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Home My WebLink AboutDove House, Amendment No. 2 e: Supplies and Sundries; $6,000 - 070621 cc !}U i - cA SECOND AMENDMENT TO THE GRANTEE AGREEMENT WITH DOVE HOUSE FOR PROVIDING VARIOUS SUPPLIES AND SUNDRIES FOR ELIGIBLE TEMPORARY RESIDENTS RESIDING AT THE JEFFERSON COUNTY FAIRGROUNDS r_ This Grantee Agreement Amendment ("Amendment") is by and between Jefferson County, a Washington political subdivision("County") and Dove House, ("Grantee"). WHEREAS, on December 21, 2020, the Jefferson County Board of Commissioners approved a grant to Dove House for providing various supplies and sundries for eligible temporary residents residing at the Jefferson County Fairgrounds; and (v WHEREAS, the grant was funded in the amount of$10,800; and WHEREAS, the need for these services will continue at least until September 30, 2021; and WHEREAS, the county has funds available for an increase to the grant amount; 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 1. Paragraph 1., which now reads: 1. Effective Date and Term. This Agreement shall commence on when last executed by the parties and remain in effect until June 30, 2021, unless terminated earlier by the County in writing.Eligible expenses incurred prior to contract execution but not prior to November 1, 2020 are hereby ratified. is amended to read: 2. Effective Date and Term. This Agreement shall commence on when last executed by the parties and remain in effect until September 30 30,2021,unless terminated earlier by the County in writing. Eligible expenses incurred prior to contract execution but not prior to November 1, 2020 are hereby ratified. Paragraph 2. Paragraph 2.,which now reads: Grant Amount and Grantee's Use of Grant Funds. The Grantee shall ensure that the any funds expended are eligible in accordance with the terms of the grant, to include the grant Scope of Work. The Grant amount is $10,800. is amended to read: 1 Grant Amount and Grantee's Use of Grant Funds. The Grantee shall ensure that the any funds expended are eligible in accordance with the terms of the grant, to include the grant Scope of Work. The Grant amount is $16,800. An amended Scope of Work is attached as Attachment A. 2 ATTACHMENT A- SCOPE OF WORK The Board of County Commissioners is directing up to $16,800 to reimburse Dove House ("Grantee") for costs and expenditures related to providing various supplies and sundries (bus passes,phone cards,hygiene items,etc.)for eligible residents temporarily residing at the Jefferson County Fairgrounds. These funds are available until September 30, 2021. The Grantee will be responsible for providing documentation and other proof of payment of eligible costs directly related to providing various supplies and sundries(bus passes,phone cards, hygiene items, etc.) for eligible residents temporarily residing at the Jefferson County Fairgrounds. Eligible Costs and Expenditures Costs eligible for reimbursement under this grant must be invoiced and fully documented by the Grantee. The Grantee may submit invoices to the County once per month for eligible expenditures on the project. The Grantee will submit invoices and appropriate supporting documentation such as payroll records, canceled checks, records of supplies orders,payments or other documentation of eligible expenditures. Upon review and approval of each submitted invoice by the County, payment will be made to the Grantee using the County's normal bill paying process and cycle. Funds are available to reimburse eligible costs incurred between November 1, 2020 through September 30, 2021. The Grantee MAY NOT use the funding for any activity or cost not directly related to providing various supplies and sundries (bus passes, phone cards, hygiene items, etc.) for eligible residents temporarily residing at the Jefferson County Fairgrounds. Program Funding and Award Amount The County shall make available$16,800 to reimburse Dove House costs and expenditures related to providing various supplies and sundries (bus passes, phone cards, hygiene items, etc.) for eligible residents temporarily residing at the Jefferson County Fairgrounds. The Grantee will use these funds to provide supplies and sundries (bus passes, phone cards, hygiene items, etc.) for eligible residents temporarily residing at the Jefferson County Fairgrounds. (SIGNATURES FOLLOW ON NEXT PAGE) 3 FOR Dove House: Name and Signature — i�-ao-2 / Date FOR JEFFERSON COUNTY: Kate Dean,Chair Board of County Commissioners "7/ Date APPROVED AS TO FORM ONLY: ice-- Philip C. Hunsucker, Chief Civil Deputy Prosecuting Attorney July 1, 2021 Date Attest: t C �ti� ,� ('?(l.U1. v,i4 74,7,2"� Carolyn c allaway Date Clerk to the Board 4 JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS CONSENT AGENDA REQUEST TO: Board of County Commissioners FROM: Mark McCauley, Interim County Administrator DATE: July 6, 2021 RE: Amendment No. 2 re: AGREEMENT re: Fairgrounds Supplies and Sundries; An additional amount of$6,000, bringing the total amount to $16,800; Dove House STATEMENT OF ISSUE: On December 21, 2020, the Board of County Commissioners approved funding to Dove House for providing various supplies and sundries for eligible temporary residents residing at the Jefferson County Fairgrounds in the amount of$4,800. The term of the grant was though March 31, 2021. The grant agreement was subsequently amended to add $6,000 and to extend the term through June 30, 2021. The need for these services will continue until at least September 30, 2021 and will require additional funding. ANALYSIS: The attached contract amendment proposes adding an additional $6,000 to the contract and extending the term to September 30, 2021. FISCAL IMPACT: This request is for $6,000 from the General Fund. This is an expense eligible for reimbursement from federally appropriated Covid-19 relief funds. RECOMMENDATION: That the Board of County Commissioners approve the attached second contract amendment increasing the grant amount and extending the term. REVIE/! 4# L/ D BY: A Mark McCnterim Counministrator Date CONTRACT REVIEW FORM CONTRACT WITH: Dove House - Amendment No. 2 TRACKING NO.: Dove House No.2 (Contractor/Consultant) CONTRACT FOR: Fairgrounds Supplies and Sundries TERM: Thru 09-30-21 COUNTY DEPARTMENT: Central Services For More Information Contact: Mark McCauley Contact Phone #: 360-385-9130 (cell 360-774-1290) RETURN TO: Mark McCauley RETURN BY: As soon as possible (Person in Department) (Date) AMOUNT: $6,000 PROCESS: El Exempt from Bid Process ❑ Consultant Selection Process Revenue N/A ❑ Cooperative Purchase Expenditure $6,000 ❑ Competitive Sealed Bid Matching funds Required N/A ❑ Small Works Roster Source(s) of Matching Funds N/A ❑ Vendor List Bid ❑ RFP or RFQ ❑ Other Step 1: REVIEW BY RISK MANAGEMENT Review by: Date Reviewed: ❑ APPROVED FORM ❑ Returned for revision(See Comments) Comments Electronically approved by Risk Management on 7/2/2021. Step 2: REVIEW BY PROSECUTING ATTORNEY Review by: Philip C. Hunsucker Date Reviewed: Chief Civil Deputy Prosecuting Attorney ❑ APPROVED AS TO FORM ❑ Returned for revision(See Comments) Comments Electronically approved as to form by PAO on 7/1/2021. ( 1v {lt�act Art( 6J ) Acfplf� t N' & RESUBMITS TO RISK page '. MANAGEMENT AND PROSECUTING ATTORNEY Step 4: CONTRACTOR/CONSULTANT SIGNS APPROPRIATE NUMBER OF ORIGINALS Step 5: SUBMIT TO BOCC FOR APPROVAL Submit original Contract(s),Agenda Request,and Contract Review form. Also,please send 2 copies of just the Contract(s)(with the originals)to the BOCC Office. Place"Sign Here"markers on all places the BOCC needs to sign. MUST be in BOCC Office by 4:30 p.m. TUESDAY for the following Monday's agenda. (This form to stay with contract throughout the contract review process.) soN c{ Board of County Commissioners w 1820 Jefferson Street w� `�` ��`�' PO Box 1220 rsp Port Townsend, WA 98368 -sue r ' - 4 9SFII NG•t0 Kate Dean,District 1 Heidi Eisenhour,District 2 Greg Brotherton,District 3 July 6, 2021 Dove House Attn:Beulah Kingsolver 1045 loth Street Port Townsend,WA 98368 Re: AGREEMENT,Amendment No.2 re:Providing Various Supplies and Sundries for Eligible Temporary Residents at the Jefferson County Fairgrounds;Additional Amount of$6,00o for a Project Total of$16,800,Expense Eligible for Reimbursement from Federally Appropriated COVID- 19 Relief Funds;Jefferson County Central Services;Dove House Dear Ms. Kingsolver, Enclosed are 2 Originals re: AGREEMENT,Amendment No.2 re:Providing Various Supplies and Sundries for Eligible Temporary Residents at the Jefferson County Fairgrounds;Additional Amount of$6,000 for a Project Total of$16,800,Expense Eligible for Reimbursement from Federally Appropriated COVID-19 Relief Funds;Jefferson County Central Services; Dove House Please sign both Originals. Keep one for your own records and please return the other signed Original to the following address: Jefferson County Commissioners Office Attn:Julie Shannon PO Box 1220 Port Townsend,WA. 98368 When returning the signed Original, please send a copy of your Proof of Insurance as stated in the Agreement if not already submitted. Please contact our office if you have any questions. Aan you, Ju ' fttotl hannon Executive Secretary II Jefferson County Commissioners Office 36o 385 Too jshannon@co.jefferson.wa.us Enclosure phone '35Ol 385-9100 F t> `350 85-9382 jeffhocc@co. efkerson.wq ,,s