HomeMy WebLinkAboutRFP Affordable and Supportive Housing
Funding for
Affordable and supportive
Housing & Homeless Housing
and Assistance Funds
Request for Proposals
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Housing Fund Board
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participation.
9/13/2023 Special Meeting with questions from applicants 2:30 PM
Zoom Meeting: https://us06web.zoom.us/j/91098454388
Threshold Requirements:
I. The project meets eligibility requirements under Senate Bill 5386 and House
Bill 1590 and RCW 82.14.530
A. AFFORDABLE AND SUPPORTIVE HOUSING OR 1590 FUNDS
Funding for Affordable and Supportive Housing in accordance With House Bill 1590 and
RCW 82. 14. 530
1. A minimum of sixty percent of this fund must be used for the following eligible use:
A. Constructing affordable housing, which may include new units of affordable
housing within an existing structure, and facilities providing housing-related services,
solely for eligible households (as defined below); or
B. Constructing mental and behavioral health-related facilities; or
C. Funding the operations and maintenance costs of new units of affordable housing
and facilities where housing-related programs are provided, or newly constructed
evaluation and treatment centers.
2. The remaining proceeds shall be used for the operation, delivery and evaluation of mental
and behavioral health treatment programs and services or housing- related services.
3. No more than ten percent of the proceeds may be used to supplant existing local funds.
4. For purposes of this provision, “eligible households” means persons within any of the
following population groups whose income is at or below sixty percent of median income:
Persons with mental illness
Veterans
Senior citizens
Homeless (or at-risk of being homeless) families with children
Unaccompanied homeless youth or young adults
Persons with disabilities
Domestic violence survivors
B. HOMELESS HOUSING AND ASSISTANCE FUNDS OR 5386 FUNDS
The activity is included in the most recent local homeless plan outlined in SSB 5386 ESSHB
2163 and ESSHB 1570
W ho is Eligible for Services under these Funds?
Persons meeting the definition of homeless under the legislation and persons at-risk of
homelessness such as:
Persons being evicted within a week from a private dwelling unit or leaving an
institution, such as a mental health or substance abuse treatment facility or a
jail/prison, with no subsequent residence identified and lacking the resources needed
to obtain housing.
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Persons fleeing domestic or family violence with no subsequent safe residence
identified and lacking the resources needed to obtain such housing.
Persons living on the streets or in emergency shelter but are spending a short time (up
to 30 consecutive days) in a hospital or other institution.
Persons who would otherwise be living on the streets or in an emergency shelter.
Households who are very low-income.
EEligible uses:
a. Rental and furnishing of dwelling units for the use of homeless persons.
b. Costs of developing affordable housing for homeless persons, and services for formerly
homeless individuals and families residing in transitional housing or permanent housing
and still at risk of homelessness.
c. Operating subsidies for transitional housing or permanent housing serving formerly
homeless families or individuals.
d. Services to prevent homelessness, such as emergency eviction prevention programs
including temporary rental subsidies to prevent homelessness.
e. Temporary services to assist persons leaving state institutions and other state programs to
prevent them from becoming or remaining homeless.
f. Outreach services for homeless individuals and families
g. Development and management of local homeless plans including homeless census data
collection; identification of goals, performance measures, strategies, and costs and
evaluation of progress towards established goals.
h. Rental vouchers payable to landlords for persons who are homeless or below thirty
percent of the median income or in immediate danger of becoming homeless.
i. Other activities to reduce and prevent homelessness as identified for funding in the local
plan.
j. Acquisition, construction or rehabilitation of housing projects or units within housing
project that are affordable to very low-income households.
k. Supporting building, operation and maintenance costs of housing projects or unites
eligible to receive housing trust funds, that are affordable to very low-income
household, and that require a supplement to income to cover ongoing operating
expenses.
l. Rental assistance vouchers for housing units that are affordable to very low-income
households.
m. Operating costs for emergency shelters and licensed overnight youth shelters.
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II. The applicant has capacity to deliver the Program or Project
Please provide a brief description of previous experience providing similar
program services or development initiatives.
III. The project or program meets priorities and aligns with the Five-Year Plan
Please provide a brief description how the project aligns with Jefferson County’s
Homeless Crisis and Housing Response and 5 Year Plan, available at
www.co.jefferson.wa.us – Government – Boards & Commissions F-Z – Housing Fund
Board
Any proposal that does not meet all threshold requirements will not be
evaluated.
Selection Criteria
We will rank responses according to the criteria described below. All responsive proposals
received by the time and date specified in this RFP shall be evaluated by the RFP Evaluation Panel
based on the following criteria and weights:
Evaluation Criteria Max. Points
A. Approach – Completeness of Proposal and Readiness 5
B. Impact 10
C. Budget – Feasible Financial Plan 5
TOTAL 20
Submission Requirements
All proposals must include the following elements. We reserve the right to disqualify any
incomplete proposals.
(a) Approach – Completeness of Proposal and Readiness (5Points)
Your application should describe how you will approach this assignment and complete
the purpose of the proposal.
The proposal will be evaluated based on the clarity of proposal, completeness of the
submission including required certifications and documentation and readiness to begin the
Program or Project if funding is awarded.
The proposal should describe
The timeline for the project and immediacy of the need for the funds.
The components remaining to be secured before the project is shovel ready.
The plan for any unfunded components.
If funds are awarded, the construction start date.
Whether the Project could be scaled (include the per unit cost of the Project).
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(b) Impact (10 Points)
1. How would the project contribute to positive movement in Commerce’s Homeless
System Performance Measure, including total project entries, length of time homeless,
exits to permanent housing, returns to homelessness, and system prioritization.
2. What other funds, donors, or community support are involved with the project? Will
these funds leverage other funds? Identify other sources of funds that would be leveraged
with the requested funds and/or how these funds will be used to leverage other funds.
3. How many new units will be brought online. How many existing units will be
preserved? What services will be funded and how is sustainability achieved?
4. How many individuals will be served by these funds?
5. Will these funds serve any special populations such as youth or domestic violence
survivors?
(c) Budget – A Feasible Financial Plan (5 Points)
Identify whether you are a 501(c) (3), for-profit, PHA or government agency
Please provide the following if applicable:
Program or Project Budget which includes a complete breakdown of all funding
sources already received or committed for this Program or Project
Current operating budget for the organization requesting the funding
Operating Pro Forma for ten years.
PROPOSAL EVALUATION AND SELECTION PROCESS
General
The following procedure will be used to evaluate the proposals and select finalists. All complete
eligible proposals received within the established deadline will be evaluated by the RFP Screening
Panel, meaning scored by each HFB member. The combined totals guide funding awards, and the
HFB will approach the specific awards through a lens of equity, diversity and inclusion.
RFP Screening Panel
The Housing Fund Board will be the RFP Screening Panel. All HFB members will disclose any potential
connections and recuse themselves from any conflict of interest, not scoring any conflicted applications.
Board service will be disclosed but is not per se a conflict.
Proposal Evaluation
Applicants whose proposal is being considered for an award may be invited to make an oral
presentation of their proposal to the HFB. The HFB reserves the right to recommend funding for
multiple contracts under this RFP or recommend funding for a portion of the requested amount
at their discretion.
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FUNDING PERIOD
Jefferson County Homelessness Program Funding Instructions
The HFB is requesting proposals for Affordable Housing and Homeless Housing and Assistance
Funds for the period 1/1/24 through 12/31/24.
Funding must be requested and used within each funding cycle. Each proposal requires the
annual budget for the Project. Grantees will be required to submit Project progress and
evaluation reports on a quarterly basis (every 3 months).
If possible, the HFB would like to arrange small (non-meeting) field trips of all awarded projects
during the year or by March, 2025. If a field trip is impossible due to safety or privacy concerns,
a presentation at a regular HFB meeting can replace the field trip.
Proposal Deadline: 9/29/23 by 4pm
All responses to this Request for Proposal should be submitted on the provided application form.
Please submit an electronic PDF version of the proposal e-mailed to Carolyn Gallaway at
carolyn@co.jefferson.wa.us
The following should be in the subject line: “Proposal – Affordable and Homeless Housing
Funds.”
If electronic submission is not possible, please contact County Administrator’s office at 360-
385-9100 for accommodation.
It is very important that your application is complete, signed, is for an eligible activity, and
conforms to all program requirements. Applications not meeting all the requirements will not
receive consideration for funding.
Proposals MUST be received by 4pm on 9/29/23. Late proposals will not be accepted.
Submittals made in an incorrect format will not be considered.
All responses to this Request for Proposal should be submitted on the provided application
form.
REQUEST FOR PROPOSAL TIMELINE FOR FUNDS
Date Activity
8/31/2023 RFP to be posted on the County website
9/13/2023 Special Meeting with questions from applicants 2:30 PM
9/29/2023 Proposals must be submitted by 4:00 pm
10/5/2023 Proposals opened and distributed to HFB
10/18/23 Technical questions for applicants will be sent once with a return
date of 2 weekdays.
10/25/2023 Presentation of RFP to HFB
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10/25/2023 HFB Recommendation to BOCC
11/06/2023 BOCC regular meeting/ BOCC acts on recommendations
11/15/2023 Contracts to County Prosecutor and Risk Manager for approval
12/4/2023 Contracts to Providers and returned to BOCC for signatures
Note – All dates are subject to change
Definitions
Definition of Area Median Income for Jefferson County
Affordable housing program eligibility is always determined by one's income. Each household's
income is compared to the income of all other households in the area. This is accomplished
through a statistic established by the government called the Area Median Income, most often
referred to as AMI. The AMI is calculated and published each year by HUD.
In Jefferson County, HUD calculates the Fifty Percent (50%) Area Median Income (“AMI”) for
a family of four as $42,150. Fifty Percent (50%) AMI for an individual is $29,550. Link
huduser.gov – double check – HUD or go to; www.huduser.gov and search FY 2023 Median
Family Income Documentation System.
Period of Performance: Funding under this grant program is allocated for a 12-month period.
The period of performance for services solicited under this RFP begins 1/1/24 and ends
12/31/24. Carryover of unspent funds into the next program year upon request is permissible
with HFB approval. In addition, initial funding is not an assurance or guarantee of ongoing
operational funding after the contract period. Proposers are cautioned not to assume a
commitment of future funding based on the receipt of funds in prior years.
Guiding Principles for all Applicants:
Be as specific as possible in stating goals, measures of success, objectives, expected
results, deliverables, etc. It is expected that there will be considerably more requests for
funds than there are funds available. Therefore, conciseness and clarity of description
are essential.
The program must provide services only within Jefferson County boundaries.
Applicants that have received prior Affordable Housing and/or Homeless Housing
and Assistance Funds must be current on all required reporting to be eligible to
receive funds.
Grantees will be required to submit a progress report midway through the grant period
and a closeout report at the end of the funding period will be required no later than
2/1/24, or, alternatively small group field trips with HFB members touring awarded
projects by March 21, 2025. Failure to submit timely reports/progress data will result in
holding or non-payment of funds. These reports should include a comparison of
outcomes to date with those initially proposed, and the total number of individuals
served in the contract period. A fiscal and programmatic monitoring visit may be
conducted by the County during any project year. Provider will make all documents and
required files available for review.
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Reimbursement of costs will be addressed in the grant agreement.
Funding in previous years does not assure additional awards in this funding cycle.
Insurance Requirement: Awardees will be required to meet all the County’s insurance
requirements, which are included as Attachment A to this 5386/1590 RFP.
APPLICATION REQUIREMENTS
Complete all parts of the application form and answer all questions on the application.
Incomplete applications will not be accepted and will not receive funding consideration.
Application submittals are limited to the number of pages allowed. Applicants shall use Times
New Roman 12-point font. Smaller font applications will not receive consideration for funding.
All responses to this Request for Proposal should be submitted on the provided application form
on an electronic PDF. An electronic PDF version of the proposal should be e-mailed to Carolyn
Gallaway at carolyn@co.jefferson.wa.us. Carolyn will confirm receipt of application.
It is very important that your application is complete, signed, is for an eligible activity, and
conforms to all program requirements. Applications not meeting all the requirements will not
receive consideration for funding.
Proposal Deadline: 9/29/2023 by 4pm
Proposals MUST be received by 4pm on 9/29/23. Late proposals will not be accepted.
Submittals made in an incorrect format will not be considered.
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Funding for
Affordable and supportive
Housing & Homeless Housing
and Assistance Funds
APPLICATION
Proposals must be RECEIVED: 9/29/23 at 4pm
Jefferson County
through the County & City of Port Townsend
Housing Fund Board
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Application
Affordable and supportive
Housing & Homeless Housing
and Assistance Funds
For use from January 1, 2024 to December 31, 2024
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 $220,000 for Homeless Housing and
$965,000 for Affordable Housing.
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Name of Project or Program
oor Program:
Requested total amount for this application: $
Area of the County to be served:
Federal Tax ID #:
Name of Applicant/Agency:
Contact Person: Title:
Address: City:
State: Zip:
Phone Number: Fax Number:
E-mail:
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):________________________________
Title: ____________________________________
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.
____________________________________________________ _________________
Signature of Authorized Agency Representative Date
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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: ____________________________________________________
Amount requested: ________________________________________________
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:
Specify 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.
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 (5 Points) (LIMIT 400 WORDS)
Your application should describe how you will approach this assignment and complete the purpose of
the proposal.
Is the Project or Program ready to use the funding now or are there actions to be taken before the Project or
Program can begin? If so, what are those actions?
Will the requested funds fully fund the Project or Program? If not, how does the organization intend to fill the
gap?
Could the Project or Program be scaled (include the per unit cost of the Project or Program)?
Have additional funds been requested or will be requested. Identify the sources for those requests and the status
of the requests.
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B. IMPACT OF FUNDS - Leverage of Other Funds and Number of Persons Assisted
(10 Points) (LIMIT 400 WORDS)
How would the project contribute to positive movement in Commerce’s Homeless System
Performance Measure: total project entries, length of time homeless, exits to permanent housing,
returns to homelessness, and system prioritization. Go to www.jeffcountychamber.org.
Are you using any matching funds? If yes, what is the source?
Are the requested funds to be used as a match for this Project or Program? If yes, provide a description of the
Project or Program to be matched and how it relates to the goals and priorities of the Five-Year Plan. Also,
provide a budget for the entire Project or Program including funding from all sources and identify what portion
of the Project or Program these funds will support.
Specify the number of housing units that will be created or the number of individuals who will be assisted with
this Project or Program in the first year.
Specify the number of individuals who will be assisted with this Program.
Discuss how this Project or Program will be sustained after these funds are exhausted.
C. PROJECT OR PROGRAM BUDGET – A Feasible Financial Plan (5 Points)
BUDGET FORMS
Funding period begins January 1, 2023, and ends December 31, 2023
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 $
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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 $
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
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FUNDING SOURCES FOR THE PROGRAM in 2022
Funding Sources Awards Awards Indicate if Committed or
20XX 20XX Application has been made.
Public Sources $ $
(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)
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ATTACHMENT A
Required Insurance Coverages.
a. Commercial General Liability.
1) 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.
2) The commercial general liability insurance coverage shall contain no limitations on the scope of the
protection provided and include the following minimum coverage:
i. Broad form property damage, with no employee exclusion;
ii. Person injury liability, including extended bodily injury;
iii. Broad form contractual/commercial liability, including completed operations and product
liability coverage;
iv. Premises – operations liability (M&C);
v. Independent contractors and subcontractors; and,
vi. Blanket contractual liability.
3) Recipient’s commercial general liability policy shall include employer’s liability coverage.
4) The County and its elected officials, officers and employees shall be named as an additional insured
party under this insurance policy.
b. 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.
c. 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 form Recipient.
1) 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.
2) This coverage shall extend to any contractor or subcontractor that does not have their own workers’
compensation and employer’s liability insurance.
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7. 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.
8. General Insurance Requirements.
a. Insurance coverage shall be evidenced by one of the following methods:
1) Certificate of insurance; or,
2) Self-insurance through an irrevocable Letter of Credit from a qualified financial institution.
b. 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.
c. 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.
d. 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.
e. 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.
f. All deductibles in Recipient’s insurance policies shall be assumed by and be at the sole risk of Recipient.
g. 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.
h. 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.
i. 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.
j. Recipient shall provide a copy of all insurance policies specified in this Agreement.
k. 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.
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l. 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.
m. 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.
n. 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.
o. 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.
p. 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.
q. 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.
r. 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.
s. The County shall be named as an “additional insured” on all insurance policies required by this Agreement.
t. Recipient shall furnish the County with properly executed certificates of insurance that, at a minimum, shall
include:
1) The limits of coverage;
2) The project name and agreement number to which it applies;
3) 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
4) 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.
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