CITY OF SURPRISE CAP IGA AMEND 1.PDF

Contract No. C-22-16-043-3-02 Amendment 2
AMENDMENT TO THE
INTERGOVERNMENTAL AGREEMENT
BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
CITY OF SURPRISE
I. Maricopa County (“County”) by and through its Human Services Department and the City of Surprise (“City”)
entered into a financial Intergovernmental Agreement (“Agreement”) which began on July 1, 2016 through June
30, 2017. The County provided the City with $87,452 for the provision of Community Action Program services
to include reimbursement to the City to assist eligible low income households with Crisis Case Management and
Financial Assistance Services. Amendment No. 1 extended the Agreement term and provided funding for July 1,
2017 through June 30, 2018. The County and the City may be referred to individually as “Party” or collectively
as “Parties.”
II. The Parties wish to amend the Agreement as follows:
A. Extend the Agreement termination date from June 30, 2018 to June 30, 2019.
B. The funding amount available for the period of July 1, 2018 to June 30, 2019 is $89,256.
C. The operating budget for the period of availability shall be reflected in Attachment A, Operating Budget.
D. Revise Section III Work Statement to include the following:
1. Remove in its entirety Paragraph J and substitute the following language:
J. SERVICE REQUIREMENTS
Contractor shall adhere to the following service requirements:
1. Provide personnel, supervision, staff training, equipment, materials and supplies
necessary to perform and provide crisis case management and financial assistance
services;
2. Provide services that are appropriate to the language and culture of the target population
in the geographic service area;
3. Provide on-site financial assistance services at a location(s) within the specified service
area;
4. Maintain a client-focused facility which offers sufficient space for program applicants
waiting to be seen or waiting rooms which provide adequate seating, and accessible in all
permanent facility locations;
5. Ensure adequate space is available for conducting eligibility determination where
confidential information cannot be overheard;
6. Assure that staff members and volunteers do not have conflicts of interest in the
provision of services and management of programs;
7. Maintain client/recipient information confidential and in a secure location;
8. Conduct quality assurance review of each application prior to payment authorization; and
9. Authorize payments for all financial assistance services as described in the Maricopa
County Human Services Department/Community Services Division Policy & Procedure
Handbook (as amended).
2. Remove in its entirety Paragraph N and substitute the following language:
N. COUNTY-FUNDED FINANCIAL ASSISTANCE
1. Contractor shall adhere to policies and procedures for administration of County-funded
financial assistance and shall respond to how requirements will be met.
2. Contractor policies and procedures shall address the following:
a. Notifying applicants of their rights, responsibilities, and grievance/problem solving
procedures, including the provision of the approval/denial/ appeal process for
services;
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Contract No. C-22-16-043-3-02 Amendment 2
b. Completing quality assurance and payment authorization on all client applications,
to include the staff position(s) responsible for conducting the quality assurance and
payment authorizations;
c. Responding to the Department when notified of inaccurate or pending financial
assistance payment authorizations or requests for data entry
clarification/corrections. Contractor shall include the staff position responsible for
responding to Department requests;
d. Securing, completing and issuing County Financial Assistance Vouchers as these
vouchers shall be treated as currency and must be kept secure at all times;
e. Identifying the staff position authorized to sign vouchers;
f. Utility Assistance:
If a utility vendor agrees to wait for payment or accepts a guarantee, documentation
or arrangement is required. Documenting and Guaranteeing Utility Assistance to
Utility Companies consistent with the following criteria:
i. Assistance provided within 48 hours after application and deemed eligible; or
ii. Assistance is provided within 18 hours after application, deemed eligible and a
life threatening situation exists;
g. Providing of energy conservation education to all eligible applicants receiving utility
assistance;
h. That 50% of clients that receive Low Income Home Energy Assistance Program
funded utility assistance (“LIHEAP”) receive targeted energy-savings activities
education and an Energy Savers Brochure which is documented in client files and
the HSD Online Client Data System.
3. Direct Financial Assistance Funds will not be included in this Agreement. These funds
will be retained by the County and will be made available to the Contractor through the
HSD Online Client Data System. Application for funded financial assistance must be
completed via the HSD Online Client Data System. The County will make payments
directly to vendors (i.e. utility companies, landlords, mortgage companies, etc.) upon
authorization by the Contractor.
4. The allocation of Direct Financial Assistance Funds for each service area is determined
through the use of a funding formula recommended and approved by the Maricopa
County Community Services (MCCS) Commission.
5. For State Fiscal Year (SFY) 2019, the following financial assistance fund amounts are
anticipated for this Agreement (allocations being subject to change, based upon the
availability of funds):
Service Area Low Income Home Energy Short Term Crisis Services Total Allocation of Direct
Assistance (LIHEAP) Assistance for Needy Families Financial Assistance Funds
(TANF)
Funds Minimum Funds Minimum Total Total Number
Available Number of Available Number of Funds of
Households Households Available Households
Surprise $318,107 497 $ 27,344 18 $ 345,451 515
Service Area
6. Contractor is required to provide community funds to be leveraged for use for Financial
Assistance. Contractor shall demonstrate the amount of community funds to be
leveraged for Financial Assistance.
7. Contractor will ensure service delivery is available for a period of no less than (12)
twelve months.
8. Contractor shall provide Department an expenditure plan that includes the amount of
local dollars that will be leveraged in the twelve (12) month period.
E. Revise Section IV Compensation to include the following:
Add to Paragraph E Method of Payment:
7. The County shall reimburse the Contractor on a Net 10 payment standard.
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Contract No. C-22-16-043-3-02 Amendment 2
III. This Amendment is subject to A.R.S. §38-511. The foregoing paragraphs, contain all the changes made by this
Amendment. All other terms and conditions of the original Agreement remain the same and in full force and
effect as approved and amended.
IN WITNESS THEREOF, the Parties have signed this Amendment:
APPROVED BY: APPROVED BY:
CITY OF SURPRISE MARICOPA COUNTY
___________________________________ ____________________________________
Mayor Steve Chucri, Chairman
Date: __________________________ Date: __________________________
Attested To: Attested To:
____________________________________ ____________________________________
City Clerk Date Fran McCarroll, Clerk of the Board Date
IN ACCORDANCE WITH A.R.S. §§ 11-952, THIS AMENDMENT HAS BEEN REVIEWED BY THE
UNDERSIGNED ATTORNEY(S) WHO HAVE DETERMINED THAT THIS AMENDMENT IS IN PROPER
FORM AND WITHIN THE POWER AND AUTHORITY GRANTED UNDER THE LAWS OF THE STATE OF
ARIZONA.
CITY OF SURPRISE MARICOPA COUNTY
BY: ______________________________ BY: ______________________________
City Attorney Deputy County Attorney
Date: __________________________ Date: __________________________
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Contract No. C-22-16-043-3-02 Amendment 2
ATTACHMENT A
SFY19 OPERATING BUDGET
Contract Operating Budget -County July 1, 2018 to June 30, 2019
CONTRACTOR: City of Surprise
Service: Crisis Case Management and Financial Assistance Services
Revenue Sources
County* $89,256
Total Revenues $89,256
Budget Categories
Personnel / ERE $87,191
Materials and Supplies $1,791
Operating Services $274
Total Expenses $89,256
*Funding will be allocated internally on a monthly basis by
Maricopa County Human Services Department/Financial
Services.
Based on fund availability, funds utilized may include, but are not
limited to:
SSBG, TANF, LIHEAP, County Funds and CSBG
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