NATIVE AMERICAN CONNECTIONS AMEND 9.PDF
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Contract No. C-22-20-058-3-09
Amendment No. 9
Page 1 of 9
Native American Connections, Inc.
AMENDMENT NO. 9
TO THE AGREEMENT
BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
NATIVE AMERICAN CONNECTIONS, INC.
I.
Maricopa County (“County”), administered by its Human Services Department, and Native
American Connections, Inc. (“Subrecipient”) entered into a financial Agreement
(“Agreement”), which was fully executed on or about June 24, 2020. The purpose of the
Agreement is for the provision of Emergency Shelter services for individuals experiencing
homelessness in Maricopa County. The County provided the Subrecipient with $144,670
Community Development Block Grant funds. The term of the Agreement is from July 1,
2020, to June 30, 2021. The County and the Subrecipient collectively are referred to here
as the “Parties.”
The Parties fully executed Amendment No. 1 on or about July 28, 2020, which, among
other things, provided the Subrecipient with a not-to-exceed amount of $105,201 in
Coronavirus Aid, Relief, and Economic Security Act (CARES Act) funding to increase
homelessness services. The funds were to be expended no later than September 30,
2020.
The Parties fully executed Amendment No. 2 on or about October 13, 2020, which
extended the date to expend the CARES Act funding through December 30, 2020, and
added required agreement language.
The Parties fully executed Amendment No. 3 on or about November 4, 2020, which,
among other things, provided the Subrecipient with a not-to-exceed amount of $105, 201
in CARES Act funding for the period of October 1, 2020, through December 30, 2020.
The Parties fully executed Amendment No. 4 on or about December 9, 2020, which,
among other things, provided the Subrecipient with a not-to-exceed amount of $105,201
in CARES Act funding for the period of December 31, 2020, through March 31, 2021.
The Parties fully executed Amendment No. 5 on or about March 24, 2021, which among
other things, provided the Subrecipient with a not-to-exceed amount of $105,201 CARES
Act funding for the period April 1, 2021, through June 30, 2021.
The Parties fully executed Amendment No. 6 on or about June 9, 2021, which among
other things, provided the Subrecipient with a not-to-exceed amount of $105,201 in
CARES Act funding for the period of July 1, 2021, through September 30, 2021. The
Agreement was extended from June 30, 2021, to and through June 30, 2022.
The Parties fully executed Amendment No. 7 on or about September 15, 2021, which
among other things, provided the Subrecipient with a not-to-exceed amount of $105,201
in American Rescue Plan Act, Coronavirus State and Local Fiscal Recovery Funds
(CSLFRF) under CFDA number 21.027, for the period October 1, 2021 through December
31, 2021. The Agreement was extended from October 1, 2021 through December 31,
2021.
Contract No. C-22-20-058-3-09
Amendment No. 9
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Native American Connections, Inc.
The Parties fully executed Amendment No. 8 on or about January 21, 2022, which among
other things, provided the Subrecipient with a not-to-exceed amount $221,784 in American
Rescue Plan Act, Coronavirus State and Local Fiscal Recovery Funds (CSLFRF) under
CFDA number 21.027, for the period January 1, 2022, through June 30, 2022. The
Agreement was extended retroactively on January 1, 2022, through June 30, 2022.
II.
The Parties now agree to amend the Agreement by this Amendment No. 9 as follows:
A.
Extend the term of the Agreement from July 1, 2022, through June 30, 2024.
B.
The County shall provide Subrecipient with a not-to-exceed amount of $144,670
in U.S. Department of Housing and Urban Development (HUD) Community
Development Block Grant (CDBG) funding under Assistance Listing Number
(ALN) 14.218. The funding availability period shall begin July 1, 2022, through
June 30, 2023.
C.
And the County shall provide the Subrecipient with $1,244,292 for the Lodge Work
Statement activities. Funding is provided by American Rescue Plan Act,
Coronavirus State and Local Fiscal Recovery Funds (CSLFRF), Assistance Listing
Number (ALN) 21.027. All work performed or costs incurred or expensed shall be
reimbursable through June 30, 2024.
D.
Revise the Section 3 (Work Statement), Paragraph 1.0 (Scope of Work) and
replace in its entirety with the attached “Lodge Work Statement”, attached and
incorporated into the Agreement. The Subrecipient shall continue to provide
Emergency Shelter services for individuals experiencing homelessness in
Maricopa County.
E.
Revise Section 4 (Compensation) by deleting Paragraph 4.0 (Reimbursement and
replacing it with the following:
4.0
Reimbursement:
4.1
The Subrecipient shall submit the June 2022 invoice no later than
July 15, 2022. Thereafter, the Subrecipient shall submit monthly
invoices no later than the 15th calendar day of each month.
Sufficient backup also shall be attached to the invoices, such as a
General Ledger or a detailed Expenditure Report, with the included
charges identified.
4.2
All
requests
for
reimbursements
shall
be
submitted
to
HSDFINANCE@MARICOPA.GOV.
F.
Revise Section 5 (Attachments), by deleting Attachment 1 (A Cares Act Monthly
Budget) and replace with Attachment 1 NAC Lodge Budget.
III.
Section II above contains all the changes to the Agreement made by this Amendment No.
9. All other terms and conditions of the Agreement and previously approved Amendments
not amended by this Amendment No. 9 shall remain unchanged and in full force and effect
as executed by the Parties.
IV.
The Parties have authorized the undersigned to execute this Amendment No. 9, and it
shall be effective upon approval and signature by the Parties.
(Signatures are contained on the following page)
Contract No. C-22-20-058-3-09
Amendment No. 9
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Native American Connections, Inc.
IN WITNESS, the Parties have approved and signed this Amendment No. 9.
NATIVE AMERICAN CONNECTIONS:
__________________________________
Diana Yazzie Devine Date
Chief Executive Officer
MARICOPA COUNTY:
__________________________________
Bill Gates Date
Chairman, Board of Supervisors
ATTESTATION:
___________________________________
Juanita Garza Date
Clerk of the Board
This Amendment No. 9 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 under
the laws of the State of Arizona.
APPROVED AS TO FORM:
By:
___________________________________
Deputy County Attorney Date
Contract No. C-22-20-058-3-09
Amendment No. 9
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Native American Connections, Inc.
Lodge Work Statement
1.0
SCOPE OF WORK
The Subrecipient shall comply with the following service requirements:
1.1
Facility - Emergency Shelter Services
1.1.1 Emergency Shelter Services Location:
1.1.1.1 402 W. Van Buren St. Phoenix, AZ 85003
1.1.2 Provide emergency shelter services for individuals experiencing
homelessness, regardless of origin of residence, 365 days a year,
7 days a week, and 24 hours a day- including holidays. Clients that
stayed in the emergency shelter the previous night or have a
designated bed will have access to the facility (Day room and bed
area) during the following day.
1.1.3 Communicate with hotel management and Maricopa County staff
any issues related to the facility specific to cleanliness, safety, etc.
1.1.4 Provide access to a telephone and post emergency telephone
numbers conspicuously near the telephone.
1.1.5 Maintain adequate staff to always provide for the supervision and
wellbeing of all clients. Ratio of staff to clients should be 1:25 during
the day. Ratios may be reduced during overnight shifts (8pm-8am)
7 days a week.
1.1.6 Provide equal access to programs and services for individuals with
disabilities in compliance with the Americans with Disabilities Act.
Subrecipient shall provide reasonable accommodation for clients in
the following categories: visual impairments, hearing impairments,
mobility impairments and/or mental impairments.
1.1.7 Subrecipient shall comply with the Fair Housing Act.
1.1.8 Subrecipient shall complete regular room checks to increase
cleanliness and decrease the number of damaged items to be done
at minimum once per week.
1.1.9 Subrecipient shall offer laundry services for all clients residing in the
shelter to be done at minimum once per week.
1.2
Administration
1.2.1 The Subrecipient shall:
1.2.1.1 Be responsible for hiring, managing, training, and
terminating staff as necessary, in accordance with
Subrecipient's established policy and procedures. Make this
available at time of monitoring.
1.2.1.2 Report incidents that may involve a liability issue, significant
disruptions in services or unusual or dangerous interactions
or may leave the County open for public scrutiny. Agency
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 business days
following occurrence.
1.2.1.3 Collaborate in partnership with all Human Service Campus
partners/providers.
1.3
Program Requirements
1.3.1 Maintain a daily census of residents in the emergency shelter using
the Homeless Management Information System (HMIS).
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Native American Connections, Inc.
1.3.1.1 Post, distribute, and maintain the following documents with
culturally appropriate language and access to translation
services for clients as needed:
1.3.1.1.1
Program description including conditions for
termination;
1.3.1.1.2
Residents'
rights
and
responsibilities
including the grievance process;
1.3.1.1.3
Notice
of
availability
of
reasonable
accommodation
for
individuals
with
disabilities; and
1.3.1.1.4
How to access case management and
support services.
1.3.1.2 Agree to provide full access and share client level with the
County as requested including HMIS data records through
the HMIS system in accordance with approved Continuum
of Care (CoC) data sharing policies and procedures.
1.3.1.3 Share aggregate data at the request of the County within 7
days.
1.3.1.4 Ensure clients have access to safe, secure shelter, basic
needs and services.
1.3.1.5 Comply with Coordinated Entry protocol, policies and
procedures approved by the CoC Governing Board.
1.3.1.6 Maintain a policy manual that includes program mission and
goals, shelter policy and procedures; population served;
case
management
policy
and
procedures;
non-
discrimination
policy;
fingerprinting
procedure;
confidentiality statement; and client termination policies.
1.3.1.7 Participate in the annual Point-in-Time Street Count
coordinated by the Maricopa Regional Continuum of Care
and HUD census requirements.
1.3.1.8 Participate and/or host weekly Case Conferencing sessions
that involve the clients residing in the shelter.
1.3.1.9 Special sessions will be held to staff all clients with a length
of stay in shelter longer than 90 days. All clients that meet
this criterion should be provided additional support from
leadership and staff to move towards a positive exit as
quickly as possible.
1.3.1.10
Subrecipient will ensure all shelter staff are trained
in CPR, First Aid, and CPI (Crisis Prevention
Intervention), Trauma Informed Care, Motivational
Interviewing,
Critical
Time
Intervention
and
appropriate resources to provide to clients as
needed. At time of monitoring, records of training
should be made available to the County.
1.4
Shelter Services and Case management for All Clients
1.4.1 Establish eligibility and issue a homeless verification letter within 72
hours of entry.
1.4.2 All staff funded under this contract are to have the primary goal of
supporting clients in exiting shelter to permanent housing.
1.4.3 All clients will receive an initial intake with support, assignment of
case management and provision of resources based on their
identified needs within the first 24 hours of residency.
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Native American Connections, Inc.
1.4.4 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.
1.4.5 Collect and maintain documents for housing readiness and
coordination.
1.4.6 Enter client information into Homeless Management Information
Systems ("HMIS").
1.4.7 Case Management include supportive services with regular
meetings, resource provision, and support for the client until they
leave the shelter. Service levels may vary based on client need.
1.4.8 Standard levels of case management services include:
1.4.8.1 Case Management will be individualized and the varying
degree in which the case manager meets with the
participant will be determined in their housing plan and no
less than 1 meeting per week.
1.4.8.2 Development of a housing plan.
1.4.8.3 Coordinate with internal and external providers to assist the
participant with fully accessing their housing plan.
1.4.8.4 Provide support in accessing other services such as:
mainstream benefits, healthcare services, state licensed
mental health and chemical dependency treatment
programs, employment and income services, identifications,
etc.
1.4.8.5 Attend case conferencing and provide updates for
participants residing in the shelter.
1.4.9 Provide written policies and procedures for Case Management
including enrollment, staff assignments, ratio of a maximum 1:25,
and standard levels of service.
1.5
Outcomes/Performance Measures:
1.5.1 Known Exit Destination in HMIS above 95%.
1.5.2 Ensure that 100% of clients are engaged with the Maricopa
Regional Coordinated Entry System and receive a VI-SPDAT
assessment within 72 hours of shelter entry.
1.5.3 Ensure above 75% positive exit destinations for case managed
individuals.
1.5.4 Case manage 100% of clients.
1.6
Indicators:
1.6.1 Average and total length of stay (days) in emergency shelter for all
clients.
1.6.2 Percent of clients who move to positive permanent housing
situation determined by the recorded clients in HMIS with a positive
permanent housing placement out of the total clients served.
1.6.3 Number of unduplicated clients served in overnight shelter.
1.6.4 Exit destinations that indicate positive exits, negative exits and
unknown exits.
1.6.5 Number and Percent of clients that received case management
services.
1.7
Program Reports
1.7.1 Provide an overview report every other Monday that shows: current
capacity, current census number, total exits to permanent housing
between May 1, 2020- Current, and total number of clients served
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Native American Connections, Inc.
between May 1, 2020- Current using data from HMIS COC-APR
Report.
1.7.2 Monthly reporting to be submitted no later than the 15th following
the close of the prior month (i.e., February 15th for January report)
to include: Provide monthly payment request for reimbursement.
1.7.3 Contract Payment Request Form
1.7.4 Program Reports to be sent monthly:
1.7.4.1 Outcome report using an agreed upon template that reports
progress on outcomes/ performance measures, and
indicators listed in the sections above.
1.7.4.2 COC APR
1.7.4.3 HMIS Exit Destinations Report
1.7.5 Program Reports to be sent upon request:
1.7.5.1 HMIS CAPER Report
1.7.5.2 HMIS Shelter Bed Utilization Report
1.7.5.3 HMIS Length of Stay Report
1.7.5.4 HMIS Return to Homelessness Report
1.7.6 Additional program reports to ensure daytime operation is ongoing.
1.7.7 Provide Quarterly 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.
1.7.8 Within the first month of the executed contract, Subrecipient to
provide the following:
1.7.8.1 Finalized annual Agency Budget, including all funding
sources and costs prior to start of contract.
1.7.8.2 Audited financial statements from the previous year.
1.7.8.3 Tax form 990 from the previous year.
1.8
Monitoring
1.8.1 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.
1.8.2 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 Funder within 3 business days of
monitoring notice.
1.8.3 County will conduct desk monitoring monthly when financial and
programmatic reports are submitted.
1.8.4 Maricopa County will conduct on-site monitoring at least annually in
conjunction with other funders in order to review outputs, outcomes
and requirements described in the scope of work.
1.8.5 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
Contract No. C-22-20-058-3-09
Amendment No. 9
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Native American Connections, Inc.
service. The County reserves the right to add, remove or revise
reporting requirements at its discretion.
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Amendment No. 9
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Native American Connections, Inc.
Attachment 1
NAC Lodge Budget