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City Clerk Document No.
City Council Meeting Date:
June 11, 2026
AMENDMENT TO CITY OF CHANDLER AGREEMENT
HEAT RELIEF SERVICES
CITY OF CHANDLER AGREEMENT NO. 4929
THIS AMENDMENT NO. 1 (Amendment No. 1) is made and entered into by and between the City of
Chandler, an Arizona municipal corporation (City), and AZCEND (Contractor), (City and Contractor may
individually be referred to as Party and collectively referred to as Parties) and made
,
2026 (Effective Date).
RECITALS
WHEREAS, the Parties entered into an agreement for heat relief services (Agreement); and
WHEREAS, the term of the Agreement was May 1, 2025, through April 30, 2026, with the option of up to
four one-year extensions; and
WHEREAS, the Parties wish to exercise the first option through this Amendment to extend the
Agreement for one year.
AGREEMENT
NOW THEREFORE, the Parties agree as follows:
1.
The recitals are accurate and are incorporated and made a part of the Agreement by this
reference.
2.
Section III is amended to read as follows: The Agreement is extended for a one-year period May
1, 2026, through April 30, 2027.
3.
The Contractor will perform services in accordance with Revised Exhibit A of the original
Agreement, attached to and made a part of this Amendment No. 1.
4.
Section IV, Price is amended to read as follows: The City will pay the Contractor the per unit cost
set forth in Revised Exhibit B of the original Agreement, attached to and made a part of this
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Amendment No. 1. Total payments made to the Contractor during the term of this Amendment
No. 1 will not exceed $570,395.76.
5.
The Contractor will conduct Homeless Management Information System data collection, entry,
and reporting in accordance with the requirements of Exhibit C to this Amendment No. 1,
attached to and made a part of this Amendment No. 1.
6.
All other terms and conditions of the Agreement remain unchanged and in full force and effect.
If a conflict or ambiguity arises between this Amendment No. 1 and the Agreement, the terms
and conditions in this Amendment No. 1 prevail and control.
IN WITNESS WHEREOF, the Parties have entered into this Amendment on the Effective Date.
FOR THE CITY
FOR THE CONTRACTOR
By: _________________________________________
By: _________________________________________
Its: _________________________________________
Its: _________________________________________
APPROVED AS TO FORM:
By: _________________________________________
City Attorney
ATTEST:
By: _________________________________________
City Clerk
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REVISED EXHIBIT A
SCOPE OF SERVICES
Program Overview
AZCEND will assist the City of Chandler in providing comprehensive heat relief services to Chandler
residents for the 2026 Heat Season. Services provided by AZCEND will include Daytime Respite Center
Services and Overnight Respite Center Services.
The Daytime Respite Center is a vital program aimed at reducing heat-related illnesses and fatalities
among vulnerable populations, particularly people experiencing homelessness, the elderly, and
individuals without reliable access to cooling. Operating 6 days a week, Monday through Friday, and
Sunday, from 9:00 AM to 7:00 PM, the center offers a safe, climate-controlled space with access to
water, snacks, restrooms, cooling amenities, cots to rest, and basic hygiene supplies. Services will also
be provided on Saturdays when Maricopa County issues an extreme heat warning.
To address extreme heat conditions, AZCEND will also offer consecutive overnight respite services on
the hottest nights, staffed with trained personnel. Overnight services will be provided June 15, 2026,
through September 18, 2026, from 7:00 PM to 5:30 AM in coordination with the City of Chandler.
Eight Cooling Centers will operate throughout the city during the day, offering cooled indoor spaces for
residents seeking relief from the heat. Amenities will include drinking fountains or bottled water,
snacks, and heat relief supplies such as sunscreen, cooling towels, and socks. The City of Chandler will
provide each location with supplies on a weekly basis. A list of Cooling Centers is included at Attachment
A.
Objectives
Provide immediate relief from extreme heat during peak daytime hours for vulnerable individuals
and families
Offer temporary overnight respite services during periods of high heat for individuals experiencing
homelessness
Reduce the incidence of heat-related medical emergencies and deaths in Chandler, AZ
Connect participants with community health and social services where appropriate
Operational Period
Start Date: May 1, 2026
End Date: October 31, 2026
Location and Schedule
Day Respite Services
Location: AZCEND Community Room 345 S California St, Chandler, AZ 85225, (Max Capacity 40)
Hours of Operation: 9:00 AM – 7:00 PM (6 days per week, Sunday through Friday)
Overnight Respite Services
Location: AZCEND Community Room 345 S California St, Chandler, AZ 85225, (Max Capacity 40)
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Back-Up Location: Snedigar Recreation Center, 4500 S Basha Rd, Chandler, AZ 85248 (Max Capacity 40).
Transportation will be provided to and from the facility.
Hours of Operation: Overnight Services: 7:00 PM – 5:30 AM (June 15, 2026, thru September 18, 2026,
and as needed and agreed upon between the parties.)
Operation of overnight respite services at Chandler sites requires execution of the Revocable License
and Hold Harmless Agreements (“License”). Any additional Chandler-owned sites where overnight
respite is provided will require a separate License.
Cooling Centers:
SITE
ADDRESS
HOURS
Basha Library (CC)
5990 S. Val Vista Dr.,
Chandler, AZ 85249
Mon-Wed 7:30am-7pm Thu-Fr
7:30am-5pm Sat 9am-1pm
Chandler Nature Center (CC)
4050 E. Chandler
Heights Rd., Chandler,
AZ 85249
Mon-Thu 8am-7pm Fr 8am-5pm Sat
8am-2pm
Neighborhood Resources (CC)
235 S. Arizona Ave.,
Chandler, AZ 85225
Mon-Fr 8am-5pm
Downtown Library (CC)
22 S. Delaware St.,
Chandler, AZ 85225
Mon-Wed 9am-8pm Thu-Sat 9am-
5pm Sun 9am-1pm
Hamilton Library (CC)
3700 S. Arizona Ave.,
Chandler, AZ 85248
Mon-Wed 7:30am-7pm Thu-Fr
7:30am-5pm Sat 1pm-5pm
Sunset Library (CC)
4930 W. Ray Rd.,
Chandler, AZ 85226
Mon-Wed 9am-8pm Thu-Sat 9am-
5pm Sun 1pm-5pm
Tumbleweed (CC)
745 E. Germann Rd.,
Chandler, AZ 85286
Mon-Fri 5am-8pm Sat 7am-8pm Sun
10pm-5pm
Salvation Army (CC)
85 E. Saragosa St.
Chandler, AZ 85225
Mon-Fri 11am to 5pm
Shower Trailer with Laundry Facilities
The Contractor will utilize the shower trailer with laundry facilities previously purchased by the city to
provide shower and laundry services to heat relief participants. In the event that the Contractor no
longer provides the services described in this agreement on behalf of the city, the Contractor will return
the shower trailer with laundry facilities purchased with city funds to the city.
Data Collection and Reporting
The Homeless Management Information System (HMIS), a secure, confidential database used by service
providers to document homelessness and service use, will be utilized to record programmatic data.
AZCEND is responsible for daily data entry. Data should be entered in real time at intake and exit. Data
will be reported to the city weekly or as otherwise agreed between parties.
Data elements will include:
Number of unique guests served
Demographics and service use for new guests
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Services provided (cooling, food, hygiene items, referrals)
Duration of stay
AZCEND will be responsible for providing Maricopa County and the City of Chandler the daily counts
and any other data elements determined to be required.
In addition, AZCEND will document incidents such as medical emergencies, conflicts or behavioral
concerns, calls to law enforcement or EMS, and guest complaints that require follow-up in compliance
with standard operating procedures.
Evaluation Metrics
Daily guest count
Unduplicated guest count
Peak use times
Number of overnight stays
Staff and guest incident reports
Distribution of water/snack/hygiene items
Connections to external services
Program Operations
Policy Documents: Contractor will maintain a written Operations Manual, Guest Expectations
Policy and Prioritization Criteria (“Policy Documents”). These Policy Documents must be approved
by the city prior to beginning operations. The approved Policy Documents are incorporated into
this Agreement by reference.
Eligibility: The centers are open to Chandler residents in need of respite from the heat—no ID or
documentation is required. However, guests must comply with center rules and expectations to
remain.
The Day Respite Center will provide:
A cool, sanitary indoor space to rest
Water, snacks, and basic hygiene supplies
A safe and sanitary environment staffed by trained individuals
Low-stimulation activities (movies, games, books) to help create a calm environment
Referral information for ongoing services
Shower and laundry services
The Overnight Respite Center will provide:
A cool, indoor space to sleep
Water, a dinner meal, and basic hygiene supplies
A safe environment staffed by trained individuals
Referral information for ongoing services
Staff will:
Treat each guest with compassion and dignity, while maintaining clear boundaries.
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Circulate throughout the space, maintaining a visible and approachable presence.
Follow safety protocols and documentation procedures, including conducting visual screening
for any signs of distress or need for medical attention.
Inform each guest of the rules, available services, and schedule for the day.
Clean-Up and Janitorial: The Contractor is responsible for clean-up and janitorial services at
facilities owned or operated by the Contractor. The city is responsible for janitorial services owned
by the city. Contractor staff operating city owned facilities will provide basic clean-up as needed
during service delivery hours.
Additional Services
The Contractor may provide other related services upon request from the city.
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REVISED EXHIBIT B
COMPENSATION AND FEES
Item
Hourly Rate Hours/Week
Weeks
Estimated Cost
Coordinator
25.00
40
26.2
$ 26,200.00
Part Time Staff
20.00
120
26.2
$ 62,880.00
Overnight Staff (2 per shift)
35.00
168
13.7
$ 80,556.00
Salaries
$ 219,636.00
Employee Related Expenses
$ 52,637.00
TOTAL PERSONNEL
$ 272,273.00
Overnight Security
32.00
77
13.7
$ 33,756.80
Water Bottles & Hydration
$ 8,700.00
Breakfast
$ 7,700.00
Pre-Packaged Snacks
$ 3,500.00
Lunch
$ 16,100.00
Dinner
$ 28,000.00
PPE (Masks, Gloves, Cleaning
Supplies)
$ 4,500.00
Laundry Supplies
$ 6,000.00
Laundry Service Overnight
$ 19,200.00
Cleaning Services
$ 10,000.00
Utilities (AC, Water, Trash)
$ 20,000.00
Shower Trailer Related Costs
$ 11,000.00
Contingency (emergencies,
repairs, overtime, etc.)
$ 20,000.00
Overnight Heat Relief Supplies
$ 4,000.00
Uniforms
$ 5,000.00
Training
$ 2,600.00
HMIS
$ 3,000.00
TOTAL SUPPLIES AND
OPERATIONS
$ 203,056.80
SUBTOTAL
$ 475,329.80
Indirect 20%
$ 95,065.96
TOTAL
$ 570,395.76
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EXHIBIT C
HMIS DATA COLLECTION AND REPORTING REQUIREMENTS
Purpose:
The purpose of this exhibit is to establish clear expectations for Homeless Management
Information System (HMIS) data collection, entry, and reporting to ensure accurate tracking of
services provided during the Heat Relief Season. Complete and timely data supports program
evaluation, community coordination, and compliance with funding requirements.
General Requirements:
x
The Contractor shall utilize the designated HMIS system to document all client interactions and
services provided under this agreement. All data shall be entered in accordance with HMIS
Data Standards https://azmag.gov/portals/0/Homelessness/Forms/2025/Maricopa-HMIS-All-
Policies-with-ROI-2025.pdf and local Continuum of Care (CoC) policies
https://maricopacoc.org/wp-content/uploads/2025/08/CoC-Written-Standards.pdf
x
The Contractor is responsible for ensuring that all sta accessing HMIS are properly trained
and maintain active user credentials.
Data Entry:
x
Each client must be entered and exited from each service they participate in each day.
Day Respite and Overnight Respite are separate services.
x
At the time of exit, the Contractor shall document the client’s destination in HMIS. This
must include, at a minimum, whether the client is:
o Place not meant for human habitation
o Entering an emergency shelter
o Transitioning to a halfway house or other transitional housing setting
o Other appropriate destination as deȴned by HMIS Data Standards
x
The Contractor shall collect all required Universal Data Elements, including but not limited to:
o Name
o Social Security Number
o Date of Birth
o Race and Ethnicity
o Gender
o Veteran Status
o Disabling Condition
o Homeless Status
o Income
o Insurance Beneȴts Received
o Domestic Violence survivors
x
All HMIS data must be entered in real time of service delivery. (With in the service hours that
day)
x
The Contractor shall implement internal processes to ensure consistent and timely data entry,
even during high-volume heat events.
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Data Quality:
The Contractor shall maintain the following minimum data quality benchmarks:
x
Completeness: All required data ȴelds are complete.
x
Accuracy: Data entered reȵects services provided and is free from known errors.
x
Consistency: Data is entered uniformly across all sta and service locations.
x
Regular internal data quality reviews shall be conducted to ensure compliance.
Reporting:
The Contractor shall provide reports to the City (or Contracting Agency) as follows:
Frequency: Daily to Maricopa County and weekly to the City of Chandler.
Maricopa Couty: Maricopa County will provide a QR code for daily reporting required for the Heat
Relief Network. Contractor shall comply with requirements provided by Maricopa County.
City of Chandler: City of Chandler and Contractor will work together to develop a weekly reporting
template and dashboard. Contractor shall comply with agreed upon requirements.
Data elements may include but not be limited to:
x
Total and unduplicated individuals served
x
Total and unduplicated service encounters
x
Types of services provided
x
Trends or notable increases in service demand
x
Supplies provided
x
Meal counts
Monitoring and Compliance:
The city reserves the right to monitor HMIS data entry and reporting for compliance with this
exhibit.
Important Reminders:
To ensure accurate daily utilization and reporting, the Contractor shall adhere to the
following HMIS enrollment and exit procedures:
x
Clients returning for services on subsequent days must be re-enrolled in HMIS for each
new service date to ensure accurate tracking of daily utilization.
x
Each client enrolled in Day Respite must be exited in HMIS at the conclusion of each
service day. Day Respite enrollments shall not remain open across multiple days.
x
Each client enrolled in Night Respite must be exited in HMIS at the end of each service
period (i.e., following the overnight stay). Night Respite enrollments shall not remain open
beyond the applicable service day.
x
At the time of exit, the Contractor shall document the client’s destination in HMIS.