HUMAN SERVICES CAMPUS AMENDMENT 10.PDF

Contract No. C-22-19-020-3-10 Amendment No. 10
AMENDMENT NO. 10 TO THE
CONTRACT
BETWEEN MARICOPA COUNTY
ADMINISTERED BY ITS HUMAN SERVICES
DEPARTMENT
AND
HUMAN SERVICES CAMPUS, INC.
I. Maricopa County, administered by its Human Services Department (“County”), and
Human Services Campus, Inc. (“Subrecipient”) entered into a financial contract
(“Agreement”), containing a Start Date of January 1, 2019, for the provision of emergency
weather relief accommodations for individuals experiencing homelessness at the Human
Services Campus. The County provided the Subrecipient with $3,042.12 in FY19
Maricopa County General Funds for these services. The County and the Subrecipient
collectively are referred to as the “Parties.”
The Parties fully executed Amendment No. 1 on or about June 19, 2019, to extend the
Agreement expiration date from June 30, 2019 to June 30, 2020.
The Parties fully executed Amendment No. 2 on or about November 22, 2019, to increase
funding by $100,000 and identify nightly reimbursement to the Subrecipient at a cost not
to exceed $1,000.
The Parties fully executed Amendment No. 3 on or about May 6, 2020, to extend the
Agreement expiration date from June 30, 2020 to October 31, 2020 and increase funding
to an amount not to exceed $219,762, with a maximum monthly billing amount not to
exceed $73,254, for the purpose of providing services on County designated lots.
The Parties fully executed Amendment No. 4 on June 10, 2020. Among other things, it
revised oversight of Security Guard activities, provided for weather relief services, added
required Agreement language, and increased funding by $49,335.
The Parties executed Amendment No. 5 on or about August 19, 2020. It added the
operation of a COVID Overnight weather relief shelter at 1 West Madison Street, Phoenix,
Arizona 85003 and added an amount not-to-exceed $277,068 for the weather relief
services.
The Parties fully executed Amendment No. 6 on or about September 2, 2020, to extend
the Agreement expiration date from October 31, 2020, through December 30, 2020.
Amendment No. 6 increased funding in an amount not to exceed $428,443 for the period
of August 15, 2020, through December 30, 2020, at the County lots, located on 9th Avenue
between Jefferson Avenue and Madison Street in Phoenix (Safe Outdoor Space).
The Parties fully executed Amendment No. 7 on or about October 21, 2020. Among other
things, it provided the Subrecipient an amount not to exceed $159,000 in Coronavirus Aid,
Relief, and Economic Security Act (CARES Act) funding for weather relief services
identified in Subparagraph 9.6 of the Agreement and an additional $30,000 for cleaning
services for the Safe Outdoor Space, with the total funding under Amendment No. 7 not
to exceed $189,000 for the period of October 1, 2020, through December 30, 2020.
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Contract No. C-22-19-020-3-10 Amendment No. 10
The Parties fully executed Amendment No. 8 on or about January 27, 2021. It extended
the Agreement term to March 31, 2021, and increased funding provided under the Catalog
of Federal Domestic Assistance (CFDA) 21.019 Coronavirus Aid, Relief, and Economic
Security Act (CARES Act), Public Law 116-136, in the amount of $487,062.
The Parties executed Amendment No. 9 on March 24, 2021. It extended the Agreement
term through June 30, 2021, and increased the funding provided under the Catalog of
Federal Domestic Assistance (CFDA) 21.019 Coronavirus Aid, Relief, and Economic
Security Act (CARES Act), Public Law 116-136, in the amount of $706,744.
II. The Parties agree to enter into this Amendment No. 10 to amend the Agreement as
follows:
A. The activities described in Subsection B below shall begin on April 5, 2021, and
continue through September 30, 2021, Therefore, the Agreement Termination
Date is extended from June 30, 2021, to and through September 30, 2021.
B. Revise Paragraph 9.0 (Contractor Responsibilities) to add Subparagraphs 9.7
through 9.14:
9.7 The Subrecipient provide Emergency Shelter Operation Services in the
County leased Super 8 Motel, located at 965 East Van Buren Street,
Phoenix, Arizona 85006 (“Motel”). Services shall be provided to individuals
that are housed in the Motel to prevent exposure to COVID-19, and the
Subrecipient shall comply with the following service requirements:
9.7.1 Facility
9.7.1.1 Operate temporary emergency shelter services for the most
vulnerable individuals experiencing homelessness in
Maricopa County in an effort to protect them from exposure
to COVID-19;
9.7.1.2 The Subrecipient shall provide shelter services at the Motel
daily during the period April 1, 2021, through September 30,
2021;
9.7.1.3 Operate the Motel for emergency shelter services with the
funding provided under this Agreement and with other public
and private funds as available;
9.7.1.4 Ensure that appropriate access to first aid equipment
and supplies are available in case of a medical emergency;
9.7.1.5 Provide access to telephones and post-emergency
telephone numbers conspicuously near telephones in the
facility;
9.7.1.6 Ensure sleeping areas and operational procedures comply
with applicable Occupational Safety and Health
Administration (“OSHA”) Standards, specifically Section
1910;
9.7.1.7 Provide equal access to Emergency Shelter Services in
accordance with American with Disabilities Act to programs
and services for individuals with disabilities in compliance
with the Americans with Disabilities Act. The Subrecipient
shall provide reasonable accommodation for clients in one
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Contract No. C-22-19-020-3-10 Amendment No. 10
or more of the following categories: visual impairments,
hearing impairments, mobility impairments, and/or mental
impairments;
9.7.1.8 The Subrecipient shall comply with the Fair Housing Act and
provide equal access to Housing and Urban Development
(HUD) programs regardless of sexual orientation or gender
identity 24 C.F.R. Parts 5, 200, 203, 236, 400, 570, 574,
882, 891, and 982; and
9.7.1.9 The Subrecipient shall deliver contracted services in
compliance with the HUD ESG rule 24 C.F.R. Parts 91 and
576.
9.8 Staffing - The Subrecipient shall ensure:
9.8.1 An adequate number of staff is available to provide for the
supervision and well-being of clients at all times;
9.8.2 Staff is available to assist individuals that may face
language barriers;
9.8.3 Staff is culturally competent and sensitive to the needs of
the individuals seeking services;
9.8.4 Staff is provided training about secondary trauma, CPR,
conflict resolution, communicable diseases, and mandatory
reporting; and
9.8.5 Staff obtains immunizations and health screenings.
9.9 Operations - The Subrecipient shall:
9.9.1 Maintain a daily census of residents in the facility using the
Homeless Management Information System (HMIS)
database collection system;
9.9.2 Maintain a log of any client whose personal items are stored
on site if the Subrecipient stores personal items for clients.
If no items are stored for clients, then a log is not required;
9.9.3 Post, distribute, and maintain documentation of the following
documents with culturally appropriate language and access
to translation services for clients as needed:
9.9.3.1 Program description, including conditions for
termination;
9.9.3.2 Residents’ rights and responsibilities, including
grievance process; and
9.9.3.3 Notice of availability of reasonable accommodation
for individuals with disabilities.
9.9.4 Agree to share client-level records with the County,
including HMIS data records through the HMIS system and
in accordance with approved Continuum of Care (CoC) data
sharing policies and procedures.
9.9.5 Share aggregate data at the request of the County. The
County will provide 5 business days advance notice for any
ad hoc report requests and will not make custom report
requests without an agreed timeline from the Subrecipient.
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Contract No. C-22-19-020-3-10 Amendment No. 10
9.10 Administration - The Subrecipient shall be responsible for hiring,
managing, training, and terminating staff as necessary, in
accordance with the Subrecipient’s established policy and
procedures.
9.10.1 The Subrecipient will ensure staff training commensurate
with role and responsibility.
9.10.2 The Subrecipient shall partner with other service providers
to ensure that a diverse array of services and activities are
available to clients.
9.10.3 The Subrecipient shall report any incidents that may involve
a liability issue or may leave the County open for public
scrutiny, by telephone to the County Community
Development staff as soon as possible following
occurrence/notification.
9.11 Program Requirements - The Subrecipient shall:
9.11.1 Ensure clients have access to safe and secure shelter, basic
needs, and Case Management services.
9.11.2 Maintain a policy manual that includes the program mission
and goals, shelter policy and procedures, population
served, case management policy and procedures, non-
discrimination policy, fingerprinting procedure,
confidentiality statement, rules and procedures, and client
termination policies.
9.12 Case Management - The Subrecipient will provide Case
Management based on the determination by the Subrecipient of
both the programmatic and funding availability of providing the
services.
9.12.1 The Subrecipient shall ensure Case Management has been
assigned for all clients;
9.12.2 The Subrecipient shall collect and maintain documents for
housing readiness and coordination including, but not
limited to, all clients enrolled in Case Management services;
9.12.3 The Subrecipient shall facilitate connection to a state
licensed mental health and chemical dependency treatment
program as necessary;
9.12.4 The Subrecipient shall ensure case management staff
attends annual SPDAT training; and
9.12.5 The Subrecipient shall enter client information into the
Homeless Management Information Systems (“HMIS”) or
other CoC approved comparable database in accordance
with CoC timeliness standards.
9.13 Program Reports - The Subrecipient’s monthly payment request for
reimbursement is due on the 15th day following the end of the
month being reported (i.e., May 15th for April report) and will include
a Contract Payment Request and CAPER report (at end of
operation).
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Contract No. C-22-19-020-3-10 Amendment No. 10
9.13.1 The Subrecipient will provide any other reports as
requested by the County, including aggregate or client
level data, through the HMIS System and according to
approved CoC Data Sharing agreements. Such reporting
shall be for the purposes of improving access to service.
The County reserves the right to add, remove, or revise
reporting requirements at its discretion; and
9.13.2 The Subrecipient will provide read-only access to the activity
information in HMIS for the purpose of monitoring client files
no more than once per quarter. The Subrecipient is
responsible for notifying HMIS Lead Agency and granting
access to County within 3 business days after monitoring
notice. The County will provide notice 14 days prior to desk
and on-site monitoring, not to exceed once per quarter. The
County may coordinate monitoring with other funding
partners.
9.14 Reporting Requirements - Unless otherwise provided in this
Amendment, reporting shall adhere to the following schedule: the
Subrecipient shall be required to affect qualitative as well as
quantitative performance outcome measures with respect to its
target populations on a monthly basis. Monthly reports are due on
the 15th day of the month following the close of the previous month
(i.e., May 15th for the month of April). The Subrecipient shall submit
programmatic and financial reports to the County in the form set
forth in this Agreement. Failure to submit timely, accurate, and
complete reports by the designated day may result, at the option of
the County, in the retention or forfeiture of payment.
9.14.1 The Subrecipient shall submit to the County all final program
and fiscal reports no later than the designated date to be
determined by the County, following the termination or
expiration of this Agreement. Failure to submit final program
and fiscal reports within the designated time period may
result, at the option of the County, in the forfeiture of final
payment.
C. The County shall provide the Subrecipient with $619,080 for the Temporary
Emergency Shelter Operation Services listed above. The period of funding
availability under this Amendment No. 10 shall be from April 5, 2021 through
September 30, 2021.
III. Section II above contains all the changes made by this Amendment No. 10. All other terms
and conditions of the Agreement and Amendment Nos. 1, 2, 3, 4, 5, 6, 7, 8, and 9 shall
remain unchanged and in full force and effect as approved and amended.
IV. The Parties have authorized the undersigned to execute this Amendment No. 10 on their
behalf.
V. This Amendment No. 10 shall be effective upon approval and signature by both Parties.
Signatures are contained on the following page.
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Contract No. C-22-19-020-3-10 Amendment No. 10
IN WITNESS, the Parties have approved and signed this Amendment No. 10:
FOR AND ON BEHALF OF FOR MARICOPA COUNTY:
HUMAN SERVICES CAMPUS, INC.:
_____________________________________ _____________________________________
Amy Schwabenlender Date Jack Sellers Date
Executive Director Chairman of the Board of Supervisors
Attested To:
_____________________________________
Clerk of the Board Date
This Amendment No. 10 has been reviewed
by the undersigned Deputy County Attorney
who has determined that 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:
_____________________________________
Deputy County Attorney Date
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Contract No. C-22-19-020-3-10 Amendment No. 10
Budget
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