HomeMy WebLinkAbout2025/09/02 - Regular PacketBoard of Mason County Commissioners
Draft Meeting Agenda
Commission Chambers
411 N 5th St, Shelton, WA 98584
September 2, 2025
9:00 a.m.
September 2, 2025 | Page 1 of 2
Commission meetings are live streamed at http://www.masonwebtv.com/
Regular Commission business meetings will be held in-person and via Zoom.
Please click the Zoom meeting link posted on the Mason County homepage and use the “raise hand” feature to be recognized
by the Chair to provide comment and testimony. Public comment and testimony can be provided in-person, via e-mail at
msmith@masoncountywa.gov; mail in to the Commissioners’ Office at 411 N 5th St, Shelton, WA 98584; or call (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.
1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Correspondence and Organizational Business
4.1 Correspondence
4.2 Board of Health Vacancy News Release
4.3 Green Star Award for Alfonso Mercado
5. Open Forum for Citizen Input
Please see above options to provide public comment; 3 minutes per person, 15-minute time limit.
6. Adoption of Agenda
Items appearing on the agenda after “Item 10. Public Hearings” may be acted upon before 9:15 a.m.
7. Approval of Minutes – August 11, 18 and 25, 2025 Briefing Minutes, and August 19, 2025 Regular Minutes
8. Approval of Action Agenda
Items listed under “Action Agenda” may be enacted by one motion unless a Commissioner or citizen requests an item be
removed from the Action Agenda and considered a separate item.
8.1 Approval of Warrants and Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8114594-8115215 $2,581,815.71
Direct Deposit Fund Warrant #118949-119361 $ $ 984,815.90
Salary Clearing Fund Warrant # 7009063-7009105 $ 637,812.61
8.2 Approval to authorize Public Works to advertise, set bid opening date/time, award contract and allow the Chair
to sign all pertinent documents for the 2026 Manufacturing and Stockpiling of Chip Seal Aggregate.
8.3 Approval to amend the budget to cover repair and tire replacement of a WSU Extensions Noxious Weed vehicle in
the amount of $5,554.
8.4 Approval of 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.
8.5 Approval of the Consolidated Homeless Grant subcontracts for year 26-27 with Crossroads Housing, New Horizons
Communities, Turning Pointe Survivor Advocacy Center, and the Youth Connection.
8.6 Approval to surplus the Substance Use Mobile Outreach Recreational Vehicle (RV), for the cost of $382.20 for
storage and $1,500 for towing and disposal covered by Department of Health grant funds.
8.7 Approval to issue a Request for Proposals (RFP) for On-Call Hydraulic Services to support a range of
infrastructure, capital and maintenance projects that are anticipated in the 2026-2027 calendar years from the
County MRSC Consultant Roster, with an option for the County Engineer to extend for an additional year.
The maximum expenditure is not expected to exceed $200,000 per calendar year.
8.8 Approval to authorize the Chair to sign an Interlocal Agreement (ILA) with the City of Bremerton regarding
the potential provision of sanitary sewer service from the Belfair Water Reclamation Facility.
9. Other Business (Department Heads and Elected Officials)
10. 9:15 a.m. Public Hearings and Items Set for a Certain Time
Please see above options to provide public testimony.
No public hearing
11. Board’s Calendar and Reports
12. Adjournment
MASON COUNTY
TO: Board of Mason County Commissioners
Reviewed
FROM: Kariann Rutledge Ext. 380
DEPARTMENT: Support Services Action Agenda
DATE: September 2nd, 2025 No. 4.1
ITEM: Correspondence
4.1.1 Received Transport Improvement Program Citizens Advisory Pannel (TIPCAP)
Application from Andrew Flannigan, and Mason County Transit Authority Board
Application from Michael Richmond.
4.1.2 Received Letter from Port of Allyn on Considerations Regarding Potential Extension
of Belfair Sewer Infrastructure
4.1.3 Received Letter from Mayor Greg Wheeler of Bremerton Regarding Sewer Service
for the South Puget Sound Industrial Center (PSIC)
4.1.4 Received Email from Herb Gerhardt and Randy Lewis Regarding Belfair Sewer
Comment
4.1.5 Received Notice of Liquor License Application for BELFAIR CONVENIENCE
LLC, and GROCERY OUTLET INC.
4.1.6 Received Notice Of Special Occasion License Applications from TURNING
POINTE ADVODACY CENTER
4.1.7 Received Letter from Steve Decker Regarding Family Promise of Puget Sound
Attachments: Originals on file with the Clerk of the Board.
Received 08/13/2025
Commissioners Randy Neatherlin,
Sharon Trask and Pat Tarzwell.
Travis Adams, McKenzie Smith,
Amy Braakman, Loretta Swanson
Entry #: 41 - Mason County Transit Authority Board Status: Submitted Submitted: 8/25/2025 10:33 AM
Advisory Board Name:
Mason County Transit Authority Board
Name:
Michael Richmond
Today's Date:
8/25/2025
Address
Voting Precinct:
35
Phone
(
Email
Community Service:
Transportation Improvement Program Citizens Advisory Panel
Employment:
Dean of Instruction- Olympic College
What do you perceive is the role or purpose of this advisory board?
The role is to participate in the shared governance policy and stakeholder perspective pertaining to Transportation.
What interest or skills do you wish to offer this advisory board?
Citizen perspective and Public Policy development skills
List any financial, professional, or voluntary affiliations that could create a potential conflict of interest:
None
Required Training:
Participation is dependent on attending certain trainings such as the Open Public Meetings Act (OPMA)
and Public Records Act (PRA) trainings at no cost to you. Will you be able to attend such trainings?
Yes or No:
Yes
How much time can you commit to
this advisory board:
Monthly
Are you a U.S. citizen and
Mason County resident?
Yes
*For Civil Service applications ONLY, what
is your political party?
Republican
8/25/25, 1:25 PM Advisory Board Application - All Entries
https://www.cognitoforms.com/masoncounty2/advisoryboardapplication/entries 1/1
Received 8/25/2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, Tracy Becht
Received 8/13/2025Commissioners Randy Neatherlin, Sharon Trask and Pat Tarzwell.Travis Adams, Mackenzie Smith
October 8, 2019
August 12, 2025
Dear Honorable Commissioners,
RE: Sewer Service for the South Puget Sound Industrial Center (PSIC)
Thank you for your letter dated July 8, 2025 which outlined the discussion we shared on
May 15. We look forward to meeting with you and your staff to continue the discussion
about sewer service for South PSIC. It is my understanding that Loretta Swanson will be
providing some available dates so that we can continue the discussion at your location
as we did previously.
In an effort to focus our next discussion, I have provided comments for each of the
bullets in your letter as follows:
Service Area Map: A draft service area map has been provided to Loretta
Swanson and is attached to this letter.
Requested Capacity: Clarification, the request is 0.16 MGD over a 20-year period.
Infrastructure Dependencies: Agreed.
County Capacity & Requirements: It is understood that capital improvements are
required to provide additional capacity. Permitting revisions warrant discussion
given the recent concerns expressed by Ecology.
Economic Impact Concerns: The concerns are noted. Mitigation of economic
impacts warrants further discussion.
Zoning Flexibility: We do not propose restricting zoning in the proposed service
area.
Growth Scenarios: This warrants further discussion.
Fair Share Contributions: This warrants further discussion.
Ownership and Maintenance: We do intend to own and maintain the
infrastructure within our service area. We are not proposing a merger like LOTT
at this time.
Mayor Greg Wheeler
greg.wheeler@ci.bremerton.wa.us
Tel 360-473-5266
Fax 360-473-5883
345 6th Street, Suite 100
Bremerton, WA 98337-1873
Page 2 August 12, 2025
Environmental & Liability Considerations: These concerns are typically
addressed during the design and permitting process. Mason County should
investigate this independently to inform their decision.
Comprehensive Plans: These plans will need to reflect the same approach for
providing sewer to South PSIC.
Future Independent Sewer Facility: Ideally, this is unnecessary. The current 0.16
MGD request does not reflect the potential full buildout flow for South PSIC.
Bremerton will only pursue another facility if the developed flow surpasses
necessary.
Stakeholder Engagement: It is agreed that stakeholders will need to be informed
and provided the opportunity to comment once a decision to provide service has
been made.
Grant Fund Management: We are committed to working collaboratively to
administer the grant funds.
We are willing to travel to meet at your location as we did before. If you would like to
maintain the public facing discussion, please provide some dates and times that will
work for the next meeting.
Sincerely,
Greg Wheeler
Mayor
Enclosure
Cc:
Travis Adams, Mason County Administrator
Loretta Swanson, Mason County Director of Public Works
Caution: External Email Warning! This email has originated from outside of the Mason
County Network. Do not click links or open attachments unless you recognize the sender,
are expecting the email, and know the content is safe. If a link sends you to a website
where you are asked to validate using your Account and Password, DO NOT DO SO!
Instead, report the incident.
From:kb7uvc@gmail.com
To:McKenzie Smith
Cc:Loretta Swanson; Richard Dickinson; ned.lever@ci.bremerton.wa.us; "Herb Gerhardt"; Stephanie Rowland;
"Representative MacEwan"; travis.couture@leg.wa.gov; "Dan Griffey"
Subject:Good Sewer Information and My Comments
Date:Wednesday, August 20, 2025 9:14:39 AM
McKenzie,
Please forward this email to all three Commissioners and our County Administrator as
I do not have their county email addresses.
This link is from the MRSC with vast information on Sewer Systems.
MRSC - Sewer Utilities
I encourage you to use it as a reference during your upcoming discussions on
Expanding our Belair Sewer System to the City of Bremerton Industrial Complex at
the Bremerton Airport.
Also here are some of my comments regarding this possible Sewer Extension:
1. I have been monitoring the Belfair Sewer since its inception and planning. My
conclusion at the time and recommendations to the commissioners at that time was
that I did not see how this Belfair Sewer Plant could financially pencil out and that the
rate payers would not be able to assume the enormous financial burden.
At that time the County Commissioners assured me that with an upcoming
tremendous growth of the Belfair Area, the financing would not be a problem and they
designed the size of the Belfair Sewer for this growth. As we all know this growth has
never happened. The original design also included hooking up the Bell Mobile Home
Park and all of the homes inside the UGA on the Old Belfair Hwy. Well, the Bell
Mobile Home Park was exempted by State Law from mandatory hook-ups and never
connected to the sewer. The Old Belfair Hwy hook-ups also did not materialize due
to additional construction costs and politics.
2. The maintenance of the Belfair Sewer System had been marginal at best with
many deficiencies noted by the State including a possible sink hole in the retention
pond which has prevented water accumulating in the pond and prevented the Spray
Field from being properly utilized. Maintenance of a Sewer Plant is of the upmost
importance to the environment and all deficiencies need to be resolved immediately.
3. So far, the amount of sewage generated for this system has never even met
the minimum design requirements of this sewer plant.
Now regarding the upcoming discussion of possibly providing service to the
Bremerton Industrial Complex, I would like you to take my comments into
consideration:
1. I have been listing to lots of Rederick about if we allow this sewer tie-in, the
Bremerton Industrial Park will expand and possibly bring in big box stores and even
an Indian Cassino which would be a detriment to the businesses in Belfair and reduce
sales tax revenue to Mason County. Well, speaking for myself, my family does the
majority of our shopping and dining in Kitsap County so if such services should
materialize at the Bremerton Industrial Complex, it would be a benefit to my family
and most of my neighbors as we would not have to drive and extra 50 miles to
Silverdale and Port Orchard. The closer the better, as I hate to drive and it is getting
harder the older, I get. The amount of sales tax revenue to Mason County would not
change!
2. I believe that allowing such a tie-in would be a win-win for the City of
Bremerton, the Belfair Sewer Plant by providing more effluent, and the Mason County
Tax Payers by providing more revenue from the additional service for improvements,
maintenance and operation costs.
I urge you to begin negotiations in earnest with the City of Bremerton in a timely
manner. Let’s put the emotions and politics aside, and, let the Engineers and
Financial Folks determine the technical feasibly of such a project. I believe it should
be technically and financially feasible and encourage you to move ahead with this
project as it will be a benefit to all of Mason County.
Thanks for listening,
Herb Gerhardt
Belfair, WA
360-551-3670
Virus-free.www.avast.com
Caution: External Email Warning! This email has originated from outside of the Mason
County Network. Do not click links or open attachments unless you recognize the sender,
are expecting the email, and know the content is safe. If a link sends you to a website
where you are asked to validate using your Account and Password, DO NOT DO SO!
Instead, report the incident.
From:Randy Lewis
To:Sharon Trask; Pat Tarzwell; Randy Neatherlin
Subject:Response to request
Date:Monday, August 18, 2025 8:12:55 PM
Hi everyone -
Randy N mentioned that he brought my name up today, and that others were interested in
two issues I care about with respect to the proposed sewer extension.
Anyone who knows me knows that I care about the “what” not the “who”. I make
opinions/decisions on what I believe to be the merits of the issue. Ask two close friends of
mine I very publicly criticized on a decision made as Shelton City Council members.
With respect to the sewer issue, I don’t believe the trigger should be pulled until financial
projections are generated under various proposed scenarios including (1) without sewer
extension and (2) with sewer extension including various potential “deals”. Otherwise, we are
flying blind.
As a citizen IMHO there are two deal breakers. If Bremerton does not agree to these two
conditions, I would vote a hard NO.
The sewer system infrastructure in Belfair has been and continues to be funded by Mason
County taxpayers. It is not appropriate to hand over use of this infrastructure to Bremerton for
nothing.
Condition 1; Bremerton somehow compensates Mason County for the $70 to $125 Million
Bremerton would not have to spend to construct their own system.
An assertion was made that Bremerton has options that would not cost as much to begin with.
The $30 million or whatever Mason County agrees is a fair number does not have to be in a
single payment.
If Bremerton is willing to upgrade their system gradually, then they can pay the $30M
gradually over time. One solution is to charge Bemerton ratepayers a utility tax. One
advantage of this approach, my understanding, is that utility taxes can be used for anything –
the money goes into the general fund.
The Bremerton engineer asserted in the North Mason meeting that the "math" doesn't work
out for Bremerton to compensate Mason County for this acquisition cost - yet in the same
North Mason meeting he said that the math hasn't been done yet. Say what?
Condition 2; Concern over effect on Belfair businesses. Solution: Bemerton zones the new
sewer area only allowing industrial use as is claimed that's all Bremerton is interested in. No
Home Depot, no homes etc allowed. Bremerton and others assert that the proposed sewer
will include industrial only
The claim was made in the North Mason meeting he would be "devastated" if the deal
resulted in closure of Belfair businesses. Fine - Do the zoning and his anxiety disappears.
My perception is that they need us more than we need them! If the BOCC agrees to a deal
without these two protections, people are going to ask why the BOCC caved in to Bremerton.
Many people will wonder, some very publicly, what isn't being disclosed to the public that is
driving a decision that makes no logical sense for Mason County.
Again, the BOCC should not be afraid to say NO. Call their bluff.
Thanks - Randy 630.432.4613
Washington State Liquor and Cannabis Board
Licensing Division: Alcohol Unit
1025 Union Ave SE, P.O. 43075
Olympia, WA 98504-3075
Customer Service: (360) 664-1600
Fax: (360) 753-2710 Website: www.lcb.wa.gov
DATE: 8/22/2025
NOTICE OF LIQUOR LICENSE APPLICATION
RETURN THIS NOTICE TO: LAresponse@lcb.wa.gov
TO: MASON COUNTY COMMISSIONERS
RE: Add/Remove Endorsement/Activity
UBI: 6059019480010001
License: 440197 - 2N
Trade Name: BELFAIR FUEL & FOOD
MART
Loc Addr: 15280 E STATE ROUTE 106
BELFAIR WA 98528-9578
Mail Addr: 12819 SE 38TH ST STE 282
BELLEVUE WA 98006-1326
Phone No.: 323-772-0808
Privileges Applied For:
Grocery Store - Beer/Wine
Beer/Cider Grocery Growlers
Growlers Takeout
APPLICANTS:
BELFAIR CONVENIENCE LLC
Ramandeep Singh Gill, 09/04/1987
Simranjit Kaur Gill (Spouse), 11/24/1996
Ronnie Ranvir Biral, 10/01/1984
Kiranjot Kaur Gill (Spouse), 09/30/1985
Kiranjot Kaur Gill, 09/30/1985
Ronnie Ranvir Biral (Spouse), 10/01/1984
Simranjit Kaur Gill, 11/24/1996
Ramandeep Singh Gill (Spouse), 09/04/1987
As required by RCW 66.24.010(8), the Liquor and Cannabis Board is notifying you that the above
has applied for a liquor license. You have 20 days from the date of this notice to provide input on
this application. If we do not receive this notice back within 20 days, we will assume you have no
objection to the issuance of the license. If you need additional time to respond, you must submit
a written request for an extension of up to 20 days, with the reason(s) you need more time.
If you need information on SSN, contact our CHRI desk at (360) 664-1724.
YES NO
1. Do you approve of the applicant? . . . . . . . . . . . . . . . . .
2. Do you approve of the location? . . . . . . . . . . . . . . . . . .
If you disapprove, per RCW 66.24.010(8) you MUST attach a letter to the Board detailing the reason(s) for the
objection and providing facts upon which your objection(s) is based.
Received 8/22/25
Commissioners Randy Neatherlin,
Sharon Trask and Pat Tarzwell.
Travis Adams, LIQUOR
Washington State Liquor and Cannabis Board
Licensing Division: Alcohol Unit
1025 Union Ave SE, P.O. 43075
Olympia, WA 98504-3075
Customer Service: (360) 664-1600
Fax: (360) 753-2710 Website: www.lcb.wa.gov
DATE SIGNATURE OF MAYOR, CITY MANAGER, COMISSIONER, TRIBAL CHAIRPERSON OR DESIGNEE
Washington State Liquor and Cannabis Board
Licensing Division: Alcohol Unit
1025 Union Ave SE, P.O. 43075
Olympia, WA 98504-3075
Customer Service: (360) 664-1600
Fax: (360) 753-2710 Website: www.lcb.wa.gov
DATE: 8/26/2025
NOTICE OF LIQUOR LICENSE APPLICATION
RETURN THIS NOTICE TO: LAresponse@lcb.wa.gov
TO:
RE: New License Application
UBI: 6011074650010094
License: 441233 - 2N
Trade Name: GROCERY OUTLET INC.
Loc Addr: 23940 WA-3
BELFAIR WA 98528-0000
Mail Addr: 5650 HOLLIS ST STE 100, ATTN AISHA
BARBEAU
EMERYVILLE CA 94608-2505
Phone No.: 510-704-2871
Privileges Applied For:
Combo Grocery Off Premise S/B/W
APPLICANTS:
GROCERY OUTLET INC.
CHARLES CHRISTIAN BRACHER, 09/29/1972
PAMELA B BURKE, 07/15/1967
ROBERT JOSEPH SHEEDY, 02/27/1975
LUKE D THOMPSON, 04/08/1972
As required by RCW 66.24.010(8), the Liquor and Cannabis Board is notifying you that the above
has applied for a liquor license. You have 20 days from the date of this notice to provide input on
this application. If we do not receive this notice back within 20 days, we will assume you have no
objection to the issuance of the license. If you need additional time to respond, you must submit
a written request for an extension of up to 20 days, with the reason(s) you need more time.
If you need information on SSN, contact our CHRI desk at (360) 664-1724.
YES NO
1. Do you approve of the applicant? . . . . . . . . . . . . . . . . .
2. Do you approve of the location? . . . . . . . . . . . . . . . . . .
If you disapprove, per RCW 66.24.010(8) you MUST attach a letter to the Board detailing the reason(s) for the
objection and providing facts upon which your objection(s) is based.
DATE SIGNATURE OF MAYOR, CITY MANAGER, COMISSIONER,
TRIBAL CHAIRPERSON OR DESIGNEE
Received 08.27.2025Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.Travis Adams, Liquor
Washington State Liquor and Cannabis Board
Licensing Division: Alcohol Unit
1025 Union Ave SE, P.O. Box 43098
Olympia, WA 98504-3098
Customer Service: (360) 664-1600
Fax: (360) 753-2710 Website: www.lcb.wa.gov
NOTICE OF SPECIAL OCCASION LICENSE APPLICATION
RETURN THIS NOTICE TO:LARESPONSE@LCB.WA.GOV
August 27, 2025
To: MASON COUNTY COMMISSIONERS
Organization Name: TURNING POINTE SURVIVOR ADVODACY CENTER
Organization Address: PO BOX 2014, SHELTON, WA, USA, 98584-5033
Contact Name: COURTNEY WITTENBERG
Contact DOB: 11/13/1989
Contact Phone: 360-426-1216
Special Occasion #: 037897
Event Date(s)/Time: 10/24/2025 10/24/2025; 6PM-9:30PM
Event Location(s): ALDERBROOK RESORT - 10 E ALDERBROOK DR, UNION, WA 98592-9426
A SPECIAL OCCASION LICENSE ALLOWS THE ORGANIZATION TO:
__Sell beer for consumption at the above specified date, time, and location.
__Sell wine for consumption at the above specified date, time, and location.
__Sell spirits by the individual serving for consumption at the above specified date, time, and location.
__Sell beer, wine and spirits in unopened bottles or packages in limited
quantities for off premise consumption at the above specified date, time, and location.
You have 20 days from the date of this notice to provide input regarding this application. If we do not receive a response within
20 days, we will assume you have no objections to the issuance of the license. If you need additional time to respond, you must
submit a written request with your reason(s) for an extension of up to 20 days.
1. Do you approve of the applicant? YES____ NO____
2. Do you approve of the event location? YES____ NO____
If you have indicated disapproval of the applicant, location, or both, please submit a statement of all facts on which your objection(s)
are based.
________________ _______________________________________________________________
Date Signature of Mayor, City Manager, County Commissioner or Designee
Received 08.27.2025
Commissioners Randy Neatherlin,Sharon Trask and Pat Tarzwell.
Travis Adams, Liquor
1
Kariann Rutledge
From:Ravyn Lund
Sent:Monday, August 25, 2025 4:49 PM
To:Randy Neatherlin; Sharon Trask; Pat Tarzwell; Travis Adams
Cc:Christopher Pinkston; Kariann Rutledge
Subject:Correspondence: Letter from CEO- Family Promise of Puget Sound
Follow Up Flag:Follow up
Flag Status:Flagged
Good afternoon,
Below is an email from Steve Decker, CEO of Family Promise of Puget Sound, requesting an opportunity to speak at an
upcoming regular meeting regarding homelessness in our area.
I have already responded and extended an invitation for him to speak during the public comment period at any of our
upcoming regular meetings. I have provided him with the list of meeting dates in September.
Thank you,
**Please note: Mason County complies with the Public Records Act Chapter 42.56 RCW. As such, any e-mail sent to and/or from the County may be
subject to public disclosure.
From: Steve Decker <ceo@familypromisepiercecounty.org>
Sent: Monday, August 25, 2025 12:47 PM
To: Ravyn Lund <RLund@masoncountywa.gov>
Subject: Fwd: Family Promise is coming to serve in Mason County
Per McKenzie's out of office email. Please see below.
Caution: External Email Warning! This email has originated from outside of the Mason County
Network. Do not click links or open attachments unless you recognize the sender, are expecting the
email, and know the content is safe. If a link sends you to a website where you are asked to validate
using your Account and Password, DO NOT DO SO! Instead, report the incident.
2
Steve Decker
CEO - Family Promise of Pierce County
253-444-4563
---------- Forwarded message ---------
From: Steve Decker <ceo@familypromisepiercecounty.org>
Date: Mon, Aug 25, 2025 at 12:44 PM
Subject: Family Promise is coming to serve in Mason County
To: <msmith@masoncountywa.gov>
Dear County Commissioners of Mason County,
My name is Steve Decker, and I am the CEO of Family Promise of Puget Sound. I am writing to
respectfully request an opportunity to speak before the Board of Mason County Commissioners at an
upcoming public meeting. Family Promise of Puget Sound has been actively addressing family
homelessness in our region, and we believe we have developed a novel and highly effective model for
providing shelter.
We would be honored to introduce our innovative approach, which focuses on small, scattered-site
shelters for families experiencing homelessness. This model offers a more individualized, community-
integrated, and cost-effective solution compared to traditional large-congregate shelters. Furthermore,
we have successfully secured State funds within our current contract that will allow us to pilot this
innovative program directly within Mason County, demonstrating its effectiveness locally. We are
eager to share the details of this model, including its operational successes and the positive impact it
has on the families we serve.
We are confident that this model, supported by State funding, aligns with Mason County's efforts to
address homelessness and could be a valuable asset in our collective goal of ensuring every family has a
safe and stable place to call home. Please let us know if there is an upcoming agenda where we might
present for a brief period, or if you could direct me to the appropriate staff member to schedule such an
opportunity. You can reach me directly at 253-444-4563 x391. Thank you for your time and consideration.
Sincerely,
Steve Decker
CEO
Family Promise of Puget Sound
253-444-4563
Learn More
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Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: David Windom Ext: 260
Department: Public Health Briefing: ☒
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): August 18, 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:
Board of Health Openings
Background/Executive Summary:
The Mason County Board of Health (BOH) has four (4) vacancies. The news release covers the categories
and requirements.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
None
Public Outreach:
Press Release
Requested Action:
Approval to move the news release to the action agenda.
Attachment(s):
News Release
NEWS RELEASE
September 2, 2025
MASON COUNTY COMMISSIONERS’ OFFICE
411 N 5TH ST, BLDG 1, SHELTON, WA 98584
TO: KMAS, KRXY, SHELTON-MASON COUNTY JOURNAL, THE OLYMPIAN, SHELTON
CHAMBER OF COMMERCE, NORTH MASON CHAMBER OF COMMERCE, CITY OF
SHELTON, ECONOMIC DEVELOPMENT COUNCIL, THE SUN
RE: Board of Health Vacancies
The Mason County Board of Health is seeking applicants for the Board of Health (BOH).
The BOH has a position open and reserved for a member of the Skokomish Tribe.
The BOH is looking for two representatives in the category of “Consumers of Public Health”. This
category consists of county residents who have self-identified as having faced significant health inequities
or as having lived experiences with public health-related programs. Such as: The special supplemental
nutrition program for women, infants, and children; the supplemental nutrition program; home visiting; or
treatment services. It is strongly encouraged that individuals from historically marginalized and
underrepresented communities are given preference. These individuals may not be elected officials and
may not have any fiduciary obligation to a health facility or other health agency, and may not have a
material financial interest in the rendering of health services. 1
The BOH is also recruiting for one representative of “Other community stakeholders.”2 This category
consists of persons representing the following types of organizations located in the count:
(A) Community-based organizations or nonprofits that work with populations experiencing health
inequities in the county;
(B) Active, reserve, or retired armed services members;
(C) The business community, or
(D) The environmental public health regulated community.
Please contact David Windom at 360-427-9670 Ext. 260 or visit
https://www.cognitoforms.com/MasonCounty2/AdvisoryBoardApplication to apply. For information or
questions about the committee, call our office at 360-427-9670 ext. 400 or email
dwindom@masoncountywa.gov.
BOARD OF MASON COUNTY COMMISSIONERS
______________________
Sharon Trask,
Chair
______________________
Pat Tarzwell,
Vice-Chair
______________________
Randy Neatherlin,
Commissioner
1 RCW 70.05.035: Home rule charter counties – Local board of health
2 RCW 70.05.035 Home rule charter counties – Local board of health
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Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 11, 2025 | Page 1 of 2
Week of August 11, 2025
Monday, August 11, 2025
9:00 A.M. Executive Session – RCW 42.30.110 (1)(i) Potential Litigation
Commissioners Neatherlin, Tarzwell, and Trask met in executive session for potential litigation from
9:00 a.m. to 9:30 a.m. Travis Adams, Kim Monroe, Tim Whitehead and Nichole Wilston were also in
attendance.
9:30 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from 9:30
a.m. to 10:00 a.m. Travis Adams, Kim Monroe, Chris Pinkston, Kayla Brinckmeyer, Cabot Dow, and
Lindsey Smith were also in attendance.
10:00 A.M. Central Services – Travis Adams
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Jennifer Beierle discussed the applications received from the Economic Development Council (EDC)
for $150,000 and Port of Grapeview for $25,000 from .09 Rural County Sales and Use Tax funding.
Kevin Shutty, EDC Executive Director, and Mike Blaisdell, Port of Grapeview, expanded on what the
requested funds would be used for. Approved to move forward.
• Jennifer reviewed the 2026 preliminary budget for the Board of County Commissioners (BOCC). The
proposed budget is $463,104 which reflects an increase of $7,031 over 2025.
• Jennifer presented the July 2025 financial report. Current Expense revenue $28,368,446 at 64%.
Treasurer Department receipts $19,416,900 at 65%. Current Expense expenditure $29,817,057 at 53%.
Six-year specific revenue streams: Community Development revenue $1,729,241; Detention and
Correct services $74,368; Current Expense property tax $6,261,712; Road Diversion property tax
$632,937; County Road property tax $6,296,978; Current Expense sales tax $5,629,678; Criminal
Justice tax $1,322,587; Rural Sales and Use tax $684,616; Homeless Prevention filings $357,958;
Lodging tax $514,827; and Real Estate Excise Tax (REET) 1 and 2 $925,357 each. Total collected
revenue $5,629,679; revenue budgeted $9.2 million; and projected end-of-year revenue $10,075,022.
Current Expense cash $25,414,499. Special Fund cash $66,088,764. Motor Pool expenditure $946,310
at 45.06%. Special and Other Funds revenue $32,300,366 at 57%. Special and Other Funds
expenditure $29,977,996 at 43%. Total County debt $15,820,733. Remaining debt capacity
$203,161,663.
• Travis discussed the updated proposal from Joint Animal Services (JAS) for animal control services.
The proposed cost is $175,000 per year. Sarah Hock, Executive Director, and Sierra Teas, Animal
Welfare and Field Services Manager, discussed and expanded on the animal services program that JAS
could provide. A contract will be drafted for review.
• Commissioners discussed the Belfair sewer and ensuring that documentation is accurate and factual
with a timeline. Cmmr. Trask requested a discussion between Public Works and all three
Commissioners.
Respectfully submitted,
_________________________
McKenzie Smith,
Clerk of the Board
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 11, 2025 | Page 2 of 2
BOARD OF MASON COUNTY COMMISSIONERS
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice -Chair Commissioner
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 18, 2025 | Page 1 of 2
Week of August 18, 2025
Monday, August 18, 2025
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from 9:00
a.m. to 10:00 a.m. Travis Adams, Chris Pinkston, Kayla Brinckmeyer, and Cabot Dow were also in
attendance.
10:00 A.M. Executive Session - RCW 42.30.110 (1)(c) Real Estate
Commissioners Neatherlin, Tarzwell, and Trask met in executive session for real estate from 10:00
a.m. to 10:30 a.m. Travis Adams and Chris Pinkston were also in attendance.
10:30 A.M. Sheriff’s Office – Sheriff Spurling & Undersheriff Dracobly
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Sheriff Spurling and Undersheriff Dracobly provided an overview of key items currently impacting the
Sheriff’s Office such as staffing levels and recruitment and hiring efforts. The Sheriff’s Office will
provide a check-in twice a month.
10:48 A.M. Public Health – David Windom
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• David shared the Board of Health vacancies news release. David explained that HEPA air filtration
systems have been purchased to assist during the recent fire activity. Approved to move forward.
10:55 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Mike Collins discussed the annual Call for Bids for the manufacturing and stockpiling of chip seal
aggregate. Approved to move forward.
• Loretta explained that the North Bay Victor pump station overflowed creating a small spill that has
been cleaned up and was caused by grease that had been dumped into the system.
• Loretta shared a handout to be shared with property owners within the septic tank grinder pump
replacement areas.
• Mike reported that the Shetland LID project has been completed.
• Mike reported that approximately 15 miles of gravel roads have been converted to chip seal throughout
the county.
• Loretta reported that contact information has been received to continue discussion regarding the
Southside School right-of-way safety improvements.
11:05 A.M. WSU Extension – Heidi Steinbach
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Heidi shared the amendment to the United States Department of Agriculture Invasive Plant Inventory
Prevention and Control contract which adds an additional $18,996 in funding to assist with funding the
extra-help Noxious Weed Specialist position and facilitate invasive and noxious weed control on Forest
Service lands. Approved to move forward.
11:10 A.M. Central Services – Travis Adams
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• John Taylor announced that Bob Burbridge is retiring and requested to revise the current Training and
Exercise Coordinator position to include community outreach. Approved to move forward.
• Travis discussed presenting Detective Mercado with a Green Star award for his key role in a large bird
fighting ring investigation. Approved to move forward.
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 18, 2025 | Page 2 of 2
• Travis requested to respond to the City of Bremerton’s most recent letter regarding communication
around the extension of the Belfair sewer. It was agreed to schedule a work session on August 26,
2025 at 9 a.m. to discuss the risks, benefits and feasibility of the Belfair Sewer extension.
• Travis reported that the Mason Lake Feasibility Study is being reviewed, and a briefing will be
scheduled for discussion.
• Travis reported that Department Directors and Elected Officials have positively participated in
preparing articles for the Mason County Journal, which has been well received.
• Travis reported that the ninety (90) day registration window for the registration of Paul Bunyan and
Babe the Blue Ox statue trailers may need to be extended to October 1, 2025 in order to receive the
required inspection.
• Travis reported that he met with Larry Boltz from the Farm Bureau to discuss obtaining models of
Agricultural Committees from other jurisdictions.
• Travis discussed starting the process for the disposition of surplus property on West Hemlock and E.
Franjo Beach Road.
• Travis discussed citizen concerns regarding wake boats and jet boats on Mason Lake. It was noted that
this issue may require future discussion with neighbors and law enforcement, as well as coordination
with other commissioners to ensure consistent information sharing.
• Travis reported that an actionable rough draft of the Mason Lake Park Feasibility Study is anticipated
by the end of August. County staff, along with representatives from the Recreation and Conservation
Office (RCO), toured the site to review opportunities. Positive discussions have also been held with the
Economic Development Council (EDC) and the YMCA regarding potential partnerships to support
youth programming and other community uses should the County move forward with this project.
Respectfully submitted,
_________________________
McKenzie Smith,
Clerk of the Board
Prepared by Cami Olson
BOARD OF MASON COUNTY COMMISSIONERS
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice -Chair Commissioner
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 25, 2025 | Page 1 of 2
Week of August 25, 2025
Monday, August 25, 2025
9:00 A.M. Closed Session – RCW 42.30.140(4) Labor Discussion
Commissioners Neatherlin, Tarzwell, and Trask met in closed session for labor negotiation from 9:00
a.m. to 10:00 a.m. Travis Adams, Chris Pinkston, Kayla Brinckmeyer, and Cabot Dow were also in
attendance.
10:00 A.M. Public Works – Loretta Swanson
Utilities & Waste Management
Commissioners Neatherlin, Tarzwell, and Trask were in attendance
• Mike Collins requested authorization to issue a Request for Proposals (RFP) for On-Call
Hydraulic Services to support a range of infrastructure, capital and maintenance projects that
are anticipated in the 2026-2027 calendar years from the County MRSC Consultant Roster,
with an option for the County Engineer to extend for an additional year. The maximum
expenditure is not expected to exceed $200,000 per calendar year. Approved to move
forward.
• Mike reported that the culvert replacements on Old Belfair Highway and Bear Creek Dewatto
will be completed today. Chip seal projects will continue on Kelly Hall, Beerbower, and
Hemlock Roads before moving to Horth Island Drive on Harstine Island.
• Cmmr. Neatherlin asked staff to check on the issue of poor visibility at Little Mission Creek
and NE North Shore Road.
• Cmmr. Neatherlin asked staff to investigate a reported dangerous hole in the southbound lane
of Hwy 3, just south of Krabbenhoft Road.
10:05 A.M. Public Health – David Windom
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Melissa Casey requested approval of the Consolidated Homeless Grant subcontracts with Crossroads
Housing, New Horizons Communities, Turning Pointe Survivor Advocacy Center, and the Youth
Connection. Approved to move forward.
• Melissa requested approval to surplus the Substance Use Mobile Outreach Recreational Vehicle (RV),
for the cost of $382.20 for storage and $1,500 for towing and disposal covered by Department of
Health grant funds. Approved to move forward.
• David reported that he will be meeting today with State Legislative Foundational Public Health
Services (FPHS) team regarding funding for small jurisdictions. Cmmr. Trask will also be in
attendance.
• David reported that the Planning Advisory Commission (PAC) will hold a special meeting this evening
to discuss the Health and Human Services element of the 2025 Mason County Comprehensive Plan
Update.
10:15 A.M. Central Services – Travis Adams
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
• Jennifer Beierle presented the draft 2026 Budget adoption calendar and discussed potential dates for
the 2026 Budget Workshop. Tentative dates are Tuesdays 9:30 – 11:00 a.m. in October. Staff will
work on finalizing the schedule.
• Jennifer requested approval of a budget amendment of $5,554 to cover repair and tire replacement
costs for a WSU Extensions Noxious Weed vehicle. The request will be included in the scheduled
December 16, 2025 budget amendments. Approved to move forward. Cmmr. Neatherlin asked that
future vehicle needs be discussed during budget talks.
• Travis Adams requested 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. Approved to move forward.
• Travis reported that the West Hemlock and E Franjo Beach Road properties will be surplused.
Board of Mason County Commissioners’ Briefing Minutes
Mason County Commission Chambers, 411 N 5th Street, Shelton, WA 98584
August 25, 2025 | Page 2 of 2
• Travis reported that the vote for establishing the Island Lake Management District concludes today and
ballots will be counted and verified tomorrow.
• Cmmr. Tarzwell reported ongoing complaints regarding a property in violation on Lansky Drive,
Harstine Island. Commissioners discussed possible enforcement actions, including fines, property
seizure, and the need to strengthen deterrents. Ian explained that property seizure would require a
Hearing Examiner process, which is costly and would need Board approval and funding.
Commissioners agreed that staff should identify three properties for weekly compliance reporting.
Travis recommended discussing enforcement capacity with staff and returning with an update on
current gaps and possible policy changes. Commissioners emphasized the need to prioritize
enforcement and determine what resources are required to achieve compliance.
Monday, August 25, 2025
9:00 A.M. Belfair Sewer Workshop
Commissioners Neatherlin, Tarzwell, and Trask were in attendance.
The draft Interlocal Agreement (ILA) with the City of Bremerton related to sanitary
sewer service provision was reviewed and it was agreed to place it on the September 2,
2025 Action Agenda for approval.
Respectfully submitted,
_________________________
McKenzie Smith,
Clerk of the Board
Prepared by Cami Olson
BOARD OF MASON COUNTY COMMISSIONERS
Sharon Trask, Pat Tarzwell, Randy Neatherlin,
Chair Vice -Chair Commissioner
Board of Mason County Commissioners
Proceedings
Commission Chambers
411 N 5th St, Shelton, WA 98584
August 19, 2025
1. Call to Order – The Chairperson called the regular meeting to order at 9:00 a.m.
2. Pledge of Allegiance –Commissioner Tarzwell led the flag salute.
3. Roll Call – Present: Commissioner District 1 – Randy Neatherlin; Commissioner District 2 –
Pat Tarzwell; Commissioner District 3 – Sharon Trask.
4. Correspondence and Organizational Business
4.1 Correspondence
4.1.1 City of Shelton Department of Public Works sent notice of permanent road closure for a
portion of 5th Street between Cota Street and Grove Street.
4.1.2 Washington State Liquor and Cannabis Board sent in notice of liquor license for Haru
Sushi Teriyaki.
4.1.3 Comcast sent in notice of Warner Bros. Discovery ceasing operations.
4.1.4 Ashley Taylor submitted an Advisory Board application for the Timberland Regional
Library (TRL) Board of Trustees.
4.1.5 Federal Energy Regulatory Commission sent notice of the 2024 revised Emergency Action
Plan (EAP) and Annual EAP Status Report for the Cushman Project, no. 460.
4.1.6 Washington State Liquor and Cannabis Board sent in notice of special occasion license
application for the Hood Canal Salmon Enhancement Group.
4.2 Loretta Swanson read the Transportation Improvement Program Citizens Advisory Panel
Vacancies news release.
4.3 Kevin Guijosa read the Solid Waste Advisory Committee Vacancies news release.
4.4 Ian Tracy Commissioners presented Wendy Mathews with a Green Star Award.
5. Open Forum for Citizen Input
Coleen Carmichael, New Horizons Communities, spoke about the community’s response to
homelessness, emphasizing that people experiencing homelessness are often unfairly judged as
having made “bad choices,” when many are victims of trauma, poverty, violence, or
discrimination. She noted that clearing camps only hides the problem and that homelessness
reflects a community failure, not individual guilt. She urged officials and citizens to act with
compassion, stressing that housing and services are proven solutions and more cost-effective than
leaving people on the streets. She concluded by challenging leaders to choose to help rather than
judge.
6. Adoption of Agenda
Cmmr. Neatherlin/Tarzwell moved and seconded to adopt the agenda as published. Motion
carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye.
7. Approval of Minutes
Cmmr. Tarzwell/Neatherlin moved and seconded to adopt the August 4, 2025 Briefing Minutes
and August 5, 2025 Regular Meeting Minutes as presented. Motion carried unanimously.
Neatherlin-aye; Tarzwell-aye; Trask-aye.
August 19, 2025 | Page 2 of 5
8. Approval of Action Agenda
8.1 Approval of Warrants and Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8114332-8114593 $2,592,252.54
Direct Deposit Fund Warrant #118527-118948 $ 999,849.32
Salary Clearing Fund Warrant # 7009063-7009105 $1,270,514.40
Treasurer Electronic Remittance $2,533,743.80
8.2 Approval of the Washington State Department of Corrections (DOC) amendment no. 4 for
prisoner housing to increase the per diem rate per incarcerated individual from $103.31 per day
to $108.48 for July 1, 2025, through June 30, 2026; and increase from $108.48 per day to
$113.90 for July 1, 2026, through June 30, 2027.
8.3 Approval of the Fiscal Year (FY) 2026 Information Security Fund application through the
Office of the Secretary of State.
8.4 Approval of the Resolution authorizing the purchase of a 2022 Mobile Clinic minivan for the
Public Health department for an amount not to exceed $209,000. (Exhibit B, Resolution No.
2025-054)
8.5 Approval of the Resolution for County Road Project (CRP) 2070 Lynch Road, CRP 2071
Lynch Road, 20752 Lynch Road, and CRP 2073 Phillips Road collectively known as the Little
Skookum Inlet Tributaries Fish Passage culvert projects associated with RCO project no. 23-
1946 and approval for the County Engineer and/or the Chair to set bid opening dates and times,
enter into contract with lowest responsible bidder if any of the County-led projects are not
completed using County forces and sign all pertinent documents related to the projects.
(Exhibit A, Resolution No. 2025-053)
8.6 Approval for the County Engineer to sign the Shelton Springs Road Walkway Easement
agreement with the Port of Shelton.
8.7 Approval of the amendment to the United States Department of Agriculture Invasive Plant
Inventory Prevention and Control contract in the amount of $18,996.
Cmmr. Neatherlin/Tarzwell moved and seconded to approve action items 8.1 through 8.6.
Motion carried unanimously. Neatherlin-aye; Tarzwell-aye; Trask-aye.
9. Other Business (Department Heads and Elected Officials)
Steve Duenkel announced that the August 5, 2025 election ballots will be certified today at 2 p.m.
Richard Dickinson provided a handout of an oil grease separator taken from a local
restaurant, and a photo of a grinder pump located downstream clogged by grease buildup.
10. 9:15 a.m. Public Hearings and Items Set for a Certain Time
Please see above options to provide public testimony. These options are available only while COVID-19 OPMA
meeting restrictions are in place.
10.1 Public Hearing to deliberate and vote on the amendments to Mason County Code Title 5,
Chapter 5.18 Temporary Outdoor Public Events (TOPE). Staff: Kell Rowen
Ian Tracy presented information regarding the proposed amendment to Mason County
Code Title 5, Chapter 5.18 Temporary Outdoor Public Events. Ian explained that current
zoning regulations only allow temporary outdoor public events in rural residential zones if
they exceed 3,000 attendees. This creates a situation where very large events are
permissible with a permit, but smaller events have no legal pathway and have been shut
down when complaints are received.
In response to public feedback, staff has developed proposed revisions to lower the
minimum attendance threshold and establish clear standards for permitting smaller events.
The revisions include limits on the number of events (14 per year) and requirements
August 19, 2025 | Page 3 of 5
addressing health and safety concerns such as sewage, drinking water, fire protection,
crowd control, police, and traffic.
Ian emphasized that the proposed regulation would expand opportunities by providing a
legal mechanism for smaller public events—such as concerts, festivals, or similar
gatherings—while ensuring public safety. He clarified that this applies only to commercial
public events, not private parties or weddings.
Cmmr. Tarzwell expressed concern regarding the number of allowed events in the rural
areas, and already established annual events would now be regulated and out of
compliance. Ian explained that there are different regulations for different zoning districts,
and this proposed regulation is strictly for the Rural Residential zone.
PUBLIC TESTIMONY
Nick Garrison expressed opposition to the proposed changes, citing negative impacts from
recurring large parties in his rural neighborhood. He described late-night noise, traffic
hazards, reckless driving, blocked roads, litter, property damage, and safety concerns for
children and pets. He noted that police responses have been limited and said these events
disrupt the community’s quality of life. While he supports having designated areas for
weddings or events, he emphasized they should be located in farmland or areas without
close neighbors, not in residential communities.
Troy Garrison shared concerns about recurring large parties in his rural neighborhood,
stating the late-night noise and traffic make it difficult to get adequate sleep for work or
school. He described vehicles speeding dangerously on their private road, excessive noise
from subwoofers, dust, and disruption to the community’s quality of life. He emphasized
that events often last until 3–4 a.m., sometimes multiple nights per week, and asked that
regulations limit event hours and address traffic and safety issues.
Chad Sweitzer stated that he hosts events on his property and emphasized his belief that
restrictions on event size and frequency infringe on constitutional rights to peacefully
assemble and use private property. He described his venue as a positive community space
that supports small businesses, artists, and youth, and noted that he works with neighbors
to address concerns such as noise. He argued the proposed ordinance is not about public
safety but about government control, urging commissioners to honor their oath to uphold
constitutional freedoms. Chad expressed willingness to be part of collaborative solutions
that balance safety, respect for neighbors, and the ability to host community events.
Carol Simpson expressed serious safety concerns about ongoing large events near her
home on West Windwood Drive. She described extremely loud music that disrupts
families, children being sent away to sleep, and multiple near-collisions with speeding
vehicles on the narrow gravel road. She recounted an incident where she and her son were
nearly hit while walking, as well as other instances of children and neighbors being forced
off the road by reckless drivers. Carol stated the events generate heavy traffic, litter, and
unsafe conditions, and that residents have had to post “no trespassing” signs for protection.
She emphasized that the property is being rented out for large gatherings, including
weddings and parties, and warned that someone will be killed if action is not taken.
August 19, 2025 | Page 4 of 5
Monty Ritter commended the Sheriff’s Office and County Commissioners for positive
changes in his neighborhood, noting that crime issues have significantly improved under
Sheriff Sperling’s leadership. He also announced that on Friday, Squaxin tribal leaders
will be walking Upper Canyon Creek to review salmon habitat restoration work completed
by the city, Capitol Land Trust, and others. He expressed optimism about future
opportunities for collaboration and said he would report back on the meeting’s outcomes.
Ken Arnold reported that large events near his home generate excessive late-night noise
that shakes his windows, disturbs livestock, and forces residents to leave their homes. He
described traffic congestion, unsafe driving, and threats to residents attempting to access
their property. He noted that neighbors often must clean up litter, including beer bottles
and drug paraphernalia, left behind after events. Ken emphasized that while property
owners have rights, the escalating frequency, noise, and disruption are incompatible with
the residential character of the neighborhood. He called for clearer regulations and
enforcement to protect residents.
Mary Bechtolt described ongoing safety concerns on Agate Road due to reckless speeding
by a small number of drivers, noting she witnessed a fatality when she first moved to the
area in 1988. She emphasized that most residents follow traffic laws, but a few
consistently drive dangerously, often under unknown influences. Mary encouraged
residents to set a good example, call law enforcement when incidents occur, and expressed
respect for local public safety personnel. She noted that typical measures like speed bumps
may be insufficient to stop reckless driving.
Ken VanBuskirk acknowledged the challenges related to rural events and expressed
sympathy for residents affected by noise and traffic. He noted that he lives on a gravel
road near the Belfair urban growth area, a busy highway, and a fire station. Ken
emphasized the importance of being good neighbors and appreciated that agricultural
resource lands are not impacted by this issue.
Jessica Arnold described ongoing disturbances from the nearby event center on Winwood
Drive, emphasizing the impact on her young children who cannot sleep due to loud music
and disruptive behavior. She noted unsafe driving, vehicles leaving litter, and residents
having to clean the roads. Jessica expressed concern about the effectiveness of additional
ordinances, given challenges with enforcement, and asked the County to provide support
to address the ongoing safety and quality-of-life issues in her neighborhood.
COMMISSIONER DISCUSSION
Cmmr. Neatherlin expressed concern about staff interpreting constitutional and property
rights, stating that allowing commercial venues in residential areas is not acceptable due to
quality-of-life impacts. He noted that while there is a need for venues, he is not prepared
to move forward with the proposed regulation at this time and emphasized that
enforcement issues need further review. Randy cannot support moving the proposal
forward in its current form.
Cmmr. Tarzwell identified two key issues: constitutional rights to assemble and the right
to pursue happiness. He noted that conflicts arise when one person’s enjoyment negatively
affects others’ rights. Pat emphasized the need to create safe venues that protect public
health and to find ways to enforce existing ordinances. He clarified that the proposed
August 19, 2025 | Page 5 of 5
Topes (temporary event regulations) would not directly address the specific neighborhood
issues raised by residents.
Cmmr. Trask read the definition of MCC 5.18.010 Temporary Outdoor Public Events and
agrees overall with the proposed amendment. Cmmr. Neatherlin stated that while he is not
opposed to regulating events, significant risks remain, the current ordinance does not resolve
neighborhood enforcement problems and further consideration is needed. Cmmr. Tarzwell
agreed that more consideration is needed on the current proposed amendment.
Cmmr. Trask moved to approve the amendments to the Mason County Code, Title 5,
Chapter 5.8 Temporary Outdoor Events.
The motion did not advance. The Cmmr.’s agreed to schedule a workshop at the end of
September to further discuss the proposed amendment.
Cmmr. Neatherlin/Tarzwell moved to table the proposed amendments to Mason County
Code, Title 5, Chapter 5.8 for one month, schedule a workshop for further discussion,
and set a public hearing on September 30, 2025 at 9:15 a.m. Motion carried.
11. Board’s Calendar and Reports – The Commissioners reported on meetings attended the past
week and announced their upcoming weekly meetings.
12. Adjournment – The meeting adjourned at 10:33 a.m.
ATTEST:
____________________________
McKenzie Smith, Clerk of the Board
Prepared by Cami Olson
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY, WASHINGTON
_______________________________
Sharon Trask, Chair
_______________________________
Pat Tarzwell, Vice-Chair
________________________________
Randy Neatherlin, Commissioner
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Kariann Rutledge Ext: 380
Department: Central Services Briefing: ☐
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): Click or tap here to enter text. Agenda Date(s): 09-02-25
Internal Review: ☐ Finance ☐ Human Resources ☐ Legal ☐ IT ☐ Risk ☐ Other
(This is the responsibility of the requesting Department)
Item:
Approval of Warrants & Treasurer Electronic Remittances
Claims Clearing Fund Warrant # 8114594-8115215 $ 2,581,815.71
Direct Deposit Fund Warrant # 118949-119361 $ 984,815.90
Salary Clearing Fund Warrant # 7009106-7009134 $ 637,812.61
Background/Executive Summary:
The Board approved Resolution no. 80-00 Payment of Claims Against County: Procedure Authorizing
Warrant Issue and Release Prior to Board Claim Approval. Mason County Code 3.32.060(a) requires that
the Board enter into the minutes of the County Commissioners the approval of claims listing warrant
numbers.
Claims Clearing YTD total $ 33,416,744.47
Direct Deposit YTD total $ 15,718,971.78
Salary Clearing YTD total $ 15,711,638.54
Budget Impact (amount, funding source, budget amendment, etc.):
See above.
Public Outreach:
N/A
Requested Action:
Approval of the aforementioned Claims Clearing Fund, Direct Deposit Fund, Salary Clearing Fund, and
Treasurer Electronic Remittance warrants.
Attachment(s):
Originals on file with Financial Services and the Treasurer’s Office; copies on file with the Clerk of the
Board
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 18, 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: 2026 Call for Bids for Manufacturing and Stockpiling of Chip Seal Aggregate
Background/Executive Summary:
Mason County Public Works annually solicits competitive bids for the Manufacturing and
Stockpiling of Chip Seal Aggregate to support summer road maintenance operations. The
material is a critical component of the County’s annual chip seal program.
Due to the expected annual cost exceeds $50,000, a formal competitive bidding process is
required under procurement regulations.
Associated Costs/Budget Impact (amount, funding source, budget amendment, etc.):
The cost of this procurement will be funded through the Road Fund.
Public Outreach:
The call for bid will be published in the Shelton Journal, Daily Journal of Commerce and on
Builders Exchange.
Requested Action:
Requesting the Board authorize Public Works to advertise, set bid opening date/time, award
contract, and allow the Chair to sign all pertinent documents for the 2026 Manufacturing and
Stockpiling of Chip Seal Aggregate.
Attachment(s):
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
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
h. Deliverable from previous contract (#23-037 Amendment #4) is carried into this
contract: Up to 5 employees to become a HUD Certified Counselor
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.
Professional Services Contract (rev 07/2025) Page 3
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20, Local Document Recording Fees (2163)
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
Professional Services Contract (rev 07/2025) Page 4
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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
Professional Services Contract (rev 07/2025) Page 5
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
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.
Professional Services Contract (rev 07/2025) Page 6
Labor Standards:
CONTRACTOR agrees to comply with all applicable state and federal requirements, including
but not limited to those pertaining to payment of wages and working conditions, in accordance
with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. 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.
Professional Services Contract (rev 07/2025) Page 7
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:
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.
Professional Services Contract (rev 07/2025) Page 8
Right to Review:
This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or
its designee shall have the right to review and monitor the financial and service components of
this program by whatever means are deemed expedient by the Administrative Officer or by
COUNTY's Auditor’s Office. Such review may occur with or without notice and may include, but
is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records
or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and
any and all communications with or evaluations by service recipients under this CONTRACT.
CONTRACTOR shall preserve and maintain all financial records and records relating to the
performance of work under this CONTRACT for six (6) years after CONTRACT termination, and
shall make them available for such review, within Mason County, State of Washington, upon
request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any
inspections, audits, or program review by any individual, agency, or governmental unit whose
purpose is to review the services provided within the terms of this CONTRACT. If no advance
notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative
Officer as soon as it is practical.
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
Professional Services Contract (rev 07/2025) Page 9
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."
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
Professional Services Contract (rev 07/2025) Page 10
enter into this CONTRACT, are reflected in CONTRACTOR’s compensation, and have been
mutually negotiated by the parties.
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
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.
Professional Services Contract (rev 07/2025) Page 11
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
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
Professional Services Contract (rev 07/2025) Page 12
of the commencement of the act, failure, or event giving rise to the claim, and before final
payment by COUNTY. The written Notice of Potential Claim shall set forth the reasons for
which the CONTRACTOR believes additional compensation or extension of time is due, the
nature of the cost involved, and insofar as possible, the amount of the potential
claim. CONTRACTOR shall keep full and complete daily records of the work performed,
labor and material used, and all costs and additional time claimed to be additional.
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
Professional Services Contract (rev 07/2025) Page 13
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
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
H. Consolidated Homeless Grant (CHG) Guidelines, CHG Supplemental Manual
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” located at 71 Sargison in Shelton, is a continuous stay shelter
that 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 scattered-site emergency shelter
in a group living style arrangement, 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 referred from Coordinated Entry using a dynamic
prioritization method for emergency shelter occupancy.Family size is also 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.
Professional Services Contract (rev 07/2025) Page 16
2. Number of households expected to serve annually: 25-28 on-site, 18-36 off-site
3. Meet the Low Barrier Housing Requirement.
4. 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.
5. 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.
6. 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.
7. 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. Protocols for shelter stays beyond 90 days outlining the process to find
transitional (temporary) or permanent housing options. Prolonged shelter stays
does not follow trauma informed practices.
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.
Professional Services Contract (rev 07/2025) Page 17
2. Operate as a low-barrier project
3. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
4. Rapid Re-Housing Placement Report due by the 15th of each month.
5. Follow Project-based (facility-based) Rental Assistance and Global Lease Requirements
outlined in the Mason County CHG Supplemental Manual.
6. No more than 20% of the budget is allocated to project-based units.
7. 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.
8. 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.
9. 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. Number of households expected to serve annually: 30-40
3. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
4. Rapid Re-Housing Placement Report due by the 15th of each month.
5. Follow Tenant-Based Rapid Re-Housing Requirements outlined in the Mason County
CHG Supplemental Manual.
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
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.
Professional Services Contract (rev 07/2025) Page 18
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. Number of households expected to serve annually: 90-120
3. Submit Eviction Prevention Log by the 15th of each month.
4. Follow Mason County’s Prioritization Policy and Procedure and use the Targeted
Prevention Scoring Tool.
5. Follow the Homelessness Prevention Triage and HMIS Policy and Procedure.
6. At least 10% of the Eviction Prevention total award must be subgranted to By and For
Organizations.
7. 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.
8. A reduction in the number of unlawful detainers in the court system.
9. A reduction in the number of households that receive an eviction on their record.
10. A reduction in the number of people who become homeless.
11. 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
Prior to the beginning of and throughout the duration of the Work, CONTRACTOR will maintain
insurance in conformance with the requirements set forth below. CONTRACTOR will use
existing coverage to comply with these requirements. If that existing coverage does not meet
the requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that
the insurance coverage and policy limits set forth in this section constitute the minimum amount
of coverage required. Any insurance proceeds in excess of the limits and coverage required in
this agreement and which is applicable to a given loss, will be available to COUNTY.
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, property damage, and products/completed operations, 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.
4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional
liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of
this agreement and Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the services required by this agreement. Coverage
shall include acts, errors, or omissions arising from professional services, including housing
placement, case management, compliance reporting, and administration of grant funds.
5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits
of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall
include privacy liability, network security, breach response, notification, credit monitoring,
regulatory defense, and system restoration expenses related to the use and access of HMIS
and other client data.
Professional Services Contract (rev 07/2025) Page 20
6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such
policy or policies shall include as insureds those covered by the underlying policies,
including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable
in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for
claims or suits by one insured against another. Coverage shall be applicable to County for
injury to employees of Contractor, subcontractors or others involved in the Work. The scope
of coverage provided is subject to approval of County following receipt of proof of insurance
as required herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement
CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do
likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the 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
Professional Services Contract (rev 07/2025) Page 21
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and
approved of in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a
minimum A.M. Best rating of A-:VII.
Professional Services Contract (rev 07/2025) Page 22
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 to 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 23
EXHIBIT C
BUDGET
Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $31,313
Facility Support CHG Emergency Housing $220,085
Total Emergency Shelter $251,398
Rapid Re-Housing Fund Source FY26 Award
Administration CHG Standard $36,524
Operations CHG DRF Backfill $88,048
Rent 2163 $114,893
Facility Support CHG Emergency Housing $59,866
Total Off-site Rapid Re-Housing $299,331
Eviction Prevention Fund Source FY26 Award
Administration EP Admin $62,613
Operations EP Operations $178,363
Rent EP Rent $260,659
Total Eviction Prevention $501,635
Coordinated Entry/Care
Coordination/Diversion Fund Source FY26 Award
Administration CHG Standard $5,219
Operations CHG DRF Backfill $26,864
Diversion Fund CHG DRF Backfill $5,500
Total CE/Care Coord/Diversion $37,583
Total FY26 Award $1,089,947
Professional Services Contract (rev 07/2025) Page 24
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 and accrued/unused PTO in
accordance with RCW 49.48.010, without incentives such as bonuses, except for grants
that specifically allow it (e.g., the inflationary increase from FY24 and FY25). Payouts
are distributed across all programs that fund the position. 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
Professional Services Contract (rev 07/2025) Page 25
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
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.
Professional Services Contract (rev 07/2025) Page 26
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 27
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.
• Narrative Report (Optional): Agencies can use this report to share successes or
challenges/barriers encountered during the quarter.
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.
• Street Outreach Data: Data collected from street outreach efforts, such as the number of
encampments and individuals encountered, service needs, and referrals to other sectors, are
essential to understanding community and client needs and designing a system that meets these
needs.
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 28
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 29
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 for programs that may
share clients or are dual enrolled in other programs
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
H. Consolidated Homeless Grant (CHG) Guidelines, CHG Supplemental Manual
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. Collaborate with DSHS to streamline referrals, on case management activities, program
marketing, staying in contact with all eligible households, and seeking ways to serve all
eligible households.
5. Actively connect with other HEN providers and join any HEN provider calls with the
purpose of connecting with other HEN providers and sharing best practices.
6. 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 Coordinated 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.
Professional Services Contract (rev 07/2025) Page 16
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: 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. 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.
6. A reduction in the number of unlawful detainers in the court system.
7. A reduction in the number of households that receive an eviction on their record.
8. A reduction in the number of people who become homeless.
9. 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
Prior to the beginning of and throughout the duration of the Work, The Contractor shall procure
and maintain the following insurance requirements set forth below, at its own expense, for the
duration of this Agreement and any extensions thereof. CONTRACTOR will use existing
coverage to comply with these requirements. If that existing coverage does not meet the
requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the
insurance coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds in excess of the limits and coverage required in this
agreement and which is applicable to a given loss, will be available to COUNTY.
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, property damage, and products/completed operations 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.
4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional
liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of
this agreement and Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the services required by this agreement. Coverage
shall include acts, errors, or omissions arising from professional services, including housing
placement, case management, compliance reporting, and administration of grant funds.
5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits
of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall
include privacy liability, network security, breach response, notification, credit monitoring,
Professional Services Contract (rev 07/2025) Page 18
regulatory defense, and system restoration expenses related to the use and access of HMIS
and other client data.
6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such
policy or policies shall include as insureds those covered by the underlying policies,
including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable
in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for
claims or suits by one insured against another. Coverage shall be applicable to County for
injury to employees of Contractor, subcontractors or others involved in the Work. The scope
of coverage provided is subject to approval of County following receipt of proof of insurance
as required herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement
CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do
likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the 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
Professional Services Contract (rev 07/2025) Page 19
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and
approved of in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a
minimum A.M. Best rating of A-:VII.
Professional Services Contract (rev 07/2025) Page 20
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 to 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
Housing and Essential
Needs Fund Source FY26 Award
Administration HEN Admin SFY 26 $125,250.24
Rent HEN Rent/Facility Support SFY 26 $533,144.76
Operations HEN Operations SFY 26 $335,200.00
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 22
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 and accrued/unused PTO in
accordance with RCW 49.48.010, without incentives such as bonuses, except for grants
that specifically allow it (e.g., the inflationary increase from FY24 and FY25). Payouts
are distributed across all programs that fund the position. 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.
Professional Services Contract (rev 07/2025) Page 23
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,
▪ 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 24
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.
• Narrative Report (Optional): Agencies can use this report to share successes or
challenges/barriers encountered during the quarter.
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 25
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 26
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)
f. Deliverable from previous contract (#23-068 Amendment #2) is carried into this
contract: Up to 3 employees to become a HUD Certified Counselor
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
H. Consolidated Homeless Grant (CHG) Guidelines, CHG Supplemental Manual
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.
2. Minimum number of households expected to serve annually: 30
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
Prior to the beginning of and throughout the duration of the Work, The Contractor shall procure
and maintain the following insurance requirements set forth below, at its own expense, for the
duration of this Agreement and any extensions thereof. CONTRACTOR will use existing
coverage to comply with these requirements. If that existing coverage does not meet the
requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the
insurance coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds in excess of the limits and coverage required in this
agreement and which is applicable to a given loss, will be available to COUNTY.
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, property damage, and products/completed operations, 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.
4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional
liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of
this agreement and Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the services required by this agreement. Coverage
shall include acts, errors, or omissions arising from professional services, including housing
placement, case management, compliance reporting, and administration of grant funds.
5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits
of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall
include privacy liability, network security, breach response, notification, credit monitoring,
Professional Services Contract (rev 07/2025) Page 17
regulatory defense, and system restoration expenses related to the use and access of HMIS
and other client data.
6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such
policy or policies shall include as insureds those covered by the underlying policies,
including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable
in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for
claims or suits by one insured against another. Coverage shall be applicable to County for
injury to employees of Contractor, subcontractors or others involved in the Work. The scope
of coverage provided is subject to approval of County following receipt of proof of insurance
as required herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement
CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do
likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the 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
Professional Services Contract (rev 07/2025) Page 18
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and
approved of in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a
minimum A.M. Best rating of A-:VII.
Professional Services Contract (rev 07/2025) Page 19
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 to 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
Permanent Supportive Housing Fund Source FY26 Award
Administration CHG Standard $5,200
Operations CHG DRF Backfill $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 21
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 and accrued/unused PTP in
accordance with RCW 49.48.010, without incentives such as bonuses, except for grants
that specifically allow it (e.g., the inflationary increase from FY24 and FY25). Payouts
are distributed across all programs that fund the position. 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 reimburseme nt.
These documents are due to the COUNTY by the 15th of the month following the month
in which services were provided.
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.
• Narrative Report (Optional): Agencies can use this report to share successes or
challenges/barriers encountered during the quarter.
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.
•
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).
EXHIBIT F
Professional Services Contract (rev 07/2025) Page 25
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
H. Consolidated Homeless Grant (CHG) Guidelines, CHG Supplemental Manual
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. Number of households expected to serve annually: 130
3. Meet the Low Barrier Housing Requirement.
4. 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
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. 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 or 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
Prior to the beginning of and throughout the duration of the Work, The Contractor shall procure
and maintain the following insurance requirements set forth below, at its own expense, for the
duration of this Agreement and any extensions thereof. CONTRACTOR will use existing
coverage to comply with these requirements. If that existing coverage does not meet the
requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the
insurance coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds in excess of the limits and coverage required in this
agreement and which is applicable to a given loss, will be available to COUNTY.
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, property damage, and products/completed operations, 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.
4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional
liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of
this agreement and Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the services required by this agreement. Coverage
shall include acts, errors, or omissions arising from professional services, including housing
placement, case management, compliance reporting, and administration of grant funds.
5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits
of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall
include privacy liability, network security, breach response, notification, credit monitoring,
Professional Services Contract (rev 07/2025) Page 18
regulatory defense, and system restoration expenses related to the use and access of HMIS
and other client data.
6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such
policy or policies shall include as insureds those covered by the underlying policies,
including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable
in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for
claims or suits by one insured against another. Coverage shall be applicable to County for
injury to employees of Contractor, subcontractors or others involved in the Work. The scope
of coverage provided is subject to approval of County following receipt of proof of insurance
as required herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement
CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do
likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the 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
Professional Services Contract (rev 07/2025) Page 19
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and
approved of in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a
minimum A.M. Best rating of A-:VII.
Professional Services Contract (rev 07/2025) Page 20
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 to 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
Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $37,696
Facility Support CHG Emergency Housing $213,702
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.
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 22
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 and accrued/unused PTO in
accordance with RCW 49.48.010, without incentives such as bonuses, except for grants
that specifically allow it (e.g., the inflationary increase from FY24 and FY25). Payouts
are distributed across all programs that fund the position. 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 23
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 24
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 reimburseme nt.
These documents are due to the COUNTY by the 15th of the month following the month
in which services were provided.
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.
• Narrative Report (Optional): Agencies can use this report to share successes or
challenges/barriers encountered during the quarter.
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.
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 25
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 26
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
h. Deliverable from previous contract (#23-039 Amendment #3) is carried into this
contract: Up to 5 employees to become a HUD Certified Counselor
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.
Professional Services Contract (rev 07/2025) Page 3
Funding Source: Department of Commerce Consolidated Homeless Grant Contract Number:
26-46108-20, Local Document Recording Fees (2163)
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
Professional Services Contract (rev 07/2025) Page 4
COUNTY to withhold for any taxes other than income taxes (i.e., Medicare). All compensation
received by the CONTRACTOR will be reported to the Internal Revenue Service at the end of
the calendar year in accordance with the applicable IRS regulations. It is the responsibility of
the CONTRACTOR to make the necessary estimated tax payments throughout the year, if any,
and the CONTRACTOR is solely liable for any tax obligation arising from the CONTRACTOR's
performance of this CONTRACT. The CONTRACTOR hereby agrees to indemnify COUNTY
against any demand to pay taxes arising from the CONTRACTOR's failure to pay taxes on
compensation earned pursuant to this CONTRACT.
COUNTY will pay sales and use taxes imposed on goods or services acquired hereunder as
required by law. The CONTRACTOR must pay all other taxes, including, but not limited to,
Business and Occupation Tax, taxes based on the CONTRACTOR's gross or net income, or
personal property to which COUNTY does not hold title. COUNTY is exempt from Federal
Excise Tax.
No Guarantee of Employment:
The performance of all or part of this CONTRACT by the CONTRACTOR shall not operate to
vest any employment rights whatsoever and shall not be deemed to guarantee any employment
of CONTRACTOR or any employee of CONTRACTOR or any sub-contractor or any employee
of any sub-contractor by COUNTY at the present time or in the future.
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
Professional Services Contract (rev 07/2025) Page 5
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
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.
Professional Services Contract (rev 07/2025) Page 6
Labor Standards:
CONTRACTOR agrees to comply with all applicable state and federal requirements, including
but not limited to those pertaining to payment of wages and working conditions, in accordance
with RCW 39.12.040, the Prevailing Wage Act; the Americans with Disabilities Act of 1990; the
Davis-Bacon Act; and the Contract Work Hours and Safety Standards Act providing for weekly
payment of prevailing wages, minimum overtime pay, and providing that no laborer or mechanic
shall be required to work in surroundings or under conditions which are unsanitary, hazardous,
or dangerous to health and safety as determined by regulations promulgated by the Federal
Secretary of Labor and/or the State of Washington.
Assignment and Subcontracting:
The performance of all activities contemplated by this CONTRACT shall be accomplished by
CONTRACTOR. No portion of this CONTRACT may be assigned or subcontracted to any other
individual, firm or entity without the express and prior written approval of COUNTY. 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.
Professional Services Contract (rev 07/2025) Page 7
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:
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.
Professional Services Contract (rev 07/2025) Page 8
Right to Review:
This CONTRACT is subject to review by any Federal, State or COUNTY auditor. COUNTY or
its designee shall have the right to review and monitor the financial and service components of
this program by whatever means are deemed expedient by the Administrative Officer or by
COUNTY's Auditor’s Office. Such review may occur with or without notice and may include, but
is not limited to, on-site inspection by COUNTY agents or employees, inspection of all records
or other materials which COUNTY deems pertinent to the CONTRACT and its performance, and
any and all communications with or evaluations by service recipients under this CONTRACT.
CONTRACTOR shall preserve and maintain all financial records and records relating to the
performance of work under this CONTRACT for six (6) years after CONTRACT termination, and
shall make them available for such review, within Mason County, State of Washington, upon
request. CONTRACTOR also agrees to notify the Administrative Officer in advance of any
inspections, audits, or program review by any individual, agency, or governmental unit whose
purpose is to review the services provided within the terms of this CONTRACT. If no advance
notice is given to CONTRACTOR, then CONTRACTOR agrees to notify the Administrative
Officer as soon as it is practical.
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
Professional Services Contract (rev 07/2025) Page 9
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."
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.
Professional Services Contract (rev 07/2025) Page 10
Participation by County – No Waiver. COUNTY reserves the right, but not the obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation
shall not constitute a waiver of CONTRACTOR’s indemnity obligations under this CONTRACT.
Survival of CONTRACTOR’s Indemnity Obligations. CONTRACTOR agrees all
CONTRACTOR’s indemnity obligations shall survive the completion, expiration or termination of
this CONTRACT.
Indemnity by Subcontractors. In the event the CONTRACTOR enters into subcontracts to the
extent allowed under this CONTRACT, CONTRACTOR's subcontractors shall indemnify
COUNTY on a basis equal to or exceeding CONTRACTOR’s indemnity obligations to COUNTY.
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.
Professional Services Contract (rev 07/2025) Page 11
Termination for Default:
If CONTRACTOR defaults by failing to perform any of the obligations of the CONTRACT or
becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or
makes an assignment for the benefit of creditors, COUNTY may, by depositing written notice to
CONTRACTOR in the U.S. mail, terminate the CONTRACT, and at COUNTY’s option, obtain
performance of the work elsewhere. If the CONTRACT is terminated for default,
CONTRACTOR shall not be entitled to receive any further payments under the CONTRACT
until all work called for has been fully performed. Any extra cost or damage to COUNTY
resulting from such default(s) shall be deducted from any money due or coming due to
CONTRACTOR. CONTRACTOR shall bear any extra expenses incurred by COUNTY in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by COUNTY by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that CONTRACTOR was not in default, the rights and obligations of the parties shall be the
same as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
Termination for Public Convenience:
COUNTY may terminate this CONTRACT in whole or in part whenever COUNTY determines, in
its sole discretion, that such termination is in the interests of COUNTY. Whenever the
CONTRACT is terminated in accordance with this paragraph, CONTRACTOR shall be entitled
to payment for actual work performed in compliance with 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
Professional Services Contract (rev 07/2025) Page 12
claim. CONTRACTOR shall keep full and complete daily records of the work performed,
labor and material used, and all costs and additional time claimed to be additional.
3. The CONTRACTOR shall not be entitled to claim any such additional compensation, or
extension of time, unless within thirty (30) days of the accomplishment of the portion of the
work from which the claim arose, and before final payment by COUNTY, the
CONTRACTOR has given COUNTY a detailed written statement of each element of cost or
other compensation requested and of all elements of additional time required, and copies of
any supporting documents evidencing the amount or the extension of time claimed to be
due.
Arbitration:
Other than claims for injunctive relief brought by a party hereto (which may be brought either in
court or pursuant to this arbitration provision), and consistent with the provisions hereinabove,
any claim, dispute or controversy between the parties under, arising out of, or related to this
CONTRACT or otherwise, including issues of specific performance, shall be determined by
arbitration in Shelton, Washington, under the applicable American Arbitration Association (AAA)
rules in effect on the date hereof, as modified by this CONTRACT. There shall be one arbitrator
selected by the parties within ten (10) days of the arbitration demand, or if not, by the AAA or
any other group having similar credentials. Any issue about whether a claim is covered by this
CONTRACT shall be determined by the arbitrator. The arbitrator shall apply substantive law
and may award injunctive relief, equitable relief (including specific performance), or any other
remedy available from a judge, including expenses, costs and attorney fees to the prevailing
party and pre-award interest, but shall not have the power to award punitive damages. The
decision of the arbitrator shall be final and binding and an order confirming the award or
judgment upon the award may be entered in any court having jurisdiction. The parties agree
that the decision of the arbitrator shall be the sole and exclusive remedy between them
regarding any dispute presented or pled before the arbitrator. At the request of either party
made not later than forty-five (45) days after the arbitration demand, the parties agree to submit
the dispute to nonbinding mediation, which shall not delay the arbitration hearing date; provided,
that either party may decline to mediate and proceed with arbitration.
Any arbitration proceeding commenced to enforce or interpret this CONTRACT shall be brought
within six (6) years after the initial occurrence giving rise to the claim, dispute or issue for which
arbitration is commenced, regardless of the date of discovery or whether the claim, dispute or
issue was continuing in nature. Claims, disputes or issues arising more than six (6) years prior
to a written request or demand for arbitration issued under this Agreement are not subject to
arbitration.
Venue and Choice of Law:
In the event that any litigation should arise concerning the construction or interpretation of any
of the terms of this CONTRACT, the venue of such action of litigation shall be in the courts of
the State of Washington and Mason County. Unless otherwise specified herein, this
CONTRACT shall be governed by the laws of Mason County and the State of Washington.
Severability:
If any term or condition of this CONTRACT or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this CONTRACT are declared severable.
Professional Services Contract (rev 07/2025) Page 13
Waiver:
Waiver of any breach or condition of this CONTRACT shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this CONTRACT shall be held to be waived,
modified or deleted except by an instrument, in writing, signed by the parties hereto. The failure
of COUNTY to insist upon strict performance of any of the covenants of this CONTRACT, or to
exercise any option herein conferred in any one or more instances, shall not be construed to be
a waiver or relinquishment of any such, or any other covenants or contracts, but the same shall
be and remain in full force and effect.
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
H. Consolidated Homeless Grant (CHG) Guidelines, CHG Supplemental Manual
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, scattered-site
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. Number of households expected to serve annually: 20 - 24
3. Meet the Low Barrier Housing Requirement.
4. 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.
5. 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.
6. 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.
Professional Services Contract (rev 07/2025) Page 16
7. Policies and Procedures that demonstrate the following:
• 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.
• Protocols for shelter stays beyond 90 days outlining the process to find
transitional (temporary) or permanent housing options. Prolonged shelter stays
does not follow trauma informed practices.
• .
• 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. Number of households expected to serve annually: 20 - 30
3. Submit Eviction Prevention Log by the 15th of each month.
4. Follow Mason County’s Prioritization Policy and Procedure and use the Targeted
Prevention Scoring Tool.
5. Follow the Homelessness Prevention Triage and HMIS Policy and Procedure.
6. At least 10% of the Eviction Prevention total award must be subgranted to By and For
Organizations.
7. 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.
8. A reduction in the number of unlawful detainers in the court system.
9. A reduction in the number of households that receive an eviction on their record.
10. A reduction in the number of people who become homeless.
11. 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.
Professional Services Contract (rev 07/2025) Page 17
• 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.
Tenant-Based Rental Assistance Deliverables:
1. Meet the required performance outcome for Rapid Re-Housing: 80% Exits to Permanent
Housing.
2. Number of households expected to serve annually: 12
3. Must fill vacancies through Coordinated Entry. The program must serve the most
vulnerable households. This will be verified through CE vulnerability scores.
4. Rapid Re-Housing Placement Report due by the 15th of each month.
5. Follow Tenant-Based Rapid Re-Housing Requirements outlined in the Mason County
CHG Supplemental Manual.
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
c. Meets the low-barrier project requirements
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 for the populations served..
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
Prior to the beginning of and throughout the duration of the Work, The Contractor shall procure
and maintain the following insurance requirements set forth below, at its own expense, for the
duration of this Agreement and any extensions thereof. CONTRACTOR will use existing
coverage to comply with these requirements. If that existing coverage does not meet the
requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the
insurance coverage and policy limits set forth in this section constitute the minimum amount of
coverage required. Any insurance proceeds in excess of the limits and coverage required in this
agreement and which is applicable to a given loss, will be available to COUNTY.
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, property damage, and products/completed operations, 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.
4. Professional liability (errors & omissions) insurance. Consultant shall maintain professional
liability insurance that covers the Services to be performed in connection with this
Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of
this agreement and Consultant agrees to maintain continuous coverage through a period no
less than three years after completion of the services required by this agreement. Coverage
shall include acts, errors, or omissions arising from professional services, including housing
placement, case management, compliance reporting, and administration of grant funds.
5. Cyber Liability Coverage. CONTRACTOR shall maintain cyber liability insurance with limits
of not less than $1,000,000 per claim and $2,000,000 aggregate. Such coverage shall
include privacy liability, network security, breach response, notification, credit monitoring,
Professional Services Contract (rev 07/2025) Page 19
regulatory defense, and system restoration expenses related to the use and access of HMIS
and other client data.
6. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements,
shall provide coverage at least as broad as specified for the underlying coverages. Such
policy or policies shall include as insureds those covered by the underlying policies,
including additional insureds. Coverage shall be “pay on behalf”, with defense costs payable
in addition to policy limits. There shall be no cross-liability exclusion precluding coverage for
claims or suits by one insured against another. Coverage shall be applicable to County for
injury to employees of Contractor, subcontractors or others involved in the Work. The scope
of coverage provided is subject to approval of County following receipt of proof of insurance
as required herein.
B. Certificate of Insurance:
A Certificate of Insurance naming COUNTY as the Certificate Holder must be provided to
COUNTY within five (5) days of CONTRACT execution.
C. Basic Stipulations:
1. CONTRACTOR agrees to endorse third party liability coverage required herein to include as
additional insureds COUNTY, its officials, employees and agents, using ISO endorsement
CG 20 10 with an edition date prior to 2004. CONTRACTOR also agrees to require all
contractors, subcontractors, and anyone else involved in this CONTRACT on behalf of the
CONTRACTOR (hereinafter “indemnifying parties”) to comply with these provisions.
2. CONTRACTOR agrees to waive rights of recovery against COUNTY regardless of the
applicability of any insurance proceeds, and to require all indemnifying parties to do
likewise.
3. All insurance coverage maintained or procured by CONTRACTOR or required of others by
CONTRACTOR pursuant to this CONTRACT shall be endorsed to delete the subrogation
condition as to COUNTY, or must specifically allow the named insured to waive subrogation
prior to a loss.
4. All coverage types and limits required are subject to approval, modification and additional
requirements by COUNTY. CONTRACTOR shall not make any reductions in scope or limits
of coverage that may affect COUNTY’s protection without COUNTY’s prior written consent.
5. CONTRACTOR agrees to provide evidence of the insurance required herein, satisfactory to
COUNTY, consisting of: a) certificate(s) of insurance evidencing all of the 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
Professional Services Contract (rev 07/2025) Page 20
paid by COUNTY shall be charged to and promptly paid by CONTRACTOR or deducted
from sums due CONTRACTOR. Any actual or alleged failure on the part of COUNTY or any
other additional insured under these requirements to obtain proof of insurance required
under this CONTRACT in no way waives any right or remedy of COUNTY or any additional
insured, in this or in any other regard.
6. It is acknowledged by the parties of this CONTRACT that all insurance coverage required to
be provided by CONTRACTOR or indemnifying party, is intended to apply first and on a
primary non-contributing basis in relation to any other insurance or self-insurance available
to COUNTY.
7. CONTRACTOR agrees not to self-insure or to use any self-insured retentions on any portion
of the insurance required herein and further agrees that it will not allow any indemnifying
party to self- insure its obligations to COUNTY. If CONTRACTOR’s existing coverage
includes a self-insured retention, the self-insured retention must be declared to the
COUNTY. The COUNTY may review options with CONTRACTOR, which may include
reduction or elimination of the self-insured retention, substitution of other coverage, or other
solutions.
8. CONTRACTOR will renew the required coverage annually as long as COUNTY, or its
employees or agents face an exposure from operations of any type pursuant to this
CONTRACT. This obligation applies whether or not the CONTRACT is canceled or
terminated for any reason. Termination of this obligation is not effective until COUNTY
executes a written statement to that effect.
9. The limits of insurance as described above shall be considered as minimum requirements.
Should any coverage carried by CONTRACTOR or a subcontractor of any tier maintain
insurance with limits of liability that exceed the required limits or coverage that is broader
than as outlined above, those higher limits and broader coverage shall be deemed to apply
for the benefit of any person or organization included as an additional insured and those
limits shall become the required minimum limits of insurance in all Paragraphs and Sections
of this CONTRACT.
10. None of the policies required herein shall be in compliance with these requirements if they
include any limiting endorsement that has not been first submitted to COUNTY and
approved of in writing.
11. The requirements in this Exhibit supersede all other sections and provisions of this
CONTRACT to the extent that any other section or provision conflicts with or impairs the
provisions of this Exhibit.
12. Unless otherwise approved by COUNTY, insurance provided pursuant to these
requirements shall be by insurers authorized to do business in Washington and with a
minimum A.M. Best rating of A-:VII.
Professional Services Contract (rev 07/2025) Page 21
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 to 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
Off-site Emergency Shelter Fund Source FY26 Award
Administration CHG Standard $33,600
Facility Support CHG Emergency Housing $279,750
Total Off-site Emergency Shelter $313,350
Rapid Re-Housing Fund Source FY26 Award
Administration CHG Standard $41,430
Operations CHG DRF Backfill $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 CHG DRF Backfill $31,083
Diversion Fund CHG DRF Backfill $6,500
Total CE/Care Coord/Diversion $37,583
Total FY26 Award $950,264
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
Professional Services Contract (rev 07/2025) Page 23
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 and accrued/unused PTO in
accordance with RCW 49.48.010, without incentives such as bonuses, except for grants
that specifically allow it (e.g., the inflationary increase from FY24 and FY25). Payouts
are distributed across all programs that fund the position. 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
Professional Services Contract (rev 07/2025) Page 24
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:
▪ The name of the agency,
Professional Services Contract (rev 07/2025) Page 25
▪ 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.
• Narrative Report (Optional): Agencies can use this report to share successes or
challenges/barriers encountered during the quarter.
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.
• Street Outreach Data: Data collected from street outreach efforts, such as the number of
encampments and individuals encountered, service needs, and referrals to other sectors, are
essential to understanding community and client needs and designing a system that meets these
needs.
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 _______________________
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
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
Mason County
Agenda Request Form
To: Board of Mason County Commissioners Item No.
From: Loretta Swanson, Director Ext: 769
Department: Utilities & Waste Briefing: ☐
Action Agenda: ☒
Public Hearing: ☐
Special Meeting: ☐
Briefing Date(s): 8/26/2025, 3/24/2025 & 3/10/2025 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: Interlocal Agreement with City of Bremerton for Sanitary Sewer Service
Background/Executive Summary:
Nearly one year ago the city of Bremerton sent a request to receive wastewater service from the Belfair
water reclamation facility. To date no decision has been made by the Board whether to provide a
conditional letter of service to Bremerton.
The city and county met on May 15, 2025, to discuss a potential ILA. This was followed by a July 8th
correspondence from Commissioners to Mayor Wheeler summarizing key meeting takeaways and an
August 12th response from Mayor Wheeler. Commissioners have expressed an interest in continuing the
sewer service conversation and sending the attached ILA for further feasibility discussions with
Bremerton.
Associated Costs/Budget Impact:
There may be costs associated with assessing feasibility, yet to be determined based on the scope of work
and who is performing that work.
Public Outreach:
Commission briefings, workshops, and actions.
Letter to Mayor Wheeler summarizing key takeaways shared with stakeholders.
North Mason Voice presentation by City Engineer, Ned Lever
Requested Action:
Request the Board of County Commissioners approve and authorize the Chair to sign an Interlocal
Agreement with the City of Bremerton regarding the potential provision of sanitary sewer service from
the Belfair Water Reclamation Facility.
Attachment(s):
1. ILA
2. July 8, 2025, letter from Commissioners to Mayor Wheeler
3. August 12, 2025, Letter from Mayor Wheeler to Commissioners
October 8, 2019
August 12, 2025
Dear Honorable Commissioners,
RE: Sewer Service for the South Puget Sound Industrial Center (PSIC)
Thank you for your letter dated July 8, 2025 which outlined the discussion we shared on
May 15. We look forward to meeting with you and your staff to continue the discussion
about sewer service for South PSIC. It is my understanding that Loretta Swanson will be
providing some available dates so that we can continue the discussion at your location
as we did previously.
In an effort to focus our next discussion, I have provided comments for each of the
bullets in your letter as follows:
• Service Area Map: A draft service area map has been provided to Loretta
Swanson and is attached to this letter.
• Requested Capacity: Clarification, the request is 0.16 MGD over a 20-year period.
• Infrastructure Dependencies: Agreed.
• County Capacity & Requirements: It is understood that capital improvements are
required to provide additional capacity. Permitting revisions warrant discussion
given the recent concerns expressed by Ecology.
• Economic Impact Concerns: The concerns are noted. Mitigation of economic
impacts warrants further discussion.
• Zoning Flexibility: We do not propose restricting zoning in the proposed service
area.
• Growth Scenarios: This warrants further discussion.
• Fair Share Contributions: This warrants further discussion.
• Ownership and Maintenance: We do intend to own and maintain the
infrastructure within our service area. We are not proposing a merger like LOTT
at this time.
Mayor Greg Wheeler
greg.wheeler@ci.bremerton.wa.us
Tel 360-473-5266
Fax 360-473-5883
345 6th Street, Suite 100
Bremerton, WA 98337-1873
⚫ Page 2 August 12, 2025
• Environmental & Liability Considerations: These concerns are typically
addressed during the design and permitting process. Mason County should
investigate this independently to inform their decision.
• Comprehensive Plans: These plans will need to reflect the same approach for
providing sewer to South PSIC.
• Future Independent Sewer Facility: Ideally, this is unnecessary. The current 0.16
MGD request does not reflect the potential full buildout flow for South PSIC.
Bremerton will only pursue another facility if the developed flow surpasses
Mason County’s capacity (or willingness) to provide additional service if
necessary.
• Stakeholder Engagement: It is agreed that stakeholders will need to be informed
and provided the opportunity to comment once a decision to provide service has
been made.
• Grant Fund Management: We are committed to working collaboratively to
administer the grant funds.
We are willing to travel to meet at your location as we did before. If you would like to
maintain the public facing discussion, please provide some dates and times that will
work for the next meeting.
Sincerely,
Greg Wheeler
Mayor
Enclosure
Cc:
Travis Adams, Mason County Administrator
Loretta Swanson, Mason County Director of Public Works
MEETING
Commissioner Regular Meeting
DATE
TIME
September 2, 2025 9 a.m.
LOCATION
Commission Chambers
DO YOU
NO NAME PHONE EMAIL CITY, STATE WISH TO
TESTIFY
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*Attendance rosters are subject to the Public Records Act; RCW 42.56