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Consent Agenda
JEFFERSON COUNTY PUBLIC HEALTH
615 Sheridan Street · Port Townsend · Washington · 98368
www.jeffersoneou nty pub lie h ea Ith .0 rg
March 26, 2010
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: Board of County Commissioners
Philip Morley, County Administrator
FROM: Jean Baldwin, Director
DATE: MI\'1 c14 J ~OlO
SUBJECT: Agenda Item - Professional Services Agreement-ARC of Kitsap &
Jefferson Counties, Amendment #1; October 15, 2009 - June 30,
2010; Statement of Work change only
STATEMENT OF ISSUE:
Jefferson County Public Health, Developmental Disabilities Division, is requesting Board approval of the
Professional Services Agreement-ARC of Kitsap & Jefferson Counties, Amendment #1; October 15, 2009
June 30, 2010; Statement of Work change only
~ ANALYSIS/STRATEGIC GOALS/PRO'S and CON'S:
This is a professional services agreement for Community Information/Education services that provides
funding for the following programs; Parent to Parent services, People First and the Orchid Program through
funding from the County Developmental Disabilities Program. The statement of work provides that the
contractor will continue to provide support services to parents of children newly diagnosed with
developmental disabilities or special needs, coordinate a core group of helping parent volunteers and
support activities that assist parents, individuals, groups, and families according to established state
mandated practices, procedures, and agency protocols and will carry out the other activities as requested
e that are essential to program and or community. The contractors acts as a community resource to families
and hosts Parent-to-Parent Support meetings and Informational/Educational Training/Workshop events in
Jefferson County for parents of children with disabilities.
This was the first attempt at an outcome based service contract with the ARC. This amendment modifies
the SOW in order to prioritize and adjust unattainable tasks.
COMMUNITY HEALTH
DEVELOPMENTAL DISABiliTIES
MAIN: (360) 385-9400
FAX: (360) 385-9401
PUBLIC HEALTH
ALWAYS WORKING FOR A SAFER AND
HEALTHIER COMMUNITY
ENVIRONMENTAL HEALTH
WATER QUALITY
MAIN: (360) 385-9444
FAX: (360) 379-4487
Consent Agenda
FISCAL IMPACT ICOST BENEFIT ANALYSIS:
There is no fiscal change in this amendment. The agreement is a subcontract through the Developmental
" Disabilities Division of DSHS. The budget reflects revenue and expense for this vendor.
RECOMMENDATION:
JCPH management request approval of the Professional Services Agreement-ARC of Kitsap & Jefferson
Counties, Amendment #1; October 15, 2009 - June 30, 2010; Statement of Work change only
'S(30({O
Date
(Routed to all Public Health Managers)
Contract Amendment #1
Agreement Between
ARC of Kitsap & Jefferson Counties
And
Jefferson County Public Health
Developmental Disabilities Program
WHEREAS, ARC of Kitsap and Jefferson Counties (Subcontractor) and Jefferson County (County)
entered into an agreement on October 15, 2009 for Professional Services to be provided in connection
with the provision of Community Information & Educational Services for Families & Individuals with
Developmental Disabilities in Jefferson. County.
WHEREAS, the parties desire to amend the terms of that agreement.
IT IS AGREED BETWEEN BOTH PARTIES AS NAMED HEREIN AS FOLLOWS:
1. The term of the above referenced agreement is extended and ends June 30,2010.
2. The Subcontractor will continue to provide services under Community Information &
Education by: Maintaining a Parent to Parent Coordinator to provide support services,
referral sources, community resources, educational newsletters, material distribution and
workshops to Parents Of Children! Adults with a Developmental Disability or Special Needs &
Adults with Developmental Disabilities; Working with the People First Younger Adults
Chapter of Jefferson County and the State People First Agency.
3. The Subcontractor shall receive reimbursement for Community Information & Education
Services completed at the Payment Points and Program Requirements defined in
Attachment A. A Payment Point is defined as "Outcome Based Service" which is defined
as a Direct Service, Project or Program completed within the identified timeframe.
4. Subcontractor will not be entitled to additional funding for services rendered during the
term of this contract amendment. Total compensation under this Agreement shall not
exceed $12,000.00 without express written amendment.
5. All other terms and conditions of the agreement will remain the same.
Dated this
day of
, 2010
David Sullivan, Chairman
Jefferson Board of County Commissioners
.t\ppro':~d as to form only:
(, ^ A iJ-I-20JO
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Jefferson Co. Prosecu.t... 'S.~ O."'l~~~~::~
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By:
By: cii~ng
Executive Director of the ARC of Kitsap and Jefferson Counties
ATTACHMENT A
ARC of Kitsap & Jefferson Counties
Professional Services Agreement 2009-2010
Contract Amendment #1
Payment Points-Program Requirements
a. P2P Parent Coordinator may attend up to five (5) Transition meetings per year to obtain
current information about resources and issues in order to educate and assist families of
children/adults with disabilities in Jefferson County at $90 per meeting. Payment
includes mileage.
Payment Point and Documentation: $180.00 2009
$270.00 2010
$450.00 TOTAL
One page report documenting date, time and location of meeting attended,
summary of topics discussed.
b. P2P Parent Coordinator may attend two (2) Developmental Disabilities Advisory Board
meetings to obtain current information about resources and issues and to give updates on
the status of the Jefferson Program Parent to Parent Program at $90 per meeting.
Payment includes mileage.
Payment Point and Documentation: $90.00 2009
$90.00 2010
$180.00 TOTAL
One page report documenting date, time and location of meeting attended,
summary of issues and updates presented.
c. P2P Parent Coordinator may attend five (5) Jefferson County ICe meetings to obtain
current information about resources and issues and to give updates on the status of the
Jefferson Program Parent to Parent Program' at $90 per meeting. Payment includes
mileage.
Payment Point and Documentation: $90.00 2009
$360.00 2010
$450.00 TOTAL
One page report documenting date, time and location of meeting attended,
summary of issues and updates presented.
d. The People First Advisor will support the People First Group for Young Adults to
coordinate and work with the existing People First Chapter of Older Adults to have up to
four (2) additional meetings in Jefferson County. The purpose of these co-meetings will
be to develop a media/public education plan, (share the People First Educational videos)
and educate members to partake in generic Jefferson County housing and transportation
programs. A minimum of four (2) young adults with disabilities must be in attendance in
order to bill for any meeting at $150 per meeting.
Payment Point and Documentation: $150 2009
$150 2010
$300 TOTAL
Minutes of each local People First meeting to include date, time and length of
meeting, location of meeting, topics discussed and any decisions made. Sign-in
sheet of attendees.
e. The P2P Parent Coordinator will offer a twelve (12) week Orchid Program to a willing
group of adults with developmental disabilities from Jefferson County. The Orchid
Program will positively promote education on health, wellness, safety, self-advocacy,
friendship, self-esteem community building and managing finances. The Orchid
Program should be at least two (2) hours in length, with up to 3 hours of prep time and a
minimum of five (5) adults with disabilities must be in attendance in order to bill for the
weekly Program at $215 per program. Payment includes mileage.
Payment Point and Documentation: $2580.00 2010
$2580.00 TOTAL
One page report documenting date, time and location of Orchid Program,
summary of topics presented. Sign-in sheet of attendees.
f. The People First Advisor will coordinate and support up to five (5) local People First
meetings for Young Adults in Jefferson County. The purpose of these meetings is to
broaden membership through outreach efforts aimed at future members, provide training
in self-determination, self-advocacy, mentoring and other skills as requested by the
Chapter, develop and implement the goals and objectives of a People First Work Plan,
coordinate with the State People First Chapter and other County Chapters within
Jefferson County and the State. A minimum of four (4) young adults with disabilities
must be in attendance in order to bill for any meeting. The first two (2) meetings at $200
per meeting and three (3) meetings at $150 per meeting. Payment includes mileage.
Payment Point and Documentation: $400 2009
$450 2010
$850 TOTAL
Minutes of each local People First meeting to include date, time and length of
meeting, location of meeting, topics discussed and any decisions made. Sign-in
sheet of attendees.
g. The People First Advisor will support the People First Group for Young Adults to
coordinate and work with the existing People First Chapter of Older Adults to have up to
two (2) additional meetings in Jefferson County. The purpose of these co-meetings will
be to develop a media/public education plan, (share the People First Educational videos)
and educate members to partake in generic Jefferson County housing and transportation
programs. A minimum of two (2) young adults with disabilities must be in attendance in
order to bill for any meeting at $150 per meeting.
Payment Point and Documentation: $150 2009
$150 2010
$300 TOTAL
Minutes of each local People First meeting to include date, time and length of
meeting, location of meeting, topics discussed and any decisions made. Sign-in
sheet of attendees.
h. People First Advisor will work with members of the People First Group for Younger
Adults to provide outreach, & education at a Jefferson County Event. $150 a day for at
least 3 hours of time, or $300 a day for at least 6 hours of time. Up to 3 events for a total
of $450.
Payment Point and Documentation: $450 2010
$450 TOTAL
The Report about the Jefferson County Event must include date, time, and length,
result of the event and a sign-in sheet of volunteers/attendees.
PROFESSIONAL SERVICES AGREEMENT
Between
JEFFERSON COUNTY PUBLIC HEALTH
And
ARC OF JEFFERSON & KITSAP COUNTIES
For
PARENT TO PARENT~ PEOPLE FIRST & COMMUNITY INFORMATION- EDUCATION SERVICES
This agreement is made and entered into between Jefferson County Public Health (COUNTY) and ARC of Jefferson &
Kitsap (SUBCONTRACTOR) for provisions of Parent to Parent Program services to educate and support Parents of
Children! Adults with Developmental Disabilities and for a new People First Group for Young Adults with
Developmental Disabilities in Jefferson County. The term of this agreement is October 15, 2009 through June 30,
2010. Either party upon 60 days written notice may terminate this Contract. Tennination of this Contract shall not
constitute a breach.
It is Agreed Between Both Parties as Named Herein as Follows:
A. PROFESSIONAL SERVICES
Professional services to be provided by SUBCONTRACTOR shall include:
(1) Parent-to-Parent Program- support services, referral sources, community resources and information,
educational newsletters, parent support meetings, material distribution and trainings/workshops to parents
of children/adults with a developmental disability or special needs, per Exhibit A - Statement of Work.
(2) People First Chapter for Younger Adults- develop a base of young adults with developmental disabilities in
order to create a new People First Group for Young Adults in Jefferson County, coordinate with the State
People First Chapter and the existing People First Chapter for Older Adults in Jefferson County, attend a
State wide People First Advisor meeting and facilitate participation in Advocacy Day and/or a local
legislative advocacy event, per Exhibit A - Statement of Work.
(3) Community Information & Education- Orchid Program is a twelve (12) week educational program to promote
education on health, wellness, safety, self-advocacy, friendship, self...esteem, community building and
financial management an interested group of adults with developmental disabilities from Jefferson County,
per Exhibit A - Statement of Work.
(4) Program management.
B. OBLIGA TIONS
SUBCONTRACTOR shall fulfill the following obligations:
(1) SUBCONTRACTOR shall comply with all state and federal requirements regarding the confidentiality of
client records. Client information is not disclosable to the public. Information acquired pursuant to RCW
71A.14.070 or RCW 34.05 require a signed Release of Information or a signed Oath of Confidentiality Form.
(2) SUBCONTRACTOR is required pursuant to RCW 43.43.830-845, that any prospective employee, who will
or may have unsupervised access to a person with a developmental disability, in the course of his or her
employment, or involvement with the business or organization, must have a Washington State Patrol Criminal
(W.S.P.) Background Check.
(3) SUBCONTRACTOR is required pursuant to RCW 74.15, that if any prospective employee, who has not
resided in Washington State during the last three years, and who will or may have unsupervised access to a
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page J
person with a developmental disability, in the course of his or her employment, or involvement with the
business or organization, must have a F.B.I. Fingerprint Check. This fingerprint check must occur before
employment begins working.
(4) SUBCONTRACTOR is required, to repeat the W.S.P. Criminal Background Check and the F.B.I. Fingerprint
Check every three years. The W.S. P. Criminal Background Check and the F.B.I. Fingerprint Check must go
through the Background Check Central Unit Office within DSHS in Olympia.
(5) SUBCONTRACTOR shall comply with all state and federal requirements under RCW 74.34, Abuse of
Vulnerable Adults, RCW 26.44, Abuse of Children, the WACs: 275-27 Division of Developmental
Disabilities Services Rules; 296-24 General Safety & Health, 296-62 General Occupational Health
Standards; the DDD Policies: 3.0 I Client Service Plans, 5.01 Criminal History Background Checks and
Safeguarding Personal Information, 5.03 Client Complaints, 5.05 Limited English Proficiency (LEP)
Clients, 5.06 Client Rights, 5.13 Protections From Abuse, 5.14 Positive Behavior Support, 5.15 Use of
Restrictive Procedures, 6.13' Employment/Day Program Provider Qualifications, 9.07 Human
Immunodeficiency Virus (HIV) and Acquired Immune Deficiency Syndrome (AIDS), 12.01 Incident
Management and the 1992 County Guidelines.
(6) If SUBCONTRACTOR is found to have a substantiated frnding of abuse, neglect, abandonment or
financial exploitation they shall comply with the following APS guidelines:
. Upon receiving documentation of a substantiated finding of abuse, neglect, exploitation or
abandonment from APS, the regional ODD office will send a copy of the APS substantiation report to
the county within one working day.
- . Upon receiving documentation of a substantiated finding of abuse, the county will send a letter to the
SUBCONTRACTOR vocational/day program provider ~ithin one working day.
1. The contracted provider is required to:
a. Document the steps the agency has taken to protect the vulnerable
person(s) immediately; and
b. Submit a corrective action plan, if needed, to the county within 10
working days.
2. The county will respond to the steps taken and the sufficiency of the proposed corrective action plan
within 10 working days. If the corrective action is not accepted the plan will be returned to the
provider for correction and an amended plan wi II be required within 5 working days.
3. Once accepted, the county will send the corrective action plan to DOD for final approval. ODD
regional staff will respond as to plan sufficiency and whether any additional information is needed
within 10 working days. The region will send a copy to Central Office.
(7) SUBCONTRACTOR. is required to maintain the following minimum organizational capacity in order to meet
the performance standards set forth in this agreement. Failure or inability of SUBCONTRACTOR to meet
any or all of these minimum capacity requirements, as determined solely by COUNTY, may be cause for
termination of this agreement as provided herein.
(a) Qualified Staff: Adequate, qualified staff with skills and experience in teaching, counseling and support
of adults with developmental disabilities and families of children/adults with disabilities, per the attached
Statement of Work. SUBCONTRACTOR will provide COUNTY with information regarding staff
quali fications upon request.
(b) Performance Plan: SUBCONTRACTOR has a written performance plan which describes its mission~
program objectives, expected outcomes, how and when objectives will be accomplished; and that the
plan is evaluated at least biennially and revised based on actual performance.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 2
(c) Participants: SUBCONTRACTOR has a commitment to support integration of individuals with
developmental disabilities with people who are not disabled and has involved participants with
developmental disabilities in policy development.
(d) Partnerships: SUBCONTRACTOR has a history of working cooperatively with community-based
organizations including Employers, other Agencies, the County DD Program, the Division of
V ocational Rehabilitation (DVR) and Schools.
(e) Financial and Program Mana~ement: Systems and personnel to: maintain accounting records that
accurately reflect all program revenues and expenditures; prepare monthly statements of activity (ADSA
Reports) when applicable; maintain appropriate Client service records and progress reports; and track key
program performance indicators.
(8) All services for persons with developmental disabilities must be provided with attention to their. health and
safety. SUBCONTRACTOR shall comply with all applicable federal, state and local flTe, health and safety
regulations, Staffing ratios and patterns are adequate to maintain qual ity and safety.
(9) The SUBCONTRACTOR shall report any injury or accident, which requires more than simple first aid, and
any extraordinary incident that requires intervention by the SUBCONTRACTOR, first to the DSHSiDDD
Case Manager for the individual involved and then to the County Coordinator. This includes serious physical
or emotional harm or potential harm.
1. The initial report may be done through documented telephone calls to the County
Coordinator.
2. The SUBCONTRACTOR shall submit a written follow-up report within 10 days to the County
Coordinator. The report to the County Coordinator may be submitted by email,
facsimile (FAX) to (360) 385-9410 or by mail to Jefferson County Public Health, 615
Sheridan St., Port Townsend, W A 98368.
3. Serious and emergent incidents shall be handled in accordance with DSHS/DDD Policy 12.01
Incident Management.
(10) Within 30 days of the effective date of this agreement and at least semi-annually thereafter,
SUBCONTRACTOR will provide financial reports to COUNTY, including all revenues and expenses
generated by SUBCONT'RACTOR, in sufficient detail to demonstrate the uses of funds provided under this
agreement.
(11) Make available for inspection, review or audit by COUNTY DO Coordinator at all reasonable times: all work
sites; all client records; records on productivity and client wages; and all documents, reports and other data
applicable to this agreement. The COUNTY shall monitor services delivered and conduct at least one on-site
visit with SUBCONTRACTOR during the period of the contract to assure compliance with the DDD State
Work Order.
(12) AUDIT REQUIREMENTS. An Financial Report will be submitted annually to the Jefferson County DO
County Coordinator in the following manner:
The SUBCONTRACTOR shall acquire a Financial Report by an independent Accounting Firm to
determine at a minimum the fiscal integrity of the financial transactions and reports of the
SUBCONTRACTOR. Copies of the Financial Report and Summary or Management Letter shall be
submitted to the Jefferson COUNTY Public Health Department within 6 months of the end of the
SUBCONTRACTOR's fiscal year.
The SUBCONTRACTOR shall provide a Financial Report for the entire organization which:
(a) Is performed by an independent Certified Public Accountant, the Washington State
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 3 /
Auditor's Office, or another entity, by which the County and the SUBCONTRACTOR mutually
agree.
(b) The Financial Report provides statements consistent with the guidelines of Reporting for Other
Non-Profit Organizations AICP A SOP 78-10, and is performed in accordance with generally
accepted auditing standards and with Federal Standards for Audit of Governmental Organizations,
Programs, Activities, and Functions, and meeting all requirements of OHM Circular A-I33 or A-
128, as applicable.
(c) The SUBCONTRACTOR shall submit one (1) copy of the Financial Report and the Summary or
the Management Letter directly to the County immediately upon completion. The Financial
Report must be accomplished by documentation indicating the SUBCONTRACTOR's Board of
Directors has reviewed the Report.
(13) For five years following the end date of this agreement, SUBCONTRACTOR will maintain client records and
books, records, documents, reports and other evidence of accounting procedures and practices which
sufficiently and properly reflect aU direct and indirect expenditures of funds provided under this agreement.
Client records shall minimally include statement of client goals, documentation of training provided, training
hours, routine progress notes and biannual summary progress toward meeting client goals.
(14) SUBCONTRACTOR shall make available for inspection, review, or audit by County DD Coordinator at all
reasonable times: all client records; and all documents, reports and other data applicable to this agreement.
(15) SUBCONTRACTOR shall provide COUNTY with a copy ofa signed DSHS Provider Agreement within 30
days of the effective date of this agreement when applicable.
(16) SUBCONTRACTOR agrees to assign to COUNTY its Medicaid Billing Rights for services to clients
eligible under Title XIX programs. Written documentation shall be available to COUNTY on request. [f
SUBCONTRACTOR contracts directly with DSHS to provide covered services under Title XIX,
COUNTY agrees that funding intended for those clients shall be excluded from this agreement. If
SUBCONTRACTOR contracts directly with Social Security to provide covered services under a
PASS/IRWE, COUNTY agrees that funding intended for those clients shall be excluded from this
agreement.
(17) If the Developmental Disabilities Program Coordinator finds indications of potential non-compliance
during the contract monitoring process or learns that the SUBCONTRACTOR is out of compliance with
any of the terms or conditions of this contract, the following process will be pursued:
(a) Informal Notification: Informal process wherein the County Coordinator alerts the
SUBCONTRACTOR in writing of the potential non-compliance and an agreeable solution is reached
within five (5) days.
(b) Official Notification: If the informal notification does not result in resolution, the official notification
of possible non-compliance to establish a date, within five (5) working days of notification, when
representatives of the County and the SUBCONTRACTOR shall meet to discuss areas of contention
and attempt to resolve the issues.
(c) Written Summary: Within five (5) working days of such official notification the County will provide
the SUBCONTRACTOR a written summary of the areas of non-compliance by certified mail. Notice
shall be sent to the address identified in the Agreement.
(d) Discussion: Within twenty (20) days of the date of the written summary, a discussion between County
and SUBCONTRACTOR shall be conducted to resolve areas of non-compliance or potential non-
compliance.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 4
(e) Should the above procedures fail to resolve the compliance issue, the parties will obtain the services of
the Peninsula Dispute Resolution Center, or another agreed upon resource, and shall share equally in
any retainer fees or other costs of services. If no agreement is reached, the mediator's decision in the
matter will be binding on all parties, except that in no event will the County honor a financial
determination that is greater than the funds allowed the scope of this Agreement.
c. REIMBURSEMENTS
For said services rendered under this agreement, COUNTY shall reimburse SUBCONTRACTOR on a unit
rate basis, as follows:
(1) SUBCONTRACTOR will be paid the designated amount per payment points for Parent to Parent & People
First Services, the Orchid Program and Community Information and Education Services as defined in Exhibit
A Statement of Work, Section III-Program Requirements.
(2) SUBCONTRACTOR will bill COUNTY on a monthly basis, on or before the 1 st day of the month, for
services provided under this agreement during the preceding month. At no time shall the invoices for
reimbursement be submitted more than 60 calendar days following the last day of the month for which the
services were provided.
(3) COUNTY may, at its option, withhold reimbursement for any month for which required reports have not
been received or are not accurate and/or complete.
(4) Total reimbursements for the fiscal year of 2009-2010 to SUBCONTRACTOR by COUNTY under this
contract shall not exceed $12,000.00 in completion of these services without express written amendment
signed by both parties to this Agreement
D. MISCELLANEOUS
(1) Pursuant to WAC 275, DSHS Division of Developmental Disabilities (DDD) shall determine individual
eligibility of persons for services delivered under this agreement. DOD shall notify COUNTY of persons
authorized for services reimbursed under this agreement. Only persons referred to COUNTY by ODD shall
be eligible for services reimbursed under this agreement. The SUBCONTRACTOR shall not sublet or assign
any of the services covered by this AGREEMENT without the express written consent of the COUNTY.
Assignment does not include printing or other customary reimbursable expenses that may be provided in an
AGREEMENT.
(2) The SUBCONTRACTOR'S relation to the COUNTY shall be at all times as an independent
SUBCONTRACTOR and any of all employees of the SUBCONTRACTOR or other persons engaged in
the performance of any work or service required of the SUBCONTRACTOR under this AGREEMENT
shall be considered employees of the SUBCONTRACTOR only and any claims that may arise on behalf of
or against said employees shall be the sole obligation and responsibility of the SUBCONTRACTOR.
(3) The SUBCONTRACTOR shall not sublet or assign any of the services covered by this AGREEMoENT
without the express written consent of the COUNTY. Assignment does not include printing or other
customary reimbursable expenses that may be provided in an AGREEMENT.
(4) The SUBCONTRACTOR shall obtain and keep in force during the terms of the AGREEMENT, or as
otherwise required, the following insurance with companies or through sources approved by the State
Insurance Commissioner pursuant to RCW 48:05:
(a) Worker's compensation and employer's liability insurance as required by the State of Washington.
(b) Commercial Automobile Liability or Business Use Insurance providing bodily injury and property
damage liability coverage for all owned and non-owned vehicles assigned to or used in the
performance of the work for a combined single limit of not less than $.1 ,000,000 each occurrence
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 5
with the COUNTY named as an additional insured in connection with the SUBCONTRACTOR'S
performance of the contract.
(c) General Commercial Liability Insurance in an amount not less than a single limit of one million
dollars ($1,000,000.00) per occurrence and a aggregate of not less than two (2) times the
occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and property
damage, unless a greater amount is specified in the contract specifications. The insurance
coverage shall contain no limitations on the scope of the protection provided and include the
following minimum coverage:
(1) Broad Form Property Damage, with no employee exclusion;
(2) Personal Injury Liability, including extended bodily injury;
(3) Broad Form Contractual/Commercial Liability - including completed operations;
(4) Premises - Operations Liability (M&C);
(5) Independent Contractors and Subcontractors;
(6) Blanket Contractual Liability.
(5) All employees or subcontractors of SUBCONTRACTOR who are required to be professionally certified by
the State in the performance of services under this agreement shall maintain professional liability insurance
in the amount of not less than one million dollars ($1,000,000). In no case shall such professional liability
to third parties be limited in any way.
(6) It shall be the responsibility of the SUBCONTRACTOR to insure that any and all persons engaged in the
performance of any work or service required of the SUBCONTRACTOR under this AGREEMENT, shall
comply with the same insurance requirements that SUBCONTRACTOR is required to meet.
(7) Failure on the part of the SUBCONTRACTOR to maintain the insurance as required shall constitute a
material breach of contract upon which the COUNTY may, after giving five working days notice to the
SUBCONTRACTOR to correct the breach, immediately terminate the contract or, at its discretion, procure
or renew such insurance and pay any and all premiums in connection therewith, \vith any sums so expended
to be repaid to the COUNTY on demand, or at the sole discretion of the COUNTY, off set against funds
due the SUBCONTRACTOR from the COUNTY.
(8) All cost for insurance shall be considered incidental to and included in the unit contract prices and no
additional payment will be made.
(9) Excepting the Workers Compensation insurance and any professional liability insurance secured by the
SUBCONTRACTOR, the COUNTY will be named on all certificates of insurance as an additiQnal insured.
The SUBCONTRACTOR shall furnish the COUNTY with verification of insurance and endorsements
required by this AGREEMENT. The SUBCONTRACTOR reserves the right to require complete, certified
copies of all required insurance policies at any time.
(10) All insurance shall be obtained from an insurance company authorized to do business in the State of
Washington. The SUBCONTRACTOR shall submit a verification of insurance as outlined herein within
14 days of the execution of this AGREEMENT to the COUNTY.
(11) The COUNTY will pay no payments under Section C until the SUBCONTRACTOR has fully complied
with> this section. This remedy is not exclusive; and the COUNTY may take such other action as is
available to them under other provisions of this AGREEMENT, or otherwise in law.
(12) Nothing in the foregoing insurance requirements shall prevent the COUNTY, at its option, from
additionally requesting that the SUBCONTRACTOR deliver to the COUNTY an executed bond as security
for the faithful performance of this contract and for payment of all obligations of the SUBCONTRACTOR.
(13) The SUBCONTRACTOR shall comply with all Federal, State, and local laws and ordinances applicable to
the work to be done under this AGREEMENT. This AGREEMENT shall be interpreted and construed in
accord with the laws of the State of Washington and venue shall be in Jefferson COUNTY, WA.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 6
(14) The SUBCONTRACTOR, by signature to this Agreement, certifies that the SUBCONTRACTOR is not
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participating in this Agreement or any Agreement by any Federal department or agency. The
SUBCONTRACTOR also agrees to include the above requirement to all subcontracts into which it enters.
(15) The SUBCONTRACTOR shall indemnify and hold the COUNTY, and their officers employees, and
agents harmless from and shall process and defend at its own expense, including all costs, attorney fees and
expenses relating thereto, all claims, demands, or suits at law or equity arising in whole or in part, directly
or indirectly, from the SUBCONTRACTOR'S negligence or breach of any of its obligations under this
AGREEMENT; provided that nothing herein shall require a SUBCONTRACTOR to indemnify the
COUNTY against and hold harmless the COUNTY from claims, demands or suits based solely upon the
conduct of the COUNTY, their officers, employees and agents, and provided further that if the claims or
suits are caused by or result from the concurrent negligence of:
(16) (a) the SUBCONTRACTOR'S agents or employees; and, (b) the COUNTY, its officers, employees and
agents, this indemnity provision with respect to (1) claims or suits based upon such negligence, and/or (2)
the costs to the COUNTY of defending such claims and suits, etc., shall be valid and enforceable only to
the extend of the SUBCONTRACTOR'S negligence or the negligence of the SUBCONTRACTOR'S
agents or employees.
(17) Claims against the COUNTY shall include, but not be limited to assertions that the use and transfer of any
software, book, document, report, film, tape, or sound reproduction of material of any kind, delivered there
under, constitutes an infringement of any copyright, patent, trademark, trade name, or otherwise results in an
unfair trade practice or an unlawful restraint of competition.
(18) The SUBCONTRACTOR specifically assumes potential liability for actions brought against the COUNTY by
SUBCONTRACTOR'S employees, including all other persons engaged in the perfonnance of any work or
service required of the SUBCONTRACTOR under this AGREEMENT and, solely for the purpose of this
indemnification and defense, the SUBCONTRACTOR specifically waives any immunity under the state
industrial insurance law, Title 51 RCW. The SUBCONTRACTOR recognizes that this waiver was
specifically entered into pursuant to provisions ofRCW 4.25.115 and was subject of mutual negotiation,
(19) SUBCONTRACTOR shall not discriminate against any person presenting themselves for services based on
race, religion, color, sex, age or national origin.
(20) COUNTY reserves the right to terminate this contract in whole or in part, without prior written notice, in the
event that expected or actual funding from the Department of Social and Health Services Division of
Developmental Disabilities is withdrawn, reduced, or limited in any way after the effective date of this
agreement. In the event of termination under this clause, COUNTY shall be liable only for payment for
services rendered prior to the effective date of termination.
(21) No portion of this contract may be assigned or subcontracted to any other individual, fmn, or entity without
the express and prior written approval of COUNTY. If the County agrees in writing that all or a portion of this
Contract may be subcontracted to a third-party, then any contract or agreement between the contractor and a
third~party subcontractor must contain all provisions of this contract and the subcontractor must agree to be
bound by all terms and obligations found in this agreement.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 7
1/~'
ADOPTED THIS 2- day of '- .~
By:
1) f)"r.:ltJ ~ u U , y...a., ~
, ainn
Jefferson County Board of Commissioners
By:
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/ I~ - L/l (-.
Attest: C 1<..-4. -<r~'L..-e)c:)1'v_:^-
~ v (../
Enn Lundgren . '<
Clerk of the Board "
APPRO ED AS T~ FO~O~L Y:
B l' III ~ .."\ ~"j:0 PrY
y:' I' V \,Jt.../
Jefferson County Prosecuting Attorney
, I
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)
ARC of Jefferson & Kitsap CONTRACT 2009~ 10
Page 8
EXHIBIT A
ST A TEMENT OF WORK
ARC OF JEFFERSON & KITSAP
I. WORK STATEMENT
The Parent-to-Parent program will provide the following: support services, referral sources, community resources
and information, educational newsletters, parent support meetings, material distribution and workshops to parents 0 f
children/adults with a developmental disability or special needs.
The P2P Parent Coordinator shall participate in local, statewide meetings and conferences that relate to developmental
disabilities, to in turn, help educate parents of children/adults with developmental disabilities by attending: up to
three (3) Jefferson County DD Board meetings, three (3) ICC meetings, three (3) Transition Network meetings, one (1)
Children with Special Health Care meeting and other committees as appropriate.
The P2P Parent Coordinator will host one (I) Parent-to-Parent Support meeting and shall provide up to two (2)
InformationlEducational Training/Workshop Events in Jefferson County for parents of children with disabilities.
The P2P Parent Coordinator will offer a twelve (12) week Orchid Program to an interested group of adults with
developmental disabilities from Jefferson County.
The People First Advisor will develop a base of young adults with developmental disabilities in order to create a
new People First Group for Young Adults in Jefferson County and will coordinate and support up to eight (8)
meetings, support the development and implementation of the People First Work Plan, coordinate with the State
People First Chapter and the existing People First Chapter for Older Adults in Jefferson County, facilitate
participation in one (1) State wide Advocacy Day and/or a local legislative advocacy event, attend one (1) State wide
People First Advisor meeting and support the People First Group for Young Adults to coordinate and work with the
existing People First Chapter for Older Adults to have up to four (4) additional meetings in Jefferson County.
II. PROGRAM DESCRIPTION
1. The P2P Parent Coordinator shall provide support around the emotional response and information regarding
developmental disabilities or special needs as well as community resources to families coping with a new
diagnosis or new situation. They will operate as a main referral source, by email, phone or in person, in
order to provide information and education to families of children with disabilities and to professionals
who work with these families, with an emphasis on /inking with generic resources as well as appropriate
community services and agencies while facilitating the connection when appropriate,
2. The P2P Parent Coordinator will positively promote P2P in the Jefferson County community in a variety 0.1
non-crisis orientated ways, will provide support to families and maintain the network of parents throughout
Jefferson County through theParent-to-Parent Program. The Contractor will host one (1) Parent-to-Parent
Support meeting and shall provide up to two (2) Information/Educational Training/Workshop Events in
Jefferson County for parents of children with disabilities.
3. The P2P Parent Coordinator will develop rapport and working relationships with diverse aspects of
community and maintain relationships with medical and other professional and community referral sources.
The Contractor shall act as a community resource person to parents, agencies, community groups, and the
Jefferson County Developmental Disabilities Coordinator. The Contractor shall match parent needs to
agencies and services in the community as a means of providing ongoing support with an emphasis on
linking with generic resources.
4. The P2P Parent Coordinator shall participate in local and statewide meetings and conferences that relate to
developmental disabilities, to in turn, help educate other parents with an emphasis on assisting unserved
families, while providing information and education. Attend at least three (3) Jefferson County DD Board
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 9
meetings, at least three (3) ICC meetings, three (3) Transition Network meetings, one (1) Children with
Special Health Care meeting and various committees as appropriate to share what is happening in the
Jefferson Program and also to connect with other providers and parents. The Contractor shall network with
other Parent-ta-Parent Programs through out the State as appropriate.
5. The P2P Parent Coordinator shall maintain case management records and accurate statistics. They shall
assist, coordinate and evaluates Parent-to-Parent activities and related support programs with an annual
Parent -to- Parent questionnaire. The questionnaire will be outcome based in order to address whether the
services offered are meeting the needs of the participants. The Contractor shall create a bi-monthly newsletter
that will be sent out to all interested parents and community members.
6. The P2P Parent Coordinator shall be responsible for continuing education via workshops, conferences,
professional seminars and regular staff meetings as required for professional development.
7. The P2P Parent Coordinator will gather and/or prepare and distribute materials to the Jefferson County
community about resources and services available through DDD and other local, state and national
agencies/programs, with an emphasis on linking with generic resources.
8. The P2P Parent Coordinator will link parents with resources that focus on guardianships, wills, trusts~
transition issues and/or Individual Educational Plan Advocacy, as needed.
9. The P2P Parent Coordinator shall create up to nine (9) Newsletters; six (6) newsletters will focus on
emotional support and infonnation regarding developmental disabilities or special needs as wel1 as
community resources for parents of children/adults with disabilities and three newsletters (3) will focus on
legislative education and advocacy.
10. The P2P Parent Coordinator will offer a twelve (12) week Orchid Program to a willing group of adults with
developmental disabilities from Jefferson County. The Orchid Program will positively promote education
on health, wellness, safety, self-advocacy, friendship, self-esteem community building and financial
management. The Orchid Program should be at least two (2) hours in length, with up to 3 hours of prep time
and a minimum of five (5) adults with disabilities must be in attendance in order to bill for Jhe weekly
Program.
II. The People First Advisor will develop a base of young adults with developmental disabilities in order to
create a new People First Group for Young Adults in Jefferson County and will coordinate and support up
to eight (8) meetings. The purpose of these meetings is to broaden membership through outreach efforts
aimed at future members, provide training in self-determination, self-advocacy, mentaring and other skills
as requested by the Chapter, support the development and implementation of the goals and objectives of a
People First Work Plan, coordinate with the State People First Chapter and other County Chapters with in
Jefferson County and the State. A minimum of four (4) young adults with disabi1it~es must be in
attendance in order to bill for any meeting.
12. The People First Advisor will support the People First Group for Young Adults to coordinate and work
with the existing People First Chapter for Older Adults to have up to four (4) additional meetings in
Jefferson County. The purpose of these co-meetings will be to develop a media/public education plan,
(share the People First Educational videos) and to educate members to partake in generic Jefferson County
housing and transportation programs. A minimum of four (4) young adults with disabilities must be in
attendance in order to bill for any meeting.
13. The People First Advisor may attend one (1) State wide People First Advisor meeting to obtain current
information about resources and issues in order to educate and support the members of the People First
Young Adults Group in Jefferson County.
14. The People First Advisor will support the People First Group for Young Adults in Jefferson County to
sponsor and facilitate participation .in one (1) state-wide Advocacy Day and/or a local legislative advocacy
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 10
event for the purpose of educating, sharing and discussing issues of mutual concern. At least four (4)
young adults must participate in each event.
III. PROGRAM REQUIREMENTS
Reimbursement for Community Information and Education services will be provided at the completion of the
following payment points:
1. P2P Parent Coordinator may attend up to three (3) Transition meetings per year to obtain current
information about resources and issues in order to educate and assist families of children/adults with
disabilities in Jefferson County at $90 per meeting. Payment includes mileage.
Payment Point and Documentation: $90.00 2009
$180.00 2010
$270.00 TOTAL
One page report documenting date, time and location of meeting attended, summary of topics
discussed.
2. P2P Parent Coordinator may attend one (1) State wide Children with Special Health Care meeting to obtain
current information about resources and issues in order to educate and assist families of children/adults
with disabilities in Jefferson County at $200 per meeting. Payment includes mileage.
Payment Point and Documentation: $200.00 2010
$200.00 TOTAL
One page report documenting date, time and location of meeting attended, summary of topics
discussed.
3. P2P Parent Coordinator may attend three (3) Developmental Disabilities Advisory Board meetings to obtain
current information about resources and issues and to give updates on the status of the Jefferson Progralll
Parent to Parent Program at $90 per meeting. Payment includes mileage.
Payment Point and Documentation: $90.00 2009
$180.00 2010
. $270.00 TOTAL
One page report documenting date, time and location of meeting attended, summary of issues and
updates presented.
4. P2P Parent Coordinator may attend three (3) Jefferson County ICe meetings to obtain current information
about resources and issues and to give updates on the status of the Jefferson Program Parent to Parent
Program at $90 per meeting. Payment includes mileage.
Payment Point and Documentation: $90.00 2009
$18~OO 2010
$270.00 TOTAL
One page report documenting date, time and location of meeting attended, summary of issues and
updates presented.
5. The P2P Parent Coordinator shall provide two (2) Information/Educational Training/Workshop Events in
Jefferson County for parents of children/adults with disabilities. Areas of focus might be: guardianships,
wills, trusts, transition issues, community resources and services available through the County DO
Program, DDD and other local, state and national agencies/programs, Individual Educational Plan
Advocacy. The Training/Workshop should be six (6) hours in length with a minimu~ of four (4) Parents
from Jefferson County in attendance in order to bill $345 for each Training/Workshop event. Payment
includes mil~age.
Payment Point and Documentation: $690.00 2010
$690.00 TOTAL
One page report documenting date, time and location of the Training/Workshop, summary of
topics presented. Sign-in sheet of attendees.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 11
6. The P2P Parent Coordinator -will host one (1) Parent-to-Parent Support meeting in Jefferson County for
parents of children with disabilities. Areas of focus might be: Jefferson County community resources and
services available through DDD and other local, state and national agencies/programs during this contract
period at $150 per Parent-ta-Parent meeting. Payment includes mileage.
Payment Point and Documentation:
$150.00 2010
$150.00 TOTAL
One page report documenting date, time and location of the Parent to Parent meeting, summary of
topics discussed. Sign-in sheet of attendees.
7. The P2P Parent Coordinator shall create up to nine (9) Newsletters; six (6) newsletters will focus on
emotional support and information regarding developmental disabilities or special needs as well as
community resources for parents of children/adults with disabilities and three newsletters (3) will focus on
legislative education and advocacy for parents of children/adults with disabilities, at $600 per newsletter.
Payment includes printing and mailing costs.
Payment Point and Documentation: $1800.00 2009
$3600.00 2010
$5400.00 TOTAL
One page report documenting date, time and location of the Workshop, summary of topics
presented.
8. The P2P Parent Coordinator will offer a twelve (12) week Orchid Program to a willing group of adults
with developmental disabilities from Jefferson County. The Orchid Program will positively promote
education on health, wellness, safety, self-advocacy, friendship, self-esteem community building and
managing finances. The Orchid Program should be at least two (2) hours in length, with up to 3 hours of
prep time and a minimum of five (5) adults with disabilities must be in attendance in order to bill for the
weekly Program at $200 per program. Payment includes mileage.
Payment Point and Documentation: $2400.00 2010
$2400.00 TOT AL
One page report documenting date, time and location of Orchid Program, summary of topics
presented. Sign-in sheet of attendees.
9. The People First Advisor will coordinate and support up to eight (8) local People First meetings for Young
Adults in Jefferson County. The purpose of these meetings is to broaden membership through outreach
efforts aimed at future members, provide training in self-determination, self-advocacy, mentoring and other
skills as requested by the Chapter, develop and implement the goals and objectives of a People First Work
Plan, coordinate with the State People First Chapter and other County Chapters within Jefferson County
and the State. A minimum of four (4) young adults with disabilities must be in attendance in order to bill
for any meeting. The first two (2) meetings at $200 per meeting and six (6) meetings at $150 per meeting.
Payment includes mileage.
Payment Point and Documentation: $400 2009
$900 2010
$1350 TOTAL
Minutes of each local People First meeting to include date, time and length of meeting, location of
meeting, topics discussed and any decisions made. Sign-in sheet of attendees.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 12
10. The People First Advisor will support the People First Group for Young Adults to coordinate and work
with the existing People First Chapter of Older Adults to have up to four (4) additional meetings in
Jefferson County. The purpose of these co-meetings will be to develop a media/public education plan,
(share the People First Educational videos) and educate members to partake in generic Jefferson County
housing and transportation programs. A minimum of four (4) young adults with disabilities must be in
attendance in order to bill for any meeting at $150 per meeting.
Payment Point and Documentation: $150 2009
$450 2010
$600 TOTAL
Minutes of each local People First meeting to include date, time and length of meeting, location of
meeting, topics discussed and any decisions made. Sign-in sheet of attendees.
11. The People First Advisor may attend one (1) State wide People First Advisor meeting to obtain current
information about resources . and issues in order to educate and support the members of the People First
Young Adults Group in Jefferson County at $200 per meeting. Payment includes mileage.
Payment Point and Documentation: $200.00 2010
$200.00 TOTAL
One page report documenting date, time and location of meeting attended, summary of topics
discussed.
12. The People First Advisor will support the People First Group for Young Adults in Jefferson County to
sponsor and facilitate participation in one (1) state-wide Advocacy Dayandlor a local legislative advocacy
event for the purpose of educating, sharing and discussing issues of mutual concern. At least four (4)
young adults must participate in each. event at $250 per event. Payment includes mileage.
Payment Point and Documentation: $200 2010
$200 TOTAL
One page report documenting date, time, length and summary of the Advocacy Day event. Sign-in
sheet of attendees.
IV. PERFORMANCE STANDARDS
1. CONTRACTOR shall provide Program Tasks. These services, as defmed in Exhibit A, Section II above.
2. CONTRACTOR shall provide Program Requirements. These services and reporting, as defined in Exhibit
A, Section III above.
3. Meet or have a phone meeting with Developmental Disabilities Coordinator every month to discuss the
Parent-to-Parent Program, People First Program for Young Adults and other Program Requirements as
defined in Exhibit A, Section III above.
ARC of Jefferson & Kitsap CONTRACT 2009-10
Page 13