HomeMy WebLinkAboutCONSENT DSHS School to Work startup 615 Sheridan Street
Port Townsend, WA 98368
Afehson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Josh Peters, County Administrator
FROM: Apple Martine, Jefferson County Public Health Director
Bonnie Obremski, Intellectual and Developmental Disabilities (IDD) Coordinator
DATE: -f J 4 -1C 267C
SUBJECT: Agenda item —County Program Agreement between the State of Washington
Department of Social and Health Services (DSHS) and Jefferson County Public
Health for provision of startup funds to provide community outreach and
education about the Division of Vocational Rehabilitation's School-to-Work high
school transition program, newly available in Jefferson County. July 1, 2025 -
June 30, 2026, $43,000.
STATEMENT OF ISSUE:
Jefferson County Public Health, the Intellectual and Developmental Disabilities program, requests Board
approval of the agreement between the State of Washington DSHS and Jefferson County Public Health for
provision of startup funds to provide community outreach and education about the Division of Vocational
Rehabilitation's School-to-Work high school transition program, newly available in Jefferson County.
ANALYSIS/STRATEGIC GOALS/PROS and CONS:
This agreement will allow Jefferson County Public Health to dedicate internal staff hours to School-to-Work
program outreach and education and to contract with service providers and vendors to assist in those efforts.
FISCAL IMPACT/COST BENEFIT ANALYSIS:
The funding provided through this agreement is a continuation of a previous contract, number DD-24-037.
Additional funds in future years for this work is not expected.
RECOMMENDATION:
JCPH management recommends approval of this contract.
REVIEWED BY:
10-7) qa,
Josh eters, County Administrator Date
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
DD-25-054
CONTRACT REVIEW FORM Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: WA Dept of Social&Health Services Contract No: DD-25-054
Contract For: School-to-Work Start-up Term: 7/1/2025-6/30/2026
COUNTY DEPARTMENT: Public Health
Contact Person: Bonnie Obremski
Contact Phone: x410
Contact email: Bonnie0@co.jefferson.wa.us
AMOUNT: $43,000 PROCESS: _ Exempt from Bid Process
Revenue: $43,000 Cooperative Purchase
Expenditure: — Competitive Sealed Bid
Matching Funds Required: - Small Works Roster
Sources(s) of Matching Funds Vendor List Bid
Fund # - RFP or RFQ
Munis Org/Obj Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMP WIT g0 AND CHAPTER 42.23 RCW.
CERTIFIED: ri N/A: August 15, 2025
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEE DEBARR BY ANY FEDERAL, STATE, OR LOCAL
AGENCY.
CERTIFIED: r N/A: E August 15, 2025
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/20/2025.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/20/2025.
Standard state agreement. Hard to change. Page 7 requires initials.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
DSHS Agreement Number
r Washington State COUNTY PROGRAM AGREEMENT
711{ Department of Social 2563-65345
` &Health Services School-to-Work Start-Up
Transforming lives
This Program Agreement is by and between the State of Washington Administration or Division
Department of Social and Health Services (DSHS) and the County identified Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On County Agreement Number
General Terms and Conditions, which is incorporated by reference. DD-25-054
DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE
Division of Vocational Division of Vocational 1223 8500CC-63
Rehabilitation Rehabilitation
DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS
Austin Diaz-Munoz 4565 7th Ave SE
Contracts Specialist
Lacey, WA 98503
DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL
(564)200-2812 Click here to enter text. Austin.DiazMunoz@dshs.wa.gov
COUNTY NAME COUNTY ADDRESS
Jefferson County 1820 Jefferson Street
Port Townsend, WA 98368
COUNTY FEDERAL EMPLOYER IDENTIFICATION COUNTY CONTACT NAME
NUMBER Bonnie Obremski
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL
(360) 385-9410 (360) 385-9401 BonnieO@co.jefferson.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM ASSISTANCE LISTING NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT
07/01/2025 06/30/2026 $43,000.00
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
® Exhibits (specify): Exhibit A- Data Security Requirements Exhibit B-Estimated Bi-Annual Budget
❑ No Exhibits.
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements, writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S) PRINTED NAME(S)AND TITLE(S) DATE(S)SIGNED
Heidi Eisenhour, Chair
Board of County Commissioners
Jefferson County Washington
DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
App d • t•. only:
f, for 08/20/2025
Philip C.Hu sucker, Date
Chief Civil Deputy Prosecuting Attorney
Jefferson County Washington
DSHS Central Contract Services
6017CF County Program Agreement(10-31-2017) Page 1
Special Terms and Conditions
1. Definitions Specific to Special Terms. The words and phrases listed below, as used in this Contract,
shall each have the following definitions:
a. "Admin/Support Staff' means the costs of fiscal staff, Human Resources staff, contract staff,
administrative staff, and others who indirectly support the County program.
b. "Community Outreach/Information Education" means the work completed to reach out to partners
and collaborating entities. This may include outreach to schools, students and their families, CRPs,
scheduling events, and sharing information and resources.
c. "CRP" or "Community Rehabilitation Program", means provider which provides vocational
rehabilitation service to individuals with disabilities to enable those individuals to maximize their
opportunities for employment.
d. "Contractor" means Jefferson County.
e. "County" means the political subdivision of the State of Washington, named above, performing
services pursuant to this Program Agreement and includes the County's officers, employees, and
authorized agents.
f. "County Coordinator" means the official developmental disabilities program coordinator or their
designee.
g. "DDCS" means the Developmental Disabilities Community Services, within the Department of
Social and Health Services.
h. "DVR" means Division of Vocational Rehabilitation, within the Department of Social and Health
Services.
i. "Indirect Costs" means all costs associated with being an employee of your county, including but
not limited to the cost of paper, pens, copier machine needs, cellphones, laptops, etc.
j. "School-to-Work" means a seamless transition for students with intellectual/developmental
disabilities from school to adult services through employment and connecting students to the
necessary resources for success.
k. "Staffing" means the amount associated with the direct staff time spent on School to Work efforts.
This may include direct salary, benefits package.
I. "Student" means an individual with an intellectual/developmental disability who will be exiting their
final year of their high school transition program, ages 20 to 22.
m. "Transportation" means the reimbursement of mileage to travel in your county when carrying out
work towards developing the School-to-Work program.
2. Purpose. The purpose of this Contract is to provide support and reimbursement to counties to develop
and establish a School-to-Work program which will provide employment related services to Students
with intellectual/developmental disabilities who will be exiting their high school transition program, ages
20 to 22.
3. Period of Performance. The term of this Contract shall be twelve (12) months, starting July 1, 2025
and ending June 30, 2026. This Contract cannot be extended beyond June 30, 2026.
4. Statement of Work. The Contractor shall provide the services and staff, and otherwise do all things
DSHS Central Contract Services
6017CF County Program Agreement(10-31-2017) Page 2
Special Terms and Conditions
necessary for or incidental to the performance of work, as set forth below:
Create a county-wide School-to-Work program. The Contractor shall establish a person who will lead
county School-to-Work transition efforts. This may be an existing staff member or hiring a new staff
member.
Contractor shall be reimbursed for costs incurred performing the below objectives:
a. Staffing
(1) Hire staff to establish relationships with schools, DVR, DDCS, CRPs, Students, parents and
others who support Students in their last year of transition as they move towards employment in
the community, OR;
(2) Establish amongst current staff who shall be the County representative to establish relationships
with schools, DVR, DDCS, CRPs, Students, parents, and others who support Students in their
last year of transition as they move towards employment in the community.
(3) Invoicing/Billing: Contractor shall submit a monthly invoice of billable hours of staff with copy of
proof of payment.
b. Indirect Costs
(1) Indirect Costs may include, but are not limited to; the cost of copiers, paper, pens, supplies,
cellphones, internet access, and/or computers needed in order to perform the services outlined
in this contract.
(2) Admin/Support Staff shall be encompassed into Indirect Costs. Admin/Support staff may
include, but is not limited to;
(a) Fiscal
(b) Human Resources
(c) Information Technology (IT)
(d) Clerical Support
(3) Invoicing/Billing: Contractor shall submit a monthly invoice that includes a line item for Indirect
Costs, expressed as percentage rate that shall not exceed 27.38%, and will not exceed actual
costs of all billable items for the month. An example has been provided below for reference:
3,500 staffing
600 Training and resources
80 transportation
750 for office space
4,930 Sub total for deliverables
10% Indirect cost
493 total indirect costs
(a) 5,423 Total Reimbursement
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Special Terms and Conditions
c. Transportation
(1) The Contractor shall track transportation of staff mileage associated with Students in School-to-
Work through travel logs.
(2) Invoicing/Billing: Contractor shall submit a monthly invoice that includes a travel log capturing
mileage needed for the development of the School-to-Work program, paid at the rate identified
in SAAM 10.90.20 at the time of billing.
d. Community Outreach/Information and Education
(1) Efforts to connect with communities and schools across the county are expected to start and
grow the School-to-Work program. It is expected that these efforts shall be the primary focus
and/or part of the established or new staff.
(2) Invoicing/Billing: Contractor shall submit billable hours for staff following guidelines in Section
3.a.(3) Staff and billable mileage following guidelines in Section 3.c.(2) Transportation.
5. Consideration. Total consideration payable to Contractor for satisfactory performance of the work
under this Contract is up to a maximum of$43,000.00, including any and all expenses, and shall be
based on the information in Exhibit B— Estimated Bi-Annual Budget.
a. Amendments to the consideration for this Contract are acceptable through mutual agreement of
both parties.
6. Deliverables.
The Contractor shall submit reports, documents, receipts, and/or summaries monthly to the School-to-
Work/Transition Program Manager for review. The School-to-Work/Transition Program Manager shall
verify the submittals are accurate and correct as specified in Section 4, Statement of Work. If any
discrepancies arise upon reviewing Program Development submittals, DVR may, at its sole discretion,
withhold payment until the discrepancies are addressed by the Contractor and approved by School-to-
Work/Transition Program Manager.
7. Monitoring.
The Contractor shall meet with the School-to-Work/Transition Program Manager semi-annually, on
dates mutually agreed upon by both parties, to discuss the performance of this Contract. Topics of
discussion include, but are not limited to; unresolved issues, potential amendments, and/or any
assistance that is needed.
8. Billing and Payment.
a. Invoice System. The Contractor shall submit invoices using State Form A-19 Invoice Voucher, or
such other form as designated by DSHS. Consideration for services rendered shall be payable
upon receipt of properly completed invoices which shall be submitted to School-to-Work/Transition
Program Manager by the Contractor by the 15th of each month. The invoices shall describe and
document to DSHS' satisfaction a description of the work performed, activities accomplished, the
progress of the project, and fees.
b. Payment. Payment shall be considered timely if made by DSHS within thirty (30) days after receipt
and acceptance by School-to-Work/Transition Program Manager of the properly completed
invoices. Payment shall be sent to the address designated by the Contractor on page one (1) of
this Contract. DSHS may, at its sole discretion, withhold payment claimed by the Contractor for
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Special Terms and Conditions
services rendered if Contractor fails to satisfactorily comply with any term or condition of this
Contract.
9. Insurance.
a. DSHS certifies that it is self-insured under the State's self-insurance liability program, as provided
by RCW 4.92.130, and shall pay for losses for which it is found liable.
b. The Contractor certifies, by checking the appropriate box below, initialing to the left of the box
selected, and signing this Agreement, that:
(1) 7 The Contractor is self-insured or insured through a risk pool and shall pay for losses for
which it is found liable; or
(2) n The Contractor maintains the types and amounts of insurance identified below and shall,
prior to the execution of this Agreement by DSHS, provide certificates of insurance to that effect
to the DSHS contact on page one of this Agreement.
Commercial General Liability Insurance (CGL) —to include coverage for bodily injury, property
damage, and contractual liability, with the following minimum limits: Each Occurrence - $1,000,000;
General Aggregate - $2,000,000. The policy shall include liability arising out of premises,
operations, independent contractors, products-completed operations, personal injury, advertising
injury, and liability assumed under an insured contract. The State of Washington, DSHS, its elected
and appointed officials, agents, and employees shall be named as additional insureds.
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Special Terms and Conditions
Exhibit A — Data Security Requirements
1. Definitions. The words and phrases listed below, as used in this Exhibit, shall each have the following
definitions:
a. "AES" means the Advanced Encryption Standard, a specification of Federal Information Processing
Standards Publications for the encryption of electronic data issued by the National Institute of
Standards and Technology (https://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.197-upol.pdf).
b. "Authorized Users(s)" means an individual or individuals with a business need to access DSHS
Confidential Information, and who has or have been authorized to do so.
c. "Business Associate Agreement" means an agreement between DSHS and a contractor who is
receiving Data covered under the Privacy and Security Rules of the Health Insurance Portability
and Accountability Act of 1996. The agreement establishes permitted and required uses and
disclosures of protected health information (PHI) in accordance with HIPAA requirements and
provides obligations for business associates to safeguard the information.
d. "Category 4 Data" is data that is confidential and requires special handling due to statutes or
regulations that require especially strict protection of the data and from which especially serious
consequences may arise in the event of any compromise of such data. Data classified as Category
4 includes but is not limited to data protected by: the Health Insurance Portability and Accountability
Act (HIPAA), Pub. L. 104-191 as amended by the Health Information Technology for Economic and
Clinical Health Act of 2009 (HITECH), 45 CFR Parts 160 and 164; the Family Educational Rights
and Privacy Act (FERPA), 20 U.S.C. §1232g; 34 CFR Part 99; Internal Revenue Service
Publication 1075 (https://www.irs.gov/pub/irs-pdf/p1075.pdf); Substance Abuse and Mental Health
Services Administration regulations on Confidentiality of Alcohol and Drug Abuse Patient Records,
42 CFR Part 2; and/or Criminal Justice Information Services, 28 CFR Part 20.
e. "Cloud" means data storage on servers hosted by an entity other than the Contractor and on a
network outside the control of the Contractor. Physical storage of data in the cloud typically spans
multiple servers and often multiple locations. Cloud storage can be divided between consumer
grade storage for personal files and enterprise grade for companies and governmental entities.
Examples of consumer grade storage would include iTunes, Dropbox, Box.com, and many other
entities. Enterprise cloud vendors include Microsoft Azure, Amazon Web Services, and Rackspace.
f. "Encrypt" means to encode Confidential Information into a format that can only be read by those
possessing a "key"; a password, digital certificate or other mechanism available only to authorized
users. Encryption must use a key length of at least 256 bits for symmetric keys, or 2048 bits for
asymmetric keys. When a symmetric key is used, the Advanced Encryption Standard (AES) must
be used if available.
g. "Fed RAMP" means the Federal Risk and Authorization Management Program (see
www.fedramp.gov), which is an assessment and authorization process that federal government
agencies have been directed to use to ensure security is in place when accessing Cloud computing
products and services.
h. "Hardened Password" means a string of at least eight characters containing at least three of the
following four character classes: Uppercase alphabetic, lowercase alphabetic, numeral, and special
characters such as an asterisk, ampersand, or exclamation point.
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Special Terms and Conditions
i. "Mobile Device" means a computing device, typically smaller than a notebook, which runs a mobile
operating system, such as iOS, Android, or Windows Phone. Mobile Devices include smart phones,
most tablets, and other form factors.
j. "Multi-factor Authentication" means controlling access to computers and other IT resources by
requiring two or more pieces of evidence that the user is who they claim to be. These pieces of
evidence consist of something the user knows, such as a password or PIN; something the user has
such as a key card, smart card, or physical token; and something the user is, a biometric identifier
such as a fingerprint, facial scan, or retinal scan. "PIN" means a personal identification number, a
series of numbers which act as a password for a device. Since PINs are typically only four to six
characters, PINs are usually used in conjunction with another factor of authentication, such as a
fingerprint.
k. "Portable Device" means any computing device with a small form factor, designed to be transported
from place to place. Portable devices are primarily battery powered devices with base computing
resources in the form of a processor, memory, storage, and network access. Examples include, but
are not limited to, mobile phones, tablets, and laptops. Mobile Device is a subset of Portable
Device.
I. "Portable Media" means any machine readable media that may routinely be stored or moved
independently of computing devices. Examples include magnetic tapes, optical discs (CDs or
DVDs), flash memory (thumb drive) devices, external hard drives, and internal hard drives that have
been removed from a computing device.
m. "Secure Area" means an area to which only authorized representatives of the entity possessing the
Confidential Information have access, and access is controlled through use of a key, card key,
combination lock, or comparable mechanism. Secure Areas may include buildings, rooms or
locked storage containers (such as a filing cabinet or desk drawer) within a room, as long as access
to the Confidential Information is not available to unauthorized personnel. In otherwise Secure
Areas, such as an office with restricted access, the Data must be secured in such a way as to
prevent access by non-authorized staff such as janitorial or facility security staff, when authorized
Contractor staff are not present to ensure that non-authorized staff cannot access it.
n. "Trusted Network" means a network operated and maintained by the Contractor, which includes
security controls sufficient to protect DSHS Data on that network. Controls would include a firewall
between any other networks, access control lists on networking devices such as routers and
switches, and other such mechanisms which protect the confidentiality, integrity, and availability of
the Data.
o. "Unique User ID" means a string of characters that identifies a specific user and which, in
conjunction with a password, passphrase or other mechanism, authenticates a user to an
information system.
2. Authority. The security requirements described in this document reflect the applicable requirements of
policies and standards of the Washington Technology Services Agency
(https://watech.wa.gov/policies?combine=&field categories target id=80&field type target id=Al1),
and of the DSHS Information Security Policy and Standards Manual. Reference material related to
these requirements can be found here: https://www.dshs.wa.gov/ffa/keeping-dshs-client-information-
private-and-secure, which is a site developed by the DSHS Information Security Office and hosted by
DSHS Central Contracts and Legal Services.
3. Administrative Controls. The Contractor must have the following controls in place:
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Special Terms and Conditions
a. A documented security policy governing the secure use of its computer network and systems, and
which defines sanctions that may be applied to Contractor staff for violating that policy.
b. If the Data shared under this agreement is classified as Category 4, the Contractor must be aware
of and compliant with the applicable legal or regulatory requirements for that Category 4 Data.
c. If Confidential Information shared under this agreement is classified as Category 4, the Contractor
must have a documented risk assessment for the system(s) housing the Category 4 Data.
4. Authorization, Authentication, and Access. In order to ensure that access to the Data is limited to
authorized staff, the Contractor must:
a. Have documented policies and procedures governing access to systems with the shared Data.
b. Restrict access through administrative, physical, and technical controls to authorized staff.
c. Ensure that user accounts are unique and that any given user account logon ID and password
combination is known only to the one employee to whom that account is assigned. For purposes of
non-repudiation, it must always be possible to determine which employee performed a given action
on a system housing the Data based solely on the logon ID used to perform the action.
d. Ensure that only authorized users are capable of accessing the Data.
e. Ensure that an employee's access to the Data is removed immediately:
(1) Upon suspected compromise of the user credentials.
(2) When their employment, or the contract under which the Data is made available to them, is
terminated.
(3) When they no longer need access to the Data to fulfill the requirements of the contract.
f. Have a process to periodically review and verify that only authorized users have access to systems
containing DSHS Confidential Information.
g. When accessing the Data from within the Contractor's network (the Data stays within the
Contractor's network at all times), enforce password and logon requirements for users within the
Contractor's network, including:
(1) A minimum length of 8 characters, and containing at least three of the following character
classes: uppercase letters, lowercase letters, numerals, and special characters such as an
asterisk, ampersand, or exclamation point.
(2) That a password does not contain a user's name, logon ID, or any form of their full name.
(3) That a password does not consist of a single dictionary word. A password may be formed as a
passphrase which consists of multiple dictionary words.
(4) That passwords are significantly different from the previous four passwords. Passwords that
increment by simply adding a number are not considered significantly different.
h. When accessing Confidential Information from an external location (the Data will traverse the
Internet or otherwise travel outside the Contractor's network), mitigate risk and enforce password
and logon requirements for users by employing measures including:
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Special Terms and Conditions
(1) Ensuring mitigations applied to the system don't allow end-user modification.
(2) Not allowing the use of dial-up connections.
(3) Using industry standard protocols and solutions for remote access. Examples would include
RADIUS and Citrix.
(4) Encrypting all remote access traffic from the external workstation to Trusted Network or to a
component within the Trusted Network. The traffic must be encrypted at all times while
traversing any network, including the Internet, which is not a Trusted Network.
(5) Ensuring that the remote access system prompts for re-authentication or performs automated
session termination after no more than 30 minutes of inactivity.
(6) Ensuring use of Multi-factor Authentication to connect from the external end point to the internal
end point.
i. Passwords or PIN codes may meet a lesser standard if used in conjunction with another
authentication mechanism, such as a biometric (fingerprint, face recognition, iris scan) or token
(software, hardware, smart card, etc.) in that case:
(1) The PIN or password must be at least 5 letters or numbers when used in conjunction with at
least one other authentication factor
(2) Must not be comprised of all the same letter or number (11111, 22222, aaaaa, would not be
acceptable)
(3) Must not contain a "run" of three or more consecutive numbers (12398, 98743 would not be
acceptable)
j. If the contract specifically allows for the storage of Confidential Information on a Mobile Device,
passcodes used on the device must:
(1) Be a minimum of six alphanumeric characters.
(2) Contain at least three unique character classes (upper case, lower case, letter, number).
(3) Not contain more than a three consecutive character run. Passcodes consisting of 12345, or
abcdl2 would not be acceptable.
k. Render the device unusable after a maximum of 10 failed logon attempts.
5. Protection of Data. The Contractor agrees to store Data on one or more of the following media and
protect the Data as described:
a. Hard disk drives. For Data stored on local workstation hard disks, access to the Data will be
restricted to Authorized User(s) by requiring logon to the local workstation using a Unique User ID
and Hardened Password or other authentication mechanisms which provide equal or greater
security, such as biometrics or smart cards.
b. Network server disks. For Data stored on hard disks mounted on network servers and made
available through shared folders, access to the Data will be restricted to Authorized Users through
the use of access control lists which will grant access only after the Authorized User has
authenticated to the network using a Unique User ID and Hardened Password or other
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authentication mechanisms which provide equal or greater security, such as biometrics or smart
cards. Data on disks mounted to such servers must be located in an area which is accessible only
to authorized personnel, with access controlled through use of a key, card key, combination lock, or
comparable mechanism.
For DSHS Confidential Information stored on these disks, deleting unneeded Data is sufficient as
long as the disks remain in a Secure Area and otherwise meet the requirements listed in the above
paragraph. Destruction of the Data, as outlined below in Section 8 Data Disposition, may be
deferred until the disks are retired, replaced, or otherwise taken out of the Secure Area.
c. Optical discs (CDs or DVDs) in local workstation optical disc drives. Data provided by DSHS
on optical discs which will be used in local workstation optical disc drives and which will not be
transported out of a Secure Area. When not in use for the contracted purpose, such discs must be
Stored in a Secure Area. Workstations which access DSHS Data on optical discs must be located
in an area which is accessible only to authorized personnel, with access controlled through use of a
key, card key, combination lock, or comparable mechanism.
d. Optical discs (CDs or DVDs) in drives or jukeboxes attached to servers. Data provided by
DSHS on optical discs which will be attached to network servers and which will not be transported
out of a Secure Area. Access to Data on these discs will be restricted to Authorized Users through
the use of access control lists which will grant access only after the Authorized User has
authenticated to the network using a Unique User ID and Hardened Password or other
authentication mechanisms which provide equal or greater security, such as biometrics or smart
cards. Data on discs attached to such servers must be located in an area which is accessible only
to authorized personnel, with access controlled through use of a key, card key, combination lock, or
comparable mechanism.
e. Paper documents. Any paper records must be protected by storing the records in a Secure Area
which is only accessible to authorized personnel. When not in use, such records must be stored in
a Secure Area.
f. Remote Access. Access to and use of the Data over the State Governmental Network (SGN) or
Secure Access Washington (SAW) will be controlled by DSHS staff who will issue authentication
credentials (e.g. a Unique User ID and Hardened Password) to Authorized Users on Contractor's
staff. Contractor will notify DSHS staff immediately whenever an Authorized User in possession of
such credentials is terminated or otherwise leaves the employ of the Contractor, and whenever an
Authorized User's duties change such that the Authorized User no longer requires access to
perform work for this Contract.
g. Data storage on portable devices or media.
(1) Except where otherwise specified herein, DSHS Data shall not be stored by the Contractor on
portable devices or media unless specifically authorized within the terms and conditions of the
Contract. If so authorized, the Data shall be given the following protections:
(a) Encrypt the Data.
(b) Control access to devices with a Unique User ID and Hardened Password or stronger
authentication method such as a physical token or biometrics.
(c) Manually lock devices whenever they are left unattended and set devices to lock
automatically after a period of inactivity, if this feature is available. Maximum period of
inactivity is 20 minutes.
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(d) Apply administrative and physical security controls to Portable Devices and Portable Media
by:
i. Keeping them in a Secure Area when not in use,
ii. Using check-in/check-out procedures when they are shared, and
iii. Taking frequent inventories.
(2) When being transported outside of a Secure Area, Portable Devices and Portable Media with
DSHS Confidential Information must be under the physical control of Contractor staff with
authorization to access the Data, even if the Data is encrypted.
h. Data stored for backup purposes.
(1) DSHS Confidential Information may be stored on Portable Media as part of a Contractor's
existing, documented backup process for business continuity or disaster recovery purposes.
Such storage is authorized until such time as that media would be reused during the course of
normal backup operations. If backup media is retired while DSHS Confidential Information still
exists upon it, such media will be destroyed at that time in accordance with the disposition
requirements below in Section 8 Data Disposition.
(2) Data may be stored on non-portable media (e.g. Storage Area Network drives, virtual media,
etc.) as part of a Contractor's existing, documented backup process for business continuity or
disaster recovery purposes. If so, such media will be protected as otherwise described in this
exhibit. If this media is retired while DSHS Confidential Information still exists upon it, the data
will be destroyed at that time in accordance with the disposition requirements below in Section 8
Data Disposition.
i. Cloud storage. DSHS Confidential Information requires protections equal to or greater than those
specified elsewhere within this exhibit. Cloud storage of Data is problematic as neither DSHS nor
the Contractor has control of the environment in which the Data is stored. For this reason:
(1) DSHS Data will not be stored in any consumer grade Cloud solution, unless all of the following
conditions are met:
(a) Contractor has written procedures in place governing use of the Cloud storage and
Contractor attests in writing that all such procedures will be uniformly followed.
(b) The Data will be Encrypted while within the Contractor network.
(c) The Data will remain Encrypted during transmission to the Cloud.
(d) The Data will remain Encrypted at all times while residing within the Cloud storage solution.
(e) The Contractor will possess a decryption key for the Data, and the decryption key will be
possessed only by the Contractor and/or DSHS.
(f) The Data will not be downloaded to non-authorized systems, meaning systems that are not
on either the DSHS or Contractor networks.
(g) The Data will not be decrypted until downloaded onto a computer within the control of an
Authorized User and within either the DSHS or Contractor's network.
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6017CF County Program Agreement(10-31-2017) Page 11
Special Terms and Conditions
(2) Data will not be stored on an Enterprise Cloud storage solution unless either:
(a) The Cloud storage provider is treated as any other Sub-Contractor, and agrees in writing to
all of the requirements within this exhibit; or,
(b) The Cloud storage solution used is FedRAMP certified.
(3) If the Data includes protected health information covered by the Health Insurance Portability and
Accountability Act (HIPAA), the Cloud provider must sign a Business Associate Agreement prior
to Data being stored in their Cloud solution.
6. System Protection. To prevent compromise of systems which contain DSHS Data or through which
that Data passes:
a. Systems containing DSHS Data must have all security patches or hotfixes applied within 3 months
of being made available.
b. The Contractor will have a method of ensuring that the requisite patches and hotfixes have been
applied within the required timeframes.
c. Systems containing DSHS Data shall have an Anti-Malware application, if available, installed.
d. Anti-Malware software shall be kept up to date. The product, its anti-virus engine, and any malware
database the system uses, will be no more than one update behind current.
7. Data Segregation.
a. DSHS Data must be segregated or otherwise distinguishable from non-DSHS data. This is to
ensure that when no longer needed by the Contractor, all DSHS Data can be identified for return or
destruction. It also aids in determining whether DSHS Data has or may have been compromised in
the event of a security breach. As such, one or more of the following methods will be used for data
segregation.
(1) DSHS Data will be kept on media (e.g. hard disk, optical disc, tape, etc.) which will contain no
non-DSHS Data. And/or,
(2) DSHS Data will be stored in a logical container on electronic media, such as a partition or folder
dedicated to DSHS Data. And/or,
(3) DSHS Data will be stored in a database which will contain no non-DSHS data. And/or,
(4) DSHS Data will be stored within a database and will be distinguishable from non-DSHS data by
the value of a specific field or fields within database records.
(5) When stored as physical paper documents, DSHS Data will be physically segregated from non-
DSHS data in a drawer, folder, or other container.
b. When it is not feasible or practical to segregate DSHS Data from non-DSHS data, then both the
DSHS Data and the non-DSHS data with which it is commingled must be protected as described in
this exhibit.
8. Data Disposition. When the contracted work has been completed or when the Data is no longer
needed, except as noted above in Section 5.b, Data shall be returned to DSHS or destroyed. Media on
which Data may be stored and associated acceptable methods of destruction are as follows:
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6017CF County Program Agreement(10-31-2017) Page 12
Special Terms and Conditions
Data stored on: Will be destroyed by:
Server or workstation hard disks, or Using a "wipe" utility which will overwrite the Data at
least three (3) times using either random or single
Removable media (e.g. floppies, USB flash drives, character data, or
portable hard disks) excluding optical discs
Degaussing sufficiently to ensure that the Data
cannot be reconstructed, or
Physically destroying the disk
Paper documents with sensitive or Confidential Recycling through a contracted firm, provided the
Information contract with the recycler assures that the
confidentiality of Data will be protected.
Paper documents containing Confidential Information On-site shredding, pulping, or incineration
requiring special handling (e.g. protected health
information)
Optical discs (e.g. CDs or DVDs) Incineration, shredding, or completely defacing the
readable surface with a coarse abrasive
Magnetic tape Degaussing, incinerating or crosscut shredding
9. Notification of Compromise or Potential Compromise. The compromise or potential compromise of
DSHS shared Data must be reported to the DSHS Contact designated in the Contract within one (1)
business day of discovery. If no DSHS Contact is designated in the Contract, then the notification must
be reported to the DSHS Privacy Officer at dshsprivacyofficer@dshs.wa.gov. Contractor must also
take actions to mitigate the risk of loss and comply with any notification or other requirements imposed
by law or DSHS.
10. Data shared with Subcontractors. If DSHS Data provided under this Contract is to be shared with a
subcontractor, the Contract with the subcontractor must include all of the data security provisions within
this Contract and within any amendments, attachments, or exhibits within this Contract. If the
Contractor cannot protect the Data as articulated within this Contract, then the contract with the sub-
Contractor must be submitted to the DSHS Contact specified for this contract for review and approval.
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6017CF County Program Agreement(10-31-2017) Page 13
Exhibit B: Estimated Bi-Annual Budget
County: Jefferson
July 1, 2025 to June 30, 2026
Objectives Estimated Budget
Staffing $4,986.34
Indirect Costs $9,242.74
Community Outreach/Information and Education $28,770.92
Total $43,000.00