HomeMy WebLinkAboutDVR 615 Sheridan Street
Port Townsend, WA 98368
eel[enson www.JeffersonCountyPublicHealth.org
Consent Agenda
Public Healt
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Mark Mc Cauley, County Administrator
FROM: Apple Martine, Public Health Director
Anna McEnery, DD & BH Coordinator
DATE: t.✓14,st- ?q, 2&zy
SUBJECT: Agenda Item —Program Agreement with Department of Social and Health
Services, the Division of Vocational Rehabilitation (DVR); #DSHS-DVR-
8500CC-63; in Jefferson County, Washington; August 1, 2024 — March 31,
2025; for a total of$49,250.57 in funding; for the term of this agreement.
STATEMENT OF ISSUE:
Jefferson County Public Health, the Developmental Disabilities Division; is requesting Board approval of the
Program Agreement with Department of Social and Health Services (DSHS); the Division of Vocational
Rehabilitation (DVR); #DSHS-DVR-8500CC-63; in Jefferson County, Washington; August 1, 2024- March 31,
2025; for a total of$49,250.57 in funding; for the term of this agreement.
ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This Program Agreement will fund the new County Transition Specialist to develop School-to-Work Programs
with DSHS - DVR; for services to transition students who experience intellectual/developmental disabilities; in
Jefferson County, Washington.
The County Transition Specialist will provide program development in order to develop, coordinate, implement
and monitor the new School-to-Work Programs for transition students in each High School; in Jefferson
County. The County Transition Specialist will provide outreach and case management for students and
families; build program capacity in partnerships with students, school districts, services providers, employment
agencies, state agencies and others.
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
DD-24-034
The County Transition Specialist will support professional, collaborative relationships with the Jefferson County
School Districts; to assist DDA-eligible transition students in connecting to appropriate post-graduation/adult
services and resources to support transition from school to community.
The Jefferson County, Intellectual/Developmental Disabilities Advisory Board agrees that these are essential
and important services for our community.
FISCAL IMPACT/COST BENEFIT ANALYSIS :
This Program Agreement with the Department of Social and Health Services; the Division of Vocational
Rehabilitation; will be used to support the new County Transition Specialist, who will support the
implementation of the School-to-Work Programs; in Jefferson County, Washington.
RECOMMENDATION:
Jefferson County Public Health, the Developmental Disabilities Division; is requesting Board approval of the
Program Agreement with Department of Social and Health Services; the Division of Vocational Rehabilitation;
#DSHS-DVR-8500CC-63; in Jefferson County, Washington; August 1, 2024- March 31, 2025; for a total of
$49,250.57 in funding; for the term of this agreement.
REVIEWED BY:
Mark McCaulettCounty Administrator Dat
Community Health Environmental Public Health
Developmental Disabilities 360-385-9444
360-385-9400 (f) 360-379-4487
360-385-9401 (f) Always working for a safer and healthier community
CONTRACT REVIEW FORM I Clear Form
(INSTRUCTIONS ARE ON THE NEXT PAGE)
CONTRACT WITH: DSHS-Division of Vocational Rehabilitation-(DVR) Contract No: DD-24-034
Contract For: Program Development for School to Work Programs Term: August 1, 2024- March 31, 2025
COUNTY DEPARTMENT: Jefferson County Public Health-DD Program
Contact Person: Anna McEnery
Contact Phone: 360-385-9410
Contact email: amcenery@co.jefferson.wa.us
AMOUNT: $49,250.57 PROCESS: Exempt from Bid Process
Revenue: $49,250.57 Cooperative Purchase
Expenditure: Competitive Sealed Bid
Matching Funds Required: _ Small Works Roster
Sources(s) of Matching Funds , Vendor List Bid
Fund# PH fund#127 _ RFP or RFQ
Munis Org/Obj #12768041 Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES COMPL E WIT .- C ."' ()AND CHAPTER 42.23 RCW.
..............
CERTIFIED: N/A:5111 Aug. 12, 2024
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: 1 I Aug. 12, 2024
Signature Date
STEP 3: RISK MANAGEMENT REVIEW(will be added electronically through Laserfiche):
Electronically approved by Risk Management on 8/14/2024.
State agreement - cannot change.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 8/15/2024.
State contract -- cannot change.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL
1
DSHS Agreement Number
t� Washington State COUNTY PROGRAM AGREEMENT
7 C Department of Social 2463-58027
&Health Services STW Program Development
Transforming lives
This Program Agreement is by and between the State of Washington Administration or Division
Department of Social and Health Services (DSHS) and the County identified Agreement Number
below, and is issued in conjunction with a County and DSHS Agreement On County Agreement Number
General Terms and Conditions, which is incorporated by reference. DD-24-034
DSHS ADMINISTRATION DSHS DIVISION DSHS INDEX NUMBER DSHS CONTRACT CODE
Division of Vocational Division of Vocational 1223 8500CC-63
Rehabilitation Rehabilitation
DSHS CONTACT NAME AND TITLE DSHS CONTACT ADDRESS
Austin Diaz-Munoz 4565 7th Ave SE
Contracts Specialist
Lacey, WA 98503
DSHS CONTACT TELEPHONE DSHS CONTACT FAX DSHS CONTACT E-MAIL
(564) 200-2812 Click here to enter text. Austin.DiazMunoz@dshs.wa.gov
COUNTY NAME COUNTY ADDRESS
Jefferson County 615 Sheridan St
Port Townsend, WA 98368
COUNTY FEDERAL EMPLOYER IDENTIFICATION COUNTY CONTACT NAME
NUMBER Anna McEnery
COUNTY CONTACT TELEPHONE COUNTY CONTACT FAX COUNTY CONTACT E-MAIL
(360) 385-9410 (360) 385-9401 amcenery@co.jefferson.wa.us
IS THE COUNTY A SUBRECIPIENT FOR PURPOSES OF THIS PROGRAM ASSISTANCE LISTING NUMBERS
AGREEMENT?
No
PROGRAM AGREEMENT START DATE PROGRAM AGREEMENT END DATE MAXIMUM PROGRAM AGREEMENT AMOUNT
08/01/2024 03/31/2025 $49,250.57
EXHIBITS. When the box below is marked with an X, the following Exhibits are attached and are incorporated into this
County Program Agreement by reference:
Exhibits (specify): Exhibit A- Data Security Requirements Exhibit B -Estimated Bi-Annual Budget
I No Exhibits.
The terms and conditions of this Contract are an integration and representation of the final, entire and exclusive
understanding between the parties superseding and merging all previous agreements, writings, and communications, oral
or otherwise, regarding the subject matter of this Contract. The parties signing below represent that they have read and
understand this Contract, and have the authority to execute this Contract. This Contract shall be binding on DSHS only
upon signature by DSHS.
COUNTY SIGNATURE(S) PRINTED NAME(S)AND TITLE(S) DATE(S)SIGNED
Kate Dean, Chair
Board of County Commissioners
Jefferson County Washington
DSHS SIGNATURE PRINTED NAME AND TITLE DATE SIGNED
APPROVED AS TO FORM ONLY:
August 15,2024
Philip C. Hunsucker, Date
Chief Civil Deputy Prosecuting Attorney
Jefferson County Washington
DSHS Central Contract Services
6017CF County Program Agreement(10-31-2017) Page 1
Special Terms and Conditions
1. Definitions Specific to Special Terms. The words and phrases listed below, as used in this Contract,
shall each have the following definitions:
a. "Admin/Support Staff' means the costs of fiscal staff, Human Resources staff, contract staff,
administrative staff, and others who indirectly support the County program.
b. "Communication" means all means needed to communicate with students and their families. This
may include translators, translating materials, use of a Zoom account, and other means approved
by DVR.
c. "Community Outreach/Information Education" means the work completed to reach out to partners
and collaborating entities. This may include outreach to schools, students and their families, CRPs,
scheduling events, and sharing information and resources.
d. "CRP" or "Community Rehabilitation Program", means provider which provides vocational
rehabilitation service to individuals with disabilities to enable those individuals to maximize their
opportunities for employment.
e. "Contractor" means Jefferson County.
f. "County" means the political subdivision of the State of Washington, named above, performing
services pursuant to this Program Agreement and includes the County's officers, employees, and
authorized agents.
g. "County Coordinator" means the official developmental disabilities program coordinator or their
designee.
h. "Customer" means a student with an intellectual/developmental disability who will be exiting their
final year of their high school transition program, ages 20 to 21.
i. "Data Collection and Reporting/Database/Tracking" means the tools and/or processes the
Contractor has established as a means to track data.
j. "DDA" means the Developmental Disabilities Administration, within the Department of Social and
Health Services.
k. "DVR" means Division of Vocational Rehabilitation, within the Department of Social and Health
Services.
I. "Indirect Costs" means all costs associated with being an employee of your county, including but
not limited to the cost of paper, pens, copier machine needs, cellphones, laptops, etc.
m. "Office Space/Location" means the cost to rent, lease, or pay for use of that location for county
business.
n. "Resource Fair, Event Planning" means an event held by Contractor as a means to share
information and resources with Customers. Event Planning includes all activities and expenses
needed for the resource fair to occur.
o. "Resource/Marketing Development" means the cost associated with creating, producing, and
developing resources and marketing materials for the purpose of growing your transition program
and recruiting students for School to Work.
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6017CF County Program Agreement(10-31-2017) Page 2
Special Terms and Conditions
p. "School-to-Work" means a seamless transition for students with intellectual/developmental
disabilities from school to adult services through employment and connecting students to the
necessary resources for success.
q. "Staffing" means the amount associated with the direct staff time spent on School to Work efforts.
This may include direct salary, benefits package.
r. "Subcontractor" means an individual or outside organization hired by the County to assist with
different functions of the School-to-Work program development.
s. "Training and Resources" means the amount associated with bringing workshops, trainings, and
resources to the community for the purpose of transition services for students in their last year of
transition, ages 20 to 21.
t. "Transportation" means the reimbursement of mileage to travel in your county when carrying out
work towards developing the School-to-Work program.
u. "Website" means a website where Contractor's Customers are able to access details and
information about transition services and resources.
v. "Workgroup Participation" means the Contractor's participation in meetings to share School-to-Work
efforts and progress.
2. Purpose. The purpose of this Contract is to provide support and reimbursement to counties to develop
and establish a School-to-Work program which will provide employment related services to Customers
with intellectual/developmental disabilities who will be exiting their high school transition program, ages
20to21.
3. Statement of Work. The Contractor shall provide the services and staff, and otherwise do all things
necessary for or incidental to the performance of work, as set forth below:
Create a county-wide School-to-Work program. The Contractor shall establish a person who will lead
county School-to-Work transition efforts. This may be an existing staff member, hiring a new staff
member, or subcontracting to an entity to provide the work as a staff member.
Contractor shall be reimbursed for costs incurred performing the below objectives. Contractor is not
obligated to complete all objectives below other than those that shall allow for the development of a
successful School-to-Work program:
a. Staffing
(1) Hire staff to establish relationships with schools, DVR, DDA, CRPs, Customers, parents and
others who support Customers in their last year of transition as they move towards employment
in the community, OR;
(2) Establish amongst current staff or subcontractor who shall be the County representative to
establish relationships with schools, DVR, DDA, CRPs, Customers, parents, and others who
support Customers in their last year of transition as they move towards employment in the
community.
(3) Invoicing/Billing: Contractor shall submit a monthly invoice of billable hours of staff and/or
subcontractor with copy of proof of payment.
b. Training and Resources
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6017CF County Program Agreement(10-31-2017) Page 3
MEOW
Special Terms and Conditions
(1) The Contractor shall determine the training needs of staff, schools, and community partners
regarding transition services and resources in the county and create and execute opportunities
for trainings to fit the needs of the transition community. This may include, but is not limited to,
direct training for county staff, program planning, and/or large-scale trainings for the community.
Topics of trainings must be approved by DVR.
(2) Workshop development to strengthen knowledge and resources pertaining to transition
services, specifically for County staff and community partners such as Educators and CRPs.
These may include, but are not limited to, trainings and workshops around resources such as
Social Security, employment and job development, housing, and transportation. Topics of
workshops must be approved by DVR.
(3) Invoicing/Billing: Contractor shall submit a monthly invoice of the cost of community trainings
and workshops for students in transition and transition-based community partners with proof of
payment.
c. Transportation
(1) The Contractor shall track transportation of staff mileage associated with Customers in School-
to-Work through travel logs.
(2) Invoicing/Billing: Contractor shall submit a monthly invoice that includes a travel log capturing
mileage needed for the development of the School-to-Work program, paid at the rate identified
in SAAM 10.90.20 at the time of billing.
d. Communication
(1) The Contractor shall increase communication and accessibility to County programs and
information. This may include, but is not limited to;
(a) Translation of transition documents into various languages.
(b) Hiring interpreters.
(c) Setting up appropriate communication methods to fit the needs of Customers (i.e., in-
person, over-the-phone, and/or video remote interpreter services).
(2) The Contractor shall establish the communication needs of the county to determine how best to
create modes of communication that best fit the needs of Customers in transition and submit the
plan of communication for DVR approval.
(3) Invoicing/Billing: Contractor shall submit a monthly invoice of cost for translating materials,
providing interpreters, and/or communication methods with proof of payment.
e. Workgroup and School-to-Work Participation
(1) By agreeing to develop a School-to-Work program, it is expected that the Contractor shall
attend and participate in local, regional and statewide workgroups and meetings as a means to
ensure the progress and success of the School-to-Work program.
(2) Invoicing/Billing: Contractor shall bill for this item under section 3.a.(3) Staffing.
f. Office Space/Location
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6017CF County Program Agreement(10-31-2017) Page 4
Special Terms and Conditions
(1) Office space that is needed to house staff and resources associated with the School-to-Work
program (i.e., staff offices, training centers).
(2) Invoicing/Billing: Contractor shall submit a monthly invoice of:
(a) The difference resulting from an increase in the cost of office space due to an increase in
staffing for the School-to-Work program; OR
(b) The percentage of staff time designated to the School-to-Work program as it relates to total
staff occupying existing office space. An example has been included below for reference:
i. Current office space costs $1,000 a month for two staff. One staff member now spends
50% of their time on School-to-Work. Contractor may bill for reimbursement of$250
($1000/2 = $500 *.50 = $250)
g. Indirect Costs
(1) Indirect Costs may include, but are not limited to; the cost of copiers, paper, pens, supplies,
cellphones, internet access, and/or computers needed in order to perform the services outlined
in this contract.
(2) Admin/Support Staff shall be encompassed into Indirect Costs. Admin/Support staff may
include, but is not limited to;
(a) Fiscal
(b) Human Resources
(c) Information Technology (IT)
(d) Clerical Support
(3) Invoicing/Billing: Contractor shall submit a monthly invoice that includes a line item for Indirect
Costs, expressed as percentage rate that shall not exceed 27.94%, and will not exceed actual
costs of all billable items for the month. An example has been provided below for reference:
3,500 staffing
600 Training and resources
50 transportation
750 for office space
4,930 Sub total for deliverables
10% Indirect cost
493 total indirect costs
(a) 5,423 Total Reimbursement
h. Resource and Marketing Development
(1) Contractor shall create and develop marketing resources to share information to Customers, as
well as families, schools, and community partners. Contractor must collaborate with DVR to
establish effective School-to-Work marketing messages.
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6017CF County Program Agreement(10-31-2017) Page 5
Special Terms and Conditions
(2) Invoicing/Billing: Contractor shall submit a monthly invoice of the cost of producing community
resources and marketing materials for Customers in transition and transition-based community
partners with proof of payment.
i. Website
(1) Website development and/or updating to include School-to-Work information for Customers to
access. This content must be accessible to all Customers, including, but not limited to, language
translation, and JAWS-compatible.
(2) Contractor must submit a plan for website development to DVR for approval prior to executing
any changes to an existing website or completing work towards the creation of a new website.
(3) Invoicing/Billing: Contractor shall bill for this item under Section 3.a.(3) Staff and/or Section
3.g.(3) Indirect Costs. The Contractor may also bill for the initial set-up cost for translation
and/or accessibility program software by providing receipts. Monthly upkeep of translation
and/or accessibility software shall be billed under Section.3.g.(3) Indirect Costs.
j. Transition Resource Fair/Event Planning
(1) If the Contractor already has an annual Transition Resource Fair— costs associated with
creating a Transition Resource Fair may be reimbursed with DVR approval. This may include,
but is not limited to;
(a) Venue rental.
(b) Marketing of the event.
(c) Hiring support staff to put on the event.
(2) If the Contractor does not have an annual Transition Resource Fair— it is expected that the
Contractor shall work to establish an annual Transition Resource Fair with a focus on
employment, assisting students in their final year of transition to know and understand options
beyond their school years. This may include creating a series of Parent Nights, as approved by
DVR, in place of an annual Transition Resource Fair, or collaborating with other community
partners to establish a Transition Resource Fair.
(3) Invoicing/Billing:
(a) Renting Space: Contractor shall submit an invoice of the cost of renting space for Transition
Resource Fairs or county sponsored events for Customers transition-based community
partners with proof of payment.
(b) Marketing: Contractor shall submit an invoice of the cost of marketing materials, including
printing, envelopes, and postage.
(c) Event Planning Agency/Person: Contractor shall submit an invoice of the cost of hiring a
company or person to plan the annual Transition Resource Fair.
(d) Community Partners Collaborating: Contractor shall submit an invoice of the cost of their
portion of the total bill to have a local Transition Resource Fair.
k. Community Outreach/Information and Education
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6017CF County Program Agreement(10-31-2017) Page 6
Special Terms and Conditions
(1) Efforts to connect with communities and schools across the county are expected to start and
grow the School-to-Work program. It is expected that these efforts shall be the primary focus
and/or part of the established or new staff.
(2) Invoicing/Billing: Contractor shall submit billable hours for staff following guidelines in Section
3.a.(3) Staff and billable mileage following guidelines in Section 3.c.(2) Transportation.
I. Data Collection and Reporting
(1) The Contractor shall work with DVR to determine the information and data gathered to show the
progress being made with School-to-Work efforts, including but not limited to; sharing data
regarding Customers' progress in the School-to-Work program, Customers' progress towards
employment, and reasons why potential Customers choose not to participate in the School-to-
Work program.
(2) Invoicing/Billing: Contractor shall submit billable hours for staff time following guidelines in
Section 3.a.(3) Staff.
4. Consideration. Total consideration payable to Contractor for satisfactory performance of the work
under this Contract is up to a maximum of$49,250.57, including any and all expenses, and shall be
based on the information in Exhibit B— Estimated Bi-Annual Budget.
a. The Program Development Objective amounts are estimates, and in no way capped by each
objective, as long as the total contract consideration amount is not surpassed. Amendments to the
consideration for this Contract are acceptable through mutual agreement of both parties.
b. All expenses toward a Program Development Objective that are $10,000 or more not related to
staffing must be approved by the School-to-Work/Transition Program Manager prior to being
purchased.
5. Deliverables.
The Contractor shall submit reports, documents, receipts, and/or summaries monthly to the School-to-
Work/Transition Program Manager for review. The School-to-Work/Transition Program Manager shall
verify the submittals are accurate and correct as specified in Section 3, Statement of Work. If any
discrepancies arise upon reviewing Program Development submittals, DVR may, at its sole discretion,
withhold payment until the discrepancies are addressed by the Contractor and approved by School-to-
Work/Transition Program Manager.
6. Subcontracting.
The Contractor is allowed to subcontract the work performed under this agreement with written
approval from the School-to-Work/Transition Program Manager. The School-to-Work/Transition
Program Manager shall review and make a final determination regarding the subcontract and the
subcontractor.
7. Monitoring.
The Contractor shall meet with the School-to-Work/Transition Program Manager semi-annually, on
dates mutually agreed upon by both parties, to discuss the performance of this Contract. Topics of
discussion include, but are not limited to; unresolved issues, potential amendments, and/or any
assistance that is needed.
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6017CF County Program Agreement(10-31-2017) Page 7
Special Terms and Conditions
8. Billing and Payment.
a. Invoice System. The Contractor shall submit invoices using State Form A-19 Invoice Voucher, or
such other form as designated by DSHS. Consideration for services rendered shall be payable
upon receipt of properly completed invoices which shall be submitted to School-to-Work/Transition
Program Manager by the Contractor by the 25' of each month. The invoices shall describe and
document to DSHS' satisfaction a description of the work performed, activities accomplished, the
progress of the project, and fees.
b. Payment. Payment shall be considered timely if made by DSHS within thirty (30) days after receipt
and acceptance by School-to-Work/Transition Program Manager of the properly completed
invoices. Payment shall be sent to the address designated by the Contractor on page one (1) of
this Contract. DSHS may, at its sole discretion, withhold payment claimed by the Contractor for
services rendered if Contractor fails to satisfactorily comply with any term or condition of this
Contract.
9. Insurance.
a. DSHS certifies that it is self-insured under the State's self-insurance liability program, as provided
by RCW 4.92.130, and shall pay for losses for which it is found liable.
b. The Contractor certifies, by checking the appropriate box below, initialing to the left of the box
selected, and signing this Agreement, that:
(1) ❑X The Contractor is self-insured or insured through a risk pool and shall pay for losses for
Initial which it is found liable; or
(2) ❑ The Contractor maintains the types and amounts of insurance identified below and shall,
prior to the execution of this Agreement by DSHS, provide certificates of insurance to that effect
to the DSHS contact on page one of this Agreement.
Commercial General Liability Insurance (CGL) —to include coverage for bodily injury, property
damage, and contractual liability, with the following minimum limits: Each Occurrence - $1,000,000;
General Aggregate - $2,000,000. The policy shall include liability arising out of premises,
operations, independent contractors, products-completed operations, personal injury, advertising
injury, and liability assumed under an insured contract. The State of Washington, DSHS, its elected
and appointed officials, agents, and employees shall be named as additional insureds.
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6017CF County Program Agreement(10-31-2017) Page 8
Special Terms and Conditions
Exhibit A — Data Security Requirements
1. Definitions. The words and phrases listed below, as used in this Exhibit, shall each have the following
definitions:
a. "AES" means the Advanced Encryption Standard, a specification of Federal Information Processing
Standards Publications for the encryption of electronic data issued by the National Institute of
Standards and Technology (http://nvlpubs.nist.gov/nistpubs/FIPS/NIST.FIPS.197.pdf).
b. "Authorized Users(s)" means an individual or individuals with a business need to access DSHS
Confidential Information, and who has or have been authorized to do so.
c. "Business Associate Agreement" means an agreement between DSHS and a contractor who is
receiving Data covered under the Privacy and Security Rules of the Health Insurance Portability
and Accountability Act of 1996. The agreement establishes permitted and required uses and
disclosures of protected health information (PHI) in accordance with HIPAA requirements and
provides obligations for business associates to safeguard the information.
d. "Category 4 Data" is data that is confidential and requires special handling due to statutes or
regulations that require especially strict protection of the data and from which especially serious
consequences may arise in the event of any compromise of such data. Data classified as Category
4 includes but is not limited to data protected by: the Health Insurance Portability and Accountability
Act (HIPAA), Pub. L. 104-191 as amended by the Health Information Technology for Economic and
Clinical Health Act of 2009 (HITECH), 45 CFR Parts 160 and 164; the Family Educational Rights
and Privacy Act (FERPA), 20 U.S.C. §1232g; 34 CFR Part 99; Internal Revenue Service
Publication 1075 (https://www.irs.gov/pub/irs-pdf/p1075.pdf); Substance Abuse and Mental Health
Services Administration regulations on Confidentiality of Alcohol and Drug Abuse Patient Records,
42 CFR Part 2; and/or Criminal Justice Information Services, 28 CFR Part 20.
e. "Cloud" means data storage on servers hosted by an entity other than the Contractor and on a
network outside the control of the Contractor. Physical storage of data in the cloud typically spans
multiple servers and often multiple locations. Cloud storage can be divided between consumer
grade storage for personal files and enterprise grade for companies and governmental entities.
Examples of consumer grade storage would include iTunes, Dropbox, Box.com, and many other
entities. Enterprise cloud vendors include Microsoft Azure, Amazon Web Services, and Rackspace.
f. "Encrypt" means to encode Confidential Information into a format that can only be read by those
possessing a "key"; a password, digital certificate or other mechanism available only to authorized
users. Encryption must use a key length of at least 256 bits for symmetric keys, or 2048 bits for
asymmetric keys. When a symmetric key is used, the Advanced Encryption Standard (AES) must
be used if available.
g. "FedRAMP" means the Federal Risk and Authorization Management Program (see
www.fedramp.gov), which is an assessment and authorization process that federal government
agencies have been directed to use to ensure security is in place when accessing Cloud computing
products and services.
h. "Hardened Password" means a string of at least eight characters containing at least three of the
following four character classes: Uppercase alphabetic, lowercase alphabetic, numeral, and special
characters such as an asterisk, ampersand, or exclamation point.
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6017CF County Program Agreement(10-31-2017) Page 9
Special Terms and Conditions
i. "Mobile Device" means a computing device, typically smaller than a notebook, which runs a mobile
operating system, such as iOS, Android, or Windows Phone. Mobile Devices include smart phones,
most tablets, and other form factors.
j. "Multi-factor Authentication" means controlling access to computers and other IT resources by
requiring two or more pieces of evidence that the user is who they claim to be. These pieces of
evidence consist of something the user knows, such as a password or PIN; something the user has
such as a key card, smart card, or physical token; and something the user is, a biometric identifier
such as a fingerprint, facial scan, or retinal scan. "PIN" means a personal identification number, a
series of numbers which act as a password for a device. Since PINs are typically only four to six
characters, PINs are usually used in conjunction with another factor of authentication, such as a
fingerprint.
k. "Portable Device" means any computing device with a small form factor, designed to be transported
from place to place. Portable devices are primarily battery powered devices with base computing
resources in the form of a processor, memory, storage, and network access. Examples include, but
are not limited to, mobile phones, tablets, and laptops. Mobile Device is a subset of Portable
Device.
I. "Portable Media" means any machine readable media that may routinely be stored or moved
independently of computing devices. Examples include magnetic tapes, optical discs (CDs or
DVDs), flash memory (thumb drive) devices, external hard drives, and internal hard drives that have
been removed from a computing device.
m. "Secure Area" means an area to which only authorized representatives of the entity possessing the
Confidential Information have access, and access is controlled through use of a key, card key,
combination lock, or comparable mechanism. Secure Areas may include buildings, rooms or
locked storage containers (such as a filing cabinet or desk drawer) within a room, as long as access
to the Confidential Information is not available to unauthorized personnel. In otherwise Secure
Areas, such as an office with restricted access, the Data must be secured in such a way as to
prevent access by non-authorized staff such as janitorial or facility security staff, when authorized
Contractor staff are not present to ensure that non-authorized staff cannot access it.
n. "Trusted Network" means a network operated and maintained by the Contractor, which includes
security controls sufficient to protect DSHS Data on that network. Controls would include a firewall
between any other networks, access control lists on networking devices such as routers and
switches, and other such mechanisms which protect the confidentiality, integrity, and availability of
the Data.
o. "Unique User ID" means a string of characters that identifies a specific user and which, in
conjunction with a password, passphrase or other mechanism, authenticates a user to an
information system.
2. Authority. The security requirements described in this document reflect the applicable requirements of
Standard 141.10 (https://ocio.wa.gov/policies) of the Office of the Chief Information Officer for the state
of Washington, and of the DSHS Information Security Policy and Standards Manual. Reference
material related to these requirements can be found here: https://www.dshs.wa.gov/ffa/keeping-dshs-
client-information-private-and-secure, which is a site developed by the DSHS Information Security
Office and hosted by DSHS Central Contracts and Legal Services.
3. Administrative Controls. The Contractor must have the following controls in place:
a. A documented security policy governing the secure use of its computer network and systems, and
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which defines sanctions that may be applied to Contractor staff for violating that policy.
b. If the Data shared under this agreement is classified as Category 4, the Contractor must be aware
of and compliant with the applicable legal or regulatory requirements for that Category 4 Data.
c. If Confidential Information shared under this agreement is classified as Category 4, the Contractor
must have a documented risk assessment for the system(s) housing the Category 4 Data.
4. Authorization, Authentication, and Access. In order to ensure that access to the Data is limited to
authorized staff, the Contractor must:
a. Have documented policies and procedures governing access to systems with the shared Data.
b. Restrict access through administrative, physical, and technical controls to authorized staff.
c. Ensure that user accounts are unique and that any given user account logon ID and password
combination is known only to the one employee to whom that account is assigned. For purposes of
non-repudiation, it must always be possible to determine which employee performed a given action
on a system housing the Data based solely on the logon ID used to perform the action.
d. Ensure that only authorized users are capable of accessing the Data.
e. Ensure that an employee's access to the Data is removed immediately:
(1) Upon suspected compromise of the user credentials.
(2) When their employment, or the contract under which the Data is made available to them, is
terminated.
(3) When they no longer need access to the Data to fulfill the requirements of the contract.
f. Have a process to periodically review and verify that only authorized users have access to systems
containing DSHS Confidential Information.
g. When accessing the Data from within the Contractor's network (the Data stays within the
Contractor's network at all times), enforce password and logon requirements for users within the
Contractor's network, including:
(1) A minimum length of 8 characters, and containing at least three of the following character
classes: uppercase letters, lowercase letters, numerals, and special characters such as an
asterisk, ampersand, or exclamation point.
(2) That a password does not contain a user's name, logon ID, or any form of their full name.
(3) That a password does not consist of a single dictionary word. A password may be formed as a
passphrase which consists of multiple dictionary words.
(4) That passwords are significantly different from the previous four passwords. Passwords that
increment by simply adding a number are not considered significantly different.
h. When accessing Confidential Information from an external location (the Data will traverse the
Internet or otherwise travel outside the Contractor's network), mitigate risk and enforce password
and logon requirements for users by employing measures including:
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(1) Ensuring mitigations applied to the system don't allow end-user modification.
(2) Not allowing the use of dial-up connections.
(3) Using industry standard protocols and solutions for remote access. Examples would include
RADIUS and Citrix.
(4) Encrypting all remote access traffic from the external workstation to Trusted Network or to a
component within the Trusted Network. The traffic must be encrypted at all times while
traversing any network, including the Internet, which is not a Trusted Network.
(5) Ensuring that the remote access system prompts for re-authentication or performs automated
session termination after no more than 30 minutes of inactivity.
(6) Ensuring use of Multi-factor Authentication to connect from the external end point to the internal
end point.
i. Passwords or PIN codes may meet a lesser standard if used in conjunction with another
authentication mechanism, such as a biometric (fingerprint, face recognition, iris scan) or token
(software, hardware, smart card, etc.) in that case:
(1) The PIN or password must be at least 5 letters or numbers when used in conjunction with at
least one other authentication factor
(2) Must not be comprised of all the same letter or number (11111, 22222, aaaaa, would not be
acceptable)
(3) Must not contain a "run" of three or more consecutive numbers (12398, 98743 would not be
acceptable)
j. If the contract specifically allows for the storage of Confidential Information on a Mobile Device,
passcodes used on the device must:
(1) Be a minimum of six alphanumeric characters.
(2) Contain at least three unique character classes (upper case, lower case, letter, number).
(3) Not contain more than a three consecutive character run. Passcodes consisting of 12345, or
abcdl2 would not be acceptable.
k. Render the device unusable after a maximum of 10 failed logon attempts.
5. Protection of Data. The Contractor agrees to store Data on one or more of the following media and
protect the Data as described:
a. Hard disk drives. For Data stored on local workstation hard disks, access to the Data will be
restricted to Authorized User(s) by requiring logon to the local workstation using a Unique User ID
and Hardened Password or other authentication mechanisms which provide equal or greater
security, such as biometrics or smart cards.
b. Network server disks. For Data stored on hard disks mounted on network servers and made
available through shared folders, access to the Data will be restricted to Authorized Users through
the use of access control lists which will grant access only after the Authorized User has
authenticated to the network using a Unique User ID and Hardened Password or other
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authentication mechanisms which provide equal or greater security, such as biometrics or smart
cards. Data on disks mounted to such servers must be located in an area which is accessible only
to authorized personnel, with access controlled through use of a key, card key, combination lock, or
comparable mechanism.
For DSHS Confidential Information stored on these disks, deleting unneeded Data is sufficient as
long as the disks remain in a Secure Area and otherwise meet the requirements listed in the above
paragraph. Destruction of the Data, as outlined below in Section 8 Data Disposition, may be
deferred until the disks are retired, replaced, or otherwise taken out of the Secure Area.
c. Optical discs (CDs or DVDs) in local workstation optical disc drives. Data provided by DSHS
on optical discs which will be used in local workstation optical disc drives and which will not be
transported out of a Secure Area. When not in use for the contracted purpose, such discs must be
Stored in a Secure Area. Workstations which access DSHS Data on optical discs must be located
in an area which is accessible only to authorized personnel, with access controlled through use of a
key, card key, combination lock, or comparable mechanism.
d. Optical discs (CDs or DVDs) in drives or jukeboxes attached to servers. Data provided by
DSHS on optical discs which will be attached to network servers and which will not be transported
out of a Secure Area. Access to Data on these discs will be restricted to Authorized Users through
the use of access control lists which will grant access only after the Authorized User has
authenticated to the network using a Unique User ID and Hardened Password or other
authentication mechanisms which provide equal or greater security, such as biometrics or smart
cards. Data on discs attached to such servers must be located in an area which is accessible only
to authorized personnel, with access controlled through use of a key, card key, combination lock, or
comparable mechanism.
e. Paper documents. Any paper records must be protected by storing the records in a Secure Area
which is only accessible to authorized personnel. When not in use, such records must be stored in
a Secure Area.
f. Remote Access. Access to and use of the Data over the State Governmental Network (SGN) or
Secure Access Washington (SAW) will be controlled by DSHS staff who will issue authentication
credentials (e.g. a Unique User ID and Hardened Password) to Authorized Users on Contractor's
staff. Contractor will notify DSHS staff immediately whenever an Authorized User in possession of
such credentials is terminated or otherwise leaves the employ of the Contractor, and whenever an
Authorized User's duties change such that the Authorized User no longer requires access to
perform work for this Contract.
g. Data storage on portable devices or media.
(1) Except where otherwise specified herein, DSHS Data shall not be stored by the Contractor on
portable devices or media unless specifically authorized within the terms and conditions of the
Contract. If so authorized, the Data shall be given the following protections:
(a) Encrypt the Data.
(b) Control access to devices with a Unique User ID and Hardened Password or stronger
authentication method such as a physical token or biometrics.
(c) Manually lock devices whenever they are left unattended and set devices to lock
automatically after a period of inactivity, if this feature is available. Maximum period of
inactivity is 20 minutes.
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(d) Apply administrative and physical security controls to Portable Devices and Portable Media
by:
i. Keeping them in a Secure Area when not in use,
ii. Using check-in/check-out procedures when they are shared, and
iii. Taking frequent inventories.
(2) When being transported outside of a Secure Area, Portable Devices and Portable Media with
DSHS Confidential Information must be under the physical control of Contractor staff with
authorization to access the Data, even if the Data is encrypted.
h. Data stored for backup purposes.
(1) DSHS Confidential Information may be stored on Portable Media as part of a Contractor's
existing, documented backup process for business continuity or disaster recovery purposes.
Such storage is authorized until such time as that media would be reused during the course of
normal backup operations. If backup media is retired while DSHS Confidential Information still
exists upon it, such media will be destroyed at that time in accordance with the disposition
requirements below in Section 8 Data Disposition.
(2) Data may be stored on non-portable media (e.g. Storage Area Network drives, virtual media,
etc.) as part of a Contractor's existing, documented backup process for business continuity or
disaster recovery purposes. If so, such media will be protected as otherwise described in this
exhibit. If this media is retired while DSHS Confidential Information still exists upon it, the data
will be destroyed at that time in accordance with the disposition requirements below in Section 8
Data Disposition.
i. Cloud storage. DSHS Confidential Information requires protections equal to or greater than those
specified elsewhere within this exhibit. Cloud storage of Data is problematic as neither DSHS nor
the Contractor has control of the environment in which the Data is stored. For this reason:
(1) DSHS Data will not be stored in any consumer grade Cloud solution, unless all of the following
conditions are met:
(a) Contractor has written procedures in place governing use of the Cloud storage and
Contractor attests in writing that all such procedures will be uniformly followed.
(b) The Data will be Encrypted while within the Contractor network.
(c) The Data will remain Encrypted during transmission to the Cloud.
(d) The Data will remain Encrypted at all times while residing within the Cloud storage solution.
(e) The Contractor will possess a decryption key for the Data, and the decryption key will be
possessed only by the Contractor and/or DSHS.
(f) The Data will not be downloaded to non-authorized systems, meaning systems that are not
on either the DSHS or Contractor networks.
(g) The Data will not be decrypted until downloaded onto a computer within the control of an
Authorized User and within either the DSHS or Contractor's network.
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(2) Data will not be stored on an Enterprise Cloud storage solution unless either:
(a) The Cloud storage provider is treated as any other Sub-Contractor, and agrees in writing to
all of the requirements within this exhibit; or,
(b) The Cloud storage solution used is FedRAMP certified.
(3) If the Data includes protected health information covered by the Health Insurance Portability and
Accountability Act (HIPAA), the Cloud provider must sign a Business Associate Agreement prior
to Data being stored in their Cloud solution.
6. System Protection. To prevent compromise of systems which contain DSHS Data or through which
that Data passes:
a. Systems containing DSHS Data must have all security patches or hotfixes applied within 3 months
of being made available.
b. The Contractor will have a method of ensuring that the requisite patches and hotfixes have been
applied within the required timeframes.
c. Systems containing DSHS Data shall have an Anti-Malware application, if available, installed.
d. Anti-Malware software shall be kept up to date. The product, its anti-virus engine, and any malware
database the system uses, will be no more than one update behind current.
7. Data Segregation.
a. DSHS Data must be segregated or otherwise distinguishable from non-DSHS data. This is to
ensure that when no longer needed by the Contractor, all DSHS Data can be identified for return or
destruction. It also aids in determining whether DSHS Data has or may have been compromised in
the event of a security breach. As such, one or more of the following methods will be used for data
segregation.
(1) DSHS Data will be kept on media (e.g. hard disk, optical disc, tape, etc.) which will contain no
non-DSHS Data. And/or,
(2) DSHS Data will be stored in a logical container on electronic media, such as a partition or folder
dedicated to DSHS Data. And/or,
(3) DSHS Data will be stored in a database which will contain no non-DSHS data. And/or,
(4) DSHS Data will be stored within a database and will be distinguishable from non-DSHS data by
the value of a specific field or fields within database records.
(5) When stored as physical paper documents, DSHS Data will be physically segregated from non-
DSHS data in a drawer, folder, or other container.
b. When it is not feasible or practical to segregate DSHS Data from non-DSHS data, then both the
DSHS Data and the non-DSHS data with which it is commingled must be protected as described in
this exhibit.
8. Data Disposition. When the contracted work has been completed or when the Data is no longer
needed, except as noted above in Section 5.b, Data shall be returned to DSHS or destroyed. Media on
which Data may be stored and associated acceptable methods of destruction are as follows:
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Data stored on: Will be destroyed by:
Server or workstation hard disks, or Using a "wipe" utility which will overwrite the Data at
least three (3) times using either random or single
Removable media (e.g. floppies, USB flash drives, character data, or
portable hard disks) excluding optical discs
Degaussing sufficiently to ensure that the Data
cannot be reconstructed, or
Physically destroying the disk
Paper documents with sensitive or Confidential Recycling through a contracted firm, provided the
Information contract with the recycler assures that the
confidentiality of Data will be protected.
Paper documents containing Confidential Information On-site shredding, pulping, or incineration
requiring special handling (e.g. protected health
information)
Optical discs (e.g. CDs or DVDs) Incineration, shredding, or completely defacing the
readable surface with a coarse abrasive
Magnetic tape Degaussing, incinerating or crosscut shredding
9. Notification of Compromise or Potential Compromise. The compromise or potential compromise of
DSHS shared Data must be reported to the DSHS Contact designated in the Contract within one (1)
business day of discovery. If no DSHS Contact is designated in the Contract, then the notification must
be reported to the DSHS Privacy Officer at dshsprivacyofficer@dshs.wa.gov. Contractor must also
take actions to mitigate the risk of loss and comply with any notification or other requirements imposed
by law or DSHS.
10. Data shared with Subcontractors. If DSHS Data provided under this Contract is to be shared with a
subcontractor, the Contract with the subcontractor must include all of the data security provisions within
this Contract and within any amendments, attachments, or exhibits within this Contract. If the
Contractor cannot protect the Data as articulated within this Contract, then the contract with the sub-
Contractor must be submitted to the DSHS Contact specified for this contract for review and approval.
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Exhibit B: Estimated Bi-Annual Budget
County: Jefferson
April 1, 2023 to March 31, 2024
Program Development Objectives Estimated Budget
Staffing $
Training and Resources $
Transportation $
Communication $
Office Space/Location $
Indirect Costs $
Resource and Marketing Development $
Website $
Transition Resource Fair/Event Planning $
Community Outreach/Information and Education $
Data Collection and Reporting $
Total $
April 1, 2024 to March 31, 2025
Program Development Objectives Estimated Budget
Staffing $23,645.05
Training and Resources $6,250.00
Transportation $600.00
Communication $1,000.00
Office Space/Location $1,000.00
Indirect Costs $10,755.52
Resource and Marketing Development $2,000.00
Website $
Transition Resource Fair/Event Planning $1,500.00
Community Outreach/Information and Education $
Data Collection and Reporting $2,500.00
Total $49,250.57