HomeMy WebLinkAboutEC12-079 - Original - United Way of King County - New Solutions Funding: East Hill Revitalization - 12/01/2011 Records Mana- gemen-
��KKNT Document
VI<S HI NGTOn
CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission to City Clerks Office. All
portions are to be completed, if you have questions, please contact City Clerks Office.
Vendor Name:
Vendor Number:
JD
Edwards Number
Contract Number: ECG '
This is assigned by Deputy City Clerk
Description: ( I n f (' 3Irai2t
Detail:
Project Name
Contract Effective Date: 12J ! ) Termination Date: `C
Contract Renewal Notice (Days):
Number of days required notice for termination or renewal or amendment
Contract Manager: �c�Sh �.�t Department: _
Abstract:
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S Public\RecordsManagemenf\Forms\ConfracfCover\ADCL7832 07102
United n United Way of King County Contract
Way ty,► New Solutions Funding Contract
United Way of King County December 1, 2011—June 30, 2012
This contract is made between United Way of King County and, City of Kent,referred to as "the
Contractor".
A. Term of Contract
This contract is in effect from December 1,2011 to June 30,2012
B. Amount of Contract
A total of$20,000 will be awarded to the Contractor by United Way of King County for services provided
during the terms of the contract Subject to the terms and conditions contained in this agreement and all
attachments,payment shall be made according to the payment schedule in Attachment A
C. Amendments
United Wav of hing County,at its sole discretion,may adjust amounts awarded under this contract or
otherwise amend the contract,upon at least 90 days written notice,for changes in economic and other
conditions affecting our community,including but not limited to 1) determination that United Way of King
Countv revenues are insufficient to meet current or emerging priorities or 2) determination that significant
changes in public sector funding warrant changes in United Way of Kmg County's funding Other
amendments require mutual written consent and 60 daps notice
D. Scope of Work
The Contractor agrees to the scope of work as outlined in Attachment B
E. Anti-Terrorism Compliance Measures
In compliance with the spirit and intent of the USA Patriot Act and other counterterrorism laws, the
Contractor represents that it takes reasonable steps to
1 Verifv that individuals or entities to which it provides,or from which it receives, funds or other material
support or resources are not on the U S Government Terrorist Related Lists*,
2 Protect against fraud with respect to the provision of financial,technical,in-kind or other material
support or resourceq to persons or organizations on such lists,and
3 Ensure that it does not knowingly provide financial,technical,in-kind or other material support or
resources to any individual or entity that it knows beforehand is supporting or funding terrorism
(whether through direct allocation by the United Wav of King Countv Board of Diieccois or through the
distribution of donor designated funds which it processes for donors participating in a United Way of
King County campaign)
*In this form,"U S Government Terrorist Related Lists"refers to (a) the list of persons and entities in
Executive Order 13244, (b) the master list of Specially Designated Nationals and Blocked Persons maintained
by the Treasury Department,and (c) the list of Foreign Terrorist Organizations maintained by the
Department of State, as may be updated from tune-to-time
F. Non-Discrimination Compliance Measures
The Contractor shall not discrurunate on the basis of age,gender, race,sexual orientation,national origin,
religion,presence of a disability or any other requirements of federal, state,or local law in the dchvery of
service The Contractor also acknowledges and understands United Way of King County's strong
commitment to and preference for funding Contractors which prohibit discrimination based on age,gender,
City of Kent New Solutions Conte¢FY2012 1
race, sexual orientation,national origin,religion and presence of a disability in all azeas,including governance,
emplovment or volunteer reciultment
G. Termination of Contract
If the Contractor fails to meet or comply with the terms of this contract,United Way of King County may,at
its sole discretion
1 work with Contractor to develop a goal and timeline for compliance,or
2 defer payments,or
3 eliminate payments,or
4 amend the award,or
5 terminate the contract with 30 days notice
During the contract period,the Contractor will notify United Way of King County at least 60 days prior to
the effecuvc date should the Contractor plan to discontinue a program that is tied to the funded outcome(s)
Either party may terminate the contract for cause upon 30 days notice United Way of King County may
withhold payments and/or terminate all of its contractual obligations hereunder immediately if,in the opinion
of United Way-of Ding County,the Contractor mismanages or makes improper use of any funds provided
hereunder,or refuses to comply with any of the terms and conditions of this contract United Way of King
County will require repayment of any funds determined to be mismanaged by the Contractor
H. Contract Terms
The Contractor agrees to comply with all federal and state laws pertaining to charitable organizations The
Contractor agrees to comply with all United Way of King County terms, conditions and requirements as
stipulated in this contract and attachments At any time during the contract year,United Way of King County
may conduct an audit to verily compliance with contract terms The following attachments are included and
in effect with this contract
® Attachment A—Payment Schedule
® Attachment B—Scope of Work
® Attachment C—Contract Requirements
® Attachment D—Audit Policy
I. Signatures
The signatures on this document indicate that the parties are in agreement with all stipulations made herein
Contractor,your signatures further indicate that you are currently in compliance with all contract terms,
conditions and requirements
UNITED WAY OF KING COUNTY CITY
n
\L
Fine e Direc C O Signariire*
President/CEO //
Director/CLO:Name (printed)*
rY1A�/,o�
Director/CEO's Title (printed)*
12/2/2011 /14461//Z
Date
*Required
City of Kent New Solutions Contract FY2012 2
e
Attachment A
Payment Schedule
Payments under this contract shall not exceed$20,000
A one-tune payment of$20,000 will be made by United Way of King County within four weeks after receipt
of the fully-executed contract,including all attachments
Cary of Kent Neu Solunons Contract FY2012 3
Attachment B
Scope of Work
This project works to break down silos and build a collaborative,community driven neighborhood approach
in the East Hill of Kent Using a recently developed network map,a stakeholder group will be formed,
trained and supported to bring people together,identify gaps and bring about creative solutions Current
participants include small businesses,community members,public health,and City of Kent departments of
Parks,Economic Development,Human Services and Neighborhoods
Result an East Hill Partnerslnp includes all sectors of the community and is lead by community residents and
local business owners A place-based set of strategies is under development,with a least one early win
Citv of Kent New Solution,Contract f,Y2012 4
Attachment C
Contract Requirements
The Contractor agrees to the following requirements
REQUIREMENT DUE DATE
1 End of Year Report July 23,2012 for period December 1,
The Contractor will measure the work listed in this contract 2011 June 30, 2012
in accordance with instructions provided by United Way of Submission will be made in e-CImpact
King County and will report to United%Vav of King County
regarding the results of outcome evaluation
2 Success Storq Not later than July 23,2012 with the end-
The Contractor will submit at least one individual or of-year Outcome Report
program level Success Story The story should be current, Submission will be made in e-CImpact
but may be pulled from an alreadv prepared newsletter or
document prepared by the Contractor
3 Non-discinrnnation Policies Ongoing
See Section F,Non-discrimination Compliance Measures
4 Financial Audit Audit submission due 6 months plus 1
The Contractor will adhere to United Way of King County's day following the Contractor's fiscal year
Audit Pohcy as outlined in Attachment D end
5 If the Contractor has a website,it displays the United Way of Ongoing
King County logo on its home page with a hyperlink to
http//ww-,v umtedwayofkingcounty org and the statement,
"Supported by United Way of King County"
6 The Contractor will display the United Way of King County Ongoing
logo in newsletters,e-newsletters, annual report and printed
brochures relevant to the funded outcome(s)
The Contractor will provide copies of electronic or hard- Ongoing
copy newsletters to Commumcations Director, United Way
of Iung County, 1-0 Second Avenue, Seattle,WA 98104,or
to mbeneke 9u,,xkc org
8 The Contractor will maintain an up-to-date listing in the 211 Ongoing
registry
City of Kent New Soluuons Contact FY2012 5
Attachment D
United Way of King County Audit Policies
REQUIRED SUBMISSIONS
All United Way of hung County(hereafter known as L%KC)grantee agencies are required to annually
submit financial statements that are GAAP compliant or a tax return(please refer to"Content of Subtn ssion
Packet")
These submission packets are due no later than six(6)calendar months plus one(1) day after the close of an
agency's fiscal year (1 e,if your fiscal year end is December 31,the reports are due July 1 of the following
year)
With all submissions or milestones,if a due date falls on a weekend or UWKC holiday,the due date is moved
to the following L'WKC busitiess day
Submission packets are apportioned into three (3) tiers by amount of revenue and/or grantee award.
Tier 1,Agency has:
$1,000,000 or more in total annual revenues OR receives$100,000 or more annually in grantee funding
from U\X, C,the agenc is required to submit
1 Audited Financial Statements
2 Documentation that the Agency's governing Board (or Board designated committee) has accepted
the audit report Acceptable documentation can be either (a) muttutes of the agency Board (ot Board
designated comumttee) meeting at which the audit report was accepted as final, or (b) a letter signed
by an agency Board officer that,in his/her capacity as a Board officer,he/she accept the audit report
as final, ao authorized by the board
3 All ON1B Circular A-133 reports associated with the financial statement audit
4 SAS 115 letter,Commumcatton of Internal Control Related Matters Identified in an Audit,or a
management letter or letter signed by a Board officer stating that no material weaknesses or
significant deficiencies were reported to the Board by the auditor
Tier 2,Agency has:
Between $300,000 and$999,999 in total annual revenues OR receives between$30,001 and$99,999 in
funding annually in grantee funding from U\XKC, the agency is required to Submit
1 Reviewed Financial Statements
2 Documentation that the Agency's governing Board (or Board designated committee)has accepted
the review Acceptable documentation can be either (a) minutes of the agency Board (or Board
designated committee) meeting at which the review was accepted as final, or(b) a letter signed by an
agency Board officer that,in his/her capacity as a Board officer,he/she accept the review as final,as
authorized by the board
Tier 3,Agency has-
Less than$300,000 in total annual revenues OR receives $30,000 or less in grantee funding annually from
UXX1,,C the agencv is requited to submit
1 IRS Form 990 or 990L+Z
2 The agency financial tool provided by UWKC.
,� Qw of Kent New Solunon,Contract M 2012 6
Submission Requirements:
1 Audit reports must be prepared in accordance with Generally Accepted Auditing Standards by an
independent certified public accountant
2 Review reports aic to be prepared in accordance with AICPA standards
3 Financial statements-must be in conformity with Generally Accepted Accounting Principles
("GAAP") and the American Institute of Certified Public Accountants (AICPA) Guide, "Audits for
Not-For-Profit Organizations"
4 Where applicable,audits are to adhere to Government Auditing Standards,the requirements for
OMB Circular A-133,and any other relevant standard
The independent accountant's report should include an unqualified opinion In the rare event of a qualified
opinion,an adverse opinion,or a disclaimer of opinion,the report must be accompanied liv an agency board
statement which sets out the agency's plan for correcting the item or items which caused the independent
accountant to issue other than an unqualified opinion
If any part of the submission audit packet is missing by the due date,including financial statements
that are non-compliant with GAAP,the entire packet is considered to be incomplete and funds will
be held until all required pieces are submitted and reviewed.
REVIEW OF SUBMISSION PACKETS
Upon receipt of the subtrussion packet,the submission will be reviewed by the UWKC Audit Review
Committee
The review process may uncover issues that call into question the financial health or integrity of an agency,or
create doubt as to the ability of that agencv to honor its contractual performance commitments with UWKC
Such issues will be investigated by staff and committee members Agencies will be notified of all issues to be
investigated and notified when issues are resolved
During this investigation,the agency's non-designated funds will be withheld Upon successful resolution of
the issues, the withheld funds will be released If the issues cannot be successfully resolved,the Community
Building Committee will ask the Board of Directors of UWKC to approve the forfeiture of all withheld funds
and to cease non-designated funding for that agency
If the Board of Directors of UWKC approves the forfeiture of all withheld funds and the cessation of non-
designated funding for that agency, the agency may reapply for future funding from LAVK-C
Issues identified in the review of the submission packets,as well as the agency's history of submissions
(including timely filing),will be an element in determining anv future allocation levels
EXTENSION REQUESTS
If an agency is unable to meet the due date,a written extension request may be submitted by the agency to
LtiW/KC The extension request
1 must be signed by the Chair of the agency's governing Board
AND
2 received at UWW'KC in time to be evaluated and approved prior to the due date (At a minimum the
request should be submitted to U\W'KC at least 1 week before the due date)
Approval of an extension shall be limited to circumstances clearly beyond the control of the agency
Cety of Kent Ncw solutions Contract FY2012 9
..dwtlk,:
Extension requests must include a target submission date as well as a brief description of
1 What events) has caused the submission to be late
2 Who is responsible for the event(s) causing the delay
3 The timing of the relevant factors affecting the event
4 Why the event(s) is beyond the control of the agency
5 What steps the agency has taken to ensure that the delay will not reoccur
Extension requests must be approved by both the Chair of the UWKC Audit Review Committee (or
designee) and the Senior Vice President of Community Services (or designee) The approval process may
require a week or more
If the extension is not approved,the agency will be considered subject to the impacts noted in the
following section
IMPACT OF NON-FILING OR INCOMPLETE FILING
Failure to comply with the stated Audit Policy will result in the following actions:
•If the required submission is not received agency funding will be withheld after receiving
communication from UWKC as per contractual agreement("sequestering process") Funding will be
withheld until the complete audit packet is submitted and reviewed by the U W`KC Audit Review Commutee
Chair or their designee
•If the required submission is 90 days or more late: the President of UWKC or their designee, through
the Community Building Comm ttee,will bring this issue before the Board of Directors of UWKC to
approve the forfeiture of a portion of,or all,withheld funds and to cease non-designated funding for that
agency and take other appropriate action
•If an extension request has been approved after the sequestering process has begun,the sequestering
process is stopped temporarily,but resumes at the point of interruption should the agency fail to meet the
target submission date that was agieed to in the extension approval process
•Upon Audit Review Committee verification that the agency has submitted a current and complete packet
and that the review process uncovered no issues to be investigated,the Chair of the UWXT C Audit Review
Committee will notify the President of UWKC or his/her designee in writing The President of UWKC or
his/her designee will instruct the accounting staff to release all withheld non-designated funds to the agency
and to resume normal monthly non-designated fund payments for that agency The President of UWKC or
his/her designee will notify both the agency Executive Director and the agency Board Chair of this action
A copy of the Audit Review Committee letter of audit verification and a copy of the President's letter of
release from sequestering will be placed in the agency's permanent file
Impact on continued funding: If an agency's allocation is withheld,a contract for further funding will not
be issued until the UWKC Audit Policy requirements are met and any issues are resolved Further,if an
agency's allocation is withheld,the sequestering will not be removed until required submissions for all missing
years are received,reviewed by the UWKC Audit Review Committee and any issues are resolved
Approved by UWKC Community Building Committee March 2011
Cap of Kent New Solution Contract FY2012 8
.ram-.
REQ VEST FOR MAYOR'S SIGNATURE
KENT Please FIII In All Applicable Boxes
W A HI HGTON
Routing Information (ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Originator C� �� �G�yt� Phone (Originator). T~ V
Date Sent I j Date Required. }Return Signed Document to* , ,CONTRACT TERMINATION DATE: �C �Z
VENDOR NAME: V`�1 �� DATE OF COUNCIL APPROVAL: WJ2 j 1 7 t
Brief Explanation ofDocument:
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All Contracts Must Be Routed Through the Law Department
(This Area to be Completed 6v the Law Department)
Received RECS VE
Approval of Law Dept. JAN 15 2012
Law Dept. Comments.
LAW DES
Date Forwarded to Mayor I Lip ( 2-
Shaded Areas to Be Completed by Administration Staff
Received: D (�L-r- -�--�--I�
lj U—.7
Recommendations & Comments. 2tz' j
Disposition: j /Z
v
Date Returned:
lage58710 3/05 ,