21-199.01 Spokane Valley Partners: HHAA Outreach Worker Form updated 1-26-22-Remove all highlighting and this header before finalizing.
CONTRACT AMENDMENT TO THE AGREEMENT BETWEEN THE CITY OF
SPOKANE VALLEY AND Spokane Valley Partners
Spokane Valley Contract#21-199.01
For good and valuable consideration,the legal sufficiency of which i
hereby acknowledged, City and the
Spokane Valley Partners mutually agree as follows:
1.Purpose:This Amendment is for the Contract to provide one Homeless Outreach worker by and between
the Parties, executed by the Parties on January 1st, 2022, and which erminates on December 31st, 2022.
Said contract is referred to as the"Original Contract"and its terms hereby incorporated by reference.
2.Original Contract Provisions: The Parties agree to continue to abide by those terms and conditions of the
Original Contract and any amendments thereto which are not specifically modified by this Amendment.
3. Amendment Provisions: This Amendment is subject to the folio ing amended provisions, which are
either as follows,or attached hereto as Appendix A. All such amend provisions are hereby incorporated
by reference herein and shall control over any conflicting provision of the Original Contract, including
any previous amendments thereto.
Amended Exhibit A Scope of Work is attached. Anew Exhibit C is a ched____
4. Compensation Amendment History: This is Amendment #1 of the Original Contract. The history of
amendments to the compensation on the Original Contract and all amendments is as follows:
Date Compensation
Original Contract Amount January 1st,2022 $100,000.00
Amendment#1 June 1st,2022 $0.00
Total Amended Compensation $100,000.00
The parties have executed this Amendment to the Original Contract this 1st day of June,2022.
CITY OF SPOKANE VALLEY: Spokane Valley Partners:
C.. _7/L--____ 1L 7
of n Hohman By: Cal Coblentz
City Manager Its: CEO _
APPROVED FORM:
Office the City tt ey
1
EXHIBIT "A"
Scope of Services to be Provided
Spokane Valley Homeless Outreach
Scope. The scope of this contract includes services reasonably anticipated as necessary to
assist homeless individuals in their exit from homelessness.
1. Identifying Homeless Camps. The Consultant shall work with a variety of
partners to help find and assist those living outside. At minimum these
agencies include:
a. City of Spokane Valley, Housing and Homeless Coordinator.
Consultant shall work with the Housing and Homeless Coordinator
(HHC). Communication with the HHC may be via email,phone calls,
texts relating to complaints, tips, or concerns from the Community
regarding homeless camps. Additionally, referrals may come directly
from homeless and individuals seeking services. Consultant shall
work directly with the HHC to provide monthly reports relating to
their outreach in the City and outcomes.
b. Spokane Valley Police Department. Consultant shall work directly
with the designated Homeless Outreach Deputy through the Spokane
Valley Police Department. This may include riding with the Deputy
when deploying to camps; coordinating efforts with SVPD to connect
individuals to community resources; assisting the Deputy in finding
emergency shelter space, mental health treatment, substance treatment,
for those who desire said services; maintaining a coordinated log to
accurately catalog the number of outreach services provided, those
who were successfully admitted to treatment services, or those that
agreed to shelter.
2. Data Reporting. The HHC shall work with Consultant to coordinate an
agreed upon date between the 5th and sth of each month,to:
a. Determine the number of unsheltered individuals that accessed
services that month;
b. Obtain relevant demographic information; and
c. General information regarding other outcomes as required by the
HHC.
2a. Community Management Information System (CMIS). The Consultant
shall work with the City and the City of Spokane to ensure that they have direct
access to CMIS so housing referrals may be placed on behalf of unsheltered
individuals.
3. Direct Services. Consultant shall provide a myriad of direct services to those
who are living outside. This is not intended to be an exhaustive list, but does
outline, at minimum, the City's expectations :
a. Documentation. The Consultant shall ensure that all relevant
documentation needed for permanent housing is a part of the case
management plan for each unhoused individual the Consultant works
with pursuant to this Agreement. Specifically, a photo ID and social
security card must be obtained by participant. Funds have been
provided to Consultant to assist in this requirement.
b. Case Load. The City recognizes that case management looks different
when assisting individuals in a street outreach capacity. Therefore,
Consultant shall be limited to a case load of no more than 30
individuals at any one time.
c. Basic Needs. When shelter beds are unavailable, it may be necessary
to provide unsheltered individuals with basic survival needs. This may
include water, food, and weather appropriate items (sunscreen,
emergency blankets, etc). Such expenditures are allowed and
accounted for in the budget between the City and Consultant. The
Consultant and HHC will work together to identify a list of agreed
upon and authorized purchases,no later than January 20,2022. If there
are questions whether an item not identified on the list may be
purchased,Consultant shall be responsible for communicating these
questions to the HHC.Unauthorized purchases will not be reimbursed.
d. Referrals. Consultant will actively work with mental health and
substance treatment facilities to refer unsheltered individuals to these
services. Additionally,the Consultant will work with all shelter
providers (not just low barrier) to help facilitate access to emergency
shelter for those living in unhabitable conditions.
4. Monthly Meetings with HHC. The Consultant and HHC shall meet
monthly to discuss any changes in the homeless system that may impact this
scope of work. This will also be an opportunity to identify any gaps of service
either by the City and/or Consultant.
5. Scope of Services. This Scope of Services may be amended in writing by
mutual agreement of the Parties.
6. The SVP outreach worker will provide outreach to the diverse needs of the
unsheltered community in Spokane Valley while being accompanied by a
Spokane Valley Police Officer.The officer and outreach worker will report
results to Spokane Valley's Housing and Homeless Coordinator (HHC). The
HHC will provide reports to Spokane County prior to draw requests. The
intersection between the HHC,the outreach worker and the police officer are
intended to help Spokane Valley provide outreach to the unsheltered
homeless population safely and provide services and resources as
appropriate. HMIS will be updated by the HHC. 150 unduplicated
beneficiaries will be served. HMIS data entry is required. Performance
reporting and invoicing are to be done through Neighborly software.
7. Amended Use of funds
a. Personnel Costs: $77,000 (salaries, benefits, taxes for SVP
employees)
b. Operating Costs: $5,000 (utilities,supplies, building maintenance,
operations, inspections, vehicles, insurance, volunteer expenses)
c. Administrative Costs: $7,000 (training, cell phone costs, laptop,)
d. Project Delivery Costs: $11,000 (direct client services and
outreach supplies)
TOTAL PROJECT COST: $100,000
EXHIBIT "C"
Access, Examination,Audit,and
Monitoring & Termination and
Suspension
Spokane Valley Homeless
Outreach
ACCESS,EXAMINATION,AUDIT,AND MONITORING
1.The City shall provide technical assistance to the Contractor,to the extent practicable.The City
will monitor the performance of services and evaluate accomplishments and compliance with the
terms of this Agreement throughout the project period. Monitoring may include a visit to the
project site or to the Contractor organization,reports on monthly basis,desk monitoring,
assessments,and process/time studies. Monitoring may also include consultation with other
public funders.
2.The Contractor shall provide right of access to its facilities to the City,the state,and/or federal
agencies or officials at all reasonable times in order to monitor and evaluate the services
provided for herein.The City shall provide reasonable notice of any monitoring or evaluation,
unless the City has reason to believe that monitoring without notice is necessary.The City shall
monitor the Contractor programmatically and financially on site within the sole discretion of the
City.The Contractor shall make available to the City,the state auditor,books or pertinent
information which Contractor shall have kept pertaining to this Agreement and as required by
this Agreement,Washington law. Contractor shall also furnish such progress reports,schedules,
financial and costs reports,and other such program or fiscal data reasonably required to
evaluate the performance of this Agreement.
3.The Contractor shall cooperate with the City or its agent in the evaluation of Contractor's
performance under this Agreement and make available all information reasonably required by
any such evaluation process. Request for information will be responded to within three (3)
business days and followed through within ten (10) business days.The results and records of
said evaluations shall be maintained and disclosed in accordance with RCW 42.56 and/or 5 USC
552 (Freedom of Information Act).The Contractor shall respond timely and accurately to
requests from the City to provide information necessary to respond to inquiries from entities
having authority
to make such request.
4.The Contractor agrees to produce the City copies of any state or other formal inspections,
audits,accreditation or program reviews and provide to the City copies of said review, including
any final written plan of correction or other written response,within thirty(30) days of receipt.
5. Upon termination of this Agreement,the City may conduct monitoring requirements as
outlined in Section 8 of this Agreement.
6.The Contractor shall respond timely and accurately to requests from the City to provide
information necessary to respond to inquiries from entities having authority to make such
request.
7.The Contractor agrees to notify the City in advance of any state or other formal inspections,
audits,accreditation or program reviews and provide to the City copies of said review, including
any final written plan of correction or other written response within thirty(30) days of receipt.
8.The City will monitor the performance of services and evaluate accomplishments and
compliance with the terms of its agreements with its Contractor throughout the project period.
Monitoring may include a visit to the project site or to the Contractor's organization, reports on
monthly or quarterly basis, desk monitoring,assessments, and process/time studies.
8.1.The City will give its Contractor a minimum of thirty(30) days'notice for monitoring,
unless there are special circumstances that required immediate attention.The notice will
specify the monitoring components.
9. The City will monitor the performance of the Consultant in attempts to mitigate fraud, waste,
abuse, or non-performance based on goals and performance standards as stated with all other
applicable federal, state and local laws, regulations, and policies governing the funds provided
under this agreement.
10. Substandard performance as determined by the City will constitute noncompliance with this
agreement. If corrective action is not taken by the Consultant within a reasonable period of time
after being notified by the City, contract suspension or termination procedures will be initiated.
11.The Consultant shall cooperate with the City or its agent in the evaluation of Consultant's
performance under this Agreement and make available all information reasonably required by
any such evaluation process.The results and records of said evaluations shall be maintained and
disclosed in accordance with RCW 42.56 and/or 5 USC 552 (Freedom of Information Act).
12. The Consultant shall respond timely and accurately to requests from the City to provide
information necessary to respond to inquiries from HUD or other entities having authority to make
such request.
TERMINATION AND SUSPENSION
This Agreement may be terminated or suspended in whole or in part as follows:
1. By fulfillment: The Agreement will be considered to be terminated upon fulfillment of its terms
and conditions;
2. By mutual consent: The Agreement may be terminated or suspended, in whole or in part, at
any time,if both Parties consent to such termination or suspension.The conditions of the
suspension or termination shall be documented in a written amendment to this Agreement; or
3. For Cause: In accordance with 24 CFR§ 200.338-9 the City may terminate or suspend this
Agreement immediately,if the Consultant materially fails to comply with any terms of this
Agreement,which include (but are not limited to) the following:
4. Failure to comply with any of the rules,regulations or provisions referred to herein, or such
statutes, regulations, executive orders,policies or directives as may become applicable at any
time;
5. Failure, for any reason,of Consultant to fulfill in a timely and proper manner its obligations
under this Agreement;
6.Ineffective or improper use of funds provided under this Agreement; or
7. Submission by Consultant to City reports that are incorrect or incomplete in any material
respect.
For Convenience:
This Agreement may also be terminated by providing a thirty(30) day termination for
convenience notice by either the City or Consultant,in whole or in part,by setting forth the
reasons for such termination,the effective date,and in the case of partial termination,the
portion of the Agreement to be terminated. However,if in the case of a partial termination,the
City determines that the remaining portion of the award will not accomplish the purpose for
which the award was made;the City may terminate the award in its entirety and cancel any
payments in progress as deemed appropriate by the City.The parties shall not incur new
obligations for the terminated portion after the effective date,and shall cancel as many
outstanding obligations as possible.
Grounds for Suspension: Improper or illegal use of funds will result in immediate suspension
and/or termination within the City's sole discretion.Suspension and/or termination in this case
may be initiated by telephone or personal contact with a written confirmation to Consultant
within five (5) business days.The confirmation of suspension and/or termination to Consultant
shall specify the reasons for suspension and/or termination and notify the Consultant of the
City's future course of action regarding the improper or illegal action.
Illegal or improper mishandling of funds or conduct which endangers, discriminates against, or
otherwise subjects project beneficiaries to harm,may also result in a report of the conduct to
appropriate legal authorities.
For other Grounds: The City reserves the right to terminate this contract, in whole or in part,
immediately upon receipt of notice to the Consultant, in the event expected or actual funding to
the City from the Federal government or other sources is withdrawn, reduced or eliminated.
In the event of termination, City will notify the Consultant in writing of its determination to
terminate, the reason for such termination, and the effective date of the termination.
Upon termination,an accounting shall be done to determine what, if any,payments are due to
the Consultant or what, if any, refund is due from the Consultant.
Actions by either party under this Article shall not constitute a waiver of any right or claim by
either party arising from this Agreement.