IGA WITH CITY OF PHOENIX HEAT RELIEF.PDF

City of Phoenix Heat Relief 
 
Page 1 of 20 
 
 
INTERGOVERNMENTAL AGREEMENT 
FOR AMERICAN RESCUE PLAN ACT SUBAWARD BETWEEN 
MARICOPA COUNTY 
ADMINISTERED BY ITS 
HUMAN SERVICES DEPARTMENT 
AND  
THE CITY OF PHOENIX 
 
 
Agreement Amount: $1,015,000 
Agreement Start Date: April 26, 2023 
 
 
Agreement Termination Date: December 31, 2023_ 
Agreement Number:   
 
 
 
 
ALN; 21.027 American Rescue Plan Act, Coronavirus State and Local Fiscal Recovery 
Unique Entity ID: VCKMLCEAYFY9 
 
1.0 
PARTIES 
This financial Intergovernmental Agreement (“Agreement”) is between the City of Phoenix 
(“City” or “Subrecipient”) and Maricopa County (“County”) administered by its Human 
Services Department, (“Department”), The County and the Subrecipient collectively are 
referred to as the “Parties” and individually as the “Party.” 
 
2.0 
PURPOSE 
Through this Agreement the County seeks to expand daytime heat relief shelter services 
in Phoenix. The County shall provide Subrecipient with American Rescue Plan Act 
Coronavirus State and Local Fiscal Recovery Funds (“ARPA”) for provision of 2 heat relief 
shelter services to people experiencing homelessness. This project expects to provide 
services to a minimum of 140 individuals experiencing homelessness per day (the “Project”).  
 
3.0 
TERM OF AGREEMENT 
3.1 
The term of this Agreement is from April 26, 2023, through December 31, 2023 
3.2 
This Agreement shall be effective upon approval and signature by both Parties. 
 
4.0 
AMENDMENTS 
Any changes to this Agreement shall be effective only through a written amendment signed 
by both Parties.  
 
5.0 
ADMINISTRATIVE CHANGE ORDERS 
5.1 
The Chairman of the Board of Supervisors is authorized upon the recommendation 
of the County’s Human Services Department Director and legal counsel to make

City of Phoenix Heat Relief 
 
Page 2 of 20 
changes within the general scope of the Agreement on behalf of the County through 
Administrative Change Orders. Administrative Change Orders will be effective upon 
approval and execution by both the Chairman of the Board of Supervisors and the 
City. Administrative Change Orders may address any of the following areas: 
5.1.1 
Modifications to the project timeline if the last day of the project timeline is 
within the Agreement term; 
5.1.2 
Modifications to budget line items if the Agreement amount remains 
unchanged; 
5.1.3 
Modifications required by federal, state, or County regulations, ordinances, 
or policies; and/or 
5.1.4 
Modifications to administrative requirements such as changes in reporting 
periods, frequency of reports, or report formats required by the U.S. 
Department of Treasury or local regulations, policies, or requirements. 
 
6.0 
FUNDING, INVOICING AND PAYMENT 
The County shall provide the Subrecipient with $1,015,000 in ARPA Funds under 
Assistance Listing Number (ALN) 21.027 and provided to the County through the U.S. 
Department of Treasury. 
 
7.0 
AVAILABILITY OF FUNDS 
7.1 
This Agreement and the Parties’ obligations under it shall become effective when 
funds assigned for the purpose of compensating the Subrecipient are available to 
the County for disbursement. The County shall be the sole authority in determining 
the availability of funds under this Agreement, and the County shall keep the 
Subrecipient fully informed as to the availability of funds. 
7.2 
If any action is taken by any federal, state, local agency, or any other agency or 
instrumentality of competent jurisdiction other than the Parties to amend, suspend, 
or terminate its fiscal obligation under or provided in connection with this Agreement, 
then the Parties may amend, suspend, or terminate this Agreement. In the event of 
termination, the Parties shall be liable for payment only for costs incurred prior to the 
effective date of the termination, provided that such services were performed in 
accordance with the provisions of this Agreement. Furthermore, upon termination 
Subrecipient shall be released from all pending responsibilities and shall have no 
further obligation to perform under the Agreement unless it is expressly provided for 
herein as an obligation that survives termination. The Parties shall give written notice 
of their intent to suspend performance or their intent to terminate this Agreement 
under this Section at least ten (10) calendar days in advance.  
 
8.0 
RESPONSIBILITIES OF ORGANIZATIONS 
8.1 
The Subrecipient shall: 
8.1.1 Provide services according to the scope of work, timeline and budget 
outlined in Exhibit A. 
8.1.2 
Follow programmatic and financial reporting requirements outlined in Exhibit 
A and use the appropriate templates provided by the County. 
8.1.3 
Allow access for County and its auditors for not less than two (2) calendar 
years from the date of the report to all records and materials retained by 
Subrecipient relating to the Program, with such access to be granted during 
normal business hours on reasonable notice of not less than forty-eight 
hours.

City of Phoenix Heat Relief 
 
Page 3 of 20 
8.1.4 Ensure Subrecipient’s and any subcontractors’ compliance with federal, 
state, and County requirements as they relate to the federal ARPA Fund 
requirements. 
8.1.5 
Maintain a sufficient number of qualified and trained staff to provide services 
under this Agreement. 
8.2 
The County shall be responsible for all of the following: 
8.2.1 
Provide timely payment of Subrecipient invoices on a monthly basis. 
8.2.2 
Respond to questions from the Subrecipient in a timely manner. 
8.2.3 
Provide technical assistance and training to Subrecipient staff as 
necessary to ensure proper administration services under this 
Agreement. 
8.2.4 
Report to the U.S. Department of Treasury on the Subrecipient’s use of 
funds. 
8.2.5 
Provide Invoice and Program Reporting template to subrecipient. 
 
9.0 
COMPENSATION 
9.1 
Subrecipient shall submit monthly invoices to the County: 
9.1.1 
For all invoiced costs related to general services and for other costs 
associated with this project. 
9.1.2 
By the 15th calendar day of the month after month close out. 
9.1.3 
For costs incurred for the fiscal year, submit no later than the 15th of July. 
9.2 
The Agreement is on a cost reimbursement basis. 
9.3 
The County shall reimburse the Subrecipient on a net 0 payments standard. 
9.4 
Final Reimbursement Upon Agreement Termination. 
9.4.1 
Prior to termination of this Agreement, at the date identified on page 1 of this 
Agreement, or as may be amended, the Subrecipient shall submit the final 
reimbursement request. 
9.4.2 
This request shall be submitted no later than 30 calendar days after the 
termination date except as noted immediately below. 
9.4.3 
If the termination date is between June 10 and June 30, then the final 
reimbursement request shall be submitted by July 10th. 
9.4.4 
The final progress report, and any other required reports that may be 
applicable, such as the program income report, shall be submitted with the 
final reimbursement request. 
 
10.0 
METHOD OF PAYMENT 
10.1 
The 
Subrecipient 
shall 
submit 
invoices 
for 
project 
activities 
to 
hsdfinance@maricopa.gov.  
10.2 
Payment by the County is not to be construed as final in the event that the 
Department of Treasury disallows payment for the activity or any portion thereof. 
Funds not expended in implementing this activity or upon completion of the activity 
shall be returned to the ARPA unprogrammed funds account.  
 
11.0 
DISALLOWED COSTS 
11.1 
The cost principles set forth in the Code of Federal Regulations (“C.F.R.”), 2 C.F.R. 
Part 200 Subpart E including later amendments and editions on file with the 
Arizona Secretary of State and incorporated here by reference, shall be used to 
determine the allowability of incurred reimbursable costs under this Agreement. 
The Subrecipient shall follow cost principles as outlined in Office of Management 
and Budget (OMB) Uniform Guidance, 2 C.F.R. §§ 200, et seq.

City of Phoenix Heat Relief 
 
Page 4 of 20 
11.2 
Those costs that are specifically defined as unallowable in 2 C.F.R. Part 200 Subpart 
E shall not be submitted for reimbursement by the Subrecipient and shall not be 
reimbursed with County funds. 
 
12.0 
TERMINATION 
12.1 
Under A.R.S. § 38-511, the Parties may cancel this Agreement without penalty or 
further obligation within three years (3) after execution of this Agreement, if any 
person significantly involved in initiating, negotiating, securing, drafting or creating 
this Agreement on behalf of one Party at any time while this Agreement or any 
extension of this Agreement is in effect, is or becomes an employee or agent of any 
other Party to this Agreement in any capacity or consultant to any other party to this 
Agreement with respect to the subject matter of this Agreement. Additionally, 
pursuant to A.R.S. § 38-511, either Party may recoup any fee or commission paid 
or due to any person significantly involved in initiating, negotiating, securing, drafting, 
or creating this Agreement on behalf of the one Party from the other Party to this 
Agreement arising as the result of this Agreement. A cancellation notice made under 
this Subparagraph shall be effective when the recipient receives a written notice of 
cancellation unless the notice specifies a later date. 
12.2 
Either Party may terminate this Agreement at any time by giving the other Party at 
least sixty (60) calendar days prior notice in writing (unless terminated by a Party 
under the Availability of Funds provision). Any notice shall be given by either 
personal delivery or registered or certified mail, postage prepaid and return receipt 
requested, to the persons at the addresses set forth in Section 13.0 of this 
Agreement. In the event of termination, the Parties shall be liable for payment only 
for reimbursable costs incurred prior to the effective date of the termination, provided 
that such services were performed in accordance with the provisions of this 
Agreement. Neither Party shall be  liable for any incomplete or additional 
performance under the Agreement unless expressly stated herein as an obligation 
that survives termination. 
12.3 
The County may suspend or terminate this Agreement if the Subrecipient violates 
any term or condition of this Agreement or if the Subrecipient fails to maintain a 
good-faith effort to carry out the purpose of this Agreement. 
12.4 
The Parties may terminate this Agreement for convenience upon 30 day’s prior 
written notice. The Parties shall agree upon the termination conditions including the 
effective date of the termination. The Party initiating the termination shall notify the 
other Parties in writing stating the reasons for such termination. 
 
13.0 
NOTICES 
Notifications and communications concerning this Agreement shall be directed to the 
following: 
 
Subrecipient: 
City of Phoenix 
Office of Homeless Solutions 
Rachel Milne, Director 
(602) 534-0576 
Rachel.milne@phoenix.gov 
200 W Washington St 17th Floor 
Phoenix, AZ 85003 
Maricopa County  
Human Services Department 
TJ Reed, Homelessness Programs MGR 
(602) 317-7056 
TJ.Reed@maricopa.gov   
234 N. Central Avenue 3rd Floor 
Phoenix, AZ 85004 
 
14.0 
EMPLOYMENT DISCLAIMER

City of Phoenix Heat Relief 
 
Page 5 of 20 
14.1 
This Agreement is not intended to constitute, create, give rise to, or to otherwise 
recognize a joint venture, partnership, or other formal business association or 
organization of any kind, and the rights and obligations of the Parties shall be only 
those expressly set forth in this Agreement. 
14.2 
The Subrecipient agrees that no individual performing under this Agreement on 
behalf of the Subrecipient shall be considered a County agent, employee, or 
representative and those individuals are not entitled to County civil service rights, 
County retirement rights, or any other rights provided under the County personnel 
rules, nor shall those rights accrue or apply to any such individual. The Subrecipient 
shall have total responsibility for all salaries, wages, bonuses, retirement, 
withholdings, workers’ compensation, occupational disease compensation, 
unemployment compensation, other employee benefits, and all taxes and premiums 
appurtenant thereto concerning such individuals shall indemnify, defend and hold 
harmless the County with respect to the foregoing. 
14.3 
The County agrees that no individual performing under this Agreement on behalf of 
County may be considered a Subrecipient agent, employee, or representative and 
that no rights of Subrecipient civil service, Subrecipient retirement, or Subrecipient 
personnel rules shall accrue or apply to any such individual. The County shall have 
total responsibility for all salaries, wages, bonuses, retirement, withholdings, 
workers’ compensation, occupational disease compensation, unemployment 
compensation, other employee benefits, and all taxes and premiums appurtenant 
thereto concerning such individuals and the County shall indemnify, defend and hold 
harmless the Subrecipient with respect to the foregoing. 
 
15.0 
GENERAL REQUIREMENTS 
15.1 
The terms of this Agreement shall be construed in accordance with Arizona law and 
the applicable laws and regulations of ARPA. Any lawsuit arising out of this 
Agreement shall be brought in the superior court of Maricopa County, Arizona. 
15.2 
The Subrecipient shall, without limitation, obtain and maintain all licenses, permits 
and authority necessary to do business, render services and perform work under 
this Agreement, and shall comply with all laws regarding unemployment insurance, 
disability insurance and worker's compensation. 
15.3 
The Subrecipient shall comply with the regulations prohibiting a conflict of interest. 
The Subrecipient shall not make any payments, either directly or indirectly, to any 
person, partnership, corporation, trust, or other organization that has a substantial 
interest in Subrecipient's organization or with which the Subrecipient (or any of its 
directors, officers, owners, trust certificate holders, or a relative thereof) has a 
substantial interest, unless the Subrecipient has made full written disclosure of the 
proposed payments to the County and has received written approval for the 
payments. 
15.4 
For purposes of this provision, the terms "substantial interest" and "relative" shall 
have the meanings prescribed by A.R.S. § 38-502. 
 
16.0 
ASSIGNMENT AND SUBCONTRACTING 
16.1 
No right, liability, obligation, or duty under this Agreement may be assigned, 
delegated, or subcontracted, in whole or in part, without the prior written approval of 
the other Party. The Subrecipient shall bear all liability under this Agreement, even 
if it is assigned, delegated, or subcontracted, in whole or in part, unless the County 
agrees otherwise. 
16.2 
In accordance with 2 C.F.R. §200.331, the Subrecipient may make a “Subaward” as 
a pass-through entity for the purpose of carrying out a portion of the federal award

City of Phoenix Heat Relief 
 
Page 6 of 20 
and General Funds. The Subrecipient will make determinations classifying recipients 
of federal funds as a subrecipient. 
16.3 
The Subrecipient shall ensure compliance by any subcontractor with all ARPA 
requirements, including reporting requirements. 
 
17.0 
DISPUTES 
17.1 
Except as otherwise provided for in this Agreement, the Parties may attempt to 
informally resolve any dispute arising out of this Agreement for a reasonable period 
of time, but which shall not exceed ninety (90) calendar days. Disputes which are 
not resolved in that time period, shall be submitted in accordance with the the 
following formal dispute resolution process. 
17.2 
Notice of the specific grounds of a formal dispute shall be in writing and filed with the 
County Representative listed in the Notices paragraph, within ten (10) business days 
from the date the Subrecipient knew or should have known of the basis of the 
dispute. 
17.3 
The County Representative shall respond in writing to the Subrecipient within 
fourteen (14) business days. The decision of the County Representative shall be 
final and conclusive unless, within seven (7) business days after the date the 
Subrecipient is served with the decision, the Subrecipient files a written notice of 
appeal with the Human Services Department Director. 
17.4 
The Department Director shall provide the Subrecipient with a written response 
within fourteen (14) business days following receipt of the notice of appeal. The 
decision of the Director shall be final and not appealable. 
17.5 
Pending a final decision of the Director, the Subrecipient shall diligently proceed with 
its performance of this Agreement in accordance with the County Representative’s 
decision. 
17.6 
In the event the Subrecipient disagrees with the Director’s decision, the Subrecipient 
shall have every existing and future right or remedy available by law or in equity to 
resolve the dispute. 
 
18.0 
SEVERABILITY 
If any provision of this Agreement is determined to be invalid, void, or illegal by a court, that 
determination shall in no way affect, impair, or invalidate any other provision of this 
Agreement, and the remaining provisions shall remain in full force and effect. 
 
19.0 
STRICT COMPLIANCE 
One Party’s acceptance of the other Party’s performance that is not in strict compliance with 
the terms of this Agreement shall not be deemed to waive the requirements of strict 
compliance for all future performance. All changes in performance obligations under this 
Agreement shall be in writing and signed by both Parties. 
 
20.0 
SINGLE AUDIT ACT REQUIREMENTS 
The Subrecipient is in receipt of federal funds through the County and is subject to the 
federal audit requirements of the Single Audit Act of 1984, as amended (Pub. L. No. 98-502) 
(codified at 31 U.S.C. § 7501, et seq.). The Subrecipient shall comply with 2 C.F.R. 200, 
Subpart F. Upon completion, such audits shall be made available for public inspection. 
Audits shall be submitted to the County within the twelve (12) months following the close of 
the fiscal year. The Subrecipient shall take corrective actions within six (6) months of the 
date of the receipt of audit findings. The County shall consider sanctions as described in 2 
C.F.R. § 200.505 if it is determined by ARPA or the County that the Subrecipient is not in 
compliance with the audit requirements.

City of Phoenix Heat Relief 
 
Page 7 of 20 
 
21.0 
AUDIT DISALLOWANCES 
21.1 
The Subrecipient shall, upon written notice, reimburse the County for any payments 
made under this Agreement that are disallowed by a federal, state, or County audit 
in the amount of the disallowance. Court costs and attorney and expert fees incurred 
will be specifically identified as applicable to the recovery of the disallowed costs in 
question. 
21.2 
If the County determines that a cost for which payment has been made is a 
disallowed cost, then the County will notify the Subrecipient in writing of the 
disallowance and identify required course of action, which shall be at the option of 
the County, either to adjust any future claim submitted by the Subrecipient by the 
amount of the disallowance or to require immediate repayment of the disallowed 
amount by the Subrecipient issuing a check payable to the County. 
 
22.0 
PROPERTY 
22.1 
Any County property furnished or leased pursuant to the terms of this Agreement 
shall be utilized, maintained, repaired, and accounted for in accordance with the 
instructions furnished by the County, and title to all such property shall revert to the 
County upon the expiration or termination of this Agreement. The costs to repair 
such property is the responsibility of the Subrecipient within the limits budgeted in 
this Agreement. 
22.2 
Any Subrecipient property furnished or purchased pursuant to the terms of the 
Agreement shall be utilized, maintained, repaired, and accounted for by the 
Subrecipient or Subrecipient’s subrecipient, as applicable. Repair costs of such 
property shall be the responsibility of the Subrecipient or Subrecipient’s subrecipient 
as applicable. 
 
23.0 
LIMITATION ON LIABILITY 
23.1 
The County and its agents, representatives, officials, officers, directors, 
employees, volunteers, departments, agencies, boards, committees, and 
commissions shall not be liable for any act or omission by the Subrecipient or any 
and all of its agents, representatives, officials, officers, directors, employees, 
volunteers, departments, agencies, boards, committees, or commissions occurring 
in the performance of this Agreement, nor shall the County and its agents, 
representatives, officials, officers, directors, employees, volunteers, departments, 
agencies, boards, committees, and commissions be liable for purchases or 
contracts made by the Subrecipient or any and all of its agents, representatives, 
officials, officers, directors, employees, volunteers, departments, agencies, 
boards, committees, or commissions in connection with this Agreement, except as 
otherwise provided by law. 
23.2 
The Subrecipient and its agents, representatives, officials, officers, directors, 
employees, volunteers, departments, agencies, boards, committees, and 
commissions shall not be liable for any act or omission by the County or any and 
all of its agents, representatives, officials, officers, directors, employees, 
volunteers, departments, agencies, boards, committees, or commissions 
occurring in the performance of this Agreement, nor shall the Subrecipient and its 
agents, representatives, officials, officers, directors, employees, volunteers, 
departments, agencies, boards, committees, and commissions be liable for 
purchases or contracts made by the County or any and all of its agents, 
representatives, officials, officers, directors, employees, volunteers, departments,

City of Phoenix Heat Relief 
 
Page 8 of 20 
agencies, boards, committees, or commissions in connection with this Agreement, 
except as otherwise provided by law. 
 
24.0 
GENERAL INDEMNIFICATION 
Each Party (as “Indemnitor”) agrees to indemnify, defend, and hold harmless the other 
Party and its officers, officials, employees, and agents (collectively, “Indemnitees”) from 
and against any and all claims, losses, liability, costs, or expenses (including reasonable 
attorney and expert fees) (collectively referred to as “Claims”) either arising from or 
related to breach of this Agreement, but only to the extent that such Claims are caused 
by the act, omission, negligence, misconduct, or other fault of the Indemnitor and any 
and all of its agents, representatives, officials, officers, directors, employees, volunteers, 
departments, agencies, boards, committees, and commissions. The obligations under 
this Section 24 shall survive termination of this Agreement. 
 
25.0 
INSURANCE 
The Subreciepient shall provide the County a Certificate of Self-Insurance equal to: 
General Aggregate 
 
$3,000,000  
Each Occurrence Limit 
$1,000,000 
 
26.0 
OFFSHORE PERFORMANCE OF WORK PROHIBITED 
Due to security and identity protection concerns, direct services under this Agreement shall 
be performed within the borders of the United States. Any services that are described in 
the specifications or scope of work that directly serve the State of Arizona or its clients and 
may involve access to secure or sensitive data or personal client data or development or 
modification of software for the State shall be performed within the borders of the United 
States. Unless specifically stated otherwise in the specifications, this definition does not 
apply to indirect or “overhead” services, redundant back-up services, or services that are 
incidental to the performance of the Agreement. This provision applies to all work 
performed by Subrecipients or Subcontractors at all tiers. 
 
27.0 
TECHNICAL ASSISTANCE 
The County will provide reasonable technical assistance to the Subrecipient to assist in 
complying with state and federal laws, and regulations, and accountability for diligent 
performance and compliance with the terms and conditions of this Agreement and all 
applicable laws, regulations, and standards. However, this assistance in no way relieves the 
Subrecipient of full responsibility and accountability for its actions and performance in 
compliance with the terms of this Agreement. 
 
28.0 
STAFF AND VOLUNTEER TRAINING 
The County may make available to the Subrecipient the opportunity to participate in any 
applicable training activities conducted by the County. 
 
29.0 
CLEAN AIR ACT 
If the total face value of this Agreement exceeds $100,000, the Subrecipient agrees to 
comply with all regulations, standards and orders issued pursuant to the Clean Air Act of 
1970, as amended (42 U.S.C. §§ 7401, et seq.), to the extent any are applicable by reason 
of performance of this Agreement. 
 
30.0 
LOBBYING 
30.1 
No federal appropriated funds have been paid or will be paid by or on behalf of the 
Subrecipient to any person for influencing or attempting to influence an officer or

City of Phoenix Heat Relief 
 
Page 9 of 20 
employee of any agency, a member of Congress, an officer or employee of 
Congress, or an employee of a member of Congress in connection with the awarding 
of any federal agreement, the making of any federal grant, the making of any federal 
loan, the entering into of any cooperative agreement, and the extension, 
continuation, renewal, amendment, or modification of any federal agreement, grant, 
loan, or cooperative agreement. 
30.2 
If any funds, other than federal appropriated funds, have been paid or will be paid to 
any person for influencing or attempting to influence an officer or employee of any 
agency, a member of Congress, an officer or employee of Congress, or an employee 
of a member of Congress in connection with any federal agreement, grant, loan or 
cooperative agreement, then the Subrecipient shall complete and submit OMB 
Form-LLL, titled "Disclosure of Lobbying Activities," in accordance with its 
instructions and 31 U.S.C. § 1352. 
 
31.0 
RELIGIOUS ACTIVITIES 
The Subrecipient warrants that none of its costs and none of the costs incurred by the 
Subrecipient or any of its subcontractors or subrecipients will include any expense related 
to any religious activities. 
 
32.0 
POLITICAL ACTIVITY PROHIBITED 
None of the funds, materials, property, or services contributed by the County under this 
Agreement shall be used for any partisan political activity, or to further the election or defeat 
of any candidate for public office. 
 
33.0 
COVENANT AGAINST CONTINGENT FEES 
The Subrecipient warrants that no persons or entities have been employed or retained by it 
to solicit or secure this Agreement upon an agreement or understanding for a commission, 
percentage, brokerage, or contingent fee. For breach or violation of this warranty, the 
County may immediately terminate this Agreement without liability. 
 
34.0 
RIGHTS IN DATA 
The Parties shall each have the use of data and reports resulting from this Agreement 
without cost or other restriction, except as otherwise provided by law or applicable 
regulation. Each Party shall supply to the other Party, upon request, any available 
information that is relevant to this Agreement and to the performance under it, except to the 
extent prohibited by law. 
 
35.0 
COPYRIGHTS 
If this Agreement results in a book or other written material, the author is free to copyright 
the work, but the Parties reserve a royalty-free, nonexclusive, perpetual and irrevocable 
license to reproduce, publish, and otherwise use and to authorize others to use, all 
copyrighted material and all material that may be copyrighted as a result of this Agreement. 
 
36.0 
AGREEMENT COMPLIANCE MONITORING/AUDITING 
36.1 
The County will monitor the Subrecipient's compliance as needed for fiscal and 
programmatic performance under the terms and conditions of this Agreement and 
applicable regulations promulgated by ARPA and Maricopa County. On-site visits 
for compliance monitoring may be made by the County and/or its grantor agencies 
at any time during the Subrecipient's normal business hours, announced and/or 
unannounced. For auditing purposes, the County shall provide the Subrecipient with 
30-days’ advance notice of any proposed on-site visit. During an on-site visit(s), the

City of Phoenix Heat Relief 
 
Page 10 of 20 
Subrecipient shall reasonably make all of its records and accounts related to work 
performed or services provided under this Agreement available to the County for 
inspection and copying. 
36.2 
The County shall request information for fiscal monitoring/audit per Uniform 
Guidance 2 C.F.R. § 200, to include as applicable: 
36.2.1 Financial Management 2 C.F.R. § 200.302 
36.2.2 Internal Controls 2 C.F.R. § 200.303 
36.2.3  Bonds 2 C.F.R. § 200.304 
36.2.4 Payment and Financial Reporting 2 C.F.R. § 200.305 
36.2.5 Cost Sharing or Matching 2 C.F.R. § 200.306 
36.2.6 Program Income 2 C.F.R. § 200.307 
36.2.7 Revision of Budget and Program Plans 2 C.F.R. § 200.308 
36.2.8 Period of Performance 2 C.F.R. § 200.309 
36.2.9 Insurance Coverage 2 C.F.R. § 200.310 
36.2.10 
Record Retention and Access 2 C.F.R. §§ 200.334 – 200.338 
36.2.11 
Procurement Standards 2 C.F.R. § 200.318 
36.2.12 
Indirect Costs 2 C.F.R. § 200.414 
36.2.13 
Compensation-Personal Services 2 C.F.R. § 200.430 
36.2.14 
Audit Requirements 2 C.F.R. §§ 200.501-200.517 
 
37.0 
CONTINGENCY RELATING TO OTHER AGREEMENTS AND GRANTS 
37.1 
The Subrecipient shall, during the term of this Agreement, within fifteen (15) 
business days from acceptance, inform the Director in writing of the award of any 
other agreement or grant, including any other agreement or grant awarded by the 
County, where the award may affect either the direct or indirect costs being paid or 
reimbursed under this Agreement. The Subrecipient’s failure to notify the County of 
any such agreement shall be a breach of this Agreement and the County may 
immediately terminate this Agreement without liability. 
37.2 
The Director may request and Subrecipient shall provide within a reasonable time, 
which shall not exceed ten (10) business days, a copy of all such other agreements 
or grants, when, in the opinion of the Director, the award of the agreement or grant 
may affect the costs being paid or reimbursed under this Agreement, except to the 
extent prohibited by law. 
37.3 
If the Director determines that the award to the Subrecipient from such other 
agreements or grants has affected the costs being paid or reimbursed under this 
Agreement, then the Director shall prepare an amendment to this Agreement 
effecting a cost adjustment. If the Subrecipient disputes the proposed cost 
adjustment, then the dispute shall be resolved pursuant to the "Disputes" paragraph 
of this Agreement. 
 
38.0 
MINIMUM WAGE REQUIREMENTS 
The Subrecipient warrants that it shall pay all of its employees who are engaged in either 
performing work or providing services under the terms of this Agreement not less than the 
minimum wage specified under Section 206(a)(1) of the Fair Labor Standards Act of 1938, 
as amended (29 U.S.C. §§ 201, et seq.), by law and regulation, and, as applicable, 
Executive Order 13658, as amended, and as specified by Arizona law. 
 
39.0 
RECOGNITION OF COUNTY SUPPORT 
The Subrecipient shall give recognition to the County and the funding source for its support 
when the Subrecipient publishes materials or releases public information that is paid for in 
whole or in part with funds received by the Subrecipient under this Agreement.

City of Phoenix Heat Relief 
 
Page 11 of 20 
 
40.0 
NONDISCRIMINATION, EQUAL OPPORTUNITY AND EQUAL ACCESS 
The Subrecipient, in connection with any services or other activities under this Agreement, 
shall not in any way discriminate against any person on the grounds of race, color, religion, 
sex, national origin, age, disability, political affiliation or belief. The Subrecipient shall include 
this clause in all its Subcontracts. 
 
41.0 
DISABILITY REQUIREMENTS 
The Subrecipient agrees that any electronic or information technology offered under this 
Agreement shall comply with A.R.S. §§41-2531 and -2532 and Section 508 of the 
Rehabilitation Act of 1973, which requires that employees and members of the public shall 
have access to and use of information technology that is comparable to the access and 
use by employees and members of the public who are not individuals with disabilities. 
 
42.0 
EQUAL EMPLOYMENT OPPORTUNITY 
42.1 
The Subrecipient shall not discriminate against any employee or applicant for 
employment because of race, age, disability, color, religion, sex, sexual identity, 
gender identity, or national origin. 
42.2 
The Subrecipient shall take affirmative action to ensure that applicants are employed 
and that employees are treated during employment without regard to their race, age, 
disability, color, religion, sex sexual identity, gender identity, or national origin. Such 
action shall include, but is not limited to, the following: employment, upgrading, 
demotion or transfer, recruitment or recruitment advertising, lay-off or termination, 
rates of pay or other forms of compensation, and selection for training, including 
apprenticeship. 
42.3 
The Subrecipient shall and shall cause their respective Subcontractors to comply 
with: 
42.3.1 Title VI and VII of the Civil Rights Act of 1964, as amended (42 U.S.C. §§ 
2000a, et seq.); 
42.3.2 the Rehabilitation Act of 1973, as amended (29 U.S.C. §§ 701, et seq.); 
42.3.3 the Age Discrimination in Employment Act of 1967, as amended (29 U.S.C. 
§§ 621, et seq.); 
42.3.4 the Americans With Disabilities Act of 1990 (42 U.S.C. §§ 12101, et seq.); 
and 
42.3.5 Arizona Executive Order 2009-09, et seq. as amended, which mandates that 
all persons shall have equal access to employment opportunities. 
 
43.0 
UNIFORM ADMINISTRATIVE REQUIREMENTS 
By entering into this Agreement, the Subrecipient agrees to comply with all applicable 
provisions of Title 2, Subtitle A, Chapter II, Part 200—UNIFORM ADMINISTRATIVE 
REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL 
AWARDS contained in Title 2 C.F.R. §§ 200, et seq. 
 
44.0 
FINANCIAL MANAGEMENT 
The Subrecipient shall establish an accounting system that assures the safeguarding and 
accountability of all money and assets provided under this Agreement. No part of the money 
deposited in the bank account shall be commingled with other funds or money belonging to 
the Subrecipient. All interest earned on the account shall be disbursed in the manner 
specified by the County in accordance with applicable State of Arizona and federal 
regulations. If an accounting system is used, then it shall be in accordance with generally 
accepted accounting principles.

City of Phoenix Heat Relief 
 
Page 12 of 20 
 
45.0 
RETENTION OF RECORDS 
45.1 
This provision applies to all financial and programmatic records, supporting 
document, statistical records, and other records of the Subrecipient that are related 
to this Agreement. 
45.2 
The Subrecipient shall retain all records relevant to this Agreement for six (6) years 
after final payment or until after the resolution of any audit questions which could be 
more than six (6) years, whichever is longer, and the County, federal and state 
auditors and any other persons duly authorized by the County shall have full access 
to, and the right to examine, copy, and make use of any and all of the records. 
 
46.0 
ADEQUACY OF RECORDS 
If the Subrecipient’s books, records and other documents related to this Agreement are not 
sufficient to support and document that allowable services were provided to eligible 
participants as determined by a court of competent jurisdiction, then the Subrecipient shall 
reimburse the County for the services not supported and/or documented. 
 
47.0 
IMMIGRATION LAWS AND REGULATIONS 
47.1 
Federal Immigration and Nationality Act 
47.1.1 The Subrecipient understands and acknowledges the applicability of the 
Immigration Reform and Control Act of 1986 (“IRCA”). The Subrecipient 
agrees to comply with the IRCA in performing under this Agreement and to 
permit the other Party to reasonably inspect personnel records to verify such 
compliance, to the extent required by law. 
47.1.2 By entering into this Agreement, the Subrecipient warrant compliance with 
the Federal Immigration and Nationality Act (“FINA”) and all other federal 
immigration laws and regulations related to the immigration status of its 
employees. The Subrecipient shall obtain statements from their 
subcontractors certifying compliance and shall furnish the statements to 
the County upon request. These warranties shall remain in effect through 
the term of the Agreement. The Subrecipient and their subcontractors shall 
also maintain Employment Eligibility Verification forms (“I-9”) as required 
by the U.S. Department of Labor’s Immigration and Control Act for all 
employees performing work under the Agreement. I-9 forms are available 
for download at USCIS.GOV. 
47.1.3 The County may request verification of compliance for any employee or 
subcontractor performing work under the Agreement. Should the County 
suspect or find that the Subrecipient or any of its subcontractors are not in 
compliance, then the County may pursue any and all remedies allowed by 
law, including, but not limited to: suspension of work, termination of the 
Agreement for default, and suspension or debarment (or both) of the 
Subrecipient. All costs necessary to verify compliance are the responsibility 
of the Subrecipient or its Subcontractor. 
47.2 
Arizona Law: The Subrecipient warrants that it is in compliance with A.R.S. § 41-
4401 (e-verify requirements) and further acknowledges that: 
47.2.1 The Subrecipient and their Vendors, if any, warrant their compliance with all 
federal immigration laws and regulations that relate to their employees and 
their compliance with A.R.S. § 23-214; 
47.2.2 A breach of a warranty under this Subparagraph 47.2.2 shall be deemed a 
material breach of this Agreement and the non-breaching Party may 
immediately terminate this Agreement without liability; and

City of Phoenix Heat Relief 
 
Page 13 of 20 
47.2.3 The County and any contracting government entity retain the legal right to 
inspect the papers and employment records of the Subrecipient or their 
Vendor’s employees who works on this Agreement to ensure that such Party 
or Vendor is complying with the warranty provided under this Subparagraph 
47.2.3 and that the Subrecipient agree to make all papers and employment 
records of those employees available during normal working hours in order 
to facilitate such an inspection. 
 
48.0 
DRUG FREE WORKPLACE ACT 
The Subrecipient shall comply with the Drug-Free Workplace Act of 1988 (41 U.S.C. §§ 701, 
et seq.), which requires that Subrecipients and grantees of federal funds must certify that 
they will provide Drug-Free workplaces. This certification is a precondition to receiving a 
grant or entering into this Agreement. 
 
49.0 
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND 
VOLUNTARY EXCLUSION 
49.1 
The undersigned, by signing this Agreement, represents that he/she has the 
authority to bind the Subrecipient to the terms of this Certification. The Subrecipient, 
as the primary participant in accordance with 2 C.F.R. Part 180, certifies to the best 
of its knowledge and belief that it and its principals: 
49.1.1 Are not presently debarred, suspended, proposed for debarment, declared 
ineligible, or voluntarily excluded from covered transactions by any federal 
department or agency; 
49.1.2 Have not within a 3-year period preceding the Start Date of this Agreement, 
been convicted of or had a civil judgment rendered against them for: (1) the 
commission of fraud or a criminal offense in connection with obtaining, 
attempting to obtain, or performing a public (federal, state, or local) 
transaction or a contract under a public transaction; (2) the violation of any 
federal or State antitrust statutes; or (3) the commission of embezzlement, 
theft, forgery, bribery, falsification or destruction of records, making false 
statements, or receiving stolen property; 
49.1.3 Are not presently indicted or otherwise criminally or civilly charged by a 
governmental entity (federal, state, or local) with the commission of any of 
the offenses enumerated in Sub-subparagraph 49.1.2 above; and 
49.1.4 Have not, within a three-year period preceding the Start Date of this 
Agreement, had one or more public transactions (federal, state, or local) 
terminated for cause or default. 
49.2 
The Subrecipient agrees to include, without modification, this clause in all lower tier 
covered transactions (i.e., transactions with Subcontractors) and in all solicitations 
for lower tier covered transactions related to this Agreement. 
 
50.0 
SUBRECIPIENT EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO 
INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS: 
50.1 
The Subrecipient agrees that this Agreement and its employees working on this 
Agreement will be subject to the whistleblower rights and remedies in the federal 
pilot program established at 41 U.S.C. § 4712 by Section 828 of the National 
Defense Authorization Act for Fiscal Year 2013 (Pub. L. 112–239) and Section 
3.908 of the Federal Acquisition Regulation; 
50.2 
The Subrecipient shall inform its employees in writing, in the predominant 
language of the workforce, of employee whistleblower rights and protections under 
41 U.S.C. § 4712, as described in Section 3.908 of the Federal Acquisition

City of Phoenix Heat Relief 
 
Page 14 of 20 
Regulation. Documentation of such employee notification must be kept on file by 
the Subrecipient and copies provided to County upon request; and 
50.3 
The Subrecipient shall insert the substance of this clause, including this Paragraph 
50.0, in all subcontracts over the agreed upon simplified acquisition threshold 
($250,000 as of June 2021). 
 
51.0 
WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01 
If the Subrecipient engages in for-profit activity and has 10 or more employees, and if this 
Agreement has a value of $100,000 or more, then the Subrecipient certifies it is not 
currently engaged in, and agrees for the duration of this Agreement not to engage in, a 
boycott of goods and services from Israel. This certification does not apply to a boycott 
prohibited by 50 U.S.C. § 4842 or a regulation issued pursuant to 50 U.S.C. § 4842. 
 
52.0 
SURVIVAL 
The indemnification, hold harmless, defense, and non-liability provisions of this Agreement 
shall have full force and effect notwithstanding any other provisions in this Agreement and 
shall survive the termination or expiration of this Agreement. 
 
53.0 
DEFAULT AND REMEDIES FOR NONCOMPLIANCE 
53.1 
Notwithstanding anything to the contrary, this Section shall not be deleted or 
superseded by any other provision of this Agreement. 
53.2 
This Agreement may be immediately terminated by a Party if the other Party 
defaults by failing to perform any objective or breaches any obligation under this 
Agreement, or any event occurs that jeopardizes the other Party’s ability to perform 
any of its obligations under this Agreement.  
53.3 
Failure to comply with the requirements of this Agreement and all the applicable 
federal, state, or local laws, rules, and regulations may result in suspension or 
termination of this Agreement, the return of unexpended funds (less just 
compensation for work satisfactorily completed that, to date, had not been 
reimbursed), the reimbursement of funds improperly expended, or the recovery of 
funds improperly acquired. Noncompliance includes, but is not limited to: 
53.3.1 Non-performance of any obligations required by this Agreement. 
53.3.2 Noncompliance with any applicable federal, state, or local laws, rules, or 
regulations. 
53.3.3 Unauthorized expenditure of funds. 
53.3.4 Noncompliance with applicable financial record requirements, accounting 
principles, or standards established by OMB circulars and 2 C.F.R. §§ 200 
et seq. 
53.3.5 Noncompliance with recordkeeping, record retention, or reporting 
requirements. 
53.4 
Notwithstanding the suspension or termination of this Agreement, or the final 
determination of the proper disposition of funds, the Subrecipient, without intent to 
limit or with restrictions, be subject to the following: 
53.4.1 Acknowledge that suspension or termination of this Agreement does not 
affect or terminate any rights against that Party at the time of suspension 
or termination, or that may accrue later. Nothing herein shall be construed 
to limit or terminate any right or remedy available under Agreement. 
53.4.2 Waiver of a breach or default of any term, covenant, or condition of this 
Agreement or any federal, state, or local law, rule, or regulation shall not 
operate as a waiver of any subsequent breach of the same or any other 
term, covenant, condition, law, rule, or regulation.

City of Phoenix Heat Relief 
 
Page 15 of 20 
53.5 
The Subrecipient shall, upon notice or with knowledge obtained by itself or others, 
take any and all proactive actions necessary, and provide any and all applicable 
remedies to address and correct any act by itself, and any and/or all of its agents, 
representatives, officers, officials, directors, employees, volunteers, successors, 
assigns, or Subcontractors that resulted in any wrongdoing (intentional or 
unintentional); misuse or misappropriation of funds; the incorrect or improper 
disposition of funds; any violation of any federal, state, or local law, rule, or 
regulation; or the breach of any certification or warranty provided in this 
Agreement. 
 
54.0 
ADMINISTRATIVE REQUIREMENTS 
54.1 
Accounting Standards – The Subrecipient agrees to comply with this Agreement 
and to adhere to the accounting principles and procedures required to utilize 
adequate internal controls and maintain necessary source documentation for all 
costs incurred, as well as any applicable federal laws and regulations. The 
Subrecipient further agrees to maintain an adequate accounting system that 
provides for appropriate grant accounting (including calculation of program 
income). 
54.2 
Repayment of Funds – The Subrecipient agrees to repay funds provided under 
this Agreement for noncompliance with the terms of this Agreement. Repayment 
shall be in accordance with the terms of this Agreement or the requirement of 
applicable laws and regulations, including continuing use compliance. The County 
shall specify in writing, the terms of the repayment or alternative terms in lieu of 
repayment. However, in no case shall repayment or compliance with the 
alternative terms be complete any later than sixty (60) calendar days following the 
written determination of noncompliance by the County. 
54.3 
Documentation and Record Keeping – The Subrecipient agrees to comply with this 
Agreement and the following record keeping requirements: 
54.3.1 Records to be maintained - The Subrecipient shall maintain all financial 
records as required by 2 C.F.R. § 200, and OMB Circulars; 
54.3.2 System for Award Management -The Subrecipient and all subcontractors 
or subrecipients shall have a valid Unique Entity Identifier (UEI) number 
and an active profile in the federal System for Award Management, or 
SAM.gov. Documentation of the UEI Number must be included in all project 
files. 
54.3.3 Records Retention - The Subrecipient shall retain all records pertinent to 
this Agreement for a period of six (6) years after all requirements have been 
met. In the event of litigation, a claim, or an audit is begun before the 
expiration of this retention period, said records shall be retained until all 
such action or audit findings involving the records have been resolved. 
54.3.4 Disclosure - The Subrecipient understands that client information collected 
under this Agreement is private and the use or disclosure of such 
information, when not directly connected with the administration of the 
County's or the Subrecipient's responsibilities with respect to services 
provided under this Agreement, is prohibited unless written consent is 
obtained from such person receiving service. 
54.3.5 Property Records - The Subrecipient shall maintain property and 
equipment inventory records that clearly identify properties and equipment 
purchased, improved, or sold. Properties and equipment retained shall 
continue to meet eligibility criteria and shall conform to the use of property 
and equipment.

City of Phoenix Heat Relief 
 
Page 16 of 20 
 
55.0 
UYGHUR FORCED LABOR PREVENTION ACT (UFLPA) 
55.1 
The Subrecipient warrants and certifies that it does not currently, and agrees for 
the duration of the agreement that it will not, use: 
55.1.1 the forced labor of ethnic Uyghurs in the People's Republic of China. 
55.1.2 any goods or services produced by the forced labor of ethnic Uyghurs in 
the People's Republic of China. 
55.1.3 any contractors, subcontractors or suppliers that use the forced labor or 
any goods or services produced by the forced labor of ethnic Uyghurs in 
the People's Republic of China. 
55.2 
If the Subrecipient becomes aware during the term of the Agreement that the 
Subrecipient is not in compliance with this paragraph, the Subrecipient shall notify 
the County within five business days after becoming aware of the noncompliance. 
Failure of the Subrecipient to provide a written certification that the Subrecipient 
has remedied the noncompliance within one hundred eighty (180) days after 
notifying the County of its noncompliance, this Agreement shall terminate unless 
the Term of this Agreement shall end prior to said one hundred eighty (180) day 
period. 
 
56.0 
FORCE MAJEURE 
56.1 
Neither Party shall be liable for failure of performance, nor incur any liability to the 
other Party on account of any loss or damage resulting from any delay or failure to 
perform all or any part of this Agreement if such delay or failure is caused by 
events, occurrences, or causes beyond the reasonable control and without 
negligence of the Parties. Such events, occurrences, or causes will include Acts 
of God/Nature (including fire, flood, earthquake, storm, hurricane, or other natural 
disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared 
or not), civil war, riots, rebellion, revolution, insurrection, military or usurped power 
or confiscation, terrorist activities, nationalization, government sanction, lockout, 
blockage, embargo, labor dispute, strike, pandemic, and interruption or failure of 
electricity or telecommunication service. 
56.2 
Each Party, as applicable, shall give the other Party notice of its inability to perform 
and particulars in reasonable detail of the cause of the inability. Each party must 
use best efforts to remedy the situation and remove, as soon as practicable, the 
cause of its inability to perform or comply. 
56.3 
The Party asserting Force Majeure as a cause for non-performance shall have the 
burden of proving that reasonable steps were taken to minimize delay or damages 
caused by foreseeable events, all non-excused obligations were substantially 
fulfilled, and the other Party was timely notified of the likelihood or actual 
occurrence that would justify such an assertion, so that other prudent precautions 
could be contemplated 
 
 
Signatures contained on following page

City of Phoenix Heat Relief 
 
Page 17 of 20 
IN WITNESS, the Parties have approved and signed this Agreement: 
 
APPROVED BY: 
THE CITY OF PHOENIX 
APPROVED BY:  
MARICOPA COUNTY 
 
 
___________________________________ 
Human Services Director                      Date 
 
 
 
____________________________________ 
Clint Hickman                                          Date 
Chairman of the Board of Supervisors 
 
Attested to: 
 
 
 
 
 
 
 
 
 
City Clerk                                               Date 
 
 
Attested to: 
 
 
 
 
 
 
 
 
 
Juanita Garza, Clerk of the Board         Date 
 
 
IN ACCORDANCE WITH A.R.S. § 11-952, 
THIS AGREEMENT HAS BEEN REVIEWED 
BY THE UNDERSIGNED ATTORNEY WHO 
HAS DETERMINED THIS AGREEMENT IS 
PROPER IN FORM AND WITHIN THE 
POWERS AND AUTHORITY GRANTED TO 
THE CITY OF PHOENIX UNDER THE LAWS 
OF THE STATE OF ARIZONA. 
APPROVED AS TO FORM: 
 
 
 
 
 
 
 
 
 
Assistant Chief Counsel                       Date 
 
IN ACCORDANCE WITH A.R.S. §§ 11-201, 
11-251, AND 11-952, THIS AGREEMENT HAS 
BEEN REVIEWED BY THE UNDERSIGNED 
ATTORNEY WHO HAS DETERMINED THIS 
AGREEMENT 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: 
 
 
 
 
 
 
 
 
 
Deputy County Attorney                         Date

City of Phoenix Heat Relief 
 
Page 18 of 20 
EXHIBIT A- STATEMENT OF WORK 
 
1.0 
Project Description and Program Goals: 
1.1 
The Subrecipient shall implement the Project to provide services to homeless 
individuals of families that include: 
1.1.1 A daytime heat relief shelter in Downtown Phoenix  
1.1.2 A daytime heat relief shelter in Sunnyslope 
1.1.3 A minimum of 140 individuals per day to receive services between May and 
September of 2023 
 
2.0 
Scope of Work: 
The Subrecipient shall comply with the following service requirements: 
 
2.1 
Administration 
2.1.1 Ensure established Policies and Procedures are in place for Project service 
delivery; 
2.1.2 Implement a process to ensure individuals served are currently 
experiencing homelessness; 
2.1.3 Be responsible for hiring, managing, training, and terminating staff as 
necessary, in accordance with Subrecipient’s established policy and 
procedures. Subrecipient shall make Policies available for County review 
at time of monitoring.  
2.1.4 Report incidents that may involve a liability issue, significant disruptions in 
services or unusual or dangerous interactions which may leave the County 
open for public scrutiny. Subrecipient will report incident to County 
Homeless Services staff by telephone as soon as possible within 24 hours 
following occurrence and will provide a detailed incident report to County 
Homeless Services staff within three business days following occurrence. 
2.1.5 Collaborate with Homelessness service partners/providers to coordinate 
services for clients. 
2.1.6 Background Checks for Employment Through Central Registry: 
2.1.6.1 The Subrecipient shall comply with A.R.S. § 8-804 (as may be 
amended) and hereby incorporated in its entirety as provisions of 
the Agreement.   
2.1.6.2 The Subrecipient shall make available valid Background Check 
information to County upon request.  
2.1.7 Fingerprinting: 
2.1.7.1 The Subrecipient shall comply with, and shall ensure that all 
Subrecipient’s employees, independent contractor, subcontractors, 
volunteers, and other agents comply with, all applicable (current 
and 
future) 
legal 
requirements 
relating 
to 
fingerprinting, 
fingerprinting clearance cards, certification regarding pending or 
past criminal matters, and criminal records checks that relate to 
contract performance.  
2.1.7.2 Applicable legal requirements relating to fingerprinting, certification, 
and criminal background checks may include, but not limited, to the 
following: A.R.S. § 36-594.01, 36-3008, 41-1964, and 46-141. All 
applicable legal requirements relating to fingerprinting, fingerprint 
clearance cards, certification regarding pending or past criminal 
matters, and criminal records checks are hereby incorporated in 
their entirety as provisions of this Agreement.

City of Phoenix Heat Relief 
 
Page 19 of 20 
2.1.7.3 The Subrecipient is responsible for knowing which legal 
requirements relating to fingerprinting, fingerprint clearance cards, 
certifications regarding pending or past criminal matters, and 
criminal records checks relate to contract performance.  
2.1.7.4 The Subrecipient shall make available valid Fingerprint information 
to County upon request.  
 
2.2 
Safeguarding of Participant Information 
2.2.1 The use or disclosure by the Subrecipient of any information concerning an 
applicant for, or recipient of, service under this Agreement is directly limited 
to the conduct of this Agreement. The Subrecipient and any and all of its 
agents, 
representatives, 
officials, 
officers, 
directors, 
employees, 
volunteers, departments, agencies, boards, committees, and commissions 
shall safeguard the confidentiality of this information, just as they would 
safeguard their own confidential information.  
2.2.2 The Subrecipient shall be responsible for preparation and retention of any 
records and shall ensure strict confidentiality is maintained in accordance 
with all laws and guidelines including HIPAA, and state laws regarding 
individual’s records. 
 
2.3 
Services for Clients 
2.3.1 Building leased in Downtown Phoenix for heat relief 
2.3.2 Building leased in Sunnyslope Phoenix for heat relief 
2.3.3 Air conditioning, adequate restrooms, water access, etc 
2.3.4 Access to voluntary wrap around services such as housing assessments, 
case management, and workforce opportunities 
2.3.5 Outreach and transportation to heat relief shelter 
 
2.4 
Outcomes/Performance Measures 
2.4.1 Number of individuals experiencing homelessness served 
2.4.2 Number of individuals experiencing homelessness transported 
2.4.3 Number of heat relief hours provided 
2.4.4 Bottles water served 
2.4.5 Total snacks provided 
2.4.6 Total other supplies/quantities provided 
 
2.5 
Reporting Requirements 
2.5.1 Monthly reporting to be submitted no later than the 15th calendar day 
of the month, following the close of the prior month (i.e., February 15th 
for January report) to include: 
2.5.1.1 Monthly payment request form for reimbursement using a 
template provided by the County. 
2.5.1.2 Program Reports to be sent monthly: 
2.5.1.2.1 Outcome report using an agreed upon template that 
reports 
progress 
on 
outcomes/ 
performance 
measures listed in the section above. 
2.5.2 Provide Quarterly report indicating the expenditure percentage of the 
yearly budget with a budget narrative describing the status and any 
programmatic or financial issues. This report is to include all funding 
sources. 
2.5.3 Share aggregate data at the request of County within 7 days

City of Phoenix Heat Relief 
 
Page 20 of 20 
 
2.6 
Monitoring 
2.6.1 The County will monitor the Subrecipient’s compliance with fiscal and 
programmatic performance under the terms and conditions of this 
Agreement. On-site visits for compliance monitoring may be made by either 
the County at any time during the Subrecipient’s normal business hours, 
announced or unannounced. During an on-site visit, the Subrecipient shall 
make all its records and accounts related to work performed under this 
Agreement available to the County for inspection and copying 
2.6.2 
Subrecipient shall make Policies available for County review at time of 
monitoring. 
2.6.3 County will conduct desk monitoring monthly when financial and 
programmatic reports are submitted. 
2.6.4 
The County will conduct desk monitoring at minimum, on an annual basis in 
conjunction with other funders in order to review outputs, outcomes and 
requirements described in the scope of work. 
2.6.5 Subrecipient will provide any ad hoc reports as requested by the County 
including aggregate data. The Parties will work together to add, remove or 
revise reporting requirements for the purposes of improving access to and 
effectiveness of service.  
 
3.0 
Budget: 
 
FUND SOURCES 
Sources 
Total 
Maricopa County – ARPA 
$1,015,000 
 
Line Item Expenditures 
Total Service Cost 
County Costs  
Employee Related Expenses (ERE) 
$500,000 
$500,000 
Professional Expenses 
$400,000 
$400,000 
Building Lease 
$115,000 
$115,000 
TOTALS: 
$1,015,000 
$1,015,000 
 
4.0 
Project Schedule: 
Project Milestone 
Estimated 
Completion 
Date 
Comments 
Necessary staff selected 
5/1 
Select Heat Respite Operator from Phoenix 
Qualified Vendor List 
If subcontracting, provide the 
expected date to post and 
award for an RFP 
4/23 
Finalize Vendors for Security, Water, etc. 
Operations start date 
5/23 
Begin Operation of Heat Respite 
Full capacity operations start 
(If above was not 100%) 
N/A 
 
Clarify any ramp up or ramp 
down time periods 
9/23 
Discontinue Heat Respite