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Contract No. C-22-15-084-3-07
Amendment No. 7
Page 1 of 6
AMENDMENT NO. 7 TO
THE CONTRACT
BETWEEN
MARICOPA COUNTY
ADMINISTERED BY ITS
HUMAN SERVICES DEPARTMENT
AND
CENTRAL ARIZONA SHELTER SERVICES
I.
Maricopa County (County) by and through its Human Services Department and Central
Arizona Shelter Services (Contractor) entered into a financial Agreement on or about
July 7, 2015. The Agreement contained a Termination date of June 30, 2016. The
purpose of the Agreement is for the Contractor to provide emergency shelter services to
homeless individuals or families. The Agreement includes an option to extend the
Agreement for five, one-year terms. The County and the Contractor are collectively
referred as the “Parties.”
The Parties fully executed Amendment No. 1 on or about December 17, 2015. It, among
other things, reduced the funding amount. Amendment No. 2 was fully executed on or
about August 11, 2016. Among other things, it extended the Agreement Termination
Date to June 30, 2017. The Parties fully executed Amendment No. 3 on or about August
28, 2017. It, among other things, extended the termination to June 30, 2018.
Amendment No. 4 was fully executed on or about July 9, 2018. Among other things, it
extended the Agreement Termination Date to June 30, 2019. The Parties fully executed
Amendment No. 5 on or about June 19, 2019. It, among other things, extended the
Agreement Termination Date to June 30, 2020. The Parties fully executed Amendment
No. 6 on or about June 24, 2020. It, among other things, extended the Agreement
Termination Date to June 30, 2021.
II.
The Parties agree to enter into this Amendment No. 7 to further amend the Agreement
as follows:
A.
Add that the County shall provide the Contractor an additional $200,000 for fiscal
year 2021. The fiscal year 2021 funding availability is now increased from
$450,000 to a not-to-exceed amount of $650,000.
B.
Revise Section III (Work Statement and Compensation) for fiscal year 2021 and
replace it in its entirety with the attached revised Section III (Work Statement and
Compensation).
III.
The Agreement is amended to incorporate the changes contained in this Amendment
No. 7. All other terms of the Agreement and Amendment Nos. 1, 2, 3, 4, 5, and 6 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. 7 on their
behalf, and it shall be effective upon approval and signature by both Parties.
Contract No. C-22-15-084-3-07
Amendment No. 7
Page 2 of 6
IN WITNESS, the Parties have approved and signed this Amendment No. 7:
FOR:
CENTRAL ARIZONA SHELTER SERVICES
____________________________________
Chief Executive Officer Date
(Signature and printed name)
FOR:
MARICOPA COUNTY
______________________________________
Chairman, Board of Supervisors Date
Attested To:
______________________________________
Clerk of the Board Date
This Amendment No. 7 has been reviewed by
the undersigned Attorney who has determined
that it is proper in form and within the power
and authority granted to Maricopa under the
laws of the State of Arizona.
______________________________________
Deputy County Attorney Date
Contract No. C-22-15-084-3-07
Amendment No. 7
Section III
Work Statement and Compensation
Page 3 of 6
A.
SCOPE OF WORK
The Contractor shall comply with the following service requirements:
1.
Facility - Emergency Shelter Services
a) Located at 230 S. 12th Avenue, Phoenix, AZ 85007
b) 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.
c) Operate the shelter with other public and private funds.
d) Comply with applicable state and local zoning, fire, environmental, health
and safety standards and regulations.
e) Ensure the facility is safe, secure, clean, in good repair, and has proper
ventilation and
f) heating/cooling systems.
g) Maintain a fire safety and emergency evacuation plan for clients, staff and
volunteers that include at least the following elements:
•
Posted evacuation plan;
•
Individualized evacuation plan for clients, staff and volunteers with
disabilities;
•
Fire drills conducted at least quarterly;
•
Fire extinguishing and detection systems that conform to local building
and fire codes.
h) Ensure that appropriate training/access to first aid equipment and supplies
are available in case of a medical emergency.
i) Provide access to a telephone and post emergency telephone numbers
conspicuously near the telephone.
j) Maintain adequate staff to provide for the supervision and wellbeing of
clients at all times.
k) Ensure sleeping areas and operational procedures comply with applicable
Occupational Safety and Health Administration ("OSHA") Standards,
specifically Section 1910.
l) Provide equal access to programs and services for individuals with
disabilities in compliance with the Americans with Disabilities Act.
Contractor shall provide reasonable accommodation for clients in the
following categories: visual impairments, hearing impairments, mobility
impairments and/or mental impairments.
m) Contractor shall comply with the Fair Housing Act.
2.
Operations
a) Maintain a daily census of residents in the facility using the Homeless
Management Information System (HMIS).
b) Post, distribute, and maintain the following documents with culturally
appropriate language and access to translation services for clients as
needed:
•
Program description including conditions for termination;
•
Residents' rights and responsibilities including the grievance process;
•
Notice of availability of reasonable accommodation for individuals with
disabilities.
c) Agree to provide full access and share client level with the County as
requested including HMIS data records through the HMIS system in
Contract No. C-22-15-084-3-07
Amendment No. 7
Section III
Work Statement and Compensation
Page 4 of 6
accordance with approved Continuum of Care (CoC) data sharing policies
and procedures.
d) Share aggregate data at the request of the County.
3.
Administration
The Contractor shall:
a) Be responsible for hiring, managing, training, and terminating staff as
necessary, in accordance with Contractor's established policy and
procedures.
b) Partner with other service providers to ensure a diverse array of services
and activities are available to clients.
c) Report incidents that may involve a liability issue or may leave the County
open for public scrutiny by telephone to County Homeless Services staff
as soon as possible following occurrence/notification.
d) Collaborate
in
partnership
with
all
Human
Service
Campus
partners/providers.
4.
Program Requirements
a) Ensure clients have access to safe, secure shelter, basic needs and
services.
b) All comply with Coordinated Entry protocol, policies and procedures
approved by the CoC Governing Board.
c) Make daily showers available, including emergency showers as needed for
clients.
d) 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.
e) Participate in the annual Point-in-Time Street Count coordinated by the
Maricopa Regional Continuum of Care and HUD census requirements.
f) Participate in regular Coordinated Entry System Case Conferencing.
g) Daytime shelter operations for a minimum of 250 clients.
5.
Case Management
Provide Case Management based upon the following priorities and protocols:
a) Establish eligibility and issue a homeless verification letter within 72 hours
of entry.
b) Provide written policies and procedures for Case Management including
eligibility criteria, enrollment and assignment protocols to the client.
c) Ensure Case Management is assigned to all clients who:
•
Are chronically homeless using HUD definition; or
•
Have experienced over 12 months of homelessness; or
•
Have a VI-SPDAT score for any housing intervention as provided by
Coordinated Entry System; or
•
Have a source of income; and/or length of stay in shelter for 30 days or
more.
d) Collect and maintain documents for housing readiness and coordination
for, at minimum, all clients enrolled in Case Management in compliance
with Coordinated Entry System.
e) Facilitate connection to state licensed mental health and chemical
dependency treatment program as necessary.
Contract No. C-22-15-084-3-07
Amendment No. 7
Section III
Work Statement and Compensation
Page 5 of 6
f) Enter client information into Homeless Management Information Systems
("HMIS").
6.
Outcomes/Performance Measures:
a) Ensure known Exit Destination in HMIS is 75% or higher.
b) Ensure that 100% of clients are engaged with the Maricopa Reginal
Coordinated Entry System and receive a VI-SPDAT assessment within 72
hours of shelter entry
c) Increase HUD defined positive exit destinations, for case managed
individuals by 5% annually- from 50% (current baseline) until positive exit
rate of 75% is achieved.
d) Achieve and maintain an average length of stay of 35 days or less for all
stayers based on total bed nights used divided by total clients serviced in
the twelve-month period ending with the last month of the reporting period.
In alignment with the HEARTH Act, system goal is to ultimately achieve a
20-day average length of stay.
7.
Indicators:
a) Average and total length of stay (days) in emergency shelter.
b) Increase 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. Increase will be based
off of 2019/2020 Positive Exit data.
c) # of unduplicated clients served in overnight shelter.
d) # of unduplicated clients served in daytime shelter services.
e) Increase in known exits. Based off of 2019/2020 exit data
8.
Program Reports
a) Provide monthly payment request for reimbursement no later than the 15th
of each month (i.e., February 15th for January report) to include:
1. Contract Payment Request Form
2. Program Reports:
•
HMIS CAPER Report
•
HMIS Shelter Bed Utilization Report
•
HMIS Length of Stay Report
•
CASS Rainbow Report
•
HMIS Return to Homelessness Report
•
Additional program reports to ensure daytime operation is ongoing.
b) Provide any other report 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 service. The County reserves the right to add, remove
or revise reporting requirements at its discretion.
c) Contractor will provide full access, read only, to the project in HMIS for the
purpose of monitoring client files no more than once per quarter.
Contractor is responsible for notifying HMIS Lead Agency and granting
access to Funder within 3 business days of monitoring notice.
Contract No. C-22-15-084-3-07
Amendment No. 7
Section III
Work Statement and Compensation
Page 6 of 6
B.
BUDGET
1.
Contractor must provide a complete Itemized Service Budget (ISB) for Fiscal Year
2021 no-later than July 10th. The County funds will be clearly identified in the ISB
and associated with the following budget categories:
C.
REIMBURSEMENTS
1.
Monthly Payments shall be made to the Contractor upon receipt of a correctly
submitted monthly Payment Reimbursement Request, supporting documentation,
and required program reports received by the 15th calendar day of the following
month. The Contractor may email documentation for Reimbursement to:
Maricopa County Human Services Department
Housing and Community Development Division
Attn: Scott Hall, Homeless Projects Program
234 North Central Avenue, 3rd Floor
Phoenix, Arizona 85004
scott.hall@maricopa.gov
2.
The County shall reimburse the Contractor on a Net “0” payment standard.
New Activity- Daytime
Operations
Amount
Personnel
$101,504
ERE
$23,346
Professional Fees
$53,976
Materials and Supplies
$21,174
SUB- TOTAL Daytime
Operations
$200,000
Original Activity- Single Adult
Shelter
Professional Fees
$120,000
Space
$240,000
Admin Allocations
$90,000
SUB-TOTAL Single Adult
Shelter
$450,000
GRAND TOTAL:
$650,000