HomeMy WebLinkAbout061421_ca06 JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, Interim County Administrator
DATE: June 14, 2021
RE: Amendment, RE: Grant agreement with OlyCAP to provide emergency assistance as
a result of the Covid-19 pandemic
STATEMENT OF ISSUE: On December 23, 2020 the Board of County Commissioners approved a
grant agreement with OlyCAP to provide emergency assistance as a result of the Covid-19
pandemic. The grant funded Isolation and Quarantine in the amount of$107,320. It also funded
a Food Distribution Program in the amount of$10,000. There is a continued need for both of
these services.
ANALYSIS: The attached grant amendment increases the Isolation and Quarantine amount to
$200,000 and the Food Distribution Program amount to $25,000. It also extends the term of the
grant through December 31, 2021.
FISCAL IMPACT: This request costs$107,680 which can be covered using CARES/ARPA funds.
RECOMMENDATION: That the Board of County Commissioners approve the attached grant
amendment increasing the grant amount and extending the term.
REVIEW BY:
lea a Z-i
Mark McCaul , Interim County Adm. is ator Date
AMENDMENT TO THE GRANTEE AGREEMENT WITH OLYCAP TO PROVIDE
EMERGENCY ASSISTANCE AS A RESULT OF THE COVID-19 PANDEMIC
This Grantee Agreement Amendment ("Amendment") is by and between Jefferson County, a
Washington political subdivision ("County")and OlyCAP, ("Grantee").
WHEREAS,on December 23,2020,the Jefferson County Board of Commissioners
approved a grant to OlyCAP to provide emergency assistance as a result of the Covid-19 pandemic;
and
WHEREAS,the grant funded Isolation and Quarantine costs in the amount of$107,320;
and
WHEREAS,the grant also funded a food distribution program in the amount of$10,000;
and
WHEREAS,the need for the services has not yet abated: and
WHEREAS,the county has funds available for an increase to the grant amount for these
two purposes;
WHEREAS, the Parties want to amend the Grantee Agreement entered into between them;
NOW, THEREFORE,the Parties agree to amend the grant agreement, as follows:
Paragraph 3.a.iv., which now reads:
Food Distribution Program- $10,000(lump sum payment)
is amended to read:
Food Distribution Program -$25,000(lump sum payment)
Paragraph 3.a.viii., which now reads:
Isolation and Quarantine- $107,320(reimbursement payment to December 31, 2020)
is amended to read:
Isolation and Quarantine - $200,000(reimbursement payment to December 31,2021)
An amended scope of work is attached.
(SIGNATURES FOLLOW ON NEXT PAGE)
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FOR OlyCAP:
Name and Signature
Date
FOR JEFFERSON COUNTY:
Kate Dean, Chair Board of County Commissioners
Date
APPROVED AS TO FORM ONLY:
Philip C. Hunsucker,
Chief Civil Deputy Prosecuting Attorney
June 10, 2021
Date
Attest:
Carolyn Gallaway Date
Clerk to the Board
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AMENDMENT TO THE GRANTEE AGREEMENT WITH OLYCAP TO
PROVIDE EMERGENCY ASSISTANCE AS A RESULT OF THE COVID-19
PANDEMIC
ATTACHMENT A
AMENDED GRANTEE SCOPE OF WORK AND BUDGET
The Board of Commissioners is directing up to $417,200 for eight projects, payable to OlyCAP
("Grantee")to reimburse costs and expenditures related to the September 23, 2020, Jefferson
County Board of Commissioners selected projects funded to provide services for community
members suffering from the public health and financial impacts of the COVID-19 pandemic
("approved projects"). Payment shall be per project, up to the amounts for each project
described in Section I of this Attachment, and for eligible costs and expenditures pursuant to
this Agreement. These funds must be fully distributed by January 31, 2021 except for Isolation
and Quarantine and Food Distribution Program costs which cover a period ending on
December 31, 2021.
The Grantee will be responsible for providing documentation and other proof of payment costs
directly related to the approved project.
I. Project Statements of Intent and Description of Eligible Costs and Expenditures These
projects will use grant funds up to the amounts listed below for eligible costs and
expenditures to accomplish the following activities(brief explanation of the project and
description of the supplies, services, equipment or other materials purchased to support the
project):
1. Household Utility Assistance -$50,000 (lump sum payment)
2. American Legion shelter staffing-$50,400 (reimbursement payment)
3. American Legion Single Daily Meal -$37,800 (reimbursement payment)
4. Food Distribution Program -$25,000 (lump sum payment)
5. COVID Case-management Navigator-$15,000 (reimbursement payment)
6. Homeless Family Housing-$30,000 (reimbursement payment)
7. Youth Tutor-$9,000(reimbursement payment)
8. Isolation and Quarantine rooms- $200,000(reimbursement payment to December 31, 2021)
Funds are available to reimburse approved project related costs March 1, 2020 through
December 31, 2021. The Grantee MAY NOT use the funding for the following activities:
• Any expense that would not be considered an eligible business expense by IRS rules.
• Political contributions.
• Bonuses to owners or employees.
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• Charitable contributions.
• Gifts or parties.
• Draw or salary to owner that exceeded the amount that they were paid on a weekly or
monthly basis for the same period in 2019.
• Pay down or pay off debt by more than required in underlying debt instrument.
II. Payment - Reimbursement of Eligible Project Costs
For projects identified for reimbursement payments,the funding will be provided to the
Grantee on a reimbursement basis, upon submittal of an invoice reviewed and approved by
the County. The Grantee will submit invoices and appropriate supporting documentation
such as payroll records, canceled checks, records of supplies payments or other
documentation of eligible expenditures as required by the County.
This shall ensure the eligibility of the expenditures consistent with this Agreement prior to
payment.
III. Payment - Lump Sum Payment
For the two projects out of the eight total projects being funded by this Agreement that are
receiving lump sum payments, the following amounts will be made available for Grantees
use immediately in projects identified below, provided all costs are reported and accounted
for per the final report instructions in Section IV of this Attachment:
i. Household Utility Assistance -$50,000 (lump sum payment)
ii. Food Distribution Program -$10,000 (lump sum payment)
IV. Reporting
Pursuant to Section 9. of this Agreement, Grantee shall provide the County a final project
report and financial report about each approved project on or before January 15, 2022,
unless the project timeframe is changed upon mutual agreement. In addressing the items
described in Section 9, the project report shall also include the following:
1. Household Utility Assistance - Maximum of$1,000.00 per household that can provide
evidence of need due to COVID. Can cover payments for electric, water, sewer,
garbage and interne throughout Jefferson County. Payments are made directly to
vendors including Jefferson PUD, Clallam PUD(west-end customers), Mason PUD,
City of Port Townsend, Jefferson County landfill, Randy's got Water, Wave Internet,
DM Disposal, and any utility provider in Jefferson County. Reporting will include the
numbers of households served, amount paid per household, and to which utility
provider payment was made.
2. American Legion shelter staffing being open 24/7 would require additional staffing at
another 3 shifts per day, at a cost of$140.00 per shift. There are always 2 staff
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members on every shift, a male and a female. There are three, eight hour shifts in a day,
times two people equals 6 shifts. Each person costs approximately$17.50 per hour
(salary plus fringe.) There is no additional administration or operating charge included
in the calculation. So, 3 extra shifts per day, at $140.00 a shift is $420.00 a day in
additional staff cost. Calculating 30 days in a month, is $12,600.00 a month to have the
Legion open 24/7. The shelter is crucial to a population that has been released from
medical care, inpatient treatment, incarceration and so forth. This population is able to
comply with rules and regulations pertaining to congregate sheltering and as such, are
deserving of a place to stay during the day that is warm and secure. Most places where
unsheltered persons use to congregate during the day are currently closed or have
limited capacity, such as libraries, coffee shops, and grocery stores. As such, having the
shelter stay open allows unsheltered a place to be during the day. It also always
unsheltered not staying at the congregate shelter to come in and use the shower
facilities and laundry facilities. Reporting will include number of staff, shifts covered,
staffing activities and number of individuals assisted.
3. American Legion Single Daily Meal - $7.00 a meal, provided for 30 people 13
weekend meals, (13 weekends, 2 days, 30 people, $7 a meal= $5460.00) and help if any
of the faith partners needed some money to help with meal prep ($4,540.00 to cover 69
days, $66 a day, divided by 30 people is $2.20 per meal.) Due to COVID, our regular
meal partners with COAST are not able to provide weekend meals. Likewise, our faith
partners providing meals are low on funding due to not holding regular services.
Making sure the unsheltered have regular meals insures their health and well-being.
Reporting will include number of individuals served meals, and average cost per meal.
4. Food Distribution Program -$25,000-We anticipate 10 hours a week, $15 an hour,
part-time position to help persons in the community who are struggling to get food
from the grocery stores and/or foodbanks. This service will become more critical as the
holidays approach. For staff$150.00 a week, for 14 weeks $2,100.00 calculating
$35.00 a week for vehicle cost and gas, $490.00. total $2,590.00 to essentially have a
scheduled 10 hr week delivery driver for Jefferson county residents. Reporting will
include number of persons served or households assisted, quantity and type of food
distributed.
5. COVID Case-management Navigator-Navigator would work the next 14 weeks
(through December 31 st) at a rate of approximately $26.00 an hour, 40 hrs week, 14
weeks. Reporting will include number of clients assisted and types of assistance
provided.
6. Homeless Family Housing - The agency is renting three kitchenette rooms from a local
hotel that are for use by families as a result of COVID's affect on the household. The
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cost per room is $50.00 a night, 30 nights per month, and three rooms adds to $4,500.00
per month. The agency is handling case management, unless another partner is making
placement, then they are handling case management. Reporting will include number of
individuals or families assisted, and number of nights provided.
7. Youth Tutor- Having a tutor/support person at $15 per hr, 40 hrs. per week,
(approximatelyl4 weeks) equates to $8,400.00. The agency will need to run appropriate
background checks and will absorb costs associated with hiring and screening any
tutors. This could be one person full-time, two part-time people, or multiple tutors,
culminating in 40 hrs. per week. The additional $600.00 is for monitors needed for the
workstations and headphones with mics. Reporting out will include number of youths
assisted and amounts of time provided.
8. Isolation and Quarantine Rooms agency will contract with Hotelier to provide Isolation
and Quarantine rooms to be used by persons positive for COVID, those who had known
exposure to COVID and/or those awaiting COVID test results who do not have a place
where they can isolate or quarantine on their own. Agency will ensure availability of
two to eight rooms, depending on current need, from June 1, 2020 to December 31,
2021. Report out will include number of rooms provided each month, and cost per
room.
The project report for each project shall briefly describe and quantify the specific activities
performed, identifying specific populations served (by geographic region if available), specific
programs created or utilized and include any known or intended outcomes, results or
community impacts. The financial report for each project shall identify grant revenues received
under this Agreement, as well as other revenues for the project; list expenditure categories,
quantities and unit& total costs; and shall calculate any grant fund balance remaining. The
final project financial report shall show an accounting of funds by project activity as described
in the final project report.
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