HomeMy WebLinkAboutCONSENT HFB Bayside Tiny Village JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Jefferson County Board of Commissioners
FROM: Carolyn Gallaway,Clerk of the Board
DATE: January 21,2025
SUBJECT: AGREEMENT re: 2025 Affordable Housing/Homelessness
Grant Funding; Bayside Housing and Services—Tiny Village
Operations
STATEMENT OF ISSUE:
On November 8, 2024 the Housing Fund Board met and reviewed the RFPs received.
On November 18, 2024,the Board of County Commissioners approved the Housing
Fund Board's 2024 funding recommendations for Affordable Housing Fund 148,
Homeless Housing Fund 149, 1590 and 5386 Funds. One of the recommendations was
to fund; Bayside Housing and Services—Tiny Village Operations; in the amount of
$55,000
ANALYSIS:
The attached Grant Agreement will provide$55,000 in funds approved by the Board of
County Commissioners on November 18, 2024.
FISCAL IMPACT:
$55,000 from Fund 149.
RECOMMENDATION:
Approve the attached Grant Agreement.
REVIEWED BY:
1 2�
Mark McCaule3Kounty Administrator Date
CONTRACT REVIEW FORM Clear Form
(DVSTRUMONS ME ON THE NEXT PAGE)
CONTRACT WITH: Bayside Housing and Services Contract No: Bayside-Tiny
Contract For: Tiny Village Operations 'berm: 01/01/25 - 12/31/25
COUNTY DEPARTMENT: County Administrator
Contact Person: Carolyn Gallaway
Contact Phone: 022
Contact email: carolyn®co.jefierson.wa.us
AMOUNT: $55,000 PROCESS: Exempt from Bid Process
Revenue: Cooperative Purchase
Expenditure: $55,000 Competitive Sealed Bid
Matching Funds Required: Small Works Roster
Sources(s)of Matching Funds Vendor List Bid
Fund # 149 RFP or RFQ
Munis Org/Obj Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES CO I E ITH .080 AND CHAPTER 42.23 RCW.
CERTIFIED: a N/A: yeI
Signature Date
STEP 2: DEPARTMENT CERTIFIE -THE PERSO OP ED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS N BEEN 'ARRED ANY FEDERAL, STATE, OR LOCAL
AGENCY. y
CERTIFIED: 2 N/A: �' % �� ✓ ,
tgnatu Date
STEP 3: RISK MANAGEMENT REVIEW(will be add Ironically through Laserflche):
Electronically approved by Risk Management on 1/17/2025.
STEP 4: PROSECUTING ATTORNEY REVIEW(will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 1/17/2025.
Thank you for making the changes!
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
Grant Agreement by and Between Jefferson County
and
Bayside Housing—Tiny Village Operations
For Affordable Housing/Homelessness Services Grant Funding
WHEREAS, RCW 36.22.250 authorizes the use of SSB 5386 a recording fee surcharge to
provide funding for affordable housing services, homeless housing and assistance, and local
homeless housing and assistance; and
WHEREAS, RCW 82.14.530 authorizes the use of SHB 1590 sales tax revenues tosupport
affordable housing; and
WHEREAS, RCW 82.14.540 authorizes the use of SHB 1406 sales tax revenues to support
affordable housing; and
WHEREAS, on September 3, 2024 the Board of County Commissioners approved funding
levels and authorized the release of a Request for Proposals for the funds collected pursuant
to the above cited RCW's; and
WHEREAS, on November 18, 2024 the Board of County Commissioners approved the
Housing Fund Board's recommendation for 2025 funding;
NOW, THEREFORE, Jefferson County, a political subdivision of the State of Washington
("County"), and Bayside Housing and Services, a non-profit corporation in Washington
State("Recipient"), in consideration of the mutual benefits, terms, and conditions
hereinafter specified, do hereby agree as follows:
1. Grant Commitment. A grant of funds is hereby made to recipient for use of the Project
described in Section 2.The approved maximum amount of the grant shall be$55,000,all
coming from Fund 149. Payment of grant funds shall be made upon the submission of
appropriate invoices pursuant to Section 3.
2. Project Description, Schedule and Budget.
a. The scope of work for the Project is described in Exhibit A, attached.
b. The Project begins on January 1,2025 and shall be completed by December 31,2025.
c. The budget for the Project is described in Exhibit B, attached.
3. Payment. Expenses incurred on the Project, as described in Section 2, by the Project's
consultants, contractors, suppliers, or recipient's staff shall be submitted to the County
Administrator's Office by recipient using a detailed invoice that includes all of the
following:
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 1 of 27
a. Each detailed invoice shall show individual items followed by the total amount
incurred and the amount eligible for reimbursement under this Grant Agreement.
Recipient may submit such invoices to the County once per month during the course
of the Project for work completed. All invoices shall be submitted no later than 30
days after project completion; and,
b. The county shall review and approve invoice payments. Payments will be limited to
the monies that are available under this Grant Agreement as described in Section 1.
Such invoices, once approved, will be paid using the County's normal bill paying
process and cycle.
4. Compliance with Laws. Recipient shall, in completing its project under this Grant
Agreement, faithfully observe and comply with all federal, state,and local laws,
ordinances, and regulation, applicable to the work to be completed under this Grant
Agreement.
5. Indemnity
The recipient shall defend, indemnify and hold the County, its officers, officials,
employees, agents and volunteers (and their marital communities)harmless from any
claims, injuries, damages, losses or suits, including attorney's fees, arising out of or
resulting from the acts, errors or omissions of the recipient in performance of this
Agreement, except for injuries and damages caused by the sole negligence of the
County. Should a court of competent jurisdiction determine this Agreement is subject to
RCW 4.24.115 if liability for damages occurs arising out of bodily injury to persons or
damages to property caused by or resulting from the concurrent negligence of the
recipient and the County, its officers, officials, employees, agents and volunteers (and
their marital communities)the recipient's liability, including the duty and cost to
defend, shall be only for the recipient's negligence. It is further specifically understood
that the indemnification provided constitutes the recipient's waiver of immunity under
Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This
waiver has been mutually negotiated by the parties. This section shall survive the
expiration or termination of this Agreement.
6. 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.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 2 of 27
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.
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:
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 3 of 27
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 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.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 4 of 27
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.
1. 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.
in. 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 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.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 5 of 27
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.
9. Independent Contractor. Recipient and the County agree that recipient is an independent
contractor with respect to the project to be completed pursuant to this Grant Agreement.
Nothing in this Grant Agreement shall be considered to create the relationship of
employer and employee between the parties hereto.Neither recipient nor any employee of
recipient, nor any subcontractor of recipient shall be entitled to any benefits accorded to
County employees by virtue of their services on the project to be completed under this
Grant Agreement. The County shall not be responsible for withholding or otherwise
deducting federal income tax or social security or for contributing to the State industrial
insurance program,or otherwise assuming the duties of an employer with respect to
recipient, or any employee, representative of agent of recipient, or any contractor of
recipient.
10.Subcontracting Requirements.
a. Recipient Owns Contract Performance.Recipient is responsible for meeting all terms
and conditions of this Agreement including standards of service, quality of materials
and workmanship, costs and schedules. Failure of a subcontractor to perform is no
defense to a breach of this Agreement. Recipient assumes responsibility for all
liability for the actions and quality of services performed by any subcontractor.
b. Subcontractor Disputes. Any dispute arising between recipient and any
subcontractors or between subcontractors must be resolved with involvement of any
kind on the part of the County and without detrimental impact on the delivery of
contracted goods and services.
11.Legal and Regulatory Compliance. While performing under this Agreement, recipient,
subcontractors,and their employees are required to comply with all applicable local,state
and federal laws, codes, ordinances and regulations, including but not limited to:
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 6 of 27
a. Applicable regulations of the Washington State Department ofLabor and Industries,
including WA-DOSH Safety Regulation; and
b. State and Federal Anti-Discrimination Laws.
12.Termination.
a. Termination by the County.
1) Should recipient default in providing services under this Agreement or materially
breach any of its provisions, the County may terminate this Agreement upon ten
(10) days written notice to recipient.
2) Recipient shall have the right and opportunity to cure any such material breach
within the ten (10) day period.
3) The County may terminate this Agreement upon immediate notice to recipient.
Recipient will be reimbursed for services expended up to the date of termination.
4) This Agreement may be terminated or amended, in whole or in part,by the County
upon thirty(30)days written notice in the event expected or actual revenue in Funds
148 and/or 149 is reduced or limited in anyway.
b. Termination by recipient.
1) Should the County, its staff, employees, agents and/or representatives default in
the performance of this Agreement or materially breach any of its provisions,
recipient, at its option, may terminate this Agreement by giving ten(10) days
written notice to the County representative.
2) The County shall have the right and opportunity to cure any such material
breach within the ten(10) day period.
c. Termination Without Cause. This Agreement may be terminated without cause at any
time by either party subject to a sixty (60) day advance written notice of such
termination to the other party.
13.No Harassment or Discrimination. Recipient and any contractors/subcontractors will not
discriminate against any person in the performance of work under this agreement or in
the selection and retention of employees or procurement of materials or supplies on the
basis of age, sex, marital status, sexual orientation, religion, creed, color, national origin,
honorably discharged veteran or military status, or the presence of any sensory, mental,
or physical disability or the use of a trained guide dog or service animal by a person with
a disability, unless based on a bonafide occupational qualification.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 7 of 27
14.Contract Expiration. This contract will run until the project is complete and until the
County has made all payments required under this Grant Agreement, except that the
project must be completed no later than the date listed in Paragraph 2.b. above, unless
extended by mutual agreement.
15.Failure to Appropriate. Recipient acknowledges that the County may only appropriate
monies in the current year and in a manner consistent with Paragraph 1 above. The
County agrees to appropriate monies to fund this Grant Agreement unless emergency
circumstances prevent the County from doing so. Any monies to be paid by the County
to recipient for this Grant Agreement are subject to appropriation by the County
Commission.
16.Integrated Agreement. This Grant Agreement represents the entire and integrated
agreement between the County and recipient and supersedes all prior negotiations,
representation, or agreements written or oral.
17.Modification of this Agreement. This Agreement may be amended or supplemented only
by a writing that is signed by duly authorized representatives of all parties.
18.No Assignment. Recipient shall not sell,assign, or transfer any rights obtained by this
Agreement without the express written consent of the County.
19.Severability. Provided it does not result in a material change in the terms of this
Agreement, if any provision of this Agreement or the application of this Agreement to
any person or circumstance shall be invalid, illegal, or unenforceable to any extent, the
remainder of this Agreement and the application of this Agreement shall not be affected
and shall be enforceable to the fullest extent permitted by law.
20.No Third-party Beneficiaries. The parties do not intend, and nothing in this Agreement
shall be construed to mean,that any provision in this Agreement is for the benefit of any
person or entity who is not a Party.
21.Controlling Law. It is understood and agreed that this Agreement is entered into in the
State of Washington. This Agreement shall be governed by and construed in accordance
with the laws of the United State, the State of Washington and the County of Jefferson,
as if applied to transactions entered into and to be performed wholly within Jefferson
County, Washington between Jefferson County residents. No party shall argue or assert
that any state law other than Washington law applies to the governance or construction
of this Agreement.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 8 of 27
22.Reports: An annual report form will be due no later than January 31, 2026. The report
form will be distributed before the end of the year.Non-compliance may result in no
funds awarded in the future.
(SIGNATURES APPEAR ON THE FOLLOWING PAGE)
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 9 of 27
IN WITNESS WHEREOF, the parties have caused this Grant Agreement to
be executed this day of 2025.
Jefferson County Bayside Housing
Board of Commissioners
Signature Date
Printed Name/Title
By:
Heidi Eisenhour, Chair Date
SEAL:
ATTEST:
Carolyn Gallaway, CMC Date
Clerk of the Board
Approved as to form only:
for 01/17/2025
Philip C. Ifunsucker Date
Chief Civil Deputy Prosecuting Attorney
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 10 of 27
EXHIBIT A - SCOPE OF WORK
Recipient has been awarded $55,000, after recommendation by the Housing Fund Board. Dove
House Advocacy Services shall use the Award consistently with its response to the request for
proposal submitted to the Housing Fund Board during the 2025 cycle.
A true and correct copy of the recipient's response to the request for proposal is attached as
Exhibit C.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 11 of 27
EXHIBIT B—BUDGET
Recipient only shall use the Award for the purposes identified in its request for proposal
submitted to the Housing Fund Board during the 2025 cycle.
Recipient shall invoice the County consistent with Section 3 of this agreement.
Applicant: Bayside Housing
Contact: Michael Moore
Address: 310 Hadlock Bay Rd,Port Hadlock, WA 98339
Phone: 360-919-5366
Email: mmoorekbaysidehousing_org
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 12 of 27
EXHIBIT C -RFP
rName of Project or ProgramBayside Housing and Services: Tiny Villages Operations
or Program:
i
Requested total amount for this application: $65,000
Area of the County to be served: Port Hadlock, WA 1
B i e Housing and Services Federal Tax ID#: at-
Name of � ays d g �
j Applicant/Agency: I 1798297
Contact Michael Moore i Title: Grants Manager
Person:
j Add 310 Hadlock Bay Rd. City Port Hadlock
I ress:
i
Stat WA I Zip: 98339
e:
Phone 360-919-5366 Fax Number: —r
Number:
E- Mmooreka baysidehousing org
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):_Gary Keister_
Title: Executive Director
• Applicant certifies that these funds will be used as described in this application unless a change
has been mutually agreed upon between Contractor and Jefferson County Board of County
Commissioners. Substantive amendment requests will also require the approval of the Housing
Fund Board("HFB").
• Applicant certifies that the information in this application is true and correct.
• Applicant certifies that it has no outstanding obligations to the County with respect to housing
funds.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 13 of 27
10/18/2024
Signature of Authorized Agency Representative Date
SPECIFIC INFORMATION
Please separately tab each section of the application submission as to Project or Program
Description, Capacity,Alignment, Approach, Impact of Funds,Budget.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 14 of 27
PROJECT DESCRIPTION
• Name of Project or Program: Tiny Village Operations
• Amount requested: $65,000
• Provide a brief description of the Project or Program: (LIMIT 200 WORDS)
BHS operates 25 Tiny Shelter units at Peter's Place in Port Hadlock and Pat's Place in Port
Townsend. The units are filled with individuals and couples who need transitional housing and
supportive services to guide their search for permanent housing and earn between 0-50%AMI.
Each tiny shelter measures 8' x 12, is insulated, and has an electrical outlet, a light, a heater, a
bed, and a locking door. Program participants at each village site share a community kitchen and
sanitation facility. 5386 funds will be used to fund the operations and maintenance costs of these
units, including the provision of supportive services (Site Monitor, Case Manager, Director of
Supportive Services; maintenance services (Chief Engineer, Peer Support
Special ist/Housekeeper, Property Manager); and administrative services(Development Director,
Grant Writer, Accounting Manager).
• 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)
BHS will place up to 25 individuals (at Peter's Place, mostly seniors; at Pat's place,mostly low-
income workers) into transitional housing and assist their search for permanent housing, which
involves:
• BHS participation in Jefferson County's coordinated entry system to identify the most
vulnerable individuals for a swift move into transitional housing.
• Assessment of program participant circumstances and needs.
• Entering tenant data into the HMIS system.
• Commissioning a background check for each program participant. Case management
staff work with program participants on a case-by-case basis and seek to understand their
individual situations. The safety and well-being of all transitional housing residents is
foremost. While there is no binding threshold, entry for individuals experiencing
homelessness who have criminal records that include sexual offences and violent crime is
considered on a case-by-case basis, using degree, frequency, circumstances,and time
lapsed as criteria for the decision.
• Familiarizing program participants with the rights and responsibilities of tenancy and
securing lease agreements.
• Providing basic information and training in life skills, if desired, such as how to maintain
a lease, move around the city via public transportation, manage checking and savings
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 15 of 27
accounts, create and keep a household budget, and pay bills (especially online, in a
paperless environment).
• Inviting village tenants to work with the BHS Supportive Services team to explore and
secure the services and skills they need to rebuild their lives, which may include
behavioral/medical care, Self-Management, peer support,public agency support,
education and/or workforce training, enrichment activities, and facilitating therapeutic
court and family reunification programs.
• Providing on-site supportive services Monday through Friday and rotating responsibility
for staffing during off hours.
• Exiting village tenants into permanent, affordable and stable housing.
Measures of success include households moved into transitional housing and those exited into
permanent housing.
• Specify the number of units of housing to be created or number of individuals who will
be served by the Project or Program.
Peter's Place has 12 units, Pat's Place has 13 units, and while the units are generally occupied by
individuals, sometimes couples reside in them. Together, the villages serve an average of 40
program participants per year; that number fluctuates as couples move in or as tenants exit into
permanent housing. Bayside doesn't track exits to placement by site.
Threshold Requirements:
• Identify the specific eligible use(s)under 5386 and/or 1590 for which the Project or
Program qualifies, as listed on pages two through four of the RFP. If you are submitting
for both operating and development funds, please submit separate budgets for each.
5386 Operatina Funds:
5386 eligible uses b ("...services for formerly homeless individuals and families residing in
transitional housing...and still at risk of homelessness") and c ("Operating subsidies for
transitional housing...serving formerly homeless families or individuals").
• Provide a brief description of recent, relevant and successful experiences in
delivering similar programs and/or projects.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 16 of 27
BHS has secured results that give its board, staff, and community confidence that its approach
works. Since opening in 2016, BHS has expanded service capacity by increasing units of housing
from 6 to 60, grown its Supportive Services staff from 1 to 5, and has provided shelter/housing to
over 290 homeless program participants, 55%of whom have been placed into stable, long-term
housing so far. In 2024, BHS has placed 25 program participants into permanent housing to-date
and anticipates, at least, another 10 before the close of the year. BHS has served program
participants over 30,280 daily meals since 2016; helped program participants receive successful
treatment for substance use disorder, secure health insurance and subsequent medical treatment,
find employment, and further their education via GEDs, vocational training, and other degrees.
Currently,the 84 individuals presently housed includes 44 adults, 26 seniors, 8 veterans, 8
children, 9 families, and 42 individuals with disabilities.
• 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)
Approach. BHS has employed Coordinated Entry and been guided by principles influenced by
Center for Supportive Housing training in developing a tenant-centered integrated approach to
educate and house individuals in the Tiny Shelter Villages. On-site management has been trained
according to best-practice guidelines to serve the ongoing tenant needs and education around
rights and responsibilities as leaseholders. Case management will has a presence on-site with
regular hours and availability by phone 24n. Case management responsibilities include
developing healthy working relationships with the tenants to provide advocacy and assistance in
meeting their needs. Maintenance staff can be on-site quickly to ensure safety and health
standards are upheld. Maintenance staff are guided by a matrix of weekly and monthly tasks and
annual inspections to ensure the Tiny Shelter Villages stay in proper repair. BHS has a current
system for tenants to request repairs of their units: they are provided guidance on procedures
during their walk throughs and lease-up.
Readiness to use funding. BHS is ready to use funding immediately.
Additional funds. BHS anticipates applying to the following foundations for support of
operations at the Tiny Shelter Villages: Costco, Medina,Norcliffe, Jefferson Community
Foundation United Good Neighbors, Muckleshoot Charity Fund, Port Gamble S'Klallam,Port
Madison Enterprises, Suquamish Giving, Tulalip Cares,US Bank, and Wells Fargo. It will also
apply Consolidated Homeless Grant funds to the project.
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 17 of 27
B. IMPACT OF FUNDS - Leverage of Other Funds and Number of Persons Assisted
(10 Points) (LIMIT 400 WORDS)
The Tiny Shelter Villages contribute an average of 40 program participant entries per
year. The transitional housing offered by the Tiny Shelter Villages shortens the length
of time someone would spend homeless; the availability of supportive services fosters
sustainability of tenant status and minimizes returns to homelessness. There are limited
funding opportunities for Transitional Housing, though the importance of its place in
the community is crucial as the time frame to build new units is lengthy and the
expense is great.
C. PROJECT OR PROGRAM BUDGET—A Feasible Financial Plan (5 Points)
BUDGET FORMS
Funding period begins January 1,2025,and ends December 31,2025. Please use the
attached budget templates. If you need additional space,you may insert rows. "Proposal"
refers to the funds requested from these funds that will be applied to this specific Project or
Program. Blank spaces are provided for additional categories. Justification for budget items
must be specific, and that same specificity should be reflected in 10/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 Estimate Basis of Estimate
Categories
Total Acquisition $
Costs
Construction $
Construction Fees $
Financing Fees $
and Charges
Guarantees and $
Reserves
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Developers Fee $
Subtotal $
TOTAL $
SOURCES
Financing Categories Estimator Indicate if Committed or Application has been made. If
not made indicate date application is to be submitted
Private Loan $
Jefferson County $
Funds
Public Sources(State $
or Federal Funds)
Foundations $
Donations $
Low Income Housing $
Tax Credits(indicate
9%or 4%)
Historic Tax Credits $
New Market Tax $
Credits
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
[Jan 1 —Dec 31,20251
Budget Categories Program Proposal Justification Priority
Salaries $96,821 $35,000 Supportive services staff 1
Benefits
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Rental Subsidies $ $
Utilities $ 47,563 $ 30,000 Light and warmth
Insurance $ $ Liability coverage
Food/Supplies $ $
Furnishings/Equipment $ $
Repair/Maintenance $ 6,840.00 $ Good stewardship
Transportation(explain) $ $
Subtotal $
Administration(10%max.) $ $
TOTAL $151,224 $65,000
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
Director of $60,000 $7,800 .30
Supportive
Services
Case Manager $64,650 $8,404.5 .30
Case Manager $45,760 $5,948.8 .30
Site Monitor.5 $17,108 $2,224.04 .30
FTE
Site Monitor $35,360 $4,596.8 .30
Site Monitor.8 $27,009.4 $3,511.22 .30
FTE
FUNDING SOURCES FOR THE PROGRAM in 2025
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Funding Awards Awards Indicate if Committed or
Sources 20XX 20XX Application has been
made.
Public Sources $ $
(State or Federal
Funds)
Private $ $
Donations
Foundation $ $
Grants
United $ $
Campaigns
Other $ $
Other $ $
TOTAL S S
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? (LINIIT
300 WORDS)
BHS is working to merge the 2 Tiny Villages together in 2025, in preparation for Vince's
Village, a 24+unit apartment dedicated to affordable housing. BHS has a relocation plan in place
to minimize any disruption in the available units that are currently in use.
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ATTACHMENT A
Required Insurance Coverages
1. Commercial General Liability.
• Recipient shall maintain commercial general liability coverage on a form
acceptable to Jefferson County Risk Management for bodily injury,personal
injury, and property damage, in an amount not less than two million dollars
per occurrence ($2,000,000)and an aggregate of not less than four million
dollars ($4,000,000), for bodily injury, including death, and property
damage.
• The commercial general liability insurance coverage shall contain no
limitations on the scope of the protection provided and include the following
minimum coverage:
o Broad form property damage, with no employee exclusion;
O Person injury liability, including extended bodily injury;
O Broad form contractual/commercial liability, including completed
operations and product liability coverage;
O Premises—operations liability (M&C);
O Independent contractors and subcontractors; and,
O Blanket contractual liability.
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• Recipient's commercial general liability policy shall include employer's
liability coverage.
• The County and its elected officials, officers and employees shall be named
as an additional insured party under this insurance policy.
2. Automobile Liability.
• Recipient shall maintain business automobile Liability insurance on a form
acceptable to Jefferson County Risk Management with a limit of not less
than a combined single limit of$1,000,000 each occurrence. Coverage shall
include owned,hired, and non-owned automobiles.
3. Workers' Compensation(Industrial Insurance). Recipient shall maintain
workers' compensation insurance at its own expense, as required by Title 51
RCW, for the term of this Agreement and shall provide evidence of coverage to
Jefferson County Risk Management,upon request. If the County incurs any
cost to enforce the provisions of this subsection, all costs and fees shall be
recoverable from Recipient.
o Recipient shall provide Workers' Compensation and Employer's
Liability on a state approved policy form providing benefits as required
by law with employer's liability limits no less than $1,000,000 per
accident or disease.
O This coverage shall extend to any contractor or subcontractor that does
not have their own workers' compensation and employer's liability
insurance.
o Recipient expressly waives by mutual negotiation all immunity and
limitations on liability,with respect to the County, under any industrial
insurance act, disability benefit act, or other employee benefit act of any
jurisdiction, which would otherwise be applicable in case of such claim.
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4. General Insurance Requirements.
• Insurance coverage shall be evidenced by one of the following methods:
o Certificate of insurance; or,
o Self-insurance through an irrevocable Letter of Credit from a qualified
financial institution.
• Any deductibles or self-insured shall be declared to and approved by the
County prior to the approval of this Agreement by the County. At the option
of the County, the insurer shall reduce or eliminate deductibles or self-
insured retention, or Recipient shall procure a bond guaranteeing payment of
losses and related investigations, claim administration and defense expenses.
• Failure of Recipient to take out or maintain any required insurance shall not
relieve Recipient from any liability under this agreement, nor shall the
insurance requirements be construed to conflict with or otherwise limit the
obligations concerning indemnification of the County.
• Recipient's insurers shall have no right of recovery or subrogation against
the County (including its employees and other agents and agencies), it being
the intention of the parties that the insurance policies so affected shall
protect all the parties and shall be primary coverage for all losses covered by
the above described insurance.
• Insurance companies issuing Recipient's insurance policy or policies shall have
no recourse against the County (including its employees and other agents and
agencies) for payment of any premiums or for assessments under any form of
insurance policy.
• All deductibles in Recipient's insurance policies shall be assumed by and be at
the sole risk of Recipient.
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• Any judgments for which the County may be liable, in excess of insured
amounts required by this agreement, or any portion thereof, may be withheld
from payment due, or to become due, to Recipient until Recipient shall furnish
additional security covering such judgment as may be determined by the
County.
• Any coverage for third party liability claims provided to the County by a"Risk
Pool"created pursuant to Ch. 48.62 RCW shall be non-contributory with
respect to any insurance policy Recipient shall provide to comply with this
Agreement.
• The County may, upon Recipient's failure to comply with all provisions of this
Agreement relating to insurance, withhold payment or compensation that would
otherwise be due to Recipient.
• Recipient shall provide a copy of all insurance policies specified in this
Agreement.
• Written notice of cancellation or change in Recipient's insurance required by
this Agreement shall reference the project name and agreement number and
shall be mailed to the County at the following address: Jefferson County Risk
Management, P.O. Box 1220, Port Townsend, WA 98368.
• Recipient's liability insurance provisions shall be primary and noncontributory
with respect to any insurance or self-insurance or self-insurance programs
covering the County, its elected and appointed officers, officials, employees
and agents.
• Any failure to comply with reporting provisions of the insurance policies shall
not affect coverage provided to the County, its officers, officials, employees or
agents.
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• Recipient's insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the limits of the
insurer's liability.
• Recipient shall include all subcontractors as insured under its insurance policies
or shall furnish separate certificates and endorsements for each subcontractor.
All insurance coverage for subcontractors shall be subject to all the
requirements stated in this Agreement. The insurance limits mandated for any
insurance coverage required by this Agreement are not intended to be an
indication of exposure nor are they limitations on indemnification.
• Recipient shall maintain all required insurance policies in force from the time
services commence until services are completed. Certificates, insurance
policies, and endorsements expiring before completion of services will be
promptly replaced. ,
• Recipient shall place insurance with insurers listed to business in the State of
Washington and having A.M. Best Company ratings of no less than A-, with
the exception that excess and umbrella coverage used to meet the requirements
for limits of liability or gaps in coverage need not be place with insurers or re-
insurers licensed in the State of Washington.
• Certificates of insurance as required by this Agreement shall be delivered to the
County within fifteen(15) days of execution of the Agreement. To the extent a
certificate lists or refers to any endorsements solely by name. description or
number it shall be the responsibility of Recipient to obtain and provide to
Jefferson County Risk Management a full and complete copy of the texts of
such endorsements.
• The County shall be named as an "additional insured"on all insurance policies
required by this Agreement.
• Recipient shall furnish the County with properly executed certificates of
insurance that, at a minimum, shall include:
o The limits of coverage;
HOUSING FUND BOARD 2025 GRANT FUNDING BAYSIDE-TINY VILLAGE Page 26 of27
o The project name and agreement number to which it applies;
o The certificate holder as Jefferson County, Washington and its
elected officials, officers, employees and agents with the address of
Jefferson County Risk Management, P.O. Box 1220, Port Townsend,
WA 98368; and
o A statement that the insurance policy shall not be cancelled or
allowed to expire except on thirty (30) days prior written notice to
the County.
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