Approve agreement with HRC to provide funds for emergency shelter services BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-066
APPROVING AGREEMENT BETWEEN LEWIS
COUNTY AND HOUSING RESOURCE CENTER TO
PROVIDE FUNDS FOR EMERGENCY SHELTER
SERVICES IN THE AMOUNT OF $263,288
WHEREAS, the Board of County Commissioners (BOCC), Lewis County,
Washington, has reviewed Agreement #HRCCE2023 with Housing Resource
Center (HRC) to provide funds for year round emergency shelter services to
persons who are literally or at imminent risk of homelessness; and
WHEREAS, funding in the amount of $263,288 is provided for the period of
December 1, 2020, through May 31, 2022; and
WHEREAS, it appears to be in the best public interest to authorize the execution
of said contract.
NOW THEREFORE BE IT RESOLVED that Agreement #HRCCE2023 between
Lewis County and HRC to provide funds to be used for emergency shelter services
in the amount of $263,288 from December 1, 2020, through May 31, 2022, is
hereby approved and the Director of Public Health & Social Services is authorized
to sign the same.
DONE IN OPEN SESSION this 22nd day of February, 2021.
Page 1 of 2 Res. 21-066
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Gary Stamper
By: Amber Smith, Gary Stamper, Chair
Deputy Prosecuting Attorney
ATTEST: Lindsey R. Pollock, DVM
Lindsey R. Pollock, DVM, Vice Chair
Rieva Lester Sean D. Swope
Rieva Lester, Sean D. Swope, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-066
Executive Summary
Memorandum of Understanding #HRCCE2023
Between the Housing Resource Center and
Lewis County Public Health & Social Services
Description
This MOU is between Lewis County Public Health & Social Services and The
Housing Resource Center to provide year round emergency shelter services to
persons who are literally or at imminent risk of homelessness in Lewis County. The
COVID-19 Outbreak reduced the number of year round emergency shelter bed
units available in Lewis County, due to spacing requirements. These funds are to
provide up to 16 shelter beds to replace those beds lost and increase capacity. This
programs is county wide, working in conjunction with coordinated entry, with the
goal of bring unsheltered persons inside and to exit to positive outcomes quickly.
Recommendation
Approve the amendment.
Budget Impact
Fund: 104-618-000-000-565-40-41-00 Housing
Amount: $ 263,288.00
Period: December 1, 2020 — May 31, 2022
Cover Letter:
Ruth Gutierrez
rgutierrez(chrclewi scounty.com
Submitted by:
Meja Handlen
360 NW North Street
- " Public Health Social Services Chehalis WA 98532
LEWIS COUNTY
I i
Memorandum of Understanding
Memorandum of Understanding#: HRCES2023
Memorandum of Understanding Housing Resource Center Emergency Shelter
This Memorandum of Understanding is entered into by and between Lewis County
Public Health & Social Services,herein after referred to as county, and Housing
Resource Center, herein after referred to as HRC.
Preamble
Purpose
The purpose of this Memorandum of Understanding ("MOU") is to have HRC
oversee, administer, and manage rapid rehousing, prevention and support services for
persons who are literally or at imminent risk of homelessness, and it would be in the
best interest of the citizens within the respective jurisdictions to enter into an MOU to
provide services.
Recitals
WHEREAS, COVID-19, a respiratory disease that can result in serious illness or death, is
caused by the SARS-CoV-2 virus, which is a new strain of coronavirus that had not
been previously identified in humans and can easily spread from person to person; and
WHEREAS, on January 31, 2020, the United States Department of Health and Human
Services Secretary Alex Azar declared a public health emergency for COVID-19,
beginning January 27, 2020; and
WHEREAS, on February 29, 2020, Washington Governor Jay Inslee declared a state of
emergency in response to the continued and growing threat presented by COVID-19;
and
JP Anderson, M.S.W. Director
0 360.740.1223 F 360.740.1438 TDD 360.740.1480
Rachel Wood, M.D., M.P.H. Health Officer
1OU HRCES2023
WHEREAS, on March 13, 2020, the Lewis County Board of County Commissioners
declared a present emergency which necessitates activation of the Lewis County
Comprehensive Emergency Management Plan (CEMP) and utilization of emergency
powers granted pursuant to RCW 36.40.180 and RCW 38.52.070(2); and
WHEREAS, it is in the best interest of Lewis County to work with local organizations and
businesses to coordinate acquiring necessary supplies for prevention, detection,
treatment, and eradication of COVID-19.
WHEREAS, the parties agree to proceed as outlined herein and enter into the herein
Memorandum of Understanding as a voluntary and mutually beneficial understanding.
Witnesseth
NOW THEREFORE, in consideration of the mutual benefits and covenants hereafter
contained, the parties agree hereto as follows:
General Terms and Conditions
1. Scope of County and HRC's Services
County and HRC agree to provide services, reports, and any material set forth in
Exhibit A: Statement of Work and Reporting Requirements during the MOU term. No
material, labor, or facilities will be furnished by County or HRC unless otherwise
provided for in this MOU.
2. Accounting and Payment for Services
Payment to County and HRC for services rendered under this MOU shall be as set
forth in Exhibit B: Budget, Invoicing and Contractor Payment attached hereto. Unless
specifically stated in Exhibit B or approved in writing in advance by the MOU
Representative for this MOU, County and HRC will not reimburse the other for any
costs or expenses incurred outside the performance of this MOU.
County and HRC acknowledges that the entire compensation for this MOU is specified
in Exhibit B and County and HRC are 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 County employees
outside of their respective entitlements and obligations.
3. Assignment and Subcontracting
Unless otherwise provided for in this contract, no portion of this MOU may be
assigned or subcontracted to any other individual, form, or entity without the express
and prior written approval of the MOU Representative.
4. Administration
This Memorandum of Understanding does not create a separate entity.This MOU shall
be jointly administered by County and HRC.
`:It; HRCES2023
5. Regulations and Requirements
This MOU shall be subject to all laws, rules, and regulations of the United States of
America, the State of Washington, and political subdivisions of the State of
Washington, and to any other provisions set forth in Special Terms and Conditions.
6. Public Records Law
Each Party will fulfill their independent obligations, separately,under the Washington
Public Records Act (chapter 42.56 of the Revised Code of Washington). In the event
one Party fails to fulfill its obligations pursuant to this section and due in whole or in
part to such failure a court of competent jurisdiction imposes a penalty upon the other
Party for violation of the Public Records Act, the failing Party shall indemnify the
other for that penalty, as well as for all costs and attorney fees incurred by the other
Party in the litigation giving rise to such a penalty. The obligations created by this
section shall survive the termination of this MOU.
7. Political Activity Prohibited
None of the funds provided under this MOU shall be used for any partisan political
activity, or to further the election or defeat of any candidate for public office or ballot
measure. However,no person engaged to perform such services pursuant to this MOU
shall be precluded from devoting income derived from such services to any lawful
political activity, or to the support of a candidate for public office or of a ballot
measure.
8. Right to Review
This MOU is subject to review by any federal or state auditor. The Parties or their
designees shall have the right to review and monitor the financial and service
components of this MOU by whatever means are deemed expedient by the MOU
Representative. Such review may occur with or without notice and may include,but is
not limited to, on-site inspection by County or HRC agents or employees, inspection
of all records or other materials which the Parties deem pertinent to the MOU and its
performance, and any and all communications with or evaluations by service recipients
under this MOU.
9. Modifications
Either party may request changes in the MOU. Any and all agreed modifications shall
be in writing, signed by each of the parties.
10. Termination
Either Party may terminate this MOU upon 30 days' prior written notification to the
other Party. If this MOU is so terminated, the Parties shall be liable only for
performance rendered or costs incurred in accordance with the terms of this MOU
prior to the effective date of termination.
?OU HRCES2023
11. Termination for Public Convenience
Either Party may terminate the MOU, in whole or in part, whenever the terminating
Party determines, in its sole discretion that such termination is in the interests of the
terminating Party. Whenever the MOU is terminated in accordance with this
paragraph, the non-terminating Party shall be entitled to payment for actual work
performed at unit MOU prices for completed items of work. The terminating Party
shall make a reasonable, equitable adjustment in the MOU price for partially
completed items of work, but such adjustment shall not include provision for loss of
anticipated profit on deleted or uncompleted work. Termination of this MOU by Party
at any time during the term for convenience, shall not constitute a breach of MOU by
the terminating Party.
15. Suspension of Performance and Resumption of Performance
In the event of government closure, suspension or limitation of funding in any way
after the effective date of this MOU and prior to normal completion, Parties may give
notice to the other Party to suspend performance as an alternative to termination.
Parties may elect to give written notice to the other Party to suspend performance when
the Party determines there is a reasonable likelihood that the funding insufficiency
may be resolved in a timeframe that would allow performance to be resumed prior to
the end date of this MOU. Notice may include notice by facsimile or email to the
MOU's Representative. The Parties shall suspend performance on the date stated in
the written notice to suspend. During the period of suspension of performance, each
party may inform the other of any conditions that may reasonably affect the potential
for resumption of performance.Notice may be contingent upon the occurrence or non-
occurrence of a future event;e.g. the failure of the State of Washington to pass a budget
by a date specified in the notice.
When the Parties determine that the funding insufficiency is resolved, the Parties may
give written notice to resume performance and a proposed date to resume performance.
Upon receipt of written notice to resume performance, the Parties will give written
notice to the other as to whether it can resume performance, and, if so, the date upon
which it agrees to resume performance. If Parties give notice that they cannot resume
performance, the Parties agree that the MOU will be terminated retroactive to the
original date of suspension of performance.
If the funding issue is not resolved, the Parties may terminate the MOU under the
"Termination for Convenience" clause.
16. Defense and Indemnity MOU
Either Party shall defend, protect, and hold harmless the other Party or any officers or
employees thereof, from and against all claims, suits, or action arising from any
intentional or negligent act or omission of the other Party or any employee, agent or
representative of the other Party or any subcontractor, while performing under the
terms of this MOU.
'.'1 i 1 11 HRCES2023
17. Insurance Coverage
The Contractor shall comply with all provisions described in Exhibit C: Insurance
Coverage, attached hereto.
18. Resolution of Conflicts
In the event of an inconsistency in this MOU, unless otherwise provided herein, the
inconsistency shall be resolved by giving precedence in the following order:
i. Applicable federal and state statutes and regulations
ii. Special terms and conditions
iii. Exhibits
iv.General terms and conditions
v. Any other provision of this MOU whether incorporated by reference or
otherwise.
19. Disputes, Venue and Choice of Law
Both Parties agree that any disputes that arise under or relating to this MOU that cannot
be resolved to the satisfaction of both parties shall be submitted to mediation before
either party starts litigation in any form. An impartial third party acceptable to both
the County and HRC will be appointed to mediate. Should the parties be unable to
agree upon a mediator, then the dispute shall be mediated through the Washington
Arbitration and Mediation Service, at its Tacoma office, and in accordance with the
WAMS mediation rules. Each Party shall pay an equal percentage of the mediator's
fees and expenses. Either Party may not use any funds received under this MOU to
pay mediator's fees and expenses. The mediation shall be confidential in all respects,
as allowed or required by law.
In the event that mediation does not resolve the dispute, the venue for any litigation
arising under or relating to this MOU shall be in the courts of the State of Washington.
This MOU shall be governed by the laws of the State of Washington, excepting only
the choice of law rules of the State of Washington.
20. Records Maintenance
Each Party shall maintain all books, records, documents, data and other evidence
relating to this MOU and performance of the services described herein, including but
not limited to, accounting procedures and practices which sufficiently and properly
reflect all direct and indirect costs of any nature expended in the performance of this
MOU. Both Parties shall retain such records for a period of seven (7) years following
the date of final payment.
If any litigation, claim or audit is started before the expiration of the seven- (7) year
period, the records shall be retained for a period of seven (7) years after all litigation,
claims, or audit findings involving the records have been finally resolved.
21. Recapture
In the event a Party fails to perform services specified in this MOU in accordance with
state laws, federal laws, and/or the provisions of this MOU, the other Party reserves
'' ? HRCES2023
the right to recapture funds in an amount required to compensate the other Party for
the noncompliance in addition to any other remedies available at law or in equity.
Repayment by the failing Party or refunds under this recapture provision shall occur
within the timeframe specified by the other Party. In the alternative, the other Party
may recapture such funds from payments due under this MOU.
22. Confidentiality
Both Parties or any employee, agent or representative of the Parties or any
subcontractor shall maintain the confidentiality of all information provided or acquired
by the Parties in performance of this MOU, except upon prior written consent of the
Attorneys for each Party or an order entered by a court after having acquired
jurisdiction over the Parties. Each Party shall indemnify and hold harmless the other
Party, its officials, agents or employees from all loss or expense, including, but not
limited to, settlements,judgments, setoffs, attorney's fees, and costs resulting from a
Party's breach of this provision.
23. Ethics/Conflicts of Interest
In performing under this MOU, both Parties will assure compliance with the Ethics
in Public Service Act(Chapter 42.52 Revised Code of Washington), and any other
applicable state or federal law related to ethics or conflicts of interest.
24. Information System Security
Both Parties shall protect and maintain all confidential information gained by reason
of this MOU against unauthorized use, access, disclosure, modification or loss.
Personal and/or medical information collected, used or acquired in connection with
this MOU shall be used solely for the purposes of this MOU.
25. MOU Amendments
No amendment, modification or renewal shall be made to this MOU unless set forth
in a written Memorandum of Understanding Amendment, signed by both parties.
Work under an Memorandum of Understanding Amendment shall not proceed until
both Parties duly executes the Memorandum of Understanding Amendment.
26. Severability
If any term or condition of this MOU 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 MOU are declared severable.
27. Conformance
If any provision of this MOU violates any statute or rule of law of the state of
Washington or of the United States of America, it is considered modified to conform
to that statute or rule of law.
0 U HRCES2023
28. Waiver
Waiver of any breach or condition of this MOU shall not be deemed a waiver of any
prior or subsequent breach. No term or condition of this MOU shall be held to be
waived, modified or deleted except by an instrument, in writing, signed by the party
granting such a waiver.
29. Survival
The terms and conditions contained in this MOU will survive the completion,
cancellation, termination or expiration of the MOU.
39. Entire MOU
This written MOU along with attached exhibits and the documents and terms
incorporated herein by section 23 of this MOU, represents the entire MOU between
the parties.
40. Parties
Each party to this MOU shall have an MOU representative. Each party may change its
representative upon providing written notice to the other party. The parties' MOU
representatives for this contract are:
For the County: Contract Officer
Meja Handlen
meja.handlen@lewiscountywa.gov
(360) 740-1234
For the Contractor:
Ruth Gutierrez
(360) 736-5140
rgutierrez@hrclewiscounty.com
41. Authorization
Only the Lewis County Board of County Commissioners, Director of Lewis County
Public Health & Social Services, or its designated MOU Representative identified
herein, shall have the expressed, implied, or apparent authority to alter, amend,
modify, or waive any clause or condition of this MOU. Furthermore, any alteration,
amendment, modification, or waiver of any clause or condition of this MOU is not
effective or binding unless made in writing and signed by the Lewis County Board of
County Commissioners, Director of Lewis County Public Health & Social Services,
or its MOU Representative.
Only HRC, or its designated MOU Representative identified herein, shall have the
expressed, implied,or apparent authority to alter, amend,modify, or waive any clause
or condition of this MOU with respect to the rights and responsibilities of HRC.
Furthermore, any alteration, amendment, modification, or waiver of any clause or
condition of this MOU is not effective or binding unless made in writing and signed
HRC, or its MOU Representative.
MOU HRCES2023
IN WITNESS THEREOF, this executed on (9 day of Reib
_,262,.-
Accepted: Accepted:
LEWIS COUNTY Housing Resource Center
Public Health and Social Services
JP Anderson,MSW R. Gutierrez Executive Director
Director LCPHSS HRC
Dated: q,, ik. 1 \ Dated: \ P-s J .4---1
APPROVED AS TO FORM:
JONATHAN MEYER
Prosecuting Attorney
ONI'vki 61- r\ileTtk
Atfiber Smith SBA#531 1
360 NW North Street
n Public Health & Social Services Chehalis WA 98532
Exhibit A: Statement of Work and Reporting Requirements
The purpose of this Statement of Work is to detail the work to be performed by HRC and
the methods and content for reporting progress by HRC in fulfilling all duties encompassed
in this MOU.
The term of this MOU shall commence on December 1, 2020 and terminate on May 31,
2022.
HRC shall administer funds awarded hereunder,to support a variety of activities, including
operations of emergency shelter, outreach, legislatively established priorities, and
requirements for a local homeless plan. Activities shall include, but not be limited to, the
following:
Reporting
Task Task/Activity/Description Deliverables/Outcomes Requirement Due Date
Number
1 Add a minimum of 16 • Rehabilitate existing Provide 10`h of each
beds that will serve facilities owned and or documentation month
single adults and managed by HRC to and invoices
families to HRCs regain the lost beds and associated
existing continuous stay add capacity due to with the cost
emergency shelter. COVID-19 emergency to rehabilitate
As part of the shelter guidance or create the
Lewis County 5- beds,ongoing
year Housing and • Emergency shelter must costs
Homeless Strategic plan have storage boxes, associated
and the COVID-19 hygiene facilities on site with these
pandemic,provide and provide onsite specific bed
emergency homeless laundry or laundry units.This
prevention services in documentation
Lewis County that will must be
separate and
JP Anderson, M.S.W. Director
0 360.740.1223 F 360.740.1438 TDD 360.740.1480
Rachel Wood, M.D., M.P.!I. Health Officer
`,1()H HRCES2023
assist in mitigating the vouchers for offsite not duplicated
spread of COVID 19 laundry services from existing
https://deptofcommer beds that HRC
ce.app.box.com/s/sddz • Beds must comply with has in place.
idhjln9zvb2zao5fes3rp low barrier models as
wbc3990 outlined in the
Consolidated Homeless
Grant guidelines
3 Housing Focused • Housing Resource Provide 10th of each
Services Center will provide documentation month
As part of the housing case showing what
Lewis County 5- strategies and
management to
year Housing and opportunities
Homeless Strategic plan residents that is were provided
and the COVID-19 driven by the needs of to persons
pandemic,provide the resident, is staying at the
emergency homeless flexible, uses a shelter.
prevention services in strengths-based
Lewis County that will approach and is
assist in mitigating the focused on obtaining,
spread of COVID 19 maintaining housing,
and living skills.
• Housing Resource Provide 10`h of each
Center will connect documentation month
shelter residents to showing what
mainstream services service
including but not connections
limited to behavioral were made and
health, chemical or attempted
dependency, for persons
education or utilizing
workforce training, shelter
employment services
and permanent
supportive housing.
• Housing Resource Provide a 10t11 of each
Center will have case calendar with month
management services date,time and
available on site specific staff
twice weekly. In that provided
addition,Housing the onsite case
mabehament
Resource Center staff
on behalf of
will invite other HRC
community supports
on site,including a
Veterans Specialist,
Gather Church
1O( HRCES2023
(Coordinated Entry,
Peer Services),and
Reliable Enterprises
(payee services,peer
supports).
4 Diversion and • Housing Resource Provide 10th of each
Coordinated Entry Center staff will documentation month
Participation utilize problem- of a minimum
solving conversations of 5 persons
to divert via HMIS
persons/households numbers
where
from entering the diversion
shelter or utilizing services were
crisis response system utilized
services longer term.
• For Emergency shelter Provide 10th of each
beds HRC will documentation month
participate in the county through HMIS
CE process by and sign in
accepting referrals and sheets of beds
must fill openings filled through
exclusively through the the referral
CE process.Projects and or
operated by Victim prioritization
Service Providers are list from the
not required but may CE lead
elect to participate in
the county or regional
CE process.
5 Collect and input data • Utilize the Homeless County will be ongoing
into HMIS Management doing random
Information System spot audits
(HMIS)to input through HMIS
required data for on a bi-
persons served monthly basis
• Entry of services into
HMIS system within 5
days of service date
360 NW North Street
•C. ,: ' Public Health & Social Services Chehalis WA 98532
1
LEWIS COUNTY/
' i
Exhibit B: Budget, Invoicing, and Payment
Lewis County shall pay an amount not to exceed $263,288.00 to HRC for work as
described in Exhibit A, subject to conditions set forth in this Exhibit B: Budget, Invoicing,
and Payment. HRC acknowledges and understands that any unspent allocations shall be
reclaimed by Lewis County Public Health & Social Services at the end of the terms of this
agreement.
1. Budget Detail
Item Budget for December 1,2020-May 31,2022
Pre-occupancy costs incurred between December
2020&January 2021 $26,300.00
$30.00 Per bed daily rate for up to 15 occupied beds
or June 30, 2021,whichever occurs first.
$20.00 per bed daily rate for the occupied beds
exceeding 15 at the above daily rate or July 1,2021
whichever occurs first. $236,988.00
Total not to exceed $263,288.00
2. Compensation
Payment to HRC for services rendered under this MOU shall be as set forth in Exhibit
B. Where Exhibit B requires payments by Lewis County, payment shall be made on
a reimbursement basis, supported, unless otherwise provided in Exhibit B, by
documentation of units of work actually performed(time sheets) and amounts earned,
including where appropriate, the actual number of days worked each month, total
number of hours for the month, and total dollar payment requested.
JP Anderson, M.S.W. Director
0 360.740.1223 F 360.740.1438 Tic 360.740.1480
Rachel Wood, M.D., :61.P.l1. Health Officer
',I 0 U HRCES2023
Costs allowable under this MOU are actual expenditures according to an approved
budget up to the maximum amount stated above. HRC shall use federal cost principles
specified in OMB Circular A-110 "Cost Principles Applicable to Grants, Contracts
and other Agreements"with non-profit organizations as applicable. HRC shall include
this last paragraph in any subcontracts.
Line-item adjustments to the budget must be requested in writing by HRC 45 days
prior to invoicing based on the requested adjustment(s). Lewis County will notify HRC
of approval or denial prior to invoice period.
Lewis County may withhold reimbursement payment if HRC fails to submit required
invoices and supportive documentation to Lewis County. HRC's failure to submit
invoices as specified is grounds for the Lewis County to terminate the MOU as
provided herein.
3. Invoice Timeframe
HRC shall submit invoices to the Lewis County MOU Representative identified herein
or to other such person identified by the Lewis County MOU Representative by the
10`"of each month. HRC shall submit a copy of their internal line-item budget tracking
with their invoice for services.
4. Eligible Use of Funds
Funding awarded under this MOU may only be used for activities described in
Exhibit A.
5. Duplicate Payment
HRC certifies that work to be performed under this MOU does not duplicate any work
to be charged against any other Lewis County MOU, subcontract or funding from any
other source.
6. Audit
i. General Requirements:
HRC is to procure audit services based on the following guidelines:
a. HRC County shall maintain its records and accounts so as to facilitate the audit
requirement and shall ensure that any subcontractor also maintains auditable
records.
b. HRC is responsible for any audit exceptions incurred by its own organization
or that of its subcontractor. Lewis County reserves the right to recover from
HRC all disallowed costs resulting from the audit.
c. As applicable, HRC shall be required to have an audit and must ensure all
audits are performed in accordance with Generally Accepted Auditing
Standards (GAAS); including, but not limited to, the Government Auditing
Standards (the Revised Yellow Book) developed by the Comptroller General.
01 HRCES2023
d. Responses to any unresolved management findings and disallowed or
questioned costs shall be included with the audit report. HRC must respond to
Lewis County requests for information or corrective action concerning audit
issues within thirty(30) days of the date of request.
ii. The Office of the State Auditor shall conduct the audit.
iii. HRC shall include the above audit requirements in any subcontracts.
iv. In all cases, HRC's financial records must be available for review by Lewis County.
7. Future Non-Allocation of Funds
If sufficient funds are not appropriated or allocated for payment under this MOU for
any future fiscal period, neither Party will be obligated to make payments for services
or amounts incurred after the end of the current fiscal period. No penalty or expense
shall accrue to either Party in the event this provision applies.
8. Errors and Omissions Uncompensated
In the event of any errors or omissions by the Parties in the performance of any work
required under this MOU, the Parties shall make any and all necessary corrections
without additional compensation.
360 NW North Street
• { Public Health & Social Services Chehalis WA 98532
LEWIS COUNTY
Exhibit C: Insurance Coverage
The Contractor shall provide insurance coverage as set out in this Exhibit to protect the
County should there be any claims, suits, actions,costs,damages or expenses arising
from any loss, or negligent or intentional act or omission of the Contractor or
subcontractor, or agents of either, while performing under the terms of this contract.
All required insurance shall be issued by an insurance company authorized to do business
within the State of Washington. The insurance shall name the County and its agents,
officers, and employees as additional insureds under the insurance policy. All policies
shall be primary to any other valid and collectable insurance.The Contractor shall
instruct the insurers to give the County thirty(30) calendar days advance notice of any
insurance cancellation or modification.
The Contractor shall submit to the County within fifteen(15) calendar days of the
Contract start date,proof of insurance identifying Lewis County as Primary,Non
Contributory, additionally Insured,with endorsement(s)for additional insured as
indicated below,which outlines the coverage and limits defined in this insurance section.
During the term of the Contract, the Contractor shall submit renewal certificates with
endorsements not less than thirty(30)calendar days prior to expiration of each policy
required under this section.
The Contractor shall provide insurance coverage that shall be maintained in full force and
effect during the term of this Contract, as follows:
1. Commercial General Liability Insurance Policy
Provide a Commercial General Liability Insurance Policy,including grant liability,
written on an occurrence basis, in adequate quantity to protect against legal liability
arising out of Contract activity but no less than$1,000,000 per occurrence.
Additionally,the Contractor is responsible for ensuring that any subcontractors
provide adequate insurance coverage for the activities arising out of subcontracts.
JP Anderson, M.S.W. Director
0 360.740.1223 F 360.740.1438 TDo 360.740.1480
Rachel Wood, M.D., M.P.H. Health Officer
\.10111 HRCES2023
2. Automobile Liability
In the event that performance pursuant to this Contract involves the use of vehicles,
owned or operated by the Contractor or its subcontractor, automobile liability
insurance shall be required. The minimum limit for automobile liability is
$1,000,000 per occurrence, using a Combined Single Limit for bodily injury and
property damage.
3. Fidelity Insurance
Every officer, director, employee, or agent who is authorized to act on behalf of the
Contractor for the purpose of receiving or depositing funds into program accounts or
issuing financial documents, checks, or other instruments of payment for program
costs shall be insured to provide protection against loss:
i. The amount of fidelity coverage secured pursuant to this Contract shall be
$100,000 or the highest of planned reimbursement for the Contract period,
whichever is greatest. Fidelity insurance secured pursuant to this paragraph shall
name the Contractor as beneficiary.
ii. Subcontractors that receive$10,000 or more per year in funding through this
Contract shall secure fidelity insurance as noted above. Fidelity insurance
secured by subcontractors pursuant to this paragraph shall name the Contractor
as beneficiary.
4. Business Property
The Contractor shall provide business property insurance adequate to repair, replace,
or recreate any County-owned property in the possession of the Contractor, or data,
books, computer programs, plans, specifications, documents, films, pamphlets,
reports, sound reproductions, studies, surveys, tapes, and/or training materials
produced by the Contractor or any subcontractors in the performance of the work
under this contract.
5. Industrial Insurance Waiver
The Contractor shall comply with all applicable provisions of Title 51 Revised Code
of Washington, Industrial Insurance. If the Contractor fails to provide industrial
insurance coverage or fails to pay premiums or penalties on behalf of its employees
as may be required by law, County may collect from the Contractor the full amount
payable to the Industrial Insurance Accident Fund. County may deduct the amount
owed by the Contractor to the accident fund from the amount payable to the
Contractor by County under this Contract, and transmit the deducted amount to the
Department of Labor and Industries, (L&I) Division of Insurance Services. This
provision does not waive any of L&I's rights to collect from the Contractor.
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Feb. 22, 2021
Suggested Wording for Agenda Item: Agenda Type: Deliberation
Approving Agreement between Lewis County and Housing Resource Center to provide funds for
emergency shelter services in the amount of $263,288
Contact: Sandi Andrus Phone: 360-740-1148
Department: PHSS - Public Health & Social Services
Description:
Provide year-round emergency shelter services to persons who are literally or at imminent risk of
homelessness in Lewis County. The COVID-19 Outbreak reduced the number of year-round
emergency shelter bed units available in Lewis County due to spacing requirements. These funds
are to provide up to 16 shelter beds to replace those beds lost and increase capacity. This program
is county wide working in conjunction with coordinated entry. The goal is to bring unsheltered
persons inside and exit to positive outcomes quickly. December 1, 2020 - May 31, 2022.
Approvals: Publication Requirements:
Publications:
User Status
Erik Martin Pending
J.P. Anderson Pending -- ,\--"\A
PA's Office Pending` n A
Tammy Martin Pending
Additional Copies: Cover Letter To:
Sandi Andrus, Meja Handlen, Stacey Loflin, Ruth Gutierrez email:
Suzette Smith, Kaity Nissell, Grace Jimenez, rgutierrez @hrclewiscounty.com
Michelle Sauter, Michelle Sabin, Jill Nielson,
Lee Wlazlak