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Home My WebLink AboutCAG2021-116 - Amendment - #4 - KC Community and Human Services - VSHS Levy 2021/2023 Senior Activity Center - 02/03/2023_______2/6/23 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A LIQ King County Department of Community and Human Services Adult Services Division (206) 263-9100 TTY Relay: 711 CONTRACT AMENDMENT DCHS / Seniors Levy Contract No. Project/Exhibit(s) I : City of Kent - Senior Activity Center - Original Contract Date Senior Hubs - VSHSL - SE3 Contractor Kent Senior Activity Center Amendment No. Address 600 East Smith St Amendment Start Date Kent, WA 98030 Amendment Requested By: Adult Services Division Claudine Wallace / (206) 477-5157 01 /01 /2021 12/01 /2022 Amendment Effects: X Scope of Service Time of Performance X Compensation Method of Payment PURPOSE The purpose of this amendment is to add $6,466 in senior transportation funding and add a scope of service. The new contract total is $899,383. A. STANDARD CONTRACT CHANGES Change funding table as follows: FUNDING SOURCES FUNDING LEVELS EFFECTIVE DATES COUNTY $228,998 01/01/2021 - 12/31/2021 COUNTY $354,912 01/01/2022 - 12/31/2022 COUNTY $6,466 12/01/2022 - 11/30/2023 COUNTY $309,007 01/01/2023 - 12/31/2023 TOTAL $899,383 01 /01 /2021 - 12/31 /2023 B. EXHIBIT CHANGES 1) Exhibit I, Section I., WORK STATEMENT the not to exceed amount is increased by $6,466 for a new not to exceed amount of $899,383. Kent Senior Activity Center Page 1 of 6 2023 Contract Amendment — 6206089 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A 2) Exhibit I, Section I., WORK STATEMENT, as amended in Amendment 2, remove and replace the funding table as follows: ASD Result Area Funding Period Fund Source Funding Allocation Alignment 01 /01 /2021 — 228 998 12/31/2021 2021 VSHSL Fund -Seniors Social Engagement 301 944 2022 VSHSL Fund - Seniors 01/01/2022 — 12/31 /2022 2020 VSHSL Fund - Seniors 52 968 01/01/2023 — 2023 VSHSL Fund - Seniors 309 007 12/31 /2023 (Reallocated funds) VSHSL Up to $6,466 for use 12/1/2022 — Fund — Seniors toward 11/30/2023 Transportation transportation - related expenses A portion of these funds shall be used to fund equipment and capital improvements not to exceed 52 968 Not to Exceed $899,383 3) Exhibit I, Section II. PROGRAM DESCRIPTION, A. Program Activities, as amended in Amendment 2, add new Subsections 10 and 11 as follows: 10. The Contractor shall be reimbursed up to $6,466 to provide Transportation Services to older adults that support their participation in and awareness of the Senior Hub Program (Program). Activities shall include but are not limited to: a. Purchase and distribute travel vouchers for use by participants to access the Program. b. Manage volunteers to support Transportation Services to increase participants' ability to access the Program. This shall include, but is not limited to: i. Recruit and screen new volunteers to ensure volunteers meet the following requirements: A. In accordance with the Standard Terms and Conditions, maintain insurance coverage on the vehicle and drivers shall indemnify the County from any and all claims arising from the operation and/or use of the vehicle. B. Are trained in the operation of the vehicle. C. Have a valid and current Washington State Driver's License with appropriate endorsements for its use. Kent Senior Activity Center Page 2 of 6 2023 Contract Amendment — 6206089 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A D. Operate the vehicle in a safe manner at all times in compliance with the laws of the State of Washington. ii. Provide volunteer Stipends for fuel, time, and/or mileage used for participants' Program participation and accessibility purposes. iii. If issuing cash -value cards as compensation, the Contractor shall follow the guidelines below. A. Distribute the cards to participants within the Exhibit Period. Any undistributed cash -value cards shall not be reimbursed. B. Ensure cards are kept in a secure location, with limited access. When an employee removes cards from the secured location, there shall be documentation on a tracking log which includes identity and count of each card taken, identity and count of each card returned, and dated signature of each person taking or returning the card(s). C. Track card(s) by purchase and by distribution to each person. Log of the purchase and distribution should include: 1. Unique number and value of cash -value cards purchased. 2. Recipient name in enough detail such that if an IRS form 1099-Misc is required, the agency will have enough information to send to the IRS and the recipient. 3. Rationale for distribution of cash -value card to the individual. 4. Value of each cash -value card. 5. Dated signature of the recipient upon receiving the cash -value card. 6. Dated signature of employee upon distribution of the cash -value card. D. The Contractor shall establish clear Stipend payment controls and procedures when advancing Stipends to volunteers, including, but not limited to, descriptions of volunteer duties for which Stipends will be paid, pre -determined Stipend amounts for each body of work, and Stipend payment journal or logs. E. The Contractor shall comply with all applicable state and federal laws in paying such Stipends, including the Internal Revenue Code (Title 26 U.S.C.). F. The Contractor shall submit reimbursement requests, along with supporting documentation, as part of the billing cycle outlines in Section V., COMPENSATION AND METHOD OF PAYMENT for any Stipend costs claimed for the billing invoice period: 1. A description of activities for which volunteers are receiving the Stipends, including specific dates of the completed activities. 2. A copy of receipts, invoices, timesheets and/or copies of checks related to the payment of the volunteer Stipend, as applicable. Kent Senior Activity Center Page 3 of 6 2023 Contract Amendment — 6206089 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A 3. If cash -value cards were distributed for volunteer Stipends during the invoice period, a cumulative cash -value card tracking log, in a format approved by King County, along with supporting documentation of cash -value transactions. 4. King County shall not reimburse the Contractor for any cash value cards that either (i) were not distributed, or (ii) were not documented as required under this Exhibit. 5. The Contractor must retain on file backup documentation for all costs paid for Stipends including receipts, invoices, timesheets, and copies of checks for the duration of Contractor's VSHSL award plus an additional six years. This documentation must be made available upon request. The County may conduct a site visit to the Contractor's office to review and verify the foregoing records. Advance notice will be given to the Contractor in the case of fiscal audits to be conducted by the County. iv. All responsibility, risk, and/or liability in relation to volunteers is the sole responsibility of the Contractor. King County shall not be liable for any claims or damages arising out of or related to any volunteers in connection with the services set forth in this Exhibit. 11. If the Contractor provides direct transportation by City of Kent staff to participants, the Contractor shall: a. Maintain insurance coverage on the vehicle and drivers that will indemnify the County from any and all claims arising from the operation and/or use of the vehicle. b. Ensure that the vehicle is operated by individuals who are trained in its operation, have a valid and current Washington State Driver's License with appropriate endorsements for its use and that the vehicle is operated in a safe manner at all times in compliance with the laws of the State of Washington. 4) Exhibit I, Section II. PROGRAM DESCRIPTION, C.3. Definitions, add Subsections d and e, as follows: d. Transportation Services For the purposes of this Exhibit, "Transportation Services" are defined as activities to provide mobility to clients by means of providing transportation directly, collaborating with organizations that provide transportation, or assisting clients to access transportation when they cannot drive. e. Stipends For the purposes of this Exhibit, "Stipends" are a predetermined amount of money or item of value that is provided to a volunteer for the one-time or short-term performance of duties in furtherance of the goals of this Exhibit. Kent Senior Activity Center Page 4 of 6 2023 Contract Amendment — 6206089 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A 5) Exhibit I, Section IV. PARTNERSHIP AND REPORTING REQUIREMENTS, B. Reporting Activities, as amended in Amendment 1, add Subsections 8, 9 and 10, as follows: 8. The Contractor shall submit the Senior Transportation Summary Report to King County within ten (10) business days following the submission of the last reimbursement request for transportation -related expenses, and no later than December 14, 2023. The format and questions for this report shall be provided by King County. 9. The Contractor shall submit a cumulative cash -value tracking log, in a format approved by King County, along with supporting documentation of cash -value transactions as part of the billing cycle outlined in Section V., COMPENSATION AND METHOD OF AND PAYMENT. Copies of receipts of all purchases of cash -value cards, or other goods with monetary value, shall be provided by the Contractor to King County. King County shall not reimburse the Contractor for any cash value cards that either (i) were not distributed, or (ii) were not documented as required under this Exhibit. The total amount of any undistributed or improperly issued cash value cards shall be deducted from the Contractor's final invoice, and King County's final payment 10. The Contractor shall submit supporting documentation for any Stipend costs claimed for the billing invoice period: a. A description of activities for which volunteers are receiving the Stipends, including specific dates of the completed activities. If the activity involved a meeting, supporting documentation should additionally include a copy of the agenda, meeting minutes and an attendance list. b. A copy of receipts, invoices, timesheets and/or copies of checks related to the payment of the volunteer Stipend, as applicable. c. If cash -value cards were distributed for volunteer Stipends during the invoice period, completed cash -value tracking log for Stipends distributed. 6) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, as amended in Amendment 2, amend the payment table to add "General ledger/expenditure detail, receipts and/or other supporting documentation (including cash -value tracking log) for Senior Transportation reimbursement requests, if applicable for payment period" for December 2022 and all 2023 Payment Periods and "Senior Transportation Summary Report" to the December 2023 Payment Period. Kent Senior Activity Center Page 5 of 6 2023 Contract Amendment — 6206089 DocuSign Envelope ID: DOB226CC-DC25-4D1B-99E4-3099AC69945A IN WITNESS HEREOF, the parties hereto have caused this amendment to be executed and instituted on the date first above written. KING COUNTY FDocuSigned by: �t VtS6v' FOR King ounty Executive 2/3/2023 Date KENT SENIOR ACTIVITY CENTER F(O DocuSigned by: --- Signature Lori Hogan NAME (Please type or print) 2/3/2023 Date Kent Senior Activity Center Page 6 of 6 2023 Contract Amendment — 6206089