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HomeMy WebLinkAbout2132 - Snohomish County - Agreement - Senior Services Grant A-20-75-03-200I ·' CEI M~R Q 1 1010 Snohomish County Human Services 3000 Rockefeller Avenue , M/S 3 05 I Everett, WA 98201 ARP (425) 388 7200 ~u>AAN ----"""<:. ON t-en Contra ct Number: A-20-75-03-200 Maximum Contract Amount: $15 ,000.00 Uu ~~ Title of Project I S erv ice: Senior Centers I-u zw Status 0 Q. 01/01/2020 u en Start Date : End Date: 12/3112020 Determination : Contractor (!) z Age n cy Name : City of Marysville I Ken Baxter Commun ity Center zQ 6915 A rmar Road -I-Address : t3 ~ ~:z City, State & Zip: Marysville , WA 98270 IRS T ax No. I EIN : 91 -6001459 I-< z (!) Joanna Martin 07658673 0 a:: Contact Person: Uniq ue Entity Identifier: uo Telephone : (360) 363-8450 Email Address: jmartin@marysvillew a .gov <!> en Funding Authority : 2020 County B udget Ordinance : County Genera l Revenue, 1 /1 Oth of 1 % Sales Ta x z~ CFDA No. & Title: NIA -LL Cl -zU ::> w Funding Specifics : SCCO 19-076 , RCW 82.14.460 LL Q. en Federal Agency : NIA Federal Award ID N o: NI A Feder a l Award Date: NIA >-I-Program Division Contact P e r son Contact Email Contact Ph one z ::> 0 Long Term Care and A ging Janet Gant janet.gant@snoco .or g (425) 388-6381 u Additional terms of t his Contract are set out i n and governed by th e followi ng , which ar e inc orporated herein by refe r ence: Ba sic Terms and Conditions HSD-2018-103-200 , maintained on fi le at the Human Serv ices Department: Business As sociate Agreement BAA-2018-103-200 , maintained on file at the Human Service s Department: Specific Terms and Conditions Attached as Exhibit A Major Incid ent Policy Procedures Attached as Exhibit I Statement of Worl</Proiect Description Attached as Exhibit B Senior Center Standards Attached as Exhibit M Approve d Contra ct Budget Attached as Exhibit C In the event of any inco nsis tency in this contract , the inconsistency shall be res olved by giv in g precedence in the following order: (a) appropriate provisions of state and fede ral law, (b) Specific Te rms and Conditions , (c) Ba sic Terms and Cond itions . (d) Busin ess Associate Agreement , (e ) other attachments incorporated by reference , and (f) other docume nts incorporated by reference. THE CO NTRACTI NG ORGANIZATION IDENTIFIE D ABOVE (HEREINAFTER REFERRED TO AS AGENC Y), AND SNOHOMISH CO UNTY (HEREINAFTER REFERRED TO AS CO UNTY), HEREB Y ACKNOWLED GE AND AGREE TO THE TERMS OF THIS CO NTRACT. SIGNATURES FOR BOTH PARTIES ARE REQUIRED BELOW. BY SIGNING , THE AGENCY IS CERT IFYING THAT IT IS NOT DEBARRED , SUSPE NDED , OR OTHERWISE EXCL UDED FR OM PART ICI PATIN G IN FEDERALLY FUNDED PROGRAMS. FOR THE CONTRACTING ORGANIZATION : FOR SNOHOMISH COUNTY: ~~~~-~~~~ ..... ~~-~~~~---:,~~~~1~~~-+=4<> l-~---~~~~ (Signature) ~ ( ----' (Da fe) Mary Jane Br ell Vujovic, Director -----~&:Jt:f4&z..,,.,.__:::===:::=--------Department of Human Services (Da te) (T itle) EXHIBIT A SPECIFIC TERMS AND CONDITIONS SENIOR CENTERS I. DOCUMENTS INCORPORAT ED BY REFERENCE In performing the services under th is C ontract, the Agency sha ll comply w ith the Se nior Center Standards and Self-A s ses sment Work book: Guidelines for Practice, 1990 Edition , National Council on the Ag ing , in co r porated by reference and m a inta i ned on file at Snohomish Co unty Human Services Long T e rm Ca re & Ag i ng , herei nafte r referred to as "County ." II. REPORTING REQUIREMENTS The Agency shall submit required reports (el ectron ic submiss ion preferred ) on a format supp lied or approved by the County. The County may withhold payment until rece ipt of overdue reports . Report Titles Senior Ce nter Quarterly Report: Unduplicated Participants , Vo lunteer Hours and Lar ge Events 20 20 Op ioi d Education Plan Client Satisfa ction Annual Survey and Report 2020 Opioid Education Project Questionn aire 202 0 Activitie s Report A ll regularly publ ished and mailed senior cen ter newsletters , brochures , and other d ocuments that detail programs/services Due Date 15th of the month fol l owi ng the reporting quarter March 1, 2020 May 2020 January 31 , 2021 January 31 , 202 1 Whe n printed and/or pub li shed Exh ib it A A-20-7 5-03-200 C ity of Mary svi lle I Ke n Ba xte r Senior Ce nter Pa ge 1 of 3 ' I , Ill . HOURS OF SERVICE The Agency shall be open and provide services duri ng its normal business hours of 10 :00 a.m. t hrough 3:00 p.m . Monda y through Friday. IV. REIMBURSEMENT In addition to th e Re imburseme nt Procedures i n Section XXX ll of the Basic Te rms and Conditions agreement, the Agency shall submit monthly requests for reimburseme nt based on program expenses and be accompan ied by monthly expenditure reports showing line item ex penditures correspond ing t o the attached Exhibit C, C ontra ct Budg et or amended Exhibi t C . V. TRAINING REQUIREMENTS The Agency shall establish a training plan for all employees performi ng services under t his Contract. The plan sha ll provide fo r orie ntation of new employees and ongoing in-service train ing fo r continuing emplo yees. The training must be provided by qualified persons and will i nclude either forma l train i ng sess i ons or on- the-job training . The dates and topics of training rece ived shall be documented i n a central file or in the person ne l files of all employees who have received the training . VI. EMERGENCY PROCEDURES A. The Agency sha ll estab lish written procedures to be followed in th e event a cli ent becomes ill or is injured while at the Agency senior center or if staff i s at the client 's home . The p lan must be thoroughly expla ined to staff and volunteers . B. T he Age n cy sha ll have a p lan for serving clie nts during periods when normal services ma y be disrupted . Disruption to normal services ma y include earthquakes , floods, snowstorms , and other natural disasters. Particular attention shou ld be made for those cl ients who are most at ri sk. 1. Whe n services are delivered at the Age n cy sen ior center, the pl an will include contact informat ion for high-risk clients , a li st of emergency services, and stores of emergency provisio ns . 2 . When services are de livered off site , the p lan will include contact information for high-risk clients . VII. CLIENT GRIEVANCE PROCEDURES Written informa tion regarding Grie v an ce Proced ures shall be posted in the Agency senior center in a location readily vi sible to clients. Exhibit A A-20-7 5-03-2 00 C ity of Marysvill e I Ken Baxter Senior Cen ter Pag e 2 of 3 VIII. INTERAGENCY COORDINATION The Agency shall identify agencies with whom it has regular relationships and whose activities bear a substantial impact upon the delivery of service s under this Contract. The Agency shall negotiate and execute working agreements with these agencies to assure coordina ted services and appropriate referral procedures . IX. STAFF REQUIREMENTS The Agency shall retain sufficient q ualified staff (paid or volunteer) t o perform the fo ll owing services : A. Administ ra tion and staff supervision ; B. Accountin g ; C. Clerical services ; and D . Custodia l services . X. NONDISCRIMINATION In addition to th e provisions contained in Section XV II of th e Basic T erms and Conditions agreement referenced on the Contract fac e page , the follow in g terms apply : The Agency and any subagencies shall comply with Internationa l Building Code Requirements fo r Barrier-Free Accessibility , WAC 51-50-005 , as amended . The Agency and subagencies shall provide barrier-free access to and egress procedures from facilities , meeting places , and structures that will enable the use of all programs and services for the disabled co mmu nity . XI. MONITORING AND EVALUATION The Agency shall cooperate with the County in monitoring activities of senior center ope rati ons annually or as deemed appropriate by the County . XII. ENTIRE AGREEMENT This Contract, including all documents attached to or incorporated by reference , contains all the terms and conditions agreed upon by the parties . No other understandi ng s or representations , oral or otherwise , regarding the subject matter of this Contract, shall be deemed to exist or bin d the parties . Exhibit A A-20-7 5-0 3-2 00 City of Marysvi lle I Ken Baxter Se nior Center Page 3 of 3 EXHIBIT B STATEMENT OF WORK SENIOR CENTERS I. SERVICE DEFINITION The Agency shall operate or provide for the operation of a senior center. A senior center is a community facility where Snohomish County residen ts , age 55 and over, come together for serv ices and participate in activ it ies that reflect their experience and interests , enhance the ir dignity , support their independence and encourage involvement in and with the senior ce nter and the communi t y. II. MINIMUM SERVICE REQUIREMENTS The Agency shall meet the minimum service requ irements described below: A. Reports T he Age n cy shall promptly subm it all requ i red reporting forms comp leted in prescribed detail on the dates set forth in Exhibit A , Specific Terms and Conditions. The County may withhold payment until rece ipt of overdue reports. B. Undupli cated Partici pants The Agency shall provide programs , services and activities to a minimum of 250 unduplicated participa nt s per yea r. An undupl icated partic i pant is an eligible participant who is counted only once during a funding year without regard to how many d irect services and activiti es the participant engages in. C. Quarterly Report s T he Age nc y sha ll submit Quarterly Reports , in a report form supplied by the County , that document verifiabl e undup li ca t ed parti cipant data and total vo l untee r h ours for the quarter. To be e l ig ible as a partici pant , a person must be a Snohomish County resident, aged 55 or older, who ha s signed in and participa t ed in a center-sponsored activity and for whom the Agency has a name , date of birth and /or age , and address . The Agency s hall also report data for large and /or special events he ld at the senior center. D. Cl ient Sa tis facti on Annual Survey and Report In collaboration wi th the County , the Agency shall partici pate i n a Sen ior Center Cl ient Satisfa ction Survey to solicit participant feedback regarding programs Exhibit B A-20-7 5-03-200 C ity of Marysville I Ken Baxter Senior Center Page 1 of 3 and activities provided at the Agency senior center. The survey will take place during a two-week period in May 2020 . The County will provide the survey too l, designated survey tim e frame and report due date via email to the Agency by March 1, 2020. The Agency shall co ll ect and record survey responses in a format provided by the County and submit to the County electronically . E. Opioid Education Project Requirements 1. The Agency shall submit an Opioid Education Plan by date set forth in Exhibit A , Specific Terms and Conditions that in cludes , at a minimum , the following items: a . A description of how the two (2 ) traini ngs presented during the Contract period will be organized and delivered. Indicate proposed training dates and if tra in ings wi ll be stand-alone events or offered within a larger event such as health or we llne ss fairs or other events and if there will be a panel of communi ty experts or collaboration with other community partners ; include names of partnering organizations . b. A description of how opioid-issue messages are shared with members and the community. This may in clude posting informatio nal messages in newsl etters , flyers, website , etc. c. A description of five (5) senior center activities selected by the senior center where op io id abuse prevention curriculum will be provided . 2. Opioid Education Training and/or Presentation Objectives a. The Agency shall, at a minimum , provide two (2) opioid education trai n ings and/or presentati ons during the Contract period that includes the proper use , handling and disposa l of prescription medication with an emphasis on opioids. Trainings and/or presentations shou ld , at a minimum , focus on meeting the following objectives : 1) Participants s hou ld have a better understanding of what opiates are and how they work ; 2) Participants should be provided information about opiate use , misuse and abuse ; 3) Participants should have a better und erstanding of opiate overdose and poisoning ; 4) Participants shou ld be more aware of prevention resources in the community (such as medication storage , medication disposal and education ); Exh ib it B A-20-7 5-03-200 C ity of Ma rysvi ll e I Ken Baxter Se nior Center Pa ge 2 of 3 5) Participants should understand how to admin ister Narcan and Nalo xone ; and 6) Participants should ha ve a better understanding of preventi ng overdose . b. The presenter (volunteer and professional ) must receive and u se the Human Services Department Senior Center Opio id Tra i ning PowerPoint as guidance in order to focus the training on meeting training objectives . c. The Agency must verify participant attendance using a sign -in sheet for any trainings offered. d . After each training , the Opioid Education Participant Survey pro vi ded by the County must be offered to participants and col lected upon completion . Completed surveys wi ll be subm itted to the Co u nty for analysis . 3. The Agency shall deliver opioid abuse pre vention curriculum in five (5) senior center activities . 4. The Agency shall comp lete and submit the end-of-year 2020 Senior Center Opioid Education Project Questio nnaire provided by the County by January 31 ,2021 . F. Snohomish County Senior Center Standards The Agency shall organize and operate the sen ior center in compl i ance with the attached Exhibit M , Snohomish County Senior Center Standards , which are derived from the National Council on Aging and National Institute of Sen ior Centers accreditation standards . G . Council on Aging Senior Center Committee The Age ncy shall send a representative to schedu led Council on Aging Seni or Center Committee meetings. Exh ib it B A-20-7 5-03-2 00 City of Marysvi lle I Ken Baxter Se nior Ce nter Page 3 of 3 AGENCY NAME: CONTRACT PERIOD: EXHIBIT C CONTRACT BUDGET · COST REIMBURSEMENT SENIOR CENTERS City of Marysville I Ken Baxter Community Center 11112020 to 1213112020 ------- FUNDS AWARDED U NDER CONTRACT: REVENUE SOURCE FUNDI N G PERIOD AMO UNT AMENDMENT TOT AL AMOUNT County General Revenue 11112020 . 1213112020 $ 7,500 $ 7,500 1110th of 1% Sales Tax 11112020 • 12131 12020 $ 7,500 7,500 . - - - TOT AL FUNDS AWARDED : $ 15 ,000 $ -$ 15 ,000 MATCHI NG RESOURCES : NIA TOTAL MATCHING RESOURCES : NIA MATCH REQUIREMENTS FOR CONTRACT: % OTHER PROGRAM RESOURCES (Identify): SOURCE ------ NIA AMOUNT: FUNDING PERIOD AMOUNT TOT A L OTHER RESOURCES: _$;....._ ___ _ Ex hibit C A-20-75-03-200 City of Marysville I Ke n Baxter Community Center Page 1 of 4 FUND FUND CATEGORY SOURCE SOURCE County General 1/10th of 1% Revenue Sa les Tax Salaries/Waoes $7 ,500 $ 7 ,500 Benefits Suoolies/M inor Eouip . Prof. Services Postaoe Teleohone Mileage/Fares Meals Lodginq Advertisinq Leases/Rentals Insurance Utilities Reoairs/Maint. Client Fl ex Funds Client Rent Printing Dues/Subscrip. Regis ./Tu ition Machinery/Equip. Administratio n Ind irect Occupancy Mi scellaneous Mi sc. Construction Acouisition Re location TOTAL $7 ,500 $ 7,500 $ EXPENDITURES FUND FUND FUND FUND SOURCE SOURCE SOURCE SOURCE -$ -$ -$ - $ $ MATCHING OTHER TOTAL RESOURCES RESOURCES 15,000 - - - - - - - - - - - - - - - - - - - - - - - - - - - 15,000 $ -$ Exhibit C A-20-75-03-200 City of Marysville I Ken Baxte r Community Center Page 2 of 4 - AMOUNT $15,000 $15 ,000 EXPENDITURE NARRATIVE CATEGORY NARRATIVE (provide iusllficallon descnbmg each category supported with funds awarded under this contract) Salaryl\/\/ages Salary fo r part-time center staff person TOTAL Exhibit c A-20-75-03-200 City of Marysville I Ken Baxter Community Center Page 3 of 4 DETAIL SALARIES I WAGES % OF TIME TO POSITION FUND SOURCE FUND SOURCE TOT AL MONTHLY County General Reven ue , 1/10th Prog ra m Ass istant of 1% 100 .00 % $1,250 NOT E: A bov e figures may refl ect roun di ng MONTHLY #OF TOT AL CHARGE CHARGE TO TO FUND FUND SOURCE MONTHS SO URC E $1 ,250 12 .00 $1 5,000 TOTAL: $15 ,000 Exh ibit C A-20-75-03-200 City of Marysville I Ken Baxter Community Center Page 4 of 4 EXHIBIT I MAJOR INCIDENT REPORTING POLICIES AND PROCEDURES SENIOR CENTERS I. POLICY A. The Agency must report suspected abuse , abandonment, neglect, se lf- neglect, exploitation and financial exploitation of vulnerable adults or ch ildren immediately to DSHS Adult Protective Services (APS ) at 866-221-4909 or Ch ild Protective Services (CPS) at 866-363-4276 per RCW 74 .34 and RCW 26.44. If the person you suspect is being abused or neglected is l iv ing in a nursing home, assisted livi ng facility , or adult family home , call the DSHS Complaint Resolution Unit Hotline at 800-562-6078 . 8 . The Agency must report major incidents as outlined below to the County, in additio n to any other mandated reporting authorities , within one bus iness day from when the Agency becomes aware of the incident. When personal safety is at stake , reporting shou ld occur as soon as the safety of all persons is assured and all necessary emergency measures have been taken . This refers specifica ll y to County contracted serv ice s. 1. Death , disappearance , or signifi c an t injury requ iri ng hospital admiss ion of a client when suspicious or unus ual ; 2. Major disruption of a County contracted service ; 3. Any event invo lving known med ia interest or litigation ; 4 . Any viol ent act to include rape or sexual assault, as defined in RCW 71 .05.020 and RCW 9.94A.030 , or any homicide or attempted hom icide committed by a client or Agency staff; 5. Confidential data loss that would potentially comprom ise the security or privacy of confidentia l information held by the County or the Agency; 6. Any breach o r loss of client data in accordance with HIPAA regulations ; and 7 . Credible allegations of fraud committed against the Agency by staff or volunteers . Exh ibit I A-20-75-03-200 Ci ty of Marysville/Ken Baxter Community Center Page 1 of 2 C. If the County becomes aware of major in cidents as descri bed in Se ct io n I. B., which may not be known by the Agency , t he Co unty w ill report the incident to the Agency's managem en t within one business day of when the County becomes aware of the incide nt. D. Ea ch Agency must distribute the Majo r Inci dent Reporting Poli ci es and Pro ced ures to all of its emp loyees . II. PROCEDURES A. Agencies will establish a written poli cy on procedu res to follow in reporting major i ncidents t o the Cou nty , with clearly delinea ted cha in of command . B. Majo r incidents as described in Section 1.8 . must be reported by pho ne or email to the L TC A supervisor or County divis i on manage r. The report must include the following : 1. A description of the issue ; 2. Relevant backgroun d ; 3. Age ncy actions or recommendations ; and 4 . Follow up if needed to cl ose out the iss ue. Exh ibit I A-20-7 5-03-200 Cit y of Mary sville/Ken Baxte r Community Center Page 2 of 2 EXHIBIT M SNOHOMISH COUNTY SENIOR CENTER STANDARDS I. PURPOSE A senior center shall : A. P resent a mission statement consistent with the National Council on Aging (NCOA) and National Institute of Senior Centers (NIS C) se nior center de fi nition and philosophy. B. Use a written p lann i ng document with goals , objectives , and action plans based on it s mission . II. COMMUNITY A senior center shall : A. Participate in cooperative community p lanning , establish service del ivery arrangements with other community partners , and serve as a focal point in the community . B. Pro vi de information and referra l services at the senior center. Ill. GOVERNANCE A. A sen ior center shall be organized to create effective relationships among participants , staff, governing structure , and the community in order to ach ieve the sen ior center's mission , goals and objectives . B. A sen ior center's go verning structure shall be organized to operate effi ci ently and effe ct ively . C. The governing structure shall have written documents that define and establish procedures for the following (must ha ve a minimum of 8): 1. Qual ifications for membership in the governing structure ; 2. Election and tenure of office ; 3. Specification of officers ' duties ; 4 . Regular and special meetings ; E xhibit M A -20-75-03-200 City of Marysvi lle I Ken Ba xte r Se n ior Cent er Pag e 1 of 4 5. Committees ; 6. Parliamentary procedures for the conduct of meetings ; 7. Quorums ; 8 . Recording of minutes; 9. Amending of written documents ; 10. Securing of funds ; and 11. Dissolution of the organization (if needed). D. The governi ng structure shall perform or delegate the following responsib ilities : 1. Hold regu lar meetings and make minutes available to interested individuals ; 2. Formulate , and regularly review, senior center mission , goals and objectives ; 3 . Establish policies and procedures and maintain standards of operati on ; 4. Regular ly evaluate senior center's activities and services ; 5. Adopt and implement an annual budget, receive financial reports , make contracts, and arrange for an annual independent aud it per the Basic Terms and Conditions , Section XXXIV , Audit Requirements ; 6. Employ a chief administrative person and delegate authority to that person for management of daily affairs in accordance w ith center pol icies and procedures ; 7 . Secure physical facilities ; 8 . Coordina te senior center's program with other agencies to ensure pro vis io n of adequate services for older adults in the commun ity ; 9 . Plan and carry out public information activities; and 10. Establish a participant organization and, if poss ible , arrange for its representation on the governing structure . E. Committees have clearly defined resp onsibili ties . They consist of designated members who regularl y meet, document minutes, and make them available to the governing structure and other members of the sen ior center . Exh1b1 t M A-20-7 5-03-200 C it y of Marysvi ll e I Ke n Ba xter Se nior Center Pag e 2 of 4 IV. ADMINISTRATION AND HUMAN RESOURCES The senior center shall have clear adm inistrative and human resources policies and proced ures in place that contribute to the effective management of its operation . It shall be staffed by qual ifi ed pe rso nnel , pa id and volunteer, capab le of implementing its prog rams . V. PROGRAM PLANNING A. As part of a comprehensive community strategy to meet the needs of older adults , senior centers offer servi ces and activities within a senior center, outside the cente r, and link participants with resources offered by other agencies . Senior center programs cons ist of a variety of individual and group services and act ivi t ies that include , but are not limited to , the following : 1. Health and we llness ; 2 . Arts and human it ies programming ; 3 . Intergenerational programs and act ivit ies ; 4 . Employment assistance ; 5. Information and referral services ; 6 . Socia l and re crea tional activities ; 7. T ransportation services ; 8. Vo lunteer and civi c engagement opportun ities ; 9. Educational opportun ities ; 10 . Financial and benefits assistance ; and 11. Meal and nutr itio n programs. B. Senior centers shall provide a minimum of twelve (12) differe nt programs and acti v ities . Programs and activi ties must be provided in at least six (6) different categories listed abo ve. The same program /activity may not be used for multiple categories . VI. EVALUATION A. The senior center shall ha ve appropriate and adequate arrangements to evaluate and report on operations and programs on a reg ular bas is. Exhibit M A-20-75-03-200 City of Marysville I Ke n Ba xter Senio r Center Page 3 of 4 B. The senior center sha ll demonstrate an understand i ng and implementation of evaluations to seek outcome-based measurements. VII. FISCAL MANAGEMENT The sen ior center shall practice sound fiscal planning and management, fi nancial record keeping , and reporting incl u ding : A. Preparation and publishing of an annual budget document; B. The senior ce nter's budget, accounting , and financial reporting practi ces conform to an approp riate and accepted accounting standard ; and C. Liab il ity ins urance coverage f or assets , staff, partici pants , volunteers , and governing structure . VIII . RECORDS AND REPORTS A. The sen ior center shall keep complete records requ ired to operate , p lan , and review its programs including : 1. Standard ized participant records ; 2. Program records and reports on services and activities ; and 3. Confide nt iality policy limiting access to certain records and files . B. The senior ce nter shall regu larly prepare and circu late reports to inform its governing structure , participants , staff, funders , and the public about all aspects of its operation , program , and services . IX. FACILITY A. A sen i or center shall make use of facilities that promote effective program operation and provide for the hea lth , safety , and comfort of participants , staff, and co mmunity. B. A senior center prov ides barrier-free access in accorda nce with appl icable laws. Exhi b it M A-20 -7 5-03-200 City of Marysvi lle I Ken Baxte r Sen ior Center Page 4 of 4