MARICOPA COUNTY IGA-160361-2 CONTRACT AMENDMENT FINAL HEAT RELIEF AMENDMENT (PART 2) - SIGNED.PDF

Maricopa County — Formal (2025-08-01)

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160361-2

AMENDMENT NO. 2 TO CONTRACT
Between
MARICOPA COUNTY
By and through the
DEPARTMENT OF PUBLIC HEALTH
and
CITY OF PHOENIX, ARIZONA
For
HEAT RELIEF SERVICES

I.
The Parties to the above-name Agreement hereby agree to enter into this Amendment No.2
as specified below.

A. Revise Yearly agreement amount to say $1,109,111 for both Year 2 and Year 3.

B. Under Section III. 3. SCOPE OF WORK, add subparagraphs under 3.4.8 as follows:

3.4.8.1 Rent, utilities, and administrative costs are allowed expenses.
3.4.8.2 Emergency clothing, including shoes, is an allowed expense.
3.4.8.3 Cots, mattresses, and related coverings are allowable expenses.

C. Under Section III. 3. SCOPE OF WORK, add subparagraphs 3.4.9 and 3.4.9.1 as follows:
3.4.9 Security services are allowable but should not exceed 30% of annual fund
allocations.
3.4.9.1 Carryover funds from the previous year can be allocated at 100%
towards security if the subrecipient chooses to do so.

D. Under section III. 3. SCOPE OF WORK, Revise 3.6.8.1 and 3.6.8.3 as follows:
3.6.8.1 Subrecipient will annually operate two Respite Centers from May 1st
through, and including, September 30th , 2025 adhering to the minimum
standards set forth in Sections 3.1-3.3.
3.6.8.3 Any changes to the location(s) and hours of Heat Relief Center(s)
supported by this IGA as described in Section III, 3.6.8.1 must be
provided annually in writing to the County by the third Friday in April
(i.e., April 18, 2025, and April 17, 2026), and must be approved before
beginning operations as a Heat Relief Center.

E. Under Section III. WORK STATEMENT, delete subparagraph 3.5.2.

F. Revise Section III. 6. BUDGET SCHEDULE by adding the following sub-header:

Year One (2024)

G. For the chart header “PHIG-PERSONNEL-Year One only” delete “-Year One only”

160361-2
H. Add Section III. 7. Year Two (2025) and the following chart in its entirety:

7. Year Two (2025)

FUND SOURCES
Sources
Total
Maricopa County-ARPA
$1,109,111.00

PERSONNEL
Personnel

Salary Total

Employee Related Expenses (EREs)

30% of salary

TOTAL SALARIES AND EREs
$663,475

NONPERSONNEL
Professional and Outside Services

Travel
$1
Materials & Supplies
$1
Communications/Telephone
$1
Equipment
$1
Space
$112,902
Security (30%)
$332,729
Indirect
$1
NONPERSONNEL TOTAL
$445,636

PROJECT TOTAL
$1,109,111

I.
After Section III. 7. Year Two (2025). Add the following in its entirety:

8. Year Three (2026)

FUND SOURCES
Sources
Total
Maricopa County-ARPA
$1,109,111.00

PERSONNEL
Salaries

160361-2
Salary Total

Employee Related Expenses (EREs)

30% of salary

TOTAL SALARIES AND EREs
$776,378

NONPERSONNEL
Professional and Outside Services
$1
Travel
$1
Materials & Supplies
$1
Communications/Telephone
$1
Equipment
$1
Space
$1
Security (30%)
332,726
Indirect
$1
NONPERSONNEL TOTAL
$332,733

PROJECT TOTAL
$1,109,111

J.
Revise Section III. 6. BUDGET SCHEDULE, add subparagraph 6.1 and 6.2 as follows:
6.1
With prior written approval from the Program Manager, the Subrecipient is
authorized to transfer up to ten percent (10%) of the total budget amount
between funded line items.
6.2
Transfers exceeding ten percent (10%) to a non-funded line item shall require an
Agreement Amendment

K. Revise Section III. 9. PROJECT SCHEDULE by deleting it in its entirety and replacing it with
the following (changes in red):

9. PROJECT SCHEDULE

Deliverable
Date
Comment
Location(s) and hours of
Heat Relief Center(s)
supported by this IGA
provided to County in
writing for approval
Annually by the third
Friday in April (i.e., April
18, 2025, and April 17,
2026)

Approval of Heat Relief
Center(s) location(s) and
hours received from
County
Annually by the fourth
Friday in April (i.e., April
25, 2025, and April 24,
2026)
County will annually
provide approval status
no later than the fourth
Friday in April (i.e., April
25, 2025, and April 24,
2026)

160361-2
Monthly Reporting Forms
and Final Report Form
templates
Annually by the 25th of
April (i.e., April 25, 2025,
and April 25, 2026)
City and County will have
agreed upon and
finalized Monthly
Reporting Forms and
Final Report Form
templates
Heat Relief Network
Signage distribution
process established
By April 15, 2024
City and County will have
agreed upon and
finalized the Heat Relief
Network Signage
distribution process.
Staff hired and training
delivered
Annually by April 30th
(i.e., April 30, 2025, and
April 30, 2026)
City and Subcontractors
Operations start date
Annually on May 1st
(i.e., May 1, 2025, and
May 1, 2026)
Respite Center locations
and transportation
services are fully
operational
May Monthly Payment
Form and Monthly
Outcomes Form
Submission
Annually by the 27th of
June:
1st invoice of the 2025
season by: June 27, 2025
1st invoice of the 2026
season by: June 27, 2026

June Monthly Payment
Form and Monthly
Outcomes Form
Submission
Annually by the 25th of
July (i.e., July 25, 2025,
and July 25, 2026)

July Monthly Payment
Form and Monthly
Outcomes Form
Submission
Annually by the 25th of
August (i.e., August 25,
2025, and August 25,
2026)

Provide plans for review
for facility shutdown
Annually by September
1st (i.e., September 1,
2025, and September 1,
2026)
Provide plans for
shutdown date and
service termination.
Discuss final date of
operations.

160361-2
August Monthly Payment
Form and Monthly
Outcomes Form
Submission
Annually by the 25th of
September (i.e.,
September 26, 2025,
and September 25,
2026)

Operations and service
termination initial
deadline
Annually by September
30th (i.e., September 30,
2025, and September
30, 2026)
Standard heat season
end date. Examine
opportunities for
extension based on
funding and heat relief
needs.
September Monthly
Payment Form and
Monthly Outcomes Form
Submission
Annually by 25th of
October (i.e., October
25, 2025, and October
25, 2026)

Final Report Form initial
deadline
Annually by the last
Friday in November:
Last invoice of the 2025
season by: November
28, 2025
Last invoice of the 2026
season by: November
27, 2026
Final report is due 25
days after the close of
the standard heat
season. If operations and
service date is extended,
the due date will be 25
days following the last
date of operations
Final Report Form
deadline
Annually by December
1st (i.e., December 1,
2025, and December 1,
2026)
Final Report due date

L. Revise Section IV. 2. METHOD OF PAYMENT to update the Department’s E-mail Contact
in subparagraph G to the following:
E-mail: byan.stearley@maricopa.gov and covidfinance@maricopa.gov

M. Revise Section IV. 4. NOTICE to update the Department’s Point of Contact so that any
notice given under this Agreement shall be sent to the attention of the following:
Department
Maricopa County Department of Public Health
Attn: Sierra Lamb
Sierra.Lamb@maricopa.gov

160361-2
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
CITY OF PHOENIX

By:

______________________________

By:

________________________________
Chairman, Board of Supervisors

_________________________________

Office of Homeless Solutions, Director

_____________________________________
Date

Date
ATTEST

ATTEST

____________________________________

____________________________________
Clerk of the Board

____________________________________
Date

City Clerk

____________________________________
Date

APPROVED AS TO FORM

____________________________________
Attorney for Maricopa County

____________________________________
Date

APPROVED AS TO FORM

_______________________________________
Attorney for City of Phoenix

_______________________________________
Date

Lucas Christian
08/13/2025