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HomeMy WebLinkAboutCONSENT HFB OlyCAP Caswell Brown Congregate JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Jefferson County Board of Commissioners FROM: Carolyn Gallaway, Clerk of the Board DATE: 20Z.5" SUBJECT: AGREEMENT re: 2026 Affordable Housing/Homelessness Grant Funding; OlyCAP—Caswell Brown Congregate Shelter; in the amount of$85,000 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 OlyCAP—Caswell Brown Congregate Shelter; in the amount of$85,000. ANALYSIS: The attached Grant Agreement will provide $85,000 in funds approved by the Board of County Commissioners on November 17, 2025. FISCAL IMPACT: $85,000 from Fund 148 RECOMMENDATION: Approve the attached Grant Agreement. REVIEWED BY: ' Pete t a/l 4 a.s- Jos . Peters, County Administrator Date CONTRACT REVIEW FORM Cyr Form (INSTRUCTIONS ARE ON THE NEXT PAGE) CONTRACT WITH: OLYMPIC COMMUNITY ACTION PROGRAMS(OLYCAP) Contract No: OLYCAP-CONGREGATE2O26 Contract For: CASWELL BROWN CONGREGATE SHELTER 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 PROCESS: —' AMOUNT: $85,000 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 COMPL CE WTI JCC 3.55.080 AND CHAPTER 42.23 RCW. CERTIFIED: ❑ N/A:a ej h 4- /zAs/Z 5-- Signature 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: ❑ N/A: 17:1 "-61^ 6 ,t h.L._ _ ( 2-//)/Zc j !Signature Date STEP 3: RISK MANAGEMENT REVIEW(will be 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. A hard copy of the PAO signature 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 AGREEMENT FOR 2026 AFFORDABLE HOUSING/HOMELESSNESS SERVICES FUNDING FOR OLYMPIC COMMUNITY ACTION PROGRAMS(OLYCAP)—CASWELL BROWN CONGREGATE SHELTER OPERATING COSTS This Agreement is by and between Jefferson COUNTY, Washington (the COUNTY) and OLYMPIC COMMUNITY ACTION PROGRAMS (OLYCAP)("RECIPIENT"). WHEREAS, RECIPIENT is a non-profit corporation registered with the Secretary of State of the State of Washington under UBI number 600 443 619; 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$85,000 from Fund 148 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 HFB Grant Award Agreement for OLYCAP—Caswell Brown Congregate Shelter Page 1 may result in no funds awarded in the future. Reports shall include a comparison of 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 parry's interests in this in this Agreement may not be assigned to any other person. HFB Grant Award Agreement for OLYCAP—Caswell Brown Congregate Shelter 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 OLYCAP—Caswell Brown Congregate Shelter 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 OLYCAP—Caswell Brown Congregate Shelter 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 OLYCAP—Caswell Brown Congregate Shelter 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 OLYCAP—Caswell Brown Congregate Shelter 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 OLYCAP—Caswell Brown Congregate Shelter Page 7 JEFFERSON COUNTY WASHINGTON OLYMPIC COMMUNITY ACTION PROGRAMS 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: 62. /2 / 29 z J' Philip C. Hunsucker, ate Chief Civil Deputy Prosecuting Attorney HFB Grant Award Agreement for OLYCAP—Caswell Brown Congregate Shelter Page 8 EXHIBIT A-SCOPE OF WORK RECIPIENT has been awarded $85,000 (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 OLYCAP—Caswell Brown Congregate Shelter Page 9 EXHIBIT B — BUDGET RECIPIENT has been awarded $85,000(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: Olympic Community Action Programs (OlyCAP) Contact: Viola Ware, Housing Director Address: 2120 W Sims Way, Port Townsend, WA 98368 Phone: 360-460-2848 Email: vware@olycap.org HFB Grant Award Agreement for OLYCAP—Caswell Brown Congregate Shelter Page 10 Exhibit C RECIPIENT'S PROPOSAL Request for Proposal(RFP)starts after this page HFB Grant Award Agreement for OLYCAP—Caswell Brown Congregate Shelter Page 11 Application AFFORDABLE AND SUPPORTIVE HOUSING 8c 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 Caswell Brown Congregate Shelter Operating Costs Requested total amount for this application: $101,978 Area of the County to be served: Jefferson County Name of Applicant/Agency: OlyCAP Federal Tax ID#: 91-0914319 Contact Person: Viola Ware Title: Housing Director Address: 2120 W Sims Way City: Port Townsend State: WA Zip: 98368 Phone Number: 360-460-2848 Fax Number: 360-385-5185 E-mail: vware@olycap.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):Holly Morgan_ Title: Executive Director • 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. 10/15/2025_ Signature of Authorized Agency Representative Date 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): Caswell Brown Congregate Shelter • Amount requested: $101,978 • Provide a brief description of the Project or Program: (LIMIT 200 WORDS) The Congregate Shelter at Caswell Brown is scheduled for completion mid-year 2026. This will be its first year of operation, thus qualifying for these operating funds. There will be 31 beds with a kitchen, toilet/shower facilities and laundry facilities. In addition, on the site there will be 8 new tiny shelters. All 39 beds will be for emergency overnight shelter. • 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) The Caswell Brown Congregate Shelter aims to replace the 31 emergency overnight beds currently operating at the Legion, which will close upon the shelter's opening. In addition to these congregate beds, the project will introduce 8 tiny shelters designed to accommodate small families and individuals with medical or personal needs that make shared housing unsuitable. This dual model ensures inclusivity and responsiveness to diverse needs within the population served. Success will be measured by: Occupancy rates: Tracking the number of individuals served nightly across both congregate and tiny shelter units. Transition outcomes: Monitoring how many individuals move from emergency shelter into transitional or permanent housing. Service engagement: Evaluating participation in case management,health services, and housing stability planning. Client feedback: Gathering qualitative data on safety, dignity,and satisfaction with shelter services. • Specify the number of units of housing to be created or number of individuals who will be served by the Project or Program. The project will operate 31 congregate shelter beds and 8 tiny shelters as emergency overnight shelter. 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: This is the specific eligible use for operating funds for new units. 1590 Operating Funds: • Provide a brief description of recent,relevant and successful experiences in delivering similar programs and/or projects. OlyCAP currently manages the Caswell Brown Village transitional housing which consists of 20 RV sites and 20 tiny shelters with a food preparation building and a soon-to-be-completed sanitation building. In 2025 OlyCAP added mail service, on-site internet, renovated and permitted a commons building for a community use space with offices for area providers and advocacy services as well as a CBV tenant food prep area which were previously not available. Housing Specialists meet with residents now on site to develop housing stability plans to assist residents with addressing barriers and building pathways to permanent housing. In addition, OlyCAP manages the Haines Street Cottages which is emergency housing for persons in recovery from substance use disorders and persons referred by OlyCAP's youth program. This year a unit at the cabins will be designated specifically as emergency housing for families experiencing homelessness. OlyCAP also manages the Sequim Warming Center in Clallam County which operates from November through March. In winter of 2024-25, the Warming Center increased services including access and was open 51 days, 20 days more than the previous year providing 165 shelter nights to 52 individuals and 92 referrals for services including housing and long-term shelter. Last year no one was turned away. • 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) The Congregate Shelter is an essential part of an effective and efficient response to homelessness in our community(Objective#3). Specifically it is essential to operate an emergency overnight shelter to address acute needs of community members experiencing homelessness. An emergency overnight shelter is a vital component of any homeless crisis response system. It provides immediate,life-saving refuge for individuals experiencing homelessness,especially during extreme weather or unsafe conditions.These shelters serve as the first point of contact for many people in crisis,offering a safe place to sleep,basic hygiene facilities,and access to food and support services. Beyond meeting urgent physical needs, emergency shelters play a strategic role in stabilizing individuals and connecting them to longer-term solutions. They often act as gateways to case management, healthcare, mental health services, substance use treatment, and pathways to permanent housing. Without this initial point of safety and engagement, many individuals remain disconnected from the broader support system. Emergency shelters also help communities manage public health and safety concerns by reducing unsheltered homelessness. They can prevent hospitalizations, reduce interactions with law enforcement, and mitigate the risks associated with sleeping outdoors. In short,emergency overnight shelters are not just temporary fixes—they are essential infrastructure in a coordinated response to homelessness,helping people survive, stabilize, and ultimately transition to permanent housing. A. APPROACH - Completeness of Proposal and Readiness (5 Points)(LIMIT 400 WORDS) OlyCAP's congregate shelter project is actively in development and scheduled to be completed and fully operational by mid-year 2026. The shelter will provide safe, emergency overnight shelter for up to 39 households experiencing homelessness in Clallam County. This project is designed to meet a critical regional need as the Legion closes. The new facility will ensure continuity of care and prevent displacement of vulnerable individuals who rely on emergency shelter services. Construction planning is underway, and OlyCAP is coordinating closely with local partners and contractors to ensure timely completion and readiness. Staffing plans,operational protocols, and service coordination strategies are being finalized to align with the shelter's opening. The shelter will operate under a trauma- informed, service-integrated model, offering not only a safe place to stay but also access to supportive services that promote long-term stability. The funding request reflects the mid-year start date and is structured to support the phased launch of operations, including staffing, service delivery, and facility management. OlyCAP brings extensive experience in managing housing and shelter programs and is well-positioned to implement this project efficiently and effectively. This proposal demonstrates OlyCAP's commitment to meeting urgent sheltering needs of our community and the shelter will be ready to begin operations as scheduled,with systems in place to support residents from day one and ensure a smooth transition from the Legion. B. IMPACT OF FUNDS-Leverage of Other Funds and Number of Persons Assisted (10 Points) (LIMIT 400 WORDS) The Overnight Shelter scheduled to open mid-year will support up to 39 households. This shelter will offer both congregate accommodations—shared spaces designed for individuals who can safely and comfortably reside in group settings—and tiny shelters,which provide private,enclosed units for small families and individuals who may not be able to utilize congregate housing due to health concerns, trauma,or other personal circumstances. The inclusion of tiny shelters ensures that the facility is inclusive and responsive to diverse needs,offering dignity,privacy,and safety for those who require a more individualized environment. This dual approach enhances the shelter's flexibility and effectiveness,allowing it to serve a broader range of people experiencing homelessness. To support the shelter's operations and facility costs, a portion of the Consolidated Homeless Grant has been strategically leveraged. This funding helps cover essential expenses such as staffing,maintenance,and utilities, ensuring the shelter can operate sustainably and provide consistent,high-quality services. C. PROJECT OR PROGRAM BUDGET—A Feasible Financial Plan (5 Points) 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 $ Construction $ Construction Fees $ Financing Fees and $ Charges Guarantees and Reserves $ Developers Fee $ Subtotal $ TOTAL $ SOURCES Financing Categories Estimator 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 S Gap(if any) S 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 IJuly 1 2026—December 31 20261 Budget Categories Program Proposal Justification Priority Salaries $100,360 $50,180 4.5 FTE including Management, Shelter Operations,and Food Services at 50% Benefits $15,054 $7,527 4.5 FTE including Management, Shelter Operations,and Food Services at 50% Rental Subsidies $0 $0 Utilities $14,312 $0 Insurance $20,000 $20,000 Food/Supplies $54,558 $15,000 Hot dinner,Continental Style breakfast,and Sack lunch Furnishings/Equipment $0 $0 Repair/Maintenance $42,500 $0.00 Daily janitorial services covered by Consolidated Homeless Grant Transportation(explain) $ $ Subtotal $246,784 $92,707 Administration(10%max.) $24,678 $9,271 TOTAL $271,462 $101,978 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 Management $55,120.00 $8,268 .5 Site Monitors/Food $41,600 $6,240 4 Services FUNDING SOURCES FOR THE PROGRAM in 2025 Funding Sources Awards Awards Indicate if Committed or 2026 2026 Application has been made. Public Sources S 154,077 $154,077 Consolidated Homeless Committed (State or Federal Grant—Emergency Housing Funds) Funds(EHF and EHF Facility Supports) Private Donations $0 $0 Foundation Grants $0 $0 United Campaigns $0 $0 Other $ $0 Other $0 $0 TOTAL $0 $0 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) The proposed budget of$101,978 supports a congregate shelter operating 10-hour overnight shifts, requiring 4.5 FTE staff across management, shelter operations,and food services. This staffing level ensures continuous supervision, especially critical for the tiny shelters located outside, which demand vigilant monitoring for safety and support. Salaries and benefits request$57,707, reflecting fair compensation for staff working extended hours. The shelter's winter operation leads to increased electrical usage,particularly for heating and lighting, though utility costs are not included in the proposal due to coverage from other sources including 50%of staff salaries. A key operational need is daily laundry services—both for janitorial purposes and to clean linens. This ensures hygiene and allows staff to remain focused on core duties without being diverted for laundry tasks. Maintaining cleanliness and sanitation is vital in a congregate setting, especially with high turnover and vulnerable populations. The food/supplies allocation of$15,000 supports three daily meals: a hot dinner,continental breakfast, and sack lunch,meeting nutritional needs for guests staying overnight. Again, other funding has been leveraged to supplement a good portion of this funded need,we will also continue to seek other sources and donations for the food that will be served on-site. Insurance is fully funded at$20,000 to cover liability and property risks,while administrative costs are kept within the allowable 10%cap. Overall,the budget reflects a lean yet essential investment in staffing, food,and safety infrastructure to operate a dignified and secure overnight shelter environment. 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.