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HomeMy WebLinkAbout2017-627-E Co. Mgr. - NCCEH for LSA services for HMIS DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F [Departmental Use Only] TITLE NCCEH Data Center FY 2017-18 NORTH CAROLINA SERVICES AGREEMENT UNDER$90,000.00 NO RFP/RFQ ORANGE COUNTY This Services Agreement (hereinafter "Agreement"), made and entered into this 1st day of July, 2017, ("Effective Date") by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County") and NC Coalition to End Homelessness Data Center, (hereinafter, the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): providing Local System Administrator (LSA) services for the Orange County implementation of the Homeless Management Information System (HMIS) database, as described in detail in the Scope of Work attached as Exhibit A ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance Revised 2/17 1 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. vi) In determining the basic services to be provided, should any documents be referenced in this Agreement, the terms of this Agreement shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. Should a request for proposals and a proposal be referenced the terms of the request for proposals shall have priority over the terms of any proposal. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): See Exhibit A, HMIS Scope of Work, which is attached to this Agreement. 4. Duration of Services a. Term. The term of this Agreement shall be from July 1, 2017 to June 30, 2018. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. Revised 2/17 2 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be July 1, 2017. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement. The maximum amount payable for Basic Services shall not exceed Twenty-two thousand Dollars ($22,000.00). Payment for Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Corey Root, Homeless Programs Coordinator) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by County's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing division/contracts.php). If County's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of N/A (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in Revised 2/17 3 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days' prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. Revised 2/17 4 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F e. Suspension. County may suspend the Basic Services and this Agreement at any time for County's convenience and without penalty to County upon three (3) days' notice to Provider. Upon any suspension by County, Provider shall discontinue work on the Basic Services and shall not resume the Basic Services until notified to proceed by County. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor, on the list created by the State Treasurer pursuant to G.S. 147- 86.58. c. Non-Discrimination. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal non-discrimination laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing division/contracts.php.) Any violation of the Orange County Non-Discrimination Policy is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. Revised 2/17 5 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the joint property of the County and the Provider, and may be used on any other project by the County without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. i. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. j. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider's Name Attention: Corey Root NC Coalition to End Homelessness P.O. Box 8181 PO Box 27692 Hillsborough, NC 27278 Raleigh, NC 27611 [SIGNATURE PAGE TO FOLLOW] Revised 2/17 6 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER: DocuSigned by: --DocuSigned by: By: botA u,tt. komoku"sLt By: .g Q a County Ma 6117994B755E477... -----E973FB1CFD0F4CF... Denise Neunaber, Executive Director Printed Name and Title Revised 2/17 7 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F ORANGE COUNTY-DEPARTMENT USE ONLY Department Party/Vendor Name: NCCEH Party/Vendor Contact Person: Denise Neunaber Contact Phone: 919-755-4393 Party/Vendor Address: PO Box 27692 City Raleigh State: NC Zip: 27611 Department: County Manager - Homeless Programs Amount: $22000.00 Purpose:LSA services for HMIS Budget Code(s):32470620 630000 Vendor# (N/A if new vendor) Vendor is a BOCC consultant? Yes ❑No® Contract Type: (Check one) New ® Renewal❑ Amendment ❑ Effective Date 7/1/17 Approved by Board Yes No Agenda Date: This agreement is approved as to technical form and content: DocuSigned by: Department Director's Signature LPtts VY�, Date: 11/10/2017 0A3E81 812836484... Information Technologies (Applicable only to hardware/software purchases or related services)This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer Date: Risk Management This agreement is approved for sufficiency of insurance standards,specifications,and requirements: DocuSigned by: Office of the Risk Management Officer RiSA 11/12/2017 ���� Date: 7FDCF9176800498... Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: DocuSigned by: Office of the Chief Financial Officer 4 Date: 11/13/2017 7D4E5181ACC1409... Legal Services This agreement is approved as to legal form and sufficiency: DocuSigned by: Office of the County Attorney El)ttuA, l°etvfs Date: 11/17/2017 EAA3D33ED8A8465... Clerk to the Board Received for record retention: All Docusign contracts must be copied to Donna Lloyd upon completion @ Dolloyd@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board Date: Revised 2/17 8 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F Revised 2/17 9 DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F Attachment A - NC HMIS Scope of Work Defining the roles of the Michigan Coalition Against Homelessness(MCAH)as the HMIS Lead Agency, the North Carolina Coalition to End Homelessness(NCCEH) as the Local System Administrator, and the Orange County(The CoC)as the Continuum of Care. MIIlichiitipain7 Coa lit.iioin7 Algaliin7 L Horne essness iitipatlioin7 (as Lhe HMO!") II cad Agency): System Support MCAH will monitor the HMIS system to ensure its continued availability. MCAH will provide an emergency contact staff member who will be on call in case of system outage after-hours who will work with Bowman Systems to restore access. MCAH will serve as a liaison with Bowman Systems to correct any confirmed issues with existing system functionality. MCAH will provide appropriate follow-up with Bowman Systems through the life of the identified and submitted case. MCAH will make all Bowman produced reports available to Local System Administrators and Users with ART licenses as those reports are released by Bowman. MCAH will maintain all system wide standard assessments,those designated as NC HMIS assessments by MCAH staff,to ensure they are compliant with the HUD Data Standards. Help Desk and Technical Assistance Support MCAH will provide help desk support, Monday through Friday,from 9 AM to 5 PM Eastern Time,excluding holidays. The help desk will be available to answer Local System Administrator questions as well as work with both Agency staff and Local System Administrators to address more advanced Technical Assistance Questions. MCAH will provide advanced Technical Assistance for agencies and CoCs as requested by the Local System Administrator,CoC HMIS Lead Agency,or CoC Leadership. MCAH will attempt to fulfill all reasonable requests for advanced TA related to data, project design and coordination of providers and services within the system. Communication MCAH will host a regular Local System Administrators meeting during which key system news and issues will be identified,decisions regarding certain operational aspects of the system will be made by a consensus of LSAs and Local System Administrators will have an opportunity to ask questions and interact with each other and the MCAH staff regarding issues of importance as identified by them. MCAH will report out on activities performed,expenditures,and key system issues to the Governance Committee on a regular basis. This report will be available to all members of the Governance Committee,and may be used to review project activities at a local level. MCAH will communicate key system news and updates via a Local System Administrators Mailing List and System News. Updates will be communicated on an as needed basis,with critical updates posted in both locations as applicable. Training MCAH will provide an online, recorded webinar based library of trainings related to key system functionality and workflows. Where applicable,these trainings will be accompanied by paper data collection forms for the major Federal Partners'workflow,setup documentation for system functionality,and step-by-step guidance documentation. DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F MCAH will provide certification of successful completion for key trainings, based upon a user successfully achieving a satisfactory score on the certification quiz. The certification documentation will be available to end users. MCAH will provide additional advanced trainings for Local System Administrators as requested through the Governance Committee or discussed and agreed upon by a mutual consensus through the Local System Administrators meeting. MCAH will give Local System Administrators and COC leadership access to Bowman documentation as produced by Bowman Systems for ServicePoint. HUD Projects and Activities(Including AHAR,PIT/HIC, HMIS APR, HUD NOFA): MCAH will provide orientation training annually for the AHAR. This training will be based on the latest HUD guidance for completing the AHAR. MCAH will provide orientation training annually for the PIT/HIC. This training will be based on HUD's guidance for the 2017 PIT/HIC Activities. MCAH will provide system wide HMIS Statistics for completion of the HMIS APR by the HMIS Lead/Local System Administrator. NCCEH will give MCAH 14 days to compile system wide statistics. MCAH will provide the Local System Administrator with technical assistance surrounding the PIT/HIC,AHAR, HMIS APR and local project APRs as requested by the Local System Administrator. MCAH will provide technical assistance to the State ESG Office and Entitlement Communities to support the completion the ESG Caper. Contracts,Agreements, Policies and Procedures: MCAH will revise key system contracts and agreements on an as needed basis. These revisions will be performed in collaboration with the Governance Committee,and appropriate North Carolina legal counsel where warranted. MCAH will annually review the NC HMIS policies and procedures document,to ensure it aligns with the latest HUD Data Standards,and applicable sections under the HUD HMIS Rule and HUD CoC Rule. This document will serve as a baseline from which member CoCs can add content of local HMIS interest. MCAH will provide a template of key privacy documents, including a Privacy Notice and a baseline Release of Information which will align with North Carolina's Privacy Rule. Goals Specific to the 2016-2017 Contract Year MCAH will work with Bowman Systems,the North Carolina LSAs and the Governance Committee to facilitate a move to ServicePoint 6.x when released by Bowman. MCAH will provide fundamental trainings, in conjunction with Bowman on new system functionality, modules,or key system changes in 6.x MCAH will implement the new Reporting Tool for ServicePoint as implemented by Bowman Systems. Bowman will migrate the library of Bowman Reports and MCAH will migrate or rebuild as necessary,the library of normalized, MCAH created NC HMIS reports to the new tool. In conjunction with Bowman, MCAH will provide TA and support as requested on the new tool to Local System Administrators with report writing licenses. MCAH will redesign a HMIS training website,streamlining training protocol to create an enhanced, logical end user experience which will provide pages specific to North Carolina only. DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F MCAH will continue to support the local CoCs in development of a local Annual Report process. MCAH will provide TA as necessary,as local CoCs continue to expand their capacity to develop a local annual reporting process. North Caro Ulna Coa 11 x.11on to End ( 1limlrle essInC_°ss Iltgat11o1n5 (as Lhe oca !;`>ysLeIml AdIrmnlIIIim7IIsLIrant:oIr Agency): Help Desk and Local Technical Support NCCEH will provide front-line technical support/technical assistance for users and agencies within the CoCs they support. This support includes resetting passwords, providing troubleshooting and problem solving for users/agencies within their CoCs.Where applicable,the LSA will train Agency Administrators to do fundamental system support activities. NCCEH will build relationships with the agencies within the CoC(s)they serve,working to understand the business practices of these agencies,and assisting them with mapping their business practices onto the system. NCCEH will work with the local CoC(s)they serve to determine strategies to best implement CoC operations onto the system. MCAH staff will be available,on request,to provide advanced technical assistance in these areas if requested by NCCEH and the local CoC. User Setup and Provider Page Setup NCCEH will setup new users in NC HMIS. NCCEH will supervise license allocation for users and agencies within the CoC(s)they serve. When requested NCCEH will oversee the process of purchasing additional licenses directly for CoC(s)that they represent using the purchase protocol defined by the Governance Committee. NCCEH will work in partnership with the agencies and Agency Administrators in the CoC(s)they serve to ensure that agency provider pages are setup correctly per HUD Data Standards directives,as programmed in the system by Bowman Systems. NCCEH will work directly with agencies,through a collaborative process to ensure proper visibility is established for the provider pages in the CoC(s)they serve. Regarding internal visibility, NCCEH will assist agencies with ensuring data is shared locally between all the agency's projects,as desired by the agency. With external,or multi-agency sharing, NCCEH will ensure sharing protocol aligns with any external Sharing QSOBAAs signed within the CoC.With regards to cross CoC data sharing for single agencies,the LSA and the agency will enlist support from MCAH to ensure the appropriate visibility groups are established by MCAH staff,whereupon NCCEH will apply those groups to provider pages. Regarding questions on appropriate visibility setup, MCAH staff will be available,on request,to provide technical assistance. Communication NCCEH will host regular User/Agency Administrator meetings for users of the system in the CoC(s)they serve. These meetings will cover important news on changes in the system, items of local interest within the CoC,and issues identified by NCCEH within the local CoC(s). NCCEH will share any key news items of local impact, interest,or relevance to the CoC, users,and Agency Administrators in the CoC(s)they serve. This will include important updates on system changes,system downtime,or other relevant system news shared by the MCAH team to the Local System Administrators. DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F NCCEH will provide a monthly report including a summary of activities, including progress on projects,and items for CoC action. Training NCCEH will inform Agency Administrators and local users of required and recommended system trainings that are available through the MCAH training website. NCCEH will provide localized training to CoC users and agencies for issues or items of importance related to the local community. These may include local PIT/HIC training or other HUD required activities,guidance on local data cleanup,or specific guidance on proper workflow and system usage that are identified through an audit process. NCCEH will provide training for local users on initiatives identified and agreed upon between the NCCEH and the local CoC. HUD Projects and Activities(Including AHAR, PIT/HIC, HMIS APR, HUD NOFA): NCCEH will support the completion of the AHAR Submission for the local CoC(s) it serves. This includes supervising data cleanup,working with the Abt Associates representative assigned to the local CoC,and ensuring the submission is complete and thorough to the best of the knowledge of NCCEH. MCAH TA available on request. NCCEH will support the completion of the PIT/HIC submission for the CoC(s) it serves. This effort includes coordinating work with local planning bodies, local agencies and community volunteers to ensure appropriate data is collected,conducting analysis of data to align with HUD PIT/HIC guidance,and ensuring that the Bed/Unit Inventories for each project within the CoC(s)are correct in HMIS(in partnership with the local agencies themselves). This also requires collecting information from non-HMIS participating agencies as required by HUD, including DV agencies. MCAH TA available on request. NCCEH,as the HMIS grantee will complete the HMIS APR and submit to HUD.This will include conducting proper data review and cleanup,ensuring the report is accurate to the best of NCCEH's knowledge,and requesting system wide HMIS statistics from the MCAH staff,which will be available 14 days after the request. NCCEH will provide support and technical assistance for agencies completing the CoC APR within their jurisdiction. This will include providing technical assistance with problem solving data quality issues and reporting issues. NCCEH will provide support to the CoC(s)and grantees to complete the annual ESG CAPER. Local CoC Reporting: NCCEH will be responsible for providing reports to the CoC(s) it serves regarding requests made by the local CoC for data. These include, but are not limited to: • CoC wide demographics, performance outcomes,and data quality reports that are used for informational and evaluation purposes • Final reports on submissions made to HUD for various HUD mandated activities such as the AHAR, PIT/HIC,and HMIS APR • General requests for data of interest to the local CoC • Any additional reporting requirements initiated by HUD that are required of the local CoC The CoC will give NCCEH 14 days to fulfill reporting requests. NCCEH will teach local Agency Administrators and Users on how to run reports at the agency and project levels DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F for the purpose of monitoring data quality and outcomes on a regular basis in the agencies that it serves. NCCEH will be responsible for reporting out on activities and expenditures to the local CoC(s) it serves as agreed upon by the CoC and NCCEH. CoC/Agency/Project Auditing and Monitoring NCCEH will work with the local CoC to establish local HMIS policies and procedures using the system wide Policies and Procedures document as a frame. NCCEH will work with local CoC leadership and Agency Leadership/Administrators to update this document as needed. NCCEH, in conjunction with the agencies in the CoC(s) it serves,will audit agencies and projects to ensure compliance. Audit activities will include, but not be limited to: • Ensuring the agency has all required contracts,agreements and policies in place for participation on the HMIS • Verifying system users have completed all required training for system participation • Ensuring provider pages are correctly setup per HUD Standards Guidance • Ensuring agencies are following appropriate data entry protocol per the funding sources they receive funding from • Monitoring implementation of privacy,to ensure client rights are being protected • Regularly monitoring data quality,completeness and outcomes to ensure projects are maintaining a high level of compliance with HUD and CoC requirements • Ensuring accurate bed and unit inventories have been entered into HMIS. Completion of these tasks are the responsibility of both NCCEH and the agencies which participate on the system in the local CoC. NCCEH can create a policy under which local agencies are responsible for monitoring themselves,and instructing them on application of that policy. NCCEH can then assist agencies with implementing the policy locally to ensure compliance. Orange COUiim7Ly ParLn rshiip Lo 0 ifd Il....l()irnE essnesS (COC II e nd Agency) O):n iog ,nLioons: Help Desk and Local Technical Support The CoC will adopt data quality standards and support the requirement and monitoring of these standards. User Setup and Provider Page Setup The CoC will approve license requests for new users and set-up for new agencies and/or projects. The CoC will assist in enforcing HMIS privacy protocols and ensure data is only shared with parties who have a completed sharing QSOBBA. The CoC will support and reinforce NC HMIS policies regarding users and agencies. Communication The CoC will identify and share CoC and agency needs at regular meetings with NCCEH and in writing. The CoC will reinforce messages from MCAH and NCCEH as needed. The CoC will provide timely information on funding processes and decisions,agency updates,and any other information regarding system planning. DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1C7A94F Training The CoC will assist in coordinating and requiring user and Agency Administrator meetings. The CoC will reinforce the practices that are taught by MCAH and NCCEH in trainings. HUD Projects and Activities(Including AHAR,PIT/HIC, HMIS APR, HUD NOFA) The CoC will submit HUD required reports on behalf of the CoC. A work plan will be developed for submission the AHAR, PIT/HIC and System Performance Measures.The work plan will be mutually agreed upon and outline responsibilities and timelines for NCCEH and the CoC. The CoC will work with NCCEH to resolve HMIS compliance issues with users. The CoC will support and implement HUD best practices and data standards, HUD and other funding partner program rules, reporting requirements,and other written guidance. Local CoC Reporting The CoC will submit report requests in writing via NCCEH report request form.The CoC will give NCCEH 14 days to fulfill reporting requests. CoC/Agency/Project Auditing and Monitoring The CoC will support and implement HUD best practices and data standards, HUD and other funding partner program rules, reporting requirements,and other written guidance. DocuSign Envelope ID: 364B59FA-42BE-4E61-913F-9E25D1 C7A94F AC o DATE(MM/DD/YYYY) T� ® CERTIFICATE OF LIABILITY INSURANCE M2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT DAVID BRASWELL NAME: INSURE PHONE (919)781-1115 FAX (919)783-6427 (A/C,No,Ext): (A/C,No): 2607 GLENWOOD AVENUE E-MAIL ADDRESS:DBRASWELL @INSURE-NC.COM PO BOX 31508 INSURER(S)AFFORDING COVERAGE NAIC# RALEIGH NC 27622 INSURERA:AUTO OWNERS INSURANCE CO 18988 INSURED INSURERB:TRAVELERS INDEMNITY CO OF AMERICA 25666 NORTH CAROLINA COALITION TO END HOMELESSNESS INSURER C: P 0 BOX 27692 INSURER D: INSURER E: RALEIGH NC 27611-7692 INSURERF: COVERAGES CERTIFICATE NUMBER:CL1712005458 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY EFF POLICY EXP W LIMITS LTR INSD VD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED 300,000 A CLAIMS-MADE X OCCUR PREMISES(Ea occurrence) $ 35658183 1/12/2017 1/12/2018 MED EXP(Any one person) $ 10,000 PERSONAL&ADV INJURY $ 1,000,000 GE 'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY PRO- JECT LOC PRODUCTS-COMP/OPAGG $ 1,000,000 OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 (Ea accident) ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED 35658183 1/12/2017 1/12/2018 BODILY INJURY(Per accident) $ AUTOS AUTOS A NON-OWNED PROPERTY DAMAGE X HIRED AUTOS X AUTOS (Per accident) UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION X MUTE EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE N/A B E.L.EACH ACCIDENT $ 100,000 OFFICER/MEMBER EXCLUDED? N (Mandatory in NH) IH-UB-1412X64-3-15 1/30/2017 1/30/2018 E.L.DISEASE-EA EMPLOYEE $ 100,000 If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ 500,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE ORANGE COUNTY THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN P O BOX 8181 ACCORDANCE WITH THE POLICY PROVISIONS. 200 S CAMERON STREET HILLSBOROUGH, NC 27278 AUTHORIZED REPRESENTATIVE DAVID BRASWELL/DAVID ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD INS025(201401)