SONORAN PREVENTION AMENDMENT 4.DOCX
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CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
4
Page 1 of 7
AMENDMENT TO
CONTRACT
Between
MARICOPA COUNTY
by and through
DEPARTMENT OF PUBLIC HEALTH
and
SONORAN PREVENTION WORKS
I.
The above-named contract is hereby amended as specified below:
A.
Section 1.0 CONTRACT TERM shall be updated to reflect a new expiration date of August
31, 2026.
B.
An additional $334,605 shall be added for the additional year as outlined in Exhibit A, Year 3
Budget & Budget Narrative, beginning on page 2 of this amendment. The revised not to
exceed (NTE) amount shall be updated to $904,808.
C.
Exhibit B, Scope of Work, shall be replaced with the Year 3 Revised Scope of Work
beginning on page 6 of this amendment.
II.
All other terms and conditions of the original contract shall remain in full force and effect.
IN WITNESS WHEREOF, the parties agree to the changes indicated herein:
FOR AND ON BEHALF OF
MARICOPA COUNTY
FOR AND ON BEHALF OF
SONORAN PREVENTION WORKS
By:
By:
Chairman, Board of Supervisors
Sonoran Preventions Works
Date
Date
ATTEST
Clerk of the Board
Date
APPROVED AS TO FORM
Attorney for Maricopa County
Date
EXHIBIT A
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
4
Page 2 of 7
YEAR 3 BUDGET & BUDGET NARRATIVE
YEAR 3 BUDGET SHEET
Total
Personnel
People Operations & Strategy Director
$48,000
Volunteer Manager
$21,083
Operations Manager
$15,577
Participant Engagement Specialist
$33,801
Chief Executive Director
$16,000
Development Manager
$3,368
Total Salaries
$137,829
Fringe Benefits (26.89%)
$37,062
Personnel Subtotal
$174,891
Operating
Consultant
$49,250
Supplies/Materials
$23,461
Travel
$4,805
Software
$20,343
Professional Development
$4,000
Other
$14,211
Operating Subtotal .
$116,070
DIRECT COSTS (Personnel + Operating)
$290,961
INDIRECT COSTS (15%)
$43,644
TOTAL BUDGET (Direct + Indirect)
$334,605
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
4
Page 3 of 7
YEAR 3 BUDGET NARRATIVE
Personnel: $174,891
People Operations & Strategy Director (0.5 FTE, 12 months) — $48,000
Formerly referred to as Human Resources Director, she drives the organization in recruitment,
retention, support, on- and off-boarding of employees; and manages professional development.
Volunteer Manager (0.3 FTE, 4 months – 0.3 FTE, 8 months) — $21,083
Recruits & maintains a network of 500 volunteers who assemble 75% of the harm reduction and
naloxone kits that SPW distributes. Volunteers also assist with testing and syringe services at our
Maricopa County weekly fixed sites. Responsible for organizing & executing in-person kit-making
events at our Maricopa County organizational headquarters at least once monthly.
Operations Manager (0.2 FTE, 4 months – 0.2 FTE, 8 months) — $15,577
Oversees the SPW warehouse in Tempe. He ensures that all harm reduction inventory is appropriately
received & allocated to the appropriate program. He oversees our “Harm Reduction By Mail” program to
ensure that requests are responded to & supplies are mailed to requesters. The Operations Manager also
manages the office and the Mobile Care Unit, which is a sprinter van used for outreach and testing in
Maricopa County.
Participant Engagement Specialist (0.5 FTE, 4 months – 0.5 FTE, 8 months) — $33,801
Engage with people who use drugs at our syringe services programs to identify structural issues that are
impacting them. They will convene regular community advisory board meetings with participants to
identify what SPW can do differently to better serve them, and will also compile information to be shared
with partners on their individual and systemic experiences.
Chief Executive Officer (0.1 FTE,12 months) — $16,000
Formerly referred to as Executive Director, he oversees the organization’s programmatic strategy
and implementation of all direct-service activities, including syringe services and community-based
testing for infectious diseases disproportionately common among PWUD, the “Harm Reduction By
Mail” program & all other operational functions that ensure efficacy & sustainability.
Development Manager (0.05 FTE, 4 months – 0.05 FTE, 8 months) — $3,368
Responsible for managing all promotional and marketing campaigns about program activities, assisting in
the design and branding of all external-facing communication, including training materials and printed
educational literature, and writing and approving programmatic content for dissemination via SPW’s
website and social media accounts.
Fringe Benefits ($37,062) cover employer health insurance deduction, SS & Medicare, unemployment
insurance, retirement, worker’s comp insurance, and employee assistance program. Avg. ERE Rate –
26.89%
Consultants: $49,250
Employee Resource Groups Consultants - $15,000
Expert assistance is needed to establish our employee resource groups. Centered on topics that affect
both staff & participants alike, these groups encourage community, compassion, and resource-sharing
amongst their members. Properly supporting our staff through the challenging issues they face on the job
is crucial to ensuring they can best support our participants in a sustainable way, prevents burnout, and
increases staff retention & satisfaction.
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
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Contracted IT - $11,000
Support is needed to ensure that any maintenance and repairs needed for our database, server,
and/or tablets used for field-based data collection are performed by a qualified professional. In
order to properly secure our data, prevent unauthorized access, & ensure continued compliance,
we need expert assistance to successfully build new data infrastructure & perform a large-scale
migration.
Graphic & Website Design - $3,750
To ensure that our website and improved database function seamlessly with one another.
Additional improvements & expansions are needed during Year 3 for the platform we use to host
the Harm Reduction By Mail Program. If/As needed to meet the project’s objectives, the
contractor also ensures that any printed materials meet our organizational standards for external
sharing.
Lived Experience Consultants - $4,500
Individuals with lived experience with chaotic substance use who agree to lend their expertise for
the benefit of SPW’s program improvement efforts. Our experience with the community advisory
board in Y2 has shown us that additional funds are needed to ensure breadth & depth of
participation, as well as the sustained success of this activity.
Evaluation Consultants - $15,000
In our data collection plan, MCDPH has requested evaluation activities that are beyond the capacity of
current SPW staff. We will hire professional evaluators to gather & analyze updated information from our
participants in Maricopa County, incorporating select metrics from our previous direct services
assessment during Y1 to gauge progress toward our OD2A goals & objectives.
Supplies/Materials: $23,461
Programmatic - $21,461
Program Supplies include items that are frequently requested by SPW’s participants and
never in sufficient supply, such as wellness kits containing OD2A-approved supplies,
blankets, socks, and items that assist PWUD in staying safe during the oppressive heat of
summer in Maricopa County. Additionally, funds will be used for catered food for
consumption during participant engagement events.
Office - $2,000
Items for OD2A-funded employee(s) may include desk, laptop, monitor, mouse, etc. In Y3 we may find the
need to purchase additional tablets for field-based data collection and/or to replace tablets that have
become broken & non-repairable.
Travel: $4,805
SPW’s travel policies align with the State of Arizona Accounting Manual (SAAM). For travel within
Arizona, the requested funds could be utilized by any OD2A-funded staff member. Fuel (mobile
outreach unit) and mileage reimbursement (personal vehicles) for outreach activities. Meals &
Lodging for staff to attend annual in-person strategic planning event. Airfare & ground
transportation (airport shuttle) are included to support travel to Arizona by the People Operations &
Strategy Director, who lives out-of-state.
Software: $20,343
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
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Our OD2A project requires the use of the following software products, each of which is fully supported by
OD2A funds: Tableau (data analysis & visualization), Jotform (data collection), BambooHR (human
resources information system), Shopify (Harm Reduction by Mail platform), GoDaddy (website domain for
Harm Reduction by Mail), 360 Cloud Solutions (texting platform to mobilize the volunteers who assemble
wellness kits and assist at Maricopa County outreach sites), Keeper (cybersecurity), and Speechify
(accessibility aid for converting educational materials from written to audible).
Professional Development: $4,000
Training for staff to better understand data, community engagement, cybersecurity, HIPAA, workplace
safety including aspects specific to the outreach/field-based work environment, and compliance.
Other: $14,211
Includes a portion of rent, utilities, cell service, financial services and insurance proportionate
to granted amount, square footage, and/or grant activities, as applicable.
Indirect Costs: $43,644
15% of direct costs to support miscellaneous overhead expenses. SPW uses the federal de
minimis indirect cost rate.
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
4
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Exhibit B
YEAR 3 REVISED SCOPE OF WORK
Contractor shall:
1.1
Operate syringe service program in Maricopa County.
1.1.1
Engage with people who use drugs (PWUD) to identify systemic issues that are impacting
them.
1.1.2
Demonstrate an increase in the number of PWUD that are engaged in SUD treatment and/or
harm reduction services.
1.2
Continue to increase operational capacity connect PWUD to treatment, harm reduction, and other
services.
1.2.1
People Operations & Strategy Director should oversee recruiting, hiring, performance,
professional development, and benefits.
1.2.2
Participant Engagement Specialist should implement and oversee Community Advisory
Board.
1.2.3
Expand Harm Reduction By Mail Program.
1.3
Implement and maintain Community Advisory Board.
1.3.1
Solicit feedback and input from a wide range of participants to improve attitudes and
knowledge about stigma among individuals with SUD.
1.3.2
Provide education and development opportunities to emerging community leaders to
improve equitable access to care/services and long-term recovery among PWUD.
1.4
Submit any training or educational materials to MCDPH for review and approval prior to
implementation/dissemination. Any material with the Maricopa County brand is also subject to review
and written approval prior to use. Review and approval process takes, at minimum, 10 business days
depending on the amount and type of content being reviewed.
1.5
Provide a budget for activities.
1.5.1
Detailed budget, inclusive of all costs, is required.
1.5.2
Abide by guidelines set by CDC (Exhibit F Unallowable Activities & Expenditures).
Guidelines may be updated at the discretion of the CDC.
1.5.3
Requests for budget reallocations, any movement of funds between line items, must be
submitted in writing.
1.5.4
Allowable expenses include approved direct, operational, and indirect costs associated with
the provision of activities and services as detailed and accepted in the work plan, budget,
and/or budget narrative.
1.5.5
In accordance with the Budget and Fiscal Accountability Policy established by The Office of
Mental Health & Substance Use:
•
Food expenditures may not exceed 5% of total budget or $10,000, whichever is
less.
•
Rent expenditures may not exceed 25% of total budget or $50,000, whichever is
less.
•
Compensation for community advisory board members may include stipends
ranging from $75 to $300 per meeting, hourly compensation ranging from $20/hr -
$50/hr, or annual stipends up to $1,500 for members and up to $2,000 for
facilitators.
•
Indirect costs may not exceed 15% of the direct costs outlined in the budget. Indirect
costs include general overhead and operating expenses. While necessary to the
operation of the organization, these costs are not readily assignable to a single
activity. The referenced policy is not all inclusive and is subject to change at any
time. Any policy revisions will be provided to contractors as of their effective date.
This policy does not supersede any limitations set forth by funding agencies.
CONTRACT NO: C-86-24-086-X-01 / PH NOI 230163
AMENDMENT NO:
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1.6
Meetings
1.6.1
Participate in, at minimum, one monthly meeting with MCDPH.
1.7
Reporting
1.7.1
Designate an individual as point-of-contact for all reporting requirements.
1.7.2
Collaborate with MCDPH on an evaluation plan that includes metrics for how success will be
measured and opportunities for improvement.
1.7.3
Collect data on OD2A performance measures and evaluation plan indicators as required by
the CDC.
1.7.4
Submit monthly reports using Envisio platform established by MCDPH, unless otherwise
agreed upon. Monthly reporting may include the following:
•
Narrative description of project activities achieved during the specified timeframe
•
Accomplishments (“success stories”) and challenges
•
Staffing changes
•
Current budget and description of over or underspending
•
Evaluation metrics
1.7.5
Complete any additional reporting requirements that may be requested.
1.8
Understand and comply with all federal requirements related to funding source. Chosen recipients
awarded a contract will be considered a subrecipient, which entails a higher level of compliance
monitoring.
MCDPH shall:
1.9
Provide technical assistance in developing an evaluation plan and support for ongoing evaluation.
1.10
Ongoing review of the establishment and implementation of activities and measures for
accomplishing the goals of this agreement.
1.11
Participate, as appropriate, in conference calls and meetings that are conducted during the project
period.
1.12
Review training and education materials prior to implementation/dissemination.
1.13
Review and approve the use of any materials or items with the Maricopa County branding.
1.14
Provide templates and training on software platforms that are required as outlined in the Scope of
Work.
1.15
Review invoices and compensate Contractor according to approved budget.