. in the how housing in light the needed be dedicated community to Tong and many units of needs of transitional may housing -term or short-term people homelessness experiencing the B. Retool transitional housing to the 2b. Provide input assistance the for within time shorten on capacity needed community to and available them. amount in of people before housing permanent supportive solutions resources assist stay moving programs to into housing, shifting housing rapid re- strategies, or 3.1 Prioritize the housing 3a. 3b. Reduce Increase length of stay to identify long needs providing housing. permanent housing percent exits permanent and term transitional whether a housing or short is solution 3.2 Assist required households to enroll in housing other programs directly such as into rapid re -housing housing or permanent 3.3 Facilitate to connecting housing people permanent effectively and efficiently 4. Provide housing 4a Reduce length case of stay 4b. Increase to percent exits permanent management services as housing the Housing Case outlined in Management Services scope of service Page 121 Long Term Objectives/Strategies for this program include: A) Consider expanding housing capacity by increasing the number of shelter or other housing units owned or managed. B) Continue to retool transitional housing to shorten the amount of time people stay in programs before moving into housing, shifting to rapid re -housing strategies, or providing permanent housing. C) Consider partnership with several local organizations to contribute funds to establish a matching fund source with the "Help Us Move In" organization to provide more available money towards move -in costs and extend the use of the rental assistance funds. D) Coordinated Entry continues its quality improvement efforts to streamline client files, reporting, and improve coordination of multiple access points. Consolidated Homeless Grant: July 1, 2017 -June 30, 2019 Guidelines Grantees receiving Consolidated Homeless Grant (CHG) and Housing and Essential Needs Funds shall adhere to all of the terms and conditions of the Consolidated Homeless Grant Contract and Guidelines. For your reference, the following sections are highlighted below: A) Each organization will commit to ending homelessness in their county by: a. Prioritizing unsheltered homeless households for services (section 2.1.1 of the Guidelines) b. Assessing each household's housing needs and facilitating housing stability with the goal of obtaining or maintaining permanent housing (section 6.1.4 of the Guidelines) c. Employing a progressive engagement service model (section 6.1.3 of the Guidelines) d. Prioritizing households most likely to become homeless when using prevention rent assistance (section 7.3 of the Guidelines) B) Grantees shall submit the following monthly deliverables on time with truthful, accurate information: a. Request for Payment and monthly Invoice Detail Workbook for reimbursement (section 2.5.2 of the Guidelines) b. Report from HMIS included with the CHG Voucher Detail Worksheet (section 2.5.2.1 of the Guidelines) C) Grantees shall submit or assist with the following deliverables on time with truthful, accurate information as required in the guidelines: a. Local Homeless Housing Plan Updates (section 2.1.5.1 of the Guidelines) b. Annual County Expenditures Report/Homeless Housing Inventory (section 2.1.5.2 of the Guidelines) including Point -In -Time Count information (section 2.1.5.3 of the Guidelines) c. Essential Needs Report (section 2.1.5.4 of the Guidelines) d. Grantees shall commit to reporting complete quality data that is timely, truthful and accurate. (section 6.2 of the Guidelines and HMIS User Agreement) e. Grantees shall comply with all of the requirements, policies and procedures in the Consolidated Homeless Grant Guidelines. D) Consequences of non-compliance: a. If Commerce determines that a Grantee is failing to comply with the Guidelines, Terms, and Conditions, Commerce will notify Grantee that Grantee will receive technical assistance and be required to respond to a corrective action plan to address and remedy the noncompliance. b. If the Grantee is still out of compliance after the technical assistance, Commerce may move the Grantee into a probationary period with a second corrective action plan and may reduce the grant total by 20%. c. If the Grantee remains out of compliance after the probation period, Commerce may terminate the grant per the General Terms and Conditions TERMINATION FOR CAUSE. Page 122 CHG funding must be used to support an integrated system of housing assistance within the context of the local plan to end homelessness (RCW43.185C 050). Available data sources, including HMIS, should be used to plan, evaluate, and improve the effectiveness of CHG-funded programs in meeting the goals of the local plan to end homelessness. This may entail revising the budget in Attachment B to better meet community needs. CHG funding should be used strategically in the context of other local, state, and federal resources for maximum efficiency and impact on reducing homelessness. As described in the CHG Guidelines, the funds must be spent to operate and administer rent assistance or facility -based programs serving people who are homeless or at high risk of homelessness. Specific requirements of the grant are detailed in the CHG Guidelines and grant terms and conditions. Program Deliverables & Reporting Report templates will be provided to the contractor/grantee. In your report narratives, please include your progress in completing the deliverables, as well as descriptions of how your deliverable meets the short-term project outcomes and objectives outlined above. Submit performance reports to tparker@co.mason.wa.us by the dates outlined below. Item Date Frequency q Due / Y Deliverable Name Description p Criteria for Acceptance p 1 As close 15t month of every to the Monthly Invoice previous A monthly month's reimbursed. invoice expenses for the to be number; Name of itemized Organization; invoice invoice template 2 On the April., Oct., or before 10th Jan., & July of Quarterly Report(s) Financial performance template; tracking; spend case narrative measurements down management summary; report All on templates; reports time; proper are all accurate directions and complete and followed received use of 3 7/10/18 Year-end Report management analysis Year-end measurements report summary; for including with financial the tracking; recommendations performance next template; spend a year program narrative down case received; Year-end templates; proper report all directions and is accurate complete followed and use of 4 On each the or 5th before month of Management Quality Data Monthly quality; within check Client 5 days to data of ensure meeting entered data Less entered than 3% within error 5 days rate; of client meeting data 5 August January - Point Count in Time site, Participation methodology, recruitment, and coordination, census post -event survey, in event donations, the volunteer evaluation day, data planning, count entry, team 100% process participation from the throughout organization the 6 Monthly Tuesday each month - 2nd of Housing Meeting Coalition discussions; lead development program monthly Executive teams coalition community lead coalition inside member Director to meetings / implementation action participate and leadership recruitment, and/or outside and plan in of 80% measured attendance on an to annual meetings basis Page ( 23 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 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 coverage 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. Page 124 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. 6. 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. Page 125