Contract - 02-07-2023 - 12588 - Contract with Community House on Broadway for Coordinated Entry AS-12588 Motion Items 11.
BOCC Agenda
Meeting Date: 02/07/2023
Contract with Community House on Broadway for Coordinated Entry#23-005
Submitted For: Carole Harrison Submitted By: Wheeldon Jennifer
Department: Health/Human Services
Information
Subject and Summary Statement
This Agreement#23-005 with Community House on Broadway sets forth the terms and conditions to operate as a coordinated
entry access point.The objective is to connect households who are experiencing homelessness or who are at risk of becoming
homeless with the most appropriate community resources,housing options,and needed support services.
This agreement is cost reimbursement based not to exceed $53,568.00 for the period January 1, 2023
through December 31, 2023.
Contract/SOW Name Current jChange Total 'Time Period
23-005 =53,568.00 53,568.00 1/1/23-12/31/23
Will Staff Attend - NAME OF STAFF
Yes, Gena James will attend.
Department Recommendation
It is the recommendation of the Cowlitz County Health & Human Services that the Cowlitz County Board
of Commissioners move to approve Contract#23-005, with Community House on Broadway for
Coordinated Entry.
Fiscal Impact
Expenditure Required $: 53,568.00
Budget Sufficient Y-N: y
Amendment Required Y-N:
Source of Funds -What Dept ? : 18401
Grant Y-N:
Attachments
23-005 CHOB Coordinated Entry
Insurance Certificate
Form Review
Inbox Reviewed By Date
Jamie Hopps Jamie Hopps 01/24/2023 12:21 PM
Gena James Gena James 01/24/2023 01:17 PM
Form Started By:Wheeldon Jennifer Started On:01/23/2023 09:15 AM
Final Approval Date:01/30/2023
UO�4ITZ CO����
PROFESSIONAL SERVICES AGREEMENT
Contract Number:
�QSNf NG�Q 23-005
THIS AGREEMENT is entered into between COWLITZ COUNTY, a political subdivision of the State of
Washington, (hereinafter called"County"or"Cowlitz County")and
Name: Community House on Broadway
Address. PO Box 403
Longview,WA 98632
Phone No: 360-425-8679
(hereinafter called"Contractor").
This Agreement is comprised of:
® Attachment A—Scope of Work
® Attachment B—Compensation
® Attachment C—General Conditions
® Attachment D—Special Terms and Conditions
and Retirement Status Form (signature required)
ll Exhibit A—Cowlitz County Coordinated Entry Policies & Procedures Provider Manual
copies of which are attached hereto and incorporated herein by this reference as if fully set forth.
The term of this Agreement shall commence on the 1st day of January, 2023 and shall, unless terminated
as provided elsewhere in the Agreement,terminate on the 31 st day of December, 2023.
la WITNESS WHEREOF,the parties have executed this Agreement on this tin day of
jf,ky0dWj , 20 2-t).
GONT GTOR: BOARD OF COUNTY COMMISSIONERS
OF COWLITZ COUNTY,WASH NGTON
x- -CC
Signature nn Dennis P, eber--, hairman
Iy
A Richard R. Dahl,Commission r
Print name: A� �'(
Arne Mortensen,Commissioner
Title: EST:
CONTRACT HAS BEEN APPROVED AS TO h I I 4AJMVL�
FORM BY COWLITZ COUNTY l yA 1rVarYJ ]la ,Clerk 6bthe Board—
PROSECUTING ATTORNEY Date
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT A
SCOPE OF WORK
The contractor shall ensure services, and staff, and otherwise do all things necessary for or incidental to
the performance of work, as set forth below:
1. Community House on Broadway
a.Objective: Operate as a Coordinated Entry (CE) access point to efficiently and effectively
connect Cowlitz County households experiencing homelessness or who are at risk of
becoming homeless with the most appropriate community resources, housing options, and
needed support services with a primary goal of completing accurate referrals to programs
required to fill program openings through CE.
b.Access points will include Community House on Broadway, Core Health, and Core Health
Social Support Center. Access will also be provided in the community through mobile
outreach as necessary.
c.The contractor will prevent and divert households at risk of homelessness as often as possible
from the homeless system through strategies that include, but are not limited to brief case
management offering support, encouragement, coaching, assistance, conflict resolution, skill
building, landlord mitigation, community resources, and problem solving.
d.The contractor will assure households fleeing or attempting to flee violence will be connected
with the Emergency Support Shelter.
e.The contractor will attend monthly partner provider meetings with the County to review referral
flow between coordinated entry access points and partner providers.
f. Services will be documented through the Homeless Management Information System (HMIS)
following applicable HMIS guidelines and data quality standards, including upcoming CE
specific data entry standards issued by the Department of Commerce found here:
https://www.commerce.wa.gov/serving-communities/homelessness/hmis/
g.The contractor will assure compliance with Exhibit A Cowlitz County Coordinated Entry
Policies and Procedures Provider Manual
h.The contractor will maintain close collaboration with the County on any identified system
changes including, but not limited to, programmatic, access, assessment, referral, and/or data.
i. Expectations of Contractor
i. Flexibility—the design of the CE is a work in progress while we align with state
requirements. Policies, procedures and tools will be adjusted and refined by the County
over time.
ii. Mobility—CE access points must be able to work with homeless people wherever they
are.
iii. Collaborative Approach —the CE access points must have the ability to build and
maintain strong and effective working partnerships with shelters and housing partners.
iv. Communication—CE access points must have the ability to communicate how the
system works to individuals who are homeless, providers, and the public.
v. Resource Referral—CE access points will engage in resource referral for individuals
seeking information on community resources.
vi. Objectivity—successful operation of the CE requires that the access point use
consistency and fairness in applying all policies and procedures and use of tools.
vii. Problem Solving—CE access points must embrace a problem-solving approach to
addressing homelessness. To be effective, access points must employ staff who are
skilled at problem-solving and understand how to adopt a strengths-based and client-
centered approach to all aspects of service delivery.
viii. Systems Thinking—the CE access points are an essential component of the County's
homeless response system. To successfully operate as a CE access point, the selected
provider must embrace a systems-thinking approach, understanding that the main
purpose of CE is to streamline access to specific housing resources that are identified as
the CE participating projects.
ix. Data-informed —CE is a critical source of information about who enters homelessness in
the County. The data collected will be used for ongoing and continuous system
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT A
improvement. The CE access points must have strong commitment to data quality and a
willingness to be data-informed.
x. These services may only be provided by the contractor, no portion may be delegated or
subcontracted to any other individual, firm or entity.
j. Outcomes and Measures:
i. Households experiencing homelessness or at risk of homelessness have access to
Coordinated Entry and are connected to available housing resources and other
community resources.
ii. The following outcomes/outputs will be used to evaluate the performance of CE access
points:
1. Number of households with Targeted Eligibility Screenings, Resource Screenings,
Assessments, and housing referrals completed per access point.
2. Households receive an assessment within 10 days of request from County (Target.
80%)
3. HMIS data entry timeliness, within 2 days (48 hours)
4. HMIS data quality, completeness and accuracy (Target: 95%)
2. Program Evaluation and Continuous Quality Improvement
The Contractor will submit quarterly program reports no later than the dates outlined in the
reporting schedule. Program reports will include all items listed in 1 Q) Outcomes and Measures,
with total numbers during reporting period and total unduplicated numbers from start of contract
period.
3. Reporting: The contractor will submit reports no later than the dates outlined in the following
reporting schedule to include at minimum Targeted Eligibility Screenings, broken down by month,
and will coordinate with the C unty on any additional re ❑rtin and/or format of reports.
Type of Report Time Period Due Date
Invoice/Expense Report Monthly 20'h of month following month of expense
Program Report Janua - March Aril 30, 2023
Program Report Aril -June July 31, 2023
Program Report Jul -September October 31, 2023
Program Report October- December t January 31, 2024
4. Additional Requirements: The contractor will maintain and make available, if requested,
documentation demonstrating accomplishments of the contract. Such documentation may
include, but is not limited to, the following:
a. Services provided
b. Number of hours of service
c. Data Collection
d. Completed evaluation tools
e. Backup reports/data for invoicing.
5. Site Visits: The contractor will coordinate visits with the County Project Manager for contract
compliance, organizational due diligence, program evaluation, technical assistance, and
Continuous Quality Improvement.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT B
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$53,568.00 during the period January 1, 2023 through December 31, 2023.
1. Specific Payment Conditions:
a. The Contractor shall budget funds awarded in such a 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.
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 10th 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 Fiscal/Program
Requirements.
b. All documentation including reports must be submitted with the billing
documents.
iii. The County will not process any payments received after the 101h 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,
ii. Not change the total contract award.
Budget
Allowable Costs Total
Personnel 1.0 FTE CE Specialist, 0.1 FTE Manager) $51,168.00
Other Expenses (insurance, utilities, building costs, $2,400.00
supplies)
Total $53, 568.00
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT B
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.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT C
GENERAL CONDITIONS
1. SCQge of-Contractor's Services. The Contractor agrees to provide to the County services and any
materials set forth in the project narrative identified as Attachment A during the agreement period.
No material, labor, or facilities will be furnished by the County, except as provided for herein.
2. Accounting and Payment for Contractor Services. Payment to the Contractor for services
rendered under this Agreement shall be as set forth in Attachment B. Unless specifically stated in
Attachment B, the County will not reimburse the Contractor for any costs or expenses incurred by
the Contractor in the performance of this contract.
3. Delegation and Subcontracting. Contractor's services are deemed personal and no portion of this
contract may be delegated or subcontracted to any other individual, firm or entity without the
express and prior written approval of the County Project Manager.
4. independent Contractor. The Contractor's services shall be furnished by the Contractor as an
independent contractor and nothing herein contained shall be construed to create a relationship
of employer/employee or master/servant.
The Contractor acknowledges that the entire compensation for this Agreement is specified in
Attachment B and the Contractor is not entitled to any county 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 Cowlitz County employees. The Contractor represents that it
maintains a separate place of business, serves clients other than the County, will report all
income and expense accrued under this contract with the Internal Revenue Service on a
business tax schedule, 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.
In the event that either the state or federal government determines that an employer/employee or
master/servant relationship exists rather than an independent contractor relationship such that
Cowlitz County is deemed responsible for federal withholding, social security contributions,
workers compensation and the like, the Contractor agrees to reimburse Cowlitz County for any
payments made or required to be made by Cowlitz County. Should any payments be due to the
Contractor pursuant to this Agreement, the Contractor agrees that reimbursement may be made
by deducting from such future payments a pro rata share of the amount to be reimbursed.
Notwithstanding any determination by the state or federal government that an employer/employee
or master/servant relationship exists, the Contractor, its officers, employees and agents, shall not
be entitled to any benefits which Cowlitz County provides to its employees.
5. 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 the Contractor or any employee of the Contractor or any
subcontractor or any employee of any subcontractor by the County at the present time or in the
future.
6. Regulations and Reguirements. This Agreement shall be subject to all federal, state and local
laws, rules, and regulations.
7. Right to Review. This contractor is subject to review by any federal or state auditor. The County
shall have the right to review and monitor the financial and service components of this program
by whatever means are deemed expedient by the County Project Manager. 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 the County deems
pertinent to the Agreement and its performance, and any and all communications with or
evaluations by service recipients under this Agreement. The Contractor shall preserve and
maintain all financial records and records relating to the performance of work under this
Agreement for six(6) years after contract termination, and shall make them available for such
review, within Cowlitz County, State of Washington, upon request, during reasonable business
hours.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT C
8. Modifications. Either party may request changes in the Agreement. Any and all agreed
modifications shall be in writing, signed by each of the parties.
9. Termination for Default. If the Contractor defaults by failing to perform any of the obligations of
the contract or becomes insolvent or is declared bankrupt or makes an assignment for the benefit
of creditors, the County may, by depositing written notice to the Contractor in the U.S. Mail,
postage prepaid, terminate the contract, and at the County's option, obtain performance of the
work elsewhere. If the contract is terminated for default, the Contractor shall not be entitled to
receive any further payments under the contract. Any extra cost or damage to the County
resulting from such default(s) shall be deducted from any money due or coming due to the
Contractor. The Contractor agrees to bear any extra expenses incurred by the County in
completing the work, including all increased costs for completing the work, and all damage
sustained, or which may be sustained by the 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
the 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.
10. Termination for Public Convenience. The County may terminate the contract in whole or in part
whenever the County determines, in its sole discretion that such termination is in the interests of
the County. Whenever the contract is terminated in accordance with this paragraph, the
Contractor shall be entitled to payment for actual work performed for completed items of work. 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 the County at any time during the term,
whether for default or convenience, shall not constitute a breach of contract by the County.
11. Termination Due to Insufficient Funds. If sufficient funds for payment under this contract are not
appropriated or allocated or are withdrawn, reduced, or otherwise limited, the County may
terminate this contract upon thirty (30) days written notice to the Contractor. No penalty or
expense shall accrue to the County in the event this provision applies.
12. Termination Procedure. The following provisions apply in the event that this Agreement is
terminated:
a. The Contractor shall cease to perform any services required hereunder as of the effective
date of termination and shall comply with all reasonable instructions contained in the notice of
termination, if any.
b. The Contractor shall provide the County with an accounting of authorized services provided
through the effective date of termination.
c. If the Agreement has been terminated for default, the County may withhold a sum from the
final payment to the Contractor that the County determines necessary to protect itself against
loss or liability.
13. Defense and Indemnity Agreement. To the fullest extent permitted by law and except to the
extent caused by the sole negligence of the County, the Contractor shall indemnity, defend and
hold the County and its appointed and elected officers, agents and employees, and volunteers,
harmless from and against any and all claims for any injuries, death or damage to persons or
property (including any loss of use resulting therefrom), directly or indirectly arising out of,
resulting from, or in connection with performance of this Agreement. Contractor's obligation to
indemnify, defend and hold harmless includes any claim by Contractor's agents, employees,
representatives, or any subcontractor or its employees. Contractor expressly agrees to indemnify,
defend and hold harmless the County from any claims arising out of or incident to either
Contractor's or its Subcontractor's performance or failure to perform this Agreement.
It is further agreed by and between the parties that in no event shall any County appointed or
elected officer, agent, employee, or volunteer, when executing their official duties in good faith, be
in any way personally liable or responsible for any agreement or performance contained herein,
whether express or implied, nor for any statement or representation made herein or in any way
connected with this Agreement. The foregoing indemnification obligations of the Contractor are a
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material inducement to County to enter into this Agreement, are reflected in the Contractor's
compensation, and have been mutually negotiated by the parties.
14. Industrial Insurance Waiver. With respect to the performance of this Agreement and as to claims
against the County, its appointed and elected officers, agents and employees, the Contractor
expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial
Insurance Act, as now or hereafter amended, for injuries to its employees and agrees that the
obligations to indemnify, defend and hold harmless provided in this Agreement extend to any
claim brought by or on behalf of any employee of the Contractor. Along with the other provisions
of this Agreement, this waiver is mutually negotiated by the parties to this Agreement.
15. 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 Agreement, the venue of such action shall be in the
courts of the State of Washington in and for the County of Cowlitz. This Agreement shall be
governed by the law of the State of Washington.
16. Withholding Payment. In the event the County Project Manager determines that the Contractor
has failed to perform any obligation under this Agreement within the times set forth in this
Agreement, then the County may withhold from amounts otherwise due and payable to
Contractor the amount determined by the County as necessary to cure the default, until the
County Project Manager determines that such failure to perform has been cured. Withholding
under this clause shall not be deemed a breach entitling Contractor to termination or damages,
provided that the 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 County Project Manager 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 provision of the Disputes clause of this Agreement. The
County may act in accordance with any determination of the County Project Manager which has
become conclusive under this clause, without prejudice to any other remedy under the
Agreement, 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 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 the Contractor by reason of good faith withholding by the County under this Clause.
17. Rights and Remedies. The duties and obligations imposed by this Agreement and the rights and
remedies available hereunder shall be in addition to and not a limitation of any duties, obligations,
rights and remedies otherwise imposed or available by law.
18. Contractor Commitments, Warranties and Representations. Any written commitment received
from the Contractor concerning this Agreement shall be binding upon the Contractor, unless
otherwise specifically provided herein with reference to this paragraph. Failure of the Contractor
to fulfill such a commitment shall render the Contractor liable for damages to the County. A
commitment includes, but is not limited to any representation made prior to execution of this
Agreement, 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.
19. Patent/Copyright Infringement. Contractor will defend, indemnify and save harmless County, its
appointed and elected officers, agents and employees from and against all loss or expense,
including but not limited to claims, demands, actions,judgments, settlements, attorneys' fees and
costs by reason of any and all claims and demands upon the County, its elected or appointed
officials or employees for damages because of the Contractor's alleged infringement on any
patent or copyright. The Contractor will pay those costs and damages attributable to any such
claims that are finally awarded against the County, its appointed and elected officers, agents and
employees in any action. Such defense and payments are conditioned upon the following:
a. That 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 the 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 the County.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT C
20. Disputes:
a. General. Differences between the Contractor and the County, arising under and by virtue of
the contract documents shall be brought to the attention of the County at the earliest possible
time in order that such matters may be settled or other appropriate action promptly taken.
The records, orders, rulings, instructions, and decision of the County Project Manager shall
be final and conclusive thirty (30) days from the date of mailing unless the Contractor mails or
otherwise furnishes to the County Project Manager a written notice of appeal. The notice of
appeal shall include facts, law, and argument as to why the conclusions of the County Project
Manager are in error.
In connection with any appeal under this clause, the Contractor and County shall have the
opportunity to submit written materials and argument and to offer documentary evidence in
support of the appeal. Oral argument and live testimony will not be permitted. The decision of
the County Project Manager for the determination of such appeals shall be final and
conclusive. Reviews of the appellate determination shall be brought in the Superior Court of
Cowlitz County within fifteen (15) days of mailing of the written appellate determination.
Pending final decision of the dispute, the Contractor shall proceed diligently with the
performance of this Agreement and in accordance with the decision rendered.
b. Notice of Potential Claims. The Contractor shall not be entitled to additional compensation or
to extension of time for(1) any act or failure to act by the County Project Manager or the
County, or(2) the happening of any event or occurrence, unless the Contractor has given the
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 the 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.
c. Detailed Claim. 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 the County,
the Contractor has given the 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.
21. Ownership of Items Produced and Public Disclosure. All writings, programs, data, art work,
music, maps, charts, tables, illustrations, records or other written, graphic, analog or digital
materials prepared by the Contractor and/or its consultants or subcontractors, in connection with
the performance of this Agreement shall be the sole and absolute property of the County and
constitute "work made for hire" as that phrase is used in federal and/or state intellectual property
laws and Contractor and/or its agents shall have no ownership or use rights in the work. Except
as to data or information in the public domain or previously known to Contractor or required to be
disclosed by law, subpoena or other process, the following shall apply:
a. Correspondence, emails, reports and other electronic or written work product will be
generated between the Contractor and County during the course of this Contract. This
Contract and such work product in the possession of Contractor may be deemed public
records subject to disclosure under the Washington State Public Records Act, Chapter 42.56
RCW(Public Records Act). Thus, the County shall be required, upon request, to disclose this
Contract and all documents related to it unless an exemption under the Public Records Act or
other laws applies. Contractor shall fully cooperate with and assist the County with respect to
any request for public records received by the County related to the services performed
under this Contract.
b. Should County receive a request for disclosure, County agrees to provide Contractor ten (10)
days written notice of impending release, and to cooperate with any legal action which may
be initiated by Contractor to enjoin or otherwise prevent such release, provided that all
expense of any such litigation shall be borne by Contractor, including any damages,
attorney's fees or costs awarded by reason of having opposed disclosure, and further
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provided that County shall not be liable for any release where notice was provided and
Contractor took no action to oppose the release of information. Notice of any proposed
release of information pursuant to Chapter 42.56 RCW, shall be provided to Contractor
according to the"Notice" provision herein. If the Contractor has not obtained an injunction
and served the County with that injunction by the close of business on the tenth business day
after the County sent notice, the County will then disclose the record unless it makes an
independent determination that the record is exempt from disclosure. Notwithstanding the
above, the Contractor must not take any action that would affect(a) the County's ability to
use goods and services provided under this Contract or(b) the Contractor obligations under
this Contract. The Contractor will fully cooperate with the County in identifying and
assembling records in case of any public disclosure request.
c. Contractor's failure to timely provide such records upon demand shall be deemed a material
breach of this Contract. To the extent that the County incurs any monetary penalties,
attorneys' fees, and/or any other expenses as a result of such breach, Contractor shall fully
indemnify and hold harmless County as set forth in Section 13. For purposes of this section,
the terms"public records" and "agency" shall have the same meaning as defined by Chapter
42.56 RCW, as said chapter has been construed by Washington courts. The provisions of
this section shall survive the expiration or termination of this Agreement.
22. Recovery of Payments to Contractor. The right of the Contractor to retain monies paid to it is
contingent upon satisfactory performance of this Agreement, including the satisfactory completion
of the project described in the Scope of Work (Attachment A). In the event that Contractor fails,
for any reason, to perform obligations required of it by this Agreement, the Contractor may, at the
County Project Manger's sole discretion, be required to repay to the County all monies disbursed
to the Contractor for those parts of the project that are rendered worthless in the opinion of the
County Project Manager by such failure to perform.
23. Project Approval. The extent and character of all work and services to be performed under this
Agreement by the Contractor shall be subject to the review and approval of the County Project
Manager, For purposes of this Agreement, the County Project Manager is:
Name: Gena James
Title: Deputy Director
Department: Health & Human Services
Address: 1952 9th Ave
Longview, WA 98632
Telephone: (360)414-5599 x6454
E-mail: HHSContracts(cc_Oco.cowl itz.wa us_
Fax: (360)425-7531
In the event there is a dispute with regard to the extent and character of the work to be done, the
determination of the County Project Manager as to the extent and character of the work to be
done shall govern subject to the Contractor's right to appeal that decision as provided herein.
24. Non-Discrimination. The Contractor shall not discriminate against any person on the basis of
race, creed, political ideology, color, national origin, sec, marital status, sexual orientation, age, or
the presence of any sensory, mental or physical handicap.
25. Subcontractors. In the event that the Contractor employs the use of any subcontractors, the
contract between the Contractor and the subcontractor shall provide that the subcontractor is
bound by the terms of this Agreement between the County and the Contractor. The Contractor
shall insure that in all subcontractors entered into, County is named as an express third-party
beneficiary of such contracts with full rights as such.
26. Third Party Beneficiaries. This agreement is intended for the benefit of the County and Contractor
and not for the benefit of any third parties.
27. Standard of Care. The Contractor shall perform its duties hereunder in a manner consistent with
that degree of care and skill ordinarily exercised by members of the same profession as
Contractor currently practicing under similar circumstances. The Contractor shall, without
additional compensation, correct those services not meeting such a standard.
28. Time is of the Essence. Time is of the essence in the performance of this contract unless a more
specific time period is set forth in either the Special Terms and Conditions or Scope of Work.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT C
29. Notice. Except as set forth elsewhere in the Agreement, for all purposes under this Agreement,
except service of process, any notices shall be given by the Contractor to the County Project
Manager. Notice to the Contractor for all purposes under this Agreement shall be given to the
person executing the Agreement on behalf of the Contractor at the address identified on the
signature page.
30. SeverabiJity. 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.
31. Precedence. In the event of inconsistency in this Agreement, unless otherwise provided herein,
the inconsistency shall be resolved by giving precedence in the following order:
a. Applicable federal, state and local statues, ordinances and regulations;
b. Scope of Work (Attachment A) and Compensation (Attachment B);
c. Special Terms and Conditions (Attachment D); and
d. General Conditions (Attachment C).
e. Any other material incorporated herein by reference.
32. 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.
33. Attorney Fees. In the event that litigation must be brought to enforce the terms of this agreement,
the prevailing party shall be entitled to be paid reasonable attorney fees.
34. Construction. This agreement has been mutually reviewed and negotiated by the parties and
should be given a fair and reasonable interpretation and should not be construed less favorably
against either party.
35. Survival. Without being exclusive, Paragraphs 4, 7, 13-19, 21-22 and 30-35 of these General
Conditions shall survive any termination, expiration or determination of invalidity of this
Agreement in whole or in part. Any other Paragraphs of this Agreement which, by their sense and
context, are intended to survive shall also survive.
36. Entire Agreement. This written contract represents the entire Agreement between the parties and
supersedes any prior statements, discussions or understandings between the parties except as
provided herein.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT D
SPECIAL TERMS AND CONDITIONS
1. Insurance. The Contractor shall maintain in full force and effect during the term of this Agreement,
and until final acceptance of the work, public liability and property damage insurance with
companies or through sources approved by the state insurance commissioner pursuant to RCW
Title 48, as now or hereafter amended. The County, its appointed and elected officials, agents
and employees, shall be specifically named as additional insureds in a policy with the same
company which insures the Contractor or by endorsement to an existing policy or with a separate
carrier approved pursuant to RCW Title 48, as now or hereafter amended, and the following
coverages shall be provided:
® COMPREHENSIVE GENERAL LIABILITY:
Bodily injury, including death. $1,000,000 Per occurrence
Property damage $1,000,000 Per occurrence
$2,000,000 Aggregate
® ERRORS AND OMISSIONS or PROFESSIONAL
LIABILITY with an Extended Reporting
Period Endorsement(two year tail). $1,000,000 Per occurrence
$2,000,000 Aggregate
® WORKERS COMPENSATION: Statutory amount
Waiver of Title 51 Rights
® EMPLOYER'S LIABILITY/Stop Gap::
$1,000,000 Per occurrence
® AUTOMOBILE: coverage on owned, non-owned, rented and hired vehicles
Bodily injury, liability, including death and property damage liability
$1,000,000 Combined Single Limit
All Contractor's and Contractor's subcontractors' insurance policies and additional named insured
endorsements shall provide primary insurance coverage and be non-contributory. Any insurance,
self-insured retention, deductible, risk retention or insurance pooling maintained or participated in
by the County shall be excess and not contributory to such insurance policies. All Contractor's
and Contractor's subcontractors' liability insurance policies must be endorsed to show this
primary coverage.
Upon request, the Contractor shall provide a full and complete and certified copy of all requested
insurance policies to the County. The County reserves the right, but not the obligation, to revise
any insurance requirement, not limited to limits, coverages and endorsements, or to reject any
insurance policies which fail to meet the requirements of this Agreement. Additionally, the County
reserves the right, but not the obligation, to review and reject any proposed insurer providing
coverage based upon the insurer's financial condition or licensing status in Washington. Any
deductibles and/or self-insured retentions exceeding $10,000 or any stop-loss provisions, the
County shall have the right to request and review the Contractor's most recent annual financial
reports and audited financial statements as a condition of approval.
Contractor hereby agrees to waive subrogation with respect to each insurance policy maintained
under this Agreement. When required by an insurer, or if a policy condition does not permit
Contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then
Contractor agrees to notify the insurer and obtain such endorsement. This requirement shall not
apply to any policy which includes a condition expressly prohibiting waiver of subrogation by the
insured or which voids coverage should the Contractor enter into such a waiver of subrogation on
a pre-loss basis.
The County, its departments, elected and appointed officials, employees, agents and volunteers
shall be named as additional insureds on Contractor's and Contractor's subcontractors' insurance
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT D
policies by way of endorsement for the full available limits of insurance maintained by the
Contractor and subcontractor, and all coverage shall be primary and non-contributory. A state or
notion of additional insured status on a Certificate of Insurance shall not satisfy these
requirements. [This endorsement shall not be required if the Contractor is a governmental entity
and is insured through a governmental entity risk pool authorized by the State of Washington.]
The Contractor shall, for each required insurance policy, provide a Certificate of Insurance, with
endorsements attached, evidencing all required coverages, limits, deductibles, self-insured
retentions and endorsements and which is conditioned upon the County receiving thirty (30)days
prior written notice of reduction in coverages, cancellation or non-renewal. Each Certificate of
Insurance and all insurance notices shall be provided to: ATTN: County Project Manager, Cowlitz
County Health & Human Services, 1952 9th Avenue, Longview, WA 98632. This Agreement shall
be void ab initio if the proof of coverage is not timely supplied.
The insurance maintained under this Agreement shall not in any manner limit or qualify the
liabilities or obligations of the Contractor under this Agreement. All insurance policy deductibles
and self-insured retentions for policies maintained under this Agreement shall be paid by the
Contractor.
Compensation and/or payments due to the Contractor under this Agreement are expressly
conditioned upon the Contractor's strict compliance with all insurance requirements. Payment to
the Contractor shall be suspended in the event of non-compliance. Upon receipt of evidence of
Contractor's compliance, payments not otherwise subject to withholding or set-off will be released
to the Contractor. This Agreement shall be void ab initio if the proof of coverage is not timely
supplied.
If the Errors and Omissions or Professional Liability insurance obtained is an occurrence policy as
opposed to a claims-made policy, the Extended Reporting Period Endorsement is not required.
2. Debarment Certification. The Contractor, by signature to this Agreement, certifies that the
Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded in this Agreement by any federal department or agency from participating in
transactions (Debarred). The Contractor also agrees to include the above requirement in all
subcontracts into which it enters. The Contractor shall immediately notify the County if, during the
term of this Contract, the Contractor becomes debarred. The County may immediately terminate
this Contract by providing Contractor written notice if Contractor becomes debarred during the
term hereof.
3. Contractor is bound to follow all applicable terms of the Cowlitz County Coordinated Entry
Policies & Procedures Provider Manual, which is attached in this Agreement as Exhibit A, as
currently enacted and as hereafter amended.
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PROFESSIONAL SERVICES AGREEMENT ATTACHMENT D
COUNTY RETAINS THIS FORM
Individual contractors and service providers must complete and sign
4. WA Department of Retirement Systems: Independent Contractor Verification and State
Retirement Status Reporting Farm [WAC 415-02-110; DRS Email 13-011; DRS Email 09-001]
SECTION 1: INDIVIDUAL CONTRACTOR COMPLETES THIS SECTION AND SIGNS:
Did you retire from one of the State of Washington Retirement Systems? ❑YES ❑ NO
Did you retire before age 65 using the 2008 early retirement factors (ERF)? ❑YES ❑NO
Will you be receiving direct compensation for your services? ❑YES ❑NO
Will you be receiving indirect compensation for your services? ❑YES ❑NO
CONTRACTOR (Full, individual name of contractor):
Signature: Social Security No.: Date:
SECTION 2: COUNTY COMPLETES THIS SECTION AND RETAINS FOR AUDIT PURPOSES:
[Use Member Reporting Verification (MRV)to verify the past retirement membership]
1. Contractor has been a member of a Washington State Retirement System ❑YES ❑NO
If YES, what system and plan?
❑ Teachers' Retirement System (TRS) ❑ Planl ❑ Plan 2 ❑ Plan 3
❑ School Employees' Retirement System (SERS) ❑ Plan 2 ❑ Plan 3
❑ Public Employees' Retirement System (PERS) ❑ Plan 1 ❑ Plan 2 ❑ Plan 3
❑ Public Safety Employees' Retirement System (PSERS) ❑ Plan 2
❑ Law Enforcement Officers' & Fire Fighters' Retirement System (LEOFF)
❑ Plan 1 ❑ Plan 2
❑ Washington State Patrol Retirement System (WSPRS) ❑ Plan 1 ❑ Plan 2
❑ Judicial Retirement System (JRS) ❑
2. Is the contractor a retiree of a Washington State Retirement System? ❑Yes ❑No
3. Did the contractor retire before age 65 using the 2008 ERF? ❑Yes ❑No
I have verified the information above using MRV or by contacting DRS, and I have evaluated the individual
Contractor, Independent Contractor or Service Provider under WAC 415-02-110 and/or DRS Form-MS 344
(R 5/09), and the Internal Revenue Service rules governing independent contractor status.
COUNTY OFFICIAL/DEPARTMENT REPRESENTATIVE:
Signature: Date:
COUNTY RETAINS THIS FORM
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PROFESSIONAL SERVICES AGREEMENT EXHIBIT A
41�L C:U
Cowlitz County Health & Human Services Departments
1952 91h Avenue
Longview,WA 99832 Board of County Commissioners
TEL(300)414-5599 AAme Wrensen Di!,W 1
FAX(380)425.7531 Delvis Weber Dish 2
www.co coirfitzma.usihhs Joe Gardner Diskid3
Coordinated Entry
Policies & Procedures
Provider Manual
September 2022
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PROFESSIONAL SERVICES AGREEMENT EXHIBIT A
TABLE OF CONTENTS
Cowlitz County Health&Human Services Departments 1
Introduction..........................................................................................................................3
CoordinatedEntry.................................. ...................____................................................._._.3
Policies&Procedures................................................................................................»........»4
1 Marketing Strategy.............................___.................................................................;......4
2 Accessing the Coordinated Entry System..._..................._..---..........._....._............. ».. ..4
3 Accessibility..,................................................__........._ ............................................_...5
4 Language Access Plan 6
5 Access Points.......................................................__..-......_.....................................................6
6 Emergency Services.........................................................................................................._..8
7 Victim Services,......._..................... ..................................8
8 Screening and Assessment_--------_--- ....... ---------___....... .................9
9 Training Curricula............................................:.....................................................................10
10 Prioritization........................................................................._.................._........_......._.:........11
11 Referral--------------------------------------- ----------------_.-..._....__..__.._ ._,.......__.._...__ 12
12 Grievance and Appeal Process............___........................_..._...................._......._..............13
13 Privacy..............................................................................................................................._.13
14 Non-Discrimination................................ ............................................................................14
Appendices..............................................................................................._............_._._.._...._.._I..... .........
1. Language Access Plan......................................................................................................................-_..._-.15
Resources............................................................................................................................is
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PROFESSIONAL SERVICES AGREEMENT EXHIBIT A
Introduction
Coordinated Entry
The Department of Commerce requires counties to establish and operate a Coordinated Entry(CE)
system that provides a streamlined process to access,assess,prioritize and refer to specific housing
programs in the community. CE is not a one-size-fits all,or required referral system,to all housing
resources in the County. The list below identifies the participating programs that are required to accept
referrals through Coordinated Entry. Coordinated Entry is the first step to determine eligibility for these
participating housing programs:
Housing Opportunities of Southwest Washington(HOSWWA):Veteran Tenant Based Rental
Assistance(TBRA)Program
Lower Columbia Community Action Program(CAP):Rapid Rehousing Program[Consolidated
homeless Grant(CHG)]
Lower Columbia Community Action Program(CAP):Rapid Rehousing Program[Housing&
Essential Needs(HEN)/Aged,Blind,or Disabled(ABD)eligible]
Lower Columbia CAP:Home Again Transitional Housing/Rapid Rehousing Program(DV Project)
Lower Columbia CAP:Young Adult Housing Program
Layer Columbia CAP:Low Barrier Housing Project
Participating programs have limited availability and program openings are often contingent upon
capacity and/or availability of funds. Coordinated entry processes are intended to help participating
programs prioritize persons who are most in need of assistance through standardized assessment,
prioritization,and referral processes_ Participating programs may change from time to time depending
on funding.
The Poiides and Procedures within will define these processes for an effective and efficient Coordinated
Entry system that comply with requirements set forth by Washington State Department of Commerce
and the U.S.Department of Housing and Urban Development(HUD)_
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Policies Procedures
1 Marketing Strategy
Marketing,or advertising,refers to hour households learn the CE system exists.This may include,but is
not limited to,written materials such as flyers and brochures,outreach to relevant partners,community
education,and can include street autreach.CE marketing materials will be written in plan talk(Plan talk
messages are dear,concise and visually easy to read_They contain common words,rather than jargon,
acronyms or unnecessary legal language).
RQUCY: Marketing 5trate
All Coordinated Entry access points will be publicly advertised, All persons engaging
with the Coordinated Entry system shall be afforded equal access to CE services and
resources regardless of actual or perceived race,color,national origin,religion,sex,age,
familial status,disability,sexual orientation,gentler identity,marital status,or U.S
residency status.
PROCEDURE 1.1: Marketing to all Households
a. The Caunry will publish a list of Coordinated Entry access points an the County
website.
b. The County will provide CE materials available to the public and forcomrnunity
partners in multiple languages to meet the varying needs of those who speak
other languages,have Limited English Proficiency ILEP),and/or have limited
literacy abilities,as is locally appropriate.
c. The County will coordinate with mainstream systems of care,and other
community partners to provide education on CE_
d. Coordinated Entry access points will publish a list of all CE access points on
agency website.
e. Coordi nated Entry access points will display CE materials for the pu blic within
the agency in multiple languages to meet the varying needs of those who speak
other languages,have Limited English Profidency(LEP),and/or have limited
literacy abilities,as is locally appropriate
f. The County will ensure that CE materials provides information about how to
access emergency services outside of the CE operating hours.
PROCEDURE 1.2: Ma rketi ne to Households Least LiRel y to App I
a. The County will provide education on the Coordinated Entry system to local
street outreach teams.
b. The County will invite street outreach teams to monthly partner collaboration
meeting and provide CE materials to teams.
c. Coordinated Entry access points will actively coordinate with street outreach
teams.
2 Accessing the Coordinated Entry System
Access refers to how people connect with the Coordinated Entry system. All households will have fair
and equal access to the Coordinated Entry system
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POLICY: Coordinated Entry System Access Criteria
Coordinated Entry will be available to all households regardless of actual or perceived
race,color,national origin,religion,sex,age,familial status,disability,sexual
orientation,gender identity,marital status,and U_5.residency status. The CE system
will adhere to state,federal,and local anti-discrimination laws.
Households cannot be screened out based on the following criteria:
• Having too little or no income
• Having poor credit or financial history
• Haying poor or lack of rental history
• Having involvement with the criminal justice system
• Having active or history of alcohai and/or substance use
• Having a history of victimization
o Information about a person's hlstory of victimization shall be kept
confidential and may not be used against them
o CE processes may not require"proof'or documentation to determine
whether a person has a history of victimization or not
• The type or extent of disability-related services or supports that are needed
• previous system involvement
o No turning away of a person regardless of the number of times they
have accessed services
o Lacking Identification
• Lacking proof of U_5.Residency Status'
• Other behaviors drat are perceived as Indicating a lack of"housing readiness,"
including perceived resistance to receiving services/"bad attitude"or lack of ability
to demonstrate they will be successful in she program
The CE system must ensure all households have fair and equal access,including people
experiencing chronic homelessness,veterans,households with children,youth and
young adults,survivors of domestic violence,and those least likely to access services.
PROCEDURE 2.1: Ensuring A(cessibiIi[y for all Households
a Coordinated Entry access points will maintain an internal antidiscrimination
policy that adheres to state,federal,and IaL3I anti-discrimination laws.
b. Coordinated Entry access points wi11 provide proof of staff training on anti-
discrimination policy annually.
3 Accessibility for People with Disabilities
Accessibility refers to how accessible the Coordinated Entry system is. The Coordinated Entry system
must be available to all households,in all locations of the County,and ensure access for those who may
experience variations in mobility,language,communication,or geographic location.
POLICY: Coordinated Ent ry Sy stem Accessibilit
CE is accessible throughout the entire county either by appointment,by telephone,or
by mobile outreach_Persons with disabilities or with mobility devices will be provided
reasonable accommodation upon request.Access points will communicate effectively
Immiarstion Status any Houiy E M5criminarior+Freouenfl r Asked Que�yc-i,.
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with individuals with disabilities and will provide CE materials in locally appropriate
languages.
PROCEDURE 3.1: Ph YsicaI Ac cessibil ity and Reasonable Accommodat on
Coordinated Entry access points must maintain the following aCCessibility components:
a. Physical access paints are accessible for people who use wheelchairs or mobility
devices,and must provide reasonable accommodations as needed(e.g.a
different access point,telephone number,or online access).
b. Physical access points are located near public transportation and other
mainstream services,or offer variation to the assessment process.For example,
a person with a mobility impairment may request a reasonable accommodation
in order to complete the CE assessment process at a different location.
c. CE access points provide materials that are available in multiple languages in
order to serve those who speak other languages,have limited English
proficiency,and/or have iimited literacy abilities,as is locally appropriate_
d. CE access points must be accessible throughout Cowlitz County and offer
options to ensure access,which can Include offering phone or mobile
assessments.
PROCEDURE 3.2: Effective Communication with Individuals with Disabilities
a. Access points ensure effective communication with individuals with disabilities,
including access to all appropriate auxiliary aids and services necessary fe.g.
braille,large type,assistive listening devices,and sign language interpreters).
4 Language Access Plans
This policy not anly helps to ensure services are equitable and responsive to ALL clients who seek serves,
but also establishes guidelines for providing language accessible services to individuals that are limited
English Proficient(LEP)and/or Deaf or Hard of Hearing_In accordance with Title Vi of the Civ11 Rights Act
of 1964 and the Americans with Disabilities Act.
Coordinated entry access points will follow the Cowlitz County Language Access plan attached as
Appendices 1:Cowlitz County Language Access Plan.
'Also see Policy:Annual Screening and Assessment Training
5 Access Points
Access points are the places—either virtual or physical—where an individual or family accesses the
coordinated entry system. Cowlitz County has a combination of access points that includes three
physical locations,as well as phone and mobile options. The three physical locations for individuals to
contact Coordinated Entry are:Community House on Broadway(CHOB),Cowlitz Family Health Center
(FHC)and Emergency Support Shelter(ESS)for people fleeing domestic and dating violence.
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Community House on Cowlitz Family Health Center Emergency Support Shelter
Broadway 1057 121 Ave 13301111'Ave
1105 Broadway Longview,WA_98632 Longview WA_98632
Longview,WA.98632 360-703-1103 360425-1176
360-846-0462
Two of the three access points listed above{Community House on Broadway and Emergency Support
Shelter)are emergency shelters in Cowlitz County.
Each access point must provide equal access to emergency services,use common assessment
approaches and tools,be available to aIt people experiencing a housing crisis,and operate according to
the Cowlitz County Coordinated Entry policies and procedures. Cowlitz County can consider the need
for additional access points,based on data and the needs of the various su b popul a tions accessing
Coordinated Entry.
To ensure that there is sufficient coordination and to best address the unique needs of households
fleeing domestic violence(DV),dazing violence,sexual assault,stalking,trafficking a ather dangerous or
life threatening conditions,the county has identified a subpopulation dedicated access point through
the Emergency Support Shelter so that households fleeing violence receive the most appropriate
services to resolve their crisis
PROCEDURE 5,1. Referrals to S ubpopqlation Des's nated Access Points
If a household who identifies as fleeing violence presents at a Coordinated Entry access
point other than ESS,staff will offer an immediate and complete referral to the
subpopulation dedicated access point by following these steps,if the household
chooses:
a. Discuss with the household if fleeing or attempting to flee intimate partner
violence within the last 14 days
o Communicate with ESS via phone call in the moment with the household
and ESS advocate
a Physically assist the household to ESS,if necessary,or assist with arranging
transportation
o Fallow-up with household,if needed,to ensure connection with ESS
If a household identifies as fleeing violence presents at a Coordinated Entry access paint
other than ESS,and chooses not to receive a referral to the sub po pu la tion dedicated
access point,staff will proceed with the CE process.
If a household identifies as fleeing violence from other then an intimate partner or
violence more the 14 days prior,staff will offer information for local victim services
provider and will proceed with the CE process.
If a household presents at ESS for CE and is not fleeing intimate partner violence within
the last 14 days,ESS must ensure connection to a non-subpopulation dedicated access
point by:
a. Discussing with the household
b. Provide contact information,call other access point in the moment,if possible
c. Provide information on mainstream services,if needed
d. Assist in arranging transportation to an appropriate access point,if needed.
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6 Emergency Services
Coordinated Entry access points must ensure people are able to obtain information about how to access
emergency services outside of CE aperating hours. When prospective participants present for services
during non-business hours the participants will still be able to obtain information on Emergency
Services.
PROCEDURE 6.1: Access to Emergency Eme[gency Services
a. All CE access points will include contact information for emergency services
within after-hours phone message and post to their agency's website. Contact
information must include at minimum:
Emergency Support Shelter
Community House on Broadway,Emergency Shelter
Mental Health Crisis Line
911 for a medical emergency
7 Victim Services
Victim Service providers are organizations whose primary mission is to provide direct services(which
may include shelter and/or housing services)to survivors of domestic violence,sexual assault,stalking,
trafficking and/or ather crimes.While Washington State Coordinated Entry Guidelines do not require
victim service providers to participate in CE,it should be noted that partnership with these organizations
provides a mare effective and efficient system.
POLICY: CE System Victim Services Partnerships
The County and Coordinated Entry access points will collaborate and partner with victim
service providers to ensure accessibility,safety,and confidentiality far households who
are#teeing,a attempting to flee,violence(domestic violence,dating violence,sexual
assault,stalking,or trafficking). The County will annually review this policy and the
below procedures with victim service providers.
PROC E DUSE 7. ! Process Int Households FI Vi Ole n and See king Service sItom
Non-Victim Service Providers
'Also see Policy 5.1 Referrals to 5ubp0puIation Dedicated Access Points
a. If a household is fleeing violence from an intimate partner within the last 14
days and seeking services from non-victim service providers,upon learning that
the household is fleeing violence,the service provider will ask if the household
would prefer to be connected to a victim service provider.
b. If the household would prefer to ccnnectto a victim service provider,the CE
access paint will ensure a warm hand Off occurs as soon as possible by
completing the steps outlined in Procedure 5.1 Referrals to Sub po pu I at ion
Dedicated Access Points
c. If the household does not prefer to connect to a victim service provider,the
non victim service provider will guide the household through the Coordinated
Entry process.
PROCEDURE 7.2: Process to Ensure Safe and Conrideiitial Access to the CE S stein
a. Coordinated Entry access points will ensure accessing the CE system is
confidential and secure.
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b. Access points will follow all applicable confidentiality requirements and
Homeless Management Information System(HMIS)data entry standards for
households fleeing violence
PROCEDURE 7.3, Process to Ensure Imm diate Access to Emerp_ericy Services such as
Domestic Violence Hel lines and Shelter
a. Coordinated Entry access points will follow Procedure 5.1 Referrals to
Subpopulation Dedicated Access Points
b. Coordinated Entry access points will follow Procedure 6.1 Access to Emergency
Services
8 Screening and Assessment
The screening and assessment process is how Coordinated Entry gathers information about a household
experiencing a housing crisis.Information gathered includes household make up,housing history,
income,legal concerns,health considerations,and needed resources_
This information is collected to determine a strategy to assist with the housing crisis,and informs the
uniform prioritization process.
Household information is collected in phases,obtaining only what is absolutely necessary to connect
households to appropriate resources.
POLICY: Coordinated Entry Screening and Assessment Process(Assessment Standardization)
The Coordinated Entry screening and assessment process will be consistent among all
access points,divert as often as possible(see Procedure 82),and collect information in
phases to obtain only what is absolutely necessary to connect households to
appropriate resources_ Access points cannot deny access to services or assessment if
household refuses to provide certain pieces of information,unless the information is
necessary to establish or document program eligibility.
PROCEDURE 8.1, Tar eted Eliffibility Screenin
Coordinated Entry access points complete the following steps with households:
a. Complete Targeted Eligibility Screening-to determine housing status
b. If fleeing violence-follow Procedure 5.1:Referrals to Subpopulation Designated
Access Point
c. If stably housed-provide information on mainstream services as applicable,
does not move on to next step,encourage household to come back if housing
situation changes.
d. If at risk of becoming homelessness-complete Prevention/Diversion screening,
provide information on mainstream services as applicable,encourage
household to come back if housing situation changes.
e. If literally homeless,and not able to be prevented or diverted—connect to
emergency shelter as appropriate and if available. Complete Resource
Screening,provide information on mainstream services as applicable,encourage
household to check back in 90 days or as their situation changes.
PROCEDURE 8.2:Diversion
Coordinated Entry access points utilize diversion strategies as appropriate,throughout
the assessment process. Diversion means a problem solving strategy that helps
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households preserve their current housing situation or make immediate alternative
arrangements outside of the crisis response system_ Diversion strategies can include,
but are not limited to,the following components:
Client driven
Strength based
Consider creative solutions
Link to natural supports
Light touch financial assistance,if available
Landlord mitigation
Housing locator assistance
PROCEDURE 83:Household Assessment
a. Coordinated Entry access points will receive notification from the County
identifying which client is eligible for a housing resource,when a housing
resource becomes available in a participating project-
b. Coordinated Entry access points will contact the client to assess and verify
information.Access point will notify County once the assessment is complete°
c. County will verify information,including mandatory prioritization criteria:length
of time homeless,and unsheltered homelessness.
d. Country will contact participating project with a list of possible candidates for
the housing resource.
Coordinated Entry access points will not deny resource screening(s),assessment or services to a
household if the household refuses to provider certain pieces of information regarding disabilities
and/or diagnoses.Specific information not related to disabilities and/or diagnoses may be requested for
the purposes of determining program eligibility to make appropriate referrals.
'Also see policy:Non-Discrimination
9 Training Curricula
Cowlitz County is committed to ensuring that all Coordinated Entry access points receive sufficient
training to implement Coordinated Entry in a manner consistent with the vision and framework of CE,as
well as in accordance with the policies and procedures_
POLICY,Training Curricula
All staff involved in the operations of a Coordinated Entry access point must receive
training annually provided or approved by Cowlitz County HHS.
New Stafff Reg uired Tra in i09 to be co pleted before ovidin direct client services
Coordinated Entry access point staff complete the following on-demand online trainirigs
provided by Department of Commerce(a-e)and Cowlitz County HHS(f-g):
a. Introduction into Problem Solving(Diversion)
b. Working with Survivors of Domestic Valence
c. Introduction into Housing First
d. Progressive Engagement
New Staff Re uired Trainin g to be com Ieted within first year of e rnploV men
a. Coordinated Entry access point staff complete the following live virtual
trainings:Mental health Training
b. Trauma Training 1&2
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c. Racial Equity in Homeless Services
d. LGHTQ+Informed Train Ing
e. CE 101 Standard onboarding training(offered quarterly)
Annual Traininp Curricula
a. Review of local processes,including CE policies and procedures,and any
adopted variations for specific sub populations.
b. How to administer screening tools(targeted eligibility screening,resource
screening,and assessment)
c. Haw to collect and use screening and assessment information.
Department of Commerce offered trainings can be found at the Commerce website:
htt s: wwvv.commerce.wa.govZservin •communities homelessness Trainin
10 Prioritization
Cowlitz County is responsible for establishing and implementing a system-wide prioritization policy for
Coordinated Entry,which must describe who is considered in priority status far referrals to program
openings with participating projects,when an opening becomes available.
Pri ri i ation Procels
The prioritization process refers to determining a househoId's priority status for
services.Once a household has been screened,the information collected is analyzed in
the context of the Coordinated Entry prioritization policies.People with the highest
priority are referred to program openings in participating projects,when an opening
becomes available.
a. Coordinated Entry access points complete the process as outlined in section 8
(Screening and Assessment).
b. A prioritization tool included in the screening and assessment process is used
consistently at all access points,and identifies the most vulnerable{according to
the Prioritization Polity).
c. Households seeking assistance and household's service providers can include
addition a{information to be considered in prioritization by submitting a written
statement to the CE access paint at which the household is seeking assistance-
How eve r.only information relevant to the CE system's prioritization policy may
be used to make prioritization decisions.
d. Cowlitz County HHS manages the scoring criteria that is part of the prioritization
tool. The scoring criteria will not be shared with providers to ensure objectivity
when making housing referrals.
e. Cowlitz County HHS manages the by-name list and facilitates referrals to
program openings in participating projects,taking into consideration each
project's eligibility criteria,when openings become available.(The by-name fist
is NOT a wait list,it is simply a list of households that have made contact with a
Coordinated Entry access point within the Fast 90 days)
f. Cowlitz County H H S manager will utilize the prioritization factors outlined in the
state contract when needing to"tie break"multlpie househ Olds with the same
vulnerable score when a limited number of openings are available.
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11 Referral
The referral process matches households with available resources which will best help households
quickly exit homelessness.
POLICY:Referral Process
Coordinated Entry implements a uniform and coordinated referral process for referrals
to program openings at participating projects. HHS manages the by-name list and will
identify who is eligible to fill a program opening in a participating project,when an
opening becomes available_ The Coordinated Entry access point in which the
household was seeking assistance will assess and verify household information.Cowlitz
County HHS will verify household's eligibility,prioritization status based on prioritization
criteria as outlined in section 10(Prioritization)_HHS will contact participating project
with a list of possible candidates for the number of prefect opens requested.For victim
services specific participating projects,the coordinated entry access point in which the
household was seeking assistance will assess,verify household information based on
project criteria.The access point will securely forward household information to the
patrlating project,for additional protection of the household's confidential Information.
POLICY:Referral Reiectioras by Project
Projects may reject referrals into program openings if a conflict is identified that effects
the household's eligibility for that project. In instances where a referral to a program
opening in a participating project is rejected by the project,households must be
immediately referred to other appropriate services,if available,and will be placed back
on the by-name list without retribution or limiting their access to other farms of
assistance.
PROCEDURE 11.1:Additional Referral if Reiected by Pr sect
a. Upon notice that a referral is rejected by a participating project,HHS will ensure
the household remains on the by-name list-
b. The household will be referred to other participating projects if there is a
program opening.
POLICY:Conditions to maintain list placement
Homeless households who make contact with a Coordinated Entry access point every 90
days will remain on the by-name list. If a household declines a referral to a program
opening or the participating project rejects a referral,the household will be placed back
on the by-name list without retribution or limiting their access to other forms of
assistance.
PROCEDURE 11.2:Maintainin up-to-date Information on Noiect Capacities,
Vacancies and_EliiZihility Criteria
a. HHS will meet annually with Coordinated Entry participating projects to
maintain up-to-date information on project capacity,expected vacancy,
eligibility criteria,and any specific rent limit policies as required by funding
sources.
b. Coordinated Entry access points will maintain up-to-date information on
community resources to connect households seeking assistance to any
appropriate mainstream services_
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12 Grievance and Appeal Process
Households must be notified of their right to submit grievances,and how to submit grievances Including
nondiscrimination and equal access complaints.
POLICY:Grievance and Aoueal
Households will be notified of the process to submit a grievance or appeal during the
assessment process,and the grievance and appeal process will be publicly available
Households can submit a grievance or appeal due to nondiscrimination or equal access
complaints,service complaints,or to appeal a prioritization or referral decision.
PROCEDURE 12.1:Grievance and Appeai Submission
a. Household completes Grievance and Appeal form
b. Household follows instructions on the form for submission
*Instructions on the farm outline alternative options for submission,if the household
would like to submit the grievance and appeal form to staff not involved in their
situation.
PROCEDURE 12.2:Grievance and Appeal Reviews
a. The Coordinated Entry access point has 14 days to review a grievance or appeal
form upon submission and provide a written response
b. Review must include staff who are not involved in the grievance or decision
c. Documentation of the grievance and appeal form must be kept on file
d. Documentation of the review and written response must be kept on file
e. All Grievance and Appeal forms submitted,documentation of review,and
written response are provided to the County
f, if the grievance or appeal is elevated to the County,the County has 14 days to
review and provide a written response
g. If an outcome is not identified within the 14 day timeline to provide a written
response,a written response can be made to indicate the expected date to
identify an outcome.
h. Outcomes of the grievance orappeaI are communicated to the household as
outlined below in Procedure 12.3.
PROCEDURE 12.3:Communicating Outcomes of Grievance and Appeal
a. After review of the Grievance and Appeal submission,households must be
notified in writing of the outcome.
b. Written notification can be provided to the household through mail,email,or in
person.
c. Written notification of the outcome must be kept on file.
d. Documentation that the household was notified of the outcome must be kept
on file.
e. Written notification of the outcome and documentation the household was
notified must be provided to the County.
13 Privacy
Coordinated Entry access points must implement policies and procedures for obtaining household
consent to share and store household information for purposes of operating a coordinated entry access
point.
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PO ICY:Priva
All participant information collected,stored,or shared in the operation of CE functions,
regardless of whether or not those data are stored in HMIS,shall be considered
personal and sensitive information-
Coo Fd i n ated Entry access paints must adhere to the following privacy protections:
- CE Is prohibited from denying assessment or services to a household if the
household refuses to provide certain pieces of information,unless the
information is necessary to establish or docomeni program eIigibifity per
the applicable program regufatfon.
- CE is prohibited from denying services to households if the household
refuses to allow their data to be shared unless federal statute requires
collection,use,storage,and reporting of a ho use hold's personally
Identifiable information as a condition of program participation.
Records containing personally identifying information must be kept secure
and confidential.
The address of any family violence project must not be made public.
The assessment and prioritization process cannot require disclosure of
specific disabilities or diagnoses.Specific diagnosis or disability information
may only be obtained for purposes of determining program eligibility to
make appropriate referrals.
PROCEDURE 11.1:Obtal ni ng Flo use hold Consent
a. Coordinated Entry access points must follow assessment training protocols to
obtain appropriate consent,which includes documentation of consent-
b. Documentation of consent must be kept on file and includes HMIS consent as
well as any other Releases of Information obtained to share information
c. Households may refuse or revoke their consent at any time.
PROCEDURE 13.2:Secure and Confidential Stowage of Records
a. Coordinated Entry access points must adhere to HMIS data privacy and security
protections prescribed by HUD for HMIS practices in the HMIS Data and
Technical Standards
b. Coordinated Entry access points must maintain internal policies/procedures that
demonstrate compliance with privacy protections.
c. Proof of annual staff training on these policies/procedures are submitted
annually to the County_
14 Nan-Discriminatian
Coordinated Entry access points must comply with all applicable civil rights and fair housing laws and
requirements.CE must comply with the nondiscrimination and equal opportunity provisions of federal
civil rights laws as specifilecf at 24 CFR 5.15(a),including,but not limited to,the following:
• Fair Housing Act prohibits discriminatory housing practices(including but not limited to
"steering"participants towards any particular housing facility or neighborhood)based on
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actual or perceived race,color,U.S.residency status',religion,sex,age,familial status,
disability,sexual orientation,gender identity,or marital status
• Section 504 of the Rehabilitation Act prohibits discrimination on the basis of disability
under any program or activity receiving federal financial assistance_
• Title VI of the Civil Rights Act prohibits discrimination on the basis of race,color,or national
origin under any program or activity receiving federal financial assistance.
• Title II of the Americans with Disabilities Act prohibits public entities,which includes state
and local governments,and special purpose districts,from discriminating against individuals
with disabilities in all their services,programs,and activities,which include housing,and
housing-related services such as housing search and referral assistance.
• Title III of the Americans with Disabilities Act prohibits private entities that own,lease,and
operate places of public accommodation,which include shelters,social service
establishments,and other public accommodations providing housing,from discriminating
on because of disability.
• HUWs Equal Access Rule at 24 CFR 5.105(a)(2)prohibits discriminatory eligibility
determinations in HUD-assisted or HUD-insured housing programs based on actual or
perceived sexual orientation,gender identity,or marital status,including any projects
funded by the CoC Program,ESG Program,and HOPWA Program.The CoC Program interim
rule also contains a fair housing provision at 24 CFR 578.93.For ESG,see 24 CFR 576.407(a)
and(b),and for HDPWA,see 24 CFR 574.603.
• A CE system must not use data collected from the assessment process to discriminate or
prioritize households for housing and services on a protected basis,such as actual or
perceived race,color,national origin,religion,sex,age,familial status,disability,sexual
orientation,gender identity,or marital status,including those least likely to access homeless
assistance_
• Households must not be denied access to the CE process on the basis that the household is,
or has been,a victim of domestic violence,dating violence,sexual assault or stalking_
Appendices
Language Access Plan
Cowlitz County Coordinated Ent Lan ua a Access Plan
Purpose
This policy establishes guidelines for providing language accessible services to individuals that are
limited English Proficient(LEP)and/or Deaf or Hard of Hearing.This plan helps to ensure services are
equitable and responsive to All clients who seek services.
I Immwaycn Siatus and Housing Discrirninatior e uuentIY Asked Questions
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Definitions
Ali definitions below are from the Language Access Policy Template prepared by the interpretation
Technical Assistance&Resource Center of the Asian Pacific Institute on Gender-Based Violence
www api•ebv.org.2015.
• Limited English Proficient individuals means any individual whose primary language is not
€nglish,and has limited to no ability to speak,understand,read,or write English.
• Primary language is the language that an individual communicates rnost effectively in.
• Interpretation is the process of orally rendering a spoken or signed communication from one
language into another language.
• Translation is converting written text from one language into written text in another language.
('Translation'is often misused to mean interpretation,but it is a wrl lion medium.)
■ A qualified interpreter or translator is a trained professional who Is a neutral third party with the
requisite language skills,experienced in interpretation or translation techniques,and
knowledgeable in specialized content areas and technical terminology in order to effectively
facilitate communication between two or more parties who do nat share a common language.
• Simultaneous interpretation is the process or arally rendering one language into another
language virtually at the same time that the speaker is speaking with only a very short lag time.
• Consecutive interpretation is the process of orally rendering one language into another
language after the speaker has completed a statement or que silo ns and pauses.The interpreter
then renders that statement into the other language
■ Sight translatlon is the rendering of material written in one language,completely and accurately
into spoken speech in another language.
• Vital documents are any materials that are essential to an IndividuaI's ability to access services
provided by the organization,a are required by law.
Guidelines of an interpreter vs bill inguat staff
An interpreter Is...
■ A conduit for communication
• A neutral third parry with a single role(to interpret)
• A professional following cad es and ethics
■ Fluent in English and foreign languagels)
An Interpreter is root...
• A bilingual community member
• A bilingual staff person with other duties
• Afamily member,child,or friend of either party.
Needs Assessment
The top three spoken/written languages in Cowlitz county are English,Spanish and Chuukese
The county ensures that all Coordinated Entry material are provided in the top three languages
for our community.
Coordinated entry access point staff report that less than 5%of households that access services
identify as LEP,which Is consistent with the Office of Financial management's Washington data
&Research fact report from 2020,Languages sooken at home Irrapped by county I Office of
Financial Management Ova.govl,which obtains there data from Census American Factfinder.
The Washington data&research fact report states the following:
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6.3%-8.6%of persons in Cowlitz County live in households where a language other than
English was spoken.
2.9%-6.0%of persons in Cowlitz County live in households where Spanish is spoken.
1.1%-1.4%of persons in Cowlitz County live in households where Indo-European
language other than Spanish is spoken.
0.7%-1.0%of persons in Cowlitz County live in households where Asian or Pacific Island
language was spoken.
Individuals can access the coordinated entry system in many ways from in person(walk-in),via phone,
virtual or mobile assessment.Upon initial contact with a client that does not speak the same language
as the Coordinated Entry access point staff,staff will attempt to identify the client's primary language
and seek language assistance.
1. Determine the need for language assistance
2. Identify individuals preferred language
If initial attempts to identify the cllent's primary language are unsuccessful and there is an adult or
companion with the LEP cllent,staff may request that Individual to identify the client's primary
language.
Language Services
Once staff identify the client's primary language,the staff person will determine which resource is most
approprlate for Initial interpretation and to address the client's immediate needs.Staff will contact the
correct language assistance provider.If needed the Coordinated Entry access points will schedule a
meeting with cllent and appropriate language service to address the client's housing needs free of
charge to the client.
Types of language services
o Bilingual/multilingual staff
a In person interpreters
TelephonicJvldeo remote interpreters
o Video Relay Services
Coordinated entry access paints are prohibited from using minor children to interpret,absent
emergency circumstances or family preference.Only a qualified professional interpreter a translator
may provide interpretative or translator services.
Notice of Language Services
Sign age informing guests of available interpretation services anti allowing LEP clients to identify their
primary language will be clearly posted at the entry and front desk area of each of the Coordinated
entry access points.
Ali access point personnel will inform members of the public that language assistance services are
available free of charge to persons with LEP and provide these services to the individual.
All Coordinated Entry access points shall provide free language assistance services to LEP individuals
whom they encounter or whenever an LEP person requests Ianguage assistance services.
Training
All Coordinated Entry access point staff will receive initial training before meeting with clients and
annual training regarding the language access plan-
"Also see Policy:Annual Screening and Assessment Training_
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Evaluation
The County will annually review the language access plan policy and procedu►e(s)wit h access
points for effectiveness and efficiency in meeting the needs of the local EEP community.The
county will use this information to identify the top three languages used by individuals accessing
coordinated entry,The county will also obtain information regarding challenges and barriers
access points have experienced in meeting the language needs of corn munity members
Resources
In addition to this document,Cowlitz County encourages review of the following resources:
WA State Department of Commerce Coordinated Entry Guidelines
Notice CPD-17-01
CE Policy Brief
CE Core Elements
CE Nlan ement and Data Guide
Office of Horn e lies,s Youth Recommend iions for Youth and Ya u he Ad u I.T s
Youth Specific FAQs for CE
Chronic Homeless Definition.HUD,2017.
htips: www.hudexcitan e.info homelessness-assistance reso u r ces-fa f-ch ronj c-h omelessnes
Coordinated Entry Process Self-Assessment-HUD-
htt s: www.hudexchan e.infa res uregs documents coordinated-ent. •self-assessr-gent. df
Equal Access Rule.HUD,2011.
https:/f wtiwv.hud-gov/sites/documents/5359-F-02EQACCESSFINALRUL£.PDF
Fair Housing Act.Department of Justice,August 2015.
https: www.Lu5tice;goylcgifair-housing-act-2
Immigration Status and Housing Discrimination Frequently Asked Questions.HUD,
http://twrw.equalliousing.org/%Yp-contentluefoads/2014/09/2012-Immigraticn-Status-FAapdf
Prioritizing Persons Experiencing Chronic Homelessness and Other Vulnerable Homeless Persons
in Permanent Supportive Housing,Notice CPO-16-11-HUD,1uIV 2016.
htT s: ww w.h U d exc h ang e.infa resources documents notice•[ -16-11- riofitizin ersons-
ex eriencin -chronic-homelessness-and-other-vuInerabte-homeless ersons-in- sh.pdf
Section 504 of the Rehabilitation Act.Government Publishing Office,1973-
https/lwww.goa.govifosys/ekp 5FATUTE-871Rof/STATUTE-87-Pe355.pdf
Section 504 Frequently Asked Questions. HUD.
httos:(/www.hud gov/program ❑fficesffau housing equal gppLoisaoilitieslsect504faa
Title II and III of the Americans with Disabilities Act_Congress.Gov,1990.
h_ttps://wv vw.congress.eov/bill/101st-congressLsenate-
biil 933/text" ='k7B%22search a22%3A%58%22americans+vrith+disabilIties+act`/e22%5D%7D&r
=1
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Title VI of the Civil Rights Act.Department of Justice,January 2016.
https:llwww.iustice.EoylcriIfcs/TitIeV1-Cverview
Principles of Authentic Community Engagement(state.mn.us).
htt s:jjwww.health.state.mn_u communities ractice resources h itoolbox docs A
the nticPrinciplesCommEng pdf
VA Participation in Coordinated Entry:VA Guidance and Implementation Assessment
Checklist-HUD Exchange.
htt s: myw.hudexchan ".info resource 553 va artici ation-in•coordinated-entr
va uidance-and-im plementat ion-assess ment-check[is
t
CE Process-FAQ-A resource for domestic violence and sexual assault service providers.
htt 5: Www.Safehousin gpartnefsni s.or sites default files 12JD17-07 FA -
Coordirrated%20Entry-DV-SA-6-2017.pdf
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