HomeMy WebLinkAbout2025/08/25 - Briefing Packet Commission meetings are live streamed at http://www.masonwebtv.com/ and public comment is accepted
via email msmith@masoncountywa.gov; mail to Commissioners Office, 411 N 5th Street, Shelton, WA
98584; or phone at (360) 427-9670 ext. 419. If you need to listen to the Commission meeting via
telephone, please provide your telephone number to the Commissioners’ office no later than 4:00 p.m. the
Friday before the meeting. If special accommodations are needed, contact the Commissioners' office at
Shelton (360) 427-9670 ext. 419
Briefing Agendas are subject to change, please contact the Commissioners’ office for the most recent
version.
Last printed 08/20/25 at 2:12 PM
BOARD OF MASON COUNTY COMMISSIONERS
DRAFT BRIEFING MEETING AGENDA
411 North Fifth Street, Shelton WA 98584
Week of August 25, 2025
Monday
Noon WA State Association of Counties Zoom Meeting*
Virtual Assembly
Wednesday
9:00 a.m. - Noon Monthly Ecology Belfair Meeting*
*This is being noticed as a Special Commission meeting because a quorum of the Mason County Commission may
attend this event and notification is provided per Mason County Code Chapter 2.88.020 - Special Meetings.
Monday, August 25, 2025
Zoom link available on the Mason County website
Commission Chambers
Times are subject to change, depending on the amount of business presented
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
10:00 A.M. Public Works – Loretta Swanson
10:05 A.M. Public Health – David Windom
10:15 A.M. Central Services – Travis Adams
Commissioner Discussion – as needed
Tuesday, August 26, 2025
Zoom link available on the Mason County website
Commission Chambers
Times are subject to change, depending on the amount of business presented
9:00 A.M. Belfair Sewer Workshop
Action Items:
Request for Proposal for On-Call Hydraulic Services as necessary for the 2026-2027 calendar years
with an option for the County Engineer to extend an additional year. The maximum expenditure
should not exceed $200,000 per calendar year.
Discussion Items:
Commissioner Follow-Up Items:
Upcoming Items:
MASON COUNTY PUBLIC WORKS
COMMISSIONER BRIEFING
August 25, 2025
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Mike Collins, PE, PLS, County Engineer Ext: 450
Department: Public Works Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 25, 2025 Agenda Date(s): September 2, 2025
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item:
Request for Proposals for On-Call Hydraulic Services
Background/Executive Summary:
Public Works is requesting Board authorization to issue a Request for Proposals (RFP) for On-
Call Hydraulic Services to support a range of infrastructure, capital, and maintenance projects
anticipated in the 2026–2027 calendar years. These services are necessary for timely response to
hydraulic needs in transportation and utility planning and design.
Staff would like to include an option for the County Engineer to extend the term for an additional
one-year period, through 2028, at the County Engineer’s discretion.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Total expenditures under this agreement shall not exceed $200,000 per calendar year. Funding
for the on-call hydraulic services will be provided through Road Fund. This service will be
incorporated into the annual Road Fund budget for the applicable years.
Public Outreach:
Staff will use the County MRSC Consultant Roster to solicit the RFP for Hydraulic Services.
Requested Action:
Requesting the Board authorize the County Engineer to procure and enter into a two-year
agreement for On-Call Hydraulic Services as necessary for the 2026-2027 calendar years from
the County MRSC Consultant Roster, with an option for the County Engineer to extend an
additional year, The maximum expenditure should not exceed $200,000 per calendar year.
Attachment(s):
None
Briefing
August 25, 2025
Briefing Items
→ Consolidated Homeless Grant FY 26-27 Agency Subcontracts – Melissa Casey
→ Mobile Outreach RV Surplus – Melissa Casey
Discussion Items
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Melissa Casey Ext: 404
Department: Public Health Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 6/9/25, 7/21/25, 7/28/25, 8/25/25 Agenda Date(s): 9/2/25
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item:
FY26-27 Consolidated Homeless Grant Agency Subcontracts
Background/Executive Summary:
The Department of Commerce contracts with Mason County directly to fund homelessness crisis response
systems and to assist people who are experiencing or are at risk of homelessness to obtain or maintain
housing. RCW 43.185C authorizes the local government’s responsibility to administer these funds. An
RFP was released for Homeless Response System Grants, and the funding recommendations for the
programs and service providers have been previously reviewed and approved by the board. All contracts
are effective July 1, 2025. Funding is awarded for FY26; contract amendments will be executed at a later
date to award FY27 funding.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Funding Sources: Department of Commerce Consolidated Homeless Grant Contract Number: 26-46108-
20, Local Document Recording Fees (2163)
Public Outreach:
Followed a competitive bid process per Resolution No. 2025-015 to select service providers
Requested Action:
Move to 9/2/25 action agenda for approval of Consolidated Homeless Grant subcontracts with Crossroads
Housing, New Horizons Communities, Turning Pointe Survivor Advocacy Center, and the Youth
Connection
Attachment(s):
FY26-27 Consolidated Homeless Grant agency subcontracts
CHG Supplemental Manual (formerly “Written Standards”)
Professional Services Contract (rev 07/2025) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
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.”
Contracted Entity Crossroads Housing
Address 71 Sargison Loop/PO Box 1777
City, State, Zip Code Shelton, WA 98584
Phone 360-427-6919
Primary Contact: Name, Title Tanya Frazier, Executive Director
Primary Contact: E-mail tanya@crossroads-housing.net
Washington State UBI# 601399556
Federal EIN 91-1569401
Total Award/Contract Value $1,089,947
Contract Term July 1, 2025 – June 30, 2027
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 any Special Terms and Conditions, General Terms and
Conditions, Exhibits, and the following other documents incorporated by reference: Original RFP
application, instructions, and disclosures.
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
______________________________ ___________________________________
Agency Name Sharon Trask, Chair
______________________________ ___________________________________
Authorized Signature Date
______________________________ APPROVED AS TO FORM:
Print Name & Title
______________________________ ___________________________________
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 07/2025) Page 2
Special Terms and Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following documents
are requirements and must be received within 30 days of the date of execution for the
CONTRACTOR to submit an invoice and receive funding. If the agency has provided these
documents under a previous contract, only updated documents need to be provided. For
tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see Exhibit B Insurance Requirements)
c. Exhibit F Attestation
d. Program Organization Chart
e. Cost Distribution Plan (if applicable)
f. A list of all organizational master/global lease addresses, fund source, housing
type (Rapid Rehousing, Transitional Housing, Emergency Shelter), HMIS
number, move-in date
g. Policies & Procedures related to avoiding Duplicate Billing for programs that may
share clients or are dual enrolled in other programs
2. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels, as reported to Commerce in the SFY 2024 Annual
Expenditure Report.
Federal and State Benchmarks, Data Collection, and Evaluation:
The Department of Housing and Urban Development (HUD) and the Department of Commerce
may require additional reporting of programs and continuums of care directly or indirectly related
to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data
Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and
System Performance Measures. CONTRACTOR agrees to participate in these evaluation
efforts, meet individual benchmarks that contribute to the system and will fulfill the data
collection and reporting requirements specified at the time of the request. It will be the
obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide
protections and assurances regarding the confidentiality of data, samples of work (in any media
format) and/or interview comments provided by participants. CONTRACTOR also agrees to
provide the COUNTY with the results of any independent or self-directed evaluation or research
undertaken in respect to the funded program.
Contract Closeout:
CONTRACTOR shall adhere to any Commerce year-end fiscal deadlines. In the event of early
termination or non-renewal of a contract, 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. If funding has been awarded for the next grant term and there are
outstanding invoices or reports that are not completed to a satisfactory level by July 31, the
CONTRACTOR will start the new contract term in Probation Status.
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20, Local Document Recording Fees (2163)
Professional Services Contract (rev 07/2025) Page 3
General Terms and Conditions
Scope of Service:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that
CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the
CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as
identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by
COUNTY, unless otherwise provided for in the CONTRACT.
Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties, provided, however, that the CONTRACT is in
writing and signed by both parties.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such an amendment
shall not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the parties, for
a period of up to one year, and for a total of no longer than three years.
Independent Contractor:
The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and
nothing herein contained shall be construed to create a relationship of employer-employee. All
payments made hereunder and all services performed shall be made and performed pursuant to
this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited
to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents
that he/she/it maintains a separate place of business, serves clients other than COUNTY, will
report all income and expense accrued under this CONTRACT to the Internal Revenue Service,
and has a tax account with the State of Washington Department of Revenue for payment of all
sales and use and Business and Occupation taxes collected by the State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
Professional Services Contract (rev 07/2025) Page 4
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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 actually 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, so as 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, in accordance with COUNTY’s customary
procedures, pursuant to the fee schedule set forth in Exhibit C.
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, facility support). Budget transfers will not be made
unless approved by the COUNTY. Late requests will not be accepted.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold
from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure
to perform is cured or otherwise adjudicated. Withholding under this clause shall not be
deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY
promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to
perform, and in no case more than ten (10) days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
Professional Services Contract (rev 07/2025) Page 5
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
COUNTY may act in accordance with any determination of the Administrative Officer which has
become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by COUNTY under this clause.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY will pay
CONTRACTOR upon acceptance of services provided and receipt of properly completed
invoices, which shall be submitted to the COUNTY representative not more often than monthly.
Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a
case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable
costs incurred during each invoice period, according to the terms provided in Exhibit A, if the
CONTRACTOR performs the services and submits all reporting to a satisfactory level. The
COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for
services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition
of this CONTRACT. No payments in advance or in anticipation of services or supplies to be
provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for
any work performed by the CONTRACTOR, except for work identified and set forth in this
CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the
CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to
the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit
exceptions or disallowable costs incurred by its own organization or that of its subcontractors.
Duplicate Payment:
A duplication of benefits (DOB) occurs when a person, household, business, government, or
other entity receives financial assistance from multiple sources for the same purpose, and the
total assistance received for that purpose is more than the total need for assistance. 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. The contractor must have
policies and procedures that differentiate funding and program FTE, enrollment criteria, program
descriptions, caseloads, or similar methods.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any funds or
other property furnished under this CONTRACT immediately or as soon as practicable. All
cases reported to law enforcement must be tracked and follow the fraud guidance in the
guidelines.
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
Professional Services Contract (rev 07/2025) Page 6
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. If
subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the
subcontractor fail to comply with any applicable term or condition of this contract.
CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract
term to assure fiscal conditions and performance metrics are met. COUNTY will be included on
any audit or monitoring activities and reports.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY’s interest may be compromised in any
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Non-Discrimination in Client Services:
Professional Services Contract (rev 07/2025) Page 7
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or 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.
Debarment Certification:
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participating in this contract by any Federal department or agency.
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior
to the release of the final payment for services.
Patent/Copyright 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 loss 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
Professional Services Contract (rev 07/2025) Page 8
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.
Records Maintenance:
CONTRACTOR 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.
Reporting and Other Contract Requirements:
CONTRACTOR agrees to submit program and expense reports, as well as perform all other
requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein.
The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or
disseminate the data provided in program reports, financial activity reports, or any other reports
submitted to the COUNTY with respect to the program.
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 updates if there are any changes to the staffing plan or hiring
delays.
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.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements
detailed in "Exhibit B Insurance Requirements."
Professional Services Contract (rev 07/2025) Page 9
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Professional Services Contract (rev 07/2025) Page 10
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public
Health and Human 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
E-mail: mcasey@masoncountywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@masoncountywa.gov
Notice:
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.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
Professional Services Contract (rev 07/2025) Page 11
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit
C Budget. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit
on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time
during the term, whether for default or convenience, shall not constitute breach of CONTRACT
by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope of Service and Exhibit C Budget.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in
order that such matters may be settled or other appropriate action promptly taken. For
objections that are not made in the manner specified and within the time limits stated, the
records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final
and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Administrative
Officer of COUNTY, or (2) the happening of any event or occurrence, unless the
CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential claim.
CONTRACTOR shall keep full and complete daily records of the work performed, labor and
material used, and all costs and additional time claimed to be additional.
Professional Services Contract (rev 07/2025) Page 12
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
Professional Services Contract (rev 07/2025) Page 13
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state, and county statutes, regulations, policies, and procedures
B. Funding source agreement(s) including attachments
C. Special Terms and Conditions
D. General Terms and Conditions
E. Exhibit A, Scope of Service
F. Exhibit B, Insurance Requirements
G. Exhibit C, Budget
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions, or understandings between the parties.
Professional Services Contract (rev 07/2025) Page 14
EXHIBIT A
SCOPE OF SERVICE
A. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels (i.e., households served), as reported to Commerce in
the SFY 2024 Annual Expenditure Report.
B. CONTRACTOR shall commit to operating a high-performing crisis response system in their
county by:
a. Assessing each household’s housing needs and facilitating housing stability with the
goal of obtaining or maintaining permanent housing.
b. Employing a progressive engagement service model.
c. Prioritizing households most likely to become homeless when using homelessness
prevention rent assistance.
d. Being anti-racist leaders in their crisis response systems and facilitating partnerships
among organizations that respond to the disproportionality in services and outcomes
for communities that may not seek assistance from mainstream organizations.
C. CONTRACTOR shall submit the deliverables outlined in EXHIBIT D DELIVERABLE TABLE
on time with truthful, accurate information.
D. CONTRACTOR shall comply with all of the requirements, policies and procedures in the
Consolidated Homeless Grant Guidelines, including the Washington State Coordinated
Entry Guidelines.
E. CONTRACTOR must adopt the required performance measures outlined in EXHIBIT E
PERFORMANCE REQUIREMENTS.
F. CONTRACTOR roles and responsibilities:
a. Provide direct service delivery according to the descriptions in the homeless
response system RFP, CHG Guidelines, CHG Supplemental Manual, and best
practices for the programs being implemented.
b. Identify individuals in need and work with other service providers to prioritize aid,
ensuring those who need help most get it quickly.
c. Assess eligibility and apply housing first principles, trauma-informed care, and harm
reduction to help program participants achieve stability and positive housing
outcomes.
d. Involve people who have experienced homelessness in developing service delivery
models and provide opportunities for their feedback.
e. Ensure the Washington Homeless Management Information System (HMIS)
operates in accordance with RCW 43.185C.180, the CHG Guidelines, and HUD data
standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
f. Respond to the disproportionality in access to services, service provision, and
outcomes.
g. Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing
projects funded by CHG must participate in the county or regional Coordinated Entry
Professional Services Contract (rev 07/2025) Page 15
(CE) System by accepting referrals and must fill openings solely through the CE
process.
h. Ensure that employees providing direct services, their supervisors, and employees
managing homeless grants complete the required trainings (CHG 2.1.5) every three
years.
i. Use a progressive engagement service model.
j. Operate programs within the approved budget and households served.
Project Intervention Types Funded
1. Emergency Shelter
a. Continuous Stay
b. Night-by-night
2. Rental Assistance
a. Rapid Re-housing
i. Tenant-Based subsidy prioritized
ii. Facility-Based (global leased properties) up to 20% of the total Rapid Re-
housing budget may be used to support project-based units
b. Eviction Prevention
3. Coordinated Entry, Care Coordination, Diversion Fund, and PIT Count
Overnight Emergency Shelters: (CHG 1.4.1.1)
Emergency Shelters address the immediate needs of vulnerable populations by offering short-
term, temporary overnight shelter for people experiencing homelessness. They may operate
through facility-based sites or use hotel/motel vouchers. The effectiveness of Emergency
Shelters is measured by their capacity to be full, their racial equity, and the number of
households that transition from shelters to stable housing outcomes.
Crossroads Housing operates continuous stay shelter programs for families experiencing
homelessness. This family driven program maintains four locations keeping 16 families off the
streets. The “main family shelter” houses seven studio apartments and is utilized for larger
literally homeless families as well as three off site shelters. The off-site shelters are operated as
group living style homes, with each family having a private bedroom and shared kitchen, living
room, and bathrooms. All shelter programs operated by Crossroads Housing are focused on
families with the highest vulnerability score, meaning each household must have a child, be
expecting a child, or have a letter of support from Child Protective Services stating the child will
be being returned. Families are chosen to come into shelter based on vulnerability score and
family size. Family size is considered because a family of four cannot be placed in a one-
bedroom group living shelter situation as it exceeds the square footage per person rules for
group living. The goal is to move households forward to transitional housing, rapid re-housing,
or permanent housing within 90 days. This is a goal not a rule that is driven by the client’s
participation in case management efforts. The case management team utilizes the progressive
engagement approach to make a custom care plan that recognizes each client’s strength and
needs assisting the client in overcoming barriers to housing independence. Program admittance
must go through Coordinated Entry.
Emergency Shelter Deliverables:
1. Meet the required performance outcome for Emergency Shelter: 50% Exits to
Permanent Housing.
2. Meet the Low Barrier Housing Requirement.
Professional Services Contract (rev 07/2025) Page 16
3. Operate a notification system for key community partners on bed availability, referral
process, and provide adequate resources and assistance to individuals that are unable
to stay when the shelter is at maximum occupancy capacity or when the shelter or part
of the shelter is closed for any reason.
4. Adhere to best practices. “Emergency Shelters are typically designed and intended to
provide temporary shelter for short-term stays: up to three months. However,
households are not required to exit after 90 days” (CHG Guidelines page 10). Case
managers will work with households to reduce long lengths of stay (e.g., 9 months or
more), as this is the purpose of housing programs such as transitional housing, rapid re-
housing, permanent supportive housing, HUD vouchers, etc.
5. Develop and implement a hazardous weather response plan with the ability to respond
to community needs during periods of extremely hot or cold weather or severe poor air
quality due to wildfire smoke.
6. Policies and Procedures that demonstrate the following:
a. Check-in process that includes a reasonable check-in time and accounts for
households that may be late or unable to make a predetermined time.
b. The protocol when maximum capacity is reached and the procedures to assist
households in finding other shelter options.
c. Protocols for emergency situations when employees are present and, if different,
during hours when employees are not present.
d. The process for shelter stayer to exit each day and included length of time.
e. The project's intent and operations must differentiate the emergency shelter from
other types of temporary housing, namely transitional housing.
f. Enrollment criteria, length of stay, and exit criteria for hotel/motel stays.
g. Low barrier housing requirement.
Rapid Re-Housing (1.4.2.1)
Rapid Re-Housing (RRH) quickly moves households from homelessness into permanent
housing by providing:
• Housing Identification Services: Recruit landlords to provide housing for RRH
participants and assist households with securing housing.
• Financial Assistance: Provide assistance to cover move-in costs, deposits, and ongoing
rent and/or utility payments.
• Case Management and Services: Provide services and connections to community
resources that help households maintain housing stability.
• Rapid Rehousing projects must fill vacancies with referrals from coordinated entry,
serving the most vulnerable.
A project-based (facility-based) subsidy is attached to a specific unit, meaning the subsidy stays
with the property. A global leased property (aka master lease) is a lease agreement between a
private landlord and a non-profit agency and is considered project-based (facility-based) rental
assistance.
Project-based (facility-based) Rental Assistance Deliverables:
1. Meet the required performance outcome for Rapid Re-Housing: 80% Exits to Permanent
Housing.
2. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
3. Rapid Re-Housing Placement Report due by the 15th of each month.
Professional Services Contract (rev 07/2025) Page 17
4. Follow Project-based (facility-based) Rental Assistance and Global Lease Requirements
outlined in the Mason County CHG Supplemental Manual.
5. No more than 20% of the budget is allocated to project-based units.
6. A list of all organizational master/global lease addresses, fund source, housing type
(Rapid Rehousing, Transitional Housing, Emergency Shelter), HMIS number, and move-
in date.
7. Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain
Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program.
8. Policies and procedures that demonstrate the following:
a. Differentiate tenant-based from project-based (facility-based) rental assistance
programs, and what happens to tenants when they exit the program
b. Hotel/motel stays when no suitable shelter bed is available during the housing
search
A tenant-based subsidy is attached to the tenant, allowing them to choose their housing. The
subsidy stays with the tenant if they move.
Tenant-Based Rental Assistance Deliverables:
1. Meet the required performance outcome for Rapid Re-Housing: 80% Exits to Permanent
Housing.
2. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
3. Rapid Re-Housing Placement Report due by the 15th of each month.
4. Follow Tenant-Based Rapid Re-Housing Requirements outlined in the Mason County
CHG Supplemental Manual.
5. A list of all organizational master/global lease addresses, fund source, housing type
(Rapid Rehousing, Transitional Housing, Emergency Shelter), HMIS number, and move-
in date.
6. Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain
Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program
7. Policies and procedures that demonstrate the following:
a. Differentiate tenant-based from project-based (facility-based) rental assistance
programs, and what happens to tenants when they exit the program
b. Hotel/motel stays when no suitable shelter bed is available during the housing
search
Eviction Prevention (CHG 4.0 and RCW 43.185c.185)
Eviction Prevention helps households at risk of homelessness (HUD Category 2 & CHG 4.3.1)
maintain stable housing and avoid homelessness by addressing the underlying causes of
housing instability, such as financial hardship, disputes with landlords, or legal challenges.
CONTRACTOR will provide housing-focused case management and temporary rent subsidies.
Eviction Prevention Deliverables:
1. Meet the required performance outcome for Homelessness Prevention: Housing
retention after 6 months, and 95% of households exiting to permanent housing must not
re-enter a homeless-type HMIS project.
2. Submit Eviction Prevention Log by the 15th of each month.
3. Follow Mason County’s Prioritization Policy and Procedure and use the Targeted
Prevention Scoring Tool.
Professional Services Contract (rev 07/2025) Page 18
4. Follow the Homelessness Prevention Triage and HMIS Policy and Procedure.
5. At least 10% of the Eviction Prevention total award must be subgranted to By and For
Organizations.
6. Active partnerships with the Dispute Resolution Center (DRC) and the courts;
Community/Landlord Liaison must make reasonable efforts to establish payment plans
or connect households with the DRC for conciliation and/or mediation before rental
assistance payments are made.
7. A reduction in the number of unlawful detainers in the court system.
8. A reduction in the number of households that receive an eviction on their record.
9. A reduction in the number of people who become homeless.
10. CONTRACTOR must notify Mason County Public Health and Human Services when no
less than two months of rent remain in the budget and the protocol to close the program.
Coordinated Entry/Care Coordination/Diversion Fund and Point-in-Time Count
As a lead agency, Crossroads Housing will be responsible for following the Washington State
Coordinated Entry Guidelines and implementing the program by following the requirements and
policies and procedures detailed in the Mason County Homeless Response System CHG
Supplemental Manual.
Coordinated Entry/Care Coordination/Diversion and Point-in-Time Count Deliverables
1. Meet the CE Governance Body requirements and lead these efforts in the community.
2. Have policies and procedures that meet the criteria of the Washington State Coordinated
Entry Guidelines.
3. Lead the Point-in-Time Count homeless census as required.
Scope Change Request
Sometimes, unforeseeable events prevent a program from being implemented as designed or
are in jeopardy of meeting the project timeline. In that case, the subcontractor may request a
change in the Scope of Service. Sometimes, there is “scope, budget, or mission creep,” and this
process assumes that the organization is making efforts to contain the scope of services within
the approved budget. A written Scope Change must be submitted to the Mason County Public
Health and Human Services contract administrator using the template provided in the CHG
Supplemental Manual. The CONTRACTOR must ensure that all reasonable attempts to
implement the program as designed have been made. The COUNTY must approve Scope
Changes before the CONTRACTOR makes any changes.
Professional Services Contract (rev 07/2025) Page 19
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, no less than $1,000,000
per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000
per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy described
above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way
on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for
each such person.
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.
Professional Services Contract (rev 07/2025) Page 20
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR’s general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of
any policies required within 10 days of such request. COUNTY has the right, but not the
duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
Professional Services Contract (rev 07/2025) Page 21
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.
Professional Services Contract (rev 07/2025) Page 22
EXHIBIT C
BUDGET
Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $31,312.56
Operations Emergency Housing $79,155.00
Facility Support DRF Backfill $140,930.44
Total Emergency Shelter $251,398
Rapid Re-Housing Fund Source FY26 Award
Administration CHG Standard $36,524.32
Operations Emergency Housing $88,048.00
Rent 2163 $114,892.68
Facility Support DRF Backfill $59,866.00
Total Off-site Rapid Re-Housing $299,331
Eviction Prevention Fund Source FY26 Award
Administration EP Admin $62,613.12
Operations EP Operations $178,363.38
Rent EP Rent $260,658.50
Total Eviction Prevention $501,635
Coordinated
Entry/Care
Coordination/Diversion
Fund Source FY26 Award
Administration CHG Standard $5,218.76
Operations Emergency
Housing $26,864.24
Diversion Fund 2163 $5,000
Total CE/Care Coord/Diversion $37,583
Total FY26 Award $1,089,947
Professional Services Contract (rev 07/2025) Page 23
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend
the payment terms and the amount awarded in this contract. Approved invoices will be
disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the
Billing Procedures and Payment clause of this contract for additional information.
All COUNTY-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
Payment will be considered timely within 30 days of receipt of invoice.
Monthly Financial Invoice: Final, approved invoices are due by the 15th of each
month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
Professional Services Contract (rev 07/2025) Page 24
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
per quarter. CHG Contracts will require Commerce approval and follow CHG
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
Professional Services Contract (rev 07/2025) Page 25
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Professional Services Contract (rev 07/2025) Page 26
EXHIBIT D
DELIVERABLE TABLE
Date Due / Frequency Deliverable Name & Description
No later than thirty (30)
days of the date of
execution
Contract requirements identified under the Special Terms and Conditions section of the
contract
Monthly – complete,
accurate, and
approved by the 15th of
each month
An invoice and voucher detail worksheet, and, at a minimum, a general ledger generated
by the organization’s accounting system. The General Ledger must include transaction-
level detail for all costs that have been paid and are being claimed for reimbursement.
These documents are due to the COUNTY by the 15th of the month following the month in
which services were provided.
Monthly – by the 15th of
each month
• Eviction Prevention Log: Each organization operating an Eviction Prevention
Program will develop a tracking mechanism to provide essential program data that
tracks contacts and processing time to determine the demand and funding needs.
• Rapid Re-Housing Placement Report: Each organization operating a Rapid Re-
Housing Program will report placement to rental properties.
Quarterly:
• 1st Qtr: Oct 10
• 2nd Qtr: Jan 10
• 3rd Qtr: April 10
• 4th Qtr: July 10
• HMIS Data Quality (HUD 225) Report: Review the report for the number of people and
heads of household served and data quality, timeliness, and accuracy.
• HMIS OUTS – Reports Exits to Permanent Housing:
o Emergency Shelter = 50%
o Rapid Re-Housing = 80%
o Permanent Supportive Housing = 95%
• Landlord Outreach: All programs with an “exit to permanent housing” target must
conduct targeted landlord-specific outreach. Documentation will include the date and
type of outreach. Any events will also include a sign-in sheet as supporting
documentation. Landlord-specific outreach includes, but is not limited to, both active
and passive means such as events, newsletters, in-person meetings, associations, and
group meetings. CONTRACTOR is encouraged to partner with other providers to
satisfy this requirement and maximize participant benefits. Include the COUNTY in all
electronic landlord outreach efforts.
• Training Log: Each agency must identify staff to attend and complete trainings. These
staff should include staff that provide direct services, supervisors of direct service staff,
and staff that manage homeless grants.
Annually
• Local Homeless Housing Plan (CHG 2.1.4.1): According to RCW 43.185c, the
homeless response system must submit a local homeless housing plan every five
years. All agencies must actively participate in the plan's development, implementation,
and annual plan updates and be accountable for the measures of success and
program/system performance requirements adopted in the plan. Each agency will
submit a Work Plan and provide annual plan updates.
• Annual County Expenditure Report (CHG 2.1.4.2): All agencies that enter data into
HMIS must coordinate with the COUNTY to submit a complete and accurate report of
program funding information to the Department of Commerce.
• Point-in-Time Count (2.1.4.3): All agencies must actively participate in the PIT Count
to obtain a complete count of people experiencing homelessness in Mason County.
• Essential Needs Report (CHG 2.1.4.4): All HEN providers must submit a HEN
Essential Needs Report at the end of each state fiscal year, which is a count of the total
instances of Essential Needs Services.
Other
Annual Assessment Monthly Report: Each agency receives a monthly report to track
when annual assessments are due. Use this report to ensure that all annual assessments
are completed on time.
Professional Services Contract (rev 07/2025) Page 27
EXHIBIT E
PERFORMANCE REQUIREMENTS
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless
Grant, grantees must adopt the required housing outcome performance measure
outlined in the Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees
must improve housing outcomes by making progress towards the statewide performance
target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a
homeless type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than
the overall rate. The “overall rate” refers to the rate of a particular intervention type’s total
exits to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored,
grantees are expected to use equitable access data to identify underserved populations,
assess the impact of their access strategies and work to improve equitable access as
needed. Grantees can access this data through the Washington Balance of State
Equitable Access Dashboard which compares the race and ethnicity of households
entering the homeless system (HMIS) to the race and ethnicity of the homeless and
unstably housed populations (The Snapshot Report).
Professional Services Contract (rev 07/2025) Page 28
EXHIBIT F
ATTESTATION
I do hereby certify that to the best of my knowledge, the following is true, accurate, and
complete:
All contractors, including by and for organizations, attest that all are bound to all contracts,
including contracts between the Department of Commerce and Mason County Public Health
and Human Services, and/or any subrecipients.
I have reviewed all pass-through contract language, have received copies, and agree to be
bound to these terms.
I have read all guidelines specific to the fund source and policies set forth by the
Department of Commerce and Mason County Public Health and Human Services, and
agree to follow.
Name (printed) _________________________________________________________
Name (signature) _______________________________________________________
Title __________________________________________________________________
Agency _______________________________________________________________
Date _______________________
Professional Services Contract (rev 07/2025) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
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.”
Contracted Entity Crossroads Housing
Address 71 Sargison Loop/PO Box 1777
City, State, Zip Code Shelton, WA 98584
Phone 360-427-6919
Primary Contact: Name, Title Tanya Frazier, Executive Director
Primary Contact: E-mail tanya@crossroads-housing.net
Washington State UBI# 601399556
Federal EIN 91-1569401
Total Award/Contract Value $993,595
Contract Term July 1, 2025 – June 30, 2027
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 any Special Terms and Conditions, General Terms and
Conditions, Exhibits, and the following other documents incorporated by reference: Original RFP
application, instructions, and disclosures.
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
______________________________ ___________________________________
Agency Name Sharon Trask, Chair
______________________________ ___________________________________
Authorized Signature Date
______________________________ APPROVED AS TO FORM:
Print Name & Title
______________________________ ___________________________________
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 07/2025) Page 2
Special Terms and Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following documents
are requirements and must be received within 30 days of the date of execution for the
CONTRACTOR to submit an invoice and receive funding. If the agency has provided these
documents under a previous contract, only updated documents need to be provided. For
tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see Exhibit B Insurance Requirements)
c. Exhibit F Attestation
d. Program Organization Chart
e. Cost Distribution Plan (if applicable)
f. Policies & Procedures related to avoiding Duplicate Billing
g. Coordinate with Community Action Council of Lewis, Mason, and Thurston
Counties for the transition of the Housing and Essential Needs program.
2. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels, as reported to Commerce in the SFY 2024 Annual
Expenditure Report.
Federal and State Benchmarks, Data Collection, and Evaluation:
The Department of Housing and Urban Development (HUD) and the Department of Commerce
may require additional reporting of programs and continuums of care directly or indirectly related
to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data
Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and
System Performance Measures. CONTRACTOR agrees to participate in these evaluation
efforts, meet individual benchmarks that contribute to the system and will fulfill the data
collection and reporting requirements specified at the time of the request. It will be the
obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide
protections and assurances regarding the confidentiality of data, samples of work (in any media
format) and/or interview comments provided by participants. CONTRACTOR also agrees to
provide the COUNTY with the results of any independent or self-directed evaluation or research
undertaken in respect to the funded program.
Contract Closeout:
CONTRACTOR shall adhere to any Commerce year-end fiscal deadlines. In the event of early
termination or non-renewal of a contract, 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. If funding has been awarded for the next grant term and there are
outstanding invoices or reports that are not completed to a satisfactory level by July 31, the
CONTRACTOR will start the new contract term in Probation Status.
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20
Professional Services Contract (rev 07/2025) Page 3
General Terms and Conditions
Scope of Service:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that
CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the
CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as
identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by
COUNTY, unless otherwise provided for in the CONTRACT.
Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties, provided, however, that the CONTRACT is in
writing and signed by both parties.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such an amendment
shall not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the parties, for
a period of up to one year, and for a total of no longer than three years.
Independent Contractor:
The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and
nothing herein contained shall be construed to create a relationship of employer-employee. All
payments made hereunder and all services performed shall be made and performed pursuant to
this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited
to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents
that he/she/it maintains a separate place of business, serves clients other than COUNTY, will
report all income and expense accrued under this CONTRACT to the Internal Revenue Service,
and has a tax account with the State of Washington Department of Revenue for payment of all
sales and use and Business and Occupation taxes collected by the State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
Professional Services Contract (rev 07/2025) Page 4
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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 actually 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, so as 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, in accordance with COUNTY’s customary
procedures, pursuant to the fee schedule set forth in Exhibit C.
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, facility support). Budget transfers will not be made
unless approved by the COUNTY. Late requests will not be accepted.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold
from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure
to perform is cured or otherwise adjudicated. Withholding under this clause shall not be
deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY
promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to
perform, and in no case more than ten (10) days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
Professional Services Contract (rev 07/2025) Page 5
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
COUNTY may act in accordance with any determination of the Administrative Officer which has
become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by COUNTY under this clause.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY will pay
CONTRACTOR upon acceptance of services provided and receipt of properly completed
invoices, which shall be submitted to the COUNTY representative not more often than monthly.
Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a
case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable
costs incurred during each invoice period, according to the terms provided in Exhibit A, if the
CONTRACTOR performs the services and submits all reporting to a satisfactory level. The
COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for
services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition
of this CONTRACT. No payments in advance or in anticipation of services or supplies to be
provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for
any work performed by the CONTRACTOR, except for work identified and set forth in this
CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the
CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to
the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit
exceptions or disallowable costs incurred by its own organization or that of its subcontractors.
Duplicate Payment:
A duplication of benefits (DOB) occurs when a person, household, business, government, or
other entity receives financial assistance from multiple sources for the same purpose, and the
total assistance received for that purpose is more than the total need for assistance. 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. The contractor must have
policies and procedures that differentiate funding and program FTE, enrollment criteria, program
descriptions, caseloads, or similar methods.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any funds or
other property furnished under this CONTRACT immediately or as soon as practicable. All
cases reported to law enforcement must be tracked and follow the fraud guidance in the
guidelines.
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
Professional Services Contract (rev 07/2025) Page 6
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. If
subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the
subcontractor fail to comply with any applicable term or condition of this contract.
CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract
term to assure fiscal conditions and performance metrics are met. COUNTY will be included on
any audit or monitoring activities and reports.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY’s interest may be compromised in any
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Professional Services Contract (rev 07/2025) Page 7
Non-Discrimination in Client Services:
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or 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.
Debarment Certification:
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participating in this contract by any Federal department or agency.
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior
to the release of the final payment for services.
Patent/Copyright 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 loss 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
Professional Services Contract (rev 07/2025) Page 8
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.
Records Maintenance:
CONTRACTOR 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.
Reporting and Other Contract Requirements:
CONTRACTOR agrees to submit program and expense reports, as well as perform all other
requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein.
The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or
disseminate the data provided in program reports, financial activity reports, or any other reports
submitted to the COUNTY with respect to the program.
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 updates if there are any changes to the staffing plan or hiring
delays.
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.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements
detailed in "Exhibit B Insurance Requirements."
Professional Services Contract (rev 07/2025) Page 9
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Professional Services Contract (rev 07/2025) Page 10
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public
Health and Human 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
E-mail: mcasey@masoncountywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@masoncountywa.gov
Notice:
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.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
Professional Services Contract (rev 07/2025) Page 11
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit
C Budget. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit
on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time
during the term, whether for default or convenience, shall not constitute breach of CONTRACT
by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope of Service and Exhibit C Budget.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in
order that such matters may be settled or other appropriate action promptly taken. For
objections that are not made in the manner specified and within the time limits stated, the
records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final
and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Administrative
Officer of COUNTY, or (2) the happening of any event or occurrence, unless the
CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential claim.
CONTRACTOR shall keep full and complete daily records of the work performed, labor and
material used, and all costs and additional time claimed to be additional.
Professional Services Contract (rev 07/2025) Page 12
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
Professional Services Contract (rev 07/2025) Page 13
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state, and county statutes, regulations, policies, and procedures
B. Funding source agreement(s) including attachments
C. Special Terms and Conditions
D. General Terms and Conditions
E. Exhibit A, Scope of Service
F. Exhibit B, Insurance Requirements
G. Exhibit C, Budget
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions, or understandings between the parties.
Professional Services Contract (rev 07/2025) Page 14
EXHIBIT A
SCOPE OF SERVICE
A. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels (i.e., households served), as reported to Commerce in
the SFY 2024 Annual Expenditure Report.
B. CONTRACTOR shall commit to operating a high-performing crisis response system in their
county by:
a. Assessing each household’s housing needs and facilitating housing stability with the
goal of obtaining or maintaining permanent housing.
b. Employing a progressive engagement service model.
c. Prioritizing households most likely to become homeless when using homelessness
prevention rent assistance.
d. Being anti-racist leaders in their crisis response systems and facilitating partnerships
among organizations that respond to the disproportionality in services and outcomes
for communities that may not seek assistance from mainstream organizations.
C. CONTRACTOR shall submit the deliverables outlined in EXHIBIT D DELIVERABLE TABLE
on time with truthful, accurate information.
D. CONTRACTOR shall comply with all of the requirements, policies and procedures in the
Consolidated Homeless Grant Guidelines, including the Washington State Coordinated
Entry Guidelines.
E. CONTRACTOR must adopt the required performance measures outlined in EXHIBIT E
PERFORMANCE REQUIREMENTS.
F. CONTRACTOR roles and responsibilities:
a. Provide direct service delivery according to the descriptions in the homeless
response system RFP, CHG Guidelines, CHG Supplemental Manual, and best
practices for the programs being implemented.
b. Identify individuals in need and work with other service providers to prioritize aid,
ensuring those who need help most get it quickly.
c. Assess eligibility and apply housing first principles, trauma-informed care, and harm
reduction to help program participants achieve stability and positive housing
outcomes.
d. Involve people who have experienced homelessness in developing service delivery
models and provide opportunities for their feedback.
e. Ensure the Washington Homeless Management Information System (HMIS)
operates in accordance with RCW 43.185C.180, the CHG Guidelines, and HUD data
standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
f. Respond to the disproportionality in access to services, service provision, and
outcomes.
g. Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing
projects funded by CHG must participate in the county or regional Coordinated Entry
Professional Services Contract (rev 07/2025) Page 15
(CE) System by accepting referrals and must fill openings solely through the CE
process.
h. Ensure that employees providing direct services, their supervisors, and employees
managing homeless grants complete the required trainings (CHG 2.1.5) every three
years.
i. Use a progressive engagement service model.
j. Operate programs within the approved budget and households served.
Project Intervention Types Funded
1. Housing and Essential Needs
a. Tenant-based rapid re-housing rental assistance
b. Eviction Prevention rental assistance
Housing and Essential Needs Program
The Housing and Essential Needs Referral program provides access to essential needs items
and potential rental assistance for low-income individuals who are unable to work for at least 90
days due to a physical and/or mental incapacity.
While DSHS/CSD determines eligibility for the referral to the HEN program, Crossroads
Housing shall determine actual eligibility for rental assistance and essential needs items in
accordance with the Consolidated Homeless Grant Guidelines.
Housing and Essential Needs Deliverables
1. Required Attendance: Housing Washington Conference on September 28th-30th, 2025 in
Bellevue. The Commerce Housing Assistance Unit will present on improving HEN
outcomes at the conference and the CHG Grantee Convening (virtual) on October 15th.
2. Follow new guidance and tools developed by the Department of Commerce for the HEN
program.
3. Maintain the level of households served from June 30, 2025.
4. Policies and Procedures
a. That outlines how the funding is used between rapid re-housing and eviction
prevention, to include prioritization of project type, and prioritization of
households
b. Must use the same prioritization process as Coordinate Entry.
c. That outlines how the agency works with DSHS in referrals and collaborates on
case management activities and outcomes.
d. How households are assisted and by what programs for households that are on a
waitlist or eligible for HEN rent assistance, but do not have a move-in date.
Clearly describe how different community programs, such as Foundational
Community Supports, Pathways, behavioral health programs, and case
managers, support these individuals.
e. How essential needs are determined (including eligibility), purchased, and the
distribution methods to eligible households.
f. Habitability determination and inspection before rent is paid.
Rapid Re-Housing (1.4.2.1)
Rapid Re-Housing (RRH) quickly moves households from homelessness into permanent
housing by providing:
• Housing Identification Services: Recruit landlords to provide housing for RRH
participants and assist households with securing housing.
Professional Services Contract (rev 07/2025) Page 16
• Financial Assistance: To cover move-in costs, deposits, and ongoing rent and/or utility
payments.
• Case Management and Services: Provide services and connections to community
resources that help households stabilize housing.
• Rapid Rehousing projects must fill vacancies with referrals from coordinated entry,
serving the most vulnerable.
• Hotel/motel stays when no suitable shelter bed is available during the housing search.
• The HEN program is a tenant-based rapid re-housing program.
Eviction Prevention (CHG 4.0 and RCW 43.185c.185)
Eviction Prevention helps households at risk of homelessness (HUD Category 2 & CHG 4.3.1)
maintain stable housing and avoid homelessness by addressing the underlying causes of
housing instability, such as financial hardship, disputes with landlords, or legal challenges.
CONTRACTOR will provide housing-focused case management and temporary rent subsidies.
Eviction Prevention Deliverables:
1. Meet the required performance outcome for Homelessness Prevention: Housing
retention after 6 months, and 95% of households exiting to permanent housing must not
re-enter a homeless-type HMIS project.
2. Submit Eviction Prevention Log by the 15th of each month.
3. Follow Mason County’s Prioritization Policy and Procedure and use the Targeted
Prevention Scoring Tool.
4. Follow the Homelessness Prevention Triage and HMIS Policy and Procedure.
5. At least 10% of the Eviction Prevention total award must be subgranted to By and For
Organizations.
6. Active partnerships with the Dispute Resolution Center (DRC) and the courts;
Community/Landlord Liaison must make reasonable efforts to establish payment plans
or connect households with the DRC for conciliation and/or mediation before rental
assistance payments are made.
7. A reduction in the number of unlawful detainers in the court system.
8. A reduction in the number of households that receive an eviction on their record.
9. A reduction in the number of people who become homeless.
10. CONTRACTOR must notify Mason County Public Health and Human Services when no
less than two months of rent remain in the budget and the protocol to close the program.
Scope Change Request
Sometimes, unforeseeable events prevent a program from being implemented as designed or
are in jeopardy of meeting the project timeline. In that case, the subcontractor may request a
change in the Scope of Service. Sometimes, there is “scope, budget, or mission creep,” and this
process assumes that the organization is making efforts to contain the scope of services within
the approved budget. A written Scope Change must be submitted to the Mason County Public
Health and Human Services contract administrator using the template provided in the CHG
Supplemental Manual. The CONTRACTOR must ensure that all reasonable attempts to
implement the program as designed have been made. The COUNTY must approve Scope
Changes before the CONTRACTOR makes any changes.
Professional Services Contract (rev 07/2025) 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, no less than $1,000,000
per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000
per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy described
above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way
on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for
each such person.
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.
Professional Services Contract (rev 07/2025) Page 18
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR’s general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of
any policies required within 10 days of such request. COUNTY has the right, but not the
duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
Professional Services Contract (rev 07/2025) Page 19
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.
Professional Services Contract (rev 07/2025) Page 20
EXHIBIT C
BUDGET
Housing and Essential Needs Fund Source FY26 Award
Administration HEN Admin SFY 26 $125,250.24
Rent HEN Rent/Facility Support SFY 26 $335,200.00
Operations HEN Operations SFY 26 $533,144.76
TOTAL Housing and Essential Needs $993,595
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend
the payment terms and the amount awarded in this contract. Approved invoices will be
disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the
Billing Procedures and Payment clause of this contract for additional information.
All COUNTY-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
Payment will be considered timely within 30 days of receipt of invoice.
Monthly Financial Invoice: Final, approved invoices are due by the 15th of each
month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
Professional Services Contract (rev 07/2025) Page 21
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
Professional Services Contract (rev 07/2025) Page 22
per quarter. CHG Contracts will require Commerce approval and follow CHG
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Professional Services Contract (rev 07/2025) Page 23
EXHIBIT D
DELIVERABLE TABLE
Date Due / Frequency Deliverable Name & Description
No later than thirty (30)
days of the date of
execution
Contract requirements identified under the Special Terms and Conditions section of the contract
Monthly – complete,
accurate, and approved
by the 15th of each
month
An invoice and voucher detail worksheet, and, at a minimum, a general ledger generated by the
organization’s accounting system. The General Ledger must include transaction-level detail for
all costs that have been paid and are being claimed for reimbursement. These documents are
due to the COUNTY by the 15th of the month following the month in which services were
provided.
Monthly – by the 15th of
each month
• Eviction Prevention Log: Each organization operating an Eviction Prevention Program will
develop a tracking mechanism to provide essential program data that tracks contacts and
processing time to determine the demand and funding needs.
• Rapid Re-Housing Placement Report: Each organization operating a Rapid Re-Housing
Program will report placement to rental properties.
Quarterly:
• 1st Qtr: Oct 10
• 2nd Qtr: Jan 10
• 3rd Qtr: April 10
• 4th Qtr: July 10
• HMIS Data Quality (HUD 225) Report: Review the report for the number of people and
heads of household served and data quality, timeliness, and accuracy.
• HMIS OUTS – Reports Exits to Permanent Housing:
o Emergency Shelter = 50%
o Rapid Re-Housing = 80%
o Permanent Supportive Housing = 95%
• Landlord Outreach: All programs with an “exit to permanent housing” target must conduct
targeted landlord-specific outreach. Documentation will include the date and type of
outreach. Any events will also include a sign-in sheet as supporting documentation.
Landlord-specific outreach includes, but is not limited to, both active and passive means
such as events, newsletters, in-person meetings, associations, and group meetings.
CONTRACTOR is encouraged to partner with other providers to satisfy this requirement and
maximize participant benefits. Include the COUNTY in all electronic landlord outreach efforts.
• Training Log: Each agency must identify staff to attend and complete trainings. These staff
should include staff that provide direct services, supervisors of direct service staff, and staff
that manage homeless grants.
Annually
• Local Homeless Housing Plan (CHG 2.1.4.1): According to RCW 43.185c, the homeless
response system must submit a local homeless housing plan every five years. All agencies
must actively participate in the plan's development, implementation, and annual plan
updates and be accountable for the measures of success and program/system performance
requirements adopted in the plan. Each agency will submit a Work Plan and provide annual
plan updates.
• Annual County Expenditure Report (CHG 2.1.4.2): All agencies that enter data into HMIS
must coordinate with the COUNTY to submit a complete and accurate report of program
funding information to the Department of Commerce.
• Point-in-Time Count (2.1.4.3): All agencies must actively participate in the PIT Count to
obtain a complete count of people experiencing homelessness in Mason County.
• Essential Needs Report (CHG 2.1.4.4): All HEN providers must submit a HEN Essential
Needs Report at the end of each state fiscal year, which is a count of the total instances of
Essential Needs Services.
Other
Annual Assessment Monthly Report: Each agency receives a monthly report to track when
annual assessments are due. Use this report to ensure that all annual assessments are
completed on time.
Professional Services Contract (rev 07/2025) Page 24
EXHIBIT E
PERFORMANCE REQUIREMENTS
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless Grant,
grantees must adopt the required housing outcome performance measure outlined in the
Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees must improve
housing outcomes by making progress towards the statewide performance target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a homeless
type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than the
overall rate. The “overall rate” refers to the rate of a particular intervention type’s total exits
to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored, grantees
are expected to use equitable access data to identify underserved populations, assess the
impact of their access strategies and work to improve equitable access as needed.
Grantees can access this data through the Washington Balance of State Equitable Access
Dashboard which compares the race and ethnicity of households entering the homeless
system (HMIS) to the race and ethnicity of the homeless and unstably housed populations
(The Snapshot Report).
Professional Services Contract (rev 07/2025) Page 25
EXHIBIT F
ATTESTATION
I do hereby certify that to the best of my knowledge, the following is true, accurate, and
complete:
All contractors, including by and for organizations, attest that all are bound to all contracts,
including contracts between the Department of Commerce and Mason County Public Health
and Human Services, and/or any subrecipients.
I have reviewed all pass-through contract language, have received copies, and agree to be
bound to these terms.
I have read all guidelines specific to the fund source and policies set forth by the
Department of Commerce and Mason County Public Health and Human Services, and
agree to follow.
Name (printed) _________________________________________________________
Name (signature) _______________________________________________________
Title __________________________________________________________________
Agency _______________________________________________________________
Date _______________________
Professional Services Contract (rev 07/2025) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
This CONTRACT is made and entered into by and between Mason County, hereinafter referred
to as "COUNTY" and Panza, hereinafter referred to as "CONTRACTOR.”
Contracted Entity Panza dba New Horizons Communities
Address 2471 N 13th St
City, State, Zip Code Shelton, WA 98584
Phone 360-932-9359
Primary Contact: Name, Title Colleen Carmichael, Executive Director
Primary Contact: E-mail colleen@nhcommunities.org
Washington State UBI# 602769241
Federal EIN 32-0243330
Total Award/Contract Value $52,000
Contract Term July 1, 2025 – June 30, 2027
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 any Special Terms and Conditions, General Terms and
Conditions, Exhibits, and the following other documents incorporated by reference: Original RFP
application, instructions, and disclosures.
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
______________________________ ___________________________________
Agency Name Sharon Trask, Chair
______________________________ ___________________________________
Authorized Signature Date
______________________________ APPROVED AS TO FORM:
Print Name & Title
______________________________ ___________________________________
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 07/2025) Page 2
Special Terms and Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following documents
are requirements and must be received within 30 days of the date of execution for the
CONTRACTOR to submit an invoice and receive funding. If the agency has provided these
documents under a previous contract, only updated documents need to be provided. For
tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see Exhibit B Insurance Requirements)
c. Exhibit F Attestation
d. Program Organization Chart
e. Cost Distribution Plan (if applicable)
2. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels, as reported to Commerce in the SFY 2024 Annual
Expenditure Report.
Federal and State Benchmarks, Data Collection, and Evaluation:
The Department of Housing and Urban Development (HUD) and the Department of Commerce
may require additional reporting of programs and continuums of care directly or indirectly related
to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data
Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and
System Performance Measures. CONTRACTOR agrees to participate in these evaluation
efforts, meet individual benchmarks that contribute to the system and will fulfill the data
collection and reporting requirements specified at the time of the request. It will be the
obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide
protections and assurances regarding the confidentiality of data, samples of work (in any media
format) and/or interview comments provided by participants. CONTRACTOR also agrees to
provide the COUNTY with the results of any independent or self-directed evaluation or research
undertaken in respect to the funded program.
Contract Closeout:
CONTRACTOR shall adhere to any Commerce year-end fiscal deadlines. In the event of early
termination or non-renewal of a contract, 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. If funding has been awarded for the next grant term and there are
outstanding invoices or reports that are not completed to a satisfactory level by July 31, the
CONTRACTOR will start the new contract term in Probation Status.
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20
Professional Services Contract (rev 07/2025) Page 3
General Terms and Conditions
Scope of Service:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that
CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the
CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as
identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by
COUNTY, unless otherwise provided for in the CONTRACT.
Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties, provided, however, that the CONTRACT is in
writing and signed by both parties.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such an amendment
shall not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the parties, for
a period of up to one year, and for a total of no longer than three years.
Independent Contractor:
The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and
nothing herein contained shall be construed to create a relationship of employer-employee. All
payments made hereunder and all services performed shall be made and performed pursuant to
this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited
to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents
that he/she/it maintains a separate place of business, serves clients other than COUNTY, will
report all income and expense accrued under this CONTRACT to the Internal Revenue Service,
and has a tax account with the State of Washington Department of Revenue for payment of all
sales and use and Business and Occupation taxes collected by the State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
Professional Services Contract (rev 07/2025) Page 4
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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 actually 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, so as 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, in accordance with COUNTY’s customary
procedures, pursuant to the fee schedule set forth in Exhibit C.
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, facility support). Budget transfers will not be made
unless approved by the COUNTY. Late requests will not be accepted.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold
from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure
to perform is cured or otherwise adjudicated. Withholding under this clause shall not be
deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY
promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to
perform, and in no case more than ten (10) days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
Professional Services Contract (rev 07/2025) Page 5
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
COUNTY may act in accordance with any determination of the Administrative Officer which has
become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by COUNTY under this clause.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY will pay
CONTRACTOR upon acceptance of services provided and receipt of properly completed
invoices, which shall be submitted to the COUNTY representative not more often than monthly.
Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a
case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable
costs incurred during each invoice period, according to the terms provided in Exhibit A, if the
CONTRACTOR performs the services and submits all reporting to a satisfactory level. The
COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for
services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition
of this CONTRACT. No payments in advance or in anticipation of services or supplies to be
provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for
any work performed by the CONTRACTOR, except for work identified and set forth in this
CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the
CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to
the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit
exceptions or disallowable costs incurred by its own organization or that of its subcontractors.
Duplicate Payment:
A duplication of benefits (DOB) occurs when a person, household, business, government, or
other entity receives financial assistance from multiple sources for the same purpose, and the
total assistance received for that purpose is more than the total need for assistance. 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. The contractor must have
policies and procedures that differentiate funding and program FTE, enrollment criteria, program
descriptions, caseloads, or similar methods.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any funds or
other property furnished under this CONTRACT immediately or as soon as practicable. All
cases reported to law enforcement must be tracked and follow the fraud guidance in the
guidelines.
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
Professional Services Contract (rev 07/2025) Page 6
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. If
subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the
subcontractor fail to comply with any applicable term or condition of this contract.
CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract
term to assure fiscal conditions and performance metrics are met. COUNTY will be included on
any audit or monitoring activities and reports.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY’s interest may be compromised in any
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Professional Services Contract (rev 07/2025) Page 7
Non-Discrimination in Client Services:
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or 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.
Debarment Certification:
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participating in this contract by any Federal department or agency.
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior
to the release of the final payment for services.
Patent/Copyright 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 loss 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
Professional Services Contract (rev 07/2025) Page 8
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.
Records Maintenance:
CONTRACTOR 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.
Reporting and Other Contract Requirements:
CONTRACTOR agrees to submit program and expense reports, as well as perform all other
requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein.
The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or
disseminate the data provided in program reports, financial activity reports, or any other reports
submitted to the COUNTY with respect to the program.
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 updates if there are any changes to the staffing plan or hiring
delays.
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.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements
detailed in "Exhibit B Insurance Requirements."
Professional Services Contract (rev 07/2025) Page 9
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Professional Services Contract (rev 07/2025) Page 10
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public
Health and Human 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
E-mail: mcasey@masoncountywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@masoncountywa.gov
Notice:
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.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
Professional Services Contract (rev 07/2025) Page 11
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit
C Budget. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit
on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time
during the term, whether for default or convenience, shall not constitute breach of CONTRACT
by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope of Service and Exhibit C Budget.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in
order that such matters may be settled or other appropriate action promptly taken. For
objections that are not made in the manner specified and within the time limits stated, the
records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final
and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Administrative
Officer of COUNTY, or (2) the happening of any event or occurrence, unless the
CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential claim.
CONTRACTOR shall keep full and complete daily records of the work performed, labor and
material used, and all costs and additional time claimed to be additional.
Professional Services Contract (rev 07/2025) Page 12
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
Professional Services Contract (rev 07/2025) Page 13
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state, and county statutes, regulations, policies, and procedures
B. Funding source agreement(s) including attachments
C. Special Terms and Conditions
D. General Terms and Conditions
E. Exhibit A, Scope of Service
F. Exhibit B, Insurance Requirements
G. Exhibit C, Budget
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions, or understandings between the parties.
Professional Services Contract (rev 07/2025) Page 14
EXHIBIT A
SCOPE OF SERVICE
A. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels (i.e., households served), as reported to Commerce in
the SFY 2024 Annual Expenditure Report.
B. CONTRACTOR shall commit to operating a high-performing crisis response system in their
county by:
a. Assessing each household’s housing needs and facilitating housing stability with the
goal of obtaining or maintaining permanent housing.
b. Employing a progressive engagement service model.
c. Prioritizing households most likely to become homeless when using homelessness
prevention rent assistance.
d. Being anti-racist leaders in their crisis response systems and facilitating partnerships
among organizations that respond to the disproportionality in services and outcomes
for communities that may not seek assistance from mainstream organizations.
C. CONTRACTOR shall submit the deliverables outlined in EXHIBIT D DELIVERABLE TABLE
on time with truthful, accurate information.
D. CONTRACTOR shall comply with all of the requirements, policies and procedures in the
Consolidated Homeless Grant Guidelines, including the Washington State Coordinated
Entry Guidelines.
E. CONTRACTOR must adopt the required performance measures outlined in EXHIBIT E
PERFORMANCE REQUIREMENTS.
F. CONTRACTOR roles and responsibilities:
a. Provide direct service delivery according to the descriptions in the homeless
response system RFP, CHG Guidelines, CHG Supplemental Manual, and best
practices for the programs being implemented.
b. Identify individuals in need and work with other service providers to prioritize aid,
ensuring those who need help most get it quickly.
c. Assess eligibility and apply housing first principles, trauma-informed care, and harm
reduction to help program participants achieve stability and positive housing
outcomes.
d. Involve people who have experienced homelessness in developing service delivery
models and provide opportunities for their feedback.
e. Ensure the Washington Homeless Management Information System (HMIS)
operates in accordance with RCW 43.185C.180, the CHG Guidelines, and HUD data
standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
f. Respond to the disproportionality in access to services, service provision, and
outcomes.
g. Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing
projects funded by CHG must participate in the county or regional Coordinated Entry
Professional Services Contract (rev 07/2025) Page 15
(CE) System by accepting referrals and must fill openings solely through the CE
process.
h. Ensure that employees providing direct services, their supervisors, and employees
managing homeless grants complete the required trainings (CHG 2.1.5) every three
years.
i. Use a progressive engagement service model.
j. Operate programs within the approved budget and households served.
Project Intervention Type Funded: Permanent Supportive Housing
Permanent Supportive Housing
Permanent Supportive Housing (PSH) is subsidized, non-time-limited housing with support
services for homeless households that include a household member with a permanent disability.
Support services must be made available, but participation is voluntary. PSHA may be provided
as a rent assistance (scattered site) or facility-based model. For facility-based models, a lease
or rental agreement is required between the PSH project and household. The services and the
housing are available permanently.
New Horizons Communities has built a comprehensive PSH program for the Shelton Veterans
Village. The target population is homeless Veterans living in Mason County. Residents pay rent
at the rate of 30% of their income. As an organization, New Horizons Communities pays for all
the utilities to lessen the burden on our residents who already have extremely low, fixed
incomes. New Horizons Communities meets the residents where they are at and works to
provide them with the services and referrals they need in order to thrive and achieve their goals.
Services provided include case management (including care coordination, life skills, and
education and employment prep), and mental health and substance use disorder therapies.
Permanent Supportive Housing Deliverables
1. Meet the required performance outcome for Permanent Supportive Housing: 95% Exits
to Permanent Housing.
Scope Change Request
Sometimes, unforeseeable events prevent a program from being implemented as designed or
are in jeopardy of meeting the project timeline. In that case, the subcontractor may request a
change in the Scope of Service. Sometimes, there is “scope, budget, or mission creep,” and this
process assumes that the organization is making efforts to contain the scope of services within
the approved budget. A written Scope Change must be submitted to the Mason County Public
Health and Human Services contract administrator using the template provided in the CHG
Supplemental Manual. The CONTRACTOR must ensure that all reasonable attempts to
implement the program as designed have been made. The COUNTY must approve Scope
Changes before the CONTRACTOR makes any changes.
Professional Services Contract (rev 07/2025) Page 16
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, no less than $1,000,000
per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000
per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy described
above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way
on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for
each such person.
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.
Professional Services Contract (rev 07/2025) Page 17
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR’s general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of
any policies required within 10 days of such request. COUNTY has the right, but not the
duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
Professional Services Contract (rev 07/2025) Page 18
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.
Professional Services Contract (rev 07/2025) Page 19
EXHIBIT C
BUDGET
Permanent Supportive Housing Fund Source FY26 Award
Administration CHG Standard $5,200
Operations Emergency Housing $46,800
Total Permanent Supportive Housing $52,000
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend
the payment terms and the amount awarded in this contract. Approved invoices will be
disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the
Billing Procedures and Payment clause of this contract for additional information.
All COUNTY-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
Payment will be considered timely within 30 days of receipt of invoice.
Monthly Financial Invoice: Final, approved invoices are due by the 15th of each
month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
Professional Services Contract (rev 07/2025) Page 20
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
per quarter. CHG Contracts will require Commerce approval and follow CHG
Professional Services Contract (rev 07/2025) Page 21
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Professional Services Contract (rev 07/2025) Page 22
EXHIBIT D
DELIVERABLE TABLE
Date Due / Frequency Deliverable Name & Description
No later than thirty (30)
days of the date of
execution
Contract requirements identified under the Special Terms and Conditions section of the
contract
Monthly – complete,
accurate, and
approved by the 15th of
each month
An invoice and voucher detail worksheet, and, at a minimum, a general ledger generated
by the organization’s accounting system. The General Ledger must include transaction-
level detail for all costs that have been paid and are being claimed for reimbursement.
These documents are due to the COUNTY by the 15th of the month following the month in
which services were provided.
Monthly – by the 15th of
each month
• Eviction Prevention Log: Each organization operating an Eviction Prevention
Program will develop a tracking mechanism to provide essential program data that
tracks contacts and processing time to determine the demand and funding needs.
• Rapid Re-Housing Placement Report: Each organization operating a Rapid Re-
Housing Program will report placement to rental properties.
Quarterly:
• 1st Qtr: Oct 10
• 2nd Qtr: Jan 10
• 3rd Qtr: April 10
• 4th Qtr: July 10
• HMIS Data Quality (HUD 225) Report: Review the report for the number of people and
heads of household served and data quality, timeliness, and accuracy.
• HMIS OUTS – Reports Exits to Permanent Housing:
o Emergency Shelter = 50%
o Rapid Re-Housing = 80%
o Permanent Supportive Housing = 95%
• Landlord Outreach: All programs with an “exit to permanent housing” target must
conduct targeted landlord-specific outreach. Documentation will include the date and
type of outreach. Any events will also include a sign-in sheet as supporting
documentation. Landlord-specific outreach includes, but is not limited to, both active
and passive means such as events, newsletters, in-person meetings, associations, and
group meetings. CONTRACTOR is encouraged to partner with other providers to
satisfy this requirement and maximize participant benefits. Include the COUNTY in all
electronic landlord outreach efforts.
• Training Log: Each agency must identify staff to attend and complete trainings. These
staff should include staff that provide direct services, supervisors of direct service staff,
and staff that manage homeless grants.
Annually
• Local Homeless Housing Plan (CHG 2.1.4.1): According to RCW 43.185c, the
homeless response system must submit a local homeless housing plan every five
years. All agencies must actively participate in the plan's development, implementation,
and annual plan updates and be accountable for the measures of success and
program/system performance requirements adopted in the plan. Each agency will
submit a Work Plan and provide annual plan updates.
• Annual County Expenditure Report (CHG 2.1.4.2): All agencies that enter data into
HMIS must coordinate with the COUNTY to submit a complete and accurate report of
program funding information to the Department of Commerce.
• Point-in-Time Count (2.1.4.3): All agencies must actively participate in the PIT Count
to obtain a complete count of people experiencing homelessness in Mason County.
• Essential Needs Report (CHG 2.1.4.4): All HEN providers must submit a HEN
Essential Needs Report at the end of each state fiscal year, which is a count of the total
instances of Essential Needs Services.
Other
Annual Assessment Monthly Report: Each agency receives a monthly report to track
when annual assessments are due. Use this report to ensure that all annual assessments
are completed on time.
Professional Services Contract (rev 07/2025) Page 23
EXHIBIT E
PERFORMANCE REQUIREMENTS
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless
Grant, grantees must adopt the required housing outcome performance measure
outlined in the Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees
must improve housing outcomes by making progress towards the statewide performance
target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a
homeless type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than
the overall rate. The “overall rate” refers to the rate of a particular intervention type’s total
exits to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored,
grantees are expected to use equitable access data to identify underserved populations,
assess the impact of their access strategies and work to improve equitable access as
needed. Grantees can access this data through the Washington Balance of State
Equitable Access Dashboard which compares the race and ethnicity of households
entering the homeless system (HMIS) to the race and ethnicity of the homeless and
unstably housed populations (The Snapshot Report).
Professional Services Contract (rev 07/2025) Page 24
EXHIBIT F
ATTESTATION
I do hereby certify that to the best of my knowledge, the following is true, accurate, and
complete:
All contractors, including by and for organizations, attest that all are bound to all contracts,
including contracts between the Department of Commerce and Mason County Public Health
and Human Services, and/or any subrecipients.
I have reviewed all pass-through contract language, have received copies, and agree to be
bound to these terms.
I have read all guidelines specific to the fund source and policies set forth by the
Department of Commerce and Mason County Public Health and Human Services, and
agree to follow.
Name (printed) _________________________________________________________
Name (signature) _______________________________________________________
Title __________________________________________________________________
Agency _______________________________________________________________
Date _______________________
Professional Services Contract (rev 07/2025) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
This CONTRACT is made and entered into by and between Mason County, hereinafter referred
to as "COUNTY" and Shelton Family Center, hereinafter referred to as "CONTRACTOR.”
Contracted Entity Shelton Family Center dba The Youth Connection
Address 123 S 2nd Street/PO Box 2341
City, State, Zip Code Shelton, WA 98584
Phone 360-462-0125
Primary Contact: Name, Title Susan Kirchoff, Executive Director
Primary Contact: E-mail susan@youthconnectionwa.org
Washington State UBI# 604211635
Federal EIN 82-3875497
Total Award/Contract Value $950,264
Contract Term July 1, 2025 – June 30, 2027
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 any Special Terms and Conditions, General Terms and
Conditions, Exhibits, and the following other documents incorporated by reference: Original RFP
application, instructions, and disclosures.
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
______________________________ ___________________________________
Agency Name Sharon Trask, Chair
______________________________ ___________________________________
Authorized Signature Date
______________________________ APPROVED AS TO FORM:
Print Name & Title
______________________________ ___________________________________
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 07/2025) Page 2
Special Terms and Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following documents
are requirements and must be received within 30 days of the date of execution for the
CONTRACTOR to submit an invoice and receive funding. If the agency has provided these
documents under a previous contract, only updated documents need to be provided. For
tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see Exhibit B Insurance Requirements)
c. Exhibit F Attestation
d. Program Organization Chart
e. Cost Distribution Plan (if applicable)
f. A list of all organizational master/global lease addresses, fund source, housing
type (Rapid Rehousing, Transitional Housing, Emergency Shelter), HMIS
number, move-in date
g. Policies & Procedures related to avoiding Duplicate Billing for programs that may
share clients or are dual enrolled in other programs
2. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels, as reported to Commerce in the SFY 2024 Annual
Expenditure Report.
Federal and State Benchmarks, Data Collection, and Evaluation:
The Department of Housing and Urban Development (HUD) and the Department of Commerce
may require additional reporting of programs and continuums of care directly or indirectly related
to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data
Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and
System Performance Measures. CONTRACTOR agrees to participate in these evaluation
efforts, meet individual benchmarks that contribute to the system and will fulfill the data
collection and reporting requirements specified at the time of the request. It will be the
obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide
protections and assurances regarding the confidentiality of data, samples of work (in any media
format) and/or interview comments provided by participants. CONTRACTOR also agrees to
provide the COUNTY with the results of any independent or self-directed evaluation or research
undertaken in respect to the funded program.
Contract Closeout:
CONTRACTOR shall adhere to any Commerce year-end fiscal deadlines. In the event of early
termination or non-renewal of a contract, 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. If funding has been awarded for the next grant term and there are
outstanding invoices or reports that are not completed to a satisfactory level by July 31, the
CONTRACTOR will start the new contract term in Probation Status.
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20, Local Document Recording Fees (2163)
Professional Services Contract (rev 07/2025) Page 3
General Terms and Conditions
Scope of Service:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that
CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the
CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as
identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by
COUNTY, unless otherwise provided for in the CONTRACT.
Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties, provided, however, that the CONTRACT is in
writing and signed by both parties.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such an amendment
shall not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the parties, for
a period of up to one year, and for a total of no longer than three years.
Independent Contractor:
The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and
nothing herein contained shall be construed to create a relationship of employer-employee. All
payments made hereunder and all services performed shall be made and performed pursuant to
this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited
to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents
that he/she/it maintains a separate place of business, serves clients other than COUNTY, will
report all income and expense accrued under this CONTRACT to the Internal Revenue Service,
and has a tax account with the State of Washington Department of Revenue for payment of all
sales and use and Business and Occupation taxes collected by the State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
Professional Services Contract (rev 07/2025) Page 4
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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 actually 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, so as 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, in accordance with COUNTY’s customary
procedures, pursuant to the fee schedule set forth in Exhibit C.
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, facility support). Budget transfers will not be made
unless approved by the COUNTY. Late requests will not be accepted.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold
from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure
to perform is cured or otherwise adjudicated. Withholding under this clause shall not be
deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY
promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to
perform, and in no case more than ten (10) days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
Professional Services Contract (rev 07/2025) Page 5
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
COUNTY may act in accordance with any determination of the Administrative Officer which has
become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by COUNTY under this clause.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY will pay
CONTRACTOR upon acceptance of services provided and receipt of properly completed
invoices, which shall be submitted to the COUNTY representative not more often than monthly.
Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a
case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable
costs incurred during each invoice period, according to the terms provided in Exhibit A, if the
CONTRACTOR performs the services and submits all reporting to a satisfactory level. The
COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for
services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition
of this CONTRACT. No payments in advance or in anticipation of services or supplies to be
provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for
any work performed by the CONTRACTOR, except for work identified and set forth in this
CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the
CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to
the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit
exceptions or disallowable costs incurred by its own organization or that of its subcontractors.
Duplicate Payment:
A duplication of benefits (DOB) occurs when a person, household, business, government, or
other entity receives financial assistance from multiple sources for the same purpose, and the
total assistance received for that purpose is more than the total need for assistance. 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. The contractor must have
policies and procedures that differentiate funding and program FTE, enrollment criteria, program
descriptions, caseloads, or similar methods.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any funds or
other property furnished under this CONTRACT immediately or as soon as practicable. All
cases reported to law enforcement must be tracked and follow the fraud guidance in the
guidelines.
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
Professional Services Contract (rev 07/2025) Page 6
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. If
subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the
subcontractor fail to comply with any applicable term or condition of this contract.
CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract
term to assure fiscal conditions and performance metrics are met. COUNTY will be included on
any audit or monitoring activities and reports.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY’s interest may be compromised in any
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Professional Services Contract (rev 07/2025) Page 7
Non-Discrimination in Client Services:
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or 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.
Debarment Certification:
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participating in this contract by any Federal department or agency.
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior
to the release of the final payment for services.
Patent/Copyright 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 loss 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
Professional Services Contract (rev 07/2025) Page 8
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.
Records Maintenance:
CONTRACTOR 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.
Reporting and Other Contract Requirements:
CONTRACTOR agrees to submit program and expense reports, as well as perform all other
requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein.
The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or
disseminate the data provided in program reports, financial activity reports, or any other reports
submitted to the COUNTY with respect to the program.
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 updates if there are any changes to the staffing plan or hiring
delays.
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.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements
detailed in "Exhibit B Insurance Requirements."
Professional Services Contract (rev 07/2025) Page 9
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Professional Services Contract (rev 07/2025) Page 10
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public
Health and Human 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
E-mail: mcasey@masoncountywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@masoncountywa.gov
Notice:
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.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
Professional Services Contract (rev 07/2025) Page 11
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit
C Budget. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit
on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time
during the term, whether for default or convenience, shall not constitute breach of CONTRACT
by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope of Service and Exhibit C Budget.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in
order that such matters may be settled or other appropriate action promptly taken. For
objections that are not made in the manner specified and within the time limits stated, the
records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final
and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Administrative
Officer of COUNTY, or (2) the happening of any event or occurrence, unless the
CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential claim.
CONTRACTOR shall keep full and complete daily records of the work performed, labor and
material used, and all costs and additional time claimed to be additional.
Professional Services Contract (rev 07/2025) Page 12
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
Professional Services Contract (rev 07/2025) Page 13
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state, and county statutes, regulations, policies, and procedures
B. Funding source agreement(s) including attachments
C. Special Terms and Conditions
D. General Terms and Conditions
E. Exhibit A, Scope of Service
F. Exhibit B, Insurance Requirements
G. Exhibit C, Budget
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions, or understandings between the parties.
Professional Services Contract (rev 07/2025) Page 14
EXHIBIT A
SCOPE OF SERVICE
A. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels (i.e., households served), as reported to Commerce in
the SFY 2024 Annual Expenditure Report.
B. CONTRACTOR shall commit to operating a high-performing crisis response system in their
county by:
a. Assessing each household’s housing needs and facilitating housing stability with the
goal of obtaining or maintaining permanent housing.
b. Employing a progressive engagement service model.
c. Prioritizing households most likely to become homeless when using homelessness
prevention rent assistance.
d. Being anti-racist leaders in their crisis response systems and facilitating partnerships
among organizations that respond to the disproportionality in services and outcomes
for communities that may not seek assistance from mainstream organizations.
C. CONTRACTOR shall submit the deliverables outlined in EXHIBIT D DELIVERABLE TABLE
on time with truthful, accurate information.
D. CONTRACTOR shall comply with all of the requirements, policies and procedures in the
Consolidated Homeless Grant Guidelines, including the Washington State Coordinated
Entry Guidelines.
E. CONTRACTOR must adopt the required performance measures outlined in EXHIBIT E
PERFORMANCE REQUIREMENTS.
F. CONTRACTOR roles and responsibilities:
a. Provide direct service delivery according to the descriptions in the homeless
response system RFP, CHG Guidelines, CHG Supplemental Manual, and best
practices for the programs being implemented.
b. Identify individuals in need and work with other service providers to prioritize aid,
ensuring those who need help most get it quickly.
c. Assess eligibility and apply housing first principles, trauma-informed care, and harm
reduction to help program participants achieve stability and positive housing
outcomes.
d. Involve people who have experienced homelessness in developing service delivery
models and provide opportunities for their feedback.
e. Ensure the Washington Homeless Management Information System (HMIS)
operates in accordance with RCW 43.185C.180, the CHG Guidelines, and HUD data
standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
f. Respond to the disproportionality in access to services, service provision, and
outcomes.
g. Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing
projects funded by CHG must participate in the county or regional Coordinated Entry
Professional Services Contract (rev 07/2025) Page 15
(CE) System by accepting referrals and must fill openings solely through the CE
process.
h. Ensure that employees providing direct services, their supervisors, and employees
managing homeless grants complete the required trainings (CHG 2.1.5) every three
years.
i. Use a progressive engagement service model.
j. Operate programs within the approved budget and households served.
Project Intervention Types Funded
1. Emergency Shelter
a. Continuous Stay
2. Rental Assistance
a. Tenant-based Rapid Re-Housing
b. Eviction Prevention
3. Coordinated Entry, Care Coordination, Diversion Fund, and PIT Count
Overnight Emergency Shelters: (CHG 1.4.1.1)
Emergency Shelters address the immediate needs of vulnerable populations by offering short-
term, temporary overnight shelter for people experiencing homelessness. They may operate
through facility-based sites or use hotel/motel vouchers. The effectiveness of Emergency
Shelters is measured by their capacity to be full, their racial equity, and the number of
households that transition from shelters to stable housing outcomes.
Shelton Family Center operates continuous stay shelter programs for transitional-aged youth
experiencing homelessness. The off-site shelters are operated as group living style homes, with
each family having a private bedroom and shared kitchen, living room, and bathrooms. The goal
is to move households forward to transitional housing, rapid re-housing, or permanent housing
within 90 days. This is a goal not a rule that is driven by the client’s participation in case
management efforts. The case team utilizes progressive engagement approach to make a
custom care plan that recognizes each client’s strength and needs assisting the client in
overcoming barriers to housing independence.
Emergency Shelter Deliverables:
1. Meet the required performance outcome for Emergency Shelter: 50% Exits to
Permanent Housing.
2. Meet the Low Barrier Housing Requirement.
3. Operate a notification system for key community partners on bed availability, referral
process, and provide adequate resources and assistance to individuals that are unable
to stay when the shelter is at maximum occupancy capacity or when the shelter or part
of the shelter is closed for any reason.
4. Adhere to best practices. “Emergency Shelters are typically designed and intended to
provide temporary shelter for short-term stays: up to three months. However,
households are not required to exit after 90 days” (CHG Guidelines page 10). Case
managers will work with households to reduce long lengths of stay (e.g., 9 months or
more), as this is the purpose of housing programs such as transitional housing, rapid re-
housing, permanent supportive housing, HUD vouchers, etc.
5. Develop and implement a hazardous weather response plan with the ability to respond
to community needs during periods of extremely hot or cold weather or severe poor air
quality due to wildfire smoke.
6. Policies and Procedures that demonstrate the following:
Professional Services Contract (rev 07/2025) Page 16
• Check-in process that includes a reasonable check-in time and accounts for
households that may be late or unable to make a predetermined time.
• The protocol when maximum capacity is reached and the procedures to assist
households in finding other shelter options.
• Protocols for emergency situations when employees are present and, if different,
during hours when employees are not present.
• The process for shelter stayer to exit each day and included length of time.
• The project's intent and operations must differentiate the emergency shelter from
other types of temporary housing, namely transitional housing.
• Enrollment criteria, length of stay, and exit criteria for hotel/motel stays.
• Low barrier housing requirement.
Eviction Prevention (CHG 4.0 and RCW 43.185c.185)
Eviction Prevention helps households at risk of homelessness (HUD Category 2 & CHG 4.3.1)
maintain stable housing and avoid homelessness by addressing the underlying causes of
housing instability, such as financial hardship, disputes with landlords, or legal challenges.
CONTRACTOR will provide housing-focused case management and temporary rent subsidies.
Eviction Prevention Deliverables:
1. Meet the required performance outcome for Homelessness Prevention: Housing
retention after 6 months, and 95% of households exiting to permanent housing must not
re-enter a homeless-type HMIS project.
2. Submit Eviction Prevention Log by the 15th of each month.
3. Follow Mason County’s Prioritization Policy and Procedure and use the Targeted
Prevention Scoring Tool.
4. Follow the Homelessness Prevention Triage and HMIS Policy and Procedure.
5. At least 10% of the Eviction Prevention total award must be subgranted to By and For
Organizations.
6. Active partnerships with the Dispute Resolution Center (DRC) and the courts;
Community/Landlord Liaison must make reasonable efforts to establish payment plans
or connect households with the DRC for conciliation and/or mediation before rental
assistance payments are made.
7. A reduction in the number of unlawful detainers in the court system.
8. A reduction in the number of households that receive an eviction on their record.
9. A reduction in the number of people who become homeless.
10. CONTRACTOR must notify Mason County Public Health and Human Services when no
less than two months of rent remain in the budget and the protocol to close the program.
Rapid Re-Housing (1.4.2.1)
Rapid Re-Housing (RRH) quickly moves households from homelessness into permanent
housing by providing:
• Housing Identification Services: Recruit landlords to provide housing for RRH
participants and assist households with securing housing.
• Financial Assistance: Provide assistance to cover move-in costs and deposits as well as
ongoing rent and/or utility payments.
• Case Management and Services: Provide services and connections to community
resources that help households maintain housing stability.
A tenant-based subsidy is attached to the tenant, allowing them to choose their housing. The
subsidy stays with the tenant if they move.
Professional Services Contract (rev 07/2025) Page 17
Tenant-Based Rental Assistance Deliverables:
1. Meet the required performance outcome for Rapid Re-Housing: 80% Exits to Permanent
Housing.
2. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
3. Rapid Re-Housing Placement Report due by the 15th of each month.
4. Follow Tenant-Based Rapid Re-Housing Requirements outlined in the Mason County
CHG Supplemental Manual.
5. A list of all organizational master/global lease addresses, fund source, housing type
(Rapid Rehousing, Transitional Housing, Emergency Shelter), HMIS number, and move-
in date.
6. Secure an MOU with the Bremerton Housing Authority and prioritize referrals to obtain
Section 8 Housing Vouchers before enrolling in the Rapid Re-Housing Program
7. Policies and procedures that demonstrate the following:
a. Differentiate tenant-based from project-based (facility-based) rental assistance
programs, and what happens to tenants when they exit the program
b. Hotel/motel stays when no suitable shelter bed is available during the housing
search
Coordinated Entry/Care Coordination/Diversion Fund and Point-in-Time Count
As a lead agency, The Youth Connection will be responsible for following the Washington State
Coordinated Entry Guidelines and implementing the program by following the requirements and
policies and procedures detailed in the Mason County Homeless Response System CHG
Supplemental Manual.
Coordinated Entry/Care Coordination/Diversion and Point-in-Time Count Deliverables
1. Meet the CE Governance Body requirements and lead these efforts in the community.
2. Have policies and procedures that meet the criteria of the Washington State Coordinated
Entry Guidelines.
3. Lead the Point-in-Time Count homeless census as required.
Scope Change Request
Sometimes, unforeseeable events prevent a program from being implemented as designed or
are in jeopardy of meeting the project timeline. In that case, the subcontractor may request a
change in the Scope of Service. Sometimes, there is “scope, budget, or mission creep,” and this
process assumes that the organization is making efforts to contain the scope of services within
the approved budget. A written Scope Change must be submitted to the Mason County Public
Health and Human Services contract administrator using the template provided in the CHG
Supplemental Manual. The CONTRACTOR must ensure that all reasonable attempts to
implement the program as designed have been made. The COUNTY must approve Scope
Changes before the CONTRACTOR makes any changes.
Professional Services Contract (rev 07/2025) Page 18
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, no less than $1,000,000
per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000
per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy described
above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way
on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for
each such person.
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.
Professional Services Contract (rev 07/2025) Page 19
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR’s general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of
any policies required within 10 days of such request. COUNTY has the right, but not the
duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
Professional Services Contract (rev 07/2025) Page 20
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.
Professional Services Contract (rev 07/2025) Page 21
EXHIBIT C
BUDGET
Off-site Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $33,600
Operations Emergency Housing $110,300
Facility Support DRF Backfill $169,450
Total Off-site Emergency Shelter $313,350
Rapid Re-Housing Fund Source FY26 Award
Administration CHG Standard $41,430
Operations Emergency
Housing $123,270
Rent 2163 $134,631
Total Rapid Re-Housing $299,331
Eviction Prevention Fund Source FY26 Award
Administration EP Admin $33,200
Rent EP Rent $78,406
Operations EP Operations $188,394
Total Eviction Prevention $300,000
Coordinated Entry/Care
Coordination/Diversion Fund Source FY26 Award
Operations Emergency
Housing $31,083
Diversion Fund 2163 $6,500
Total CE/Care Coord/Diversion $37,583
Total FY26 Award $950,264
Professional Services Contract (rev 07/2025) Page 22
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend
the payment terms and the amount awarded in this contract. Approved invoices will be
disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the
Billing Procedures and Payment clause of this contract for additional information.
All COUNTY-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
Payment will be considered timely within 30 days of receipt of invoice.
Monthly Financial Invoice: Final, approved invoices are due by the 15th of each
month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
Professional Services Contract (rev 07/2025) Page 23
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
per quarter. CHG Contracts will require Commerce approval and follow CHG
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
Professional Services Contract (rev 07/2025) Page 24
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Professional Services Contract (rev 07/2025) Page 25
EXHIBIT D
DELIVERABLE TABLE
Date Due / Frequency Deliverable Name & Description
No later than thirty (30)
days of the date of
execution
Contract requirements identified under the Special Terms and Conditions section of the
contract
Monthly – complete,
accurate, and
approved by the 15th of
each month
An invoice and voucher detail worksheet, and, at a minimum, a general ledger generated
by the organization’s accounting system. The General Ledger must include transaction-
level detail for all costs that have been paid and are being claimed for reimbursement.
These documents are due to the COUNTY by the 15th of the month following the month in
which services were provided.
Monthly – by the 15th of
each month
• Eviction Prevention Log: Each organization operating an Eviction Prevention
Program will develop a tracking mechanism to provide essential program data that
tracks contacts and processing time to determine the demand and funding needs.
• Rapid Re-Housing Placement Report: Each organization operating a Rapid Re-
Housing Program will report placement to rental properties.
Quarterly:
• 1st Qtr: Oct 10
• 2nd Qtr: Jan 10
• 3rd Qtr: April 10
• 4th Qtr: July 10
• HMIS Data Quality (HUD 225) Report: Review the report for the number of people and
heads of household served and data quality, timeliness, and accuracy.
• HMIS OUTS – Reports Exits to Permanent Housing:
o Emergency Shelter = 50%
o Rapid Re-Housing = 80%
o Permanent Supportive Housing = 95%
• Landlord Outreach: All programs with an “exit to permanent housing” target must
conduct targeted landlord-specific outreach. Documentation will include the date and
type of outreach. Any events will also include a sign-in sheet as supporting
documentation. Landlord-specific outreach includes, but is not limited to, both active
and passive means such as events, newsletters, in-person meetings, associations, and
group meetings. CONTRACTOR is encouraged to partner with other providers to
satisfy this requirement and maximize participant benefits. Include the COUNTY in all
electronic landlord outreach efforts.
• Training Log: Each agency must identify staff to attend and complete trainings. These
staff should include staff that provide direct services, supervisors of direct service staff,
and staff that manage homeless grants.
Annually
• Local Homeless Housing Plan (CHG 2.1.4.1): According to RCW 43.185c, the
homeless response system must submit a local homeless housing plan every five
years. All agencies must actively participate in the plan's development, implementation,
and annual plan updates and be accountable for the measures of success and
program/system performance requirements adopted in the plan. Each agency will
submit a Work Plan and provide annual plan updates.
• Annual County Expenditure Report (CHG 2.1.4.2): All agencies that enter data into
HMIS must coordinate with the COUNTY to submit a complete and accurate report of
program funding information to the Department of Commerce.
• Point-in-Time Count (2.1.4.3): All agencies must actively participate in the PIT Count
to obtain a complete count of people experiencing homelessness in Mason County.
• Essential Needs Report (CHG 2.1.4.4): All HEN providers must submit a HEN
Essential Needs Report at the end of each state fiscal year, which is a count of the total
instances of Essential Needs Services.
Other
Annual Assessment Monthly Report: Each agency receives a monthly report to track
when annual assessments are due. Use this report to ensure that all annual assessments
are completed on time.
Professional Services Contract (rev 07/2025) Page 26
EXHIBIT E
PERFORMANCE REQUIREMENTS
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless
Grant, grantees must adopt the required housing outcome performance measure
outlined in the Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees
must improve housing outcomes by making progress towards the statewide performance
target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a
homeless type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than
the overall rate. The “overall rate” refers to the rate of a particular intervention type’s total
exits to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored,
grantees are expected to use equitable access data to identify underserved populations,
assess the impact of their access strategies and work to improve equitable access as
needed. Grantees can access this data through the Washington Balance of State
Equitable Access Dashboard which compares the race and ethnicity of households
entering the homeless system (HMIS) to the race and ethnicity of the homeless and
unstably housed populations (The Snapshot Report).
Professional Services Contract (rev 07/2025) Page 27
EXHIBIT F
ATTESTATION
I do hereby certify that to the best of my knowledge, the following is true, accurate, and
complete:
All contractors, including by and for organizations, attest that all are bound to all contracts,
including contracts between the Department of Commerce and Mason County Public Health
and Human Services, and/or any subrecipients.
I have reviewed all pass-through contract language, have received copies, and agree to be
bound to these terms.
I have read all guidelines specific to the fund source and policies set forth by the
Department of Commerce and Mason County Public Health and Human Services, and
agree to follow.
Name (printed) _________________________________________________________
Name (signature) _______________________________________________________
Title __________________________________________________________________
Agency _______________________________________________________________
Date _______________________
Professional Services Contract (rev 07/2025) Page 1
MASON COUNTY
PROFESSIONAL SERVICES CONTRACT
CONTRACT #
This CONTRACT is made and entered into by and between Mason County, hereinafter referred
to as "COUNTY" and Turning Pointe Survivor Advocacy Center, hereinafter referred to as
"CONTRACTOR.”
Contracted Entity Turning Pointe Survivor Advocacy Center
Address 210 Pacific Court/PO Box 2014
City, State, Zip Code Shelton, WA 98584
Phone 360-426-1216
Primary Contact: Name, Title Meg Quinlivan, Executive Director
Primary Contact: E-mail meg@turningpointe.org
Washington State UBI# 602012811
Federal EIN 91-2024833
Total Award/Contract Value $251,398
Contract Term July 1, 2025 – June 30, 2027
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 any Special Terms and Conditions, General Terms and
Conditions, Exhibits, and the following other documents incorporated by reference: Original RFP
application, instructions, and disclosures.
CONTRACTOR NAME BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
______________________________ ___________________________________
Agency Name Sharon Trask, Chair
______________________________ ___________________________________
Authorized Signature Date
______________________________ APPROVED AS TO FORM:
Print Name & Title
______________________________ ___________________________________
Date Tim Whitehead, Chief DPA
Professional Services Contract (rev 07/2025) Page 2
Special Terms and Conditions
CONTRACTOR agrees to the following: The award of funds does not guarantee that the
CONTRACTOR will receive funding if special conditions are not met. The following documents
are requirements and must be received within 30 days of the date of execution for the
CONTRACTOR to submit an invoice and receive funding. If the agency has provided these
documents under a previous contract, only updated documents need to be provided. For
tracking purposes, please notify COUNTY on each item stating “no updates” if this is the case.
1. CONTRACT REQUIREMENTS to receive funding:
a. Vendor Payment Form
b. Certificate of Insurance (see Exhibit B Insurance Requirements)
c. Exhibit F Attestation
d. Program Organization Chart
e. Cost Distribution Plan (if applicable)
f. Policies & Procedures related to avoiding Duplicate Billing for programs that may
share clients or are dual enrolled in other programs
2. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels, as reported to Commerce in the SFY 2024 Annual
Expenditure Report.
Federal and State Benchmarks, Data Collection, and Evaluation:
The Department of Housing and Urban Development (HUD) and the Department of Commerce
may require additional reporting of programs and continuums of care directly or indirectly related
to the funding awarded such as, but not limited to, Coordinated Entry, Data Quality, Data
Timeliness, Housing Inventory Report, Annual Performance Report, Point in Time Count and
System Performance Measures. CONTRACTOR agrees to participate in these evaluation
efforts, meet individual benchmarks that contribute to the system and will fulfill the data
collection and reporting requirements specified at the time of the request. It will be the
obligation of the COUNTY representatives, CONTRACTOR and other contractors to provide
protections and assurances regarding the confidentiality of data, samples of work (in any media
format) and/or interview comments provided by participants. CONTRACTOR also agrees to
provide the COUNTY with the results of any independent or self-directed evaluation or research
undertaken in respect to the funded program.
Contract Closeout:
CONTRACTOR shall adhere to any Commerce year-end fiscal deadlines. In the event of early
termination or non-renewal of a contract, 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. If funding has been awarded for the next grant term and there are
outstanding invoices or reports that are not completed to a satisfactory level by July 31, the
CONTRACTOR will start the new contract term in Probation Status.
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20
Professional Services Contract (rev 07/2025) Page 3
General Terms and Conditions
Scope of Service:
CONTRACTOR agrees to provide COUNTY the services and any materials as set forth as
identified in “Exhibit A Scope of Service,” during the CONTRACT period. In the event that
CONTRACTOR expends the total award specified in “Exhibit C Budget” before the end of the
CONTRACT duration, CONTRACTOR remains liable to provide COUNTY the services as
identified in “Exhibit A Scope of Service.” No material, labor or facilities will be furnished by
COUNTY, unless otherwise provided for in the CONTRACT.
Term:
Services provided by CONTRACTOR prior to or after the term of this CONTRACT shall be
performed at the expense of CONTRACTOR and are not compensable under this CONTRACT
unless both parties hereto agree to such provision in writing. The term of this CONTRACT may
be extended by mutual consent of the parties, provided, however, that the CONTRACT is in
writing and signed by both parties.
Amendments and Extension:
This CONTRACT may be amended by mutual agreement of the parties. Such an amendment
shall not be binding unless they are in writing and signed by personnel authorized to bind each
of the parties.
The duration of this CONTRACT may be extended by mutual written consent of the parties, for
a period of up to one year, and for a total of no longer than three years.
Independent Contractor:
The CONTRACTOR shall furnish CONTRACTOR's services as an independent contractor, and
nothing herein contained shall be construed to create a relationship of employer-employee. All
payments made hereunder and all services performed shall be made and performed pursuant to
this CONTRACT by the CONTRACTOR as an independent contractor.
CONTRACTOR acknowledges that the entire compensation for this CONTRACT is specified in
Exhibit C Budget and the CONTRACTOR is not entitled to any benefits including, but not limited
to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any
other rights or privileges afforded to employees of COUNTY. The CONTRACTOR represents
that he/she/it maintains a separate place of business, serves clients other than COUNTY, will
report all income and expense accrued under this CONTRACT to the Internal Revenue Service,
and has a tax account with the State of Washington Department of Revenue for payment of all
sales and use and Business and Occupation taxes collected by the State of Washington.
CONTRACTOR will defend, indemnify and hold harmless COUNTY, its officers, agents or
employees from any loss or expense, including, but not limited to, settlements, judgments,
setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of
the provisions of this paragraph.
Taxes:
CONTRACTOR understands and acknowledges that COUNTY will not withhold Federal or
State income taxes. Where required by State or Federal law, the CONTRACTOR authorizes
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
Professional Services Contract (rev 07/2025) Page 4
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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 actually 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, so as 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, in accordance with COUNTY’s customary
procedures, pursuant to the fee schedule set forth in Exhibit C.
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, facility support). Budget transfers will not be made
unless approved by the COUNTY. Late requests will not be accepted.
Withholding Payment:
In the event the CONTRACTOR has failed to perform any obligation under this CONTRACT
within the times set forth in this CONTRACT, then COUNTY may, upon written notice, withhold
from amounts otherwise due and payable to CONTRACTOR, without penalty, until such failure
to perform is cured or otherwise adjudicated. Withholding under this clause shall not be
deemed a breach entitling CONTRACTOR to termination or damages, provided that COUNTY
promptly gives notice in writing to the CONTRACTOR of the nature of the default or failure to
perform, and in no case more than ten (10) days after it determines to withhold amounts
otherwise due. A determination of the Administrative Officer set forth in a notice to the
Professional Services Contract (rev 07/2025) Page 5
CONTRACTOR of the action required and/or the amount required to cure any alleged failure to
perform shall be deemed conclusive, except to the extent that the CONTRACTOR acts within
the times and in strict accord with the provisions of the Disputes clause of this CONTRACT.
COUNTY may act in accordance with any determination of the Administrative Officer which has
become conclusive under this clause, without prejudice to any other remedy under the
CONTRACT, to take all or any of the following actions: (1) cure any failure or default, (2) to pay
any amount so required to be paid and to charge the same to the account of the
CONTRACTOR, (3) to set off any amount so paid or incurred from amounts due or to become
due the CONTRACTOR. In the event the CONTRACTOR obtains relief upon a claim under the
Disputes clause, no penalty or damages shall accrue to CONTRACTOR by reason of good faith
withholding by COUNTY under this clause.
Billing Procedures and Payment:
The funding awarded may only be used for eligible activities and expenses. COUNTY will pay
CONTRACTOR upon acceptance of services provided and receipt of properly completed
invoices, which shall be submitted to the COUNTY representative not more often than monthly.
Exceptions to the single billing per month (or quarterly) can be made by the COUNTY on a
case-by-case basis. The CONTRACTOR shall only be paid as a reimbursement of allowable
costs incurred during each invoice period, according to the terms provided in Exhibit A, if the
CONTRACTOR performs the services and submits all reporting to a satisfactory level. The
COUNTY may, in its sole discretion, withhold payments claimed by the CONTRACTOR for
services rendered if the CONTRACTOR fails to satisfactorily comply with any term or condition
of this CONTRACT. No payments in advance or in anticipation of services or supplies to be
provided under this CONTRACT shall be made by the COUNTY. No payment shall be made for
any work performed by the CONTRACTOR, except for work identified and set forth in this
CONTRACT. Unless otherwise provided for in this CONTRACT or any exhibits hereto, the
CONTRACTOR will not be paid for any billings or invoices presented for costs incurred prior to
the date of execution or after June 30, 2027. The CONTRACTOR is responsible for any audit
exceptions or disallowable costs incurred by its own organization or that of its subcontractors.
Duplicate Payment:
A duplication of benefits (DOB) occurs when a person, household, business, government, or
other entity receives financial assistance from multiple sources for the same purpose, and the
total assistance received for that purpose is more than the total need for assistance. 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. The contractor must have
policies and procedures that differentiate funding and program FTE, enrollment criteria, program
descriptions, caseloads, or similar methods.
Fraud and Other Loss Reporting:
CONTRACTOR shall report in writing all known or suspected fraud or other loss of any funds or
other property furnished under this CONTRACT immediately or as soon as practicable. All
cases reported to law enforcement must be tracked and follow the fraud guidance in the
guidelines.
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
Professional Services Contract (rev 07/2025) Page 6
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. If
subcontracting is approved, the CONTRACTOR is responsible to COUNTY should the
subcontractor fail to comply with any applicable term or condition of this contract.
CONTRACTOR shall audit and monitor the activities of the subcontractor during the contract
term to assure fiscal conditions and performance metrics are met. COUNTY will be included on
any audit or monitoring activities and reports.
Conflict of Interest:
If at any time prior to commencement of, or during the term of this CONTRACT, CONTRACTOR
or any of its employees involved in the performance of this CONTRACT shall have or develop
an interest in the subject matter of this CONTRACT that is potentially in conflict with the
COUNTY’s interest, then CONTRACTOR shall immediately notify COUNTY of the same. The
notification of COUNTY shall be made with sufficient specificity to enable COUNTY to make an
informed judgment as to whether or not COUNTY’s interest may be compromised in any
manner by the existence of the conflict, actual or potential. Thereafter, COUNTY may require
CONTRACTOR to take reasonable steps to remove the conflict of interest. COUNTY may also
terminate this CONTRACT according to the provisions herein for termination.
Non-Discrimination in Employment:
COUNTY’s policy is to provide equal opportunity in all terms, conditions and privileges of
employment for all qualified applicants and employees without regard to race, color, creed,
religion, national origin, sex, sexual orientation, age, marital status, disability, or veteran status.
CONTRACTOR shall comply with all laws prohibiting discrimination against any employee or
applicant for employment on the grounds of race, color, creed, religion, national origin, sex,
sexual orientation, age, marital status, disability, or veteran status, except where such
constitutes a bona fide occupational qualification.
Furthermore, in those cases in which CONTRACTOR is governed by such laws,
CONTRACTOR shall take affirmative action to insure that applicants are employed, and treated
during employment, without regard to their race, color, creed, religion, national origin, sex, age,
marital status, sexual orientation, disability, or veteran status, except where such constitutes a
bona fide occupational qualification. Such action shall include, but not be limited to: advertising,
hiring, promotions, layoffs or terminations, rate of pay or other forms of compensation benefits,
selection for training including apprenticeship, and participation in recreational and educational
activities. In all solicitations or advertisements for employees placed by them or on their behalf,
CONTRACTOR shall state that all qualified applicants will receive consideration for employment
without regard to race, color, religion, sex or national origin.
The foregoing provisions shall also be binding upon any sub-contractor, provided that the
foregoing provision shall not apply to contracts or sub-contractors for standard commercial
supplies or raw materials, or to sole proprietorships with no employees.
Professional Services Contract (rev 07/2025) Page 7
Non-Discrimination in Client Services:
CONTRACTOR shall not discriminate on the grounds of race, color, creed, religion, national
origin, sex, age, marital status, sexual orientation, disability, or veteran status; or deny an
individual or business any service or benefits under this CONTRACT; or subject an individual or
business to segregation or separate treatment in any manner related to his/her/its receipt any
service or services or other benefits provided under this CONTRACT; or deny an individual or
business an opportunity to participate in any program provided by this CONTRACT.
Waiver of Noncompetition:
CONTRACTOR irrevocably waives any existing rights which it may have, by contract or
otherwise, to require another person or corporation to refrain from submitting a proposal to or
performing work or 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.
Debarment Certification:
The CONTRACTOR, by signature to this contract, certifies that the CONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from participating in this contract by any Federal department or agency.
Work Product:
CONTRACTOR will provide COUNTY with all work product including; plans, data reports, prior
to the release of the final payment for services.
Patent/Copyright 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 loss 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
Professional Services Contract (rev 07/2025) Page 8
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.
Records Maintenance:
CONTRACTOR 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.
Reporting and Other Contract Requirements:
CONTRACTOR agrees to submit program and expense reports, as well as perform all other
requirements outlined in “Exhibit A Scope of Service,” on or before the dates indicated therein.
The COUNTY reserves the right to aggregate, disaggregate, analyze, reproduce, and/or
disseminate the data provided in program reports, financial activity reports, or any other reports
submitted to the COUNTY with respect to the program.
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 updates if there are any changes to the staffing plan or hiring
delays.
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.
Insurance Requirements:
At a minimum, CONTRACTOR shall provide insurance that meets or exceeds the requirements
detailed in "Exhibit B Insurance Requirements."
Professional Services Contract (rev 07/2025) Page 9
Insurance as a Condition of Payment:
Payments due to CONTRACTOR under this CONTRACT are expressly conditioned upon the
CONTRACTOR’s strict compliance with all insurance requirements under this CONTRACT.
Payment to CONTRACTOR shall be suspended in the event of non-compliance. Upon receipt
of evidence of full compliance, payments not otherwise subject to withholding or set-off will be
released to CONTRACTOR.
Industrial Insurance Waiver:
With respect to the performance of this CONTRACT and as to claims against COUNTY, its
officers, agents and employees, CONTRACTOR expressly waives its immunity under Title 51 of
the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and
agrees that the obligations to indemnify, defend and hold harmless provided in this CONTRACT
extend to any claim brought by or on behalf of any employee of CONTRACTOR. This waiver is
mutually negotiated by the parties to this CONTRACT.
CONTRACTOR Commitments, Warranties and Representations:
Any written commitment received from CONTRACTOR concerning this CONTRACT shall be
binding upon CONTRACTOR, unless otherwise specifically provided herein with reference to
this paragraph. Failure of CONTRACTOR to fulfill such a commitment shall render
CONTRACTOR liable for damages to COUNTY. A commitment includes, but is not limited to,
any representation made prior to execution of this CONTRACT, whether or not incorporated
elsewhere herein by reference, as to performance of services or equipment, prices or options
for future acquisition to remain in effect for a fixed period, or warranties.
Defense and Indemnity Contract:
Indemnification by CONTRACTOR. To the fullest extent permitted by law, CONTRACTOR
agrees to indemnify, defend and hold COUNTY and its departments, elected and appointed
officials, employees, agents and volunteers, harmless from and against any and all claims,
damages, losses and expenses, including but not limited to court costs, attorney's fees and
alternative dispute resolution costs, for any personal injury, for any bodily injury, sickness,
disease or death and for any damage to or destruction of any property (including the loss of use
resulting there from) which 1) are caused in whole or in part by any act or omission, negligent or
otherwise, of the CONTRACTOR, its employees, agents or volunteers or CONTRACTOR's
subcontractors and their employees, agents or volunteers; or 2) are directly or indirectly arising
out of, resulting from, or in connection with performance of this CONTRACT; or 3) are based
upon CONTRACTOR’s or its subcontractors’ use of, presence upon or proximity to the property
of COUNTY. This indemnification obligation of CONTRACTOR shall not apply in the limited
circumstance where the claim, damage, loss or expense is caused by the sole negligence of
COUNTY. This indemnification obligation of the CONTRACTOR shall not be limited in any way
by the Washington State Industrial Insurance Act, RCW Title 51, or by application of any other
workmen's compensation act, disability benefit act or other employee benefit act, and the
CONTRACTOR hereby expressly waives any immunity afforded by such acts. The foregoing
indemnification obligations of the CONTRACTOR are a material inducement to COUNTY to
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Professional Services Contract (rev 07/2025) Page 10
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
Compliance with Applicable Laws, Rules and Regulations:
This CONTRACT shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, political subdivisions of the State of Washington and Mason
County. CONTRACTOR also agrees to comply with applicable Federal, State, County or
municipal standards for licensing, certification and operation of facilities and programs, and
accreditation and licensing of individuals.
Administration of Contract:
COUNTY hereby appoints, and CONTRACTOR hereby accepts, the Mason County Public
Health and Human 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:
Melissa Casey, Community Health Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 404
Fax: 360-427-7787
E-mail: mcasey@masoncountywa.gov
Financial Contact:
Casey Bingham, Finance Manager
Mason County Public Health & Human Services
415 N. 6th Street
Phone: 360-427-9670 Ext. 562
Fax: 360-427-7787
E-mail: caseyb@masoncountywa.gov
Notice:
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.
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
Professional Services Contract (rev 07/2025) Page 11
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with Exhibit A Scope of Service and Exhibit
C Budget. An equitable adjustment in the CONTRACT price for partially completed items of
work will be made, but such adjustment shall not include provision for loss of anticipated profit
on deleted or uncompleted work. Termination of this CONTRACT by COUNTY at any time
during the term, whether for default or convenience, shall not constitute breach of CONTRACT
by COUNTY.
Termination for Reduced Funding:
COUNTY may terminate this CONTRACT in whole or in part should COUNTY determine, in its
sole discretion, that such termination is necessary due to a decrease in available project funding
including State and/or Federal grants. Whenever the CONTRACT is terminated in accordance
with this paragraph, the CONTRACTOR shall be entitled to payment for actual work performed
in compliance with Exhibit A Scope of Service and Exhibit C Budget.
Disputes:
1. Differences between the CONTRACTOR and COUNTY, arising under and by virtue of the
AGREEMENT shall be brought to the attention of COUNTY at the earliest possible time in
order that such matters may be settled or other appropriate action promptly taken. For
objections that are not made in the manner specified and within the time limits stated, the
records, orders, rulings, instructions, and decisions of the Administrative Officer shall be final
and conclusive.
2. The CONTRACTOR shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Administrative
Officer of COUNTY, or (2) the happening of any event or occurrence, unless the
CONTRACTOR has given COUNTY a written Notice of Potential Claim within ten (10) days
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential claim.
CONTRACTOR shall keep full and complete daily records of the work performed, labor and
material used, and all costs and additional time claimed to be additional.
Professional Services Contract (rev 07/2025) Page 12
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
Professional Services Contract (rev 07/2025) Page 13
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
Order of Precedence:
A. Applicable federal, state, and county statutes, regulations, policies, and procedures
B. Funding source agreement(s) including attachments
C. Special Terms and Conditions
D. General Terms and Conditions
E. Exhibit A, Scope of Service
F. Exhibit B, Insurance Requirements
G. Exhibit C, Budget
Entire Contract:
This written CONTRACT, comprised of the writings signed or otherwise identified and attached
hereto, represents the entire CONTRACT between the parties and supersedes any prior oral
statements, discussions, or understandings between the parties.
Professional Services Contract (rev 07/2025) Page 14
EXHIBIT A
SCOPE OF SERVICE
A. Consolidated Homeless Grant funding must be prioritized for preserving and maintaining
existing programs and service levels (i.e., households served), as reported to Commerce in
the SFY 2024 Annual Expenditure Report.
B. CONTRACTOR shall commit to operating a high-performing crisis response system in their
county by:
a. Assessing each household’s housing needs and facilitating housing stability with the
goal of obtaining or maintaining permanent housing.
b. Employing a progressive engagement service model.
c. Prioritizing households most likely to become homeless when using homelessness
prevention rent assistance.
d. Being anti-racist leaders in their crisis response systems and facilitating partnerships
among organizations that respond to the disproportionality in services and outcomes
for communities that may not seek assistance from mainstream organizations.
C. CONTRACTOR shall submit the deliverables outlined in EXHIBIT D DELIVERABLE TABLE
on time with truthful, accurate information.
D. CONTRACTOR shall comply with all of the requirements, policies and procedures in the
Consolidated Homeless Grant Guidelines, including the Washington State Coordinated
Entry Guidelines.
E. CONTRACTOR must adopt the required performance measures outlined in EXHIBIT E
PERFORMANCE REQUIREMENTS.
F. CONTRACTOR roles and responsibilities:
a. Provide direct service delivery according to the descriptions in the homeless
response system RFP, CHG Guidelines, CHG Supplemental Manual, and best
practices for the programs being implemented.
b. Identify individuals in need and work with other service providers to prioritize aid,
ensuring those who need help most get it quickly.
c. Assess eligibility and apply housing first principles, trauma-informed care, and harm
reduction to help program participants achieve stability and positive housing
outcomes.
d. Involve people who have experienced homelessness in developing service delivery
models and provide opportunities for their feedback.
e. Ensure the Washington Homeless Management Information System (HMIS)
operates in accordance with RCW 43.185C.180, the CHG Guidelines, and HUD data
standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
f. Respond to the disproportionality in access to services, service provision, and
outcomes.
g. Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing
projects funded by CHG must participate in the county or regional Coordinated Entry
Professional Services Contract (rev 07/2025) Page 15
(CE) System by accepting referrals and must fill openings solely through the CE
process.
h. Ensure that employees providing direct services, their supervisors, and employees
managing homeless grants complete the required trainings (CHG 2.1.5) every three
years.
i. Use a progressive engagement service model.
j. Operate programs within the approved budget and households served.
Project Intervention Type Funded: Overnight Emergency Shelter
Overnight Emergency Shelters: (CHG 1.4.1.1)
Emergency Shelters address the immediate needs of vulnerable populations by offering short-
term, temporary overnight shelter for people experiencing homelessness. They may operate
through facility-based sites or use hotel/motel vouchers. The effectiveness of Emergency
Shelters is measured by their capacity to be full, their racial equity, and the number of
households that transition from shelters to stable housing outcomes.
Turning Pointe is one of the largest Domestic Violence (DV) and Sexual Assault (SA) shelter
and advocacy services organizations in Washington state, and the only DV/SA shelter in Mason
County. Turning Pointe provides overnight shelter for female head-of-households and their
children who are fleeing from DV/SA home environments. Turning Pointe provides hotel
vouchers for male head-of-households and their children as well non-intimate partner DV
survivors, to ensure we are supporting all DV/SA survivors.
Turning Pointe’s shelter and crisis line are open 24/7, 365 days/year. Non-sheltered (and
sheltered) clients can partner with Advocates to develop a plan of wrap-around services that
meets their specific needs, including housing referrals, job search support, rapid re-housing,
medical resources identification, legal advocacy, food bank assistance, youth advocacy,
parenting classes, regularly scheduled support groups and survivor-centric training programs,
etc. Turning Pointe accepts all clients that meet the criteria of our state and federal grant
funders, including WA state DSHS, Dept. of Commerce and OCVA. Turning Pointe does not
discriminate against anyone regardless of their gender, military status, religious beliefs, criminal
background, history of substance abuse, age, number of dependent children or current housing
situation.
Low Barrier Housing Requirement (CHG 2.1.2)
No less than 80% of a county’s CHG funded projects, including rent assistance and facility-
based projects, must be low barrier. Turning Pointe Survivor Advocacy Center will operate
seven (7) low barrier emergency shelter beds.
Emergency Shelter Deliverables:
1. Meet the required performance outcome for Emergency Shelter: 50% Exits to
Permanent Housing.
2. Meet the Low Barrier Housing Requirement.
3. Operate a notification system for key community partners on bed availability, referral
process, and provide adequate resources and assistance to individuals that are unable
to stay when the shelter is at maximum occupancy capacity or when the shelter or part
of the shelter is closed for any reason.
Professional Services Contract (rev 07/2025) Page 16
4. Develop and implement a hazardous weather response plan with the ability to respond
to community needs during periods of extremely hot or cold weather or severe poor air
quality due to wildfire smoke.
5. Policies and Procedures that demonstrate the following:
a. Check-in process that includes a reasonable check-in time and accounts for
households that may be late or unable to make a predetermined time.
b. The protocol when maximum capacity is reached and the procedures to assist
households in finding other shelter options.
c. Protocols for emergency situations when employees are present and, if different,
during hours when employees are not present.
d. The process for shelter stayer to exit each day and included length of time.
e. Enrollment criteria, length of stay, and exit criteria for hotel/motel stays.
f. Low barrier housing requirement.
Agency Participation in the Homeless Crisis Response System and Coordinated Entry
Projects operated by victim service providers are not required but may elect to participate in the
county of regional CE process.
Scope Change Request
Sometimes, unforeseeable events prevent a program from being implemented as designed or
are in jeopardy of meeting the project timeline. In that case, the subcontractor may request a
change in the Scope of Service. Sometimes, there is “scope, budget, or mission creep,” and this
process assumes that the organization is making efforts to contain the scope of services within
the approved budget. A written Scope Change must be submitted to the Mason County Public
Health and Human Services contract administrator using the template provided in the CHG
Supplemental Manual. The CONTRACTOR must ensure that all reasonable attempts to
implement the program as designed have been made. The COUNTY must approve Scope
Changes before the CONTRACTOR makes any changes.
Professional Services Contract (rev 07/2025) 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, no less than $1,000,000
per accident for all covered losses.
3. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including owned,
non-owned and hired autos, or the exact equivalent. Limits shall be no less than $1,000,000
per accident, combined single limit. If CONTRACTOR owns no vehicles, this requirement
may be satisfied by a non-owned auto endorsement to the general liability policy described
above. If CONTRACTOR or CONTRACTOR’s employees will use personal autos in any way
on this project, CONTRACTOR shall obtain evidence of personal auto liability coverage for
each such person.
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.
Professional Services Contract (rev 07/2025) Page 18
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the coverages
required and, b) an additional insured endorsement to CONTRACTOR’s general liability
policy using Insurance Services Office form CG 20 10 with an edition date prior to 2004.
CONTRACTOR agrees, upon request by COUNTY to provide complete, certified copies of
any policies required within 10 days of such request. COUNTY has the right, but not the
duty, to obtain any insurance it deems necessary to protect its interests. Any premium so
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
Professional Services Contract (rev 07/2025) Page 19
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.
Professional Services Contract (rev 07/2025) Page 20
EXHIBIT C
BUDGET
Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $37,696
Operations Emergency Housing $193,702
Facility Support DRF Backfill $20,000
TOTAL Emergency Shelter $251,398
Payment:
In the event State, Federal, or local funding changes, the COUNTY reserves the right to amend
the payment terms and the amount awarded in this contract. Approved invoices will be
disbursed according to the vendor payment schedule of the County Auditor’s Office. Refer to the
Billing Procedures and Payment clause of this contract for additional information.
All COUNTY-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
Payment will be considered timely within 30 days of receipt of invoice.
Monthly Financial Invoice: Final, approved invoices are due by the 15th of each
month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
Professional Services Contract (rev 07/2025) Page 21
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
Professional Services Contract (rev 07/2025) Page 22
per quarter. CHG Contracts will require Commerce approval and follow CHG
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Professional Services Contract (rev 07/2025) Page 23
EXHIBIT D
DELIVERABLE TABLE
Date Due / Frequency Deliverable Name & Description
No later than thirty (30)
days of the date of
execution
Contract requirements identified under the Special Terms and Conditions section of the
contract
Monthly – complete,
accurate, and
approved by the 15th of
each month
An invoice and voucher detail worksheet, and, at a minimum, a general ledger generated
by the organization’s accounting system. The General Ledger must include transaction-
level detail for all costs that have been paid and are being claimed for reimbursement.
These documents are due to the COUNTY by the 15th of the month following the month in
which services were provided.
Monthly – by the 15th of
each month
• Eviction Prevention Log: Each organization operating an Eviction Prevention
Program will develop a tracking mechanism to provide essential program data that
tracks contacts and processing time to determine the demand and funding needs.
• Rapid Re-Housing Placement Report: Each organization operating a Rapid Re-
Housing Program will report placement to rental properties.
Quarterly:
• 1st Qtr: Oct 10
• 2nd Qtr: Jan 10
• 3rd Qtr: April 10
• 4th Qtr: July 10
• HMIS Data Quality (HUD 225) Report: Review the report for the number of people and
heads of household served and data quality, timeliness, and accuracy.
• HMIS OUTS – Reports Exits to Permanent Housing:
o Emergency Shelter = 50%
o Rapid Re-Housing = 80%
o Permanent Supportive Housing = 95%
• Landlord Outreach: All programs with an “exit to permanent housing” target must
conduct targeted landlord-specific outreach. Documentation will include the date and
type of outreach. Any events will also include a sign-in sheet as supporting
documentation. Landlord-specific outreach includes, but is not limited to, both active
and passive means such as events, newsletters, in-person meetings, associations, and
group meetings. CONTRACTOR is encouraged to partner with other providers to
satisfy this requirement and maximize participant benefits. Include the COUNTY in all
electronic landlord outreach efforts.
• Training Log: Each agency must identify staff to attend and complete trainings. These
staff should include staff that provide direct services, supervisors of direct service staff,
and staff that manage homeless grants.
Annually
• Local Homeless Housing Plan (CHG 2.1.4.1): According to RCW 43.185c, the
homeless response system must submit a local homeless housing plan every five
years. All agencies must actively participate in the plan's development, implementation,
and annual plan updates and be accountable for the measures of success and
program/system performance requirements adopted in the plan. Each agency will
submit a Work Plan and provide annual plan updates.
• Annual County Expenditure Report (CHG 2.1.4.2): All agencies that enter data into
HMIS must coordinate with the COUNTY to submit a complete and accurate report of
program funding information to the Department of Commerce.
• Point-in-Time Count (2.1.4.3): All agencies must actively participate in the PIT Count
to obtain a complete count of people experiencing homelessness in Mason County.
• Essential Needs Report (CHG 2.1.4.4): All HEN providers must submit a HEN
Essential Needs Report at the end of each state fiscal year, which is a count of the total
instances of Essential Needs Services.
Other
Annual Assessment Monthly Report: Each agency receives a monthly report to track
when annual assessments are due. Use this report to ensure that all annual assessments
are completed on time.
Professional Services Contract (rev 07/2025) Page 24
EXHIBIT E
PERFORMANCE REQUIREMENTS
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless Grant,
grantees must adopt the required housing outcome performance measure outlined in the
Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees must improve
housing outcomes by making progress towards the statewide performance target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a homeless
type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than the
overall rate. The “overall rate” refers to the rate of a particular intervention type’s total exits
to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored, grantees
are expected to use equitable access data to identify underserved populations, assess the
impact of their access strategies and work to improve equitable access as needed.
Grantees can access this data through the Washington Balance of State Equitable Access
Dashboard which compares the race and ethnicity of households entering the homeless
system (HMIS) to the race and ethnicity of the homeless and unstably housed populations
(The Snapshot Report).
Professional Services Contract (rev 07/2025) Page 25
EXHIBIT F
ATTESTATION
I do hereby certify that to the best of my knowledge, the following is true, accurate, and
complete:
All contractors, including by and for organizations, attest that all are bound to all contracts,
including contracts between the Department of Commerce and Mason County Public Health
and Human Services, and/or any subrecipients.
I have reviewed all pass-through contract language, have received copies, and agree to be
bound to these terms.
I have read all guidelines specific to the fund source and policies set forth by the
Department of Commerce and Mason County Public Health and Human Services, and
agree to follow.
Name (printed) _________________________________________________________
Name (signature) _______________________________________________________
Title __________________________________________________________________
Agency _______________________________________________________________
Date _______________________
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 1
Mason County Homeless Response System
CHG Supplemental Manual
Table of Contents
Overview……………………………………………………………………………………………Page 2
Vision & Priorities………………………………………………………………………………….Page 2
Funding Sources…………………………………………………………………………………..Page 3
Competitive Procurement Process………………………………………………………………Page 4
CHG 1.3 How to Navigate the CHG Guidelines – Supplemental Manual…………………...Page 5
CHG 1.4 Allowable Housing Interventions……………………………………………………...Page 6
CHG 1.4.1.1 Overnight Emergency Shelters…………………………………………………...Page 6
CHG 1.4.2.1 Rapid Re-Housing………………………………………………………………….Page 7
CHG 2 Administrative Requirements of Lead Grantees……………………………………..Page 11
CHG 2.1.2 Low Barrier Housing Requirement………………………………………………..Page 12
CHG 2.1.3 Coordinated Entry System…………………………………………………………Page 13
CHG 2.1.4.3 Point-in-Time (PIT) Count Requirements………………………………………Page 17
CHG 2.2.3.1 Subgrantee Risk Assessment and Monitoring………………………………...Page 19
CHG 2.3 Fiscal Administration & Reporting…………………………………………………...Page 20
CHG 2.3.3 Reimbursements……………………………………………………………………Page 21
CHG 4 Homelessness Prevention (Eviction Prevention)…………………………………….Page 24
CHG 7.13 Fraud and Other Loss Reporting…………………………………………………..Page 27
CHG 7.15 HMIS…………………………………………………………………………………..Page 29
CHG 8.3 Determining Rent Subsidy……………………………………………………………Page 30
CHG 8.4 Payment Standards to Determine Rent Limit………………………………………Page 32
CHG 9.1.1.2 Habitability Complaint Procedure……………………………………………….Page 33
CHG 10.4 Required Performance Measures………………………………………………….Page 33
Compliance, Corrective Action, & Performance Improvement Requirements…………….Page 34
Appendix A: Contract Budget Transfer Request Form……………………………………….Page 36
Appendix B: Coordinated Entry Flow Chart…………………………………………………...Page 37
Appendix C: Corrective Action………………………………………………………………….Page 38
Appendix D: Scope Change Request Form…………………………………………………...Page 39
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 2
Overview
Mason County Public Health & Human Services (MCPHHS) administers local, state, and federal
funds to support a homeless crisis response system throughout Mason County. While these
funds are a critical resource in the crisis response system, individual organizations may
contribute to this system through various grants secured independently or through their own
organizational fundraising. All information entered into the Homeless Management Information
System (HMIS) database is governed by the Department of Commerce, and local governments
are accountable for the data quality and outcomes.
This document is meant to standardize the services the county is contracting for as the lead
grantee of the Consolidated Homeless Grant and govern the local funds that support the
homeless response system. This document also guides the management of funds that support
the homeless crisis response system throughout Mason County. The Consolidated Homeless
Grant Guidelines specify program eligibility requirements, allowable project intervention types,
budget categories, HMIS data standards, client file documentation, and program operational
expectations that will also govern local document recording fees. In this document, MCPHHS
will expand on and emphasize components of the Homeless Crisis Response System that will
enhance program design and clarify program expectations and best practices to achieve the
desired outcomes. The subcontractor’s role is to implement the program as designed according
to grant guidelines, technical assistance provided, and best practices. This includes the
program's intent, as not all guidelines can account for every nuance. The county will provide
technical assistance to aid in meeting program fidelity.
Funding is provided to support a homeless crisis response system. It takes local, state, federal,
and private contributions to operate a system that responds to people with housing instability. It
also takes collaboration and funding from other sectors, such as behavioral health, medicine,
economic development, education, planning, and permitting, to respond to the diverse individual
needs and environmental factors to address poverty and affordable housing. It is recognized
that the funding referenced in this document is not sufficient to meet every need to prevent and
end homelessness. When we view the entire homeless response system, it takes many
partnerships and funding sources to make a complete system that can rapidly respond to
people experiencing or at risk of experiencing homelessness. The overarching goal is to make
homelessness rare, brief, and one-time. We expect all subcontractors to be leaders in the crisis
response system, facilitate partnerships with organizations within and outside the county, and
promote evidence-based best practices. We are here to support these efforts by developing
strategic plans, action plans, and providing technical assistance and support in training
employees.
This CHG Supplemental Manual will be updated as necessary throughout the grant period.
Subcontractors must stay in communication about changes to their program’s funding,
interventions, scope of service, or population served. Mason County is responsible for updating
the Department of Commerce on such changes.
Vision & Priorities
While a fund source may have many allowable uses, the Mason County Housing and
Behavioral Health Advisory Board and Board of County Commissioners have prioritized or
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 3
focused funding on projects that will impact reducing homelessness. The agency will only
operate programs approved through the Request for Proposal or Quote process for what is
outlined in the Contract's Scope of Work and within the approved program budget. We highly
encourage agencies to braid funding to expand services and add additional program
components. Projects are funded based on the priorities set by the Housing and Behavioral
Health Advisory Board, RFP application scores, compliance risk, and available funding. The
awards are specific to each organization and are based on the programs approved for the
agency to implement. The Housing and Behavioral Health Advisory Board has established the
following vision and prioritization of project intervention types:
Vision and subpopulation prioritization:
• No families with minor children sleep outside
• No unaccompanied youth/transitional-aged youth (18-21) sleeps outside
• No senior sleeps outside
Project Intervention Types:
• Permanent Housing:
o Eviction Prevention: prevent people from becoming homeless.
o Rapid Re-Housing: provides ongoing rental assistance to households that meet
the HUD definition of homelessness to prevent chronic homelessness. Leases
are required.
Tenant-based: The subsidy is attached to the tenant, allowing them to
choose their housing. The subsidy stays with the tenant if they move.
Facility-based (project-based): The subsidy is attached to a specific unit,
meaning the subsidy stays with the property.
• Temporary Housing:
o Emergency Shelter
When additional funds become available, other project intervention types may be considered
and will be approved through a competitive application process.
Local Jurisdiction Requirements that influence program funding:
• Operate a Coordinated Entry System. Coordinated Entry streamlines access to
programs that require coordinated entry and prioritizes people based on vulnerability to
programs such as rapid re-housing rental assistance programs.
• Ensure that an annual Point-in-Time (PIT) Count of people experiencing homelessness
is conducted and is consistent with HUD guidance and RCW 43.185c.030.
It is important to note that this document outlines a vision for the homeless crisis response
system, details how to implement the project intervention types, describes the funding sources,
and gives an overview of the allowable activities. It is not intended to replace the Department of
Commerce Grant Guidelines, RCW funding requirements, or any relevant federal, state, or local
laws.
Funding Sources
Recognizing the seriousness of the homeless crisis, the Washington State Legislature passed
the Homeless Housing and Assistance Act (Chapter 43.185C RCW) in 2005 (the “Act”). The Act
and legislation allow the collection of surcharges on documents recorded for the sale and/or
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 4
transfer of real property to fund homeless programs. The document recording surcharge funds
(“surcharge funds”) are used by the state and local government agencies to reduce
homelessness (RCW 36.22.179). Mason County reserves the right to determine which fund
source will fund the awarded programs and if funds will be braided to support the program.
Agencies receiving awards from multiple fund sources may have more reporting and grant
guideline requirements. These funds are more commonly referred to and explained as follows:
Consolidated Homeless Grant Program
The Department of Commerce administers the Consolidated Homeless Grant Program (CHG)
and has several funding sources, including state general fund and document recording fees.
Counties subgrant these funds to support a homeless crisis response system. These funds are
governed by the “Guidelines for the Consolidated Homeless Grant”. These funds support
administration, operations, rent, and facilities support for such programs as emergency shelters,
rental assistance (rapid re-housing & eviction prevention), permanent supportive housing, and a
coordinated entry/care coordination/diversion program. As a recipient of these funds, Mason
County is responsible for operating a homeless crisis response system throughout the county
and all projects that enter data into HMIS.
Local Document Recording Fees (RCW 36.22.179-1791): Homeless Housing & Assistance
The local document recording fees are obtained through an imposed surcharge on real property
document recording fees, dedicating funding to low-income and very low-income individuals.
The Homeless Housing Grant Program was created in Washington State by Engrossed Second
Substitute House Bill (ESSHB) 2163 on August 1, 2005. The law created a document recording
fee on certain documents to be utilized by local jurisdictions to reduce homelessness.
Administration of the grant funds is shared between local governments and the state. Eligible
uses of the funds are to provide housing and shelter for homeless people, including, but not
limited to: Grants to operate, repair, and staff shelters; grants to operate transitional housing;
partial payments for rental assistance; consolidated emergency assistance; overnight youth
shelters; grants and vouchers designated for victims of human trafficking and their families; and
emergency shelter assistance; and fund the homeless housing grant program.
Mason County aligns with the Consolidated Homeless Grant Guidelines when administering
funds to support the homeless crisis response system. Grantees should become familiar with
the allowable expenses, principles, performance outcomes, and intervention types within these
grant guidelines.
Treatment Sales Tax (TST): RCW 82.14.460 is a Sales and Use Tax to support Therapeutic
Courts and a coordinated treatment system of care, including housing. According to the RCW, a
small portion of this fund contributes rental assistance to help people achieve housing stability
as part of a coordinated treatment program.
Competitive Procurement Process
Mason County conducts a biennial competitive bid process to implement and operate approved
programs within the local jurisdiction.
Homeless Crisis Response Systems respond to the immediacy and urgency of homelessness
and make sure that everyone has a safe and appropriate place to live. Homelessness is
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 5
prevented whenever possible, or if it can’t be prevented, it is a rare, brief, and one-time
experience. The priority is to end homelessness throughout Mason County with a special focus
on the following sub-populations: adults, families, youth, chronically homeless, and veterans.
We look to organizations committed to this purpose and can grow and make drastic
improvements toward this end goal.
Priority is given to agencies that implement coordinated approaches grounded in Housing First
and public health principles to reduce the prevalence of unsheltered homelessness and improve
service engagement, health outcomes, and housing stability among highly vulnerable,
unsheltered individuals and families. The Consolidated Homeless Grant contains eviction
prevention funding to help prevent homelessness among the most vulnerable households.
Mason County is interested in evidence-based and innovative approaches to supportive housing
with formal partnerships among agencies and/or braiding other funding sources to create a
comprehensive program that will keep people housed and reduce returns to homelessness.
The Housing and Behavioral Health Advisory Board has identified permanent housing solutions
that support persons with mental illness and increased emergency shelter capacity for families
as the top priorities for this funding. The RFP Disclosure Document describes the projects or
programs and performance outcome expectations by project type.
The Housing and Behavioral Health Advisory Board evaluates the Request for Proposals and
determines funding recommendations for the Board of County Commissioners. Priority will be
given to programs that can demonstrate capacity and procedures to prioritize the most
vulnerable clients, work alongside homeless clients to remove barriers, and successfully help
them obtain and maintain permanent housing.
Applications are evaluated in the following categories:
• Organization assessment and qualifications
• Responses to questions in the application
• Risk Assessment & Financial
• Program Budget and Cost Effectiveness
During the selection process, Mason County employees will not disclose 1) information
regarding any applicant’s relative standing, 2) the amount of assistance requested by an
applicant, and 3) any information in the application. Before the application deadline, Mason
County may not disclose the identity of any applicant or the number of applicants that have
applied for assistance.
CHG 1.3 How to Navigate the CHG Guidelines – Supplemental Manual
In section 1.3, the CHG Guidelines state, “The guidelines are not intended to serve as program-
level policies and procedures. Instead, they should be used to guide the development of local
policies and procedures.”
The local government's duties include leading the homeless crisis response system by providing
strategic oversight, prioritizing funding, developing policies, recommending legislation, ensuring
programs meet their goals, improving outcomes, leveraging funding, and identifying service
gaps to help get people inside. They may subcontract with other local governments, housing
authorities, community action agencies, or nonprofit organizations to implement programs
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aimed at ending homelessness in specific areas. While a local government has the authority to
subcontract with other entities, it remains ultimately responsible for the homeless housing
program within its jurisdiction (RCW 43.185c.080, section 2).
This CHG Supplemental Manual and the Scope of Service of all agency subcontracts attempt to
develop program implementation requirements further and clarify which policy and procedure
requirements are delegated to subcontractors.
CHG 1.4 Allowable Housing Interventions
With limited funds and evolving best practices, not all interventions may be funded. The list
below states whether an intervention type is funded through CHG or Local Document Recording
fees. Resources are prioritized toward permanent housing intervention and connecting
unsheltered and sheltered households to permanent housing and staying housed.
Temporary Housing Interventions
• Emergency shelter: Funded
o Drop-in
o Continuous Stay
• Transitional Housing: Not funded
Permanent Housing Interventions
• Rapid Re-housing: Funded
o Tenant-based
o Facility-based (global lease)
• Homelessness Prevention (aka Eviction Prevention): Funded
• Permanent Supportive Housing: Funded
Services Only Interventions
• Street Outreach: Housing-focused street outreach that adheres to the National Alliance
to End Homelessness’s Housing-Focused-Street-Outreach-Framework is funded
according to the intervention types in CHG Section 1.2, Budget Category, Interventions
and Eligibility Table.
o Emergency Housing / Emergency Shelter
o Housing and Essential Needs
o Rapid Re-Housing
o Permanent Supportive Housing
• Street Outreach must be clearly distinguished from program or organizational,
marketing-type outreach.
CHG 1.4.1.1 Overnight Emergency Shelters
Emergency Shelters meet the immediate needs of vulnerable populations by providing short-
term, temporary overnight shelter for people experiencing homelessness. They can be facility-
based or operated through hotel/motel vouchers. Emergency Shelters are measured on their
ability to be at capacity, racially equitable, and the number of households that exit shelters into
positive housing outcomes.
Emergency Shelter Types:
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• Drop-in or night-by-night emergency shelters: The primary purpose of providing
short-term, temporary overnight shelter for people experiencing homelessness that does
not require a lease or occupancy agreement.
• Continuous Stay Shelters: Offer short-term, temporary overnight shelter for people
experiencing homelessness who do not sign a lease or occupancy agreement. They
have a bed or room assigned throughout the stay, typically up to 90 days. Programs
must have exception policies and procedures to allow people to stay longer than 90
days, so they are not exited into homelessness. There must be solid evidence of
attempting to house people in rental assistance programs when staying beyond 90 days.
Program policies and procedures must distinguish Continuous Stay Shelters from other
forms of temporary housing, namely, Transitional Housing.
• Seasonal or “Winter” Shelters are usually drop-in shelters open during the winter
months with a defined opening and closing date for the whole shelter.
• Scattered Site (SS) are a type of continuous stay emergency shelter services for
families or young adults (18 – 24) where a single-family home or duplex is used in a
shared living arrangement for temporary emergency shelter purposes. Scattered Site
Emergency Shelters must meet the following minimum criteria:
o Its primary purpose is to provide temporary shelter for the homeless in general or
for specific populations of people experiencing homelessness.
o It does not require occupants to sign leases or occupancy agreements.
o Rules must follow grant guidelines and best practices.
o Participation in services is voluntary.
o The agency must provide accurate unit and bed inventory counts. In a shared-
living arrangement, a unit may be a bedroom, and bed counts represent the total
for the house.
o Program policies and procedures must distinguish Continuous Stay Shelters from
other forms of temporary housing, namely, Transitional Housing.
• Enhanced Emergency Shelters: A type of shelter that provides 24-hour access to
resources for people experiencing homelessness. These resources include housing,
basic needs, hygiene, case management, and social programs as they transition to
permanent housing.
CHG 1.4.2.1 Rapid Re-Housing
Rapid Re-Housing quickly moves households from homelessness into permanent housing by
utilizing progressive engagement principles and provides, as needed, move-in assistance, time-
limited rent subsidies, and housing-focused case management to maintain housing when the
subsidy ends. Case management can continue for up to six months after the rent subsidy ends.
Other crucial skills of program employees include conflict resolution and mitigation strategies
with landlords. A successful RRH program will reduce homelessness and promote long-term
housing stability by providing housing and the services and support needed for individuals and
families to thrive in their new homes.
RCW 36.22.250 associated with local document recording fees states the following: Section 3(c)
(iii) Rental assistance vouchers for housing units that are affordable to very low-income
households with incomes at or below 50 percent of the area median income, including rental
housing vouchers for victims of human trafficking and their families, to be administered by a
local public housing authority or other local organization that has an existing rental
assistance voucher program, consistent with or similar to the United States department
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of housing and urban development's section 8 rental assistance voucher program
standards. Additionally, RCW 59.18.030 (33) defines subsidized housing and refers to RCW
36.22.250 and 43.185C.
Project-based vouchers (PBVs) are a housing choice voucher program component. Tenant-
based voucher funding is used to allocate project-based units to a project. Participation in the
PBV program is voluntary. An organization can project-based up to 20 percent of its authorized
tenant-based budget. In the context of Rapid RE-housing, facility-based, project-based, and
global/master-lease are synonymous terms.
The Housing and Essential Needs program will operate as a Tenant-Based subsidy program.
Tenant-Based Rapid Re-Housing (RRH) Requirements
• A tenant-based subsidy is attached to the tenant, allowing them to choose their housing.
The subsidy stays with the tenant if they move.
• Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
• One-time move-in assistance is not permitted under this budget allocation. Funds are
intended to support the most vulnerable populations and to provide ongoing rental
assistance through progressive engagement case management.
• The project is low-barrier and must follow the low-barrier requirements.
• Must demonstrate the use of progressive engagement. Households transition off the
subsidy and maintain housing; however, supportive services may continue up to 6
months after the subsidy ends to aid in this transition.
• A lease is required when rental assistance is paid.
• Policies and procedures and use of rent for hotel/motel expenses for households if no
suitable shelter bed is available during housing search or when a hotel/motel is used as
permanent housing (CHG 6.1)
• A program payment agreement is required between the subcontractor and the landlord
when the lease is between the tenant and landlord, stating that the nonprofit is
responsible for partial or complete rental payments made directly to the landlord only,
and no other liabilities are placed on the subcontractor or local government. This
ensures a business-to-business transaction that details the subcontractor's obligations
and responsibilities and differentiates these from the agreements the tenant is held to in
the lease and under the Landlord-Tenant Act. The payment agreement terms will specify
that deposits are made from the program, and any money returned from deposits will be
paid to the subcontractor. The form will provide liability protections for the subcontractor
and local government. The subcontractor must ensure the lease does not contain any
language that conflicts with the payment agreement terms.
• Landlord Liaison (aka Community Liaison): This role will serve all programs in the
homeless response system with exits to permanent housing performance measures and
to prevent evictions (Eviction Prevention, Housing and Essential Needs, Emergency
Shelters, Rapid Re-Housing). This position shall prioritize the following activities as
described in the previous Emergency Housing Fund – CHG contract amendments:
o Secure MOUs between community providers operating rapid re-housing, eviction
prevention programs, and emergency shelters outlining activities with roles and
responsibilities.
o Leads marketing efforts to landlords on the value of working with providers in the
homeless response system to house program participants.
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o Recruit new landlords, maintain existing ones, lead housing search efforts, and
place households needing housing.
o To reduce evictions and unlawful retainer cases, work with the court system,
attorneys, Dispute Resolution Center, and By and For Organizations to build
organizational relationships, lead or coordinate mitigation efforts between
landlords and tenants, pursue repayment plans as a means of mitigation,
landlord or tenant paperwork collection and signatures for timely program
payments, and perform habitability inspections.
RRH and PSH HMIS Start Date & Housing Move-in Date
Agencies shall have policies and procedures on program admittance, operations, and exits that
use the elements described below. The household’s project start date indicates the day the
household was enrolled. All three criteria must be met when admitting households into Rapid
Re-Housing and Permanent Supportive Housing Programs:
1. Eligible: Information provided by referral from Coordinated Entry (or the household)
indicates that the household meets the entry criteria.
2. Household Choice: The household chooses to work on this project.
3. Ready to Work: The project is ready to assist the household with the housing search
and placement process. The project has an opening or expects to have one in a
short time. This also means the project has the funding to support all participants
admitted into the program with the rental assistance needed to achieve a positive
housing outcome upon exit.
a. For the program to meet the “Ready to Work” criteria, a target is 90% of the
program participants admitted into the program have a move-in date. Use
the HMIS Program-Based Reports and Program Roster (GNRL-106) report to
look for the Move-in field to be completed and the length of stay in the program.
4. Program participants will be enrolled during the housing search as long as the above
criteria are satisfied, not just when they have an intent to rent form or have a move-in
date.
Rapid Re-Housing Rent for Emergency Shelter: Hotel/Motel Stays
When no suitable shelter bed is available during the housing search, funds allocated as “rent” in
Rapid Re-Housing programs can be used for motel or hotel stays. HMIS projects are set up to
support hotel or motel stays, and organizations managing Rapid Re-Housing projects must
create procedures for when to utilize these funds, especially when there are waitlists. These
procedures should prioritize sheltering households during bad weather events and follow the
guidelines outlined in the Housing and Behavioral Health Advisory Board. Organizations
operating rental assistance programs will coordinate with emergency shelters to find solutions
when no appropriate beds are available. Subcontractors must establish policies and procedures
for using “rent” funds for hotel or motel stays when suitable shelter beds cannot be secured
during the housing search, including for individuals enrolled in the RRH program who are not
currently staying in a shelter or are on the shelter waitlist.
Project-based (facility-based) Rental Assistance and Global Lease Requirements
Project-based vouchers may be part of the Rapid Re-Housing housing choice voucher program,
and 20% of the tenant-based rent budget may be allocated to project-based vouchers. All
households must have a choice in where they live. The assistance is tied to the specific unit
rather than the tenant. This means that once a household moves into a project-based voucher
unit, the assistance stays with that unit. Therefore, client choice is important, and the potential
tenant must be informed of all provisions before moving into any unit.
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A project-based (facility-based) project is where the subsidy is attached to a specific unit,
meaning the subsidy stays with the property. A global leased property (aka master lease) is a
lease agreement between a private landlord and a non-profit agency and is considered project-
based (facility-based) rental assistance. The agency is responsible for managing the tenancy of
the unit and subleases to tenants while the landlord manages the property, both according to
the Washington Residential Landlord-Tenant Act (RCW 59.18). The agency must have policies
and procedures for global leasing (master leasing) that identify the project intervention type and
how project intervention types can be differentiated.
Project-based (facility-based) rental assistance is ideal for temporary housing options such as
transitional housing or emergency shelters. It is also suitable for permanent supportive housing
(PSH) since many of the costs associated with the building can be charged to the Facility
Supports budget category and not fall to the tenant. In a client-centered approach, it is essential
to determine whether the household perceives its housing as permanent. Most sub-leasing
arrangements are intended for short-term stays, and households typically move out to gain
independence through a direct lease with the landlord. Evidence-based rental assistance
programs are designed to serve participants' best interests and promote long-term housing
stability.
• Global leasing (master leasing) for emergency shelter: A program agreement must be on
file for each shelter stayee. Leases are not allowed. Emergency shelters are not
allowable under the HEN Facility Support budget category.
• While all clients have a choice in where they live, project-based units may be more
suitable for households with the highest vulnerability scores due to the additional
supports and assurances provided.
• The lease agreement must include the responsibilities of the nonprofit organization and
those of the landlord and contain permission to sublease.
• A sublease must be maintained between the agency and the household residing in the
property.
• Global leasing (master leasing) for Transitional Housing: with limited CHG Standard,
Emergency Housing Fund, and local document recording fee funds, this project
intervention type is not allowable with these funds.
• Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
CHG 7.3 Choice of Housing & CHG 8.6 Portability
Housing Choice Subsidy (rental assistance) helps low-income families, elderly people, veterans,
and disabled individuals afford housing in the private market. Participants can choose any
qualifying housing, such as single-family homes, townhouses, or apartments, with a subsidy
covering part of the rent paid directly to the landlord.
In client files, it shall be made clear and documented that the tenant had a choice in the project
intervention type (i.e., program) and from available units in the rental market, and that portability
is allowable.
CHG 7.4 Progressive Engagement
There is evidence of progressive engagement including, but not limited to, the following:
• Case notes, housing stability plans (CHG 7.5)
• The use of the Stages of Change model
• Households exit to permanent housing as soon as possible
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• Households are transitioning away from a subsidy
CHG 8.8 Washington State’s Landlord Mitigation Law
Subcontractors are encouraged to pursue damage restitution through the landlord mitigation
program before using CHG or Local Document Recording Fees to pay for any damages to the
properties. The subcontractor shall work with the landlord through the mitigation process.
Project-based (facility-based) RRH Budget Categories and Unallowable Expenses
• Budget Categories:
o All project-based (facility-based) master-leased programs must use the “Facility
Support” budget category and be itemized for all allowable expenditures listed in
the CHG Guidelines.
o In contrast, the Rapid Re-Housing tenant-based program must use the “Rent”
budget category and itemize for all allowable expenditures listed in the CHG
Guidelines.
• Both project-based (facility-based) and tenant-based programs may use the
“Operations” budget category for allowable items per CHG Guidelines to support the
program. However, the Facility Support category allows “on-site and off-site
management costs related to the building”, for expenses directly related to the staff time
for management of the facility including expenses for facility management staff, routine
maintenance and repairs, health and safety compliance, utilities management, security
services, property/contract management, strategic planning for the facility, etc.
• Unallowable expenses:
o Tenant application fee
o Background checks
o Service animal deposits and fees
o If the landlord charges these fees, it must be expensed from the “Administration”
budget of the organization operating a project-based voucher.
CHG 2 Administrative Requirements of Lead Grantees
The local government is responsible for ensuring that the homeless response system and its
components comply with these requirements, even if the requirements are delegated through
subcontracting. Local government’s roles and responsibilities:
• Coordinate a competitive bidding process to select and acquire services.
• Lead the homeless crisis response system by providing strategic oversight, prioritizing
funding, developing policies, recommending legislation, ensuring programs meet goals,
improving outcomes, leveraging funding, and identifying service gaps to help bring
people inside.
• Collaborate with the Department of Commerce to develop a statewide coordinated effort
to reduce homelessness, operating within its own unique structures and political
environments.
• Subcontract with any other local government, housing authority, community action
agency, or nonprofit organization to carry out programs that support the overall goal of
ending homelessness within a specific service area. While a local government has the
authority to subcontract with other entities, it remains ultimately responsible for the
homeless housing program within its jurisdiction. (RCW 43.185c.080, section 2)
• Build partnerships and coordinate efforts with other jurisdictions and state agencies.
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• Local governments can tailor subgrantee performance standards by setting agency-
specific benchmarks that account for past performance, facility type, target population,
and other factors.
• Create their own local homeless housing plan in alignment with the State Strategic Plan
(RCW 43.185C.160 and 050).
o Submit an annual report on the current state of homelessness in its jurisdiction,
its progress in achieving the goals outlined in its local homeless housing plan,
and any major modifications made to the plan (RCW 43.185c.045).
• Maintains authority to subcontract and delegate responsibilities.
• Establish local requirements for local document recording fees, Treatment Sales Tax,
Community Development Block Grant, and other house bills that support the homeless
crisis response system.
• Provide technical assistance and training to subgrantees on grant guidelines and
implementing programs according to best practices.
• Adopt the housing outcome performance measures in the CHG Guidelines and ensure
that performance metrics within a county’s control are achieved.
• Ensure the Washington Homeless Client Management Information System (HMIS)
operates according to RCW 43.185C.180, CHG Guidelines, and HUD data standards.
• Ensure that an Eviction Rent Assistance Program operates according to RCW
43.185c.185 and CHG Grant Guidelines.
• Ensure that grant expenses are only used for allowable purposes as described in RCW
36.22.250.
• Ensure that at least 80% of a county’s CHG-funded projects, including rent assistance
and facility-based projects, are low-barrier.
• Maintain a Coordinated Entry (CE) process where CE functions as a system of intake,
assessment, and referral that connects households in a housing crisis to available
community resources.
• Ensure that a Point-in-Time Count is conducted according to current RCWs and CHG
Guidelines.
• Ensure subgrantee compliance with all requirements outlined in the CHG Guidelines.
Conduct risk assessments and develop monitoring plans for each subgrantee within six
months of the contract start date. Maintain policies and procedures that guide risk
assessments, monitoring activities, and their frequency.
• Monitor subgrantees at least once during the grant period for program and fiscal
compliance.
• Ensure that 10% of the total award for Eviction Prevention is allocated as a subgrant to
By and For Organizations.
CHG 2.1.2 Low Barrier Housing Requirement
No less than 80% of a county’s CHG-funded projects, including rent assistance and facility-
based projects, must be low-barrier. The Housing Division of Commerce is encouraging
communities to achieve a rate of 80% of the beds being low-barrier within a local system.
Low Barrier Program Requirements:
• Emergency shelters shall not have excessive rules that become barriers for unsheltered
persons or households to stay in the shelter.
• Emergency shelters shall not have excessive rules that exit a person or household to
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homelessness.
• At minimum, homeless households are not screened out based on the following criteria:
o Having too little income or no income
o Having poor credit or financial history
o Having poor or lack of rental history
o Being involved with the criminal justice system
o Having active or history of alcohol and/or substance abuse use
o Having been impacted or affected by a crime
o The type or extent of disability-related services or support that are needed
o Lacking ID or proof of U.S. Residency Status
o Other behaviors that are perceived as indicating a lack of “housing readiness,”
including resistance to receiving services.
• Households are not terminated from the project for the following reasons:
o Failure to participate in supportive services or treatment programs.
o Failure to make progress on a housing stability plan.
o Alcohol and/or substance use in and of itself is not considered a reason for
termination.
o Households residing in emergency shelters must not be exited to homelessness
due to reaching the maximum stay limit.
• If a household is terminated from a low barrier project due to violating rules focused on
maintaining a safe environment, there must be a process in place for the household to
be considered for reenrollment if the household demonstrates unsafe behavior is
unlikely to re-occur (i.e., engaged in new treatment plan, mental health services,
medical care, etc.)
CHG 2.1.3 Coordinated Entry System
As a Balance of State CoC county, Mason County must maintain a Coordinated Entry (CE)
process that prioritizes assistance to ensure people who need assistance the most can receive
it in a timely manner. CE is a coordinated system of intake, assessment, and referral that gets
households in a housing crisis connected to available resources in the community. Coordinated
Entry, also known as Coordinated Access, helps prioritize referrals based on the Mason County
Vulnerability Assessment while ensuring that not all sectors, such as behavioral health or
medical care, require referrals and may operate on a first-come, first-served basis. Additionally,
not all programs funded through the homeless response system need a referral from
Coordinated Entry. Therefore, this funding priority focuses on the point that accepts, makes, and
manages referrals for CE-required projects. For example, if referrals come from Street Outreach
Project Intervention Types or other programs for housing initiatives that need a CE referral, such
as Rapid Re-Housing, the CE/Care Coordination/Diversion Program’s main goal is to handle the
referrals, triage, intakes, phased assessments, vulnerability assessments, maintain the master
list, and coordinate the care of these households until they are housed or enrolled in a housing
program.
Agency Participation in the Homeless Response System and Coordinated Entry
Homelessness Prevention, Rapid Re-Housing, and Permanent Supportive Housing projects
funded by CHG must participate in the county or regional CE by accepting referrals and must fill
openings exclusively through the CE process. Projects operated by victim service providers are
not required but may elect to participate in the county or regional CE process.
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• Points of Access: All organizations that can make referrals to Coordinated Entry serve
as “points of access” to the homeless response system.
• Access Point: An organization selected through the CE Advisory Committee to formally
operate as an extension of the Coordinated Entry Lead agencies by conducting intakes,
entering data into HMIS, making referrals, and coordinating care if programs do not have
openings or the referral is rejected.
• HEN Program: The HEN Program uses the same CE vulnerability index and dynamic
prioritization methods within the HEN population. The organization operating the HEN
program will have developed policies and procedures, as well as internal by-name
meetings and case conferences, to coordinate services and assist with prioritization
when there are program openings and ties in the scores.
Requirements for Lead Coordinated Entry Agencies based on Subpopulations:
• Alternate leading by-name meetings or co-facilitating all meetings following the
agenda/format set by the county and utilizing a spreadsheet.
• Follow-up after by-names to ensure that all action items are complete to help the client
move forward or connect to appropriate resources.
• Co-facilitate all CE Governance/Advisory meetings and have joint by-laws in place.
• Manage and maintain the Master List and have HMIS projects for CE referral following
phased assessment processes.
• Ensure that the vulnerability index score is entered into HMIS.
• Develop a plan and track housing outcomes for each household on the Master List.
• Develop training for all access points on the intake process and enter HMIS as needed.
• Follow the Coordinated Entry phased assessment flow chart and use the program
capacity list to ensure everyone is connected to appropriate services.
• Update model policies and procedures from BoS, adjust for our county, and bring them
to governance.
• Hold MOUs with other organizations for collaboration, access points, and referral
processes.
• Develop joint marketing strategies and street outreach strategies.
• Joint PIT planning meetings and coordination of the pop-up events.
• Evaluate and revise assessment tools annually.
• Ensure HMIS data is accurate, complete, and timely.
• HMIS reports should be used to determine the system's effectiveness and whether
people are being housed through Coordinated Entry.
• Use Mason County Coordinated Entry Flow Chart (Appendix D)
o STEP 1: Triage to appropriate programs for either at-risk or literally homeless
assessment and prioritization tools and protocol.
At-risk = Homelessness Prevention protocol
Sheltered or unsheltered homelessness = Coordinated Entry intake,
assessment, and prioritization.
o STEPS 2–5: Care Coordination. Individuals not accepted into the Step 5
housing program or the Step 6 CE-required housing programs stay in care
coordination to address the housing crisis through phased assessments,
progressive engagement, barrier removal, the Diversion Fund, or other methods
to prevent long waitlists.
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o STEP 6: When a CE-required program has an opening, dynamic
prioritization refers to the most vulnerable household currently meeting
eligibility requirements.
o A housing plan must be created for each household in Care Coordination and on
the CE Master List.
Coordinated Entry Vulnerability Scores and Project Intervention Types
While a dynamic prioritization process must be used, the following table can be a guide to
match vulnerability scores with project intervention types.
Vulnerability
Score Families Single
Individuals Housing Type/ Intervention
High
31-37 Points
32-37 Points
• PSH, if available, or work to convert the current project type into
PSH or
• project-based (facility-based) rental assistance program
• Other Permanent Housing with access to case management, BH
options, or rehab
High-Medium
24-30 Points
28-31 Points
• Tenant-based rental assistance programs such as Rapid Re-
Housing
• Transitional Housing
• Family Shelter
• Dispute Resolution Center
Medium 11-23 Points 15-27 Points • Other mainstream resources
Low
0-10 Points
0-14 Points
• EP Diversion services (conciliation, mediation, payment plans,
legal services)
• Resource Information
• Dispute Resolution Center
Coordinated Entry and Homeless Prevention HMIS Procedure
Mason County will utilize a standardized process for entering Coordinated Entry and Homeless
Prevention in HMIS:
1. When clients access the CE system, they can be screened for appropriateness for the
CE Referral project in HMIS.
2. If at risk of homelessness, the full CE assessment does not need to be completed; only
a Targeted Prevention Eligibility Screening Form is necessary. A separate Master List
can be kept so that Homeless Prevention does not need to be entered into Coordinated
Entry in HMIS. If they become homeless, they would then be entered into Coordinated
Entry.
3. If the household is experiencing homelessness, follow the flow chart and go through the
diversion & care coordination process. If being diverted, exit from CE and put the exit
destination so we can get diversion numbers.
4. Try mainstream resources; if they do not work, use a VI score to determine if they are
appropriate and high enough for RRH services. If not, keep the household in the CE
referral pool (i.e., Master List), coordinate care to reduce barriers, and find other options
for stable housing.
5. Dynamic prioritization is followed when the most vulnerable household that meets the
program eligibility and enrollment criteria is referred only when a required project has an
opening. Wait lists are avoided.
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Diversion Fund and Service Requirements
Diversion is part of the Coordinated Entry and Care Coordination process, which aims to divert
people experiencing literal homelessness (HUD Category 1) from housing programs that require
referrals from Coordinated Entry. The Diversion Fund provides one-time financial assistance to
resolve immediate housing crises, such as move-in help or family reunification for sheltered
(rapid exits) or unsheltered people. Alternatively, there may be no direct financial aid; instead,
problem-solving case management services can help resolve issues. Key components include
problem-solving, conversation, and creativity—staff training in de-escalation, conflict resolution,
negotiation, and mediation is crucial for finding solutions that prevent impending evictions
without relying on direct rental assistance payments. Diverting individuals from needing more
intensive housing interventions requiring Coordinated Entry referrals (e.g., TBRA, RRH, VASH)
can help conserve funds for the most vulnerable populations.
• HMIS data entry is required for Coordinated Entry, Care Coordination, and use of the
Diversion Fund.
• The Diversion Fund is part of Coordinated Entry and provides light-touch financial
assistance, such as one-time funding, to people experiencing literal homelessness. This
includes move-in costs or costs for family reunification to resolve the housing crisis. It
needs CE-required projects (e.g., family emergency shelters, rapid re-housing).
• The priority of this program is to provide a single point of contact to coordinate the care
of the households that are experiencing homelessness, reduce barriers to housing,
connect with other resources that will contribute to housing stability, and enroll in
programs that move households into housing (for example, VASH, SSVF, HEN)
• Individuals or households meeting the definition of at-risk of homelessness (CHG
Guidelines 4.3) will be triaged at the initial contact with CE staff and triaged to the
Eviction Prevention Program.
• When only move-in costs (security deposits, first and last month’s rent) are used through
the Diversion Fund, a rental agreement must be included in the client file. A rental
agreement may include an Intent to Rent form, lease agreement, or Certificate of
Payment Obligation (CHG 8.2). Collect lease agreements for the client files, as this also
ensures legal contracts between the landlords and tenants and demonstrates adherence
to the Landlord-Tenant Act. Any household receiving financial assistance must be
entered into the HMIS Coordinated Entry Program.
By-Name Meetings and Case Conferencing Requirements
A By-Name Meeting (BNM) or case-conferencing meeting is structured in which all individuals
experiencing homelessness are listed by name, and their progress through the crisis response
system is reviewed and discussed in detail. The primary goal is to ensure that every person is
connected to the appropriate services and to track their progress toward housing stability. Below
is a set of guidelines and instructions to run an effective BNM.
Following these guidelines, a By-Name Meeting can function as a highly effective tool in the
homeless crisis response system, ensuring that individuals are connected to the necessary
services and progressing toward stable housing outcomes.
1. Pre-Meeting Preparation:
a. Objective: Ensure all participants have the data, tools, and resources to
participate meaningfully.
b. Data Collection & Review:
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i. Ensure that all names and related data of people experiencing
homelessness in your jurisdiction are updated in the Homeless
Management Information System (HMIS) or other relevant database.
ii. Prioritize individuals in the system the longest, those with the most
complex needs, and any individuals requiring immediate intervention
(e.g., chronically homeless, families, youth).
c. Agenda Preparation:
i. Create a clear agenda that includes reviewing each individual’s status,
barriers, service needs, and case updates.
ii. Assign roles for facilitators, case managers, and service providers to
prepare their updates for each person on the list.
d. Team Coordination:
i. Ensure that all relevant team members (case managers, housing
navigators, street outreach workers, DSHS case managers, shelter staff,
etc.) are invited and prepared to provide updates and recommendations.
ii. Invite subject matter experts for specialized cases (mental health,
substance use, medical, etc.) if applicable.
2. Meeting Roles and Responsibilities
a. Refer to CE FAQ 2025
b. Refer to Dispute Resolution Center “Facilitating Effective Meetings” Training
CHG 2.1.4.3 Point-in-Time (PIT) Count Requirements
PIT Count Overview and Purpose (CHG 2.1.4.3 & RCW 43.185c.050): The Point-in-Time
Count is an annual census of how many people and households are experiencing
homelessness in one night. The count usually occurs on the last Thursday in January, and the
count, along with accompanying events, is usually held the next day to survey where people
slept last night and provide resources. The PIT Count requires much preparation with planning
meetings and engaging the population before the event. Ensure a comprehensive and accurate
count of people experiencing homelessness across all target populations. All recipients of
Consolidated Homeless Grant funds or Local Document Recording fees are required to partner
with the lead agency in a leadership capacity to aid in the planning through the implementation
of events, outreach, marketing, and count surveys. The ability to connect with and survey/count
people experiencing homelessness demonstrates the organizations’ relationships with the
population(s) served. It is a factor used to determine future funding from the state. The PIT
Count planning team can be considered a subset of Complete Count Committees (part of the
U.S. Census). These committees play an integral part in each community in ensuring a
complete and accurate count of the community and specifically work toward increasing
participation with hard-to-count groups such as immigrants, the homeless, and children younger
than 5.
Coordinated Entry lead agencies will conduct an Annual Point-in-Time (PIT) Count on
Homelessness, as mandated by the U.S. Department of Housing and Urban Development
(HUD) and RCW 42.185c.050. The PIT Count is associated with the lead organization for the
Coordinated Entry/Care Coordination/Diversion program, as these programs are often the first
contact with people experiencing homelessness throughout the year. The PIT count is a critical
tool for assessing the scope of homelessness in the community, gathering data to inform
planning and resource allocation, and complying with HUD’s annual data reporting
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 18
requirements. The contractor will assist in designing, implementing, and reporting on the PIT
count in alignment with local and federal guidelines.
The subcontractor will be responsible for performing the following tasks in connection with the
Annual Point-in-Time Count of Homelessness:
1. Pre-Count Planning and Coordination
a. PIT Count Planning Form Submission: January 10
b. Coordinate with local Continuum of Care (CoC) agencies, service providers, and
stakeholders to plan and organize the PIT count.
c. Develop strategies to ensure a complete census of each subpopulation.
d. Identify and train volunteers and staff who will participate in the count (e.g.,
survey administration, outreach teams, and data collection).
e. Establish and publicize outreach methods to ensure all populations, including
sheltered and unsheltered individuals, are included in the count.
f. Develop and distribute communication materials to raise awareness of the count
(e.g., flyers, social media posts) that reach the target populations to be counted.
g. Collaborate with local law enforcement, park rangers, landowners, health
agencies, shelters, outreach teams, faith-based organizations, schools, and other
community partners to ensure the comprehensive and accurate inclusion of
individuals experiencing homelessness.
h. Encampment relationships happen year-round. The lead agency will ensure that
people are asked what supplies they need before providing incentives for
participating in the PIT County survey.
i. Ensure data collection methods are culturally competent and inclusive and
address privacy and confidentiality concerns.
2. Timeline
a. Pre-Count Planning: Include dates for planning activities, volunteer training, and
outreach efforts.
b. Point-in-Time Count Date: The night of the last Thursday of January or as
determined by the Department of Housing and Urban Development.
c. Data Submission and Quality Control: This is usually at the end of February, or
as the Department of Commerce indicates.
d. Final Report Submission: February 15
3. Implementation of Point-in-Time Count
a. Conduct the PIT count on the designated night or over a defined 24-hour period,
ensuring that all necessary resources and teams are mobilized.
i. Implement protocols for data collection and observation for both sheltered
and unsheltered populations, including:
ii. Sheltered Count: Ensure the housing inventory count is accurate for all
temporary housing intervention types.
iii. Unsheltered Count: Deploy trained volunteers and outreach teams
throughout the county to conduct surveys or visual assessments in areas
where people experiencing homelessness are known to congregate (e.g.,
streets, parks, encampments).
iv. Conduct resource events appropriate to the needs of each subpopulation.
v. Develop strategies and processes to ensure that people on the waitlists
for all Rapid Re-Housing and permanent housing programs are counted.
b. Ensure that surveys are completed using the designated PIT tool or form, as
HUD requires, and that information is recorded accurately.
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c. Ensure outreach teams have appropriate materials (e.g., paper forms, electronic
devices, protective equipment) for conducting the count.
4. Data Management and Quality Control
a. Collect, clean, and compile all data obtained from the PIT count, ensuring the
information is accurately entered into the designated Homeless Management
Information System (HMIS) or another approved data management platform.
b. Implement quality control measures to verify data accuracy, including double-
checking survey results and addressing any discrepancies.
c. Provide regular progress reports during the count process, outlining challenges
and solutions.
5. Performance Metrics
a. The timeliness of deliverables, including the submission of the final report.
b. Training provided to volunteers, vendors, and count teams.
c. The data collected during the PIT count was accurate and complete.
d. Effective coordination with community partners, volunteers, and service
providers.
e. Quality and clarity of the final report and any supporting materials.
f. Adherence to the budget and the project timeline.
PIT Count Budget
The subcontractor will prepare an itemized PIT Count budget to conduct a complete count
throughout Mason County and will be responsible for operating within the approved budget.
CHG 2.2.3.1 Subgrantee Risk Assessment and Monitoring
The County is responsible for ensuring subcontractor compliance with all requirements identified
in the CHG Guidelines.
The County must conduct a risk assessment and develop a monitoring plan for each
subcontractor within six months of contracting CHG to the subcontractor. The risk assessment
must inform the monitoring plan for each subcontractor. Monitoring plans must include
monitoring dates, the type of monitoring (remote, on-site), and the program requirements being
reviewed.
The County must maintain policies and procedures that guide risk assessments, monitoring
activities, and monitoring frequency:
• The County will monitor all subcontracts for compliance with the Consolidated Homeless
Grant Guidelines and CHG Supplemental Manual (this document), utilizing a
standardized CHG Contract Monitoring Template.
• The County will align monitoring procedures with the required forms, policies and
procedures, client file documentation, performance measures, eligibility requirements,
and HMIS data requirements outlined in the CHG Guidelines Appendices.
• Monitoring frequency will be determined by the Risk Assessment.
Subcontractors must be monitored for program and fiscal compliance at least one time within
the grant period. The County must utilize a monitoring tool that clearly outlines how compliance
will be assessed during monitoring activities.
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Commerce reserves the right to require the County to undertake special reviews when an audit
or other emerging issue demands prompt intervention and/or investigation.
CHG 2.3 Fiscal Administration and Reporting
Naming Conventions When Submitting Invoices and Reports
Use the following procedure to name invoices and reports so there is a standardized process for
all agencies and the departments that interact with the information. If there are any questions,
don't hesitate to contact your grant coordinator.
Use an abbreviation for the agency that uses the first letter of each word in the agency name.
Use the following format for the naming convention: Agency Abbreviation Month Year Fund
Source Report Type Project
Invoice backup documentation: When supplied separately, use the type of backup
documentation provided (timesheets, receipts, ledger, etc.) at the end of the naming convention.
Abbreviations for Invoice and report types are:
• DQ (Data Quality)
• ME (Monthly Enrollment)
• Invoice (spelled out) plus the invoice number
• CM (Case Management)
• ES (Emergency Shelter)
• EP (Eviction Prevention)
• RRH (Rapid Re-Housing)
• CE (Coordinated Entry)
• HEN (Housing and Essential Needs)
• PSH (Permanent Supportive Housing)
Examples:
• Monthly Enrollment Report: CL July 2024 2163 ME CM
• Monthly Invoice: CL August 2025 2163 invoice #123
• Monthly Rapid Re-Housing Program Report: CH Nov 2025 2163.CHG DQ RRH
• Monthly Data Quality Report: TPSA August 2026 2163 DQ ES
• Quarterly Reports: Agency abbreviation Fiscal Quarter Fiscal Year, such as CH Q1
FY26
Preventing the Duplication of Benefits
All subcontractors must establish policies that differentiate programs and maintain adequate
procedures to prevent any duplication of benefits with allocated funds. “Duplication of benefits”
occurs when a person, household, business, non-profit, government, or other entity receives
financial payment from multiple sources for the same purpose within the same time period, and
the total assistance received for that purpose is more than the total need for assistance. For
households, grantees must determine and document if the household is receiving aid from other
sources (e.g., philanthropy, faith-based, CDBGCV, CHG, HUD, OHY, etc.) to avoid duplication
of benefits as well as verify that the other form of assistance does not disqualify the eligibility of
the individual or household. When two or more funding sources are used, the funds must not
cover the same item or service, where the total assistance provided does not exceed the need.
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To avoid the possibility that an individual or household receives financial assistance for the
same service during the same time frame from multiple funding sources or charges different
grants for the same services, subcontractors will have policies and procedures in place that
account for the following:
• Establish clear differentiation between programs in the agency's policies and
procedures. Differentiation is achieved when program descriptions, capacity, how
clients are enrolled in the program, and the distinct services are explained.
• Clearly label and provide service dates and account numbers in journal entries and
itemized expenses to avoid duplication of costs from one month to the next.
• Establish documentation procedures: For example, upon intake and eligibility
determination, the subcontractor will document the assistance the household is receiving
from funding sources, whether donated or through grants and contracts. Proper
documentation aims to avoid duplication of benefits and/or disqualification of the
household from assistance.
• Order of priority of funding sources: A subcontractor may reference any checklists or
forms used to evaluate if the household is receiving assistance from other sources.
o Best practice: Adopt checklists that reflect the order
• The household types served and checked for overlapping enrollments.
• Length of stay for each funding source.
• Time billing indicates which program employees work in and which programs are billed
on a reimbursement basis equal to the time worked in that program.
• During re-evaluation, the subcontractor will cross-reference forms, checklists and
institute questions to assess whether the program participant is receiving additional
funds and ensure duplication does not occur.
• Establish internal review processes to ensure the invoice and HMIS are accurate and
allowable before submitting the invoice. The authorizing signature confirms that all the
information submitted has been reviewed and checked for errors.
Any additional sources of financial assistance and services provided to a household must be
documented and verified to ensure no duplication of benefits. Similarly, when organizations
receive payment from multiple funding sources for the same or similar project intervention types,
there must be a clear description of what the fund is paying for.
CHG 2.3.3 Reimbursements
Fiscal Responsibility: The County will publish the grants and fund sources supporting the
homeless response system, and subcontractor invoices will be monitored for allowable
expenses that are within budget and for the approved programs. Award decisions are based on
proposal budgets; therefore, the programs are expected to operate within the budgets that have
been approved. Subcontractors are expected to have internal controls to minimize errors and
avoid duplication of benefits when funds are braided to support programs.
Agencies that receive Consolidated Homeless Grant funds are also held to all requirements in
the contract between Mason County and the Department of Commerce, and the most current
version of the Consolidated Homeless Grant Guidelines.
All county-provided templates must be used and not modified without the county's written
permission. The county can change the reporting requirements by notifying the contractor.
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Monthly Financial Invoice: Final, approved invoices are due by the 15th of each month
a. All invoices and reports, including HMIS, must be accurate, complete, and received to a
satisfactory level before invoices are approved and processed for reimbursement.
b. The CONTRACTOR will submit a monthly financial invoice to the COUNTY no later than
the 15th of each month for reimbursement of allowable costs; prepayment of expenses
is not allowable. Submitting invoices promptly and error-free is essential for the fastest
reimbursement turnaround possible.
c. Budget Narrative: If the invoice has a significant increase or decrease in totals, include
a budget narrative in the email submission to explain the change when the invoice is
submitted.
d. The CONTRACTOR may not manipulate, change, or adjust any template provided by
the COUNTY without prior written permission from the COUNTY.
e. Administration: Reimbursement requests cannot exceed the 1/12 monthly allotment.
For example, if the Administration allocation is 15%, administration costs may not
exceed 15% of the monthly reimbursement requests. The Department of Commerce
prefers that all overheads be budgeted and expensed in the Administration Budget
Category. Administration costs include, but are not limited to, Executive Director salary
and benefits, organization memberships or subscriptions, software licensing, business
license, general organizational insurance, conferences, organization-wide audits, board
expenses, community event registration, fire inspections, and general agency facility
costs (including those associated with the Executive Director) such as rent (building
space that is not directly attributed to a program funded through this contract),
depreciation expenses, and operations and maintenance. All amounts billed to
administration must be allowable, supported by actual costs, not double-charged, and
treated consistently in similar circumstances.
f. All “pooled” costs are considered “Administration” unless the County approves an
exception.
g. Time-billing: Agencies must ensure that processes are in place to track employee time
to the program they are working in and only bill hours to a program for time worked in
each program. Program employees must use time-billing methods to track the time
spent on tasks or projects directly related to the program. This helps reduce billing errors
and ensures that every program is charged appropriately.
h. Salary & Wages: The COUNTY will reimburse hourly rates without incentives such as
bonuses or PTO payouts, except for grants that specifically allow it (e.g., the inflationary
increase from FY24 and FY25). Salary and benefits are itemized separately.
i. Cost Distribution Plan: It is preferable to bill all overhead as part of the 15%
Administration allocation. However, a cost distribution plan is also allowable if the
agency operates more than one program and/or multiple fund sources are used across
programs. The plan must differentiate overhead/administration expenses that benefit the
whole organization and are not directly attributed to a program from overhead directly
tied to a program (e.g., marketing materials specific to the program or the CHG
Forum/Convening that may benefit multiple programs funded by these funds). Program
and operation expenses will be directly attributed to the Operations Budget Category
(i.e., the agency would not have these costs if it didn’t operate the program). Agencies
will use a square foot calculation for office space directly related to the program to bill
agency facility costs to program operations. However, the square footage not directly
related to program office space will be billed to Administration.
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j. Conferences: Allowable Conference: The Department of Commerce is not hosting the
annual CHG Forum this year. Homeless track sessions will be part of the Housing
Washington Conference in Bellevue on September 28th-30th, 2025.
k. Item Descriptions: To help ensure no duplication of expenses, include specific
descriptions in the journal entry or the itemized expense list. Include the date range for
utilities, rent, or other monthly recurring costs. Including the account numbers or
building addresses is helpful when the organization has similar costs for different
buildings (e.g., utilities and off-site shelters).
l. Reimbursement in one fiscal year may not exceed the approved annual budget.
Suppose annual budgeted funds are expended before the end of the first fiscal year. In
that case, no additional reimbursements for that fiscal year will be approved, and
programs/services are expected to continue. Any unspent funds will be rolled into the
next fiscal year if the grant or budget category allows. Programs funded from the state
fiscal budget, such as the Housing and Essential Needs program, do not have funds that
carry over.
m. The CONTRACTOR must retain all backup documentation, including policies and
procedures for tracking employee time to grants and calculating holiday and overtime
pay.
n. Invoices must be easily read, with program expenses organized and labeled. Arrange
the backup documentation in the order in which items appear on the invoice.
o. Errors: If you make an error in any previous months or overpayments or
underpayments, contact the COUNTY to determine the next steps. Monthly spend-down
amounts may not be changed after an invoice has been submitted, approved, and paid.
p. Allowable Expenses: The first step is to review the Scope of Service in the contract for
approved project intervention types and the expenses directly associated with
implementing the approved program. The next step is to review the CHG Guidelines. If
any questions or clarification about allowable expenses remain, contact the COUNTY
before making any purchases to avoid non-reimbursable situations.
q. Budget Adjustments/Revisions: Budget adjustments/revisions are when money is
moved from one budget category to another. All budget revision requests must use the
Contract Budget Transfer Request Form. Budget revisions are allowable up to once
per quarter. CHG Contracts will require Commerce approval and follow CHG
Guidelines. No more than 10% of the program budget may be transferred, and no
money may be transferred from the Rent Budget category.
r. Financial Contract Amendments: Contract amendments will be issued when there is a
change in the total contract award. Amendments are also required in CHG contracts
when the total budget adjustment for the county or sequential adjustments exceed(s)
10% of the award.
s. De-obligation of Funds: Budget categories are monitored for over- or underspending.
In some cases, a de-obligation of funds will be required for categories that are
underspent or tracking to underspend by more than five percent.
t. Submit monthly invoices electronically to Todd Parker (tparker@masoncountywa.gov)
using the correct naming convention. Each invoice must include:
The name of the agency,
Date submitted,
Dates of service the invoice represents
Contract number,
Invoice number
Version number when resubmitting invoice corrections
Name of funding source,
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Total reimbursement request per funding source,
Salary or Time Worked and benefits are separated
Vacation (PTO), Holiday Pay, and Overtime are separated from Time Worked.
Total hours worked by employees for each program and ensure time-billing.
General Ledgers or backup documentation that includes expenses broken out by
the budget category. These reports cannot include client names or identifying
information. Use HMIS numbers in the description when any funds are paid on
behalf of or, if allowed, directly to the household. The landlord's name is
allowable when rental and/or utility assistance payments are made.
All Flexible Fund (CHG 6.3.3) expenses must be pre-approved. It is acceptable
to have a list of expenses approved at the start of the contract.
Voucher detail worksheets, if required by the grant,
Spenddown sheet matching the voucher detail worksheet. The subcontractor
may not overspend in a budget category.
Any HMIS reports required by the grant.
Signature Page: Signed by the Executive Director, CEO, and/or Board Chair
approving that the expenses are accurate and allowable.
Submitted by the Executive Director.
Invoice Monitoring
Each invoice is monitored for allowable expenses, is within budget, correct program enrollment
in HMIS, and each expense is in the correct budget categories. To further review invoices, the
county may ask for additional backup documentation.:
• Submit organized copies of source documentation for the expenditures invoiced under
the above budget categories. This should include copies of checks to vendors, receipts
for purchases, timesheets for staff, and other documentation that supports the
expenditure. It should also allow us to link staff time to the charges invoiced.
CHG 4 Homelessness Prevention (Eviction Prevention)
Program Overview (CHG 1.4.2.2 & RCW 43.185c.185)
Eviction Prevention helps households at risk of homelessness (HUD Category 2 & CHG 4.3.1)
maintain stable housing and avoid homelessness by addressing the underlying causes of
housing instability, such as financial hardship, disputes with landlords, or legal challenges.
Eviction Prevention Prioritization Policy
Mason County will use a standardized process for prioritizing people for assistance for all
Homelessness Prevention programs under the Consolidated Homeless Grant and 2163. All
Homelessness Prevention programs will follow Mason County’s Prioritization Policy and
Procedure and use the Targeted Prevention Eligibility Screening Form to prioritize households
most likely to become homeless. The Coordinated Entry flow chart indicates that eviction
prevention households are triaged when encountered and use the targeted prevention tool, but
are not entered into the HMIS coordinated entry program.
Since funding is limited, all eligible households seeking eviction prevention assistance will be
prioritized based on those most likely to become homeless and connected with the Dispute
Resolution Center (CHG 8.7). Therefore, prioritization of cases that have not been resolved
through conciliation or mediation will be by the Targeted Prevention Score. There is no required
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 25
score for assistance, if eligibility criteria is met. All qualified clients can be served if they meet
the guidelines, and the waitlist will be addressed.
Mason County employs a dynamic prioritization system (WA State CE Guidelines 9.2) that
considers a household’s prioritization status and current resource availability. This approach
requires intake personnel to anticipate upcoming resource availability (e.g., the next 60 days),
and the tables below are utilized for guidance. The Mason County tool helps guide what type of
assistance may be appropriate based on the Targeted Prevention Screening Tool for
Homelessness Prevention.
Eviction Prevention Prioritization Procedure
1. Case managers and processors will use the Targeted Prevention Eligibility Screening
Form to check for a) Minimum Eligibility Criteria and b) score an individual for a
prioritization score. Once all paperwork is completed in the case file and eligibility is
confirmed, the individual may be added to the prioritization list and entered into the
HMIS program MCEWaitlist/Casemanagement.
2. Before any rental arrears payments are made, the household must be connected with
the Dispute Resolution Center to make exemplary efforts at conciliation, mediation, and
repayment plans. Determine the household’s contribution to a repayment plan. Follow
RCWs as to the limits on repayment as a percentage of income (at the time of these
CHG Supplemental manula), repayment could not exceed 6% of the tenant's income).
3. The Case Manager will use the Eviction Prevention Log (an Excel spreadsheet) to track
and prioritize, ensuring that those with the highest scores are paid first.
4. For tied scores, use the date eligibility was determined and all paperwork received as
the next determining factor for order of prioritization.
5. Prioritization will start with the first-time application, and if available funding is left over,
recertifications can be readded to the prioritization list.
6. By-pass rule; If the household has an unlawful detainer court case and the eviction can
be prevented with the use of these funds, these households can be prioritized to receive
rental assistance.
7. Executive Directors will oversee the process and ensure that only the individuals with the
highest priority will receive rental assistance.
8. Enter all funded households into the HMIS MCSRental Assistance HP program.
Eviction Prevention Diversion
Homelessness Prevention has its own diversion process and metrics for households that meet
the At-Risk of Homelessness Criteria. This includes the number of households that successfully
work out payment plans, following current RCW’s, with landlords or find alternatives to eviction
without relying on direct rental assistance payments. Since there aren’t enough funds to serve
everyone, this program must rely on these diversion efforts for households with lower
prioritization scores.
Eviction Prevention, Mitigation, and Repayment Plans
Efforts with community partners, such as the Dispute Resolution Center, landlord liaison,
executive directors, and landlords, shall be made to utilize repayment plans so that full rent is
not paid at once. This allows the program participant to stay engaged and continue working in
the program to prevent the recurrence of a possible eviction. A repayment plan is a structured
way to make up missed payments to the landlord over a reasonable time frame and doesn’t
violate RCWs or place an undue burden on the tenants. This involves working with the client
and landlord to see what the client can pay back and what they may need assistance with.
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Eviction Prevention programs are expected to first work with tenants and landlords to resolve
disputes or situations that may lead to eviction. This may mean working with legal counsel and
the court system or coordinating other efforts to prevent eviction. To serve more households with
limited funds, it is essential to create repayment plans that show the households' contribution
and the contribution from the Eviction Prevention Program, as well as when payments will be
made.
Eviction Prevention Intervention Strategies Based on Prioritization
While we support a dynamic prioritization process, the following table will guide case managers
and direct supervisors in managing caseloads and developing interventions based on priority
scores. This table allows organizations to adjust intervention strategies depending on the
prioritization score and funding availability. Not all evictions are preventable. Therefore, it would
be effective if the program helped tenants find new housing while avoiding an unlawful detainer
or eviction on their record.
Eviction Prevention Log & HMIS Programs
Each organization operating an Eviction Prevention Program will develop a tracking mechanism
to provide essential program data that tracks contacts and processing time to determine the
demand and funding needs.
• “Call List”: This section tracks inquiries about the program and documents those who
haven’t completed paperwork to determine program eligibility. It should also serve as a
diversion program for internal tracking. People on the call list have not yet been entered
into HMIS because we lack income verification to confirm their eligibility for the EP
Program. The landlord liaison should collaborate with landlords, tenants, DRC, By & For,
and others to resolve the issue through mediation or repayment plans, helping to divert
Targeted Prevention
Score Category
Targeted Prevention
Screening Score Intervention Type
High
29 – 43 Points
Step 1: Attempt diversion by mitigating conflict, negotiating a payment
plan for the tenant with the landlord, and connecting to the Dispute
Resolution Center.
Step 2: If unable to divert, set a goal with the client on how much they
can pay with their budget and provide financial assistance to fill the gap;
employ progressive engagement where the tenant transitions off the
subsidy and supportive case management to maintain stable housing.
Step 3: Work with the landlord on the repayment plan and
supplemental rental assistance.
Medium
15 – 28 Points
Step 1: Attempt EP Program diversion methods by mitigating conflict,
negotiating a payment plan for the tenant with the landlord, and
connecting to the Dispute Resolution Center.
Step 2: Attempt a repayment plan with partial or no financial assistance/
subsidies to the tenant.
Step 3: Assistance with connection to Dispute Resolution Center and
Northwest Justice, mediation with the landlord.
Low
0 – 14 Points
Eviction Prevent Program Diversion, assistance with connecting to the
Dispute Resolution Center, Northwest Justice, and mediation with the
landlord to resolve the situation to prevent an eviction.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 27
households from the EP Program. Record the amount owed on the tracking log to assist
in predicting funding availability.
• “Paperwork in Progress”: People have submitted income verification and
documentation to verify their eligibility for the program. Enter the household into the
HMIS program MCEWaitlist case management. Some paperwork, such as landlord
information, may be missing, which can prevent funding and hinder resolution. The
landlord liaison continues to work with the household and landlord to coordinate with
courts, the Dispute Resolution Center, and other relevant resources to resolve the issue
and attempt to divert. The amount owed will help forecast expenditures and determine
whether to close or keep the program running. With active contact and coordinated
services, the goal is to have all necessary documents and the household in a “ready to
fund” status within two weeks of verifying eligibility. Therefore, the length of stay in this
HMIS program should rarely exceed 30 days. Criteria for acceptance into the program:**
o Eligible: documentation is provided to verify the household meets the entry
criteria.
o Household Choice: The household chooses to work on this project and stay in
communication, is willing to work with the landlord, courts, or Dispute Resolution
Center, stays in communication, and keeps appointments.
o Ready to Work: The project is ready to assist the household with the resources,
including financial assistance. The project has an opening or expects to have
one in a short time. This also means the project has the funding to support all
participants admitted into the program with the rental assistance needed to
achieve a positive housing outcome upon exit.
• “Ready to Fund”: If funding is available, households are placed on this list and will be
funded for the current month. Households must be funded when available to avoid long
wait lists and prevent evictions. This information also contributes to the ability to make
funding decisions and whether to close the program when the need has exceeded the
available funds.
• “Funded”: Households exit the HMIS MCEWaitlist case management program and
enter HMIS Program MCSRental Assistance HP when outstanding rent is paid and up to
6 months of additional case management services are allowable.
CHG 7.13 Fraud and Other Loss Reporting
Fraud is a criminal act in which individuals, groups, or businesses steal taxpayers’ monies from
local, State, and Federal programs. Tenants and landlords who make false statements
regarding their income or family size or alter official documents are committing fraud.
Employees who engage in bribery or embezzlement or who alter, forge, or destroy records are
committing fraud.
Ineligible Use of Funds & Fraud Prevention Policy
This policy is intended to create a standardized response to fraud or suspected fraud, to provide
good stewardship of public funds, and to follow the ineligible use of funds requirement listed in
Consolidated Homeless Grant guidelines. Fraud prevention and awareness are the first steps in
ensuring the resources reach those most in need. This policy attempts to seriously examine the
possibility of fraud while minimizing the impact of implicit bias in decision-making and, by
extension, the impact of those biases on overall access by marginalized populations.
Additionally, it intends to protect employees from ambiguous fraud prevention and investigation
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 28
instructions. Mason County Public Health & Human Services has subcontractors work to ensure
that fraud policies are in place at an organizational level for each agency, and each agency
looks for “flags” of fraud.
Fraud and Other Loss Reporting Procedures
• Subcontractors will confirm that all information documented in the client file is accurate
to make the best possible attempt to prevent the ineligible use of funds.
• Subcontract will use due diligence when approaching ineligible use of funds.
• Employees will look for signs of fraud on applications and forms or “flags.” Employees
will not rely on “hunches,” “suspicions,” “intuition,” or other subjective and potentially
biased evidence to flag fraud.
• Employees will send client files or documentation believed to have signs of fraud to
another employee or manager for review and to allow oversight.
• If fraud is suspected, the employee will immediately notify their supervisor. More
information from the client may be collected, and an internal log will be kept. The log
should be specific about the program's ineligibility.
• If suspicion of fraud is not alleviated, subcontractors will notify the appropriate law
enforcement.
• If the situation is not alleviated, the subcontractors will:
a. Complete and submit Tab A: Questionnaire for new fraud of the fraud log to
Mason County Public Health & Human Services within one week of identifying an
ineligible use of funds. Include information and documentation listed below on the
Department of Commerce forms.
b. Mason County Public Health & Human Services will inform the Department of
Commerce of the ineligible use of funds and report to the State Auditor’s Office.
c. After the initial questionnaire is submitted, the case is moved to Tab B, and the
subcontractor provides updates every six months.
d. If cases are closed, the information can be moved to Tab C of the fraud log.
• The following documentation and information shall be collected from the Subcontractor
and sent to the grant manager at the Department of Commerce:
a. Landlord Payment Obligation Form
b. Copy of police report and any other types of notes, communication, etc., that
might fall into the category “incident report” by Subcontractor.
c. Total money lost. If you are unsure how much was paid or how much was
fraudulent, just the total amount paid to the third party.
d. Provide a description of the process to ensure the third party will be “flagged” if
there is an application for future assistance. (This doesn’t mean they aren’t
eligible for assistance, just that there is awareness around this incident if they
present for services).
• Subcontractors will update Mason County on reported cases every six months between
March and September 1st by following up with law enforcement or the prosecutor’s
office. If Commerce needs additional information, Mason County may be asked for
information sooner. New cases will need to be provided immediately. Subcontractors will
provide specific information in the six-month update and will use the questionnaire to
update:
a. Date of last contact with the police and/or prosecutor’s office.
b. Next steps that the police or prosecutors are going to take.
c. Date of court date if this has been set.
d. If there was a court hearing, results of the court hearing.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 29
e. What happened with the funds?
CHG 7.15 HMIS
All subcontractors are responsible for ensuring the Washington Homeless Management
Information System (HMIS) operates in accordance with RCW 43.185C.180, the CHG
Guidelines, and HUD data standards:
• All projects are set up correctly in HMIS
• All data is accurate, complete, and timely
• Must adhere to the HMIS Data Quality Plan
Subcontractors shall provide the County with a list of all HMIS users; subcontractors shall notify
the County and submit a Commerce HMIS Help Desk Ticket Form to deactivate access when
an employee leaves the organization.
HMIS Reports and Tools
• Program Roster [GNRL-106] (under Program Based Reports):
o Double-check that the number of people served is accurate.
Enter anyone who is currently being served in your project but is not in
HMIS yet.
o Exit anyone who is no longer being served by your project. Make sure the entry
and exit dates are correct.
o Length of Stay (LOS): LOS is useful to examine if a person should be exited
from the program, determine if other actions with case managers should be taken
to exit the person into positive housing outcomes, and the effectiveness of the
program in resolving the housing crisis.
o Move-in Date: Do all participants in an RRH project (or at least 90%) have
move-in dates?
o Are names spelled correctly?
o Are all consent refusals entered the same way?
• HMIS Data Quality Report [HUDX-225] (under HUD Reports):
o Use this report to assess the total number served and heads of households is
correct.
o Update records with errors (if the report is run in HTML mode, the record can be
selected, and it will open a new page with the records in error.
o Pay special attention to any element that shows over a 5% error rate (ignore
name. If there is a high error rate, it is usually a “completeness” issue.
o Destination: error rates in this category result from “unknown” exits.
o Data Timeliness: the table quickly identifies the timeliness of project entries and
exits to help manage timely record keeping.
o Annual Assessments: all program participants who have been in the program for
over a year must have annual assessments.
o Here is a link to the reference tool that will explain the different sections of the
report: https://get.clarityhs.help/hc/en-us/articles/115012435727--HUDX-225-
HMIS-Data-Quality-Report
• Program Details Report [GNRL-220] (under Program Based Reports) in HMIS, keep
these fields in mind:
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 30
o Housing move-in date (element 3.20) for Rapid Re-housing and other Permanent
Housing projects. Don’t forget this important update! If this is blank it looks like
the participant was never housed by your project.
o Update Income and non-cash benefits before exiting (where required) – this is
especially important for Continuum of Care-funded projects that are scored on
this measure.
o Enter a real exit destination – don’t choose don’t know, refused, data not
collected, no exit interview completed, or “other” whenever it’s avoidable.
o Living Situation (element 3.917) for all projects – don’t choose, don’t know,
refuse, or data not collected whenever it’s avoidable.
o Household “groups” – is everyone in the project in the same group? This helps
determine household type, so it’s essential to ensure it’s right.
• Program Outcome Measures [OUTS 101] under Program Based Reports:
o Run the report by the head of household rather than by a person. Select “HoH”.
o Exits to permanent housing = total discharged to permanent housing
o Use the report for accuracy to ensure all discharge destinations are accurate for
the month.
• Annual Performance Report [HUDX-227]:
o Q6c: Destination status – high error rate is due to unknown exit destinations.
o Q63: Data Timeliness
o Q7: Number of persons served
o Q8a: Households served
o Q15: Living Situation (can determine the percent of people experiencing
unsheltered homelessness served)
o Q23c: Exit Destination
• Data Quality Dashboard (Dept. of Commerce Website): The contractor will use the
data quality dashboard to help improve timeliness, accuracy, and completeness.
https://public.tableau.com/app/profile/comhau/viz/DQDashboard_15719398928900/BoS
• Other ways to use HMIS reports:
o Run HUD Annual Performance Report and select the web page
Click on Veterans number to provide a list of veterans.
Click on youth under 25, and this will provide a list of youth
Click on fleeing domestic violence and see if you can connect to a DV
provider.
Click on TANF to see if the HH receives TANF services through DSHS
Click on no insurance for a list of people who need insurance coverage
Click on chronically homeless to determine who is chronically homeless.
Click on no income to determine if the HH needs to help get a source of
income.
CHG 8.3 Determining Rent Subsidy
The Consolidated Homeless Grant (CHG), including the Housing and Essential Needs (HEN)
Program, requires consistent procedures to determine that the rent subsidy amount for each
eligible household is based on the household’s income and expenses. This standardized rent
procedure applies to all households enrolled in CHG/HEN to ensure a uniform process of
determining how much rent recipients will pay from their income.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 31
The CHG guidelines call for a progressive engagement service model, which means assistance
is tailored to meet each household’s needs. When determining rent subsidies, the rent
determination policy must be standardized (meaning the questions used to decide the rent
share are the same for all households). However, each household’s contribution will vary based
on their resources and expenses. This indicates that a policy requiring all households to pay
30% of their income, or any similar calculation that results in the same rent contribution for
everyone, does not comply with the grant terms.
HEN recipients and households with no income will be exempt from paying any portion of the
rent. Age, Blind, and Disabled (ABD) and Temporary Assistance for Needy Families (TANF)
income is also exempt from consideration when calculating program participant contributions
towards rent.
Determining Rent Subsidy
The Rent Subsidy Calculation Tool from the Department of Commerce will determine rent
subsidy amounts. All household income and expenses identified on the form will be considered.
Any income left over after costs are deducted will be used to determine how much the
household has left to pay toward rent. The final determination of the household’s portion of the
rent will be established through a conversation between the household and the case manager
by examining the household’s current financial circumstances and resources.
Executive Directors or Program Managers are responsible for training employees in rental
assistance programs to determine rent subsidies and ongoing training to calibrate the case
management staff to help ensure program equity and standardization.
The following scenarios do not require the budget portion of the Rent Subsidy Calculation
Tool to be completed:
• Household is only receiving one-time assistance and not ongoing rent
• Household is a HEN client
• The household has no income
The completed form must be saved in the client file, documenting the rent subsidy amount and
the determination process.
Update the housing stability plan with the program participant to document the current
contribution and the plan to transition away from the subsidy.
Re-assessment of Rent Subsidy Amount
When engaging with households receiving ongoing rent assistance during the ninety-day
income recertification process, and income or expenses have changed for the household, a re-
assessment of the rent subsidy amount must be done by completing the Rent Subsidy
Calculation Tool.
Recertification appointments are not a substitute for case management services. Case
managers are expected to work with the program participants using a progressive engagement
approach, to make progress on employment or education to increase income and transition
from the housing subsidy to stability and independence. The completed re-assessment form
must be saved in the client file, documenting the updated rent subsidy amount and the
determination process. Update the housing stability plan with the current rent contribution and
the plan to transition off the subsidy to include goals and activities that will accomplish this.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 32
CHG 8.4 Payment Standards to Determine Rent Limit
Tenant and Facility-Based Rent Limit Policy
Lead/subgrantees must choose either the HUD Fair Market Rent or the Rent Reasonableness
payment standard for all units receiving a rent subsidy, including arrears, and must be
completed before the rent subsidy is paid. The contractor will adopt Mason County’s Rent Limit
Policy and Procedure. Mason County's policy is to set 150% FMR as the rent limit. The rental
assistance paid cannot exceed the actual rental cost.
Rent limit is up to 150% Fair Market Rent
If the unit's FMR is under 150%, the subcontractor may document this in the client file and pay
the rent subsidy. The entire housing cost will be considered: rent plus the cost of any fees
directly stated in the lease. Rent calculations do not need to include the cost of utilities. If rent
assistance is paid out of the county, the FMR of where the unit resides will be used.
Determining Rent Limit Using HUD Fair Market Rent (FMR) Procedure
1. The most current FMR published for the geographic area will be consulted, and the FMR
will be documented for all units for which CHG funds are used for rental assistance.
2. To calculate the gross rent and determine whether it meets the FMR, the entire housing
cost will be considered: rent plus the cost of any fees directly stated in the lease. Rent
calculations do not need to include the cost of utilities.
3. The HUD FMR Rent Limit Form from the Department of Commerce will determine and
document if a unit’s gross rent is less than or equal to 150% of the HUD FMR for the
accurate number of bedrooms in the unit. This form will be kept in the program
participant’s file and will be completed by the case manager.
4. The case manager will ensure the FMR being used is in the county that matches the
rental address of the unit being assisted (not always the county in which the service
provider is located).
5. The case manager will ensure the FMR being used is the most current FMR published
for the geographic area.
6. The case manager will ensure that the FMR being used matches the number of
bedrooms in the rental unit by either confirming bedroom amounts with the landlord, the
rental ad, what is stated in the lease, the number of rooms they counted during the
inspection, or by conducting an online search of the unit through the assessor’s office.
7. Any proposed unit not within 150% FMR is ineligible. It does not matter if the program
participant pays a portion of the rent. No CHG funds may be used for any part of the
rent that is not within 150% of HUD FMR Limits.
CHG 8.4.3 Exception Policy
Exceptions are rare and are a case-by-case scenario; subcontractors should obtain the
County's approval.
CHG 9.1.1.2 Habitability Complaint Procedure
Dwelling units must pass an inspection to be eligible for rental assistance programs except for
eviction prevention programs. This is done by completing the Housing Habitability Standards
(HHS) checklist that meets the unit's basic safety and livability.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 33
Habitability Complaint Procedure
The case manager will review the complaint process with the program participant, and if at any
point during participation in the program a problem arises that makes the unit unsafe or
uninhabitable, follow these steps:
Contact the landlord or property management company and share housing complaints in
writing, keeping a copy of all records and written documentation of any conversations.
Let the case manager know about the issue.
Document all contacts with the landlord or property management company regarding the
situation and repairs needed.
Per RCW 59.18.70, the landlord is legally required to make repairs in a timely manner.
• 24 hours to restore heat or water or fix a condition hazardous to life
• 24 hours to provide hot or cold water, heat or electricity
• If provided, 72 hours to repair major plumbing fixtures and fridge and stove/range.
If the above steps have been followed and the issues are not resolved, the tenant must contact
their case manager about safety and habitability situations. Expressing a habitability complaint
will not affect the program participant's eligibility.
When a tenant complains to the case manager or organization paying rental assistance, the
case manager re-inspects the unit within 48 working hours using the HHS checklist and
documents the complaint, follow-up, and resolution. The case manager and landlord liaison will
assist the tenant in resolving the problem with the landlord. Or, if the unit cannot be made
habitable, the case manager will help the program participant (tenant) with moving to the next
available unit appropriate for the household.
If, after moving in, it is discovered that the unit has issues unrelated to safety or habitability, the
tenant shall contact the landlord or property management company about the issue (e.g., carpet
is ripped, or the fan is broken in the bathroom). The unit does not need to be re-inspected for
these types of problems. A work order should still be submitted and documented. The case
manager will assist the tenant with submitting work orders and following up with the landlord as
needed.
CHG 10.4 Required Performance Measures
A. Housing Outcomes: For each intervention type funded by the Consolidated Homeless Grant,
grantees must adopt the required housing outcome performance measure outlined in the
Consolidated Homeless Grant Guidelines, Appendix D, Table A. Grantees must improve
housing outcomes by making progress towards the statewide performance target.
a. Emergency Shelter: 50% Exits to Permanent Housing
b. Rapid Re-Housing: 80% Exits to Permanent Housing
c. Permanent Supportive Housing: 95% Exits to Permanent Housing
d. Homelessness Prevention: Housing retention after 6 months, and 95% of
households that exit to a permanent housing destination must not enter a homeless
type HMIS project after exit.
B. Equitable Outcomes: For each of the required housing outcome performance measures,
outcomes across racial and ethnic demographics should not be significantly less than the
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 34
overall rate. The “overall rate” refers to the rate of a particular intervention type’s total exits
to positive outcomes. This is inclusive of all ethnic or racial categories.
C. Equitable Access: While not a formal performance measure that will be monitored, grantees
are expected to use equitable access data to identify underserved populations, assess the
impact of their access strategies and work to improve equitable access as needed.
Grantees can access this data through the Washington Balance of State Equitable Access
Dashboard which compares the race and ethnicity of households entering the homeless
system (HMIS) to the race and ethnicity of the homeless and unstably housed populations
(The Snapshot Report).
Action Plans: When performance measures are more than 5% from the goal, the agency must
submit a detailed action plan that includes a stated goal and lists the measurable, time-bound
activities that will accomplish the goal. Action plans are due along with Quarterly Performance
Reports.
Compliance, Corrective Action, & Performance Improvement Requirements
Compliance
COUNTY will monitor CONTRACTOR compliance with the general terms, conditions, and
requirements of this contract through audits (remote or on-site), and all reporting and financial
activity through review of the following, though not limited to: CONTRACTOR monthly financial
and enrollment reports, general ledger transaction detail, quarterly narrative reports, and
meetings with CONTRACTOR. Contracts that are in non-compliance are at-risk of not qualifying
for additional funding through the Request for Proposal Process. The CONTRACTOR agrees to
ensure all CONTRACTOR requirements, as outlined in the Scope of Service. Failure to comply
with or submit timely and complete materials related to Contract Requirements may result in
withheld or delayed payments. Reports, invoices, and documents must be submitted as detailed
in the Scope of Service.
a. Policies and Procedures: Well-developed policies and step-by-step procedures help
ensure standardization, equitable approaches, and programs operate according to
fidelity to produce reliable outcomes.
b. Internal: The agency will have internal controls for finances and program operations,
especially eligibility, that detail the review process, frequency, and how corrections are
handled.
c. External: The county may directly monitor or contract monitoring services. The
Department of Commerce may also monitor all CHG-funded programs directly with the
provider.
Fidelity
Program fidelity is strict adherence to program design. Success is expected to be replicated by
mirroring the design and implementation of successful programs. Still, not all results can be
easily generalized to varied settings or clientele.
Fidelity monitoring requires that programs be regularly assessed to ensure they are
implemented as intended. Subcontractors will:
a. Train supervisory staff to understand how to monitor program implementation for fidelity.
b. Train supervisory staff to know how to coach staff for improvement.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 35
c. Gather feedback on participant and staff satisfaction with the program through
systematic tools such as surveys, questionnaires, or focus groups.
d. Maintain records of participant enrollment, attendance, and staff training.
e. Establish a process for collecting program data and analyzing it for trends, quality
assurance, budget projections, and outcomes.
f. Ensure that program targets are met for key program outputs.
g. Establish a process for sharing the information collected with key program stakeholders.
h. Establish a process to review evaluation findings before each annual budget cycle.
Corrective Action (Appendix C)
Assessed monthly with the submission of financial invoices and performance reporting.
Corrective Actions are reserved for contract issues that are behavioral in nature. The steps are
progressive, and the CONTRACTOR will remain in the non-compliance status corresponding to
the infractions and delinquencies outlined in the table below.
Contract Close-Out
CONTRACTOR has until July 31 to close out the previous contract by submitting all invoices
and reports satisfactorily. COUNTY is not obligated to pay beyond this period. If funding has
been awarded for the next grant term and there are outstanding invoices or reports that are not
completed to a satisfactory level by July 31, the CONTRACTOR will start the new contract term
in Probation Status. The Annual Expenditures Report in CHG 2.1.4.2 must be completed by the
subcontractor accurately as a condition of contract close-out.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 36
Appendix A: Contract Budget Transfer Request Form
Use this form to request transfer funds between expenditure categories when the line goes negative for
the whole contract. Stay within the yearly amount by total but not by budget line. Only approved
adjustments are allowed. Budget revisions for CHG, 2163 and TST funds will only occur on a quarterly
basis and are due on or before the 15th of the month preceding the quarter to be adjusted.
COMPLETE ALL PURPLE-SHADED SECTIONS
Grantee
Program Title
Contract Period
Program Name
Contract Number
Budget Line Item to
Transfer FROM
Budget Line Item to
Transfer TO Amount to be Transferred
Provide the rationale for the budget transfer request:
Grantee, Name & Title of Authorizing Person
Approved Denied
County, Name & Title of Authorizing Person Signature Date
Signature Date
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 37
Appendix B: Coordinated Entry Flow Chart
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 38
Appendix C: Corrective Action
Corrective
Action Level Criteria Corrective Action
In Compliance
The CONTRACTOR is meeting contract
requirements and deliverables as outlined in
the Scope of Service. The CONTRACTOR is
implementing technical assistance as needed.
N/A
Level 1
Late submissions, not following the guidance
in the CONTRACT and/or in this CHG
Supplemental Manual, monthly and/or
quarterly performance is below 85% of
projection, missing or incomplete documents,
low required meeting attendance,
discrepancies, and/or not implementing
technical assistance.
Corrective Action Notice (CAN): The Administrative Contact will issue a
Corrective Action Notice (CAN) to the Executive Director and Board of
Directors to call attention to contractual noncompliance. The
CONTRACTOR will be given a reasonable timeframe to correct the
issue(s) and return to a satisfactory level. Technical assistance will be
provided by the COUNTY. The Housing and Behavioral Health Advisory
Board will be notified of the Corrective Action Status; ongoing status
updates will be provided at the request of the Board. The COUNTY will
give the CONTRACTOR written notice once it has determined
satisfactory improvement has been met.
Level 2
Level 1 infractions are not satisfactorily
improved and/or continue or increase within
the corrective action period.
Improvement Plan Status: The Administrative Contact will issue a letter
to the Executive Director and Board of Directors requiring the submission
of an Improvement Plan that includes action steps and a timeline for
correcting and returning noncompliance to a satisfactory level. The
improvement plan shall: 1) cite and describe the CONTRACTOR’s
specific area(s) needing improvement, including compliance with contract
requirements, model fidelity, performance progress, financial activity,
and/or enrollment performance; 2) provide metrics or benchmarks to
serve as indicators of satisfactory improvement; 3) identify corrective
action steps to address cited areas of improvement; 4) identify technical
assistance and/or other supports needed from the COUNTY to assist the
CONTRACTOR in achieving satisfactory improvement; and 5) outline a
timeline for the completion of the action plan. If the improvement plan is
on invoices, the CONTRACTOR may delay payment until the invoice can
be approved to a satisfactory level.
Level 3
Infractions are not satisfactorily improved
and/or continue to increase despite the
implementation of an improvement plan and
ongoing technical assistance.
Probation Status: The Director of Public Health & Human Services will
issue a letter to the Executive Director and Board of Directors to call
attention to ongoing and/or recurring contractual noncompliance.
Technical assistance will continue to be provided by the COUNTY, and
monitoring frequency will increase for the remainder of the contract term
or until satisfactory improvement is made. Further action may be taken,
such as withholding payment, reduction of monthly invoice requests, cost
disallowances, or reductions of administration allocations. Ending a
contract term with an unresolved Level 3 corrective action will be carried
into future contract terms. The CONTRACTOR may apply for funding on
the next Request for Proposal cycle, but will start the contract term on
Probation Status if additional funds are awarded.
Level 4
The unresolved corrective actions warrant a
reduction in funding for non-compliance with
the contract.
Reduced Funding Status: The Housing and Behavioral Health Advisory
Board and the Board of County Commissioners will determine the
reduction in funding (up to 20% off of the total award). MCPHHS may
establish an action plan to re-allocate funding.
Level 5
The unresolved corrective actions warrant a
termination of the contract for default and/or
public convenience.
Early Contract Termination: The COUNTY may terminate the contract
prior to the end of the contract term for default and/or public convenience
if satisfactory progress is not made toward the action plan(s). The
CONTRACTOR will be notified and expected to follow all contract
obligations under the contract close-out clause. All contract terminations
will be approved by the Board of County Commissioners. The
CONTRACTOR may apply for funding on the next Request for Proposal
cycle, but will start the contract term on Probation Status if additional
funds are awarded.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 39
Appendix D: Scope Change Request Form
Submitting a scope change request means that the request may be accepted as presented, denied, or
negotiated with mutually agreed-upon changes, terms, and conditions.
Organization:
Executive Director:
Phone:
Email:
Contract Number:
Program Title:
Original Agreement Date:
What is it about the Scope of Services that needs to change? (Examples include Goals,
requirements, activities, deliverables, costs, resources, deadlines, etc.)
What has been done to manage the current scope of work to ensure that the project remains
feasible? Provide examples of documented attempts at scope containment and what’s been done
to implement the scope as written. It is essential to demonstrate that a reasonable effort to
implement the original scope resulted in challenges that could not be contained through project
management, training, schedule adjustments, etc. (Examples include project management plans,
tracking performance metrics, target goal progress, tracking milestones and schedules, data analysis,
training employees, etc.)
Explain the reason for requesting a scope change and provide examples. (Examples include
Insufficient definition of requirements, Insufficient scope statement, Market Changes, Government
regulation changes, Change in the project size, Changes with the project site, and Client feedback)
Effective Dates of this change:
Complete the table to show how the current scope will be changed. Write the sentence, paragraph, or list
of items from the current scope in the table and re-write a proposed revision.
CHG Supplemental Manual Created 6/11/19 Updated 8/2025 Page 40
Original Scope of Service Proposed Scope Revision
Will there be any impact on the following?
• Service area
• Population served
• Program Timeline
• Program Budget
• Contracted Program Deliverables
Approval and Acceptance – for the final agreed-upon changes.
By signing below, both parties acknowledge and agree to the changes to the Scope of Services outlined
in this Scope Change Request. Any and all other terms of the original agreement shall remain
unchanged and in full force and effect.
Subcontractor Approval:
Signature:
Printed Name:
Title:
Date:
Contractor Approval:
Signature:
Printed Name:
Title:
Date:
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Melissa Casey Ext: 404
Department: Public Health Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/25/2025 Agenda Date(s): 9/2/25
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☒ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item:
Surplus Substance Use Mobile Outreach RV
Background/Executive Summary:
The current vehicle used for the Substance Use Mobile Outreach and syndemic clinical services requires
$16,936 in repairs, which is more than the county paid ($15,000) to purchase the vehicle in 2018. The RV
is currently being stored at the repair shop and is incurring storage fees until it can be towed and disposed
of; Public Health is working with Kelly Frazier to surplus the RV. On the 8/19/25 action agenda, the board
approved the purchase of a Mobile Clinic, which will replace the RV for the Substance Use Mobile
Outreach.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
No impact to general fund; the cost of towing and disposal ($1,500) and storage fees ($382.20), will be
covered by DOH grant
Public Outreach:
N/A
Requested Action:
Move to 9/2/25 action agenda for approval to surplus
Attachment(s):
Imperial Truck & RV Repair Estimate (vs. surplus)
Estimate
Date
7/8/2025
Estimate #
25-0548
Name / Address
MC Health Department
360-531-0272 - Christina
Date / time printed
Vehicle #
Make/Mod '02 Jamboree
VIN 1FDXE45S41HB02904
Mileage 53832
JOB NUMBER Total
Subtotal
Sales Tax (9.2%)
Imperial Custom Body and Diesel, Inc.
DBA - Imperial Truck & RV
5630 Imperial Way SW
Bremerton, WA 98312
Phone: (360) 674-2196
Description Qty Rate Total
#1 R&R engine
#1 Labor Hours - Mechanical R&R engine (20)20 150.00 3,000.00T
Engine (Jasper) 1 8,126.00 8,126.00T
NBH 8948 - Upper radiator hose 1 26.99 26.99T
NBH 8952 - Lower radiator hose 1 82.99 82.99T
TEM 273395 - Radiator fan clutch 1 174.99 174.99T
ECH IC369 - Coil pack 10 57.992 579.92T
NGK 3186 - Spark Plugs 10 6.49 64.90T
CRB 238769 - Injectors 10 89.32 893.20T
BAO 8PK2515 - Serpentine Belt 1 67.99 67.99T
NBH 38191 - Tensioner 1 87.99 87.99T
NBH 36234 - Idler pulley 2 51.99 103.98T
1372 - Filter, Oil 1 13.49 13.49T
Oil 5w-20/qt 8 4.59 36.72T
BC2Z 9448 C - GASKET 2 43.33 86.66T
BC2Z 9448 A - GASKET 2 46.33 92.66T
N811313 S431 - STUD M8X19+M8X21.7 H 20 3.88 77.60T
W701706 S2 - NUT M8 HEX FLNG P/T 20 1.63 32.60T
F75Z 6020 BA - GASKET 1 14.82 14.82T
F75Z 6020 AA - GASKET 1 14.04 14.04T
F75Z 6020 CA - GASKET 1 14.47 14.47T
FC2Z 6710 A - GASKET - OIL PAN 1 58.83 58.83T
YC3Z 6582 DA - COVER - CYLIND 1 245.01 245.01T
DC2Z 6582 C - COVER - CYLIND 1 160.66 160.66T
#1A Labor Hours - Mechanical - R&R sway bar bushings 2 150.00 300.00T
PCC HB1672 - Front sway bar bushing 1 20.99 20.99T
PCC HB1629 - Rear sway bar bushing 1 14.49 14.49T
Page 1
Estimate
Date
7/8/2025
Estimate #
25-0548
Name / Address
MC Health Department
360-531-0272 - Christina
Date / time printed
Vehicle #
Make/Mod '02 Jamboree
VIN 1FDXE45S41HB02904
Mileage 53832
JOB NUMBER Total
Subtotal
Sales Tax (9.2%)
Imperial Custom Body and Diesel, Inc.
DBA - Imperial Truck & RV
5630 Imperial Way SW
Bremerton, WA 98312
Phone: (360) 674-2196
Description Qty Rate Total
#1B Labor Hours - Mechanical - R&R rear leaf spring shackles 1 150.00 150.00T
NOE 722004 - Rear leaf spring shackles 2 53.99 107.98T
#1C Labor Hours - Mechanical - R&R cat convertor * Subcontract out to kitsap muffler* 0 150.00 0.00T
#1 D Labor Hours - Mechanical - Repair valve cover leak at drivers side fire wall 3.4 150.00 510.00T
#1 E Labor Hours - Mechanical - Repack or replace bearings 2 150.00 300.00T
Storage Fee - Implemented 2 business days after notification of work completion. (as clearly posted in
customer area of shop)
2 25.00 50.00T
Page 2
$16,936.89
$15,509.97
$1,426.92
Mason County Administrator
411 N 5th Street
Shelton, WA 98584
(360) 427-9670 ext. 419
Mason County Commissioner
Briefing Items from County Administrator
August 25, 2025
Specific Items for Review
→ 2026 budget calendar – Jennifer Beierle
→ WSU Motor Pool vehicle repair – Jennifer Beierle
→ 2026 Take-Home vehicle requests – Travis Adams
Administrator Updates
Commissioner Discussion
→ Calendar updates
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Jennifer Beierle Ext: 532
Department: Central Services Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/25/2025 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item: 2026 Budget Process
Background/Executive Summary:
The annual budget preparation process is underway. Departments submitted their initial budget requests in
the Munis financial system on Monday, August 11th. Budget narratives and policy-level requests are due
to the Budget Office by Friday, September 19th.
The first budget workshop—providing an overview of all funds and departments—will be presented to
the Board on Monday, September 29th. Departmental budget workshops are recommended to begin in
early October. Departments or offices wishing to meet directly with the Board should schedule a time
through Cami Olson.
A draft 2026 Budget Adoption Calendar is attached, highlighting key dates throughout the process.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The workshop process provides the Board an opportunity to engage with departments and offices,
ensuring development of a balanced budget that aligns with county goals, objectives, and statutory
requirements.
Public Outreach:
The public is invited to attend budget workshops either in person or by Zoom. Meeting links will be
posted on the County’s website: www.masoncountywa.gov
Requested Action:
Request that the Board establish the schedule for the 2026 budget workshops.
Attachment(s):
Draft 2026 Budget Adoption Calendar
Mason County
2026 Budget Adoption Calendar
*Dates may be subject to change*
S M T W T F S S M T W T F S S M T W T F S
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S M T W T F S S M T W T F S S M T W T F S
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S M T W T F S S M T W T F S S M T W T F S
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April
Official request for budgets required by RCW 36.40.010
Budget Guidelines signed by BOCC and sent to offices and departments
May June
July August September
October November
2026 Preliminary Budget Due on County's website to adopt by 1st Monday in December
Public Hearing to Certify to County Assessor taxes to be levied upon property in the county
Public Hearing at 9:00 a.m. to Consider Adoption of the 2026 Budget
December
Holiday
Overview of the 2026 Preliminary Budget with PLRs
Possible Dates to Schedule Board Budget Negotiations with Departments
Overview of the Preliminary Budget with PLRs included/excluded based on Board negotiations
Budget estimates due in Munis as required by RCW 36.40.010
Preliminary budget submitted to BOCC by Auditor per RCW 36.40.050
Policy Level Requests (PLRs) and Budget Narratives due to Budget Office
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Jennifer Beierle Ext: 532
Department: Central Services Briefing: ☒
Action Agenda: ☐
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/25/2025 Agenda Date(s): Click or tap here to enter text.
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item:
2025 Motor Pool Budget Amendment for WSU Extension – Noxious Weeds Department
Background/Executive Summary:
The WSU Extension – Noxious Weeds Department experienced an unexpected vehicle repair and tire
replacement on one of the County’s last remaining non-leased vehicles. The total cost of the repair and
tire replacement was $5,554. If approved, this request will be included in the scheduled December 16,
2025 budget amendments.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
$5,554
Public Outreach:
N/A
Requested Action:
Approval of a budget amendment to cover the repair and tire replacement costs for WSU Extension –
Noxious Weeds vehicle.
Attachment(s):
2025 Budget Amendment Request
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Travis Adams Ext: 530
Department: Central Services Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/25/2025 Agenda Date(s): 9/2/25
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(Please ensure proper internal review channels have been followed, this is the responsibility of the
requesting Department)
Item:
2026 take home vehicle requests for Kelly Frazier, Jeremy Seymour, Grant Dishon, Rod LaRue, Roy
Beierle, Pete Medcalf, John Ronald, Erin Tesch and one new take home vehicle request beginning in
8/16/2025 for Keli Dunlap.
Background/Executive Summary:
Take -Home Vehicles are only to be assigned to those meeting the IRS requirements of qualified
nonpersonal use vehicles as identified in Publication 5137, or meeting the Emergency Response,
Specialized Equipment, or Economic Benefit as defined by IRS and outlined in the Mason County
Personnel Policy, Chapter 13, Vehicle Use Policy.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
Estimated County take home vehicle costs are included in the 2026 proposed budget.
Public Outreach:
N/A
Requested Action:
Approval of the 2025 and 2026 take home vehicle requests for Kelly Frazier, Jeremy Seymour, Grant
Dishon, Rod LaRue, Roy Beierle, Pete Medcalf, John Ronald, Erin Tesch, and Keli Dunlap.
Attachment(s):
Take Home Vehicle Request Forms