AMENDMENT 1 RE HOMELESS OUTREACH WITH_CITY OF SURPRISE.PDF

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 1 of 10 
AMENDMENT NO. 1 TO THE 
INTERGOVERNMENTAL AGREEMENT 
BETWEEN 
MARICOPA COUNTY 
ADMINISTERED BY ITS 
HUMAN SERVICES DEPARTMENT 
AND 
CITY OF SURPRISE 
 
I. 
Maricopa County (“County”), administered by its Human Services Department, entered 
into a financial Intergovernmental Agreement (“Agreement”) with the City of Surprise 
(“City” or “Subrecipient”) which was fully executed on or about October 18, 2023. The 
purpose of the Agreement is to expand homelessness services in the Surprise area 
through homeless services administration and emergency shelter services. The 
Agreement term is August 1, 2023, through September 30, 2026. Under the Agreement, 
the County provided $850,000 to the City for program service delivery. The County and 
the City collectively are referred to as the “Parties” and individually as the “Party.” 
 
II. 
The Parties now agree to modify the Agreement as authorized by Paragraph 4.0 
(Amendments) of the Agreement as follows: 
 
A. 
The Agreement total funding shall increase by $300,000 with planned funding 
sources including but not limited to $200,000 in Coronavirus State and Local Fiscal 
Recovery Fund (SLFRF) funds under ALN 21.027 and $100,000 from the City of 
Glendale.   
 
B. 
Revise the Agreement amount on Page 1 to reflect a new total Agreement funding 
amount of $1,150,000. 
 
C. 
Add Federal Award Identification Number (FAIN) and Award Date to Page 1 of the 
Agreement:  
 
FAIN / AWARD DATE: 21.027: SLFRP0146 awarded 5/18/2021 
 
D. 
Revise and Replace Paragraph 2.0 (Purpose) with the following: 
 
2.0 PURPOSE 
Through this Agreement the County seeks to expand homelessness services in 
the Surprise and Northwest Valley region. The County shall provide the 
Subrecipient with American Rescue Plan Act Coronavirus State and Local Fiscal 
Recovery Funds (“SLFRF”), General Funds for Homeless service administration 
and emergency shelter services (the “Project") to principally serve people 
experiencing homelessness, and funding received from the City of Glendale for 
this Project.  
 
E. 
Revise and replace Paragraph 5.0 (Administrative Change Orders) with the 
following: 
 
5.0 ADMINISTRATIVE CHANGE ORDERS 
5.1 
The Chairman of the Board of Supervisors is authorized, upon the 
recommendation of the Human Services Department Director and

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 2 of 10 
Legal Counsel, to review and execute administrative changes to the 
Agreement on behalf of the County through Administrative Change 
Orders. Administrative Change Orders will be effective upon execution 
by both the Parties. Administrative Change Orders shall address any of 
the following changes: 
5.1.1 
Modifications required by federal, state, or County 
regulations, ordinances, or policies; and/or 
5.1.2 
Modifications to Administrative requirements such as 
changes in reporting periods, frequency of reports, or 
report formats required by federal, state, and local 
regulations, policies, or requirements. 
 
 
F. 
Revise and replace Paragraph 6.0 (Funding, Invoicing, and Payment) with the 
following: 
 
6.0 FUNDING, INVOICING, AND PAYMENT 
The County shall provide the Subrecipient with $800,000 in SLFRF Funds 
under Assistance Listing Number (ALN) 21.027 provided to the County through 
the U.S. Department of Treasury and $250,000 in Maricopa County General 
Funds (GF). $100,000 in funding through the County will be provided by the 
City of Glendale for a total funding award of $1,150,000. 
 
G. 
Revise and replace Paragraph 13.0 (Notices) with the following:   
 
13.0 NOTICES 
Notifications and communications concerning this Agreement shall be directed 
to the following: 
 
City of Surprise: 
Seth Dyson 
Human Service & Community 
Vitality Director 
Direct: (623) 222-1620 
Cell: (480) 798-5162 
seth.dyson@surpriseaz.gov 
16000 N Civic Center Plaza 
Surprise, AZ 85374 
 
Maricopa County:  
KateLynn Dean 
Homeless Initiatives Program Manager 
(602) 506-4652 
katelynn.dean@maricopa.gov 
234 N. Central Avenue, Suite 3000 
Phoenix, AZ 85004 
H. 
Add the following Paragraph to the Agreement:  
 
57.0 
BUDGET ADJUSTMENTS 
57.1 
The Subrecipient must receive prior written approval from the 
County to move funds from one budget line item to another. 
Twenty-five percent (25%) of the total Agreement amount may be 
adjusted between budget categories as shown in Exhibit A-
Statement of Work, Paragraph 6 (Budget)-Line Item Expenditures 
with prior written permission of the County Program Manager. The 
Budget Modification Template (Attachment 1) once executed and 
approved by the County Program Manager will become an 
addendum to the Agreement.

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 3 of 10 
57.2 
If a budget adjustment is necessary that either increases or 
decreases the Agreement amount, then the County shall follow 
Paragraph 4.0 (Amendments) of this Agreement to amend the 
Agreement. 
 
I. 
Revise and replace Exhibit A-Statement of Work attached and incorporated into 
the Agreement.  
 
J. 
Add Attachment 1: Budget Modification Template contained herein.  
 
III. 
Section II above contains all the changes to the Agreement made by this Amendment 
No. 1. The Agreement is amended to incorporate the changes contained in this 
Amendment No. 1. All other terms and conditions of the Agreement remain in full force 
and effect as executed by the Parties. This Amendment No.1  is subject to and 
incorporates the provisions of A.R.S. § 38-511. 
 
IV. 
The Parties have authorized the undersigned to execute this Amendment No. 1, and it 
shall be effective upon approval and signature by the Parties. 
 
[Signatures contained in the following page]

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 4 of 10 
IN WITNESS, the Parties have approved and signed this Amendment No. 1: 
 
APPROVED BY: 
THE CITY OF SURPRISE 
 
 
___________________________________ 
Kevin Sartor                                           Date 
Mayor 
APPROVED BY: 
MARICOPA COUNTY 
 
 
____________________________________ 
Thomas Galvin, Chairman                       Date 
Board of Supervisors 
 
 
Attestation: 
 
 
 
 
 
 
 
 
 
Kristi Passarelli                                     Date 
City Clerk 
 
 
 
Attestation: 
 
 
 
 
 
 
 
 
 
Juanita Garza                                          Date 
Clerk of Board 
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 
SURPRISE 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-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 5 of 10 
EXHIBIT A- STATEMENT OF WORK 
 
1.0 
Project Implementation 
1.1 
The Subrecipient shall implement the Homeless Services Administrator position, 
and shelter operations through the WVHAC Services (the “Project") to principally 
serve people experiencing homelessness. 
 
1.1.1 Homeless Services Administrator to include: 
1.1.1.1 Plan, develop, and manage all aspects of the City’s homeless 
priorities including building strong strategic partnerships, using 
data to analyze policy issues in homelessness, providing expert 
knowledge and guidance, and driving progress toward achieving 
regional goals.  
1.1.1.2 This position will work with City Departments, regional 
municipalities, non-profit organizations, health departments, and 
community partners to leverage regional efforts and maximize 
resources to end homelessness. 
1.1.1.3 Coordinate with and support the County in leading the subregional 
collaborative in the Surprise area.  
 
1.1.2 Shelter Services (WVHAC ) to include: 
1.1.2.1 Establish eligibility and issue a homeless verification letter within 72 
hours of entry. 
1.1.2.2 All staff funded under this contract are to have the primary goal of 
supporting clients in exiting shelter to permanent housing. This 
involves all staff being trained on trauma informed care, 
motivational interview, and appropriate resources to provide to 
clients as needed. Make documentation of these trainings available 
for monitoring. 
1.1.2.3 All clients will receive an initial intake with support and resources 
provided based on their identified needs within the first 24 hours of 
residency. 
1.1.2.4 All clients will have access to AD HOC support services upon 
request in order to have the tools and resources to resolve their 
identified needs. 
1.1.2.5 Collect and maintain documents for housing readiness and 
coordination. 
1.1.2.6 Facilitate connection to state licensed mental health and chemical 
dependency treatment program as necessary. 
1.1.2.7 Enter client information into Homeless Management Information 
Systems ("HMIS"). All data must be entered into HMIS within 3 
days of initial intake. Must have a data completeness score of 
95%.  
1.1.2.8 Case management will serve 100% of people in the program 
1.1.2.9 Must maintain above 95% occupancy on average.  
1.1.2.10 Adhere to all applicable Program Performance Measures as 
outlined by Maricopa Regional Continuum of Care Guidelines.

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
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1.2 
 
1.2.1.1 Ensure established Policies and Procedures are in place for 
service delivery; 
1.2.1.2 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.  
1.2.1.3 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 (3) business days following occurrence. 
 
2.0 
Background Checks and Fingerprinting 
2.1 
Background Checks for Employment Through Central Registry: 
2.1.1 The Subrecipient shall make available valid Background Check 
information to County upon request.  
2.2 
Fingerprinting: 
2.2.1 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.  
2.2.2 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.   
2.2.3 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.  
2.2.4 The Subrecipient shall make available valid Fingerprint information to 
County upon request.  
 
3.0 
Outcomes/Performance Measures 
3.1 
Homeless Services Administrator to include: 
3.1.1 Narrative overview of Surprise homeless service activities and 
coordination with the County. 
 
3.2 
WVHAC to include:

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
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3.2.1 In alignment with Maricopa Regional Continuum of Care Program 
Performance Measures, adherence to the following outcomes: 
3.2.1.1 Occupancy rate to be above 95% on average. 
3.2.1.2 Number of individuals and families experiencing homelessness 
served. 
3.2.1.3 Known Exit Destinations in HMIS 
3.2.1.4 HUD defined positive exit destinations 
3.2.1.5 Data completeness and timeliness 
3.2.2 Indicators (The data point reporting locations is identified after each 
indicator in parenthesis based on reports in HMIS): 
3.2.2.1 Chronicity: Percentage of program participants meeting chronic 
definition (APR: 5A). 
3.2.2.2 Median Length of Stay: Median number of days for participants 
currently in the program. (APR: 22B) 
3.2.2.3 Average Length of Stay: Average number of days for participants 
currently in the program. (APR: 22B) 
3.2.2.4 Data Quality: Percent of fields missing or incorrect in HMIS as 
measured by HMIS APR. (APR: 6A,B,C,D,E) 
3.2.2.5 Income Growth at Exit: Percentage of those with increased 
income at program exit. (APR: 19A2) 
3.2.2.6 Receipt of Outside Benefits Upon Exit: Percentage of those with at 
least one source of outside benefits upon program exit. (APR: 
20B) 
3.2.2.7 Positive Exits: Percentage of program participants who exited to a 
positive destination as recorded in HMIS. (APR: 23C) 
3.2.2.8 Occupancy Rate: Percentage of beds currently utilized by 
program participants. (SAPBO: Bed Night Utilization) 
3.2.2.9 Fund Utilization: Percentage of funds expended during term of 
grant. 
3.2.2.10 
Housing First: Program score, max of 216. (Housing First 
Assessment Tool) 
3.2.2.11 
Intake and Assessment: Median number of days between 
Shelter Entry Date and Case Management Entry Date (for the 
clients who received case management). 
3.2.2.12 
Case Management: Ratio of available case managers for 
every program participant. 
3.2.2.13 
Program Participants: Number of unduplicated clients 
served in overnight shelter. (APR: 5A) 
3.2.2.14 
Exit Destinations: Count of positive exits, not-positive exits, 
and unknown exits. (Unknown is the sum of “Client doesn’t 
know/refused” and “Data not collected (no exit interview 
completed)” . (APR: 23C) 
4.0 
Reporting Requirements: 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: 
4.1 
Monthly payment request form for reimbursement using a template provided by 
the County.

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
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4.2 
Program Reports to be sent monthly: 
4.2.1 COC APR from HMIS for each program 
4.2.2 Outcome report using an agreed upon template that reports progress on 
outcomes/ performance measures listed in the section above.  
4.3 
Provide Quarterly 
4.3.1 Report on all indicators 
4.3.2 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. 
4.3.3 Share aggregate data at the request of County within 7 days. 
5.0 
Monitoring 
5.1 
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. 
5.2 
Subrecipient shall make Policies available for County review at time of 
monitoring. 
5.3 
Subrecipient will provide full access, read only, to the Project in HMIS for the 
purpose of monitoring client files no more than once per quarter. Subrecipient is 
responsible for notifying HMIS Lead Agency and granting access to the County 
within 3 business days of monitoring notice. 
5.4 
County will conduct desk monitoring monthly when financial and programmatic 
reports are submitted. 
5.5 
The County will conduct desk monitoring at minimum, on an annual basis and in 
conjunction with federal agencies, if applicable, in order to review outputs, 
outcomes and requirements described in the scope of work. 
5.6 
Subrecipient will provide any ad hoc 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 and effectiveness of service. The County 
reserves the right to add, remove or revise reporting requirements at its 
discretion. 
 
6.0 
Budget 
FUND SOURCES 
Sources 
Total 
Maricopa County – General Funds 
$250,000 
Maricopa County – SLFRF 
$800,000 
City of Glendale 
$100,000 
 
Line Item Expenditures 
Total Service Cost 
County Costs  
IHELP Shelter 
$279,672
$100,000

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 9 of 10 
WVHAC Operations 
$2,502,000
$900,000 
Homeless Services Administrator 
$530,000
$150,000 
TOTALS: 
$3,311,672
$1,150,000

Contract No. C-22-24-024-X-01 
 
 
Amendment No. 1 
City of Surprise 
 10 of 10 
ATTACHMENT 1 
 
BUDGET MODIFICATION TEMPLATE