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HomeMy WebLinkAboutCONSENT HFB Winter Welcoming Center JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Jefferson County Board of Commissioners FROM: Carolyn Gallaway,Clerk of the Board DATE: 2/2/2 SUBJECT: AGREEMENT re: 2026 Affordable Housing/Homelessness Grant Funding; Jefferson Interfaith Action Coalition—Winter Welcoming Center; in the amount of$17,000 STATEMENT OF ISSUE: On October 29, 2025 and November 4, 2025 the Housing Fund Board met and reviewed the RFPs received. On November 17, 2025,the Board of County Commissioners approved the Housing Fund Board's 2026 funding recommendations for Affordable Housing Fund 148, Homeless Housing Fund 149 (1590 and 5386 Funds). One of the.recommendations was to fund Jefferson Interfaith Action Coalition—Winter Welcoming Center; in the amount of$17,000. ANALYSIS: The attached Grant Agreement will provide $17,000 in funds approved by the Board of County Commissioners on November 17, 2025. FISCAL IMPACT: $17,000 from Fund 149 RECOMMENDATION: Approve the attached Grant Agreement. REVIEWED BY: Digo Jo D. Peters, County Administrator Date CONTRACT REVIEW FORM clear Form (INSTRUC77ONS ARE ON THE NEXT PAGE) CONTRACT WITH: JEFFERSON INTERFAITH ACTION COALITION Contract No: WINTERWELCOME2026 Contract For: WINTER WELCOMING CENTER Term: January 1,2026 to December 31,2026 COUNTY DEPARTMENT: COUNTY ADMINISTRATOR'S OFFICE Contact Person: CAROLYN GALLAWAY Contact Phone: 360-385-9122 Contact email: CAROLYNOCO.JEFFERSON.WA.US AMOUNT: S17,000 PROCESS: - Exempt from Bid Process Revenue: 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 IA CE WIT• CC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: I I N/A: /2,/f,/2 S— ignature / Date STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL AGENCY. CERTIFIED: El N/A: El r a (2-/l//2 s— ignature Date STEP 3: RISK MANAGEMENT REVIEW(will added electronically through Laserfiche): Electronically approved by Risk Management on 12/16/2025. STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche): Electronically approved as to form by PAO on 12/16/2025. Hard copy of PAO signature page has been provided. 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 AGREEMENT FOR 2026 AFFORDABLE HOUSING/HOMELESSNESS SERVICES FUNDING FOR JEFFERSON INTERFAITH ACTION COALITION—WINTER WELCOMING CENTER This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and JEFFERSON INTERFAITH ACTION COALITION("RECIPIENT"). WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 604 367 170; and WHEREAS, the COUNTY desires to support affordable housing and reduce or eliminate homelessness in unincorporated Jefferson COUNTY, as authorized by Chapter 36.22 RCW, Chapter 82.14 RCW,and Chapter 3.33 Jefferson COUNTY Code; and WHEREAS, the COUNTY appointed the Jefferson COUNTY Housing Fund Board ("HFB") to review and recommend Affordable and Supportive Housing Fund (1590 FUNDS) and/or Homeless Housing and Assistance Fund (5386 FUNDS) proposals submitted to the COUNTY, as authorized by RCW 82.14.530, RCW 82.14.540 and Chapter 3.33 Jefferson COUNTY Code;and WHEREAS, RECIPIENT submitted a qualified Affordable and Supportive Housing Fund (1590 FUNDS) and/or Homeless Housing and Assistance Fund (5386 FUNDS) proposal to the HFB; WHEREAS, the HFB reviewed and recommended funding all or part of RECIPIENT's qualified Affordable and Supportive Housing Fund (1590 FUNDS) and/or Homeless Housing and Assistance Fund(5386 FUNDS)proposal to the Jefferson County Board of Commissioners; WHEREAS, the Jefferson County Board of Commissioners reviewed the HFB recommendation for funding all or part of RECIPIENT's qualified Affordable and Supportive Housing Fund (1590 FUNDS) and/or Homeless Housing and Assistance Fund (5386 FUNDS) proposal and finalized an award of$17,000 from Fund 149 for the purposes recommended by the HFB ("Final HFB Award"); IN CONSIDERATION of the mutual covenants and agreements herein it is agreed by the parties as follows: 1. SERVICES TO BE PERFORMED USING THE HFB AWARD a. RECIPIENT shall use its capabilities and utilize up to the total amount of Final HFB Award for the approved scope of work for the Project described in RECIPIENT's proposal for the 2026 fiscal year,a copy of which is attached as Exhibit A. b. The budget for the Project is described in Exhibit B,attached. 2. RESPONSIBILITIES OF RECIPIENT a. Reports. RECIPIENT shall submit a progress report no later than July 1, 2026, midway through the grant cycle period. An annual report form will be due no later than January 31, 2027. The report form will be distributed before the end of the year. Non-compliance may result in no funds awarded in the future. Reports shall include a comparison of HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 1 outcomes to date with those initially proposed, and the total number of individuals served during the Agreement term. b. Payment. Expenses incurred on the Project, as described in Section 1.b., by the Project's consultants, contractors, suppliers, or RECIPIENT's staff shall be submitted to the COUNTY Administrator's Office by RECIPIENT using a detailed invoice that includes all of the following: i. Each detailed invoice shall show individual items followed by the total amount incurred and the amount eligible for reimbursement under this grant. RECIPIENT may submit such invoices to the COUNTY once per month during the course of the Project for work completed. All invoices shall be submitted no later than 30 days after project completion; and, ii. The COUNTY shall review and approve invoice payments. Payments will be limited to the monies that are available under the grant as described in Section 1. Such invoices, once approved, will be paid using the COUNTY's normal bill paying process and cycle. c. For a minimum of six (6)years, maintain documented proof of payments made, contracts executed, and other expenditures authorized under this Agreement. Upon reasonable notice, provide access to COUNTY or State representatives to audit those records. d. Funding provided by this Agreement may only be expended on the services described in Section 1 of this Agreement. Any monies used for other services or purposes shall be refunded to Jefferson COUNTY. Any monies under-expended of the total funding allocated under this Agreement shall be refunded to Jefferson COUNTY by January 31, 2027. 3. RESPONSIBILITY OF JEFFERSON COUNTY a. The COUNTY shall provide RECIPIENT funding from the Affordable and Supportive Housing Fund (1590 FUNDS) and/or Homeless Housing and Assistance Fund (5386 FUNDS) to be used in support of their responsibilities as defined under this Agreement. b. Said funding is in the amount of the Final HFB Award for the 2026 fiscal year. Payment is conditioned on full compliance with this Agreement, including but not limited to, the submittal of the reports required by Section 2. c. Payment shall be made by the COUNTY upon receipt of an invoice on the next available billing cycle. 4. TERM This Agreement shall be for a term of one year, commencing on January 1, 2026 and ending on December 31, 2026,except for the reports required in Section 2,which are due January 31,2027. 5. ASSIGNMENT A party's interests in this in this Agreement may not be assigned to any other person. HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 2 6. TERMINATION a. This Agreement may be terminated, in whole or in part, by the COUNTY upon thirty (30) days written notice in the event expected or actual revenue from Fund 148 and/or 149 is reduced or limited in any way, or for non-performance of duties under this Agreement, or for any reason. b. RECIPIENT may terminate this Agreement upon thirty (30) days written notice to the COUNTY. In the event of termination under this clause, the COUNTY shall be liable to pay only for services rendered prior to the effective date of termination. If termination covers a period for which payment has already been made, RECIPIENT shall refund to the COUNTY a pro-rated share of the payment based upon the balance of time remaining in the paid period,unless otherwise negotiated. 7. HOLD HARMLESS a. RECIPIENT shall indemnify and hold the COUNTY, and its officers, employees, agents and volunteers (and their marital communities) harmless from and shall process and defend at its own expense, including all costs, attorney fees and expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly or indirectly, from RECIPIENT's negligence or breach of an of its obligations under this Agreement; provided that nothing herein shall require RECIPIENT to indemnify the COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the conduct of the COUNTY, its officers, employees, agents and volunteers (and their marital communities), and; provided further that if the claims or suits are caused by or result from the concurrent negligence of: (a) RECIPIENT's agents or employees; and, (b) the COUNTY, its officers, employees agents and volunteers (and their marital communities), this indemnity provision with respect to claims or suits based upon such negligence, and or the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to the extent of RECIPIENT's negligence, or the negligence of RECIPIENT's agents or employees. b. RECIPIENT specifically assumes potential liability for actions brought against the COUNTY by RECIPIENT's employees, including all other persons engaged in the performance of any work or service required of RECIPIENT under this Agreement and, solely for the purpose of this indemnification and defense, RECIPIENT specifically waives any immunity under the state industrial insurance law, Title 51 RCW. RECIPIENT recognize that this waiver was specifically entered into pursuant to provisions of RCW 4.24.115 and was subject of mutual negotiation. 8. INSURANCE RECIPIENT shall obtain and keep in force during the term of this Agreement, or as otherwise required,the following insurance: a. Commercial General Liability Insurance. RECIPIENT shall maintain commercial general liability coverage on a form acceptable to Jefferson COUNTY Risk Management for bodily injury, personal injury, and property damage, with a limits of not less than in the amount of at least $1 million per occurrence, for bodily injury, including death, and property damage; and HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 3 b. Worker's Compensation (Industrial Insurance). RECIPIENT shall maintain workers' compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson COUNTY Risk Management, upon request. 9. INDEPENDENT CONTRACTOR a. RECIPIENT and the COUNTY agree that RECIPIENT is an independent contractor with respect to the services provided pursuant to this Agreement. b. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. c. Neither RECIPIENT nor any employee of RECIPIENT shall be entitled to any benefits accorded COUNTY employees by virtue of the services provided under this Agreement. d. The COUNTY shall not be responsible for withholding or otherwise deducting federal income tax or social security or for contributing to the state industrial insurance program, otherwise assuming the duties of an employer with respect to RECIPIENT, or any employee,representative, agent or subcontractor of RECIPIENT. e. RECIPIENT shall be responsible for all applicable withholdings, deductions, state industrial insurance, tax reports, business licenses, registrations, and all other obligations of an independent organization. HFB Grant Award Agreement for Jefferson Interfaith— Winter Welcoming Center Page 4 10. SUBCONTRACTING REQUIREMENTS a. RECIPIENT Owns Contract Performance. RECIPIENT is responsible for meeting all terms and conditions of this Agreement including standards of service, quality of materials and workmanship, costs and schedules. Failure of a subcontractor to perform is no defense to a breach of this Agreement. Recipient assumes responsibility for all liability for the actions and quality of services performed by any subcontractor. b. Subcontractor Disputes. Any dispute arising between RECIPIENT and any subcontractors or between subcontractors must be resolved with involvement of any kind on the part of the COUNTY and without detrimental impact on the delivery of contracted goods and services. 11. LEGAL AND REGULATORY COMPLIANCE While performing under this Agreement, RECIPIENT, subcontractors, and their employees are required to comply with all applicable local, state and federal laws, codes, ordinances and regulations, including but not limited to: a. Applicable regulations of the Washington State Department of Labor and Industries, including WA-DOSH Safety Regulation; and b. State and Federal Anti-Discrimination Laws. 12. COMPLIANCE WITH LAWS RECIPIENT shall comply with all Federal, State, and local laws and ordinances applicable to the work to be done under this Agreement. 13. CHOICE OF LAW The parties agree that this Agreement is entered into in the State of Washington. This Agreement shall be governed by and construed under the laws of the United States, the State of Washington and the County of Jefferson, as if applied to transactions entered into and to be performed wholly within Jefferson County, Washington between Jefferson County residents. No party shall argue or assert that any state law other than Washington law applies to the governance or construction of this Agreement. 14. DISPUTES a. The parties agree to use their best efforts to prevent and resolve disputes before they escalate into claims or legal actions. Any disputed issue not resolved under this Agreement shall be submitted in writing within 10 days to the County Risk Manager, whose decision in the matter shall be final, but shall be subject to judicial review. b. If either party deem it necessary to institute legal action or proceeding to enforce any right or obligation under this Agreement, each party in such action shall pay for its own attorney's fees and court costs. c. Any legal action shall be initiated in the Superior Court of the State of Washington for Jefferson County, subject to the venue provisions for actions against counties in RCW HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 5 36.01.050. The parties agree that the parties have the right of appeal from such decisions of the Superior Court under the laws of the State of Washington. d. RECIPIENT consents to the personal jurisdiction of the courts of the State of Washington. 15. DISCRIMINATION PROHIBITED RECIPIENT with regard to the project to be completed under this Agreement, shall not discriminate on the grounds of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, unless based upon a bona fide occupational qualification in the selection and retention of employees, materials, supplies, or subcontractors. 16. INTEGRATED AGREEMENT This agreement together with attachments or addenda represents the entire and integrated agreement between the COUNTY and RECIPIENT and supersedes all prior negotiations, representations, or agreements written or oral. 17. PUBLIC RECORDS ACT This Agreement and any reports submitted by RECIPIENT are subject to disclosure as a public record under the Public Records Act, RCW Chapter 42.56. 18. RECORDS RETENTION AND AUDIT AUTHORIZATION a. A minimum of six years, RECIPIENT shall maintain documented proof of payments made, contracts executed and other expenditures authorized under your Agreement with Jefferson COUNTY. b. Upon reasonable notice, RECIPIENT shall provide access to COUNTY or State representatives to audit records related to the funds provided to RECIPIENT under this Agreement. 19. NO SEVERABILITY The terms of this Agreement are not severable. If any provision of this Agreement or the application of this Agreement to any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the remainder of this Agreement and the application this Agreement shall not be enforceable. 20. SURVIVAL Those provisions of this Agreement that by their sense and purpose should survive the term of this Agreement shall survive the term of this Agreement for a period equal to any and all relevant statutes of limitation, plus the time necessary to fully resolve any claims, matters or actions begun within that period.. Without limiting the generality of the preceding sentence, and for the avoidance of doubt,the provisions that survive the term of this agreement include: (a) controlling law; (b) insurance; and, (c)indemnification. HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 6 21. AMENDMENT, MODIFICATION AND WAIVER a. This Agreement may be not be amended or modified to change the approved scope of services in the Final HFB Award. b. Only the Jefferson County Board of Commissioners or their delegate by writing (delegation to be made prior to action) shall have the expressed, implied, or apparent authority to sign, alter, amend, modify, or waive any clause or condition of this Agreement. c. Any alteration, amendment, modification, or waiver of any clause or condition of this Agreement is not effective or binding unless made in writing and signed by the Jefferson County Board of Commissioners or their delegate. SIGNATURES ARE ON THE FOLLOWING PAGE HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 7 JEFFERSON COUNTY WASHINGTON JEFFERSON INTERFAITH ACTION COALITION Board of COUNTY Commissioners Jefferson COUNTY, Washington By: By: Heidi Eisenhour, Chair Date Signature By: Name: Greg Brotherton, Member Date Title: By: Date: Heather Dudley-Nollette, Member Date SEAL: ATTEST: Carolyn Gallaway, CMC Date Clerk of the Board Approved as to form only: 0). e. 7.4) /2 / 0-2 c Philip C. Hunsucker, Date Chief Civil Deputy Prosecuting Attorney HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 8 EXHIBIT A- SCOPE OF WORK RECIPIENT has been awarded $17,000 (the "Final HFB Award"), after recommendation by the Housing Fund Board ("HFB"). Recipient shall use the Final HFB Award consistently with its response to the request for proposal submitted to the HFB during the 2026 cycle. A true and correct copy of the RECIPIENT's response to the request for proposal is attached as Exhibit C. HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 9 EXHIBIT B—BUDGET RECIPIENT has been awarded$17,000(the"Final HFB Award"),after recommendation by the Housing Fund Board("HFB"). Recipient shall use the Final HFB Award consistently with its response to the request for proposal submitted to the HFB during the 2026 cycle. A true and correct copy of the RECIPIENT's response to the request for proposal is attached as Exhibit C. Applicant: Jefferson Interfaith Action Coalition(JIAC) Contact: Paul Heins, JIAC Board Member Address: 1111 Franklin St., Port Townsend, WA 98368 Phone: 435-881-9337 Email: pastorpaul@fpcpt.org HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 10 Exhibit C RECIPIENT'S PROPOSAL Request for Proposal(RFP)starts after this page HFB Grant Award Agreement for Jefferson Interfaith—Winter Welcoming Center Page 11 Application AFFORDABLE AND SUPPORTIVE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS For use from January 1, 2026 to December 31, 2026 GENERAL INFORMATION —It is understood that if awarded funding for this period,there is no guarantee of future funding beyond this award. We estimate the available funding for this period to be approximately $160,000 for 5386 Homeless Housing and Assistance(operating) funds; $780,000 for 1590 Affordable and Supportive Housing development funds; and first year operating funds; and $520,000 for 1590 Affordable and Supportive Housing operating funds.Note that 1590 operating funds may be used for all housing-related services. Name of Project or Program Winter Welcoming Center oor Program: Requested total amount for this application: $18000 Area of the County to be served: Jefferson County Name of Applicant/Agency: Jefferson Interfaith Action Federal Tax ID#: 83-3191427 Coalition Contact Person: Paul Heins Title: JIAC Board Member; WWC Steering Committee Address: 1111 Franklin St. City: Port Townsend State: WA Zip: 98368 Phone Number: (435) 881-9337 Fax Number: E-mail: pastorpaul@fpcpt.org CERTIFICATION by Authorized Agency Representative(Board President,CEO,or another person authorized to bind the agency in a contract). Name of Authorized Agency Representative(print): Paul Heins Title: JIAC Board Member; WWC Steering Committee • Applicant certifies that these funds will be used as described in this application unless a change has been mutually agreed upon between Contractor and Jefferson County Board of County Commissioners. Substantive amendment requests will also require the approval of the Housing Fund Board("HFB"). • Applicant certifies that the information in this application is true and correct. • Applicant certifies that it has no outstanding obligations to the County with respect to housing funds. Wednesday,October 15,2025 Signature of Authorized Agency Representative Date AFFORDABLE AND SUPPORTIVE HOUSING & HOMELESS HOUSING AND ASSISTANCE FUNDS i GRANT APPLICATION FOR THE JEFFERSON INTERFAITH ACTION COALITION WELCOMING CENTER WINTER WELCOMING CENTER AMOUNT REQUESTED: $18.000 A. PROJECT DESCRIPTION Jiff i, ifJ AlfN ;JIONC1 , IIO- Provide a brief description of the Project The Winter Welcoming Center(WWC) offers a warm and hospitable space for those who are in need of shelter during the cold months of mid-November through mid-April.We are open 8:30am- 12:30pm (longer when the weather is severe),7 days a week. We provide warmth,WiFi,use of computers, refreshments, and fellowship. We also distribute donated clothes, shoes, sleeping bags, and more to our guests. We distribute shower tokens and laundry vouchers, and to the extent possible, work to connect our clients with needed services in the county. We have a commitment to inclusion and compassion to all who walk through our doors. Project goals and expected outcomes Eligible use: 5386 Operating Funds-Outreach services for homeless individuals and families We are a frontline outreach that serves the unhoused population,both individuals and families,providing shelter, community,and support at a vulnerable time, and therefore we believe we fall under the eligibility guidelines for these funds. We believe that this outreach also coheres closely to the objectives of the Five Year Homeless Housing Plan ("identify and engage people experiencing homelessness"and playing an important part of the"efficient homeless crisis response system"). The Jefferson Interfaith Action Coalition has successfully carried out this work for seven seasons,weathered the covid crisis, and is currently preparing for it's eighth season. The requested funds are needed to make this season a reality.The WWC has evolved from a temporary emergency action to a trusted and needed part of the web of community services that reach the most vulnerable population of Jefferson County at a time when they are most in need. Last season alone we served 3764 guests(see below under"Impact")and anticipate a similar or greater number for those served this coming season. B. APPROACH Jefferson Interfaith Action Coalition is a registered 501(c)(3)that seeks to mobilize people of any spiritual walk to action. Formed in response to issues of immigration, a gathering of individuals from different faith walks joined together to nurture positive awareness and change. Drawing on the resources of our faith traditions, learning from each other, inspired by and in partnership with the broader community, we work to support justice, peace, and human worth. We began the Winter Welcoming Center when the need for a warming center during the winter months became more and more apparent now seven years ago. Our model has has evolved from a single staff monitor supported by a volunteer from the community to 2 staff monitors present during all of our open hours. Our services have also grown(e.g.offering laundry vouchers and shower tokens). For this and the previous four seasons,the WWC has been located in the Pope Marine Building on Water Street in Port Townsend. The city has been a very gracious partner in providing that space rent free, and this will continue for this season as well. Our vision is to continue to grow in not only providing warmth and safety,but as a place of connection to needed resources and community. The funds requested will "move the needle" in that it will significantly further the WWC's transition from a temporary band-aid to a permanent,trusted, and reliable partner in the community as it serves the unhoused population in Jefferson Co. The funds are needed for this season, and will be utilized during the 2026 calendar year. We are participating in the current Jefferson Gives campaign, and funds have been and will continue to be raised from from private individuals and communities of faith that make up the circle of the Jefferson Interfaith Action Coalition. We have also contracted with Jefferson County Public Health to serve as an emergency shelter for extended hours during extreme weather. With these resources,we believe we can successfully carry out our mission. Availability of funds will be key to determining the number of hours we will be able to remain open and the number of supportive services we will be able to provide. We are ready to go. C. IMPACT To succinctly present our positive impact in numbers: Season 7—2024-2025 Opening: Saturday,November 9, 2024,Last Day of Service: Tuesday,April 15. 2025 Season Seven Summary Average Number of Guests by Month ;no Total Guests 3764 27.8 ,- ,20A � )0.5 21.7 ??.1 Avg Guests/Day 23.82 lo.o o.o Nov Dec Jan Feb March April We were open 157 days which equates to 628 base hours of service plus the hours on days when we stayed open for extended hours due to extreme weather. As an urgent need shelter and support for those who are unhoused,we believe our services have a positive impact on the Homeless System Performance Measures which prioritize unsheltered homeless households. By providing a place to go, basic support services, and opportunity to connect with other resources in the community, we play an important role in supporting the move from being unhoused to housed. The need for the WWC as a part of the overall tapestry of services to the unhoused community grows more acute in today's uncertain funding environment. The need is not going away. In addition, our staff has employed a number of persons with unhoused lived experience, a few of whom had been served by the WWC while they were homeless.We played an important part in moving them from homelessness to stability in housing. We are not using any matching funds. The funds (hopefully)awarded from this grant will,together with the other grants we have been awarded or are pursuing and private donations, will carry us through our seventh season. D. PROJECT BUDGET FOR THE WINTER WELCOMING CENTER,SEASON 8 (NOVEMBER 2025-APRIL 2026) Income Notes Grants Incoming Reserves/Past Private Fundraising $11,591 In-hand Give Jefferson $10,000 Pending Affordable and Supportive Housing& Homeless $18,000 Pending Housing and AssistanceFunds Private Donations $12,200 Total $51,791 Expenses Winter Welcoming Center Staff $34,000 Supplies* $8,000 Food/Refreshments, Equipment,Admin, etc Vouchers $6,000 Laundry Misc/Admin. Expenses $1,000 Fees,Permits,phone, etc Use of the Pope Marine Bldg from the City of Rent $0 Port Townsend Wifi/Utilities provided by City of Port Townsend Non-Cash Distributions Volunteer Support $0 Supports the staff during open hours;provides coverage for lunch hours and breaks Clothes,Shoes, Camping $0 As available from donations Gear, Gas/Grocery Cards Gargage Service* $2,730 City is no longer providing this service WWC Total Expenses $51,730 There are some added expenses that we will have to carry this year that the city has provided in past. With regard to insurance coverage,the Winter Welcoming Center has been covered under the policy of First Presbyterian Church, Port Townsend, which has acted as a facilitating agent for the WWC. The most recent COI is attached. SPECIFIC INFORMATION Please separately tab each section of the application submission as to Project or Program Description, Capacity, Alignment,Approach, Impact of Funds, Budget. PROJECT DESCRIPTION • Name of Project or Program(please include HMIS name/number if applicable): Winter Welcoming Center • Amount requested: $18,000 • Please See Above • Provide a brief description of the Project or Program: (LIMIT 200 WORDS) • Specify the Project or Program goals and expected outcomes. Specify the measures of success by which the Project or Program will be assessed. (LIMIT 300 WORDS) • Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. Threshold Requirements: • Identify the specific eligible use(s)under 5386 and/or 1590 for which the Project or Program qualifies, as listed on pages two through four of the RFP. If you are submitting for both operating and development funds,please submit separate budgets for each. 5386 Operating Funds: 1590 Development Funds: 1590 Operating Funds: • Provide a brief description of recent, relevant and successful experiences in delivering similar programs and/or projects. • Briefly describe how the project aligns with the priorities and objectives of the Five-Year Homeless Housing Plan and the community outreach conducted for the project or program. (LIMIT 400 WORDS) A. APPROACH-Completeness of Proposal and Readiness O. Points) (LIMIT 400 WORDS) B. IMPACT OF FUNDS- Leverage of Other Funds and Number of Persons Assisted (10 Points) (LIMIT 400 WORDS) C. PROJECTOR PROGRAM BUDGET—A Feasible Financial Plan (5 Pointsl BUDGET FORMS Funding period begins January 1, 2025, and ends December 31,2025. Please use the attached budget templates. If you need additional space,you may insert rows. "Proposal"refers to the funds requested from these funds that will be applied to this specific Project or Program. Blank spaces are provided for additional categories. Justification for budget items must be specific, and that same specificity should be reflected in subsequent billings.A maximum 10%Administration fee is allowed for projects if needed, however, Administration fees are not allowed for Capital Projects. CAPITAL BUDGET FOR REAL ESTATE DEVELOPMENT USES Financing Categories Estimate Basis of Estimate Total Acquisition Costs $ j Construction $ Construction Fees $ Financing Fees and $ Charges Guarantees and Reserves $ Developers Fee $ $ Subtotal $ TOTAL IS SOURCES Financing Categories Estimator7 Indicate if Committed or Application has been made. if not made indicate date application is to be submitted Private Loan $ Jefferson County Funds $ Public Sources(State or $ Federal Funds) Foundations $ Donations $ Low Income Housing Tax $ Credits(indicate 9%or 4%) Historic Tax Credits $ New Market Tax Credits $ Gap(if any) $ TOTAL $ Please include any budget narrative that is descriptive or helpful to explain any part of your proposed expenditures in your capital budget(s). (LIMIT 300 WORDS) PROGRAM OPERATING BUDGET [DATES] Budget Categories Program Proposal Justification Priority Salaries $ $ Benefits $ $ Rental Subsidies $ $ Utilities $ $ Insurance $ $ Food/Supplies $ $ Furnishings/Equipment $ $ Repair/Maintenance $ $ Transportation(explain) $ $ Subtotal $ $ Administration(10%max.) $ $ TOTAL $ $ If your Project or Program includes salaries and benefits,please list position(s) and FTE to be paid by these funds (FTE should be that percentage of time the employee is dedicated to this Project or Program): Position Salary Benefits FTE FUNDING SOURCES FOR THE PROGRAM in 2025 [Funding Sources Awards AAwards 20XX I Indicate if Committed or 20XX Application has been made. Public Sources 1$ $ (State or Federal Funds) Private Donations $ $ Foundation Grants '$ $ United Campaigns $ $ Other $ $ Other $ $ TOTAL $ $ Please include any budget narrative that is descriptive or helpful,to explain any part of your proposed expenditures. For instance, if you are requesting furnishings or appliances specifically for housing included in your Project or Program,what are the items you are requesting? (LIMIT 300 WORDS) ATTACHMENT A Required Insurance Coverages 1. Commercial General Liability. • Recipient shall maintain commercial general liability coverage on a form acceptable to Jefferson County Risk Management for bodily injury,personal injury, and property damage, in an amount not less than two million dollars per occurrence($2,000,000) and an aggregate of not less than four million dollars($4,000,000), for bodily injury, including death, and property damage. • The commercial general liability insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: o Broad form property damage,with no employee exclusion; o Person injury liability, including extended bodily injury; o Broad form contractual/commercial liability, including completed operations and product liability coverage; o Premises—operations liability(M&C); o Independent contractors and subcontractors; and, o Blanket contractual liability. • Recipient's commercial general liability policy shall include employer's liability coverage. • The County and its elected officials, officers and employees shall be named as an additional insured party under this insurance policy. 2. Automobile Liability. • Recipient shall maintain business automobile Liability insurance on a form acceptable to Jefferson County Risk Management with a limit of not less than a combined single limit of $1,000,000 each occurrence. Coverage shall include owned, hired, and non-owned automobiles. 3. Workers'Compensation(Industrial Insurance). Recipient shall maintain workers'compensation insurance at its own expense, as required by Title 51 RCW, for the term of this Agreement and shall provide evidence of coverage to Jefferson County Risk Management, upon request. If the County incurs any cost to enforce the provisions of this subsection, all costs and fees shall be recoverable from Recipient. o Recipient shall provide Workers'Compensation and Employer's Liability on a state approved policy form providing benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. o This coverage shall extend to any contractor or subcontractor that does not have their own workers'compensation and employer's liability insurance. o Recipient expressly waives by mutual negotiation all immunity and limitations on liability, with respect to the County,under any industrial insurance act, disability benefit act,or other employee benefit act of any jurisdiction, which would otherwise be applicable in case of such claim. 4. General Insurance Requirements. • Insurance coverage shall be evidenced by one of the following methods: o Certificate of insurance; or, o Self-insurance through an irrevocable Letter of Credit from a qualified financial institution. • Any deductibles or self-insured shall be declared to and approved by the County prior to the approval of this Agreement by the County.At the option of the County, the insurer shall reduce or eliminate deductibles or self-insured retention,or Recipient shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. • Failure of Recipient to take out or maintain any required insurance shall not relieve Recipient from any liability under this agreement,nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations concerning indemnification of the County. • Recipient's insurers shall have no right of recovery or subrogation against the County (including its employees and other agents and agencies), it being the intention of the parties that the insurance policies so affected shall protect all the parties and shall be primary coverage for all losses covered by the above described insurance. • Insurance companies issuing Recipient's insurance policy or policies shall have no recourse against the County(including its employees and other agents and agencies) for payment of any premiums or for assessments under any form of insurance policy. • All deductibles in Recipient's insurance policies shall be assumed by and be at the sole risk of Recipient. • Any judgments for which the County may be liable, in excess of insured amounts required by this agreement,or any portion thereof,may be withheld from payment due, or to become due, to Recipient until Recipient shall furnish additional security covering such judgment as may be determined by the County. • Any coverage for third party liability claims provided to the County by a"Risk Pool"created pursuant to Ch.48.62 RCW shall be non-contributory with respect to any insurance policy Recipient shall provide to comply with this Agreement. • The County may,upon Recipient's failure to comply with all provisions of this Agreement relating to insurance, withhold payment or compensation that would otherwise be due to Recipient. • Recipient shall provide a copy of all insurance policies specified in this Agreement. • Written notice of cancellation or change in Recipient's insurance required by this Agreement shall reference the project name and agreement number and shall be mailed to the County at the following address: Jefferson County Risk Management,P.O. Box 1220,Port Townsend,WA 98368. • Recipient's liability insurance provisions shall be primary and noncontributory with respect to any insurance or self-insurance or self-insurance programs covering the County, its elected and appointed officers, officials,employees and agents. • Any failure to comply with reporting provisions of the insurance policies shall not affect coverage provided to the County, its officers,officials, employees or agents. • Recipient's insurance shall apply separately to each insured against whom claim is made or suit is brought,except with respect to the limits of the insurer's liability. • Recipient shall include all subcontractors as insured under its insurance policies or shall furnish separate certificates and endorsements for each subcontractor.All insurance coverage for subcontractors shall be subject to all the requirements stated in this Agreement.The insurance limits mandated for any insurance coverage required by this Agreement are not intended to be an indication of exposure nor are they limitations on indemnification. • Recipient shall maintain all required insurance policies in force from the time services commence until services are completed. Certificates, insurance policies,and endorsements expiring before completion of services will be promptly replaced. • Recipient shall place insurance with insurers listed to business in the State of Washington and having A.M. Best Company ratings of no less than A-, with the exception that excess and umbrella coverage used to meet the requirements for limits of liability or gaps in coverage need not be place with insurers or re-insurers licensed in the State of Washington. • Certificates of insurance as required by this Agreement shall be delivered to the County within fifteen(15)days of execution of the Agreement. To the extent a certificate lists or refers to any endorsements solely by name. description or number it shall be the responsibility of Recipient to obtain and provide to Jefferson County Risk Management a full and complete copy of the texts of such endorsements. • The County shall be named as an"additional insured"on all insurance policies required by this Agreement. • Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall include: o The limits of coverage; o The project name and agreement number to which it applies; o The certificate holder as Jefferson County, Washington and its elected officials, officers, employees and agents with the address of Jefferson County Risk Management, P.O. Box 1220, Port Townsend,WA 98368; and o A statement that the insurance policy shall not be cancelled or allowed to expire except on thirty(30)days prior written notice to the County. ACORD CERTIFICATE OF LIABILITY INSURANCE Date(MM/DD/YR) 11/21/23 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Heffernan Insurance Brokers Gina Ferguson or Jessica Eusebio X 1350 Carlback Avenue (A/C,,No,Ext): 925-934-8500 PHONE aC No): 925-934-8278 Walnut Creek.CA 94596 EMAIL pin afCaheffins.com orjessicae@heffins.com CA License#0564249 ADDRESS: INSURER(S)AFFORDING COVERAGE NAIL# INSURED INSURER A: Church Mutual Insurance Company 18767 First Presbyterian Church INSURER B: 1 I 1 1 Franklin St. INSURER C: Port Townsend.WA 98368 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT,TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR [ryVD POLICY NUMBER (MM/DD/YVVY) IMM'DD/YYYY LIMITS A X COMMERCIAL GENERAL LIABILITY X 0354777-02-412741 06/01/23 06/01/24 EACH OCCURRENCE $2,000,000 CLAIMS-MADE III X I OCCUR DAMAGE TO RENTED PREMISES(Ea occurrence) $1,000,000 MED EXP(My one person) $10,000 PERSONAL B ADV INJURY $2,000,000 GEN'L.AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $5,000,000 X POLICY PRO- LOC PRODUCTS-COMPiOP AGG JECT • $2,000,000 OTHER AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY(Per person) $ ALL OWNED AUTOS SCHEDULED BODILY INJURY(Per accident) $ AUTOS HIRED AUTOS NON-OWNED PROPERTY DAMAGE AUTOS (Per accident) $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS UAB CLAIMS-MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION PER H AND EMPLOYERS'LIABILITY Y STATUT ER- M E ER ANY PROPRIETOR:PARTNER-EXECUTIVE: - OFFICER-MEMBER EXCLUDED' N/A E.L.EACH ACCIDENT (Mandatory In N.M.) E.L.DISEASE-EA If yes,describe under EMPLOYEE DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ DESCRIPTION OF OPERATIONS/LOCATIONS r VEHICLES(Attach ACORD 101,Additional Remarks Schedule,may be attached M more space Is required) Re:The City of Port Townsend is included as an additional insured on the General Liability policy per the attached endorsement.if required as respects for Winter Welcoming Center held throughout the policy term. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH The City of Port Townsend THE POLICY PROVISIONS. 250 Madison Street Port Townsend,WA 98368 AUTHORIZED REPRESENTATIVE ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD ©1988-2015 ACORD CORPORATION.All rights reserved.