Contract - 03-14-2023 - 12679 - Contract with Emergency Support Shelter - Shelter Operations AS-12679 Consent B. 5.
BOCC Agenda
Meeting Date: 03/14/2023
Contract with Emergency Support Shelter 23-002 (1)
Submitted For: Carole Harrison Submitted By: Wheeldon Jennifer
Department: Health/Human Services
Information
Subject and Summary Statement
This Agreement#23-002 with the Emergency Support Shelter continues to provide funding to support
Shelter operations for individuals fleeing violence and abuse.
On February 7, 2023, the Board of County Commissioners approved to add $50,000 additional match
funding. The purpose of the amendment is to reflect the additional funding:
Contract/SOW Name Current Change 'Total Time Period
23-002 100,000.00 100,000.00 1/1/23-12/31/23
23-002(1) +50.000.00 150,000.00 1/1/23-12/31-23
Will Staff Attend - NAME OF STAFF
Gena James will attend
Department Recommendation
It is the recommendation of the Cowlitz County Health & Human Services that the Cowlitz County Board
of Commissioners give consent to contract amendment 23-002(1) with Emergency Support Shelter.
Fiscal Impact
Expenditure Required $: 150000
Budget Sufficient Y-N: y
Amendment Required Y-N: n
Source of Funds -What Dept ? : 18401
Grant Y-N: n
Attachments
23-002(1)
Original Signed Contract
Insurance Certificate
Form Review
Inbox Reviewed By Date
Jamie Hopps Jamie Hopps 03/03/2023 07:50 AM
Gena James Gena James 03/06/2023 08:51 AM
Form Started By:Wheeldon Jennifer Started On:03/02/2023 03:34 PM
AMENDMENT NO. 1 to 23-002
Cowlitz County Professional Services Agreement
With Emergency Support Shelter
1. This Amendment No. ONE to Agreement 23-002 is between Cowlitz County, Washington,
("COUNTY"), and Emergency Support Shelter ("CONTTRACTOR"), and it shall take effect
and be in force on the below stated date of authorization as agreed to by COUNTY and
CONTRACTOR.
2. COUNTY AND CONTRACTOR have entered into an Agreement for professional services,
to wit: Agreement: 23-002, approved and executed by the Board of County Commissioners,
which agreement will expire on, December 31, 2023.
3. COUNTY is now in need of continuing or additional professional services under the original
Agreement through, December 31, 2023, and CONTRACTOR is amenable to extending
his/her professional services to COUNTY under the same terms and conditions of the
original Agreement, and as set forth below.
4. Both COUNTY and CONTRACTOR agree to modify the original Agreement as in the parties'
best interests and in furtherance of the purposes and intent of this amendment, as set forth
below:
a. Attachment B hereby amended and replaced with Attachment B—20230224,
attached hereto and incorporated by reference.
5. Except as provided above in this Amendment No. ONE, all terms, conditions, duties,
obligations and provisions of the original Agreement and any prior Amendment(s) shall
remain in full force and effect.
The parties hereto have executed this agreement on this day of March, 2023,
and each signatory to this Amendment No. ONE warrants that he/she is duly authorized and
executes this Amendment for and on behalf of the below-inscribed parties hereto.
CONTRACTOR; BOARD OF COUNTY COMMISSIONERS
COWLITZ CO NT WASHINGTON
L
Signs ure rnafrma
,,�77
She rY►e Ti bC Richard R. Dahl, Commis ioner
Print name:
Ac�inqArne Mortensen, Commissioner
�t��.C�'�r
Title: ATTEST.
--
CONTRACT HAS BEEN APPR
FORM BY COWLITZ COUNTY GCwMLIr2 WjQVdw54q , CI of the Board
PROSECUTING ATTORNEY m COUNTY e
0 wAs��stoN .0 — -
63S � S�
PROFESSIONAL SERVICES AGREEMENT ATTACHMENT B-20230224
COMPENSATION
As consideration for services, as described in the Scope of Work section of this Agreement, the County
agrees to pay the Contractor based on the specific conditions below, a sum not to exceed budget
amounts of$100,000 1K0 000 during the period January 1, 2023 through December 31, 2023.
1. Specific Payment Conditions:
a. The Contractor shall budget funds awarded in such n manner to ensure availability of
services, outlined in Attachment A. Statement of Work, throughout the entire term of this
Contract subject to available funds.
b. Period of Performance Service Costs.
The Contractor shall ensure that service costs incurred are within the: period of performance
of this Contract.
c. Shelter-operations Klatch Funds actuals not to exc ()rJ_ �5ti,(1U0.
i. T!,c Contiac_tor may reduesl_funds_frorn the County.to rnal,.h artu=7l p, ivat,- (,J Vir)n;
received.
ii. All ret.ue.ts rnust be supPftccl b� u��cku-�c1c�c�_irrir~�nl .ion shuw�ing:
1. Proof of orivate donations that have been received.
2. Shelter operation expenses, including personnel and prograrn r, en;w.;
the amounts covered by private donations and County Match.
ii, The Contractor understands additional documentation may be required upon req, e,s
`rorn the Cot11111Y.
2 Billing and Payment for the Statement of Work
a. Invoice System
i. The Contractor shall submit invoices using the County's form, or such other form as
designated by the County. Consideration for services shall be payable upon receipt of
properly completed invoices which shall be submitted to the County Program Manager
within this Contract, by the Contractor, not more often than monthly. The invoices shall
describe and document to the County's satisfaction a description of the work performed.
activities accomplished, the progress of the project, and fees.
ii. The final invoice must be received by the County no later than the 101h business day
following the end of this contract.
b. County Obligation for Payment
i. The County agrees to make payment, as approved by the Auditor of Cowlitz County. with
County warrants on a calendar day specified by the County, contingent on the availability
of funds, following receipt of the Contractor's complete and accurate request for payment.
ii. The County shall not be obligated to reimburse the Contractor for any services or
activities, performed prior to the effective date of this Contract.
1. Billing for Allowable Costs and Documented Costs
The Contractor shall ensure all expenditures for services and activities under this
Contract are:
a. Expended for allowable costs, which are in accordance with the FiscaUProgram
Requirements.
b. All documentation including reports must be submitted with the billing
documents,
iii. The County will not process any payments received after the 1011' business day following
the end of this contract.
iv. Any funds not utilized at the end of the contract period will be reallocated at the discretion
of the County.
c. Budget
The Contractor may submit, in writing to the County Project Manager, a request to adjust the
budget at any time during the contract period. The County will respond to all requests in
writing with the determination. Requests may:
i. Change the individual line budget, except far Sheltor Operations Match,
23-002(1) 2 of 3
Last Date Revised: 12/31/2021
Admin Form: 1602
PROFESSIONAL SERVICES AGREEMENT ATTACHMENT B-20230224
ii. Not change the total contract award.
Budget - - -
Allowable Costs _ _ Total
Personnel 80,000
Program Ex ep rases iSupples, Insurance, Utilities) 10,000
Shelter C ovation MctlCh Y uncls Ica b0 OWN l LO III-'It;;l i Dnv.afc:dca atir�ri; 50 00Q
Indirect _ 10,000
-- 100,040
Total 1501000
d. Duplication
The Contractor assures that work performed and invoiced does not duplicate work to be
charged to the County and State of Washington under any other Contract or agreement with
the Contractor.
e. Recovery of Costs Claimed in Error:
If the Contractor claims and the County reimburses for expenditures under this Contract
which the County later finds were one (1) claimed in error or two (2) not allowable costs
under the terms of the Contract, the County shall recover those costs and the Contractor
shall fully cooperate with the recovery.
3. Advance Payment and Billing Limitations.
a. Advance Payment
The County shall not make any payments in advance or in anticipation of the delivery of
services to be provided pursuant to this Contract.
b. Authorized Services
The County shall pay the Contractor only for authorized services provided in accordance with
this Contract. If this Contract is terminated for any reason, the County shall pay only for
services authorized and provided through the date of termination.
23-002(1) 3 of 3
Last Date Revised: 12/31/2021
Admin Form: 1602