Appendix B 2025-2027 IL Contract.pdf

DCYF General Terms and Conditions

Department of Children, Youth & Families 2037XS ILS 08-21-2025 Page 2

1. Definitions. The words and phrases listed below, as used in this Contract, shall each have the following definitions:

a. “Contract” or “Agreement” means the entire written agreement between DCYF and the Contractor, including any Exhibits, documents, or materials incorporated by reference. The parties may execute this contract in multiple counterparts, each of which is deemed an original and all of which constitute only one agreement. E-mail or Facsimile transmission of a signed copy of this contract shall be the same as delivery of an original.

b. “Contractor” means the individual or entity performing services pursuant to this Contract and includes the Contractor’s owners, members, officers, directors, partners, employees, and/or agents, unless otherwise stated in this Contract. For purposes of any permitted Subcontract, “Contractor” includes any Subcontractor and its owners, members, officers, directors, partners, employees, and/or agents.

c. “DCYF Contracts Administrator” means the individual in the DCYF Contracts Department with oversight authority for the Department of Children, Youth & Families statewide agency contracting procedures, or their appropriate designee.

d. “DCYF Contracts Department” means the Department of Children, Youth & Families statewide agency headquarters contracting office, or successor section or office.

e. “Department of Children, Youth & Families” or “DCYF” means the Washington agency devoted exclusively to serve and support Washington state’s youth and their families.

f. “Debarment” means an action taken by a Federal agency or official to exclude a person or business entity from participating in transactions involving certain federal funds.

g. “Program Agreement” means an agreement between the Contractor and DCYF containing special terms and conditions, including a statement of work to be performed by the Contractor and payment to be made by DCYF.

h. “RCW” means the Revised Code of Washington. All references in this Contract to RCW chapters or sections shall include any successor, amended, or replacement statute. Pertinent RCW chapters can be accessed at http://apps.leg.wa.gov/rcw/.

i. “Regulation” means any federal, state, or local regulation, rule, or ordinance.

j. “Subcontract” means any separate agreement or contract between the Contractor and an individual or entity (“Subcontractor”) to perform all or a portion of the duties and obligations that the Contractor is obligated to perform pursuant to this Contract.

k. “WAC” means the Washington Administrative Code. All references in this Contract to WAC chapters or sections shall include any successor, amended, or replacement regulation. Pertinent WAC chapters or sections can be accessed at http://apps.leg.wa.gov/wac/.

2. Amendment. This Contract may only be modified by a written amendment signed by both parties. Only personnel authorized to bind each of the parties may sign an amendment.

3. Assignment. The Contractor shall not assign this Contract or any Program Agreement to a third party without the prior written consent of DCYF.

4. Billing Limitations

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB

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a. DCYF shall pay the Contractor only for authorized services provided in accordance with this Contract.

b. DCYF shall not pay any claims for payment for services submitted more than twelve (12) months after the calendar month in which the services were performed.

c. The Contractor shall not bill and DCYF shall not pay for services performed under this Contract, if the Contractor has charged or will charge another agency of the state of Washington or any other party for the same services.

5. Compliance with Applicable Law. At all times during the term of this Contract, the Contractor shall comply with all applicable federal, state, and local laws and regulations, including but not limited to, nondiscrimination laws and regulations.

6. Debarment Certification. The Contractor, by signature to this Contract, certifies that the Contractor is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from participating in transactions (Debarred). The Contractor also agrees to include the above requirement in any and all Subcontracts into which it enters. The Contractor shall immediately notify DCYF if, during the term of this Contract, Contractor becomes Debarred. DCYF may immediately terminate this Contract by providing Contractor written notice if Contractor becomes Debarred during the term hereof.

7. Governing Law and Venue. This Contract shall be construed and interpreted in accordance with the laws of the state of Washington and the venue of any action brought hereunder shall be in Superior Court for Thurston County.

8. Independent Contractor. The parties intend that an independent contractor relationship will be created by this Contract. The Contractor and his or her employees or agents performing under this Contract are not employees or agents of the Department. The Contractor, his or her employees, or agents performing under this Contract will not hold himself/herself out as, nor claim to be, an officer or employee of the Department by reason hereof, nor will the Contractor, his or her employees, or agent make any claim of right, privilege or benefit that would accrue to such officer or employee.

9. Inspection. The Contractor shall, at no cost, provide DCYF and the Office of the State Auditor with reasonable access to Contractor’s place of business, Contractor’s records, and DCYF client records, wherever located. These inspection rights are intended to allow DCYF and the Office of the State Auditor to monitor, audit, and evaluate the Contractor’s performance and compliance with applicable laws, regulations, and these Contract terms. These inspection rights shall survive for six (6) years following this Contract’s termination or expiration.

10. Maintenance of Records. The Contractor shall maintain records relating to this Contract and the performance of the services described herein. The records include, but are not limited to, accounting procedures and practices, which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Contract. All records and other material relevant to this Contract shall be retained for six (6) years after expiration or termination of this Contract.

Without agreeing that litigation or claims are legally authorized, if any litigation, claim, or audit is started before the expiration of the six (6) year period, the records shall be retained until all litigation, claims, or audit findings involving the records have been resolved.

11. Nondiscrimination

a. Nondiscrimination Requirement

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(1) During the term of this Contract, Contractor, including any subcontractor, shall not discriminate on the bases enumerated at RCW 49.60.530(3).

(2) In addition, Contractor, including any subcontractor, shall give written notice of this nondiscrimination requirement to any labor organizations with which Contractor, or subcontractor, has a collective bargaining or other agreement.

b. Obligation to Cooperate

Contractor, including any subcontractor, shall cooperate and comply with any Washington state agency investigation regarding any allegation that Contractor, including any subcontractor, has engaged in discrimination prohibited by this Contract pursuant to RCW 49.60.530(3).

c. Default

(1) Notwithstanding any provision to the contrary, DCYF may suspend Contractor, including any subcontractor, upon notice of a failure to participate and cooperate with any state agency investigation into alleged discrimination prohibited by this Contract, pursuant to

RCW 49.60.530(3).

(2) Any such suspension will remain in place until DCYF receives notification that Contractor, including any subcontractor, is cooperating with the investigating state agency.

(3) In the event Contractor, or subcontractor, is determined to have engaged in discrimination identified at RCW 49.60.530(3), DCYF may terminate this Contract in whole or in part, and Contractor, subcontractor, or both, may be referred for debarment as provided in

RCW 39.26.200.

(4) Contractor or subcontractor may be given a reasonable time in which to cure this noncompliance, including implementing conditions consistent with any court-ordered injunctive relief or settlement agreement.

d. Remedies for Breach

(1) Notwithstanding any provision to the contrary, in the event of Contract termination or suspension for engaging in discrimination, Contractor, subcontractor, or both, shall be liable for contract damages as authorized by law including, but not limited to, any cost difference between the original contract and the replacement or cover contract and all administrative costs directly related to the replacement contract, which damages are distinct from any penalties imposed under Chapter 49.60, RCW.

(2) DCYF shall have the right to deduct from any monies due to Contractor or subcontractor, or that thereafter become due, an amount for damages Contractor or subcontractor will owe DCYF for default under this provision.

12. Order of Precedence. In the event of any inconsistency or conflict between the General Terms and Conditions and the Special Terms and Conditions of this Contract or any Program Agreement, the inconsistency or conflict shall be resolved by giving precedence to these General Terms and Conditions. Terms or conditions that are more restrictive, specific, or particular than those contained in the General Terms and Conditions shall not be construed as being inconsistent or in conflict.

13. Severability. If any term or condition of this Contract is held invalid by any court, the remainder of the Contract remains valid and in full force and effect.

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14. Survivability. The terms and conditions contained in this Contract or any Program Agreement which, by their sense and context, are intended to survive the expiration or termination of the particular agreement shall survive. Surviving terms include, but are not limited to: Billing Limitations; Disputes;

Indemnification and Hold Harmless, Inspection, Maintenance of Records, Notice of Overpayment, Ownership of Material, Termination for Default, Termination Procedure, and Treatment of Property.

15. Termination Due to Change in Funding. If the funds DCYF relied upon to establish this Contract or Program Agreement are withdrawn, reduced or limited, or if additional or modified conditions are placed on such funding, DCYF may immediately terminate this Contract by providing written notice to the Contractor. The termination shall be effective on the date specified in the termination notice.

16. Waiver. Waiver of any breach or default on any occasion shall not be deemed to be a waiver of any subsequent breach or default. Any waiver shall not be construed to be a modification of the terms and conditions of this Contract. Only the DCYF Contracts Administrator or designee has the authority to waive any term or condition of this Contract on behalf of DCYF.

Additional General Terms and Conditions – Client Service Contracts:

17. Advance Payment

DCYF shall not make any payments in advance or anticipation of the delivery of services to be provided pursuant to this Contract.

18. Construction

The language in this Contract shall be interpreted as to its fair meaning and not strictly for or against any party. Any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in interpreting this Contract.

19. Contractor Certification Regarding Ethics

The Contractor certifies that the Contractor is now, and shall remain, in compliance with Chapter 42.52 RCW, Ethics in Public Service, throughout the term of this Contract.

20. Health and Safety

Contractor shall perform any and all of its obligations under this Contract in a manner that does not compromise the health and safety of any DCYF client with whom the Contractor has contact.

21. Indemnification and Hold Harmless

a. The Contractor shall be responsible for and shall indemnify, defend, and hold DCYF harmless from any and all claims, costs, charges, penalties, demands, losses, liabilities, damages, judgments, or fines, of whatsoever kind of nature, arising out of or relating to a) the Contractor’s or any Subcontractor’s performance or failure to perform this Contract, or b) the acts or omissions of the Contractor or any Subcontractor.

b. The Contractor’s duty to indemnify, defend, and hold DCYF harmless from any and all claims, costs, charges, penalties, demands, losses, liabilities, damages, judgments, or fines shall include DCYF’s personnel-related costs, reasonable attorney’s fees, court costs, and all related expenses.

c. The Contractor waives its immunity under Title 51 RCW to the extent it is required to indemnify, defend, and hold harmless the State and its agencies, officials, agents, or employees.

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d. Nothing in this term shall be construed as a modification or limitation on the Contractor’s obligation to procure insurance in accordance with this Contract or the scope of said insurance.

22. Industrial Insurance Coverage

a. The Contractor shall comply with the provisions of Title 51 RCW, Industrial Insurance.

b. If the Contractor fails to provide industrial insurance coverage or fails to pay premiums or penalties on behalf of its employees, as may be required by law, DCYF may collect from the Contractor the full amount payable to the Industrial Insurance accident fund.

c. DCYF may deduct the amount owed by the Contractor to the accident fund from the amount payable to the Contractor by DCYF under this contract, and transmit the deducted amount to the Department of Labor and Industries, (L&I) Division of Insurance Services. This provision does not waive any of L&I’s rights to collect from the Contractor.

23. Notice of Overpayment

a. If the Contractor receives a vendor overpayment notice or a letter communicating the existence of an overpayment from DCYF, the Contractor may protest the overpayment determination by requesting an adjudicative proceeding.

b. The Contractor’s request for an adjudicative proceeding must:

(1) Be received by the Office of Financial Recovery (OFR) at Post Office Box 9501, Olympia, Washington 98507-9501, within twenty-eight (28) calendar days of service of the notice;

(2) Be sent by certified mail (return receipt) or other manner that proves OFR received the request;

(3) Include a statement as to why the Contractor thinks the notice is incorrect; and

(4) Include a copy of the overpayment notice.

c. Timely and complete requests will be scheduled for a formal hearing by the Office of Administrative Hearings. The Contractor may be offered a pre-hearing or alternative dispute resolution conference in an attempt to resolve the overpayment dispute prior to the hearing.

d. Failure to provide OFR with a written request for a hearing within twenty-eight (28) days of service of a vendor overpayment notice or other overpayment letter will result in an overpayment debt against the Contractor.

e. DCYF may charge the Contractor interest and any costs associated with the collection of this overpayment.

f. DCYF may collect an overpayment debt through lien, foreclosure, seizure and sale of the Contractor’s real or personal property; order to withhold and deliver; or any other collection action available to DCYF to satisfy the overpayment debt.

24. Subcontracting

a. Except as otherwise provided in this Contract, the Contractor shall not subcontract any of the contracted services without the prior approval of DCYF.

b. Contractor is responsible to ensure that all terms, conditions, assurances and certifications set forth

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c. Any failure of Contractor or its subcontractors to perform the obligations of this Contract shall not discharge the Contractor from its obligations hereunder or diminish DCYF’s rights or remedies available under this Contract.

25. Subrecipients

a. General. If the Contractor is a subrecipient of federal awards as defined by 2 CFR Part 200 and this Agreement, the Contractor shall:

(1) Maintain records that identify, in its accounts, all federal awards received and expended and the federal programs under which they were received, by Catalog of Federal Domestic Assistance (CFDA) title and number, award number and year, name of the federal agency, and name of the pass-through entity;

(2) Maintain internal controls that provide reasonable assurance that the Contractor is managing federal awards in compliance with laws, regulations, and provisions of contracts or grant agreements that could have a material effect on each of its federal programs;

(3) Prepare appropriate financial statements, including a schedule of expenditures of federal awards;

(4) Incorporate 2 CFR Part 200, Subpart F audit requirements into all agreements between the Contractor and its Subcontractors who are subrecipients;

(5) Comply with the applicable requirements of 2 CFR Part 200, including any future amendments to 2 CFR Part 200, and any successor or replacement Office of Management and Budget (OMB) Circular or regulation; and

(6) Comply with the Omnibus Crime Control and Safe streets Act of 1968, Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title II of the Americans with Disabilities Act of 1990, Title IX of the Education Amendments of 1972, The Age Discrimination Act of 1975, and The Department of Justice Non-Discrimination Regulations, 28 C.F.R. Part 42, Subparts C.D.E. and G, and 28 C.F.R. Part 35 and 39. (Go to https://ojp.gov/about/offices/ocr.htm for additional information and access to the aforementioned Federal laws and regulations.)

b. Single Audit Act Compliance. If the Contractor is a subrecipient and expends $1,000,000 or more in federal awards from any and/or all sources in any fiscal year, the Contractor shall procure and pay for a single audit or a program-specific audit for that fiscal year. Upon completion of each audit, the Contractor shall:

(1) Submit to the DCYF contact person the data collection form and reporting package specified in 2 CFR Part 200, Subpart F, reports required by the program-specific audit guide (if applicable), and a copy of any management letters issued by the auditor;

(2) Follow-up and develop corrective action for all audit findings; in accordance with 2 CFR Part 200, Subpart F; prepare a “Summary Schedule of Prior Audit Findings” reporting the status of all audit findings included in the prior audit's schedule of findings and questioned costs.

c. Overpayments. If it is determined by DCYF, or during the course of a required audit, that the Contractor has been paid unallowable costs under this or any Program Agreement, DCYF may require the Contractor to reimburse DCYF in accordance with 2 CFR Part 200.

https://ojp.gov/about/offices/ocr.htm

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26. Termination for Convenience

a. DCYF may terminate this Contract in whole or in part when it is in the best interest of DCYF by giving the Contractor at least thirty (30) calendar days’ written notice.

b. The Contractor may terminate this Contract for convenience by giving DCYF at least thirty (30) calendar days’ written notice addressed to DCYF at the address listed on page 1 of this Contract.

27. Termination for Default.

a. The DCYF may immediately terminate this Contract for default, in whole or in part, by written notice to the Contractor if DCYF has a reasonable basis to believe that the Contractor has:

(1) Failed to meet or maintain any requirement for contracting with DCYF;

(2) Failed to protect the health or safety of any DCYF client pursuant to the section entitled Health and Safety of this Contract;

(3) Failed to perform under, or otherwise breached, any term or condition of this Contract; and/or

(4) Violated any applicable law or regulation.

b. If it is later determined that the Contractor was not in default, the termination shall be considered a termination for convenience.

28. Termination or Expiration Procedure

a. The following terms and conditions apply upon Contract termination or expiration:

(1) The Contractor shall cease to perform any services required by this Contract as of the effective date of termination or expiration.

(2) If the Contract is terminated, the Contractor shall comply with all instructions contained in the termination notice.

(3) The Contractor shall immediately deliver to the DCYF contact named on page one of this Contract, or to his or her successor, all DCYF property in the Contractor’s possession. The Contractor grants DCYF the right to enter upon the Contractor’s premises for the sole purpose of recovering any DCYF property that the Contractor fails to return within ten (10) calendar days of the effective date of termination or expiration of this Contract. Upon failure to return DCYF property within ten (10) calendar days, the Contractor shall be charged with all reasonable costs of recovery, including transportation.

(4) DCYF shall be liable only for payment required under the terms of this Contract for service rendered up to the effective date of termination or expiration.

(5) DCYF may withhold a sum from the final payment to the Contractor that DCYF determines necessary to protect DCYF against loss or additional liability.

(6) The rights and remedies provided to DCYF in this Section are in addition to any other rights and remedies provided at law, in equity, and/or under this Contract, including consequential and incidental damages.

29. Treatment of Client Property

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a. Unless otherwise provided, the Contractor shall ensure that any adult client receiving services from the Contractor has unrestricted access to the client’s personal property.

b. The Contractor shall not interfere with any adult client’s ownership, possession, or use of the client’s property.

c. The Contractor shall provide clients under age eighteen (18) with reasonable access to their personal property that is appropriate to the client’s age, development, and needs. Upon termination of services to a client, the Contractor shall immediately release to the client and/or the client’s guardian or custodian all of the client’s personal property.

30. Treatment of Property

a. All property purchased or furnished by DCYF for use by the Contractor during this Contract term shall remain with DCYF.

b. Title to all property purchased or furnished by the Contractor for which the Contractor is entitled to reimbursement by DCYF under this Contract shall pass to and vest in DCYF.

c. The Contractor shall protect, maintain, and insure all DCYF property in its possession against loss or damage and shall return DCYF property to DCYF upon Contract termination or expiration.

31. Taxes

a. Where required by statute or regulation, Contractor shall pay for and maintain in current status all taxes that are necessary for Contract performance. DCYF will pay sales or use taxes, if any, imposed on the services and materials acquired hereunder. Contractor must pay all other taxes including without limitation Washington Business and Occupation Tax, other taxes based on Contractor’s income or gross receipts, or personal property taxes levied or assessed on Contractor’s personal property. DCYF, as an agency of Washington State government, is exempt from property tax.

b. Contractor shall complete registration with the Washington State Department of Revenue and be responsible for payment of all taxes due on payments made under this Contract in accordance with the requirements of Title 82 RCW and Title 458 WAC. Out-of-state Contractors must contact the Department of Revenue to determine whether they meet criteria to register and establish an account with the Department of Revenue. Refer to WAC 458-20-101 (Tax registration and tax reporting) and call the Department of Revenue at 800-647-7706 for additional information. When out-of-state Contractors are not required to collect and remit sales tax, DCYF shall be responsible for paying use tax, if applicable, directly to the Department of Revenue.

c. All payments accrued on account of payroll taxes, unemployment contributions, any other taxes, insurance, or other expenses for Contractor or Contractor’s staff shall be Contractor’s sole responsibility.

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB http://apps.leg.wa.gov/rcw/default.aspx?Cite=82 http://apps.leg.wa.gov/wac/default.aspx?cite=458

Special Terms and Conditions

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1. Definitions. The words and phrases listed below, as used in this Contract, shall each have the following definitions:

a. “Active-dependent youth” means youth who are a dependent of the state and tied to a DCYF Social Service Specialist who meets with them monthly to provide guidance, support and assistance. A dependent youth’s DCYF Social Service Specialist is the primary worker and partners with the IL Case Manager to help youth meet their goals. Dependent youth require less support from their IL Case Manager. Active-dependent youth have a current Casey Life Skills Assessment (CLSA) and a completed Learning Plan and Progress Report form.

b. “Active-independent youth” means youth who are no longer dependent or tied to a o a DCYF Social Service Specialist. Independent youth typically have less support and need additional assistance to meet their goals while transitioning into adulthood and require more support from their IL Case Manager. Active-independent youth have a current Casey Life Skills Assessment (CLSA) and a completed Learning Plan and Progress Report form.

c. “Advocacy” means supporting youth to help express their views and wishes and help them stand up for their rights.

d. “Agency” means a public or private agency or other organization providing services to DCYF clients.

e. “Attempted Youth Contact” means one-way engagement from provider to youth or from youth to provider with the intent to establish mutual engagement. Examples include:

(1) Face-to-face or video meeting where only one party is present (no show);

(2) Voicemail;

(3) Unanswered emails or text messages; and

(4) Written letters.

f. “Authorized” means approved by a DCYF Social Service Specialist as evidenced by receipt of an SSPS Social Services notice or other written notice.

g. “Capacity Payment” means a payment made for each (Case Manager qualified for Capacity Payment) FTE or portion of, that is either performing or available to perform the work as outlined in the Statement of Work. To be eligible for a Capacity Payment, the (Case Manager) may only perform work as defined in the Statement of Work Section of this contract. Any time performing work outside the scope of the position description is not eligible for Capacity Payment.

h. “Casey Family Programs” means the private, non-profit, Seattle-based national foundation serving children, youth, and families in the child welfare system, and providing services and practice tools in the child welfare field.

i. “Casey Life Skills Assessment (CLSA)” means a tool provided by Casey Family Programs for assessing the independent living skills of youth.

j. “CFDA” means Catalog of Federal Domestic Assistance.

k. “Child Abuse or Neglect” means the injury, sexual abuse, sexual exploitation, negligent treatment, or maltreatment of a child under circumstances, which indicate that the child's health, welfare, or safety is harmed. An abused child is a child who has been subjected to child abuse or neglect.

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l. “Child Specific Plan” means the list of services, activities or requirements developed in consideration of a specific child’s unique needs and behaviors. As appropriate, the plan may also include services, activities or requirements involving the birth/adoptive parents and foster parent placement resource.

m. “CHINS” means Child in Need of Service.

n. “Client” means any child, foster youth or former foster youth who is authorized services by DCYF.

o. “Closed DCYF Case” means a client who is no longer receiving services from DCYF.

p. “Compliance Agreement” means a written plan approved by DCYF which identifies deficiencies in Contractor’s performance, describes the steps Contractor must take to correct the deficiencies, and sets forth timeframes within which such steps must be taken to return Contactor to compliance with the terms of the Contract.

q. “Consultant” means a person who is qualified by credential, background, or experience to assist in assessing, evaluating, counseling, or treating the client, and who provides technical, clinical, practical or other relevant assistance to the Contractor in the assessment, evaluation, counseling, or treatment of a client.

r. “Corporal Punishment” means any act that willfully inflicts or causes the infliction of physical pain on a child.

s. “Court Report”, DCYF Form 09-095, means the document presented to juvenile courts for dependency and permanency reviews, identifying the service plans for children, parents, foster/relative caregivers, agencies, and DCYF.

t. “CPS” means Child Protection Services, a program under DCYF.

u. “CPS Intake” is the process designated to record all referral reports concerning instances of suspected child abuse and neglect, determine if the referral meets referral screening criteria and make a disposition concerning the referral.

v. “Cultural Adaptations” means modifications made to practices, customs, or expectations to better accommodate a specific culture's values and norms. This includes providing culturally competent training to staff to ensure a comprehensive understanding of local needs, employing linguistically and culturally specific communication and access strategies, and adjusting intervention methods to align with diverse family structures and belief systems.

w. “Culturally Responsive” means culture includes the shared social behaviors and norms within a society. This can include shared knowledge, beliefs, laws, arts, customs, habits, priorities, expectations, and many other shared practices. Being Culturally Responsive would involve proactively engaging with people in ways that are appropriate within their cultural values, behaviors, and norms.

x. Culturally Specific” means proactive learning and engagement regarding the distinct cultural practices of others, referencing specific elements that could be recognized as particular to their cultural ways.

y. “Engagement” means the time period between referral and active status when the contractor is engaging a youth into services through communication, activities, and support. Youth can be in engagement status for no more than sixty (60) days. During engagement the youth and provider meet to review the program requirements, benefits, complete the standard CLSA and Learning Plan

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z. “Established Youth Contact” means mutual engagement between provider and youth. Examples include:

(1) Face-to-face or video meetings;

(2) Phone calls with both parties on the line; and

(3) Text message or email exchanges with participation from both parties.

aa. “ETV” means Educational and Training Voucher services.

bb. “Extended Foster Care” is a voluntary program that offers youth in foster care the option of remaining in care until twenty-one (21) to support a successful transition to independence.

cc. “FAFSA” means Free Application for Federal Student Aid.

dd. “Family” means the birth parent(s), relative caregiver (kinship care), foster parent(s), and/or adoptive parent(s) who act(s) as caregiver(s) for a child.

ee. “Getting Solid” a book created by FosterClub that is used as a tool to help define and identify permanency for young people aging out of foster care.

ff. “Group” means five (5) or more eligible IL youth that actively enrolled in a specific class or event.

gg. “IEP” means Individual Education Plan.

hh. “ILS” or “ILP” means “Independent Living Skills Program;” a contracted service offered to youth age fifteen (15) to twenty-three (23) who are in foster care that covers life skill development areas in preparation for adulthood.

ii. “ILS Regional Coordinator” means the designated DCYF regional staff person who coordinates ILS services.

jj. “Independent Living Skills Program Utility” refers to the Independent Living Skills module in FamLink.

kk. "Interpreter" means a person who speaks English and another language fluently or signs American Sign Language fluently. Fluency includes an understanding of nonverbal and cultural patterns necessary to communicate effectively. An interpreter enables clients and medical/health care providers to communicate effectively with each other.

ll. ““LGBTQIA+” means an individual who identifies as Lesbian, Gay, Bisexual, Transgender, Queer or Questioning, Intersex and Asexual. The "+" represents identities not specifically named in the LGBTQIA acronym, e.g., pansexual, gender nonbinary, and Two-Spirit.

mm. “Limited English Proficiency” or “LEP” means persons are limited in their ability to read, write or speak English or have a limited ability to speak or read English well enough to understand and communicate effectively.

nn. “Mentoring” means assisting youth to achieve the youth’s Independent Living goals by providing on-going, continuing, relationship-based services, which enhance the youth’s skills, knowledge and competency to live independently.

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oo. “Month of Service” means an entire month in which the Contractor is actively working with a youth to attain his or her ILS goals.

pp. “National Youth in Transition Database or (NYTD)” means National Youth in Transition Database which requires Washington State, and each state, to track and report to the federal government every Chafee Independent Living (IL) service provided to youth in the state. It also requires each state to survey young adults at age seventeen (17), nineteen (19) and twenty-one (21). IL contracted providers will not be responsible for conducting the youth survey; however, they will support the survey process by informing youth about NYTD and its different components and by encouraging youth to go on-line and complete the NYTD survey.

qq. “Open DCYF Case” refers to a client who is currently receiving services from DCYF.

rr. “Permanency Pact” an individualized contractual agreement that is completed by a youth and a self-selected supportive adult. The Pact combines elements of relational permanency with the formality associated with legal permanency in order to produce a document of commitment that describes the permanency, scope, and expectations of the relationship for the youth and their supportive adult.

ss. “Relational Permanency” an emotional attachment between the youth, caregivers and other family members and kin.

tt. “Social Service Specialist” means the assigned DCYF social worker.

uu. “SSPS” means the DCYF Social Service Payment System, the service authorization and payment system used by DCYF for this Contract.

vv. “Staffing” means a formal or informal meeting, conducted by a DCYF Social Service Specialist or DCYF staff member with one or more of the following persons: other DCYF staff, professional staff of the Contractor and/or other provider, consultants, parents or others, for the purpose of reviewing or discussing, or for making decisions concerning, a client or case.

ww. “Subrecipient” means a non-Federal entity that expends Federal awards received from a pass-through entity to carry out a Federal program but does not include an individual that is a beneficiary of such a program. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency.

xx. “Unusual Incidents” means circumstances or events that concern a child's health, safety or well-being. Circumstances or events may include, but are not limited to, the following: an unexpected change in medical or psychological condition, adverse reaction(s) to medication, severe behavioral incident(s) unlike the child's ordinary behavior, severe injury, running away, physical self-abuse or abuse of others, and sexual assaults or sexual behaviors that are age inappropriate.

yy. “Youth”, “Participant”, and “Client” are used interchangeably throughout this Contract and mean youth who are eligible for ILS as stated in Exhibit B.

2. Purpose

The purpose of this Contract is to provide Independent Living (IL) Skills to eligible youth. These services include referral acceptance, intake, assessment, goal planning, designing tasks and activities, required documentation, and reporting efforts to prepare youth to transition into adulthood. Youth centered services that are timely, consistent, and include frequent communication between the youth and their IL Case Manager are crucial to ensuring the youth feels supported while working on their goals.

2037XS ILS 08-21-2025 Page 14

3. Data Security Requirements – Exhibit A

The Contractor shall protect, segregate, and dispose of data from DCYF as described in Exhibit A.

4. Statement of Work – Exhibit B

The Contractor shall provide services and staff as described in the attached Statement of Work, Exhibit B.

5. Program Requirements – Exhibit C

The Contractor shall comply with all requirements for providing services under this Contract, as stated in the Program Requirements attached as Exhibit C.

6. FamLink Database Access Requirements – Exhibit D

The Contractor shall comply with all FamLink Database Access Requirements under this Contract, attached as Exhibit D.

7. Consideration

a. Rates

(1) Monthly Capacity Rate

(a) DCYF will pay the Contractor a monthly capacity rate, for each qualified FTE ILS Case Manager up to the maximum FTEs as identified on the DCYF published ILS Rate Table, posted at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

(b) The payment of the Monthly Capacity Rate is dependent on the Contractor meeting the following:

i. Staff whose work is solely committed to the work of ILS Case Manager, as defined in this contract for the month of billing;

ii. Limited to the number of the maximum funded ILS Case Managers identified for each Contractor on the Fee Table posted at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services; and

iii. Counted by the hours worked to include PTO and Holliday out of the total work hours of the month, based on a traditional eight (8) hour workdays, five (5) days a week.

(c) A Staff working less than the full month will be prorated.

(2) Case rate

(a) DCYF will pay the Contractor a case rate per youth for the services identified in Exhibit B, Statement of Work in effect at the time services are provided according to the DCYF published ILS Rate Table, found at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

(b) The amount the Contractor may receive in a month may vary depending on the number of youth served in the month.

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services

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(3) Fee for Services Rate

(a) DCYF will pay the Contractor a rate for services described below and identified in Exhibit B, Statement of Work in effect at the time services are provided according to the DCYF published ILS Rate Table, found at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

(b) Separate billables include:

i. Service outreach funds per youth per quarter (e.g. gift cards);

ii. Skill Groups:

(A) Per Group Skills session as identified in the ILS Rate Table as long as one (1) youth participates; and

(B) Service participation incentive per youth per group.

iii. Training and Skills Manuals one time, per youth;

iv. Building Community:

(A) Graduation, per youth per event (one event per year);

(B) Hosting special events, per youth per event; and

(C) Support funds as described in section 8.d below.

b. Travel

(1) Travel Time includes travel supporting a youth to participate in ILS services and includes travel:

(a) From the Contractor’s place of business or residence, whichever is the shorter distance or prior youth visit;

(b) To pick up and transport the youth and take them to an approved location or Contractor’s travel directly to a visit location;

(c) Return the youth to an agreed upon location; and

(d) Return to Contractor’s business or residence, whichever is the shorter distance, unless traveling to the next youth location for ILS services.

(2) No reimbursement for travel shall be paid for travel between the Case Managers residence and the Contractor’s place of business.

c. Mileage

(1) Mileage shall be reimbursed at the current state mileage rate set by the Washington State Office of Financial Management (OFM).

(2) Current rates for travel can be accessed at: http://www.ofm.wa.gov/policy/10.90.htm#10.90.10.

d. Support Funds for active youth

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services http://www.ofm.wa.gov/policy/10.90.htm#10.90.10

2037XS ILS 08-21-2025 Page 16

(1) May be available to assist youth in meeting their needs to fulfill independent living goals.

(2) The Contractor shall contact the Emerging Adulthood Program Manager or their designee for written approval prior to the expenditure of these funds that is not on the IL Youth Support Funds Guidelines document posted at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services .

(3) Funds can be paid directly to a vendor or to the youth.

(4) Funds for youth ages fifteen to seventeen (15-17) may be available for the following:

(a) Transportation;

(b) Graduation or GED related fees;

(c) Tuition for vocational course; or

(d) Concrete household goods where no other source of funding applies.

(5) Funds for youth ages eighteen to twenty-three (18-23) may be available, to help meet their goals as documented in the Learning Plan and Progress Report (LPPR), for the following:

(a) Rent;

(b) Deposits;

(c) Utilities;

(d) Other approved expenditures for participant to secure stable housing;

(e) Room and board;

(f) Education;

(g) Training for youth; or

(h) NYTD service elements.

(6) The Contractor shall keep original receipts for ILS Support funds on file.

e. Court Testimony

Time spent in court proceedings regarding the client is not reimbursable under this Contract.

However, this does not preclude the Contractor from seeking reimbursement from the party who subpoenaed or requested the testimony or court appearance.

f. Vendor Rate Increase or Decrease

In the event of a legislatively mandated general cost of living vendor rate increase or decrease, the rates in the ILS Fee Table shall be adjusted accordingly as of the date the rate(s) become effective.

Vendor rate increases that are not a general cost of living increase shall be tied to increased minimum expectations for service.

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8. Billing

a. The Contractor shall submit the monthly ILS billing form to Sherrie Flores, Emerging Adulthood Program Manager at Sherrie.Flores@dcyf.wa.gov.

b. The Contractor shall contact Sherrie Flores, Emerging Adulthood Program Manager at 360.489.5280.

c. Claims for payment must be received by DCYF no later than sixty (60) days from the date services were rendered.

d. The billing form can be found at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

9. Payment

a. The Contractor shall agree to accept the DCYF payment as the sole and complete payment for services provided under this Contract.

b. Payment shall be dependent upon DCYF receipt of satisfactorily completed required reports that conform to specifications in the Statement (s) of Work.

c. DCYF will make payment within thirty (30) days of receipt of a properly completed invoice for services.

d. DCYF will not be obligated to pay for services submitted more than three (3) months after the calendar month in which the services were performed.

e. DCYF may stop payment to the Contractor if reports required under this Contract are delinquent, i.e., not submitted within ten (10) days of the due date, or incomplete.

f. DCYF may, at its sole discretion, withhold payment claimed by the Contractor for services rendered if Contractor fails to satisfactorily comply with any term or condition of the Contract.

g. DCYF will not pay for any services that are not authorized by DCYF.

10. Wage Standards

a. The Contractor agrees that ILS Case Manager shall receive, on average, the regionalized wages and benefits (combined) identified in ILS Fee Table, available at https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

b. This requirement does not prescribe compensation difference between staff, specify compensation for any individual staff, or prohibit agencies from having an average salary and benefits higher than the modeled rates.

11. Financial Management

a. Contractor must maintain a written financial management system to ensure accurate tracking and internal controls of all financial matters related to this contract, including but not limited to:

b. Fiscal records that shall substantiate costs charged to DCYF;

c. Documentation of all costs associated with services provided;

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB mailto:Sherrie.Flores@dcyf.wa.gov https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services

2037XS ILS 08-21-2025 Page 18

d. Payroll;

e. Subcontractors (If applicable); and

f. Travel Cost.

g. Reconcile invoices and payments no less than quarterly, if you have any payment questions please submit the Payment Inquiry Form available at: https://www.dcyf.wa.gov/services/child-welfare-providers/contracted-services.

12. Performance-Based Contracting

Beginning July 1, 2019, DCYF is strategically implementing quality and outcome performance measures in contracts that provide services to children and families as required by House Bill 1661.

The purpose of this change is to help achieve DCYF’s long-term outcome goals, with a focus on building partnerships, using data to learn and improve, and advancing racial equity.

Goal

Metric

Reporting Requirement

Established contacts and attempted contacts with youth should be recorded in the IL Provider Notes field in FamLink. Both established contacts and attempted contacts will be entered into FamLink as they occur.

13. Services Authorized as Needed

DCYF shall request services from the Contractor on an as-needed basis. This Contract does not obligate DCYF to authorize services from the Contractor.

14. Payment Only for Authorized Services

DCYF shall pay the Contractor only for authorized services provided in accordance with this Contract.

If this Contract is terminated for any reason, DCYF shall pay only for services authorized and provided through the date of termination.

15. Funding Stipulations

a. Information for Federal Funding. The Contractor shall cooperate in supplying any information to DCYF that may be needed to determine DCYF or the client’s eligibility for federal funding.

b. Duplicate Billing. The Contractor must not bill other funding sources for services rendered under this Contract which would result in duplicate billing to different funding sources for the same service.

Furthermore, the Contractor shall ensure that no subcontractor bills any other funding sources for services rendered under this Contract, which would result in duplicate billing to different funding sources for the same service.

c. No Federal Match. The Contractor shall not use funds payable under this Contract as match toward federal funds without the prior written permission of DCYF.

d. Supplanting. The Contractor shall use these funds to supplement, not supplant the amount of

Docusign Envelope ID: C6906A40-A5C5-4978-A893-E53919BCB1CB

2037XS ILS 08-21-2025 Page 19 federal, state and local funds otherwise expended for services provided under this Contract.

16. Recovery of Fees for Noncompliance

In the event the Contractor bills for services provided and is paid fees for services that DCYF later finds were either (a) not delivered or (b) not delivered in accordance with applicable standards or the requirements of this Contract, DCYF shall have the right to recover the fees for those services from the Contractor, and the Contractor shall fully cooperate during the recovery process.

17. Prohibition of Use of Funds for Lobbying Activities

The Contractor shall not use funds payable under the Contract for lobbying activities of any nature. The Contractor certifies that no state or federal funds payable under this Contract shall be paid to any person or organization to influence, or attempt to influence, either directly or indirectly, an officer or employee of any state or federal agency, or an officer or member of any state or federal legislative body or committee, regarding the award, amendment, modification, extension, or renewal of a state or federal contract or grant.

Any act by the Contractor in violation of this prohibition shall be grounds for termination of this Contract, at the sole discretion of DCYF, and shall subject Contractor to such monetary and other penalties as may be provided by law.

18. Business/Financial Assessment

The Contractor authorizes DCYF to obtain a financial assessment and/or credit report of the Contractor’s corporation and/or business, and of the principal owner(s) of the corporation and/or business, at any time prior to or during the term of this Contract. A “principal owner” includes person(s) or organization(s) with a 25% or more ownership interest in the business.

DCYF may deny, suspend, terminate, or refuse to renew or…