COMMUNITY BRIDGES INC AMENDMENT 9.PDF
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Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 1 of 9 I. AMENDMENT NO. 9 TO THE AGREEMENT BETWEEN MARICOPA COUNTY ADMINISTERED BY ITS HUMAN SERVICES DEPARTMENT AND COMMUNITY BRIDGES INC. Maricopa County (“County”), administered by its Human Services Department and Community Bridges Inc. (“Subrecipient”), entered into a financial Subrecipient Agreement (“Agreement”), which was fully executed on or about June 19, 2019, for the provision of Navigation services for justice-involved people experiencing homelessness in Maricopa County. The County provided the Subrecipient with $132,000 in Community Development Block Grant (CDBG) funds for the services. The Agreement contained a Start Date of July 1, 2019, and a Termination Date of June 30, 2020. The Parties fully executed Amendment No. 1 on or about February 19, 2020, to add $4,865.47 in non-Federal funds for a total Agreement amount of $136,865.47. The Parties fully executed Amendment No. 2 on or about April 20, 2020, to increase the Agreement funding by $25,000 in Public Health funding to a not-to-exceed amount of $161,865.47, extend the Agreement term through June 30, 2021, and replace wording in the Scope of Work. The Parties fully executed Amendment No. 3 on or about July 28, 2020, to provide the Subrecipient with $132,000 in PY2020 CDBG Funds and a period of funding availability of July 1, 2020, through June 30, 2021. The total Agreement funding shall now be increased from $161,865.47 to a not-to-exceed amount of $293,865.47. The Parties fully executed Amendment No. 4 on or about July 7, 2021, to extend the Agreement term through June 30, 2022, and provided an additional $132,000 in CDBG Program Year/Fiscal Year (PY/FY 2021/2022) funding and $98,655 in Coronavirus Aid, Relief and Economic Security Act (CARES Act) (Pub. L. 116-136) (CDBG-CV3) funding, provided by the U.S. Department of Housing and Urban Development (HUD) for a period of July 1, 2021, through June 30, 2022. The total Agreement funding shall now be increased from $293,865.47 to a not-to-exceed amount of $524,520.47. The Parties fully executed Amendment No. 5 on or about December 21, 2021, to extend the Agreement term through December 31, 2022, and to add the “Outreach Scope of Work.” Amendment No. 5 also provided an additional $424,854.24 in County General Funds Program Year/Fiscal Year (PY/FY 2021/2022) funding (Outreach Budget) for the Outreach Scope of Work activities for the period of December 1, 2021 through December 31, 2022. The total Agreement funding shall now be increased from $524,520.47 to a not- to-exceed amount of $949,374.71. The Parties fully executed Amendment No 6 on or about July 27, 2022. The Amendment extended the Agreement term through June 30, 2023. The County provided the Subrecipient with $337,224.58 ($132,000 PY2022 CDBG and $205,224.58 General funds) funding. The expenditure period for the funds is through June 30, 2023. The Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 2 of 9 Amendment also extended the expenditure period for the CDBG-CV3, HUD funding of $98,655, provided in Amendment No. 4, through June 30, 2023. The total Agreement funding shall now be increased from $949,374.71 to a not-to-exceed amount of $1,286,599.29. The Parties fully executed Amendment No 7 on or about February 16, 2023. The Amendment reduced the Agreement funding by $98,655 CDBG-CV3, HUD funding provided in Amendment No. 4. The Agreement funding was reduced to $1,187,944.29 from $1,286,599.29. Revised Section 1 (General Provisions) to add contract required language. The Parties fully executed Amendment No. 8 on or about June 14, 2023. The Amendment extended the Termination Date from June 30, 2023, through June 30, 2024. The County provided the Subrecipient with an additional $400,000 in County General Funds FY 2024 funding for the Outreach Scope of Work activities. Funding availability period is from July 1, 2023, through June 30, 2024. The total Agreement funding amount is now increased to $1,587,944.29. II. The Parties agree to enter into this Amendment No. 9 to amend the Agreement as follows: A. Revise Section III (Work Statement), Scope of Work - Outreach Scope of Work by removing in its entirety and replacing with the attached Hand in Hand Scope of Work. B. The County shall provide the Subrecipient with $81,435 in County General Funds for Fiscal Year 2024 Funds for Hand in Hand activities. Funding availability period is from July 1, 2023, through June 30, 2024. The total FY24 funds are now increased to $481,435. C. Upon approval of this Amendment No. 9, the Agreement funding total amount is $1,669,379.29 and shall consist of the following fund sources: 1. $528,000 – CDBG 2. $1,136,513.82 – General Funds 3. $4,865.47 – Non-Federal Grant Funds III. Section II above contains all the changes made by this Amendment No. 9. All other terms and conditions of the Agreement and previously approved Amendments shall remain the same and 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 on their behalf, and it shall be effective upon approval and signature by both Parties. [Signatures contained in following page] Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 3 of 9 IN WITNESS, the Parties have approved and signed this Amendment No. 9: FOR COMMUNITY BRIDGES INC.: ___________________________________ John Hogeboom Date President/CEO FOR MARICOPA COUNTY: ____________________________________ Clint Hickman Date Chairman Board of Supervisors Attested to: ____________________________________ Juanita Garza Date Clerk of the Board THIS AMENDMENT NO. 9 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: ___________________________________ Deputy County Attorney Date Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 4 of 9 Hand in Hand Scope of Work 1.0 Responsibilities 1.1 CBI will be responsible for working directly with Maricopa County Human Services Department (HSD) program staff to administer the activities of Hand in Hand by supporting with strategy development, program planning, training, and oversight, including, but not limited to, the support in the following areas: 1.1.1 Implement street outreach and flexible fund activities on behalf of the Hand- in-Hand program administered by Maricopa County. 1.1.2 Work directly with Maricopa County to implement strategy, planning and training for staff administering street outreach and flexible funds. 1.1.2.1 Utilize standard referral platform 1.1.2.2 .Follow policies and procedures developed by Maricopa County for the Hand-in-Hand program. 1.1.2.3 Visit locations as directed by HSD including frequency of visits. 1.1.2.4 Engage with prospective clients following an engagement process as set forth by HSD. 1.2 Maricopa County responsibilities: 1.2.1 Providing Subrecipient program overview and guide for program implementation. 1.2.2 Day-to-day operations of the program for items such as: 1.2.2.1 Participating in outreach as needed. 1.2.2.2 Receiving calls for escalated issues. 1.2.2.3 Support in responding to issues with key stakeholders. 1.2.3 Creating and implementing training. 1.2.4 Creating and implementing engagement strategies with each jurisdiction. 1.2.5 Establishing case conference and regular coordination with Subrecipient and key stakeholders. 2.0 Project Implementation 2.1 General: 2.1.1 Abide by policies and procedures developed by Maricopa County for the service delivery of the Hand in Hand program. 2.1.2 Ensure established Policies and Procedures are in place for service delivery. 2.1.3 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. 2.1.4 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. 2.1.5 Subrecipient shall implement the Hand-in-Hand program, including street outreach and flexible funding, for the purpose of making homelessness rare, brief, and non-recurring. 2.1.6 Utilize the Continuum of Care (COC) Community Adopted Best practices as a guide for core competencies and service delivery. Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 5 of 9 2.2 Geographic Area and Coverage: 2.2.1 Subrecipient shall provide services to the East and West Valley with an emphasis on Queen Creek, Gilbert, Guadalupe, Buckeye, Tolleson, Avondale, and Goodyear. 2.2.2 Outreach activities must cover at minimum 7 days per week, 8 hours per day. 2.3 Street Outreach shall include the following activities: 2.3.1 Collaborate with homelessness service agencies and other local partners to coordinate services for clients. 2.3.2 Participate in HMIS: The Subrecipient must ensure that data on all persons served, and all activities assisted under this program are entered into HMIS in accordance with the local HMIS standards on data collection. Outreach staff must enter into HMIS the latitude and longitude of locations where services are provided. 2.3.3 Activities designed to meet the immediate needs of people experiencing homelessness in unsheltered locations by connecting them with emergency shelter, housing, or critical services, and providing them with urgent, non-facility-based care. Subrecipient shall provide the following component services generally consisting of: 2.3.4 Engagement: 2.3.4.1 Activities to locate, identify and build relationships with individuals or families living in unsheltered settings for the purpose of providing immediate support, intervention, and connections with homeless assistance programs or mainstream social services and housing programs, including: 2.3.4.1.1 An initial assessment of needs and eligibility. 2.3.4.1.2 Crisis counseling. 2.3.4.1.3 Addressing urgent physical needs, such as providing meals, blankets, clothes, or toiletries. 2.3.4.1.4 Actively connecting with and providing information and referrals to programs targeted to homeless people and mainstream social services and housing programs, including emergency shelter, transitional housing, community-based services, permanent supportive housing, and rapid re-housing programs. 2.3.4.2 Eligible costs for activities include: 2.3.4.2.1 Cell phone costs of outreach workers during the performance of engagement activities. 2.3.4.2.2 Costs of activities to locate, identify, and build relationships with unsheltered homeless people to engage them for the purpose of providing immediate support, intervention, and connections with homeless assistance programs and/or mainstream social services and housing programs. 2.3.5 Case Management: 2.3.5.1 Assessing housing and service needs. 2.3.5.2 Arranging, coordinating, and monitoring the delivery of individualized services. 2.3.5.3 Eligible case management services and the activities are as follows: 2.3.5.3.1 Using coordinated entry. Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 6 of 9 2.3.5.3.2 Conducting the initial evaluation, including verifying and documenting eligibility. 2.3.5.3.3 Counseling. 2.3.5.3.4 Developing, securing, and coordinating services. 2.3.5.3.5 Obtaining Federal, State, and local benefits. 2.3.5.3.6 Monitoring and evaluating program participant progress. 2.3.5.3.7 Providing information and referrals to other providers. 2.3.5.3.8 Developing an individualized housing and service plan, including planning a path to permanent housing stability. 2.3.5.4 The cost of assessing housing and service needs, arranging, coordinating, and monitoring the delivery of individualized services to meet the needs of the program participant. 2.3.5.5 These services may be provided to clients staying in shelter via hotel or I-HELP within the designated service area. 2.3.6 Transportation: 2.3.6.1 The transportation costs of travel by outreach workers, social workers, medical professionals, or other service providers are eligible, provided that this travel takes place during the provision of services eligible under this section. The costs of transporting unsheltered people to emergency shelters or other service facilities are also eligible. 2.3.6.2 The cost of purchasing or leasing a vehicle for the recipient or Subrecipient in which staff transports program participants and/or staff serving program participants, and the cost of gas, insurance, taxes, and maintenance for the vehicle; and the travel costs of recipient or Subrecipient staff to accompany or assist program participants to use public transportation. 2.4 Flex Funding to Include: 2.4.1.1 Flexible spending account funds must be for the purpose of clients obtaining or retaining housing and/or eliminate barriers in obtaining or retaining housing. Priority given to clients currently sleeping outdoors and not in shelter. 2.4.1.2 Flex funds can be administered with up to $2,500 per household per year. 2.4.1.3 The lead entity for administering flex funds must have and share with the County policies, procedures, and protocols to ensure funds are provided appropriately and quickly. 2.4.1.4 Expenditures can include any of the following items (any items not on this list must receive prior approval from Maricopa County before purchase): 2.4.1.4.1 Hotel stays. 2.4.1.4.2 Personal items needed to obtain or sustain housing (bed, silverware, clothing, etc.) 2.4.1.4.3 Legal fees for prior legal judgements or expunging legal judgements. 2.4.1.4.4 Vehicle repairs or vehicle payments to prevent loss of employment. 2.4.1.4.5 Housing search and placement. 2.4.1.4.6 Rental application fees (when charged by the owner to all applicants.) 2.4.1.4.7 Security deposits (no more than two months’ rent.) Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 7 of 9 2.4.1.4.8 Rent for the last month of a lease agreement. 2.4.1.4.9 Utility deposits (when required by utility company for all customers.) 2.4.1.4.10 Moving and storage costs for up to three months. 2.4.1.4.11 Service Eligibility. 3.0 Background Checks and Fingerprinting 3.1 Background Checks for Employment through Central Registry: 3.1.1 The Subrecipient shall make available valid Background Check information to County upon request. 3.2 Fingerprinting: 3.2.1 The Subrecipient shall comply with, and shall ensure that all Subrecipient’s employees, independent Subrecipient, Subrecipients, 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. 3.2.1.1 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. 3.2.1.2 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. 3.2.1.3 The Subrecipient shall make available valid Fingerprint information to County upon request. 4.0 Outcomes and Performance Measures 4.1 Establish standard response time with Maricopa County that will be reported monthly and adjusted per stakeholder need and context of service. 4.2 HMIS: Subrecipient shall enter program data into HMIS in a timely and accurate fashion, as indicated such that 95% of program data elements are entered into HMIS within three business days of client interaction. 4.3 Clients enrolled obtain receipt of outside benefits upon exit (e.g., SNAP, TANF, AHCCCS, etc.).; 40% of clients exiting the program shall have at least one source of outside benefits. 4.4 40% of clients exiting the program go to positive destinations as recorded in HMIS. 4.4.1 66% of clients contacted become engaged in services. 4.4.2 The percentage of program participants meeting the HUD-defined chronic homeless definition is greater than 30%. 5.0 Reporting Requirements 5.1 Subrecipient shall submit monthly reporting no later than the 15th calendar day of the month following the close of the prior month of service (i.e., February 15th for January report). Monthly reporting shall include: 5.1.1 Outcome report using an agreed upon template that reports progress on outcomes and performance measures listed in the section above and that shall report the following outcomes: Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 8 of 9 5.1.2 Street outreach, to include: 5.1.2.1 Number of individuals experiencing homelessness served. 5.1.2.2 Number of individuals receiving navigation services at hotels or shelter. 5.1.3 Flex fund, including the following information: 5.1.3.1 Number of applications processed. 5.1.3.2 Number of people who obtained permanent housing through flex funds. 5.1.3.3 Number of households served. 5.1.3.4 Number of adults served. 5.1.3.5 Number of children served. 5.1.3.6 Average dollars per household and uses of the funds. 5.1.4 Continuum of Care Annual Performance Report (COC APR) from HMIS. 5.1.5 Quarterly report indicating the expenditure percentage of the yearly budget with a budget narrative describing the status and any programmatic or financial issues. 5.1.6 Aggregate data, at the request of County, which shall be provided within seven business days of request. 6.0 Monitoring 6.1 The County will monitor Subrecipient’s compliance with fiscal and programmatic performance specifications as indicated in the scope of work and under the terms and conditions of the contract. On-site visits for compliance monitoring may be made by 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 contract available to the County for inspection and copying. 6.2 The subrecipient shall make policies available for County review at time of monitoring. 6.3 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. 6.4 The subrecipient is responsible for notifying the HMIS Lead Agency and granting access to the County within three business days of monitoring notice. 6.5 County will conduct desk monitoring (i.e., review of invoice and reporting submission timeliness) monthly when financial and programmatic reports are submitted. 6.6 County will conduct desk monitoring, at minimum, on an annual basis and in conjunction with federal agencies, if applicable, to review outputs, outcomes, and requirements described in the scope of work. 6.7 The 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 Continuum of Care (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. Contract No. C-22-19-039-3-09 Amendment No. 9 Community Bridges Inc. Page 9 of 9 Hand in Hand Budget FY 2024 CONTRACT SERVICE: Outreach CONTRACT PERIOD: 7/1/2023-6/30/2024 NAME: Community Bridges, Inc. TOTAL SERVICE COST COUNTY COST PERSONNEL Number of FTE Total Salary for the % Allocated Service TOTAL COUNTY Positions Level Position Title Contract Period MCHSD Percentage COST COST 1 1.0 Outreach Supervisor 39,899.11 $ 100% $39,899.11 $39,899.11 6 1.0 Navigator II 34,393.09 $ 100% $206,358.54 $206,358.54 1 0.25 Sr. Manager HCI 54,261.09 $ 25% $13,565.27 $13,565.27 1 0.25 Clinical Lead BHP 68,981.01 $ 25% $17,245.25 $17,245.25 8 TOTAL: $277,068.18 $277,068.18 EMPLOYEE RELATED EXPENSES TOTAL COUNTY ITEM BASIS COST COST Workers Comp, FICA, Medicare, SUTA, 401K 20.9% $57,907.25 $57,907.25 $57,907.25 $57,907.25 PROFESSIONAL AND OUTSIDE SERVICES TOTAL COUNTY ITEM BASIS COST COST Security TOTAL: $0.00 $0.00 SPACE TOTAL COUNTY ITEM BASIS COST COST Space $512.17 per month x 12 months $6,146 $6,146 TOTAL: $6,146 $6,146 TRAVEL TOTAL COUNTY ITEM BASIS COST COST Mileage 4,800 miles per month x 0.655 x 12 $37,728 $37,728.00 TOTAL: $37,728 $37,728 MATERIALS AND SUPPLIES TOTAL COUNTY ITEM BASIS COST COST Laptops $1,300 x 5 $6,500.00 $6,500.00 Office Supplies $15 per month for 6.5 FTE $1,350.00 $1,350.00 TOTAL: $7,850.00 $7,850.00 OPERATING SERVICES TOTAL COUNTY ITEM BASIS COST COST HMIS Licenses $200/FTE $1,400 $1,400 Telephone $56/month/FTE + 2 Cell Phones $5,904 $5,904 $0.00 - $ TOTAL: $7,304.00 $7,304.00 EQUIPMENT TOTAL COUNTY ITEM BASIS COST COST $0.00 $0.00 TOTAL: $0.00 $0.00 INDIRECT COSTS TOTAL COUNTY ITEM BASIS COST COST 14.9% x Direct Costs $419,003.46 $62,431.52 $62,431.52 $0.00 $0.00 TOTAL: $62,431.52 $62,431.52 RENT AND HOUSING STABILIZATION TOTAL COUNTY ITEM BASIS COST COST Flex Funds $25,000.00 $25,000.00 $0.00 $0.00 TOTAL: $25,000.00 $25,000.00 TOTAL SERVICE COST: $481,434.98 $481,434.98 Hand in Hand Budget FY 2024