HomeMy WebLinkAboutR-2004-011 Yakima County Office of Aging & Long Term Care andRESOLUTION NO. R-2004-11
A RESOLUTION authorizing and directing the City Manager and the
City Clerk of the City of Yakima to execute agreement
documents with Yakima County Office of Aging and
Long Term Care (ALTC) and People For People, Inc.
for transportation services for the elderly and
handicapped city residents for 2004.
WHEREAS, the City currently supports, through a contracted paratransit
program, transportation services provided by People For People for disabled
and senior Yakima County citizens within the Yakima Urban Area; and
WHEREAS, federal funds made available to the City of Yakima by the
Department of Transportation's Federal Transit Administration are sufficient
and may be used to fully fund the City's payments for the contracted paratransit
services; and
WHEREAS, the contracted paratransit services provided by People For
People, Inc., are also supported by Yakima County through its Office of Aging
and Long Term Care for the same services throughout Yakima County; and
WHEREAS, it is in the best interest of the City to continue supporting
transportation services for disabled and senior citizens in the Upper Yakima
Valley by using federal funds made available to the City of Yakima by the
Department of Transportation's Federal Transit Administration to match state
funds provided by Yakima County; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
YAKIMA:
The City Manager and the City Clerk of the City of Yakima are hereby
authorized and directed to execute the attached and incorporated contract
documents entitled "Performance Agreement No. 2004-PFP (UV) Administration
Agreement," and "Standard Terms and Payment Provisions 2004 People for
People - Upper Valley" for the purpose of providing senior citizen
transportation services during 2004.
ADOPTED BY THE CITY COUNCIL this 20th of Januar 2
ATTEST:
City Clerk
/ms
Pau
eorge, Mayor
04.
PERFORMANCE AGREEMENT NO. 2004 PFP(UV)
ADMINISTRATION OF AGREEMENT
THIS AGREEMENT is entered into this 1/444.--
day of 1-e',0 . , 2004, by and between
Yakima County, hereinafter denominated the "County", through the Office of Aging and Long Term
Care whose address is P.O. Box 8349, Yakima, Washington 98908, hereinafter denominated the
"Department", and People For People, whose address is P.O. Box 1665, Yakima, Washington, 98907,
hereinafter denominated the "Contractor", and CITY OF YAKIMA, whose address is 129 North Second
Street, Yakima, Washington, 98901, hereinafter denominated "Third Party", whose duly authorized
representatives are named in documents on file at the Office of Aging and Long Term Care.
THE PURPOSE of this Agreement is to provide for the delivery of Transportation services in
accordance with the terms and conditions set forth in the provisions as listed below:
ADDITIONAL TERMS of this Agreement are set out in and governed by Basic Agreement No.
ALTC-09. In the event the Basic Agreement is revised, this Agreement shall conform to the revisions.
PROGRAM
City of Yakima
Title III -B (CFDA #93.044)
SCSA
TOTAL FUNDING ALLOCATION
PERIOD OF AGREEMENT
January 1, 2004 - December 31, 2004
CITY OF YAKIMA
Authorized Signature
Richard A. Zais, Jr. City Manager
(Typed) Name and Title
Date: /- a- 3-43 `/
ATTEST:
K
City Clerk
City Contract No. 2004-08
AMOUNTS
$70,400
43,400
27.000
SIGNATURES
PEOPLE FOR PEOPLE
Marilyn Mason -Plunkett,
$140,800 Executive-Director(o
Date: i'S (0 11
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12/31/2003
YAKIMA COUNTY, Office of Aging and
Long Term Care
elen Bra ey, Dire ' or
Date: /-
CONTRACT
CONTRACT A UTHORIZA TION
BOARD OF YAKIMA COUNTY
COMMISSIONERS `���
Resolution No. CI 6-
A EST:
Clerk of theard
Date: 2 _ l—®
Jennifer Adams
DTI -ay Clerk of the Board
Approved as to form by Ron Zirkle
STANDARD TERMS AND PAYMENT PROVISIONS
2004 People for People — Upper Valley
SPECIFIC PROVISIONS
I APPLICABLE LAWS AND REGULATIONS
The Contractor agrees that services contemplated or delivered within the terms of this
Agreement and funds administered in the delivery of the specified services shall be
provided in accordance with all applicable Federal, State, and local laws and regulations, in
particular the following:
A. CFR Title 45, Subtitle A, Part 74, Administration of Grants
B. Older Americans Act of 1965, as amended in 2000 by H.R. 782
C. WAC 388-71-1000 through 1035, (Senior Citizens Services Act)
D. WAC 388-71-0415 (9), (COPES Transportation)
II PROJECT DEFINITION
Transportation services are designed to transfer older persons to and from social services,
medical and health care services, meal programs, and shopping so such services will be
accessible to eligible individuals who have no other means of transportation or are unable
to use existing transportation. Personal assistance for those with limited physical mobility
shall be provided.
III TARGET POPULATION
A. Transportation services shall be delivered in accordance with the Southeast
Washington Office of Aging and Long Term Care Transportation Program
Standards and information submitted in the Budget Summary. The
Contractor acknowledges receipt of a copy of said standards. Services
provided shall comply with these standards (or as subsequently modified)
and the following:
1. ALTC funding is not to be used to displace other funding sources.
2. Eligible clients who are City of Yakima residents should be referred to
the City's Dial -a -Ride Program for rides to Senior Meal sites and
Elderlink (Adult Day Services).
3. Transportation services for elderly persons are to be provided for
Nutrition, ElderLink (Adult Day Services), medical and shopping.
4. Local medical rides for Medicaid clients living in their own homes, not
covered under DSHS. Prior approval must be obtained from ALTC
before a ride is authorized.
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IV PARTICIPANTS
The Contractor agrees that:
A. The target population for transportation services are the individuals
referenced in the Transportation Program Standards.
B. There will be written assessment procedures utilized by the Contractor to
determine if clients meet the program target population criteria.
C. The indicators used by the Office of Aging and Long Term Care to assess its
effectiveness at targeting services to individuals who may be vulnerable are:
Racial / Ethnic minority
Low-income
75 years of age or older
Limited or non-English speaking
Living alone
ALTC funding should encourage the effective targeting of services to the
vulnerable elderly by the Contractor. Specific goals to be attained for 2004
are as follows:
Target Group Percentage
Racial or ethnic minorities 11 %
Low-income 50%
75 years of age or older 55%
Limited or non-English speaking 4%
Living alone 40%
The Contractor must report on clients served in these categories. Percentages may
be updated by ALTC upon compilation of 2000 census data.
V SERVICE SPECIFICATION
The Contractor agrees that services provided within the terms of this Agreement shall meet
the following specifications:
A. Efforts will be made to assure access of service to the target population, to
include at least the following:
1. Accessible office or site location;
2. Home visits or home delivery of services (if applicable);
3. Multicultural, bilingual persons to assist multicultural, bilingual clients
in receiving services;
4. Publicity of program through public service announcements,
brochures, etc.;
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5. Meeting with other service providers/agencies to explain services the
Contractor provides and how referral can be made;
6. Ability to serve individuals with disabilities.
B. When there are multiple funding sources, ALTC may not be charged for
provider to solicit bids for other contracts; coordination with other
transportation programs is welcome as long as costs are allocated
appropriately, i.e., vehicle depreciation, dispatching, etc.
C. Participants shall be referred to other transportation systems as determined
appropriate.
D. The Contractor shall establish a system through which clients of services
under this approved Agreement may present grievances as outlined in the
Basic Agreement, Section XXIV.
E. Services shall be provided throughout Yakima County.
VI ANTICIPATED SERVICE LEVELS AND EXPENDITURE RATE
The Contractor agrees that:
A. The level of service to be provided shall be as described in the Statement of
Work sections of this Agreement. Failure to meet the service levels as
defined in this Agreement may result in a re -negotiation of the funding levels
provided under the terms of this Agreement;
B. The City or County may unilaterally reduce the Agreement budget within
thirty (30) days of the close of the quarter by the amount of the projected
quarterly expenditures left unspent at the end of the quarter. The City or
County shall submit to the Contractor notification of intent to recapture
unspent funds and a modification to the budget reflecting the adjusted
changes in the Agreement.
C. UNITS OF SERVICE
1. Definition:
a. A unit of transportation service shall be defined as one
(1) vehicle service hour while transporting eligible
participants.
b. A board shall be defined as a one passenger, one-way ride
from pickup point to destination.
2. There will be 200 unduplicated individuals served in the Upper Yakima
Valley by this Agreement.
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3. Anticipated Service Level by Quarter:
Month
Upper Valley
City of
Yakima
Hours
Boards
January — March
1,048
3,118
April — June
1,048
3,119
July — September
1,048
3,119
October - December
1,047
3,118
TOTAL
4,191
12,474
4. Anticipated Expenditure Rate by Quarter:
Month
AL TC
City of
Yakima
Total
January - March
$17,600
$17,600
$35,200
April - June
$17,600
$17,600
$35,200
July — September
$17,600
$17,600
$35,200
October - December
$17,600
$17,600
$35,200
TOTAL
$70,400
$70,400
$140,800
VII ADMINISTRATIVE AGREEMENTS
A. Access by the County or the City: The Contractor shall provide access at all
reasonable times for the County to monitor and/or evaluate the provisions of
services under this Agreement. Either the County or the City may, with prior
permission from the participant and knowledge of the Contractor, interview a
certain percentage of participants to ascertain their experience with the
program.
B. Records and Reports: The Contractor agrees to:
1. Maintain program records and reports, including statistical information,
and to make such records available for inspection by the County in
order for the County to be assured that contracted activities remain
consistent with the terms of this Agreement and the currently
approved SE/ALTC Area Plan which shall be kept on file at the ALTC
office. The Contractor further agrees to provide such information as
requested by the County within the time limitations established by the
County;
2. Submit the monthly report showing service level provided by the ninth
day of each month following the month during which the services
were provided. A quarterly report must be submitted to ALTC by the
end of the month following the end of each quarter.
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3. Complete and submit such additional reports as are required by the
County within the specified time frames, providing the Contractor is
given a written request for the reports thirty (30) days prior to the due
date.
C. Inventory: The Contractor agrees to:
1. Submit to the County vendor invoice(s) at the same time with the
monthly billing before County reimbursement of expenditures for
authorized items of $5,000.00, or more;
2. Complete at least once a year a physical inventory of all equipment
purchased with Office of Aging and Long Term Care funds.
D. Contractors Meeting: The Contractor agrees to have a representative attend
meetings of the Office of Aging and Long Term Care contractors and Long
Term Care Planning Committee.
E. Program Publication: The Contractor agrees that:
1. The program shall be publicized on a regular basis, with all publicity
and printed material identifying the Southeast Washington Office of
Aging and Long Term Care as a funding agency;
2. All material distributed with regards to publicizing the program contain
a statement assuring non-discrimination. Following is the wording
suggested:
People for People does not discriminate in providing services on
the grounds of race, creed, color, religion, national origin,
gender, age, marital status, or the presence of any sensory,
mental, or physical handicap.
3. Materials publicizing the program must be printed in other appropriate
languages in counties that have a specific minority 60+ population of
three (3%) percent or more of the general 60+ population.
F. Additional Remuneration Prohibited: Neither the Contractor nor any of its
officers, employees, agents or representatives, shall solicit, impose any fees,
or accept any remuneration whatsoever from clients, friends, relatives, or
representatives of any clients for services performed for that client under this
Agreement other than the client matching monies or donations (see Section
I). In the event that this provision is violated, the County shall have the right
to assert a claim against the Contractor on its own behalf and/or on behalf of
the client.
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G. Private Pay: The Contractor, who offers to the general public on a private pay
basis a service comparable to the service described in this Agreement, must
assure that the County is not charged more for the service than the private
pay fee. The responsibility lies with the Contractor to justify that a service
provided at a different rate is not comparable to this service.
H. Maintenance of Funding Sources: The Contractor agrees that:
1. Neither City nor County funds may be used to replace funds from any
other existing program funding.
2. It will continue or initiate efforts to obtain support from private
sources and other public organizations for this service.
3. It will utilize new funding sources for this service if they become
available through the County or the city and it will make any changes
necessary to meet the requirements of the new funding sources.
I. Fees and Donations: The Contractor agrees that:
1. It will assure that older persons have the opportunity to contribute to
all or part of the cost of the service, but service will not be denied if
participant cannot or does not wish to contribute;
2. It shall utilize client donations to meet project expenses before using
State or Federal funds.
3. It shall provide that the methods of receiving fees, donations and
contributions from individuals shall be handled in such a manner so as
not to publicly differentiate among individuals;
4. All project income derived from the provision of services described
herein or incorporated by reference herein or derived or generated
through program fund-raising activities or profits earned from fixed
rate service shall stay with the project. The income shall be used to
provide increased levels or improved quality of service to the target
population.
J. Monitoring/Assessment Procedures: The Contractor agrees to:
1. Monitor both its fiscal and program status monthly and assess its
performance on program objectives and activities covered under this
Agreement on an ongoing basis;
2. Monitor and assess on an ongoing basis the performance of any
subcontracting agencies, and insure that funds made available are
expended only in accordance with the specific provisions of this
Agreement;
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3. Recognize that the County and the City will monitor and assess the
activities and progress of all programs covered under this Agreement
on an ongoing basis. Said monitoring and assessment will be
accomplished through, but not limited to, review of program and
financial reports, on-site visits (service delivery and administrative
sites), conference with program administrators and staff, and visits by
members of the Office of Aging and Long Term Care (ALTC) staff and
ALTC Advisory Council. Monitoring may include assessing
performance based on information submitted in Request for Proposal
(RFP). Prior notice of all such visits will be provided,
4. Authorize and/or participate in any program or fiscal evaluations or
studies conducted by the County or DSHS. Prior notice will be
provided as well as final reports of evaluations or studies,
5. Conduct a self-evaluation of the program annually. The self-
evaluation shall include a survey of at least 10% of clients utilizing the
service. The Contractor shall take steps to correct deficiencies found
during the internal monitoring. Monitoring reports shall be made
available to the County upon request.
PAYMENT PROVISIONS
I CONSIDERATION
Payment shall be based on claims for reimbursement as reported on the Office of Aging
and Long Term Care invoice and support documentation and shall be contingent upon the
receipt of all required financial and program reports by the respectively assigned due dates.
Neither the City nor the County shall be held responsible for any financial loss suffered by
the Contractor as a result of performance of services as outlined in this Agreement in the
mutually agreed budget, service delivery standards, units of service and payment
standards.
II GENERAL PAYMENTS CONDITIONS
The Contractor agrees to the following standards in satisfactorily performing the terms and
conditions of this Agreement:
A. No payment shall be made for any contracted activity rendered by the Contractor
which is not identified within the terms and conditions of this Agreement and set
forth within a category of the budget.
B. Contractor shall submit to the County a written request for approval of budget
revision when:
1. The revision would change the scope or objectives of any contracted activity
category;
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2. Additional revenue is received for contracted activities within the terms of this
Agreement;
3. The Contractor desires to transfer funds from one budget category to
another. Budget category transfers shall, for the purpose of this Agreement,
be defined as transfers inclusive of those occurring between sub -object
categories when the cumulative amount of all transfers exceeds five percent
(5%) of the County budgeted amount for administration or service delivery.
C. Payments shall be based on the City and County's respective separate receipt of all
fiscal and programmatic reports required by this Agreement to substantiate claims
for reimbursement. The County expressly reserves the right to withhold payment in
whole or in part when:
1. The Contractor fails to submit all required documentation, or
2. In either the City's or the County's respective judgment, additional
information is required to substantiate the basis upon which claims for
reimbursement are made, provided the request for such additional
information is consistent with the requirements of this Agreement; or
3. Claims for reimbursement are inconsistent with the terms and conditions of
this Agreement; or
4. Claims for reimbursement on unit rate price Agreements exceed the
administrative and service delivery budgets without in-kind contributions by
greater than five (5%) percent of their respective allotted amount; or
5. Claims for reimbursement on line -item cost Agreements exceed the
administrative and service delivery budgets of County contracted funds by
greater than five (5%) percent of their respective allotted amount.
D. Program Income - Gross income received by the contractor and/or subcontractors
directly generated by federal funds or a federal grant supported activity or earned as
the result of the grant and/or federal contract.
1. Program income may include, but is not limited to, income from: fees for
services performed, proceeds from the sale, lease or rent of assets which
were acquired using federal funds, contributions/donations from clients,
honorariums, consultant fees, training fees, and the like, earned by staff
when time spent earning such honorarium or fee was charged to federal
funds, and revenue generated from sale of fabricated items.
2. Use program income in accordance with the Department of Health and
Human Services Administration of Grants, 45CFR, Sec. 25. Costs borne by
the program income must be used to satisfy cost sharing.
The City or County agrees to promptly notify the Contractor of any proposed reduction in
funding by State, Federal, or other officials. The Contractor agrees that upon receipt of
such notice it shall take appropriate and reasonable action to reduce its spending in the
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affected funding area so that expenditures do not exceed the funding level which would
result if said proposed reduction became effective.
III BILLING PROCEDURES
A. The Contractor shall submit written claims for reimbursement of contracted activities
provided on the appropriate forms. All payments will be based on contracted
activities provided unless otherwise approved in writing by the County.
B. The City and County each agree to make separate payment for equal matching
shares of contracted services. In the case of the County, payment shall be made by
the Auditor of Yakima County with County warrants within twenty (20) working
days, contingent upon the availability of funds, following receipt of the Contractor's
claims for reimbursement, provided that claims for reimbursement are received by
the County by the ninth day of each month following the month during which the
services were provided. No payment shall be made in the month services are
rendered unless otherwise approved by the County. If the twentieth day of a month
falls on a weekend or holiday, payment will be made the next County working day.
Payments at the end of each month will be made on the last County working day for
that month.
C. PAYMENT CONSIDERATIONS
YAKIMA COUNTY: As consideration for services, as described in the Specific
Provisions of this Agreement and in accordance with the Budget Provisions of this
Agreement, the County agrees to pay the Contractor a sum not to exceed $70,400
from available funds. This total sum shall be available during the period January 1,
2004 through December 31, 2004. These funds shall be used to provide
Transportation services. Payment to the Contractor for this unit rate price
Agreement shall be based on the unit rate of $16.80 per vehicle service hour of
Transportation services during the period January 1, 2004 through December 31,
2004. Client donations received in excess of $1,800 will be used to provide
additional units of service at the unit rate of $17.23 per vehicle service hour or be
spent first before ALTC funds are used.
CITY OF YAKIMA: As consideration for senior transportation services, provided
under this Agreement, the City of Yakima shall pay the Contractor a sum not to
exceed $70,400. This total sum shall be available during the period January 1, 2004
through December 31, 2004. Said sum shall be paid monthly upon proper billings
submitted to the City. Said payments are expressly conditioned upon the Contractor
providing satisfactory services hereunder and documentation (invoices/billings).
Payment to the Contractor for this unit rate price Agreement shall be based on the
unit rate of $16.80 per vehicle service hour of Transportation services during the
period January 1, 2004 through December 31, 2004. Client donations received in
excess of $1,800 will be used to provide additional units of service at the unit rate of
$17.23 per vehicle service hour or be spent first before City or County/ALTC funds
are used.
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COPES Transportation:
The payment for COPES services will be in addition to the contracted amount.
The COPES payment will be based on claims for reimbursement as reported on the
COPES services billing. This includes clients now authorized, number of units of
service and the actual number of units provided. The COPES unit rate will be $50
for ambulatory clients and $54 wheelchair bound clients (round trip).
The Contractor shall:
a. Provide Clients with transportation to essential community services and resources in
accordance with a therapeutic goal included in the Client's Service Plan. The
Contractor shall allow the Client's personal care attendant to accompany the Client at
no extra cost if the Client needs assistance during the trip or at the destination.
Transportation provided under this Contract shall not replace Transportation Services
to medical care provided under the Medicaid transportation brokerage.
b. Be responsible for the entire performance of the Transportation Services in
accordance with federal, state, and local ordinances, statutes, and regulations.
c. Have a current driver's license, or employ drivers who have current drivers' licenses,
appropriate to the operation of the vehicle(s) utilized in the transport of Clients.
d. Transport Clients to community services and resources required by the Client's plan of
care as authorized by DSHS.
e. Maintain transportation records to document the dates, times, destinations, and
distances of each Client's Transportation Services. Upon request, the Contractor shall
make the records available to DSHS or DSHS/designee for review and audit.
f. Maintain sufficient vehicle and passenger insurance coverage in accordance with the
requirements in this Contract.
Operate and maintain the transportation vehicles in a manner consistent with
protecting and promoting the Client's health and welfare.
g.
h. Schedule and operate the Transportation Service to effectively meet the Client's
physical and psychosocial needs including but not limited to:
(1) Physical assistance
(2) Timeliness
(3) Courtesy
(4) Patience.
Duty to Report Suspected Abuse. In addition to the preceding Services, the Contractor shall
report, in accordance with state law, all instances of suspected Client abuse immediately to the
Department at the current state abuse hotline (1-800-562-6078).
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BASIC AGREEMENT No. 2004PFP (UV)
between
YAKIMA COUNTY
and
PEOPLE FOR PEOPLE
Table of Contents
I PURPOSE 1
II AUTHORITY OF THE DIRECTOR 1
III EXTENT OF AGREEMENT 1
IV PERIOD OF AGREEMENT 1
V COMPLIANCE WITH LAWS 1
VI ORDER OF PRECEDENCE 1
VII RELATIONSHIP OF THE PARTIES 2
VIII DEFINITIONS 2
IX SAFEGUARDING OF INFORMATION 2
X TREATMENT OF ASSETS 3
XI LICENSING AND PROGRAM STANDARDS 4
XII STANDARDS FOR FISCAL ACCOUNTABILITY 4
XIII INSPECTION 5
XIV HOLD HARMLESS 5
XV AUDIT REQUIREMENTS 5
XVI INSURANCE AND BONDING 7
XVII NONDISCRIMINATION 7
XVIII INCIDENT REPORTING 8
XIX ASSIGNMENT AND SUBCONTRACTING 8
XX SEVERABILITY 9
XXI MODIFICATION 9
XXII SUSPENSION, TERMINATION AND CLOSE-OUT 9
XXIII INDIVIDUAL RIGHTS AND HIPAA 10
XXIV GRIEVANCE PROCEDURES 10
XXV DEBARMENT AND EXCLUSION 10
XXVI CONFLICT OF INTEREST 11
XXVII CONVENANT AGAINST CONTINGENT FEES 11
XXVIII LOBBYING 11
XXIX PROHIBITION OF POLITICAL ACTIVITES 12
XXX DISPUTES 12
XXXI DRUG-FREE WORKPLACE 12
XXXII REIMBURSEMENT LIMITS 12
XXXIII VENUE 12
XXXIV CONDITION PRECEDENT 12
AUTHORIZED SIGNATURES 13
THIS BASIC AGREEMENT is entered into by and between YAKIMA COUNTY
SOUTHEAST WASHINGTON AGING AND LONG TERM CARE, hereinafter called "The
County," whose address is P.O. Box 8349 Yakima, Washington 98908, and, PEOPLE FOR
PEOPLE, hereinafter called "the Contractor" whose address is P.O. Box 1665, Yakima, WA
98907.
I PURPOSE
The purpose of this document is to establish a Basic Agreement containing General Terms that
shall be incorporated by reference into any Contract executed between Southeast Washington
Aging and Long Term Care and the Contractor.
II AUTHORITY OF THE DIRECTOR OF SOUTHEAST WASHINGTON AGING
AND LONG TERM CARE
The County hereby appoints and the Contractor hereby accepts the Director of Southeast
Washington Aging and Long Term Care or a designee, as the County's representative for the
purpose of administering the provisions of this Basic Agreement and subsequent Contracts,
including the County's right to inspect facilities and records, to receive and act on reports and
documents, to request and receive additional information from the Contractor, to approve budget
revisions and payment changes, to approve fee schedules for services, to assess the general
performance of the Contractor, to determine if contracted services are being delivered in
accordance with Federal, State, and local laws and regulations, to approve subcontracts, and to
suspend this Basic Agreement or any Contract. All actions taken by the Director shall be subject
to approval by the County. The County reserves the right to terminate this Basic Agreement or
any Contract and to commence civil action for its enforcement.
III EXTENT OF AGREEMENT
The Basic Agreement and Contract(s) contain all the terms agreed upon by the parties. No other
understandings, written or oral, regarding the subject matter of this Basic Agreement or any
Contract shall bind the parties.
IV PERIOD OF AGREEMENT
The terms of this Basic Agreement shall commence upon the date of execution and shall remain
in full force and effect until specifically modified or terminated by mutual assent of the parties
regardless of the modification or termination in whole or in part of any Contract. This Basic
Agreement supersedes any prior Basic Agreement executed between Yakima County -Southeast
Washington Aging and Long Term Care and the Contractor.
V COMPLIANCE WITH LAWS
The Contractor, in performance of this Basic Agreement and any Contract, shall comply with all
applicable Federal, State, and local laws and regulations including HIPAA.
VI ORDER OF PRECEDENCE
Unless otherwise provided in a Contract, any inconsistency in the Basic Agreement or a Contract
shall be resolved by giving precedence in the following order:
A. Applicable Federal and State laws and Regulations;
B. The terms and conditions of a Contract;
C. The terms and conditions of the Basic Agreement;
Page 1 of 13 Basic Agreement No. 2004 PFP(UV)
D. Any other provisions incorporated in writing into the Basic Agreement or Contract.
VII RELATIONSHIP OF THE PARTIES
The parties agree that the Contractor is an independent contractor and not an agent or employee
of the County. Agents, employees, or representatives of the Contractor shall neither claim to be
nor present themselves as employees, agents, or representatives of the County for any purpose.
Employees of the Contractor are not entitled to any benefits the County provides for its
employees.
VIII DEFINITIONS
Terms used throughout this Basic Agreement shall have meanings as defined in the Washington
Administrative Code (WAC). Additionally, the following words shall have the meanings as
indicated:
Aging and Long Term Care — Southeast Washington Aging and Long Term Care.
Basic Agreement - This Agreement, which identifies the Contractor and the general terms that
apply when and if the County and the Contractor execute a Contract. The terms of the Basic
Agreement are applicable to a Contract.
Client - An individual applying for or receiving goods, services or benefits under a Contract. The
terms Consumer, Customer, and Participant are synonymous.
Contract - A document consisting of terms specific to contracted services, including Specific
Provisions, Payment Provisions, and a Budget.
Contracted Services - Those services to be provided by the Contractor under the terms of a
Contract.
Contractor - The individual or entity entering into this Basic Agreement with the County. If a
Contract is subsequently executed, the Contractor will deliver contracted services. Contractor
includes authorized representatives and subcontractors retained to deliver contracted services.
The term Business Associate is synonymous.
Director - The Director of the Southeast Washington Aging and Long Term Care or designee.
HIPAA — Health Insurance Portability and Accountability Act of 1996, 45 CFR 160, 164,
privacy and security standards for Private Health Information.
PHI — Private Health Information means individually identifiable information relating to the past,
present or future physical or mental health or condition of an individual, provision of health care
to an individual, or the past, present or future payment for health care provided to an individual.
Subcontract - An agreement between the Contractor and a subcontractor, or between a
subcontractor and another subcontractor, for the delivery of contracted services. The term
subcontract does not include the purchase of supplies or support services that do not directly
affect the client's health or welfare. The term subcontract means subcontract in any tier.
Subcontractor - An individual or other entity delivering contracted services under a separate
agreement with the Contractor or another subcontractor. The individual or entity is bound by the
same HIPAA restrictions and conditions as the county and contractor. The term "subcontractor"
means subcontractor in any tier.
IX SAFEGUARDING OF INFORMATION
The use or disclosure by the Contractor of confidential information and PHI concerning a client is
prohibited without the written consent/authorization of the client, their designee, or responsible
parent or guardian if the client is incompetent or a minor, or as otherwise provided by law,
Page 2 of 13 Basic Agreement No. 2004 PFP(UV)
except:
A. The Director or the Contractor may disclose information to each other, the State of
Washington, or the Federal government for purposes directly connected with the
administration of this Basic Agreement or any Contract. Such information includes
determining eligibility, delivering services, and participating in an audit.
B. The Director or the Contractor may disclose information to appropriate Federal agencies
and the State of Washington for research, monitoring, statistical, and evaluation purposes.
C. The Director and the Contractor may disclose PHI to each other for data aggregation
services, treatment, payment or health care operations.
D. The contractor agrees to develop and use appropriate procedural, physical, and electronic
safeguards to prevent misuse of PHI. The contractor must limit any use or disclosure to the
minimum amount necessary to accomplish the intended purpose.
X TREATMENT OF ASSETS
Real and personal property shall not be purchased under this Basic Agreement or any Contract
without prior written approval from the Director. An inventory of such property shall be
completed annually and submitted to the Director
A. Definitions:
1. Nonexpendable Personal Property means tangible personal property having a
useful life of more than one year and an acquisition cost of $5,000.00 or more per
unit, unless defined otherwise by Contract.
2. Personal Property means property of any kind except real property.
3. Acquisition Cost means the amount expended for property, excluding interest and
the book value (acquisition cost less depreciation) of any trade-in.
4. Useful Life of property means that useful service life as based on the U. S.
Department of Treasury, Internal Revenue Service, policies on depreciation for tax
purposes, unless the Contractor can document to the written satisfaction of the
Director some different period.
B. Title to all property furnished by the County with County, State, or Federal funds shall
remain with the County, the State of Washington, or the Federal Government as their
respective interests may appear.
C. Title to all nonexpendable personal property purchased by the Contractor, the cost of which
the Contractor is entitled to be reimbursed as a direct item of cost under a Contract, shall
pass to and vest in the County or State of Washington, or Federal Government as their
respective interests may appear, upon delivery of such property.
D. Nonexpendable personal property purchased by the Contractor under the terms of any
Contract in which title is vested in the County, State, or Federal Government shall not be
rented, loaned, or otherwise passed to any person, partnership, corporation, association or
organization without the prior written approval of the County, State, or Federal
Government.
E. Nonexpendable personal property furnished to or purchased by the Contractor, which is
vested in the County, State, or Federal Government, shall be used only for the delivery of
contracted services.
F. As a condition precedent to reimbursement for the purchase of nonexpendable personal
property, title to which shall vest in the County, State, or Federal Government, the
Page 3 of 13 Basic Agreement No. 2004 PFP(UV)
Contractor agrees to execute such security agreements and other documents as shall be
necessary for the County, State, or Federal Government to protect their respective interests
in such property in accordance with the Uniform Commercial Code -Secured Transactions
as codified in Article 9, Title 62A, RCW.
G. The Contractor shall be responsible:
1. For loss or damage to property of the County, State, or Federal Government that
results from negligence, willful misconduct, or lack of good faith on the part of the
Contractor;
2. To maintain and administer property in accordance with sound management
practices; and
3. To ensure that the property shall be returned to the County, State, or Federal
Government in condition as good as when acquired, reasonable wear and tear
excepted.
H. Upon the loss or destruction of or damage to County, State, or Federal Government
property, the Contractor shall notify the Director thereof and shall take all reasonable steps
to protect that property from further damage.
I. The Contractor shall surrender to the Director all property of the County, State, or Federal
Government within 30 days after settlement upon rescission, termination, or completion of
this Basic Agreement or the Contract(s) for which the property was purchased, unless
otherwise mutually agreed between the Contractor and the Director.
J. The Director may, at his or her discretion, abandon in place property in which title is vested
in the County, State, or Federal Government under the terms of this Basic Agreement
insofar as permitted by law, rule, or regulation, and thereupon all rights and obligations of
the County, State, or Federal Government regarding such abandoned property shall cease.
XI LICENSING AND PROGRAM STANDARDS
The Contractor shall comply with all applicable Federal, State, and local laws and regulations for
licensing, certification and operation of facilities and programs, and accreditation and licensing of
individuals, and other standards or criteria as described in this Basic Agreement or any Contract
to assure quality of services.
XII STANDARDS FOR FISCAL ACCOUNTABILITY
A. The Contractor's fiscal management system shall:
1. Provide accurate, current, and complete disclosure of the financial status of each
Contract;
2. Identify the source and application of all funds received for contracted services,
distinguish costs of contracted services delivered under the terms of the Contract
from all other costs and provide for accounting separation of all funds received; and
3. Report all revenue and expenditures to the Director in a manner consistent with
generally accepted accounting principles.
B. The Contractor agrees to maintain written accounting procedures.
C. The Contractor agrees to:
1. Maintain records and documents that accurately reflect all direct and indirect costs
related to the delivery of contracted services; and
Page 4 of 13 Basic Agreement No. 2004 PFP(UV)
2. Retain all fiscal and program records and other material relevant to a Contract
according to the federal or state program guidelines. Fiscal records must be retained
until all audits are resolved.
XHI INSPECTION
A. The Contractor shall give access to its facilities and records to any authorized officer,
employee or agent of the County, the State of Washington or the Federal Government at all
reasonable times. Authorized persons shall have the right to examine the Contractor's
performance, financial records, and HIPAA documentation and perform other activities to
determine the Contractor's compliance with the terms of this Basic Agreement, any
Contract, and HIPAA. The Director shall give the Contractor reasonable notice of
monitoring, auditing, observation and other visits by its officers and employees to the
Contractor's place of business.
B. The Director may require the Contractor to make reasonable changes in the contracted
services and HIPAA practices, as completed or to be completed, if the contracted services
fail to conform to the standards and specifications set forth in the Contract.
C. The Contractor shall notify the Director immediately of inspections, audits, accreditations,
or program reviews related to the delivery of contracted services. The Contractor agrees to
provide the Director copies of written reports of inspections, audits, accreditations or
program reviews within 72 hours.
XIV HOLD HARMLESS
Each party shall indemnify and hold harmless the other, its officers, agents, and employees, from
any and all liability, loss or damage, including reasonable costs of defense, incurred as a
proximate result, whether direct or indirect, of the indemnifying party's breach of this contract,
including audit exceptions, or its negligence, including that of its officers, agents or employees.
In the event of concurrent negligence, each party shall bear the proportionate share of the
liabilities above described that is attributable to it and its own officers, agents and employees.
XV AUDIT REQUIREMENTS
A. Definitions
Single Audit means an audit that will encompass the entirety of the financial operations of
the Contractor and shall determine and report whether:
1. The financial statements of the Contractor present fairly its financial position and the
results of its financial operations in accordance with generally accepted accounting
principles, and whether the Contractor has complied with laws and regulations that
may have a material effect upon the financial statements;
2. The Contractor has internal control systems to provide reasonable assurance that it is
managing Federal financial assistance programs in compliance with applicable laws
and regulations; and
3. The Contractor has complied with laws and regulations that may have a material
effect upon each major Federal assistance program. In testing compliance for this
section the auditor must select and test a representative number of transactions from
each major Federal assistance program.
Program -Specific Audit means an audit of one Federal program in accordance with
Federal laws, regulations, or audit guides relative to that particular program. When a
Page 5 of 13 Basic Agreement No. 2004 PFP(UV)
Contractor expends Federal Financial Assistance under only one Federal program and the
Federal program's laws, regulations, or grant agreements do not require a financial
statement audit of the Contractor, the Contractor may elect to have a program -specific
audit.
Subrecipient means any person or government department, agency, or establishment that
receives federal financial assistance to carry out or administer a program but not an
individual who is a beneficiary of such a program. Distinguishing characteristics of a
subrecipient include such items as responsibility to meet compliance requirements,
performance measured against meeting the objectives of a program, responsibility for
programmatic decision making, and determining eligibility for assistance.
Vendor means an entity responsible for providing goods or services that are required for
the conduct of a Federal program. Distinguishing characteristics of a vendor include such
items as providing the goods or services within normal business operations, operating for a
profit, providing similar goods or services to many different purchasers, operating in a
competitive environment, and not having responsibility for adherence to program
compliance requirements.
Federal Financial Assistance means assistance provided by a Federal agency in the form
of grants, contracts, cooperative agreements, loans, loan guarantees, property, interest
subsidies, insurance, food commodities, direct appropriations, and other assistance. It does
not include direct Federal cash assistance to individuals. It includes awards received
directly from Federal agencies or indirectly through other units of state and local
governments.
B. The Contractor, if a subrecipient of Federal Financial Assistance and expends (from all
sources) $300,000 ($500,000 for fiscal years ending after December 31, 2003) or more a
year in Federal Financial Assistance, shall purchase annually a single or program -specific
audit conducted for that year by a government auditor or public accountant who meets the
standards for independence specified in the Government Auditing Standards. The
Contractor agrees to:
1. Adhere to the Office of Management and Budget (OMB) Circular A-133 and other
relevant Federal and State Requirements;
2. Provide access to independent auditors to its financial records; and
3. Maintain accounting records that will enable identification of all federal funds
received and expended by the OMB Catalog of Federal Domestic Assistance number.
C. The Contractor, if a subrecipient of Federal Financial Assistance and expends less than
$300,000 ($500,000 for fiscal years ending after December 31, 2003) per year in Federal
awards is exempt from Federal audit requirements for that year, but records must be
available for review or audit by appropriate officials of the Federal Agency, pass-through
entity and the General Accounting Office (GAO).
D. The Contractor, if a vendor, is exempt from Federal audit requirements but records must be
available for review by appropriate officials of the Federal agency, pass-through entity, and
the General Accounting Office. The Contractor agrees to:
1. Ensure that transactions are in compliance with laws, regulations, and the provisions
of the Contract or grant agreements;
2. Maintain accounting records that will enable identification of all federal funds
received and expended; and
Page 6 of 13 Basic Agreement No. 2004 PFP(UV)
3. Provide access to its financial records by appropriate officials of the County, State,
Federal Government or their authorized representative to determine program
compliance.
E. The Contractor shall ensure that the audit report, with management letter, is submitted to
the Director within nine months after the end of the audit period but no later than 30 -days
after its receipt.
XVI INSURANCE AND BONDING
A. The Contractor shall carry, without interruption during the term of a Contract, a
comprehensive bodily injury and property damage liability insurance policy in a minimum
amount of $1,000,000.00 Combined Single Limit (CSL) unless specified otherwise in the
Contract. The Contractor shall also carry either professional liability coverage for the
duration of a Contract or ensure that any licensed or certified professional providing
contracted services carry their own professional liability coverage. Certification of
insurance shall be submitted to the Director within thirty days after execution of a Contract.
B. The Contractor agrees to maintain, without interruption during the term of a Contract, a
Fidelity Bond in a minimum amount of $50,000, unless specified otherwise in the Contract,
that covers all individuals responsible for the administration of funds provided within the
terms of a Contract. Certification of bonding shall be submitted to the Director within
thirty days after execution of a Contract.
C. The Contractor shall notify the Director immediately if either insurance or bonding
coverage is terminated during the term of a Contract or is reduced below contractual
requirements.
XVII NONDISCRIMINATION
A. The Contractor shall develop or adopt a nondiscrimination plan consistent with the
Washington State Law Against Discrimination (RCW 49.60).
B. The Contractor shall not, on the grounds of race, creed, color, religion, national origin,
gender, age, marital status, or the presence of any disability:
1. Deny an individual contracted services or benefits;
2. Provide contracted services or benefits to an individual that are different, or are
provided in a different manner, from those provided to others;
3. Subject an individual to segregation or separate treatment in any manner related to
the receipt of contracted services or benefits; or
4. Deny an individual an opportunity to participate in any program or afford an
opportunity to do so that is different from that afforded others.
C. The Contractor shall not use criteria or methods of administration that have the effect of
subjecting individuals to discrimination because of race, creed, color, religion, national
origin, gender, age, marital status, or the presence of any disability; or have the effect of
defeating or substantially impairing the delivery of contracted services to the class of
individuals mentioned above through the selection of:
1. The types of contracted services or other benefits to be provided;
2. The class of individuals to whom, or the situation in which, such contracted services
or other benefits shall be provided; or
3. The class of individuals to be afforded an opportunity to receive contracted services
or other benefits.
Page 7 of 13 Basic Agreement No. 2004 PFP(UV)
D. The Contractor shall comply with all Federal and State nondiscrimination rules, including:
1. The Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination
against qualified individuals with disabilities and requires reasonable
accommodations to the known physical or mental limitations of an otherwise
qualified individual.
2. Title VI of the Civil Rights Act of 1964 as amended.
3. Section 504 of the Rehabilitation Act 1973 as amended.
4. The Age Discrimination Act of 1975 as amended.
5. The Washington State Law Against Discrimination, RCW 49.60.
E. The Contractor shall have a written procedure for resolving complaints that allege a
violation of Federal laws against discrimination. A copy shall be made available to clients
and applicants for contracted services. Such procedures should include time frames for
Contractor response or action. Persons wishing to file a complaint shall be advised in
writing of their right to file their complaint within 180 days of the alleged act of
discrimination directly with the Washington State Human Rights Commission, the U.S.
Equal Employment Opportunity Commission, the U.S. Department of Health and Human
Services Office for Civil Rights, or the U.S. Department of Labor Office of Contract
Compliance.
F. The Contractor shall require subcontractors to fully comply with the provisions of this
section, Including sanctions for noncompliance.
XVIII INCIDENT REPORTING
The Contractor agrees to report any extraordinary incident to the Director, in writing, within three
working days of the occurrence of an incident. A reportable incident is one that occurs or arises
under this Basic Agreement or any Contract, and that involves:
A. A death or injury, requiring inpatient hospital care, of a client or person under the care,
supervision, or control of the Contractor at the time of the incident;
B. An act of violence or serious crime in which the victim or the perpetrator is a client or
person employed by or under the care, supervision, or control of the Contractor at the time
of the incident;
C. An incident of such public concern that the Director or the Board of Yakima County
Commissioners may have a need to know; or
D. A loss of funding so great as to jeopardize the Contractor's ability to fulfill the terms of this
Basic Agreement or any Contract.
E. Any unauthorized uses/disclosures of which it becomes aware, and shall take all reasonable
steps to mitigate the potentially harmful effects of such breach.
XIX ASSIGNMENT AND SUBCONTRACTING
The Contractor shall not assign or subcontract any portion of contracted services unless the
written subcontract has been reviewed and approved by the Director prior to the start of the
subcontract. All contracted services that are not delivered directly by the Contractor must be
delivered according to the terms of this Basic Agreement and the Contract.
Page 8 of 13 Basic Agreement No. 2004 PFP(UV)
XX SEVERABILITY
If any provision of this Basic Agreement shall be held invalid, the invalidity shall not affect the
other provisions of the Agreement. To that end, the provisions of this Basic Agreement are
severable.
XXI MODIFICATION
No modification or waiver of any clause or condition of this Basic Agreement is binding upon
either party unless such modification or waiver is in writing and executed by both parties.
XXII SUSPENSION, TERMINATION AND CLOSEOUT
If the Contractor fails to comply with the terms of this Basic Agreement, any Contract or HIPAA,
the Director may pursue such remedies as are legally available including the suspension or
termination of this Basic Agreement or the Contract in whole or in part in the manner specified
herein.
A. Suspension - If the Contractor fails to comply or is unable to substantiate full compliance
with the terms of this Basic Agreement or any Contract, the Director may suspend this
Basic Agreement or the Contract in whole or in part pending corrective action or
investigation, effective no less than seven days following written notification to the
Contractor. The suspension shall remain in force until the Contractor complies to the
satisfaction of the Director and is able to substantiate its full compliance with the terms of
this Basic Agreement and the Contract. No obligation incurred by the Contractor during
the period of suspension shall be allowable under this Basic Agreement except:
1. Reasonable, proper, and otherwise allowable costs that the Contractor could not
avoid during the period of suspension; and
2. Discretionary costs that the Contractor incurred during the period of suspension if the
Contractor is able to substantiate complete compliance with the terms of this Basic
Agreement and the Contract.
B. Termination for Cause - The Director may, by written notice, terminate this Basic
Agreement or any Contract in whole or in part for substantial breach by the Contractor of
duties under this Basic Agreement, any Contract or HIPAA. In such an event, the
Contractor shall be liable for reasonable damages, including the reasonable cost of
procuring similar services actually procured by the Director to fully execute the
Contractor's duties under this Basic Agreement and the Contract(s).
C. Termination for Other Grounds - This Basic Agreement or any Contract may be
terminated in whole or in part by:
1. Either party, upon thirty days advance written request, in which case the two parties
shall devise by mutual agreement the conditions of termination including the
effective date and in case of termination in part, the portion to be terminated.
2. The Director, immediately upon written notice, if funding is withdrawn or reduced to
the extent that the continuation is not in the best interest of the County.
D. Closeout - Upon expiration or termination of a Contract, in whole or in part, the following
provisions shall apply:
1. The County shall pay to the Contractor all allowable reimbursable costs not covered
by previous payment upon submittal of a final invoice, subject only to the right
reserved to the parties in the event of a dispute as provided in subparagraph "3"
below.
Page 9 of 13 Basic Agreement No. 2004 PFP(UV)
2. The Contractor shall pay to the County moneys received from the County in excess
of allowable costs, subject only to the right reserved to the parties in the event of a
dispute as provided in subparagraph "3" below.
3. In the event the Director and the Contractor are unable to agree upon amounts due as
provided in subparagraphs "1" or "2" above, either party shall have the right to
withhold the disputed amount from final payment pending a final audit, and then pay
such amounts as the audit determines are payable.
4. The Contractor shall submit all required financial and performance reports and claims
for payment within thirty days after the end of the contract unless a different period is
set by the County.
5. At the option of the Director, the contractor shall return or destroy all PHI created or
received from or on behalf of the county and provide appropriate documentation
evidencing procedure. The contractor agrees that it will not retain any copies of PHI
except as required by law. If return or destruction of all PHI, and all copies of PHI, is
not feasible, contractor agrees to extend the protections of this Contract to such
information for as long as it is maintained.
E. Notices shall be delivered by U.S. mail to the address stated in the first paragraph of this
Agreement or such other address provided by the Contractor in writing to the Director.
XXIII INDIVIDUAL RIGHTS AND HIPAA
The contractor shall make all PHI and related information in its possession available
A. To the individual or his/her personal representative or to the county, for inspection and
copying.
B. To the individual or his/her personal representative or to the county to fulfill any obligation
to account for disclosures of PHI.
C. To the county to fulfill any obligation to amend PHI and related information and shall
incorporate any amendments or related statements into the information the contractor holds
and notify any subcontractors or agents of amendments.
XXIV GRIEVANCE PROCEDURES
The Contractor shall have a written procedure for resolving grievances. A copy shall be made
available to clients and applicants for contracted services. Such procedures should include time
frames for filing a grievance and provide opportunities for informal and formal resolution. For
grievances arising from the delivery of contracted services, the grievance procedures must
include the right of the grievant to appeal to the Director. Applicants and clients shall be advised
of the grievance procedures and their right to due process if they feel they have been wrongfully
denied or terminated from services.
XXV DEBARMENT AND EXCLUSION
A. The Contractor shall and does certify it is not debarred, suspended, ineligible or voluntarily
excluded from participation in Federal assistance programs. The Certification will be
signed and submitted to the Director before the execution of this Basic Agreement.
B. The Contractor shall provide immediate written notice to the Director if at any time the
Contractor learns that its certification was erroneous when submitted or has become
erroneous by reason of changed circumstances.
Page 10 of 13 Basic Agreement No. 2004 PFP(UV)
C. The Contractor shall not knowingly assign or subcontract any portion of contracted services
to a person who is debarred, suspended, declared ineligible, or voluntarily excluded from
participation.
XXVI CONFLICT OF INTEREST
The Director may, by written notice to the Contractor, terminate this Basic Agreement in whole
or in part if it is found after due notice and hearing that any of the following laws have been
violated in obtaining or amending this Basic Agreement or any Contract or in making
determinations with respect to this Basic Agreement or any Contract:
A. RCW 42.20, Misconduct of Public Officers;
B. RCW 42.23, Code of Ethics for Municipal Officers -Contract Interests.
C. RCW 42.52, Ethics in Public Service
The County shall not be liable for payment for services rendered under any Contract to the extent
this Basic Agreement or the Contract was entered into in violation of this clause.
XXVII COVENANT AGAINST CONTINGENT FEES
The Contractor shall assure that no person or agency has been employed or retained on a
contingent fee for the purpose of seeking or obtaining a Contract. This does not apply to
legitimate employees or an established commercial or selling agency maintained by the
Contractor for the purpose of securing business. In the event of breach of this clause by the
Contractor, the Director may:
A. Annul this Basic Agreement or the Contract in whole or in part without any liability; or
B. Deduct, or similarly recover from the consideration of the Contract, the amount of the
contingent fee.
XXVIII LOBBYING
A. Federal requirements (U.S.C. Title 31, §1352):
1. No Federal appropriated funds may be paid, by or on behalf of the Contractor, to any
person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress or an employee
of a Member of Congress in connection with the making of any Federal grant, the
entering into of any cooperative agreement and the extension, continuation, renewal,
amendment, or modification of any Federal grant or cooperative agreement. If non -
Federal funds are used, the Contractor shall complete and submit Standard Form -
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
2. The Contractor, if a recipient of a grant or cooperative agreement over $100,000,
shall and does certify that it did and will comply with these Federal requirements.
The Certification will be signed and submitted to the Director before the execution of
this Basic Agreement.
B. State requirements (RCW 42.17.020 (27); RCW 42.17.190; RCW 34.05):
No public funds may be used directly or indirectly to attempt to influence the passage or
defeat of any legislation by the legislature of the State of Washington, or the adoption or
rejection of any rule, standard, rate, or other legislative enactment of any State agency
under the State Administrative Procedure Act. Provided, This does not prevent the
Contractor from communicating with a member of the legislature on the request of that
member or requesting legislative action or appropriations through appropriate channels.
Page 11 of 13 Basic Agreement No. 2004 PFP(UV)
XXIX PROHIBITION OF POLITICAL ACTIVITIES
No funds, material, property or contracted services provided under the terms of this Basic
Agreement or any Contract shall be used for partisan political activity or to further the election or
defeat of any candidate for public office.
XXX DISPUTES
Any dispute arising under this Basic Agreement or any Contract, including a disputed complaint
or grievance resolution, shall, unless otherwise provided in this Basic Agreement or the Contract,
be submitted in writing to the Director for settlement under Southeast Washington Aging and
Long Term Care's Dispute Resolution Procedures.
XXXI DRUG-FREE WORKPLACE
A. The Contractor shall and does certify it provides a drug-free workplace in compliance with
the Drug -Free Workplace Act (Public Law 100-690 Title V, Subtitle D). The Certification
will be signed and submitted to the Director before the execution of this Basic Agreement.
B. The Contractor shall publish a statement notifying employees of prohibitions against use,
manufacture, distribution or possession of controlled substances in the workplace and
specific actions that will be taken in the event of non-compliance. Employees shall be
notified that, as a condition of employment, they must abide by the terms of the statement
and notify the employer in writing of any conviction for a criminal drug statute occurring in
the workplace within five calendar days after such conviction. This statement shall at a
minimum be distributed to all employees engaged in the delivery of contracted services.
C. The Contractor shall establish an on-going drug-free awareness program to inform
employees about:
1. The dangers of drug abuse in the workplace;
2. The contractor's policy of maintaining a drug-free workplace;
3. The availability of drug counseling, rehabilitation, and employee assistance
programs; and
4. The penalties that may be imposed upon employees for drug abuse violations
occurring in the workplace.
XXXII REIMBURSEMENT LIMITS
The sum of payments to the Contractor for a contracted service shall not exceed the contracted
unit rate or the contracted amount whichever is greater. In the event payments to the Contractor
exceed this limit, the overpayment shall be returned to the County or deducted from the next
Claim for Payment submitted by the Contractor.
XXXIII VENUE
This Basic Agreement and all Contracts shall be governed by the laws of the State of
Washington. Any action, suit, or judicial proceeding for the enforcement of this Basic
Agreement or any Contract shall be brought in the Superior Court for the State of Washington in
Yakima County, Washington.
XXXIV CONDITION PRECEDENT
This Basic Agreement shall not be binding upon the County until signature on behalf of the
County is authorized by Resolution of the Board of Yakima County Commissioners.
Page 12 of 13 Basic Agreement No. 2004 PFP(UV)
YAKIMA COUNTY
SOUTHEAST WASHINGTON OFFICE OF
AGING & LONG TERM CARE
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Date
AGREEMENT AUTHORIZATION
Resolution No. 615 -2_,00
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Marilyn Mason -Plunkett,
Executive -Director
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BOARD OF YAKIMA COUNTY
Attest: Clerk of the Board
Carla M. W
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Date
Jennifer Adams
Deputy Clerk of the Board
Page 13 of 13 Basic Agreement No. 2004 PFP(UV)
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS
Signature of this form provides for compliance with certification requirements under the "New Restrictions on Lobbying,"
"Government -wide Debarment and Suspension (Nonprocurement) and Government -wide Requirements for Drug -Free
Workplace (Grants)." The certifications shall be treated as a material representation of fact upon which reliance was placed
when this basic agreement was entered into.
1. LOBBYING
As required by Section 1352, Title 31, of the U.S. Code for persons entering into a grant or cooperative agreement (including
subawards) over $100,000, the contractor certifies that:
A) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for
influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with the making of any Federal grant, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal
grant or cooperative agreement;
B) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or
attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress
or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned
shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions;
C) The undersigned shall require that the language of this certification be included in the award documents for all subawards
at all tiers (including subgrants, contracts under grants and cooperative agreements, and subcontracts) and that all
subrecipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
As required by the certification requirements under the regulations implementing Executive Order 12549, Debarment and
Suspension, the contractor certifies that it and its principals:
A) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in covered transactions by any Federal department or agency;
B) Have not within a three-year period preceding this Agreement been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or perfouning a
public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false
statements, or receiving stolen property; and
C) Are not presently indicted for or otherwise criminally or civilly charged by a Government entity (Federal, State, or local)
with commission of any offenses enumerated in paragraph (B) of this certification.
Where the contractor is unable to certify to any of the statements in this certification, he or she shall attach an explanation to
this application.
3. DRUG-FREE WORKPLACE
As required by the Drug -Free Workplace Act of 1988 (Pub.L. 100-690, Title V, Subtitle D) and implemented through additions
to the Debarment and Suspension regulations, published in the Federal Register on January 31, 1989, and May 25, 1990:
A) The Contractor certifies that it will or will continue to provide a drug-free workplace by:
1) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use
of a controlled substance is prohibited in the contractor's workplace and specifying the actions that will be taken
against employees for violation of such prohibition;
2) Establishing an ongoing drug-free awareness program to inform employees about:
a) The dangers of drug abuse in the workplace;
b) The contractor's policy of maintaining a drug-free workplace;
c) Any available drug counseling, rehabilitation, and employee assistance programs; and
d) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;
3) Making it a requirement that each employee to be engaged in the performance of the contract be given a copy of the
statement required by paragraph (1);
4) Notifying the employee in the statement required by paragraph (1) that, as a condition of employment under the
contract, the employee will:
a) Abide by the terms of the statement; and
b) Notify the employer in writing of his or her conviction for a violation of a criminal drug statue occurring in the
workplace not later than five calendar days after such conviction;
5) Notifying the County, in writing, within ten calendar days after receiving notice under subparagraph (2)(b) from an
employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide
notice, including position title, to every grant officer or other designee on whose contract activity the convicted
employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice
shall include the identification number(s) of each affected contract;
6) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (4)(b), with
respect to any employee who is so convicted:
a) Taking appropriate personnel action against such an employee, up to and including termination, consistent with
the requirements of the Rehabilitation Act of 1973, as amended; or
b) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program
approved for such purposes by a Federal, State or local health, law enforcement, or other appropriate agency;
7) Making a good faith effort to continue to maintain a drug- free workplace through implementation of paragraphs
(1),(2),(3),(4),(5), and (6).
B) Insert in the space provided below the site(s) for the performance of work done in connection with the specific contract:
Place of Performance: (Street address, city, county, state, zip code)
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36z_- WI es-( ilf i&i&
(10,1fmt,L : UC , Clgc 02_
Check if there are workplaces on file that are not identified here.
As the duly authorized representative of the Contractor, I hereby certify that the Contractor will comply with the above
certifications.
�o(e. -roP, i't ple
Contractor
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Printed Na ne and Title of Authorized Representative
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Signature and Date
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. f Lf
For Meeting of: January 20, 2004
ITEM TITLE: A Resolution Authorizing an Agreement with Yakima County
and People For People, Inc. for Upper County Transportation
Services for the Elderly and Handicapped Citizens
SUBMITTED BY: Chris Waarvick, Director of Public Works
Ken Mehin, Transit Manager
CONTACT PERSON/TELEPHONE: Ken K. Mehin, 576-6415
SUMMARY EXPLANATION:
Yakima Transit respectfully submits for Council's approval the annual agreement for
transportation services with People For People, Inc. in conjunction with the Yakima
County Office of Aging and Long Term Care (ALTC) transportation program for citizens
residing in the unincorporated areas of Upper Yakima County. This partnership
enhances opportunities for eligible city residents who are elderly or handicapped by
utilizing the same contracted paratransit service provider for Yakima County, People For
People, Inc. Transportation services include trips to and from social services, medical
care facilities, nutrition programs, senior citizen centers, etc. for citizens certified eligible.
No local City funds are utilized in this contract. The City receives federal funds made
available through the Department of Transportation's Federal Transit Administration to
match state funds provided by Yakima County. These funds increase Yakima Transit's
Operating budget to $148,000 and allocates $74,000 for the program. If Council
approves this request, the new ALTC transportation service agreement term is for the
calendar year 2004 (January 1 through December 31).
Resolution X Ordinance Other (Specify) "Performance Agreement No. 2004-PFP
(UV) Administration Agreement," and "Standard Terms and Payment Provisions 2004 People
for People - Upper Valley" Contract X Mail to (name and address) : ALTC, P 0 Box 8349,
Yakima, WA 98908 (965-0105)
Funding Source: FTA Operating Assistance / Yakima Transit Operating Funds $74,000
APPROVED FOR SUBMITTAL : � J City Manager
STAFF RECOMMENDATION: Staff respectfully requests the City Council to adopt
the resolution authorizing execution of "Performance Agreement No. 2004-PFP (UV)
Administration Agreement," and "Standard Terms and Payment Provisions 2004 People for
People - Upper Valley" for the purpose of providing senior citizen transportation services
during 2004 with People For People, Inc. in conjunction with the Yakima County Office of
Aging and Long Term Care (ALTC) .
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
Resolution adopted. RESOLUTION R-2004-11