CITY OF BUCKEYE CAP AMENDMENT 1.PDF
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Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 1 of 15 AMENDMENT NO. 1 TO THE INTERGOVERNMENTAL AGREEMENT BETWEEN MARICOPA COUNTY ADMINISTERED BY ITS HUMAN SERVICES DEPARTMENT AND CITY OF BUCKEYE I. Maricopa County (“County”), administered by its Human Services Department, and the City of Buckeye, (“Contractor”) entered into a financial Intergovernmental Agreement (“Agreement”), which was fully executed on or about June 22, 2022. The purpose of the Agreement is for the Contractor to provide Community Action Program (CAP) services to include Crisis Case Management, coordination of services to assist low-income households in crisis situations, and assistance to move closer to economic self-sufficiency. The Contractor shall provide services in Buckeye and surrounding areas. The Agreement term is the term of July 1, 2022, through June 30, 2023. The County provided the Contractor with $165,000 for the CAP service activities. The County and the Contractor collectively are referred to as the “Parties.” II. The Parties agree to enter into this Amendment No. 1 to amend the Agreement as follows: A. Extend the Agreement term from July 1, 2023, through June 30, 2024. B. Revise Section 3 (Work Statement), by removing in its entirety and replacing with the following: 1.0 PROGRAM GOALS Maricopa County is a designated Community Action Agency, authorized under the federal Community Services Block Grant (CSBG) Act to address the causes and conditions of poverty in local areas. The Maricopa County Human Services Department/Community Services Division (MCHSD/CSD) administers the Community Action Program activities, the primary purpose of the CSD is to provide a range of programs or services that are intended to: • pursue the reduction of poverty, • the revitalization of low-income communities; and • the empowerment of low-income families and individuals to become fully self-supportive. Through partnerships with local municipalities or private, non-profit organizations, community action programs and services are provided to residents in the local area. 2.0 SCOPE OF WORK Community Action Program Services shall include the delivery of crisis services, internal/ external program navigation, and program referrals intended to assist in the stabilization of immediate/ emergent needs for families that are facing eviction, disruption in utilities, experiencing insufficient food and/or nutrition, and/or are unemployed/ underemployed. Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 2 of 15 Services shall be delivered in a wrap around, comprehensive manner to address the needs of the household and to move families closer to economic stability. 2.1 MCHSD Crisis Financial Assistance Services Eligibility for financial assistance is determined and benefit payments made on behalf of program participants, these include but are not limited to, temporary emergency shelter, emergency rent, move-in assistance, utility payments or deposits, and emergency utility payments. 2.1.1 Clients seeking assistance will apply via HSD Dynamics client portal and will be placed in a queue based on an assigned priority level. 2.1.2 Eligibility criteria for financial assistance funds is defined in the MCHSD/CSD Policy & Procedure Program Manual. 2.1.3 Financial assistance funds are managed and allocated by MCHSD. Funds will be made available to the Contractor through the HSD Dynamics. 2.1.4 MCHSD/CSD will make payment directly to vendors upon authorization by County. 2.1.5 Available Financial Assistance Services shall include the following: 2.1.5.1 Utility Assistance 2.1.5.1.1 Utility payments and deposits for heating and cooling; 2.1.5.1.2 Rental assistance where utility payment is included in rent. 2.1.5.2 Rental Assistance 2.1.5.2.1 Rental assistance to prevent eviction; and 2.1.5.2.2 Move in assistance to include rental deposits and first month rent. 2.2 Navigation Services Navigation services are offered to clients following the completion of the HSD Dynamics application. This is a staff assisted function that includes the collection of eligibility documents and completion/ submission of program application for both contractor’s internal program (non-County funded) along with external program services. 2.2.1 Navigation to Low-Income Energy Assistance Program (LIHEAP) and Low-Income Household Water Assistance Program (LIHWAP) Services: 2.2.1.1 Contractor shall provide application assistance which may include the following: Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 3 of 15 2.2.1.1.1 Answering questions about program eligibility and the application process. 2.2.1.1.2 Entering application data directly into the DES portal on behalf of the Client. 2.2.1.1.3 Scanning and uploading required documents, if needed. 2.2.1.1.4 Provide paper applications to clients, upon request, and enter information directly into the DES portal on Client’s behalf. 2.2.1.1.5 Provide assistance in completing the ID.me identity verification process to include scanning required documents and uploading to the ID.me website (www.ID.me.com) 2.2.1.2 LIHEAP Life-Threatening Crisis Requirements 2.2.1.2.1 Contractor shall provide the following assistance: 2.2.1.2.1.1 Upon phone/email notification from ADES, initiate a wellness call or check within eighteen (18) hours. 2.2.1.2.1.2 Confirm that the Client is facing Life-Threatening Crisis 2.2.1.2.1.3 Refer Clients to weatherization services for items such as portable heaters, air conditioners, or other necessities if it is determined action is needed. 2.2.1.2.1.4 Assists clients with application and indicate on Client’s application the Life- Threatening Crisis needed 2.2.2 Navigation to Maricopa Human Services (MCHSD) Programs 2.2.2.1 Contractor shall navigate to the Community Services Division (CSD) Empowerment Pathway Program. 2.2.2.2 CSD Client Service Specialist shall assess the needs of the household and connect the Client to the following MCHSD divisional (neighborhood) program services: 2.2.2.2.1 Early Education Division (EED) nutritionist, childcare, and early education services 2.2.2.2.2 Senior Adult Services Division (SASD) case management services 2.2.2.2.3 Workforce Development Division (WDD) employment and occupational skills training related services Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 4 of 15 2.2.2.2.4 Homeless Services 2.2.2.3 Navigation to Internal Program Services 2.2.2.3.1 Contractor shall identify a minimum of two (2) internal programs based on the most recent MCHSD Community Needs Assessment. Contractor will submit a logic model (Exhibit 1) by July 31, 2023, to be approved by MCHSD. The logic model shall provide the following information for each program service: 2.2.2.3.1.1 Community need 2.2.2.3.1.2 Anticipated program outcome(s) 2.2.2.3.1.3 Description of program service 2.2.2.3.1.4 Projected number of individuals/ households to be served 2.2.2.3.1.5 Projected number of individuals/ households who will achieve anticipated program outcome(s); 2.2.2.3.1.6 Data collection methodology 2.2.2.4 Contractor shall conduct follow up contact with clients to assess for additional needs and to track program outcomes as it relates to the outcomes identified in the Contractor’s logic model. 2.2.2.4.1 Follow up services shall be conducted at intervals of 3 months, 6 months, and 9 months following the receipt of program services. 2.3 Information and Referrals 2.3.1 Contractor shall provide information and referrals to include but not limited to the following: 2.3.1.1 SOLARI (formerly known as AZ 211) crisis case management services 2.3.1.2 Community Legal Services (CLS) for households who are facing immediate eviction for non-payment of rent or who receive assistance and have a judgement that is not satisfied. 2.3.1.3 Child support enforcement services for clients who are custodial parents in single parent households. 2.3.1.4 Assistance completing application for SNAP, AHCCCS, and Unemployment Insurance; 2.3.1.5 Food and nutrition services to counteract the impacts of starvation or malnutrition. 2.3.1.6 ADOH Mortgage Assistance Program 2.4 Service Requirements 2.4.1 MCHSD Crisis Financial Assistance Services 2.4.1.1 Contractor shall conduct application intake for financial assistance services to clients that apply in person with a paper application or needing assistance applying online. Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 5 of 15 2.4.1.2 On-site application process shall include the following: 2.4.1.2.1 Provide paper applications, or assist clients with completing the online application process; 2.4.1.2.2 Collect client eligibility documents for identified services, as required in the MCHSD/CSD Policy & Procedure Program Manual; 2.4.1.2.3 Information from the paper application shall be entered into HSD Dynamics within 24 hours; 2.4.1.2.4 Upload a copy of the paper application in HSD Dynamics; 2.4.1.2.5 Create an application in HSD Dynamics, as well as the program applications that the client is eligible for; 2.4.1.2.6 Upload eligibility documents in HSD Dynamics; 2.4.1.2.7 Research and enter vendor/provider information in Dynamics. 2.4.1.3 The Contractor will also process applications submitted through the HSD Dynamics portal and shall follow the process outlined below: 2.4.1.3.1 Contractor shall review agency’s queue and will assign twenty (20) applications per week, to Client Services Specialist; 2.4.1.3.2 Upload eligibility documents in HSD Dynamics; 2.4.1.3.3 Research and enter provider information within twenty-four (24) hours from receiving provider documentation; 2.4.1.3.4 Contractor will disposition ten (10) applications per week, which may include a combination of a rent and utility program application; 2.4.1.4 Contractor shall adhere to the following: 2.4.1.4.1 Use the MCHSD/CSD Policy & Procedure Program Manual, as amended, in the provision of services; 2.4.1.4.2 Document all services provided and supported by County funds in HSD Dynamics; 2.4.1.4.3 Manage and monitor application queue in HSD Dynamics based on application submission date and assigned priority level; 2.4.1.4.4 Document client’s program involvement and progress in the required case note section of HSD Dynamics per the Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 6 of 15 MCHSD/CSD Policy and Procedure Program Manual; 2.4.1.4.5 Research provider profile and submit vendor information related to the County vendor registration process, if applicable; 2.4.1.4.6 Conduct quality assurance review on all submitted service authorizations; 2.4.1.4.7 Resolve rejected service authorizations and data entry errors within seven (7) calendar days from the rejection date; 2.4.1.4.8 Maintain funds depletion patterns as required by MCHSD/CSD. 2.4.2 Navigation Services 2.4.2.1 Clients shall have a completed application in HSD Dynamics prior to receiving navigation services to DES portal for LIHEAP/ LIHWAP services or internal program services. 2.4.2.2 Contractor shall ensure that all eligible clients seeking crisis services will be navigated to the Arizona Department Economic Security (DES) portal for LIHEAP and LIHWAP services. 2.4.2.3 Contractor shall provide navigation services as it relates to MCHSD and Internal Program services, to a minimum of 50% of the clients that have been dispositioned in the HSD Dynamic queue. 2.4.2.4 Contractor shall document all navigation services in HSD Dynamics, in accordance with the MCHSD/CSD Policy and Procedure Manual. 2.4.2.5 Navigation services shall be reported in the MCHSD/CSD quarterly ROMA reports. 2.4.2.6 Contractor shall use the MCHSD approved logic model template for internal program navigation. 2.4.3 Information and Referrals 2.4.3.1 Clients shall have a completed program application in HSD Dynamics prior to the delivery of information and referral services. 2.4.3.2 Contractor shall document all referrals in HSD Dynamics, in accordance with the MCHSD/CSD Policy and Procedure Manual. 2.4.3.3 Information regarding program referrals shall be reported in the MCHSD/CSD quarterly ROMA reports. 2.5 Facility Requirements 2.5.1 Contractor shall ensure staff on-site are able to navigate to websites and provide generalized assistance to clients. Staff shall provide access to through self-maintaining or partnership agreements, a computer lab to include multiple computers with internet access, fax machines, copier, Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 7 of 15 phones, and basic office supplies to allow individuals access to the following: 2.5.1.1 AZDES LIHEAP Application Portal; 2.5.1.2 HSD Client Portal; 2.5.1.3 ADOH Mortgage Assistance Portal; 2.5.1.4 Online applications for AZDES Unemployment Insurance, Supplemental Nutrition Assistance Program (SNAP), and AHCCCS Health Insurance; 2.5.1.5 Online job search and submission of application/ resume; and/or 2.5.1.6 Information regarding scholarships and federal financial aid. 2.5.2 Contractor shall ensure adequate space for the following: 2.5.2.1 On-site workshops and training classes; 2.5.2.2 Local job/career fairs; and 2.5.2.3 Eligibility determination where confidential information cannot be overheard. 2.6 Reporting Requirements 2.6.1 Contractor shall submit programmatic and financial reports to MCHSD as listed below: 2.6.1.1 Results Oriented Management and Accountability (ROMA/ROMA Next Gen) data and/or reports no later than the 10th business day after the end of each quarter of the fiscal year. 2.6.1.2 Monthly invoices/claims with supporting documentation no later than the 10th business day, following the end of the month. 2.6.1.3 The County reserves the right to add, remove, or revise reporting requirements to meet program goals. 2.6.1.4 Failure to submit required reports in the designated timeframe listed may result: 2.6.1.4.1 in a forfeiture of payment, if not submitted by the forty-fifth (45th) calendar days following the end of a month. 2.6.1.4.2 in a forfeiture of final payment, if final program and fiscal reports is not submitted within the designated time period, determined by MCHSD following the Contract term. 2.7 HSD Dynamics Access 2.7.1 Access to HSD Dynamics will be provided by MCHSD/CSD upon request from Contractor. 2.7.2 Contractor shall provide MCHSD/CSD information regarding staffs’ name, position title, contact information, and confirmation of successful completion of background check. Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 8 of 15 2.7.3 MCHSD reserves the right to immediately remove access if it is determined Contractor’s personnel is a risk to the County operations for any of the following reasons but not limited to: 2.7.3.1 Approving clients for services they are not eligible for; 2.7.3.2 Denying eligible clients services; and 2.7.3.3 Accessing the HSD Dynamics for any purpose other than areas of responsibility. 2.7.4 MCHSD will provide Contractor programmatic ad hoc reports, as requested. 2.7.5 MCHSD reserves the right to deny Contractor’s access to program data. 2.8 Staff Requirements 2.8.1 Contractor shall: 2.8.1.1 Ensure staff and/or volunteers do not provide direct services to clients until all appropriate Background Checks and Fingerprint clearance have been completed with satisfactory results and procedures are in place if results are unsatisfactory; 2.8.1.2 Maintain documentation that key staff have received appropriate training or hold appropriate certification/licensure in accordance with roles, responsibilities and job descriptions; 2.8.1.3 Ensure that staff and volunteers do not have any conflicts of interest in the provision of services and management of programs; 2.8.1.4 Provide staff and volunteers with supervision, equipment, materials and supplies necessary to perform contracted services; 2.8.1.5 Provide training to all new employees and volunteers providing services under this Agreement, to include but not limited to the following: 2.8.1.5.1 An overview of the MCHSD/CSD Policy and Procedure Manual; and 2.8.1.5.2 Requirements of ARS §46-140.01 and ARS §1-501 and ARS § 1-502 regarding eligibility for state and local benefits. 2.8.1.6 Maintain documentation that verifies case management staff have received relevant training and provide documentation upon request to MCHSD; 2.8.1.7 The Contractor shall be required to notify MCHSD of staff changes and vacant positions within two (2) business days of staff changes. The Contractor shall open the recruitment to fill case worker vacancies, no later than thirty (30) days after the vacancy occurs, to ensure service availability and clients are not turned away due to lack of staff. MCHSD may assist in the selection of the replacement candidate. 2.8.2 Code of Conduct: Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 9 of 15 2.8.2.1 The Contractor shall avoid any action that might create or result in the appearance of: 2.8.2.1.1 Inappropriate use or divulging of information gathered or discovered pursuant to the performance of its duties under the Contract. 2.8.2.1.2 Actions on behalf of the County without appropriate authorization. 2.8.2.1.3 Providing favorable or unfavorable treatment to anyone. 2.8.2.1.4 Making a decision on behalf of the County that exceeds their authority, displaying preferential treatment or actions that would have unfavorable consequences for the County. 2.8.2.1.5 Misrepresenting or otherwise imped the efficiency, authority, actions, policies, or adversely affect the confidence of the public or integrity of the County. 2.8.2.1.6 Loss of impartiality when advising the County. 2.9 Community Action Program Meetings 2.9.1 MCHSD will facilitate quarterly meetings with CAP contractors to communicate new developments, discuss problems, address barriers to services, share ideas for improvements, and to address other identified topic areas. 2.9.2 Contractor shall be required to ensure that a designated staff member participates in CAP meetings, as scheduled. 2.9.3 Cooperation in Strategic Planning and Community Needs Assessment: 2.9.4 Contractor shall participate in strategic planning initiatives which lead to the development of the five (5) year strategic plan and the annual Community Action Plan and provide information regarding the causes/condition of poverty within the designated geographic service area. 2.10 Training and Technical Assistance 2.10.1 To ensure successful program service delivery, MCHSD will provide/conduct training and technical assistance on: 2.10.1.1 MCHSD/CSD Policy & Procedure Program Manual; 2.10.1.2 MCHSD funded financial assistance services; 2.10.1.3 Use of HSD Dynamics; 2.10.1.4 Reports and forms, as required; 2.10.1.5 Results Oriented Management and Accountability (ROMA)/ROMA Next Gen; 2.10.1.6 Trauma Informed Care 2.10.1.7 Motivational Interviewing Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 10 of 15 2.10.1.8 Review of all applicable federal, state, and county regulations, laws, and rules related to specific funding sources used; 2.10.1.9 Review of program monitoring findings; and 2.10.1.10 Other training and technical assistance as needed/required. 2.11 Limited English Proficiency 2.11.1 The Contractor shall ensure that all services provided are culturally relevant and linguistically appropriate to the population to be served. 2.11.2 Applicable Program Rules and Regulations: 2.11.2.1 Contractor shall comply with all applicable federal, state, and county regulations, laws, and rules as amended, including but not limited to the following: 2.11.2.2 COATS Human Services Reauthorization Act of 1998; 2.11.2.3 2 CFR 200 Uniform Administrative Requirements; 2.11.2.4 Personal Responsibilities and Work Opportunity Reconciliation Act of 1996; 2.11.2.5 Stewart B. McKinney Homeless Assistance Act; 2.11.2.6 ARS §46-241-State Short Term Crisis Services; 2.11.2.7 ARS §46-731–Utility Assistance; 2.11.2.8 ARS §46-741–Neighbors Helping Neighbors; 2.11.2.9 ARS §46-140.01-Verification of identity and citizenship and/or immigration status; and 2.11.2.10 ARS§§1-501-1-502, regarding eligibility for federal, state, or local public benefits. 2.11.2.11 The requirements related to reporting to a peace officer or child protective services incidents of crimes against children as specified in A.R.S. §13-3620 as may be amended. 2.11.2.12 P.L. 101-121, Section 319 (31 U.S.C. section 1352) as may be amended, and 29 C.F.R. Part 93 as may be amended which prohibit the use of federal funds for lobbying and which state, in part: Except with the express authorization of Congress, the Contractor, its employees or agents, shall not utilize any federal funds under the terms of this contract to solicit or influence, or to attempt to solicit or influence, directly or indirectly, any member of Congress regarding pending or prospective legislation. Indian tribes, tribal organizations and any other Indian organizations are exempt from these lobbying restrictions with respect to expenditures that are specifically permitted by other federal law. 2.11.2.13 A.R.S. § 23-722.01 as may be amended relating to new hire reporting, Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 11 of 15 2.11.2.14 A.R.S. § 23-722.02 as may be amended relating to wage assignment orders to provide child support, and A.R.S. § 25-535 as may be amended relating to administrative or court- ordered health insurance coverage for children. 2.11.3 Administrative Simplification rules in Title II of the Health Insurance Portability and Accountability Act of 1996 (Public Law 104-191) and all Federal regulations that are applicable to the operations of the Contractor by the dates required by the implementing Federal regulations as well as all subsequent requirements and regulations as published. 2.12 MCHSD Grievance Procedures 2.12.1 Contractor shall advise all applicants for and recipients of contract services of their right, at any time and for any reason, to present to the Contractor and the County any grievances arising from the delivery of contract services, including, but not limited to, ineligibility determination, reduction of services, suspension or termination of services, or quality of services. 2.12.2 Individuals seeking/receiving County funded assistance who feel that they have not been treated fairly may submit a written grievance to the MCHSD/CSD. 2.12.3 Contractor shall follow MCHSD grievance procedures as outlined in the MCHSD/CSD Policy & Procedure Program Manual 2.13 Pandemic Award Performance 2.13.1 The Contractor shall establish a written plan that illustrates how the services and contract performance standards will be met in the event of a pandemic occurrence. 2.13.2 The pandemic performance plan shall include: 2.13.2.1 Key succession and performance planning if a sudden significant decrease in Contractor’s workforce should occur. 2.13.2.2 Alternative methods to ensure services are available. 2.13.2.3 An up-to-date list of Contractor contacts and organizational chart. 2.13.2.4 In the event of a pandemic, as declared by the Governor of Arizona, U.S. Government, or the World Health Organization, which makes performance of any term under this Award impossible or impracticable, the MCHSD shall have the following rights: 2.13.2.5 After the official declaration of a pandemic, MCHSD may temporarily void the Award in whole or specific sections if the Awardee cannot perform to the standards agreed upon in the initial terms. Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 12 of 15 2.13.2.6 MCHSD shall not incur any liability if a pandemic is declared, and emergency procurements are authorized by the Director of the Arizona Department of Administration per A.R.S. § 41- 2537 as may be amended by the Arizona Procurement Code. 2.13.2.7 Once the pandemic is officially declared over and/or the Contractor can demonstrate the ability to perform, MCHSD, at its sole discretion may reinstate the temporarily voided Award. C. Revise Section 4 (Budget and Compensation), paragraph 1.5 (Operating Budget) by removing in its entirety and replacing with the following Operating Budget. The County shall provide the Contractor with a not to exceed amount of $165,000 for the period of July 1, 2023, through June 30, 2024, fiscal year 2024. Unexpended funds from fiscal year 2023 shall not be available for expenditures in the fiscal year 2024. III. Section II above contains all the changes made by this Amendment No. 1. All other terms and conditions of the Agreement remain in full force and effect as amended by previous amendments. IV. The Parties have authorized the undersigned to execute this Amendment No. 1 on their behalf. V. This Amendment No. 1 shall be effective upon approval and signature by both Parties. [Signatures contained on following page] Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 13 of 15 IN WITNESS, the Parties have approved and signed this Amendment No. 1: APPROVED BY: CITY OF BUCKEYE APPROVED BY: MARICOPA COUNTY ___________________________________ Mayor Date ____________________________________ Clint Hickman, Chairman, Date Board of Supervisors Attested To: ___________________________________ City Clerk Date Attested To: ____________________________________ Clerk of the Board Date IN ACCORDANCE WITH A.R.S. §§ 9-240, 9- 500.11, 11-952, AND 46-241, ET SEQ., THIS AMENDMENT NO. 1 HAS BEEN REVIEWED BY THE UNDERSIGNED ATTORNEY WHO HAS DETERMINED IT IS PROPER IN FORM AND WITHIN THE POWERS AND AUTHORITY GRANTED TO THE CITY OF BUCKEYE UNDER THE LAWS OF THE STATE OF ARIZONA. APPROVED AS TO FORM: BY: ________________________________ Attorney for the City Date IN ACCORDANCE WITH A.R.S. §§ 11-201, 11-251, AND 11-952, THIS AMENDMENT NO. 1 HAS BEEN REVIEWED BY THE UNDERSIGNED ATTORNEY WHO HAS DETERMINED IT IS PROPER IN FORM AND WITHIN THE POWERS AND AUTHORITY GRANTED TO MARICOPA COUNTY UNDER THE LAWS OF THE STATE OF ARIZONA. APPROVED AS TO FORM: BY: _________________________________ Deputy County Attorney Date Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 14 of 15 City of Buckeye Operating Budget FY2024 Contract No. C-22-22-111-X-01 Amendment No. 1 City of Buckeye Page 15 of 15 EXHIBIT 1 MCHSD Logic Model Template