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Home My WebLink AboutCAG2021-116 - Amendment - #5 - King County Adult Sevices Division - Veterans, Seniors, and Human Services Levy - 1/1/24 FOR CITY OF KENT OFFICIAL USE ONLY Sup/Mgr:LH L.1Y Agreement Routing Form DirAsst: R L • For Approvals,Signatures and Records Management Dir/Dep: KENTThis form combines&replaces the Request for Mayor's Signature and Contract Cover (optional) W A S H I N G T O N Sheet forms. (Print on pink or cherry colored paper) Originator: Department: Cindy Robinson Parks, Recreation & Community Services Date Sent: Date Required: > 03/20/2024 3/20/24 0 fl. Mayor or Designee to Sign. Date of Council Approval: a Q Interlocal Agreement Uploaded to Website 04/02/24 Budclet Account Number: Grant? YesW1 No� H00082.53701 Budget?W]Yes E]No Type: Local Vendor Name: Category: King County-Human Services Grant: Non-Real Property Vendor Number: Sub-Category: = 130287 Change Order 0 Project Name: Veterans, Senior, & Human Service Levy2021-2023 oProject Details: Amendment #5 to add $309,007 and to extend contract end date from = 12/31/23 to the earlier of: 12/31/24 or 60 days following KC written notice. c Basis for Selection of Contractor: Agreement Amount: $309,007 Other N *Memo to Mayor must be attached i Start Date: 1/01/2021 Termination Date: im Q Local Business? Yes W]No-If meets requirements per KCC3.70.100,please complete'Vendor Purchase-Local Exceptions"form on Cityspace. Business License Verification: El Yes In-ProcessW1 Exempt(KCC 5.01.045) W1Authorized Signer Verified Notice required prior to disclosure? Contract Number: E]YeswI No CAG2021-116 Comments: i This contract will be routed by King County via DocuSign for Mayor's signature. 3 c = a, a, cc Date Received:City Attorney: 4/5/24 Date Routed:Mayor's Office 4/10/24 City Clerk's Office adccW22373_1_20 Visit Documents.KentWA.gov to obtain copies of all agreements rev.20221201 440 KENT DATE: April 2, 2024 TO: Kent City Council SUBJECT: King County Veterans, Seniors and Human Services Levy 2021-2023 Extension - Authorize MOTION: I move to authorize the Mayor to accept grant funds from King County through the Veterans, Seniors, and Human Services Levy, amend the budget, authorize expenditure of the grant funds, and authorize the Mayor to sign all documents, subject to final terms and conditions acceptable to the Parks Director and City Attorney. SUMMARY: King County has proposed an amendment to the City's Veterans, Seniors and Human Services (VSHS) agreement that will extend the contract end date for the VSHS Levy for funding from 12/31/23 to the earlier of: 12/31/24 or 60 days following written notice from King County. King County is currently adding $309,007 of additional funding for calendar year 2024 through this amendment King County is currently taking VSHS Levy Funding applications for new contracts that will be issued later in 2024. If awarded, King County will cancel the remaining funding under this agreement and work with the City to sign a new agreement incorporating the new funding for 2024 and beyond. These funds are primarily used to support the Kent Senior Activity Center in providing outreach and senior services to the senior population that are served including many marginalized and isolated members of our community. BUDGET IMPACT: $309,007 for 2024 Levy Extension for the Kent Senior Activity Center. SUPPORTS STRATEGIC PLAN GOAL: Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and inviting parks and recreation. ATTACHMENTS: 1. VSHS Levy 2021-Amendment5-Exhibit(PDF) 03/19/24 Committee of the Whole MOTION PASSES RESULT: MOTION PASSES [UNANIMOUS]Next: 4/2/2024 7:00 PM MOVER: Zandria Michaud, Councilmember SECONDER: Marli Larimer, Councilmember AYES: Kaur, Boyce, Boyd, Fincher, Larimer, Michaud, Troutner DocuSign Envelope ID:C6D97A3E-69E8-4C5A-9305-2B399149C4EC Department of Community and Human Services L-4 Adult Services Division King County CONTRACT AMENDMENT DCHS / Adult Services Division Contract No. 6206089 Project/Program Name City of Kent Senior Activity Center- Support Senior Centers - SE1 -VSHSL (2024 Ext Contractor Kent Senior Activity Center Amendment No. 5 Address 600 East Smith St, Kent, WA 98030, United States PURPOSE OF AMENDMENT The purpose of this amendment is to: Change the terms and conditions of the Contract following the renewal of the VSHSL in August 2023, and the procurement or re-procurement of community services implementing the strategies outlined in the renewed VSHSL Implementation Plan. 1) Extend contract end date from December 31, 2023 to the earlier of: December 31, 2024, or 60 calendar days following King County providing written notice. 2) Add $309,007 in 2024 funding. 3) Add specific 2024 milestones and reporting requirements. 4) Amend the payment model. A. FUNDING SOURCE/TABLE CHANGES FUNDING SOURCES FUNDING FUNDING LEVELS EFFECTIVE DATES NAME SOURCES TYPE Veterans, Seniors and County $309,007.00 01/01/2024 - 12/31/2024 Human Services Levy B. CONTRACT CHANGES 1) The termination date for the Contract is amended to be the earlier of(a) 12/31/2024, or (b) upon termination of all exhibits appended to this Contract. If this Contract expires pursuant to subsection (b), then all services, reporting, expenditure, and payment obligations of the parties shall be prorated through the expiration date and final payment shall be calculated as set forth in the Exhibit. C. EXHIBIT CHANGES 1) Exhibit I, Exhibit Period end date is amended to be the earlier of(a) 12/31/2024, or (b) sixty (60) calendar days following King County providing written notice that the re-procurement process for the renewed VSHSL strategy SE1: Support Senior Centers has completed. If Kent Senior Activity Center Page 1 of 5 Contract Amendment—6206089 DocuSign Envelope ID:C6D97A3E-69E8-4C5A-9305-2B399149C4EC this Exhibit expires pursuant to subsection (b), then all services, reporting, expenditure, and payment obligations of the parties shall be prorated through the expiration date and final payment shall be calculated as set forth in the Exhibit. 2) Add funding in Exhibit I by $309,007 and amend the second sentence in Section I., WORK STATEMENT to read: The total amount of reimbursement pursuant to this Exhibit shall not exceed $1,208,390 for the Exhibit Period noted above as shown in the funding table below. 3) Exhibit I, Section I., WORK STATEMENT, remove and replace the funding table as follows: ASD Result Area Funding Period Fund Source Funding Alignment Allocation 01/01/2021 — 2021 VSHSL Fund - 228 998 12/31/2021 Seniors 2022 VSHSL Fund - Seniors $301,944 01/01/2022— 12/31/2022 2020 VSHSL Fund - $52,968 Seniors Social Engagement Up to 6 466 for 12/1/2022 - (Reallocated Funds) use toward 11/30/2023 VSHSL Fund — Seniors transportation- Transportation related expenses 01/01/2023— 2023 VSHSL Fund - 309 007 12/31/2023 Seniors 01/01/2024— 2024 VSHSL Fund - 309 007 12/31/2024 Seniors A portion of these funds shall be used to fund equipment and capital 52 968 improvements not to exceed Not to Exceed $1,208,390 4) Exhibit I, Section II.D, Contract Milestones, a new subsection 4 is added as follows: 4. 2024 Milestones a. By March 31, 2024, develop a 2024 workplan with King County. 5) Exhibit I, Section IV.B, Reporting Activities, subsection 3 is amended as follows: The Contractor shall submit an annual narrative progress report to King County on January 15 following each program year. The report shall cover the activities of the Kent Senior Activity Center Page 2 of 5 Contract Amendment—6206089 DocuSign Envelope ID:C6D97A3E-69E8-4C5A-9305-2B399149C4EC previous year (January— December). For 2024, the Contractor shall provide its final annual progress report (a) if the Contract ends on December 31, 2024, by January 15, 2025, or (b) if the Contract ends on any date prior to December 31, 2024, within thirty (30) calendar days of such end date. The format and questions for the annual narrative progress report shall be provided by King County. 6) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add new subsections B and C as follows: B. 2024 Billing Invoice Package The Contractor shall submit a Billing Invoice Package (BIP) quarterly that consists of a signed invoice statement and other reporting requirements as stated in Section IV., PARTNERSHIP AND REPORTING REQUIREMENTS of this Exhibit in a format approved by King County. Every quarter and upon the termination or expiration of this Contract: As outlined in the 2024 Payment Table below, the Contractor shall submit actual expenditures for allowable expenses from the previous quarter pursuant to services described in this Exhibit (Actual Expenditures) as part of the BIP. These actual expenditures shall be transmitted in the form of a detailed general ledger report from Contractor's financial system, including a budget to actuals reconciliation related to activities outlined in this Exhibit (General Ledger). The BIP is due within ten (10) business days following the end of each payment period. The total amount of payments to the Contractor for each year of this Exhibit shall not exceed the yearly funding allocation as noted in the funding table in Section I., WORK STATEMENT, unless otherwise approved by King County in writing. The Contractor shall advise King County quarterly of any material changes in revenues from sources other than the County that are used to provide the services funded under this Exhibit. The Contractor agrees to re-negotiate, as needed, if the County determines that such changes are substantial. C. Quarterly Budget to Actuals Reconciliation and Payment Process 1. The County shall review, on a quarterly basis, Actual Expenditures compared to the actual payments made to the Contractor and scheduled payments (see 2024 Payment Table below)for such quarter (Quarterly Aggregate Payment). 2. If the County determines that Actual Expenditures equal or exceed the Quarterly Aggregate Payment, then the County shall pay the full amount listed in the 2024 Payment Table that are then currently due and owing (Current Payment). 3. If the County determines that Actual Expenditures are (a) less than the Quarterly Aggregate Payment and (b) that difference is less than or equal to the next scheduled payment to be made by the County (the Next Payment), then the Next Payment shall be reduced by such difference. 4. If Actual Expenditures are (a) less than the Quarterly Aggregate Payment and (b) that difference is more than the Next Payment, then the County shall be relieved from its obligation to make the Next Payment, and may: (c) lower the amount of Kent Senior Activity Center Page 3 of 5 Contract Amendment—6206089 DocuSign Envelope ID:C6D97A3E-69E8-4C5A-9305-2B399149C4EC future payments by the remaining difference (such as reducing, pausing or skipping payment) and/or (d) require that the Contractor submit a plan stating how excess payments will be applied to future program purposes as described in this Agreement (the plan must be approved in writing by the County).The County, in its sole discretion, will determine whether the Contractor's actual reported expenditures are allowable. The County's decisions regarding how excess payments by the County will be treated under this Section are final. The County reserves the right to recapture unspent funds. 5. If there is no Next Payment as a result of the expiration or termination of this Contract, then the Contractor shall return any difference between Actual Expenditures and the final Quarterly Aggregate Payment within ten (10) calendar days of King County's review and analysis of the final BIP. Payment instructions will be provided in writing by the County within three (3) business days of such final BIP analysis. 6. As mutually agreed to in writing by the parties, the aggregate amount of any and all reduced or withheld Next Payments described in Subsections 3 and 4 above may be carried forward into future Payment Periods to reimburse Contractor for Actual Expenditures in excess of the Quarterly Aggregate Payment. Unless otherwise agreed to by the parties, such reimbursement will be made with the Next Payment. 7) Exhibit I, Section V., COMPENSATION AND METHOD OF PAYMENT, add the following payment table: 2024 Payment Table Date Due Payment Payment/ Fund Source Deliverable Period April 12, January— On-time completion / submission 2024 March 2024 $77,251 VSHSL Fund -of: Seniors 1. Accurate invoice 2. Individual-level and/or $77,251 Total aggregate level data 3. Summary of progress towards 2024 workplan and/or milestones as applicable 4. General Ledger & Updated Budget reflecting Quarterly Expenditures due April 19, 2024 July 15, April —June $77,251 VSHSL Fund -On-time completion / submission 2024 2024 Seniors of: 1. Accurate invoice $77,251 Total 2. Individual-level and/or aggregate level data 3. Summary of progress towards 2024 workplan and/or milestones as applicable 4. General Ledger & Updated Budget reflecting Quarter) Kent Senior Activity Center Page 4 of 5 Contract Amendment—6206089 DocuSign Envelope ID:C6D97A3E-69E8-4C5A-9305-2B399149C4EC Expenditures, due July 22, 2024 October 15,July— $77,251 VSHSL Fund -On-time completion / submission 2024 September Seniors of: 2024 1. Accurate invoice $77,251 Total 2. Individual-level and/or aggregate level data 3. Summary of progress towards 2024 workplan and/or milestones as applicable 4. General Ledger & Updated Budget reflecting Quarterly Expenditures, due October 22, 2024 January 15,October— $77,254 VSHSL Fund -On-time completion or submission 2025 December Seniors of: 2024 1. Accurate invoice $77,254Total 2. Individual-level and/or aggregate level data 3. Summary of progress towards 2024 workplan and/or milestones as applicable 4. General Ledger & Updated Budget reflecting Quarterly Expenditures, due January 23, 2025 5. Annual narrative progress report All other terms and conditions of this Contract and the attached Exhibit(s) remain unchanged and in full force and effect. All capitalized terms not otherwise defined in this Amendment have the meaning ascribed to them in the Contract or Exhibit. IN WITNESS HEREOF, the parties hereto have caused this amendment to be executed and instituted on the date first above written. KING COUNTY Kent Senior Activity Center DocuSigned by: DocuSigned by: RRftARr10RF9AAdAA For King County Executive Signature 4/26/2024 Dana Ralph Date NAME (Please type or print) 4/19/2024 Date Kent Senior Activity Center Page 5 of 5 Contract Amendment—6206089